MINUTES FROM THE REGULAR MEETING
OF THE DEERFIELD VILLAGE BOARD
FEBRUARY 27, 2006
CALL TO ORDER AT 7:00 P.M. AT THE VILLAGE HALL AND ROLL CALL
The meeting was called to order at 7:00 P.M. by President Evensen. Present: Haag, Quamme, Kiefer and Mack. Absent: Searle.
APPROVAL OF AGENDA
Motion by Evensen, second by Mack to approve the agenda with corrections. Item #6 should read CDTF not DCTF. Motion carried.
APPROVAL OF MINUTES FROM FEBRUARY 13, 2006
Motion by Mack, second by Quamme to approve the minutes from February 13, 2006 with corrections. Motion carried.
PUBLIC INPUT
None.
1. REVIEW/ACTION – RESOLUTION R2006-02 “A RESOLUTION AUTHORIZING THE SUBMISSION OF A DANE COUNTY BUILD PROGRAM GRANT APPLICATION AND CERFIFYING AN INTENT TO PROVIDE LOCAL FUNDING MATCH” – EVENSEN
Evensen stated that the Planning Commission recommended approval of this resolution and that a CDTF grant for the matching funds was recommended by the committee. After review and corrections a discussion was held on the scope of the planning that would take place under this grant. Otte explained that the planning that is being proposed under the proposal was recommended in the Villages comprehensive plan.
Motion by Evensen, second by Kiefer to approve Resolution R2006-02 as corrected and on file in the clerk’s office. Motion carried.
2. REVIEW/ACTION – RESOLUTION R2006-03 “ A RESOLUTION ADOPTING NEW BUILDING, ELECTRICAL AND PLUMBING FEES” – EVENSEN
Evensen stated that the Finance Committee recommended the approval of this resolution increasing the building, electrical and plumbing fees and that by increasing the fees it would allow the Village to enter into a new contract with Independent Inspections. This would change the fee division from 90/10% (10% retained by the Village) to 60/40% (40% retained by the Village). Otte stated that this change would generate about $25,000.00 additional revenue in 2006. Quamme stated that the fees appeared to be on the high side and that he also disagreed with the proposed charges and inspection requirements on replacement and repairs of fixtures in existing homes.
After discussion, motion by Mack, second by Quamme to table this resolution until classification and additional review of the fee schedule could be done by the board. Motion carried.
3. REVIEW/ ACTION – REVISED CONTRACT WITH INDEPENDENT INSPECTIONS LTD. – EVENSEN
Evensen stated that the Finance Committee recommended the approval of the revised contract with changes to section 4 as recommended by the attorney. However because the new fee schedule was not approved this item should be tabled. Quamme agreed with Evensen but suggested that all of section 4 be deleted and that in section 5 the notice requirements be changed from 60 days to 30 days. Haag stated he would like to see additional language added stating that the contract needs to be renewed every 2 years.
Motion by Quamme, second by Mack to table this matter until it can be redrafted and a new fee schedule is approved by the Village. Motion carried.
4. REVIEW/ACTION – RESOLUTION R2006-04 “A RESOLUTION DECLARING OFFICIAL INTENT TO REIMBURSE EXPENDITURES FROM PROCEEDS OF BORRWOING AND PROJECTED VILLAGE DEBT SCHEDULE – EVENSEN
Evensen explained that this Resolution was recommended for approval by the Finance Committee and that the reason for it was to
allow the Village to reimburse itself out of borrowing funds for payments prior to the actual borrowing. He then stated that an example of this would be a payment to the architects for the Fire Station addition. Otte explained that this is a legal requirement for issuing notes/bonds if funds are borrowed for previous payments. Quamme stated that he has major concerns on the effect the EMS will have on the budget and given the fact that there are levy limits imposed on the Village by the state can the Village afford to borrow these additional funds at this time. Otte stated that if this is a concern that a five year budget plan should be developed in conjunction with the final borrowing resolution.
Haag questioned the amount spent on the fire station addition to date. Evensen said that to date about $7,000.00 has been spent on the plans for the fire station addition and that about 60% of these costs will be the Villages. Quamme stated that the Village needs to set priorities not only in its capital budget but also in its operating budget before any new borrowing is considered.
Motion by Evensen, second by Kiefer to table Resolution R2006-04 at this time. Have staff prepare additional information on a 5 year financial plan. Motion carried.
5. REVIEW/ACTION – REDUCTION IN HERITAGE ESTATES SECURITY BOND – QUAMME
Quamme stated that the Public Works Committee recommended reducing the surety amount for the remaining Phase II work, for Phase 3 work and for work in the Alpine Addition; the Heritage Development to $1,364,923.00 as recommended by the Village Engineers in their letter of February 13, 2006.
Mike Putnam explained the work that needs to be completed in Phase 2 and that Phase 3 will be starting this spring. Discussion then took place on the change in Veridian Homes business plan where by allowing other builders to build and purchase lots in their developments. Mike Putnam explained this and the safe guards put into place to ensure construction of quality homes.
Motion was the made by Quamme, second by Mack to approve the decrease of the surety for Phase 2 work and for the Alpine Addition; the Heritage Development to $1,364,923.39. Motion carried.
6. REVIEW/ACTION – CDTF GRANTS AS RECOMMENDED BY THE ADVISORY COMMITTEE – MACK
Mack stated that the committee had $78,372.00 in requests but have only $33,000.00 in funds. After review the committee recommended the following grants:
FINAL ALLOCATION OF
CDTF GRANT APPLICATION FOR 2006
1. DEERFIELD CABLE COMMITTEE
Purchase Mobile Sound Equipment
Dave Lemke explained the equipment that the committee is requesting. Mack asked why not all of 2005 grant fund have not been spent. Lemke explained that the equipment they are now requesting is also needed in connection with the equipment requested last year.
AMOUNT REQUESTED $ 2,500.00
AMOUNT GRANTED $ 1,000.00
2. DEERFIELD BASEBALL ASSOCIATION, INC.
Purchase Public Address System for Fireman’s Park
The committee questioned if this equipment could be used by others. Haag questioned if the group qualifies for a grant if the equipment is only used by them. It was agreed that a request for this equipment should be made by the Park Board.
AMOUNT REQUESTED $1,428.00
AMOUNT GRANTED $ 0.00
3. DEERFIELD CHAMBER OF COMMERCE
Marketing Deerfield
The committee felt that their request would only benefit a few group of businesses, not the Village as a hole.
AMOUNT REQUESTED $ 7,000.00
AMOUNT GRANTED $ 0.00
4. DEERFIELD CHAMBER OF COMMERCE
Skateboard & Bike Park
Discussion was held on this request and it was determined that at this time not enough information was available and also there was no indication that there would be other funds available for the project.
AMOUNT REQUESTED $ 28,000.00
AMOUNT GRANTED $ 0.00
5. DEERFIELD COMMUNITY CENTER
General sports equipment, cooking equipment and supplies/games.
Wilkinson questioned why all of 2005 funds have not been expended and the 2006 request is for similar items. Haag questioned the need for the amount of equipment that is being proposed to be purchased. Mack suggested to fund only Senior Recreation cooking equipment and after school drop in supplies. The committee agreed.
AMOUNT REQUESTED $3,600.00
AMOUNT GRANTED $ 600.00
6. DEERFIELD POLICE DEPARTMENT
Bike Rodeo items
Various Committee members felt this program was beneficial to the community and that a lot of children took part in this program. It was questioned if the t-shirts are really needed. After discussion the committee agreed that the t-shirts did enhance the program.
AMOUNT REQUESTED $ 900.00
AMOUNT GRANTED $ 900.00
7. DEERFIELD PUBLIC LIBRARY
Computer
Kaia Fry, the Deerfield Library Director, explained the need and use of the computer being proposed to be purchased. She explained that this equipment was the same as requested in 2005. Discussion was held on whether or not Dell Computers were the best type to purchase. Kaia stated that these computers are jointly purchased by the system and this was their recommendation.
AMOUNT REQUESTED $ 1,394.00
AMOUNT GRANTED $ 1,394.00
8. DEERFIELD PUBLIC WORKS
Flags for downtown street lights
The committee felt that these flags benefit the entire Village.
AMOUNT REQUESTED $ 700.00
AMOUNT GRANTED $ 700.00
9. DEERFIELD PUBLIC WORKS
Automated External Defibulator Unit (AED)
Mack explained that many of the Village employees have received CPR and AED training and that this training and the purchase of the AED could save lives. Discussion was held on there this device would be stored. Mack stated it would be at the Village Hall.
AMOUNT REQUESTED $ 2,500.00
AMOUNT GRANTED $ 2,500.00
10. DEERFIELD PUBLIC WORKS
Reconditioning current Christmas decorations
The committee reviewed previous years request and found that Christmas decorations have not been requested for a number of years
AMOUNT REQUESTED $ 1,250.00
AMOUNT GRANTED $ 1,250.00
11. DEERFIELD VILLAGE
Downtown Area Master Plan
Otte explained that the Village was making an application for a Dane County Building Grant to do a comprehensive plan for the down town area. He then explained that local matching funds are need for this project and that this is our source of these funds. Discussion was held on the other sources of funds such as TID.
AMOUNT REQUESTED $ 5,000.00
AMOUNT GRANTED $ 5,000.00
12. DEERFIELD VILLAGE HALL
Improvements of Administrative Offices
Otte stated that the windows on the south side of the building on the second story are in very poor condition and that a majority of this request was to replace these windows. He then explained that the balance of the funds would be used to install a counter in the administrative offices to improve security. The committee reviewed the information.
AMOUNT REQUESTED $ 18,100.00
AMOUNT GRANTED $ 16,656.00
13 DEERFIELD VOLUNTEER FIRE DEPARTMENT
Roofing for Fireman’s Pavilion
Discussion was held on the age of the roof and why no match finds are shown on the application. The committee felt that the Town should supply some of the funds.
AMOUNT REQUESTED $ 6,000.00
AMOUNT GRANTED $ 3,000.00
TOTAL REQUESTED $ 78,372.00
TOTAL AVAILABLE $ 33,000.00 approximate
TOTAL GRANTED $ 33,000.00
Motion by Mack, second by Quamme to approve the grants as recommended by the committee. Motion carried.
7. REVIEW/ACTION – OPERATORS LICENSE FOR KRISTINE ZICKERT – MACK
Motion by Mack, second by Kiefer to approve the Operators License for Kristine Zickert. Motion carried.
8. APPROVAL OF BILLS
Motion by Evensen, second by Mack to approve check #39022 to #39069 in the amount of $433,361.20. Motion carried.
ANY OTHER SUCH MATTERS AS ALLOWED BY LAW
Evensen presented the January 2006 Police Department report and stated that in the future each month the board would be receiving a report.
Evensen presented the board with an internal investigation that was done by the Fire Department on an incident that was alleged to have taken place at the fire station.
ADJOURNMENT
Motion by Mack, second by Kiefer to adjourn at 7:55 p.m. Motion carried.
/S/ Dean A. Otte
Village Administrator, Clerk-Treasurer