Wednesday, May 10, 2017, 7:00 P.M.
Village of Lone Rock Village Office, 314 E. Forest Street

Trustees: Harry Pulvermacher, Marvin Joles III, Tom Whalen, Dan Quinn, Corey Ewers, Richard Brander. Board President, Dean Ewers presiding. Also present were Bart Nies, Esther Marshall and Karen Kampen.

The Public Hearing was called to order by Board President Dean Ewers at 7:00 PM. All board members were present, and Esther Marshall, Bart Nies, and Karen Kampen. President Ewers turned the Public Hearing over to Bart Nies of Delta 3 Engineering.

CDBG-PF Proposed Water System Improvements Project Public Hearing – Citizen Participation Plan for the Village of Lone Rock – Bart Nies, owner of Delta 3 Engineering said basically what it does is provides a plan where we have open communication with the Village residents. The Citizen Participation Plan sets up for this project and others a process for communicating with your community as we go through the process. There will be two hearings required; one is before the application, the second one is after the construction has started, closer to the end of the project, if you receive the grant. If someone comes and asks a question about the project. You want to make sure notices are published, the same as you have before, make sure the public is notified of the public meetings and the Public Hearings. The Village Board will be the Citizen Participation Committee. If there are any complaints about the project, they can submit them, in writing, to the village clerk, and she will pass them on to Bart Nies, who is the project manager, and if at all possible we will respond within 15 days after we receive such complaint. The Village will also regularly survey the municipality to identify non-English speaking residents and make all efforts to inform them.

The Project, specifically, is proposed water system improvements on Commercial Street, from Birch Street to County Line Rd.; Union Street , from Jessamine St. to County Line Road; the two blocks of County Line Road between Union Street and Commercial St,; and the alley just west of Hwy 130 between Union St. and Commercial St. Those water system improvements will include looping, brand new eight inch mains, hydrants, water valves, water services to the right-of-way, etc. The projected cost of the project is approx. 1.45 million. The CDBG process and/or program is Federally funded program through HUD. They allocate monies to each state, and the Wisconsin Department of Administration (DOA) administers the funds and allocates to the communities in Wisconsin. We are eligible to apply because 54.55% of our community is low to moderate income. The minimum to automatically qualify is 51%.

The amount of the CDBG Grant application is $500,000. The maximum amount we can apply for is up to $500,000 or up to 50% of the project, whichever is less. If the community does not get the grant and proceeds with the project, based off the project estimates which are not bid costs by any means, simply estimates, your water rates would rise by approximately 190%.

The CDBG Program goals and objectives are to fund infrastructural improvements and public facility improvements for low-to-moderate income communities just like Lone Rock. It funds approx. nine million dollars of infrastructure and public utilities each year to communities throughout Wisconsin. The CDBG program is made up of three categories: public facilities, which is what this application is for; housing, which would be for low-to-moderate income housing and/or economic development. If a business was looking at locating in Lone Rock, and you need to extend water and sewer to the location, this program’s third category would be funding that could help.

We went through the activities for the project, the amount requested, all of these funds will affect the low-to-moderate income population in a positive way. No residents will be displaced as a result of this project. The program can fund fire stations, police stations, libraries, water-sewer-streets, sidewalks, curb and gutter, etc. Can be revised if you’d like, or if we want another app submitted we can, but we can only submit one for public utilities every 12 months.

Any questions?

Brander: Our list of priorities 1,2, and 3, why are they in that order? Bart replied they are ranked by water main breaks and the size of the mains. One-, two- and three-inch mains are being done first. The minimum requirement set by State code is six inches. Brander: So in Priority One, we are going from one and two inch (water pipes) to eight inches, and there are a lot of breaks, there are dead-end lines, and it’s an old line, is that correct? Bart: Yes. It’s the alleyway between Pine St. and Hwy 130, and between Union and Commercial, by the Waz Inn. Ewers said the water doesn’t feed off Main St. there, it goes out through that alley. They are now dead-end at the alleyway, and after construction they will loop and feed into other mains. Commercial St. will go to an eight-inch line; State code is six inch, and most communities are going with eight-inch pipe because it’s about a dollar-fifty a foot difference. Brander: Will those streets then be widened and/or repaired in some way? Ewers said it will be all new streets in the construction as a benefit of this project. Bart said the Grant basically says replace the water mains. I’m trying to get you new streets as well, because we’re tearing out the whole street to put in the new water main. They’re not going to have new curb and gutter on them, nor new sidewalks.

Commercial St. and Union St., same thing, they have some dead ends, so will then be looped and connected for better flow. They are galvanized now, but will be putting in PVC so we don’t have the lead or the galvanized.

Bart said the two-block piece on County Line Road from Union to Commercial is part of Priority 5, but it will connect the new water main from Union to Commercial on that block. It’s about 60,000 dollars of estimated cost, including contingency, but I think it’s going to help your chance to get funded if we connect the dots. Otherwise, you will end up with two dead-ends (in the pipes,) and I think that might hurt us. Looping gives us better movement, better pressure, better water. We still will have to mandate a certain chlorine limit, but it will definitely improve the quality of the water.

Bart asked if there are any other questions about the CDBG Program or the Citizen Participation Plan from the floor? Are there any changes you would like to make, or any other CDBG applications you would like to apply for? Hearing none, Bart asked for a motion to close the Public Hearing. Motion by Dan Quinn, second by Harry Pulvermacher, to close the Public Hearing. All yes, no opposed, Hearing closed at 7:36 PM.

Immediately following the Public Hearing, the Village of Lone Rock called a meeting of the Board of Trustees to order. Following are the minutes of that meeting:

Minutes of The Lone Rock Village Board Meeting
Wednesday, May 10, 2017, immediately following the Public Hearing
Village Office Conference Room, 314 E Forest St, Lone Rock, WI.


Trustees: Harry Pulvermacher, Marvin Joles III, Tom Whalen, Dan Quinn, Corey Ewers, Richard Brander. Board President, Dean Ewers presiding.

Call to Order – The meeting was called to order by Board President Dean Ewers at 7:37 PM, immediately following the Public Hearing.

All board members were present, plus Bart Nies, Delta 3 Engineering; Esther Marshall, and Karen Kampen.

Bart Nies presented paperwork that needed to be signed.

A. Item A on the list was the Public Hearing. We will now proceed to Item B on the list, and all subsequent items, as they all pertain to the Board of Trustees approvals as stated:

B. Approve Resolution adopting a Citizen Participation Plan (Resolution # 2017-03) Motion by Corey Ewers to approve adoption of Resolution #2017-03, to Adopt A Citizen Participation Plan for the Village of Lone Rock, second by Tom Whalen. All voted yes, no opposed, motion carried.

C. Approve Capital Improvements Plans Bart said the Capital Improvements Plan is the same one we looked at back in October, January, and April. Motion by Corey Ewers to approve the Capital Improvements Plans as presented to the Board of Trustees by Bart Nies. Second by Harry Pulvermacher. All voted yes, no opposed, motion carried.

D. Approve Submittal of Community Development Block Grant Application for Public Facilities – Proposed Municipal Well #4 – In your CIP that we just approved and that you approved back in October, the first three priorities are about 1.2 million dollars. And, as we discussed, I think we should add County Line Road, those two blocks, which is part of Priority five, which adds about 60 to 65 thousand. So total cost is roughly 1.25 million. Since those costs were done on the CIP, I have had to update the costs based on the number of hydrants that will need to be put in, and took some measurements on the streets, etc. Construction prices have increased since the first of the year, so with those costs included, the total cost of the project, if it comes in exactly as I have projected it, will come in at 1.5 million. The CDBG can only pay 500 thousand. So if we tell them we have a 1.4 million dollar project and that we are going to put in 900 thousand, and your construction bids come in at 1.1 million, we have just gained 300 thousand. Well the CDBG people are going to say they want half of that. I am confident that my estimates are high, and I put a contingency into it for unexpected costs. I don’t want you to have to forfeit grant money just because you gain the advantage of having good construction bids, so let’s just use the 1.1 million we talked about in October as the anticipated cost of the project so we maximize the full benefit of the grant. Until I get more into the design I can’t be absolutely sure of the costs, anyway, but I certainly don’t want to be low in my estimates. Downside is, if you get the grant, and you only get 500 thousand, and you were hoping to get the DNR Safe Drinking Water Grant for the remaining 600 to 900 thousand. If you don’t get that, say you don’t get better drinking water (example,) and you say we just can’t afford it, and you say let’s cut out Union Street, for example, the CDBG grant will remove that much in grant money. Your payment will either be 500 thousand on a 1.4 million dollar job or 250 thousand on a 500 thousand job, whatever you say to do. You won’t have to make a decision until after you get the grant, and by then we will have closer to actual figures to work with, and then you have to make a motion to accept the grant. This is a 500k request on a 1.1 million job. Motion made by Harry Pulvermacher to have Bar Nies of Delta 3 Engineering submit the CDBG Grant Application for the Village of Lone Rock. Corey Ewers second, all board members voted yes, no opposed, motion carried.

E. Authorizing Resolution – CDBG-PF Application (Resolution # 2017-04) This is a Resolution authorizing the submittal of the Application just voted on. Motion made by Dan Quinn to approve the Authorizing Resolution of the CDBG-PF Application # 2017-04, Harry Pulvermacher second. All board members voted yes, no opposed, motion carried.

F. Approval of Statement of Assurances - The Statement of Assurances are all the Federal rules and regulations that have to be followed. Motion by Harry Pulvermacher to approve the Statement of Assurances, second by Corey Ewers. All board members voted yes, no opposed, motion carried.

G. Approval of Lobbying Certification – Says we are not hiring someone to go to the Capitol to lobby for the Village of Lone Rock to get this grant. Motion made by Dan Quinn to approve the Lobbying Certification. Second by Corey Ewers. All board members voted yes, no opposed, motion carried.

H. Approval of Fair Housing Action – Bart said because we are applying for Fair Housing monies, we need to pick three actions from the list of eleven options. Most communities pick one, five and seven, because those are the ones that don’t cost you anything. The first one says you must post your Fair Housing Ordinance wherever you post your meeting minutes. Number five is to have President Ewers endorse the Public Fair Housing Ordinance, which means at some Village Board Meeting between now and the end of the year post it as an agenda item to endorse the fair housing principle in the village, so at that meeting the Village President says I think it would be a good idea to endorse the Fair Housing Law in the Village, someone makes a motion to endorse Fair Housing in the Village of Lone Rock, and it is voted on. Number seven is to; display a fair housing poster at the Village Hall. Bart will have one sent to Karen to post. Motion by Dan Quinn to approve Fair Housing Actions one, five, and seven for the Village of Lone Rock. Second by Corey Ewers. All board members voted yes, no opposed, motion carried. Bart recommends completing this by the end of the calendar year, 12/31/17, unless anyone disagrees. Hearing none, it will be written in the documents.

I. Approve Fair Housing Ordinance Resolution (Resolution # 2017-05) Apparently we do not have a Fair Housing Ordinance Resolution. This Resolution says Therefore be it ordained that the Board of Trustees of the Village of Lone Rock adopts section 106.5 of Wisconsin Statutes as amended, and all subsequent amendments thereto, the officials and employees of the Village shall assist in orderly prevention and approval of all discrimination of housing in the Village, and the municipal clerk shall maintain forms for complaints filed under section 106.5 as amended, and all subsequent amendments thereto. Motion by Dan Quinn to approve the Fair Housing Ordinance Resolution # 2017-05. Harry Pulvermacher second. All board members voted yes, no opposed, motion carried. Discussion followed on when we applied for a grant for a sewer relining project, and whether it was a CDBG or another kind of grant. Corey Ewers said it was just after he came on the Board that Dan signed off on it, and that it had been an abandoned mine. Bart said he has asked whether there were any other grants applied for since 2008, and that he needs to report it if we have.

J. Residential Anti-Displacement and Relocation Assistance Plan Policy -- We do not want to displace residents, and if everything goes according to plan, we will not have to displace residents; but if we did have to displace residents due to this project, this plan explains how we would do that. It is meant to be at the least amount of inconvenience to residents. The Plan states that each jurisdiction must explain what steps the jurisdiction will take based on the local needs and priorities. We have to pick one or two boxes. Recommended 1st or 2nd box, it doesn’t cost anything. (One is) You can coordinate code enforcement with rehab and housing assistance programs; (and/or Two is) revaluate housing codes and rehab standards and reinvestment areas to prevent undue financial burden on established owners and tenants. Motion by Corey Ewers to adopt the Residential Anti-Displacement and Relocation Assistance Plan Policy with Option Number 2, Harry second. All board members voted yes, no opposed, motion carried. Bart said there are no residential areas included in the areas to be dug up, so no residents will be displaced. Wherever we put this in, we will be going into their yard in the right of way, which they consider their yard, but is actually the right of way, but that will not displace residents, and they will be getting a new service line. Keep in mind, this is only Phase One. I’m making the argument that you have a lot of water system issues, but you cannot afford to go four million dollars into debt to do all of them right now, but we are going to take a pretty big chunk off by just doing Phase One, and they like to see that because it’s planning, and planning is your Capital Improvements Program. So let’s do what we can in Phase One and then see what we can do again in a couple years, or five years, whatever the case may be to tackle a little bit more in Phase Two and so on.

K. Acquisition/Relocation/Demolition Questionnaire As far as I know, all the streets are located in the Village right of way which the Village already owns, so this is not applicable for this project. Motion by Dan Quinn to approve the Acquisition/Relocation/Demolition Questionnaire. Second by Richard Brander. All board members voted yes, no opposed, motion carried.

L. Non-Violent Demonstration Policy –

M. Resolution to Adopt Excessive Use of Force Policy (Resolution # 2017-06) This Resolution says that the Village of Lone Rock does not promote violence or excessive use of force when protecting our laws and ordinances. Motion by Dan Quinn to adopt the Non-Violent Demonstration Policy and the Resolution to Adopt an Excessive Use of Force Policy. Resolution # 2017-06. Second by Corey Ewers. All board members voted yes, no opposed, motion carried.

N. Matching Funds Commitment Letter from local bank – The clerk said we are only able to get 3.25% on the loan, because it is in a different category than the loan for the fire station addition, which was 2.75%. Bart said we can still look for different terms and dates on our loan. We are not tied to this. The CDBG app says you have to prove you can come up with matching funds. It’s a way of showing that we can get the matching funds, and is simply a formality.

2. Safe Drinking Water Loan Program Application – Proposed Water System Improvements Project

This is not the CDBG grant. We have already signed and dated the necessary paperwork for the CDBG grant application. This is for the Safe Drinking Water Loan Program through the DNR. On June 20th, I will be coming back here with approvable plans, specifications, and the Safe Drinking Water application. We won’t have to go through as much stuff then as we did tonight, partially because two of the items, A and B, are the resolutions I have in front of you. They are very similar to what we just approved for the CDBG app, but it is a separate program through the DNR and requires separate forms.

A. Authorized Representative Resolution (Resolution #2017-07) The Authorized Representative Resolution authorizes Village President to act on behalf of the Village in signing the documents. Motion by Harry Pulvermacher to approve Resolution 2017-07 Authorized Representative Resolution authorizing Dean Ewers to act on behalf of the Village in signing the documents. Second by Corey Ewers. All board members voted yes, no opposed, motion carried.

B. Reimbursement Resolution (Resolution # 2017-08) If the DNR monies come through, and if you start the project and pay money out of our own accounts, by Federal rules, the DNR cannot reimburse us for anything we have already paid out, UNLESS we have this Reimbursement Resolution. In order to use the DNR grant funds to reimburse our own account, we need a motion to adopt the Reimbursement Resolution. Motion by Corey Ewers to approve the Reimbursement Resolution # 2017-08. Dan Quinn second. All board members voted yes, no opposed, motion carried. You cannot be reimbursed for any of the grant writing services, but the rest of it, you can.

C. Approval of Safe Drinking Water Loan Program Application for submittal to DNR. Will do this on June 20th. There will be other things I will need from you, Karen, but I’ll give you a week to breathe, and then bombard you with some more.

Bart thanked us for our interest in the program, and asked for questions. Dean said when we are running the lines to the houses, is there any way we can do the sewer laterals, too? Otherwise, in a couple years we would be digging up new pavement to replace sewer laterals. Probably fifty percent of them have been replaced and are PVC, but the rest of them are old, part of the old (Orangeburg / original??) Bart said, yes, you can, but it would add to the project price by roughly fifty thousand more. At some point in time on the final plans Bart needs to know what ones it would be, or even just how many there are, so the contractor can bid appropriately. Let’s assume we get the money, go forward, and by this fall look at what needs to be done, or say ten of them need to be done, we can come up with a price per unit. Dean said every sewer line is run with the water line to the houses. Where we have 31 water lines, it would be sewer laterals included.

June 20th, the Safe Drinking Water App. In August we will know if we got the CDBG, and in October we’ll know if we got the grant from DNR. By the November or December meeting, hopefully, you can decide how you want to proceed, and hopefully I’ll start doing the final plans. Brander said he will not be here for the June 20th meeting. We just need a quorum.

Meeting adjourned at 8:09 P.M.

Respectfully submitted,

Karen J. Kampen, Clerk