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, and Patrolman W Dorshorst were present.

Statement of Public Notice. The chair directed that the minutes show notice of the meeting was posted on the three town bulletin boards February 7, 2013.

Pledge of Allegiance:  J Ramsfield led the pledge.

Approve Minutes of Prior Meetings: Moved by V Pogue, second by D Yelk to approve the minutes of January 28, 2013 Town Board Meeting as presented.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Presentation from the Public: no one present

Road Report: W Dorshorst reported that:

  • the roads are rough due to the extreme warm and cold this winter season
  • the issues with the new truck that have been resolved
  • the town pickup truck will get new brakes
  • mailbox damage has been high due to the heavy wet slush hitting them from the plow
  • more salt shipments to be delivered
  • it’s time for the salt shed inspection

Consider/Take Action re: Review Employee Handbook – Sick, Vac, & Comp Time Pay Benefits sections. The office and highway staff presented the following changes:

Compensation for Overtime Hours (amended 2/11/13)

The Federal Fair Labor Standards Act (FLSA) gives local governments the option of using compensatory time instead of paying overtime.  Both the Town of Sun Prairie and the employee must agree that compensatory time may be substituted for overtime pay, although the local government can require the acceptance of compensatory time as a condition of employment.  Compensatory time, like overtime, must be computed at time-and-a-half for hours worked in excess of 40 in a workweek.

Employees desiring to accumulate overtime hours as compensatory time shall notify the town clerk said desire at the time overtime hours are reported on the time sheet.  The maximum accumulation of hours shall not exceed 200 hours (25 days) as of December 31 of the current year.  At times, hours may occasionally exceed 200 and will be banked, but must be at 200 or less on December 31st. at any given time during the year.

Hours paid for time not actually worked, such as sick leave, vacation pay or use of accrued comp time does not count as hours worked for purposes of computing overtime/comp time.

Vacation Policy (amended 2/11/13)

Vacation is a time for employees to rest, relax and pursue special interests.  Only regular full time employees are eligible for paid vacation.  New employees earn paid vacation time during their probationary period but are not able to take paid vacation time until the anniversary of their hiring.  Paid vacation time is added to their “account” every year on January 1 of each year the anniversary of their hiring. A part-time (less than 1080 hours per year) or temporary employee is not eligible for paid vacation.

Arrangements for vacation time are to be made with the employee’s supervisor.  The supervisor will have the final say regarding the timeliness and length of vacation.  Employees are urged to take their vacation time during non-peak periods of the year.  Highway employees are reminded that they are to be available nights, holidays and weekends during snow and ice season.

Employees are encouraged to take their vacation time during the year it is earned.  At the end of the year, an employee may carry the vacation time (one two weeks) forward to be used in the next calendar year for an additional six months or unused vacation time can be cashed out with the supervisor’s approval.

Sick Pay Benefit (amended 2/11/13)

All exempt and full time employees qualify for 12 days (96 hours) of paid sick, medical, and caretaking leave per year, to be accrued at the rate of one day per month worked, beginning the first day of employment.  Part-time employees will earn medical/caretaking leave in proportion to the percentage of full time equivalency for which they are hired.

Sick, medical, and caretaking leave is accumulative up to 60 days (480 hours).  When an employee reaches 480 hours of banked sick leave, January 1 of next year 96 hours will be added for use in that year. During budget meetings in the fall of the year, when the employee has not used all of the 96 hours the employee may choose to: a) cash out up to 12 days sick leave at one-half regular pay; b) donate the remaining hours to the sick bank; or c) lose the balance of the 96 hours.  Sick leave may be accumulated for use during an unpaid leave.

The board discussed the changes and agreed the new language better clarified how these issues have been handled in the past. Moved by D Yelk, second by V Pogue to approve the new language of the employee handbook for Compensation for Overtime Hours, Vacation Policy, and Sick Pay Benefits.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Committee Updates: none to report

Old Business/New Business/Correspondence

  • C Yelk was contacted by SP Fire Dept. The Fire Dept received a grant that allows the fireman to give fire extinguisher training and the resident will be awarded a free fire extinguisher to take home.  She asked the board if they were interested in being a training site again. It was decide that a late April or May training would be scheduled and the town would advertise it at the April election.
  • L Updike summarized the 2013 Monsanto Partnership Letter establishing a zero dollar match grant for the SPVFD.
  • L Updike announced that the 2015 Farm Technology Days would be hosted by the Statz Brothers’ Farm. There was a short discussion about how this will impact the town and what role the town may play to help out.
  • R Fetterly, L Updike, & J Ramsfield will attend a FUDA meeting at the Burke Townhall, Feb 14, 2013.

Audit/Pay Bills. Moved by D Yelk, second by V Pogue to approve payment of bills as presented.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Set Next Meeting Date/Adjournment: the next board meeting will be February 25, 2013 at 7p.m.  Moved by D Yelk, second by V Pogue to adjourn the meeting at 8:25 p.m.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Correctly Attested,

Jo Ann Ramsfield, Town Clerk

Persons needing special accommodations should contact the Clerk’s office 837-6688 at least 24 hours prior to the meeting.