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, Patrolman W Dorshorst, B Dodge, and guest, Lieutenant B Hays, Dane County Sheriff’s were present.

Statement of Public Notice

The chair directed that the minutes show notice of the meeting was published in the May 6, 2011 issue of The Star. Copies were posted on the three town bulletin boards on May 7, 2011.

Pledge of Allegiance:  C Yelk led the pledge.

Approve Minutes of Prior Meetings: Moved by V Pogue second by D Yelk to approve the minutes of the December 12, 2011 Town Board Meeting as presented.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Presentation from the Public: Lieutenant Brian Hays, Dane County Sheriff’s Office stopped by to introduce himself to the board. The elimination of one community deputy was discussed along with the first hour’s response process if DaneCom is approved.

Road Report: W Dorshorst reported that the light on the building was replaced; they are keeping a watch on the gouge on Town Hall Dr; Tennet Rd will need some stone and gravel in the Spring. The heavy manure trucks take a toll on the road. W Dorshorst will keep in touch with T Statz to see what we can do together to remedy the road issue. The Baxter Road sign was stolen. Both plow trucks had minor repairs (lights & salter). W Dorshorst will contract the fuel from Landmark.

Consider/Take Action re: Operators License for Crossroads BP, S Heiman.  Moved by D Yelk, second by V Pogue to approve the Operator’s License for Crossroads BP, S Heiman.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Consider/Take Action re: Final approval of Excessive Weight Limit Permit for City of Sun Prairie Waste Water Treatment center. The clerk had prepared the permit and submitted it to the board for final approval. After the board reviewed the final draft of the excessive weight permit L Updike called for a motion to approve; Moved by D Yelk, second by V Pogue to approve the Excessive Weight Limit Permit, with the special conditions added, for City of Sun Prairie Waste Water Treatment center .

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

The clerk was asked to forward the permit to the City of Sun Prairie, Lee Graves for his signature and that this permit should be used as our model for future permits.

Special Conditions:

  • The permit holder will pay, upon demand made in writing by the Town of Sun Prairie, an amount sufficient to repair or replace any section of a Town Road judged by the Town to have been damaged by the permit holder’s use.
  • Seasonal Weight Limits will apply.
  • The permit holder may transport bio-solids via Bailey Road when hauling bio-solids to property site within town and there is no viable alternate route
  • The permit holder will provide a two week advance notice in April/May to transport associated equipment to incorporate bio-solids.

Consider/Take Action re: Waste Management request to change trash/recycle day.  J Ramsfield informed the board that J Fox had stopped by the office to ask if the town would consider a change of trash/recycle collection day. The board members discussed the pros and cons. The chair asked for a motion to approve day change; Moved by V Pogue, second D Yelk by to approve the request from Waste Management to change trash/recycle day to Thursday with conditions: Waste Management pay the cost of notification and residents would have at least a month notice of the change.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

The clerk was instructed to coordinate the change with Waste Management.

Consider/Take Action re: Resolution 1-9-12-2 Resolution for trash/recycle special charge: The chair asked for a motion; Moved by D Yelk, second by V Pogue to approve the increase of the special charge from $140 to $150 for year 2012.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Consider/Take Action re: Resolution 12-12-11, Sign Reflectivity Maintenance Program: Carried over from last meeting, 12/12/2011, W Dorshorst elaborated on the towns maintenance program, stating that all town signs have been updated to comply with retro-reflectivity requirements. Further stating the town should be good for about 10 years except for damaged, stolen signs, or name changes. The chair asked for a motion; Moved by V Pogue, second by D Yelk to approve the Resolution 12-12-11, Sign Reflectivity Maintenance Program.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Consider/Take Action re: Menu fund payment policy: from the previous meeting the board listed items for consideration: 1) Town Credit Card, 2) Prepay menu, 3) establish credit card & menu policy to be added to the employee handbook.  C Yelk submitted verbiage to amend the Employee Handbook, Menu Fund section.  After a brief discussion the chair asked for a motion; Moved by D Yelk, second by V Pogue to approve the additional paragraph to the Employee Handbook; Menu Fund section: Menu Fund disbursements are limited to a menu distribution as salary not to exceed 1/26th of the beginning of the year balance available per pay period, specific medical expense disbursements, or a combination of a lesser disbursement as salary and specific medical expense disbursements. An employee may request an advance of the menu distribution for a specific medical expense, but will not receive menu as salary until he/she has begun accruing the funds again. (i.e. If an employee is eligible to draw $400/per pay period as salary (1/26th of the balance available) and does so, but has a specific medical expense in July of $4000, he/she will not be able to continue taking menu as salary each pay period until December, when menu monies are once again available).  The clerk shall maintain a current balance for each employee for each pay period.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Consider/Take Action re: Town credit card policy: C Yelk reported her findings. Board consensus, “further review needed”; C Yelk was instructed to find out about other options available; item to remain on agenda for next meeting. No action taken.

Consider/Take Action re: State Code Change – Fire Prevention Ordinance: The board discussed the code change and how it related to the Town of Sun Prairie Fire Prevention Ordinance.  Board consensus is that no verbiage change was needed to the town ordinance. No action required.

Consider/Take Action re: DCTA request for comments on proposal to allow chickens in single family residential areas: After discussion the board took a no comment position. No action taken.

Approve 2011 year end expense (Dec 13-31) report: The chair asked for a motion; Moved by V Pogue, second by D Yelk to approve the 2011 year end expenses (Dec 13-31).

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Audit/Pay Bills. The Board reviewed the invoices and authorized the clerk to pay bills.  Moved by V Pogue, second by D Yelk to pay the bills as presented.

Voting AYE: Updike, Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Committee Updates: L Updike will attend the January 12, 2012 Fire Advisory Board meeting, and meet with Village of Cottage Grove. L Updike will meet with City of Sun Prairie to discuss the Bird Street agreement repair or reconstruct options.

New Business: V Pogue and L Updike will attend the WTA regional meeting in Deforest. The clerk will send in the registration. W Dorshorst & B Dodge will attend a Diggers Hotline workshop at the end of January.

Items for next meeting agenda

  • Committee Updates: L Updike will report on Village of Cottage Grove boundary agreement discussion and City of Sun Prairie Bird Street.
  • Consider/Take Action re: Town credit card policy

Set Next Meeting Date/Adjournment – The next board meeting will be January 23, 2012 at 7p.m.  Moved by V Pogue, second by D Yelk to adjourn the meeting at 8:40 p.m.

Voting AYE: Updike, Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Correct Attest,

Jo Ann Ramsfield, Town Clerk