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
Carla Sander, Village Treasurer, 402-545-2701
Yolanda Bailey, Village Clerk, 402-545-2701
The Village of Brainard
Board of Trustees Board Meeting Minutes
August 24, 2023
The Board of Trustees of the Village of Brainard held a regular meeting on August 24, 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, Jeff Karber, and Randy Robeson.
Staff present: Clerk Bailey, Treasurer Sander, and Utility Superintendent Burtman.
Guests included: Brian Foral, and Elaine Fortik.
Business:
a. Discuss ITRON system with Steve Benne of Dutton- Mr. Dutton could not be here tonight, so it was decided to suspend this item until the September 18, 2023 meeting.
b. Discuss letter from State of NE Accountability and Disclosure Commission, and seek bids for Fire Hall Trust-Account audit. Discussion of letter received by Loren Lindahl’s office on August 4, 2023. This letter states the matter of the Fire Dept. Trust Account is no longer being pursued by the State Accountability Office and is considered closed. However, Neil Danberg recommended an audit be done of the account for the past three years. Trustee Vrbka reached out to Lengemann and Associates for a bid and it was determined it would cost approx. $2,000 for each year of the audit, for a total of $6,000. This is something that should be done on a 5 year schedule.
Trustee Pesek makes a motion to have Lengemann and Associates conduct an audit of the Fire Department Trust account for the past three years, and to add that department to the yearly audits going forward, seconded by Trustee Robeson.
Voting Aye: Pesek, Robeson, Karber, Hummel, and Vrbka.
Voting Nay: none
The motion carried.
c. Village Budget discussion – Discuss assessed valuation analysis of Tax Levy Trustee Vrbka asked Treasurer Sander to print out an analysis of the Tax Levy for discussion. Treasurer reports the assessments went up 12.47% in the past year. Trustee Vrbka points out that increases in insurance premiums and other costs the Village is paying need to be considered when discussing the levy. The levy amount needs to be decided on before the budget hearing next month. Considerations on lowering the levy or keeping it the same. Though no one wants to pay more taxes, the Village needs to have its needs met, and does not want to go over-budget. Discussion on large projects that need to be considered in the upcoming budget: Street Repairs from the 1 & 6 year plan & Armorkote ($250K), Water infrastructure upgrades & repairs (potentially $1 million +), Street Sweeping equipment ($25-$30K), Pool repairs ($75K), Hydro-Jett Mains and install manhole risers ($10K), with an approximate total of $1,000,000.
Trustee Hummel makes a motion to set the Tax Levy at .45 + .03 for Interlocal, with an approximate budget total of $1,000,000, seconded by Trustee Robeson.
Voting Aye: Hummel, Robeson, Karber, Pesek, and Vrbka.
Voting Nay: none
The motion carried.
d. Consider 1 & 6 Year Street Plan: 1) Review cost update for 1 year plan, and discuss finding bids, 2): Munic. Annual Certification of Program Compliance & signing Resolution w/NE Board of Public Roads. It was decided bids were not necessary at this time for the 1 year plan.
Trustee Robeson makes a motion to accept the Annual Certification of Program Compliance & signing Resolution w/NE Board of Public Roads, seconded by Trustee Hummel.
Voting Aye: Robeson, Hummel, Karber, Pesek, and Vrbka.
Voting Nay: none
The motion carried.
Trustee Pesek makes a motion to accept the Municipal Annual Certification of Program Compliance to NE Board of Public Roads Classifications and Standards, seconded by Trustee Karber.
Voting Aye: Pesek, Karber, Hummel,Robeson, and Vrbka.
Voting Nay: none
The motion carried.
e. Discuss meeting w/ JEO staff on the Water-Survey, and Flow-Meter number for cleaning out residents’ incorporations. Trustee Vrbka reports on the meeting at City Hall on August 10, 2023. Attending were Trustees Vrbka and Hummel, Dane Simonsen, Sara Nguyen, and a couple of interns from JEO, as well as Maintenance-Supervisor Burtman, and Clerk Bailey. The study is at 90% completion. The possible projects detailed in the study included replacing water mains, eliminating dead-end mains, a water treatment plant, and connecting to the David City or Bruno water lines. Some of the options were included for funding considerations. There will be one other option which includes replacing all mains that are not currently plastic, and JEO will present this at the September meeting. There is nothing to act on at this time. Once the study is complete, there will be 3-6 months spent finding funding, and probably a three-year time frame for engineering, design, bidding, and completion.
f. Discuss Section 9-204: Demolition Permit Application
Discussion of house demolition on Logan Street. Before the house was scheduled to be demolished, the meter was removed, and the house was thought to be disconnected. However, when the house was set on fire, a fuse blew in one of the transformers, because it was still hooked up to the system. Spark Electric came out to work on it, and got the power back on. It was decided that demolitions need to complete a permit, which is already in our Ordinances. This Ordinance needs updating with a Demolition Fee decided on. The associated fee will be decided on at the next meeting in September. Once completed, the permit then goes to the County Assessor, so taxes can be updated. The Fire Department should be made aware of this as well.
g. Discuss property at 301 N. Madison Street
Discussion of property that is overrun with weeds, both front and backyard. Residents are not around. Maintenance went in to take care of weeds, and had to move junk out of the way so he could cut the weeds. The clean-up took 7 hours. Apparently there is water in the basement from a broken pipe, and mold has been detected in the house. As well, there have been complaints of feral cats and kittens in this area of town. Trustee Vrbka states we should try to trap the cats and turn them into the appropriate authorities. There was discussion of a woodchuck at another abandoned property. It was decided to have Maintenance-person Burtman work on the animal problems, and keep track of his hours. It was also decided to check with other towns and see what they do about things like this.
h. Create Personnel Committee
It was decided the Village needs a Human Resources Personnel Committee, as we currently do not have one. Discussion on which Board Committee members should serve. One person could be drawn from each board committee.
Trustee Vrbka makes a motion to have Randy Robeson and Jeff Karber serve as the current Personnel Committee, seconded by Trustee Pesek.
Voting Aye: Vrbka, Pesek, Robeson, Karber, and Hummel.
Voting Nay: none
The motion carried.
i. Discuss purchases of: Street Broom, Storage units for Christmas Lights, and 2/ 6-foot tables and 2/ large beverage containers for Pool events.
Discussion surrounds the need for extra tables for Pool Events, such as 6 foot plastic folding tables, and a couple of Beverage containers. It was decided to buy them next spring. Regarding storage containers, Trustee Vrbka has checked with a company by Raymond, and he got quotes for new and used shipping containers. It was decided to look at power brooms at the next meeting.
Motion made by Trustee Robeson to buy a used 40-foot shipping container for $3,600 (plus up to $400 shipping), seconded by Trustee Karber.
Voting Aye: Robeson, Karber, Vrbka, Pesek, and Hummel
Voting Nay: None
The motion carried.
j. Consider Village dump fee for businesses. Trustee Vrbka received a call from Gavin Hobson, asking if we had a dump fee for businesses to utilize the dump. It was decided this was a good idea. Discussion on what the fee should be, when it should be charged, and how the information should be posted to notify these businesses. Discussion on having Jim Angel make a sign for the dump – this will be determined at another meeting. Discussion on stump-removal charges from two different vendors, and who might be more reasonable. It was decided to begin using Gavin Hobson for stump removal.
Motion made by Trustee Robeson to charge $250 annually for businesses to utilize the dump, seconded by Trustee Hummel.
Voting Aye: Robeson, Hummel, Vrbka, Karber, and Pesek
Voting Nay: None
The motion carried.
4. Approve July 17, 2023 Minutes
Motion made by Trustee Vrbka to approve the minutes, seconded by Trustee Robeson.
Voting Aye: Vrbka , Robeson, Karber, Pesek, and Hummel
Voting Nay: None
The motion carried.
5. Consider August Claims
Motion made by Trustee Robeson to accept August claims minus Spark Electric, seconded by Vrbka.
Voting aye: Robeson, Vrbka Hummel, Pesek, and Karber.
Voting nay: none
The motion carried.
Trustee Pesek makes a motion to pay Spark Electric claim, seconded by Karber.
Voting aye: Pesek, Karber, Vrbka, Robeson.
Trustee Hummel abstains
Voting nay: none
The motion carried.
Committee Reports:
Electric, Water, and Sewer: Trustee Vrbka reports the work on the Transformer will happen on Tuesday, Aug. 29, 2023. The town will be on the generator all day, and the power will possibly blink around 5:00 pm. Businesses and residents have been notified. Trustee Vrbka reports on the manhole risers and why we need them by winter. Discussion of clearing the clogged culvert west of Evergreen Apts., which should happen soon. It is reported that more time is required to clean sewers with the Hydrojett from Wright.
Parks, pools & trees: Trustee Karber reports on Lanae Aerts’ end of season recommendations. Repairs needed include the sidewalks and concrete around the pool. Pool deck is in need of repair. The State of NE recommends the bottom of the pool and markings around the pool need to be repainted. The baby-pool needs depth-markers. The shower temperatures are still too high. The refrigerator is not working and a new one will need to be procured by next spring. Ms. Aerts recommends that anyone working with the pump room receive their POP certification next year, to aid in their knowledge of chemicals and such. The Spinal-board and Lifeguard Tubes need to be repaired or replaced. One or more Lifeguard Tubes need to be bought. Trustee Karber recommends higher lifeguard pay be considered next year – to help with employee attraction and retention. It is recommended the other towns be checked as to their pay rates next year. Discussion on repairing concrete: Trustee Vrbka reports a bid was received in 2020 from Tom Rezac from Valparaiso. It was decided to get a couple of bids for the concrete work. Trustee Karber says this is going to be a must-do before the next season starts. Discussion on checking for leaks while the concrete is out.
Trustee Karber reports on a meeting he attended with Scott from Aquachem and Utility Superintendent Cory. The filters in the pool are inadequate and need to be replaced. Scott is recommending a different filter system than the current sand-based one. The current filter is wasting water compared to what the newer system would do. This would be more efficient – made from pearlite. The pearlite would only need to be replaced at the beginning of the season, and halfway through the season. It also filters more finely, reducing the need for as much chlorine. Scott will get back to us with some prices and then can come to a future board meeting. Trustee Pesek reports Midnight Swim was successful, though not as well attended as last time, and we are still waiting on an invoice for the pizza from Stop-Inn.
Trustee Vrbka makes a motion to pay Stop-Inn for the Pizzas, approximately $278.00, seconded by Pesek.
Voting aye: Vrbka Pesek Robeson, Karber, and Hummel
Voting nay: none
The motion carried.
Employee Reports.
Treasurer Report – Carla Sander: The following is provided in board packets:
1. A year profit and loss report.
2. A bank account balance report.
3. A July employee pay report.
4. Collection Report-19 overdue utility bills. Shut will went out Friday 8/18, Shut offs will be due on 8/29, therefore, Shut offs will take place on 8/30.
6. May pool report provided.
7. Consideration of lagoon payoff: Treasurer Sander points out the interest that would be saved if we paid off the Lagoon early. It was discussed and decided to wait and see about the water projects coming up. Discussion on what interest the Village is earning on the bond account. Treasurer Sander reports it is .75%. It was decided to have the Treasurer look into putting the money where it can earn more.
Clerk Report, Yolanda Bailey: Joining SENDD: We received this brochure and invoice from the Southeast Nebraska Development District. They write grants for broadband access, housing, and economic development. I am enclosing said-materials so you can consider joining this organization. The yearly cost would be $1,548.00. Discussion on earlier contacts with SENDD, and how they did not follow through when we expressed interest-not showing up at meetings, etc. It was decided to not join at this time.
Utility deposit form – Clerk Bailey made a revised version of this form which is less confusing, and posted it on the website.
Coolest thing contest: Village Treasurer nominated Bailey’s Bubbles for this NPPD-sponsored contest.
Thank You card received by the NE Rural Water – for donation. This was for their help on the Sanitary Survey earlier this year.
Carpet needs cleaning – I suggest we rent the Rug Doctor sometime in September and clean the carpets at City Hall.
FYI: We have received a call from someone in Georgia, asking about Raskey Motors business, and whether it is actually there and operating. This is the second such call we have received. Apparently, someone is selling high-end cars at a deep discount online – and is calling themselves Raskey Motors. The BBB has been involved, and they have told this person there is a fraudulent Dealer Number associated with the business now. The Butler County Sheriff, the Attorney General, and the Raskey family, have been informed about it.
Maintenance Report: Maintenance Superintendent Burtman reports he talked to Keith from Sargent – and they are waiting for flow-meters to start the work on the well projects. The lagoons are mowed and sprayed. The pool was drained. The electric meter on the bank was replaced, the old one was just out of warranty. The Dutton Lainson representative will be here next month to discuss the future upgrade of FCS system.
Petitions, Communications, Correspondence. A resident and employee noticed that there was a cattle truck who was not using a truck route and with a loaded truck were Jake-braking through town. It was decided a letter should be sent to the resident detailing the truck route and truck ordinances. (They live on Madison on south part of town)
Motion made by Trustee Vrbka to go into executive session at 9:21 pm, seconded by Trustee Robeson.
Voting aye: Vrbka, Robeson, Karber, Hummel, and Pesek.
Voting nay: none
The motion carried.
Motion made by Trustee Vrbka to come out of executive session at 9:40 pm, seconded by Karber.
Voting aye: Vrbka, Karber, Robeson, Hummel, and Pesek.
Voting nay: none
The motion carried.
Motion made by Trustee Vrbka that the newly-created Personnel Committee handle the matter, seconded by Trustee Karber.
Voting aye: Vrbka, Karber, Robeson, Hummel, and Pesek.
Voting nay: none
The motion carried.
Additional Business/Items for next meeting.
ITRON Rep.
Resolution for Demolition Permits
Electric Co. rate info emails.
JEO Water Study
Flagpole: The leaning flagpole was removed, it was decided to mount the flag on the building instead of installing a new flagpole, provided it is properly lit. It was decided to get a larger flag, like a 4’ X 8’. Maintenance should grind the old one off and fix the hole w/concrete.
Adjourn
Motion made by Trustee Robeson to adjourn at 9:45 pm, seconded by Trustee Karber.
Voting aye: Robeson, Karber, Pesek, Vrbka, and Hummel.
Voting nay: none
The motion carried.