Link to:  September 23 2010 Special Board Meeting - Fire Company & Library Budget Proposals
Link to:  September 27 2010 Special Board Meeting - S State Street Platting Issues

September 13, 2010                          
VILLAGE BOARD MEETING                            
7:00 p.m.

Paul Beere called the meeting to order at 7:00 p.m. with Gary Beck, Chris Bennett, Ed Chart, Bob Lancour, and Mike Weinkauf present.  Chris Johnson was absent.

Betty Novy, Clerk-Treasurer; Christopher Birkett, Public Works Director; and John Tierney, Engineer were also present.

Pledge of Allegiance.

Minutes.  Weinkauf moved, 2^nd by Bennett to approve minutes of the August 9, 2010 meeting as printed.  Motion carried.

Period for Public Comment (for items not on the agenda).  There was none.

Department Reports:  and 35 fire calls in the past quarter.  Of the fire calls, sixteen were Rochester, six were Spring Prairie, and thirteen were Kansasville, Burlington or Waterford.  The Department also dispersed their trucks four times for tornado warnings.  Henning reported day time rescue response times have become much faster with addition of a paid day-shift paramedic.  Board members asked that data be provided on day time versus night time response times. 

Henning continued that the Fire Company had their pumper available at the Racine County Fair for the demolition derby and periodically staffed the first aid station throughout the fair.  They are also hosting a training session with “Flight for Life” on October 18^th.  Weather permitting, the helicopter will land at the fire station at about 8:00 p.m.  They continue to work with the Village engineer to get the dry hydrant operational in “The Settlement” condominium development and will be hosting an emergency medical technician class for Gateway Technical College this fall.

Chart questioned whether the Fire Company had worked with Village and Town of Waterford on rescue response and also questioned the viability of forming a fire district, noting that both Village and Town of Waterford had authorized a study on this topic.    Henning responded that this concept had been explored before with no success.  He doubted much savings in terms of equipment needs noting that equipment still needs to be available at dispersed locations throughout a district in order to respond to calls within mandated time frames.  He also noted formation of a fire district means a separate Board sets the budget.  There will be a loss of local control on monetary issues.  Rochester Fire and Rescue Company members voted against participating in the study.

Sheriff. 

Sergeant Coughlin introduced himself as Deputy Castillo’s supervisor.  Castillo was unable to attend the meeting.  Coughlin read a written report showing the following statistics for August:  one accident; eleven speeding citations, twelve traffic citations, six parking citations and seventeen warnings were issued.  There were two ordinance arrests.  Complaint statistics were as follows:  ten complaints originated through calls directly to the Sheriff’s Department; Deputy Castillo assisted with fourteen additional complaints, originated sixty-six on his own and performed follow up on fifty-one. He reported twenty-four working days, 196.75 hours and 1,510 miles driven.  Thirty foot patrols were conducted. 

Additionally, Coughlin reported assignment of five different deputies to work with Deputy Castillo in provision of contract services to the village.  This resulted in 68 additional hours on the contract at no charge.  Beere requested that additional attention be given to the Rochester Community Garden as participants are concerned about strangers in the area when they garden.  Data from the speed trailer on Academy Road was also requested.

Public Works.    Christopher Birkett’s written report was reviewed follows:

Lift Stations/ Sewer:  Testing generators and maintenance of lift stations.  Working on quotes for manhole rehabilitation and leaks in manholes.  Manhole in Hwy 36 has been rehabbed with new cover frame and external chimney seal.

Roads:  We’ve had two trees come down on Oak Knoll this past month.  Still working on shoulder touch up.  Final lift is done on road in Rookery Landing, still waiting on shoulder.  Resolved Wildberry and Evergreen with Mike Weinkauf’s help.  Getting quotes on Maryl cul-de-sac.

Building:  Getting quotes for external lights to meet obligations to bank parking lot.  Our A/C unit has worn out.  Getting quotes for new unit and heating unit.  Met with an asbestos company about our roof issue.

Parks:  Parks are in good shape.  Working on budget for improvements.

Animal Control. One cat- found owner and returned it.  I will be going to speak at rules committee in Madison about new regulations coming down from DATCP.

Storm Sewer.  Feasibility proposals came in.  I’ve reviewed all four and am calling references listed by the engineering firms.

Birkett reported most public works items are on the agenda.  Beck questioned the condition of the fields at Case Eagle Park.  Birkett indicated he has been trying to keep weeds down, but they are hard to control this year.

Engineer.  Tierney’s written report was reviewed as follows: 

Trail of Pines Condominiums:  Reviewed revised as-built drawings and recommended approval.  Tasks Pending:   Coordination regarding Letter of Credit reduction and extension for maintenance.

Rookery Landing Subdivision:  Inspected binder asphalt patching, leveling course installation and final surface placement.  Tasks Pending:  Observe shoulder gravel placement and process letter of credit reduction.

2009 Street Improvements:  Coordinating with Village and Contractor for punchlist work on Wildberry and remedial paving and change order on Evergreen.  Tasks Pending:  Coordinate with contractor to complete the work.

Settlement of Rochester Condominiums:  Site visits and meetings with Northern Exposure Landscaping for erosion control stabilization and detention basin dredging.  Tasks Pending:  Observe grading and pavement repairs.

Basic Village Engineer services:  Reviewed revised plans for the Bank parking lot and coordination with contractor and Village staff.  Prepared sketch plans for Village Hall/ Library discussions.  Met with Zoning Administrator on Plank Road site to review wetland/floodplain boundary for an accessory structure.  Visited Maryl Street cul-de-sac with Public Works Superintendent to discuss repair strategies.  Tasks Pending:  Assistance as needed.  Continued review of Bank parking lot plans.

Stoneridge Re-Subdivision Plan and Plat Review:  Reviewed the Preliminary Plat for the re-subdivision and coordinated with the developer and the Village Zoning Administrator.  Tasks Pending:  Provide assistance as needed.

Tierney was questioned on whether holes were fixed prior to installing the final surface in Rookery Landing Subdivision.  Tierney confirmed they were repaired.

Zoning.  Schattner reported permits issued from June through September 2010 as follows: 

Conditional Use Permits (all are for gravel pit operations)

a)      Reesman Group II

b)      Parkview Sand & Gravel

c)      Payne & Dolan (Honey Creek Site)

d)      Payne & Dolan (Buss Site)

e)      Racine County Site (Frost Site)

Site & Operational Plan Reviews

a)      Community State Bank Parking Lot

b)      Fox Valley Veterinary Service & Clinic

Zoning Permits

a)      Five (5) quarry permits

b)      One (1) Accessory Structure (75’ x 100’ barn limited to agricultural use only, not for commercial or industrial use)  (32646 Academy Road)

c)      One (1) residential fence

d)      Two (2) residential additions

e)      One (1) residence with attached garage

f)       One (1) swimming pool

Occupancy Permits:

a)      GroundUpOpps  (Monument Sales, Unit #5)

b)      GroundUpOpps  (Tri County Hearing Aid Service, Unit #3)

Conceptual Subdivision Plat:

a)      Stoneridge North

Variances:

a)      Debra Waddell (Roof extension or front stoop) (502 E. Main Street)

• Notice of Zoning Violations that were issued:

Crystal Rozanske - Final painting of Store at 101 N. Front Street.   Applied new color to the front of the building without obtaining Historic Preservation Committee approval.  Obtained HPO Committee Approval.

Randall & Michelle Barwick - Failure to obtain a zoning permit for stairs/landing.  Issued citation to owner on  December 11, 2009.  Owners were scheduled to appear in court for a pre-trial on June 4, 2010.   Scheduled to be heard in Court on November 19, 2010.

On-site compliance reviews to check for variance & conditional use compliance:

Raymond &  Marjean Richardson – Conducted an on-site field investigation with Sheriff Officer Tony Castillo on June 14, 2010, to determine if the owner is in compliance with his variance approval granted by Racine County on 11/1/1983.  The property owner exceeds the allowable number of trailers and straight trucks specified in the variance.  Notice of Violation to be sent by September 17, 2010.  

Scott & Sandra Koch – Received a complaint about the refrigerator unit running overnight on the Charcoal Grill truck parked on the property.  Contacted Sheriff Officer Tony Castillo to conduct drive-bys on the property to follow-up on a complaint.  Have not received any further complaints since 6/29/2010. 

• Pending violation letter to be sent to:

Gary Kempken – Scheduled to do a drive-by at the Gary Kempken site on September 15, 2010 to see if he is parking business vehicles and equipment associated with his asphalt seal business in a residential area.

• Item potentially scheduled for the October 4, 2010 Village Planning Commission Public Hearing:

a)         Pre-conceptual Plan approval to extend Riverview Parkway into the Kupfer Property and create five (5) lots.  Section 14, Township 3 North, Range 19 East.

a)                  Pre-conceptual Plan to create a four (4) lot CSM on the Richard North Property (716 N. Maple
Road).

Schattner reported $16,378 in zoning revenues to date.  Beere questioned what process would need to be followed if the Academy Road property used their barn for anything other than agricultural use.   Schattner indicated the property owner would need to apply for a conditional use.    

Building Inspector.  Greivell reported twenty-seven building permits for the months of June through August, including one new single family residence.  He reported conducting an outside inspection of 35406 Academy Road and noted the house appears to be in very poor condition.  A letter was presented from Atty. David J. Nommensen who is representing the personal representative of the owner.   The owner is deceased.  The personal representative is attempting to sell the property to someone who is able to make immediate repairs- or is willing to consent to a practice burn by the fire department.  Novy reported on contacting the Fire Chief with this information.  He will contact the personal representative as to procedure.   Additionally,  Greivell reported he is still waiting on the sale of the Ouwens property.

Day in the Country Event Requests:   Stacy Kopchinski

Stacy Kopchinski addressed the Board asking that the Village cover the costs of two port-a-pots and a wash station and that they authorize the closing of S. State Street between Main and Fox Street for vendors during the Day in the Country event.  Beck moved, 2^nd by Bennett to approve the request.  Motion carried. 

Application for Preliminary Plat Approval:  Stoneridge North Subdivision

Location:    Ridge Lane          Owner:  Edward Stone 

Weinkauf reported on Plan Commission consideration of this issue.  They recommended approval of the Stoneridge North Preliminary Plat subject to addressing the zoning administrator’s comments in his review letter dated September 10, 2010.    Bennett moved, 2^nd by Weinkauf to approve the Preliminary Plat of Stoneridge North Subdivision subject to addressing the zoning administrator’s comments.  Motion carried.

Request for amendments affecting Site Lighting Requirements and Rental Restrictions to Development Agreement and Zoning Ordinance:  Trail of Pines Condominium Development

Location:  Trail of Pines Lane                    

Co-Owner:   Roger Kieffer, Trail of Pines LLC 

Weinkauf reported on Plan Commission review of the request for amendments affecting site lighting requirements and rental restrictions applicable to the Trail of Pines condominium development.  They recommended denying the request.  Weinkauf moved, 2^nd by Bennett to deny the requests for amendments affecting the Trail of Pines Condominium development.  Motion carried.

Request to close street between 309 & 338 Ridge Line Road for a Neighborhood Block Party: 
Mary Grube for Scotsdale, Camelback Farms & Camelback Mountain Subdivisions

Mary Grube addressed the Board.  She requested authorization to close Ridge Line Road between house numbers 309 and 338 for a neighborhood block party from 2 p.m. to 11 p.m. on Saturday, September 18^th, with a rain date of September 25^th.   Birkett reported on review of this request by the Public Works Committee.  They recommended approval.   Bennett moved, 2^nd by Chart to approve the request to close Ridge Line Road as requested.  Motion carried.

Recycling Magnet Funding Update;  Authorization to Place Order:    Meg Webber

Meg Webber addressed the Board.  Webber reported collecting over $900 in donations towards the purchase of refrigerator magnets that provide recycling directions and contact information for village residents.  She also reported on recent contact with the Village of Waterford.  Waterford is also interested in recycling magnets for their municipality as well.   Participation by the Village of Waterford will bring per magnet costs down and allow more magnets to be printed.    Webber indicated her fundraising efforts will make the magnets available at no cost.  Consensus of the Board was to approve distribution of the magnets to village residents and participation with the Village of Waterford.  Webber also reported on communication with John’s Disposal in regards to sponsoring an electronics drop off event in spring.  Webber was thanked for her efforts and directed to work with the Village Clerk on selecting a date and location for an electronics drop off event.

Request for No-Parking Variance on Evergreen Drive for Carve-a-Thon Charity Event:

American Power Equipment, 29110 Evergreen Drive

Bonita Magestro addressed the Board requesting suspension of no parking requirements on Evergreen Drive for the duration of the “Carve-a-Thon Charity Event” being held September 17^th and 18^th.    Magestro indicated area businesses are allowing event attendees to utilize their parking lots as well.  Lancour moved, 2^nd by Beck to authorize suspension of  no parking requirements on Evergreen Drive as requested subject to the Public Works Manager‘s discretion in regards to keeping emergency vehicle access open.  Motion carried.

First Reading:  Ordinance #2010-4 Amending Ordinance No. 4-2004 to Allow Parking on Certain Sections of the Private Roadways in “The Settlement”

Novy reported this ordinance is under consideration to further the request of condominium owners to allow parking on some sections of their private roads.  Consensus of the Board was to schedule the second reading and public hearing for the October meeting.

Letter of Credit Extension or Redemption:  “The Settlement of Rochester”

Novy reported the letter of credit (financial guarantee) on file for “The Settlement of Rochester” condominium development expires October 1, 2010.  Lancour moved, 2^nd by Bennett to authorize demand for a one-year extension on the letter of credit or to withdraw the available balance by September 27, 2010.  Motion carried.

Pavement Repair:  Maryl Street Cul-de-sac              

Birkett reported the surface of the Maryl Street cul-de-sac is crumbling and in need of repair before snowplowing season starts.  If the surface course is not repaired, the binder course will fail and cause the need for full reconstruction of the cul-de-sac.   A proposal was submitted by Asphalt Contractors for $8,640 to mill and replace the asphalt surface course.  Birkett did not receive other solicited proposals in time for the meeting.   Chart moved, 2^nd by Weinkauf to authorize Birkett to award pavement repair work for the Maryl Street cul-de-sac to the lowest qualified bidder that submits a proposal by the end of the week.  Motion carried.

Proposed Regulations from DATCP affecting Animal Control Facilities    

Birkett reported on a proposed rule related to dog sellers and dog facilities titled Chapter ATCP 16, Wisconsin Administrative Code.  These rules specifically target the operation of “puppy mills”, but animal control facilities have been included in the proposed regulations.  Some of the rules that would be applied to Rochester’s animal control facility are excessive considering that the facility typically handles less than ten animals per year.  The Public Works Committee recommended that the Village Board forward a letter on this topic asking that municipalities holding small numbers of animals per year be exempt from the proposed rule.  Birkett indicated his intent to appear at the public hearing being held on the regulations.  Bennett moved, 2^nd by Chart to issue a letter asking that an exception to the rules be extended to smaller municipalities.  Motion carried. 

2011-2012 Countryside Humane Society Contract

Novy reported on a contract proposal received from Countryside Humane Society for provision of animal control services in 2011 and 2012 at an annual cost of $1,521.  The Public Works Committee reviewed the contract proposal at their September 7, 2010 meeting.  They recommended the village continue providing animal control services locally.  Weinkauf moved, 2^nd by Lancour not to contract with Countryside Humane Society for the provision of animal control services.  Motion carried.

Change Order #2:  2009 Street Improvement Program-  Evergreen Drive & Wildberry Avenue

Tierney reported on agreement from Payne & Dolan, Inc., to cover costs to repair the failed surface installation on the Evergreen cul-de-sac at 50%; to repair failures on Wildberry Avenue at no cost; and to correct the uneven driveway entrance the project created at 2637 Wildberry Drive by milling a butt joint 3’ back into the driveway and patching with 1.5” of asphalt.  The total cost of these changes is $4,277.  The Public Works Committee recommended that the work be performed.  Chart moved, 2^nd by Lancour to approve Change Order #2 of the 2009 Street Improvement Program for a total cost of $4,277.  Motion carried.

Manhole Repair Proposals:  Evergreen Drive and Stephanie Street

Birkett reported he is still waiting on additional proposals for this item.  He will follow up at the October meeting. 

Municipal Building Exterior Lighting Proposals

Two proposals for installation of two light fixtures on the rear of the municipal building were reviewed.   Weidert Electric submitted a proposal for $1,000 for two 250 watt fixtures; or $900 for two 150 watt fixtures.  Installation of a time clock was stated as an alternate at $200.   Westphal & Company submitted a proposal for $1,190 to install two 150-watt fixtures.  Installation of a time clock was added to their proposal as an alternate at $150.  The Public Works Committee reviewed Weidert’s proposal at their meeting and recommended installation of 250 watt fixtures.  Weinkauf moved, 2^nd by Bennett to approve Weidert Electric’s proposal for installation of two 250-watt fixtures.  Motion carried.

Municipal Building Air Conditioning/ Furnace Replacement 

Birkett reported the air conditioning unit that services the former meeting room in the municipal building is no longer repairable and the furnace is near the end of its life.  Both units are over 30 years old.  A proposal from Rosenthal Heating was provided for replacement of the air conditioning unit  at $1,799; and replacement of the furnace at $1,399 (total:  $3,198).  The Public Works Committee reviewed this item at their September 7^th meeting.  They recommended replacement of both AC and furnace units and asked for a secondary quote.   Birkett indicated he would have additional quotes in time for the October meeting.

Resolution #2010-7 “Public Works Emergency Response Mutual Aid Agreement”

Novy and Birkett reported on attendance at a meeting with other west end municipalities on public works emergency response in August.  While all municipalities are glad to help each other in an emergency, this agreement addresses liability and compensation considerations in advance to eliminate any barriers in a time of need.  The Public Works Committee reviewed the agreement and recommend approval.  Bennett moved, 2^nd by Chart to adopt Resolution #2010-7.  Motion carried.

Receipt of information regarding Village Hall Accessibility Assessment

Novy presented a copy of correspondence from Society’s Assets, the firm which a resident had invited to tour the municipal building and provide comment on ADA (American Disability Act) compliance.  The correspondence indicated there is room for improvement in the municipal building and that modifications could be accomplished in the existing space.  The firm charges $85.00 an hour for putting the results of their assessment in writing.  They estimated 8 – 10 hours to perform that work for the municipal building.

Novy reported on information that had been gathered in regards to making the current municipal building ADA compliant.  The municipal building itself is grandfathered in regards to ADA compliance.  However, the focus of the Village Attorney’s recent review and recommendation to move village meetings to the library were in regards to the use of the building (public meetings, programs and activities).  Physical ADA issues with the municipal building have already been identified, mostly involving restrooms and doorways.    Current building codes applied to the municipal building would require an addition of four toilet fixtures, of which at least one would have to be handicap accessible.  Architectural and environmental remediation costs would also be involved.    The Board’s previous stance was that these costs were prohibitive considering site limitations of the current building.   

Novy reported incurring $670 in legal costs to research this topic.  Staff costs are not quantifiable, but have been equally substantial.  She recommended no further expense on ADA assessment of the current municipal building.  Consensus of the Board was to accept the letter and continue moving forward with building a new Village Hall.

Asbestos Assessment Proposals for two-story portion of Library Building

Novy reported on review of two asbestos assessment proposals reviewed by the Building Committee.  The first proposal was from Balestrieri, with an inspection fee of $250 and $25 per PLM Bulk Sample Analysis performed. The second proposal was from Delahey Industries, Inc. with an inspection fee of $1,280.00 and $16.00 per PLM sample analysis or $35.00 per PLM point count sample analysis (if necessary).  The committee was confused as to how costs would be incurred.  

Follow up with Balestrieri Industrial Service Company provided this explanation: three samples are taken per “suspect” material, such as plaster, floor tiles, or insulation.  Construction materials such as block, wood and steel are not considered suspect.   An estimate of final costs was stated as between $600 and $1,000.    Balestrieri also

 provides remediation services.  They also performed asbestos assessment services for this building before when the building was initially remodeled for the library.

The proposal from Delahey Industries states “In order to keep sample analysis costs to a minimum, testing of the minimum three (3) samples of homogeneous materials collected will be performed until a sample "positive “ is achieved.    Additional samples of the homogeneous material will not be analyzed once a positive result is determined.”

Novy reported positive recommendations regarding Balestrieri Environmental from several sources and recommended having them perform the asbestos assessment work.  Chart moved, 2^nd by Beck to approve the asbestos assessment proposal offered by Balistrieri.  Motion carried.

Clarification of previous directive/ Budget implications of site analysis for new Village Hall

Novy reported confusion at the last building committee meeting and thought it best to ask for clarification of the Village Board’s direction on site analysis for a new village hall. She reviewed Village Board considerations to date, noting direction at the August meeting that the committee begin by analyzing the library property for a new village hall site and to proceed with that location until there was a clear road block- at which time the committee should move on to the fire station site.  At the building committee meeting, recommendations were made to extend site analysis to the fire station site, county owned land east of the public works garage, and the library site simultaneously.   

Novy reported costs incurred to date for architectural, engineering and survey work on the village hall issue, noting each explored option brings additional costs.  She requested specific authorization for additional expenditures associated with the fire station site analysis noting survey costs between $1,000 to $3,000 depending on which parcel is analyzed- land east of the fire station, land west of the fire station- or both. 

Eric Johnson, Village Hall Building Committee member, addressed the Board.  Johnson reported confusion as a committee member.  He feels directions keep changing between meetings of the committee.  He believes the committee would benefit from clearer communication from the Board on items they have taken action on.  Joanie Beck, President of the Rochester Historical Society, also addressed the Board.  Beck stated previous concerns stated at hearings on the village hall topic were that it be constructed in an area that original village residents could walk to.  The library site meets that specification.  Beck also asked that space for the Historical Society, which inhabits the two-story portion of the building slated for demolition, be included in building plans.  She feels placing the Historical Society near the library is complimentary to its services.

Beck moved, 2^nd by Chart to establish the library as the primary site for construction of a new village hall.  Votes were:  Beere:  Aye;  Beck:  Aye;  Bennett:  Aye;  Chart:  Aye;  Johnson:  Aye;  Lancour:  Naye;  Weinkauf:  Aye.  Motion passed.

Set Trick or Treat Hours

Weinkauf moved, 2^nd by Bennett to set Trick or Treat hours for the Village of Rochester as Sunday, October 31^st from 3:00 p.m. to 6:00 p.m.  Motion carried.

Correction and/or approval: 2010 Fall Newsletter

Consensus of the Board was to approve the newsletter as presented for distribution.

Set Date for Special Meeting regarding S. State Street Platting/ Building Permit Issues

Novy reported some complicated issues have arisen involving legal descriptions and the village plat of S. State Street.  One of these issues is preventing issuance of a zoning permit.  The property owners retained an attorney to address the issue.  The Village Attorney is working with Racine County on possible solutions, but is still waiting while they formulate a response.  She would like to schedule a special meeting to discuss the issue.    Consensus of the Board was to schedule a special meeting for Monday, September 20^th at 7:00 p.m.

Correspondence was read from: the Racine County Board of Drainage Commissioners regarding the Norway-Dover Drainage District;  Western Racine County Health Department regarding their 25^th Anniversary Announcement;   Western Racine County Health Department inviting Board members to a Networking Breakfast; and the University of Wisconsin regarding a workshop titled “Alcohol Policy in Wisconsin”.

Weinkauf asked that information regarding the Norway-Dover Drainage District be placed in the newsletter.  Beere reported on correspondence received from David Richmond, Village President for the Village of Waterford.  Richmond asked that the Village consider participation in a fire- emergency medical service efficiency study.  Novy was directed to obtain more information. 

Committee Reports:

Public Works Committee:   Bennett reported on the opening of bids for engineering services to conduct a storm-water utility feasibility study at the September 7^th meeting.  Committee members are reviewing proposals and plan to make a recommendation on that topic at the October meeting.  They also discussed ordering replacement “Village of Rochester” population/ parking regulation signs in 2011; working with Great Lakes TV and Seal to procure equipment large enough to repair village laterals directly tied into Western Racine County Sewerage District’s main; and the feasibility of offering lateral insurance to village residents. 

Beere reported on recent communication with Adam Schaefer, 32820 Seidel Drive. Schaefer asserted drainage is not working correctly in his subdivision and that the Village needs to perform some modifications in order to make water flow.  He would like to address the Public Works committee.    Discussion was such that the Village Board had previously considered this issue and determined the Schaefer’s drainage problem to be a civil issue between private property owners.   The road right of way is the only property under village control and the Village had already performed modifications to that area to get proper drainage.   Schaefers’ are to contact other property owners in their subdivision that affect their drainage directly.

Ordinance Committee:  Beck reported that, due to budget considerations, the Ordinance Committee will not be meeting until after the new year.

Honey Lake Protection and Rehabilitation Board:   Weinkauf reported the annual meeting of the district was held August 26th at the Spring Prairie Town Hall.  The largest item of discussion was the change of their meeting place to the Rochester Public Library.

Village Hall Building Committee:  Chart reported most items discussed at the last meeting of the committee were already reported.   Additionally, the committee received input from representatives of the library as to what needs they would like accommodated in a new building project.  Chart particularly pointed out a comment by Jane Babik regarding potential loss of a playground or ball diamond.  She did not feel those types of items should hold back a building project as they can be relocated.

Finance Committee Report:  Beere reported the recommendations of the Committee to approve all disbursements listed on the check detail of August 10 through September 13, 2010.  The committee also recommended postponement of further ordinance work and legal review of the employee handbook until 2011.  Bennett moved, 2^nd by Chart to approve the recommendations of the Finance Committee.  Motion carried.

Bennett moved, 2^nd by Chart to adjourn at 9:56 p.m.  Motion carried

Respectfully submitted,

Betty J. Novy, CMC, CMTW

Clerk-Treasurer

September 23, 2010               SPECIAL VILLAGE BOARD MEETING                      7:00  p.m.

Paul Beere called the meeting was called to order at 7:00 p.m. with Paul Beere, Gary Beck, Mike Weinkauf, Chris Bennett, Ed Chart and Bob Lancour present.  Chris Johnson was absent.

Betty Novy, Clerk-Treasurer was also present.

Rochester Volunteer Fire & Rescue Company 2011 Budget Proposal

Tim Dahlberg, Fire Chief, and Mike Kempken, Treasurer, presented the Village Board with their 2009 -2010 annual report and the proposed budget for 2011 -2012.   Walter Henning and Elmer Baumeister were also present representing the Fire Company.

The 2009-2010 annual report contained the following statistics:

The budget request for 2011 - 2012 was $190,475.00 in anticipated expenses minus (-) $12,100 in anticipated revenues ($178,375). This is a 12% increase from the 2010 funding proposal.   Increases are proposed for equipment maintenance expenses ($2,000), new equipment expenses ($10,000), personnel reimbursement ($2,000), full time rescue ($1,000) and truck maintenance ($5,000).   

It was reported that maintenance was needed on the air compressor system used for the fire company’s breathing apparatus.   This cost was estimated at $1,200.  The increase for truck maintenance costs were explained as the result of the fire company contracting with an inspection firm to perform equipment maintenance.  The inspection firm certifies that equipment meets DOT standards and releases the fire company from the liability associated with these inspections.  Additionally, there were numerous mechanical problems with the used fire truck that was purchased from Canada.  Maintenance costs for that truck were $7,000 in 2010.   The $10,000 increase proposed for new equipment was for the purchase of four new computers. 

The truck replacement schedule showed Pumper Tanker 815 due for replacement in 2013, the 3,000 Gallon Tanker 828 due for replacement in 2016; and the Pumper 825 due for replacement in 2021.    Weinkauf questioned the 20-year replacement schedule applicable to these fire trucks.    Dahlberg explained fire trucks are not mandated for replacement on this schedule, but if equipment fails there may be great consequences if the municipality is found liable for failure to follow National Fire Protection (NFP) equipment replacement guidelines.

It was noted that the full-time day rescue person hired this year has responded to the majority of rescue calls since July 1^st.  The majority of calls have been during the day.  Response times during the day shift average two minutes vs. five minutes at night.  They are measured from the time rescue personnel leave the fire house. Additionally, an estimate of $6,750 was presented for repair of the pumping unit on Engine 825.  It was noted the repair is needed immediately.   The fire company was directed to go ahead and have the work done.  The finance committee will discuss whether the cost can be reimbursed to the fire company this year or if it will have to wait for next year’s budget.

Rochester Public Library 2011 Proposal

Carolyn Johnson, President of the Library Board; and Library Board members were present as follows: Rachel Bennett, Jill Haubrich, Wendy Ela and Diana Benavides.  Cara Rogers was absent.   It was noted the Board will be receiving one new member shortly who will be appointed by the school district.   Mary Stapleton, Library Director, was also present.

Johnson presented the 2011 budget proposal and pointed out the funding request for the Village’s portion of the budget has remained steady for three years.  No increase is proposed.  Johnson explained increases in Rochester’s circulation to residents of other municipalities has caused funding from Lakeshores and Walworth library systems to increase.  These revenues offset overall budget increases and demonstrate that materials and programs offered by the Rochester Library are in demand.   The budget proposal includes replacement of six computers for $2,000.  It was noted the library employs seven people from twelve to forty hours a week.

Stapleton reported library circulation figures have continued to increase over the past three years.  In 2009, there were 158 children’s programs attended by 3,973 children; 22 adult programs attended by 157 adults; and 23,468 library visits (counted as patrons coming through the door). 

Weinkauf questioned whether technology will ultimately make libraries obsolete, noting the availability of information over the internet. 

Stapleton indicated the focus of libraries is changing and, with the introduction of electronic books, technology will ultimately change the way they do business.  However, library usage is up as they continue to provide quality community programs and public access to the internet for individuals that do not have or cannot afford a computer in their home.  The library also continues to be a much needed social outlet for young families in the area.  Computer usage continues to be high, especially in times like these when the economy is down.  Job search programs have been heavily utilized over the past year. 

Library representatives were thanked for the presentation and keeping their budget request to a zero increase.

Village and Town of Waterford Request for Proposals- Review of Fire & Rescue Services

This item was on the agenda at the prompting of correspondence the Village President had received from the Village of Waterford regarding a study they were authorizing to look for possible efficiencies in the provision of Village and Town of Waterford fire and rescue services.  If interested, Rochester was invited to join.  Estimated costs for Rochester to participate in the study were stated between $6,000 and $10,000.  Beere requested Fire Chief Dahlberg to give an explanation of the fire company’s position on this.

Dahlberg reported receiving an initial inquiry regarding participation in the study from Village of Waterford Fire Chief Steve Denman a number of months ago.  He noted the main reason behind the study is manpower issues the Village of Waterford is having with rescue personnel.  Town of Waterford (Tichigan) emergency medical technicians are responding to almost every Village rescue call.   Dahlberg reported disinterest in the study by the Rochester Fire and Rescue Company noting that volunteer levels are sufficient and Rochester does not have the same staffing problems. 

Weinkauf indicated his assumption was that part of the study was also to find money saving opportunities.

Dahlberg reported fire districts have not provided much savings in terms of equipment because equipment still needs to be available at dispersed locations throughout the district in order to respond to calls within mandated time frames.  He noted some disparities between fire fighting equipment needs in the Village of Rochester and Village of Waterford.  Waterford has a municipal water source, whereas Rochester and Town of Waterford do not.  Formation of a fire district also means a separate Board sets the budget and there is a loss of local control on monetary issues.   This was followed by discussion between Board members on whether or not to participate in the study. 

Beck moved, 2^nd by Bennett not to participate in the fire and rescue service study being authorized by the Village and Town of Waterford.  Motion carried.

Chart moved, 2^nd by Lancour to adjourn at 8:50 p.m. Motion carried.

Respectfully submitted by,

Betty J. Novy, CMC, CMTW

Clerk-Treasurer

September 27, 2010               SPECIAL VILLAGE BOARD MEETING                      6:00 p.m.

Paul Beere called the meeting to order at 6:00 p.m. with Chris Bennett, Gary Beck, Mike Weinkauf, Chris Johnson, Ed Chart and Bob Lancour present.

Betty Novy, Clerk-Treasurer, and Atty. Marcia Hasenstab, Village Attorney, were also in attendance.

Introduction:  Resolution #2010-8

“A Resolution to vacate a portion of S. State Street as platted on the original plan of Rochester but never constructed, lying westerly of Blocks 23 and 25 in the Village of Rochester, with reversion of title to such land to the abutting property owners, and to amend the official map of the Village of Rochester to show the same.” 

Atty. Hasenstab reported on a village platting error that is affecting legal descriptions of several parcels abutting S. State Street.  One of the issues recently prevented the issuance of a zoning permit.  Electronic mapping of village parcels by Racine County has brought the error to light.

Hasenstab reported history of the problem as follows: 

• On the 1838 Original Plan of Rochester, State Street was platted to run North and South, but the limits of the street adjacent to blocks 23 and 25 were not shown. 
• In 1845, Godfrey’s Addition was platted.  It added a bend in South State Street and added the extra land to Lot 2 of Block 2 of the addition. 
• In 1933, Godfrey’s Addition was re-recorded.  In this version, the extra land was removed from Lot 2, but there was no correction of the original plan. 
• When land descriptions were electronically entered into a geographic information system, this area was identified as a “gap in the legal descriptions”. 
• Earlier this year, one of the owners of a S. State Street property applied for a zoning permit.  It appeared that they did not have road frontage and the permit was denied. 
• The property owners requested that the Village do an assessor’s plat to correct the problem.

Hasenstab reported on submission of the 1912 plat of the Village of Rochester to the register of deeds office.  The 1912 plat shows S. State Street correctly platted and the affected lots going all the way out to the road.  However, the village’s incorporation plat was never recorded with the register of deeds.  It was only filed with the state department of administration.   

The register of deeds office agreed to re-designate the “gap in legal descriptions” as road right of way.  Resolution #2010-8, as proposed, will vacate the portion of right of way that has been used as part of the lots on the east side of State Street since the 1800s. 

Hasenstab explained the original request of the property owner was that an assessor’s plat be performed.  However, vacating the road right of way is the most cost effective way for the Village to address the platting error.  Performing the street vacation will officially add this land to the affected lots. 

Weinkauf moved, 2^nd by Bennett to approve proceeding with the road vacation process for the portion of S. State Street that was originally platted but not constructed.  Motion carried.

Beck moved, 2^nd by Bennett to adjourn at 6:25 p.m.  Motion carried.

Respectfully submitted,

Betty J. Novy, CMC, CMTW

Clerk-Treasurer