Town Board Meeting — Minutes

1 MINUTES TOWN OF PLOVER BOARD MEETING APRIL 1, 2026 1. CALL TO ORDER: Chairman Garbe called the meeting of the Town of Plover Town Board to order at 6:00 PM with the Pledge of Allegiance. Also present were Supervisors Bentley, Firkus, Pingel, and Tuttle; Clerk/Treasurer Weller; Superintendent of Highways William Honaker; Town of Plover residents Dennis Church, Theresa Lasota, David Malcolm, Eugene Pavelski, Michael Schoenholz, Lillian Schotten, and Timothy Zinda; Portage County Board Chairman and Portage County Executive candidate Ray Reser; Chase Brockman of Scott Construction, Inc., Dexter Kaetterhenry of Gremmer & Associates, Inc., Alex Wong of the Point/Plover Metro Wire, and James Zdroik of Fahrner Asphalt Sealers, LLC. 2. CORRESPONDENCE AND COMMUNICATIONS: Chairman Garbe reported on construction on State Highway 54 between County Road B and Wisconsin Rapids that is anticipated to start April 8 and last one hundred days, utility permitting, an upcoming Town of Plover Plan Commission meeting to address special exception and rezoning requests, an electronic recycling event scheduled for April 18 at the Portage County Transfer Facility, and his attendance at a planning meeting for the Portage County Jail and Law Enforcement Center at which Black Oak Drive was discussed. 3. PUBLIC COMMENTS: There were no public comments. 4. OPENING OF BIDS FOR 2026 CHIP SEAL PROJECTS: Chairman Garbe opened and read aloud sealed bids from Fahrner Asphalt Sealers, LLC, and Scott Construction, Inc., for 2026 chip seal projects totaling just under seven miles of road. 5. PRESENTATION(S) BY CANDIDATE(S) FOR PUBLIC OFFICE: Portage County Board Chairman and Portage County Executive candidate Ray Reser shared an overview of his long history of service in county and municipal government and his desire to maintain consistency in Portage County operations while moving capital projects forward. Town of Plover Town Board Supervisor candidates Joseph Firkus and Eugene Pavelski introduced themselves. 6. DECISION REGARDING DESIGN OPTIONS AND GRANT APPLICATION FOR REPLACEMENT OF BRIDGE OVER CROOKED RIFT CREEK ON BIRON DRIVE EAST: Board members previously expressed interest in applying for Local Small Structure Improvement Program funding for up to ninety percent of the repair or replacement cost of the bridge over Crooked Rift Creek on Biron Drive East by the deadline of May 1. Engineer Dexter Kaetterhenry, Vice President of Gremmer & Associates, Inc., provided information about feasible replacement options. A bridge with a twenty-foot slab span, twenty-eight feet wide with fifty-foot approaches, was estimated at $459,900.00 with contingencies before construction management engineering and $510,000.00 with contingencies after construction management engineering. Triple sixty-inch concrete culverts were estimated at $244,400.00 with contingencies before construction management engineering. The Wisconsin Department of Natural Resources prefers the bridge structure due to concerns about aquatic species habitat and the possibility of having to bury a 2 portion of the culverts which would necessitate larger seventy-two-inch culverts. The project will require further hydrologic and hydraulic analysis and coordination with several agencies and organizations to ensure regulatory compliance. Board members discussed which option to proceed with for purposes of applying for Local Small Structure Improvement Program funding, considering whether the amount of the request would impact chances of an award as well as the overall Town of Plover budget and cost share, and ultimately agreed to choose the bridge while acknowledging that they could likely fall back on the triple culverts if financial issues arise. In the event the grant application understates the actual replacement expenses because of the project incurring higher than anticipated costs, the Town would be fully responsible for the overrun. The proposed bridge structure would also qualify for future federal aid. Residents questioned how the two options would affect three driveway culverts downstream of Biron Drive East and if the bridge is safe for travel. Chairman Garbe responded that he only has concerns about it completely failing in regard to truckers ignoring permitting to operate overweight trucks on designated Town of Plover roads. Portage County Highway Commissioner Nathaniel Check is exploring whether the Portage County Bridge & Culvert Aid Program can be used to cover half of the ten percent cost to be paid by the Town should the Local Small Structure Improvement Program subsidize ninety percent of the project cost. If an award is not received this year, Chairman Garbe recommended increasing efforts to preserve the existing bridge until the next grant opportunity. Repairing the deteriorating girder is not a viable solution. Supervisor Bentley made the motion to authorize Chairman Garbe to apply for Local Small Structure Improvement Program funding for the $510,000.00 replacement cost of the bridge over Crooked Rift Creek on Biron Drive East. Supervisor Firkus seconded the motion, the question was called, and the motion carried unanimously in a roll call vote. 7. 2026-2027 STATE DOT SALT CONTRACT: Chairman Garbe indicated that the Wisconsin Department of Transportation is the cheapest source of road salt and suggested purchasing forty-four tons of salt to fill the salt shed before the next winter season and another forty-four tons during the next winter season. Superintendent of Highways William Honaker rotates salt inventory. Supervisor Bentley made the motion to participate in the Wisconsin Department of Transportation 2026-2027 road salt contract to purchase eighty-eight tons of road salt for the next winter season, taking half as guaranteed early fill and half as guaranteed seasonal fill. Supervisor Tuttle seconded the motion, the question was called, and the motion carried unanimously. 8. PURCHASE OF CRACK FILLER FOR 2026: A-1 Services Wisconsin Rapids LLC is willing to sell crack filler to the Town of Plover at the same price as last year until its existing inventory is depleted. Supervisor Bentley made the motion to authorize the purchase of five pallets of crack filler from A-1 Services Wisconsin Rapids LLC for $1,507.50 per pallet or $0.67 per pound undelivered. 3 Supervisor Tuttle seconded the motion, the question was called, and the motion carried unanimously. 9. LETTING OF BIDS FOR 2026 CHIP SEAL PROJECTS: Board members reviewed the two bids which were just $891.40 apart. Chairman Garbe noted that the cost was roughly $2,000.00 per mile more than last year and that statutorily the work must be awarded to the lowest responsible bidder. Supervisor Bentley made the motion to accept the Scott Construction, Inc., proposal for 2026 chip seal projects according to bid specifications at a cost of $164,862.00. Supervisor Firkus seconded the motion, the question was called, and the motion carried unanimously in a roll call vote. With bids coming in lower than anticipated, Supervisor Pingel recommended using the additional budgeted funds to double chip seal the Town of Plover’s unpaved portion of Isherwood Road. Both Chase Brockman and James Zdroik advised that a double chip seal over decomposed granite would not hold up unless additional base material was hauled in; previous application of calcium chloride for dust control would also result in the chip seal failing. 10. HIGHWAY SUPERINTENDENT REPORT AND AUTHORIZATION FOR PURCHASES: Superintendent of Highways William Honaker reported on crack filling preparations, shouldering plans, and meeting with Chairman Garbe regarding road issues. Resident Dennis Church mentioned excess chips on Lake Drive from chip sealing that occurred in 2024. Supervisor Pingel brought up plow damage on Harding Avenue and asked about a shop service door repair. Chairman Garbe emphasized that crack filling must be completed on roads to be chip sealed by Memorial Day weekend. 11. STATUS REPORT ON PORTAGE COUNTY ZONING ORDINANCE REWRITE ADVISORY COMMITTEE: Supervisor Tuttle offered insight on possibly decreasing lot sizes in more urban areas as a result of Portage County’s need for additional housing units, permitting accessory dwelling units, and increasing local control over small-scale solar projects. 12. DISCUSSION REGARDING JURISDICTIONAL ROAD TRANSFER OF COUNTY HIGHWAY U (80TH STREET): The Town of Plover Town Board must decide whether to accept jurisdictional authority along with the Village of Biron for a roughly nine-tenths-mile section of the former Wood County Highway U (80th Street) between North Biron Drive and State Highway 54. The Village of Biron is willing to take on all maintenance responsibility for the road in exchange for the Town of Plover’s share of General Transportation Aids; incorporation of the 2019 jurisdictional transfer agreement for a roughly three- tenths-mile section of the former Wood County Highway U (80th Street) into a possible new jurisdictional transfer agreement may also be considered. Chairman Garbe has reached out to Village of Biron Public Works Director Kayla Lumaye to explore shared road agreement options with her and Village of Biron President Jon Evenson but has not heard anything back. Decisions must be finalized by October for the transfer to be effective December 31, 2026. 13. UPDATE ON VISTA SANDS ACTIVITIES AND CONCERNS REGARDING JDA: Chairman Garbe indicated that Doral Renewables LLC has agreed to delay commencing work on the Nassau Boulevard Substation until mid-April or early May when frost is gone, hold a limited pre- construction meeting with local officials, use Stantec to conduct a pre-construction road survey of 4 segments of Coolidge Avenue and Forest Drive, and be responsible for road damage as detailed in the executed joint development agreement. Chairman Garbe will also document road conditions himself prior to work beginning on the Nassau Boulevard Substation. Prior to the start of construction of the solar arrays, designated solar traffic road routes must be finalized, requiring the amendment of the Joint Development Agreement between Town of Plover, Town of Grant, Town of Buena Vista, Village of Plover, Portage County, and Vista Sands Solar LLC, the filing of the amendment with the Public Service Commission of Wisconsin, and Doral Renewables LLC reimbursement of related Town of Plover legal expenses. Chairman Garbe reiterated the need for Vista Sands Solar LLC to abide by conditions and their specified timing as stipulated in the original agreement including remaining road inspections by an independent licensed civil engineer, pre-construction meetings, and financial assurance to Portage County in support of decommissioning. A solar company representative was receptive to instituting consequences for truckers not following approved road routes. 14. ESTABLISHMENT OF AD HOC COMMITTEE TO DEVELOP WINTER EMERGENCY PROTOCOL: Chairman Garbe appointed Supervisors Bentley and Firkus to investigate issues in the management of the last snow storm and to interview employees and others willing to give feedback in an effort to document failures and provide solutions in a report at the next town board meeting; he emphasized that employees should not be blamed. Supervisor Bentley suggested adopting a snow plowing policy to outline procedures so that both employees and residents are aware of expectations. 15. WELLER FARMS CLAIM REQUEST REGARDING DEAD COW: Weller Farms, LLC, requested reimbursement in the amount of $2,500.00 for an Angus replacement heifer that died due to inaccessible roads from March 15 to March 16. Per direction from Wisconsin Towns Association Attorney Carol Nawrocki, Chairman Garbe forwarded the claim to Rural Mutual Insurance Company but has not heard back from the adjuster as to whether the loss will be covered. 16. MINUTES OF TOWN BOARD MEETINGS AND ANY OTHER MINUTES TO BE PRESENTED: There were no minutes available. 17. RECONCILED BANK STATEMENTS AND CASH SUMMARY: • RECONCILED BANK STATEMENTS: February bank statements have not been reconciled. • CASH SUMMARY AS OF APRIL 1, 2026, AT 5:45 PM: COMMITTED FUNDS: $ 221,238.35 UNCOMMITTED FUNDS: GENERAL ACCOUNT $ 1,124,716.66 NOW CHECKING $ 46,694.21 TOTAL UNCOMMITTED FUNDS: $ 1,171,410.87 TOTAL CASH FOR TOWN OF PLOVER: $ 1,392,649.22 Supervisor Bentley made the motion to approve the cash summary as presented, Supervisor Firkus seconded, the question was called, and the motion carried unanimously. 5 18. BUDGET ADJUSTMENTS: There were no budget adjustments presented. 19. APPROVAL OF VOUCHERS FOR PAYMENT, SIGNING OF VOUCHER LIST, AND AUTHORIZATION OF TRANSFER OF FUNDS: Board members discussed applying for reimbursement of some snow storm expenses from the Wisconsin Disaster Fund. Supervisor Bentley made the motion to approve the payment of $21,194.99 to cover Checks 28255 through 28282 and electronic funds transfers EFT021Q26, EFTSW0226, EFTETF0226, and WIRE033026. Supervisor Tuttle seconded the motion, the question was called, and the motion carried unanimously. 20. FUTURE MEETING DATES AND AGENDA ITEMS: The next regular town board meeting is scheduled for April 15 at 6:00 PM. The annual town meeting will be held Tuesday, April 21, at 6:00 PM, with a regular town board meeting to follow. The April 21 agenda will include oaths of office for newly elected town officers. 21. ADJOURNMENT: Supervisor Bentley made the motion to adjourn the meeting at 8:06 PM, Supervisor Tuttle seconded, the question was called, and the motion carried unanimously. Respectfully Submitted By: Patricia Weller, Clerk/Treasurer Approved: 05/05/26