Date: Saturday, April 21st, 2007 (Sent via email & hard copy)
Time: 1:00 p.m.
Place: Kabetogama Community Center
Re: Landowner Work Meeting for Puck's Point Subordinate Service District
Ed Town, Kabetogama Township Supervisor, Liaison to Puck’s Point SSD
Shane Sparks, Jacques, GIT, Whitford NAWE, Inc
Bridget Chard, SCPC
Christy & Jerry Mitchell
Meeting began at 1:20 p.m. with a few misunderstandings. The meeting was not posted for the Board to be in full attendance and therefore Mr. Town, as Liason, stayed for the meeting. It also seemed that the meeting notices did not get mailed out in time and most received theirs on Wednesday of that week. They have requested that two weeks notice be given in the future so they can make arrangements accordingly and the Consultant indicated that she would convey that to the Board. The last concern was that many could not download the Preliminary Engineering Report from the website or they did not have e-mail. The Consultant and Engineer will get copies to those that need them. Sign in sheet is attached to hard copy of minutes for Town Clerk’s SSD Project Files.
Engineer Sparks then began his presentation and took the group through the report by slides (will send them in the future when available. Considerable discussion was done on the collection system with questions regarding types of pumps, sizes, and what the landowners would need. They also asked about whether the costs were included in the numbers so that property owners systems (on their own sites) were part of the total cost. Engineer Sparks indicated that they were.
The treatment and disposal portion of the system were discussed as well. Questions were fairly straightforward with the treatment portion (i.e. what if it rains and how does this impact, what treatment happens and what about the winter and the design of the system itself and how much land was needed). Disposal had two options depending on whether the group wanted to think about getting it done for the existing flows now or if they should consider the future and possibly bigger flows. They asked the Engineer to come back with those options in the next two weeks and they would meet independently after they received them and let the Board know which one they should move forward on.
It was suggested that the Board begin to discuss land options with the DNR since the project cannot move forward unless they get land. Supervisor Ed Town agreed that this should be done at the next meeting and instructed the Consultant to prepare the motions necessary to get certain things done so time would not lag. Everyone agreed that the Board should consider moving fairly quickly in regards to the project and that timelines and financing need to be started.
The Engineer proceeded to discussions on Operations and Maintenance costs and identified some of those costs and why they are needed. He indicated that once the options were defined (as they were that day) he could get a better idea of what to do. They went over the flows from each of the landowners and he was instructed to identify what costs for capital (construction, etc.) and the costs for Operations and Maintenance and future costs / per landowner. He said he will now do this and get back to them ASAP. He also discussed flows and how they should be handled, bedroom, flows, or EDUs. It was determined that bedrooms should be used for now to reflect flow and metering possibly later. The landowners felt that this should be known prior to moving to a Public Hearing process. If the project is too high, or land cannot be obtained, then they could stop and give the Board a dissolution resolution. Mr. McMahan indicated that it would take 75% of the property owners to present this.
The Consultant then handed out materials regarding financing and spoke about the different forms and how they work. She also discussed the local, state and federal issues and where funding was currently at. She also discussed short term (interim gap financing) and the long-term financing and suggested that it might be time to begin this work now since some big costs could be coming up. The issue of identification of failing systems and wastewater treatment systems in compliance was discussed since this will need to be done to receive state and federal money. In addition, an income survey will probably be needed if Rural Development becomes involved. She ended by stating that the deadlines for financing for some funding have passed for this year and that it is important the Board re-group to get others and we will try to pick up the rest early next year.
Mr. Warrington asked if they could escrow money for the Township to use since many have begun to put money away. It was suggested that they could do this; however, the Township has a new Treasurer and it might be a bit daunting for this Treasurer at this point. The Township would have to keep careful records on this. A Certificate of Indebtedness was explained as well as how it would work. After some discussion, the group will proceed to work with the Town Board and weigh the options as time passes.
The Landowners stated that they wished to work closely with the Board and that communication was very important and they want to keep the project moving. They felt that it had been delayed over the winter possibly unnecessarily and were concerned about some property owners with timelines from the County. The Consultant suggested that they should let her know that since there was a project in place and the County knew they were moving forward, that more time would be given to the property owners’ problems. Many had failing systems and were still using outhouses at this point and did not want to continue another year doing this. It was felt that it may take one-two years to get complete construction done.
The next steps in the project were identified as follows:
1: Move to authorize the Attorney, Engineer and SSD Supervisor Liaison, Ed Town to begin negotiations on a land option on the Woodenfrog Campground property immediately.
2: Engineer to finish out costs for capital/property owner as well as Operations and Maintenance costs/property owner and send them out ASAP.
3: Get copies of PER reports to everyone that does not have one before we go to Public Hearing.
4: Move to authorize the Consultant and Board to begin work on financing and seek funding.
5: Move to allow more communication with the landowners on possibly a monthly basis via newsletter, e-mail groups, etc.
6: If the above is done and it is a go forward on the project, the following major steps would be done (not necessarily a total outline or in order of everything at this point):
a. Public Hearing for Preliminary Engineering Report (PER: needed for financing)
b. Secure Land Options and finalize Agreement with Woodenfrog Campground
c. May need to complete a more detailed Facility Plan from the PER.
d. Authorization of development of Plans & Specifications / Meeting on design
e. Easements for Collection System
f. Financing / short-term and long-term are to be identified and put into place
g. Ordinance developed and implemented
h. Possibly a Rate Hearing may be needed as well
i. Authorization to go to Bid on Plans & Specifications
There are many more steps than those identified, but once the project begins to move ahead, future work meeting will help everyone to understand what the next steps are. The meeting adjourned about 3:15 p.m.
MOTIONS FOR BOARD
The following motions should be considered at your May 1st, 2007 Board meeting:
- Motion by Supervisor _________________, seconded by Supervisor _______________ to authorize the Supervisor Liaison Ed Town, NAWE, and Attorney Bob Ruppe to begin negotiations regarding a Land Option Agreement with Woodenfrog Campground and the DNR Representatives for the Puck’s Point SSD.
- Motion by Supervisor _________________, seconded by Supervisor ______________ to authorize Consultant Chard, Town Clerk and Town Treasurer and Attorney Ruppe to begin on financing options for short-term and long-term financing and to set up the accounting procedures accordingly for the Puck’s Point SSD.
- Motion by Supervisor _______________, seconded by Surpervisor _________________ to authorize Consultant Chard and Supervisor Liaison Ed Town to set up for monthly communications tools to inform and answer questions to and from the property owners in the Puck’s Point SSD.