Link to: October 8 2009 Special Board Meeting regarding Village Hall remodel
Link to: October 12 2009 Regular Board Meeting
Link to: October 26 2009 Special Board Meeting
Link to: October 31 2009 Special Board Meeting
SPECIAL VILLAGE BOARD MEETING
6:30 p.m.
Meeting was called to order at 6:30 p.m. with Paul Beere, Chris Johnson, Chris Bennett, Bob Lancour and Ed Chart present. Gary Beck and Mike Weinkauf were absent.
Betty Novy, Clerk-Treasurer, was also present.
Kickoff/ programming
meeting with Architect Craig Ellsworth regarding remodeling of the Rochester
Municipal Building
Craig Ellsworth reported on staff meetings held earlier that day to establish remodeling needs and on his preliminary assessment of the building. He suggested space needs associated with file storage might be addressed more economically by going to an electronic file storage system, with originals stored off-site. He also indicated initial analysis was such that remodeling the existing building might meet a point of diminishing return.
These issues were identified:
His initial opinion was that remodeling the existing building may exceed costs for a new structure. New construction costs for the same size structure, 4,800 square feet, would be in the $750,000 to $1,000,000 range. The costs of remodeling the existing building could be in the same price range, especially if asbestos is found in the roof decking. He suggested that the Village have the roof decking tested. He also suggested that the architectural concept study be expanded to include looking at other options, including purchase of alternative sites and/or construction of a new building adjacent to either the fire station or library. He indicated he would not charge the Village additional costs to look at these options. He stated one advantage of looking at existing buildings is that the real estate market is slow right now and sellers are more willing to negotiate. He also noted existing construction was exempt from paying prevailing wage rates- allowing lower construction costs than what is now required of public construction projects.
Consensus of the Board was for Ellsworth to proceed with arranging for asbestos testing in two or three places in the roof decking and to expand his conceptual study to include investigation of alternate sites for location of a Village Hall.
Chart moved, 2nd by Lancour to adjourn at 8:00 p.m. Motion carried.
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; John Tierney, Engineer; and Christopher Birkett, Public Works Director were also present.
Pledge of Allegiance.
Minutes. Bennett moved, 2nd by Weinkauf to approve minutes of the September 14 & 29, 2009 meetings as printed. Motion carried.
Period for Public Comment (for items not on the agenda). None.
Department Reports:
Sheriff’s Department.
Deputy Castillo submitted a written report showing the following statistics for September: one accident; nine speeding citations, three traffic citations, three parking citations and seven warnings were issued. There were three arrests. Complaint statistics were as follows: sixteen complaints originated through calls directly to the Sheriff’s Department; Deputy Castillo assisted with four additional complaints, originated thirty-two on his own and performed follow up on twenty-eight. He reported eighteen working days, 147.75 hours and 1,233 miles driven. Twenty-three foot patrols were conducted.
Additionally, Castillo reported the “Day in the Country” event went well with no incidents. Next year, he will attempt to involve Crime Stoppers of Racine. There were a couple of burglaries on Academy Road this past month, primarily tools. There was also a theft from inside a vehicle in Honey Lake. A complaint regarding parking on the road in front of a property on Beck Drive and Sharon Lane was discussed. Deputy Castillo will talk to the owner before the snow season.
Public Works.
Birkett’s written report was reviewed follows:
Lift Station: Weekly maintenance of valves and generators. Pump one is back and installed, waiting for L.W. Allen to do a start up with me. I have scheduled wet well cleaning for the 14th. I’ve also started manhole inspections. I should have them completed by the end of the year. I will also have a repair plan put together early in 2010. The Evergreen lateral replacement should be done this week in time for road work to continue.
Roads: Basically in good shape. Washouts have been repaired. Still working on potholes. Pave Tech has not gotten back to me on storm sewer grate on Eagle Ridge. Planning on ordering last of street name signs to be replaced.
Parks. Case
Eagle is ready for winter. Diamonds
are sprayed- both infield and outfield.
Replaced three penguin posts.
Also Pioneer Park bridge railing is repaired.
Anchoring picnic tables this week.
Commons is ready for winter also.
Buildings.
Library mortar work is just about done- will be painting over the
non-sanctioned artwork this week. I
called in a friend to go over the Village Hall and Library to get ideas on
winterizing them. Will be working on
that also this month.
Miscellaneous. House on Front Street is getting some attention to yard areas. They seem to be making an effort. Animal control is quiet. A few weed complaints, but nothing serious.
Additionally, Birkett reported working on a five year plan to rotate manhole inspections. He will inspect all manholes as a baseline this year and prepare a list of repair recommendations. Also, the property on Front Street that was subject of recent complaints has been mowed and brush has been cut.
Engineer. Tierney’s written report was reviewed as follows:
-Trail of Pines Condominiums:
No work on site.
Notified by bank the Letter of Credit has expired.
-Coyote Territory Subdivision:
No construction activity this
period.
-Rookery Landing Subdivision:
No activity this period.
-2009 Street Improvements- Design:
Payne & Dolan delivered
contracts and bonds, and a pre-construction conference was held on October 1,
2009.
-Settlement of Rochester Condominiums:
Work has started on CTH J
turn lanes. Received concept plan
for modified Phase 2 of the development.
-Regional
Drainage Concern Consultation:
Made floodplain determination for 205 S. Front Street based on new Flood
Insurance Rate Maps and Study.
-Millgate
C-Store Plan Review: No activity
this period. Review detailed site
plans when submitted.
-Ag School Drain
Tile Study: Calculating drainage
areas and modeling basins.
Evaluating alternatives.
-Honey Lake
Equalization Culvert: Reviewed
site plans and provided recommendation letter.
-Community State
Bank Parking Lot- Plan Review:
Provided preliminary comments on paving plan.
Extraterritorial
Plat Review: Certified Survey Map
dividing 4.62 acres from root parcels 006-03-20-07-017-000 and 006-03-20-021-000
in the Town of Dover
Property Address:
27531 Rowntree Road
Applicant/ Owner:
Charles Rowntree Trustee, Rowntree Trust
Weinkauf reported on Plan Commission review.
They recommended approval.
Johnson moved, 2nd by Chart to approve the certified survey map from
root parcels 006-03-20-07-017-000 and 006-03-20-021-000 in the Town of Dover.
Motion carried.
Update:
Village of Rochester Ordinance No. 2009-5 creating an M-4 “Quarrying
District” and special conditional use provisions applicable to quarrying
operations
Novy reported
missing the required notice deadline to hold the public hearing at this meeting.
Instead, the public hearing will be held at the November meeting.
Copies of the ordinance were forwarded to all gravel pit operators with
directions to review and report any concerns by either attending the hearing or
submitting written comments.
Building
Inspection Complaint
Report on discussion/ options regarding
Blue Crane Court in Rookery Landing Estates Subdivision
It was noted
subdivision improvements have not been finally accepted, so there is time to
monitor whether the most recent drainage improvements solved the flooding
problem. The Public Works Manager
was directed to monitor the area during rain events and keep the Board informed
whether flooding continues.
Weinkauf moved, 2nd
by Beck to deny any building permits to Lots 10 and 11 until such time as the
Village is comfortable that the latest efforts to prevent flooding are working;
to deny consideration of the private drive concept; and to indicate a preference
that Blue Ridge Court be built up a foot in the area of flooding if it continues
to do so. Motion carried.
Final lift of asphalt requirements on
outstanding developments
Novy reported deadlines specified for installation of the final lift of asphalt have expired for Stoneridge, Rookery Landing, and Coyote Territory subdivisions. The development agreements state the Town (now Village) must extend the deadline. The Village also needs to ensure financial guarantees for the subdivisions do not expire. Sample language used by the Village Attorney to extend deadlines for several other agreements was reviewed. Weinkauf moved, 2nd by Johnson to direct the Village Attorney to prepare amendments to the development agreements extending the deadline for installation of the final lift of asphalt to November 1, 2012, or to when the subdivision is 80% built, noting additional extensions may be requested. Additionally, a statement should be included indicating that the Village will plow subdivision roads so that access to any lots under construction, or fully constructed, is maintained, but only if the Public Works Manager determines the roads are being maintained so as not to damage snowplows. Motion carried.
Replacement of Fire Department Grass
Rig
Beck reported on Fire Department submittal of an $83,500 proposal for replacing the 1988 grass rig. The Finance Committee reviewed the proposal and recommended acceptance contingent on working out financing options with the Town of Spring Prairie, who will be responsible for approximately 10% of the purchase amount. The committee recommended writing a loan from the sewer utility to the general fund to cover the purchase, with terms to be worked out as funds are needed. Chart moved, 2nd by Lancour to purchase a new grass rig and to retrofit the 1988 grass rig for use as a public works vehicle. Motion carried.
Purchase of pickup truck for Public
Works
This item was acted on under “Replacement of Fire Department Grass Rig”.
Increase in Refuse Collection Charges
and Service Day Change: John’s
Disposal
A letter from John’s Disposal was reviewed requesting an increase of 60
cents per unit for 2010 waste collection charges.
The increase is requested as a direct result of the State’s increase in
landfill tipping fees from $5.90 to $13.00 per ton of solid waste.
The letter also informed the Board of a planned change in collection days
from Fridays to Thursdays. The
letter indicates the change could take place this fall or on the first
collection day of the new year.
Bennett moved, 2nd by Johnson to accept the rate change and service
day change beginning with the first collection day of the new year.
Motion carried.
Resolution 2009-9 “Resolution by the
Village of Rochester Board to amend the 2009 Budget”
Novy reported the
resolution necessary to keep the Village’s final budget in line with actual
revenues and expenditures. Beck
moved, 2nd by Bennett to approve Resolution #2009-9.
Motion carried.
2010 Budget Proposal
Novy presented a draft copy of the 2010 budget noting September 14th and September 28th meeting minutes of the Finance Committee include a detailed report of what considerations went into the figures. During the finance committee meeting preceding the board meeting, additional recommendations were made. They include offsetting per unit garbage and recycling charges with the state recycling grant and pursuing an agreement with Baxter-Woodman engineering for a reduced hourly rate. This will allow a decrease in the engineering fees category to balance the budget. Novy requested authorization to publish the proposed budget, with previously mentioned amendments, and to hold the public hearing at the November Board meeting. Consensus of the Board was to publish the public hearing notice for the November 9th meeting.
2010 Sewer Utility Budget
Novy reported working on the 2010 budget and rate structure for the sewer
utility. She proposed allocating the
rate into three categories- operation and maintenance, the mechanical
replacement fund, and sewage treatment costs.
Sewage treatment costs fluctuate quarterly and this portion of the rate
should be reviewed at least twice annually.
She noted the budget was a draft as she is waiting to finalize figures
for the replacement schedule. There
was discussion regarding measures being taken by both the Rochester sewer
utility and Western Racine County Sewerage District to reduce infiltration in
the system and whether there have been any further adjustments to sewage flows
charged to Rochester. District
representatives Joseph and Klemko are to be invited to the November meeting to
discuss these issues.
Outdoor Wood Burning Ordinance Request
A request from the Wisconsin Division of Public Health, Bureau of
Environmental and Occupational Health, was provided requesting that
municipalities consider enacting an ordinance to regulate outdoor wood burners
with regards to smoke stack heights and proximity to neighbors.
Consensus of the Board was to refer this item to the Ordinance
Committee for further consideration.
Appoint
Alternate Zoning Board of Appeals Member:
Debra Steinke
Beere recommended appointment of Debra Steinke to replace James Henning as alternate member to the Zoning Board of Appeals. Weinkauf moved, 2nd by Chart to approve the appointment. Motion carried.
Correspondence
was read from Racine County Public Works regarding an engineering study
being conducted on the Waterford Dam on the Fox River; Racine County
Resolution No. 2009-58 authorizing construction and repair of two culverts
on CTH S and repaving the Rochester work lot; Congressman
Paul Ryan thanking the Board for use of the Municipal Building for a recent
listening session; Time
Warner Cable regarding upcoming programming changes;
a Transmittal of Annual Reports:
(from the) Racine County Drainage Commissioners;
Rochester Historical Society thanking the Board for a recent
contribution ;and the Racine County Economic Development Corporation
regarding an upcoming business summit (Bennett will attend).
Novy reported on
contact with Griswold Engineering regarding the Norway-Dover Drainage District
annexation attempt. The engineer
indicated no further work is occurring on that project until the Drainage Board
meets regulatory requirements. He
did state, however, that some of the information received on parcels that did
not drain to the Wind Lake drainage canal had been incorporated into the
existing study. The same opportunity
to provide additional information will be presented with future annexation
attempts.
Committee Reports:
Public Works Committee:
Nothing to report.
Ordinance Committee:
Minutes from the previous meeting were distributed for review with
direction that any concerns be reported back to the Committee.
Beck reported the most recent ordinance under consideration involved
regulation of animals. Chart
reported on discussion regarding individuals burying farm animals on their own
property. The ordinance reads
“hoofed animals shall be removed and disposed of properly by a licensed
service”. This will not prevent
private burials, but will provide the framework for the Village to address the
issue should a property owner fail to perform burial of a hoofed animal
properly.
Honey Lake Protection and
Rehabilitation Board:
Weinkauf reported continued efforts regarding the Del Monte Lake/ Tahoe
Lake equalization culvert . There
have been some changes to the plan and the Board recently became aware that DNR
permits are required prior to the start of any work.
Due to this, the project will be delayed to next Summer.
He also noted an abandoned house on Academy Road was recently cleaned up.
Western Racine County Health Board:
Bennett reported on H1N1 immunization efforts.
Wisconsin will receive 55,000 doses in the first round and security will
be high. The Health Department is
looking for volunteers to help with distribution of the vaccine.
Finance Committee: Beck reported the recommendation of the Finance Committee to approve all disbursements listed on the check detail dated September 15 – October 12, 2009. Beck also reported recommendation of the committee to transfer $200,000 from the sewer utility money market account into a certificate of deposit for three to six months depending to achieve the best rate of interest available. Weinkauf moved, 2nd by Bennett to approve the finance committee’s recommendations. Motion carried.
Bennett moved, 2nd by Johnson to adjourn at 9:26 p.m. Motion carried.
Respectfully submitted,
Betty J. Novy, CMC
Clerk-Treasurer
October 26, 2009
SPECIAL BOARD MEETING
6:30 p.m.
Paul Beere called the meeting to order at 6:30 p.m. with Gary Beck, Chris Bennett, Ed Chart, Chris Johnson, Bob Lancour, and Mike Weinkauf present.
Betty Novy, Clerk-Treasurer; and Craig Ellsworth, Architect, were also present.
Receive preliminary
costs for remodeling versus possible relocation of Village Hall:
Craig Ellsworth, Architect
Ellsworth presented the following cost figures related to remodeling the existing municipal building, possible purchase and remodeling of the previous Pro Health Care building on Millgate Drive, or new construction:
·
Remodeling existing building (4,640 square feet) to accommodate requested
administrative office areas, meeting rooms, storage areas, full compliance with
handicap accessibility requirements; and improving building facade and signage
to be compatible with Rochester’s Main Street Historic Preservation District:
$727,943;
·
Purchase
existing Pro Health Care building (6,700 square feet) and perform interior
remodeling work to accommodate above specifications:
$1,264,056 (at asking price);
·
Purchase
land and build new village hall (6,700 square feet) to accommodate above
specifications: $1,225,207
Ellsworth reported on alternatives as follows:
Remodeling existing building.
Ellsworth recommended against remodeling the existing building because of
the difficultly meeting office space, storage, meeting room and handicap
accessibility needs within the existing footprint.
He noted the lot is built out and there
is no room to expand. While he may
be able to meet most objectives of the remodel, it will be a large investment
with no accommodation for future growth.
The life of the investment is what causes the most concern.
Board
members questioned the value of the current building.
Ellsworth reported the limitations of the building combined with a slow
real estate market put the building’s estimated value at $75,000.
When discussing the impact of removing the municipal building from Main
Street, it was noted that, if this were to happen, existing business owners
should be brought into the discussion regarding future use of the building.
Ellsworth reported previous experience with a municipality offering a
public building for sale for the price of $1.00 and a request for proposals.
This would allow the community to review proposals and offer input on
future use of the building.
Pro
Health Care building.
Ellsworth reported on touring the building.
The façade is compatible with the general appearance of public buildings.
The structure is clear-span with only four main support columns
throughout. This offers maximum
flexibility with regards to interior remodeling.
The building is two years old and complies with all handicap
accessibility requirements. He
indicated requirements applicable to public construction projects would put
duplication of building and site improvements near the $2,000,000 mark.
He also noted quality construction and finishes throughout, with high
efficiency heating, cooling, and fixtures.
A
potential layout was shown to remodel the existing facility.
A 2,277 square foot assembly hall could be accommodated with a separate
entrance. This area could be
utilized for meeting and election needs.
Heating and cooling of this area could easily be isolated from
administrative office areas. A
smaller conference room is already located just off the reception area that
could be utilized for smaller meetings.
The building is fully wired for computer and security systems.
Existing reception and exam room areas could easily be modified for
reception, storage and office areas currently needed and allow for future
expansion.
Board
members questioned the $239,000 estimate for renovations.
Ellworth indicated about $90,000 of these costs are associated with
creating restroom facilities for the assembly hall.
The cost estimate is based on installation of men and women’s restrooms,
each with four stalls. This may be
scaled back depending on review of state codes in relation to municipal uses and
required restroom facilities. There
are currently three single uni-sex restrooms in the building.
Ellsworth indicated this price brings acquisition of the Pro Health building
near the price of new construction.
However, this is if purchased at full asking price.
A lower offer could be made to accommodate what the Village would have to
put into remodeling the building.
This may make this option more favorable.
Purchase
land and build new village hall.
It was noted that estimated costs include land acquisition.
Board members indicated the Village already owns two potential building
sites- adjacent to either the library or fire station.
Utilizing one of these sites would bring this option down to the cost of
construction (estimated at $858,207).
Ellsworth indicated this cost would most likely not match the quality of
construction of the Pro Health Care building in a public construction project.
It was also noted that estimates of new construction costs are often
exceeded due to unforeseen conditions or other numerous factors.
Novy was
questioned on the impact and ability of the Village to proceed with a building
project. She reported two financial
options. Both options assume the
sewer utility pays 50% of building costs and are based on $1,000,000 in total
costs. It is current practice that
the sewer utility pays 50% of building costs.
|
Sewer utility contribution (reserve funds) |
$500,000 |
|
Village General 20-year promissory note: |
$500,000 |
|
Total |
$1,000,000 |
This
option assumes an annual payment of $40,120 from the general fund, which is the
equivalent of eleven cents per $1,000 of assessed value or an additional $27.50
in property taxes on a house assessed at $250,000.
|
Sewer utility contribution (reserve funds) |
$500,000 |
|
Village General 20-year promissory note: |
$610,000 |
|
Pay off existing library remodeling loan |
($110,000) |
|
Total |
$1,000,000 |
This
option assumes an annual payment of $48,947 from the general fund, but is offset
by the existing loan payment of $23,446- netting an increase of $25,501 in
annual debt payments. This is
the equivalent of seven cents per $1,000 of assessed value or $17.50 on house
assessed at $250,000.
Novy
noted most of the Village’s debt is in the form of 10-year promissory notes.
However, in the case of buildings, a 20-year term is acceptable as the
life of the buildings will far exceed the term of the loan.
Johnson
questioned where this investment would put sewer utility reserves.
Novy indicated the utility would still have $800,000+ in reserves.
Recent televising of the system indicated sewer mains are in relatively
good shape. No major repairs are
necessary.
Beere
requested further research on financing options.
He would like to see a building loan taken out even further to reduce the
tax impact and to see that future taxpayers pay their fair share of the bill.
Novy and
Beere were directed to perform an initial walk-through of the Pro-Health Care
building with the architect to further determine feasibility of the site for a
Village Hall. If the impression is
favorable, a follow up meeting of all Village Board members is to be scheduled.
Chart
moved, 2nd by Bennett to adjourn at 7:56 p.m.
Motion carried.
Respectfully submitted,
Betty J.
Novy, CMC
Clerk-Treasurer
October 31, 2009
SPECIAL BOARD MEETING
9:00 a.m.
Paul Beere called the meeting to order at 231 S. Millgate Drive at 9:00 a.m. with Gary Beck, Chris Bennett, Chris Johnson, Mike Weinkauf, and Bob Lancour present. Ed Chart was absent.
Also present:
Betty Novy, Clerk-Treasurer, Sandra Swan, Deputy Clerk-Treasurer, Chris Birkett,
Public Works Manager, Craig
Ellsworth, Architect, Dick Zastrow, Real Estate Agent, and Keith Redding of
TOLD Development.
Conduct site visit
with Architect Craig Ellsworth: 231
S. Millgate Drive.
A site visit was conducted at 231 S. Millgate to determine the feasibility of acquiring and remodeling the existing professional building for relocation of the Village Hall. Ellsworth guided the tour and explained structural remodeling possibilities for reception, office spaces, conference rooms and assembly areas within the building.
Possible relocation
to Village Hall, 203 W. Main Street, for further discussion.
The meeting then moved to the Rochester Municipal Building, 203 W. Main Street, where additional discussion was held regarding the potential purchase and remodeling costs of this option.
Beck moved, 2nd by Johnson to authorize Ellsworth to make an offer of $825,000 to purchase the building at 231 S. Millgate Drive contingent on the following items:
Motion carried.
Bennett moved, 2nd by Lancour to adjourn at 10:40 a.m. Motion carried.
Motion carried.
Respectfully submitted,
Betty J. Novy, CMC
Clerk-Treasurer