Regular Town Board Meeting

Call to Order: Chairman 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 W Dorshorst were present.  A Hayer-Booth was also present.

Statement of Public Notice: Chairman L Updike directed that the minutes show notice of the meeting was posted on the three town bulletin boards and website on February 5 & 8, 2014.

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 January 27, 2014 Town Board Meeting.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Presentation from the Public: None

Consider/take action re: approve operator license for Crossroad’s BP – Moved by D Yelk second by V Pogue to approve operator license for Crossroad’s BP employee L Blair.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Consider/take action re: Building Inspection Service Fee Increase, renewal contract. – The board members reviewed the renewal contract from Independent Inspection Service.  The renewal contract has fee increases, 2008 was the last time the fees had changed.  Moved by D Yelk second by V Pogue to approve the renewal contract with Independent Inspections Service.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Consider/take action re: Design Review Fee Schedule – J Ramsfield explained that the amount for the Design Review Fee Schedule was added to the schedule with the incorrect amount listed. The fee should be $200 instead on $50.

Excerpt from Design Review Ordinance:

SEC 15-1-73   FEES

The applicant shall be required to submit a design review fee in the amount of two hundred dollars ($200) plus building permit fees to the Building Inspector along with the application. In addition, the applicant shall be required to pay the additional sum of one hundred fifty dollars ($150) per special meeting that the Plan Commission holds for the purpose of reviewing the applicant’s development, plus any out-of-pocket expenses incurred by the Town or the Plan Commission, including consultant fees (engineering, legal or planning), costs of maps, or other related expenses. All of such expenses shall be paid by the applicant prior to issuance of the building permit.

Moved by D Yelk second by V Pogue to approve the correction of the fee schedule.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Consider/take action re: Equipment Rental rate, charge to Town of Burke for rental of truck #16, 1/2014. Wis. Adm. Code Trans § 102.23(7)

Road Report: W Dorshorst reported that this winter weather has been extremely hard on the roads. He is doubtful that the monies budgeted for crack filling for 2014 will be sufficient. The cold has also taken its toll on the equipment also. Two more semi-loads of salt have been ordered and the pickup is scheduled for maintenance. W Dorshorst is planning to take some time off in March.

Discussion re: WisDOT – community input on IH 39/90/94 Traffic Impact Analysis (TIA).  The outcome of the IH 39/90/94 TIA study will be to determine which new access interchanges or grade separations could and which could not be considered in the future if proposed by WisDOT or one or more local units of government.  The TIA study will be followed by an environmental analysis to evaluate a capacity expansion study of IH 30/90/94 from the Madison Beltline to Portage.

The board members discussed the pros and cons of the proposed Buss Rd/Norton Lane crossing and the Ridge Rd interchange for access to I-94. Consensus of the board was that Buss Rd/Norton Lane crossing and the Ridge Rd interchange was incompatible with the neighborhood, insufficient road right-of-way and insufficient road weight limits.  Chair Updike instructed the clerk to return the survey showing the boards opposition. No action.

Consider/take action re: Dane County Ord. Amendment 26, 2013-14, regarding abandoned nonconforming mineral extraction sites.  Discussion deferred until next meeting. No action.

Consider/take action re: Employee Handbook – Holiday Policies, compensation for holidays worked and overtime hours. There was an open discussion between the board members and town employees about how holidays worked and overtime hours are calculated. It was determined that the employee handbook has conflicting verbiage.  L Updike and J Ramsfield presented a formulated timesheet for calculating hours worked, holiday pay, overtime and comp-time along with other paid time off variables. The timesheet was displayed on the TV. Different scenarios were inputted showing how the hours would be calculated. The timesheet calculation is acceptable. The verbiage will be held over until next meeting. An amendment to the Work Schedules: Part-time and temporary employees section of the employee handbook. The amended language enables the town to be in compliance with Wis. Adm. Code Trans § 102.23(7).  The paragraph was amended to read: Part-time and temporary employees shall work on an as needed basis under direct supervision of department head. The Town of Sun Prairie Board further authorizes the part-time temporary employee to operate the Town equipment when the normal CDL employees are unavailable and snow emergency is declared. Wis. Adm. Code Trans § 102.23(7). (revision 2/10/2014)- Moved by D Yelk second by V Pogue to approve the language amendment to the employee handbook Work Schedules: Part-time and temporary employees section.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Committee Updates

  • Plan Commission:  none
  • EMS: none
  • Fire Unit: D Yelk reported that the Intergovernmental Agreement composition is in the final stage.

Old Business/New Business/Correspondence

  • Farm Technology Days public safety meeting will be held at the town hall February 25, 2014.

Audit/Pay Bills. Moved by V Pogue second by D Yelk to approve payment of town expenses.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Items for next meeting agenda

  • Consider/take action re: Employee Handbook – Holiday Policies, compensation for holidays worked and overtime hours
  • Consider/take action re: Dane County Ord. Amendment 26, 2013-14, regarding abandoned nonconforming mineral extraction sites.

Set Next Meeting Date/Adjournment: the next board meeting will be February 24, 2014 at 7p.m.  Moved by D Yelk, second by V Pogue to adjourn the meeting at 8:50 p.m.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Correctly Attested,

Jo Ann Ramsfield, Town Clerk