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THE CITY REBORN FROM THE ASHES OF AMERICA'S MOST DISASTROUS FOREST FIRE
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Peshtigo Town To Establish Key Log

Issue Date: May 5, 2021

A special Town of Peshtigo meeting was held on Tuesday, April 27 with a lengthy discussion for possible approval of a plan regarding access to Town property.

Town Supervisor Cindy Baur mentioned, "There are several areas of the property we need access to. Supervisor Kristin Edgar and I have been working a lot on the recycling center and I am speaking for all of the supervisors, that we need access to all the town's buildings, including the garage for supplies for the recycling center, the printer for the ability to make copies, the wifi so we can use our laptops and the office so we can look at the town files and receipts. We would also like to know where all of the town's real estate is located. We had a frustrating week trying to get access to what we needed and need to make it more efficient for all board members. I have also seen several people in the town buildings that I don't recognize". Chairperson, Cindy Boyle then asked, "Is there a logic to getting into the building"?

Baur asked Town Clerk Clarence Coble if he had a key log and he responded yes, there is a key log. After Edgar asked several questions of Baur of what she was actually asking for, she fine-tuned the areas of concern with needing access to all buildings and outbuildings at the recycling center as well as to any buildings of the town, to update the key log, the ability to re-key and to create an access policy for the board to review".

Baur continued, "It's not the people that are authorized to be there, it is the people that are not authorized to be there". Edgar said it happens frequently that unauthorized people have keys. Coble added, "I don't know who has a key that is not authorized to go there and you have to remember that the waste management people have to have keys or we will be charged a hefty fee if they can't get into the recycling area". He also stated they would need to check with Fire Chief Mike Folgert because there are 20 firefighters that need access to the buildings as well.

Access to the Town files was met with opposition from Coble, stating, "Oh No, I don't think so, I don't think so, there is not going to be free access to the town's files. We restrict the keys to four keys to the town office. This is an important office and it is not an office that needs to be gone into by supervisors, the public, nor all the board members". Baur responded, "I have seen a lot of people in the building that I don't know whom they are". Boyle then replied, "Can we create a policy for key distribution for all the different departments"? Coble added, "I would be really surprised if anyone has keys that are not already authorized at the recycle center".

Discussion continued among the supervisors in reference to all the past people of the town that may have keys and thought it would be a good idea to rekey the locks on the buildings and create a key log of who has access and a policy for key distribution.

Baur said, "We need to get a list, then get budget pricing of the cost for re-keying". A motion was made by Edgar to give herself the authority to create a policy and key access list of whom has keys upon review of Coble's list and also to provide a list to get a quote for the cost to rekey and review all areas of concern with results to be reviewed by the board at the May meeting.

Also discussed were print and copy options and costs to replace the copier in the meeting room for supervisors to have access to for nonbusiness day hours if Supervisors need access to a copier.

Boyle then clarified what some of the supervisors are asking for. You wanted access to the copier for town-related items to be able to print or copy things right at the town hall rather than running back and forth to their homes. "We can bring some of the office resources into the universal space in the meeting room. We can put the print driver for the high-speed copier on another network allowing you to remotely print and send documents to the printer. We can open a discussion about bringing the office copier into the meeting room. Normally a business has business wifi, guest wifi, and zoom wifi and we can explore those options".

She is also working on getting in contact with the networking company who does all the networking of the town to gain an understanding and in writing from them of what the actual functionality is of the various wifi's, why we have three wifi's and what safety precautions do we need to make sure we protect the town computer networks.

Coble interjected that the printer is only a $69 printer and it is very difficult to find ink for it. "You may want to think about purchasing a laserjet printer, Also, the copier was meant to only make copies for the board members and committee members, not for massive copies to the public. A lot of copies went out of here and used up all the ink".

Boyle added, "Being the Tech Committee Chairperson, I will secure quotes for various printer options from Cooper Office Machines and others to then be discussed at the May meeting". In the meantime, Edgar will try to find ink cartridges for the existing printer in the meeting room

A discussion by some supervisors and chairperson was held in regards to noticing meetings only via the internet and posting at the Townhall due to confusion by them that meeting agendas had to be put in as a paid ad in the local newspapers, even after being told by the Peshtigo Times a week earlier that there was no charge for meeting notices unless there are specific certain exceptions which would actually require a legal notice. Coble clarified that both papers request to receive agendas for reference and publication and are required by law to be posted in the newspaper. "Agenda notices are put in at no charge as a service to the Town", Coble added.

It was also discussed about committee meetings with Furton stating, "Supervisors can attend committee meetings as an observer without having a quorum". Coble responded, "If there is a quorum at a committee meeting it is considered a legal board meeting, and approvals can be made, I suggest to put a disclaimer on all committee meetings, stating, a majority of the board may be present, but no action will be taken".

The board discussed possibly hiring for the Recycling Center entrance to make it four employees versus three at present to have better control and one person responsibility for monetary transactions and control of Town of Peshtigo residents only having access to disposal of garbage and the recycling center.

Supervisor Jon Drees added, "Rather than hiring, can't they use one of the three at the entrance instead of hiring a fourth employee". A motion was made to have an employee designated as a one point money collection at the entrance. A second motion was made that the money collection at the front of the center is managed by the recycling center to determine what works best as the Recycling Committee has already been given authority. A third motion was made to have updated stickers at both the entrances. All three motions were approved.

Before moving into a closed session, Boyle asked Coble to leave the meeting and they will have someone else on the board take minutes. Coble responded, "I will have you know this is the first time I have EVER been asked to leave a closed session. It is common practice that the Clerk is assumed as a board member and has always been allowed to be included in closed session meetings to take minutes and interact".


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