MINUTES

TOWN OF VERMONT BOARD MEETING

July 13, 2009


The meeting was called to order at 7:30. The clerk certified that the notice had been posted at the Black Earth State Bank, at John Bird Accounting in Black Earth, Amcore Bank in Mt. Horeb, on the town web site www.townofvermont.com, and on the front door of the town hall. It was also published in the News Sickle-Arrow and the Mt. Horeb Mail. The additional agenda item was posted on Friday, July 10, at the Black Earth State Bank, at Amcore Bank in Mt. Horeb, on the town web site www.townofvermont.com, and on the front door of the town hall.


Present: Chairman, Mark Sherven; Supervisors, Barbara Grenlie, Steve Cowan, Larry Ziemer and Don McKay; Clerk Marc Robertson and Treasurer Sarah Danz


APPROVAL OF AGENDA


A motion to approve the agenda was made by Barbara Grenlie, seconded by Larry Ziemer and approved with the insertion of the additional agenda item regarding the Smith driveway as item 14.


CHAIRMAN’S REPORT AND CORRESPONDENCE


A Dane County Towns Association sponsored meeting covering a number of County land use issues was held on June 30. Most of the time was spent on Transfer of Development Rights, and in anticipation of that a number of people from the Town were in attendance.


Notification of an upcoming 750 rider event was received from Bombay Bicycle Club. It was not accompanied by a Recreation Event Permit application or fee. Proof of insurance and a map of the course were included. A portion of Bohn Road is the only Town road utilized by this event. Because the event begins and ends at Tyrol Basin, which is zoned and equipped for events of this type, a permit has not been required in the past.


Final paperwork was received from the Insane Terrain bicycle event prior to the event being held. There is a report that there was one death during the event in Iowa County resulting from an automobile / bicycle collision.

CITIZEN INPUT


Jan Cowan and Barbara Bird were present to report on plans for the upcoming Town picnic, which will be held from 12:30 until 3:00 on August 30 at Tyrol Basin.


Earl Brandt reported that he and David Stanfield visited the Wisconsin Towns Association to discuss the work being done by towns to improve development rights record keeping. He also indicated that an informal review of opinions regarding citizen opinions as to bicycle events concluded that relatively few citizens are unhappy with the conduct of the events. Further opinions were expressed concerning the extent of citizen concern, including the need for improved communication between the Town government, citizens and event organizers as to routes and timing. It was commented that a death at a recent event may cause further dialog concerning event safety.



APPROVAL OF MINUTES


Barbara Grenlie moved approval of the minutes of the June 8th meeting, Steve Cowan seconded, and the minutes were approved.


TREASURER’S REPORT


Deposits for the month of June were $2,432.36. $801.95 was received for Managed Forest Lands, $620 for building permits, $325 for assessment searches, $210 for liquor and operator licenses, $100 from the State for election results reporting, $71.66 from Premier Co-operative as a patronage dividend, $45 for dog licenses, $25 for a recreation permit, $25 for a driveway permit renewal and $208.75 in interest. The total available in all accounts is $106, 344.73.


The Treasurer also discussed the Town’s current assessment ratio of 92.6 percent of fair market value. Each local government is required by the State to be within 90 percent of fair market value at least once every 4 years. The conclusion is that the Town is not currently in danger of being required by the State to carry out a revaluation. There was also discussion of the fact the piecemeal reassessments within a municipality will often produce an unfair differential of tax burdens among residents.


A motion was made by Don McKay and seconded by Larry Ziemer to accept the Treasurer’s report and the motion was approved.


CLERK’S REPORT


Check 1583 was for ink cartridges for the comprehensive plan maps and was sent out early. Check number 1586 was written to the Black Earth Joint Fire District for their annual share of the 2% Fire Dues paid to the Town. Check 1591 was voided, since it covered work later billed and paid by check 1624. The control box and panel for the Town Hall portion of the alarm system was replaced, which accounts for check 1592. A check for $105,784 was written to Fahrner’s for chip sealing. Other than relatively minor repair and supply expenses, all other bills are routine quarterly expenses.


A motion was made by Barbara Grenlie and seconded by Don McKay to accept the Clerk’s report, and the motion was approved.


PAYMENT OF BILLS


Approval is sought for payment of bills for June and July, 2009 and paid by checks numbered 1578 through 1632. Checks 1578 and 1579 were discussed at the June meeting. Checks 1630 through 1632 are July checks for bills that came in on the day of the July meeting.


A motion was made by Barbara Grenlie and seconded by Steve Cowan to approve payment of bills for June and the motion was approved.


DISCUSSION AND POSSIBLE APPROVAL OF CONTRACTS FOR ADDITION TO SALT SHED


A zoning and building permit have been received for the salt shed addition, as well as two bids for two different aspects of the work which indicate that the entire project cost will be below $25,000. Chairman Mark Sherven asked the Board to approve immediate action as soon as the public notice requirement for the selection of bids has been met. Steve Cowan moved approval of authorization for the Chairman to proceed at his discretion, Larry Ziemer seconded and the motion was approved.


CONSIDERATION AND POSSIBLE APPROVAL OF 2009 – 2010 PROPANE CONTRACT WITH PREMIER COOPERATIVE


Propane is available for the 2009 – 2010 winter for a prepayment price of $1.29.9 per gallon. Based on an 8 year purchase history, a consensus was reached to buy 2,500 gallons at that price for a total expenditure of $3,247.50 out of a budgeted $6,000. Don McKay moved that 2,500 gallons be purchased, Larry Ziemer seconded and the motion was approved.


DISCUSSION OF TOWN OF VERMONT ANNEX TO DANE COUNTY HAZARD MITIGATION PLAN


A majority of Board members were involved in the Planning Commission discussion of the Dane County Hazard mitigation Plan during the June Planning Commission meeting. Other than some citizen concern about the possibility that the hazard mitigation planning structure could be misused by other government agencies, there were no further comments regarding the plan.


DISCUSSION OF POSSIBLE SPRING WEIGHT LIMITS ON ROADS

The Dane County Sheriff’s Department is conducting meetings to facilitate cooperation among municipalities in adopting common ordinances, signage and exemption permit terms. Another point made was that enforcement of gross weight limitations rather than per axle weights is much more enforceable. They recommend the use of temporary signs put up only during the seasonal weight restriction period.


The Dane County Towns Association may make available a sample weight restriction ordinance as well as a sample regulation and permit governing exemptions. The ordinance adopted by the Town of Vienna in 1986 was also made available for review.


DISCUSSION AND POSSIBLE ACTION REGARDING DRIVEWAY IMPROVEMENT PERMIT AND DRIVEWAY CONSTRUCTION PERMIT


The Planning Commission is of the opinion that a simplified procedure is necessary in order for residents wishing to make minor improvements to their driveway to obtain a permit without the added complication and delay of waiting for Board approval. The provision for Board approval of all driveway improvements is in the existing ordinance and will likely be revised as ordinance revisions proceed, but in the interim a process is necessary in order to fulfill the intent of the ordinance without the process being so burdensome that residents have an incentive to attempt to skirt the permitting process entirely.


The suggested process is that the Driveway Committee be empowered to issue Driveway Improvement Permits at the time of a site visit if it is clear that the scope of the project is sufficiently limited that full Planning Commission and Board involvement is not necessary. They will also be empowered to determine that a minor maintenance project does not require a permit. Don McKay moved that the Board authorize the Driveway Committee and Planning Commission to make decisions concerning the issuance of Driveway Improvement Permits or the lack of need for any permit without Board review. Steve Cowan seconded and the motion was approved. Chairman Mark Sherven appointed himself to the Driveway Committee in order to assist with carrying out their current duties in a timely manner. There is also the possibility of setting up regular Driveway Committee meeting times in order to be more convenient to residents.

DISCUSSION AND POSSIBLE ACTION REGARDING DRIVEWAY CONSTRUCTION ON THE MICHAEL SMITH PROPERTY ON MOE ROAD


A problem has arisen because some land required to construct a driveway for Michael Smith according to the original engineer’s plan was inadvertently sold to a neighboring landowner prior to the commencement of driveway construction. Since no amicable resolution of the issue of encroachment on what is now the neighbor’s land appears likely, work on the driveway has been halted until the engineering issues can be resolved.


A special Planning Commission meeting has been scheduled for July 20th on-site to review the options. Depending on the outcome of the special Planning Commission meeting, a special Board meeting may be required the following evening. The urgency is due to the potential for serious erosion from the site as it currently stands.


DISCUSSION OF ORDINANCE REVISIONS


A possible approach to the ordinance revision process is to have a subcommittee made up of both Board and Planning Commission members to work on the topic. Barbara Grenlie suggested that Don McKay would be best qualified to head it, and he agreed to do so. The driveway ordinance is expected to be the initial focus of the group.


COMMITTEE REPORTS


District One EMS reports success in recruiting new volunteers. Some of this is credited to advertising in newspapers aimed at young students, with credit also given to the attractiveness of the new building as a working environment. Volunteers travel from many areas, sometimes for up to an hour away from Mazomanie. Statistics were also presented concerning the monthly number of calls, the geographical distribution of service calls, the reasons for the calls and the destinations of the patients.


The road committee reported that the Bell Road turn-around has been completed. A turn-around at the end of Stanfield Road is now being considered, since the existing turn-around has been presenting winter safety issues, the landowner is willing to cooperate, and future use of the property may require school bus turn-around. Also important is that construction projects of this kind are currently being bid at favorable rates. A consensus was that obtaining some preliminary cost estimates for the August meeting would be appropriate.


The Mt. Horeb Fire District is beginning long term planning for a new fire station. Mark Sherven was appointed Chair of the personnel committee as well as being a member of the building committee.


DISCUSSION OF AGENDA ITEMS FOR AUGUST MEETING


Among the items to be discussed is the possibility of constructing a turn-around at the end of Stanfield Road, further discussion of spring weight limits and a recap of 2009 bicycle events to date.


ADJOURNMENT


A motion was made by Larry Ziemer and seconded by Barbara Grenlie that the meeting adjourn. The meeting was adjourned at 10:17.


Marc Robertson, Town Clerk