Village of Spencer Regular Board of Trustees Meeting – Sept. 8, 2025 Spencer Municipal Complex President Toufar called the meeting to order at 6:30 p.m. The Pledge of Allegiance was recited. Clerk Helgestad verified that open meeting laws were followed. Trustees Carolfi, Jicinsky, Hoes, Schafer, Krause, White, and Toufar were present. Jicinsky attended by Zoom. Clerk Helgestad, public works John Dunbar, Police Chief Shawn Bauer, Town & County Engineer Max Tibbett, and Fred Heider, North Central Regional Planning Commission, were also present. Clerk Helgestad noted a correction in agenda item 12h to add Kaitlyn Galloway to the operator’s license list. (Krause)(Hoes) was carried to dispense with the readings of the regular Aug. 11, 2025 meeting minutes and approve them as printed. There were no public comments. Clerk Helgestad reminded the board of the upcoming Everyone Can Play Ribbon Cutting on Friday, Sept. 19, at 6 p.m.; the Personnel and Finance Committee meeting on Monday, Sept. 22, 2025, at 6:30 p.m.; and the Personnel and Finance Committee Meeting on Thursday, Oct. 9, 2025, at 6:30 pm. A brief summary of recent public works activity was presented by public works John Dunbar. Bill Hoes lead a discussion about our ability to mow the railroad right-of-way between Highway 13 and the railroad tracks. Consensus was that we should do more to keep that area mowed. A brief summary of recent police activity was presented by Chief Bauer. Chief Bauer reminded motorists to slow down on morning commutes in and around school zones, crosswalks, and school buses. There were no president’s comments. Fred Heider, North Central Regional Planning Commission, presented the results of the outdoor recreation survey. 111 responses were received with a primary focus on further development of walking trails. There was discussion on what to include in the upcoming request for proposals for our next garbage and recycling contract. Clerk Helgestad explained the need to update our ordinance to match state standards, and our obligation to provide recycling services to 1-, 2-, 3-, and 4-unit residential properties. (White)(Krause) was carried by unanimous roll call vote to approve a new 5-year lease for the Spencer Historical Society located at the northeast office of 117 East Clark St. Trustee Hoes led a discussion on the change order #1/pay request #2 from Midwest Grinding and Excavating for the well house #3 demolition project. He felt they did a poor job, especially in regards to the impact on the neighboring property. After seeing the condition of the finished landscaping done at the site, the general consensus was to refer the item back to the Utility Committee for further review. A meeting was scheduled for Wednesday, Sept. 10, 2025, at 6:30 p.m. (Schafer)(Carolfi) was carried to approve a proposal from Star Environmental to submit an application for an artificial wetland exemption for the outlot west of the new pond in the business park for a cost of $750. Town & Country engineer Max Tibbett provided an update on the well #7/WTP#2 project. We are still on schedule for a startup at the end of October, beginning of November. (Schafer)(Carolfi) was carried by unanimous roll call vote to approve Ellis Stone Construction’s pay application #9 for the well #7/ WTP #2 project for $730,769. (Hoes)(Krause) was carried to approve temporary class “B” beer licenses for Spencer Kids Group fall bingo on Oct. 5, 2025, at 107 E. Clark St.; Spencer Kids Group Sip N’ Shop vendor event on Nov. 29, 2025, at 107 E. Clark St.; and Spencer Area Fire Department fall fest on Oct. 25, 2025, at 206 E. Willow Dr. (Carolfi)(Toufar) was carried to approve temporary operator’s licenses for Pat Mateer and Jeremy Vogel for the Spencer Area Fire Department fall fest on Oct. 25, 2025, at 206 E. Willow Dr., and a full operator’s license for Kaitlyn Galloway. Trustee Carolfi asked for more detail on the work Computer TR does as part of their managed IT contract. Clerk Helgestad reported on his discussions with Computer TR and his support of continuing to contract with them. (Schafer)(Hoes) was passed by unanimous roll call vote to approve current vouchers, totaling $1,144,393.50. A brief summary of clerk activity was presented by Clerk Helgestad. Finance and Personnel Committee: Chairman Hoes had no report. Utilities and Equipment Committee: Chairman Schafer had no report. Parks and Buildings Committee: Chairman White had no report. Health and Emergency Government Committee: Chairman Krause had no report. Economic Development and Main Street Committee: Chairman Carolfi had no report. Streets and Sidewalks Committee: Chairman Jicinsky had no report. Fire and Ambulance Commission: Clerk Helgestad reported on the recent meeting. A draft budget was presented by Chief Shull. The commission was asked to consider pay increases for officers and for options to fund a parking lot replacement project for next year. (Carolfi)(Hoes) was carried to adjourn at 7:56 p.m. Harry Toufar, village president Chris Helgestad, clerk WNAXLP 175582 Village of Spencer Regular Board of Trustees Meeting – Sept. 8, 2025 Spencer Municipal Complex President Toufar called the meeting to order at 6:30 p.m. The Pledge of Allegiance was recited. Clerk Helgestad verified that open meeting laws were followed. Trustees Carolfi, Jicinsky, Hoes, Schafer, Krause, White, and Toufar were present. Jicinsky attended by Zoom. Clerk Helgestad, public works John Dunbar, Police Chief Shawn Bauer, Town & County Engineer Max Tibbett, and Fred Heider, North Central Regional Planning Commission, were also present. Clerk Helgestad noted a correction in agenda item 12h to add Kaitlyn Galloway to the operator’s license list. (Krause)(Hoes) was carried to dispense with the readings of the regular Aug. 11, 2025 meeting minutes and approve them as printed. There were no public comments. Clerk Helgestad reminded the board of the upcoming Everyone Can Play Ribbon Cutting on Friday, Sept. 19, at 6 p.m.; the Personnel and Finance Committee meeting on Monday, Sept. 22, 2025, at 6:30 p.m.; and the Personnel and Finance Committee Meeting on Thursday, Oct. 9, 2025, at 6:30 pm. A brief summary of recent public works activity was presented by public works John Dunbar. Bill Hoes lead a discussion about our ability to mow the railroad right-of-way between Highway 13 and the railroad tracks. Consensus was that we should do more to keep that area mowed. A brief summary of recent police activity was presented by Chief Bauer. Chief Bauer reminded motorists to slow down on morning commutes in and around school zones, crosswalks, and school buses. There were no president’s comments. Fred Heider, North Central Regional Planning Commission, presented the results of the outdoor recreation survey. 111 responses were received with a primary focus on further development of walking trails. There was discussion on what to include in the upcoming request for proposals for our next garbage and recycling contract. Clerk Helgestad explained the need to update our ordinance to match state standards, and our obligation to provide recycling services to 1-, 2-, 3-, and 4-unit residential properties. (White)(Krause) was carried by unanimous roll call vote to approve a new 5-year lease for the Spencer Historical Society located at the northeast office of 117 East Clark St. Trustee Hoes led a discussion on the change order #1/pay request #2 from Midwest Grinding and Excavating for the well house #3 demolition project. He felt they did a poor job, especially in regards to the impact on the neighboring property. After seeing the condition of the finished landscaping done at the site, the general consensus was to refer the item back to the Utility Committee for further review. A meeting was scheduled for Wednesday, Sept. 10, 2025, at 6:30 p.m. (Schafer)(Carolfi) was carried to approve a proposal from Star Environmental to submit an application for an artificial wetland exemption for the outlot west of the new pond in the business park for a cost of $750. Town & Country engineer Max Tibbett provided an update on the well #7/WTP#2 project. We are still on schedule for a startup at the end of October, beginning of November. (Schafer)(Carolfi) was carried by unanimous roll call vote to approve Ellis Stone Construction’s pay application #9 for the well #7/ WTP #2 project for $730,769. (Hoes)(Krause) was carried to approve temporary class “B” beer licenses for Spencer Kids Group fall bingo on Oct. 5, 2025, at 107 E. Clark St.; Spencer Kids Group Sip N’ Shop vendor event on Nov. 29, 2025, at 107 E. Clark St.; and Spencer Area Fire Department fall fest on Oct. 25, 2025, at 206 E. Willow Dr. (Carolfi)(Toufar) was carried to approve temporary operator’s licenses for Pat Mateer and Jeremy Vogel for the Spencer Area Fire Department fall fest on Oct. 25, 2025, at 206 E. Willow Dr., and a full operator’s license for Kaitlyn Galloway. Trustee Carolfi asked for more detail on the work Computer TR does as part of their managed IT contract. Clerk Helgestad reported on his discussions with Computer TR and his support of continuing to contract with them. (Schafer)(Hoes) was passed by unanimous roll call vote to approve current vouchers, totaling $1,144,393.50. A brief summary of clerk activity was presented by Clerk Helgestad. Finance and Personnel Committee: Chairman Hoes had no report. Utilities and Equipment Committee: Chairman Schafer had no report. Parks and Buildings Committee: Chairman White had no report. Health and Emergency Government Committee: Chairman Krause had no report. Economic Development and Main Street Committee: Chairman Carolfi had no report. Streets and Sidewalks Committee: Chairman Jicinsky had no report. Fire and Ambulance Commission: Clerk Helgestad reported on the recent meeting. A draft budget was presented by Chief Shull. The commission was asked to consider pay increases for officers and for options to fund a parking lot replacement project for next year. (Carolfi)(Hoes) was carried to adjourn at 7:56 p.m. Harry Toufar, village president Chris Helgestad, clerk WNAXLP 175582
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