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, SEPTEMBER 24, 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. Roll call present Haag, Kiefer, Mathews, Schreiber, Searle and Wilkinson. Absent Frutiger
Also present – see sign in list on file in the clerk’s office.
II. CONSENT AGENDA
A. APPROVAL OF MINUTES FROM SEPTEMBER 17, 2007
Motion by Kiefer, second by Wilkinson to approve the minutes of the special meeting September 17, 2007 as corrected. Motion carried.
B. APPROVAL OF VOUCHERS
After review, motion by Searle, second by Kiefer to authorize payment of check #40893 to #40943 in the amount of $124,657.82. Motion carried
C. COMMITTEE REPORTS
1. PERSONNEL 9/12 6. JOINT BOARD INTERACTIVE 9/24
Mathews reported on the meeting. Mathews reported on the meeting.
2. FINANCE 9/24 7. EMS 9/14, 9/19 & 9/20
Mathews reported on the meeting. Mathews and Otte reported on the meeting.
3. PLANNING 9/19 8. POLICE COMMITTEE 9/11
Mathews reported on the meeting. Searle reported on the meeting.
4. FIRE COMMISSION 9/11 9. OCTOBER CALENDAR
Mathews reported on the meeting. The Board reviewed the October calendar and after changes found it acceptable.
5. PARK BOARD 9/18
Searle reported on the meeting
III. PUBLIC APPEARANCES
A. PUBLIC COMMENTS
Replacement Police Office Shilah Conklin was introduced to the board. Shilah gave a history of her experience with the Sheriff’s Department.
President Mathews thanked her for her appearance and the excellent job she was doing.
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 ROAD
Mathews stated that the Planning Commission approved the revised site plan. The Village Attorney has made the final changes to the contract (lease agreement) and recommends its approval.
After review and discussion, motion by Mathews second by Wilkinson to approve the amended lease agreement with Madison cellular telephone company for cellular equipment building on the cell tower site on Industrial Park Road including the amended site plan as on file in the Village Clerks office. Motion carried.
2. VILLAGE PERSONNEL MANUAL
Mathews stated that the personnel committee did additional review of the Personnel Manual as directed by the Village Board and they are recommending three changes. Otte explained the changes that all deal with vacation and holidays. Discussion was then held.
Motion by Kiefer seconded by Schreiber to approve Resolution R2007-18 “Resolution Adopting Village of Deerfield Personnel Policy”. Motion carried.
3. AWARD CONTRACT FOR LIGHTING OF BASEBALL DIAMOND AT COMMUNITY PARK
Otte read a letter from Bill DeRocher (on file) addressing his concerns regarding the diamond lights.
Searle stated that the park board recommended the installation of lights to the major league diamond with the following rules:
A. Youth only (under 18 years old) games
B. No games starting after 8:00 p.m.
C. All lights off by 9:30 p.m. unless game is not completed
D. All lights off by 10:00 p.m. unless extra inning game
E. Adult games and tournaments may be held on the diamond if approved by the Village Board and that the hours may be expanded if so approved
F. The Village President can grant waivers to the above restrictions in emergency situations
Otte stated that the bids were:
1. Page Electric - $76,520.00
2. Pieper Power - $79,975.00
3. 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 re-lamp at the end 5,000 hours. (Deduct $165.00 if owner direct purchase).
Representative of the Community Center explained the advantage of the lights to the Little League Program.
Scott Mack representing the Park Board and Softball League, explained use of different types of balls would eliminate the possibility of hitting the homes. Discussion was held on times the lights can be used.
Discussion was held on the Village ordinances regulating park use.
Motion by Searle, second by Wilkinson to award the contract to install lighting on the baseball diamond at Community Park to Page Electric for $76,770.00 which includes alternates 1 & 2. In addition, all diamond lights will be turned off by 9:50 pm unless approved per village code and that area residents can summit an e-mail request for agendas. Motion carried.
4. 2008 BUDGET GENERAL GOVERNMENT
Mathews stated that the Finance Committee recommends adding $6,000.00 to the general government budget to allow for the starting of the reassessment of the Village. Discussion was held on the timing of the reassessment and the decrease in the cost of liability and workers comp insurance.
Motion by Mathews, second by Searle to approve the 2008 budget for General Government with the addition of $6,000.00 for the 2008 reassessment. Motion carried.
5. 2008 BUDGET POLICE
The Board reviewed the revised Police Budget, which included a replacement squad car with equipment and a decrease in insurance cost.
Otte explained that if it is found that the present squad could be repaired for less then replacement the squad would not be purchased.
Motion by Searle, second by Wilkinson to approve the 2008 Police Budget with the replacement of the squad car. Motion carried.
6. LAND SALE TO INDUSTRIAL PARK
Mathews stated that the Village received a counter offer, made a counter/counter offer and the purchaser has accepted all conditions.
After discussion, motion was made by Mathews, second by Haag to sell 2 acres of land in the Deerfield Business Park (known as lot 2 of proposed CSM) to PEAT, LLC (Ryan Ambulance) with the terms and conditions in the offer to purchase, counter offer and counter/counter offer with the revenue being retained by TID #2. Motion carried.
7. TIF GRANT APPLICATION FOR 102 N. MAIN ST
Mathews stated that the applicant has submitted the following items and they have been reviewed by the Planning Commission:
• Final façade colors
• Site plan
• Awning color and material
Otte then explained that these are the final items needed other then the Developer Agreement to meet the TIF Grant requirements.
After discussion and presentation of the colors & materials by Alan Mikkelson, motion was then made by Searle, second by Wilkinson approving the following:
• Facade colors (as presented and on file)
• Site plan including waiving of the parking requirements.
• Awning color and material as on file
• Outside lighting fixtures will be the same as on 50 N. Main Street
and that with these approvals all TIF Grant requirements have been met other then entering into the developer agreement. Motion Yays Haag, Kiefer, Mathews, Searle and Wilkinson, Nays none and Abstained Schreiber. Motion carried.
V. NEW BUSINESS
A. RESOLUTIONS
1. NONE
B. LICENSES & PERMITS
1. OPERATORS LICENSE FOR KERI BROWN
Mathews stated that the finance committee reviewed this application and recommends its approval.
After review, motion by Mathews, second by Kiefer to approve the operator’s license for Keri Brown. Motion carried.
C. REVIEW & ACTION:
1. SET 2007 TRICK OR TREAT HOURS (OCTOBER 31, 2007 FROM 5:00 PM - 7:00 PM)
Otte recommended that the board set the 2007 Trick or Treat hours for October 31 between 5:00 p.m. and 7:00 p.m.
After discussion, motion was made by Wilkinson, second by Schreiber to set the 2007 Trick or Treat hours for October 31 between 5:00 p.m. and 7:00 p.m. Motion carried.
2. ACCEPTANCE OF PART OF THE FIRST ADDITION HERITAGE
Mathews explained that per the developer’s agreement, the Village needs to accept the improvements for the First Addition to the Heritage prior to allowing the issuance of Building Permits on the lots.
Otte explained that the improvements were inspected and found acceptable by Deerfield Public Works Director Doyle.
After discussion, motion by Mathews, second by Searle to allow Building Permits to be issued in the First Addition to the Heritage and accept the improvements. Motion carried.
3. VILLAGE CODE 1.03 “ORDER OF BUSINESS” (AGENDA)
Mathews recommended this item be held over. The Board agreed.
4. VILLAGE EMPLOYEES JOB DESCRIPTIONS
Mathews stated that the Personnel committee had reviewed the new job descriptions for all village employees and recommended that the board approve these descriptions.
After discussion on the descriptions, motion was made by Kiefer, second by Wilkinson to approve the new job descriptions for the following village positions:
• Administrator/Clerk/Treasurer
• Deputy Clerk/Deputy Treasurer/Clerk of Courts
• Administrative Assistant
• Seasonal Office Assistant
• Director of Public Works
• Wastewater Treatment Plant Superintendent
• Water Operator
• Public Works Employee
• Seasonal Public Works Employee
with the following wording, “These are not to be constructed as exclusive or all-inclusive. Other duties may be required and assigned.” be added to the following descriptions:
• Deputy Clerk
• Seasonal Office Assistant
• Public Works Employee
• Seasonal Public Works Employee
Motion carried.
5. TIF GRANT APPLICATION FOR 38 W. NELSON ST (TRUCK STAR)
Mathews reported that the Planning Commission reviewed the Letter of Intent to apply for the TID Grant from Truck Star and felt that their proposal would be beneficial to the down town area.
Haag stated that grant payments should be made to applicants that file all necessary documents on a first come first serve basis.
After discussion, the Board agreed that Truck Star should make a grant application for 38 W. Nelson Street.
Mathews stated that Trustee Haag’s recommendation would be brought to the Planning Commissions attention.
6. TIF GRANT APPLICATION FOR SUITE 117 & 118 LIBERTY COMMONS
Mathews reported that the Planning Commission approved this application with the following conditions:
• All requirements of the Grant Application #1 are complied with
• A Developers Agreement must be entered into
• The maximum amount of the grant is $25,000.00
After discussion, motion by Mathews, second by Searle to grant a TIF Grant to Liberty Commons Suite 117 and 118 on the following conditions:
• All requirements of the Grant Application #1 are complied with
• A Developers Agreement must be entered into
• The maximum amount of the grant is $25,000.00
Motion carried with Schreiber abstaining.
7. CAMBRIDGE-DEERFIELD JOINT ENFORCEMENT AGREEMENT WITH POLICE PROTECTION PROVIDED SOLELY BY DANE COUNTY SHERIFF’S OFFICE
Searle reported that the Joint Deerfield/Cambridge Police Committee recommend approval of this agreement after numerous hours of review.
Motion by Wilkinson, second by Searle to approve Resolution 2007-21 “A Resolution Authorizing Village of
Deerfield to enter a contract with Dane County Sheriff’s office for law enforcement services and authorizing the Village of Deerfield to enter an inter governmental agreement with the Village of Cambridge. Motion carried.
8. POLICE CONTRACT WITH DANE COUNTY
Mathews recommended this be held over until the final draft of the contract is available. The Board agreed.
9. CSM TO CREATE TWO LOTS AND PUBLIC RIGHT-OF-WAY SOUTH OF ENTERPRISE DRIVE (FUTURE ROAD)
The Board reviewed a CSM for village owned lands in the Deerfield Business Park creating two lots and a public street. Mathews informed the Board that the Planning Commission had recommended the approval of the CSM as presented.
After discussion, motion was made by Mathews, second by Kiefer to approve a CSM creating two lots and public right of way in the area know as Future Road as on file in the clerks office. Motion carried.
10. RENAME FUTURE ROAD
Mathews said that the Planning Commission recommended naming the street presently known as Future Road to River Birch Court.
Motion was then made by Mathews, second by Kiefer to rename the street presently known as Future Road to River Birch Court. Motion carried
VI. ORDINANCES
A. ORDINANCE #O-2007-12 “AN ORDINANCE REPEALING AND RECREATING SECTION 2.05 TO 2.09 OF THE VILLAGE OF DEERFIELD CODE” (ELECTION REGULATIONS)
Otte said that at the last meeting a first reading resolution was approved and that this ordinance was needed to clean up the village ordinances regarding election wards.
After discussion, motion was made by Kiefer, second by Wilkinson to approve ORDINANCE #O-2007-12 “AN ORDINANCE REPEALING AND RECREATING SECTION 2.05 TO 2.09 OF THE VILLAGE OF DEERFIELD CODE” (ELECTION REGULATIONS) as on file in the clerk’s office. Motion carried.
VII. COMMUNICATIONS
A. NATIONAL FLOOD INSURANCE PROGRAM
B. STATE ELECTIONS BOARD
C. COMPOST NOTICE
D. OPEN MEETING LAW CLASS
E. EMS NEWS RELEASE
VIII. STAFF REPORTS
A. UPDATE ON WACHOVIA BANK LAND ISSUE
B. BIKE RALLY
C. HOMECOMING PARADE
IX. ADJOURN
Motion by Wilkinson, second by Searle to adjourn at 8:25 pm. Motion carried.
/S/ Dean A. Otte
Village Administrator, Clerk-Treasurer