Town of Oregon
Board Meeting Minutes
July 7, 2015
1. Call Town Board Meeting to Order.
Chairman Wayne Ace called the July 7, 2015 Town Board Meeting to order at 6:35 pm. The meeting was delayed due to the board’s responsibility to sign the refinance documents for the Brooklyn Fire/EMS.
2. Roll Call.
Clerk Arnold took roll call the following Board Supervisors were present Tom Wiedenbeck, Fred Clark, Steve Root, Phil Van Kampen and Chairman Wayne. Also present Constable Gary Wackett and Assessor Andy Blomstrom.
3. Reading and approval of minutes from previous meeting.
Motion made by Van Kampen and seconded by Root to approve the June 2, 2015 Town Board Meeting Minutes as presented. Motion carried.
4. Financial Report and acceptance.
Motion made by Van Kampen and seconded by Clark to accept the financial report as prepared by Deputy Clerk/Treasurer Jennifer Hanson. Motion carried.
5. Discussion regarding renewal of Lamont Certificate of Deposit.
Motion made by Root and seconded by Van Kampen to approve renewing the Lamont Certificate of Deposit in the amount of $32,146.78 at Settler’s Bank for thirteen months at 1.25% annual percentage rate. Motion carried.
6. Public comments.
Mark O’Brien thanked the Town Board for completing the paperwork for the Brooklyn Fire/EMS refinance. This should save the tax payers about $62,000 in addition $17,800 was deducted from the loan that the Bank of Middleton Directors decided to absorb from their administration cost. Chair Ace talked about touring the Klahn Pit in Brooklyn with the Plan Commission and the Town Board may also attend. Supervisor Van Kampen shared that the going away thank you gathering for Chief Bloom and welcome for Chief Mlnarik is planned for July 21st. The Plan Commission Meeting will be rescheduled to July 28, 2015 at 6:30 pm to enable the Board to attend the gathering at the Village.
7. Discussion and possible approval for renewal of Operator’s Licenses at JDB Golf, LLC (Foxboro Golf Club): Justin Stone, Nathan P. Malek, Brook T. Schmitt and Benjamin Rudolph. – Arnold.
Motion made by Van Kampen and seconded by Clark to approve the 2015 renewal of Operator’s Licenses at JDB Golf, LLC (Foxboro Golf Club) for Justin Stone, Nathan P. Malek, Brook T. Schmitt and Benjamin Rudolph. Constable Wackett has conducted a background check on each of these individuals. Motion carried.
8. Discussion and possible action re: the Anderson Farm Park progress. – Root.
Root reported there are no new developments happening at the Anderson Farm Park operating with the same volunteerism. The paths in park are going to be ten feet wide for the ease of maintenance.
Town Board Meeting Minutes
July 7, 2015 - Page 2
9. Communication and action of the Dane County Board - Bollig
Dane County Board Supervisor Jerry Bollig reported that Clerk Arnold had contacted him in regard to trees that were down along Union Road on the Anderson Farm Park Property. The trees have been moved out of the road and out of the field. The remaining trees will be evaluated and potentially removed for safety reasons. The Dane County Fair is scheduled for next week.
Bollig received a complaint from a biker regarding loose accumulating pea gravel on the intersection of Glenway Road and Lincoln Road. Highway MM work is still scheduled to be worked on this year. Janesville Street in the Village of Oregon is being worked on from Perry Parkway to the round-about. The rest will not be done until the Village assumes right of transfer. Fish Hatchery is projected to be done in 2016, there is no shoulder there and needs to be done. The bike trail will be complete this year, the next phase will be close to the Badger State Trail. Steve Staton is working with Bill Torhourst for continuing the bike trail. There are over 2,000 volunteer workers for the Dane County Parks. The board thanked Bollig for his continued work.
10. Fire & EMS Report (Oregon – Van Kampen, Belleville – Clark, Brooklyn -Wiedenbeck).
Supervisor Van Kampen reported that Chief Mlnarik is doing extremely well and doing well with the membership also. Chief is going out on a lot of calls and making good changes. Bollig asked if the new Chief had any good ideas regarding staff. Van Kampen reported that he does have some ideas such as raising pay from $8.75 to $11 for firefighter and $12 for EMTs. This should help with retention and recruitment. One more full time fire fighter/EMT will be hired. Supervisor Clark reported that Belleville Fire/EMS is still working with their lawyer to combine the Fire and EMS for cost savings purpose. A commission is being established to hire full time EMTs and discussion of purchasing a tanker in the next 18 to 24 months at a potential cost of $550,000 is being considered. Soft bids are being obtained. Resident O’Brien reported that Brooklyn is having a meeting July 15th at 6:30. They are trying to come up with more people to volunteer or step up to help. They are encouraging local neighboring fire department leaders to attend. The loan work is going thru. The Fire/EMS is still running short of help on Fridays.
11. Park Committee Report and Action – Root.
Supervisor and Park Chair Steve Root encouraged the board to check out the Bi-Centennial Park Eagle Scout gazebo project that is now complete. Eagle Scout candidate Jeremy Bonno should be put on the agenda for next month for a presentation. There are two other potential projects in the works. The Park Committee is working on some crack sealing and coating. They are also looking for help keeping the trails open. Public Works employee Abel Schultz is trying to research the cost of equipment to aid in that project of trail trimming. This year the vegetation is really difficult to control.
12. Discussion and possible action regarding purchasing signage for the town parks. - Root.
Motion made by Root and seconded by Van Kampen to approve the purchase of a town park sign from Signs by Tomorrow for $839.58. Chair Ace would like to see at least two bids for future projects to allow some comparison. Wiedenbeck inquired about the longevity of the sign. Root assured that touchups are possible and he has a person to do that maintenance. Motion carried. Motion made by Root and seconded by Wiedenbeck to purchase twelve signs with three at each park that read: ALL DOGS ON LEASH for a cost of $346. Motion carried.
Town Board Meeting Minutes
July 7, 2015 – Page 3
13. Assessor’s report and recommendation. – Blomstrom.
Assessor Blomstrom reported that he had made some upgrades to the assessor’s program. The assessment roll is locked. He is taking care of backing up the system. Blomstrom shared that he has received numerous phone calls regarding sales of homes.
14. Building inspection services report – Arnold.
Clerk Arnold reported that the building inspection service with Independent Inspections, Ltd. has been difficult. A report has been provided by IIL with more information that the Town has ever had before. An additional charge is being assessed for building inspections that were started by Mike Kleisch and must be completed by IIL at a rate of $42.00 per hour. That expense will eventually be eliminated. One of the difficult things is having three different inspectors provided by IIL during this transition time.
15. Constable’s Report – Wackett.
Constable Wackett submitted a report with activity for the first six months of the year. In June 2015 there was 1 verbal warning for leash ordinance complaint, three people for after hours at Bi-Centennial Park, 28 park checks, 3 assists with Dane County. From April thru June Wackett logged 434 miles and 24.5 hours of patrol. Supervisor Clark inquired about assists with Dane County. Wackett explained that he hears the calls when he is on patrol and he assists with Dane County and the Village as well. Everyone is hopeful that when the Anderson Farm Park dog area is created the dog violations will be reduced in the Town Parks. Bollig reported that the Village dog park has killed off all noxious weeds making it more desirable for dogs and their owners.
16. Plan Commission report and recommendation. - Wiedenbeck
Supervisor Wiedenbeck shared that the Plan Commission reviewed Chapter 11 of the Town Ordinances. More work and research will need to be done regarding the definition of a mobile home. There was some discussion regarding the Plan Commission chair and appointment of a new member no decision was made.
17. Discussion and possible action regarding the Plan Commission appointment. Ace.
Ace shared that three applications were received for the open Plan Commission position: Gary Wackett, Betty Kluever and Arlan Kay. Ace wanted to know who the Board Supervisors supported for the open Plan Commission position. Van Kampen, Root, Clark and Wiedenbeck all preferred Arlan Kay remarking that he was well qualified, had expressed an interest in the past, lived in the area and is experienced. Ace informed the board that by State Statute 60.62 and 62.23 the position should be appointed by the Board Chair. An appointment will be made at the July 28th, 2015 Plan Commission Meeting.
18. Public Works and TORC report. – Ace.
There was a significant storm on Monday and the Public Works Department did an excellent job removing trees and branches. The Clerk shared an email of thanks from a town resident for the prompt work on removal of all debris. Chair Ace contacted Dane County Public Works Engineer Pam Dunphy regarding the job that Scott Construction did on sealing coating Town Roads. Dunphy had engineers trained in that field look and they felt that the Town received a good seal coat job. Ace instructed Clerk Arnold to proceed with payment for the work done by Scott Construction. The Town parking lot project will be done by Fahrner within the week.
Town Board Meeting Minutes
July 7, 2015 – Page 4
19. Discussion possible action regarding cellular phone change for Public Works Employees. – Arnold.
Clerk Arnold explained that US Cellular was willing to waive the contract the Public Works Employee’s cell phones are currently engaged in. They may now select smart phones with only the cost of the phones being charged and an increase in the plan should be reasonable because of the low need for usage. This would allow the office to communicate with text messages and email. The public works could check weather and receive email from vendors which are now funneled thru the office staff which is rather inefficient. Motion made by Ace and seconded by Van Kampen to approve up to a $1,500 expense to set this program up. Motion carried.
20. Discussion and possible action regarding potential impacts of the state’s 2015-16 budget bill. – Arnold.
Clerk Arnold alerted the Town Board that we are still receiving monthly invoices from General Communications for the radios. We have not taken possession of the radios at this time due to the volatility of the Emergency Management Program. The Police Professional Liability Insurance policy has been cancelled because it is no longer necessary since the discontinuation of contracted police coverage with the Village. The LGPIF that covers the buildings for the Town of Oregon is going to increase 45%. The Horton Group has a lower quote by $670. Rural Insurance has not returned a quote at this time. Motion made by Van Kampen and seconded by Root for Clerk Arnold to proceed with the insurance coverage between Rural and Horton within a $275 premium difference, if it is more than that a special meeting must be arranged to make a decision. Supervisor Root will check the values of all park structures and buildings. Motion carried.
21. Discussion & possible action regarding the Oregon Sr. Center. – Van Kampen.
Van Kampen reported that there have not been any meetings for the Oregon Senior Center.
22. Discussion and possible action regarding review of Town Ordinances. – Ace.
Chair Ace explained there will be a delay in the reviewing of Town Ordinances with the Plan Commission until the new member is appointed.
23. Board communications and future agenda items.
The August agenda should include an Eagle Scout presentation, park equipment bids for trail maintenance and an update on the building/structures insurance. Chair Ace inquired if anyone had any issues with changing the August Town Board Meeting to August 11, 2015, there were no objections. Ace will inform Clerk Arnold if any change is needed. Supervisor Wiedenbeck distributed a list of concerns/comments to the Board. Wiedenbeck expressed concerns regarding awarding the road work contract to the lowest responsible bidder according to Wisconsin State Statute 60.47. He explained the need to add some boilerplate verbiage in our request for bids and stated those suggested changes to cover ourselves. The inaccuracy in road measurements on the bid forms were troublesome. Wiedenbeck inquired as to the procedure for deciding which roads to repair. Ace explained the Clerk and Public Works are using WISLER and PACER systems to rate the roads. The decision can be volatile when inspecting road conditions in the spring. Wiedenbeck inquired about stipends/per diems for the Town Board. Chair Ace explained that the Board may submit per diems and mileage for meetings that are above their normal board obligations. Expenses must be submitted to Clerk Arnold quarterly for payment.
Town Board Meeting Minutes
July 7, 2015 – Page 5
24. Approval of payment vouchers. – Arnold.
Motion made by Root and seconded by Wiedenbeck to approve the June 2015 vouchers in the amount of $52,743.47. Motion carried.
25. Clerk’s report. – Arnold.
Clerk Arnold shared a letter from Judge William C. Foust that an individual with a criminal background has been treated and ready for release under supervision. If you have opinions they must be expressed to Mr. Scott Timm, supervisor release specialist.
Motion made by Van Kampen and seconded by Root to adjourn the July 7, 2015 Town Board Meeting at 8:15 pm. Motion carried.
Denise R. Arnold