MINUTES
TOWN OF VERMONT BOARD MEETING
June 12, 2006
Call to order and certification of notice posting. 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.
Present: Chairman, Steven Cowan; Supervisors, Barbara Grenlie, Bill Hanson, Don McKay and Mark Sherven; Clerk Marc Robertson and Treasurer Sarah Danz.
APPROVAL OF AGENDA
A motion to approve the agenda was made by Barbara Grenlie, seconded by Mark Sherven and approved.
CHAIRMAN’S REPORT AND CORRESPONDENCE
A letter was received from State Senator Jon Erpenbach acknowledging the Town’s letter notifying him of the results of the spring election referendum regarding the war in Iraq.
The Dane County Sheriffs Department has indicated that no action will be taken regarding bicycle events. The chair indicated that future action will need to be on a county-wide basis.
Sixteen bicycle event signs have arrived for the Town. Extended discussion of the subject of event signs revolved around the extent to which money from the bicycle event organizers should be accepted for the signs, and responsibility for putting up and taking down the signs. The Chairman indicated that neither of these would be the responsibility of the Town. Also discussed was the refusal of the organizers of upcoming bicycle events to submit a Recreation Permit Application, which the organizers appear to feel is mitigated by contributions to this year’s Town picnic.
Most resident farmers have been notified of the timing of the Horribly Hilly Hundreds event. The organizers of the Horribly Hilly Hundreds expect to appear at the July Board meeting to discuss their June 17th event.
Musical talent for the Town picnic is being sought, with an organizing meeting to be held on June 25th.
The Town possesses maps that depict land ownership on January 1, 1985, and are therefore considered important historical records with respect to the allocation of potential development rights. Bill Hanson made a motion that funds be expended for two working copies, one for the Planning Commission chair and one to remain in the Town Hall, and also for the rental of a safety deposit box for the original. The motion was seconded by Mark Sherven and approved. It was also noted that the Town should invest in fireproof safes for the storage of other Town records, with such safes often available as surplus from other government agencies.
CITIZEN INPUT
Earl Brandt noted that Barbara Bird is chair of the Town picnic, to be held on September 10th.
APPROVAL OF MINUTES
Two Board meetings were held in May. The first, on May 8th, was to consider general Town business. Mark Sherven moved approval of these minutes, Barbara Grenlie seconded, and the minutes were approved.
The second, on May 23rd, was to consider approval of the Pleasant Valley Road overlay bid. Bill Hanson moved approval of these minutes, Don McKay seconded, and the minutes were approved.
Deposits for the month of May were $1,627.89. The largest categories were one building permit for $775 and interest income of $458.89. Treasurer and clerk reconciliation showed that accounts were in balance, with the sum of all Town accounts showing $144,126.02.
A motion was made by Barbara Grenlie and seconded by Don McKay to accept the Treasurer’s report, and the motion was approved.
CLERK’S REPORT
The May balance sheet showed total liabilities & equity at the end of the month of $144,126.02. Among the checks of note was $2,449.52 for a partial payment on the Bohn Road guardrail rebuilding. Final payment will be due next month, with the total expected to be below the estimated cost (90% to be paid by a grant). We paid $1,357.41 for new culverts and $1,164.70 for repair of an electrical problem with the International truck. All other checks written were for routine monthly expenses.
Mark Sherven moved to accept the clerk’s report, Barbara Grenlie seconded, and the report was accepted.
PAYMENT OF BILLS
Approval is sought for payment of bills for May 2006 paid by checks numbered 10963 through 10996.
Motion was made by Barbara Grenlie and seconded by Mark Sherven to approve payment of bills for May and the motion was approved.
CONSIDERATION OF PLANNING COMMISSION RECOMMENDATION REGARDING ZIEMER ZONING PETITION NO. 9479
Dane County Zoning has requested that the Town review this petition in light of a 1986 letter from Schneider Law Office, previously unknown to Dane County Zoning, that was presented at a public hearing. Since the letter came from Town files and was known to the Town and considered in its deliberations, Mark Sherven moved to recommend to the Board to reaffirm its previous approval of Zoning Petition No. 9479 with the notation that all information was reviewed by the Town as requested. Don McKay seconded the motion and the motion was approved unanimously.
CONSIDERATION OF RECREATION PERMIT BY BOMBAY BICYCLE CLUB FOR SEPTEMBER 2nd RIGHT STUFF CENTURY EVENT
The chairman noted that the organizers of this event are refusing to apply for a Recreation Permit, but are instead donating $200 to the Town picnic.
Mark Sherven indicated his belief that the Town should insist on a completed application for a Recreation Permit. In furtherance of that position, he made a motion that "signs that are the property of the Town will only be loaned out to groups which have submitted a completed Recreation Activity Permit application with fee". Barbara Grenlie seconded the motion.
Bill Hanson restated his concern that Town involvement opens the Town up to liability for incidents that occur during these events. There remains uncertainty as to the ability of the Town to control the use of its roads (including shutting them down) and where the balance is between unrestricted use of the roads and public safety. Beyond the specifics of the law, there is a belief that any applicable laws will only be enforced by the County and State if they find enforcement to be politically acceptable.
Barbara Grenlie expressed her concern about accepting donations from bicycle groups in lieu of compliance with the Recreation Permit Ordinance, suggesting that the Town not accept any of the money that has been offered.
In a roll call vote on the motion that "signs that are the property of the Town will only be loaned out to groups which have submitted a completed Recreation Activity Permit application with fee", Barbara Grenlie, Mark Sherven, Bill Hanson and Don McKay voted yes and Steve Cowan voted no, the motion carried.
Mark Sherven made a second motion, that "dispensing and recovering event signs are not among the Town Patrolman’s duties". Bill Hanson seconded the motion.
Don McKay indicated that compensation for the Town Patrolman’s time in putting up and taking down event signs might be an appropriate use for fees collected for the Recreation Permit application.
In a roll call vote on the motion, Barbara Grenlie, Mark Sherven, Bill Hanson and Steve Cowan voted yes and Don McKay voted no, the motion carried.
Barbara Grenlie made a motion that "we return any monies that have been donated to the Town picnic by bicycle groups". Bill Hanson seconded the motion.
There was continuing discussion of Town liability for these events, including the specific wording of liability insurance carried by event organizers. Additionally, it remained unclear where the event signs will stored.
In a roll call vote on the motion, Barbara Grenlie, Bill Hanson and Don McKay voted yes and Mark Sherven and Steve Cowan voted no, the motion carried.
While the previous discussion and related motions were relevant to the Bombay Bicycle Club Right Stuff Century Event, the organizers of that event were not present at the Board meeting. Mark Sherven moved to table specific consideration of their event until the July 10th Board meeting, Barbara Grenlie seconded, and the motion was approved.
In suggesting that the Town consider further clarification of its recreation event policies, Don McKay suggested that a distinction may need to be made between those events which pass through the Town versus those events which originate and/or remain on property within the Town and place a special burden on parking and other support facilities.
Barbara Grenlie indicated that, from a discussion with the Dane County Towns Association attorney, traveling events using Town roads are in fact governable by the Town. He suggested that it would be analogous to the holding of a game on the roads. Steve Cowan restated his opinion that these differing opinions as to Town rights and responsibilities reinforced the need for higher levels of government to become involved. Further discussion continued about the uncertainty as to the ability of the Town to control the use of its roads.
DISCUSSION / ACTION REGARDING HORRIBLY HILLY HUNDREDS EVENT
It was determined that previous discussion was adequate to address this agenda item.
COMMITTEE REPORTS
District 1 EMS met and discussed the need for expanding its facilities to provide more space for on-duty personnel and secure space for the storage of records. Several alternatives have been put forward for this expansion, with final action likely to be two to three years away.
The Road Committee indicated that we are awaiting the installation of culverts on Pleasant Valley Road in preparation for the overlay, which should come early this summer. Patching is about to begin in preparation for the seal coating of Bell Road and Kelliher Road.
DISCUSSION OF AGENDA ITEMS FOR JULY MEETING
The Bombay Bicycle Club event will be on the July agenda, as well as consideration of the awarding of a bid for exterior work on the salt shed. The need for more secure Town document storage will be discussed, investigation into the availability of surplus fireproof cabinets will be required.
ADJOURNMENT
A motion was made by Don McKay and seconded by Barbara Grenlie that the meeting adjourn. The meeting was adjourned at 9:00.
Marc Robertson, Town Clerk