MINUTES

TOWN OF VERMONT BOARD MEETING JANUARY 12, 2004

The meeting was called to order at 7:30 p.m. by Chairman Steven Frame. The Clerk certified the meeting notice had been posted at the Black Earth State Bank, Amcore Bank in Mt. Horeb, on the Town Web Site (www.townofvermont.com) and on the door of the Town Hall; also published in the News Sickle-Arrow and Mt. Horeb Mail newspapers.

Present were: Chairman, Steven Frame; Supervisors, Bill Hanson, David Dybdahl, Mark Sherven and Doug Meier; Town Clerk Marian Swoboda and Treasurer Sarah Danz.

CITIZEN INPUT

State Representative Sondy Pope-Roberts shared observations of work going on in the State Legislature, encouraged board members and citizens to contact her with their concerns and for information of interest. In response to Supervisor Hanson's concern over rising property taxes her reply was that she and Representative Black plan to address the issue in the next session of the legislature. Chairman Frame said he thinks the state legislators remain in session to long and should have limited terms.

APPROVAL OF MINUTES

Motion was made by Mark Sherven seconded by David Dybdahl and carried to approve the minutes of the December 8, 2003 board meeting.

REPORT OF THE TREASURER

Treasurer Sarah Danz reported the financial account reconciliations conducted by the clerk and the treasurer balanced on December 31, 2003 showing $24,122.22 in the investment account, $578,784.81 in the savings account and a minus $969.75 in the checking account leaving a cash balance of $601,937.28. Deposits for the month totaled $582,811.58 of which $581,273.99 was in tax collections. Earned interest accounted for $56.39, building permits, $1,156.20, assessment searches $300.00 and a recreational permit $25.00.

REPORT OF THE CLERK

Clerk Marian Swoboda pointed out that it is possible to verify the reconciliation of accounts by adding the 2002 cash carryover ($563,693.18) found on the December 2003 balance sheet to the 2003 net income ($38,244.10) found on the year-end operations report. These two added together equal the 2003 year-end cash position of $601,937.28.

The clerk pointed out that actual 2003 savings (income over expenses) can be determined by subtracting the December 2003 tax collections from the December 2003 cash position: $601,937.28 minus $580,922.17. This leaves a carryover balance of $21,015.11; $15,000.00 of that amount was built into the 2004 budget when earlier projections indicated an approximate carryover of $23,000.

The clerk also distributed a copy of the town's federal tax return for the last quarter of 2003 showing a liability of $4,774.46 including federal taxes withheld as well as social security and Medicare tax payments. The town's share of social security and Medicare payments for year 2003 was $6,252.29 as shown on the December 2003 income & expense report. This report compares income and expenses to the yearly budget in 90 categories. Overall income for the year was $2,205.90 less than projected; overall expenses were $14,373.17 less than budgeted.

PAYMENT OF BILLS

Motion was made by Bill Hanson seconded by Doug Meier to approve the December payment of bills totaling $21,720.46 covered by checks number 9870 through 9909.

JANUARY 16 MEETING ON STATEWIDE VOTER REGISTRATION

The clerk informed the board of a meeting scheduled for January 16 called by the Wisconsin State Elections Board about Wisconsin's statewide voter registration System Project. The town's two poll supervisors, Virginia Urness and Shirley Brandt are registered to attend along with the clerk. The board will be kept informed on the registration process as it proceeds forward.

ELECTION SPLIT SHIFT ORDINANCE

The following ordinance was presented to the board for consideration to confirm the election splits currently being made and to allow the assignment of different hours:

"Pursuant to Wl Stat 7:30 (1) the Town of Vermont shall allow for the selection of two or more sets of official to work at different times on election days and permit the Clerk or his/her designee to establish different working hours for different officials assigned to the same polling place.

"Alternate officials shall also be appointed in a number sufficient to maintain adequate staffing of the polling place."

Motion was made by David Dybdahl seconded by Bill Hanson and carried to adopt the Election Split Shift Ordinance.

DESIGNATION OF AGENT RESPONSIBLE FOR

THE TOWN'S EMPLOYEE RETIREMENT PROGRAM

Wisconsin Statute 40.21 requires each participating employer in the Wisconsin Retirement System to designate an agent who is authorized and responsible for acting on behalf of the governing body. However, it is ultimately the governing body that is liable for the action of the agent. Sub-chapters 202 and 1701 of the Wisconsin Retirement System Administration Manual (ET-1127) outline the duties for which participating employers are inherently responsible.

Motion was made by Mark Sherven seconded by Bill Hanson and carried to designate the Town Clerk, Marian Swoboda, as the agent responsible for working with the Wisconsin Retirement System on behalf of the town board.

WITTE OCCUPANCY PERMIT

Motion was made by Mark Sherven seconded by Doug Meier and carried to approve the issuance of an occupancy permit for the new residence at 4268 State Highway78.

MAY 22, 2004 BIKE RACE

The board was informed that a permit had been issued by the town to Woolly Mammoth Promotions who is promoting a bike race for the 2004 National Collegiate Road Cycling Championships going through the town on May 22, 2004. The starting point will be the Black Earth Village Hall, going south on Hwy 78 to JJ to Hwy F, then North on Hwy F to Hwy FF to Sutcliffe Rd. East on Sutcliffe Rd to Hwy F to Hwy KP to Blue Mounds St to Webb St to Hwy 78. Course set-up begins at 5:30 a.m. with the Women's Division starting at 8:00 a.m. and the Men's Division at 12:30 p.m. Course clean-up will be completed by 5:00 p.m. The Course Manager for the event is Ted Ehlert, 608-347-6435.

REVIEW OF RECREATION EVENT PERMIT FEE

The review of the permit fee for recreational events was postponed until the February meeting.

UPDATE ON TOWN HALL ELECTRICAL AND FLOOR FINISHING WORK

The board was advised that the new lighting fixtures approved earlier for the town hall basement had been installed along with the sanding and refinishing of the town hall floors and new lighting and added insulation in the town garage all of which were budgeted and paid for in year 2003. Basement clean-up and floor protective mats were placed on hold due to budget limitations.

UPPER SUGAR RIVER WATERSHED CONTRIBUTION

After considering whether the board should respond to a request for a $50.00 contribution from the Upper Sugar River Watershed Association to help carry out its activities,

Motion was made by Bill Hanson seconded by Doug Meier that the board approve the request. Chairman Frame opposed the motion because only 0.01 percent of the total watershed acres are in the Town of Vermont.

COMMITTEE REPORTS

Doug Meier reported that the Black Earth Fire District is planning to make repairs next year to the fire station using fire dues and user fees without increasing the budget. David Dybdahl reported that EMS District one made 15 calls last year for paramedic assistance from outside the EMS District working mainly with the Middleton District. Contracting with the City of Madison for paramedic assistance has become to expensive. Steve Frame reported the Mt. Horeb Fire District Pumper Squad is in the planning stage, that the year's fund raising activities were successful, and that the ambulance purchased from New Glarus for $25,000 is up and running. The town road committee reported that estimate gathering for the purchase of a town plow truck was underway.

NEXT MEETING DATE

Chairman Steve Frame advised that the February board meeting would be held on third Monday of the month instead of the 2nd moving the date from February 9 to February 16.

ADJOURNMENT

Motion was made by David Dybdahl seconded by Doug Meier and carried that the meeting be adjourned.

The meeting was adjourned at 9:00 p.m.

Marian Swoboda, Town Clerk