AGENDA. Village Board Meeting Monday, December 19, :00 P.M. Village Hall 117 Spring Street. Oregon, WI Lower Level

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1 AGENDA Village Board Meeting Monday, December 19, :00 P.M. Village Hall 117 Spring Street Oregon, WI Lower Level 1. Call to Order 2. Roll Call 3. Police Chief Report a) Discussion and Possible Action re: Police Department Fingerprinting Issue b) Discussion and Possible Action re: Custodial Interrogation Policy c) Discussion and Possible Action re: Authorization to Purchase 2017 Police Squad d) (From December 5 th Personnel, Public Safety & Protection Committee Meeting) Discussion and Possible Action re: Purchasing New Speed Trailer in 2017 in Fund 414 Capital Equipment Recommended Motion: Purchase new speed trailer from Kustom Signals, Inc. in the amount of $5, (had been$6,365) and amend the 2017 Budget 414 Fund to include the purchase. Funding will come from 2017 Borrowing. 4. Public Appearance a) Discussion with Brad Clark from Oregon Snowmobile Club re: Club s Routing Request and Possible Board Action b) (From December 5 th Personnel, Public Safety & Protection Committee Meeting) Discussion and Possible Action re: Denial of Operator s License for Tina McKeown Motion from Committee: Committee recommended Tina McKeown to appear before the Village Board on December 19, c) (From December 5 th Personnel, Public Safety & Protection Committee Meeting Trustee Carpenter) Continuing Discussion with Amy Sickinger and Possible Board Action by Board re: Concerns with Speeding on Brook Street (Note: Village Staff 1

2 may recommend creating a school zone [within 1,000 ft. of schools] with a posted 15 mph when children are present and standard 25 mph Village speed at other times.) d) Discussion with Spanrie Developers Jefferson Crossing Initial TIF Request Board may refer request to Ehlers for a Preliminary TIF Gap Analysis 5. Approval of Minutes a) December 5, Approval of Vouchers 7. Community Input. This part of the agenda allows members of the public to provide information to the Village Board, including on items not listed on the Board s agenda. Under the Open Meetings Law, this section of the agenda allows the Board to receive information, and to ask questions of a presenter to facilitate a better understanding of the information. Up to fifteen (15) minutes will be provided for community input, with each speaker afforded three minutes; otherwise the agenda will proceed as posted. Note for Board Members and Public: After receiving information from a member of the public, Board members need to be careful about how they discuss an issue among themselves. Board members may discuss procedural matters relating to the information, such as whether the information should be directed to staff, referred to a committee, or placed on a future Village Board agenda. However, Board members may not expand their discussion beyond such procedural matters. (This note will not be read at Board meetings.) 8. Proclamations and Announcements a) Board Comments: 1) Status of Library MOU (President Staton) b) Staff Comments: 1) Upcoming Meetings: December 26, 2016 No Night Meetings January 2, 2017 No Board meeting January 9, st Board Meeting January 16, 2017 Personnel, Public Safety & Protection Committee Meeting January 23, nd Board Meeting 2) For property owners who wish to pay their property taxes in person, please note the Village Hall will be closed on the following days: Friday, December 23 rd, Monday, December 26 th and Monday, January 2, ) Knox Boxes have been installed at the Village Hall, Senior Center, Library, Police and Public Works Buildings 4) Dan Olson has resigned from the Park Board Two Vacancies on Park Board 5) Library Facilitator is available to meet on Monday, January 30, 2017 from 5:00pm to 7:00pm at the library for the Community Conversation with the Village Board and representatives from the Chamber of Commerce (Busch) 9. Communication and Miscellaneous Business 2

3 a) Discussion and Possible Action re: Creation of Fund 433 Civic Campus Plan Projects and Latest News regarding Village Acquisition of Former Methodist Church Property: The following is an excerpt from Director of Public Works Rau s outlining his recent meeting with Co-Owner Robin Roberts 1) Robin gave me a box of everything he could come up with from their files. He has also sent title information and such to Matt Dregne. He believes this should complete the property due diligence, but did say to contact him if we had any questions or felt we were missing anything. I have not had an opportunity to go through the box yet. 2) On-site we discussed the utility terminations and such for the water/sewer. We will allow them to terminate the water approximately 10 feet behind the sidewalk, as the water route appears to be right next to a large mature tree. I asked that they mark the termination, note the method used size of line, etc. and let us GPS the location of any termination. 3) The demolition contractor was present for our walk around. We discussed tree protection and he thinks he will be able to protect most of the trees, with the exception of the smaller trees right up against the structures. They may need to trim some branches to allow better access. They will also have to coordinate with other utilities for disconnection or protection during demolition. 4) The contractor will utilize silt fencing where practical and necessary. He doesn t envision much, however I reiterated the need to use common sense and protect areas of exposed soil. 5) The nicest tree on the lot is square in the middle of things and partially bordered with a concrete retaining wall. We indicated that the wall and buttress wall should be removed and the area filled with soil to prevent undermining of the root system from this tree. Since we don t know the long term layout, we are attempting to save as many trees and protect them as much as possible. 6) They will initially leave the asphalt drive and area in for the majority of demolition to reduce exposed soil and soil erosion. I did indicate that all of the asphalt and parking lot are to be removed. 7) Don Gray was on site as well and reviewed some of the things concerning the water laterals and sewer laterals. 8) They will pull a DNR permit as well as a permit from the Village. The Village will not charge a fee for the permit. b) FYI Only -- Notice of Claim and Statement of Relief Patrick Machovec & Monumental Enterprises has been forwarded to Village s Insurance Carrier c) Review of 2016 Master Calendar and Preparation of 2017 Calendar d) Village Administrator's Review of 2017 Projects: 1) Extending Oregon Rotary Bike Trail to Badger Sate Trail (Bill Hauda President Friends of Badger State Trail will be at the December 19 th Board Meeting) Staff anticipates meeting with Fitchburg Mayor Arnold and Dane County Staff to discuss the possible connecting route. Please See Map 2) Intergovernmental Agreement with the Town of Oregon 3

4 3) Annexation of Forward Development Property (75 Acres West of Oregon Parks Neighborhood) and Hermsen Conservancy Park Property Anticipate receiving Annexation Petition in early 2017 for Forward Development Property Please See Map 4) Jefferson Crossing Specific Implementation Plan (SIP) at January Board meeting 5) Dorn Phase 1 Specific Implementation Plan (SIP) in ) Chamber and Village Working with Coyle Family on Potential Hotel and Apartment Complex on Park Street in TIF #4 Please See Map 7) Playing Fields Village Staff is meeting with local sports organizations as a follow-up to Vandewalle s Report on Playing Fields 8) General Site Improvement Plan Keller Alpine Meadows Park (Note: Board members will receive a copy of the plan which was reviewed by the Park Board. The report will be on the January 9, 2017 Board meeting for discussion. Please bring the report to the January meeting.) 9) Expansion of Business Park West of Cusick Parkway Village Staff will contact Lycon and Alpine Dairy Property Owners 10) Completion of Civic Campus Plan and Updating Capital Improvement Plan & 5-Year Plan e) Discussion and Possible Action re: 2017 Employee Assistance Program Agreement Recommended Motion: Approve 2017 Employee Assistance Program with Family Service Madison in the amount of $2,200. Funding is in 2017 Budget. f) Discussion and Possible Action re: Capital Improvement Plan (5-Year Plan) Recommended Motion: Approve Ehlers Proposal from Capital Improvements Plan (5-Year Plan) in the amount of $7,500. Funding is in 2017 Budget. g) Discussion and Possible Action re: Disposal of Old Water Meters Recommended Motion: Approve Disposal of Old Water Meters h) Discussion of Recent Oregon Observer Article regarding Property Taxes --Village Administrator s Note: Reminder to Village Residents that for Village Services, your tax bill is increasing $52.18 for an average valued home. The $ increased referenced in the recent Oregon Observer article is the total tax bill which includes all taxing districts. The Village represents 25% of the total tax bill. Please see Village s Facebook Page for examples of tax bills. i) Discussion and Possible Action re: Keller Alpine Park Fill Dirt Disposal Recommended Motion: Authorize Haugen Excavating, LLC of Stoughton to remove up to 400 cubic yards of fill material from the Keller-Alpine Park fill disposal piles. Haugen Excavating to work with the Village of Oregon Public Works to coordinate the removal and any clean-up of the area. j) Discussion and Possible Action re: Influent Pump and RAS Pump Replacement Recommended Motion: Accept the proposal from Xylem Water Solutions USA for the replacement of Influent Pump #1 for a total cost of $12, and accept the proposed cost from LW Allen for the replacement of RAS Pump 32 for a total cost of $9,

5 Both pump replacements to be funded from the existing equipment replacement fund under the Wastewater Utility. k) Discussion and Possible Action re: Oregon Area Fire/EMS District Labor Agreement Recommended Motion: Approve Labor Agreement between The Oregon Area Fire- EMS District and Firefighters Local 311 for the Period of January 1, 2017 to December 31, 2019 l) Discussion and Possible Action re: 2016 South Main & Elm Street Utility and Street Improvements Pay Request No. 3 Recommended Motion: Approve Pay Request No. 3 in the amount of $342, m) Distribution of Pellitteri s 2017 Collection Calendars Calendars Currently Available on Village Website and hard copies will be available at the Village Hall, Senior Center and Library n) Review of Investments, Connection Fees, Impact Fees and Building Permits 10. Report of Committees a) December 1st Planning Commission Meeting (Trustee Carpenter) 1) Discussion and Possible Action re: Approval of Rezoning Lot 76 Autumn Woods Fairway Estates, 3 rd Addition from Planned Development (PD) to Single Family Residential-3 (SR-3). Recommended Motion: Approval of Rezoning request and Ordinance #16-34 for Lot 76, Autumn Woods Fairway Estates, 3 rd Addition, located at 821 Liliana Terrace, Parcel Number The proposed rezoning request would allow the property currently zoned Planned Development (PD) to be zoned as Single Family Residential-3 (SR-3). Possible First Motion to Consider: The Board by a 2/3 vote of the Board members may suspend the rules and have the 1st and 2 nd Readings at tonight s meeting. Possible Second Motion to Consider: If the Board chooses to suspend the rules the Board may then consider adopting Ordinance #16-34 at tonight s meeting. 2) Discussion and Possible Action re: Approval of zero lot line CSM for a duplex on Lot 2 of Merri Hill 3 rd Addition along Thompson Drive (Addresses are 840 & 846 Thompson Drive) Recommended Motion: Approval of zero lot line CSM for a duplex on Lot 2 of Merri Hill 3 rd Addition along Thompson Drive contingent on meeting items in Village Engineer and Village Planner Memorandums including the adjustment of the common property line in the area behind the dwelling, so as to provide a minimum of 5,800 square feet for both Lot 1 and Lot 2, to comply with the requirements of TR-6 zoning district. b) December 5 th Personnel, Public Safety & Protection Committee Meeting (Trustee Carpenter) 1) Discussion and Possible Action re: Approval of New Fire Works Ordinance Recommended Motion: Approval Ordinance #16-33 Repealing and Recreating 5

6 Section 9.05 of the Village of Oregon Municipal Code relating to the Regulation of Fireworks. (Village Staff recommends a $25.00 fee.) Possible First Motion to Consider: The Board by a 2/3 vote of the Board members may suspend the rules and have the 1st and 2 nd Readings at tonight s meeting. Possible Second Motion to Consider: If the Board chooses to suspend the rules the Board may then consider the Ordinance #16-33 at tonight s meeting. 2) Discussion and Possible Action re: Accrued Time-Off Donation Program Recommended Motion: Accept the Village Administrator s recommendation of terminating the Donation Program as discussed in section 5 (e) of the Program s guidelines and any donated time that has already been approved shall remain in effect until used. Recommended Motion: Accepting the Village Administrator s recommendation of terminating the Donation Program as discussed in section 5 (e) of the Program s guidelines and any donated time that has already been approved shall remain in effect until used. 3) Discussion and Possible Action re: Wisconsin Rural Water Association (WRWA) Consolidated Group Safety Management Agreement Recommended Motion: Approve Wisconsin Rural Water Association (WRWA) Consolidated Group Safety Management Agreement for Village s Safety Program Budget includes $4,500 for Safety Program. Recommended Motion: Approve Wisconsin Rural Water Association (WRWA) Consolidated Group Safety Management Agreement for Village s Safety Program Budget includes $4,500 for Safety Program. 4) (Was Referred back to Committee) Discussion and Possible Action re: Ordinance for Regulation of Alarm Systems (Note: Previous Committee Recommendation: Direct Village Attorney to prepare necessary language to adopt ordinance presented by Chief Mlnarik and to Work to distribute information with the Chamber of Commerce Recommended Motion: Rescind previous committee recommendation. 5) Discussion and Possible Action re: Denial of Operator s License for Jeremy Kruk (Note: Applicant did not appear at the committee meeting. Staff recommends denial of Operator s License.) 11. Minutes Not Requiring Action a) None 12. Unfinished Business a) Conceptual Discussion with Amanda Crompton Alcohol Beverage License s Request (Brad Wille Project 748 Cusick Pkwy) regarding proposed painting/wood working studio that would offer the ability to purchase and drink wine during class workshops. Background: At the September 19, 2016 Village Board Meeting, the Board members conceptually agreed to provide the license to Crompton. However, at the December 6

7 19 th Board meeting, Crompton wants to discuss the license again with the Board due to the $10,000 Reserve Class B License fee. Pursuant to new State law which became effective June 3, 2016, municipalities may not refund the initial issuance fee for a Reserve Class B liquor license, including through a grant or tax credit program. If the proposed studio would like to sell wine during the workshops it would require a Class B Combo License (Fermented Malt Beverage & Intoxicating Liquor). At this time there are Reserve Class B licenses available. If this alcohol beverage license were to be approved by the Village Board the applicant would be required to pay (before issuance of license) the non-refundable $10,000. If the Village Board chose not to grant the license the $10,000 Reserve License fee would not have to be collected. 13. New Business a) Approval of Pending NEW Operator Licenses (Approved by Police Department) Kwik Trip #302 Haley Peterson Headquarters Brian Hoffman 14. Future Agenda Items a) TIF #3 must close no later than August 16, b) TIF #4 must close no later than September 15, 2035 c) Mid-February Report to Board regarding Costs for Snow Removal at Village Owned Buildings d) Update on Extension of Perry Parkway e) Possibly Revise Social Host Ordinance 15. Adjournment Note: Any person who has a qualifying disability as defined by the Americans with Disabilities Act that requires the meeting or materials at the meeting to be in an accessible location or format must contact the Village Clerk at (608) , 117 Spring Street, Oregon, Wisconsin, at least twenty-four (24) hours prior to the commencement of the meeting so that any necessary arrangements can be made to accommodate each request. 7