Ashkum Village Hall
109 E. Lake St.
Phone: 698-2424

Meeting Times: First Monday and Third Tuesday @ 7:00 pm

Archived Meeting Minutes

 

VILLAGE OF ASHKUM

MINUTES OF BOARD MEETING

SEPTEMBER 17, 2019

 

The Ashkum Village Board met Tuesday, September 17, 2019 @ the village hall. Present were Paul Heideman, Donna Schmitz, Ed Tholen, Angie Gray, Jeremy Beherns, and Russ Hull. Maintenance Supervisor Jeff Hanson, Treasurer Krystal Alberts, Gary Cailteux, a member of the Planning Commission, Lisa Hanson, and Shelly Ponton were also present. Trustees Shannon Meier and April Lyons were not in attendance.

President Heideman called the meeting to order at 7:00 p.m.

Clerk Donna Schmitz read the minutes of the September 3, 2019 meeting. Russ Hull moved to approve the minutes as read, seconded by Angie Gray and the motion passed.

NEW BUSINESS/VISITORS

President Heideman recognized Maintenance Supervisor Jeff Hanson who reported on the following

President Heideman recognized Lisa Hanson, a member of the Coliseum Board, who reported on the number of complaints they’ve received about the deplorable condition of the coliseum. When the roof was replaced in 2017, the cost was $65,000 and depleted their funds. Lisa reported the coliseum needs a major renovation project, and their board is seeking donations from organizations to help them get the project started. Contractors were contacted and bids received, and copies were distributed to board members for discussion and review. The estimated cost of all the renovations needed totaled $98,572.40. The renovations could be done in stages but the biggest concern right now is the kitchen and bathrooms. The kitchen hasn’t been remodeled since September of 1945. The estimate for the kitchen project is $56,680. Lisa explained the first six weeks of January has been held open to allow for remodeling, otherwise they are booked through next year. Lisa answered questions board members had and then asked if the village would consider making a donation for the renovation project. The board couldn’t act on her request because it wasn’t on the agenda. Lisa asked if the board would let her know by the next meeting so the contractors wouldn’t be left on a schedule. President Heideman responded the board could give her an answer at the next meeting. (It’s always been a mystery why the coliseum is located in the middle of the village but the township is in charge of maintaining it.)

President Heideman recognized Shelly Ponton who was present to discuss the water issues she is experiencing. Shelly reported she thinks she knows where the problem is and showed pictures she’d taken showing evidence of her reasoning. She thinks the problem is in front of her house going to the park. The picture she took in the spring doesn’t show any snow on that spot. The road to the park had been dug up before and a tile was broken in a couple of places. If the problem is on the street, Haley Brothers can be called to dig it up. If the tile is clean, it will be Shelly’s responsibility to find the problem. Jeff will call Haley Brothers tomorrow to check the tile and to put a clean out in so it could be jetted in the future if needed.

President Heideman recognized Gary Cailteux, a member of the Planning Commission. Gary had nothing new to report but was available if the board had questions for him.

President Heideman reported on the road west of town where Jon Meents installed a culvert going south, he asked if we wanted to extend the culvert to the T intersection so if anybody ever went off the road, they would go out into a field and not in the ditch. The extension would be five sections and run about $1,000 per section. Jon said he would furnish the dirt and help put the culvert in if the village decides to do the extension. After discussion, the board said they appreciate the thought but the money isn’t in our budget at this time. Ed Tholen reported he would talk to Jon Meents about the board’s decision.

OLD BUSINESS

President Heideman reported a list of cars without a valid license has been given to Clerk Schmitz to write letters notifying people they are in violation of a village ordinance. The village attorney was supposed to send a sample letter we could use to have the deputies hand deliver to the offenders.

COMMITTEE REPORTS

Trustee Russ Hull reported a water account still shows a delinquent charge on his report, but the property was sold and the name should be changed to the new owner. The account was taken care of by the bank so the delinquent charge should be written off. Russ also reported Garrett Maintenance Inc. will be here tomorrow to do the work on Main Street.

Trustee Jeremy Beherns had no report.

Trustee Angie Gray had no report.

Trustee Ed Tholen had no report.

Clerk Donna Schmitz had no report.

Treasurer Krystal Alberts reported Team Software was on site Saturday to install the new battery backup and make sure everything was working correctly. Their service charge was $467.99, and Krystal reported she ordered a second backup for $90. In June 2020, our payroll and accounting software programs will no longer be supported by our current company. Krystal reported when she worked at Meier Brothers, they used Team Software so she is very familiar with their programs. Krystal asked Team if they could give an estimate for replacing our programs with theirs. She reported Team Software’s accounting program would cost $2,000, and $129.99 for one user. The system comes with free phone/remote help for installation and 3 months free phone/remote support. It is a onetime purchase with no recurring monthly fees. Importing from existing software can be quoted and charged at $72 per hour. A very rough estimate for conversion of our current accounting system would be 10-30 hours. To upgrade her computer to Windows 10 pro, Office 2019, backup the data, install software, apply all updates and restore the data would run $377.98. After a lengthy discussion, Jeremy Beherns moved to spend the money and update the software as quoted by Team Software, seconded by Angie Gray and the motion passed.

President Heideman recognized Treasurer Krystal Alberts who gave the treasurer’s report for July 2019. Russ Hull moved to accept the report as read, seconded by Angie Gray and the motion passed. Jeremy Beherns moved to present the bills to the Finance Committee, seconded by Ed Tholen and the motion passed. Finance Chairman Ed Tholen reported expenditures of $5,962.72 in the General Fund and expenditures of $9,432.40 in the Water Works Fund. The total expenditures in both funds were $15,395.12. Ed Tholen moved to pay all July bills in the usual manner, seconded by Russ Hull and the motion passed.

President Heideman reported the paperwork to vacate part of Lake Street has been received from the village attorney. Action can be taken at our next meeting.

As there was no further business to come before the board, Ed Tholen moved to adjourn the meeting at 8:00 p.m., seconded by Angie Gray and the motion passed.

The next scheduled meeting will be Tuesday, September 17, 2019 at the village hall.

DONNA K SCHMITZ

VILLAGE CLERK