Town Board Minutes for November 23, 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, Treasurer C Yelk, 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 November 19, 2015.

Pledge of Allegiance: D Yelk led the pledge.

Approve Minutes of Prior Meeting: Moved by V Pogue, second by D Yelk to approve the minutes of the November 9, 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.

Consider/Take Action: Special charge, per s. 66.0627, on tax bill for unpaid trash and recycling and special assessment, per s. 66.0703, for construction of road extension to Deer Creek Run. The Town Chair stated, “Let the record show that the principal, S Tubbs, signed the special charge agreement today during regular business hours.” The treasurer stated the trash and recycling payment is current. The board directed the treasure to split the special charges between the two parcels owned by the Tubbs along Deer Creek Run Road, new road addition only.  Each parcel should be charged according to the amount of road frontage (by the foot). Moved by D Yelk, second by V Pogue to approve the special charge, per s. 66.0627, on tax bill for special assessment, per s. 66.0703, for construction of road extension to Deer Creek Run. The special assessment shall be payable in 10 annual installments .

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

TRIP application recap: The Public Works department applied for TRIP money for road maintenance for 2016. L Updike attended the award meeting for this grant. The Town of Sun Prairie was awarded a grant of $15,500 for Baxter Road maintenance. After attending the meeting it is L Updike’s opinion that the town should be applying for more of these grants when possible.

TASC re-enrollment: The clerk reported that the Town’s account was setup for 2016; however, the system was not allowing her to re-enroll the participants. TASC forms were given to employees to fill out for open enrollment. Moved by D Yelk, second by V Pogue to approve payment to TASC on January 1: 1/3rd and May 1st: 2/3rd of the annual payment.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Absent: none
Motion carried

Holiday Party: Consensus of the parties present at the meeting is to meet at a restaurant for dinner in January, each person paying for themselves. The clerk will check out availability. No action taken.

Committee Updates

  • 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.
  • Fire Unit: D Yelk reported that the fire chief would be starting next week.
  • 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:

  • Follow-up on holiday dinner

Set Next Meeting Date/Adjournment: The next board meeting will be December 14, 2015 at 7:00 p.m.  Moved by V Pogue to adjourn the meeting at 8:36 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.

Town Board Minutes for November 9, 2015

Call to Order: Chairperson L Updike called the regular meeting to order at 7:18 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: Record in the minutes that the notice of this meeting was published in the November 5, 2015 issue of The Star.  Copies were also posted on the three Town bulletin boards and website on October 29, 2015.

Pledge of Allegiance: V Pogue led the pledge.

Approve Minutes of Prior Meeting: Moved by D Yelk, second by V Pogue to approve the minutes of the October 26, 2015as presented.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Absent: none
Motion carried

Public Comment: No one from the public was present.

Consider/Take Action: Special charge, per s. 66.0627, on tax bill for unpaid trash and recycling and special assessment, per s. 66.0703, for construction of road extension to Deer Creek Run. The Town Chair stated, “Let the record show that the party that was requested to be present at this meeting is a no show. The clerk sent by certified mail a letter of request, the meeting agenda, copy of the resolution and the special charge agreement drafted by the town’s attorney; there has been no communications from S Tubbs.” Moved by D Yelk, second by V Pogue to approve the special charge, per s. 66.0627, on tax bill for unpaid trash and recycling and special assessment, per s. 66.0703, for construction of road extension to Deer Creek Run.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Absent: none
Motion carried

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:

  • TASC re-enrollment
  • Holiday Party

Set Next Meeting Date/Adjournment: The next board meeting will be November 23, 2015 at 7:00 p.m.  Moved by D Yelk, second by V Pogue to adjourn the meeting at 8:14 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.

Town Board Minutes for October 26, 2015

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 W Dorshorst.

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 October 22, 2015.

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

Approve Minutes from prior meeting: Moved by V Pogue, second by D Yelk to approve minutes from October 12, 2015.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Public Comment: no one present for comment

Special Assessment District – Deer Creek Run Road:  2015-OA16, Amending Chapter 10 of the Dane County Code of Ordinances, Regarding State Certification of the Farmland Preservation Zoning Ordinance: the clerk reported that Dane County Towns Association has no objection to OA-16 amendment. The clerk was directed to file a board action report in favor of the amendment.

Finalize 2016 proposed town budget:
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Committee Updates

  • EMS: V Pogue
  • Fire Unit: D Yelk reported that the fire

Old Business/New Business/Correspondence:

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:

Set Next Meeting Date/Adjournment: the next board meeting will be Nov 9, 2015 at immediately following the Electors meeting at 7 p.m.  Moved by D Yelk, second by V Pogue to adjourn the meeting at 8:43 p.m.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Correctly Attested,
Jo Ann Ramsfield, Town Clerk

Town Board minutes for October 12, 2015

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, and Treasurer C Yelk.

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 October 6, 2015.

Pledge of Allegiance: The Pledge was led by J Ramsfield.

Approve Minutes from prior meeting: Moved by D Yelk, second by V Pogue to approve minutes from September 28, 2015.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Public Comment: no one present for comment

Consider/Take Action: adopt Resolution 2015 11-9-A; Resolution of Town Board to Propose Exceeding Levy Limits. Moved by D Yelk, second by V Pogue to approve the verbiage of the Resolution 2015 11-9-A; Resolution of Town Board to Propose Exceeding Levy Limits; final adoption during the public hearing October 21, 2015, 8 a.m.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Consider/Take Action: approve draft of Resolution 2015 11-9-B; Resolution for Electors to Exceed the Levy Limits at Special Town Meeting of the Electors: Moved by D Yelk, second by V Pogue to approve the verbiage of Resolution 2015 11-9-B; Resolution for Electors to Exceed the Levy Limits at Special Town Meeting of the Electors. Final adoption will be November 9, 2015 at the Electors Meeting to be held at 7 p.m.
Voting AYE: Updike Pogue and Yelk
Voting Nay: none
Abstain: none
Motion carried

Committee Updates

  • EMS: V Pogue will attend EMS budget meeting Oct 14 for the 2016 budget.
  • Fire Unit: D Yelk reported that the fire budget was approved at the Advisory Board meeting; also acting Fire Chief addressed the issue of a burning ordinance for the 3 townships.
  • Bailey, Bird, Townhall roads maintenance agreement with City of Sun Prairie – nothing new to discuss; remove from agenda for now.

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.

Old Business/New Business/Correspondence:

  • J Ramsfield asked the board how she should proceed with the special assessment for Deer Creek Run Road, the clerk’s office had not heard from the town’s attorney. The clerk was advised to forward her draft special assessment resolution to the attorney for approval.

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:

Set Next Meeting Date/Adjournment: A public hearing will be held October 21 at 8 a.m. & the next board meeting will be October 26, 2015 at 7 p.m.  Moved by V Pogue, second by D Yelk to adjourn the meeting at 7:20 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 & Public Hearing
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.

Town Board Minutes for September 28, 2015

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