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 8:45 pm. The Pledge of Allegiance was recited.
MINUTES: Caine/Bruni made a motion to approve the minutes as presented. Motion carried.
CITIZEN COMMENT: Chairman Nehls wanted to let everyone know that he is calling Dodge County when the roads are icy. So if you can call early he will continue to follow up with county on any concerns. Chairman Nehls explained that Degnat Road is plowed by a private land owner and he requested some salt be delivered and he will spread the salt as needed. Wages for the calls regarding the fire department.
It was noted there were 38 runoffs reported the night of ice.
Tim Dornfeld wanted to thank the town board for accepting the citizen’s request to utilize Dodge County for the snowplowing season.
The Town Board wanted to take the time to send condolences to the families of Randy Roberts’ Family, Janet Aulenbacher’s Family, and Jared Vonruden’s Family.
TREASURERS REPORT: Beginning Balance for December $17,638.82;
Interest $2.88; Income $364250.10; Expenses $24,461.76; Ending Balance
The Board questioned a payment to the IRS for a penalty. The clerk will follow up prior to payment to question further.
Caine/Bruni made a motion accept the year end for 2013 and the Janauary Treasurer’s Report as printed. Motion carried.
FIRE CHIEF’S REPORT: Chief Howlett noted that $3,425.00 was taken out of the savings account and not include in the total expenses. This was agreed upon at the joint meeting.
Chief Howlett asked if the remaining amount of $5954.68
at the end of December be transferred to an account to be saved and used
towards an expense that may come up unexpected at a later date.
Chief Howlett noted that during the cold weather if someone
needs a generator to restore power for heat the citizens or town board
should contact an officer of the Fire Department.
WEB DESIGNER: It was noted that Chuck was not present. He did send a letter to the board requesting $150.00 for the 2nd year of 2013 maintenance.
Nehls/Bruni made a motion to pay the $150.00 for the 2013 maintenance. Motion carried.
Bruni/Caine made a motion to continue to service the Town of Clyman as the Web Designer for 2014. Motion carried.
NEXT MEETING DATE: February 10, 2014 at 7:30 pm.
CORRESONDENCE: Kris Kohlhoff sent an email for going with Dodge County for the 2013-2014 Snow Plowing season.
Bruni/Nehls made a motion to adjourn at 8:27 pm. Motion carried.
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 7:39 pm. The Pledge of Allegiance was recited.
MINUTES: Nehls/Bruni made a motion to approve minutes as printed. Motion carried.
Chairman Nehls clarified that the property owner on Degnitz Road picked up the salt.
TREASURERS REPORT: Beginning Balance $134,456.07; Interest $19.62; Deposited $350,511.72 Expenses $14,095.34; Ending Balance $470,892.07. Bruni/Caine made a motion to approve the Treasurer’s Report. Motion carried.
FIRE CHIEFS REPORT: The board questioned the WE Energies bill. Chief Howlett explained the amount of $754.87 includes heat and light. It was noted it the hall is fueled by natural gas. Treasurer Hrenak made the board aware that she has been turning down the heat to 50 degrees when she leaves the building to assist in keeping fuel costs down.
It was noted the bill to UW Health in the amount of $24.70 was for a new hire drug test.
Caine/Bruni made a motion to approve the Fire Chief’s report as printed. Motion carried.
ELECTION WORKERS: Clerk Spilker made the board aware the
Sandy Thoma and Josie Hrenak are interested in serving on the elections
board for 2014.
COMPUTER PURCHASE: Treasurer Hrenak is interested in purchasing an HP computer that has Windows 7 and is compatible with the online Marge Accounting Program.
Currently the web based program through Marge Accounting is not compatible with the computer the town currently utilizes.
Supervisor Caine expressed interest in purchasing a DELL with Windows 7 and XP through Ebay for roughly about $300.00. He thought the town could purchase a laptop with home/office software already programmed into the computer. Treasurer Hrenak would like a computer with a 17 inch screen. Supervisor Caine explained he has very good luck with purchasing computers though Ebay and can look further into the purchase if the board approves. Treasurer Hrenak will forward by email the specifications that are required for the Marge Accounting Program to Supervisor Caine.
Bruni/Nehls made a motion to table the purchase until next month allowing Supervisor Caine time to research the purchase of a used computer unless he is able to make a purchase for a reasonable amount. Motion carried.
Clerk Spilker noted that a board member can make a purchase up to $1500.00 with the approval of Clerk and Treasurer prior to the purchase. This type of transaction can be done prior to Board approval due to an ordinance that was created for circumstances that require immediate payment.
BRIDGE INSPECTIONS: Chairman Nehls explained the bridges
in the Town are required to have an inspection every 2 years. In 2014
the Town of Clyman will require local bridge inspections. The board
would like a list of bridges and the cost from Dodge County Highway
prior to making a decision.
FUEL COSTS FOR THE TOWN HALL: Caine/Bruni made a motion to have Chairman Nehls contact WE Energies about the fuel costs for the Town Hall portion of the building and what can be done with separating the fuel cost for Town Hall. Motion carried.
CORRESPONDENCE: Chairman Nehls explained that there is an issue with a train sitting across the intersection on Train Road for extended periods of time. Chairman Nehls explained that one citizen complained of the train blocking the intersection for over one hour. Chairman Nehls further informed the board that the latest complaint the citizen waited for over a 3 hours. Chairman Nehls stated that he is being informed a train can only run 12 hours and they are stopping and waiting until another person arrives. Chairman Nehls further stated that citizens have contacted Dodge County Sherriff. Chairman Nehls asked Supervisor Bruni to contact Brian Field the Dodge County Highway Commissioner for further instructions. The board was concerned this is a hazard and a safety issue and the County Sheriff should also be notified.
CITIZEN COMMENT: Supervisor Bruni has a pot hole that may/may not be a county issue. The Board gave Supervisor Bruni permission to visit the Dodge County Highway department and can fill the pot hole himself with a cold mix to save costs if it is a town issue.
Supervisor Bruni and Supervisor Caine have talked with local towns in the area about the idea of purchasing equipment for snow removal. All board members have expressed that they have received many emails from Clyman citizens complimenting Dodge County Highway for the efficient snow removal this year. The board held discussion about what the costs would be for purchasing a Snow Plow truck and all the costs that are associated with setting up our own snow plow service for the Town. The board felt it was worth discussion to look into how much other municipalities spend for supplying their own trucks for snow removal just to be able to compare to what Dodge County is currently charging.
NEXT MEETING DATE: MARCH 10, 2014 at 7:30 pm
Caine/Nehls made a motion to adjourn at 8:39 pm. Motion carried.
Respectfully submitted, Chris Spilker Town Clerk (822 on recorder)
The Board of Canvassers for the Town of Clyman met at 8:00pm on Election Day, April 1, 2014 to review and tally Election Day results.
2011 Act 75 provides that absentee ballots may be counted if postmarked no later than Election Day and received no later than 4:00pm on the Friday following the election. Additionally, 2011 Act 23 provides that voters who cast provisional ballots may provide whatever documentation is required no later than 4:00pm on the Friday after the election in order for their provisional ballot to be counted.
The Town of Clyman had one (1) absentee ballot that was not returned by Election Day. Thus, the Board of Canvassers will reconvene at the above date, time, and location to process and count any late-arriving absentee ballots for the votes cast in the June 5, 2012 Election.
The Municipal Board of Canvassers reconvened at 4:05pm on April 5, 2014. The Municipal Board of Canvassers consisted of Chief Inspector, Ann Morrison, Chief Inspector Vivian Von Rueden, and Election Worker Sandy Thoma. The Municipal Clerk reported that all of the outstanding absentee ballots (1) were returned by the 4:00pm deadline, the Friday after the election. It was also noted there were no provisional ballots the night of the election.
Ann Morrison called the Board of Canvassers meeting to order. Ann Morrison asked Chairman Randy Nehls to assist with explanation of in the event of a tie. Chairman Nehls explained that the Supervisor 3 position had a one vote difference. Stan Jones received 62 votes and Dave Blank received 61 votes. Chairman Nehls explained that this absentee ballot is a legal ballot that was received in the timeframe allowed and will be counted. Chairman Nehls further explained in the event of a tie there will be a draw of cards. He explained the jokers will be removed, and the suits will be called as High suite will be as follows: Club, Spade, Hearts, and Diamonds. He also called the aces as high followed by King, Queen, Jack, 10, 9, 8, 7, 6, 5, 4, 3, 2, &1. He also explained the person listed first on the ballot would be the first to draw a card. Chairman Nehls asked both Stan Jones and Dave Blank if they understood the events taking place and if in the event of a tie they understood and agreed with the rules of drawing a card. Stan Jones stated his name and agreed. Dave Blank stated his name and agreed. Clerk Spilker had asked previously if the Board of Canvassers and the Town Chairman could recuse her from the Board of Canvassers. She would only partake in processing the proper paperwork and taking of the minutes. All parties agreed and in the event of a tie Chairman Nehls would assist with the draw of cards.
1 vote for Gary Sherman
Chief Inspector, Ann Morrison explained that there was a tie for 3rd Supervisor position. Chairman Nehls put all the cards without the jokers into a box and asked Stan Jones and Dave Blank to draw a card.
Stan Jones drew the 3 of Hearts
Stan Jones congratulated Dave Blank.
All final results were documented and signed by the Board of Canvasser’s and turned over to the clerk.
Ann Morrison/Sandy Thoma closed the Board of Canvassers meeting at 4:18 pm.
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 7:39 pm. The Pledge of Allegiance was recited.
MINUTES: (839) Caine/Bruni made a motion to approve minutes as presented. Motion carried.
FINANCIAL REPORT: Beginning Balance $2,048.61; Interest: none listed; Income$16,166.66; Expenses $23,458.84; Ending Balance $5,243.57.
The clerk noted that the Election Workers should not have had taxes deducted therefore those checks will need to be reissued and a new Financial report will need to be presented.
Chairman Nehls made note that during this last election there was one absentee ballot that was turned in during the time allowed and therefore it made a tie between Stan Jones and Dave Blank. He further stated that the tie vote resulted in drawing cards and the highest card was drawn by Dave Blank therefore he will serve as Supervisor 3 for a two year term.
Caine/Bruni made a motion to approve the Treasurer’s Report with the changes to the Election Workers payroll. Motion carried.
FIRE CHIEF REPORT: Chief Howlett noted that in an event of a fire that crosses over to adjoining landowners and causes damage to other person buildings that the person who originally started the fire will be responsible for all charges that is billed out by the Fire Department.
Chief Howlett asked the board that if the Town Board is aware of re-routing of traffic or other obstacles regarding road closures that Emergency response systems also be notified to avoid any delay in response times.
It was noted that the Town of Clyman does copy in any correspondence of road closures to Chief Howlett during the Highway 26 expansion project.
Nehls/Bruni made a motion to approve the Fire Chief’s report as presented. Motion carried.
BORROWING FUNDS: It was noted that snowplowing is over
budget for 2013-2014 snow plow season. Caine noted that in the past
we borrowed locally for short term debt through Horicon Bank and State
Bank of Reeseville. The clerk noted that BCPL paid off those loans and
provided the town with a lower interest rate.
Caine/Bruni made a motion to give Chairman Nehls authority to sign a line of credit for up to $50,000.00. If a line of credit is unavailable then Chairman Nehls is authorized by the board to sign for a loan not to exceed $25,000.00. Motion carried.
The board requested the Clerk follow up with Horicon Bank and Supervisor Bruni will follow up with Farmers and Merchants banks to make sure the interest rate quoted by State Bank of Reeseville is comparable to the surrounding competitors.
TREE AND BRUSH REMOVAL: Chairman Nehls noted that Elm Shade Road has brush that is low to the ground and should be removed. He was contacted by a citizen and they are willing to remove the brush at no charge to the town if they can keep the wood.
The sheriff’s department also notified Chairman Nehls that on Welsh road there is brush that needs to be removed and again the land owner is willing to remove the brush at no cost to the town if they can keep the wood. The board agreed and the Clerk noted that landowners removing brush and debris at their own expense are also doing this at their own risk.
Chairman Nehls noted that Ron Annus located on Elm Shade road was sent a letter regarding brush and rocks in his ditch in November of last year. Currently the brush and rocks are still in the ditch and have not been removed. The board requested another letter sent certified be sent to Ron Annus to remove the brush and the rocks located in the right of way by May 5th or the Town will remove everything and bill the Ron Annus for the expense.
Nehls/Caine made a motion to send another letter to Ron Annus to have the debris removed by May 5th or the town will be removing the brush and the citizen will be billed for the service.
ROAD MAINTENANCE CRACKFILLING:
Bruni/Caine made motion to accept the bid for crack filling Services at $1.00/lb. for the expense not to exceed $5000.00 for the 2014 Road Maintenance season. Motion carried.
ROAD MAINTENCE SEALANT:
Scott’s Construction: Don from Scott’s construction was present and has also toured the Town of Clyman prior to the meetings. Don gave examples of different roads in the area that Scott’s Construction did a slurry coating. There are a number of different materials that can be used depending on how the Town would like the road to look and how long it will last. Town of Lowell uses Quartz side for all its roads. Scott Construction presented a bid for $15,630.00/mile at 20 feet wide.
Stuck & Irvin: No one was present but the Town of Clyman did receive a bid for Slurry Seal Coating at $20,533/mile at 20 feet wide.
The Town of Clyman received two bids for wedging in the Town of Clyman for 2014.
Payne and Dolan: No one was present but the Town of Clyman received a bid for $150.00 a ton and $125.00 for over a ton for wedging.
Scott’s Construction: Don from Scott’s construction was present and the Town of Clyman did received a bid for $69.93 over 300 ton and $69.93 under 300 ton with a one-time fee of $1300.00 for moving around the town. Don explained that 400 ton per mile is approximately what it takes to complete the crown.
Don explained that Scott’s Construction is willing to work with the town for when the funds come in for payment.
The board discussed with Don’s Construction the idea that the town could do a 6 year cycle working on 7 miles every year and sectioning off the town over the course of 6 to 7 years working on a section at a time therefore keeping costs down with lower travel around the town.
The board explained that the town is trying to increase the GTA and keeping focus with maintaining town roads.
Bruni/Nehls made a motion to contract with Scott’s Construction for wedging per the bid submitted. Motion carried.
Gravel roads will be postponed until after road inspections have been completed.
ROAD INSPECTIONS: Nehls/Bruni made a motion to have the yearly road inspections on April 26, 2014 at 9:00 am. Motion carried.
Chairman Nehls made note that Gubin Road collapse at the culvert and therefore needed immediate attention because the 3 foot culvert by 40 feet long need to be replaced as the road completely collapsed within 24 hours.
Caine noted that in the future the town should purchase some barricades in the event there is ever an emergency in which a town road needs to be closed or a pot hole is large enough to cause damage.
TRAIN ROAD: Chairman Nehls noted that the train was again parked across the intersection over the past month and the Railroad Commissioner explained that the railroad crossing is listed as a private drive per their maps.
Clerk Spilker explained that Emergency Response Coordinator Amy Nehls has been assisting with contacts in other counties with the same issues to assist with resolving this issue with the railroad.
Chairman Nehls has contacted the Railroad Commissioner, the Railroad State Representative, Dodge County Emergency Management, Dodge County Sheriff, and Rusk County representative with the same issues.
The Board requested a letter be sent to the Railroad Commissioner with a copy of the most recent parcel map requesting an update be done to their maps updating them that Train Road is no longer a private drive.
DODGE COUNTY EMERGENCY MANAGEMENT RESOULTION 2014-1: All Hazards Migration Plan. Chairman Nehls read aloud the resolution.
Caine/Bruni made a motion to adopt the resolution 2014-1 as read. Motion carried.
LAWN CEMETARY MAINTENCE: It was noted the Town received one contract for the 2014-15 season from Tim Dornfeld. It was listed as $2400.00 for 2014 and $2600.00 for 2015. It was explained the Dornfeld family has maintained Eagle road and Highway 16 cemetery for 10+ years and the clerk explained that as long as she has been around there has never been any complaints. She further noted the Dornfeld family cuts grass, trims around the grave sites, trims trees and cleans up any debris, brush, or garbage in the vicinity of the cemeteries. She also let the board know the Dornfeld assist with keeping the Town Board informed of any vandals and in the past even volunteered to assist with cleanup and keeping stones with the correct gravesite when they were broken off.
Bruni/Caine made a motion to accept the contract for Tim Dornfeld to maintenance the Eagle Road/
Blank Family sent a thank you for sending a plant to Ray Blank’s funeral.
Robert’s Family sent a thank you for sending a donation to the church in memory of Randy Roberts.
SET NEXT MEETING DATES:
Towns Association Meeting: Wednesday, April 16, 2014 in
Caine/Bruni made a motion to adjourn at 10:08 pm. Motion carried.
Respectfully submitted, Chris Spilker, Town Clerk
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Lee Bruni, 3rd Supervisor, Dave Blank, 4th Supervisor Mark Othmer, Treasurer Carol Hrenak, & Clerk Chris Spilker
Chairman Nehls called the meeting to order at 7:32 pm. The Pledge of Allegiance was recited.
MINUTES: (599) Blank/Caine made a motion to approve minutes as presented with one change listed. Under Scott’s Construction it was listed once as Don’s Construction. Motion carried.
FINANCIAL REPORT: Beginning Balance $-5,260.96; Interest: $5.99; Income $69,564.08; Net Expenses $15,824.80; Ending Balance $48,484.31. The board was informed that there were a number of adjustments and the Treasurer detailed them as followed. It was explained that in 2013 the Treasurer did not record three Charter direct deposits dating back to 5/13. The State Shared Revenue in 2013 was not recorded correctly. Deposit for 12/30/13 Batch for taxes not recorded correctly on 11/18/13. Th wrong amount was listed on 12/30/13 during tax season. Deposit for 1/10/2014 not recorded on Cash Flow Statement. Charter direct deposit on 2/13/14 was not recorded. There was also check #5688 that was voided but not added back into the income.
On the expenses the adjustments were as follows: 1/6/14 General Transportation Aide recorded for incorrect amount. 2/2/14 Deposit slips ordered and recorded for incorrect amount. Checks # 5807 and 6032 recorded for incorrect amounts.
The board questioned if the ending balance on the cash flow statement balances with the bank. Chairman Nehls explained that Karen Nehls as an employee of State Bank of Reeseville has been working with Carol this past month to record all of these adjustments correctly but still the cash flow statement as of tonight still does not balance with what the bank statements are showing. He explained there is still a difference of $20,000.00 to the plus.
Blank asked the Treasurer if the Treasurer’s Report ending balance does balance with State Bank of Reeseville’s checking account. The Treasurer was unsure as she said Karen has been assisting her and could not confirm a time frame on when she could get it to balance.
The clerk advised the board to not approve this month’s Treasurer’s Report as she just received this “amended” report at 7:10 pm this evening and no one had time to review any this information.
Chairman Nehls explained that he and the Treasurer asked Karen Nehls from State Bank of Reeseville to assist the Treasurer with balancing the Treasurer’s Report with the bank account. He further explained there were some outstanding checks that have not cleared the bank and therefore they need more time. The Treasurer explained she was willing to pay Karen Nehls for her time but Karen is not looking to be compensated for this service.
Blank asked how much more time is needed. The Treasurer was again unsure of how much time would be needed. Discussion was held regarding making a motion to approve the bills as presented as the board felt there was enough funds in the account to cover this month’s expenses.
Chairman Nehls explained he did not draw off the Line of Credit from State Bank of Reeseville because when he was notified of the errors the bank showed the checking account at $25,000.00+ not a negative $-5,000.00 as shown on last month’s Cash Flow Statement.
Blank/Caine made a motion to pay the bills as presented and to table the May’s Cash Flow statement until next month for approval. Motion carried.
FIRE CHIEF REPORT: It was explained that Sun Road had a fire and the road had damage from the Fire Truck. Chief Howlett explained that the owner should be responsible for the damage to the road and the town should submit a bill from Jim Fielbach who fixed the road temporary to the land owner’s insurance company.
Question regarding water usage for the Barn fire on Sun Road. It was explained that 4 different departments served at that fire and the Fire Departments have mutual aide therefore no bill will be submitted from the other departments for responding.
Blank/Caine made a motion to approve the Fire Chief’s Report as presented. Motion carried.
Blank explained that the Juneau department is doing a fundraiser and has asked if Clyman is interested in participating. Discussion was held and it was left up to anyone wanting to participate should contact Juneau Fire Department.
JEFF/JOEL KREUZIGER LAND SPLIT APPLICATION PARCEL #012-1015-1944-000, LOCATED IN GHE se ¼ OF THE SE ¼ SECTION 19, DODGE COUNTY
It was explained that the land split is 4.6 acres. The town board explained they were satisfied with the Plan Commission recommendation based on it meeting all of the zoning codes outlined in the minutes.
Blank/Bruni made a motion to approve the land split as presented from the Plan Commission recommendation. Motion carried.
There was discussion regarding the dead end roads and also posting signs of the roads. Bruni will be contacting the Highway Department about signage for the Town Roads.
The board held discussion regarding crack filling. Blank did not feel $5000.00 was enough to spend on crack filling and he wanted to increase to $15,000.00. Caine explained that on Lighthouse road the Town of Clyman owns 2/10th of the road and Caine wanted the board to consider talking with Scott’s Construction because Town of Lowell received a cheaper bid from Northwest. Nehls was willing to have a conversation with Don from Scott’s Construction about the lowering the bid to match what Northwest quoted Town of Lowell. Nehls explained at the next meeting he will work with Scott’s Construction regarding the maintenance of the roads and get bids for the roads that are most necessary to be serviced.
Chairman Nehls explained he will work with Jim Fielbach regarding the gravel roads in the Town of Clyman.
Chairman Nehls explained that the Nehls would like a culvert under Eagle Road. Nehls farms will be paying all costs and working with Dodge County. Blank recommended the road be cut for the culvert.
Chairman Nehls explained that Gubin Road’s culvert could get a possible grant. Bruni will follow up with Pete Thompson and report to the board what is needed at next month’s meeting.
DUTIES REGARDING CLERK/TREASURER DUTIES:
The clerk further explained that she is aware of her duties and responsibilities and was ask to come back and serve as the clerk for the Town of Clyman because of her knowledge. She also stated she and Sandy Thoma attended four years and graduated from the UW Extension of Green Bay Clerks and Treasurer’s Institute.
The clerk further explained that in the state statue 60.33 Duties of a Town Clerk
(3) FINANCE BOOK. Maintain a finance book, which shall contain a complete record of finances of the town, showing the receipts, with the date, amount and source of each receipt the disbursements, with the date, amount and object of each disbursement; and any other information relating to town finances prescribed by the town board.
She explained it is not her job to create the reports but to keep an accurate record on file for the purpose of review and also to file with the proper jurisdictions. The clerk further noted that receiving inaccurate reports at the last minute does not allow her to perform her duties to the best of her ability. She had to utilize her own reports that she sends to the State and to the County to accurately complete the Annual Report as it is a requirement to have an annual report at the Annual Meeting.
The clerk than put into record a number of text messages she received in response to the Treasurer explaining a number of different reasons why she is unable to complete the reports requested.
The clerk explained that “taking charge” of all monies means the Treasurer should know how much the Town of Clyman has in its accounts and take charge of the monies of the Town of Clyman.
Chairman Nehls wanted it listed on the Treasurer’s Report to have the following lines added going forward on the Treasurer’s report.
The board also requested the Treasurer have the Treasurer’s Report to the clerk by the Thursday before the next meeting.
He stated by doing this the board could look at the Treasurer’s Report and see that it does balance with the bank statement each month and this would no longer be an issue.
The Treasurer acknowledged the requests of the Town Board going forward.
The Treasurer explained that she did not have access to all November Budget records. The Treasurer explained she is not sure what her job description is. It was explained that the Carol wanted to take on the payroll for 1st quarter and with the Marge Cloud program she thought she could do the payroll for the Town of Clyman. The clerk explained that the payroll was done incorrectly and there are numerous errors and none of the withholding’s were recorded therefore the Town will be receiving penalties. Carol was not aware that withholding was part of the payroll process and she explained to the board that she thought it was more her responsibility to print the checks and sign them.
Supervisor Caine explained that he understood the Treasurer was going to payroll and that’s why the Town paid for the Cloud program and also for a second computer for the Treasurer to utilize. He futher stated that withholdings is a normal part of payroll and asked if Carol had ever done payroll reporting before. Treasurer Carol told the board she has never done payroll before and did not want to continue doing payroll knowing now what is all involved.
The clerk was asked to forward all the payroll information to AP Solutions which is the accounting firm the Town has utilized in the past and also file the withholdings to avoid further penalties.
It was explained that the Town Treasurer needs to according to state statutes the Town Treasurer is responsible for taking charge of all monies for the Town of Clyman.
The Treasurer was unsure what that means and asked again for the board to outline a detailed description of her job duties.
The Treasurer was asked for what she feels is her position and what she feels her job description is. Carol explained that when she was trained by Sandy Thoma and that she simply showed her how to make deposits and take in taxes.
It was explained by Othmer to have the books balanced and he is also recommending the books be audited.
Othmer is not satisfied as a Supervisor for the Town of Clyman that the Treasurer’s Report’s being turned out to the public not accurate and that the Town of Clyman’s books are not balancing with the bank. He further explained while Karen Nehls is willing to donate her own time he wants a solid answer as to how much the Town of Clyman has in the checkbook and he felt the only way of doing this is by conducting an audit.
It was explained an audit will be discussed at a later date as it is not on the agenda for this month.
Kris Kohlhoff would like to invite the citizens of the town to Boots and Badges May 29th from 4-7 pm.
Senator Scott Fitzgerald – Letter regarding a conversation he had with Railroad Commissioner Plale and the discussion topic of the train stopping and blocking traffic along Train Road. It was noted the Senator’s letter highlighted the incorrect intersection.
Village of Clyman = Hosting Public Hearing – June 10th at 11 am for ULWR WPDES
Village of Clyman = Hosting a meeting with Congressman Jim Sensenbrenner – June 2nd
Board of Review M = May 29th 6-8 pm,
County Board Rezoning Petition = from Dodge County for Patricia Neuberger for the property located on Highway 26.
Dodge County Land Resources and Parks - Updated there zoning regarding Wind Turbines.
NEXT MEETING DATE: June 9, 2014 @ 7:30 pm
Caine/Blank made a motion to adjourn at 10:10 pm. Motion carried.
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Lee Bruni, 3rd Supervisor Dave Blank, 4th Supervisor Mark Othmer, Treasurer Carol Hrenak, & Clerk Chris Spilker
Chairman Nehls called the meeting to order at 7:36 pm. The Pledge of Allegiance was recited.
MINUTES: (879) Page 3 1st Paragraph (North East not North West) Page 2 Fire Chief report 12 departments not 4 showed up for barn fire. Blank/Caine made a motion to accept the minutes as printed with the changes listed.
GUEST SPEAKER: Dale Schmidt was present and explained to the citizens August 12, 2014 is voting day and it is the day before the fair. He then went through his resume verbally to the audience. He explained from 2008 going forward he has worked with the youth and received 2 National Awards for the youth program he created. He explained he has gone through extensive training regarding drugs and alcohol and is one of a few current officers who can detect what drugs someone is taking based on just how the body is reacting.
Enforcement = currently there are two full time officers for drug enforcement. He wants to reallocate the department and put funds into the drug enforcement program.
He explained that currently he is seeking the office of Sherriff for Dodge County because of his experience as he feels the current sheriff does not have the same expertise.
CITIZEN COMMENT: Judy Hasslinger explained he has a steep embankment on Welsh Road and would like to cut it down and was wondering if there is a permit required.
It was explained that as long as the Hasslinger’s are landscaping their own property the board did not feel a permit was needed but asked Hasslinger was asked to call our building inspector for verification. The clerk gave her Jake Henning the Building Inspector’s business card.
Hasslinger also made the board aware of pot holes on Welsh Road down by Jender’s residence. Chairman Nehls explained that Scott’s construction will be in the area and can have them fill in the holes if necessary. Blank asked if the Chairman contacted the county regarding pot holes and as of tonight the Chairman had not contacted the county but Blank and Nehls both offered their trucks and dump trailer and both explained in the next few weeks they can run around and fill pot holes.
She explained that Trident is who we are currently with and if we would increase the deductible’s Trident policy could be lowered.
She recommended $500 and $1000 for deductibles for Inland Marine as an example that would greatly reduce our yearly payment.
Carol explained that she can get those quotes back to the clerk later this week and come back to July’s meeting to give the board time to review the policies.
Blank/Bruni made a motion to table the insurance policy renewals until next month to get the quotes from Carol regarding increasing deductibles and also allows for time to review each of the policies.
TREASURER’S REPORT: The Treasurer provided an updated May Cash Flow statement but it was the same as in the books. Question regarding why the cash flow statements are not balancing with the bank statements. The Treasurer is unsure why the bank statements do not balance with the Treasurer’s report. Hrenak explained that there were errors on the tax deposits that added into the complication of why it’s not balancing. Chairman Nehls explained that that the books are still off about $26,000+.
Sandy Thoma explained that in May of 2012 she did have the books balanced. Clerk Spilker explained in February 2013 she had the books balanced also.
Question regarding the number of amended Treasurer’s report because in May there were two reports with one being updated on May 9, 2014.
Othmer explained that even with the amendments it’s not correct. Othmer explained that tonight is not the time to be receiving an amended report and having to review it with no notice.
Kris Kohlhoff explained she knows an auditor from Waupan and may be able to help.
Caine made the suggestion of having Carol Hrenak hire a deputy to balance the books. Hrenak was agreeable to hiring a deputy to get the books balanced.
Sandy Thoma was asked by the board to work with Carol Hrenak and get the books balanced.
Clerk Spilker explained that the Treasurer’s report currently does not show Clyman Fire Department to be paid this month. Chief Howlett was present and explained he does not understand why every month they submit a bill however there is always an issue getting monies from the Town.
Othmer/Bruni made a motion to pay the bills as presented and include a payment to Clyman Fire Department. Motion carried.
Blank/Caine made a motion to table the May and June Cash Flow statements until July to allow the Treasurer to get the reports to balance with the bank statement and also to fix the errors. Motion carried.
FIRE CHIEF REPORT: Caine/Bruni made a motion to approve the Fire Chief’s Report. Motion carried.
Howlett explained that he is frustrated every month because he has to follow up with getting paid the funds he knows his bookkeeper is submitting to the Town on the Wednesday before each meeting. It was noted by the Town Board that Chief Howlett does have the reports turned in on a timely manner and due to the financial errors the Town is currently having the board is hoping this should be cleared up by the next meeting.
RESCINDED MOTION: Caine/Bruni made a motion to rescind the motion from April that read: Caine/Bruni made a motion to give Chairman Nehls authority to sign a line of credit for up to $50,000.00. Motion carried.
It was explained this motion was rescinded because the Treasurer’s Report showed the Town with an ending balance of -$5,243.57and the discussion was held prior to the motion of borrowing funds to pay for April and May’s expenses.
However, as of today the Treasurer explained the Treasurer’s report was inaccurate and at the time the report should have showed a $30,000.00+ for a balance.
It was explained this line of credit was never borrowed from and currently has not been used.
BLEW INN OPERATORS LICENSE’S: Othmer/Blank made a motion to approve the operator’s license for all Blew Inn Bartender’s applications presented. Motion carried.
CLYMAN SPORTMEN’S CLUB: Blank/Caine made a motion to approve Class B Beer License application. Motion carried.
CLYMAN SPORTMEN’S CLUB OPERATORS LICENSE’S: Blank/Othmer made a motion to approve all of the operator license’s presented. Motion carried.
JUNEAU ROD AND GUN CLUB: Blank/Bruni made a motion to approve Class B Liquor and Beer License. Motion carried.
JUNEAU ROD AND GUN CLUB OPERATORS LICENSE’S: Bruni/Othmer made a motion to approve all the operator license’s presented. Motion carried.
COUNTRY TREASURER’S: Caine/Othmer made a motion to approve the Class A Liquor and Beer License Application. Motion carried.
At this time there were no operator’s license and the clerk explained that he has a number of people that will be selling but they are all taking the online class at this time and she will be following up with the store and report back to the board next month.
Bruni noted that in emailing with the county they are requiring a stop a head sign but the DOT does not require a stop ahead sign therefore it is technically the board’s deaccession if they want to place stop a head signs prior to any intersection.
Bruni further noted that with regards to Gubin road the County will assist with reimbursement costs by filing for a grant but wants all the expenses from the break up to the final black top.
Clerk Spilker requested Scott’s Construction to provide a separate estimate regarding Sun Road for repairs because the Town will be billing the Maymenak Homeowner’s Insurance as the damage to the road was caused due to a fire this past quarter.
Discussion was held regarding borrowing funds because the Town Board discussed keeping the average cost for town road repair close to the same as last year.
Chairman Nehls was interested in borrowing up to $50,000.00 but not more because he still wants to be conservative and continue paying off the current loans.
Othmer explained that the 3 year average has to be thought about because if we increase to quickly the General Transportation will penalize the Town for large increases all at once.
The Board discussed that Welsh (Wilson to County J) was listed as the priority. Sun Road was also listed as a priority.
It was discussed wedging Welsh Road as it is needed. It was noted the Welsh road has a lot of traffic and the road has areas where it has become necessary to repair.
Welsh Road (Wilson to County J) had figures from Scott’s Construction as 23’ x 5280 ‘= $13,493.54; Hand Patch & Seal $18,471.92; Wedging was not listed.
Chairman Nehls explained that doing wedging only on Sun Road and Welsh Road up to $40,000.00. The board discussed the option of next year then fixing these roads per Scott’s Constructions listed recommendations.
Othmer/Blank made a motion to spend up to $40,000.00 on Welsh Road (Wilson to County J) and Sun Road. Motion carried.
Caine/Blank made motion to spend up to $40,000.00 on the combination of the two roads Welsh Road (Wilson to County J) and Sun Road and work with Don from Scott’s Construction keeping in mind his recommendations for those two roads. Motion carried.
Bruni and Blank worked with Jeff from Crack Filling and the budget of $5,000.00 was not going to cover very much. He recommended up to $15,000.00.
Caine explained that increasing gradually shows an increase and he was comfortable showing a slight increase similar to the increase of what the town is doing with Scott’s Construction.
Caine/Bruni made a motion to spend up to $6,000.00 on crack filling. Motion carried.
Discussion was held regarding Lighthouse Road. Caine received phone calls regarding working with Town of Lowell and having North East also do Lighthouse road into the Town of Clyman. It was explained over $25,000.00 will be required to be put out for bid and a separate meeting will be needed.
Othmer/Blank made a motion to gravel town roads utilizing Jim Fielbach. Motion carried. No amount was set at this time.
JEFF RETZLAFF ZONING/AMENDMENT CONTRACT FOR 2014-2015: Blank/Bruni made a motion to accept Jeff Retzlaff contract for 2014-2015. Motion carried. The Town will be billed for the amount of work Jeff Retzlaff does continue to do with the Town for the next year.
MASHUDA REQUEST TO EXTEND LANDSCAPE PLAN – It was noted per Jerry Foellmi the Town Zoning Engineer that Mashuda’s request to extend the landscape plan requires the Town to start at the Plan Commission level for review and completely redo the process of the CUP with consideration of the Land Scape Plan being extended to a further date. The Town Board along with Foellmi did not want to extend the date per Mashuda’s request and the clerk was to notify Mashuda that the original due date per the CUP is the required deadline.
PETITION FOR TRAIN ROAD TO BE UPDATED TO A PUBLIC ACCESS ROAD AT THE RAILROAD COMMISSIONER’S OFFICE.
It was noted the Town has petitioned the Railroad Commissioner’s Office to change the intersection along Train road from a private drive a public town road therefore allowing access to cross over the tracks and not allowing for the train to block the intersection going forward.
DITCH MOWING: Chairman Nehls explained that the Town of Emmet is willing to work with the Town of Clyman again. The board had no objections regarding the Town of Emmitt doing the ditch mowing for the Town of Clyman.
Bruni/Othmer to have Town of Emmet do one ditch mowing only for the Town of Clyman. Motion carried.
STATE BANK OF REESEVILLE LINE OF CREDIT: Blank/Othmer made the motion to borrow funds from State Bank of Reeseville to borrow funds for road maintenance.
BCPL: Nehls/Bruni made a motion for the clerk to begin the process of starting an application with BCPL to payoff State Bank of Reeseville Line of Credit at the end of the year. Motion carried.
NEXT MEETING DATE: July 14, 2014 @ 7:30 pm
CORRESPONDENCE: It was noted Doug Steuber was named for the State Fire Memorial.
ULWR Public Hearing for WPDES Permit at Village Hall – Randy will try to make the meeting and report back to the board if any issues.
Caine/Nehls made a motion to at adjourn at 10:24 pm.
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Lee Bruni, 4th Supervisor Mark Othmer, Treasurer Carol Hrenak, & Clerk Chris Spilker.
Supervisor #3 Dave Blank was not in attendance.
Chairman Nehls called the meeting to order at 7:38 pm. The Pledge of Allegiance was recited.
She explained that she was appointed by the Governor in April 2013 to her position competing with approximately 13 other applicants.
She explained that she has been in office since April 5, 2013 and some of her first duties included having to promote a new chief deputy, 3 lieutenants, 2 detectives, and many other personnel promotions along with training many new staff members.
New programs: She explained that at the National Sheriff Convention she talked with a decal company and hired them to have her squad car done in pink in support of Cancer associations because the chief deputy’s wife, fellow employees, and a dispatcher are fighting cancer or have battled with cancer plus she wanted to promote cancer awareness.
Coffee with a Cop: This involves local officers being at establishments that serve coffee to confer with local citizens monthly. She recommended people call if they are interested in participating.
Opioid Abuse: The Opioid program has 500 community members participating thus far.
Prescription Drug Box: The drop off is located at the sheriff’s office It was noted 300 pounds of drugs currently has been turned in.
TAD Program: A Treatment Alternate Diversion (TAD) Grant was received while she was in office totaling $140,000.00.
Community Crime Reduction Team: This team saturates high crime areas where there are numerous reports called in of crimes or suspicious activity.
While she has been in office 18 corrections officers are now also certified as law enforcement officers.
Sex Offender Compliance Check: There are 149 total sex offenders in Dodge County with only 11 non – compliant. All the rest have reported in and she also has her department do onsite visits to the locations listed on file. She wants to put out the message that if you live in Dodge County they will follow up with you.
She recommended going to the Dodge County Sheriff Department website for a complete list of all that the Sheriff Department in Dodge County has to offer the local citizens.
She also checked on the values per the Fire Chief’s request on the value of the Fire Departments’ trucks and in the event of a total loss they would pay up to the value with depreciation figured in at the time of the loss.
She explained that the request to raise the values on the policy might make the trucks over insured and the town would not receive what is currently being proposed as a value on the vehicles in the event of a total loss.
She explained it made sense to stay with Trident because the cost savings was still the best with Trident compared to any other competitors. She explained that last year the rate was $8884.00 excluding workers comp and today the policy would be $9825.00 with the same values listed as last year on the vehicles. With the proposed increase in value of the vehicles of the fire trucks and equipment the policy would be higher but she cautioned increasing the value to the full value because again depreciation will be part of any claim filed.
It was explained that something similar to blue book is what is used for the value of the trucks if it’s a total loss. The lesser of cash value or the repairs to fix the truck per the policy is what she quoted from the policy.
The fire chief questioned the insurance coverage because one of the vehicles is worth about $350,000.00 but the insurance will not pay the full value of the truck in the event of the loss.
After discussion the board and Agent Carol Willick explained the insurance is first going to be determined if it is a total loss. The insurance company will likely find a comparable vehicle and figure out its value today rather than when it was new.
Clerk Spilker explained that former Chairman Blank and former Fire Chief Haase did do values with a prior insurance agent in Juneau many years ago.
Supervisor Caine explained that if we increase the values today it would increase the policy by $600.00 and the depreciation continues on the vehicles making their values even less.
The board questioned what the actual value of the fire department vehicles are now. After some discussion it was determined the vehicles may have been depreciated since the town first set up the policies.
Question regarding the policy deadline of midnight tonight for renewal. Since discussion of the value was the reason the board held off on renewing, Carol WIllick recommended the Town renew the policy but then she will go back to the underwriter and explain that the town did not want to increase the values of the vehicles but does want 10 days to look into what the values should be for the vehicles and equipment.
Fire Chief Howlett noted that the town should get a sprinkler system or heat detection sensor so there isn’t a total loss in the fire department.
The board asked Chief Howlett to come up with approximate values for the vehicles in the next 10 days or so and provide to the clerk what he would like to see for replacement value on the vehicles. Chief Howlett said he could work with the other fire department officers and get those figures to the town in the next 10 days.
Chairman Nehls/Supervisor Caine made a motion to renew the policy with Trident with the values of the fire vehicles and equipment to be set as last year’s policy noted unless Chief Howlett returns with different values in the next 10 days. Motion carried.
TRAVELER’S WORKERS COMPENSATION: It was explained this policy is pooled with other small municipalities. It was noted the increase is approximately $100.00. It was noted that terrorism will be removed with a saving of $18.00.
Caine/Bruni made motion to approve the 2014 Traveler’s Workers Compensation for $1,459.00 with the removal of terrorism for $18.00. Motion carried.
FIRE CHIEF REPORT: The board had no questions regarding the monthly/budget Financial Report reported by the Fire Department.
Othmer/Bruni made a motion to accept the Fire Chief’s report as presented. Motion carried.
Chief Howlett explained that a u-joint broke on truck 1762 while going on a call to Reeseville and the cost from River City Truck Repair was $2998.40. Chief Howlett explained that Rennert’s gets about $150.00 - $200.00 an hour and that River City Truck Repair had extensive repairs to do to the fire truck and was willing to do it for the standard cost of $2998.40.
It was noted that Chief Howlett would like to take the funds from the grant account that was established for situations like this that are unexpected.
Caine/Nehls made a motion to pay invoice #15641 from River City Truck Repair for repairs to truck 1762 from the grant account funds at Landmark Credit Union. Motion carried.
Discussion was held about different preventive systems to ensure the safety of the fire equipment. Chief Howlett explained to the board that he would recommend an infrared system to prevent a total loss of equipment in the event of a fire at the station.
The board asked Chief Howlett to follow up with price quotes for different systems for fire protection.
TREASURER’S REPORT: It was noted that the Treasurer printed her own report that she provided to the board. There was a difference in the payroll figures from the Expense Report Clerk Spilker provided in the book and what Treasurer Hrenak handed out for review. She felt Clerk Spilker’s Expense Report was incorrect and she printed the checks based on what she was showing on her report.
It was noted that 6 payroll checks did not match. It was noted that Carol’s report includes mileage in the check but it is not broken down on the check report she provided.
Treasurer Hrenak handed out a report showing a breakdown in the differences in the payroll checks. She explained that she did the payroll this month on the accounting program and she did not have the same figures Clerk Spilker had provided for the Expense Report.
Clerk Spilker provided what she received from AP Solutions showing the breakdowns and also that the Expense Report to the board matched what she received from them. She further noted that Treasurer Hrenak was told by the board not to do the payroll because 1st Quarter payroll also had errors and Clerk Spilker was directed by the board to contact AP Solutions to fix the 1st Quarter errors and continue with AP Solutions going forward.
It was questioned if the checks that were issued were based on what is being reported to the State and the IRS or if the checks issued were based on this report received tonight.
Treasurer Hrenak explained she printed the checks based on the Marge Accounting calculations and not what AP Solutions was reporting to the State and IRS.
It was questioned why she is using the payroll system. Treasurer Hrenak explained that she is using the payroll system because during budget time those numbers will be needed. Supervisor Caine explained that if you put in the checks listed on the expense report as an expense they will show up on future reports.
Supervisor Othmer explained that he felt that Treasurer Hrenak increased his per diems. He also noted that on the clerk’s payroll sheet, her net showed a decrease but he did not think that was accurate. He further noted that Supervisor Caine’s was also not correct. Treasurer Hrenak explained that Supervisor Caine’s included mileage and she expressed she did not think she increased Supervisor Othmer’s per diems. Clerk Spilker questioned if the system will be breaking down mileage from payroll because in the past there were two separate checks issued. Treasurer Hrenak stated the mileage and payroll will be broken down separately for budget purposes. It was questioned what she is using for the mileage rate. It was noted the mileage is the same rate but Supervisor Caine explained that the figures on the Treasurer’s report don’t add up correctly for mileage.
The board explained they would like 6 checks reissued to match AP Solutions’ reports to the IRS and State reports. Clerk Spilker will be handwriting those checks.
Treasurer Hrenak reported a balance of $30,354.92 on 7/2/14 including outstanding checks.
Supervisor Caine questioned a deposit for $.68 cents in
July. Treasurer Hrenak was unaware of what the deposit was for and expressed
the bank be called and questioned about the deposit.
It was noted that the clerk provided a check book balance of $33,621.34 on 7/2/14. It was noted that this does not include outstanding checks. She received this balance from the bank this morning however Matt from State Bank of Reeseville questioned a deposit of $.68 that Clerk Spilker was unware had been made. Clerk Spilker requested a copy of the transaction and there was a deposit for $.73 cents with cash out of $.05 making a deposit at the State Bank of Reeseville into the Town of Clyman’s checking account for $.68.
Clerk Spilker noted that last month the Treasurer reported the Treasurer’s report was off $20.68 but as of tonight Clerk Spilker was unable to clarify how that has been cleared up.
Supervisor Caine asked Treasurer Hrenak again if she was aware of this deposit. She explained it may have been money left in the drawer.
Supervisor Caine asked the Treasurer if she made a special trip to the bank for $.68 cents that was left in the drawer. Treasurer Hrenak explained she was in the area already and that she did not make a special trip for that deposit.
Supervisor Caine questioned an adjustment of $22,635.67 in February. Treasurer Hrenak explained that in the reports she provides she had to add a line to the report and the program did not add that deposit to the final totals.
Supervisor Bruni explained going forward the Clerk will be now processing the checks. Supervisor Bruni explained that he checked with different townships and each municipality does it a little differently. He further explained that the reports he receives need to balance with the bank.
Supervisor Caine questioned last month’s $9.00 difference. He explained that Treasurer Hrenak explained that was deposit tickets not recorded correctly but Supervisor Caine noted that was only a $4.00(+) difference.
Supervisor Caine asked Treasurer Hrenak if she made a deposit of $.68 cents to get the books to balance. She explained that was money left in the drawer.
Clerk Spilker explained she is unaware of any change left in the drawer. That even checks are written to the post office.
Treasurer Hrenak then pulled out an envelope of $3.00 and some change and explained there is change left in the drawers. Clerk Spilker was again unaware of any change in the drawers and questioned the Treasurer why she would make a deposit for $.68 cents but not include the $3.00 and change she just pulled out this evening. Treasurer Hrenak explained this change was in a different drawer from the $.68 cents.
Treasurer Hrenak explained that these funds are from dog licenses. Clerk Spilker explained dog licenses are for $5.00 and $10.00.
Treasurer Hrenak did not understand why $.68 cents was such a big deal. Supervisor Caine explained that this is a trust issue. That going back to March the reports have not been balancing with the bank. The annual report was incorrect and a special meeting was done regarding the annual report. He further stated that another special meeting was done last Tuesday regarding the Treasurer’s reports not balancing for March, April, May, and June.
Supervisor Caine explained he personally has lost complete confidence in Hrenak’s ability to complete the position she was elected to do. He further stated that each month the reports are provided to the board and they are not accurate. He stated that an email he received last month showed the reports were off $20.68. He then said there was a $9.00 adjustment somewhere. He also noted the $22,635.67 error in February.
Treasurer Hrenak explained she did not feel it was her responsibility to be providing any financial reports and that the Clerk should be providing those reports.
Supervisor Caine quoted Wis. Stats. Section 20.34 which states that the Treasurer is supposed to keep an itemized account of all monies and provide a report per the board’s request.
He further stated that the Treasurer is to take direction from the board. Treasurer Hrenak agreed she is to take direction from the board. He explained that the board requests every month an accurate report.
Supervisor Caine noted that due to the inaccuracy of the reports a line of credit was taken out for $50,000.00. The Treasurer’s Report in March showed the Town of Clyman with a negative $5000.00. He noted when Randy went to draw on the line; the State Bank of Reeseville had the Town of Clyman at approximately $50,000.00 in the plus.
Treasurer Hrenak explained that she was unaware she was supposed to be providing reports to the board. Supervisor Caine explained that in the past she has been providing reports so why did she not feel it was her job today. She attested she does now understand it is her job to provide reports at the board’s request.
Supervisor Caine questioned why each month the reports were not accurate. Treasurer Hrenak explained that as of tonight the reports are now accurate. She explained she was unable to provide accurate reports in the past because of the amount of time it took to write checks.
Supervisor Caine explained that as an elected official there
is not a time frame put on any of these positions. He explained that the
time it takes to print checks is not the issue. He explained that as an
elected official time is not factored into the responsibilities. The tasks
are to be completed regardless of the time it takes to complete them.
It was noted that Supervisor Caine feels too much time is spent on going over Treasurer’s reports and today he is not confident they are accurate. He also stated that they have been holding special meetings regarding inaccurate reporting and today he is still not clear on where the errors were.
Supervisor Caine expressed that it is to coincidental that there is a deposit for $.68 which happens to match a deficit Treasurer Hrenak reported last month.
Supervisor Caine expressed that he will be taking steps to have Treasurer Hrenak removed from office.
It was noted that Supervisor Caine has lost trust with Treasurer Hrenak and he quoted Wis. Stats. Section 17.13(3) to remove for just cause. He felt the cause would be “neglect of duties”.
Treasurer Hrenak explained transferring to the Cloud Program was something the board wanted her to do and she had to learn the new system.
Supervisor Caine stated he specifically remembers expressing not wanting the Treasurer to transfer the records to the Cloud Program.
It was explained that when the Treasurer switched over to the cloud program it was with the same company and the information was transferred when it switched to the cloud program.
It was noted by the Treasurer that she went to Hayward for training with the Cloud Program but was unable to use the program at the time of training. Treasurer Hrenak explained they could not allow her access for training because she was not set up on the program. She explained since training in Hayward she has put in many hours now learning the program.
Caine/Bruni made a motion to pay the bills as presented. Motion carried.
It was noted that the Statement of Cash Flow for May and June, 2014, will be acknowledged but not accepted. The clerk will handwrite the checks that were printed incorrectly for this meeting and going forward the clerk will print out the checks. It was noted the board is going with the bank statement as the town’s current balance.
It was also noted there are approximately 30+ unaccounted for checks from February through June of this year. The clerk provided a list to the Treasurer of the checks she noted as outstanding and Supervisor Caine asked that the Treasurer provide more information at the next meeting regarding those unaccounted for checks.
It was noted the Clerk will continue to be providing an expense report each month to the board to pay bills.
The board also requested a copy of the bank statement each month.
ROAD MAINTENANCE: Welsh road and Sun Road will have wedging completed by the end of this week. Scott’s Construction will be able to wedge Sun Road, Welsh Road and even be able to cross Highway 60 and do wedging on the north side of Welsh Road utilizing the entire $40,000.00 budget.
Hill Road = it was noted Jim Feilbach will be fixing the hole at the end of the culvert. The culvert is still in good condition.
Chairman Nehls explained that while looking at the culvert he noticed down the road what he described as alligator black top on the edge. It was explained that it was about 18 inches wide and about 10 inches deep. Chairman Nehls explained he will be requesting Jim Fielbach to dig out the area and fill it back in with gravel.
Quest Road = The culvert may need repair but Chairman Nehls was not sure. Chairman Nehls will also ask Jim Fielbach about fixing the hole at the end of the culvert.
Laird Road = May also be in need of seal coating but there are no funds this year for sealcoating. It looks like the water cut through the double seal and created a hole 30 - 40 feet long that is approximately 8 – 10 inches deep. Chairman Nehls will also have Jim Fielbach look at Laird Road but for now Chairman Nehls did have it filled with gravel to prevent anyone from damaging their vehicle.
Gubin Road = Chairman Nehls said everything looks solid so he will have the county blacktop over the area where a culvert was replaced.
Wellman Road = Supervisor Caine explained that there are potholes and the edge of the road is also in need of seal coat. The budget for roads does not have Wellman Road listed as a priority for this year therefore it is a road that will be considered for repairs in next year’s budget.
Welsh & Hogsback Road = Supervisor Bruni explained a patch should be put down near the Welsh and Hogsback intersection. There is a hole about 8 inches deep. Supervisor Othmer would also like the county to build the side of the road on Welsh Road.
Chairman Nehls will talk with the county about finishing Gubin Road and fixing the issues on Welsh and Hogsback.
It was noted that Gubin Road qualifies for a grant and once all repairs are complete the town will file for the grant and provide copies of all the bills. The funds from the grant will not be received until next year.
Lighthouse Road = Supervisor Caine would like to look into maintenance on Lighthouse Road because we own 1500 feet before it continues into the Town of Lowell. He received a price quote for $23,979.95 from Northeast. Town of Lowell is contracted with Northeast to put 2 inches of asphalt on their portion of the road. Northeast bid was approved by the Town of Lowell regarding Lighthouse Road and that is why Supervisor Caine looked into what it would cost with Northeast to complete the project going into the Town of Clyman. He explained that Northeast is providing good rates right now because they are in the area for the Highway 26 project.
Don from Scott’s Construction was notified and he will be looking at Lighthouse Road and letting the town know what the cost would be for Scott’s Construction to do the same work for Lighthouse Road in the Town of Clyman to see if this is a competitive price.
RIGHT OF WAY ON TOWN ROADS: Tim Dornfeld provided a Dodge County Survey Map number #3149. Tim wanted reassurance from the Town Board that the Town of Clyman Board would not allow Nehls Bros. to cut down the trees in the right of way.
Royce Nehls talked with Chairman Nehls and explained that while trees are not the problem the brush may be a problem and his main goal is to farm the land.
Chairman Nehls recommended possibly marking the trees that should not be removed. It was noted that the trees that were removed from the right of way across from Tim’s house have now created a steep culvert.
Tim explained that currently the trees are exactly 33 feet from the center line; therefore they are in the right of way.
Chairman Nehls will be contacting Royce after the meeting to let him know that any marked trees should not be taken down. Tim will be working with Chairman Nehls at a later date to discuss what trees he would prefer not to have cut down.
Chairman Nehls noted the clerk sent a letter to landowners on Elmshade Road regarding cleaning up debris and brush and it has since been removed and is no longer an issue.
Chairman Nehls will be following up with Wally Strauss verbally to discuss clean up along his town road also.
TOWN AND COUNTRY BANK: Kris Kohlhoff made the board aware that the Village of Clyman was able to roll their loans/lines into one program at Town and County Bank at a rate less than what BCPL was offering.
Nehls/Othmer made a motion to have the clerk get a rate quote at the next meeting in regards to transferring all existing loans to Town and Country Bank. The clerk should also check into the option of condensing all the loans into one loan and having only one payment per year. Motion carried.
WEBSITE: It was noted that the board would like the minutes posted prior to the next meeting in case there is citizen comment regarding what was discussed. The clerk is to contact the webmaster and have a disclaimer put on the website that read’s “minutes are non-approved and subject to change”.
Caine/Bruni made a motion for the website main page to read “minutes are non-approved and are subject to change”. Motion carried.
The town will also be posting recycling information on the website.
Chairman Nehls went to a meeting about collecting Agriculture Bags. It was explained that the Town of Clyman citizens that use ag bags should contact Chairman Nehls regarding getting a pickup in the area. Chairman Nehls explained if the citizens bag up the ag bags there could possibly be a route into the Town of Clyman. It was noted any plastic used over trench silos can also be bagged up for pick up. The person who will pick it up will clean and recycle the plastic.
Chairman Nehls would like citizens to call him and he will collect the information and submit it to the clerk who will address a letter requesting pick up in the Town of Clyman.
MINUTES: Othmer/Caine made a motion to approve the minutes but noted a few spelling typos that were submitted to the clerk. Motion carried.
CITIZEN COMMENT: Sandy Thoma let the board know that she sent in a letter that she did not want read aloud but did want it noted that she is tired of the Treasurer blaming her and others for the last few months with regards to not getting her reports completed and having them done accurately. She explained she didn’t want her letter read aloud but says she is coming to the meetings to clear her name and let the board know she did train the Treasurer for 9 months and provided balanced reports on the last month she was involved with the Town of Clyman’s books.
Bill Braemer wanted it noted the silo on his property is down and until a couple of months ago it was still burning. Bill Braemer wanted it noted that he contacted a medical examiner in Juneau and wanted the board to know he would like to be buried in the Sette graveyard located on his property.
Bill noted he set the property up in a trust; therefore it should not be an issue to grant his wishes.
Mark Othmer wanted it noted that when snow falls, Wilson Road will be covered with snow because of the new way it has been constructed and the DOT should be followed up with and correct the situation now while they are in the area. He also wanted it known there is no road sign at Wilson and Highway 26.
Chairman Nehls explained he will follow up with the county regarding fixing all the road signs in the Town of Clyman but it was noted at this time they will not request stop ahead signs to be put up.
Mark Othmer wanted it noted that on Lighthouse Road he sees
potential issues regarding snow and drifting snow over the road because
of the way they cut it down.
Margaret Johnansson complained about the cutting of the ditch in her area. She was not present but asked the clerk to let the board know she was not satisfied with the work on Hogsback.
Tim Dornfeld complimented the ditch cutting on Eagle Road.
Lee Bruni explained on Fentz Road the weeds are growing over and the road was missed.
Carol Hrenak wanted it noted that she was sent a letter by the State of Wisconsin. She read aloud the letter that she also mailed to the Town of Clyman Board.
CORRESPONDENCE: State Election Report: This will be discussed at the next meeting.
Fire Inspection Report: An extension cord plug is to be replaced located behind the desk area.
Marge Accounting Program: An email was received by the board from the Treasurer sent on behalf of Marge Accounting. Sue Hogg, the owner of Marge Accounting, was interested in meeting with the Board to show them the Marge Accounting Software that the town currently utilizes for the books.
Supervisor Othmer expressed that there are issues with the software and he would like the board to entertain the idea of having Sue Hogg come and do a presentation and get the issues resolved.
Chairman Nehls explained he does not use a computer on a day-to-day basis; therefore he would like the members who do use a computer on a more regular basis to work with the company and work out the issues. Supervisor Othmer was delegated to contact the Marge Accounting Program representative, Sue Hogg, to investigate further the issues regarding the program.
NEXT MEETING DATE: August 11, 2014 @ 7:30 pm.
Caine/Othmer made a motion to adjourn at 11:05 pm. Motion carried.
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 3rd Supervisor Dave Blank, 4th Supervisor Mark Othmer, Treasurer Carol Hrenak, & Clerk Chris Spilker.
Supervisor #2 Lee Bruni was not in attendance.
Chairman Nehls called the meeting to order at 7:32 pm. The Pledge of Allegiance was recited.
MINUTES: (982) Blank/Othmer made a motion to approve the minutes as printed. Motion carried. Treasurer Hrenak wanted it noted she printed the payroll report from the Marge Program, not her own report. Treasurer Hrenak noted in the minutes that there was a difference in payroll between AP Solutions and the Marge Accounting Program for payroll. Treasurer Hrenak wanted it noted she thought she asked “why” there was a difference. Treasurer Hrenak wanted to let the board know the program “puts two amounts to the same recipient” in the program creating one check. Treasurer Hrenak explained in the June meeting she was asked to “do the checks”. She said she asked if that included payroll checks and she said Chairman Nehls said “do the checks including payroll checks”.
Treasurer Hrenak explained that she did the payroll because the breakdown of taxes, social security, and Medicare will not show up on future reports. Supervisor Caine clarified that Treasurer Hrenak was asked to “do” the checks under a disbursement therefore each check listed as an expense will show up on future reports.
Treasurer Hrenak clarified that in the past a clerk “may” have kept petty cash in the drawer and that’s what she deposited.
Treasurer Hrenak explained that she did not know her duties and State Statutes did define her duties and they defined her position differently.
Treasurer Hrenak explained she has been providing monthly reports to the board.
Treasurer Hrenak explained that the cloud program was transferred last year. She explained that Supervisor Caine and she had a discussion about transferring to the cloud program for Dog Licenses, not for the Marge Program. Treasurer Hrenak quoted “currently both of the programs are on the computer Chris is utilizing and I do not have access to that and as a Treasurer I am supposed to have access to the taxes because I get phone calls and other questions from banks and other people questioning taxes. I am not able to do it if I don’t have access.”
Clerk Spilker wanted it noted that she recorded the minutes based on listening to the recording of the meeting prior to printing.
Blank/Othmer made a motion to approve the minutes as printed but acknowledged Treasurer Hrenak’s remarks. Motion carried.
EXPENSE REPORT: Chairman Nehls read aloud the Expense Report. It was noted Walter’s will be billed for Quest road because they did the tiling on Quest Road and the road was then in need of repair.
It was noted that Sun Road expense by Jeff Mamayek should be billed to the landowner along with Jim Fielbach’s bill due to the fire on Sun Road.
Supervisor Blank explained that one additional check will need to be made out to Dodge County Treasurer Patti Hilker because the Town received a check for taxes and deposited it into the Town of Clyman’s account. Treasurer Hrenak interrupted Supervisor Blank a total of 2 times stating “the check was written to the Town”.
It was noted Clerk Spilker went up to the County Treasurer’s
office today and a check will need to be
Chairman Nehls questioned the check being deposited to the Town of Clyman account. Treasurer Hrenak for a 3rd time told the board “it was made out to the town”. Supervisor Blank stated “No, it wasn’t Carol, it was made out to the county and I have a copy right here showing how it was made was made out to the County and right now we are dealing with what we need to do to expense it out”.
It was explained that this will be a pass through on the account because the County will need to be paid for this expense. The board is approving a bill for $8,790.33 to be included with the other monthly expenses and Clerk Spilker is to handle how to line item the expense out correctly.
Othmer/Caine made a motion to approve this month’s expense report with the addition of one additional check for $8,790.33 made payable to Dodge County Treasurer. Motion carried.
TREASURER’S STATEMENT: It was noted the GTA is paid quarterly. Chairman Nehls read aloud the Treasurer’s Statement. Beginning Balance $30,354.92; Interest Income $1.80; Income Deposited $23,712.48; Expenses $17,143.51; Cash Balance $36,925.69. It was noted by Treasurer Hrenak that her Treasurer’s Report did not balance with the bank by $8.32. Question regarding why the Bank Statement is different from the Treasurer’s Report. Othmer noted that there is a $9.00 difference that has been posted twice in the expenses. It was posted this month and also last month.
It was noted Clerk Spilker found the $9.00 difference that was an addition error on a deposit slip dating back to February. This would create a $8.32 difference because of the $.68 cents from last month now being posted to the Treasurer’s report. It was questioned if this will now be corrected. Othmer explained that the board is working with the report that is printed for them therefore they have to acknowledge the mistake.
Othmer stated that after this error has been corrected this will be the first time the Treasurer’s Report will balance since he has been on the board.
Treasurer Hrenak stated that she has not been in communication with Clerk Spilker about the error being found.
It was stated by Kris Kohlhoff “Carol you should
have found it. I am tired of this, every month it is something else.
You should have found it, you’re the Treasurer, you’re the
one that should be accounting for this, not Chris and I.”
MARGE ACCOUNTING CLOUD PROGRAM: Othmer was able to access the Marge Cloud Program with the owner Sue Hogg. Othmer explained it is very similar to Microsoft Money and is a very simple system to use. It is a triple accounting system. Payroll will run all reports for Federal and State. There are reports showing everything the board would want to know. Othmer continued that these reports would be useful as long as the data is entered correctly.
He explained that the balance was a negative $2.9 million when Clerk Spilker and Kris Kohlhoff went back and started balancing the system. He explained that the accounts are getting closer to balancing because of the effort of Clerk Spilker and Kris Kohlhoff noting all the data entry errors are from the current date going back to December 6, 2013. A report was provided to the board.
Othmer explained to the board that tonight the board has to decide (1) if Treasurer Hrenak with someone else goes back and corrects all the errors or (2) if the board wants Clerk Spilker is to go back and continue to correct the errors or (3) the board directs Clerk Spilker to begin on August 1, 2014 and start the system over. It was noted Clerk Spilker and Kris Kohlhoff found approximately $2.6 million dollars in errors during December 2013 through July 2014.
Othmer explained if the data is entered correctly the three reports he was shown by Sue Hogg will show everything accurately and also will show all budget line items.
Othmer noted the Town of Herman and Town of Westfield both are in this area and run this program with no problems. It was noted Sue Hogg lives in Greenfield not in Hayward as the board was told in the past. The system is based in Hayward.
Othmer noted that Sue Hogg is difficult to get a hold of based on his own experience. He explained that the Town has spent less than $1,000.00 on this system so this is not a complicated system. He also explained that the system transfer also had errors when data was transferred to the cloud program.
Othmer explained that the reports the board see every month could be printed off the system listing everything including outstanding checks.
He also noted that checks should not be voided. Checks should be listed to zero so there are unaccounted for checks.
Caine questioned if Clerk Spilker would start at “ground zero” that budget line items would not be broken down. Othmer confirmed if we start with an August Bank statement balance the budget report would not be able to be utilized because there are some things that are not entered correctly.
Treasurer Hrenak wanted to add that when she first started
as Treasurer “we” were only entering the checks and disbursements.
The board corrected her explaining that cannot be an accurate statement.
Othmer stated there would not be any money listed if that was true.
Sandy Thoma, the former Treasurer, explained that she couldn’t
remember that far back but the obvious answer is that she had to have
entered deposits. Othmer confirmed that deposits were entered and the
mistakes were more about when data entry was not entered correctly and
Sue Hogg had to correct the errors on her end which she did not get
to right away this year.
Othmer explained that the server is based out of Arizona because it is a cloud system.
Clerk Spilker provided a detailed list of checks not balancing, missing checks, and deposits not entered correctly for the last six months. The report was a total of 3 pages of data entry errors from December 2013 to July 2014. In approximately 2-1/2 hours, Clerk Spilker and Kris Kohlhoff were able to find all these errors comparing the bank statement to the Marge Accounting Checkbook register.
Othmer explained in an example that when a deposit is made it has to be listed and itemized out because grouping will not work when entering into the system.
Othmer explained to the board that the budget information is currently not entered in the system. That this year if the board wants to use the system for budgeting purposes someone would have to enter all the information correctly.
Othmer expressed to the board about Treasurer Hrenak still having access to the program to print reports and be able to enter deposits.
Clerk Spilker provided one report to the board showing exactly what is currently listed in the system. The report was a list of all entries from December 6, 2013 to July 31, 2014. It showed a final ending balance of $-995,442.89.
Othmer asked Treasurer Hrenak if she had marked checks as cleared. Treasurer Hrenak explained that she first did this starting this past month.
Othmer recommended to the board staying with the program and discussed how to clean up the data entry errors.
Kris Kohlhoff questioned the board about having Clerk Spilker fix all the data entry errors and then have Treasurer Hrenak enter the deposits. Caine explained it is the Treasurer’s duty to enter the deposits. Kris Kohlhoff noted how “screwed up” the program is due to data entry errors over the last six months so why would the board ask Clerk Spilker to spend all the time correcting and fixing the errors only to turn it back over to Treasurer Hrenak and have her screw it up again.
Othmer explained that going forward Treasurer Hrenak should not be printing her own “side” reports. All reports should be coming from the program so errors can be seen and corrected. Also deposits should not be grouped and should be entered individually.
Caine questioned how the board would know there would be errors in the entries going forward unless there are copies of the deposit tickets.
Othmer explained going forward Treasurer’s Reports should close the end of the month so the board can compare the final total with the bank statement. Chairman Nehls explained that this was discussed last month already. Treasurer Hrenak explained her Treasurer’s Report balance is the last day of the month. Othmer held up the Treasurer’s Report stating it is dated August 6, 2014. Treasurer Hrenak explained that is the day she made the Treasurer’s Report.
Othmer and Chairman Nehls again stated the reports have to have a month’s end date to keep things straight.
Treasurer Hrenak asked the board what is her beginning balance for August 1, 2014. The board told her the bank statement for August 1, 2014 is what her report should show.
Clerk Spilker explained to the board that if the board wants to continue to utilize the system there is a lot of “clean up” that will need to be done. Deposits would need to be broken down, data entry errors corrected, Budget numbers inputted because they were never entered. She also could not for sure say if after all this time that she could guarantee the program would balance.
Othmer stated that if Clerk Spilker and Kris Kohlhoff continue to fix the errors they should be paid for all the time invested.
Blank noted that the board recommended Treasurer Hrenak hire a deputy treasurer to prevent this issue.
Othmer questioned the amount of $-1,005,857.99 on 12/6/13. Had the correct amount been put in for a beginning balance all checks written prior would not be an issue today.
Clerk Spilker that Kris Kohlhoff was kind enough to assist her with balancing the books for the last six months but no discussion was held regarding going forward.
Blank explained that in the past the hourly wage for the Town of Clyman is $10.00. It was noted that Clerk Spilker is not to deputize anyone to assist. That the hourly rate of $10.00 is what the board is willing to pay over and above to fix all the errors.
Clerk Spilker explained to the board that it is best to start with December 2013 and go forward correcting errors. She explained that is enough work on anyone’s plate and that this time spent correcting these errors are all in preparation of utilizing the system for the budget season later this year.
Clerk Spilker confirmed that as of today she has not entered anything into the system. Othmer questioned deposits that are still open. Clerk Spilker explained that anything listed as open is likely because they were not checked off as cleared transactions.
Clerk Spilker explained that the deposits that were grouped together and entered incorrectly will need to be zeroed out and then reentered individually.
Treasurer Hrenak stated “that none of the deposits
entered in the Marge System were entered in bulk they were entered individually”.
Treasurer Hrenak again explained that she did breakdown tax deposits from Dog Licenses and listed them on the Treasurer’s Report.
Spilker and Othmer both agreed that the Treasurer’s Reports cannot be used to reconcile the Marge Accounting Program and those actual copies of the deposits slips will need to be used to correct the entries.
Clerk Spilker questioned the board about hiring a team of people due to the work load that is being presented.
The board after some discussion with Clerk Spilker is allowing her to hire up to 5 people to assist her with balancing the books.
Treasurer Hrenak asked about if she is to enter the deposits. Othmer explained that Treasurer Hrenak can make the deposits to the bank but she should let Clerk Spilker enter the deposits into the system.
It was also stated to Treasurer Hrenak that anything she deposits, she should make a copy of and provide those copies to Clerk Spilker.
Caine/Blank made a motion to allow Clerk Spilker to hire up to five people to assist her with getting things balanced and also to help her get the Marge Program up and running correctly at $10.00 per hour per person. Motion carried. It was noted this is an additional expense that will need to be reviewed as it was not budgeted for.
DISSCUSSION AND POSSIBLE ACTION REGARDING LAND SPLIT APPLICATION FOR APPLICANT JEREMY CRAMER, OWNED BY RICHARD CRAMER, ALSO KNOWN AS PARCEL #012-1015-0343-001 AND PARCEL #012-1015-0314-002 LOCATED IN THE SW ¼ OF THE NE ¼ IN SECTION 3 IN CLYMAN, DODGE COUNTY
Blank questioned the driveway location and culvert. Jeremy explained the a new 30 foot culvert will be placed on the existing drive and a letter was submitted to the board from Joe Lechner approving the permit for the culvert from Dodge County Highway Department. It was noted that Joe Lechner did not have an issue on the location of the driveway.
It was noted the Plan Commission has reviewed the application for the land split and recommended approval because the application met all the Town of Clyman’s zoning requirements.
Clerk Spilker noted to the board that the town is acknowledging an easement will be needed for this property because it is now going to be used for residential use and also as a field entrance.
Caine clarified that the easement will be for accessing the farm field and the residence will own the driveway.
Othmer/Blank made a motion to approve the land split application as presented by the Plan Commission because it meets the zoning code requirements 4.12(1a), Land Split requirements, and will meet 8.1(1)b,c,d and (2) Driveway requirements in the Town of Clyman’s Zoning Codes. Motion Carried.
FIRE CHIEFS REPORT: Question regarding the bill for Rennert’s. Chief Howlett explained it was for pump testing and parts. The board had no other questions. Blank/Nehls made a motion to approve the Fire Chief’s Report as printed. Motion carried.
Chief Howlett noted to the board that after some checking with the insurance company a total of $4,114.00 is being paid for Fire Department Equipment.
He further noted the Fire Department has a million dollar liability with a $250.00 deductible and a million dollar umbrella that goes over the auto along with all the other liabilities in the policy. He explained in talking with other departments in the area there are some departments with full replacement value and some with a cash value in the event of a total loss. He explained he contacted Carol Willick, our insurance agent, and requested a quote for full replacement value on #1762 and #1782 and actual cash value on the older engine, the ambulance, and the tanker. She explained the cost difference rather than being approximately $5,000.00 would now only be $2,152.00. This new quote would be full replacement value on the new engine and full replacement value on the grass truck. The original quote of $6,266.00 would now be $4,114.00. It was explained that the original insurance quote had a cash value for all the vehicles however it was noted by the Chief that the older trucks will not get full cash value in the event of a total loss due to depreciation which is what was discussed last month.
Chief Howlett wanted this to be looked at for next year’s budget and also for the board to discuss getting a fire alarm system for the station that would include a monitoring system and also a device outside for local residents to recognize in the event of emergency at the station. Chief Howlett was quoted approximately $2,000.00 for this type of system. It would monitor lower level, upper level, and apparatus bay. There would be a monthly fee of approximately $30.00 - $35.00 for the system to be monitored.
Chief Howlett plans on discussing this further with both boards at the Fire Department Budget meeting.
Caine requested that Chief Howlett provide written documentation showing these figures from the Insurance Company for the budget as he would like to entertain these ideas for next month’s agenda.
Chief Howlett will also be providing actual cash value vs. actual values of the Fire Department Trucks in the event of a total loss for next month’s meeting.
Chief Howlett noted the former Chief confirmed with Chief Howlett that any damage done to a town road that has a cost of over $500.00 can be billed to the landowner to submit to their insurance company. Blank confirmed that he has also seen this policy in writing. Chief Howlett let the board know that they submitted a bill for a hose that was damaged during a fire and received funds from the landowner’s insurance company.
Chief Howlett noted to the board the he was working with Supervisor Blank about a police force in the Town of Clyman. They discussed the option of working with the Village of Clyman. Blank explained that he was contacted by Steve Allerman, an officer for the Town of Emmet, who expressed that the contractors on the Highway 26 expansion project have had speeders in our area and he was requesting an ordinance be adopted with the Town of Emmet so the Town of Emmet police officers could patrol traffic in the Town of Clyman. It was explained that the Town of Clyman utilizes Dodge County and the process of adopting an ordinance has time factors and posting requirements and therefore adopting any ordinance to just patrol traffic for the Highway 26 expansion project would not be adopted in time as the construction for this year would already be completed.
Blank did explain in the future he would like to discuss the option of the Town of Clyman having its own police force. Clerk Spilker noted that citizens are starting to request this more than before. Fire Chief Howlett noted to the board that with the highway expanding through our area this would be beneficial to the town. He said he knows with working with the Village they have 6 officers that work part-time at the Village of Clyman but are considering with going with one full-time officer. This officer could take care of both the Village and the Town and any fee income could be revenue for the Town/Village. As the Fire Chief he explained that there has been an increase in calls for theft and drug problems in the area and he would encourage the board to consider the idea of having its own police force during budget season.
TREASURER DUTIES: The board was provided with an example of a detailed description of the Town of Onalaska. This was forwarded to the clerk along with other board members job descriptions because Treasurer Hrenak asked the board to give her a job description for the remainder of her term. Othmer explained that at the Town Association website there are a number of examples but this is one example detailing the state statute along with detailing for specific duties. Blank explained that when he appointed Carol Hrenak to the Treasurer position she was asked to take on extra responsibilities and that she was well aware of what she would be responsible for. Blank said he was very specific verbally regarding the extra duties at the time of appointment. He further noted that after she served the remainder of that term she was elected into office for another 2 year term and continued to do the same work. It wasn’t until recently did she feel it was no longer her duty to complete the assigned duties.
Blank also addressed the check that was deposited when it was made out to the Dodge County Treasurer. He explained that in talking with Attorney Griggs this is considered a misappropriation of funds. He also explained that in talking with Attorney Griggs this alone is a reason for dismissal. He further stated that in recent emails she was “not true” with stating it was made out to the Town of Clyman.
Blank asked Treasurer Hrenak why she did not hire Sandy Thoma as a Deputy Treasurer. Chairman Nehls explained she was recommended to hire Sandy Thoma because it was to assist with “getting things balanced.” Blank further stated that things still don’t balance and that Clerk Spilker and Kris Kohlhoff are now working on getting it balanced within 2 hours.
Treasurer Hrenak explained that it did balance last month but then Caine questioned the $9.00 difference. Blank stated that Caine questioned the force balancing of $.68 cents last month. Treasurer Hrenak stated “he also questioned the $9.00”. Supervisor Caine stated that he did question the $.68 cent deposit. He remembers her stating that she found loose change in the drawer. He then remembers asking if she made a special trip to the bank to deposit $.68 cents. He remembers her saying she was in the area. He also remembers seeing a copy of the deposit slip where she deposited $.72 cents taking a nickel back which he felt clearly showed that she was trying to make the accounts come out.
Treasurer Hrenak explained that she liked the idea of having an audit that Supervisor Othmer had requested at one time. Othmer explained that if the town had an audit performed today there would be a huge issue in the bookkeeping.
Supervisor Blank felt Treasurer Hrenak has clearly shown in the past few months since he has returned to the board that she cannot handle the job. He further stated that Othmer has talked with Sue Hogg and they went over the details and that numbers are not put in correctly.
Supervisor Caine explained that the reason the board requested a deputy is because sometimes a separate set of eyes is what is needed. He felt that at this time Clerk Spilker and Kris Kohlhoff have done exactly that. Supervisor Caine explained that again tonight we are discussing this again and now the board has gone to the point of having to hire someone to fix these issues. Caine explained that the reports have not been accurate since February. He stated “that every month Treasurer Hrenak makes an excuse why it’s not right and every month we sit here for an extra hour going through extra work that we really shouldn’t have to do”. He further stated “he is done. He doesn’t trust any of the work she is doing anymore”. He finally stated “last month he asked for a resignation and he is again stating the same and again asking for a resignation.” He does not feel Treasurer Hrenak is doing a service to the town and she is actually doing a disservice by staying on the board.
Supervisor Blank also wanted it on record that he called Carol Hrenak on Saturday and also asked her to consider resigning. He explained that he asked her to consider it over the weekend. Chairman Nehls explained that he did not feel that Supervisor Blank could ask her over the phone privately. He questioned if that was bordering on harassment. Chairman Nehls felt Supervisor Blank can only discuss this at a meeting. Supervisor Blank explained that the reason he did it was because he knows the board has legal rights to remove her but as a courtesy to Treasurer Hrenak he didn’t want to “drag her through the mud again at another meeting”.
Blank then asked the audience that was present that “they should ask themselves if they would keep an employee that lied to them and done the job she has done thus far, would they keep them”. He feels that this extra work that has been put on Clerk Spilker is time away from her family to correct the issues. Blank further stated that he has a list of duties that she was hired to do that today she is not doing. These same duties he knows former Treasurer Sandy Thoma trained her to do.
Chairman Nehls explained that going forward who ever writes the checks should not also balance the checkbook.
Clerk Spilker explained that back when she was Treasurer and Kris Kohlhoff was clerk they completely changed the system. That the system of a cash flow statement was efficient and it did balance with the bank from month to month. From there when Clerk Spilker became the Clerk and Sandy Thoma became the Treasurer the same system continued because each month everything balanced. Then at this year’s annual meeting when Clerk Spilker asked for the numbers to reconcile is when everyone became aware of the situation.
Treasurer Hrenak explained that in January of this year was the first time she did not have the books balanced. She said she asked for Clerk Spilker’s reports and did not receive them. She said that she has a letter from retired employee, Carol Doran from the State of Wisconsin, expressing the job duties. She further stated that she contacted David Gruppie on June 26, 2014, to ask him to verify if the information in the letter was still accurate. He stated to Treasurer Hrenak that to his knowledge nothing has changed.
Treasurer Hrenak explained that while Supervisor Blank
feels there is a list of duties she won’t do, the only thing she
acknowledges she won’t continue to do is write the checks and
that it is a lie that Supervisor Blank has a list of things she now
Supervisor Caine and Supervisor Blank stated it was missed on a few different levels but Supervisor Blank stated it should have been caught “right here”. He further stated that checks are not being deposited timely.
Treasurer Hrenak asked the board is she is remiss if she doesn’t come down here to check to see if there are checks to be deposited?
Supervisor Othmer then stated “until we get a job description that says she has to be in here an hour a week we have a problem.” He further stated “that when you have an employee that wants to play the game saying I have to have rules and regulations, then we will have to make rules and regulations or you eliminate the employee”.
Chairman Nehls requested the board look over the job description and come up with a list. Supervisor Caine explained that he agreed the board should come up with a list for the job description for Treasurer and talk about it next month.
Othmer explained the board also has to discuss Treasurer Hrenak’s role with the Marge Program. He further stated that the check that was presented tonight he considered to be “very disturbing”. He further stated that while the envelope maybe was written to the Town of Clyman, the check clearly does not have the Town of Clyman written on the check.
Treasurer Hrenak questioned who’s job it is to open the mail. Supervisor Othmer explained that the Clerk and Treasurer are to open the mail. That if it is a check then the Treasurer should be handling the check.
For clarification Supervisor Blank let Treasurer Hrenak know that Clerk Spilker had not opened the mail regarding the check in question, but was presented with the check after she went to the bank to get a copy of the transaction.
Clerk Spilker explained she went to get a copy of the check because when she questioned the Treasurer about the check, she received an email stating it was made out to the Town of Clyman which she provided to the board. Spilker further stated that she knew in doing this job for a while that this amount was an unusual transaction for the Town of Clyman and needed to investigate it further. She finally let the board know that it was not her intention to do this to the Treasurer but knew this wasn’t correct and had she not investigated this further this money would still be in the Town’s account and the citizen’s taxes would not be paid.
It was also noted that Treasurer Hrenak, in her own email, attests to Clerk Spilker not to take in taxes after January, and that they go to the county. Clerk Spilker said she just “knew” this wasn’t correct and had to show the board.
Chairman Nehls explained this will be tabled until next month to allow the board time to review. Othmer further stated that next month he would like to discuss another policy about checks laying around for weeks. Chairman Nehls did not think checks made out to the Town for deposit were laying around for weeks. Othmer said he would like to discuss next month a method of depositing checks timely.
Supervisor Blank stated that he wanted it noted that he has personally ran Clerk Spilker’s computer over to Treasurer’s Hrenak’s home so she could have access when needed.
Treasurer Hrenak then stated “Dave, I never said that I had a problem getting the computer from Chris. In fact, by state law I am not supposed to have access to her computer”.
She further stated that “I didn’t say I have a problem getting the computer from Chris, I don’t need the computer from Chris, I am not supposed to, by law, have any access unless we each have separate passwords to create entries into the computer”.
Carol explained that if she is to write the checks then Clerk Spilker cannot have access to the checks. Clerk Spilker explained that she will remove the blank checks from the desk and lock them in a safe place only she has access to before she leaves.
Blank/Othmer made a motion to table the Treasurer’s duties until next month. Motion carried.
BORROWING FUNDS FROM THE STATE BANK OF REESEVILLE: Clerk Spilker provided a report outlining the expenses for August and asked that the board also add the expense to Dodge County for the amount they will need to be borrow from State Bank of Reeseville. The expenses should include the Dodge County check for $8,790.33 and a worker’s compensation bill received but not included on tonight’s bill for $1,477.00.
After some discussion with comparing to what is currently in the checkbook and what the bills for August will be, the Town of Clyman will need to borrow $37,000.00 from the State Bank of Reeseville Line of credit.
Othmer/Nehls made a motion to borrow $37,000.00 from the State Bank of Reeseville Line of Credit to cover the incoming bills. Motion carried.
Clerk Spilker was asked to contact the bank to draw on the line and put the funds into the checking account.
TOWN ROADS: Gubin Road = Chairman Nehls put in a requisition with Dodge County to have black top done over the bridge.
Welsh Road = Scott’s Construction has completed this project.
Wellman Road = Supervisor Caine filled some holes and someone else also filled some holes.
Hill Road = Chairman Nehls has talked with Jim Fielbach and will follow up with him again. Supervisor Othmer stated the culvert will need to be dug up all the way across as it is getting worse.
Quest Road = Scott’s construction has completed the project.
Ranzlowe Road = Chairman Nehls filled in the washouts for a temporary fix.
Wood Road = Chairman Nehls put in a requisition with Dodge County to grade the road.
Chairman Nehls also provided a list to Dodge County to put up the signs and also asked the county to follow up with Supervisor Bruni as he also had a list.
Supervisor Blank also let Chairman Nehls know the stop ahead sign on Hogsback Road is tipped over and needs to be repaired. Chairman Nehls explained he will call the county regarding this and add it to the list.
Supervisor Caine did not receive any quotes from Scott’s Construction, therefore, the board cannot compare Northeast’s bid to what Scott’s Construction would charge. Therefore Caine will contact Northeast and let them know that the Town of Clyman will not be pursuing anything further with Lighthouse Road for this year.
Supervisor Blank provided pictures to the board of damage that was done on Welsh Road after Scott’s Construction had completed the wedging. It was explained that Bob Jenders had used a bobcat on wedging and now white spots are showing through and it looks as if someone tried to fill in the damage done. It was explained when the farmer’s come out of the field they are responsible for any damage done to roads and therefore Bob Jenders should also be responsible for the repairs for the damage he has done to the road. The board directed Clerk Spilker to draft a letter to Bob Jenders letting him know the board is aware of the damage and he will be responsible for the cost to repair the damage.
Supervisor Blank also made the board aware of breakup at the end of J on Welsh Road. Chairman Nehls did put in a request with Dodge County for the breakup on Hogsback and Welsh road.
BORROWING FUNDS WITH TOWN AND COUNTRY BANK: The clerk asked this be tabled until next month to allow her time to get some figures. Blank/Caine made a motion to table until next month. Motion carried.
WEBSITE FOR THE TOWN OF CLYMAN: Supervisor Othmer explained that the question has come up in regards as to who can post to the website without board approval. Currently the Town does not have a policy in writing and there are been a number of items posted to the website and he did not want the website to be used as a place to air grievances with the Town Board. In the past the Clerk and Chairman were the only ones who could authorize postings to the website.
Caine/Blank made a motion that only the Town Chairman and the Town Clerk are authorized to post or make changes to the website. Anyone looking to post to the website would need it to be cleared through either the Town Chairman or the Town Clerk. Motion carried.
Blank/Caine made a motion to delete the unauthorized postings to the website. Motion carried.
ELECTION FACTS AND FINDINGS FROM THE GOVERNMENT ACCOUNTABLILITY BOARD: Clerk Spilker let the board know she challenged the GAB on a few of the items listed. She sent a copy of a completed Inspector’s Statement to the GAB and they have removed the finding of an incomplete Inspector’s Statement. Clerk Spilker also ordered the Van Accessible Sign from the State of Wisconsin GAB directly, therefore once that sign has been received that item will be removed from the report. The posting requirements were also met and those items have also been removed from the report. The only items left for discussion on the report are the door knob not being handicap accessible, the pavement not being smooth and the handicap ramp being in need of some patching. It was also noted that for the next election the Clerk will be purchasing a sign to be placed outside the door that states “Vote Here” and “Curb Side Voting Here”.
DODGE COUNTY SNOW PLOW CONTRACT FOR 2014-2015 SNOW PLOW SEASON: The board explained that while it is up to the local citizens to decide this at the budget meeting Brian Fields requested contract on file by August 15th. It was noted that the amount of the retainer is $30,322.50 which is the same as last year.
Blank/Caine made a motion to stay with Dodge County snow plowing for the 2014-2015 snow plow season. Motion carried.
CITIZEN COMMENT: Margaret Johansson was present and wanted the board to know that on Hogsback road the mower pulled rather than cut the grass. She explained how dissatisfied she was for the past two years.
Chairman Nehls explained that he has done some checking and Hustisford did rent a $40,000.00 machine for ditch cutting and while it did a good job it was expensive.
CORRESPONDENCE: Wisconsin Business Tax Registration Certificate. It was noted that Pam Antholt is listed on the certificate and that will need to be changed.
Shoreland Land Use Permit for Travis Jergenz on County KW.
Kreuziger Lane = Chairman Nehls had signed the permit allowing for the tiling.
Dodge County Emergency Management provided a letter and a binder letting us know they are updating the All-Hazards Mitigation Plan.
Blank let the board know after a few phones call today he understands that there is not a cap for GTA funds. In talking with the Town’s Association there is not a cap but Caine and Nehls both thought they had read GTA could increase but the maximum allowed would be 20%. It was explained that the municipality can increase gradually.
NEXT MEETING DATE: September 8, 2014 at 7:30 pm.
Caine/Blank made a motion to adjourn at 9:47 pm. Motion carried. Meeting adjourned.
BOARD ATTENDENCE: 1st Supervisor Steve Caine, 3rd Supervisor Dave Blank, 4th Supervisor Mark Othmer, Treasurer Carol Hrenak, & Clerk Chris Spilker.
Chairman Randy Nehls was not in attendance. 2nd Supervisor Lee Bruni arrived at 7:44 pm.
1st Supervisor Steve Caine called the meeting to order at 7:32 pm. The Pledge of Allegiance was recited.
MINUTES: (201) Supervisor Caine noted that only the voting members of the Town Board can authorize changes to the minutes and anyone having concerns about the minutes should submit a letter to the board. Blank/Othmer made a motion to approve the minutes as printed. Motion carried.
TREASURER’S REPORT: A copy of the Treasurer’s Report was provided to the board at the meeting. The Treasurer read aloud the Cash Flow Statement dated 9/1/14. Beginning Balance $36,925.69; Interest $1.91; Income $88,189.23; Expenses $70,103.68; Ending Balance $55,013.15.
Question regarding the $8.32 difference between the Checkbook Balancing Sheet prepared by Treasurer Hrenak and Statement of Cash Flow also prepared by Treasurer Hrenak. It was explained the $9.00 was double posted two months in a row. The board directed Treasurer Hrenak to correct the error and next month the Cash Flow Statement and the Checkbook Balancing Sheet will balance.
Supervisor Bruni explained that the Town should not pay for Hill Road repairs. He explained that a silt fence was not put up by Mashuda during construction and according to Supervisor Bruni , Mr. Fielbach who was hired to repair Hill Road and also lives in the Town explained to him that he felt because Mashuda did not put up a filter, Hill Road’s damage could have been prevented. The board directed the clerk to bill Bob Tracy Jr as he is the owner of the property Mashuda is currently contracted with for the repairs to Hill Road.
INVOICES TO BE PAID: Steve read aloud the Invoice List for September prepared by Clerk Spilker. A copy of the bills was also provided to the board for review prior to the meeting for review.
Question regarding snow plowing and the roads the town will be picking up with the new frontage roads. It was explained that three new roads will be added around the Highway 26 Expansion project. It was explained that time and materials are how the County bills for snowplowing therefore there will be added costs. It was explained a retainer was paid last month to contract Dodge County for the 2014-2015 snowplowing season.
Othmer/Bruni made a motion to approve the monthly bills as submitted. Motion carried.
FIRE CHIEF REPORT: Question regarding the credit card expenses for the month. Chief Howlett explained the credit card was used for gas and supplies.
Blank/Bruni made a motion to approve the Fire Chief September report. Motion carried.
Chief Howlett explained that he checked into the Village’s Insurance and for $2,166.00 more per year he was quoted full coverage for trucks #1762 (Pierce Pumper Truck) and #1781 (Brush Truck). He further explained the Town’s current policy does not cover any of the vehicles for full replacement coverage. Therefore, in checking with the Village’s policy the Village could provide this coverage and then bill the Town for a percentage to be reimbursed because their policy does allow for Full Replacement Value. It was explained the Village could carry the policy to provide coverage for all the trucks. Chief Howlett explained he would prefer only two trucks have full replacement values and the others will be insured for depreciation value in the event of a total loss.
It was recommended by the Town Board that the policy be
written to include the Town of Clyman be listed as “additional insured
and loss payee”.
Caine/Blank made a motion to approve the transferring of the Fire Department vehicles from the Town policy to the Village of Clyman’s policy per the Fire Chief Howlett’s request to allow for full coverage for vehicles #1762 and #1781. The additional vehicles will be insured based on the Fire Chief’s recommendation which is the depreciated value in the event of a total loss. Motion carried.
Chief Howlett explained Dave Blank and Marty Pint are working on paper work to carry narcam nebulizers and albuterol (to aide with breathing difficulties) and Blood Glucos monitor to check blood sugar. The Chief explained the department is working with the State to get the paperwork completed to become state certified for the above equipment and supplies.
Question regarding how Mutual Aide has been working. Chief Howlett explained to the board that Mutual Aide started August 1, 2014 and it has been working efficiently with the surrounding communities.
Welsh Road: Blank explained he had Don Beattie look at the damage by Jender’s property. Beattie from Scott’s construction estimated the damage to be approximately $500.00 in damage. There was a question regarding if a farmer causes damage who pays for the road repair. It was explained that the farmer is responsible for the repairs. It was questioned about the asphalt that was laid on Welsh Road and why it is a different color. It was also explained that the asphalt laid on Welsh Road was still soft and based on the work completed back in July it should not be so “soft”. The board explained that Supervisor Blank should contact Scott’s construction and see if they guarantee their work. It was explained that Welsh Road was Wedged per the Town’s request and as of today it is still soft and the local citizens who travel on that road say it needs to be looked at.
Maple Road: Question about what was applied on Maple Road when it was repaired. It was explained that Maple Road had a double seal done and that was different than what was on Welsh Road.
It was also explained there are pot holes on Old Sixty and Welsh Road north of J. It was explained the pot hole on Welsh and County J may be in county highway right of way. Therefore, Supervisor Blank will follow up with County.
The clerk explained to the board that the budget has been stretched for road repairs and the board will need to be conservative on any extra spending in regards to road repair for the rest of 2014.
Hill Road: The clerk will be forwarding Scott’s construction bill to Bob Tracy Jr. for the repairs caused by Mashuda not putting up a silt fence.
Greppi Road: Supervisor Blank explained he received a call that Greppi Road is in need of gravel. The board after some discussion decided not to put more gravel on Greppi Road as there are no more funds available for gravel. This road will be looked at next year and considered for gravel in 2015.
Eagle Road: Tim Dornfeld explained at the intersection of Hwy M and Eagle Road there was hauling from Schmitt Challenges on to Eagle Road that has caused break up. Question why Schmitt Challenges was on Eagle Road. Dornfeld explained to the board that they were contracted by Nehls Bros. He explained that both Nehls trucks and Schmitt Trucks hauled gravel from Hwy M to Eagle Road to Marsh Road.
Dornfeld further explained the damage is 49 feet long by 9 feet wide on the East Bound lane at the intersection of Hwy M and Eagle Road and also provided pictures for the board to review. The board discussed the option of asking Nehls Bros. to take Marsh Road back and make it a private drive.
Dornfeld requested the board send Nehls Bros. a registered letter that requests them to refrain from cutting trees in the right of way without consent from the Town. The board directed the clerk to send a registered letter to the Nehls Bros .directing the same as above and that Chairman Nehls should be contacted prior to removing any trees along the right of way on Eagle Road.
Lighthouse Road: Question regarding if the town should wedge Lighthouse Road. It would be 20 feet wide for a total of 1750 feet. Scott’s Construction quoted 335 tons of material for Lighthouse Road at a cost of $20,000 on hot mix at ½ inches thick and also quoted $5,400.00 on single seal. After some discussion the board decided not to repair Lighthouse Road this year due to the limited funds in the 2014 budget.
Wedging for Welsh Road North of Hwy J and O’ Sixty Road. Supervisor Blank explained that O’Sixty Road is in need of wedging. Supervisor Othmer stated that the budget is maxed out. The board advised Supervisor Blank to get quotes for wedging O’Sixty Road and Welsh Road North of Hwy J for further discussion at the next meeting.
It was explained that if the town would like to purchase cold mix Tim Dornfeld will donate his time to fill pot holes. He does not have the vehicle but if someone donates the vehicle he will donate the time.
TOWN AND COUNTY BANK: Supervisor Blank had a discussion with Town and County and the lender would propose 8 years at 2.75%.
Supervisor Caine explained that he is comfortable to borrow funds for road construction but not for something that has no value to the Town in the years to come. It was discussed that Town and County is willing to work with the Town regarding payment due dates.
Discussion was held regarding the saving of $1,321.81 of interest between borrowing funds from Town and Country Bank and BCPL . It was discussed to get a list of what Town and Country Bank would want from the Town to get the interest rate of 2.75%.
Blank/Bruni made to table borrowing funds from Town and County until next month. The clerk is to move forward with exploring the option of borrowing funds from Town and Country Bank.
ERDMAN RECYCLING: The clerk explained that Chairman Nehls received a phone call from a citizen concerning hours of pick up at Erdman Recycling. Clerk Spilker explained she contacted Erdman Recycling and they were going to contact Chairman Nehls to get a name and phone number of the citizen to handle the compliant privately. No other discussion was held.
CITIZEN COMMENT: Tim Dornfeld wanted the board to be acknowledged for listening to his concerns.
TREASURER DUTIES AND JOB DESCRIPTIONS: Othmer explained that last month there were a few job descriptions handed out. It was explained that in the future all members, Clerk, and Treasurer will need to have job descriptions if the Town is going to move forward with creating jobs descriptions for the Treasurer per her request. He explained that most require current resident of township along with having both good verbal and written skills. Also, some require being strong with excel spreadsheet and have strong budget experience. He also noted that some require town hours. It was explained that December through January in the Town of Clyman the Treasurer position currently requires hours to be posted.
The board had discussion as to when deposits are made. A weekly trip during the month and a day later the taxes are taken in is what they felt was a reasonable request for the Treasurer to make the deposits.
The board discussed a reimbursement of taxes should be completed within 30 days of payment. Also signed checks will be mailed within 24 hours of approval.
Supervisor Caine questioned when taking in taxes what the procedure currently is. Treasurer Hrenak explained that she had certain hours posted and that she made the deposits after they were entered.
Question regarding an elected officer having guidelines and what happens when the rules and regulations are not followed.
It was explained that at caucus the job description could be read so that the electors understand what the job is.
It was discussed adding the statement to every job description “and what to do as assigned” therefore the Town Board has the right to request additional tasks throughout the year. Caine explained that when someone is elected they are accepting those responsibilities and that job descriptions may change as assigned tasks need to be completed.
The board decided to review the information provided and also research further into other job descriptions for the Town of Clyman’s Commissions, Committees, and Members.
Othmer/Blank made a motion to table Treasurer’s Job Description request until next month. Motion carried.
NEXT MEETING DATE: October 13, 2014 @ 7:30 pm.
Caine/Bruni made a motion to adjourn @ 9:04 pm. Motion carried.
Chris Spilker, Town Clerk
OF CLYMAN TOWN BOARD
October 13, 2014 @ 7:30 PM
CLYMAN TOWN HALL
735 MAIN STREET
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Steve Caine, 3rd Supervisor Dave Blank, 4th Supervisor Mark Othmer, Treasurer Carol Hrenak, & Clerk Chris Spilker.
Chairman Nehls called the meeting to order at 7:36 pm. The Pledge of Allegiance was recited.
MINUTES: (001) Blank/Othmer made a motion to accept the
minutes as printed. Motion carried.
TREASURER’S REPORT: The Treasurer read aloud the Treasurer’s Report. Beginning Balance $55,013.15; Interest $1.60; Income $3,414.78; Expenses $38,820.69; Ending Balance as of 9/30/14 $19,608.84.
Question about why check #5963 in the amount of $1,658.84 has not been cashed since December 2013 made out to Dodge County. The Treasurer was unsure why the check had not been cashed. Chairman Nehls explained he had to contact the county regarding other road maintenance issues and will follow up with the county regarding the check.
APPROVE BILLS TO BE PAID: Chairman Nehls read aloud the bills to be paid for October. It was noted the Verizon bill should be less $87.95 because we paid September bill late and it was included in the October total. Clerk Spilker will follow up regarding changing the billing due date to avoid further issues.
Question regarding Decker Supply. This bill was for fire signs ordered by citizens through the clerk. They are located in Madison. It has been the Town’s practice that the clerk orders the signs per a citizen’s request and Supervisor Blank picks them up since he is already in the Madison area a few times a week and brings them back to avoid shipping fees.
Caine/Blank made a motion to approve the October bills. Motion carried.
FIRE CHIEFS REPORT: Question regarding training. It was explained there are two 1st Responders classes going on for continued training.
Question regarding 2% monies on the report. It was explained that is a combination of both Village and Town 2% monies for the Fire Chief’s report.
Othmer/Blank made a motion to approve the Fire Chief’s Report as printed. Motion carried.
APPOINTMENT OF FIRE COMMISSION MEMBERS: Blank/Caine made a motion to appoint Gene Grulke and Andy Caine each for a 3 year term knowing those terms are staggered and will begin on their respected appointment date anniversaries. Motion carried.
911 AGREEMENT FOR 2015: Othmer/Bruni made a motion to dispense the reading of the 911 Agreement and approve as printed. Motion carried.
ATTORNEY REPRESENTATION FOR ULWR VS STATE OF WISCONSIN: Chairman Nehls explained that ULWR has filed suit with the state due to the Highway 26 Expansion Project.
Chairman Nehls explained that in the lawsuit ULWR wants $1.9 million for the land the DOT acquired to expand Highway 26.
Bruni read aloud an email received by Attorney Griggs. It explained that Attorney Griggs wrote in an email to the clerk and Chairman Nehls that they were named as witnesses to testify on behalf of ULWR.
The Clerk explained she has been receiving phone calls from a State Representative to discuss this matter off the record. Clerk Spilker asked the board for legal representation regarding any deposition she will be required to provide regarding her testimony in this lawsuit.
Othmer/Caine made a motion to have Attorney Griggs represent the Town of Clyman employees named as witnesses in the ULWR vs State of Wisconsin lawsuit regarding the Highway 26 Expansion project.
It was questioned who will cover the legal fees. Othmer wanted that question directed to Attorney Griggs.
It was explained that Chairman Nehls and Clerk Spilker are to contact Attorney Griggs for further direction regarding the lawsuit.
TOWN ROADS: Supervisor Blank explained that paving will be done on Eagle Road, Highway J and Welsh Road, and O’Sixty Road. Question regarding the black top on Welsh Road. Blank explained that Scott’s construction has not returned his calls.
The board discussed the concrete culvert on Welsh Road and the erosion around the culvert. Blank explained he wanted Pete Thompson to review and see if this is covered under bridge aide.
Blank explained that the 2014 Budget had $5,000.00 for crack filling. He explained that it is so late in the year therefore Crackfilling would not be done any more this year. The board discussed utilizing those funds to do the repairs on Eagle Road, Welsh Road, and O’Sixty Road.
Caine explained that Welsh road is still soft and the snow plow will cause damage. Chairman Nehls will be contacting Don from Scott’s Construction to discuss further.
Blank/Bruni made a motion to do black top patching on Eagle Road by Highway M, O’Sixty Road, Welsh Road on South lane by Highway J. Motion carried.
BCPL vs. TOWN AND COUNTRY BANK BORROWING FUNDS: It was explained that Town and Country quoted the town at 2.75% for 8 years for a loan for approximately $38,000.00. The board after some discussion has decided to leave the current loans with BCPL as it stands today and have the clerk complete the application for submission to transfer the State Bank of Reeseville’s line of credit. The line of credit is currently at $37,000.00 plus interest. It was explained the agreement was to have this line of credit converted to a loan by the end of the year. The Clerk will begin the application process and report back to the board next month.
TRAIN ROAD: Chairman Nehls explained that he attended the meeting and the railroad commissioner explained to the town that the railroad is in the position to fight the town regarding Train Road being a private road rather than a town road.
Chairman Nehls explained that if Train Road is to be public road the cost for a safety crossing will run approximately $250,000.00.
3 trains currently run through this crossing now. It is expected that number to increase in 2015 to 20 trains.
Chairman Nehls explained that if the town would create a new road the cost would be approximately $300,000.00 per Pete Thompson from Dodge County. Blank explained that Junction Road for 1 mile was over $100,000.00 therefore he feels that number could even be higher depending on the length of the road the town creates.
Discussion was held regarding creating a road from Highway J to Train Road. There was also discussion on other options but no land owners at this time had been contacted to discuss this matter further.
Chairman Nehls explained that the railroad commissioner would be willing to come to a meeting with the entire board to discuss their offer of $100,000 further with the entire board.
Discussion was held regarding the train stopping at that crossing and with the new rules they are required to stop the train after 8 hours of travel therefore the railroad explained to Chairman Nehls they would like this crossing to be private so they can leave the train idle when they are required to stop traveling.
Discussion was held about the double tracks ending in the woods in Clyman. Further discussion was held about the reasons why the trains are stopping in Clyman.
It was note the Town has records that Train Road is a public crossing dating back to the 1950’s.
Discussion was held regarding if Train Road is to continue to be a town road then what is the position of the town regarding safety at that crossing?
Citizens present who live on Train Road questioned if double
track could continue along out of Clyman.
Discussion was held about if the town were to build a new road and make Train Road a private crossing where would the location of a new road be placed.
Chairman Nehls explained that the railroad will not keep the crossing open if the Town does decide to follow the route of a new road.
The board discussed contacting Senator Fitzgerald and other representatives to see if a grant would be available for a situation like this. Chairman Nehls encouraged the board to make phone calls and do some further research.
Town of Lebanon representative was present in the audience and explained that they are closing the road and that about 20 land owners are going to be affected. He further explained their situation and how they are going to have to raise the road. He explained the Town of Lebanon is having their hearing with the railroad on October 30th.
Chairman Nehls explained that Douglas Wood Legal Counsel from the Office of the Commissioner of Railroads, Naomi E Sanders Attorney at Law, and John N Venice Manager of Special Projects Engineering were at the public hearing and made the offer to assist the town with building a new road to the residents along Train road. The railroad is willing to contribute $100,000 to the building of a new road.
Discussion was held about what it would cost to purchase land in that area of the Town of Clyman. The board discussed having a special meeting with the railroad to discuss this further. It was further discussed having Doug Wood here again. The board also expressed having the Town of Clyman’s legal counsel also present for the meeting.
Othmer/Blank made a motion to host a special meeting with the railroad representatives and also have Attorney Griggs present and notify all land owners that could be affected. Motion carried. Blank is going to ask Jeff Schmidt from Schmitt challenges to attend also. Jeff has a seat on the county board and Blank felt he would be able to provide quotes for the cost of building a town road. Clerk Spilker is to contact all parties interested and set a special meeting date.
Othmer is checking on grants and costs. Blank will contact
different companies on building of roads.
Blank explained that LRIP might qualify for this road project. Bruni repeated that the information should be expedited to Clerk Spilker so she can move forward with sending information.
TREASURER DUTIES: Othmer explained that job descriptions if set up will need to be set up for all members of every commission and committee.
Othmer further explained that if the town continues to utilize the state statues as a job description for the Treasurer then that is the case for every position. He further explained the Town does not have employees therefore if the Town starts to define positions then all positions will need to be defined with a job description not just the Treasurer position. After further discussion the board decided to table the Treasurer’s Duties until further notice.
Othmer/Blank made a motion to table the Treasurer’s Duties until further notice. Motion carried.
CITIZEN COMMENT: The audience expressed appreciation to the board for handling the issue of Train Road.
Further discussion was held with the audience regarding Train Road and if a new road was entertained how the land owners are going to be effected. The board expressed they will listen to all concerns from all land owners involved.
Chairman Nehls explained he is going to a meeting on Wednesday to discuss the road maintenance in the Town of Clyman and will follow up with the board.
Fire Department Joint Meeting was discussed. Clerk Spilker explained all the agenda items that will be discussed at the joint meeting.
CORRESPONDENCE: Bridge Inspection Report, GTA report for 2015, Recycling Program Evaluation, Building Permits for Holl, Downey, and Klatt Jr.
NEXT MEETING DATE: Budget Workshop Saturday, October November 10th at 7:30 pm.
Nehls/Othmer made a motion to adjourn at 9:46 pm. Motion carried.
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Steve Caine, 3rd Supervisor Dave Blank, & Clerk Chris Spilker.
4th Supervisor Mark Othmer and Treasurer Hrenak were not present.
Chairman Nehls called the meeting to order at 2:05 pm.
Discussion was held regarding the proposed budget. The figures were provided by the clerk based on her manual calculations and also Sandy Thoma was hired by the board to assist Clerk Spilker with special assignments.
After final discussion the Town Board ask Clerk Spilker to make the changes they suggested and also have Sandy Thoma provide a report of valuations of local municipalities for the next meeting of the budget workshop.
Blank/Othmer made a motion to adjourn at 4:31 pm. Motion carried.
Chris Spilker, Town Clerk
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Steve Caine, 4th Supervisor Mark Othmer, & Clerk Chris Spilker.
3rd Supervisor Dave Blank and Treasurer Hrenak were not present.
Chairman Nehls called the budget workshop to order at 7:40 pm.
Discussion was held regarding the proposed budget. The figures were adjusted per the board’s recommendations to Clerk Spilker.
Further discussion was held regarding utilizing the entire debt service adjustment or cutting expenses.
The board decided to cut expenses and not utilize the entire debt service adjustment available. By doing this the board was able to avoid raising taxes any higher than necessary and still able to pay the debt down in 2015.
BOARD ATTENDENCE: Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Lee Bruni, 3rd Supervisor Dave Blank, 4th Supervisor Mark Othmer, Treasurer Carol Hrenak & Clerk Chris Spilker.
Chairman Nehls called the meeting to order at 7:35 pm. The Pledge of Allegiance was recited.
MINUTES: Blank noted the following corrections from October 13, 2014 minutes.
Chairman Nehls would also prefer a bill be sent to Mashuda for the repairs that the Town had to pay due to water runoff from the Quarry site Highway 26.
Blank also noted there are two new 1st responders going to training.
Blank also noted the board discussed the concrete culver on Welsh Road Hill Road and the erosion around the culvert.
Blank also noted Blank/Bruni made a motion to do black top patching on Eagle Road by Highway M, O’Sixty Road and Welsh Road on South North Lane by Highway J. Motion carried.
Blank also noted 3 trains 23 trains currently run through Train road crossing. It is expected for that number to increase in 2015 for an additional 15 to 20 more trains.
Othmer noted that Caine not Othmer made a motion to adjourn at 4:31 pm on October 18, 2014 meeting.
There were no corrections for the meeting minutes dated November 3, 2014.
Blank/Othmer made motion to accept minutes as printed with the corrections as listed. Motion carried.
TREASURER’S REPORT: Beginning Balance $19,608.84, Net Cash Income $9,753.49; Expenses $17,211.97; Ending Balance $12,150.36.
The board acknowledged the Treasurer’s Report as printed.
APPROVE BILLS TO BE PAID FOR OCTOBER: Chairman Nehls read aloud the bills to be paid for October totaling $4,951.69.
Blank wanted to clarify that Precision Stripping was hired to extend and sand blast the cemetery gates.
Othmer noted that Dodge County Treasurer check for $950.00 was listed on bills approved to be paid but was also already on the Treasurer’s Report. He wanted this noted to avoid this check being a double entry. Treasurer Hrenak explained she listed the check on the Treasurer’s Report because it was paid in October.
Blank/Othmer made a motion to pay the bills as presented. Motion carried.
FIRE CHIEF REPORT: Chief Howlett asked the board if they had any questions regarding the Fire Chief’s expense/budget reports.
Chief Howlett let the board know the springs on 1762 were replaced.
Chief Howlett also let the board know that he has checked into an Electronic Thermostat Heating system for Town Hall and that some thermostats can show how many hours they operate for an area. Chairman Nehls showed interest in this type of unit for the Town hall.
Treasurer Hrenak made a comment about the door being opened into the fire station. Chief Howlett explained he will make it known to keep the door closed.
Chief Howlett let the board know a Village citizen received his certification with the department.
Chief Howlett and Chairman Nehls let the board know they have had a discussion about having a meeting with the other local municipalities with regards to mutual aid and will report back to the baord when the meetings take place of what was discussed.
Bruni/Blank made a motion to approve the Fire Chiefs report as presented. Motion carried.
Discussion and possible action regarding letter of intent for property owner Robert Tracy Jr with agent Anthony Straseske representative for Michels Paving Corporation for parcel # 012-1015-1633-001 that is currently being utilized as a quarry operated by Mashuda Contractors. Letter of Intent describes Michels Paving Corporation wanting to amend allowed use of this parcel to include concrete production and also allow erection of portable concrete plant with accompanying control trailer.
Tony from Michel’s was present and presented pictures to the board of the concrete plant he is proposing. He explained to the board he has approximately 2 weeks paving. He further explained it will be put up in March or April.
Tony explained that the state may possibly be doing concrete paving up to Graff’s property rather than to the railroad bridge.
Othmer read aloud an email the board received forwarded from Dodge County Planning & Development explaining that Dodge County is not requiring any special permits.
Othmer/Bruni made a motion to approve the concrete plant as it meets the requirements of the Town’s Zoning and it is a similar condition to what has already been approved with Mashuda’s CUP. Motion carried.
2015 SERVICE AGREEMENT WITH WATERTOWN HUMANE SOCIETY: Chairman Nehls explained that he received a proposed agreement from Dodge County Humane Society requesting a deposit of $1,000.00. Chairman Nehls further explained that the Town of Clyman had one dog he dropped off to Watertown Humane Society in 2014 and that they did not charge the Town of Clyman. The 2014 Watertown Humane Society charges $100.00 for a dog if it is not picked up by the owner. The board also noted that Watertown does not require any deposit.
Blank/Bruni made a motion to approve the 2015 Watertown Service Agreement. Motion carried.
TOWN ROAD MAINTENANCE:
Quest Road: Chairman Nehls explained that Scott’s Construction laid 250 feet of seal coat. Chairman Nehls explained that Walter’s is willing to pay for the damage they did on Quest Road. It was explained the billing should be sent to landowner Rahn Annis but the board agreed to only charge them for $500.00 worth of damage realizing that the 250 feet was not all damaged from Walter’s.
Nehls/Blank made a motion to bill Rahn Annis for $500.00 only. Motion carried.
Hill Road: Othmer met with the project manager and explained that they will be digging about 40 – 50 feet deep and possibly moving the water north to avoid erosion because there is a gas line that they are working around.
Chairman Nehls explained all the water is going down the south side of Hill Road.
Othmer explained the town will have to look at digging out the ditch and packing gravel and possibly put a curb on the south side of the road.
Chairman Nehls explained that the culvert in the field driveway will not be big enough due to the amount of waste water from the pit. He further explained all the water from the median along with the North bound and South bound lane are all going into the ditch on the south side of Hill Road.
Welsh Road: Chairman Nehls explained that he talked with Scott’s Construction and they told him “it will set up”. It was noted that the trackers utilizing this road are not causing damage to the road therefore it must be setting up.
Blank let the board know Eagle, O’Sixty, and Welsh Road have been paved per his request.
The board noted that Hogsback Road has also had paving repairs.
Train Road: Othmer noted that the crossing on Train Road is an improved crossing compared to the other crossings in the Town of Clyman.
Blank explained that in talking with Dave Addison from Dodge County that the road was there prior to the railroad crossing.
Chairman Nehls wanted clarification that it was a “Town Road” not just a driveway. Blank will follow up with Dave Addison for confirmation prior to meeting with the Railroad.
Marsh Road: Chairman Nehls received a letter from Nehls Bros requesting Marsh road become a private drive.
Nehls/Othmer made a motion to table until next month and prepare the proper paperwork for Marsh Road to become a private drive.
SALT IN SALT SHED: Blank explained that Trav who use to work with Grade Tech let him know when he was Chairman that was a reserve of salt that the Town of Clyman did not use when they were contracted with Grade Tech.
Blank/Bruni made a motion to send a letter to Grade Tech for reimbursement of Salt that was not utilized in 2012. Motion carried.
BCPL: Clerk let the board know there was nothing new to report.
HANDBOOK FOR MEMBERS OF TOWN BOARD, COMMISSIONS AND COMMITTEES: Bruni/Blank made a motion to table until next month for the board to review. Motion carried.
CITIZEN COMMENT: Question regarding a hunting shack that requires a permit. It was noted hunting shacks in the area may not be portable and if they then require a building permit. The Town Board wanted it noted that they do notice this and may have to address some of them as permanent structures that may be taxable.
Citizen was concerned about a ditch Nehls Bros is cleaning out. The board explained that if a ditch is being cleaned out in the Town’s right of way a Town Board member should be notified.
Chairman Nehls questioned the Sette farm having a trailer on the property that may have people living in it. The board held a discussion that a property in the Town of Clyman zoning does not allow for two residences on a property unless it was grandfathered prior to zoning.
FIRE TRUCK ACCOUNT: Othmer wanted the Treasurer reports to be updated to include interest on the Savings account. Othmer requested this be updated every time the bank pays interest to the account.
NEXT MEETING DATE: Budget Hearing: December 1, 2014 @ 7:30 pm
Regular Monthly Meeting: December 8, 2014 @ 7:30 pm
Blank/Othmer made a motion to adjourn at 8:50 pm. Motion carried.
BOARD ATTENDENCE: (Track 56 - 70) Chairman Randy Nehls, 1st Supervisor Steve Caine, 2nd Supervisor Lee Bruni, 3rd Supervisor Dave Blank, Treasurer Carol Hrenak, Clerk Chris Spilker
4th Supervisor Mark Othmer was not present at the public hearing.
Chairman Nehls called the public hearing for the 2015 budget to order at 7:41 pm.
Chairman Nehls explained that the 2015 budget figures in the assessment of $71,763,880.00. This is a decrease from last year.
Chairman Nehls then went through the income portion of the 2015 budget. He explained that the GTA increased to $83,078.43. This is a large increase mostly due to the Junction Road project.
He also let the citizens know there was an increase in Road Maintenance Income due to monies that will be received for Gubin Road repairs. Those funds will be received in 2015.
Chairman Nehls asked if anyone had any questions on Income for the 2015 budget. There were no questions.
Chairman Nehls then went through the expenses on the 2015 Budget. Question regarding Plan Commission expenses increased. It was explained that the Plan Commission will be meeting more in 2015 due to Jeff Retzlaff and the 2030 Comprehensive Plan amendments.
Chairman Nehls explained a new line item was added to General Buildings & Grounds to include Town Hall Utilities. It was explained that going forward into 2015 the hall will be paying its own heat expenses based on a monitoring system that will be installed for the Town Hall.
Chairman Nehls noted under the Fire Department Protection that in 2015 the board decided not to put $5,000.00 in the budget to keep the final expenses lower and also that there is now mutual aide in our area with the surrounding communities and the Town of Clyman can utilize their equipment. He further let the citizens know that a future meeting with the Chairman’s/President’s and Fire Chief’s in the surrounding areas will meet to discuss the mutual aid response and brainstorm for new ideas.
Chairman Nehls let the citizens know that the board decided to budget $40,000.00 for Dodge County to do snowplowing for the 2014-2015 snow season.
Chairman Nehls let the citizens know that the actual for Road Resurfacing was $48,184.44 for the first 9 months due to some damage that was caused by the Fire Truck on Sun Road and also some damage done on Quest Road due to a contactor. Chairman Nehls is expecting both to be reimbursed expenses.
Chairman Nehls let the citizens know that Erdman Recyclables is the Town’s contracted Recycling Center. However, citizens can have private pick up if they contact Veolia. The board explained that there will be more information in the newsletter regarding what can be dropped off at Erdman’s Recyclables. The board has been asked by the DNR to encourage citizens to recycle on a more regular basis. Chairman Nehls and Clerk Spilker have attended meetings regarding how to encourage more recycling. Chairman Nehls went into depth about how farmers can recycle their ag bags. (Citizens should call Chairman Nehls if they want more information).
Question regarding Jerry Foellmi budgeted for and Jeff Retzlaff for Conservation and Development. It was explained that Jerry Foellmi is contacted due to local zoning and having a contract with General Engineering.
Supervisor Caine explained that there is a 1% increase from last year.
Chairman Nehls asked if anyone had any questions. There were no questions.
Connie Caine/Mark Grosskopf made a motion to close the budget hearing at 8:47 pm. Motion carried.
TOWN OF CLYMAN TOWN BOARD
The regular meeting was called to order at 8:49 pm.
The pledge of allegiance was recited.
Chairman Nehls made a Blank/Bruni made a motion to approve the 2014-4 Resolution.
Caine/Blank made a motion to adjourn at 8:51 pm.
Chris Spilker, Town Clerk