Call to Order. Chairperson L Updike called the regular meeting to order at 7:00 p.m. at the Town Hall, 5556 Twin Lane Road.  Supervisors V Pogue and D Yelk, Clerk J Ramsfield, Treasurer C Yelk, Patrolmen D Farrell and W Dorshorst were present.  B Schaefezirth & F Bird (Wolf Paving); B Bruha (Scott Construction); D Moungly (Payne & Doland); S Schulz (Town of Medina) also attended.

Statement of Public Notice. The chair directed that the minutes show notice of the meeting was published in the May 19, 2011 issue of The Star. Copies were posted on the three town bulletin boards on May 20, 2011.

Pledge of Allegiance: V Pogue led the pledge.

Approve Minutes of Prior Meetings: Moved by V Pogue, second by D Yelk to approve the minutes of the May 9, 2011 Town Board Meeting as presented.

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

Presentation from the Public:  none

Discuss/Action re: 2011 Sealcoat, Overlay and Reconstruction Bid Packet Opening – The bid packet this year is a joint bid for adjoining road of the Town of Medina & Town of Sun Prairie.

L Updike opened the sealed Sealcoat bids for the Town of Sun Prairie and the Town of Medina. There were four Reconstruction Project bids, three Seal Coat, four 3” Overlay and four 2” Overlay bids. Companies bidding on the 2011 Highway Projects were Struck & Irwin, Scott, Fahrner Asphalt Sealers, Wolf Paving, Payne & Dolan, Tri County Paving, and Frank Brothers. L Updike stated for all present that no awards would be issued until the June 13th meeting and moved on to open the road reconstruction and overlay bids.

Town roads to be Sealcoated: Creek Haven Road, Kramer Court, Glen Oaks circle, Marick Court, Park View Road, Manley Drive, Betlach Road, Stark Road, Berlin Road, and Sylver Ridge Road.

Town roads for reconstruction: Town Hall Drive, Ridge Road, and West Medina Road.

Town roads for 3” Overlay: Alvin Road, Torbleau Road, Helgeland Drive, Oakcrest Circle, Kenneth Court, and Norton Drive.

Town roads for 2” Overlay: LaRue Lane, Cardinal Lane, hidden Meadows Drive, Garden Court, and Sylver Ridge Road.

For detailed information about the Town of Sun Prairie bids, contact the town office at 608.837.6688. Town of Medina information is available by calling S Schulz, town chair (608.6553030).  L Updike and S Schulz will meet after June 1 to discuss a possible joint meeting to award road projects.

Discuss/Action re: Outstanding citation for property upkeep at 5695 Bird St

J Ramsfield stated that there had been another complaint by a neighbor near 5695 Bird St relating to the condition of the property.  J Ramsfield had talked to R Bartlett, Dane Co Zoning, about the property.  R Bartlett investigated and didn’t see any issues to cause Dane County to get involve.  After a lengthy discussion, by board consensus, the issue was dropped due to the pending foreclosure on the property. No Action taken.

Discuss/Action re: Amend Ord. 2000-1, Appoint Alternate Members for BOR

L Updike instructed J Ramsfield to contact J Rademacher, J Blaska, and C Quick to ask if they would like to serve as alternate BOR members for the term 2012-2015.  Appointments and the amended ordinance will be approved at the June 13th meeting.  No action taken.

Discuss/Action re: Chapter 10, Ord. # 4 amendment, 2011-2012 – Chapter 10, Ord. # 4 amendment, 2011-2012 will be discussed at the Wisconsin Town Association May 24th meeting.  Moved by D Yelk, second V Pogue by to defer discussion until the next meeting.

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

Discuss/Action re: Chapter 10, Ord. # 37 amendment, Sub. 1, 2010-2012 – Moved by V Pogue, second by D Yelk to approve changes to Chapter 10, Ord. # 37 amendment, Sub. 1, 2010-2012.

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

Discuss re: Wes’s promotion to Lead Patrolman, job description, and compensation. New hire Assistant Road Patrolman job description, qualifications, and notice. Plus the Employee Manual update. – The discussion focused on the Assistant Road Patrolman job description, qualifications, notice for the newspaper, application interview process and timeline.  The board will discuss Lead Patrolman job description and compensation in closed session June 13th.  The employee manual update will also be held over.

Discuss/Action re: Expired stand by letter of credit by Schuster Family LLC – The letter of credit was established when Drovers Woods, 1st & 2nd additions, were developed for road repair caused by heavy trucks when most of the homes were built.  There are only a few undeveloped lots left in the subdivision.  A property owner constructing a home now requires a town driveway permit and $1000 in escrow for any road damage that is caused during construction.

Discuss/Action re: Laptops for board members for meetings – hold over for next agenda

Discuss/Action re: State Budget implications for Town Budget – nothing new to report.

Discuss/Action re:  Boundary Agreement Discussions with Cottage Grove – L Updike met with Village of Cottage Grove President, Diane Wiedenbeck, May 12th.  She had not seen the map presented to the Town of Sun Prairie by past village president and village plan commissioner.  They discussed going back to the Twn SP proposed boundary area agreement as a starting place.  The north boundary could possibly stay where it is presently; a natural boundary to the east, McCarthy Park and The Oaks Golf Course; a similar discussion to the west with the biggest issue being that CG would need to expand sewer down TT to Seminary Springs within the next 20 years.  D Wiedenbeck planned to talk to her board and get back to L Updike.

Audit and Pay Bills: The Board reviewed the invoices.  Moved by V Pogue, second by D Yelk to pay the bills.

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

Old Business:

  • L Updike to attend Redistricting meeting.
  • D Yelk:
    • Manure complaint – Blue Haven Stables – 5/23/11
    • Road Right-of-way – the wooden stakes that had been put in by the surveyor have been taken out and are standing next to a tree.

The clerk is instructed to write and send letters to:

  • Blue Haven Stables addressing their manure management policy and
  • G Seltzner to let him know that the town will be cleaning up the right-of-way along his property line after June 1.

Agenda Items for next meeting:

  • Discuss/Action re: State Budget implications for Town Budget
  • Discuss/Action re:  Boundary Agreement Discussions with Cottage Grove
  • Action re:  Sealcoat, Reconstruction and Overlay bid Awards.
  • Action re: Chapter 10, Ord. # 4 amendment, 2011-2012
  • Action re: Amend Ord. 2000-1, Appoint Alternate Members for BOR
  • Closed Session – Discuss re: Wes’s promotion to Lead Patrolman, job description, and compensation
  • Action re: Wes’s promotion to Lead Patrolman, job description, and compensation.
  • Action re: New hire Assistant Road Patrolman job description, qualifications, and notice.
  • Discuss/Action re: Employee Manual update.
  • Discuss/Action re: Laptops for board members for meetings

Set Next Meeting Date/Business/Adjournment

The next board meeting was set for June 13, 2011 at 7:00 p.m.  Moved by V Pogue, second by D Yelk to adjourn the meeting at 10:15 p.m.

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

Correct Attest,

Jo Ann Ramsfield
Town Clerk