Village of Brainard Board of Trustees
- Joel Vrbka, Chairman of the Board
- Jeff Karber, Board of Trustee
- Randy Robeson, Board of Trustee
- Tom Pesek, Board of Trustee
- Steve Hummel, Board of Trustee
The Village Board of Trustees meet on the third Monday of every month at 7:00 p.m. at City Hall located at 111 East Washington Street Brainard, NE. If you have a specific topic item you would like the Village of Brainard Board of Trustees to discuss, submit a Request for Future Agenda Items.
Village of Brainard Staff
Cory Burtman, Utilities Superintendent, 402-803-9218
Mitchell Janak, General Maintenance 402-545-2701
Carla Sander, Village Treasurer, 402-545-2701
Ron Hula, General Maintenance, 402-545-2701
Yolanda Bailey, Village Clerk, 402-545-2701
The Village of Brainard
Board of Trustees Board Meeting Minutes
The Village of Brainard
Board of Trustees Board Meeting Minutes
The Village of Brainard
Board of Trustees Board Meeting Minutes
April 17, 2023
The Board of Trustees of the Village of Brainard held a regular meeting on April 17, 2023 at 7:00 P.M. at City Hall. The meeting notice and agenda were posted at three public places: City Hall, the Community Bulletin Board, and the Brainard Post Office. The agenda is kept current at the City Clerk’s Office and available for public inspection. This method is designated by the public body.
Chair Vrbka called the meeting to order with the recitation of the Pledge of Allegiance and announced that a copy of the current Open Meetings Act was on display for public inspection.
Roll Call present: Joel Vrbka, Tom Pesek, Steve Hummel, and Jeff Karber. Randy Robeson was absent.
Staff present: Clerk Bailey, Treasurer Sander, and Utility Superintendent Burtman.
Guests included: Brian Foral, Tim Pelan, Elaine Fortik, Tyler Fortik, and John Bongers.
Business:
a. Consider street closing for June 17, 2023 City Park Event.
Discussion on closing the north and east side of the park for this event, while leaving the intersection open. The corner of Hamilton to Adams, and from Madison to Garfield Sts. will be closed on June 17, 2023. leaving the intersection of Madison and Hamilton open.
Motion made by Trustee Pesek to: have the two streets closed on the north and east side of the City Park on June 17, 2023 for the Mojo Filter event, seconded by Trustee Hummel.
Voting aye: Pesek, Hummel, Karber, Vrbka
Voting nay: none
The motion carried.
b. Consider Volunteer Fire Dept. liquor license and street closing for the street dance on July 7th and anniversary party on August 26, 2023.
Motion made by Trustee Vrbka to approve the Special Designated liquor license for the Fire Hall on July 7th, and August 26, 2023, seconded by Trustee Pesek.
Voting aye: Vrbka, Pesek, Karber, Hummel
Voting nay: none
The motion carried.
Motion made by Trustee Karber to close Washington Street from the alley between City Hall and Classic Cuts, east to Lincoln Street on July 7th, 2023, from 3:00 pm to 2:00 am on July 8, 2023, seconded by Trustee Hummel.
Voting aye: Karber, Hummel, Vrbka, and Pesek.
Voting nay: none
The motion carried.
c. Consider Tim Pelan fireworks license and location for 2023.
Discussion centered around a couple of residents that have asked the Board to move the location of the fireworks stand, as the noise and activity are upsetting to their pets. Discussion of other locations, none of which were ideal. The Board asked Mr. Pelan to be respectful of the neighbors, and not to shoot off fireworks too late, which he readily agreed to. It was decided to allow the location to remain the same as last year, across from the swimming pool.
Motion made by Trustee Pesek to allow the Fireworks stand to operate in the same location for this season, seconded by Trustee Karber.
Voting aye: Pesek, Karber, Hummel, Vrbka
Voting nay: none
The motion carried.
d. Consider all pool pricing, concessions, entry fees, lessons, season passes, private parties, opening day, and schedule lifeguard meeting with new hires. It was decided to raise the prices of Individual Season Passes to $85, Senior Season Passes to $60 each, and Family Season Passes to $175 each. The Pool Party fee for 2023 will be $225. It was decided to leave the daily pass at $5 per adult, and $3.25 per child. There was discussion on whether any current lifeguard applicants have Red Cross Instructor certification, and it was decided to investigate this. If they are Red Cross Swimming Instructor Certified, then there could be discussion of raising the prices for lessons at the May Board Meeting.
As far as concessions, there was discussion on how much to charge this year, and it was decided to wait and see what prices are now with the vendors we purchase from, and then make the decision on how much to charge the customers. There is a need for an inventory sheet at the pool, so a weekly inventory can be emailed to City Hall, which would be an efficient way for the buyer to know what was needed on a regular basis. It was decided to revisit concession pricing after we get some quotes from different stores.
Opening day at the pool is typically happening the weekend of, or right after Memorial Day, depending on staff availability, the target this year is Saturday, May 27th, 2023. The Clerk will set up HR files for the Board Committee to have at the lifeguard meeting, with the forms the applicants need to fill out.
To get the pool ready for the season, Cory and Mitchell have been in contact with Culligan and Aquachem to get things prepared. Trustee Vrbka will lend his “Hotsy” machine to clean the pool for the start of the season. Discussion of Pool Operator Permit, and how many staff will need this certification. It was decided to have as many staff as possible to take the POP certification, which is online.
e. Hire needed summer help. Maintenance & pool staff. Trustee Vrbka reports we received three applications for Summer Maintenance work. Trustee Vrbka would like the Board to consider hiring a second maintenance staffer who could assist with the street sweeper situation, and other landscaping duties. Trustee Vrbka received another bid for contract Street Sweeping, which details every street and curb would be cleaned in town for $1,300.00, the cost would be locked in for two years.
Motion made by Trustee Vrbka to offer the part-time Summer Maintenance position to Austin Pierce (up to 40 hrs. per week), and the Year-Round Maintenance position (up to 40 hrs. per week, as-needed) to Casey Bailey, seconded by Trustee Karber.
Voting aye: Vrbka, Karber, Pesek, and Hummel.
Voting nay: none
The motion carried.
Motion made by Trustee Karber to hire Jonathan Pytlik, Leah Bongers, Carynn Bongers (Asst. Manager), Reese Kozisek, Malorie Spatz, Lanea Aerts (Manager), and Madison DeWitt, as lifeguards for 2023, seconded by Trustee Pesek.
Voting aye: Karber, Pesek, Hummel, and Vrbka
Voting nay: none
The motion carried.
f. Consider Summer Wage Ordinance #310.
The way it has been set up for pool staff wage-rates, a returning employee would receive a .50 cent/hour raise over last years’ rate. If the employee is also moving into another higher position, like Manager, they would receive the base-rate for Manager, with an additional .50 cent raise on top of that.
As far as the Summer Maintenance workers, the wages have been increasing by $ .50 per hour per year. As the base-rates have not been changed, Wage Ordinance #300 is still in effect, and Wage Ordinance #310 is not needed.
g. Review Village Audit and consider any action steps if needed. Discuss compliance issue 2022-3: Fire Department Funds.
Discussion on the Audit findings and the issue of the co-mingling of funds in the Fire Dept. accounts, as pointed out in the audit. Trustee Vrbka states that the corrective measures we are taking are having the EMS funds come into the Village instead of the Fire Dept., and having the Village pay the associated Fire Dept. expenses out of that.
The other items on the Village Audit are the usual items that are there every year, regarding the Village being too small to have enough financial oversight within the office staff, and this is not something we can do anything about. Treasurer Sander asked for clarification that the Board feels comfortable with the way the Audit findings are being handled and answered. Chairman Vrbka replied “Yes.”
Trustee Pesek then had a question for the Fire Department about Lifeguards and CPR Training. Mr. Bongers explains the state has a lot of different types of CPR certifications that it issues, which is why there is a minimum number per class. Trustee Vrbka wonders if someone should contact David City and see if their returning guards need this recertification as well, and maybe a class can be put together between the two towns. Trustee Vrbka did some research with the State of NE, and found out the CPR does have to be renewed every year. Most CPR certifications are good for two years, but for lifeguards it is every year. The YMCA is doing the CPR classes, and that is a good resource for the applicants. This concluded the discussion.
h. Consider change to the Village of Brainard/Rural Fire/Volunteer Fire Department Inter Local Agreement and equipment status.
Discussion began with a bill the Village received for CPR training from the Fire Department. Treasurer Sander was not sure this bill was considered part of the current Inter Local Agreement, as she was not sure that “training” was covered under “supplies.” The EMS billing for the ambulance-runs just started coming to the Village in March of this year, whereas it has been going to the Fire Dept. for the past 9 years or more. This is the money the bills for the Fire Hall get paid from on a regular basis. Discussion on why it took so long to have the EMS billing switched to the Village, which should have been done in August of 2022. It is not known why this change took so long. Mr. Bongers stated that all the ambulance-related expenses should be covered from here on out by the Village with the EMS money, but if there is a question it can be discussed with Fire Department officials.
Motion made by Trustee Vrbka to have the receipts & bills from the Fire Dept. submitted directly to the Village for payment from now on, and if there is any question the Board will consider the bill when they consider claims, seconded by Trustee Pesek.
Voting aye: Vrbka, Pesek, Karber, Hummel.
Voting nay: none
The motion carried.
i. Consider a riding lawnmower purchase.
Bids from John Deere and Benes Service were discussed. Trustee Pesek did some research at Orcheln’s Supply, and gives details on three of these mowers. Trustee Pesek suggests Maintenance Superintendent Burtman could investigate these mowers and choose what he thinks is best.
Motion made by Trustee Pesek to have Burtman look at the “Bad Boy” mowers from Orcheln’s in Seward, and if he thinks one will work, purchase it, otherwise he should contact the Chairman and look at the Exmark E series mower for around $11,000, seconded by Trustee Vrbka.
Voting aye: Pesek, Vrbka, Hummel, and Karber
Voting nay: none
The motion carried.
j. Consider street Sweeper purchase from Macqueen Equip., and proposed contract from Travis Hein for Street-Sweeping Service.
Discussion on buying a street sweeper. Possibility that with the new hire, and the service option from Travis Hein, a purchase of a new street sweeper would not be needed. Trustee Vrbka will call Travis Hein and give him the opportunity to sweep the street once per year, and see how it works. In the meantime, Macqueen Equip. representative did say they would demo their unit for free, and it was decided that a demo would be OK if they are still interested. Discussion on the Village Clerk posting notices about the street sweeping a week in advance, on Facebook and the public posting places, so folks with curbed streets would know to move their cars off the streets for that date.
Motion made by Trustee Pesek to hire Travis Hein to sweep the streets once this year, and to have a demonstration by Macqueen Equip. on their street sweeper for sale, seconded by Trustee Hummel.
Voting Aye: Pesek, Hummel, Karber, and Vrbka.
Voting nay: none
The motion carried.
k. Consider Lengemann & Associates bid and proposal for Annual Village Budget.
Discussion on the budget bid received from Lengemann & Assoc. for $3,800. The bill for this has increased by $300 from last year. Treasurer Sander called 12 companies, and only received three bids. There is a big difference in cost between firms, and Lengemann has been the most economical.
Motion made by Trustee Pesek to have Lengemann & Assoc. do our budget this year, seconded by Trustee Karber.
Voting aye: Pesek, Karber, Hummel, and Vrbka
Voting nay: none
The motion carried.
l. Christmas donation for pole mount decorations.
Resident Georgia Nugent would like a Christmas decoration on a pole by her house, and so she would like to donate one for that location. It was also reported that Margaret Bruner would like to donate two-to-four more decorations, these would be replacements for some older ones around town. Treasurer Sander reports if the purchases are made by the 30th of this month, they would be around $100 less in price each.
Motion made by Trustee Vrbka to accept donations for purchase of Christmas lights from Georgia Nugent and Margaret Bruner, seconded by Trustee Karber.
Voting aye: Vrbka, Karber, Hummel, and Pesek.
Voting nay: none
The motion carried.
m. Consider sale of Dixon mower, Crack Seal equipment, and vintage Christmas lights.
Discussion on equipment that is not being used.
Motion made by Trustee Vrbka to sell the Dixon mower, the old scoreboard from the ballfield, and the Tar-Box, at Kobza’s Auction-Time, seconded by Trustee Hummel.
Voting aye: Vrbka, Hummel, Karber, and Pesek.
n. Consider Armor-Kote for the year.
Trustee Vrbka reports that Crack Seal was applied last month on Lincoln street, the Horseshoe, and about 2 ½ blocks of Cleveland Street, which was more than was expected for the money spent. The TopKote staff is recommending that ArmorKote be applied this year, and gave a list of streets. The bid for this total job was received in the amount of $31,738.16, and the rock for the project would have to be added to this cost. Discussion on asking the County to cost-share on the west lane of Cleveland Street. Discussion on doing part of it this year, and the rest next year.
Motion made by Trustee Vrbka to ArmorKote Cleveland St. this year, do the remaining streets next year, and ask Butler County to cost-share the west lane of Cleveland St. on this project, seconded by Hummel.
Voting Aye: Vrbka, Hummel, Pesek, and Karber.
Voting nay: none
The motion carried.
Approve Minutes for March 20, 2023
A few corrections were pointed out.
Motion made by Trustee Pesek to approve the minutes with changes seconded by Trustee Karber.
Voting aye: Pesek, Karber, Hummel, and Vrbka.
Voting nay: none
The motion carried.
4. Consider April Claims
Discussion on details of the pump repair item by Electric Pump, as the pump is currently under warranty. Superintendent Burtman is following up on this. There is an invoice for the audit from Lengemann for $7,750, which needs to be added. Question on the Spark Electric bill for $840.41, on repairs done to 112 S Garfield Street. The Ordinance that applies was read and discussed, and it was decided this bill should go to the homeowner instead of the Village. Spark Electric will send this bill to the homeowner. There is an additional bill for the CPR classes for $864.50, which needs to be added.
Motion made by Trustee Vrbka to approve April claims with above corrections (including Burtman following up on the Electric Pump warranty), seconded by Trustee Hummel.
Voting aye: Vrbka, Hummel, Karber, and Pesek.
Voting nay: none
The motion carried.
5. Committee Reports:
Parks, pools & trees: Trustee Vrbka asks Trustee Pesek about ordering ten trees for the Village, and Pesek reports he will order them. Trustee Pesek reports the Legion is going to be replacing sidewalks on both sides of the building. Trustee Vrbka has an estimate for the Evergreen restroom door and the Fire Hall Door a bid was received for $2,085.20 from M & O Metals, Inc. Evergreen Park will need the stools and urinals replaced, reports Superintendent Burtman. These new doors will need to be painted.
Motion made by Trustee Vrbka to buy the doors, seconded by Trustee Pesek.
Voting aye: Vrbka, Pesek, Hummel, and Karber
Voting nay: none
The motion carried.
Electric, Water, and Sewer: Trustee Vrbka reports on the BPPD meeting regarding transformer repairs scheduled for April 25, 2023. There is a possibility of an electric outage for a minute or two at the end of the day. Notices have gone out in the utility bills. Trustee Vrbka reports on the JEO water-survey kickoff meeting, and how this project is getting underway. Superintendent Burtman reports there was a 13-parameter water test done for this survey as well.
6. Employee Reports.
Clerk Report April 17, 2023 Yolanda Bailey
Ads for Summer Maintenance Job opening went out last month, posted at the school and on Facebook. We currently have 3 applications. Dumpsters will be delivered for Spring Clean-Up in town, they will be here May 23rd. Notification for this event will be sent with the utility bills in May. The next Planning Commission meeting is Wed., May 17, and a Board Member’s presence is requested. The Radar Sign, the Bench Plaques, and a new timeclock for the pool have been ordered. The bench plaques cost increased from $128 to $218 each. Utility billing went out on April 12, 2023.
April Treasurer Report:
1. A 5 year profit and loss report is provided in the Board packet.
2. A bank account balance report is provided in the Board packets.
3. A March employee pay report is provided in the Board reports.
4. Three shut offs occurred last month, these were all paid. Current collection report for April-20 overdue utility bills as of Friday April 14. 17 Shut offs went out today, shut offs will be due on 4/27, therefore, shut offs will take place on April 28, 2023.
April Maintenance Report:
Superintendent Burtman reports the overhead doors for the shop will be here possibly by the 28th. The bathrooms in City Park sewer line have collapsed, Windstream had to move some phone lines before work could be continued. The stools in the Evergreen Park will need to be replaced due to the length of time not in operation. Trustee Pesek suggests that the stools replaced be the higher-seated stools. The Frontier coop sewer-project is finished. New degreaser for the lift station came in today. Alley-way mud and the need for gravel was discussed. Trustee Vrbka wonders if the alleys were gone over with a box scraper we could avoid buying gravel, and said he would do this when he could. Itron meter-reading was discussed, with Cory finding out the salesperson we bought them from is not handling this, and he is continuing to contact people to find out how we can fix some meter issues. The possibility of switching the meter reading to Butler County was discussed.
7. Petitions, Communications, Correspondence. Trustee Vrbka reports there was a letter received from the JEO engineers that the Adams Street Project was completed last June, and the one-year warranty is almost over. Discussion on the Alley in that area that got cracked-up b/c the street workers were driving on it. Todd Yindrick asked if that portion of the alley could be Armor Koated, and offered to cost-share w/the Village. Trustee Vrbka is asking the Board if this could be done. Trustee Pesek suggests a 50/50 percent split w/Yindrick for that part of the project, and the Board agreed.
8. Additional Business/Items for next meeting.
Pool pricing on lessons and concessions.
9. Adjourn
Motion made by Trustee Vrbka to adjourn at 10:21 pm, seconded by Trustee Karber.
Voting aye: Vrbka, Karber, Pesek, and Hummel.
Voting nay: none
The motion carried.