Town of Germantown

MINUTES

Held remotely via Microsoft Teams

September 11, 2025

9:00 AM

Present: (all via Teams) Board Members Jim Murphy, Rod Abbrederis, Randy Dorshorst, Jim Keene, Brad Pavloski, Administrator Kathy Oliver, Jason Terry, Kyra Cassidy, Gavin Bender, Andy Zimmer  from MSA, Tamaya Lowe, Hillary Sorge and Jerad Royal from MBE CPAs, Nathan Friederick and Scott Pickert

Call to Order/Approve Agenda-

The meeting was called to order via Microsoft Teams at 9:03 AM and the agenda was approved by the board. With 5 board members present, we did have a quorum.

Approval of Minutes-

A Motion was made by Jim Keene, seconded by Randy Dorshorst, to approve the minutes from the July 10, 2025 regular meeting with no changes or corrections. Motion carried with all in favor.

Discussion and Possible Action on 2024 Annual Audit Report – Hillary Sorge

Hillary Sorge from MBE CPA’s presented and explained the final audit report from 2024. All findings were clean and in accordance to procedure. A Motion was made by Jim Keene, with a second by Randy Dorshorst, to accept and approve the report. Motion carried with all in favor.

Discussion and Possible Action on WWTF Operations Update –

Jason Terry from MSA reported on the treatment system. Average influent and effluent flows are following seasonal trends, with Labor Day being above 160,000/day. Effluent BOD levels and phosphorus are trending down. Performance testing and ongoing evaluations of system conditions are being conducted to determine the cause. Adjustments in the RE2 and alkalinity feed dosing are being adjusted to optimize.

The new GIS system work is in progress and expected to be complete by the end of the year.

The pH Probe and SCADA Programming project that was previously approved has been put on hold due to a change in Wisconsin NR reporting requirements. MSA is exploring options to  meet new requirements and estimates that we will need a new pH Analyzer at an estimated cost of $45,000.00.

With recent permit changes, updated treatment requirements, a growing collection system, and ongoing maintenance needs, we anticipate expanding the scope of work by MSA. MSA will have a renewal contract prepared for review at our next meeting. Kyra Cassidy mentioned that our growth is outpacing our 20 year projections and we may outgrow our capacity. She suggested that she investigate further and we will revisit the issue when we have her findings. Kyra also suggested that we should make changes to our Developers Agreement so that we have better info for future tracking and planning.

Discussion and Possible Action on Administrator’s Report –

-Financial Status Summary – Financial information was provided by Kathy Oliver, including bank account balances, accounts payable and accounts receivable. Our current members, Connected and Unconnected, total 1,401. A Motion was made by Randy Dorshorst, with a second by Jim Keene, to approve the Administrators Report. The motion carried with all in favor.

Discussion and Possible Action on 2026 District Budget, Annual Contracts, Insurance–

Kathy Oliver presented a draft of the Budget for 2026. After review and some discussion, a Motion was made by Rod Abbrederis, with a second by Jim Keene to keep our Annual Member Fess for 2026 the same as they were for 2025. That being $400 for connected members and $200 for unconnected members. Motion carried with all in favor. A Motion was made by Randy Dorshorst to give the Administrator a raise in wages. Motion carried with all in favor. A Motion was made by Jim Keene, and seconded by Rod Abbrederis to approve the 2026 budget with these changes. Motion carried with all in favor.

Discussion and Possible Action on 2026 Member Fees, Annual Letter, Invoicing, Employee Compensation-

O’Dells Bay Sanitary District #2 board member Scott Pickert was at the meeting to propose combining District #2’s annual member fee invoicing with District #1. Kathy Oliver proposed that we could do that, and track her time, to be charged to District #2 at 1.5 times her hourly rate. That would also include tracking income and reimbursement of those fees to District #2. Hillary Sorge, CPA said this would be acceptable as long as the income and payments are tracked, which should be easy to do with Quickbooks. A Motion was made by Jim Keene, with a second by Rod Abbrederis to move forward with the plan. Motion carried with all in favor.

Kyra and Kathy will work together on revising the annual member letter.

Discussion and Possible Action on Member Special Requests –

There were no special requests to discuss.

Public Comment –

There was no Public Comment

Adjourn –

A Motion was made to adjourn at 11:00AM by Rod Abbrederis, with a second by Jim Keene. Motion carried with all in favor.

Next regular meeting is scheduled for November 13th, 2025 at 9:00AM.