Plan Commission - Regular Meeting

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Sometimes I carry cards, but Very nice.

Yes, ma'am. I can't I don't think I have one in this bag. I think in my other briefcase I might one of my other accepts a copy of her driver's license otherwise who you are.

Huh? Eric. I've only got I've only got one more left. You didn't Yeah, it's all I heard

Good evening. We're going to get the meeting started for May 14th for the joint plan commission and village board meeting. If you'd all stand pledge allegiance, please. To the flag of the United States of America and to the for it stands one nation indivisible with liberty and justice for all. Thank you. Roll call. Fine here. White here. Niles here. Nelson here. Heckers here. Dable village board Stigler here. White here. here. Adams here,

here. Very good. Verifying uh open meeting law and compliance check that the agenda is posted properly on or before May 13th. Yes.

Very well. Uh up next in the agenda is citizen comments. If any would like to come up and speak, you can one at a time. Come up to the microphone, give us your name and address, please, and then give us your comments. Sandy, West 230, South 3827 Milky Way Road. Um, the only thing I'm going to comment on is the uh recent addition to the agenda. I think it's item I um for asking for an extension for the Hansen non-compliance. It's out on Arcadian. Um, I've driven by it a number of times. um it's not an attractive uh place to look at. But the things that concern me about this this applicant and this particular application is um when they first wanted to use that site, they um they wanted to move stuff on the property before it was actually ready to be used. I can't even remember if that happened or it didn't happen, but now it's got all kinds of stuff that shouldn't have. And and they asked for an extension Monday after having had the notice back 30 days prior. And I have no information as to what's been accomplished in those 30 days. So, I don't see how you can not give them the extension. I mean, you give extensions to everybody, so you're going to have to do that. But I certainly would be tight about it and and make sure something gets done promptly because it's been there a long time and it's a mess. Thank you very much.

Thank you. Anyone else? Okay. Hearing none, we'll move on. Approval of the previous meeting minutes from March 12th of 2026. It's in your packet online, iPads, whatever you do with it. Any corrections or anything to be made on it? If not, motion from the plan commission to approve. I'll make a motion to approve the March 20 March 12, 2026 plan commission meetings. Second. All right. It's been motioned and seconded. Any discussion? Okay. Plan commission. All those in favor of approving the minutes for March 12th, 2026, say I.

I. I. Anyone oppose? That carries. Village board. Same. I will make a motion to approve the March 12th minutes as presented. I'll second it. All right. Motion and seconded in place. Uh any discussion? Okay. Hearing none for the board. All those in favor from the board uh say I. I.

Anyone opposed? That also carries. Okay. Discussion of possible action items up first. uh site plan and plan of operation for uh Patrick Salter uh doing business as Aerionics build for the property located at South 30 West 24670 Sunset Drive Tax Key WAKT 1335986 to operate a contractor business specializing in exteriors. Sean,

uh thank you. So essentially this the property and the overhead it's this property here on um Sunset. There's three buildings in the property. Building A, B, and C is what we've been calling them over the years. Um, in building A up front, State Farm insurance is there. Um, as a portion of the ground floor, the upper floor is, uh, building envelope consultants, they take up the entire top floor and then the back portion of the bottom floor as well. So, uh, Arionics build will be on the bottom floor here next to State Farm essentially. The middle building is storage units. There's five units there. Three of them are used by the owner and two of them are rented out. Arionics uh built will also be using one of those storage units. And then finally in the building in the very back uh that that includes Brookens Construction uh Wisconsin O' Conor Corp and Crystal Vista. So there's a number of businesses on these three properties. Uh it is zone B3 which the use is permitted. Their plan of operation essentially again was operation of a contractor business specializing in exteriors including roofing, siding and windows and similar uh within approximately 2250 ft of the ground floor of building a in front of the property. They'll also use utilize one of the storage units as I mentioned for non-hazardous building materials and tools. Uh three employees um they'll have a pickup truck for each employee. hours of operation Monday through Friday 8:00 am to 5:00 pm. In terms of parking on the site, there is 36 parking spaces on the property um of which 28 are currently uh reserved for existing businesses. So they're required uh based on their square footage um to have an additional eight spaces. And so that brings us to 36. And so the parking would be maxed out on the property, but there is enough. Um there isn't any signage proposed at this point. Um, so if they do propose any signage, they'll have to come back um for those

approvals. So that's it. Okay. Petitioner, you're here. You come up to microphone if you have anything else you want to add. Just give us your name and address, please. Uh Joe Cook, 1650 uh McDonald's Drive, Oakbrook, Illinois is my technical permanent address. My local address is 9631 West Harrison Avenue, West Dallas, Wisconsin. I'm his 50-50 partner with Patrick. Okay. Anything you want to add beyond what Sean's already given us for details?

He spelled it out pretty clearly. Um I know contracting sounds like trailers and trucks, but we're a general contractor. We have all of our crews provide all of our dump trailers and trucks. So really nothing planned on being parked. We like to keep it really clean, more of a display office, not uh a dumpyard. comments, questions from the commissioner of the board. I'm glad you added that part about not having all the stuff around because we have some issues with that. Thank you. Contracting, you sound you see shingles and you hear things, but uh all of our crews have their own dump trailers. They take them straight to the recycle facilities and then take them home with them or to their shops. So,

thank you. Okay, commission. Make a motion to approve. I'll second. Okay. Any other discussion from the plan commission? Mr. Chairman, can we just clarify that that includes the conditions? Yes. Correct. Very good. All right. Hearing no uh discussion from the plan commission. All those on the plan commission in favor say I. I.

Anyone opposed? Carries. Village board. I'll make a motion. We accept the planning commission's recommendation to approve the business uh site plan of operation. Okay. I'll second. Any discussion from the board? All right. All those in favor on the village board of approving the site plan and plan of operation as discussed say I. I. Anyone opposed? That carries. Thank you. Thank you. Sure. Keep it simple for you.

All right. Right. Up next, discussion of possible action for the site plan plan of operation request for petitioner Adam Hurdle doing business as American Architectural Group on behalf of Enterprise Mobility for the property located at West 226 South 1700 Highway 164 tax key WAKT1298985002 for modifications to the interior layout, updated architecture, and installation of a ADA route. Yeah. So, Enterprises uh there because they're building up there has been in front of us a couple times last year in April to modify their site plan of operation. I won't go into all the details, but it is in the staff report. They had a bunch of interior exterior models that they were doing. Um and the addition of car rentals. So, they were in front of us in April and then back in front of us in August to make some uh changes. And they are back again to basically accomplish a few things. They're going to do a few other changes to the interior um spaces. Um they're adding an ADA accessible path essentially on the west side of the building and then the south side of the building. And then they're changing some of the the previously improved approved improvements on the south facade which is this. So there's a little more architectural detail than last time around on this. They're also replacing the existing metal um vertical siding. So, they're they're replacing that on the south side. And then on the north side of the building, they're replacing some new windows, new storefront, and then again some new metal siding on there as well. So, it's it's pretty similar to what's there. This the plan of operation is not changing. The only site change that they're doing is the ADA accessible path. Um, and you know, the the the improvements to the facade are better than they were the last time around when they when they came forward. Craig, I don't remember. Did you have anything to add on this one?

I do not. Okay. So, that's really it. All right. Anybody from the petitioner here? You come up same same as the last one. If you want to speak at the microphone, just give us your name and address and anything you want to expand upon. Uh, Adam Rosequist. Um, our address is W226, um, South 1700 Highway 164. Uh, they summed it up good. Hopefully, we don't make any more changes. So, that's pretty much it. Any questions, Board Commission? I like the improvements that you made. I think it's necessary, so that's good. So, I think it looks good. Sweet.

I'll make a motion that we approve the site plan operations with the staff's recommendations. Okay, I'll second that. Any discussion from the plan commission or the board? Is this still automotive related or or the the mobility part of this? Is that still automotive related or what is this? So, mobility is like our like overarching brand kind of behind the scenes that holds Enterprise Rent Car National and Elmo. So, like our corporate title is Enterprise Moability. So it's all rental car stuff. Yeah. Okay. So there's still some sales on that side too, right? Yes. Yeah. Or Yeah. Enterprise rent a car car sales. Okay.

So good. Thank you. Okay. Any other discussion? Hearing none. Plan commission. All those in favor of approving the site plan of operation as requested uh say I. I. I. Anyone opposed? That carries. Village board. I'll make a motion to accept the recommendation of the plan commission. Any other discussion? Okay. All those in favor on the village board of approving the site plan and plan of operation as discussed say I. I. I. Any opposed? That carries as well. We're good there, too. Thank you, folks. Gentlemen.

All right. Up next, discussion on possible action on site plan. Plan of operation request for petitioner Rebecca Fedek doing business as Tall Pines Conservancy for the property located at West 270 South 5745 River Road Tax Keys. There's three of them. Uh 141799, 142299, and 141999 for a land preservation and education use. So, I I was wondering I I I'd like to give an introduction to this, but there's a lot here and there's a there's a big packet that was submitted by the petitioner. So, maybe I can just introduce it and then we can have the petitioner kind of give an overview and I can fill the blanks or answer questions after if need be. Um, so we were working on the uh in conjunction with tall plans conservancy the changes to the zoning ordinance in the A1 zoning district that allowed this particular use which is land preservation and education does allow a site plan of operation approval. um as part of it, which is what they're requesting tonight. Um the the property out there, so it's essentially this property. There's a little corner triangle here and then kitty corner to it. There's another large property here. So, the use itself um requires at least 200 acres to even qualify and to be able to to apply for this use as part of the definition that we set when we put in the ordinance. Um, so there's there's an existing residence out here, which is here. Uh, existing historic barn, several outbuildings, agricultural outbuildings, uh, the existing driveways, um, egg fields, open land, natural areas, and then obviously the Fox River is through there. So there's wetlands, flood planes, and other environmental corridors as well. And so what's described in their application, what they're calling the Ravens Home Farm Preserve, uh is described as a conservation property owned and managed by Tall Pines Conservancy for the purposes of land conservation, environmental education, and community engagement. The property will function

as a working conservation landscape that protects farmland and natural areas while providing opportunities for education, stewardship, and limited community programming. Um so um that's what they're trying to do. They want to do it in two phases essentially. They want approval for both phases tonight um for the use uh but they'll be coming back for more with more details uh when they're actually ready to build after they do some fundraising etc etc. So phase one will include reuse of a portion of the existing residence. So bas basically this portion here will be used as a field office um or field station for their for their staff. The remainder of the house would be continued to be rented as a residence. Um there'd be stewardship activities and conservation educational programming on the property including outdoor special events with up with less than 50 attendees. Their community gardens would be on the property and then the seasonal non-farm storage which would take place in this building here and then a portion of this building here as detailed in the report. Phase two would include the full restoration of the barn um which would be the the conservation education center uh and then the expansion of educational programming and indoor gathering space as well. And then some of the previously used space for the storage which was here would be used for livestock or farm incubator space. Um and they're thinking potentially 12 to 24 months following the the initial approval depending on their fundraising. Um the home itself would be continue to be used as a as a residence um but might shift gears to be used for the TPC employees or farmers involved in the programming on the farm. In any case, it'll it'll function as a single family home with, you know, one kitchen and that kind of a thing. It won't be a multif family residence. So, they're asking for approval at this point, and they'll come back with the barn renovation plans, uh, the final parking lot and driveway design, including river

access and parking, their final landscape plan, exterior lighting plan, and then the final refuge, recycling, placement, and screening. Right now, there's uh behind the house is where where would be located and they continue to use that until their further approval. So, as an introduction, that's all that I have and maybe we can ask the petitioner to come up and speak more. Hi again. Um, Becky Fedek, S54 W315000 State Road 59 North Prairie. Um, I also want to acknowledge because this is a really exciting step for us in this process. I also have my colleague Paul Muer who is our land protection manager here and he and our colleague Jessica Mashleski were kind of instrumental in putting some of the details together on this. So I just want to acknowledge their efforts um at this stage in the process. Um, building on what Sean was sharing, the reason we're asking for two phases is because there are things that we can be mobilizing right now in terms of just some of the um more outdoor related education and volunteer activities that we want to be doing as well as um leveraging Ravens Home as a place where we can bring supporters and donors out to kind of get them on the land and get them excited about what we're doing. Um we're requesting that initial uh approval for the second phase which include the buildout of the barn just so we have some assurance that there's support from the village for that before we go out and fund raise for um the improvements to the barn. Um, so this is a really rough kind of conceptual design that we worked on that we'll use as part of our fundraising efforts to kind of demonstrate um how the barn would be laid out parking as part of that phase 2. As Sean mentioned, there's a lot of details with regard to the specifics for

the parking, the details for the design that um we would still need to work through um as part of a more detailed design uh through our fundraising efforts. But hopefully this provides at least a general concept um of what we're looking for. Um I think I'll stop there and just see if there's happy to answer any questions. If it gets into too many specifics, just warning Paul, I might pull him up to to answer some of those as well as it relates to the programming. But um hopefully that provides a little overview of of what we're looking for.

So I guess I'll just jump in again. The way I organize my staff report, if you remember when we looked at the ordinance itself, we had a list of conditions that were in there. The first part of my report basically goes through each and every one of those conditions and kind of speaks to how what they've submitted meets those conditions. And then the actual approval conditions are reorganized differently to be a little more conducive to, you know, looking at the actual requirements based. It's it's grouped by, you know, like special events, by storage, etc., etc. So, it's in a a more a neater fashion to kind of be able to enforce the conditions or approve the conditions. So, I mean, if there are questions about special events or storage and we should we should address them, but you know, from my perspective, what they've proposed meets the requirements of what was in the the approved ordinance. It's just, you know, whether or not, you know, they've laid out some things for special events and what they're thinking about terms of types of special events, number, number of people, etc. So, it's laid out in there. If you have questions or or comments, um, we should get into it.

All right. My question board, when they come back to start renovations of the barn, they're going to have to pick a final plan and get approval for that. Correct. Because I mean, in the packet, there were several alternatives. There's se there's several alternatives. Yeah. what what they're asking for now is just the use to be approved according to the conditions laid out in the report and then they're bringing back all the details of the actual site plans and barn renovations.

Yeah, we wanted to provide the options just to give an idea of the concept that we're looking for. So, we at least, like I said before, know that there's a level of comfort with that general concept knowing that there's a lot of details that would still need to be worked out. But it just allows us to um go forward working with our donors and supporters with some level of confidence that what they're going to be funding will eventually be approved

and then the office area that they want to start using now. Is there a floor plan for that or is how how are there any modifications to that? I mean this whole thing was set up that house and everything was set up as multifamily house. So we don't have any plans for that. Yeah, that space. So that's Yeah, right where the cursor is right now is basically just an open floor plan. There's an old kitchen in it that we don't use, but basically it just allows our field team when they're on site to be able to operate, have a desk there where they're using that space. There's currently not a restroom um in that space, but uh we've had a plumber come and look at it and there is a space where uh it I think it had a toilet previously or it's plumbed to have a toilet that we would install one in for the purposes of staff that would be separate from the residential unit.

And then the residence was going to be a single family residence again. So that's been modified back to single family rather than multif family. So, right now it's a duplex. If we moved into that second phase when we had more things going on, we've had a lot of conversations about it being used for staff or if we had um we want we're looking at a farm incubator program where it could be housing for one of the farmers that's working the land. So in that phase two, I think the vision is that that would shift in terms of that use. But right now for phase one, because we're not using it for for housing for staff, it would still operate as that duplex that it is currently. That's a good good point because I wasn't aware. I thought it was a single family home. Sorry. It's a duplex.

Okay. So it would remain a duplex then. Yeah. As part of this. Got it. Yeah. At least for the first phase. Yeah. others, comments, questions? I think you got a lot of good stuff going here. Um, I think it's a good opportunity for this property. Thank you. I really like it.

So the phase two that conceptual layout design obviously we're not going to be able to approve but obviously we can see kind of what you're thinking and whatever. So you have obviously have to come back you already know that whatot but um it looks good. Um I'm u it's a great thing I think for the community here. couple comments that um I don't know if you want to speak to them or not.

Yeah, I had some thoughts and I as I shared some with Sean that he incorporated into his report. Um but I think most of them are going to be more appropriate when they come back and submit their full site plan for phase two. But um I guess my my initial thoughts just on kind of general layout of the site. It appears, you know, and I'm basing things off of a conceptual um rendering here, but it appears there's probably going to be more than an acre of disturbance between the parking, the drive, some of the other improvements. Um and so that would kick into post construction storm water management. So just making sure the area for that is dedicated, you know, somewhere on the site because you you'll likely need some kind of a retention area. And then um the you know the county's um I think that's a county highway you're you're gonna be building the the new driveway off of and and a budding. So they have certain requirements for traffic impact analysis. So just make sure you know you touch base with them because that obviously could um impact your timeline and things like that. I think those are some of the bigger concepts that I thought of initially just looking at your plan.

Yeah. And I think there was this part of the concept for the the county point at least kind of distance between the new drive and the exist. So I think there was already some consideration there but yeah we definitely engage the county as part of that next phase. Could there potentially be an excel and del lane requirement as part of that? There could they have specific requirements for you know when they'll take a look at it internally from a traffic perspective. So just make my comment was I guess make sure you touch base with them because they'll tell you those things if if you need you know specific traffic control or different lanes depends on you know how much traffic you're anticipating obviously

and some of that and that's where the second phase not knowing we tried to air on the side of kind of what the potential could be but depending on those kinds of limitations it might then scale back some of the activities that we have depending on what the the impacts might be for traffic for example But those are just details that we we don't have at this time.

Oh, you were talking about putting a bathroom in that possibly into that front part of the building there for use for employees. Yes. Is there going to have to be a separate septic for that? The county will have to weigh in on that. Okay. You you'll have to check with the county and sanitary. So, I would think if some of the other buildings are going to have restrooms, too, you're going to need a bigger septic system.

Yeah, I would imag especially once we get to phase two, um I we'll talk with the county. I would imagine for the the use that we're anticipating for that phase one just for staff, um it would be limited use anyway. I would anticipate that additional septic wouldn't be needed, but we'll touch base with them on that. under uh your staff recommendations then for uh item was it seven that's related to if it's a single family or duplex. So you're going to intend on renting both sides whether it's staff or a rental unit.

So for phase one the intent is that it would continue to remain as a duplex. Once we get into phase two and we've built out the barn um with that incubator space, that's when we would likely revisit because we'll at that point ha have staff on site more full-time, have farmers that we're working with that may be able to utilize. So we would completely revisit what that housing looks like, whether it remains a duplex or a single family, and then things like septic, all of that will play in at that point. Sure. So I guess I'm just noting that if and when we make a motion here tonight then as far as recommendations go that'll need to be noted as number seven is which I'm sorry I'm not and on which page

I'm looking on page six very last one it should be like 1B7 if I'm reading it correctly says existing farm residents for general rental or use by TPC employees and it says it would be limited to a single use or a use as a single family home. Oh got it. Correct. Okay. So, that would just need to be changed to be a duplex.

Mr. President, uh this might related to that. Um this is an extensive report. Very well done, of course, as John always does, but uh I think there are some legal uh drafting things that that uh we'd be happy to look at. I know in just in talking with John and getting briefed for the meeting, he uh singled out a few things that he might like to state u a little more clearly uh given the extensive uh nature of this report. So, that's something if if the board would like to refer to my office uh for final drafting, it the um it could be approved subject to the staff conditions being put in final form by uh the village attorney.

Okay. Do you know what specifically he's looking at?

Uh I know some notes on it. Uh the first one uh concerning the residential uses could be more clear. We've already talked about that. Um alcohol use at special events. Um the application form says all proposed uses occur primarily within existing buildings, but later uh it talks about minimal expansion and so forth. And again, that's just drafting. Um, will there be limitations, restrictions on when individuals can access the property to use the community gardens? I I don't know whether that's an exhaustive list. It's just some thoughts that arose in reviewing the staff report. It's up to you whether you want want us to to review the drafting, but just put it out there. Okay. Thank you. Other discussion and or a motion from plan commission. I'll make a motion that we approve phase one with the planners and engineers comments and referred to the attorney for proper editing. Is that a good term? and then uh conceptually approve phase two to come back for a final approval. But a conceptual liking to phase two

and then that includes the modification res. All right. Any other discussion? by commission hearing. None. Uh motion on the floor to recommend approval of the site plan of operation for phase one and the conceptual for phase two to include the staff recommendations with uh discuss modification of the residential portion. Then the final edit by being reviewed by the village attorney. All those in the plan commission say I. I opposed. That carries village board.

I will make a motion that we accept the planning commission's exception of the plan of use with all the additions and modifications listed. Okay. Second that. I'll second it. You did. Go ahead. Not the same. I'll second that. Okay. Any other discussion? Village board. All those in favor say I. I. I. Any opposed? That carries as well. Thank you all very much. Really appreciate it.

Up next, discussion of possible action site plan and plan of operation amendment request for petitioner Steve Schuler. Uh Sketch Works Architecture on behalf of Midwest Drilled Foundation and Engineering for the property located at West 270 South 2955 Highway 18. tax key WAKT1327998001 to expand the shop building to the northeast by 24 ft. Sean.

Okay. So, pretty simple. This was originally approved in 2023. Um modifications or zoning permit issued in 2024. Um they were just back in November 2025 to make some adjustments to the footprint of the buildings, change the architecture. So, fairly recently. And then construction is underway and they realized they wanted more shop space. And so this yellow area as they've identified extends to the northeast. That's an additional 24 ft of of space uh comes out to about 234 square ft in total. It's already impervious surface. Um those are the overhead doors essentially the the docks of the building or where you come into the building. So they're not impacting impervious surface or storm water. Um they did submit some updated architecture as well. Essentially, this is looking at the north side of the building. So, this is the expansion. Again, it's just a metal expanded building there um to the to the northeast. Greg, I know you had some initial comments about storm water.

Yeah. So, Sean mentioned um they're really just replacing pavement with building. So, no impacts to hydrarology whatsoever. Um my only comment in looking at in this was um in moving the building or expanding the building by 25 ft. they were expanding the building to where there was shown as storm sewer running. So, I wanted to see an updated utility plan accounting for the change in the storm sewer system as well, which they have since submitted to us and um looks adequate to me. I really have no issues with with the uh revisioner to the building or the storm sewer system whatsoever. Does this here?

Yes. And so it it runs directly Yeah. I guess to the to the northeast of the building. They just moved it 25 ft to account for the building expansion.

Okay. Petitioner, same as before, name and address, please, and you can discuss further.

Uh Jean Shitty, 200 South Perry Avenue. I'm the owner of Midwest Foundations. Um, so when you get married, when you first get married with your wife and you're single and then you have one kid, you know, you get the two-door car and then you have your third kid, you get the two-door car or four-door four-door car, and then when you have five kids, you decide I should got the caravan. So, uh, I need to make the shop a little bit bigger, please. So, um, I was telling Sean that sometimes you just don't know the space and then the foundation walls in for the original. I went out there, I'm like, it's just a little bit too small. So, I appreciate your time and effort of reviewing this to get me on the agenda tonight. So, thank you all.

Yeah, just as a note for you all, um, this did come in kind of last minute as far as getting it on tonight's agenda. Uh, we discussed it at the staff meeting and based on it being what we'd refer to as more or less a minor modification, it's not real great as far as the the changes that they're making. That's how we were able to make an exception to our normal uh rules to be able to get it on tonight's agenda. Discussion, comments, concerns. From looking at the progress you have out there, I imagine the footings are already in. Yes, sir. So, we had the wall saw cutter out there on Friday, last Friday, cutting down. So, okay.

I'll make a motion to approve based on the recommendations. Okay, I'll second it. Discussion from the plan commission or others. All right, hearing none. Plan commission. All those in favor say I. I. I. Anyone opposed? That carries. Village board. I'll make a motion. Go ahead. I'll make a motion to accept the recommendation of the plan commission. You want to second it then? Sure. Second it. Okay, time to go closer. There you go. All right. Any discussion? Very well. All those in favor of village board say I. I.

Anyone opposed? Carries. Thank you all. Have a good evening. Continue with what you started.

All right. Ajournment of the plan commission. Okay. already.

All right, you're adjourned.

There we go.

All right, moving on. Village board discussion of possible action items. Rukurt Milky, proposal for MS4 compliance assistance. Okay. So, as everyone's aware, we do decent amount of work every year to make sure that the village is in compliance with their municipal separate storm sewer permit through the DNR, also known as an MS4 permit. Um, came last month, the month before, and presented the annual report, which we submit every year to the DNR just uh the the state of the village's compliance with a handful of of programs. I think there's six or seven programs. Um the permit that the village has through the DNR runs in five-year terms. The current permit, the term started last year. And so we're in the middle of this the current five-year term. And there are certain due dates for what the DNR is requiring as program updates for certain programs during this 5-year term. Um the first deadline of which is November 1st of this year for program updates for the construction site pollutant control program as well as the post construction storm water management program. And so this task order we're presenting to the village is basically to complete that work by the November 1st deadline to submit to the DNR to make sure the village is in compliance. the construction site pollution control portion of the work. We um submit a written program. Some of these items the village has done in the past. Um to be frank to some of these items the village has not done in the past and we're we're kind of playing catch-up to get the village into compliance. And so the the written program portion of the construction site pollution control program consists of um a summary of erosion and sediment control plan review and permitting procedures, inspection procedures, enforcement procedures, and training procedures. A number of those

things that the village relies on the county for. So that portion will be somewhat brief, but we still have to go into what those procedures are for the DNR. And then we have to document um the measurable goals for the program. So construction site pollution control measurable goal the method to establish those goals um intended actions to achieve those goals and then metrics and measure progress following implementation of actions. So just going to be a singular document we submit to the DNR kind of summarizing that program um and and what the vill's procedures are for that program. Um the second program they're requiring an update for is the post-construction stormwater management program. This is another one the village relies on somewhat um from the county. Um and so the written portion would consist of um plan review and permitting procedures, inspection and maintenance procedures, enforcement procedures, and then an inventory of all public and private best management practices throughout the village. Um and then again we would go through the measurable goal documentation similar to the other program. Um the work itself is not very lengthy, not very intensive. Um we'd like to get this done sooner rather than later to make sure we're in compliance for these programs. Um and what we're proposing to do is put these together as quickly as possible for a fee of $3,500. Anyone have any questions about this or MS4 in general? I'll make a motion to uh

pass on the MSA for construction site pollution control the post construction storm water management for a fee of $3,500. To clarify, you're approving. Yes. Motion passing. No, we're not gonna do that. Sure. Sorry. We're just sign. Okay. To approve. Okay. Is there a second? I'll second it. All right. Other discussion. Okay. This is absolutely required to have this done. Is that right? I understand it. Like, yeah, it's due November 1st. Yeah.

I mean, is this different than the last MS4 report you just did last month? That's the annual report. So that's kind of a summary of each program. Um that happens every March. This is

um there's essentially seven programs that we report on in the annual report um which consists of you know all these different procedures for inspection, enforcement, maintenance and you know review and permitting procedures. Um two of those two of these documents are due this year. So they they want every community that has an MS4 permit to update, you know, the written program and submit to the DNR by November 1st. So that's the deadline this year for these two programs, two out of the six. Okay. We want to be in good graces with the DNR.

Tell me about it. We want to gamble with them. All right, you made a motion and it was seconded. Al motion and Roger second. Any other discussion? All right, all those in favor of approving UR Milky to assist with this uh compliance for MS4 as discussed with the fee as discussed say I. I. Anyone opposed? That carries. Thank you. Do you want me to stick around for Tanale? Uh totally up to you if you want to. We can talk about it. Sure. Sure.

Okay. All right. Up next, uh, items B and C related to solid waste handling and recycling agreement presentation by a GFL environmental. First, you can sit next to Greg if you like, or you can stand at the the podium there. Either way, I'll just stand up. No problem.

For those of you that don't know me, my name is Justin. I am the government contracts manager for GFL. Um I was previously a I had a different title but the same role with the previous company we're contracted with LRS Badgerland disposal. So I came over um to GFL on board with them uh as part of the acquisition that occurred last year. So I am kind of the direct contact person for the village. Um I'm in constant communication with both Chris and Beth um for any day-to-day issues, comments, questions, concerns that they're hearing. Um I'm the direct contact person for them. So, our contract is set to expire at the end of the year this year. So, we put together some terms and some updated pricing for you for a 5-year extension that we're proposing. Um, long story short, essentially looking to keep everything as pretty much the same as far as the services are concerned. So, we'll continue to service the existing carts that all of the residents um in the village have. We'll continue servicing the trash and the recycle. So, the trash will be on a weekly basis um in accordance with the current schedule and the recycling on an every other week basis. Um there is one thing that I want to mention and I've already had um discussions with Chris about this. Um if in the event we are able to work out an extension, the only change that I think we would be looking to make as far as the services are concerned is we were taking a look at the overall efficiency of the way that we're running the the routes in the village. and one of the days, the Tuesday day in particular, there are more stops on that Tuesday day and we have some availability on Wednesday. So, kind of looking to even out the routes a little bit. There'd be approximately a 100 homes on the Tuesday route that we would be looking to change to the Wednesday route, but with the exception of that, like I said, all of the same services um are still included. I know the village was and this was something that there was an addendum um put in place before my time at LRS um after the

original agreement with LRS Badgerand disposal was put into place. Um there was a hall rate on the yard waste um rolloff containers for the drop off. So those were previously going to a different location. The village entered into the agreement with certified product. Um, we ultimately put this addendum in place that said that we would haul the yard waste at a cheaper rate than what was previously identified in the original agreement. Uh, there was some discussion with the previous representative of doing an early extension at the time that that uh, addendum was put into place. I want to say that was early 2024, which was right about the time that I actually joined um, LRS as part of essentially your guys' direct contact person. Um, so that ultimately did not end up happening, but I know there's been discussion about possibly having certified handle all of the the yard waste. So, currently we have a GFL staff member that's on site checking permits and essentially just making sure that those containers are not uh contaminated during the drop off. So, what we did is we so the yard waste was included in the original agreement. So, what we did is we gave two options. One of them is for it it lists out the the hall rates uh for each of the five years for the extension that we're proposing. So, if the village wanted to to go that route, if we were able to work out the extension, um those are the rates that you would be getting for the for the next five years versus if you I know there's hasn't been any decisions that's been made yet, but if we wanted to maybe do like a a separate agreement just for the yard waste, the the rate that we have listed there on the proposal that hopefully everybody's had a chance to take a look at, um it's the same hall rate that you're currently paying for the first year. It's just we if if the contract was on an annual basis, we would look to um adjust those hall rates based on whether or not the village wanted to enter into multiple agreements with that or if you know at the end of 2027, hypothetically speaking, if you were looking to go a

different route, then it's not included in the the proposal. Where is uh 26 as far as pricing proposal goes? It shows it's what uh trash is 803 recycling 177 blocks 98 such for that. What are those numbers compared to compared to 2026?

Uh so those those are the 27 numbers. It is equivalent to a 2.88% 88% increase from the the 2026 rates. So, previously in the original agreement, I believe that those were set at 2% fixed increases. Um the you'll notice that the average disposal that has increased during the original term um the original agreement that you're currently in, I want to say disposal was at 352 and that same language was included about it being variable based on the the 5-year disposal average. Looking back, the the village never experienced an increase with the disposal. So, the disposal is increasing on the the proposal here from 352, which is what you're currently paying, to to 363, but we tried to keep everything pretty much the exact same as as how it was written in the original agreement. Um, so the the pricing breakdown is is the exact same. Like I said, reflective from 2026 to 2027 is a a 2.88% increase. So just slightly higher than the original agreement.

Can you discuss the uh fuel searchcharge table? That's new, correct?

Yeah. Yeah. So that's uh that's something that's been a big topic of discussion. I'm sure everybody is aware of the the current state of the cost of fuel. Uh cost of fuel has been continuing to to go on the rise and there was not any language in the original agreement for there being a fuel search charge. So that is something that we would be looking to incorporate um in an extension. So there's a fuel table that has been included in there. You'll see that uh there would be a sir charge that's charged on a per unit basis. Uh if the cost of diesel fuel the average cost of diesel fuel were to go above $4 per gallon. Currently uh we are seeing that that fuel is over that threshold. But um the the cost of fuel along with the cost of everything else as you guys are are well aware you know the cost of labor, the cost of equipment, the cost of disposal uh everything has has been steady on the rise. Uh fuel is no different. So just looking to include a little bit of um coverage in there for us as far as the fuel is concerned just because that goes towards our overall operating expenses and kind of eaten into the the the big picture for us. So that is one thing that would be included that was not included in the original agreement.

And as far as the yard waste portion, just to verify what you were saying there, we can approve this tonight without that included. Can we revisit that if we choose not to tonight?

Yeah. So there's there's two options on there. So if you didn't want to have that included in the in the agreement, then at the end of the original agreement that we have in place right now, 2026, if you guys were looking to do something different in 2027, it could be excluded entirely. We could work on an annual like a separate contract just for the yard waste and do that on an annual basis. Or if you wanted to include it the same way that it's included in the original agreement, you've got the pricing in there. you you know the per hall rate that you're seeing for the for the 5year that's the the breakdown if it were included in the in the contract questions yeah I'm going to go there go ahead

last contract when we got done that the biggest complaint I had was from people wanting an up to drive service is that available or not is that yeah so that was that should be included in the original agreement the the up the drive service. It's it's I couldn't get it to do it because I had more people complained about it. So that it it does get very tricky. It's something that we can we can work with you on essentially if there are um extenduating circumstances. Typically there's a couple of things that that we need to do in order to be able to approve an up the drive serve service.

Well, you're talking about people handicapped or something. Correct. I know that was in the this one. I get that. But is there another thing that people that aren't handicapped? Are you offering enough to drive service that's extra? I'm not saying that we paid that. But the previous uh hauler that we had cost people extra to have somebody, you know, run a card up whether they were handicapped or not.

Uh I don't I don't believe I don't believe that we're we're looking to have that included. I got I was president back then and that was my first month on the job and they were just tearing me apart after we just had a new contract and want to know why we weren't having that this time as we had it in the previous contract. So I'm just asking if that's available again or not. It's not available evidently. I I could go back to my team and and ask them, but I as it's written right now, no, we would not be including that unless it was the situation of a disability or you know handicapped resident. Okay. I'm not president anymore since you had I agree with Bob on that. I I think there's going to be a lot of people that would want it. But they did. It was on a personal basis. I mean,

it was per resident whether they wanted to do it or not. They were the ones that paid the extra. They paid extra for it. Yes. It wasn't on the taxpayers. It was on there. I think you're going to find out there's a lot of people that would do it. But

they did back then. I'm just going there because this contract is new again and I my hands were tied on the last one and we couldn't do anything about it, but kind of trying to avoid the onslaught of problems this time. My second comment is, do we want to enter into a five-year agreement? Normally, we don't do that. I mean, we usually try to go maybe three or so, but I don't know. This what what was our last one? Was it three? Five years. The last one was five. Was it five? Time flies. Okay. When we did that one corrected,

when we did the last one, I was I never have to do another one to be honest with you. I thought it was three. Okay. I just have a question with you. I know you said you're gonna it's not that big of a deal, but 100 people might be go from Tuesday to Wednesday. You don't believe how many people say, "Hey, they didn't come to my house at 8 o'clock. They're two hours late."

Seriously. Um, how soon do you think you're going to do that if you would take take this on? So, if the the village did approve um an extension, we we would work on that internally and and work with the village to to get communication out, whether it be mailers um you know, it's only a hundred homes. So, I know it's it's not that much in the grand scheme of things, but it does there will be a big domino effect of how many people phone calls.

Yeah. Yeah, it is a lot. And I know that that's something that that you guys have have probably felt and probably more so Chris and and Beth than anyone else. But we did have some some changes right after the acquisition where we adjusted you know the customer service center. So I know that was um a big topic of conversation. I had several inerson meetings about that. So I as far as I'm aware um you know the issues from from that change have have settled down and and I think we're we're in a good spot right now as far as the the customer service is concerned. But we we would work with the village to to get as much communication out to those residents affected as we could. Thank you. Yeah. Do you have an idea in mind as far as what what when it would be implemented?

Uh we would look to implement that January 1st, 2027. So we we'd have plenty of time to work to work on getting that communication out. Any other questions for Justin? uh at least one new driver I believe I' I've heard. So we've had some places where people's cans have not been picked up and skipped.

Yeah. So as of the last Yeah. the last couple of weeks, uh Coyote Crossing specifically. That's that's an area that we've been having some issues with. So I I connected with our operations team actually. I want to say that was earlier this morning. Yeah, I think that was earlier this morning. I don't know. It's been a long week, but uh I I connected with my operations team for more information on that. and it was essentially just a a miscommunication internally on which driver was responsible for servicing which area. So that has since been discussed with the drivers and we shouldn't have any more issues in that area moving forward. Okay. What is your time limit in a day? I mean how late do you work or when would the last pickup be roughly?

I mean they try and they try and get done as as quickly as they can get in and get out. I don't know if it's written I don't know off the top of my head. Sometimes it's 6:00, sometimes it's 7:00. It's just different based on the agreement. So, I'm not exactly sure what the the village ordinance is off the top of my head. But we'll we'll like I like I said, we're trying to get get in and get out as quickly as we can. So, at the latest 6:00 in the evening. Okay. So, that's another thing, too. I get those phone calls on a weekly basis, multiple of them, where,

hey, it's it's noon on the service day. Typically, I'm getting picked up at 10 o'clock. What's going on? There's a lot of things that can play a factor in that. It's it's just something you you kind of have to deal with. But it's it's a constant reminder for the the customers and the residents that hey, you know, we're we're still out there. We're still getting you. You know, it I know it's a little bit delayed today than what you're used to, but we still have drivers out there and and we'll get to it before the end of the day today. I I totally understand that. You know, there's breakdowns and whatnot. Things happen. So, I was just curious because I'm normally picked up by noon at the latest usually. Pretty consistent. It's like five o'clock. Yeah, it was the same this week. We're probably in the same route. Yeah,

I got home and the truck pulled up after I got home this week. But I was just curious. It happens. I get it. Trucks break down. Yeah. Some start on fire, all those things. Inclement weather, right? You you name it. And I said, "My concern is if they pick it up, period, launch at 10 o'clock or five o'clock. I don't care as long as it's gone by 9." Yeah. Um, anything else? I will make a motion that we enter into Well, you want me to wait? Well, I just want to look at letter C. That's what I was going to mention too then. Okay. Um, anything else for Justin before you do that?

Okay. So, that was the presentation from from Justin obviously for GFL. Uh the question came up with the county on whether or not we want to in this case as discussed here just go right back into renewing a contract with GFL or if we want to get into the county's um RFP process to where this um service would go out to bid through the county um at no charge to us. Correct, Chris? um that would potentially put it in competition with the other providers that are out there that um could come in and try and bid against GFL for this. So that's why I cut you off just to make sure that that's being discussed before we jump right into approving something.

Don't we solicit bids on our own? Don't don't we mail out for bids for uh I wouldn't recommend it. The county's offering the service for free. So didn't we normally? That's what we did last time. That's what last time was the county because we are part of the recycling unit. They offer that service of charge. Yeah. So, if we go if we decide we want to do that, um we have to not notify the county right away because they they need to have notice before the end of the month um so that we can get added to their to their process.

And when was the last time we went out for a competitive bid on this? I only said five years ago. Five years ago 21 it was all completed just before I started the three garbage companies that bid was waste management which became LRS which became GFL and then GFL had done a separate bid at that time too. So those were the only three companies that had bid and John's bid. Yeah. No, not I see their trucks all around, too. They're around, but I hate to interrupt here, but I was

they we question why they didn't do it, and they just weren't interested in this area at the time. They had enough work already contracted and weren't interested in any more bidding. I guess you were president, you would know. Well, you know, I agree with you because I remember years ago, we had John's, right? Yeah. Yeah. And they were they were great, but

up the driveway and everything. I don't know who does that anymore. I don't even know if anybody does it anymore because at the time when I did the contract, they said that they were all phasing that out anyway. They weren't doing the up to drive stuff. So, I don't know. That's why I just asked that was an option. Well, five years is a long time since we have gone out for any kind of a competitive. I would recommend that we do it just to make sure we know where we're at and how we are going to proceed based on what the market is going to bear. All three that we did were quality haulers. My question is going to be if we do that, can we still go back and take this one if we feel what is just as advantageous or how does that work?

That' be a question for Justin. Are they going to honor it? I don't know how the county works this thing anymore. I don't remember exactly how that would do with that. Uh, no. But if we if we get bids, are we bound to But we can compare those to those. It's just ancess everything.

Okay. I I kind of remember that, but I wanted to make sure timing wise that's why we're doing this

timing timing is the issue because depending on how long that process goes I don't know whether this deal open would you be involved in that RFP I would be the one that is working on putting that together. So, it would essentially just we would have to put an entire new bid together based on the requirements that are that are listed in the RFP if the village was looking to to make any changes to the to the current service structure. So, we would obviously have to then go back and re-review things. So, I would say the the the current proposal that's in front of you right now is is subject to to change based on the information that's provided in the in the RFP.

So, it could go cheaper for better or could be either or. I I

Yeah, I would say that um just speaking from experience, you know, we we have the we have the village uh we have the drivers, we have the trucks, we have all the equipment in place. So, I I would be willing, you know, obviously it's it's up to your discretion if you want to go that route. We would certainly participate in that process. We we value your business, but I can I can speak from just what I've seen and and my understanding of the market. Um the proposal that you have in front of you is going to be very hard to beat from my from my vantage point at least. We we have all of the equipment in place so we don't have to go out and buy any more trucks. um John's Disposal, some of the other haulers in the area, they just recently took over the city. So, obviously, that's upwards of 20,000 households that they just recently started servicing. So, I don't know, you know, I don't work for John, so I I can't speak on that. But same thing with um you know, some of the other competitors, it's just we've seen it just with the the cost of everything, like I've said, has been steadily on the rise. Cost of garbage trucks just in the last couple of years since I since I've been in the industry, skyrocketing. So, the the cost of everything is is going up. But like I said, we we value the business and and we know there was some hardships um along the way with the original term just going from Badgerland to LRS to GFL. Um I I was with LRS. I'm I'm I'm with GFL. So hopefully there's at least a little bit of um transparency and and consistency there as far as who your direct contact is. So I've got the experience from the previous provider and um I think there's something to be said about the the overall transition process. There's just a lot there's a lot that goes into that and we'd be willing to to do whatever the village decides. You know, if that's RFP process, we'll be happy to participate in that. But, um, I that's that's pretty much my my two cents on on that situation.

My question to you folks is who was in charge or who owned the your operation prior to LRS Badger Land Disposal? Was there any Okay. Well, it must been LRS. We had a heck of a time with getting LRS to properly manage the large waste disposal. I mean, it's like they just ignored it. They put a put a gal who was just qualified. The yard waste the yard for the yard waste and everything and it was a real pain. Several several people and until we got really really a little uh

serious about that, nothing was done. We have to I have to I have to understand that you folks are in a position to take these things seriously and hire qualified people to run that because if it's not run properly, it's I it's a mess. We get the phone call.

Yeah, absolutely. Um that was actually something that right when I took over as a direct contact, that was one of the the big uh obstacles that we were facing. So, I remember getting getting phone calls and getting emails pretty much on a on a weekly basis for a a little while there where it was we were we were having a difficult time getting the the proper staffing um people that, you know, were checking the permits and making sure that um there wasn't any contamination because obviously now that we're taking the the materials to uh to certified, you know, they they pass along contamination fees. So, we want to make sure that there's there's no contamination in those in those containers. And from everything that that I've heard since the the transition from LRS to GFL, the GFL staff members that we have that are that are on site during the drop off hours are are doing a a much better job as far as checking the permits and making sure that the the materials that are going in those containers are supposed to be going in there.

Yeah. I happened to talk to the guy that is our guy out here last week. We had another meeting here and he was in the audience and he approached me and he's he was impressed with the way our board runs things and he he's telling me how many people he's actually kicked a couple out here that didn't have the permits. So I think he's doing a great job compared to what Roger's alluding to back in the day. I was involved in that. You're right. You're right, Roger. I was a problem with their performance now. I No, it's great now. I I got to admit that it's done. He's doing a good job. We don't want to go back. Correct. I understand. And it's a different circumstance and it will be dealt with appropriately. Yes. So

I'll give you a comment. I' I've been down here five times since we started the program and this year whatever four out of five times I was asked for the permit which prior to that I never asked was asked once. Okay. And during that five times, one time the guy made the person dig stuff out that he threw in the dumpster. So he did it. I think he's doing a fantastic job coming.

Good. I will be sure to pass that pass that along. Yeah, off topic from garbage because we're all talking about it. It's obviously clearly been a topic of discussion. Um, yeah, it's definitely improvement. I I've used it once since we've gone with the new permit this year and I drove drove up a few times 10 minutes apart and every time 10 minutes apart the same same guy, same truck, he still asked for it. So there there's definitely an improvement that way. Okay. Um Okay, gentlemen, what do you want to do? I don't see anything on here. How long is this proposal good for? I don't see a date on it or anything.

No, I mean that just it the the contract is set to expire at the end of the year, but um I was informed that the village needs to notify the county before the end of the month. So that's that's in place for as long as up until, you know, it gets to to the point when you have to notify the village whether you're putting it out to RFP or not. So we have one option, I guess, if if you want to think about it. We could postpone this or turn this to the next meeting. Um, which is the 28th. I got one question for the attorney.

If we did that, we'd have to have, you know, Beth and and Chris would have to notify the county that like that very next morning because that's the next our deadline for this. One question for you. Um, if we go to the RFP, we can come back to this. You said that's if there's if if it's still available they it's subject to change as he said you know right now it's a bird in hand you can you can take the burden hand but it might fly away you know they they may get the RFP and find out there's a bunch of them that are higher than us and they could potentially you could raise yours right sure

but then we could come back to this because there's no that's the point that's what I asked Right. I thought you said it may not be there until you legally they have every right to withdraw it. Okay. At any time. All right. Yeah, that's what I was saying. Starting to say between the lines of what Justin said. It's not going to stay like this.

We we value the the villages business. We we feel like we've formed a good relationship. We have no desire to put the sticks to you. We we want to make sure that we're putting our best foot forward and we think that the proposal in front of you is is just that. And our date to commit to this proposal right here to get everything rolling here is when. That's why you said we have to we either do it tonight or we do it at the next meeting.

Uh because the next day after the next meeting is our deadline with the county to tell the county that we're going to do our RFP if we're going to go that route. So if you don't want to do it tonight, as I just said, we can adjourn it to the next meeting. But if we're considering one or the other, we have to make the decision at the next meeting. The rate is 2.88%. Is that what you're saying?

From 2026 to 2027. Uh I want to say off the top of my head, it it goes 2.88 2.88 2.88 33. So, if you look at CPI, a lot of competitors will base their increases on CPI unless the RFP specifically states that you're supposed to have the rates for each year listed out. So, other competitors will give you the rates in the first year and then say your rates for the following four years after that are subject to increase based on CPI. A lot of times there'll be language included in the contract where it says, you know, no more than 5% but no less than two. So if CPI is 1.5% you're at least getting that 2% increase. Uh just looking at what we've seen over the last remove COVID from the from the situation. Um the last three years CPI has been sitting between 3.1 and 3.5. So the the increases that you're seeing here in front of you are are less than the increases that we've seen over the last three years. And obviously nobody has the crystal ball and can't see into the future to to see what CPI would be in the next five years, but that's what it's been the previous three.

Okay. So, Mr. President, yeah. Uh I have a question for GFL. You you have a proposal. It has some of the key terms, but it's not a contract, and you're going to ultimately have a contract, correct? Um so, If the board would approve this, it would be subject to agreeing to the final terms in a contract. Is that Yep. That's the suggestion. Okay. Which ends up with a review by your office and right and all that goes with that.

Um the search charge portion is that I guess how does that get added then?

It's uh it'll be on the monthly the monthly invoice. So it's based on Yep. Yeah. So, it's it's charged based on the the average cost of fuel from the previous month. So, like when we bill I want to say bills are going to go out next week sometime. When we bill for next month, it'll be for the previous month's fuel. So, it's it's kind of a on a month delay, but it's based on the the number of units that we're that we're charging for. So, you take the number of units, let's say fuel is $4.50. You would look at that table. Okay, $450. The search charge is I don't know what that is off the top of my head. I'm just using an example. So you would take that, you know, 14 cents per unit multiplied by the number of units that we're currently charging for based on the the address list. And obviously that's that's always subject to change as well based on removals or additions um in the village. But that's that's how that would be calculated. And then it's just a a separate line item on your on your monthly invoice.

Okay. Here's a question for you. I understand fuel search charges. I was uh in paper business and we had to deal with them on a on a regular basis ourselves. Um but uh how are you going to deal with situations when the gas prices go down by a buck and a half a gallon which they which they will at some point. How do you deal with that? You just eliminate it.

So typically there would be language included in the contract where like you're seeing the search charge it kicks in if fuel goes over 450. Now, if it goes the other way, which I have not seen so far in my time in this role, but if the cost of fuel were to go backwards, um there is a a rebate that would be issued too. And it's based on a on a very similar where it's if the cost of fuel goes below 250 a gallon each 5cent increment that it decreases, there's a rebate that would be issued to the village based on the same the same math. So, number of units times the the table. when it starts going down, that question will come.

Thank you. I hope it's soon. I think GFL has been doing a good job for us. I don't know that we're going to find anything cheaper. No, my I don't either. I It's my concern as though this searchcharge thing, and it's not against them. I I agree that, you know, the cost of fuel has gone up drastically. and I have the same problem our business but um how do we you know it's on our tax role now how do we how do we get recoup that that's literally what we were just whispering about as you guys were talking so we we have to figure that out um because we're we're taking the overall contract and then dividing it out to get it to put onto the tax

tax right um and this is a variable that gets added month by month so uh just you know using like the $450 $50 one that's on the chart. That's 44 cents per unit. That's roughly $1,500 more this month that we would be paying if if diesel is at 450 a gallon right now. Um and then it just goes up from there with the the notation underneath that if it's higher than 450. And so the likelihood is we're going to have to either guess month by month what that additional part would be and add that on. add that out to what we budget with the the tax role for how much we allocate that each resident has to pay.

You mean for future budgets? That would be for future. Yeah. So next year is what you're talking about. Yeah. So come October when we finalize, right? the budget to be discussing where this money's coming from for the monthly add-ons and some if the economy and things change and the prices go back down then it's possible the search charge it becomes a refund according to the chart but realistically I I don't see us in a refund situation based on the pricing so we're going to have to account for probably 1500 a month more and search charges.

I'll give my, you know, just to be fair to our village residents, I think we should do the RFP just to say, "Hey, that's my opinion. Um, everybody would know where we're at and we if we hold it for two weeks, not you guys do a great job, like I said, you know, but I think the village residents had the right to know that we got our best deal." Well, that's the other issue though. We may already have the best deal and the RFP come in and you end up paying more. Well, hopefully he'll honor what he hopefully. Let me ask this again. Who wants I understand that. Let's not have three people talking. What they want to do after you have all bets are off them.

All right. Who wants to make a motion one way or the other or do you want me to adjourn it and then we can you can think about it for two weeks because we have we have the next meeting. We've got to make the decision otherwise by by default this is our I would like to adjourn it to a next meeting. I guess give us a chance to digest this. This is the first time I've seen it to be honest with you. But okay, but I I have to say the thing agree with Al. They do a great job and I'm sure even with the RFP that all of them are going to use a search charge with the way fuel prices are for two weeks. Yeah. You you'll honor this for two boards till the next Thursday. Yeah. It's two weeks from tonight. Yep. May 28th, you said? Uh yes. Yeah, that Thursday night. Okay.

Okay. Bob, you want to make a motion to uh table us to the next meeting? I may move to a table this to the next meeting of the 28th of May. Okay. Is there a second? Second. Any other discussion? All right. Motion and seconded to table uh solid waste handling and recycling agreement discussion to May 28th to the next meeting. All those in favor say I. I. Anyone opposed? That carries. We'll make a decision. We'll let you know on the 28th. Thank you so much. time. Okay. Yeah, no problem. Uh I have my business cards. Do you want me to toss those out just in case you guys have any other questions as you're fine? Okay. Thank you.

Uh while he's doing that, up next in the agenda is um Thank you. Yeah. Overall, thank you. All the above. Well, the first one was just the presentation, right? So, we're tableabling the waste manage or the solid waste handling recycling agreement. Uh Patrick and Mary SM,

hopefully I said that right, had a letter to request an extension to bring their property located at South 37 West 27890 Sun Valley Circle into compliance. Um, Chris, you want to go over what they have there? Pictures or anything? What was that? Um, this is just a letter, right? Yeah, it's just a letter. That's all I saw. Right. Be nice to see what it looked like.

Yep. Um they need they were concerned about um the property being wet when they needed to move the skid when they used the skid steer to move the chicken coupe. So they would like a 60 day extension so they're able to get the chicken coupe moved and they're also working with the building inspector on getting the gaz proper pro permits for the gazebo. All right. So, the chicken coupe was too close to the lot line and the gazebo was built without a permit. Yeah. And was that a permit? Yes. Okay.

Yep. So, he's working on both the building and an electrical permit for that gazebo. And that has not been issued yet. Um, I think they are working on that. He's come in and submitted the paperwork. I know Jared talked with him about it. Okay. So, realistically, if he gets a a permit issued, then our issue falls more on the chicken coop. On the chicken coop. Correct. It also states that possibly the gazebo could could not be in that within that 20 foot thing at least a second. Um I believe the gazebo is fine. I didn't get what I said it was but I said the location of the gazebo is make sure it's at least 20 ft. I mean not just hopefully it is

hopefully said he can demonstrate that it is. So, like I said, that's between Jared and him. I believe that part of it, right? I I would I mean, are we going to give 60 days to get the chicken coop moved or I mean, I ain't got a problem with him doing that. Obviously, the ground has been saturated. So, if you want to I I guess I'd go along with 60 days. I would make a motion to give them 60 days to get the chicken coupe in compliance. There is some land low land over there. I'm not sure where he is. up on the court. So, it could be motion. Okay. Is there a second to Bob's motion to give the 60-day extension as requested?

I'll second it. Okay. Uh Ste, what was your question? I I was just saying I I don't know exactly where it's located on Sun Valley Circle, but it could be low land. Sure. Okay. Any other discussion? Uh all those in favor of approving a 60-day extension for the Sun Valley Circle uh property request say I. I. I. Anyone opposed? That carries. They have 60 days extra. Um just to clarify for that for the minutes, what is the extension date?

When is it what is their when was their compliance ending or their their time frame ending? 60 days beyond

was it 60 days from tonight or 60 days from um I think their extens date is like Saturday the 16th.

Well, we voted to be 60 days. So, that's why I'm asking what the day is and then we just have to add 60 to it. So if you can if you can verify the date that it's due, I'll tell you what 60 days is so that we're notating this correctly. April 16th. We're already in May. So May 16th,

so we're already a month into it. So they have another 30 days. 60 days from the 30 days is May 16th, which is Okay. So May 16th. Yeah. All right. You said April. Oh, I'm You said April 16. Yeah. So we going May 16 or April 16 plus 16. So no May 16 plus 60 May 16 plus 16 60 is July 15. Yeah. July 15 is Okay. So the deadline is July 15th. All right. And you'll give them notice of that? Yes. Okay. Beautiful. Okay.

Very good. Moving on. Letter E. Uh we will I'll just give you an update. Um they've actually this is the one that's going to permit No. They took down the They've basically made it in compliance and they're waiting for um the building inspector to verify that they're in compliance. So, they're no longer needing the extension. They just need the building inspector to show up. So, we don't need to take any further action on this. Okay, fine with me. Moving on to F. Sounds like there's a secondary accessory building, though. Um other than the carport. So, it took the carport down, but there's another accessory building that's in

non-compliance. That one's in compliance. They have to move the chicken because that was over. No, this is not a chicken coop. This is not a chicken coop. This is the next one. Says they removed the covered carport. They're in contact with the county to purchase some land in order to the for the setback of an accessory building. They're moving the accessory building. It's one of those skid garage things. So, at this point, I guess they're they're saying they don't need an extension

because they've already have a phone call into the building inspector to come out and inspect to verify they are in compliance already at this time. So, they're they've from what Chris told me before the meeting, they're no longer requesting the extension because they say they're in compliance. They just need to inspect to verify that. You're saying a skid storage? Are you talking like a storage container? No. No building. Oh, they had one of those little small portable sheds. Sheds. Yeah. Oh, okay. She sheds. A portable shed. Okay. So, I guess if if the inspector comes back and says it's not in compliance, then we'll have to revisit at the next meeting.

Okay. Uh, up next, letter F, uh, for Hansen's landscaping request for an extension to bring the property located at South 16 West 22097 Arcadian Avenue into compliance. You can come on up and talk, sir. Yep. Brian H. address that I'm here representing is S16W22097 Arcadian Avenue. I'm a project manager with Hansen's Landscaping. Our owner, Joe, is out of town at the moment, unfortunately. Um, but he's, you know, him and I talk through everything and I'm here to, you know, represent the extension of the to bring us into compliance.

Okay. What's your plans and what are you asking for?

Uh, we're asking for 30 more days. Um, thus far, what has been done is the site grading is about 90% complete. We will have it completed within the 30 days. Um, the landscaping is also 90% done. We have not put shrubs around the building, but we do plan to place extra trees in the burm in the next 30 days to make up for it. The trees are sitting on site waited to be planted. Um, we're in the process of clearing out a lot of the unnecessary items that kind of bring the, you know, aesthetic of the the building as you drive past it to not look so so pleasant. Um, the blue house that's on the property has been fixed up. Uh, we did new windows and trim on the interior. We did dry wall repairs and painting. There were siding repairs done. The gutters and downspout repairs were done. The only thing remaining with the blue house is that we have to fix up the chimney which will be done in the next 30 days. Um and the the final note would be that the asphalt pavement um has been delayed due to two things. The first one being budgetary concerns. It's a large area to pave with asphalt. Um and the second concern that's actually, you know, kind of more of a concern to us is that, you know, the entire land was filled in with field dirt. was, you know, properly compacted and everything, but we would like to give it a little bit of more time to settle before we pave over it in order to avoid, you know, the asphalt cracking down the road here in a couple years.

Sorry, I didn't write it down. Do you want 30 more days? Yes. So, you plan on doing all of that within that time, including the asphalt then? Not including the asphalt. And how long are you waiting for that? I suppose as long as you're willing to give us on it. Um, that one was the the one point of not contention, but the one point that we were a little unsure of of, you know, h how is that going to be enforced for from a compliance standpoint. We're not going to just give you an open-ended ticket. You have to give us a request of what you're looking for.

Okay. Um, Joe had mentioned to me a year or two uh is what he would, but I know that that Well, how far was this last year's build or was it two years ago now? We've talked about it so many times I don't remember. I believe that it was two years. Two years ago. Okay. So, you've got at least a year plus of things settling and such. Are you seeing things settling further already?

I would say that they could settle further. Yes. that they could. I'm saying are you seeing settling? That's what's causing the concern or is it just an assumption that it may happen? No, I suppose an assumption that it may happen. Okay. Guess it's kind of a gamble you take when you fill in stuff. Okay. So, things like the ConX box in the front, that's going to be gone. Yes. And then like I guess snow blowers stacked on top of it, that's going to be gone. Yes. Um all of that stuff that you're required to have inside storage for will all be handled that way. Yes.

So the exterior will be only the things already permitted in in the the site plan as it was previously. So you'll have all of that done within the 30 days minus whatever we would grant on for the asphalt. Yes. I thought I thought when we approved this any outside storage or trucks or anything was supposed to be behind the building.

No, all that was to the back was just enough I think for the um I have to go back and look at the plans. Um I don't have front right now. The uh storage bins, they they were originally to the rear or to the south, but they're on the west side of the lot now. Right. That's correct. So there was just enough because of where the drainage pond was to the back. There's there's not back further that you could stuff. No. Because the bins were originally going to be back there, but it didn't work that way. They put them to the west. Was there supposed to be screening them so you couldn't see any of that stuff or

Well, ultimately I guess it's going to go back to what the building inspector has to go through the site plan and that to make sure they're in compliance with all the things that are already laid out. He's identified some of the things, right? But there may be more before it's in compliance. Um, so I don't know that well I'm curious the same. We'd have to go back and research all that and so this isn't probably the time for that. I think we just know that the building inspector is going to follow through on all that and then we get the updated report in a couple weeks on where that's at if he goes looking before that.

Yeah, I drove by it the other day. It looked kind of dumpy. It It did not look aesthetically pleasing at all. So, needs a lot of work. All right. So, what's the board's pleasure? uh the 30 days for everything but the asphalt and then the asphalt revisited. But I'll make a motion we give them 30 days to come into compliance with the asphalt to be reviewed after that point. Okay. So get everything but the asphalt in compliance within 30 days. Correct. And and so then this time next month we will discuss the asphalt.

Correct. Is there a second to that? I'll second that. Do you have that? Pick a meeting. Okay. So, rather than being 30 days, we give them to the second meeting then. Sure. Sure. I agree with that. June 25th. So, it's 35 or 37 days, right? Okay. Okay. So, you've got a few extra days. It sounds like we appreciate that. 37 days. Okay. So, it'll be June 25th instead of 30 days and it's revisited at the next board meeting.

I have a comment. When they come back in the 25th, if it'd be nice if you could uh like the chairman had said u or president, I'm sorry. uh come back and let us know when you think you would have that driveway installed. Yeah. I understand. I got time date, please. Yep. I understand. I got thrown into this unexpectedly, so I don't have that answer for you. Okay. So, with the motion, do you want to require that they come back on that night that night to discuss it? Yes. Okay. Somebody whether it's you or Joe. Joe. Yep. Yep. One of you will need to to be here from the company to discuss. Okay.

Be ready for that. Okay. So, it's a extension to June 25th uh to discuss and verify all the compliance is done asphalt to be discussed that night. It's been motioned and seconded to that effect. Is there any other discussion? All right. Hearing none. All those roger student Roger hearing. No further discussion. All those in favor of the extension as discussed say I. I. Anyone opposed? That carries. Thank you for your time. Thank you. Thank you.

All right. Uh up next, general operating fund budget amendment is you want to say something pull up here. This is bringing in This is bringing in funds from our unallocated funds that are sitting in the bank account to cover Tansdale Road, which we actually kind of did them in out of order. Yeah, we kind of did.

Okay, so let's do this. Let's re We'll come back to G. Um, let's just Do you want to do the fire department one first then? We'll go down to the fire department. Um, the fire department received a donation from a will of a resident that passed and left monies to a number of different organizations and the village was lucky to receive $25,000 from this resident. And so we're bringing that into the donation fund to be used to pay for um another monitor is what um Joel is looking at. So at this point it's it's to bring in the additional revenue on the revenue side and authorize it to be put into the fire department's operating budget as an as an additional expenditure. Uh I will say uh that's with other things going on right now that may be on hold as far as putting the money towards the monitor, but I'll confirm with the chief. There's uh some other things going on equipment wise that it may have to be used to towards first.

Right. But either way, it's going back into the operating funds of the fire department to allow them to purchase additional equipment equipment. Y I just asked Joel if he had anything and that was um this was done before we had information about some other stuff. So, um, which we'll we'll talk about the next meeting. I'm not trying to be cryptic. It's just not on the agenda tonight. So, uh, just so you're aware, the the packet, there is an asterisk here that says it's expenditures toward the purchase of a striker life 35 monitor. That's why I'm bringing that up.

Right? So if you don't want it to be designated that way uh when you act on this, you should just say it's going to be in the public safety expenditure or undesated. Yeah. All right. I'll make a motion to accept uh the budget amendment with the $25,000 added as revenue uh from the donation and then authorize that it goes into the fire department's operating budget as unallocated to a specific expense. I'll second it. I said that's your Yes. Okay. Good.

Thank you. All right. Any discussion further? All right. Roll call vote. All those in favor one at a time. Stigler. I. Plate. Hi. Niles. I. Adams. I. Buckle. Bold. Hi. You're good. All right. So, the donation portion has been amended. Got it. Okay. Moving on to then uh it'll be I guess I J and um G all spoken at the same time here as far as an overall discussion. So um and Greg step in if I misspe or if you want to add on to what I say. Sure.

Um Tanale since August of last year has been on the public works list of of issues. I'll leave it as um with the flooding from August of last year. There was a significant amount of erosion that occurred to the southern ditch line uh that required um Rob with his crew and others to put in rip wrap stone to keep it from eroding further as the water goes down on that side. Um we had some additional erosion around that stone in this last storm that was a few weeks ago that was that heavy storm that we had. Uh the bigger concern beyond that is actually there's a covert at the the valley of that hill about midway down Tansdale that uh goes underneath. It's currently a 48 inch pipe if my mouth is correct.

Um and with what's occurred there uh we're in a what's it? It's currently a 48. We're upgrading. Oh,

so we currently have a 48 inch cover that goes underneath the road from north to south in the valley there. Um, and talking to Greg and Rob in the last couple weeks on this, if we have another significant storm that comes through, there's a a very good chance that we lose the road there uh because of how the road is or the the earth around the culvert and such has has um washed out. And so um the resolution that's on the agenda as letter I is something that was drafted um to authorize the declaration of a state of emergency specific to Tanale that is this issue because if we um uh again have another big storm in the next couple weeks, we're likely having a much larger expense by having to completely fix the road that gets washed out versus just replacing this pipe that's there. Um, as Chris mentioned, the 54 inch thing, um, through discussions with Robin and Greg, what they've determined is they want to increase the size of the the culvert that's there from 48 to 50 54 in 52 54,

make it 8 in larger. And um, and so we're looking at an estimate of about 35 to $40,000 in the cost to to make this repair. Um, It's not cheap, but that's why we had to go this route. If we don't do the declaration, we're going to be subject to stuff related to the bidding and that. Uh, and so that's the concern that we need to get this done. And, uh, it's already, what do you say, five or six weeks delay to get the pipe on order? Yeah, it's three to five week lead time.

Three to five. Okay. Sorry. It's already a three to five week lead time to get the the new culvert delivered because it is a larger pipe. They don't stock. Um, so has it been ordered already or it can't be ordered until Rob was Rob was waiting till after this discussion? So with the resolution putting this in place that authorizes that we can bypass the vetting process specific to this issue. Um, yeah, and part of the issue is Rob Rob doesn't have the the equipment or the staff to install this on his own. So he'd be using Brady Workman who does a lot of work throughout the village. um who's kind of on standby for this and he'd be able to start it as soon as the the pipe is, you know, in hand.

They replaced the one on Milky Way Road a couple years ago. So they do good work. Yeah, Mr. President. So I John tweaked that resolution uh and it's been distributed. It did expand it a little bit more. It's not just related to that tenial road. It's it lets you address any other conditions that you may find that uh you may not be aware of uh as a result of that a major storm.

Yeah, thank you for the clarification. I I had typed it up originally as Hansdale specific, but yes, you're correct. It's been expanded that way. See if there's something else. Have we checked in and looked and see if there's any state or federal money available? I know they've been helping a lot of people out everything related to the flooding wra county and and we were denied. There was some funding that came in uh through the state side from the flooding, but uh our village did not have enough um that would have met the thresholds for the per capita and stuff and so we we weren't eligible for it. like FEMA denied it. Oh, I take that back. FEMA FEMA

FEMA approved it originally from fall and I think the president denied it if I remember correctly. Um but either way that was appealed that uh that the appeal failed. Uh so the FEMA money that would have come potentially as funds to the communities that was denied by the federal portion of this and that's when the state enacted what they did but again we didn't meet the qualifications for that. We don't have any funding coming in. So, we're on the hook. What's up? Yeah.

So, um would you at this point I'd ask for a motion to approve my declaring a state of emergency that's in the resolution? I also move to ex uh adopt the resolution number 2026R1 for emergency for the village of Wisha. Okay. And just to clarify for everyone as as the attorney just said um is it is the paper copy version in front of you not what's in the packet because there those changes were made uh to attorney Macy after the packet was published online. This is the real one. This is the real one on paper. Gotcha. with those changes. Is there a second to Bob's motion?

I'll second it. Any other discussion specific to the resolution? Hearing none. All those in favor? We don't have to do a roll call for this. Correct. No. Okay. All those in favor of approving the resolution 2026-R1 say I. I.

I. Anyone opposed? That carries. Um, okay. So, then we'll go backwards to the uh letter G. We have $40,000 available from last year's loan that was not spent that was unallocated funds um that was put into the general fund as a result. And so the budget amendment under exhibit A in the packet is specific to allocating that general fund money from that specific source towards this this specific repair at hand sales. So, we would need a motion to approve the budget amendment under exhibit A to bring in that $40,000 from the general fund and use it towards the public works operating budget to repair Tanstale.

But that makes me feel a whole lot better about just repairing that thing. I guess we got the money available someplace. Trust me, money's money is a concern. Yes, it always is. It is sitting there. um that we can use for this. So that's why we're doing it the way that we're proposing. I'll make a motion to uh do the 2026 budget amendment for exhibit A for 40,000. Okay. Is there a second? Second it. Any other discussion? Okay. Roll call vote. Stigler. I White. I Niles. I Adams. I

you gold. I very good. Then um that's what letter J that is is authorizing the immediate repairs of this. We don't need to actually make a motion to that. I we should we should Yeah. Okay. All right. I'll make a I'll make a motion to authorize the public works department to make immediate repairs to Tanstale as we've been discussing including the emergency procurement of the items. I'll second. All right. Any other discussion? Greg, anything else to add?

No. Um, just one thing Chad did mention is it's a culde-sac road. So, if if this road were to wash out, I mean, the base has completely essentially been washed out. These people would kind of be stranded out there. So, I looking at it, I think it's very, very much needed. Okay. All those in favor say I. I. Anyone opposed? Very good. It carries. We'll get Rob working on that right away. Uh up next would be accounts payable authorizing the payments of the bills in the amount of $210,61246. I will move. I'll second it.

Any discussion? Yeah, I just have one one that the last one at This is Washington County Treasur 11-2024 repairs. What the heck is that? 23 invoice for repairs that were done.

Oh, was that for trucks or something? was for truck repair. They've made an invoices. I asked that she specified amount of money. It's money we didn't plan on, right? Any other questions on that? No. Thank you. Is that what it's for? Truck repair. Well,

no. To clarify, the check is a larger dollar amount, but that also includes police services and other things, right? The actual repair portion that is added on is $4,900. Oh, yeah. When she It just prints the top line. That that was not all for the 2024 invoice that we're discussing that was not build is $4,93921. Yeah. It was not the whole total amount of whatever the check was. The check is three invoices to the county for different things. Okay. Well, that that makes more sense. That helps me out because our our monthly well police services portion is well,000 and that that's that's from 24 also. Huh?

That's from 24 also. No, no, not the police services. Oh, no. That's current. Oh, okay. No, no. Yeah. The only thing that's back backdated is this one repair for $4,900. Okay. The rest of the $24,000 within that check is that $24,000 check is multiple invoices combined into one check. Okay. Yeah. That clarifies it a little bit. Yeah. Thanks for the clarification. Thank you. So, they found that and they sent it our way. That correct? Correct. And so, we don't have any budget dollars for that then. For $4,900. $4,900. Yeah. Take it out. It's repairs that we didn't pay for years.

We have a lot of repairs, I believe, though, that are coming through that we weren't planning on. Yeah. Okay. All right. Any other discussion? All right. All those in favor of paying the bills in the amount of $210,61246 say I. I. I. Anyone opposed? That carries and then adjournment. I will move to adjourn. Second. Okay. No, we have to vote. Ordinance says we don't, but we can always I hate to break tradition. I know.