Town Board Minutes for February 22, 2016

Call to Order: Supervisor D Yelk called the regular meeting to order at 6 p.m. at the Town Hall, 5556 Twin Lane Road. Supervisor V Pogue, Clerk J Ramsfield, Treasurer C Yelk, and Patrolman W Dorshorst were present.  L Updike was absent. Others present were J Seltzner, D & M Strohmenger.

Statement of Public Notice: Record in the minutes that the notice of this meeting was posted on the three Town bulletin boards and website on February 19, 2016.

Pledge of Allegiance: C Yelk led the pledge.

Approve Minutes from prior meetings:
Moved by V Pogue, second by D Yelk to approve the minutes of 1/11/2016 as presented.
Voting AYE: Pogue and Yelk
Voting Nay: none
Absent: Updike
Motion carried

Moved by V Pogue, second by D Yelk to approve the minutes of 1/25/2016 as presented.
Voting AYE: Pogue and Yelk
Voting Nay: none
Absent: Updike
Motion carried

Moved by V Pogue, second by D Yelk to approve the minutes of 2/8/2016 as presented.
Voting AYE: Pogue and Yelk
Voting Nay: none
Absent: Updike
Motion carried

Public Comment: No public comment

Eagle Scout Proposed Project for Generations Park: J Vandenbergh, Eagle Scout, presented his proposed project for Generations Park describing the five benches he will construct, the materials to be used and the inscription for each bench. The benches will be installed at the park late summer and into fall. The project was accepted by general board consensus.

Discuss discontinuance of Strohmenger Road: The recent land division application prompted the discussion for the town to vacate the road. The new Certified Survey Map (CSM) shows a new turn-a-round that will require the land owner to install if it remains a dedicated town road. D Yelk stated a couple different options for the landowner to think about. No decisions were made.

Committee Updates

  • EMS: V Pogue – the new gurney power lifts have arrived, one is installed.
  • Fire Unit: D Yelk – nothing new to report
  • Plan Commission: D Yelk – the commission has three petitions on the table, each require a public hearing, no approvals were made at the last meeting.

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

Old Business/New Business: Heavy Equipment on Town Roads – a tentative date of March 25, 2016 was scheduled to have a brown bag lunch strategic meeting with area farmers.

Set Next Meeting Date/Adjournment: The next board meeting will be March 14, 2016 at 6:00 p.m.  Moved by V Pogue to adjourn the meeting at 7:10 p.m.

Voting AYE: Pogue and Yelk

Voting Nay: none

Absent: Updike

Motion carried

Correctly Attested,

Jo Ann Ramsfield, Town Clerk

Town Board Minutes for February 8, 2016

Call to Order: Supervisor D Yelk called the regular meeting to order at 6 p.m. at the Town Hall, 5556 Twin Lane Road. Supervisor V Pogue, Clerk J Ramsfield, Treasurer C Yelk, and Patrolman W Dorshorst were present.  L Updike was absent.

Statement of Public Notice: Record in the minutes that the notice of this meeting was posted on the three Town bulletin boards and website on February 4, 2016.

Pledge of Allegiance: W Dorshorst led the pledge.

Public Comment: no one present

Road Report: W Dorshorst reported that he had met with some of the area farmers individually about the large manure hauling equipment using town roads. The idea of a meeting at the town hall to discuss solutions was well received. The board members scheduled a meeting for the forth Monday in March to invite the area farmers and manure haulers to discuss solutions to minimize wear and tear of the roads and maximize the longevity. Current approximate cost to reconstruct or construct a road is $100,000 per mile. No action taken.

Committee Updates: nothing new to report

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

Old Business/New Business: D Yelk reported that the town resident, B Yelk, has completed the “My Little Library” to be placed at the Town Hall.

Set Next Meeting Date/Adjournment: The next board meeting will be February 22, 2016 at 6:00 p.m.  Moved by D Yelk to adjourn the meeting at 6:32 p.m.

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

Correctly Attested,

Jo Ann Ramsfield, Town Clerk

Town Board Minutes for January 25, 2016

Call to Order: Chairperson L Updike called the regular meeting to order at 6 p.m. at the Town Hall, 5556 Twin Lane Road. Supervisors V Pogue and D Yelk, Clerk J Ramsfield, and Patrolman W Dorshorst were present.  Others present were R Rice, H Yang, & K Kleckner

Statement of Public Notice: Record in the minutes that the notice of this meeting was posted on the three Town bulletin boards and website on January 21, 2016.

Pledge of Allegiance: V Pogue led the pledge.

Public Comment:

  • Rick Rice appeared before the Town Board requesting approval of the final CSM for splitting a 4.75 acre parcel zoned A-1(Ex) Agriculture into two equal RH-1 Rural Home parcels at 2819 CTH T in Section 29, Town of Sun Prairie. Consensus of the board authorized the town clerk to review and sign the final CSM.
  • H Yang appeared before the Town Board to discuss a proposed driveway to a residential vacant lot on Bailey Road. He had placed an offer to purchase and the offer was accepted. He was instructed by the board members to contact W Dorshorst, the town patrolman, to site the driveway close to the south property line for vision safety.

Approval of CSM #9828, merger of lots 12 & 13, Savannah Valley, for a single family residence: The Plan Commission has heard K Kleckner’s petition to build a new home in Savannah Valley and recommends the merger of lots  12 & 13 to better accommodate the placement of the home. Moved by D Yelk, second by V Pogue to approve CSM #9828, merger of lots 13 & 13, Savannah Valley, for a single family residence.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Absent: none
Motion carried

Employee Handbook amendment: The following verbiage was added to the Points of Clarification & Vacation Policy sections in the handbook: Nonexempt employee may convert up to 40 hours of earned vacation to comp time hours at the end of the year providing comp hours are under 200 hours and not greater than 250 hours.  Moved by D Yelk, second by V Pogue to approve the Employee Handbook revision with the additional verbiage ” Nonexempt employee may convert up to 40 hours of earned vacation to comp time hours at the end of the year providing comp hours are under 200 hours and not greater than 250 hours.”
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Absent: none
Motion carried

Committee Updates

  • EMS – V Pogue: There are 10 more runs to date as there were one year ago. There are scheduling issues due to Reverend Paul’s retiring and moving away.
  • Fire Unit – D Yelk: unexpected repairs on Engine 1; the battery charger malfunctioned destroying the batteries.
  • Plan Commission – D Yelk: nothing new going on right now.
  • Park Committee – D Yelk: the trailer that was ordered is built.

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

Old Business/New Business: L Updike announced that he has been asked to serve on the Greater Madison Vision Committee.

Items for next meeting agenda:

  • Approve operator’s license for Crossroads BP

Set Next Meeting Date/Adjournment: The next board meeting will be February 8 & 22, 2016 at 6:00 p.m.  Moved by V Pogue to adjourn the meeting at 7:30 p.m.

Voting AYE: Updike, Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Correctly attested,

Jo Ann Ramsfield, Town Clerk

Town Board Minutes for January 11, 2016

Call to Order: Chairperson L Updike called the regular meeting to order at 6 p.m. at the Town Hall, 5556 Twin Lane Road. Supervisors V Pogue and D Yelk, Clerk J Ramsfield, and Patrolman W Dorshorst were present. Others present were C Koepke, J Bunch, B Chady, B Sramek, and C Chadwich.

Statement of Public Notice: Record in the minutes that the notice of this meeting was posted on the three Town bulletin boards and website on January 7, 2016.

Pledge of Allegiance: J Ramsfield led the pledge.

Approve Minutes of Prior Meeting: Moved by V Pogue, second by D Yelk to approve the minutes of the December 14, 2015 as presented.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Absent: none
Motion carried

Public Comment: No one from the public was present.

Marshall School Board Operation Referendum, J Bunch: The Marshall School Board members presented the Marshall School referendum that will be on the February Primary ballot. They left handouts; the clerk will have them accessible for the public. L Updike offered to the board members an address listing of Marshall School District town residents.  No Action taken.

Road Report: W Dorshorst & D Yelk reported road damage to Townhall Dr. Photographs of the damage were circulated among the board members.  General consensus of the board members was that the town roads are not built for the heavy and the volume of farm equipment traffic of today. W Dorshorst was instructed by the board to meet with the larger farm owners in the town to make them aware of the issue and see what they suggest to resolve the issue. W Dorshorst is to report back to the board at the February 8th board meeting. No Action taken.

Committee Updates

  1. EMS: V Pogue reported that the EMS was moving forward with a new communications system for their building; the new CPR machine has arrived but the power stretchers are so popular that they are back ordered; and the director is exploring alternatives for partnerships with other municipalities in order to decrease response time and expenses. Partnerships will also give the community a broader range of personnel expertise.
  2. Fire Unit: D Yelk reported that the fire chief would be starting next week.
  3. Plan Commission: D Yelk reported that at the last PC meeting the person did not show up. When he spoke to the person by phone, he said that he had dropped the issue. He had not notified anyone of his decision.

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

Old Business/New Business: None

Items for next meeting agenda:

  • Road report update

Set Next Meeting Date/Adjournment: The next board meeting will be January 11 & 25, 2016 at 6:00 p.m.  Moved by V Pogue to adjourn the meeting at 8 p.m.

Voting AYE: Updike, Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

Correctly attested,

Jo Ann Ramsfield, Town Clerk

Town Board Minutes for December 14, 2015

Call to Order: Chairperson L Updike called the regular meeting to order at 7 p.m. at the Town Hall, 5556 Twin Lane Road. Supervisors V Pogue and D Yelk, Clerk J Ramsfield, and Patrolman W Dorshorst were present.

Statement of Public Notice: Record in the minutes that the notice of this meeting was posted on the three Town bulletin boards and website on December 10, 2015.

Pledge of Allegiance: J Ramsfield led the pledge.

Approve Minutes of Prior Meeting: Moved by V Pogue, second by D Yelk to approve the minutes of the November 23, 2015 as presented.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Absent: none
Motion carried

Public Comment: No one from the public was present.

Road Report: D Yelk reported a complaint call from a resident on Townhall Dr. He investigated the complaint and took photos of the damaged blacktop. The board members and the town patrolman discussed in length how and why it happened. The members also suggested solutions. The discussion will continue at the next meeting in January. No Action taken.

Committee Updates

  • EMS: V Pogue reported the EMS director is working on a recruiting campaign.
  • Fire Unit: D Yelk reported that the new fire chief was installed.
  • Plan Commission: Will meet next Monday.
  • Parks: D Yelk reported that the park committee had a work day last Saturday. Two more parking spots were cleared and graveled. Another load of landscape stone has been ordered; it will come out of the 2015 park budget. A trailer has been purchased for tool storage, paid for in 2015 but will not be delivered until spring 2016.

Audit and Pay Bills:

  • Approve current expenses
    Moved by V Pogue, second by D Yelk to approve the bills as presented.
    Voting AYE: Updike Pogue and Yelk
    Voting Nay: none
    Absent: none
    Motion carried
  • Authorize Clerk and Treasurer to pay expenses through the end of 2015
    Moved by D Yelk, second by V Pogue to authorize Chair, Clerk, and Treasurer to pay expenses through the end of 2015.
    Voting AYE: Updike Pogue and Yelk
    Voting Nay: none
    Absent: none
    Motion carried

Old Business/New Business/Correspondence

  • Holiday Get Together – Great Dane East, Jan 17, 2016 4 pm.
  • Energy Grant – was not awarded but encouraged to try again
  • Tax Statements – Treasurer mailed them out today
  • Holiday Gifts from Safebuilt & Crackfilling – The town received food gifts
  • Property for sale for cemetery use – The clerk received an inquiry for possible land for sale in our town for a new cemetery
  • Sun Prairie School space planning meeting – the next meeting will be Jan 6, 2016
  • D Yelk asked if there was any opposition to changing the regular meeting time for board meetings from 7 pm to 6 pm. There was no opposition. Moved by D Yelk, second by V Pogue to change the board meeting time to 6 pm.

Voting AYE: Updike Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried

  • Greater Madison Vision: L Updike reported that he was approached by the group to sit on the board. He will be our town representative.
  • L Updike recapped the WI Towns Association’s withdrawal from county zoning. There is a hearing on Saturday. He recommends the withdrawal over a 3 year period.
  • D Yelk investigated the existence of Bed & Breakfast businesses in the Town of Sun Prairie.  It is believed there are two. The question is whether they have the correct zoning or conditional use permit.

Items for next meeting agenda:

  • Road weight limits and heavily used roads

Set Next Meeting Date/Adjournment: The next board meetings will be January 11 & 25, 2016 at 6:00 p.m.  Moved by V Pogue to adjourn the meeting at 9 p.m.

Voting AYE: Updike, Pogue and Yelk

Voting Nay: none

Absent: none

Motion carried
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.