MINUTES

TOWN OF VERMONT BOARD MEETING

June 13, 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 and the Mt. Horeb Mail.

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

CITIZEN INPUT

Representative Sondy Pope-Roberts addressed the meeting concerning the willingness of her office to assist the Town in its interactions with state government and her views with regard to the state budget process. David Stanfield congratulated Steve Cowan on being featured in a recent article in Sustainable Times.

CHAIRMAN’S REPORT

As part of his Chairman’s report, Steve Cowan requested a change in the agenda order to expedite the consideration of Planning Commission recommendations. A motion to that effect was made by Barbara Grenlie, seconded by Mark Sherven and approved. Also noted were Town building maintenance issues to be addressed in coming months and investigation into reports that emergency vehicles had been impeded during past bicycle events.

APPROVAL OF MINUTES

Several detail corrections were noted. In addition, Steve Cowan commented that concern expressed at the May meeting that building inspection firms headquartered further from the Town than others would not be able to provide timely service would not in fact be a problem because all applicants have locally based inspectors. Motion was made by Mark Sherven and seconded by Barbara Grenlie and carried that the minutes of the May 9, 2005 board meeting be approved with detail corrections.

TREASURER’S REPORT

Income for the month of April was $4,996.32, the majority being building permits and site visits/driveway permits. Treasurer and clerk reconciliation showed that accounts were in balance, with the sum of all Town accounts showing $75,842.47.

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

CLERK’S REPORT

The May balance sheet showed total liabilities & equity at the end of the month of $75,842.47, with total checks written for May of $15,419.31. This total does not include a replacement check issued to Charlotte Johnson for a first payment on Town reassessment. A hold had been placed on the original check while we made some inquiries, which required replacing the check and resulted in a $10.00 service charge. The original check is in our possession and has been voided.

PAYMENT OF BILLS

Motion was made by Mark Sherven and seconded by Barbara Grenlie to approve payment of bills for May, 2005 paid by checks numbered 10513 through 10542. Checks 10511 and 10512 were written shortly after the last meeting based Wisconsin Retirement Fund Deadlines.

PLANNING COMMISSION RECOMMENDATION

The Board Considered the Plan Commission recommendation to approve the land use application filed by Karsten & Jackie Berge, owners and Dustin and Rachel Johnson, applicants for a driveway construction permit and the location of a home site on 10.54 acres of land zoned Ag-2 in the SE ¼ SW ¼ of Section 31. Motion was made by Barbara Grenlie, seconded by Dave Dybdahl and carried to approve the Plan Commission's recommendations.

DISCUSSION OF SELECTION OF CONTRACT BUILDING INSPECTOR

Selection of a contract building inspector is a continuation of unfinished business from May. It is felt that the Town needs a practical mechanism to assure that homes are built within the envelope approved by the Planning Commission and Board. Among the options are requiring that a surveyor confirm the location after the footings are poured, or having the building inspector verify that the foundation is within the building envelope GPS coordinates specified at the Planning Commission site visit. Since more information must be gathered regarding incorporating this into the building inspection process, a motion to table further consideration of the proposals until the July meeting was made by Dave Dybdahl. The motion was seconded by Bill Hanson and passed.

DISCUSSION OF THE HORRIBLY HILLY HUNDREDS BICYCLE EVENT PERMIT

At the time of the Board meeting, the Town had received a permit application and the $100 application fee from the sponsors of the Horribly Hilly Hundreds bicycle event. A refundable $500. deposit had not been received. The event was represented by Karl Heil and Mark Rooney, with other members of the local and state biking community present. Discussion included the potential enforceability of the regulation of timed events and the purpose of the refundable deposit, which the event organizers refused to submit. The organizers noted steps which they planned to take to minimize the impact on the public of the event, including use of the reverse 911 system to notify residents of event details, and the use of course marshals to facilitate traffic flow and minimize the impact of the event on residents.

There was additional discussion of alternative approaches to event regulation, including better coordination with surrounding political jurisdictions and the possible use of agreements similar to developers agreements.

Reservations were expressed by board members concerning the advisability of granting a permit for an event that by its nature may violate traffic regulations. However, after assurances that the event sponsors will not use permanent pavement markings, will take responsibility for any cleanup after the event, and will actively monitor the conduct of event participants, Barbara Grenlie moved to approve the 2005 permit contingent on the receipt of a $250 deposit. The motion was seconded by Bill Hanson and approved, with the understanding that the deposit would only be used for the reimbursement of direct costs incurred by the Town related to the event.

It was proposed to hold a special fall meeting to evaluate the 2005 events.

DISCUSSION OF THE HORRIBLY HILLY HUNDREDS BICYCLE EVENT

General discussion of the Horribly Hilly Hundreds bicycle event was tabled until the July Board meeting.

DISCUSSION OF THE ATKINS CITIZEN RACING CLUB BICYCLE PERMIT

The Atkins Citizen Racing Club proposed to hold a July 16th bicycle race, largely on Town of Vermont roads. They were represented by Darryl Mataya and Steve Judy. A county highway permit and Sheriff’s department assessment is still in process. A permit application and $100 fee has been received from the organizers, but no refundable deposit. It was argued that the deposit should not be required because of the low budget and successful history of the event. It was also noted that the event will be a race, with a lead and trailing vehicle for the lead group, which will generate a rolling road closure for the lead group. The lead group will take up the entire lane, but will not be permitted to cross the centerline. Presence of Sheriff’s Deputies will permit passage through stop signs without stopping. It is expected that the event will be conducted between 10:00 and noon.

Bill Hanson moved to approve the 2005 Recreational Activity Permit for the Atkins Citizen Racing Club upon receipt of a $250 refundable deposit. The motion was seconded by Dave Dybdahl. After further discussion, Bill Hanson moved to amend his motion to make approval also contingent upon receipt of a favorable Dane County Sheriff’s Department assessment of the event and confirmation by the Department that it will take responsibility for stop sign and rolling closure traffic control. The amended motion was seconded by Dave Dybdahl and approved.

ORDINANCE AMENDMENT 16, 2004-05, AMENDING CHAPTER 10 OF THE DANE COUNTY CODE OF ORDINANCES

Under consideration was Sub.1 to Ordinance Amendment 16, 2004-05, Amending Chapter 10 of the Dane County Code of Ordinances, Providing for Town Board Consideration of Conditional Use Permits Decision. Barbara Grenlie made a motion to disapprove the proposed amendment and the motion was seconded by Dave Dybdahl. Four Supervisors voted disapproval, Chairman Steve Cowan voted to approve the amendment, the amendment was not approved.

UPPER SUGAR RIVER WATERSHED ASSOCIATION DONATION REQUEST

In prior years the Town has donated $50 to the Upper Sugar River Watershed Association. Mark Sherven made a motion to approve a $50 donation for 2005, Bill Hanson seconded the motion and the motion was approved.

DISCUSSION OF PLANNING COMMISSION POLICY REGARDING BUILDING SITES AND DRIVEWAY LOCATIONS

The Planning Commission has requested Board input regarding the current requirement for locating a building site and driveway location on rezoning request(s) containing potential development rights(s), regardless of whether the applicant has expressed an intent to build on that site. The objective is both to insure that a suitable building site is available, and that the Town does not inadvertently create development rights at the County level through its rezoning actions. Bill Hanson expressed a desire to continue the current policy, document it more fully as part of the comprehensive planning process, and support the policy with ordinance revisions. This opinion seemed to reflect the consensus of the Board.

DISCUSSION OF THE REASSESSMENT PROCESS

A replacement check for the first assessor payment has been prepared. Barbara Grenlie moved that the check be held until evidence of liability insurance is received from Charlotte Johnson and a contract is on file signed by both Charlotte Johnson and the Town Chair. A formal vote was not taken, but no one expressed disagreement with this position.

PROPOSED PROHIBITION OF BICYCLE RACING ON TOWN ROADS

Draft minutes of the 2005 Annual Town Meeting indicate that a motion was made by Bruce Ellarson, seconded by Dave Dybdahl and unanimously carried that no bicycle racing be allowed on town roads. As the Board responds to that directive, the need to coordinate policy with surrounding jurisdictions was expressed, along with the need to update our ordinances. It was decided to place a question on this subject on the survey to be distributed to Town residents later this year as part of the comprehensive planning process.

COMMITTEE REPORTS

At the May meeting of the Mt. Horeb Fire District Board, a committee was formed to consider future personnel requirements.

The Road Committee is proceeding with the planning for culvert replacements to be carried out this summer.

DISCUSSION OF AGENDA ITEMS FOR JULY MEETING

Items proposed for the agenda are discussion of the Horribly Hilly Hundreds Event, upgrading the Town diesel fuel tank, and the future of the Town Picnic for 2006, including putting a question regarding the picnic on the upcoming citizen survey.

ADJOURNMENT

A motion was made by Dave Dybdahl and seconded by Barbara Grenlie that the meeting adjourn. The meeting was adjourned at 10:25.