February 23, 2008 CONSOLIDATED BOARD OF TRUSTEES 7:00 p.m.
Christopher Denman called the meeting to order at 7:00 p.m. with Gary Beck, Paul Beere, James Henning, Russell Kumbier, Dave Pattengale, Dean Stapleton, Mark Tamblyn, and Mike Weinkauf present. Bill Weidert was absent.
Betty Novy, Clerk-Treasurer; Christopher Birkett, Public Works Director; Lee Greivell, Building Inspector; and John Tierney, Engineer were also present.
Tamblyn moved, 2nd by Kumbier to forego verbal reading of the January 26, 2009 meeting minutes. Motion carried.
Beck moved, 2nd by Henning to approve the January 26, 2009 meeting minutes as printed. Motion carried.
Department Reports.
Sheriff’s Department. A written report was reviewed with no comment.
Engineering. Tierney reported contact with a State engineer regarding a culvert installed at 303 N. Rochester Street in conjunction with the bridge reconstruction project. It was installed at incorrect elevations and is creating drainage problems. Novy will follow up with the design engineer regarding a possible errors and omissions claim. Tierney also reported status of the lift station for the Trail of Pines condominium project. It is not operational as of yet. This will need to be corrected before any occupancy permits are issued.
Building Inspection. Greivell reported no permits for January or February.
Public Works. Birkett reported creating a maintenance schedule for the E. Main Street lift station. The high and low levels on the control panel were not readjusted since the last malfunction. Because the system was operating on manual floats, only one pump was being utilized. For future reference, correct high and low levels have been posted on the control panel. Beck noted the sidewalk has not been getting shoveled regularly in front of the municipal building. Birkett will clarify responsibilities with Brian Krueger.
Community Garden Concept for Rochester Commons Park: Wayne Jensen
Wayne Jensen addressed the Board requesting that two acres west of the gravel parking lot in Rochester Commons Park be utilized for a community garden. He noted many owners of condominiums and/or small lots may take advantage if this was made available in the community. The library is also interested in the concept for summer children’s programming. Most likely a nominal rental fee would be charged to pay for tilling up the area in Spring and Fall. Details will be worked out if the Village Board is open to the concept. Denman indicated previous interest in using that land as a compost area. Consensus was that this use would be compatible, as leaves and grass clippings could be used for both fertilizer and mulch in the garden. Board members indicated no objection. Novy was directed to research whether the Village’s liability insurance covers the activity.
Work Order for Heritage Acres/ Vista View Drainage Design (Revised):
John Tierney, Baxter-Woodman Engineering
Henning moved, 2nd by Pattengale to approve a work order from Baxter-Woodman Engineering for $2,300 to conduct a topographic survey of the drainage swales on the Mayer and Pointe West properties. Motion carried.
Work Order for 2009 Street Projects:
John Tierney, Baxter-Woodman Engineering
Tierney presented a work order for $9,800 for design engineering services and $8,900 for construction engineering services to rehabilitate Evergreen Drive from STH 20 to the cul-de-sac, including removing the existing landscaped island and installing asphaltic pavement; Buck Road from Evergreen Drive to June Lane; and Wildberry Avenue from June Lane to Fernwood Drive. Tierney noted intention to delay bidding the project until the Western Racine County Sewerage District televises their sanitary sewer line under Evergreen Drive and any repairs are completed. Weinkauf moved, 2nd by Kumbier to approve the work order as presented. Motion carried.
Safety grate installation: Fox River Prairie Lift Station
Birkett reported no safety grate system within the wet well for the Fox River Prairie Lift Station. He researched costs of installation. A grate system available is available for $700 from ITT Flygt. Maas & Sons estimated installation costs between $700 and $900. Henning moved, 2nd by Stapleton to approve installing a safety grate system as soon as possible with costs not to exceed $1,600. Motion carried.
Replacement Options- E. Main Street Lift Station pumps
Discussion confirmed the pumps serving the E. Main Street lift station are 40 years old. A prior concern was reported by the firm that normally repairs them that parts may not be available the next time they need to be rebuilt. Based on normal use, it is expected that pumps will need repair within the next year or two. Birkett reported on conversations with a salesperson from the original pump supplier, L.W. Allen. The firm has pumps that fit the housing. A total rebuild is possible and will extend pump life another ten years. When pumps are ready for complete replacement, a submersible pump system is recommended. This type of pump will remain operational in the event that the underground control room floods. Birkett was directed to research costs of a rebuild kit. Board members agreed it would be wise to have a kit on hand for when repair is necessary.
Garbage Collection Contract: John’s Disposal Service
Novy reported two corrections needed on the proposed contract: 1) to include service to small businesses producing a maximum of four (4) 30 gallon bags of garbage a week; and 2) clarification on the number of tires collected per household. The proposal was solicited to include collection of one tire per household per week. The contract states a limit of two tires per collection, with a maximum of eight per year. Board members also requested insertion of a clause that requires notification of annual rate changes by October 1st of the preceding year. Weinkauf moved, 2nd by Kumber to approve the garbage collection contract with John’s Disposal Service contingent on the above noted changes. Motion carried.
Ordinance #2-2009 “An Ordinance Providing for the Repeal of Ch. 19, Sewerage Systems and Ch. 24, Holding Tanks, of the (former) Town of Rochester Code of Ordinances, the Repeal of Ch. 10, Sewer System, of the Village of Rochester Municipal Code, and the enactment of the re-created Ch. 10, Public and Private Sewage Systems, of the Village of Rochester Municipal Code, which will apply to the entire corporate limits of the consolidated Village of Rochester”
Novy reported the ordinance was prepared to accommodate the merger of both utilities under one set of regulations and to combine user rates. The attorney expanded the ordinance to address private sewage systems and holding tanks so that these issues could be addressed in one ordinance section. Novy requested additional direction from the Board on three sections of the ordinance.
s.10.9(1)(b) “late fees”. The Village Attorney inserted a three percent late fee with a .50 cent minimum. Three percent is standard in Public Service Commission (PSC) regulated utilities; however the Village sewer utility is exempt from their operating guidelines. This contrasts to existing late fees of 10% for the (previous) Village utility; and 12% for the (previous) Town utility. Board members noted a 3% late fee does not provide much incentive to pay the bill.
Kumbier moved, 2nd by Beere to revise the proposed ordinance to specify a late fee of 12%. Motion carried.
s. 10.09(3)(e) “meter fees”. Novy reported water meters are authorized for use when sewage use is difficult to estimate. In this instance, meter readings become the basis to establish unit charges as compared to average household use. Currently two commercial properties utilize meters for billing purposes. The attorney recommended a meter fee be charged due to the additional expense incurred to read meters and perform the administrative tasks associated with adjusting unit charges on a quarterly basis.
Consensus of the Board was to retain section 10.09(3)(e) authorizing meter fees.
s. 10.09(5)(a) and 10.09(5)(b) “additional connection charges”. Novy reported on conversation with the Village Attorney since the ordinance was drafted. After discussing current practices, the attorney indicated these sections could be deleted from the proposed ordinance. Tierney indicated preference that sections be retained, but with more general language.
Consensus of the Board was to delete the section. If further consultation with the Village Attorney indicates the section should be retained, an ordinance amendment should be prepared for the March meeting.
Henning moved, 2nd by Kumbier to approve Ordinance #2-2009 providing for the repeal of Ch. 19, Sewerage Systems and Ch. 24, Holding Tanks, of the (former) Town of Rochester Code of Ordinances, the Repeal of Ch. 10, Sewer System, of the Village of Rochester Municipal Code, and the enactment of the re-created Ch. 10, Public and Private Sewage Systems, of the Village of Rochester Municipal Code, which will apply to the entire corporate limits of the consolidated Village of Rochester contingent on the above referenced changes. Motion carried.
Resolution #4-2009 “A Resolution updating sewer utility fees for the consolidated Village of Rochester”
Kumbier moved, 2nd by Stapleton to approve Resolution #4-2009 establishing quarterly sewer service at $81.00 per allocated charge unit; meter fees of $24.00; connection fees of $3,000; and sewer lateral connection permit fees of $50.00. Motion carried.
Appoint Zoning Board of Appeals members and designate Chairperson-
Regular members: Dave Pattengale, Wayne Jensen, Tony Hegemann, Ray Moyer and Peggy Shumway; Alternate members: James Henning, Bob Willard, Patricia Gerber
Novy reported positive responses from all candidates with the exception of Bob Willard. Bob declined due to his current position on the Plan Commission.
Weinkauf moved, 2nd by Beere to confirm all Zoning Board of Appeals appointments with the exception of Bob Willard; and to appoint Ray Moyer as Chairperson. Motion carried.
Request for Candidate Forum
Novy reported numerous resident inquiries regarding information on Village Board candidates. Several asked for candidate forums. Consensus of the Board was to authorize use of the municipal building for a candidate “meet and greet”. A date is to be scheduled based on candidate availability.
Regional Transportation Issues: Christopher Denman
Denman reported on attendance at a recent “Municipal Heads” meeting hosted by Racine County Executive Bill McReynolds. McReynolds reported the state budget bill being proposed by the Governor removes western Racine County from the Regional Transporation Authority. However, some legislators do not agree with this and western Racine County may end up back in. If so, the area may become subject to a regional sales tax. Denman requested that board members remain diligent in tracking the issue. Henning reported both City and Town of Burlington Boards passed resolutions stating opposition.
March 2009 Newsletter presented for additions or corrections
Novy reported all candidate contributions have not yet been received. Board members requested that a maximum word count be established as some candidates contributed very lengthy articles. A maximum word count is to be established based on the number of words submitted by the majority of candidates. Stapleton moved, 2nd by Tamblyn to approve the newsletter with additions and/or corrections. Motion carried.
Consolidated Finance Committee Report: Approval of 2-23-09 Disbursements and Investments
Weinkauf moved, 2nd by Beere to approve disbursements as recommended in the Finance Committee Report. Motion carried.
Kumbier moved, 2nd by Pattengale to adjourn at 9:02 p.m.
Respectfully submitted,
Betty J. Novy, CMC
Clerk-Treasurer