KENESAW BOARD OF TRUSTEES MEETING
August 11, 2015 AT 7:30 P.M.
The Village of Kenesaw Board of Trustees held a regular board meeting on August 11, 2015 at 7:30 p.m. in the Community Room of the Kenesaw Village Office, as was advertised. Board Members present: Sarah Kroos, Ronda Ehly, JR Pulver, Ashley Augustin and Dale Long. Absent: None. Also present: Dennis Kruse, Dawn Miller, Chuck Neumann, Mike Weeks, John Klusman, Brian Bittfield, Steve Plambeck, and Henry Wilson. Clerk: Rebekah Long. Maintenance: Jeff Edmondson and Glen Kuehn.
1. Call to Order: Vice-Chairman Pulver called the meeting to order at 7:31 p.m.
2. Location of the OMAL: Vice-Chairman Pulver gave notice of the location of the Open Meetings Act Literature to be on the south wall of the meeting room.
3. Review/Approve Minutes of the Regular Meeting July 14, 2015: Moved by Trustee Augustin, second by Trustee Long to approve the minutes of the July 14, 2015 meeting. Roll call: Trustee Pulver-yea, Trustee Ehly-yea, Trustee Kroos-absent, Trustee Long-yea, Trustee Augustin-yea. No opposed. Motion carried.
4. Review/Approve Expenditures of July 2015: Moved by Trustee Ehly, second by Trustee Augustin to approve the July 2015 Expenditures as presented. Roll call: Trustee Pulver-yea, Trustee Ehly-yea, Trustee Kroos-absent, Trustee Long-yea, Trustee Augustin-yea. No opposed. Motion carried.
5. Review/Approve Treasurer’s Report for July 2015: Moved by Trustee Ehly, second by Trustee Long to approve the July 2015 Treasurer’s Report as presented. Roll call: Trustee Pulver-yea, Trustee Ehly-yea, Trustee Kroos-absent, Trustee Long-yea, Trustee Augustin-yea. No opposed. Motion carried.
6. Comments from the Public: None.
7. Review Budget for 2014-2015 and Discuss Budget Updates for 2015-2016: Dennis Kruse, Village CPA, reviewed the valuation, levy and projected cash balances for 2015 as evaluated in September 2014. Dennis requested information regarding future expenditures. He asked about any proposed purchases for the 2014-2015 budget year. Trustee Pulver noted there have been discussions on about a loader as when as the pending water meters. Jeff Edmondson discussed replacing 2 fire hydrants per year ($10,000), Armor Coat and street repairs ($90,000), repairing the leak in the swimming pool ($3,000), street signs ($2,000), replace one pickup ($25,000), and vent fans at well houses if Jeff can’t get them included in the Security Grant money. Jeff also noted the water tower will need to be repainted within the next 5 years so it was suggested we begin building a sinking to accommodate the approximate $50,000 cost. Dennis indicated the Budget Hearing would be scheduled for September 8, 2015 along with the regular board meeting.
8. Discuss Culvert and Drainage Project: Mike Weeks discussed removing a culvert on Constitution that was not known to exist and was not functional prior to the Drainage Project. The removed 42’ culvert would be placed in Gaylen Stahl’s driveway along with an additional 20’ culvert to make the 60’ driveway he is requesting. Mike requested the Village of Kenesaw pay for the additional 20’ culvert and all the work of cleaning the ditch on the west side of 42nd Street, removing the 42’ culvert, placing both the 42’ culvert and the new 20’ culvert and building the driveway for Gaylen Stahl would be the responsibility of Adams County Department of Roads. Dawn Miller requested a 30’ culvert be provided by the Village to be placed in the ditch on Constitution to allow John Klusman access to his field. He had previously been able to use a shallow point in the ditch as a driveway but the new depth of the ditch won’t allow that any longer. Trustee Pulver asked why the Village is being asked to purchase the culvert when other landowners have to purchase their own. Ms. Miller responded that according to the County’s regulations, if the County has a project on an adjacent road, the County will improve any driveway at the landowner’s request. The County will provide plugs however landowners must purchase any culverts. If the Village hadn’t put the Drainage Project in place Mr. Klusman could have just used a plug under his driveway but now, as a result of the Drainage Project, a culvert is required. The other landowner’s discussed had to have culverts regardless and therefore had to furnish their own. John Klusman also requested a berm at the end of his field to hold his irrigation water which was previously promised to be placed by Adams County Department of Roads. Jeff Edmondson asked how the berm would be handled if we had a large rain event and the berm was holding excess water on the field. Mr. Klusman said he would open the berm. Ms. Miller stipulated that Adams County would not reestablish the berm if Mr. Klusman cuts it. Mr. Klusman stated he would have someone come in with a backhoe and replace the berm himself. Motion by Trustee Ehly, second by Trustee Augustin, that the Village of Kenesaw will purchase a 20’ long 18” culvert, a 24” band and a 30’ long 24” culvert to be delivered the respective sites. Roll call: Trustee Pulver-yea, Trustee Ehly-yea, Trustee Kroos-absent, Trustee Long-yea, Trustee Augustin-yea. No opposed. Motion carried.
Dawn Miller then informed the Board she knew there was concern regarding the dirt from the Drainage Project, which was hauled from the Village’s dirt pile. She stated the 79 10-yard truckloads of dirt that were taken prior to the dirt pile being locked up were used on area flood sites and that the County was keeping track of how much was hauled as is required because they will be getting reimbursed by FEMA for it. Trustee Pulver discussed the number of calls he received from residents who were concerned about the drainage project dirt being used outside of Kenesaw. The Trustees then clarified the interlocal agreement between the Village of Kenesaw, Adams County Department of Roads and Little Blue NRD doesn’t speak about sharing the dirt, that the current Trustees as well as the previous Chairman don’t have any recollection of any discussion regarding sharing the dirt prior to this incident. After discussion, Ms. Miller was told that no more dirt would be released for County use until the Board was satisfied the townspeople had been given ample opportunity to use what they needed. The County can use dirt from the drainage project if it is required to assist in completing the drainage project. When the time comes that it appears we have an excess of dirt after the residents of Kenesaw have had opportunity, the Board will entertain allowing the County access to use what is left.
9. Discuss Southern Power District Lease Fee: Brian Bittfield and Steve Plambeck discussed the letters they had received from Southern Power District stating SPD would begin charging them the lease fee and the gross revenue tax and requested the Board consider waiving the additional fee. Clerk Rebekah Long stated she had spoken with Scott Welk of SPD and explained to all that SPD had been auditing their electric service installations and discovered some electric irrigation motors that are supplied electrical service from the Village’s system. These were either motors that had recently been converted over to electric or were missed in previous audits. The fees that are discussed in the letters are fees that are already assessed to every electrical service in Kenesaw and any outlying services that are supplied by Kenesaw’s equipment. She also said that she had asked Mr. Welk why other villages had opted to waive the lease fee on agricultural properties. He said that in the case of one Village it was to encourage the use of an electric motor on a well that was extremely close to town because it would be so much quieter. After discussion, Mr. Bittfield and Mr. Plambeck were told the Village hasn’t previously waived the Lease Fee on any property and don’t feel the need to begin waiving them.
10. Baseball Field Update: Jason Wagoner was not present to provide any information.
11. Discuss Equipment (was Item #12):
a. Trencher (was b): Jeff Edmondson discussed a used trencher that is coming up for sale.
b. Loader (was a): Trustee Augustin discussed a loader that is potentially for sale. The Trustees and Jeff stated they would like to have the loader inspected further.
12. Discuss Water Security Grant: Jeff informed the Board that the Village was approved for a $10,000 Water Security Grant through DHHS.
13. Unfinished Business (was #15):
a. Update on Conditional Use Permit at 203 N. Brooks Avenue: Clerk Long informed the Board that Adams County Planning and Zoning had denied the conditional use permit because the property owner was not available to answer the Board’s questions about what kind of trailer he wanted to place on the property. After discussion, the Trustees instructed the Clerk to contact the property owner to find out if he would be available to come to the September 8th board meeting to discuss the situation further.
b. Changes to Drug Policy: Tabled
14. Review/Approve Resolution #122-2015, A Resolution to Demolish and Dispose of the Structures Located on the Nuisance Property at 106 N. Perkins Avenue (was #11): Because the property has not been repaired within the allotted amount of time, Clerk Long present the board with Resolution #122-2015. Motion by Trustee Ehly, second by Trustee Long to approve Resolution #122-2015, A Resolution to Demolish and Dispose of the Structures Located on the Nuisance Property at 106 N. Perkins Avenue. Roll call: Trustee Pulver-yea, Trustee Ehly-yea, Trustee Kroos-yea, Trustee Long-yea, Trustee Augustin-yea. No opposed. Motion carried.
15. Discuss Wages and Benefits for 2015-2016 (was #14): Motion by Trustee Ehly, second by Trustee Pulver to adjourn to Executive Session at 10:02. Roll call: Trustee Pulver-yea, Trustee Ehly-yea, Trustee Kroos-yea, Trustee Long-yea, Trustee Augustin-yea. No opposed. Motion carried.
16. Adjournment to Regular Session: The Board adjourned from Executive Session back into Regular Session at 10:17 p.m. No action was necessary following the Executive Session.
17. Adjournment: Motion by Trustee Augustin, second by Trustee Pulver to adjourn at 10:18 p.m. No opposed. Motion carried. Next meeting is scheduled for September 8, 2015 at 7:30 p.m.