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Village Board - Budget Resolution
Nov 09, 2009
PDF Version: 10532_2009-Nov-09_Village Board - Budget Resolution.pdf

Board of Trustees Meeting
11/10/09
 
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Trustees present: John Cox-President, Sue Sherman, Tim Nelson, Jane Olson, Kathy Kirkland
Absent: None
Staff: Charity Forsch-Administrator, Sue Shallow, Niles Weborg  
Visitor’s: Tom Schuder, Rachel Willems, Debbie Krause, Richard Van De Ven, Tad Dukehart,  Dave Eliot.  
Call to Order: Meeting called or order by President Cox at 7:02 P.M.
Changes in Agenda: None
Review and Approve October 12, 2009 and October 19, 2009 Village Board Meeting Minutes
Motion per Tim Nelson to accept the October 12th meeting minutes as presented, seconded by  Sue
Sherman, all ayes, motion carried.  
 
Motion per Sue Sherman to accept the October 19th meeting minutes as presented, seconded by Tim
Nelson, all ayes, motion carried.  
Visitors’ Comments: None
 
Public Hearing to adopt 2010 Budget Resolution 7-2009 Funds Appropriation 2010
Administration- Charity introduced the budget, no increase in levy. John Cox invited audience members to
speak either for or against the proposed budget- No attendees wished to speak. Back to the Board- Kathy
Kirkland asked Charity Forsch if there was a chart available comparing local municipalities and the County’s
budgets. Per Forsch no there is not.   
 
Motion per Kathy Kirkland to approve Resolution 7-2009 Funds Appropriation for the Fiscal Year
2010, seconded by Tim Nelson, all ayes, and motion carried.  
A Poll of the Board was conducted- Kathy Kirkland aye, Jane Olson aye, Tim Nelson aye, John Cox aye, Sue
Sherman aye, it is noted that the Trustees are all in agreement.   
 
Discussion and consideration regarding Ephraim Business Council 2010 Budget and 2009 Report on
Marketing Expenditures- Kathy Kirkland asked about the figures recording monies going to the EBC from
2007-2009, they seemed to be askew.  Charity explained that it was due to an end of year audit adjustment by
the Village auditors. Kathy asked for a clarification of the proposed 2010 budget. Kathy noted that it appears
that 75% of the money received is going toward salaries, also the budget proposes an increase in brochure
costs, FYR BAL and the Evenings in Ephraim advertisement, which she feels only affects those who are
already in Ephraim. EBC Accountant Tom Schuder responded that they are going to expand the brochure for
next year with a pull out map; this will help the EBC keep competitive with surrounding vacation destinations.
The EBC will also expand its FYR Bal advertising, re-design the EBC web site, and will continue to focus on
advertising outside the county and state. Tom added that they will have a slight increase in salaries for 2010,
they have not received a raise in the past three years.  They will put $5,000 away for maintenance of their
winter quarters.  Utilities will be noted on the 2010-2011 fiscal year. Other operating expenses are a little bit
higher as they move toward achieving a not for profit status. Next year they hope to attend a couple of
seminars. Kathy feels the budget is out of whack if they are spending 75% of their income for operating
expenses and only 25% on advertising.  Tim Nelson asked about the listed purchases for re-sale, what are they?
Tom responded buttons, postcards, t- shirts, caps, etc. No additional questions from the Board members.  
 
Motion per Tim Nelson  to accept the EBC 2010 budget and maintain the same level of room tax revenue
provided to the EBC in 2009 (50%), seconded by Sue Sherman, a poll of the Board was taken-  Kathy
Kirkland, nay, Jane Olson nay, Tim Nelson aye, Sue Sherman aye, John Cox aye, motion carried.  
VILLAGE OF EPHRAIM BOARD MEETING MINUTES
MONDAY NOVEMBER 9, 2009 - 7:00 P.M.
VILLAGE OF EPHRAIM OFFICES, NORWAY AND HIGHWAY Q
Board of Trustees Meeting
11/10/09
 
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Additional comments from Kathy Kirkland who suggests we try to re-coup some of this money back, Kathy
felt that the room tax rate would be flexible - give and take not just take. Kathy added that the Village has put
off needed projects due to lack of sufficient funds. John Cox noted that the Village has completed all of the
projects that they had approved for 2009. Tom Schuder asked how much of the room tax money the Village
has received that has not been spent yet, roughly $125,000 responded Charity Forsch. Tim Nelson added that
the Board does not spend the remaining room tax money until the next year and that the funds we have are
earmarked for future projects. Jane Olson reminded that we have large up-coming expenditures such as
renovations to the Fire Department building to accommodate new standard trucks.  It was reminded that room
tax monies will continue to come in long after the Board has turned over unless a future Board decided to
rescind the tax.   No further comments on the EBC 2010 budget.    
 
a. Update Regarding Remodel of Smith Garage – Charity Forsch provided a brief synopsis of the current
standing on this project. Charity, John Cox, Tim Nelson, Brent Bristol and Dave Alberts met with Hugh
Mulliken on Wednesday November 4th regarding the proposals he has submitted to date vs. what the Board
expects Mr. Mulliken to deliver. Sue Sherman asked why Charity seems to be doing the work we hired Hugh
to do. Charity explained that Mr. Mulliken has not consulted her regarding his proposals and had to be re-
directed to provide corrected proposals. John Cox expressed our need for special engineering expertise such as
that provided by McMahon and Associates to ensure that the project meets the needs of the Wastewater
Department as well as the needs of the EBC. Ms Forsch continues to wait for contract from Mulliken.    
 
b. Discussion and consideration regarding McMahon Associates Agreement for Professional Services –
Smith Garage. Charity clarified that although the cost proposal provided by the company seems high it is due
to them not having accurate estimates from Hugh Mulliken so they may be able to adjust their proposal later.  
A meeting occurred a few days ago where a clarification was provided to Hugh of what the Village needs. He
tried getting ahead of the game and was caught short stated Tim Nelson. Hugh will provide the Village with
appropriate drawings and provide them in time for complete review prior to approval and implementation.
Charity explained the detail needed in the drawings to be provided to McMahon. Mr. Mulliken’s fee is $4,800
we have paid him $3,600 to date. We hired Hugh to work as our agent to get information that the Board will
comprehend, not at a level that McMahon will comprehend.  We can’t ask McMahon to re-tool their proposal
until we have Mr. Mulliken’s proposal re-tooled stated Forsch. Forsch also informed the Board that this project
must be bid out publicly Forsch clarified with our Village attorney, this pertains to any project over $25,000.
Cox added that we may also have to pay the prevailing wage.  Even if we have our maintenance department to
part of the project if all the little bits and pieces add up to $25,000 it must be bid out. Current proposal from
McMahon is good for 60 days. Jane Olson is concerned that the 2 month delay will hinder the Maintenance
departments ability to do any part of this project, as this plan develops we should not count on their
participation. The proposal from McMahon is tabled for future consideration.   
 
c. Discussion and consideration regarding Resolution 8-2009 2010 Fee Schedule – Charity introduced the
table.  Charity noted minor changes in Hall rental policy and fees. A $35 minimum maintenance fee.  Non
profit hall use discussed. Hall deposits briefly discussed, Board will address the pre-approved list and general
Hall use next month.  Sing-Alongs sponsored by the Foundation will incur a maintenance fee. For set-up and
take down.  
 
Motion per Tim Nelson to accept the 2010 fee schedule as amended, seconded by Kathy Kirkland, all
ayes, and motion carried.  
 
 
 
Board of Trustees Meeting
11/10/09
 
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d. Discussion and consideration regarding Anderson Dock Fence Line Agreement – Discussion of fence
line. The chain link fence that is there now is not attractive and John would like Physical Facilities to look into
replacing it in the future. Tim would like language to state that it is not our intent to remove the visual barrier.
Charity will put something together for the Board to review. The owner would like something in writing prior
to closing on the property exchange. Statement will be that the Village intends to maintain the visual barrier.  
Tad Dukehart spoke on this issue, he participates in the walking tour and the ice house is a wonderful example
and is historically significant. Tad would like a fence that would allow for continued viewing of the ice house.   
 
e. Administrator/Clerk Report
Motion per Sue Sherman to accept the Administrator/Clerk report as provided, seconded Tim Nelson,
all ayes, motion carried.  
 
Zoning Administration
a. Set public hearing regarding changes to §17.26(13)(d)(3) regarding HPC Powers and Duties
Motion per Sue Sherman to set for public Hearing changes to Zoning ordinance 17.26 (13)(d)(3) HPC Powers and
Duties for Monday December 14th, 2009, seconded by Tim Nelson, all ayes, motion carried.  
 
b. Monthly Zoning Administrator Report- Brief comment on project for Brent to re-format and clean up
the Zoning Ordinance. All Board members approve of this project. Jane Olson would like all reference to
alcohol regulations to be a separate section or in some way highlighted and made apparent in the ordinance.   
Motion per Tim Nelson to accept the Zoning Administrators Report as presented, seconded by Sue
Sherman, all ayes, motion carried.  
 
Community Protection
a. Fire Chief’s Report - Niles is here tonight to present highlights of his department’s activities.  No
written report received, it will be included in next months report. A Fire on Q, Gas leak on North end of town
has been identified and corrected.  Niles spoke about the life expectancy of propane tanks – none above
ground, in ground 20 years, fiberglass 30 years. Maple Grove east fire call, light fixture- burnt bugs. Pumps
checked on all trucks and they passed. DC Fire Chiefs meeting they have now received 501c3 status. Road
trimming will be important as the season changes. 100 mid-door runs so far this year. Kathy Kirkland asked
about false alarms, not as many as you think responded Niles.  
Motion per Tim Nelson to accept the Fire Chief’s Report as presented, seconded by Jane Olson, all ayes,
motion carried.  
Water problem at the old station has been identified and will be addressed, Niles has checked further into air
conditioning for the station will cost about $5,000.  
 
Physical Facilities / Utilities
a. Supervisor’s Report – john mentioned anchor bolts that are sticking up and he tripped over them,
Charity will check with maintenance department. John asked why we put them away so early. Suggested that a
few are left up in the downtown area. Tim thinks it is good they put the benches away suggests bolted down
cones. Caution tape to be removed.  
Motion per  Jane Olson  to accept the Physical Facilities Supervisor’s Report as presented, seconded by
Tim Nelson, all ayes, motion carried.  
 
Docks & Coastal Management – No Reports till spring.
 
 
 
Board of Trustees Meeting
11/10/09
 
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Wastewater/Water
a. Consideration and recommendation regarding Lift Station #2 Control Panel, to be paid out of the
replacement fund.  
Motion per Tim Nelson to accept the proposal from PJ Cortens to clean the Lift Station #2 Control
Panel, not to exceed $10,300 seconded by Sue Sherman, all ayes, motion carried.  
 
b. Consideration and recommendation regarding Installation of Manhole hatch at Lift Station #2
Motion per Sue Sherman to accept the quote from Harbor Construction for the installation of a
Manhole hatch at Lift Station #2 at a cost not to exceed $2,350.00, seconded by Jane Olson, motion
carried.  
John Cox abstains.  
 
c. Consideration and recommendation regarding purchase of sewer camera. The current camera is 14
years old and they would like to up-grade. They have done a lot of research. The new cameras have a self
leveling feature and a ground locator and a tracer. Will help to identify what parts of the system need to be
jetted.  
Motion per Sue Sherman to approve the purchase of a new sewer camera not to exceed $9,000 for the
Wastewater Department, seconded by Jane Olson, all ayes, motion carried.  
 
d. Plant Manager’s Report- Brief discussion of HT and Septic gallons, difference between 2008 and 2009.  
Motion per Sue Sherman to accept the Wastewater Plant Manager’s Report as presented, seconded by
Kathy Kirkland, all ayes, motion carried.  
 
Treasurer’s Report
a. Bills to be paid – Sue Sherman asked about Gardens & Grounds, stump removal and 2 trees. Buoys and
marker removal done by South Shore Pier.  
Motion per Sue Sherman, to authorize payment of all bills as presented, seconded by Jane Olson, motion
carried.
Tim Nelson abstains.  
 
b. Treasurer’s Report – Good interest return from Bank of Luxemburg.  All funds related to the FD Grant
will be turned over to them soon
Motion per Kathy Kirkland to accept the Treasurer’s Report as presented, seconded by Jane Olson, all
ayes, motion carried.  
 
Communications / Correspondence: Brief discussion of correspondence received this month.    
Visitors’ Comments: None
 
Closed Session 19.85(1) (i) any and all matters related to acts by businesses, which discussed in public
could have adverse effect on business or its employee.
Motion per Sue Sherman to go to closed session, with regard 19.85 (1) (i)  any and all matters related to
acts by businesses, which discussed in public could have adverse effect on business or its employees,
seconded by Jane Olson, all ayes, motion carried.  
 
 Reconvene in open session:  
Motion per Kathy Kirkland to return to open session, seconded by Sue Sherman, all ayes, motion
carried.  
Board of Trustees Meeting
11/10/09
 
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Motion per Tim Nelson to direct the Administrator to proceed as discussed, seconded by Kathy
Kirkland, all ayes, motion carried.  
 
New Business for Next Meeting: Nothing noted
 
Adjournment
 
Motion per Jane Olson to conclude this meeting of the Ephraim Board of Trustees, seconded by Tim
Nelson,  all ayes, and motion carried.  
 
 
Respectfully submitted,  
Susan Shallow- Deputy Clerk



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