RUTLAND BOARD MEETING MINUTES

October 2, 2008

 

Chairman Dale Beske called the October Board meeting to order at 6:30 p.m. on October 2, 2008.  Present: Chairman Beske, Supervisors Sperle, Lunde and Shapiro Hurley, Clerk George, and Treasurer Sime.  Absent: Constable Reilly.

 

1. Appearance by Dane Co. Sheriff Dept. representative.  Community Deputy Cindy Holmes appeared and presented the monthly report of Calls for Service.  Holmes reported that the number of burglaries in Dane County has greatly increased recently and that all citizens should be alert to what is going on around them that may be out of the ordinary.  The Board also discussed the existing firearm ordinance and inquired if the Sheriff’s office might be able to assist with the enforcement of this issue.  Deputy Holmes will check on this and get back to the Board.  Holmes reported that the racetrack operations went well in 2008 with the track management being very cooperative and receptive to suggestions from the Dane Co. Sheriff’s Dept.  She thought that the last two races ran late because of a lot of events, a lot of new drivers and a lot of cautions and crashes.

 

2. Constable Report.  Constable Reilly was not in attendance but had reported that the missing dog noted at the last meeting was still missing.  He also will be checking about a house on Old Stone Rd. on a matter that may be dog related.

 

3. Appearance by Cindy McGlynn, Stoughton Senior Center update on services and upcoming budget.  Ms. McGlynn appeared and reported that the Senior Center has been converting their data to a new database that will allow them to collect the number of people utilizing the senior center services in all forms.  We will be receiving a report after the end of the year.  She noted that Rutland had agreed to increase their contribution for 2009.  In 2009, the Stoughton Senior Center will be addressing the reorganization of contributions and have formed a committee that will address the issue for future budgets.  She noted upcoming activities at the Stoughton Senior Center that will include a flu shot clinic, a pig roast and help for persons that have recently reached retirement age with Medicare and social security issues.

 

4. Appearance by Tom Reece, SAC Wireless, regarding update and necessary action on cell tower at collection center including lease.  Reece appeared and he and the Board reviewed the draft cell tower lease in detail.  Reece will be submitting some corrections and suggested lease changes to Verizon Wireless. The Board will discuss and take further action on a revised lease at the November 5^th Board meeting.

 

5. Discussion and update on water problems and flooding.

• Biglow Road/Hwy 14/Hwy 92.  Discussion and necessary action on survey costs along Biglow/Hwy 14/ Hwy 92.  Beske updated the Board on the second meeting with DOT and state representatives that was held on September 18^th.  Currently work is being done regarding the elevations between the Village of Brooklyn and the intersection of Hwy 14/Hwy92/Biglow Rd.  At the October 15^th meeting, the Board will address a possible contribution to the engineer costs incurred by the Klahn engineers on this project.
• Center Road drainage issues.

 

6. Roads Update. 

• Paving of Biglow Rd.  This project is basically complete.
• Crack Filling.  This project was completed by TAZ within the last week.  Road Commissioner Bacon reported that it looks good..we will have to wait to see how it holds up.
• Gallagher Lane.  No action taken on this project as we have not heard from the Furseth Bros.
• Culvert placement issues.  No action taken on this matter.
• Discussion on future reconstruction issues pertaining to Oak Ridge Road; action as necessary.  The Board approved the Road Commissioner’s recommendation to do the following on Oak Ridge Rd. : 

1) Do not widen the road. It is 20 ft at the south end for almost 2/3rds of its length and then is 18

     ft.

2) The two box culverts are in very good shape, except the Northerly one needs a little work on

     the north wing wall.

3)  Replace this year the two pipe culverts; Patrolman Wethal will get the county out to size them.

4)  On the hill going north the one side needs to be ditched and a culvert put under the driveway.

     The three residents should share cost and the town would install. Ditch needs to go all the way

      to the corn field. On the other side install a small culvert at the driveway(old Brown farm) at

      cost to the property owner and installed  by town. This can be done without interfering with

      the trees as we will raise the road 10 inches with gravel which will serve as a ditch on that

      side.

      5)  Grind up the old pavement.

      6)  Put 10 inches of gravel on the entire length.

      7)  Apply a double seal (due to less traffic) At some point it may need to be paved if the double

           seal starts to deteriorate.

 

7. 2009 – 2013 Road Work.  Sperle moved, Shapiro Hurley seconded, to adopt the following road plan for the years 2009-2013; motion carried 4-0.

• 2009 – Oak Ridge Rd. - Reconstruct and Slurry Seal or Chip seal.
• 2010 – Center Rd. from Old Stone Rd to Old Stage Rd.
• 2011 – Windmill Rd.
• 2012 – Old Stone Rd. – remaining sections (Oak Ridge to Center and Bridge to Danks Rd.)
• 2013 -  Center Rd. from Old Stone Rd. to CTH A.

• Other roads to be included at some point in the near future include Ol’ Stone Estates, north ½ Sunrise Rd., north ½ Starr School Rd.

 

8. Discussion regarding the Hwy 51/Roby Road intersection and the 51/138 intersection.  Beske

      reported that he had learned that DOT is considering installation of roundabouts at several

      locations including the intersection of Hwy 51 and Hwy 138.  They have also indicated that a

      roundabout might be installed at the Roby Rd./Hwy 51/Deer Point Dr. intersection as early 2011

      but by 2013 at the latest.   The Stoughton City Council has supported roundabouts.  The next

      meeting of municipal officials is scheduled for December 15^th with a public meeting tentatively

      scheduled for January or February.

 

9. Church/Cemetery update.  The exterior painting has been completed.  The committee reported that they are still working on some ADA issues the county has with the church restoration which is holding up the grant that was awarded from Dane County Cultural Affairs.

 

10. Discussion and necessary action regarding racetrack length of races.  The Board received a couple of complaints about the last two races running late.  This matter will be addressed at the November 5^th meeting with Dave Grueneberg as well as the monthly reports that were supposed to be submitted to the Board.

 

11. Update on natural gas conversion at town hall/garage.  The gas lines have been installed, the hookups extended to each residence and building (Town Hall) and that the new furnaces have been installed at the town hall/garage and will be hooked up very soon.  Discussion was held on the disposition of the LP gas remaining as well as the LP tanks that are town owned.  The Clerk was directed to check on getting the remaining gas removed and placing an ad in the papers requesting sealed bids for the purchase of the two 1000 gallon LP tanks.

 

12. Report from Planning Commission and any action necessary.

 

1) Referrals from previous meetings and site viewings as necessary. Carl Anderson property site viewing regarding a request to regrade the ditch and reset the culvert across the front of the Ted Tobie property. An estimate was obtained from Moyer’s Landscaping; the cost estimate is for all the work including regarding the ditch, resetting the culvert and restoring the site came to $6765.  The PC recommended that the Board advise Mr. Anderson of several options available to him regarding  the correction of the issue which was started by Mr. Anderson and that expense to correct should be his  responsibility.  The draft of a letter to Mr. Anderson was reviewed and approved with some corrections.  The clerk was directed to make the corrections and send this letter.

      2)  Appearances for preliminary inquiries and information.

a)  Ryan Eggers inquiry about rezoning property at 1080 Lake Kegonsa Rd. to LC-1 zoning. Mr. Eggers would like to purchase parcel with the plans of having a tree trimming service run from the residence. A CUP for Limited Family Business allows family and one employee without rezoning. Dale will check with Dane Co Zoning. Beske reported that Eggers would have several employees that weren’t family so a CUP for a Limited Family Business would not be appropriate.  The town has not granted LC-1 zoning in the middle of agricultural zoning in the past.

b)  Norma Winch inquiry about splitting off residence from agricultural land. Winch needs to change the postage stamp to a CSM. Dale will check with Dane Co Zoning if the remaining 33 acres can be combined with the rest of the ag land. Dane Co. has advised that as long as the RH-1 zoned area has at least 66’ of frontage onto a public road and the entire RH-1 area (and no extra A-1 Ex. area) is included in a CSM, not rezone would be needed.  The Deed Restriction that was part of  the town’s approval action for Petition 8865 did not get included in the county’s action so the Town might require a side agreement between the Town and Ms. Winch stating that the remainder of the A-1 Ex. land on the farm can have no further residential development as a requirement of the Town’s approval.

3)  Review and discuss new Conditional Use Permit procedures for towns per Dane Co. Ordinance Amendment 54.  The sentiment of the PC was to use the simplified process on items that the PC determines are not controversial, and to use the more detailed process when the item may be controversial, as evidenced by questions or concerns expressed by neighboring property owners or other Town residents.

 

13. Consent Agenda:

• Minutes.
• Treasurer’s Report.  The Dane Co. Clerk has advised that the dog license fees to the county will increase by $2.50.  The Board will consider increasing Town fees to cover this increase as part of the October 15^th Board meeting.
• Vouchers and Checks.  The Treasurer was advised to transfer $60,000 from the Capital Improvement Reserve to cover the checks being issued this month. 

Motion and second by Shapiro Hurley and Lunde to approve the consent agenda; motion carried 4-0.

 

14. Discussion and necessary action on updating 1959 ordinance prohibiting the use of rifles in the Town of Rutland during deer gun seasons.  The Board approved inserting a box ad in the Oregon Observer and Stoughton Hub advising hunters of the existing ordinance.  Consideration of revising the existing ordinance to include current terminology and language clarifying that the intent of the ordinance is to protect the public health and safety of all citizens will be addressed at the October 15, 2008 Board meeting;  motion and second of the above noted action by Sperle and Lunde; motion carried 3-0 with Shapiro Hurley abstaining.

 

15. Discussion and necessary action on ATC letter.  Beske noted that there may be new vegetation guidelines that would come into play with the installation of a new power line.  Another letter from the town may be sent to ATC and the Public Service Commission reiterating the Town’s preference for a northern line.

 

16. Consideration and necessary action on establishing a “NSF Check Policy.” The Board will discuss and possibly take action on the adoption of an NSF Check Policy at the Board meeting on October 15^th.  If the policy is adopted, the fee will be added to the Fee Schedule.

 

17. Election Updates:

•  Purchase of voting booths.  The clerk reported that the voting booths purchased have arrived.  The clerk asked about permanently or temporarily removing the piano from the meeting room in order to make room for the voting booths to be set up on Election Day.   The Board thought that it would be okay to permanently remove the piano and there was some discussion as to how to dispose of it.  This will be further addressed in the next month.
• 4-H Bake Sale on Election Day.  The Board approved continuing this popular event for the Presidential Election as long as it does not interfere with the orderly flow of the election.  It is usually set up in the garage part of the town hall away from the election activities.
• Flu shot clinic.  The Clerk advised that Flu shot clinic is set to happen and that the agreements have been signed with Home Health United.

 

18. Oregon Fire/EMS Budget.  Tentative increases appear to be less than 2% of the current budget.

 

19. Planning Commission vacancy.  The resignation of Planning Commission member Charles Burch has been received.  Interested parties should send a letter of interest to the Town Clerk.  The Chair, with assistance from the Board, will consider letters of interest received to fill the vacancy created.

 

20. Yahara Lakes Conference October 10^th.  Information on this meeting was received and discussed.

 

21. Sperle moved, Shapiro Hurley seconded for Adjournment of the October 2008 Board meeting at 11:15 p.m.; motion carried 4-0.

 

Respectfully Submitted,

Dawn George, Clerk