City of Medford Committee of the Whole Meeting Minutes Monday, January 21, 2019

City of Medford Committee of the Whole Meeting Minutes

Monday, January 21, 2019; 6:00 PM

Council Chambers, City Hall

639 South Second Street, Medford, WI


{Subject to Council Approval}


Call to Order/Roll Call


Mayor Mike Wellner called the meeting to order with the following members present:  Dave. J. Brandner, Laura Holmes, Greg Knight, Peggy Kraschnewski, Christine Weix, Dave Roiger, Mike Bub, and Clem Johnson. 


Pledge of Allegiance


Alderperson Knight began the meeting by leading the group in the reciting of the “Pledge of Allegiance”.


Open Meeting Law Compliance


Mayor Wellner announced that this was an open meeting of the Committee of the Whole. Notice of this meeting was given to the public at least 24 hours in advance of the meeting by forwarding the complete agenda to the official City newspaper, The Star News, and to all news media that have requested the same as well as posting. Copies of the complete agenda were available for inspection at the City Clerk’s Office. Anyone desiring information as to forthcoming meetings should contact the City Clerk’s Office.


City Personnel Present


The following City personnel present were:  City Clerk Ginny Brost, Coordinator/Public Works Director John Fales, and Street & Water Superintendent Joe Harris.  City Attorney Courtney Graff was an excused absence.




Visitors present were:  Brian Wilson-Star News, Pat Sullivan & Dave Makovsky-Medford Area School District, and Emily Dassow.


Citizens & Delegations Comments


No citizens or delegations addressed the Committee.


Public Works


Medford Area School District's Variance Request:  Installation of a Holding Tank




On December 10, 2018, Coordinator/Public Works Director John Fales received a letter from the Medford Area Public School District requesting approval to install a 3,000 gallon holding tank instead of connecting the School District’s new team building to the City’s sanitary sewer system.


On December 30, 2018, Coordinator/Public Works Director Fales denied the School District’s request as  Section 5.3.02(C) of the City Code of Ordinances states “it shall be unlawful to construct or maintain any privy, privy vault, septic tank, cesspool, or other facility intended or used for the disposal of sewerage”.  In addition, Coordinator/Public Works Director Fales indicated that the City had contacted other contractors that could provide the services needed to install a sewer service.  These contractors have indicated a lower cost than the price ($20,000) indicated in the School District’s request.


School District Administrator Pat Sullivan notified the City that the School District would like to appeal Coordinator/Public Works Director Fales’ decision, and request a variance to allow the School District to install at 3,000 gallon holding tank instead of connecting the School District’s new team building to the City’s sanitary sewer system. 


School District Administrator Sullivan addressed the Committee:  (1)  At the time the School District began the new team building project, it knew that City ordinance prohibited holding tanks.  (2)  The team building has three bathrooms.  These bathrooms are used on a fairly limited basis.  (3)  The School District explored its options for sewer connection to the new project.  Two options were received.  The first option is estimated at $28,468.75, and the second option is estimated at $24,625.00.  The estimated to install a 3,000 gallon holding tank is estimated at $7,275.00.  (4)  Future School District plans include a new concessions stand.


Coordinator/Public Works Director Fales then addressed the Committee:  (1)  The City has received and denied holding tank requests from Taylor County and Lakeside Financial in the past.  (2)  The plans that were submitted to the City showed that water, sewer, and electric were going to be installed to the structure.  (3)The City had met with the School District prior to the construction of the team building.  At that time, the City had suggested installing the sewer service.  Neither Mr. Sullivan nor Mr. Makovsky recalled that discussion.  (4)  Coordinator/Public Works Director Fales suggested that the School District directional drill the service which would save money. (5)  The City has one holding tank that was installed prior to the 1980 ordinance that prohibited hold tanks. 


The Mayor and the Committee discussed the following:  (1)  The School District knew of the City's ordinance that requires sewer hookup prior to the start of the project.  (2)  Concern that once one exception is made, others will follow.  (3)  It was suggested that the School District research other options that maybe less costly. 



Michael Bub moved, Peggy Kraschnewski seconded a motion to recommend that Council table action on Medford Area School District's variance request to install a 3,000 gallon holding tank instead of connecting the new School District's team building to City sanitary sewer to allow the School District to research other options.  All in favor:  All Aye. Motion Carried.






Revolving Loan Fund Program Status


On February 1, 2019, Housing & Urban Development (HUD) notified the City that it will no longer be able to issue any local revolving loan fund loans.  The City has the following options: (1)  All current loans are immediately transferred to the State for collection along with any money in the City’s revolving loan fund.  The State will then distribute the money.  (2)  For the next two years, the City can continue to collect the monies on the outstanding loans.  After two years, the State will return the money dollar for dollar to the City in the form of a State approved defederalized grant.  Mayor Wellner has decided to procced under Option #2 as this will provide the City monies for State approved projects.   




There were no planning issues to discuss.




Resolution Establishing Designated Unreserved Accounts for the General Fund & Other Funds


The Committee reviewed the proposed resolution establishing the designated unreserved accounts for the General Fund and other funds.


Michael Bub moved, Dave Roiger seconded a motion to recommend that Council adopt a resolution that establishes the following designated unreserved accounts for the General Fund and other funds and their associated balances as of  December 31, 2018:  Accounting Software  @  $27,895.50; Capital Construction @ $155,429.67; Chamber Building Maintenance @ $25,000; City Office Equipment @ $26,130.08; Citywide Assessment Revaluation @ $89,135.00; Election Equipment @ $16,205.00; Fire Department-Vehicle @ $24,761.59; Geographical Information System @ $4,608.51; Land Acquisition @ $31,459.00; Park Development @ $45,159.62; Police Vehicles @ $26,990.67; Public Works Equipment @ $351,214.79; Public Works Sand, Salt & Rental @ $184,998.84; Recreation @ $9,117.00; Swimming Pool Set Aside @ $32,103.19; Web Site Development @ $1,350.06; Recycling-Tub Grinder @ $185,221.32; Wastewater Utility-Vehicle Replacement @ $144,314.00; and Wastewater Utility-Jetter Truck @ $185,040.00. All in favor:  All Aye. 

 Motion Carried.



Finance Updates


December 2017 Financial Report - The Committee reviewed the 2017 Financial Report.


Fourth Quarter Investment Report - The Committee reviewed the investment report for the period ending December 30, 2018 submitted by BBE Community Investment Partners LLC.  BBE Community Investment Partners LLC managed an average of $5,550,964.48 which had an average weighted yield of 1.9822%.  The City paid BBE Community Investment Partners LLC $2,677.10 in the fourth quarter of 2018 to manage these funds.  As a reminder, Council, at its November 13, 2017 meeting, authorized BBE Community Investment Partners LLC to manage a total of $6,500,000.




There were no personnel issues to discuss.


Public Safety


There were no public safety issues to discuss.


Electric Utility


There were no Electric Utility issues to discuss.




There were no landfill, refuse, or recycling issues to discuss.


Wastewater Utility


There were no Wastewater Utility issues to discuss.


Water Utility


There were no Water Utility issues to discuss.




There were no parks or recreation items to discuss.


Tree Board


There were no tree issues to discuss.


Pool Committee - Mayor Wellner


There were no pool issues to discuss.


Coordinator's Report


The Coordinator's report was as follows:  (1)  An update on the Electric Utility projects was given. (2)  An update on the Public Works projects was given.  (3)  An update on the Wastewater Utility projects was given.


Communications from the Mayor


Upcoming Meeting Schedule - The upcoming meeting schedule was distributed.


Pool Committee - The Pool Committee is scheduled to meet on Monday, January 28, 2019 at 4:00 PM in the conference room of City Hall.


Adjourn to Closed Session


Laura Holmes moved, Clem Johnson seconded a motion to adjourn the meeting to Closed Session at 6:50 PM in accordance with Wisconsin Statutes 19.85(1)(c) & (f) to consider the employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility and to consider financial, medical, social or personal histories or disciplinary data of specific persons, preliminary consideration of specific personnel problems or the investigation of charges against specific persons except where 19.85(b) applies which if discussed in public, would be likely to have a substantial adverse effect upon the reputation of any person referred to in such histories or data, or involved in such problems or investigations. The purpose of the Closed Session is to discuss a City Hall employee status.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Meeting Adjourned to Closed Session.


                                                      Closed Session



The meeting adjourned from Closed Session at 7:00 PM.


Respectfully Submitted,


Virginia Brost

City Clerk, WCPC/MMC


Council Approval:  ________________



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