12-07-20_board_minutes

1 THE VILLAGE OF GAYS MILLS The public hearing started at 6:04 p.m. for the Proposed Budgets and Levy. Budgets and Levy packet information was available with small changes since November. At 6:06 p.m. Fortney made a motion to close the public hearing. Seconded by K. Murray. Motion carried. Minutes of the regular meeting of the Village Board of Gays Mills held Monday, December 7, 2020, which began immediately after the public hearing at 6:07 p.m. in the Community Commerce Community Room. Village President Harry Heisz called the meeting to order at 6:07 p.m. Roll call was taken with the following present: Aaron Fortney, Harry Heisz, Kevin Murray, Seamus Murray, and Kim Pettit. Larry McCarn and Lee Ruegg were absent. The board received verification that the agenda was posted in accordance with the open meeting law. Under citizens and delegations Charley Preusser stated his concern again about masks not being worn by everyone present. Under the Public Works report Jim Chellevold was not present to give updates. The board discussed that some items have been moved down by the sewer plant and that the concrete blocks were too heavy to be relocated. Meetings have been taking place for the roof bids and sewer engineering interests. The board received a list of engineer firms that were sent letters asking for assistance in revising the wastewater treatment plant facility plan and additional services with a response needed by December 7th. Heisz would like to see the board setup meetings in January with the interested firms to discuss specific options for the village on designing and building a new wastewater treatment plant and needed additional services. Dan Greve Senior Project Manager from MSA was present and handed out a statement of qualifications, brochure, map, funding sources, and services available. Heisz would like to double check with the Village of Soldiers Grove before the village gets too far in designing a new wastewater treatment plant. Nothing new to report on the Sewer Facility Plan or Individual Phosphorus Variance. The Architectural Review Committee scheduled a meeting on December 15th to review changes previously suggested on the North Mills Subdivision and First Addition to North Mills Subdivision Deed Restrictions and Protective Covenants. The village attorney also needs to check on moving these authorities from the ARC to the Public Property Committee. Pettit reported for the Library Board: Marjie Jurgensen has resigned from the library board and the recommendation from the library board is to appoint Maryam Khalil who is 15 years old. The board discussed if the residents of the village and surrounding townships were aware that a library board member position is open and if someone under the age of 18 should be a member. After discussion K. Murray made a motion to place an ad in the newspaper for the open library board member position and to act on the vacant 2 position at the January board meeting. Seconded by Fortney. Pettit abstained. Motion carried. Board agreed to pay for the expense of placing ad. There was nothing reported from Kitchen Manager Jill Riggs. Heisz mentioned some maintenance issues in the kitchen. K. Murray made a motion to approve the board meeting minutes of November 2, 2020. Seconded by Fortney. Motion carried. Fortney made a motion to approve payment of the bills as listed in the monthly expense report. Seconded by K. Murray. Motion carried. Pay request #2 was submitted for the Gays Mills 2018 TID No. 1 Trail Improvement Project from contractor A-1 Excavating of $153,001.38. Todd Halvensleben of Vierbicher’s provided an explanation of the boards concerns from the last meeting. May of 2019 the design summary included the overall history of the project and the process that moved the trail from the east side to the west side. August of 2019 the board approved the anticipated change order and overall project cost of $414,080 for the project change moving the trail to the west side of the highway. November of 2020 the submitted Change Order #1 was submitted and documented to incorporate the final actual changes and adjustments associated with the move of the trail to the west side. Now with Pay Request #2 submitted all work is completed to date including the items incorporated to move the trail to the west side. After reviewing K. Murray made a motion to approve Pay Request #2 of $153,001.38. Seconded by Fortney. Motion carried. No action took place on Old Mill Museum Roof Repair. Discussion took place on a bid submitted from Interstate Roofing and another company who met with Jim Chellevold today is planning on submitting as well. K. Murray did meet with a local contractor Kickapoo Craftsman about completing the removal process at a fix rate with a three-man crew. Other repairs are also needed for brick work. The board discussed that this information should be shared with the Friends of Gays Mills Committee and have input on the project and fundraising needs. An engagement letter was received from Johnson Block for 2020, 2021, and 2022 audit services. K. Murray made a motion to approve continued audit services with Johnson Block for 2020, 2021, and 2022. Seconded by Fortney. Motion carried. Fortney made a motion to adopt Resolution 2020-12 approving the 2021 General Budget at $737,212, the Water Budget at $115,950, the Sewer Budget at $165,000, the levy to be taxed at $153,021.33 with a gross mill rate of .0245579545. Seconded by K. Murray. Motion carried. K. Murray made a motion to give 2020 general employee bonuses to three full-time employees of $500, three part-time employees of $250, and one quart-time employee of $100. Seconded by Fortney. Motion carried. 3 No written correspondences were received. During this weekend’s Mill House Christmas Lighting Grand Opening many verbal complements were received regarding this event. The next regular board meeting has been scheduled for Monday, January 4, 2021 at 6:00 p.m. Fortney made a motion to adjourn the meeting at 7:11 p.m. Seconded by K. Murray. Motion carried. Respectfully Submitted Dawn R. McCann, Village Clerk Approved 01-11-2021