BOARD ATTENDANCE: Chairman Dave Blank, 2nd Supervisor Steve Caine, Treasurer, Carol Hrenak, & Clerk Chris Spilker
The meeting was called to order by Chairman Dave Blank at 7:34 pm. The Pledge of Allegiance was recited.
MINUTES – December 29, 2012 - Dave/Steve made motion to accept minutes as presented. Motion carried.
CITIZEN RECONGITION – Nancy Basol was the 2nd woman inducted into the hall of fame for Rock River Baseball. Nancy and Neal Kohlhoff (her brother) are the 1st brother and sister to be inducted.
CITIZEN COMMENT – Trav from Grade Tech Pavers explained we have 16.9 tons is left in salt. Trav asked us to order more salt. The clerk will order more salt. On average the town puts down 5 ½ to 6 ton per storm.
CLYMAN 1st RESPONDERS/EMFR REPORT – The Town Board was provided a copy of the 2012 budget and a monthly report for the Fire Department. Fire Chief Eric Howlett explained that the town’s portion of the truck is $4,035.91. He also noted that the town’s portion of this month’s bills is $2,220.55. Eric explained $2500.00 is in 2012 budget for paying for any repairs. It was not used up therefore it is being transferred from the 2012 to the 2013 budget. Dave explained the Life Quest account is set up in the event of any major repairs not budgeted. Life Quest funds come from out of accidents that are not town residents. Those citizens are billed if they have an accident in the Town and those funds are placed in an account in the event an unforeseen expense occurs for the fire department that has not been budgeted.
Dave noted that schooling for fire department members is only for the EMTFR schooling only. If any 1st Responders plan on going onto school it is at their cost if they want to go beyond being a First Responder. Dave explained he will put the 2013 agreement on the next month agenda. Eric explained going forward in 2013 he will be billing the town twice a year for salaries’ in June and in November. The board approved this change.
APPOINTING 1ST SUPERVISOR – Dave/Steve made motion to leave 1st Supervisor un-appointed until elections in April. Motion carried.
TREASURER’S REPORT –December Treasurer’s
Report - Beginning Balance $39,546.48; Income $464,351.18; Expenses $18,815.42;
Ending Balance $485,082.24. Eric questioned the bills for the Fire Department
if they will go against the 2012 budget. Carol confirmed the checks for
payroll and 4th quarter expenses will go against 2012 budget. January
Treasurer’s Report – Beginning Balance $485,082.24; Income
$136,929.86; Expenses $537,886.61; Ending Balance $84,125.49.
ELECTIONS WORKERS – Carol explained that in researching the surrounding towns she felt the election workers should receive an increase in wages and this would also hopefully create more interests in the positions as some election workers are looking to retire after this year. Dave/Steve made motion increase election workers to $10.00 and Chief elections officers to $11.00 per hour. Motion carried.
SNOWPLOWING DEAD END ROADS - Trav explained that he put main roads as first priority when there is a heavy snow fall or icy conditions and from there he just moves throughout the town. Grade Tech utilizes two one axel trucks. Dave explained that dead end roads the town will only plow up to the end of the town road. It is than up landowner to work with GTP or call Dave if you would like to make special arrangements to have any section plowed after the town lines. Dave explained he encourages citizen’s call him first if they are in need of assistance with snow plowing issues. He further explained he is unable to view every town road during a snow storm and Trav explained that in working with the landowners they like to work with the landowner so they can turn their trucks around on private property if necessary. Question from Kris Kohlhoff regarding snowplowing Wilson Road. Kris had sent a letter to the board explaining that Wilson road was only plowed on one side and the plow did not return for approximately 20 minutes to plow the other lane. She expressed concern due to the number of hills on Wilson Road. She felt it could be a safety hazard in the event two lanes of traffic are utilizing only one plowed lane. Dave explained that Wilson road has a delay similar to other town roads because of the route the snow plow driver. Trav asked how many houses are on Wilson Road. Dave explained there are approximately 9 houses on Wilson Road. Kris expressed 11 houses are on Wilson Road. Trav explained he could turn Wilson road into a priority road if the board approved. Trav also explained the driver could start on Hill Road go to Wilson Road and then go back to Hwy 26. Dave explained Hill Road is a shady road on the hill so more salt on that road would be his recommendation. The board agreed that the new route from Hill Road to Wilson Road to Hwy 26 should avoid the approximately 20 minute delays for plowing both sides of Wilson Road and recommended to Tran to begin the new route with the next storm. Trav asked about Borchart Road. Dave explained that Trav and the landowner should come to a mutual agreement regarding Borchart Road and this has been explained to the landowner. Dave explained he would like time to look over the snow plow maps and work with Trav on breaking down how much salt is used for roads that are shared with other municipalities and how much time our drivers are using to plow shared roads. Question from audience about how the town gets more salt. It was explained that when the town needs salt it is set up by contract to call Morton Salt for it as we need it.
CLERK PER DIEMS – Steve explained that he received an email from Caroline Bailey and responded by email back to Caroline. He has not heard back from Caroline.
CORRESPONDENCE – Dodgeland, Watertown, & Hustisford elections for April; General Engineering report for building inspections for the year; Population report from Wisconsin for Town of Clyman is 596 are voting of voting age & 775 people accounted for in the Town of Clyman.
SET MEETING DATE – February 11, 2012 @ 7:30 pm
DISTRICT MEETING - Janesville February 9th (for board members
BOARD ATTENDANCE: Chairman Dave Blank, 2nd Supervisor Steve Caine, Treasurer, Carol Hrenak, & Clerk Chris Spilker
The meeting was called to order by Chairman Dave Blank at 7:40 pm. The Pledge of Allegiance was recited.
Joe Sciascia was present to ask for support of Circuit Court Judge in Branch 3 of Dodge County. He presented to the audience a brochure and asked for the citizens of the Town of Clyman to vote next Tuesday.
MINUTES - Steve/Dave made motion to approve minutes as presented. Motion carried.
CITIZEN RECONGITION - Steve recognized Brad/Caroline Bailey for their service to Clyman.
CITIZEN COMMENT - Trav from Grade Tech Pavers took this time to explain that Grade Tech the way Grade Tech operates in the Town of Clyman. He explained that each storm is serviced based on Chairman Dave Blank's approval. He also explained that any questions, comments, or complaints should be directed to Chairman Dave Blank or Trav through the office number. This is the only way he feels concerns can be rectified effectively.
CLYMAN 1st RESPONDERS/EMFR REPORT - Question regarding refreshers in Reeseville. Chief Eric Howlett explained 3 members are taking the refresher class. Question regarding Benling Fire. Chief Eric explained this is a supplier. Question regarding who served 45 & 55 yrs for service. Chief Eric explained Alan & Ronnie Rettchlag both have served the Clyman Fire Department for 45 & 55 years. Question about if any town roads are having issues regarding emergency vehicles able to pass through. Chief Eric explained the only call he received was from citizen on Train Road. Eric explained to them that in the event of an emergency he would contact the county and get the county out if the emergency equipment could not get onto their road during a snow storm. He further explained that the only event that occurred was related to ice control because of a fire on Junction Road. Dave explained he would like to see the Fire Department trucks carry redi ice on the trucks in the future to avoid the wait time of a salt truck coming to the scene. It was explained that during this fire on Junction road Grade Tech was out within the hour for delivery of salt during a fire but was unable to get to the house due to the emergency equipment blocking the road. Trav noted he can provide reports of times the truck and driver were sent out for service to validate his company was trying to get to the scene in a timely manner. The Clerk noted that she contacted 2nd Supervisor Steve Caine & Trav from Grade Tech at approximately 9:40 pm when she received the call from Dodge County. The board did not feel Grade Tech did any wrong doing and in the future carrying redi ice on the vehicles would be helpful when conditions are so cold.
TREASURER'S REPORT - Beginning Balance $84,125.49; Income $406,723.14; Expenses $124,178.50; Ending Balance $366,688.26. Dave/Steve made a motion that we hold the check for WE Energies because he is putting the letter he received on next month's agenda to discuss. Motion carried.
Dave question Grade Tech how long it takes for a truck it took to plow the town roads. Trav from Grade Tech explained it depends on if they are just salting or plowing. The bill he was referring to was for $1564.00 per plowing and it was noted this was just for just the plowing of snow.
2013 FIRE/EMR AGREEMENT - Chief Eric explained Line items 8,9, & 10 all stayed the same as past years. Line 1 -7, 11, 12, & 13 all stayed the same expect for 13 added wording “for 24 hours”. The pay also changed to $8.00 per hours for all members. Bottom part of line 13, all the rates doubled per hour. Dave read the agreement in regards to the pricing for members and use of equipment. Steve explained this is a list to bill people traveling through the township that in the event of an emergency this is an itemized billing of what we can charge. Dave explained that Life Quest handles any disputes in the event outside residents do not pay for use of our Fire/EMR Department and the equipment used. Life Quest handles the billing of persons for collection. Dave/Steve made motion to accept the 2013 FIRE/EMR Agreement. Motion carried.
PLAN COMMISSION WORSHOP - Dave/Steve made motion to accept the request of the Plan Commission members to attend the PC workshop at Dodge County on February 27th.
FIRE EMERGENCIES IN THE TOWN - Dave read aloud a letter from the Village of Clyman regarding offering services and equipment in the event of an emergency in the Town. Dave explained he received a breakdown of costs from the Village. Steve expressed that he felt it was a gracious offer and it will be tabled for next month's meeting. The clerk should have the Village of Clyman draft up an agreement to be reviewed at the next meeting.
FIRE SIGN - Dave wanted to put fire signs on all parcels because in the event there was a fire all parcels would have a fire sign. Steve thought that only a building or improvement required a fire sign. Chief Eric thought each fire sign have to have a driveway permit. Randy Nehls questioned how the farmers could put up signs on every parcel they own. Dave will contact the county to get further information and report back next month.
CORRESPONDENCE - BCPL statements, election information for the schools, Dodge County Humane Society agreement for 2013, Dodgeland School Board minutes, ULWR past due bills. Mashuda request for special board meeting. Questions from audience regarding the proposed plan of the Quarry. The board explained they would like to see the final Plans and a completed CUP as well that is also been reviewed by the towns attorney before having a meeting with Mashuda as agent for the Tracy's Brothers.
SET MEETING DATE - March 11, 2012 @ 7:30 pm
DISTRICT MEETING - Steve/Dave made motion to adjourn at 8:40pm.
|Minutes from Town Board Regular Meeting March 11, 2013 Will need Adobe Acrobat to read|
735 Main Street
CLYMAN TOWN HALL
April 8, 2013 @ 7:30 am
BOARD ATTENDANCE: Chairman Dave Blank, 2nd Supervisor Steve Caine, Treasurer Carol Hrenak, & Clerk Chris Spilker
The meeting was called to order at 7:30 pm. The Pledge of Allegiance was recited.
APROVE MINUTES - Steve/Dave made motion to approve the 3/13 minutes as presented. Motion carried.
CITIZEN COMMENT - Jeff Caine was present wanted to speak in support of Lance D/Sarah L. Jackel Land split application which is on the agenda.
CITIZEN RECOGITION - Chuck Burkholz was present and took the time to thank Dave Blank for his years of service on the town board.
Letter of Intent for the purpose of a land split application for Lance D Jaeckel/
Sarah L. Jaeckel, (Agent, Jeff Caine) W7438 Creek Road, also known as Tax ID
#012-1015-0742-000 located in the Town of Clyman, Dodge County
Steve wanted it noted that he contacted Attorney Griggs due to the fact his brother Jeff Caine is acting as agent in regards to the the proposed land split on behalf of Lance/Sarah Jaeckel and Attorney Griggs advised him he could be a voting member of the board because Supervisor Caine was not profiting or receiving monetary funds in regards to the split.
Dave/Steve made a motion to approve the land split for Lance D./Sarah L. Jaeckel per the Plan Commissions recommendation because it meets the Town of Clyman's zoning requirements 4.129(a)(b) with the condition that an easement be placed on the driveway to allow entrance to all the parcels. Motion carried.
APPOINTMENT OF PLAN COMMISSION MEMBERS - Dave/Steve made a motion to appoint the Plan Commission members as followed:
Pat Morrison - to be determined
Mike McLay - 3 year term
Pat Mueller - 2 year term
Chris Spilker - 1 year term
It was noted Sandy Thoma is a Plan Commission member also, but was appointed in November of 2012.
FIRE CHIEF'S MONTHLY REPORT - Chief Howlett explained that he sent a copy of February report but did not receive payment. Treasurer Hrenak will be looking into it further and report back to Chief Howlett.
Steve asked about the Town of Clyman's fire rating. Eric explained that he has not heard back regarding the rating report but is checking into it.
Dave wanted it noted that burning should be done at the citizen's caution and citizens should call the Chief, Town Chairman, or the Dodge County Non-Emergency if they plan to burn.
TREAURER'S REPORT - Beginning Balance $87,545.65, Interest: $8.10, Net Income $1,013.60; Net Cash Expenses: $35,852.50; Cash Balance $52,714.85
Dave noted that in talking with Travis from Grade Tech that the town has one truck load of salt left.
Question regarding when GTA will be coming. Carol explained it comes quarterly. Therefore, it will be on next month's report.
Dave noted that Travis from Grade Tech will be at the annual meeting.
Steve/Dave made a motion to approve and pay bills as presented. Motion carried
CORRESPONDENCE - Wisconsin Employer Retirement letter, List of PLIT, Quarterly Meeting for Wisconsin Towns Association, Jim Clairy of Watertown Thrift permit for electrical, Village of Clyman letter regarding being contacted for any meetings regarding the Tracy Bros., proposed quarry, Workshop in May regarding new/returning officials. Workshops being hosted by Wisconsin Towns Association.
SPECIAL MEETING REQUEST - It was discussed that Mashuda would like to proceed forward with a meeting of the Board to move forward regarding the non -commercial quarry. The clerk is to contact the DOT and get in writing the basis of their commercial vs. non - commercial quarry definition and how the DOT perceives the application.
TOWN ROAD MEETING - TBD
NEXT MEETING DATE - 5/13/13 AT 7:30 PM
ANNUAL MEETING DATE - April 16, 2013 @ 7:30 pm
SPECIAL MEETING REQUEST - TBD
Dave/Steve made a motion to adjourn at 8:05 pm. Motion carried.
735 Main Street
CLYMAN TOWN HALL
May 3, 2013 @ 7:00 pm
BOARD ATTENDANCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Lee Bruni, & Clerk, Chris Spilker
SPECIAL GUESTS: Zoning Administrator Jeff Retzlaff, Mashuda Representatives Scott Herrmann, Todd Dobberthein & Matt Mashuda, Bob Tracy Sr., & Bob Tracy Jr.
The meeting was called to order at 7:04 pm. The Pledge of Allegiance was recited.
Chairman Nehls explained that this is an open meeting but he asked the public to have patience because tonight is for the Town Board to come up with the final draft of the CUP and the public will be allowed to voice their concerns at the next meeting.
It was noted Attorney Fuhrman is not present to represent Tracy Bros, LLC.
Attorney Griggs was present on behalf of the Town Board and he let the board know there have been changes to drafted CUP per Attorney Fuhrman and Attorney Griggs. Attorney Griggs read aloud the revised version of the CUP for Tracy Bros., LLC.
Attorney Griggs explained that while this is a draft the changes were made because the CUP should be compliant with current state laws.
One of the issues addressed was to change the 2500 feet set back of spreading. It will now be the setback requirements that are the same setbacks set by the DNR for waste spreading pursuant to the law. This means if the state mandates certain set back it was recommended the town should follow the same per Attorney Griggs.
Attorney Griggs noted that he added a condition to the CUP that the applicant provides bottle watered in the event there would be a contamination of a well due to the quarry.
Mahsuda was asked if they had any objections to the current draft of the CUP. Mashuda felt the draft was reasonable by standards.
Bob Tracy Sr explained this was the first time he has seen the draft.
Attorney Griggs explained that it was presented to Attorney Fuhrman to pass on to his client.
Lee Bruni was concerned that there was no wording in this draft about 5 years of testing after completion. Attorney Griggs explained that currently it was set up for 2 years because he explained that the town would know within 2 years if there is contaminated water.
Lee was concerned about contamination with a 3rd party.
Jeff Retzlaff wanted to know what the intended use after completion would be. Mashuda explained it would be a 40 feet deep pond. Masuda explained they will be pumping out water during the process of removing rock but upon completion they will be letting the water fill creating a pond.
Steve explained he wanted a 6 to 8 foot berm around the quarry.
Mashuda explained they have no issue creating a 6 to 8 foot berm around the quarry. Attorney Griggs will be making that change.
Steve questioned the berm having trees and other vegetation to hide the quarry.
Jeff Retalaff explained that a berm is usually made to create a more natural appearance and he recommended the board review the reclamation plan at the next meeting.
Steve explained that Rick Stadelmann from the Town's association explained to him that the county is required to create the reclamation plan.
Steve wanted to add trees, topsoil, mulch, and landscaping around the berm and have this be part of the reclamation plan.
Jeff recommended that the quantity and type of landscaping be specified in the reclamation plan.
Attorney Griggs confirmed the reclamation plan can include these details.
Mashuda explained the reclamation plan was submitted last Monday with Nate Olsen at Dodge County and that it mirrors similar plans to what the town is planning and is expressing tonight.
Nate Olsen will be asked to forward a copy of the reclamation plan prior to the next meeting.
Lee Bruni asked what the DNR requirements are in regards to set backs because they are not listed in #14 of the drafted CUP.
Bob Jr. expressed that depending on the type of waste there are different setbacks requirements.
Steve expressed concern about the application being proposed for non-commercial but the DOT is quoting this is a commercial quarry. Steve showed concern about the DOT having it listed as a commercial quarry and the Town having a non-commercial quarry application.
Mashuda explained that Wendy Braun from the DOT is classifying the quarry as a commercial and therefore they are required to get all permits as a commercial pit because the quarry will be used for more than one project along the Highway 26 expansion project.
Jeff expressed that in the Town's land use plan and town zoning lists a quarry as a purpose. The only language he determined to be an issue was that the quarry needs to be a short term purpose of 3 years or less. Currently the application is listed as a 3 to 4 year quarry.
Jeff further questioned the consistency with the land use plan. He felt there are larger issues regarding the land use plan.
He explained the zoning does not define commercial and non-commercial but long term he questioned the board what they would like for future development at the site.
Randy expressed he has concerns about granting the CUP and listing it as a commercial quarry because he wants it only used as a DOT project.
Masuda explained they do not want a commercial pit. They want it and listed it as a non-commercial pit because they did not want anyone to be confused. The application is for the DOT project only.
Jeff explained that under our zoning codes 3 years defines a short term quarry. He stated that the application shows 3 to 4 years therefore it creates and issue.
Mashuda explained they can complete the project in 3 years.
Attorney Griggs explained they will be required to rezone if it's not completed.
Jeff explained in the zoning it states the setbacks as 200 to 500 feet vs. 25 feet is the difference of 3 years to 4 years and requiring a rezoning process.
Jeff explained the area is zoned commercial. Therefore, the town does not allow quarries in a commercial activity center.
He explained the town with the 2030 Comprehensive plan zoned the area as commercial because it was not suitable for farming.
Jeff explained this quarry would not be consistent with the 2030 Comprehensive plan. He explained that the town needs to decide if they want to accommodate for the quarry. The plan was set up without specific boundaries therefore the town has the right to work with the landowners.
He explained the long term goal for the town was to have commercial development on Highway 26. This is the first CUP and it does not meet the 2030 plan requirements and therefore the Town if allowed may have to be willing to accommodate all future proposals as they come forward and do not meet the 2030 Comprehensive Plan.
Bob Tracy Jr. asked if its zoned commercial can he put up a commercial business. Jeff said no because the short term mining purposes once completed has a reclamation plan and a commercial site would not be part of a reclamation plan.
Steve explained that the town's plan is to grow its tax base. Therefore, the 2030 plan lists that area most suitable for the town growth and that people know what is commercial and non- commercial.
Jeff explained that the Town Board a few years ago adopted the plan based on the Plan Commission's recommendations knowing that the major highways would be great potential for future development. The Town Board will have to decide if they allow for a pond once the project is completed if they want to see the pond or if they want a berm and cover to have the area not be seen from the highway.
Mashda asked if the DOT controls the orders of the reclamation plan can the town also have requirements. Jeff explained that the town can be more restrictive but not less restrictive. At the very least the guidelines can be is following the DNR guidelines.
Lee Bruni asked how anyone would access the quarry. Mashuda explained the only access will be the one driveway off of Highway 26.
Lee Bruni how many acres will be left alone. 18.6 acres will be left.
Mashuda explained Mark Holl will not be able to crop anything along the east side of the frontage road according to what they have heard from the DOT.
Question about if the wetland is already marked out. Mashuda explained the DNR has been out and staked the wetlands area. The quarry is 20 feet outside the wetland area.
Lee wanted to know about the taxation for the quarry. Randy Nehls said in talking with the other townships it was noted none of them got anything extra out of having a quarry.
Question about what it is zoned currently. It is zoned agriculture currently.
Attorney Griggs confirmed the changes to the drafted CUP to include:
*5 years of testing after conclusion rather than 2 years.
*6 to 8 foot berm
*Landscaping, trees, mulch, etc.
*Setbacks will depend on land spreading.
*To be completed in 3 years.
*Top soil in the reclamation plan.
Discussion was held regarding if it's a logical area for commercial development and how to weave that into that use if approved.
*Steve wanted it noted that in his concern of Commercial vs. non- commercial he wants it noted to be limited to state project.
Steve explained that down the road he is concerned about if a state statute would clarify commercial vs non-commercial and if they town would have an issue due to the applicant filing for a non-commercial quarry and the DOT clearly stating it's a commercial quarry.
Lee Bruni wants the setback requirements listed along with what kind of waste. Bob Jr. explained that the DNR decides this and the town is provided with the approved permits.
Bob Tracy Jr., explained the DNR determines the set back based on the crop year and what is being spread.
Bob Jr explained he thought that area is approved for industrial spreading right now.
Attorney Griggs recommended that only industrial, municipal or liquid waste should be listed for spreading in that area.
Jeff explained that 4.11(14) extractive and zoning district with regard to the reclamation project.
Attorney Griggs said he could complete the drafts by next week.
The next meeting date would be Thursday, May 16th at 7:00 pm for the reclamation hearing followed by the special meeting of the town board.
Steve/Lee made motion to adjourn at 8:25 pm.
735 Main Street
CLYMAN TOWN HALL
June 10 2013 @ 7:30 pm
BOARD ATTENDANCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, Treasurer Carol Hrenak, & Clerk, Chris Spilker
The meeting was called to order at 7:30 pm. The Pledge of Allegiance was recited.
MINUTES: Chairman Nehls wanted everyone to know that the new Assessor is Grota Appraisals, LLC and they are available 8-5 pm. (There number is 262-253-1142) Randy/Steve to approve the minutes as printed.
TREASURER'S REPORT: Beginning Balance: $50,037.41; Total Deposited: $2950.68; Net Expenses $5952.29; Ending Balance $47,035.80;
Chairman Nehls explained that with visiting the site regularly he & the Town's Engineer are working with Mashuda and they are planning on testing before the gravel site is dug up. Chairman Nehls also let everyone know that the Town Engineer recommended testing for everything they could think of to avoid issues down the line and Mashuda agreed.
Steve/Randy made a motion to accept finance report as printed. Motion carried.
CITIZEN COMMENT: Question regarding the mowing of the roads. Chairman Nehls explained he will contact the Town of Emmet as they are contracted to cut the Town of Clyman ditches also.
CITIZEN RECONGITION: Tim Dornfeld wanted to take the time to thank the people and their families for serving in the military.
FIRE CHIEF'S REPORT: Chief Howlett explained that the radio upstairs was never registered but it is now currently. He also stated the department is set up to get text messages when a call is dispatched and that is a yearly fee.
Chief Howlett let the board know the department has $5000.00 in reserve funds that was not used but was set aside for turnout gear. It is currently listed as grant account but the grant account after 2 years is now closed and the joint meeting of the boards explained to leave the extra as a reserve in the event of a breakdown of a truck. He explained there were discussions regarding buying another 2 stage pump as a backup with the number of mutual aid calls Clyman are receiving. Chief Howlett also provided the board with an action plan in the event of an emergency. Chairman Nehls asked for this last month because in the event of a natural disaster he wanted a plan of action to be able to approve expenditures as needed. It was noted by the town board to add the entire town board to the Emergency action plan and include contact numbers in the event of an emergency.
Chief Howlett also noted Clyman & Reeseville Departments are having a Fish Fry from 5-8pm at community center this Friday.
ROAD REPAIRS IN THE TOWN OF CLYMAN: Chairman Nehls explained that he gave the authority to have Jerry Hepp repair Wood Road. Mr. Hepp explained that he will likely spend about $4000.00 on Wood Road. Chairman Nehls explained in the future he would like to then seal coat the road. It was also discussed that Maple Road is also in need of repair. Scott's Construction explained 2 years ago he singled sealed Maple Road. It was noted that the County graded Maple Road last year. Chairman Nehls explained he will tour Maple Road and determine what should be done to repair the damage on Maple Road.
The board than opened all the bids they received for road repairs in the Town of Clyman. Fahrner, Crack Filling services, American Payment Solutions, Precision Seal Coating iNc. were all for Crack filling in the Town of Clyman. The board read each bid and explained Precision did not explain what they will be doing in detail. Chairman Nehls noted that Crack Filling Services is the company the Town has used for many years and they are very familiar with our town roads and their conditions.
Chairman Nehls explained that when touring the roads with Crack Filling they are usually given an amount to work with and they utilize the amount given to crack fill as many roads as possible. It was noted that Crack Filling & Fahrner were very detailed in what they will be doing.
It was noted that 2 years ago Eagle Road was crack filled and not sealed therefore when the plows came through they ripped up what Tim Dornfeld described as an entire bag full of junks of crack filling now completely removed.
Supervisor Caine explained that in some circumstances doing it to late in the year can cause the crack filing not to set and therefore will lift.
Chairman Nehls explained that Crack Filling already toured the Town of Clyman by himself and noted to Chairman Nehls which roads he felt were in need of crack filling and he appreciated that service.
Chairman Nehls/Supervisor Caine made a motion to contract Crack Filling Services from Cross Plains, Wisconsin with an amount of $6000.00 to spend.
Chairman Nehls would like to take a tour of the roads with whoever is contracted for seal coating to see which roads would require work and what type of work would be required. Don from Scott's Construction was present and explained that if a road is graveled it also needs to be sealed at the same time to avoid future issues.
The Town Board compared the different bids for seal coating. With Scott's Construction present they said they would accommodate a tour with a Town Board member to view the roads in need of seal coating.
Steve/Randy made a motion to go with Scotts Construction for seal coating in the Town of Clyman with a maximum amount of $30,000.00. Motion Carried.
The Town Board reviewed the budget and Chairman Nehls explained he viewed Primrose Road and he explained the culvert is somewhat oval shaped therefore may need to be replaced if the bottom is rotted down.
Question about Wood Road just being graded rather than adding 20 quad axel loads of gravel. Chairman Nehls explained that Jerry Hepp explained to him that he would have to add gravel because grading will not be enough work to repair the road. It was expressed that the road is likely just so low on gravel that just grading the road would just be pulling up crushed boulders rather than moving gravel.
CLASS B BEER LICENSE APPLICATIONS FOR JUNEAU ROD & GUN CLUB
Clyman Sportmen's Club in the name of Pat Buhr as President
Steve/Randy made a motion to approve the Class B Beer License for the Clyman Sportsmen's Club. Motion carried.
Randy/Steve made a motion to approve all operators' license for the Clyman Sportsmen's Club as submitted. Motion carried.
Juneau Rod & Gun Club in the name of Greg Nehls as President
Steve/Randy made a motion to approve the Class B Beer License for Juneau Rod & Gun Club. Motion carried.
Randy/Steve made a motion to approve all operators' licenses for Juneau Rod & Gun Club as submitted. Motion carried.
CLASS B BEER & LIQUOR APPLICATION FOR BLEW INN: Blew Inn in the name of Ron Zimmer as Owner
Steve/Randy made a motion to approve the Class B Beer and Liquor License for Ron Zimmer of the Blew Inn as submitted. Motion carried.
Randy/Steve made motion approve the operator's license submitted by the Blew Inn. Motion carried.
APPEALS BOARD RENEWAL OF MEMBER: Clerk Spilker informed the board that Mark Othmer term was expired but he verbally showed interest in continuing with being a member of the Appeals Board. Steve/Randy made a motion to approve Mark Othmer to a 2 year term of the Appeals/Variance Board.
SNOWPLOWING SERVICES: Chairman Nehls explained that for 2012-2013 snow plow season without salt the final total for Grade Tech was $33,804.00. It was explained that there is a truck load of salt currently in storage that was not used for the 2012-2013 snow plow season. It was noted that $27,000.00 was budgeted last year for both salt and snowplowing.
It was explained that at the annual meeting the public made an advisory motion of the people to go with Dodge County for the 2013-2014 snow plow season.
It was explained that a Dodge County Representative was at the annual meeting and he explained that while he provided the Town of Westford expenses for 2012-2013 snow plow season as a comparison and Westford paid $45,000.00 for salt and snowplowing. Treasurer Hrenak noted the Town of Clyman paid $47,000.00 with salt and snowplowing for Grade Tech. It was confirmed that town has 40.43 miles of roads that require maintenance in township.
It was noted that Grade Tech in the event of a mild winter tcan come out ahead because a retainer is not required. Tim Dornfeld explained that in the past Grade Tech changed from originally shipping us salt and paying for hauling to now they purchase salt in bulk and store the salt. This saves the town's monies because buying bulk saved funds.
Steve expressed that with the county they are from the area and he did not like having to determine if the plows needed to go out. He would like working with the county because they are on the roads for the major highways and therefore they would know.
It was mentioned that Grade Tech was not from the area and therefore they would not know if certain roads had drifted over without a citizen or board member calling.
Randy/Steve made a motion to go with the county to go with 2013-2014 snow plow season. Motion carried.
PAY PER DIEMS/SALARIES: Steve/Randy made a motion to table until future. It was discussed that a former clerk was not paid for per diems she felt should be paid. It was discussed that setting up guidelines rather than an ordinance would work better for the municipality rather than creating an ordinance as discussed at the annual elector's meeting. Randy would like each member of the board list what they want listed as a per diem. The board will be doing more research regarding standard operating guidelines. It was noted that the board currently makes all final decision regarding determination of payroll & expenses.
CORRESPONDENCE: Zoning Board workshop 7/24/13 @ 6:30 pm. The members of the board will not be able to attend but the information should be passed on to the Plan Commission, monthly building permits in the Town of Clyman & signed permits for culverts on Willow Road.
NEXT MEETING DATE: July 8, 2013 @ 7:30 pm.
Steve/Randy made a motion to adjourn at 9:34 pm. Motion carried.
BOARD ATTENDANCE: Chairman Randy Nehls, 1nd Supervisor Lee Bruni, Treasurer Carol Hrenak, & Clerk Chris Spilker
The meeting was called to order at 7:34 pm. The Pledge of Allegiance was recited.
MINUTES: Randy/Lee made motion to accept the minutes as printed. Motion carried.
TREASURER’S REPORT: Beginning Balance: $47,035.80; Interest $4.72; Deposits $46,553.10; Expenses $18,202.31; Ending Balance $75,391.31
Question regarding going with Jerry Hepp instead of Jim Feilbach to do the gravel on Wood Road. Chairman Nehls explained that numerous calls were made about fixing Wood Road. Feilbach was behind on his jobs therefore Chairman Nehls requested Jerry Hepp to do the work because he received calls from the landowners on Wood Road and the milk truck company.
Question regarding if Maple Road is in need of gravel. Chairman Nehls explained that he toured Maple Road with Scott’s Construction today and that Maple Road is going to require Wedging and Gravel. Chairman Nehls explained that there are a number of roads that are doubled sealed from years past and he would like to smooth those roads out and seal them next year. Scott’s Construction was told to spend a maximum of $30,000.00 and was provided a list of roads in need of repair from the Chairman dating back to when the board toured roads in May.
Lee/Randy made a motion to approve and pay the bills as presented. Motion carried.
FIRE/1st RESPONDERS REPORT: Question regarding fire runs and when they are paid. Chief Howlett explained that the Town is billed once a year in December. Question regarding who is billed if there is an accident. Chief Howlett explained if any citizens in an accident live in the Town/Village they are not billed for service. The department will bill anyone who is a non –resident and has an accident in the Town/Village for equipment used and services of the Clyman Fire Department.
Chief Howlett explained the Life Quest account is being set aside to go towards a new truck fund. These are the funds we receive from nonresidents when there is an accident. Dave Blank explained that unexpected expenses is also what the Life Quest funds are utilized for.
Question regarding medical on the budget. Chief Howlett explained that is drug testing for the department members. If drugs are In need on the ambulance that is listed under equipment and they try to get most supplies from hospitals and transport teams that respond to Clyman calls.
Chief Howlett also noted the banners for this weekend were donated.
He also stated there are a few minor issues with the trucks but overall they are running smoothly.
Chief Howlett noted to the board that $600.00 was the profit Clyman Fire Department received from the Fish Fry that was combined with Reeseville.
ROAD REPAIRS: Chairman Nehls explained that to continue the life on roads the cracks were filled 8 to 10 years ago should now be sealed to avoid the snowplows from lifting off the crack fill. Randy explained that he will be touring with Crack Filling from Cross Plains at a later date to view the roads in need of repair.
Degnitz Road was noted by Dave Blank that it is in need of repair. Chairman Nehls said he will view the road and make a recommendation.
Chairman Nehls also noted there is a list of roads that need pot holes filled.
Carol Hrenak noted that Maple Road is in need of repair and Dave Blank suggested to the board to have breaker put in by Jim Feilbach on Maple Road.
Chairman Nehls noted that Town of Emmit is cutting the ditches in the Town of Clyman and started about two weeks ago on the South end of Town.
Supervisor Bruni made Chairman Nehls aware that he signed a request for Dodge County to fix the road on Willow Road. Chairman Nehls was aware of the repair and thanked Supervisor Bruni for handling the requisition.
Treasurer Hrenak noted to the board that there will be an increase in GTA based on a letter she received from State Representative Mark Born of the 39th Assembly.
UTV/ATV TRAIL: Andy was present and explained to the board that Marshview Riders is requesting the Town of Clyman to have an UTV/ATV Trail from Hwy 60 down Junction Road into the Village of Clyman.
Question regarding if Marshview Riders need state approval to cross Highway 60. Andy has not addressed this issue as of yet but does plan on following up regarding that issue.
Question regarding where the ATV/UTV’s will be driving. Andy explained this is a proposal to ride on the road rather than on the shoulder. He explained an ATV/UTV can have road access if the Town Board approves the ordinance. He also explained that after 1 year the county receives funds from the state for assistance in maintenance. He further explained state law explains that 150 feet from a house requires a slower speed and if the Town allows for this to move forward to a public hearing Andy is willing to bring Representatives from the DNR to explain the laws in greater detail. Supervisor Bruni explained that he would like to first know if there is approval prior to a public hearing in regards to crossing Highway 60. Andy requested the Town if they approve the ATV/UTV trail have access during the summer months. Chairman Nehls explained that hours of driving would mimic the Village’s already approved ordinance. Andy explained that currently the laws are in place that ATV/UTV’s can only run in the winter time but again asked if the board would consider allowing some summertime hours.
Chairman Nehls explained that Andy should contact the state to get approval regarding crossing the highway and if ATV/UTV’s can cross the highway Andy should contact either Chairman Nehls or Clerk Spilker to set up the public hearing.
INSURANCE POLICY FOR 2013-2014: Carol Willick explained that the renewal was only a $200.00 increase based on Trident with who the Town has been with in the past. She also received another quote and they came in higher at $450.00. Carol explained that if the Town switches carriers there is a statute of limitations of 3 years that a citizen can file a claim against the board and therefore her quotes include a retro date to avoid anything falling through the cracks. Final figures for renewal was listed as Trident $10,251.00 and Community $10,475.00 with the retro date.
Question regarding Inland Marine and what that covers. It was explained that any equipment that can be taken off the Fire Trucks it is covered under Inland Marine.
Question regarding UTV/ATV Trail. Carol did not feel it was much of an issue but there could be a potential factor if down the road it is a significant payout.
Question regarding the quarry on Tracy Bros., LLC. Carol explained that if it is privately owned the Town should not have any liabilities.
Carol also noted that the crime coverage covers the bonds required for the Clerk and the Treasurer. Clerk Spilker explained she has worked with Trident in the past and she explained Trident Insurance is very good to work with and each claim that was submitted was always handled immediately and accurately.
Question regarding Workers Compensation. It was explained that workers compensation also covers the fire department.
Lee/Randy made motion to approve the Trident Insurance Policy for 2013-2014. Motion Carried.
Randy/Lee also made a motion to deny Act of Terrorist Affidavit regarding anyone oversees terrorizing the Town of Clyman.
CITIZEN COMMENT: Question regarding the Street Light on Clymet. It was explained that Clerk Spilker talked to the state and the DOT and refused to pay the relocation of the Street light. Currently she has heard nothing further.
CITIZEN RECONGITION: Dick Peterman was noted that he patched Primrose Lane. It was noted he put in about 2 tons of patchwork. The Town will be sending a Thank you to Dick Peterman.
It was noted that Dave Blank was always efficient with fixing signs immediately and all the work he did for the Town of Clyman as Chairman and also as a citizen and that it was very much appreciated.
NEXT MEETING: AUGUST 12, 2013 @ 7:30 pm
Supervisor Bruni/Chairman Nehls made motion to adjourn at 8:51 pm. Motion carried.
MEMBER ATTENDANCE: Chairman Stan Jones, Mark Othmer, Charlie Zimmerman, Dave Blank
Discussion and possible action regarding Letter of Intent for Business Use for property owned by WE Energies in care of Ed Wolff & Tom Prosser, also known as Tax ID# 012-1015-2824-001, located at SE ¼, NW ¼, Sec 28, located on County Highway CJ, in the Town of Clyman, Dodge County, Wisconsin
Chairman Stan Jones called to order the public hearing at 7:01 pm. Chairman Jones asked for audience comment 3 times and there was none. Chairman Jones/Blank closed the Public hearing at 7:06 pm.
TOWN OF CLYMAN
Discussion and possible action regarding Letter of Intent for Business Use for property owned by WE Energies in care of Ed Wolff & Tom Prosser, also known as Tax ID# 012-1015-2824-001, located at SE ¼, NW ¼, Sec 28, located on County Highway CJ, in the Town of Clyman, Dodge County, Wisconsin
Tom Prosser was present and explained that he would like to put up storage units. He explained he will be building 3 storage buildings. They have an offer to purchase the land from WE Energies. There were site plans provided. There was also current setbacks map and a current Arial view of the lot. Tom also explained there is an easement on the south side and 10 feet along the west board for WE Energies to access power lines. The map provided is the current setbacks and they would be proposing to have a variance that allows for 30 feet from the front and 20 feet from all other property lines.
It was noted currently the land is zoned agriculture with WE Energies as the owner.
Jake Henning the Town’s building inspector was also present and he explained from our zoning page 7 section 3 explains the Rules of Construction.
He furthered explained that if the property is rezoned which was discussed at a Plan Commission meeting to possibly rezone as Highway Business Zoning the land owners will require another variance because the minimum required is 3 acres and the parcel is 1.3 acres.
Pat Morrison from the Plan Commission was present and explained that the Plan Commission may have discussed recommending a Highway Business rezoning for the site but that was only discussion as an application was not filed at this time for rezoning.
Jake explained a single family home would meet all setbacks per Clyman’s Zoning Ordinance for that parcel and a simple zoning change would allow for a family single resident.
Mark Othmer asked what the tax ramifications would be if the variance was granted.
Jake further explained that one storage unit would fit but 3 storage units would not fit on the property.
Chairman Jones explained there is no feasible way to put a business on this property based on the current zoning regulations.
Dave Blank explained that a hardship has not been made present and in complying with the Town’s zoning a hardship must be made in order to allow for a variance.
It was noted the parcel is 1.03 acres. It was also noted a Conditional Use Permit would be needed if the variance is granted to comply with rezoning the property Highway Business District at a future date.
Dave Blank asked if one building would be feasible. Ed Wolff and Tom Prosser explained it would not be in their interest to build just one building.
Chairman Jones and Dave Blank asked if Ed Wolff and Tom Prosser would want to talk to the surrounding landowners to get the additional 2 acres required for zoning.
Charlie Zimmerman noted that a 30 feet setback requirement from the easement is needed along with a 100 feet set back from the center line because the property in on a county highway.
Dave Blank followed that the right of way will also be an issue because even if the Town grants a variance the county would also need to grant a variance because it is a County Highway.
Charlie Zimmerman explained that per page 72 of Clyman Zoning Ordinances it is the Variance Boards responsibility to review an application for a variance but to necessarily approve unless a hardship is proven.
Pat Morrison also explained that there is no current hardship in this area as this would be new structures to the area. It also does not work in the AG district because the units would not be used for agriculture.
Chairman Jones explained to Ed Wolff/Tom Prosser that a variance can be filed but per Clyman’s Zoning Ordinance page 73 sect 15.7(1)(a) a hardship needs to be presented to the Appeal/Variance Board and while he would like to see development on the parcel the board is required to follow Zoning requirements..
Dave/Charlie made a motion to deny the application for a variance due to the minimum requirements allowed on the parcel per page 7 section 3 Parcel and Site Development Restrictions and Agriculture Business District page 21 & 22 (6)(a)(b) Parcel Area, Width, and Public Street Frontage..
Chairman Jones asked for all those in favor and all stated “I”. With none left to oppose.
Dave/Mark to adjourn at 7:45 pm.
Discussion regarding the request of an ATV Trail on Junction Road in the Town of Clyman along Junction Road heading south into the Village of Clyman.
Chairman Nehls started the public hearing at 7:40 pm.
Andy Brotherbrodt , Kari (no last name given), Martha (no last name
given), and Mark Schmidt Vice President of Marshview Riders were all
present at the public hearing.
BOARD ATTENDANCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Lee Bruni, Treasurer Carol Hrenak
Meeting was called to order by Chairman Nehls at 8:00pm.
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Lee Bruni, Treasurer Carol Hrenak, Clerk Chris Spilker
Chairman Nehls called the meeting to order at 7:37 pm. The Pledge of Allegiance was recited.
MINUTES: Chairman Nehls explained at the last month meeting there was questions regarding using a rifle in the Town of Clyman. Chairman Nehls was at the Town’s Association meeting and the Town’s Association lawyers recommended to the town’s not to regulate hunting because it is the DNR’s position to regulate hunting and while there are municipalities in Washington County that are creating ordinances the Town Association explained that if a town was going to regulate based on safety issues the DNR has already approved rifles in the Town of Wisconsin. Supervisor Caine also contacted the Town’s Association and was informed that if the Town of Clyman decided to create an ordinance to regulate rifles for hunting that he did not feel there is any basis to create and ordinance.
Chief Howlett explained he wanted to clarify from last month’s minutes that there could be a potential for numerous calls not that there was numerous calls made regarding a silo in the Town of Clyman.
Caine/Bruni made a motion to approve the minutes with regards to Chief Howlett’s statement. Motion carried.
TREASURER’S REPORT: Beginning Balance $83,226.00; Interest $4.10; Income $291.00; Expenses $40,128.40; Ending Balance $43,392.70
Caine/Nehls made a motion to approve the Treasurer’s Report. Motion carried.
CITIZEN COMMENT: Laura Mahuski/Karen Tibbits explained that Dunn Road is in need of repair. For emergency purposes and also for maintenance to the house and buildings they wanted it noted that the driveway should be cleared during the winter months. She also explained that the driveway does have ruts and was not cut over the summer. Chairman Nehls explained he was aware of Dunn Road not being cut and contacted Town Chairman Bill Nass of Emmet, however no one came back to cut the ditches. Chairman Nehls explained that the ruts in the road do need attention this year. Tibbits explained that it was not graded in 2013. It was confirmed that there are gully’s in the road due to water running through the road. Chairman Nehls will be contacting Jim Fielbach and have him view the road and have the repairs done this year.
Dave Blank was present and wanted to take the time to thank all the vets and active military for their services. Chairman Nehls explained that he as a vet viewed four schools and each of the 10 people he toured the schools with all had their own story and the kids really enjoyed hearing each story individually.
FIRE CHIEF REPORT: Chief Howlett explained that the turnout gear and air packs funds will be put in one account. Chief Howlett explained that they would like the approaches repaired and also do upgrades to insulation at the fire station. Question about replacing Truck #61 and the Town is currently putting funds aside and also having a truck committee with one Town and Village board members to be on the committee but the Town will be waiting until April 2014 when the Town goes to a five person board to appoint someone to the truck committee.
Supervisor Caine explained that a new truck will be a lot of money and he would like to see the committee take the time to discuss all the options and consider all possibilities. Caine explained that purchasing a new machine is an option that upgrading a current truck may also be an option. He explained that Fire Departments are turning into fire districts and there may be a nice used truck available and if someone does find a “good buy” they should take the time to approach the board with options.
Chief Howlett noted the upper management will be having some changes in the Fire Department to save money and while there was a breakdown on one of the trucks there were funds available to repair the truck.
Chief Howlett recommended a square footage agreement in regards to the heating. He would like both boards to meet after the New Year to discuss this matter further.
Chief Howlett explained that in 2014 hours to date will be entered after a call and computer reports will be generated for fire runs.
Chairman Nehls also noted that the Town pays a portion of the bookkeeper duties. Kris Kohlhoff currently is the bookkeeper and she is currently working about 4 hours a month. Treasurer Hrenak noted that the payment of $19.10 per hour plus benefits would equal to approximately $1,000.00 for the year.
Discussion and possible action regarding letter of intent
for a land spilt in the name of Ellery W. Klatt Jr, Sandra A. Ebert,
Arlene E. Bauer also known as Tax ID#012-1015-0612-000, 012-1015-0621-000,
012-1015-0621-001, 012-1015-0622-000, located at W7530 County Road KW,
or That PT NW ¼ SEC 6 LYG WLY of CTH KW HWY (complete description
available upon request), Town of Clyman, Dodge County
It was noted about 4.6 acres will be split with the buildings. Klatt explained that Charlie Neis will be purchasing the agriculture land.
Caine/Bruni made a motion to approve the land split per the Plan Commission’s recommendations. Motion carried.
TRUCK FUND ACCOUNT: Chairman Nehls/Caine made a motion to establish a fire truck fund account at State Bank of Reeseville. Motion carried.
TREASURER WORKSHOP: Treasurer Hrenak explained that she will be going to training regarding the Marge Program Accounting System. She said that she wants to attend the workshop in Hayward and this would give her training on not only the current system we are utilizing but also she can get the program to be web based and not need the physical computer.
BUDGET WORKSHOP: Question about the General Transportation Aide. It was noted that the Town aide decreased because the town did not start paying for the repairs of roads from the loans until 2013.
The board discussed revising General Engineering costs and the Town’s income portion. This will be on next month’s agenda to discuss and compare increasing the costs.
The Board noted that the Department will now be split 71% for the Town of Clyman and 29% for the Village of Clyman for the 2014 budget.
The board has further discussion and single line items and prepared the budget for the budget hearing set December 2, 2013 at 7:00 pm.
Bruni/Caine made a motion to adjourn at 8:44 pm. Motion carried.