The Town Board of the Town of Sun Prairie met on Monday, May 14, 2007, at 7:30 p.m. at the Town Hall, 5556 Twin Lane Road, Marshall, WI.

Call to Order. The meeting was called to order at 7:30 p.m. by chairperson Lyle Updike. Supervisors Vernon Pogue and Doug Yelk, and clerk Claudia Quick were present. Representatives from five road construction and seal coat companies were in attendance.

Statement of Public Notice. The chair directed that the minutes show notice of the meeting was published in the May 10, 2007 issue of The Star; notice was also faxed to the Capital Times. Copies were also posted on the three town bulletin boards on May 11, 2007.

Pledge of Allegiance. Claudia Quick led the pledge.

Approve Minutes of Prior Meeting. Moved by Vernon Pogue, second by Doug Yelk to approve the minutes of the April 23, 2007 meeting.
Voting AYE: Updike, Pogue, Yelk
Voting Nay: none
Absent: none
Motion carried

Presentation from the Public. No one spoke during presentation from the public.

Open and Review Bids for 2007 Highway Projects. Chairperson Updike opened the bids for 2007 Highway Projects. There were four Reconstruction Project bids, two Seal Coat and two undercutting bids.

Consider and Take Action re: Awarding of Reconstruction Projects. Bidders were Frank Brothers, Inc., Payne & Doan, Inc., Tri-County Paving, Inc., and BR Amon and Sons, Inc., Moved by Vernon Pogue, second by Doug Yelk to accept the Payne and Dolan bid of $496,667.39 for reconstruction of two sections of Twin Lane Road, a portion of Town Hall Drive, Betlach and Stark Roads. The proof roll test charge will be $650 for all roads involved. The charge per ton to dig out bad spots and replace with rock as needed will be $25.00per ton.
Voting AYE: Updike, Pogue, and Yelk
Voting Nay: none
Absent: none
Motion carried

Consider and Take Action re: Awarding of Seal Coat Projects. Bidders were Scott Construction, Inc. and Fahrner Asphalt Sealers, LLC. When asked to comment on bids, Dennis Farrell, Road Patrolman, indicated that he is unhappy with the last seal coat work done by Fahrne. He had contacted them concerning several areas that were not done well and the company did not respond. Taking that into consideration, Vernon Pogue made a motion, second by Doug Yelk to accept the Scott Construction bid $70,445.95 for seal coating Twin Lane Road, Pierceville Road, Berlin Road and a portion of Town Hall Drive. (The bid was $1,1136.28 more than Fahrner.)
Voting AYE: Updike, Pogue, and Yelk
Voting Nay: none
Absent: none. Motion carried

Consider and Take Action re: Awarding of Road Undercutting Projects. Bidders were Donald Keyes and Rice Grading. Mr. Keyes’ bid was incomplete, not addressing all of the specifications of the bid form. Taking that into consideration, Vernon Pogue made a motion, second by Doug Yelk to accept the Rice Grading bid for undercutting on Twin Lane Road (south of the railroad tracks and north of Berlin Road) and additional culvert work,
Voting AYE: Updike, Pogue, and Yelk
Voting Nay: none
Absent: none
Motion carried

Report on Town Roads

  • Review Engineer’s findings regarding Condition of LaRue Fields Rd. John Belken has made an inspection of LaRue Lane. He reported that numerous areas of cracking and gouges are in the road area.
  • The consensus was to have Dwight Huston attend the next meeting and discuss Belken’s report. No action was taken.
  • Take Action necessary for Finalizing Highway Reconstruction Loan No action necessary at this time.

Amend the Treasurer’s Ordinance. The treasurer position, at this time, does not include any additional hours for office help/assistance, as it had in the past. The ordinance needs to be amended to reflect that change. Moved by Vernon Pogue, second by Lyle Updike to make the following changes. The words “town clerk” are to be removed, “shall be” will be changed to ”may be”, and “annual” be inserted before compensation.. Further, that the amendment will be presented for final adoption by the Board at the July 9, 2007 Town Board meeting. Further the ordinance amendment will be available to those interested at the Town Business office for a period of two weeks prior to the meeting.
Voting AYE: Updike, Pogue, and Yelk
Voting Nay: none
Absent: none
Motion carried

Consider and Take Action re: Town Employee Handbook Policy concerning Pay for Unused Vacation time. Moved by Vernon Pogue, second by Doug Yelk to add the following to the Employee Handbook: “Employees who resign and give notice to the employer of their resignation at least two weeks prior to the effective day of their resignation, and who are discharged (except for theft or dishonesty) shall be paid for the number of vacation days earned, but unused as of the date of resignation or discharge.

Heirs of employees whose services are terminated due to death shall be entitled to be paid for all vacation earned but unused, plus all earned vacation for the year in which they terminate due to death.” This will address the fact that vacation time is earned prior to being available for use.

Voting AYE: Updike, Pogue, and Yelk
Voting Nay: none
Absent: none
Motion carried

Audit and Pay Bills. The Board reviewed the list of invoices for May. Moved by Vernon Pogue, second by Doug Yelk to pay the May bills with the addition of the handwritten items.
Voting AYE: Updike, Pogue, and Yelk
Voting Nay: none
Absent: none
Motion carried

Old Business/New Business

Correspondence

  • Pending Litigation – Attorney Hazelbaker letter. (Filed with appropriate papers)

Set Next Meeting Date/Adjournment. Due to the Memorial Day holiday, the next meeting date was set for June 11, 2007. Moved by Doug Yelk, second by Vernon Pogue to adjourn the meeting.
Voting AYE: Updike, Pogue, Yelk
Voting Nay: none
Absent: none
Motion carried

Correct Attest,
Claudia J. Quick, Municipal Clerk, Town of Sun Prairie