MINUTES

TOWN OF VERMONT BOARD MEETING

July 11, 2005

The meeting was called to order at 7:30 by Chairman Steven Cowan. The clerk certified that the notice had been posted at the Black Earth State Bank, Amcore Bank in Mt. Horeb, on the town web site www.townofvermont.com, on the front door of the town hall, and also published in the News Sickle-Arrow. It was submitted to the Mt. Horeb Mail before the publication deadline, but was not published.

Present: Chairman, Steven Cowan; Supervisors, Barbara Grenlie, Bill Hanson, David Dybdahl and Mark Sherven; Clerk Marc Robertson and Treasurer Sarah Danz.

APPROVAL OF AGENDA

This item has been added to facilitate the reordering of agenda items when necessary. Though the agenda was initially approved in its original order (Mark Sherven motion and Barbara Grenlie second), the arrival of representatives from the Horribly Hilly Hundreds bicycle event led to the adoption of a motion to consider their agenda item immediately after the Chairman’s Report and Correspondence (Mark Sherven motion, Bill Hanson second).

CHAIRMAN’S REPORT AND CORRESPONDENCE

Notice of Investigation letters have been received from the WI DNR regarding 2 properties within the Town which are enrolled in the Managed Forest Land Program. No Town action appears necessary at this time.

DISCUSSION OF HORRIBLY HILLY HUNDREDS BICYCLE EVENT

It was noted that the $250 deposit was not received by the Town prior to the event. While several citizens reported issues with the event that should be addressed in subsequent years, nothing would have warranted retaining the deposit. Split start times appear to have reduced congestion and a pre-event talk to participants by the organizers appears to have been successful. Incorporating local community groups into refreshment vending for future events will be considered, and the Town was encouraged to apply for bicycle-organization sponsored grants for infrastructure and signage improvements.

DISCUSSION OF PERMIT FOR ATKINS CITIZEN RACING CLUB EVENT

The chairman reported that he had received the $250 deposit from the Atkins Citizen Racing Club. Since the permit was approved at The June meeting, no further discussion was required.

CITIZEN INPUT

There was no citizen input.

APPROVAL OF MINUTES

Following further investigation of reports regarding bicycles failing to yield to an emergency vehicle during a 2004 event, Mark Sherven moved that the wording in the draft minutes regarding the reports as inconclusive be removed. The motion was seconded by Barbara Grenlie and passed.

A majority of Board members believe that a motion was made, seconded and passed at the 2005 Annual Town Meeting to direct the Board to begin consideration of an ordinance to prohibit bicycle racing on Town roads. Minutes of the June Board meeting were approved contingent upon rewording of that portion of the draft minutes, which awaits availability of draft minutes from the 2005 Annual Meeting.

It was also noted that the County Treasurer has requested a copy of the minutes.

Barbara Grenlie moved that the Board, by means of a letter drafted by the present clerk and signed by the Town Chairman, direct the previous clerk to produce the minutes of the annual Town Meeting. The motion was seconded by Steve Cowan and passed.

TREASURER’S REPORT

Income for the month of April was $1,972.86, with the largest component being DNR Managed Forest payments (20% of which will be paid to the County later in the year). We received a State transportation aid check in July, as well as the 2% Fire Dues aid from the State, neither of which arrived in time to be reflected in the June deposits. Treasurer and clerk reconciliation showed that accounts were in balance, with the sum of all Town accounts showing $48,855.45.

Motion was made by Barbara Grenlie and seconded by Bill Hanson to accept the Treasurer’s report.

CLERK’S REPORT

The May balance sheet showed total liabilities & equity at the end of the month of $48,855.45, with total checks written for May of $28,959.88. As of the end of June, a check written last month for $67.80 to the American Dental Plan of Wisconsin had not cleared the bank, but it was received by them.

A recently opened account with Quill Office Supplies will require that a check for about $65 be written prior to the next Board meeting.

The clerk would like to move funds between two items within the Patrolman Fringe Benefits category, which should not require a budget amendment.

A Zoning and Land Regulation staff report was received regarding the Parrell rezoning. No new issues were raised which the Board considered important. Barbara Grenlie moved to direct the clerk to sign and return the Town Board Action Report noting Town Board Approval, the motion was seconded by Dave Dybdahl and passed.

Attendance by Mark Sherven and Bill Hanson at an August 9th seminar covering land use and ordinance writing issues was discussed and approved.

PAYMENT OF BILLS

Motion was made by Barbara Grenlie and seconded by Mark Sherven to approve payment of bills for June, 2005 paid by checks numbered 10543 through 10586.

DISCUSSION OF SELECTION OF CONTRACT BUILDING INSPECTOR

Selection of a contract building inspector is a continuation of unfinished business from June. Discussion continued regarding the need for a practical mechanism to assure that homes are built within the envelope approved by the Planning Commission and Board. Some Towns require that a surveyor certify (at landowner or contractor expense) the home location as construction is started, with a per day penalty for noncompliance written into Town ordinance. Another option is to have the building inspector accompany the Planning Commission to site visits to gain familiarity with the site and determine the most appropriate means to certify the location at the time of construction. Discussion of the adequacy of consumer-level GPS accuracy for Town purposes continued.

It was noted that a balance must be retained between the requirement for sufficient accuracy within an applicant’s site plan and the ability of a potential applicant to approach the Planning Commission early in their planning process without the need for having a formal survey in hand.

A motion was made by Bill Hanson, seconded by Dave Dybdahl and passed that the issue of site plan accuracy and verification of the location of site improvements be returned to the Planning Commission for study.

It was moved by Mark Sherven, seconded by Barbara Grenlie and passed to accept the contract building inspector proposal of Municipal Engineering & Inspection Services, Inc., with Bill Hanson abstaining.

CONSIDERATION OF AMENDMENT TO DANE COUNTY CODE OF ORDINANCES, PROVIDING FOR CREMATORIUMS IN BUSINESS AND COMMERCIAL ZONING DISTRICTS

Lacking sufficient information to make a decision, a motion to table consideration until the August meeting was made by Barbara Grenlie, seconded by Bill Hanson and passed.

DISCUSSION OF HIGHWAY POLICIES, BUDGET AND UPGRADING TOWN DIESEL FUEL TANK

Upgrading the Town diesel fuel tank will be required at some point in the future. The chairman will contact several fuel suppliers for suggested plans and estimates for the upgrade so that the expense can be programmed into the 2006 budget.

The wording the Town patrolman’s contract regarding supervision and any issues regarding day to day decision-making was discussed. Current practice is to contact right-of-way owners as necessary, with the chairman becoming involved if safety-related issues remain unresolved.

Bill Hanson moved to transfer sufficient funds from the gravel and patch budget to provide propane for the Town garage. The motion was seconded by Mark Sherven and passed.

2005-2006 PROPANE CONTRACT WITH PREMIER COOPERATIVE

Bill Hanson moved to prepay 2300 gallons of propane for the 2005-2006 heating season, Mark Sherven seconded and the motion was approved.

DISCUSSION OF BORROWING FOR GENERAL GOVERNMENT EXPENDITURE CATEGORY TO REFLECT WISCONSIN RETIREMENT FUND PARTICIPATION

Options include borrowing to add funds to the General Government category or transferring money from a category likely to have a surplus for 2005. Reservations were expressed about shifting money from prepayment of the Town truck loan within the road budget, but money currently borrowed at 2.65% is likely to be the least expensive source of funds. Given uncertainty about the impact of budget transfers between the Highway category and the General Government category on future state highway aid, it was determined that this agenda item should be tabled pending further investigation. Barbara Grenlie moved to table, Mark Sherven seconded and the motion passed.

DISCUSSION OF 2006 TOWN PICNIC

Barbara Grenlie moved and Mark Sherven seconded that Earl Brandt be appointed 2006 picnic coordinator/recruiter, with the job of recruiting people to run the picnic and involving new residents in it. Discussion emphasized the need for ongoing Board involvement in support of the picnic and the need for setting goals and deadlines. The motion passed.

After discussion as to whether a change to a date later in the fall would make it possible for more people to attend, Bill Hanson moved and Mark Sherven seconded that the date be changed to mid-September, contingent on the availability of Tyrol Basin. The motion passed.

DISCUSSION OF INCLUDING USGS REQUEST FOR $1,000 FUNDING CONTRIBUTION IN 2006 BUDGET DELIBERATIONS

At a recent meeting in Black Earth, the US Geological Survey requested that local communities contribute financially to local watershed investigations, including Vermont Creek. The goal of the USGS is to assist future water resource planning by estimating current surface and subsurface water flows. From this baseline, the impact of future consumption patterns and the resulting impact on local water quality and fisheries can be estimated, with the goal of directing large-scale water withdrawals to areas where impact on the Creek will be minimized. Reservations were expressed about the money spent by USGS on brochures to publicize their work. Since discussion involved consideration of the 2006 budget, no present action was necessary.

ROAD COMMITTEE REPORT REGARDING CULVERT/STREAMBANK STABILIZATION ON KELLIHER ROAD

Estimates have been received from two firms (Quam Engineering and Resource Engineering Associates) for planning and permit acquisition for work on Kelliher Road. Upon Mark Sherven’s recommendation, Dave Dybdahl moved and Bill Hanson seconded that a contract be signed with Quam Engineering. The motion passed.

It was also reported that an 18" X 32 foot culvert will need to be replaced on Blue Mounds Trail. Mark Sherven indicated that R. G. Sutter will be able to do the work on a time and materials basis, and recommended that it be done this year. Dave Dybdahl moved that replacement of the culvert be approved, Bill Hanson seconded and the motion passed.

OTHER COMMITTEE REPORTS

At the last meeting of the District 1 EMS Board, it was reported that they responded to 350 calls on 2004, though there is the expectation the 2005 number will be closer to 300 calls. Dave Dybdahl noted that the EMT’s who staff the unit are paid $8.00 per shift during the week and $16.00 per shift on the weekend. It was recommended that a letter be drafted expressing the Town’s appreciation for their work, and that the EMT’s and firemen serving the Town be invited to the Town picnic.

At the June meeting of the Mt. Horeb EMS Fire Board, a grant proposal to assist in the future hiring of personnel was discussed.

DISCUSSION OF AGENDA ITEMS FOR AUGUST MEETING

No additional items were added to the August agenda.

ADJOURNMENT

A motion was made by Bill Hanson and seconded by Steve Cowan that the meeting adjourn. The meeting was adjourned at 10:40.