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April 8, 2008 ANNUAL MEETING-DRAFT
The following are DRAFT minutes of the Annual Meeting held on Tuesday, April 8th, 2008. Under Chapter 985, Wisconsin Statutes, public notice shall be given as to resolutions, motions and other actions adopted by the Annual Meeting, and such notice will be properly posted. The minutes are subject to approval at the next Annual Meeting (2009). ANNUAL TOWN MEETING Tuesday, April 8, 2008 (Town meeting room, modular building at Sevastopol School, 4550 St Hwy 57, Institute) MINUTES Town Board Chairman Leo Zipperer explained that although an agenda is not required by law, one has been prepared to assist in an orderly conduct of the meeting. The annual town meeting may transact any business over which it has statutory authority; Wis. Stats., sec. 60.11(6). Determine Proper Notice: It was determined that proper notice had been provided, having been posted in three public places, with an affidavit of posting on file, and notice also having been published in the Door County Advocate on March 29, 2008. Welcome/Meet & Greet: Chairman Leo Zipperer welcomed those attending and introductions were as follows: Town Board Chairman and District 14 County Board Supervisor Leo Zipperer, Supervisor and Vice Chairman Tom Girman, Supervisor Dan Woelfel, Supervisor Chuck Tice, Supervisor John Staveness, Clerk/Treasurer Linda Wait, Janean Robenhorst of Schenck S.C. (auditor), residents and visitors: Laddie Chapman, Marianne Moeller, Dan Moeller, Dick Shappell, Bart Munson, Betty Kiehnau, Charlie Jarman, Arlene Woelfel and Pat Miller. There were 15 electors in attendance (in comparison to 28 in 2007 and 20 in 2006). Pledge of Allegiance: The Chairman asked all to rise and join in reciting the Pledge of Allegiance. Official Oath and Swearing In of Elected Officers: Dan Woelfel and Chuck Tice, having been re-elected to the office of Supervisor, on April 1, 2008, were administered the oath of office by the Clerk. The official oaths and conflict of interest statements were placed on file. Call to Order: Chairman Zipperer called the meeting to order and indicated that all electors are invited to participate and that a vote will be taken on items presented. Only qualified electors may make a motion, which must be seconded, for which the town meeting has authority, and vote. Approval of Minutes: ● Motion by Chuck Tice and seconded by Pat Miller to approve the minutes of the Annual Meeting held on April 11, 2006. Motion carried, unanimously. ● Motion by Charlie Jarman and seconded by Laddie Chapman to approve the minutes of the Annual Meeting held on April 10, 2007 (with minor correction to page 3). Motion carried, unanimously. Matters for Review/Status Update/Discussion: 1) Clark Lake. Chairman Zipperer reported a current level of 9.6, going on 9.7. The DNR permit calls for a 9.1 level, with 9.0 allowed to go over as the spill. We are trying to maintain a higher level without taking additional boards out and monitoring the situation. Despite complaints from lakeshore owners, lowering the lake more so at this point would likely cause roadway flooding and culvert damage. 2) Newsletter. Dan Woelfel reported that we had our first summer issue (August 2007) in hopes of keeping our seasonal residents abreast of current news and another issue was mailed in February 2008. To save postage costs, the newsletters are delivered to rural mailboxes. Issues are also available on the Town website and we have some extra copies for anyone interested. If you wish to submit an article, please feel free to contact Dan or any of the Board members. Laddie Chapman was recognized for his work on formatting and thanks to those who helped put the issues together. 3) Comprehensive Plan. John Staveness and the Comprehensive Plan Committee members have been working two years and are in the process of reviewing the final drafts of Chapters 1-12. There will be a public hearing (with no less than 30 days’ notice to be held some time in May or June) and the plan will then be presented to the Board for approval. 4) Burn Permits. Chairman Zipperer indicated that we will continue to issue burn permits for brush and burn barrels, but may eventually look to the Sturgeon Bay Fire Department for control. If you observe a fire and are concerned, don’t be afraid to call the Fire Department to notify them of the situation. Anyone burning improperly or without a permit may be subject to a citation. Campfires do not require a permit. Negotiations with the City for utilizing their facility for brush and yard waste disposal may be a possibility. 7:15 p.m. – Special Report on Audit 2007. Janean Robenhorst, CPA and Supervisor, with Schenck Business Solutions of Green Bay, presented the Audit 2007 materials, which included the Management Letter and Annual Financial Report. In accordance with Government Auditing Standards and generally accepted auditing practices, it is their opinion that the financial statements fairly present the respective financial condition of the Town activities and funds as of December 31, 2007. Janean explained the contents of the basic financial statements as to assets, activities, balance sheets, changes in general fund, and actual versus budgeted revenues and expenditures. Janean indicated that the building fund/capital outlay increased by $150,000 as a result of the land purchase and also complimented on our efforts to stabilize fire protection costs. Citizen Comments: Charlie Jarman thanked the First Responders for the great job they do for us. Dick Shappell asked about the oversight and who determines when exceeding a line item in the budget. Zipperer responded that some categories are beyond control, such as snow removal costs and repair or replacement of traffic signs. Matters for Review/Status Update/Discussion, continued: 5) Room Tax. Chuck Tice provided an update on the room tax collections and how they are put to use, recently toward 27 pages of advertising in “Fun in Wisconsin” and each of the 11 municipalities participating in the Door County Tourism Zone Commission (TZC) will have a page in “Midwest Living” magazine. Since inception in May of 2007, the TZC has collected nearly $2,774,000, of which the municipalities receive 30%; the Commission utilizes 4% for administration expenses; and the the remainder goes to the Door County Visitor Bureau for marketing efforts. The Town of Sevastopol collected $56,151 in 2007. 6) Elections. Linda Wait complimented our electors on the consistently above-average voter turnout—over 40% in both the February and April 2008 elections. We will continue to collect dates of birth and driver’s license numbers for voters, as required by law in an effort to update Statewide Voter Registration System records. Linda assured everyone that information is not shared with anyone here, it is not printed on the poll lists and it is used only for the voter registration database. 7) Fire Protection. Tom Girman commented on our cost savings using the new formula which was negotiated in 2004-2005 and is now based on the Sturgeon Bay Fire Department’s operating costs, rather than our valuation. Our annual cost for 2008 will be $318,351, which represents an increase of 1.8% over 2007 annual cost of $303,975. The recently received 2007 annual fire report (copies available) indicates average response time of 9.34 minutes and 1,000 calls. New Items for Discussion: 1) Town Hall. Dan Woelfel recapped the School’s approach to us to find another residence for our Town office/meeting room in that our current building operates inefficiently and would need expensive mandatory upgrades. In looking at the size of our municipality (3rd largest Town in Door County) and our need to have a presence and central meeting place, the Building & Property Committee looked at several potential properties, and at a Special Meeting of electors last fall, the property next door was purchased; and the wooden structure has since been demolished. Our “Future Site” sign is in place and plans have been developed by Architect Henry Isaksen (no cost up to this point). The building plan is designed to meet community needs and will include adequate office space, conference rooms, security for elections, meeting/ community room and catering area. We have some preliminary numbers and our next step, with residents’ input and go-ahead, will be a decision on financing, with interest rates approaching an all-time low and builders looking for work. A borrowing referendum is required only if we were to exceed a term of ten (10) years. If we can live within the 10-year timeframe, the interest expense would be less than over a longer term. The project would go out for bid, with bidders to define all subcontractors so that local builders would be eligible for some of the work. Dan explained we are in the process of re-surveying and combining the lots and park into one parcel. Charlie Jarman hoped there would be room for a satellite fire/emergency station, should that need arise. The Town should also evaluate the tennis court situation and the substantial cost to repair it. Pat Miller felt the building should be sustainable (LEADS) and economic so maintenance costs do not increase as we develop. Dan explained the financing options: borrow from a bank, revenue bonds or utilize the State Wisconsin loan program (available to schools and municipalities). At this point, the estimated cost is $900,000 complete, with the exception of furniture, for 5,770 square feet. Dick Shappell suggested we look into grants, if that option is available. Zipperer indicated we need the direction of the electors on which way to proceed and had hoped for a larger turnout tonight. Based on an average residential assessment of $225,000, this would result in an increase of $38.25 per year. Our current mil rate (per $1,000 of assessed valuation) is $.77 and borrowing $900,000 over a 10-year period would result in a mil rate of $.94. Charlie felt we should move forward and the matter be well publicized. Committee members Dan, Chuck and Ed Stoeger spent the entire day at the February 2008 election explaining the project and received many positive comments. Motion by Dick Shappell and seconded by Laddie Chapman to proceed with building the Town hall using a short-term loan, 10 years or less, at a cost not to exceed $900,000. Comments from those present included: ● the public was aware of and supported the project ● our Town needed a presence in the community ● the site is centrally located and very visible ● adequate for space for Town business (Board, Committees, First Responders, WTA) ● facility would be well utilized by various groups and events, plus have recording capabilities. Motion carried, unanimously, at 8:16 p.m. 2) Wind Energy. Tom Girman addressed the efforts to provide wind energy and suggested a one-year moratorium on large wind turbines until we receive results and requirements from the County on health, safety, noise, setback, savings and other details. Laddie Chapman felt the County had already made its decision and there is recorded testimony as to the details. Zipperer indicated others have shown interest in having wind turbines on their property. Charlie recommended we use caution as to the large turbines. 3) Olde Stone Quarry Park. Zippered stated that George Pinney suggested that neighboring land may be available to the County park. If the Town is in favor of the County acquiring additional land for park use, we are asked to provide documentation in support thereof. 4) PEG Channel. Tom Girman reported that we continue to collect our franchise fees from Charter Communications and those funds are used to purchase recording equipment, operate our cable channel, pay utility costs to the City and support our newsletter expenses. We are also exploring the possibility of placing Board and other meetings on the website, which would be another way for getting important happenings and events out to the public. We have entered into a videographer agreement with Laddie so that he can be compensated for his work with the cable channel. Marianne Moeller appreciated that recordings are available throughout the day with more flexibility and reminded everyone that tapes are available from the Sturgeon Bay library. Laddie indicated copies were also available at the Town office. At this point, the chances of high speed internet throughout Door County depends on population concentration. 5) Nuisance. Chuck Tice reported that the Property Management (Nuisance) Committee has held several meetings and will be looking at dilapidated buildings, complaints and safety/health hazards. At present, we will look to the County for enforcement of its nuisance ordinances. Pat Miller indicated that Egg Harbor recently adopted an ordinance relating to nightclubs and wondered if the Town would consider that, as well. 6) Sesquicentennial Celebration. Linda reported that the 150th anniversary celebration is scheduled for Saturday, July 18th in 2009, with a parade, food, music and games. We are also in the process of putting together a history book—we are anxious to receive articles on people, places and events! Arlene Woelfel indicated the Committee is hoping to dedicate the new Town hall at that time. Announcements: ●John Staveness reminded everyone to watch for the postcard announcing the public hearing on our Comprehensive Plan. Please plan to attend! ● Chuck Tice reported that the Door County Tourism Zone Committee will hold its annual meeting on Thursday, May 27th, beginning at 7 pm at the Landmark in Egg Harbor. Thank you for attending! Adjournment: Motion by Leo Zipperer and seconded by Marianne Moeller to adjourn the Annual Meeting to Tuesday, April 14, 2009. Motion carried, unanimously. Respectfully submitted, Linda Wait, Clerk/Treasurer Town of Sevastopol [draft 4/18/08]