BOARD MEETING

September 3, 2008 – 6:30 p.m.

1.      Appearance by Dane Co. Sheriff Dept. representative.  The monthly stats report was presented to the board and reviewed.  The deputy representing the sheriff’s department advised the board of the availability of a new program called “Project Live Saver”.  This program makes available the ability to have persons with a tendency to wander (persons with Autism, Alzheimer’s  Disease and Down’s Syndrome) fitted with a small transmitter that puts out a signal that can be picked up by antennas (possibly from up to a mile away) to assist in locating the person who has wandered.  Because of donations, there is no cost to utilize the program at this point.  The Sheriff’s office just wanted to let people know that this program is there if necessary.

 

2.      Constable Report.  The constable reported that he is working on a missing dog matter; the matter is still open so there was nothing further to report at this time.

 

3.      Appearance by Ingrid Thompson, McFarland Outreach (Stoughton area).  Ingrid Thompson reported on the outreach services that have been provided to Rutland residents over the past year.  She also reminded the board that they have a loan closet that has wheelchairs, walkers, crutches, etc. available to residents in need.

 

4.      Discussion and update on water problems and flooding.

·        Biglow Road. The next meeting with the legislators, DOT, Fish and Wildlife Service and other interested parties has been scheduled for Sept. 18^th at 8:30 a.m.

·        Center Road drainage issues.  A letter from the engineers at Mead & Hunt was received.  The letter advised that a ditch from the northeast corner of the McCallum field running north to the culvert on CTH A would be a viable option.  The slope of the ditch could be set at 0.86 percent, which should drain adequately.  However, ditching this section would not guarantee that the resident’s yards to the east would not flood in the future as their roofs and driveways create a lot of water also.  The patrolmen will be advised to add this to their task list.

If a ditch were dug south of this area to the town hall property, the ditch would need to be 20’ wide and the cut in the ditch at the high point would need to be about 4.5 feet.  The Board did not feel that this would be a viable option.

Maureen Rowe and Bill Boerigter were present and Rowe felt this action did not address their water problem..that there were two issues present.  Rowe felt the town should come up with a drainage set up that doesn’t dump water on their property…that the town should ask the engineers if the water from the town hall property is being handled appropriately.  Chairman Beske again reiterated his feeling that he does not understand what has changed over the last few years that would cause the water to pond on their property as there has not been any changes other than more rain fall.

 

5.      Roads Update.

• Paving.  The paving will be finished at the end of the week.  We have not been advised about whether or not the culvert that exists at the end of the road near Hwy 14 is adequate, so the paving has been done over the existing culvert.

• Crack Filling.  No work has been completed to date.  TAZ will be contacted to check on this.

• Gallagher Lane.  Carl Anderson has had some work done regarding drainage on his property.  This work impacts the Tobie property as well.  Culvert placement issues are being discussed.

 

6.      Church/Cemetery update.  Myron Bacon reported that the building is being painted and that they are re-installing the windows so the outside is basically secure.  They will be painting the porch and staining the deck portion of it.  The committee has decided against holding an open house this fall and will do that in the spring.  They would like to remove the existing plaster walls and ceiling, insulate the inside with foam, and then put up new sheet rock.  They are looking at applying for a grant for this.  A portion of the floor needs to be repaired but will most likely be milled 6” planks instead of the tongue and groove flooring originally used.

 

7.      Discussion on future reconstruction issues pertaining to Oak Ridge Road.  2009 construction estimates based on the soils reports from SES were received from Dane Co. Hwy.  Reconstruction of the entire road by Dane Co. was estimated at over $600,000.  The consensus was that this cost seems very high for a road with minimal traffic.  Road Commissioner Bacon felt that it would be possible to replace the bridge with a pipe-arch culvert.  Because of the low traffic count, it is possible to have a 20’ driving surface with 2-ft shoulders.  Bacon will check on the possibility of having a 22’ road on the south end and a 20’ road on the south end.  Discussion was held regarding the town reconstructing the south end and leaving the north 2700’ gravel for a year.  This matter will be addressed again at the October 2^nd Board meeting.  The Board decided against having a public meeting on September 16^th.  

 

8.      Discussion/update on natural gas conversion at town hall/garage.  Paul Proctor appeared and advised that Alliant will begin installing the natural gas line on the east side of Center Road on September 15^th.  This should take about 5 days.  He advised that Footville Heating will begin the installation of the new furnaces so that once all the gas line installation has been completed the switch will take only a short time.  The old furnaces will not be removed until the conversion is complete.  This matter will be addressed again at the October meeting.

 

9.      Report from Planning Commission and any action necessary.  No Board action necessary.

• Anderson/Tobie swale-culvert issue.  After much discussion, it was determined that a viewing would solve a lot of questions.  The viewing will be Thursday, September 4^th at 5:30 p.m. at the Anderson/Tobie properties.

 

• Review and discuss invitation to comment on proposed cell tower at collection center property.  The Planning Commission was brought up to speed on the cell tower.  Concensus was in favor for the tower by all present.

 

10. Consent Agenda:

• Minutes.
• Treasurer’s Report.  Sperle moved, Shapiro Hurley seconded, to pay the Treasurer’s email service fees ($17.95) as it is no longer necessary to pay the satellite fees; motion carried 4-0.  The Treasurer was instructed to bill a resident for unpaid bags of trash.
• Vouchers and Checks.

      Shapiro Hurley moved, Lunde seconded, to approve the consent agenda.  The Board will

      develop and act on a policy regarding charges for NSF checks at the October meeting.

 

11. Correspondence.

• The 2008 population of the Town of Rutland has been set by DOA as 1997.  The 2008 equalized value for the Town of Rutland is $245,729,300 which is an increase of $14,088,300 (6.08% change in value).

 

12. Update and necessary action on cell tower at collection center.  We will move forward with the formal lease draft.

 

13. Discussion on Hwy 14/138 public hearing.  No action taken.

 

14. Set October & November (Election Nov. 4^th) calendars.  The Budget work meeting will be held on October 15^th and the November Board meeting will be held on November 5^th because of the election.  The Budget Hearing will be held at 6:00 p.m. on Nov. 5^th, prior to the regular Board meeting.

 

15. Consideration of purchase of voting booths for large elections and action as necessary.  Because of the anticipated large turnout for the presidential election in November, the clerk requested permission to purchase additional portable voting booths.  Sperle moved, Lunde seconded, to authorize the purchase of 3 portable voting booths with lights at a cost of $225 each provided they could be obtained for the November election; motion carried 4-0.

The clerk also advised that there may be an opportunity to participate in the “Vote and Vax Program”.  This is a program where volunteer nurses come to the polling site on election day (November 4, 2008) and give flu shots after the electors vote.  The $28 fee can be paid by Medicare, cash, or credit card.  Shapiro Hurley moved, Sperle seconded, to participate in the Vote and Vax program if possible; motion carried 4-0.

 

16. Oregon Fire/EMS Budget. No action taken.

 

17. 2009-2010 Fly Dane.  Beske moved, Shapiro Hurley seconded, to participate in the 2009-2010 Fly Dane program at a cost of $2800; motion carried 4-0.

 

18. Reports of meetings attended by the Board as necessary.

• The Clerk reported on the Hazard Mitigation Grant programs meeting.  The Board opted not to participate in Dane County’s Multi-Jurisdictional Hazard Mitigation Plan.  Belonging to this or having your own Hazard Mitigation Plan is a requirement for the grant programs available.  The grants are basically for doing projects to prevent a hazard from happening again and the benefits must outweigh the cost.
• Chairman Beske reported that he had attended the most recent Stoughton Community Development meeting.  It appears that the installation of a stoplight at the Roby Rd./Deer Point Rd./Hwy 51 intersection may be on the state’s plans in the near future.

 

19. Adjournment of the September 2008 Board meeting – motion and second by Sperle and Lunde; motion carried.

 

Respectfully Submitted,

Dawn George, Clerk