Link to: December 14 2009 Regular Board Meeting
December 7, 2009
SPECIAL BOARD AND FINANCE COMMITTEE MEETING
6:00 p.m.
Paul Beere called the meeting to order at 6:00 p.m. with Gary Beck, Ed Chart, Chris Johnson, Bob Lancour, and Mike Weinkauf present. Chris Bennett was absent.
Also present: Betty Novy, Clerk-Treasurer; Village Attorney Marcia Hasenstab; Architect Craig Ellsworth; and Real Estate Agent Dick Zastrow.
Review of Supporting Documents
related to purchase of the
Hasenstab reported on information obtained since the offer was made to purchase the ProHealth Care building as follows:
§ Snowplowing and street light costs charged via the association are approximately $1,000 per year.
§ The Phase 1 environmental assessment identified underground storage tanks within the immediate area. A well inspection report will be performed within 60 days to confirm no contamination.
§ Documentation was provided from the Wisconsin Electric Power Company indicating their intent to clean any contamination from a nearby transformer, but it was noted contamination was not particular to this lot.
§ Confirmation was also obtained from Millgate Development’s attorney stating that the developer is responsible to install the final lift of asphalt on the road and that these costs will not be billed to the association.
Review of Possible Action on Pro-Healthcare Counter Offer
Hasenstab reported several minor changes in the counter offer from Pro Healthcare. They accepted the $825,000 purchase price, but increased the amount of earnest money from $1,000 to $8,000. They also updated some contact information and shortened the deadline for closing after all approvals are obtained. It was clarified that the earnest money is refundable if a finding of public support is not found.
Review and Discussion with possible action to proceed with
Architect’s Contract
The timeline for meeting
requirements of the offer was discussed.
Ellsworth presented a change order
for architectural services provided for under the initial contract dated
Board members indicated preference of not incurring variance costs if the approval timeline allows the application to be delayed until after the public meetings.
Future services were proposed under a different architectural services agreement for the renovation of the building and would be a flat fee roughly equal to 10% of estimated construction costs. The approximate remodeling budget of $375,000 includes interior modifications, expanding the parking lot area, and assumes prevailing wages are paid for all construction work. Total architectural costs of $33,900 were estimated. This amount is included in the $375,000 budget.
Novy reported on the meeting timeline. The Conditional Use Public Hearing can be scheduled for the January 4, 2009 Plan Commission meeting and the Village Board Hearing can be scheduled for the January 11, 2009 meeting. Authorizing these dates now will provide adequate time for legal notices and insertion of hearing dates in the December newsletter. Hasenstab indicated it will be necessary for the Board to make a finding of adequate public support before final approval of the purchase. Both hearings must be held before the February 5, 2010 deadline. Ellsworth indicated January hearing dates should provide enough time to make an application for the variance on the sprinkler system after Board approval is finalized. The variance application will submitted in conjunction with other state plan approval documents.
Beck moved, 2nd by Weinkauf to approve the terms of the counter offer from Waukesha Health Systems (ProHealth Care) dated November 25, 2009, including the increase of earnest money from $1,000 to $8,000 and to authorize preparation of a contract with Ellsworth for consideration at the December 14, 2009 meeting that amends the scope of the existing contract to incorporate the services and costs as discussed. Motion carried.
Chart moved, 2nd by Johnson to
adjourn at
Respectfully submitted,
Betty J. Novy, CMC
Clerk-Treasurer
VILLAGE BOARD MEETING
7:00 p.m.
Paul Beere called the meeting to
order at
Betty Novy, Clerk-Treasurer;
and John Tierney, Engineer; were also present. Christopher Birkett, Public
Works Director, was absent.
Pledge of Allegiance.
Minutes. Weinkauf moved, 2nd by Bennett to approve
minutes of the
Period for Public Comment (for items not on the agenda).
There was none.
Department Reports:
Asst.
Chief Walter Henning provided the following report: Chief Dahlberg is currently
on a work assignment in India and is expected back by December 20th.
The Fire Company is hosting a driver training school in three weeks so that
volunteers can stay up to date on state certification requirements. Dry
hydrant installation in Pioneer Park is scheduled for installation in the near
future. Henning asked that the Clerk assign an address for the hydrant and
order the number sign. The chassis for the replacement grass rig has been
delivered and will be sent to Madison Truck to have the skid unit installed.
They hope to have it available for display at the Wisconsin EMS show January
27th & 28th. Henning indicated they are unsure what process needs to
be followed to transfer title of the previous grass rig to the Village.
Novy is to research this to find out what needs to be done. Additionally,
Henning asked that the Village consider adopting the state fire code as part of
village ordinance updates. It allows the fire inspector more enforcement
authority when violations are found. He indicated there was previous
communication between the fire company’s attorney and the village attorney on
this topic. Novy is to check with the attorney to make sure it is included
in proposed updates to the municipal code. Beere questioned progress on
hiring emergency medical technicians to cover day time hours. Mike
Kempken, Treasurer, reported the fire company’s budget runs from July 1 through
June 30th. Their intention is to hire and have staff in place beginning
with the new budget cycle on July 1st. This will allow time to work out
internal issues. Kempken also reported rescue revenues down due to the
slow economy. In closing, Henning reported the Fire Company is hosting an
open house in conjunction with the Historical Society on January 27th to discuss
the history of the Rochester Fire Company. More details will follow.
Sheriff’s Department.
Deputy Castillo reported the following statistics for
November: three accidents; six speeding citations, ten traffic citations,
thirteen parking citations and fourteen warnings were issued. There were
two arrests for ordinance violations. Eleven foot patrols were conducted.
Castillo reported the speed limit
was recently reduced on Academy Road from 55 m.p.h. to 45 m.p.h. Extra
attention will be given to enforcement. As is typical for the season, the
three reported accidents were car vs. deer. There was one disturbance at
the Honey Lake Inn involving a fight in the parking lot. Castillo has been
attending Honey Lake District meetings and reported no big issues for that area.
An update on the robbery of the Rochester Mini Mart was requested.
Castillo indicated the robbery is still under investigation and there have been
no arrests.
Sergeant Kacmarcik commented on item
eighteen on the agenda, a request for adoption of a sexual offender ordinance.
Kacmarcik indicated he had assisted the Village of Union Grove in preparation of
an ordinance for this purpose and would gladly help Rochester through the same
process.
Public Works. Birkett’s written report was
reviewed as follows:
Lift Station/ Sewer: Weekly tests and exercise of lift
station valves and generators. Met with a representative of Cretex liners
to get an idea of cost for installing boots in our manhole chimneys.
Roads: Winter prep is more or less completed.
Culverts are checked, signs straightened. Brintnall has sand and salt
mixed. Storm sewer grates are clean and open. Leaves in gutters are
cleaned up and disposed of.
Buildings: Library windows have been replaced. I am
going to have bids coming in for furnace maintenance on library and village
hall.
Miscellaneous: Working on stray cats in village and also
on pet chipping and vaccination clinic. Fox Valley Veterinarian Service
seems to be on board.
2010 Roadside Mowing
In Birkett’s absence, Novy reported on consideration and recommendation of the
public works committee to renew the roadside mowing contract with T & T Tree
Service. Beck moved, 2nd by Weinkauf to table the issue until Birkett is
able to attend the meeting. Motion carried.
Engineer. Tierney’s written report was reviewed as
follows:
Trail of Pines Condominiums: No activity this period.
Awaiting response from developer to
Rookery Landing Subdivision: Coordinating with Clerk and
Attorney regarding status of west side drainage easements. Technical
documents were prepared but the legal document may not have been recorded.
2009 Street Improvements- Design: Responded to staff and
resident concerns regarding final surface and minor adjustments. Processed
change order and pay request.
Settlement of
Regional Drainage Concern Consultation: Conducted a
level loop survey of the Mayer property.
Millgate C-Store Plan Review: No activity this period.
Review detailed site plans when submitted.
Ag School Drain Tile Study: Submitted preliminary report
to Public Works committee. Coordinate with Village officials to finalize
the report.
Honey
Tierney reported the lift station
for the Trail of Pines condominium development is ready to be tested.
However, some financial issues must be addressed with the developer before any
more inspections take place. Chart commented on review of the Ag School
drain tile study. He indicated the report contained good information and
he was interested to see how topographical information provided in the report
will help determine options to re-direct standing water on Washington Avenue to
the Fox River. Tierney will review the report in detail with the Public
Works committee at their next meeting.
Zoning. Jon Schattner presented his written report
showing eighteen zoning permits issued for the months of September, October,
November and December (to date); and one application for re-zoning. This
included two ponds, eight detached structures, three new single family
residences, one culvert replacement, two additions, one structural alteration
and one conditional use. There have been two zoning
violations, one involving replacement of the landing and steps on an attached
deck, and the other involving a structure over a stockpile of firewood.
Letters of violation have been sent. Schattner is assisting with proper
filing of the conditional use application for proposed relocation of the Village
Hall to
Building Inspection: Lee
Greivell presented written reports showing permits issued for September, October
and November. Forty-six permits were issued, including twenty-one for
building improvements and two for new houses. Miscellaneous permits were
also issued for items such as garages and additions. Novy reported
continued complaints on the lack of maintenance of the single family home
located at
First
Novy reported on Plan Commission review of the petition to re-zone
Lease Renewal:
Joanie
Beck addressed the Board regarding lease renewal. The current lease
allowing the Rochester Historical Society (R.H.S.) to occupy the first floor
classroom of the “old school” section of the library building expires February
16, 2010. Beck reported R.H.S.’s interest in continuing the lease and
requested that they be allowed to fix and/or replace the classroom windows
facing the west. They also requested that further attempts be made to
remove graffiti from brick around the fire escape door and offered to do the
work if necessary. Johnson offered use of a pressure washer
for that purpose and will talk to Birkett on that item. Bennett
moved, 2nd by Lancour to renew the lease with R.H.S. for another five year term
with specific approval to allow R.H.S. to replace windows and perform any
necessary maintenance at their discretion. Motion carried.
Change
Order For Architectural Services Under The Contract Dated
Novy reported that the Village Attorney reviewed the change order and found it
to reflect the terms and costs discussed at the December 7th special meeting.
Beck moved, 2nd by Bennett to approve the change order for architectural
services. Motion carried.
Change Order For Engineering Services: 2009 Street
Project
Tierney
presented an increase request of $1,500 to the contract for the 2009 street
project due to additional work caused by sewer lateral inspections and delays in
paving the Evergreen Drive cul-de-sac caused by wet soils. Tierney also
reported an outstanding issue with a driveway on Wildberry where the pavement
was installed higher and is causing a water problem. Bennett moved,
2nd by Beck to increase the engineering services contract by $1,500 to adjust
for the increased inspections and on the condition that the increase includes
any further work needed to close out the project. Motion carried.
Change Order For Construction Services: 2009 Street
Project
Tierney
also reported an increase request by Payne & Dolan in the amount of $1,950 for
the 2009 street project as compensation for second mobilization charges incurred
when they came back to pave the part of Evergreen Drive’s cul-de-sac that needed
to dry out. Weinkauf moved, 2nd by Johnson to approve Payne & Dolan’s change
order request for $1,950. Motion carried.
Resolution # 2009-11 “Resolution for Inclusion under Group
Life Insurance”
Novy
reported this as follow-up to the Finance Committee’s recommendation to provide
this employee benefit during 2010 budget preparations. The resolution
provides for inclusion under the State plan. All employees enrolled in the
Wisconsin Retirement System can participate. The basic plan provides life
insurance coverage equal to the amount of the prior year’s salary for each
covered individual. There are two participation options. Once an
employee reaches the age of 65, the 25% option provides that they can continue
coverage at 25% of the last coverage amount; or the 50% option provides that
they can continue coverage at 50% of the last coverage amount. The 25%
option requires the Village to pay an additional 20% over base premiums; the 50%
option requires the Village to pay an additional 40% over base premiums. For
village employees, the annual difference between the 25% and 50% option is $40.
For library employees, the annual difference between the 25% and 50% option is
$85 (paid from the library budget). Bennett moved, 2nd by Beck to adopt
Resolution #2009-11 with the 50% option. Motion carried.
Resolution #2009-12
“Employer Resolution to Pay Entire Premium for Basic Group Life Insurance”
Novy
reported this resolution necessary to establish the Village’s intent to pay the
entire premium (versus employees paying the base premium amount). This is
consistent with the Finance Committee’s recommendation. Total annual
premiums for village employees will be approximately $250. Total annual
premiums for library employees will be approximately $600. Chart
moved, 2nd by Lancour to approve Resolution #2009-12. Motion carried.
Resolution #2009-13 “A Resolution to set 2010 Pay Rates for Village Personnel”
Novy reported this resolution finalizes the 2010 pay rates
amounts recommended by the Finance Committee and provided for in the 2010
budget. Weinkauf moved, 2nd by Bennett to approve Resolution #2009-13.
Motion carried.
Appointment of 2010-2011 Election Officials
Beck
moved, 2nd by Bennett to appoint the following election officials for the
2010-2011 term: Jane Babik, Kim Emond, Richard Gay, Lucille Hardie,
Colleen Holder, Mary Janaky, Elizabeth Joseph, Jim Joseph, Toni Ketterhagen,
Neenie Kieffer, Terri Loranger, Dawn Mann, Margaret Mueller, Kay Rowntree, Joyce
Schrader, Wayne Schrader, Pamela Schweitzer, Mildred Welke, Karen Alexander,
Steve Smith, Beverly Sewell, and Sheila Webber. Motion carried.
2009 Audit Contract Proposals
Novy
reported on four contract proposals to perform the Village’s audit services for
2009, prepare the 2009 financial form “C”, and draft the annual report as
follows: James Frechette, CPA: $6,000; Robert Kabitzke, David
Scrima S.C.: $7,000. Patrick Romenesko, S.C.: $10,000; and
Baker-Tilly Virchow Krause: $13,000. Novy recommended renewal of the
contract with Frechette for $6,000. Weinkauf moved, 2nd by Lancour to
renew the contract with James Frechette, CPA, for 2009 – 2011 Audits.
Motion carried.
Authorization for Village
Clerk-Treasurer and Deputy Clerk-Treasurer to retain credit cards with Community
State Bank
Novy
reported a request from the bank that the credit cards held by her and the
deputy clerk be re-authorized due to the Village’s reorganization. Both
credit cards have a limit of $1,000. Johnson moved, 2nd by Chart to
re-authorize the cards. Motion carried.
Correction and/or approval: 2009 Winter Newsletter
No
corrections or additions were stated. Consensus of the Board was to
approve the newsletter for distribution.
Correspondence was read as follows:
Tina Louise Josephson: Request for sexual offender
ordinance
Tina
Josephson addressed the Board expressing concern over an individual who moved
into her neighborhood that is listed on the State registry of sexual offenders.
Several other neighborhood residents were also present. Josephson
presented copies of a newspaper article on this topic and an ordinance drafted
by the City of
Novy
indicated this same ordinance was recently reviewed at an intergovernmental
meeting of western
A recent mailing was sent
notifying property owners of land within drainage districts.
John’s Disposal Service, Inc.
Information was provided
on new state laws affecting the recycling of electronics.
Kathy Romanak:
Information was provided on a Wisconsin Department of Revenue proposal to shift
property assessment to the County level. The Department of Revenue is
holding several “town hall” type meetings on the topic to solicit feedback from
attendees. Romanak included several concerns over costs associated with
the proposal in her correspondence. Novy reported plans to attend a
meeting January 6th being held at
Committee Reports:
Public Works Committee: Johnson reported on committee
review of the 2010 mowing contract and their recommendation of approval.
They also discussed installation of rip-rap in Pioneer Park along with other
park projects for possible expenditure of park impact funds. They also
would like to explore a grant partnership with the Department of Natural
Resources to determine feasibility of acquiring what was the Coral Reef
Restaurant property for a park. They also may contact Racine County
regarding acquisition of a parcel of land just north of the Western Racine
County Sewerage District on N. Rochester Street. They also discussed an
ongoing issue with work Pave-Tech did on a storm-sewer manhole. They are
holding payment until satisfied with the work.
Ordinance Committee: Minutes of the November 16th
meeting were provided for review. Beck indicated and concerns or questions
should be directed to the committee. Their next meeting is scheduled for
December 21st.
Honey Lake Protection and Rehabilitation Board: Weinkauf
reported the District finally acquired all necessary permits for the
equalization culvert. They are hoping to get some of the work done
this winter. Contractor’s can dig through one foot of frost. Bids will be
opened at this month’s meeting for both the equalization culvert project and
snowplowing.
Western Racine County Health Department. Bennett
reported missing the last meeting. He indicated several H1N1 clinics have
been scheduled. The Health Department is also excited about getting
involved with the “Dog Days of Summer” event being planned by the animal control
officer.
Finance Committee: Beck reported the recommendation of
the Finance Committee to approve all disbursements listed on the check detail of
Bennett moved, 2nd by Chart to
approve the finance committee’s recommendations. Motion carried.
Beck moved, 2nd by Bennett to
adjourn at
Respectfully submitted,
Betty J. Novy, CMC
Clerk-Treasurer