Call to Order: Regular Town Meeting was called to order by Town Chair, L Updike  Present were Supervisors V Pogue & D Yelk, Clerk J Ramsfield, Treasurer C Yelk, and T Bolhuis.

Statement of Public Notice: The chair directed that the minutes show that notice of this meeting was posted on the website and three Town bulletin boards September 24, 2015.

Pledge of Allegiance: The Pledge was led by D Yelk.

Approve Minutes from prior meeting: Moved by V Pogue, second by D Yelk to approve minutes from September 14, 2015.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Public Comment: no one present for comment

2015-OA16, Amending Chapter 10 of the Dane County Code of Ordinances, Regarding State Certification of the Farmland Preservation Zoning Ordinance: held over for discussion after the public hearing on September 29, 2015. No action taken.

Closed sessions: per S.S. 19.85 (1) (e) to deliberate the proposed offer to purchase park land.  The meeting will then reconvene into open session to continue with the posted agenda.

7:17 p.m. – Moved by D Yelk, second by V Pogue to go into closed session per S.S. 19.85 (1) (e) to deliberate the proposed offer to purchase park land.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Reconvene to open session per S.S. 19.85 (2): 7:27 p.m. – Moved by D Yelk, second by V Pogue to go into reconvene to open session per S.S. 19.85 (1) (e).
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Consider/take action re: proposed offer to purchase park land: board consensus authorized the Parks Committee to go ahead with a formal offer to purchase.

Amend Employee Handbook: Menu Fund/FlexSpending (amended9/28/2015)

A Menu Fund/FlexSpending has been established for full time hourly employees and salaried elected officials (Chairperson, Supervisors, Constable, Clerk, and Treasurer).  Part-time employees who work 1040 hours per year or more are eligible to receive this benefit on a pro-rated basis.  This method of benefit was established to provide eligible employees with the ability to carry individual insurance policies most appropriate to their specific needs.  The Town establishes a dollar amount for the following year each fall during budget sessions.

A Flexible Spending Account (FSA) is an IRS Code Section 125 Cafeteria Plan. Through it, Participants set aside funds on a pre-tax basis each year into their FlexSystem account(s), and subsequently access those funds for qualifying healthcare and/or dependent care expenses incurred within the Plan Year.  IRS sets the maximum $ amount. The 2015 maximum contribution is $2550.00 per employee or elected official.

Eligibility Requirements

  • part-time employees working at least 20 hours of work per week;
  • seasonal employees working at least 6 months of work within a year;
  • employees reaching 18 years of age;
  • employees meeting probationary period of 6 months;
  • members of bargaining unit will be included. Employees who are covered under a collective bargaining agreement will be excluded;
  • employees who are non-resident aliens will be excluded.

Disbursement

  • Full time hourly employees receive 100% of annual menu fund monies budgeted
  • Salaried office employees receive 80% of annual menu fund monies budgeted
  • Chairperson, Supervisors, and Constable are eligible by contributing though decreased wages.
  • Part time office employees receive a percentage of the annual fund monies budgeted based on a percentage of employment over 1040 hours per year

Menu Fund disbursements are limited to a menu distribution as salary not to exceed 1/26th or 1/27th of the beginning of the year balance available per pay period.   An open enrollment will be held each fall.

The calculation for menu as salary is: menu fund money minus out of pocket medical expense minus annual health and life/disability insurance premiums equals the balance of menu fund money to be divided by the number of pay periods per year. The clerk shall maintain a current balance for each employee for each pay period.

At the end of a fiscal year all menu money remaining in employee’s Flex Spending account will be paid out to the employee as salary in January of the New Year

If an employee leaves or is dismissed from employment before the end of the year (December 31st), the employee is only eligible for the dollar amount of menu monies earned to date.  If the employee had taken a draw larger than the amount earned to date, he/she will return the monetary difference.
Moved by D Yelk, second by V Pogue to approve the policy changes for the menu fund/flex spending program.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Budget: T Bolhuis, Pellitteri representative, addressed the option to extend the curbside pickup contract from the 5 years to a 10 year contract.  Moved by V Pogue, second by D Yelk to approve extending the curbside pickup contract to Pellitteri’s for a 10 year period.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried
Budget planning meeting will be October 6 at 8 a.m.

Committee Updates

  • EMS: V Pogue reported that they are still working on the budget and consolidation plan.
  • Fire Unit: D Yelk reported that he would be attending a joint budget session with the city and fire department and the fire department is closer to hiring a new chief. L Updike reminded everyone of the Fire Department open house and pancake breakfast.
  • Bailey, Bird, Townhall roads maintenance agreement with City of Sun Prairie: nothing new to report – L Updike: nothing new to report.

Old Business/New Business/Correspondence:

  • J Ramsfield shared with the board an update on the Farm Technology Days trash and recycle tonnage.

Audit/Pay Bills.
Moved by V Pogue, second by D Yelk to approve payment of bills as presented.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Items for next meeting agenda:

  • Resolution to exceed levy limit

Set Next Meeting Date/Adjournment: The next board meetings will be October 12, 2015 at 7 p.m. Moved by V Pogue, second by D Yelk to adjourn the meeting at 7:50 p.m.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Correctly Attested,
Jo Ann Ramsfield, Town Clerk

Budget Work Sessions Schedule

Date Day Time Reason
Oct 6 Tuesday 8:00 a.m. Expenses Budget
Oct 12 Monday 7:00 p.m. Regular Board meeting
Oct 15 Thursday 8:00 a.m. Budget
Oct 21 Wednesday 8:00 a.m. Budget & Special Board Meeting
Oct 26 Monday 7:00 p.m. Regular Board Meeting
Oct 29 Thursday 8:00 a.m. Budget
Nov 9 Monday 7:00 p.m. Budget Public Hearing
7:15 p.m. Spec Electors
7:30 p.m. Regular Board Meeting

Items pertaining to budget may also be discussed at the following Board meetings.  Budget discussion would be noted on the particular agenda: October  12 & 26, 2015