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Mar 20, 2017
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Town of Vienna Board Minutes

March 20, 2017

The regular meeting was called to order at 7:00 p.m. by Chairman Breggeman.  Supervisors Gary Endres, Karen Ingalls, Ron Rupp, Steve Ruegsegger.  Also present Clerk Kathy Clark, Residents Liz Henry, Shawn Haney, Jim Koltes and Assessor Linda Gardiner. 

Pledge of Allegiance was recited.

Public Comment: Liz Henry informed the board that on July 29th, a private event of 150 people will held on their land, outside the CUP premise of their business, J. Henry and Sons Distillery.  As part of the CUP agreement, any groups over 50 people request that the Town board be informed. This event “Out Standing in the Field” is held internationally and brings in people from all over the country.  Dan Fox of Heritage Tavern in Madison recommended J. Henry and Sons to be the host. This will provide positive exposure for the Town of Vienna. 

Approval of Minutes: Motion made by Rupp, second by Ruegsegger to approve the minutes of March 6, 2017 town board meeting.  Motion carried (5-0)

Discussion and possible action with Assessor, Gardiner Appraisal Service: The board requested that Linda Gardiner attend this meeting to discuss the International Harvest Ministry refund and some of the other errors that have occurred on the town’s 2016 tax roll.  Breggeman noted that a similar issue occurred on the 2015 tax roll regarding a new home built in 2014, the old home was razed and both were assessed in 2015.  Haney provided background on the issue and indicated that as of April 2016, this issue was still not resolved. It was finally resolved and taxes were refunded.  Regarding the Ministry, the pastor was told last minute that the taxes had to be paid in full in order for a refund to be approved.  The town will have to refund these taxes and will not get reimbursed until 2017.  Another issue discussed was a resident’s assessment that was reduced during open book but not changed on the tax roll. This will also need to be refunded and the town will get reimbursed in 2017.  Breggeman informed Gardiner that residents were upset and this was not acceptable. Gardiner agreed and proposed to have senior partners or herself supervise the assessor’s work going forward. The tax assessor has started reviewing properties for the 2017 tax year. A resident reported that someone showed up at their home, unannounced and without proper ID, asking for access to assess the home. Gardiner informed the board that notices are sent to residents requesting an appointment.  If no appointment is made, a certified letter is sent as policy. Clark will post a notice on the website and in the newsletter so residents know the assessor is checking on properties and to ask for identification.  Ingalls stated that these errors create more work for the clerk and asked if there is any means of compensation for the time involved. Gardiner will look into this and follow up accordingly.   

Discussion and possible action on Dane-Vienna Fire District Agreement:  Ruegsegger indicated there is no more to discuss on this so the previous contract will remain in place.

Operator’s Licenses: Three operator license applications were presented for review and possible approval. Motion by Rupp, second by Ruegsegger to approve Sanford operator’s license application for Phillips 66.  Motion by Ruegsegger, second by Rupp to approve Borgrud operator’s license application for Phillips 66. Motion by Ingalls, second by Endres to approve Murphy operator’s license application for Allstop. All Motions carried (5-0)

Town Supervisor Reports:  Supervisor Ruegsegger meeting with Dane-Vienna Fire District is scheduled for next Monday, March 27th.  Supervisor Rupp attended the Plan Commission meeting on March 13th. The event barn application for a CUP has been changed to a request for a Temporary Use Permit which is seasonal use. Conditions for this were discussed and this will be on next month’s plan commission agenda for further discussion. Chairman Breggemans meeting with DeForest Senior Center was Tuesday, March 14th. The bid process has started for repairs so it’s moving forward. Supervisor Ingalls meeting with Waunakee EMS was Thursday, March 16th. It was a short meeting and nothing new to report. Supervisor Endres meeting with Waunakee Fire is scheduled for March 27th. A resident on Schumacher Road received a bill for fireman services and equipment used after responding to an illegal controlled burn in a silo. This was not the first time Waunakee Fire has responded to this location for the same reason.  

Town Clerks Report: Clark informed the board that Madison Sand & Gravel will be adding a culvert to assist their pumping process at no cost to the town.  The previous brush site attendant will not be returning this season so Clark will run an ad on the website and in the newsletter. GEC sent a letter regarding the state law change (Act 211) for filing building permits that will go into effect January, 2018. It was agreed GEC will handle this since the fees stay the same. Clark informed the board that registration for 2017 Municipal Clerk and Treasurers Institute has started. This will be the final year of the 4 year program and upon completion, will certify the clerk as a treasurer. 

Review and authorize payments of current town and utility bills, wages and expenses:  Motion by Rupp, second by Ruegsegger to approve the bills as stated and pay the current town bills as submitted in the amount of $40,418.25; Payroll $15,293.11; Town Bills $24,616.36; Utility 1 $409.50 and Utility 2 $99.45. Motion carried (5-0).

Convene into closed session pursuant to Wis. Stat. § 19.85(1)(c) considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility:  Motion to Convene into closed session pursuant to Wis. Stat. § 9.85(1)(c) considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility. Roll call vote: Endres-aye, Ingalls-aye, Breggeman-aye, Rupp-aye, Ruegsegger-aye.  Motion carried.

Reconvene to open session and take possible action: Motion to reconvene to open session and take possible action. Motion by Rupp, second by Ingalls to provide a cost comparison of outsourcing landscaping for the summer or hiring a summer time employee.  Motion carried (5-0)

Adjourn: Motion by Ruegsegger, second by Rupp to adjourn.  Meeting adjourned at 8:50 p.m.

Prepared by: Kathleen Clark, Town Clerk 

Note:  These draft minutes are subject to approval at the April 3, 2017 Town Board Meeting.

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