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Village Board
Sep 14, 2009
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Board of Trustees Meeting
September 14th 2009
Page 1 of 5
 
Village of Ephraim Board Meeting Minutes
MONDAY, SEPTEMBER 14, 2009 - 7:00 P.M.
VILLAGE OF EPHRAIM OFFICES, NORWAY AND HIGHWAY Q
 
Board: John Cox- President, Jane Olson, Sue Sherman, Tim Nelson, Kathy Kirkland
Absent: None
Staff: Charity Forsch-Administrator, Niles Weborg, Sue Shallow
Visitors: Diane Kirkland, Jack Moneypenny, Tad Dukehart, Rachel Willems, Sara Martin, Debbie
Krause, Paul Burton
 
1. Call to Order: Meeting called to order by President Cox at 7:02  pm
2. Changes in Agenda: None
3. Review and Approve August 10, 2009 and August 31, 2009 Village Board Meeting Minutes.
Housekeeping issue per Tim Nelson, add Jane Olson as motion maker on ITEM 9 (b) (c)
correction noted and completed.  
Motion per  Tim Nelson to approve the August 10th minutes as corrected, seconded by
Kathy Kirkland, all ayes, motion carried.  
Motion per Sue Sherman to approve the August 31st minutes as presented, seconded by Tim     
Nelson, all ayes, motion carried.  
4. Visitors’ Comments: None
5. Public Hearing §1.31 – Plan Committee Composition and Terms, §1.35 – Coastal Management
Powers and Duties, and §1.36 Physical Facilities and Utilities Powers and Duties. This item
addressed in depth at last months Board of Trustees meeting.  
1.31(c)  
Motion per Tim Nelson to accept the alterations to the Plan Committee ordinance 1.31(1) (a)
Composition and Terms, 1.35 (3) Coastal Management and 1.36 physical Facilities and
Utilities as discussed, seconded by Kathy Kirkland, all ayes, motion carried.  
 Poll of Board members: Kathy Kirkland- yea, Jane Olson yea, Tim Nelson yea, John Cox   
Yea, Sue Sherman yea
 
6. Administration  
a. Discussion regarding meeting decorum: Jane Olson has provided a document for Board review
and comment concerning the aforementioned topic of meeting decorum. Jane explained the
document. Board members have reviewed same and agree with content with some minor
revisions and suggestions. Kathy Kirkland agrees with Jane that the final document should be
laminated and made available to visitors during meetings. Intent is to insure that meetings run
smoothly, timely and that all speakers are respectful of all those in attendance. Setting a time
limit for presentations by guests will assist in this endeavor; Jane suggests that 3-5 minutes per
person would be a start.   John Cox would like further direction from the Board members,
where do we go from here? Tim Nelson would like it added that at the Board’s discretion they
could extend the time for an individual speaker. Or per Jane we could poll the audience
regarding who would like to speak and then allot them equal amounts of time. Tim would like
to keep time restrains in the Boards hands, #2. Add that anyone acting inappropriately may be
asked to leave the meeting. #3. Per John Cox add that when recognized by the chair a guest
may address the Board to speak, also suggests adding document to our web page.   
Board of Trustees Meeting
September 14th 2009
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Motion per Sue Sherman to adopt the guidelines as amended, seconded by Tim Nelson,
all ayes, and motion carried.   
Regarding item #8 Board will not entertain complaints against individual employees in open
session. Diane Kirkland asked if the Attorney suggested that the Board be included, Charity
responded that he stated it would be up to the Board.  
 
b. Adopt Public Participation Plan and Set public hearing to adopt 2009 Comprehensive Plan.
The Village has already addressed and completed items listed on Plan, this is to document the
process.  
 
Motion per Tim Nelson to adopt the Public Participation Plan as presented, seconded by
Sue Sherman, all ayes, and motion carried
 
Motion per Tim Nelson to set for public hearing at the October Board Meeting the
adoption of the 2009 Comprehensive Plan, seconded by Jane Olson, all ayes, motion
carried.
Completed Plan will be made available on web site, on disk and a paper copy at office.  
 
c. Discussion and consideration of request from Isadoora Theatre Company- We have received a
proposal from Isadoora Theatre Company to approve a fundraising production at the Village
Hall in early December at a reduced rental rate with consideration of reduced ticket prices for
Ephraim residents.  Open to discussion Charity explained the request.  Kathy Kirkland and Sue
Sherman are concerned that this may set precedence and other theatre groups who use the Hall
and are charged for rehearsal and production days will want discounts in rental rates. Board
discussed issue, per consensus the Board determined that although they are grateful of the
offer they must decline.  
 
d. Resolution 02-2009 Regarding Purchase of Property on the water at Anderson Marina
 
Motion per Kathy Kirkland to authorize John Cox and Charity Forsch to sign resolution  
02-2009 regarding parcel # 121-01-13312731B1 and approve purchase of property
adjacent to the Anderson Marina, seconded by Tim Nelson, all ayes, motion carried.  
 There were a few questions from audience members.   
Poll of Board- Kathy Kirkland, aye, Jane Olson aye, Tim Nelson aye, John Cox aye, Sue
Sherman aye.  
 
e. Resolution 03-2009 Designating Public Depositories:
Motion per Tim Nelson to designate the public depositories as listed, seconded by Kathy
Kirkland, all ayes, motion carried.  
 
f. Discussion and consideration of Remodel of Smith Garage. Charity Forsch and Hugh Mulliken
attended the last Business Council Board meeting where a motion was made and approved of
the remodeling plan for the Smith building contingent on funds availability and plan
finalization.  John Cox commented that at the September Wastewater Committee meeting the
Committee was not in favor of financial support of the project in regard to paying for a new
generator or the burying of the bioxide tank. Tim Nelson a member of the Committee provided
a short synopsis of their conversation; they are not in need of a new generator the current one
Board of Trustees Meeting
September 14th 2009
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has seen very few hours (1100) of service, the Committee does not agree that the sewer
customers should pay for an unneeded upgrade.  
 
Charity Forsch stated that the cost is estimated to be $50,000-$60,000 for the project.  Some
minor alterations to the proposed plan have been suggested that could reduce the cost.
Preliminary drawings will be forwarded to HPC and Plan Committee for review and comment.
Proceeds from sale of old generator will stay with general. Additional brief discussion by
Board members.  Jane Olson made the clarification that by forwarding copies of plans to both
HPC and Plan Committees, we are not at this time approving the project just exploring the
possibilities and getting their input. We have not determined where funds will come from at
this time. Charity Forsch will obtain firmer figures on cost of the project by the October Board
meeting.  Niles Weborg commented that use of a generator does not matter if it is old;
sometimes by not using them they age. Charity clarified that this one is run every week on
schedule and has not incurred a problem. Due to the size of the building the State has deferred
to our Commercial Building Inspectors for whether we need state approved plans.  
Motion per Jane Olson to forward copies of the proposed plans for the re-modeling of
the Smith building to both the HPC and Planning Committees for their concept input,
seconded by Sue Sherman, all ayes, motion carried.  
 
g. Acceptance of Resignation: John read a letter received from Dave Verhage.  Niles also noted
that he has resigned from the Fire Department.  
Motion per Jane Olson to accept the resignation of Dave Verhage from the Board of
Appeals, seconded by Kathy Kirkland, all ayes motion carried  
 
h. Administrator/Clerk Report: Verizon telephone pole has been severed and re-moved per
Charity.   
Motion per Kathy Kirkland to accept the Administrator/Clark’s report as submitted,
seconded by Sue Sherman, all ayes, and motion carried.  
 
7. Zoning Administration
a. Monthly Zoning Administrator Report
Motion per Jane Olson to accept the Zoning Administrator’s report as submitted,
seconded by Tim Nelson, all ayes, and motion carried.  
 
8. Community Protection
a. Fire Chief’s Report: Niles here to present report, Niles distributed a picture of what the back of
a Fire Truck must look like in the near future, reflective tape.  It is hoped that the reflective
tape will make trucks more visible at night.  
 
In regard to the FD 2010 budget, Niles and the CPC are working on it and it will be ready for
presentation after the October CPC meeting. Niles had shopped for an AC unit for the Fire
Station, he has not been pleased with the two he’s seen, however he suggests we look at one
similar to the one installed at the New Franken station, cost about $1,000 plus another $1,000
for installation. Niles will look into it further. Cell phones, Niles has spoken with Craig at
Cellcom, Charity is already working with them for better pricing, a corporate plan. Roads still
not cut, has been on-going for 5 years per Niles.  The maintenance department has been cutting
but it is an ongoing process. Busy month for the FD, Niles wants to reimburse people for
mutual aid calls in future.  
Board of Trustees Meeting
September 14th 2009
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Charity informed that we have talked to county regarding guard rail extension on Moravia.
John Cox noted that the brushing on hwy Q has been poor this year and feels we are not
getting the bang for our buck with the county highway department. Niles provided comment
on the water rescue call in Fish Creek last week, the body had not been found.  John
mentioned that the State Patrol has not been up here in a long time, Charity called and we
won’t see one due to travel limitations based on State patrol budget cuts.  
 
Motion per Sue Sherman to accept the Fire Chief’s report as submitted, seconded by Tim
Nelson, all ayes, and motion carried.  
 
9. Physical Facilities / Utilities
a. Supervisor’s Report: Few questions, Charity clarified Jim’s rescue and rotting chimney at
ADM. Building, which was partially removed, repaired and capped. New faucet installed in
pre-school.    
Motion per Jane Olson to accept the Physical Facilities/Utilities Supervisor’s report as
submitted, seconded by Sue Sherman, all ayes, and motion carried.  
 
10. Docks & Coastal Management  
a. Supervisor’s Report
Motion per Jane Olson to accept the Harbormaster’s report as submitted, seconded by
Tim Nelson, all ayes, and motion carried.  
 
11. Wastewater/Water
a. Plant Manager’s Report
Motion per Tim Nelson to accept the Plant Manager’s report as submitted, seconded by
Sue Sherman, all ayes, and motion carried.  
 
12. Treasurer’s Report
a. Bills to be paid: Tim Nelson asked about the $400 bond return listed to him, he does not
remember sending one. Kathy asked about the hydrogen peroxide provided by Tim to WWTP,
and WWTP lunch at Top Shelf, Charity clarified that when contractors come he sometimes
buys them lunch.  Suggestion that Dave be careful with this type of expenditure.  
Motion per Sue Sherman to authorize payment of all bills presented tonight, seconded by
Kathy Kirkland, Tim Nelson abstains, Kathy Kirkland aye, Jane Olson aye, John Cox
aye, Sue Sherman aye. , motion carried
 
b. Treasurer’s Report : Charity reviewed report
Motion per Tim Nelson to accept the Treasurer’s report as submitted, seconded by Sue
Sherman, all ayes, and motion carried.  
 
13. Communications / Correspondence: Letter from Yacht Club, Letter from Jerry Gallagher, but he
would like to see more done, it is a bad corner and visibility is limited, this will be discussed
further.  Airport news the Volley Ball League has submitted a request to Gibraltar, they told the
league they need more info and drawings, this will be forthcoming to Ephraim.  
 
 
 
Board of Trustees Meeting
September 14th 2009
Page 5 of 5
 
 
14. Visitors’ Comments: No Comments
 
15. New Business for Next Meeting: Budget meetings, Coastal, Physical Facilities almost completed
and ready for presentation. 1st Monday of October the 5th the Board will meet at 7:00 pm.
 
16. Move into Closed Session per §19.85(1)(g) conferring with legal counsel regarding oral or
written advice concerning strategy about litigation in which is or is likely to become involved and
per §19.85 (1)(c)employment, promotion, compensation or performance evaluation of employees.
Motion per Sue Sherman per 19.85 (1) (g) and 19.85 to move to closed session, seconded by
Tim Nelson, all ayes, motion carried.  
Poll of Board Kathy Kirkland aye, Jane Olson aye, Tim Nelson aye, John Cox aye, Sue
Sherman aye, all ayes.  
 
17. Return to Open Session
Motion per Kathy Kirkland to return to open session, seconded by Sue Sherman, all ayes,
motion carried.  
Poll- Kathy aye, Jane aye, Tim aye, John aye, Sue aye
 
Motion per Tim Nelson to give Zack the same premium as we offer other part-time
employees, seconded by Sue Sherman, all ayes, motion carried.  
 
18. Adjournment
Motion per Tim Nelson to adjourn this meeting of the Village of Ephraim Board of Trustees,
seconded by Sue Sherman, all ayes, motion carried.  
 
 
Respectfully submitted,  
 
 
 
Susan Shallow- Deputy Clerk
 
 



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