Calumet County Highway Committee Meeting Minutes

Calumet County Highway Committee Meeting Minutes February 4, 2009

The meeting was called to order by Chair Draheim at 9:00 a.m.

Members present were: Supervisors Kenneth Draheim, James Lehrer, Marilyn Schuh and Michael Hopfensperger. Supervisor Donald Sommers was excused. The meeting was properly announced.

Others Present were: County Administrator Jay Shambeau, Corporation Counsel Pam Captain, Commissioner Mike Ottery, Office Manager Lanette Brill, District 7 County Board Supervisor Chester Dietzen, City of Chilton Attorney Derek McDermott, City of Chilton DPW Director Todd Schwarz, Town of Harrison Chair Joe Sprangers and , Village of Sherwood Administrator Randy Friday.

The pledge of allegiance was recited.

Moved by Supervisor Lehrer, seconded by Supervisor Hopfensperger, to approve the amended agenda and the minutes from the January 14, 2009 meeting.

Public Participation: Chair Draheim requested any Public Participation by the guests in attendance. City of Chilton Attorney Derek McDermott was given the opportunity to comment on the proposed Cost Sharing Policy for County Trunk Highways in Urban Areas during the time the Committee discussed the agenda item. District 7 County Board Supervisor Chester Dietzen and Town of Harrison Chair Joe Sprangers were given the opportunity to comment on Zoning Board of Adjustment Chairs letter referred from the County Board during the time that the Committee discussed the agenda item. Town of Harrison Chair Joe Sprangers was given the opportunity to comment on Intergovernmental Agreement with City of Appleton & Town of Harrison Regarding Midway Road & CTH LP during the time that the Committee discussed the agenda item.

Correspondence for the February 4, 2009 Highway Committee Meeting: 1. A copy of a letter sent by Zoning Board of Adjustments Chair David Gasch to County Board Members was received and referred to the Highway Committee from action taken at the January 20th County Board Meeting. The letter stated Chair Gasch's reasons of why he would like to see the variance requests regarding the County Highway Access Ordinance moved from the ZBA as proposed by the Highway Committee. Agenda Item 9 C for Discussion & Action by Committee. 2. A letter was received from Toki & Associates, Inc. regarding Project ID no.: 4984-01-46 for Plank Road – Kensington Drive in the City of Appleton. 3. A letter was received from Martenson & Eisele, Inc. requesting the initial Highway Department Staff review for the U.S. Oil site at the SE quadrant of the future Midway Road/CTH LP intersection. 4. A letter was received from the WisDOT regarding an access control project on STH 32/57 Kiel to Hilbert. The letter stated that an important aspect of the project will be coordination with the County and Townships along the corridor to provide limited access controls along the County and Town Roads that Intersect STH. 32/57 via local government resolution and direction. A meeting is scheduled for local officials on February 20th. 5. A letter was received from Town of Harrison Administrator, Tracy Fluke regarding a request by the Town of Harrison Town Board to place on the March Highway Committee agenda an item to discuss an agreement on the development of Eisenhower Road.

All correspondence received by the department were placed on file.

Cost Sharing Policy for County Trunk Highways in Urban Areas: A clarification memo requested by WCHA Executive Director Dan Fedderly of an original memo to the WCA by Attorney Andrew Phillips dated December 11, 2008 regarding the responsibity to maintain a county highway through incorporated portions of the county was distributed to the Committee for review. The document has been included as a part of the record of this meeting. A revised draft of the Highway Maintenance and Cost Sharing Policies was handed out and explained by Corporation Counsel Captain. The Committee opened into a lengthy discussion with City of Chilton Attorney McDermott regarding the content of the policy. Moved by Supervisor Lehrer, seconded by Supervisor Hopfensperger to accept the draft Highway Maintenance and Cost Sharing Policies as presented by the Corporation Counsel. After further discussion, an amendment to the original motion was made. Moved by Supervisor Lehrer and

These minutes HAVE NOT BEEN approved by the Highway Committee seconded by Supervisor Hopfensperger to accept the draft Highway Maintenance and Cost Sharing Policies as presented by the Corporation Counsel and direct Highway Department Staff to inform all Calumet County Municipalities that a policy has been approved with an implementation date of July 1st, 2009. Motion carried unanimously.

City of Chilton Attorney McDermott and City of Chilton DPW Schwarz left the meeting at 9:38 a.m.

Resolution to County Board Recognizing Work Zone Awareness Week April 6th thru April 10th, 2009: Commissioner Ottery presented a proposed draft resolution to the Committee designating the week of April 6-10, 2009 as "Work Zone Safety Awareness Week" in Calumet County. It is intended that the Protection of Persons and Property Committee will co-author the resolution after discussion/action takes place on the item at their February 19th Committee Meeting. The week slated for Work Zone Awareness Week is the same week as the National effort for Work Zone Safety Awareness. Committee discussion followed. Moved by Supervisor Schuh, seconded by Supervisor Lehrer, to have the Corporation Counsel review the draft and forward the resolution recognizing work zone safety awareness week April 6th through April 10th, 2009 in Calumet County, to be sponsored by the Highway Committee and Protection of Persons and Property Committee, and that the resolution be presented to the Calumet County Board of Supervisors for discussion and action at the March 17, 2009 County Board Meeting. Motion carried unanimously.

Zoning Board of Adjustments letter referred from County Board: A copy of a letter submitted to County Board Chair Bill Barribeau by Zoning Board of Adjustments Chairman David Gasch was distributed to the Committee for review regarding the ZBA hearing appeals of the Highway Access Ordinance. This letter was referred to the Highway and Planning, Zoning, and Farmland Preservation Committees at the January 20th County Board Meeting. Committee discussion followed with District 7 County Board Supervisor/Planning and Zoning Chair Dietzen and Town of Harrison Chair Sprangers expressing their concerns with the Access Ordinance and the Highway Committee hearing appeals versus the ZBA. Supervisor Hopfensperger requested that the Highway Access Ordinance Language be considered as an agenda item at the next Committee meeting. No action or further discussion occurred.

Intergovernmental Agreement with City of Appleton & Town of Harrison Regarding Midway Road & CTH. LP: Committee Chair Draheim requested staff report on the status of the Intergovernmental Agreements with the City of Appleton and the Town of Harrison regarding the Midway Road and CTH. LP project. County Administrator Shambeau reported that the City of Appleton is willing to accept their agreement with the County on the projects but that the Town of Harrison Board voted to not accept their agreement with the County on the projects at their board meeting held on January 27th. The Town is also unwilling to release to the City of Appleton the 3 tenths of an acre of land owned by the Town needed for the project to move forward. Administrator Shambeau went on to explain that he has discussed this issue with Finance Director DeBonis due to the fact that the projects are tied to the County's 2009 bonding effort. This project and the 2009 bonding effort will be referred to the Finance and Audit Committee at their next meeting on February 12th. Lengthy Committee discussion followed with Town of Harrison Chair Sprangers expressing the concerns that the Town has regarding the section of Midway Road Harrison has jurisdictional responsibility of between North Coop Road and CTH N. No action or further discussion occurred.

County Administrator Shambeau, Corporation Counsel Captain, District 7 County Board Supervisor Dietzen, Town of Harrison Chair Sprangers and Village of Sherwood Administrator Friday left the meeting at 10:30 a.m.

Authorization for the Sale of Highway Department Oshkosh Truck #4: Commissioner Ottery reported that Public Grounds and Property met on February 3, 2009 and approved the sale of the Highway Departments Oshkosh Truck #4 pending Highway Committee approval. Committee discussion followed. Moved by Supervisor Schuh, seconded by Supervisor Lehrer, to approve the sale of the 1979 Oshkosh Truck #4 owned by the Highway Department. Motion carried Aye-3 (Schuh, Lehrer, Hopfensperger) Nay-1 (Draheim)

Report of Highway Commissioner: A. Staff Activities/Projects: Since the Committee's last meeting the departments field staff has continued to be occupied with winter maintenance activities. Snow and ice events have declined somewhat from mid-January to the beginning of February. This has given the department the ability to catch up on repairs to equipment and signs. Galvanized drip edges have been installed on bridges on the County Trunk system to prevent premature bridge failure due to moisture. De-icing supplies are at an acceptable level for this time of the winter season. Costs to date for winter maintenance are $ 129,400.00. This is approximately 32% of the 2009 budget. Shop Staff has completed the accessory equipment installation in the

These minutes HAVE NOT BEEN approved by the Highway Committee new Sheriff's Department Squad Cars and is in the process of beginning to make repairs on summer equipment. The 4 month trial period has been satisfactorily completed by the Shop Mechanic that posted for a Truck Driver Position. The Mechanics position has been posted internally with no employees interested. The next step in the process will be to advertise for the Mechanics Position in an effort to solicit candidates for testing and interviews. The 2009 WCHA Winter Highway Conference was attended and there were 68 of the 72 County's present at the Conference. A number of general and technical study topics were attended at the conference by the Commissioner and the Committee members who attended. 2009 WCHA Summer conference is scheduled for June 8, 9, 10, 2009 at the Kalahari Conference and Resort, Wisconsin Dells. The 2011 Conference is slated as being the 100th Conference. It is anticipated that a historian will be putting together a book with stories and pictures depicting each individual County. Highway Commissioners were requested to start compiling information about their County for the book. A storm water meeting was held on February 3rd regarding the 2009 Annual Report that needs to be submitted to the DNR. Attending the meeting were staff from Land & Water, P&Z, and Highway as well as the County Administrator Shambeau. Engineer Nick Vande Hey, McMahon Associates is the consultant that has been guiding the County and other Municipalities in the area through the process. Vande Hey provided an update on the storm water modeling that has been accomplished for the area at this point in time. Intergovernmental Agreements were discussed that will occur eventually between the municipalities affected by the new storm water requirements. Land & Water Staff Member Santry explained the Annual Report Submission requirements and the deadlines. Overall, it was expressed that Calumet County was in good shape as far as meeting the storm water requirements to reduce pollutants in storm water runoff in the designated urban areas of the County by the established time frames. Discussion and action of storm water issues, requirements, and funding will be on future County Board agendas and the Highway Committee will be updated on the status of the Storm Water plan at the monthly meetings.

Report of Committee Members: Committee members Schuh and Hopfensperger reported on the educational experience they had while attending the Wisconsin County Highway Association Conference January 26th, 27th and 28th at the Kalahari Resort, Wisconsin Dells.

Set Next Meeting Date: The next Highway Committee meeting, if needed, will be held Wednesday, March 18 2009 at 9:00 a.m.

Moved by Supervisor Lehrer seconded by Supervisor Schuh, to adjourn the meeting at 11:08 a.m. Motion carried unanimously. There being no further business the meeting was adjourned.

Recording Secretary Lanette Brill, Office Manager

These minutes HAVE NOT BEEN approved by the Highway Committee