MINUTES
VILLAGE OF DEERFIELD
FOR A MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF DEERFIELD HELD AT THE DEERFIELD VILLAGE HALL, 4 N. MAIN STREET, DEERFIELD, WISCONSIN ON MONDAY, AUGUST 27, 2007 AT 7:00 P.M.
I. CALL TO ORDER – NOTING OF ROLL BY CLERK
President Pro-Tem Haag called the meeting to order at 7:00 pm. Roll call present Frutiger, Haag, Kiefer, Schreiber, Searle and Wilkinson. Absent Mathews.
Also, present – see sign in list on file in clerk’s office.
II. CONSENT AGENDA
A. APPROVAL OF MINUTES FROM AUGUST 13, 2007
Motion by Kiefer, second by Wilkinson to approve the minutes of August 13, 2007 as corrected. Motion carried.
B. APPROVAL OF VOUCHERS
After review, motion by Searle, second by Haag to authorize payment of check #40820 to #40857 in the amount of $34,160.35. Motion carried.
C. COMMITTEE REPORTS
1. PERSONNEL 8/14 2. PLANNING COMMISSION 8/15
Kiefer reported on the meeting. Otte reported on the meeting.
3. EMS 8/16 4. LIBRARY BOARD 8/17
Frutiger reported on the meeting. Kiefer reported on the meeting.
5. PARKS COMMITTEE 8/20 6. PUBLIC WORKS 8/20
Searle reported on the meeting. Haag reported on the meeting.
7. JOINT POLICE 8/21 8. FINANCE 8/27
Searle stated that the meeting was rescheduled Haag reported on the meeting.
to August 28th, 2007
9. SEPTEMBER CALENDAR
The Board reviewed the September calendar and after changes found it acceptable.
III. PUBLIC APPEARANCES
A. REPLACEMENT POLICE OFFICER SHILAH CONKLIN
Otte stated that officer Conklin would be at the next meeting because of a scheduling conflict
B. PUBLIC COMMENTS
County Supervisor Bob Salov updated the board on the county transportation plan and how it is funded.
Bill DeRocher of 130 Park View Rd presented a petition and a letter with issues that Community Park abutting property owners feel need to be addressed prior to the installation of the baseball field lighting.
IV. UNFINISHED BUSINESS, REVIEW & ACTION THERE ON:
1. AMENDED LEASE AGREEMENT WITH MADISON CELLULAR TELEPHONE COMPANY FOR CELLULAR EQUIPMENT BUILDING ON CELL TOWER SITE ON INDUSTRIAL PARK RD
Otte stated that there are three issues that need to be a readdressed in the cell tower lease agreement previously approved and they are: 1) there needs to be a new site plan approved because Verizon rejected the one previously approved 2) the length of the contract is being requested to be changed to match the length of the Verizon contract and 3) there is an issue regarding insurance that needs to be clarified.
A representative of Madison Cellular Telephone Company presented a new site plan, after review the board referred the review of the site plan to the Planning Commission for their review and recommendation. The board had no objections to changing the length of the contract to match Verizon’s and instructed staff to work with the Village Attorney to up date the contract wording addressing the insurance issue. Matter held over.
2. RECONSIDER ACTION OF LIBERTY COMMONS, LIBERTY STREET GRANT APPLICATION #1 (CHANGE IN REQUIREMENTS)
Otte stated that the planning commission is recommending that photo plans rather then renderings could be used to meet the Development Controls, however the information submitted by Liberty Commons to date does not meet this requirement and that the following items also need to be submitted:
a. Complete Landscape Plan
b. Complete Site Plan
c. Sample or documents of all materials must be supplied.
Schreiber stated that by allowing photos rather then renderings this not only affect the design control requirement of the TIF grants but also the design controls of the future changes to chapter 24.
After discussion, motion was made by Searle seconded by Wilkinson that photo plans rather then renderings could be used to meet the Development Controls, however the information submitted by Liberty Commons to date does not meet this requirement and that the following items also need to be submitted:
d. Complete Landscape Plan
e. Complete Site Plan
f. Sample or documents of all materials must be supplied.
And that the revised chapter 24 draft should reflect this change. Motion carried Abstained Schreiber
V. NEW BUSINESS
A. RESOLUTIONS
1. RESOLUTION #R2007-18 “RESOLUTION ADOPTING VILLAGE OF DEERFIELD PERSONNEL POLICY”
Haag ask the representatives of the Personnel committee if they felt the Personnel Policy as presented incorporated all the needed changes. Kiefer and Schreiber stated that the only area in the proposed manual that still needs additional review is the section regarding vacations. Haag then asked that this matter be referred back to the Personnel Committee to address the vacation issue prior to action by the board. The board agreed.
2. RESOLUTION #R2007-19 “RESOLUTION REQUESTING EXEMPTION FROM COUNTY LIBRARY TAX”
Otte stated that annually the Village needs to adopt a resolution requesting exemption from the county library tax because the village has its own library.
Motion by Wilkinson, second by Frutiger to adopt Resolution #R2007-19 “Resolution Requesting Exemption from County Library Tax” Motion carried
B. LICENSES & PERMITS
1. NONE
C. REVIEW & ACTION:
1. 2007 POPULATION ESTIMATES
Otte reported that the Wisconsin Department of Administration preliminary population estimate for the Village of Deerfield for 1/1/2007 is 2,226 which represents a 15 person increase from 2006. After review of the information, the board had no objections to the estimate.
2. TIF GRANT APPLICATION FOR 102 N. MAIN STREET
Otte reported that the Planning Commission recommends a grant to Allan Mikkelson for renovations to 102 N. Main St. in the amount of $24,729.00 for all work completed after August 15, 2007 with the following conditions:
• Developers Agreement must be entered into
• Final facade colors are presented and approved by the Commission
• A Site Plan is submitted showing parking that meets the Village Code
• Awning color and materials are approved by the Commission
• All other Village Codes are complied with
After reviewing the application Haag stated that he felt the painting and refinishing the floors are maintenance and should not be allowed.
Motion was made by Haag seconded by Searle to award to Allan Mikkelson for renovations to 102 N. Main St. a TIF grant in the amount of $24,729.00 for all work completed after August 15, 2007 with the following conditions:
• Developers Agreement must be entered into
• Final facade colors are presented and approved by the Commission
• A Site Plan is submitted showing parking that meets the Village Code
• Awning color and materials are approved by the Commission
• All other Village Codes are complied with
• Painting and refinishing of the floors are excluded
Motion carried. Abstained Schreiber.
3. TIF GRANT APPLICATION FOR LIBERTY COMMONS, LIBERTY STREET #2
Otte stated Liberty Commons submitted two grant applications. One being the façade grant for unit 102 and the other being a “Pay-as-you-go” grant for unit 102. The Planning Commission felt that because both grants were for unit 102 and that the façade grant would be paying for improvements under the “Pay-as-you-go” grant that on of the grants would need to be withdrawn. He then explained that after discussion Liberty Common withdrew the façade grant.
After discussion and review of the application, motion by Searle, second by Wilkinson to approve Liberty Commons grant #2 as a “Pay-as-you-go” with the following conditions:
• Development Agreement must be entered into
• All the conditions of grant #1 are complied with
• Add to the grant item #10 which includes item 1-7 on the façade grant and other Village Codes are complied with.
Motion carried. Abstained Schreiber.
4. AWARD CONTRACT FOR LIGHTING OF BASEBALL DIAMOND AT COMMUNITY PARK
Otte reported that three bids were received:
a. Page Electric - $76,520.00
b. Pieper Power - $79,975.00
c. People Construction - $110,150.00
The Page proposal had 2 alternates:
• Voluntary Alternate #1 – Deduct $2,750.00 sales tax if owner direct purchase of Musco Lighting.
• Voluntary Alternate #2 – Add $3,165.00 for 25 year warranty and one group relamp at the end 5,000 hours. (Deduct $165.00 if owner direct purchase).
He also stated that a fourth bid was received from Town and Country and that it was higher then the Page bid.
Searle stated that the Park Board recommended to the board to award the contract to Page Electric in the amount of $76,770.00 which includes the two alternates and that the rules and regulations on the hours would be established at a later date. Searle then stated that due to the petition and other public comments received he now is in the opinion that the rules and regulations should be addressed prior to awarding the contract. Haag stated that the contract should be awarded and that the operational rules could be addressed later.
After discussion, motion by Searle, second by Frutiger to hold over the awarding of the contract for lighting of the baseball diamond until the Park Board establishes rules and regulations on the uses and times when the diamond would be used. Ayes Frutiger, Kiefer, Schreiber, Searle and Wilkinson. Nays Haag. Motion carried.
5. AWARD CONTRACT FOR IMPROVEMENTS TO BRICTSON AND PARK VIEW RD
Otte stated that three bids were received for repairing the sewer main on Park View Ct as follows:
d. Al Banaszak, Inc - $16,786.00
e. Smithback Excavating - $11,896.00
f. Allen Howe Construction - $6,995.00
Haag explained that the Allen Howe’s bid did not include using granular backfill and that the other bids included granular backfill and that as directed by the Public Works committee staff obtained a revised bid from
Allen Howe using granular backfill in the amount of $9,085.00.
After discussion motion by Haag, seconded by Kiefer to except the proposal from Allen Howe in the amount of $9,085.00 to replace the sewer main on Park View Ct using granular backfill as needed and approved by Director of Public Works. Motion carried.
Haag reported that the Public Works Committee opened bids for pulverizing and resurfacing Park View Rd and part of Brictson as follows:
• BR Amons – Brictson $11,645.00 and Park View Rd $55,512.00 Totaling $67,157.00
• Wolff – Paving Brictson $10,436.00 and Park View Rd $58,777.00 Totaling $69,213.00
and Public Works recommended to the Board to award the pulverizing and resurfacing to BR Amons in the amount of $67,157.00.
After review, motion by Haag, second by Kiefer to award the pulverizing and resurfacing of Bricton and Park View Rd to BR Amons in the amount of $67,157.00. Motion carried.
6. CAPITAL IMPROVEMENT FIVE-YEAR PLAN
Haag reported that the Public Works Committee reviewed the following list of Capital Improvements and recommended that items 1 & 2 be indicated as 2007 projects and that items 3, 4 & 5 be indicated as 2008 projects and that all other projects be indicated as after 2008.
PRELIMINARY COST ESTIMATES FOR VILLAGE OF DEERFIELD CAPITAL IMPROVEMENTS PLANNING
Item Description TID Water Sewer Streets
1 Parkview Road Pulverize and Relay (Contractor Quotation, No Detailed Sheet Attached) $56,475
2 Parkview Court Sanitary Sewer Replacement $20,384
3 New Well-
Test Well and Permanent Well- Tierney Property $353,232
4 New Pumphouse-
Pump & Pumphouse and Connecting Water Main- Tierney Property $550,126
5 Bike Trail Sanitary Interceptor $392,055
6 Washington Street Improvements-
Within TID Boundaries:
Water Main Replacements
Street Improvements
Outside TID Boundaries:
Water Main Replacements
Street Improvements $35,256
$64,196
$99,452 $166,893 $161,670
7 High Street Improvements-
Within TID Boundaries:
Water Main Replacements
Sanitary Sewer Replacements
Street Replacements
Outside TID Boundaries:
Water Main Replacements
Street Improvements $49,483
$66,803
$79,422
$195,707 $39,717 $63,746
8 Greenwood Street Reconstruction:
Water Main Reconstruction;
Curb& Gutter and Street Construction $56,389 $82,071
9 Legreid Street Reconstruction:
Water Main Replacements;
Street Improvements $166,286 $141,949
10 Main Street Bump-Outs $70,913
11 South Frontage Road Closure and Shopping Center Entrance $112,966
12 Park Drive Curb & Gutter $62,007
13 Preparation of Locationally Accurate Utility Maps (No Detailed Estimate Attached):
GPS Field Surveying; Large Scale Base Map, Parcel Map and Adapt Zoning Map to New GIS Map Base; House Numbering Map on Parcel Map Base; Large Scale Water Main Map, Sanitary Sewer Map and Storm Sewer Map; Small Scale (11”x17”) Sanitary Sewer and Water Main Map Booklets for Truck Use
(The mapping quotations that all locational work will be done by GPS measurements in the field. The quotations farther assume that curb stops, water laterals and sewer laterals will not be shown. Such features can be added at extra cost based upon Village records or field locations.) $4,350
$750
$5,100 $4,350
$750
$5,100 $8,500
$3,500
$4,000
$16,000
14 Water Main Improvements in Alley Between Washington St. and High St. $44,872
15 Unnamed Street (Street Located South of East Nelson Street, from Washington Street to High Street) Improvements:
Water Main Replacements; Street Improvements $36,210 $49,674
16 Remainder of Phase III West Side Storm Sewer $85,639
17 Phase IV West Side Storm Sewer $115,856
18 East Nelson Street Improvements-
Within TID Boundaries: Water Main Replacements; Street Improvements.
Outside TID Boundaries: Water Main Replacements; Street Improvements. $57,873
$92,291
$150,164 $19,689 $31,398
19 Park Drive Sanitary Sewer Replacement with Larger Sewer $434,581
TOTALS: $1,517,845 $1,393,642 $25,484 $849,350
After discussion, motion by Wilkinson seconded by Frutiger that items 1 & 2 be indicated as 2007 projects and that items 3, 4 & 5 be indicated as 2008 projects and that all other projects be indicated as after 2008. Motion carried.
7. WEED AND GRASS ORDINANCE
Haag stated that the Public Works Committee recommends amending the Village Code whereby only one notice per year is sent to a property owner for violation of the weed and grass ordinance.
After discussion, the Board directed staff to draft a revised ordinance for their review on this matter.
8. CELL PHONE CONTRACT
Haag reported that the Public Works Committee reviewed various options for cell phones for the Public Works Department and because of coverage issues is recommending the Verizon America choice with Push to Talk for a cost of $229.95 per month.
After discussion, motion by Haag, second by Frutiger to contract with Verizon Wireless for the America Choice with Push to Talk for a cost of $229.95 per month. Motion carried.
VI. ORDINANCES
A. ORDINANCE #O2007-08 “SECTION 9 “TRAFFIC CODE” IS AMENDED TO READ AS FOLLOWS AND SECTION 11.02 IS HEREBY REPEALED”
Haag stated that he would like to recommend that this matter be referred back to the Police Committee to address the issues raised by the Village Attorney. The Board agreed.
VII. COMMUNICATIONS
A. CARPC AGENDA
B. ISTHMUS NEWS ARTICLE ON TID #4
VIII. STAFF REPORTS
A. EQUALIZATION REPORT
B. UPDATE ON FIRE STATION HEATER PROBLEM
IX. ADJOURN
Motion by Haag, second by Searle to adjourn at 9:20 pm. Motion carried.
/S/ Dean A. Otte
Village Administrator, Clerk-Treasurer