Town Board Meeting — Minutes

1 MINUTES TOWN OF PLOVER BOARD MEETING OCTOBER 2, 2024 1. CALL TO ORDER: Chairman Garbe called the meeting of the Town of Plover Town Board to order at 6:02 PM with the Pledge of Allegiance. Also present were Supervisors Bentley, Firkus, Pingel, and Rossier; Clerk/Treasurer Weller; Superintendent of Highways William Honaker; Town of Plover residents Priscilla Garbe, Debra Sniadajewski, and William Sniadajewski; Timothy Miller and Diana Siebels of WM (Waste Management). 2. CORRESPONDENCE AND COMMUNICATIONS: Chairman Garbe reported that the Wisconsin Geological and Natural History Survey has drafted and presented a memorandum of understanding regarding monitoring wells in Town of Plover road right-of-way for further consideration at the next town board meeting. Supervisor Rossier asked Clerk/Treasurer Weller for clarification of the notice of estimated video service provider aid. 3. PUBLIC COMMENTS: There were no public comments. 4. WM (WASTE MANAGEMENT) PROPOSAL FOR WHEELED HOUSEHOLD CARTS AND POSSIBLE AMENDMENT OF CONTRACT: Board members reviewed and discussed the current garbage and recycling contract and the revised proposed amendment to the contract to convert to carted service. Timothy Miller, WM (Waste Management) Public Sector Representative, offered to provide all households with two ninety-six- gallon wheeled gently used carts at the current cost of $14.88 per month per residence through the end of the calendar year, contingent on extending the original contract period for an additional three years. WM will forgo the annual Consumer Price Index (Water and Sewer and Trash Collection Services) increase of approximately 4.9% under the current contract in favor of an approximately 3.2% increase effective January 1, 2025, resulting in a cost of $15.35 per month per residence for 2025. The new fuel surcharge provision won’t take effect until the diesel fuel price per gallon reaches $5.00 whereas the old provision took effect when the diesel fuel price per gallon hit $4.00 per gallon. WM incorporated Chairman Garbe’s prior minor verbiage changes into the revised proposed amendment, and Timothy Miller supported Chairman Garbe’s additional recommended edits. Residents already using wheeled carts from WM have the option to keep their existing carts free of charge or may contact WM to dispose of their old carts. Board members are continuing work to obtain an accurate household count. Meeting attendees suggested potential methods of notifying residents of the change to carted service. Delivery of carts is expected before Thanksgiving. Supervisor Bentley made the motion to approve the First Amendment to Residential Waste and Recyclable Material Collection Contract as proposed by WM, with the understanding that Chairman Garbe will finalize amendment language and deployment logistics with WM. Supervisor Rossier seconded the motion, the question was called, and the motion carried unanimously. 2 5. HIGHWAY SUPERINTENDENT REPORT AND AUTHORIZATION FOR PURCHASES: Superintendent of Highways William Honaker reported on stolen signs; he and Chairman Garbe also mentioned preparations for brushing that will be happening mid-October. 6. MEEHAN DRIVE CONSTRUCTION PROJECT UPDATE: Chairman Garbe noted that the Meehan Drive recondition project is two weeks behind schedule but that the road is ready for paving. 7. FIVE-YEAR ROAD PLAN: Chairman Garbe shared his draft 2025-2029 capital road plan for board member review and discussion, detailing future road work and referencing historical data. 8. BUILDING INSPECTOR REPLACEMENT UPDATE: Village of Plover officials have determined that they don’t have excess capacity to take on building inspections for the Town of Plover; Chairman Garbe indicated that he will begin investigating other options. 9. 2025 BUDGET PLANNING: Chairman Garbe, Clerk/Treasurer Weller, and Town of Plover resident Debra Sniadajewski are beginning work on the 2025 budget. Chairman Garbe anticipates having a budget workshop on October 24, finalizing the proposed budget at a town board meeting on October 30, and holding the budget hearing and special town meeting to adopt the tax levy on November 20. 10. FUTURE MEETING SCHEDULE FOR REMAINDER OF 2024: Town board meetings are scheduled for October 9, October 16, October 30, November 20, December 11, and December 30. 11. MINUTES OF TOWN BOARD MEETINGS AND ANY OTHER MINUTES TO BE PRESENTED: Supervisor Bentley made the motion to approve the minutes of the September 4, 2024, town board meeting as presented. Supervisor Rossier seconded the motion, the question was called, and the motion carried unanimously. 12. RECONCILED BANK STATEMENTS AND CASH SUMMARY: • RECONCILED BANK STATEMENTS OF AUGUST 31, 2024, AND SEPTEMBER 30, 2024: Clerk/Treasurer Weller previously distributed copies of the Local Government Investment Pool (LGIP) statement and reconciliation to board members. The LGIP committed and uncommitted accounts reconciled at a total of $1,312,564.14 on August 31, 2024. Supervisor Pingel made the motion to approve the LGIP statement reconciliation as presented, Supervisor Bentley seconded, the question was called, and the motion carried unanimously. Clerk/Treasurer Weller distributed copies of the Portage County Bank statement and reconciliation to board members. The Portage County Bank NOW checking account reconciled at $23,374.05 on September 30, 2024. Supervisor Pingel made the motion to approve the Portage County Bank statement reconciliation as presented, Supervisor Rossier seconded, the question was called, and the motion carried unanimously. 3 • CASH SUMMARY AS OF OCTOBER 2, 2024, AT 5:55 PM: COMMITTED FUNDS: $ 207,326.48 UNCOMMITTED FUNDS: GENERAL ACCOUNT $ 840,237.66 NOW CHECKING $ 21,571.47 TOTAL UNCOMMITTED FUNDS: $ 861,809.13 TOTAL CASH FOR TOWN OF PLOVER: $ 1,069,135.61 Supervisor Pingel made the motion to approve the cash summary as presented, Supervisor Bentley seconded, the question was called, and the motion carried unanimously. 13. BUDGET ADJUSTMENTS: Clerk/Treasurer Weller reported an overage of $472.50 in Legal Expense relating to the Vista Sands Solar Project and the potential closure of the Meehan Drive railroad crossing. Supervisor Bentley made the motion to adjust the overage by transferring $500.00 from Contingency Fund. Supervisor Firkus seconded the motion, the question was called, and the motion carried unanimously. 14. APPROVAL OF VOUCHERS FOR PAYMENT, SIGNING OF VOUCHER LIST, AND AUTHORIZATION OF TRANSFER OF FUNDS: Supervisor Pingel made the motion to approve the reversal of Checks 25707 and 27254 and to approve the payment of $11,930.62 to cover Checks 27469 through 27501 and electronic funds transfers EFT083Q24, EFTSW0824, EFTETF0824, and WIRE092324. Supervisor Rossier seconded the motion, the question was called, and the motion carried unanimously. 15. FUTURE MEETING DATES AND AGENDA ITEMS: Supervisors Bentley and Rossier will start to inventory bridges and culverts in the Town of Plover for the State of Wisconsin Department of Transportation Local Structures 6-20 Feet Program. A closed session meeting for the first employee performance evaluation will be held October 9 at 11:00 AM. The next regular town board meeting is scheduled for October 16 at 6:00 PM. The agenda will include consideration of the Wisconsin Geological and Natural History Survey’s proposed memorandum of understanding regarding monitoring wells in road right-of-way and further discussion of the 2025-2029 capital road plan. Supervisor Bentley wondered about interest in a semiannual pickup or disposal event for large residential items. 16. ADJOURNMENT: Supervisor Bentley made the motion to adjourn the meeting at 7:59 PM, Supervisor Pingel seconded, the question was called, and the motion carried unanimously. Respectfully Submitted By: Patricia Weller, Clerk/Treasurer Approved: 10/30/24