MINUTES
VILLAGE OF DEERFIELD
FOR A SPECIAL MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF DEERFIELD HELD AT THE DEERFIELD VILLAGE HALL, 4 N. MAIN STREET, DEERFIELD, WISCONSIN ON MONDAY, OCTOBER 29, 2007 AT 6:30 P.M.
I. CALL TO ORDER – NOTING OF ROLL BY CLERK
President Mathews called the meeting to order at 6:30 P.M. Roll call present Frutiger, Kiefer, Mathews, Schreiber, Searle and Wilkinson. Haag joined the meeting at 6:35 P.M.
Also present – see sign in list on file in the clerk’s office.
II. CONSENT AGENDA
A. APPROVAL OF MINUTES FROM OCTOBER 22, 2007
Motion by Kiefer, second by Wilkinson to approve the minutes of October 22, 2007 as corrected. Motion carried.
B. APPROVAL OF VOUCHERS – NONE
C. COMMITTEE REPORTS
1. EMS UPDATE
Fruitger updated the board on EMS financial issues, increase in coverage time in Deerfield and the need to improve public relations with the Cottage Grove Fire Department.
Mathews asked that the agenda be waived to allow item 5 under New Business to be addressed first. The board had no objections.
III. PUBLIC APPEARANCES
A. PUBLIC COMMENTS
None
IV. UNFINISHED BUSINESS, REVIEW & ACTION THERE ON
1. LOCAL ROAD RESURFACING PLAN
The board reviewed the “Street Repaving Priority List”(excluding street that need total reconstruction).
Administrator Otte explained that to be eligible for MSID-D matching grants for repaving, the village needs to establish a priority list.
Director of Public Works Doyle explained how the list was developed using the state approved rating system.
Discussion was then held on the wording in the village code on the definition of reconstruction which would require the construction of curb, gutter and sidewalk.
The board then directed staff to place review of this code provision on the next Public Works agenda.
Motion was then made by Schreiber, second by Wilkinson to adopt the “Street Repaving Priority List” (excluding streets that need total reconstruction) as presented and on file in the clerk’s office. This listing will be reviewed annually and made part of the budget. Motion carried.
2. AUTHORIZING BAGGING OF NO PARKING SIGNS ON STATE STREET AND BUE STREET
Administrator Otte reported that the Fire Department has not issued a report on this as of today’s date.
Mathews recommended this matter be held over. The board agreed.
3. 2008 BUDGET – PUBLIC WORKS
Director of Public Works Doyle presented the proposed 2008 Public Works Budget with total expenditures of $385,455.00.
Otte explained that this budget represented a $27,933.00 increase with the 2 areas that increase the most being the cost of the tree inventory and $4,000.00 additional expenditure for crack filling.
After discussion, motion by Haag, second by Searle to approve the 2008 Public Works budget with total expenditures of $385,455.00 with the possibility that $4,000 be deducted from the crack filling budget and $2,500 from the Storm Sewer budget. Motion carried.
4. 2008 BUDGET – OTHER PUBLIC SAFETY
The Board reviewed the 2008 Other Public Safety budget with total expenditures of $316,352.00.
Mathews stated that previously the board approved the Fire Department budget which is part of this budget with a $2,500.00 decrease.
After discussion, motion by Wilkinson, second by Frutiger to approve the 2008 Other Public Safety budget with expenditures of $313,852.00 and the possibility of additional decreases in the Building Inspector expense. Motion Carried
5. 2008 BUDGET SUMMARY
The board then reviewed the summary of the 2008 General Fund Budget.
Otte explained the limitations on the Village the state imposed in regards to levy limits and expenditure restrains. He then went through the calculations for these two items which showed the Village could increase it’s levy by $34,782.00 and expenditures by $48,783.00.
Mathews then stated that with the information supplied, the Village needs to decrease expenditures by $13,362.00 to meet requirements of the expenditure restrain program and that the Villages levy would be at the $34,782.00 allowed under levy limits.
The board then reviewed the following list of budget decreases suggested by staff:
1. Election Outlay $ 1,500.00 Eliminate Election Booths
2. Other Hall $ 470.00 Eliminate Flowers and have BID District pay for them
3. Hall Outlay $ 1,500.00 Eliminate Awning
4. Attorney Fees $ 600.00 Just a decrease
5. Fire Department $ 5,000.00 Decrease Truck Fund
6. Building Inspector $ 2,000.00 Decrease projected cost
7. Crack Sealing $ 4,000.00 Decrease amount of crack filling
8. Storm Sewer $ 2,500.00 Only rebuild man holes
9. Com Aging $ 250.00 Just a decrease
10. Celebration & entertainment $ 200.00 to $550.00 This will be funded by BID
11. Park Wages & benefits $ 3,000.00 Savings for contacting out mowing
12. Park Outlay $ 5,000.00 Request fund from Trust Fund
13. Land Use Planning $ 1,000.00 Just a decrease
Total $27,370.00
After discussion the board directed staff to make the following changes to the draft General fund budget for 2008:
1. Election Outlay $ 1,500.00 Eliminate Election Booths
2. Other Hall $ 470.00 Eliminate Flowers and have BID District pay for them
3. Hall Outlay $ 1,500.00 Eliminate Awning
4. Attorney Fees $ 0.00 No Change
5. Fire Department $ 2,500.00 Decrease Truck Fund
6. Building Inspector $ 2,000.00 Decrease projected cost
7. Crack Sealing $ 4,000.00 Decrease amount of crack filling
8. Storm Sewer $ 0.00 No change
9. Com Aging $ 161.00 Maintain at 2007 level
10. Celebration & entertainment $ 231.00 Decrease supplies
11. Park Wages & benefits $ 3,000.00 Savings for contacting out mowing
12. Park Outlay $ 5,000.00 Request fund from Trust Fund Building Painting
13. Park Outlay ($ 8,000.00) Add repaving of bike path Community Park
14. Land Use Planning $ 1,000.00 Just a decrease
Total $13,362.00
V. NEW BUSINESS
A. RESOLUTIONS
1. NONE
B. LICENSES & PERMITS
1. NONE
C. REVIEW & ACTION:
1. 2008 BUDGET – FUND 602 – SEWER UTILITY
The Board reviewed staff recommendations for the 2008 budget for the Sewer Utilities which would increase rates on an average bill by approximately $3.50 per month.
Otte pointed out that this would be the first budget since 2002 that no surplus would be applied to the budget. Members then questioned the amount of Sewer Utility undesignated surplus.
Otte explained that if surplus funds are used the amount of interest income decreases which would also have a negative affect on the budget, however because of the high rates that the utility has, surplus should be applied.
After discussion, motion by Mathews, second by Wilkinson directing staff to adjust the 2008 Sewer Utility Budget by applying surplus to maintain the 2008 rates the same as 2007 rates of $24.87 fixed rate for 5/8 inch meter and $7.22 per 1,000 gallons of usage. Motion carried.
2. 2008 BUDGET – FUND 511 – TID #3
Mathews and Otte explained the 3 options that could be used for TID #3 Budget and that both the Finance Committee and the Planning Commission/EDC recommended that no new construction on Nelson Farm be used in the budget.
After discussion, motion by Mathews, second by Haag to approve the 2008 Budget Fund 511 – TID #3 using the assumption of no construction on the Nelson Farm in 2008. Motion carried.
3. 2008 BUDGET – FUND 203 – BUSINESS IMPROVEMENT DISTRICT
Schreiber stated that the BID board approved the following budget for the BID – Fund 203 for 2008:
BID Grants $ 5,000.00
Street Lights $ 5,000.00
Flags $ 1,000.00
Planter Maintenance $10,000.00
New Planters $ 4,000.00
Administrative Fees $ 1,000.00
Promotional Display $ 0.00
Banners $ 7,500.00
Promotional Items $ 500.00
Street Design $ 2,300.00
Contingencies $12,000.00
$48,300.00
Less Carry Over $36,300.00
Levy for 2007/2008 $12,000.00
After discussion motion by Schreiber, second by Kiefer to approve the 2008 Budget – Fund 203 – Business Improvement District as recommended by the BID Board. Motion Carried.
4. OTHER BUDGET ISSUES (WATER UTILITY ECT.)
Otte and Doyle reported that there needs to be two changes to the 2008 Water Utility budget as follow: 1) a vibration was discovered on well #3, therefore the removal of the pumping equipment and replacement of the bowls is needed, these costs will be incurred in 2008 – cost of $9,948.00 and 2) An increase in capital is needed for updating water system maps – cost were estimated at approximately $7,000.00.
After discussion, motion was made by Wilkinson, second by Schreiber to include in the 2008 Water Utility Budget the item recommended by Village Staff: 1) a vibration was discovered on well #3 therefore the removal of the pumping equipment and replacement of the bowls is with estimated cost of $9,948.00 – cost of $9,948.00 and 2) An increase in capital is needed for updating water system maps – cost of estimated at approximately $7,000.00. Motion carried.
5. CUP 220 KLEINE STREET – DOG GROOMING – ALLISON KIDD
Mathews stated that after a public hearing on this issue, the Planning Commission recommended approval of the CUP for operation of a dog grooming service to Allison Kidd at 220 Kleine Street as follows: 1) no more than five (5) dogs on premises at any time, 2) operations shall be as described in business plan which is made part of the CUP and 3) the CUP will be reviewed on October 2008 unless six (6) or more complaints are received then the CUP would be reviewed earlier.
After discussion, motion by Kiefer seconded by Schreiber to approve the CUP for operation on a dog grooming service to Allison Kidd at 220 Kleine Street as follows: 1) no more than five (5) business related dogs on premises at any time, 2) operations shall be as described in business plan which is made part of the CUP and 3) the CUP will be reviewed in October 2008 or sooner if six or more complaints are received. Motion carried.
6. SET DATE FOR PUBLIC HEARING 2008 BUDGET GENERAL GOVERNMENT
Mathews recommended that the public hearing for the 2008 Village of Deerfield General Government budget be held on November 26, 2007 at 7:00 P.M.
Motion was then made by Kiefer, second by Frutiger to set the public hearing for the 2008 Village of Deerfield General Government budget at 7:00 P.M. on November 26, 2007. Motion carried.
7. SET DATE FOR PUBLIC HEARING ON 2008 SEWER UTILITY BUDGET AND RATES
Mathews recommended that the public hearing for the 2008 Village of Deerfield Sewer Utility budget and rates be held on November 26, 2007 at approximately 7:00 P.M.
Motion by Kiefer, second by Frutiger to set the public hearing for the 2008 Village of Deerfield Sewer Utility Budget and rates at approximately 7:00 P.M. on November 26, 2007. Motion carried.
VI. ORDINANCES
A. NONE
VII. COMMUNICATIONS
A. NONE
VIII. STAFF REPORTS
A. NONE
IX. ADJOURN
Motion by Wilkinson, second by Kiefer to adjourn at 8:05 P.M. Motion Carried.
/S/ Dean A. Otte
Village Administrator, Clerk-Treasurer