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 TUESDAY,
MAY 29, 2007 AT 7:00 P.M.
I. CALL TO ORDER – NOTING OF ROLL BY CLERK
President Mathews called the meeting to order at 7:00 pm. Present: Frutiger, Haag, Kiefer, Mathews and Schreiber. Searle joined the meeting at 7:05 pm. Wilkinson was absent.
Also present was Dave Dinkel, Peggy Pope, Eric Dahl, Debby Dahl and family members of Irving Gullickson.
Mathews stated the order of the agenda would be waived so that public appearance would be first because of the number of people present. The Board agreed.
II. CONSENT AGENDA
A. APPROVAL OF MINUTES FROM MAY 14, 2007 VILLAGE BOARD MEETING AND
MAY 21, 2007 SPECIAL VILLAGE BOARD MEETING
Motion by Mathews, second by Frutiger to approve the minutes from May 14, 2007 as corrected. Motion carried.
Motion by Mathews, second by Kiefer to approve the minutes from Special Village Board meeting
May 21, 2007 as corrected. Motion carried.
B. APPROVAL OF VOUCHERS
Motion by Mathews, second by Searle to authorize payment of check #40557 - #40588 in the amount of $38,967.63. Motion carried.
C. COMMITTEE REPORTS
1. PLANNING COMMISSION MAY 16, 2007
2. EMS MAY 17, 2007
3. LIBRARY BOARD MAY 18, 2007
Kiefer stated the meeting was canceled due to lack of a quorum.
4. PERSONNEL COMMITTEE MAY 23, 2007
5. JUNE CALENDAR
The Board reviewed the calendar and made various changes.
III. PUBLIC APPEARANCES
A. PUBLIC COMMENTS - None
B. PROCLAMATION – “IN RECOGNITION OF YEARS OF SERVICE TO THE VILLAGE OF DEERFIELD – IRVING A. GULLICKSON”
Mathews read a proclamation “IN RECOGNITION OF YEARS OF SERVICE TO THE VILLAGE OF DEERFIELD – IRVING A. GULLICKSON” and presented it to the Gullickson family members. The Board thanked the family for the contributions Irving Gullickson made to the Village.
C. PUBLIC APPEARANCE – PAUL BLOUMT, EMS DIRECTOR
Frutiger stated due to family issues, Paul Bloumt would need to come to the next meeting. Mathews stated
he would be placed on the next agenda.
D. PUBLIC HEARING – AMENDMENT TO THE VILLAGE OF DEERFIELD ZONING MAP – CHANGING LOT 11 OF THE REPLAT OF MORNINGSIDE ESTATE FROM A-1 TO R-2 AS REQUESTED BY ELIZABETH DOLLAR
Mathews asked Otte to read the notice and state the posting requirements. Otte read the notice and stated the notice was published in the official paper, posted in three public locations and sent to all property owners within 1,000 feet.
Mathews stated that the Planning Commission reviewed this request and their recommendation was to not change the zoning. Mathews then opened the hearing for public comments.
Peggy Pope stated the abutting property owners presented a petition to the Village in opposition to the rezoning. Mathews stated the Board members all have a copy of the petition. Being no additional comments, the hearing was closed at 7:10 pm.
IV. UNFINISHED BUSINESS, REVIEW & ACTION THERE ON:
1. FEMA FLOOD PLAIN DELINEATION ISSUES
Mathews stated that the Village has three proposals to do a study on the Flood Plain Delineation and that the Township has received copies of these proposals. The Township will be reviewing the proposals and deciding if they want to cost share in the study at their next meeting. Otte then stated that this matter should be handled by the Planning Commission with a recommendation to the Board after the Township reviews the proposals and contact has been made with the affected property owners. The Board agreed that this matter should be reviewed by the Planning Commission.
2. FINAL PAYMENT FOR ARCHITECTURE & ENGINEERING SERVICES FOR THE FIRE STATION
Mathews stated that the Architects for the Fire Station (Brink) modified the proposal for final payment on their contract to a lump sum payment of $13,500.00 and that the Village attorney reviewed their request to terminate the contract and recommended its OK on the condition that a letter drafted by them accompany the final payment.
After discussion, motion by Mathews, second by Kiefer to authorize the Fire Commission to pay Brink, Kolberg & Associates LLC. the final amount of $13,500.00 in settlement of their contract on the condition a letter accompany the payment that was drafted by the Village attorney. Motion carried.
3. LEASE AGREEMENT WITH MADISON CELLULAR TELEPHONE COMPANY FOR CELLULAR EQUIPMENT BUILDING ON CELL TOWER SITE ON INDUSTRIAL PARK RD
Mathews stated this item would be held over until the Planning Commission has reviewed and approved the site plan.
4. VILLAGE OF DEERFIELD POLICY #2006-1 A-1 “WAIVER OF GARBAGE AND RECYCLING BILLING FOR VACANT BUILDINGS”
Otte stated that in 1994 the Village approved a policy to waive garbage fees if a dwelling has been vacant for three months. Basically, this policy amendment updates Policy 2006-1 to incorporate this prior action.
After discussion, motion by Mathews, second by Searle to approve Policy #2006-1 A-1 as on file in the clerk’s office. Motion carried.
5. PURCHASE OF UTILITY BILLING SOFTWARE
Mathews stated that the Finance Committee recommended the purchase of Workhorse Software Utility billing for a price of $4,295.00 and $790.00 annual support and that Village staff will do the conversion.
After discussion, motion by Kiefer, second by Haag to purchase Workhorse Software Utility Billing at a cost of $4,295.00 plus $790.00 annual support and that Village staff will do the conversion. Motion carried.
6. PROJECTED POLICE DEPARTMENT COST FOR 2007 AND PURCHASE NEW RADAR UNIT
Mathews stated that the Finance Committee recommends the purchase of the Laser Radar Unit on the condition that Cambridge and Rockdale also share in the cost. Kiefer questioned why the officers could not use the Southeastern Districts Radar Unit. Searle stated that the officers indicated that this unit was not always available for their use.
Motion was then made by Kiefer, second by Searle to authorize the purchase of a hand held laser radar unit with the conditions that Village of Cambridge pays approximately $1,247.50 and the Village of Rockdale pays $500.00 leaving the Village of Deerfield’s cost to be approximately $1,247.50. Motion carried.
7. CONTINUED PARTICIPATION IN DANE COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
The Board reviewed a letter from Dane County regarding participation in the Dane County Community Development Block Grant Program asking if the Village wants to continue to participate.
Motion by Mathews, second by Schreiber to continue to participate in the Dane County Community Development Block Grant Program. Motion carried.
V. NEW BUSINESS
A. RESOLUTIONS
1. RESOLUTION #R2007-13 “LOCAL GOVERNMENT PROPERTY INSURANCE FUND”
Otte explained that the Local Government Property Insurance Fund is updating it’s records and ask all covered units of government verify that they want their property insurance with them.
After discussion, motion was made by Mathews seconded by Schreiber to adopt Resolution #R2007- 13 “Local Government Property Insurance Fund”. Motion carried.
B. LICENSES & PERMITS
1. NONE
C. REVIEW & ACTION:
1. LEVY LIMITS AND VILLAGE GROWTH 2006
The Board reviewed and discussed levy limits and village growth. After discussion, it was agreed that budget models should be reviewed at the next meeting showing the limits allowed by the law. Matter
held over.
2. TID #2 LANDS SALE INCENTIVES
Discussion was held on the need to sell village owned property in the Business Park. It was decided that the Planning Commission should review the information on possible incentives and make a recommendation to the Board.
3. TID #4 AND AMENDMENT TO TID #3
The Board reviewed a TID #3 Boundary amendment to add parcels on the East side of Main Street from Deerfield Street to Lake Street as recommended by the Planning Commission.
After discussion, motion was made by Searle, second by Mathews that the Village Board was in favor of the proposed boundary amendment to TID #3 that includes lands on the East side of Main Street from Deerfield Street to Lake Street. Motion carried.
The Board then reviewed the proposed boundaries and draft list of projects that could be included in the new proposed TID #4 on the South side of the Village West of Hwy 73.
After discussion on the impact that this TIF would have on Village non-TIF tax base and why the Alpine Addition area was included. The Board requested the Planning Commission to review and make a recommendation to the Board on TIF #4 after they review additional alternates for the boundary and projects.
4. AMENDMENT #1 OF THE DEER GROVE EMS AGREEMENT BETWEEN VILLAGE OF DEERFIELD, VILLAGE OF COTTAGE GROVE, TOWN OF DEERFIELD AND TOWN OF COTTAGE GROVE
Mathews stated that this matter would be held over to a special joint meeting with the other three boards. Frutiger explained various aspects of the amendment and the reasons why there was a need to take action on this matter at a joint meeting was so all boards can take action at the same time.
Discussion was then held and the board agreed this item and the next should be held over.
5. ACCEPTANCE OF SATISFACTION OF CONDITIONS HAVE BEEN MET TO WITHDRAW, WITHDRAWAL LETTERS – DEER/GROVE EMS
Matter held over.
6. INTERGOVERNMENTAL COOPERATION AGREEMENT FOR CABLE TV OPERATIONS AT THE SCHOOL DISTRICT
Representative of the Cable Commission, Dave Lemke, explained the cooperation agreement, the changes being made and that the only issue still unresolved is the insurance coverage of the Cable Commission property.
After discussion, motion by Mathews, second by Kiefer to approve the “Intergovernmental Cooperation Agreement for Cable TV Operations at the School District” with the condition that the insurance coverage issue be resolved. Motion carried.
7. HIRE TEMPORARY HELP FOR THE OFFICE
Mathews stated that the Personnel Committee recommended the hiring of Brittany Storms after a drug
test and a typing test are taken and passed. Discussion was held on why the Village was hiring a
limited term employee rather then a permanent replacement for the office part time employee. Otte
explained the cost savings by going this way and explained that this enabled more flexibility in scheduling of hours.
After discussion, motion by Kiefer, seconded by Haag to hire Brittany Storms as a limited term employee for the village hall office to work an average of 20 hours per week at $8.50 per hour for 10 weeks. Motion carried.
VI. ORDINANCES
A. ORDINANCE #O-2007-07 “ZONING CHANGES TO LOT 11 OF THE REPLAT OF MORNINGSIDE ESTATES”
Mathews stated that the Planning Commission recommended the rejection of this ordinance and the abutting property owners had the same opinion. There was no motion so the ordinance was tabled.
VII. COMMUNICATIONS
A. LEAGUE OF WISCONSIN MUNICIPALITIES INSURANCE ANNUAL REPORT
B. DANE COUNTY PLANNING & DEVELOPMENT – DENIAL 2007 BUILD GRANT
C. LEAGUE OF WISCONSIN MUNICIPALITIES INSURANCE – DIVIDEND
D. LEGISLATIVE BULLETIN
VIII. STAFF REPORTS
A. Kiefer asked that there be a sign up sheet at the door to register people in attendance of meetings. She also asked that the garbage regulation be reviewed by the Board at the next meeting to determine if any changes are needed.
IX. ADJOURN
Motion by Mathews, second by Kiefer to adjourn at 8:15 pm. Motion carried.
/S/ Dean A. Otte
Village Administrator, Clerk-Treasurer