12-16-19_board_minutes_spec

1 THE VILLAGE OF GAYS MILLS Minutes of a special meeting of the Village Board of Gays Mills held Monday, December 16, 2019, which began at 6:00 p.m. in the Community Commerce Board Room. Village President Harry Heisz called the meeting to order at 6:00 p.m. Roll call was taken with the following present: Harry Heisz, Larry McCarn, Kevin Murray, Kim Pettit, Lee Ruegg, and Albert Zegiel. Aaron Fortney was absent. Paul Nicholson and Harrison Heilman, members of the Soldiers Grove Village Board were also present. The board received verification that the agenda was posted in accordance with the open meeting law. Mark Davy and Shawn Welte of Davy Engineering were present to provide information on the DNR review of the facility plan, individual phosphorus variance, funding, and the draft joint wastewater treatment plant. The DNR has received the Wastewater Treatment Facility Plan and Davy Engineering has received one set of comments back; hoping by January the DNR will finish reviewing plan. Once DNR is finished reviewing the plan the village can submit an application for Individual Phosphorus Variance. If an Individual Phosphorus Variance is approved the village would then have five years to prepare for a sewer project with funding, a final facility plan, and a phosphorus management plan. If the Village is not ready for the project by the end of five years the village may reapply for an additional variance. The current Wastewater Treatment Plant permit is up for renewal on June 30, 2020. Currently the Village of Soldiers Grove has their phosphorus variance approved and would like to pursue other options which includes working with Gays Mills on gather more information on a joint wastewater treatment plant with a better review of expenses and the final breakdown of sewer charges to residents. Much discussion took place regarding the Wastewater Treatment Facility Plan and the boards concerns regarding the overage of fees from Davy Engineering, bidding process, public hearing process, and portions of the plan that are not feasible such as the the grinder pump expenses in downtown. Davy Engineering explained that the facility plan is currently not being asked for approval or adoption by the board and that the plan can be altered at any time. The village can try to televise the sewer mains and laterals to find the infiltration issues downtown and alter the 2 plan once the village finds better alternatives for the village. Once the DNR has finished reviewing the Wastewater Treatment Facility Plan the contract between the Village and Davy Engineering will end. It was explained that when applying for Rural Development grant funds and loans the village would need to submit the facility plan but can make changes to the plan once all alternatives have been reviewed. Davy Engineering is recommending that the Village start applying to Rural Development soon. The Project Priority list should be published in January of 2020 for the DNR Clean Water Fund (SFY 2021). Mark Davy told the Village that Davy Engineering would submit the 2-page Individual Phosphorus Variance application at no charge to the village. Ruegg made a motion to have Davy Engineering submit the Individual Phosphorus Variance for the village. Seconded by Zegiel. Motion carried. The Village of Gays Mills and the Village of Soldiers Grove would like to schedule a meeting in January to begin the discussion of a joint wastewater treatment plant. Not all agenda items were discussed or acted on. o Plans for Sewer System o Service for School o Main Lift Station Site o Southern Area Lift Station Site o Joint Wastewater Commission – Authorize Attorneys o An example schedule was submitted from Davy Engineering dependent of funding. Preliminary Financing Plan January 2020 Bid Collection System Modifications March 2020 Construct Collection System May-Nov 2020 Construct WWTP 2021 Ruegg made a motion to adjourn the meeting at 7:08 p.m. Seconded by McCarn. Motion carried. Respectfully Submitted Dawn R. McCann, Village Clerk APPROVED 01-13-2020