Okay, it's five o'clock.
Let's call the order of the village board work session for September.
All right.
Kelly, we could please note the roll.
Announcements.
Sorry.
None.
Discussion items.
Presentation and discussion regarding the proposed 2027 capital improvement plan and
equipment replacement plan, Brandon.
Good evening.
Hopefully everyone's doing well.
Happy September 1st and the start of the burr months here coming up, September, October,
November, December.
Always like to make that little joke within there, you know, as especially as we're heading
into budget season, always an exciting time.
So today we are going to be discussing our proposed capital improvement plan that has
been kind of populated together based off of all the department presentations within
here as well.
So just a kind of a keynote within here as well too is that the numbers are budgetary
numbers right now.
A lot of these items have not gone out for bids or have final proposals on them or anything,
but this is a, as of September 1st, 2026, this is a fairly good account of what we believe
it's going to be and these numbers may fluctuate.
So looking at the plan within here, I kind of want to just scroll to the bottom right
away.
So the total project lists of plans and the total costs is just under $22 million.
However, there are a significant number of offsetting revenues.
So we have a number of grants that the village has collected within here that equates to
just above $2.7 million.
We have a development agreement for Lenar for $350,000.
We're going to be utilizing some park improvement impact fees for $370,000.
And then the goal of funding $656,000 for equipment replacement, creating the total anticipatory
borrowing of just under $18 million within here.
Now breaking that out a little bit more, there's a number of these columns that are
within here.
So there's two columns right on the right that are TIFF districts.
So borrowing that's within those are going to be paid through directly through the tax
increment districts.
And then you get into your utilities, your stormwater, your sewer in your water, and those
are going to be paid for via user fees within each of those utilities themselves.
So that leaves this last number within here, which is $11,584,778.
And that is the total borrowing that's directly against capital itself, comparing that to
last year.
That is roughly $3.6 million more than the 2026 budget total of capital.
However, one thing that we'll be pointing out within here is that we have a $4 million
borrowing of the fire station.
So while we need to borrow for that, the plan is not to levy for those debt payments.
But instead, we're going to be utilizing public safety impact fees that the village has been
collecting for and within a special revenue fund.
So we're not going to be increasing the debt service levy for that specific fire station
within there.
So we kind of take the fire station out of the equation.
The total borrowing is actually about half a million dollars less than last year.
Any general question about those big numbers before I went into a little bit more finer
details?
I'm just wondering, say on this slide, it shows $11.5, how much do we pay down a year?
Yeah.
So our total anticipatory debt borrowing for this next year is roughly around $3, $3.5
million that would paying down via debt next year.
And that's also including a balloon payment next year as well to an extra $950,000 that
are within there.
Yes.
My question is more like the total of debt that we're carrying as a village, does that
generally go down or is it going up right now?
It has a slight trend up.
Yeah.
I can jump into each of those.
Actually, that was going to be one of my final points, but I'll get into it right
now.
So that's completely fine.
The state of Wisconsin, there are debt limits that are set within here and the village has
established its own policies to have a stricter debt limit.
So if you look at the state's limit first, the state of Wisconsin states that the municipality
cannot borrow more than 5% of its equalized value in general obligation borrowings.
Currently, the village's equalized value is a little above $2.9 billion.
So 5% of that is $145 million.
With this current plan within here, our total debt borrowing is going to be $77 million
or 53% of the state limit.
Now our policy breaks it down even further into three separate categories.
I'll do the bigger one first.
So our third part of our limit states that out of that total date limit will only go
up to 80% of that value.
So 80% of that $145 million is $116 million.
And so with the new debt being at $77 million, we still have just under $39 million remaining
in our total debt or 33% within there.
We have two more categories within the debt limit policy that gets it a little bit more
detailed.
So the first part is specifically related to non-development debt.
So any other debt that's not related to your tip districts within here, the village says
that that number shall not exceed 50% of the total liability.
50% of the liability is $72 million.
With this debt capital improvement plan, the village would be at just under $49 million.
So still another $23 million remaining or 33% down there.
And then the last part of the policy is essentially all other debt that is development related.
Take that and it cannot exceed 65%.
So 65% is $94 million.
Currently the village is going to be at with this capital improvement plan, just under
$33 million or 65% remaining.
So we are within all of our debt limits that we've set forth within our budget and fiscal
policies.
However, that can be reviewed some more that's actually planned for the next work session
to take a look at each of those policies within there.
Myself as finance director has just has a few suggestions of a few updated changes as we're
looking at possibly getting a distinguished budget award for the government financial
officers of America.
There's some suggested changes that we want to make in there, but overall if you want
to look at those and make it a little bit more stricter or unrestricted, we'll look
at that some more in the next work session.
Does that help answer your question?
Thank you for explaining that in detail as well.
So looking at, there's also things that are pretty much could be contingencies.
I guess the whole budget could be contingent if we spend less, but for example, like the
CDA loan commitment, there's other things that could offset that and that would be paid
back, correct, like through the sale of property, through the CDA.
So like the CDA loan commitment itself, the village board had passed a resolution itself
to commit those dollars within there.
So essentially you would have to go back on that resolution and create a new resolution
stating that you're no longer going to be doing that or however the village attorney would
advise at least for that one in particular within there.
But yes, you are correct though of other funding within here.
There are more impact fees that we could look at.
There are more trade-ins that we could possibly look at more ways to kind of offset some of
this revenue within here.
But yeah, there is a little bit more flexibility that we can ask.
Well, and more specifically like once those funds are coming from the CDA, won't that
just loan be paid off and then that'll be paid back to the village?
Is that how that works?
For the budget, I mean more so like I'm looking at the 3 million, but knowing like that's
contingent on other things, right?
Yeah, so the 3.5 million CDA loan was approved by the village to have for the CDA.
Now how we fund that is a whole different story.
Currently, the only way we're thinking about funding it is through the capital improvement
plan.
So having it as part of our 10 year borrowing and paying for it over 10 years, if I could
just say, I think what you're referring to is there was this separate loan purchase agreement
that the CDA and the village executed.
So if the CDA sells property and realizes revenue to be able to basically purchase the
loan from the village, then that would, and if it happens before borrowing, then that would
mean the village wouldn't have to go out for that.
Well, is that, am I catching up?
Yeah, that's what I was wondering.
So just if that would happen like simultaneously and then, you know, that takes that amount
from the budget, okay, thank you for the clarification.
Yeah, of course.
Okay.
I don't have anything.
Okay.
I'm going to get into a little bit more detail within here.
So a lot of these items, essentially all these items are items that you have already seen
and have heard presentations on from each of the department heads.
One new item that's in here that you have not heard or seen yet is an emergency siren
for Williamsburg way.
And so I was actually going to invite on police chief up to just give his little explanation
on why that was added in here.
Yeah, so the tornado siren or emergency siren that's in this budget that you're seeing is
we realize there's a space with little to no coverage, which is the Savannah Brooks neighborhood.
Obviously a problem.
Now we add an ice arena with an outdoor event space, especially in the summertime.
We need to get some coverage down there.
We just thankfully was able to work with them a little bit and kind of try to identify
it's going to go to public safety next week, Wednesday, to talk about a couple of different
options for where that site could be to install it, but it's about a $36,000, $37,000 impact
to put a siren down there that would give us about a one mile coverage radius.
So it would also help with the development north of highway 19, the Savannah Brooks neighborhood
and probably just a little bit across highway 51 towards the quick trip development.
It should cover all the way almost to the other side of the quick trip development, right?
So quick trip does has employees that are outside as well and whatever else may develop
over there.
So they if you look at the overall map that the county emergency management has for coverage
area, that's a current dead spot that they're not hearing anything.
So they are doing it slightly different.
It's a taller tower bowl that's going up at 65 foot as opposed to like the one that's
50 foot here in the park, just because we have to get up and over to carry the berms
and bluffs and that.
And then it will get to Hooper.
And then there's that big ridge there and press a jock and we'll land in Hooper and
they've got coverage on the other side of the ridge there from the siren that's on the
northern part of that area.
And I'll just tell one more thing to add.
The other purpose, the other reason it came up is Madison is also needing two additional
towers.
So when if we do this in line with them, we'll actually be a lesser of a cost because the
company that installs these comes down from Appleton.
And so when they're coming down, they're just going to come down and install all three
in succession rather than, pardon me, if we had a wait doing a year or two, it might
be slightly higher costs just from inflation, but then also mobilization costs.
Thank you.
Perfect.
So other than that item, the rest of these items all on here have been items within your
department had presentations that has been presented over to you.
So if you need a little refresher on any of those, we can invite Judd or Chief or anyone
to explain a little bit more.
So I was just going to kind of go over them in a little bit more higher detail.
The first section I just wanted to point out though is other vehicles and equipment.
So currently there is going to actually be 700,000 budgeted within year for vehicles
and equipment.
I had realized after I put this together that the police capital items here, 47,000 actually
belongs down in equipment as part of the proposed equipment replacement plan.
So we're just going to move that down.
Overall, it doesn't affect the bottom dollar, just the categorization of it.
But I wanted to specifically talk about other vehicles and equipment because one thing that
I've been kind of talking about in a few board meetings is the idea of an equipment replacement
policy and that's going to be discussed some more at our next work session.
So just wanted to get that out there to you guys first of at least in this year.
There's a request of around $700,000 for updated vehicles and equipment, replacement
of a PD squad and a new PD squad, enclosed trailer, Skag, Mower, the new street sweeper
for 421,000 toolcat with a toolcat trade in, et cetera, et cetera on here.
And that number is not really decreasing in years to come unfortunately.
The cost of equipment continually goes up and the need for more equipment, especially
as we continue to grow, the village just continues to increase.
So the goal of the next work session is to really start discussing with the budget policies,
the equipment replacement plan and kind of getting from the board your feelings and
opinions on how much funds you want to dedicate into that plan.
Currently just on a very high level that I have within here as we've been putting it
together, if we wanted to fund all equipment through 2050 without borrowing whatsoever,
we would need to levy $671,000 a year.
And now that's based off of a few assumptions of equipment will cost 3% more every year that
any dollar amount that we invest will come back at a 4% rate of return and that we would
be replacing all equipment as soon as they depreciate.
Now some of those are a little misleading, right?
Because we're talking with some of the department heads and team members all because a piece
of equipment is done per in asset life management of five years.
It doesn't mean they're just going to get rid of it then.
Maybe they'll hold on to it for a six or a seventh year.
But at least for the financial picture and to long term accurately forecast it, those
are some parameters that we have in within there.
So big number, but I just kind of want to get your guys thinking about that a little
bit more, especially as we're going into the next week and then the rest of the budget
session and budget hearings coming up here as well too.
And again, I mean, my main goal in the equipment replacement plan is just for you all to fully
understand that there is a need to continue updating equipment and to have dedicated funds
towards it, whether if you want to levy some more dollars or say that you just want to
borrow for it or not to fund it is completely up to you.
But we just want to ensure that we have all the information out there of just how much
equipment currently costs and how much it will continue to cost within here.
But again, we'll talk about that some more in significant detail at the next work session
along with all the budget policies.
So going back up, or Brad's got a question, sorry, yes.
So those are actually the next sections I was going to be going through.
So I'll jump to that 190 here first, going back up to the top.
So the general government for 190,000, there are two different items in there.
So one is for the library.
If you remember, the library as part of our plan was to replace the carpeting in the basement.
So that's $175,000 that's budgeted into there for, and then overall lighting upgrades
of $15,000.
So those two items make up that $190,000 up at the very top.
There's fire and EMS capital items.
So that is two different projects as well too.
Number one is $75,000 specifically just for the building next door, and that's for window
replacement and duck installation work within that building.
And then the other $63,000 is our portions are our share of a total of $105,000 project
to completely replace 22 structural firefighting ensembles.
If you remember, just with our agreement, we pay up certain percentage based off of equalized
values.
We're projecting that to be around anywhere from 57% to 60%.
So we're forecasting $63,000 out of the $105,000 total cost will be the villages portion
of that.
So those two items together come to that $138,000.
The general government items we had just discussed about the public works building planning.
So that item for $450,000 plus the new community park planning of $150,000 is for that brand
new public works building over there in community park.
So to begin that project, the first pay phase is to start planning for that project.
And the borrowing there is for anticipatory engineering, architectural studies, environmental
studies, et cetera, for that entire space over there.
It's been talked about numerous times before, but the mountain bike park has made it inside
of the capital and permit plans.
So the first phasing of that of the boardwalk and engineering for that, if you remember correctly
from the presentation, it was necessary to get the boardwalk in so that the emergency
services could go throughout the park within there.
So that's going to be the first stage of that.
And then there'd be a community work within there to help build the actual mountain bike
trail.
Oh, the athletic complex sprinkler additions was included within the plan for $18,000.
The Ahara River restoration project and the stream bank restoration project were both
included within here.
The stream bank portion does have a DNR grant to go along with it.
That's included within this grant funding.
Iver months in park for a million dollars was included within the plan.
Rail projects just overall repair and overlays of different trails throughout the community,
video surveillance system for veterans and conservancy park, Vinburn Road, which also
has a $1.7 million grant to go along with it is included within the plan, Northtown,
Vinburn, HSP project as well, and so on and so forth within here.
Again, a lot of these items, all these items discussed already.
And the accumulation of all these items brings us to our anticipatory borrowings within here.
Any questions or concerns about anything specific in here that you'd like any of us to go into
some more detail about or otherwise just any other questions or concerns regarding the
plan altogether?
I just want to make a quick note on the Green Acres Lane project, it's cut up, price tag
of $2.3 million, that's in tax income and district nine as with Cape Parkway previous.
This project is dependent on development in that area.
Right now the TDC-5 is being built there on the north side of Green Acres Lane we have
and we anticipate that that developer is going to move to the south side of Green Acres Lane
for next year and continue to construct that full site.
So that's why we have it here, we'll continue to negotiate and there may be an opportunity
for which the developer can take on the full cost of constructing that road with a municipal
rugged bond or improvement bond following up and so removing that from our debt service.
So it will provide you an update as we go along if there is an agreement proposed, we'll
bring that to you.
Just note that in regards to that particular project, there's still some questions about
whether it moves forward or not.
Jim, go ahead.
I'm looking at the line that's the Vinburn Road Improvement, I'd say this is probably
a discussion for later but there's the stormwater number I think is at 800 or 6,878,000.
I'd just be curious what those improvements are as far as, I guess in my opinion, some
of the stormwater improvements are often related to roads so they tend to go into a roadway
category rather than stormwater so again, that's my curiosity is that some say inlets
are maybe in the roadway category or if they're fully, all the storm waters in the stormwater
category for the funding.
When we have beer record put together, the opinion of probable cost or OPC is a call,
they categorize those things and if it's stormwater related, it goes into the stormwater category
it's higher, if you're questioning how much why it's so high, there's the inlets, not
the inlets, the bridge structure, the box culvert that goes underneath Vinburn Road
from Liberty Land Park over to the drainage swill, those all have to be replaced and so
we're doing them in a different fashion than how they were previously so.
Thank you.
I'm drawing a blank here, where is Glen Road?
Glen Road is north of town, I don't know the name of the road that runs, so when you go
up Morrisonville Road or your Horace Street and go up towards Morrisonville, that right
before you, right as you kind of climb the hill you can turn and go over the road tracks
as a bridge, whatever that road is, there's a road that comes back south off a down called
Glen Road, half of it is, the northern part is in the village of Windsor, the southern
part is ours, so from that black line south we need to, that road is in really bad condition.
Okay, thank you.
Anyone else?
Yeah, if there's nothing else, then we will continue pressing forward with this capital
improvement plan and putting that within the budget overall and ensuring that information
is all within the budget listening session.
Thank you.
Thank you.
Department updates, administration updates, Bill Chang.
Yeah, just a couple of updates here.
Note that we had our second session in negotiation with the PD Police Department Union.
We did not have a tentative agreement at this point.
We'll continue to work through that and I think potentially the next step is to have
another visit with our labor attorney and provide you an update.
As you know, we're going through budget meetings right now.
Just want to remind folks of some upcoming dates here, September 15th is our next village
board meeting.
We'll be as Brandon has stated, talking over policies October 6th is the general fund budget
presentation.
We expect to have the department budgets put together by the end of the month and get
those spreadsheets out to you for review.
We do intend to have or hold a budget listening session on October 15th.
That's at the library at 6 o'clock in the community room.
And then during that same week, we'll also plan to have follow-up one-on-one meetings
with those numbers.
A couple of meetings ago, we had our community roundtable during our work session time.
We are planning the next one and that is tentatively scheduled for December 1st.
It was our commitment to have one every quarter.
And I think I've heard some comments from some of you and from staff.
And so if there's any specific topics that you would like to put on that schedule, let
me know.
We'll set it in a way that we can have more open dialogue on a specific topic.
Learning from our experiences recently.
Previously, we reported that we were negotiating a municipal boundary agreement with the town
of Vienna.
We've sent over our initial terms for what we would consider in return for a 25-year
boundary plan.
So that's under review with the town and we hope to hear back soon.
The DCCVA, so Dane County City's Villages Association does have an in-person meeting
on September 9th at 5 p.m. in the Villages of Brooklyn.
So if you're interested in attending that, let me know.
The guest speaker is Dane County Clerk Scott McDonald and he's going to be talking about
the November elections.
And that concludes my updates.
Thank you.
Thank you, Bill.
Brandon, anything for finance update?
Yeah, just a few things.
You obviously just heard about the cap on the Mclan.
So pressing forward with the budget and still on track with current schedules starting
to get a few departments to submit their finalized department spreadsheets over to us.
So thankful for all of them and all of our team members within here.
Our team is starting for TIFF audits that we had just started last week.
So TIFF 3 is one of our audits.
TIFF 3 was a closure audit that is statutorily required.
All these are statutorily required.
TIFF 5 and TIFF 6 are at 100% audits.
So that means that from their schedules or from their plans that those TIFFs have now
reached 100% of their expenditures, obligations within there.
So now we must do an audit to go up and audit the 100% of that plan.
And then TIFF 7 is at 30%.
So it has just reached a 30% mark.
So now we have to perform an audit.
So we are starting to get a little bit busy with that.
And then just this morning I had received an engagement letter from Baker Tilly.
And we're going to be reviewing our sewer rates like we do annually each year.
So we'll also be doing a sewer rate study here coming up and they'll be a part of our November
presentation of the utility budgets.
Thank you.
Police Department update, Chief Olson.
Yeah, just a couple things.
Just as a reminder, September 10th is Family Fund Night or National Night Out right here
in Fireman's Park from 5 to 7 p.m.
Let's ask Kelly to do the quorum.
Notice in case there's enough people here, please.
Generally, it's really good for gearing up for it now.
A lot of community support, a lot of business support, donations to the department and to
the back to the community.
So we're looking forward to that.
If there's anybody who wishes to volunteer, we can always use a little bit more help in
the concessions and handing things out.
Just let me know afterwards and I can connect you with the right person that's kind of coordinating
that.
You've probably seen it on social media.
We're still recruiting.
That open recruiting goes through September 9th.
Our recruiting numbers have actually been pretty good.
I compare them against other departments around the state.
I think after about five or six days we had heard it went almost 60 applications.
So we do pretty well that way and we're in the testing process right now.
I think most of you know, but one of the volunteer things I do is I'm on the Board of Directors
for Special Olympics Wisconsin.
They've decided to move their fall games here to the athletic complex, the weekend of September
18th.
Their CEO just asked us along.
If anybody is interested in volunteering for that, let me know when I connect you with
Kate or Chad over at Special Olympics.
They are super excited about coming to DeForest and having that event here at Think It'll
Draw a 1,500 pocket of Trisha about 1,500 athletes for that game.
So they're super excited to be coming to DeForest.
That's all I've got.
Thank you.
Welcome to Service Update, Judd.
Just a couple quick update, Baker Parkway.
Next week they'll be paving the final lift on that.
They had a delay with the rain that came today.
They had one couple of sections of cement they needed to put down.
They wanted to hold off until that rain pushed through.
Williamsburg Way, the roundabout down there is moving along really quickly.
They were open to pour some, it might have done the inner circle cement there already.
So that's moving along quickly.
We also had Wayfinding signage and Gateway signage that was going to go in down there.
We're working through that with the contractor that we've got final proofs back.
And so they'll begin starting to do some of their work in the next month or so with
those Wayfinding and Gateway signage just to the DeForest area.
Thank you.
Community Development Update, Alex.
Just an update from the CDA.
So we did receive a reservation agreement for tax credits last week, which is a huge milestone
in moving that project.
So positive news in that regard.
Thank you.
Administrative Services Update, Kelly.
So a couple of things.
First of all, last meeting.
I was not here.
I was at the annual clerk conference.
So again, I just wanted to thank you for providing those opportunities for continued engagement
or education and all of those things.
It's very important to have that collaboration with other clerks.
The sticker contest is now open for public voting.
That'll go until the 9th of September.
As of right now, we've had about 63 votes and we had a total of 24 submissions of stickers.
So there are some very cute options out there.
And I'm excited to see who wins absentee ballots for the November election are going to be
going out tomorrow.
I feel like we've barely wrapped up August and were charging forward here until November.
And with the August election, we did have a 38% registered voter turnout for that.
It was a steady day all day long, not really any breaks, but never really overwhelming.
And I did want to report that moving ward 10 to vote at the village hall versus at the
library really helped to even out our numbers.
They were almost exactly on.
And we had less than 10, I would say, less than five voters that actually went to the
incorrect polling location.
So my team sent out letters as soon as you had approved that resolution and we put a
neon sticker on the front of it to hope to grab some attention.
And I believe that it worked.
So that is, that's all I have.
Great.
Thanks.
Recreation and community enrichment, Rhys.
The August night market went really well, even though we had the early and commit weather
vendors and attendees have asked for additional nights.
So next year we are looking to add one in September.
We conducted a community events survey.
We only received about 54 people who filled it out, but it did give us some useful information
and we are going to be looking to move movie nights to Thursdays next summer, which would
be consistent with all of our band nights too.
So kind of all of those events will then be on Thursday evenings.
And then there was a request for an earlier start time for the movie.
So we're looking to start the movies at 6.30 going forward and that's possible with the
rentals that we do now.
The fall winter guide was released, registration opened a few weeks ago and we had a really
good response.
It was better than the year before.
So we're really happy with that.
See here.
We, Judd, Greg, and I had a booth at the night market for the mountain bike park and we really
had a lot of good interactions and a lot of people that stopped at our booth.
So I know that we got that information, Stacey got that information up on the engage page
and we're soliciting comments there again.
So I'm hoping to continue to move forward with that.
We wrapped up the summer series last Thursday with best practice.
We had about 1,600 people that attended the event.
So a great kickoff for the end of that.
We have your Harbor River Fest coming up on September 12th.
We are also looking for volunteers still.
So if anyone is looking to get out that day, reach out to me or Tricia and we can send
you the link for volunteering.
We have our last cars and coffees on the 13th of September.
We have flag football starting.
We have over 250 kids signed up this year.
With K for starting, we're supposed to start tonight.
We canceled and probably could have kept it, but we're never the rain.
I wish that we knew exactly what was happening with the weather.
And then the high school is doing a youth night for all the football kids on September 10th.
And then we'll be hosting end of the season flag football tournament again for over 50
teams in October.
Thank you.
Congratulations, Daisy.
Just two quick things.
One, I've been working with Greg and Judd on holiday streetlights.
So there will be a community survey going out tomorrow to get feedback on what you'd
like to see for Main Street and then down to this fireman's park area.
And then second of all, you all should have received a tentative email for the Discover
Wisconsin release episode release party.
So more information to come on that, but save the date for September 23rd.
Thank you.
Any other business that lastly comes before the committee for discussion only?
Seeing nothing.
We take a motion for adjournment.
Motion to adjourn.
Second.
Motion by Jan, second by Alisha.
All those in favor indicate by saying aye.
Aye.
All those opposed?
No.
Motion carries for adjourned at 5.38 until 6 p.m.
Order the village board meeting for September 1st.
Okay.
I'll wait until please note the roll.
The presentation of the Pledge of Allegiance.
Jan, would you lead us please?
The lady who is the part of the United States of America.
Does it go public?
We're good to stand.
A nation under the indivisible with liberty and justice for all.
Thank you.
Announcements just for the trustees on the board.
It's let's evaluate Bill's performance time.
So that will be coming up on the agenda next time around and I'll be looking for feedback
from you on what you have to say as to set up the process for me at the next meeting
to set up to discuss the process of what that evaluation will look like to discuss the process
of the evaluation.
I misspoke.
Um, number five is consent agenda.
Does anyone want anything separated out?
Brad, we're like the meeting minutes separated out.
Okay.
Um, 5.2 and 5.3 is there a motion to approve those?
Motion to approve 5.2 and 4.5.3 motion by Jan is there a second?
Second.
Seconded by Alicia.
Any discussion?
All those in favor?
In the case by saying aye.
Aye.
All those opposed?
No.
Motion carries unanimously.
I point one village board meeting minutes from August 18th.
I wanted to say something, Brad.
Is that the heritage garden items?
Okay.
Ellie, you good with that or you look puzzled.
Okay.
That correction that we can.
There was no discussion on either of those.
They were removed from the agenda.
Thank you.
With that correction.
That take a motion to approve the village board meeting minutes of August 18th.
Make a motion to approve village board meeting minutes, 18.
Motion by Alicia is there a second?
Second.
Seconded by Brad.
All those in favor?
In the case by saying aye.
Aye.
All those opposed?
No.
It carries unanimously.
General public appearances.
This is an opportunity for public comment regarding any item not listed on our current agenda.
Do we have anyone wishing to make an appearance?
I guess not.
Okay.
We have no presentations.
Number eight is old business.
They point one update regarding buckies and the proposed 90, 94, 39 and county highway B interchange project.
Bill Chang, staff presentation.
Yeah.
So the session is intended to provide a general update to the board and to the public.
In regards to the buckies project and the related infrastructure improvements.
That are going to be required at interstate I 39, 90, 94 and county highway.
The.
So as the mental states currently we are negotiating with cookies.
We do have a development agreement that was attached to the packet sent over the buckies explaining.
The parameters and obligations related to financing related to.
The steps that will need to be taken by the village as part of a state project.
And then expressing.
Where the financials are coming.
The committed financials are coming for this project.
As the memo states, we are kind of forecasting here that there is a funding gap of approximately.
1.6 1.7 million dollars, which may potentially go up.
Following our discussions with the Wisconsin Department of Transportation.
Updating that 17.1 million dollar number.
Within that agreement also is coverage for village expenses related to consulting engineering and design fees.
I have with any other development agreements that we enter into.
So we have not heard back from bookies yet in regards to that we expect to hear.
Some kind of response and I assume that will continue to negotiate the terms of that development agreement.
Dovetailing with that we do have over to the Wisconsin Department of Transportation and to Dean County.
Highway department.
The traffic impact analysis or traffic impact assessment.
For buckies, which we recently submitted.
Additional updated information.
Traffic volumes associated with the Amazon development and updated projections for future growth.
In this area.
We're hoping to hear back from those 2 agencies within the next couple of weeks.
And those findings will then help us determine.
You know, the design specifics going into 30% plans.
Upon receiving or getting to 30% plans will have.
Bucky's engineers can really horn provide a design delivery schedule.
Which will then provide us kind of what the timeline looks like.
Getting through 30% 60% 90% plans.
Getting through the permitting process as identified in the development agreement.
Essentially kind of building to.
That construction led.
In addition to that, we are also negotiating looking at a what's called a state and municipal agreement with department transportation.
As we've talked through design of this project with its impact on the interstate corridor.
And requirement for federal highway review.
It's a requirement that DOT is going to first let this project.
And then construction manager.
We as the village would remain in the ownership position.
And what I mean by that is that we worry we would then be responsible for the permitting.
Application and obligation to financing the project.
We still have a question to DOT right now as to how the grant funds were to apply before.
Village would be obligated to make payment to DOT.
But that's that's the way that we're thinking about things here is that DOT agreement or the SMA is kind of the upstream agreement.
And then the agreement with buckies is the downstream agreement.
So that we limit the risk liability and financial risks of the village.
I wouldn't recommend one without the other.
And so that's that's what we've been negotiating.
Kind of in this time in between.
I also want to state that in addition to that, we anticipate that as the picture becomes more clear on the public infrastructure.
And how and timeline of that.
We do anticipate that that buckies will refile an application for their their CUP.
As stated before, the buckies CUP was granted by the planning and zoning commission in 2023 ordinance at that time.
Stated or required that some kind of construction happen.
Within a year. And since it has not that conditional use permit has now expired.
They would be then required to to obtain another conditional use permit or.
I don't know if it's correctly to renew it, but I think it's a new one.
To be able to to construct and move on to site planning.
As part of that project. Now I do want to state that.
Along with the site plan for site improvements.
There also needs to be local road improvements for that project.
And so we anticipate that there would be a separate development agreement for those improvements, which does not include state dollars.
So if you imagine, if you look at a map, if you look at county, I and the intersection at gene street.
North of county highway V.
Particularly that portion of the road or that portion of the highway would need to be.
Improved accommodate the anticipated traffic from from buckets to and from bookings.
So I know I've done a lot of information at you. I know that we received emails in regards to questions about timeline and process.
Short answers. I don't have a definitive timeline at this time. All of that is dependent on the responses that we receive.
From DOT and from Dane county.
If there's substantial and if there's additional information that that's requested.
We continue in this time going back and forth until we've provided enough information for those agencies to be able to provide.
The comment that we need to get to design.
I'll stop there and see if there's any questions.
Who's going to hand up Alicia? Yeah, I didn't get a couple emails about timeline, but I noticed you said the design delivery schedule.
Is that the 30, 60, 90? Is that going to give us some more definitive schedule?
Or is that something different?
So the design delivery schedule will anticipate what what that timeline is as far as calendar.
There are review time requirements between there. So, for example, if you read the agreement that we have, I believe at 30% design.
It triggers different types of reviews.
I can walk through that here. Just give me a minute.
I guess just more specifically, I just had a lot of questions asked about.
You know, the current businesses that are there say this project does start and goes through how long, you know, would they be impacted.
For not having services and what does that look like? So when does that get fleshed out?
Yeah, so section four in particular talks about when these percentage designs trigger.
Particular review and approvals by whether it's a by a third party agency.
Right, so.
For example, items see their subsets and see the villages obligations to negotiate the terms of the.
They mean a small agreement commences upon approval of the traffic impact analysis, which we hope to see that that approval is within the next couple of weeks here.
And then upon that, we then send that approval and that design requirement to can we learn, which is the design team.
They'll put it together, the percentage plans at that 30% will know more about the true cost or what the anticipated cost of the project is.
And then we also state that as they build those plans and they start to understand the details of those plans once they get to 60% plans.
We have an opportunity to amend that state municipal agreement, but I represent those numbers.
If you move down below, for example, we start talking about the DSR and the interstate approval at 60% plans.
But I don't, it's hard to say, you know, that it's going to be in December or January.
Again, all of that is dependent on engineering time approval time and review time.
And I wish I had a.
First, we want to say I wish I had a crystal ball as to what the specific dates are.
I simply don't have that at this point.
So your question is, you know, when do when are we going to know specifically when that construction schedule is.
That's likely going to come after the projects been let and contracts signed.
Just like what we have here at the village.
You know, those contract that contract language is really going to show, you know, what, what that timeframe of that road be now will be.
Project of this size.
The other impact that potentially could be there is whether or not DOT decides to close the intersection or the interchange completely or if it's going to be a phase approach to keep the interchange open.
You know, that's, that's a call that I think the engineering, the engineers and folks at DOT and the encounter are going to have to make.
And there's probably other people in the room that probably know more more about that than I do.
Jim.
I guess the partly answer that question.
I was the engineer that designed the interchange and stuff that's out there now.
And that bridge is actually two bridges. So I would be hopeful that they're going to be able to keep one of them open at all times.
So there's maybe comfort in knowing that I can't promise that because I'm obviously not the engineer on this project. But again, there's two bridges out there. So there's a potential that they could just work on one at a time.
Um, earlier today, Bill, you had mentioned to me that with the situation with buckies and going forward.
That we're probably going to need a downstream agreement.
And I was wondering if you could explain that and expand on it.
Sure. So this, this document here acts as that downstream agreement. So when I, when I reference upstream and downstream, so the upstream agreement would be there, the statement is for agreement, which contracts this project. Right. So the village is contracting this project with the state.
There's an obligation for the state to construct it. And there's an obligation for the village to pay for the project since we're the owners.
In order to protect the village financially and from liability associated with this project because this project is being triggered by buckies.
This development agreement is what I consider the downstream agreement whereby we're passing on the financial liability from the village.
To the developer to buckies. And so whatever whatever amounts are not covered with committed funds, that's what we're proposing to pass the buckies. And so.
Because of the complications that you'll see is not going to contract with a private developer on a public project.
That's, that's how we're acting as a kind of kind of in coordinating this project.
So in that, that's the challenge, I think, and the uniqueness of this project and having to also work through the design parameters of the project to sell.
The easy route would be that the village designed this to meet the permits and pay for it.
But because the project is being brought on by a private developer, these are kind of the hoops that we have to jump through.
Does that make sense?
Yeah.
So I believe the question was that there was a, if there was a time limit on the grant provided by the state and whether there's a stipulation on that.
We did ask that question of DOT. It's our understanding and confirmation. I believe we've seen in a letter that the grant only needed to be awarded in the biennial budget period, which it has been the expenditure of that.
There's no time frame for that.
So just a, I've gotten a lot of communication, you know, I've gotten communication from residents and just to clarify and kind of bring it all together.
As long as Bucky's crosses all their eyes and dots, all their teas, so to speak.
This is kind of a, you know, if they.
They're conditional use permit, if they get everything in order, everything is good to go. This is.
Kind of just a goal.
Go ahead, right? I mean, there's nothing.
It doesn't seem like there's anything that we could say.
We can't prevent them from getting a conditional use permit.
Is that accurate?
So I think there's two separate issues at hand here.
One is.
The development agreement for the financials of the infrastructure.
Which, which developer needs in, in order to run an effective and efficient.
I think a business, I think everyone agrees that.
There's going to need to be some, some traffic improvements in order for this thing to work.
That development agreement.
Is up to the board, right? You make the decision on the development agreement as to what village wants to commit to this project, whether it's important.
Legislative decision.
I think what you're talking about is the zoning process and the conditional use permit process, which I believe are.
Are in our, our village code and also, you know, describe, describe in space.
I'll let it out and then I know that we have Mark roffers on here to answer questions about land use.
I'll defer to them in regards to requirements on conditional use permits.
Mark, you there.
I am, I am here.
So, as Bill suggested, given that three and a half years has passed since they received a conditional use permit from P and Z, they have to reapply for the conditional use permit and meet all current code requirements.
Under statute among those code requirements are the proven compliance with several criteria to obtain the conditional use permit.
If those criteria are met, then the conditional use permit is to be granted.
Any effort to apply conditions or reject the conditional use permit has to be supported by substantial evidence that those standards are not being met as opposed to, you know, speculation, or, you know, unsubstantiated testimony, etc.
So, in answer to the original question, the CUP is not a, I don't know if these were exact words, you're done deal to get reapproved. They have to verify once again that they meet the standards within the zoning ordinance.
Based on the planning and zoning commission's judgment to obtain a new conditional use permit.
Mark, a question for me, whatever those conditions are that are laid out and they're mad.
We have to allow to go forward. Correct.
Yes, and the, if in the judgment, I mean, I'm a lean on out a little bit. He's probably fidgeting a little bit as I answer this, but as long as P and Z determines that those conditions are met, then the conditional use permit is to be granted.
That the P and Z can apply its own conditions to assure that those criteria in the ordinance are met. And it did the first time around three and a half years ago, related to traffic and environmental impacts.
And, you know, I would anticipate not having looked at this, literally for three years, that a lot of those same items would come up again in the review.
Sure.
Al, just to clarify, people use the term conditions to mean two different things when it comes to conditional uses.
One is actually a set of standards that have to be met. They're not conditions that have to be met, but they're standards, things like not detrimental to the public health safety and wealth.
The actual development proposal has to be weighed against those criteria. And if in the judgment of the plan commission, as Mark said, each of those conditions, each of those standards is met, then the conditional use permit has to be issued.
Now, in order to meet those standards, there could be conditions imposed on the operations.
Just to use a ridiculous example to make it clear. If there were, if the only objection to conditional use was, it's going to make noise at night. People can't sleep.
Okay. One condition may be you got to stop operating at seven p.m. Okay.
And if they agree to that, then the conditional use permit would have to be, have to be met.
So conditions are actually requirements that can be imposed on the operation in order to address the shortfalls in meeting the standards that are in the ordinance.
But what Bill, what we're talking about here, though, is just the governmental authority that you have in terms of saying, no, you can't put a particular use on this property.
Buckies, for example, with a conditional use permit could build this facility on that property.
And the village would have no say it once they had the conditional use permit.
The proprietary function of the board, though, in terms of helping to pay for the road improvements, that's something you can just decide you don't want to do.
You're for it. You're against it. It isn't worth it. It is worth it. That's up to you. That's not part of the, you can't tell them they can't build there at that point.
But you can tell them that we're not going to contribute to your building there.
And at this point, that's where we are is just talking about building the roads.
Yeah, right now what we're working at is an agreement that is going to be a proposal to you as to how this thing would be funded separately.
The conditional use process is simply just the authorization to build something.
How they get there is their problem once they've got that approval.
To separate issues really at this point.
And then I just, I just want to make clear so that everyone here understands is that the conditional use permit is the authority, the governing authority on that is the planning and zoning commission.
So you as a board will not see that come to you.
Right.
I think I saw a chance.
Okay, Jim.
Oh, he's just going to add that bit of uniqueness. And I guess I'm looking at you or maybe Mark too, because it's going to be.
The conditional use permit was already granted once we had three and a half years ago, it would be challenging to say that something has changed between now.
Challenging is probably an appropriate word. There would have to be some reason why it now doesn't meet the standards that it met three and a half years ago.
That could be changed conditions in the village. It could be changes in their, their development plan.
But generally, if everything is the same as it was last time there's no new information presented. It wasn't presented last time.
Yeah, we'd have to go up with a reason for why things are different now than they were before.
And I'll just add that that new information has to be supported by evidence.
It can't just be opinion that's not backed by, you know, there's a statutory definition of substantial evidence that would have to be met.
Thank you, gentlemen, for that discussion. And I don't want to hold him up any longer. We do have someone registered to speak on this.
Mr. Reardon.
I'll talk nice and close to the microphone and push the button to the little ring on the bottom turns green and you're good to go.
And for the record, please give us your name and at least in the municipality you live in.
Oh, you have three minutes. She's setting her timer.
Good.
I'll try to cover the last three years in three minutes.
Eugene Reardon, 4785 highway V before us.
Thanks for letting me speak tonight. I ran across this agenda item on social media. I thought this project was actually dead.
So here I am. I want to just officially register my opposition to the project. I'm a neighbor to use their where it's going to be.
I live a half mile away.
And I wasn't notified in any way shape or form that this was moving forward and I'm a little bewildered that I got to this point of sounds like it's in the can already without getting any notice at all.
So I'm concerned about project for a number of reasons for actually not in any particular order.
But one is my quality of life and my families and the people who do live in that neighborhood.
This is going to be a huge place. You're going to be able to see it at night from outer space, likely a lot of light pollution.
The whole thing that area is going to change.
You've you've got a facility this size of.
I don't know how many acres 120 gas pumps, 240,000 gallons of gas is stored on site.
Things are going to change in that area.
So I guess we're since we're at this point, you know, I was a caution about some of the things I heard that there's going to be costs that I didn't see in any of your stuff here just random some of the infrastructure costs.
We've known from some of that we've seen in some of the other buckets that have gone in that police and fire EMS calls have gone up.
The next thing we're going to hear is we're going to need more police fire and EMS right to handle this kind of traffic.
There's 20,000 cars coming into this place a day. Right. So it stands for reason. They're going to get some calls.
That's my taxes that are going to pay for that. Buckies isn't going to pay for that. Right. They're likely going to be waste.
They're going to use and million gallons of water a year.
That's got to go to some treatment facility going to get charged for that. I don't see that in here.
Things of that nature, public safety. Right. There's with that many cars, you're going to have the best of traffic coming along.
It's there's a public safety issue at any rate.
Those are my concerns.
And I would like to see somehow in the future that I came in to see what I'd take to build a garage on my property.
Letters had to go out to all the neighbors and they got an opportunity to speak in front of a board to deny my ability to put up a garage.
This is much bigger than a two car garage and I'm within a half a mile in this place and wasn't notified.
So I'd like to see this board do something about that moving forward.
If there's nothing I can do about this. I understand my time is.
Okay.
That's my request essentially is moving forward.
How can we make sure this sort of thing does not happen? This is the second thing that's happened in this little is a year.
So anyway, thank you so much.
Thank you, Mr. Verdon.
So, so just quickly in regards to notice this item on the agenda is a general update.
There is a process by which I think you are talking to conditional use permit process will require notification within a certain distance of the project of the project property itself.
That's for the CUP in regards to the parameters for the infrastructure project.
The state has their own notification process for that project, including environmental review, federal review, federal highway review.
And so as we start to define what that time frame looks like, we'll make sure to get that information out.
There's also public information meetings that are required with any project that will happen as well. So those will be notified when if we get to that point in this process.
Jan bill, you said that when there's a CUP agreement.
That the residents are notified at that time. Did I catch that right?
No, when if and when there's an application for conditional use permit.
Okay, so that was the first point. So when you when you're talking or considering the site improvements, that's a separate process.
And I think the gentleman was referring to his garage.
Our code specifies notification to neighbors, depending on certain types of development, depending on certain type of applications and our approvals.
In this case that I can't speak to their particular case, but in this case, developer is going to be is going to have to be our comment and submit that application for that new CUP.
And when they get submitted, there's a public notice process as stated in our ordinance in regards to that conditional use permit and review.
And then separately for the infrastructure project.
They have their their specific requirements that we're going to have to meet because this will be a deal T related project, which we will then get information out.
There's no requirement in regards to an agreement to be approved by the village board set for our board posting requirements.
Okay, so going back to the CUP that was granted in 2023.
Was there a public notice on that?
Yes, there was a statutory requirement, but let me just add one more thing because I know Stacy does a lot of work with us. So they engage to force the development tracker pages.
If you sign up to follow specific projects, you'll get the updates for those. So when we make updates to them, if there's a project update, people will get that to their email address to.
Yep, that's good. Thanks.
Jim.
I wanted to add, I guess I'm looking maybe at Alex in case I misspeak, but with the CUP, there'll be a public hearing and then we put notice out at the distance.
I don't remember, but I just want to bring it up as there is a distance.
So there I would caution people that are listening in or Mr. Reardon. You might be just outside of that distance. So it.
Another aspect for Stacy to the sign up for engage to force.
But after the CUP or potentially even the same meeting, but I would suspect it'll be a different meeting. It'll also be a site plan review too.
Yeah, that's exactly right. And I think I saw a mark on mute. So he probably has the distance memorized here is at 100 feet.
It's 100 feet Alex ding ding ding. So everyone across the street will get a notice. But if you're beyond that, neither the village ordinance nor the state statute requires a notice.
So admittedly, that's a pretty narrow stretch. So I would just encourage as you're getting feedback from residents, encourage them to sign up for notifications on our communication platforms.
And looks like that's it. Okay. Next up on that issue was discussion and possible action. And I think we've had a pretty full discussion and we have no action.
We're taking tonight on this. There's no action on this item. Okay.
Moving on to our next item resolution 2026 101.
Resolution authorizing the village president and clerk to execute a development agreement for public infrastructure.
This is a very good item.
And we're going to move on to the first one.
We have three phases five E and one W with an abortion of the heritage gardens and Eric's and farms development.
Staff presentation by Mark Raufers.
Oh, good evening. There's two related items and sequence on the agenda.
One is the heritage gardens and you're seeing the preliminary plat on your screen right now.
And the second is the development agreement that covers infrastructure and fee responsibilities associated with development in the replat three area.
This is before you because of linar development of national builder and developer has elected to take on most of the rest of the single family portions of heritage gardens.
The heritage gardens plan unit development heritage gardens has been around, I suppose, for over 20 years now.
It is under undergone two or three or four different developers over that period of time.
Lanar is interested in taking on a street utility and lot development for 146 lots at the south end of heritage gardens.
If you're familiar with the area at South of antique acres between antique acres and Holland fields.
And they're proposed development areas on either side of where the forest Windsor trail currently runs, which is in the royal artists road right of way.
So the east part of that has been platted long ago as you can see from this map and not developed the west part are the new lots that are in replat three.
The development agreement covers, you know, their responsibilities for building roads and infrastructure properly.
It also covers park, park improvement fees, park fees in lieu of park land and a contribution to the reconstruction of in burn road, which I believe you talked about at your five o'clock meeting.
I'm here and I know Bill and all have been very closely involved in the development agreement to answer your questions as you move forward with your discussion. Thank you.
I apologize, Mark, I threw your curve there. I flipped my page too quick and missed 8.2.
And I guess we'll continue on 8.3 and go back to 8.2. Right.
All right.
As a medical, so you can take a point to an order.
I'm sorry, but I don't believe there's been a motion yet. So you can take a point to an order as a presentation for was before both items.
Okay.
8.2. I apologize.
It's ordinance 2026 015 approving the preliminary and final plats for the heritage gardens at Eric's and farms replat three salt of in burn road and the anti acres subdivision.
Mark, is there anything more to say on that part?
I have, I have nothing more on either item. I'm happy to answer questions.
Thank you. Anyone have any questions?
Jim.
Mark, can you, I'm concerned about the, I know there's like a trail planned, but I don't see easements and stuff for it.
I see it noted in the out lot. I'm just trying to remember, say the FTP or even engineering plans where it is, because I thought it was in some of the lots.
And again, I'm not seeing easements.
Can you give me an update on that?
Jim, it is entirely in out lot 20, which is along that waterway.
So there will be a replacement to the current bicycle pedestrian path that will be in out lot 20, and which will connect to a path in the Windsor park.
And then it will also connect to an existing trail segment in the greenway in antique acres.
But it's entirely in out lot. Jim, it's not in any lot area or doesn't require any easements.
Okay, that's exactly what I wanted to hear then, as long as I know it's an outlet. I'm good. Thank you.
Anybody else have anything?
We have any public appearances.
Public appearances.
Click, we've had our discussion. Is there a motion to approve 2026, 015.
An ordinance to approve preliminary and final plots for heritage gardens at areas of farms.
Replet three, salt of inburn and the antique acres, antique acres subdivision.
Oh, make that motion. It has written that looks like.
Motion by Jim is there a second.
Second.
Seconded by Jan. Any further discussion, Brad?
We update the date on the adoption.
I'm sorry, what?
Just update the date on the adoption at the bottom there, highlighted.
And resolution.
You need that as a friendly. I accept that.
Second.
Okay, Brad makes a friendly motion to update the date on the resolution that is accepted by Jim and Jim.
All those in favor indicate by saying aye.
Aye.
All those opposed, no.
Motion carries unanimously.
And again, a point three resolution 2026 dash one on one.
Authorizing the village president and clerk to execute a development agreement for public infrastructure.
For phases five, E and one W within a portion of the heritage gardens at Erickson farms development.
Public appearances.
Nothing.
Discussion.
Mark's already done his presentation.
I would take a motion to approve 2026 dash one on one.
I'll make a motion to approve resolution 2026 dash one on one.
Motion by Jan is there a second.
Second.
Seconded by Wayne. All those in favor indicate by saying aye.
All those opposed, no.
Motion carries unanimously.
New business resolution 2026 one zero six.
Resolution authorizing the village president and clerk to execute a development agreement with pumps tire service incorporated.
That presentation by Mark Roberts.
Good evening again. This is a simple one pumps has undergone a number of village approvals over the last couple of years to lead to its development.
It's a replacement site for their current location just immediately to the south.
The sites about six acres in area, the building will be about 25,000 square feet.
It's a tire primarily a tire repair and replacement operation.
Whoever's the master on that site is doing a great job finding them. There it is.
The development agreement that you're being asked to review follows up on P and Z site plan approval in May.
The development agreement simply covers the extension of sewer and water lines that are in county highway.
I southeast of the site just a little bit up to the.
Northeast corner of the pump site so it can serve pumps with sewer and water and be extended in the future to connect to yet unknown development to the north.
Happy to answer any questions. Thank you.
Thank you, Mark. Anybody have any questions?
No staff or public appearances.
Okay, I would take a motion to approve resolution 2026 dash 106 of someone would like to make one.
I'll make a motion to approve.
Thank you, Alicia. Motion by Alicia. Is there a second? Second.
Seconded by Jan.
Any further discussion? Jim.
I guess I'm a bit curious knowing that we've talked about the potential improvement across the street.
Is there any thing in this agreement as far as improvements or like sidewalk connections or anything? This property.
There is not Jim. It was a few months ago now, but when P and Z approved the site plan, there were provisions.
I forget the precise condition, but provisions that would require an on site.
Walkway connection to a public sidewalk in county.
I, if and when it's connected or built.
Thank you for that, binder.
Okay, how well is in favor indicate by saying aye.
Aye. All those opposed indicate by saying no.
Motion carries unanimously.
9.2 resolution 2026 dash 107.
A resolution authorizing the village president and clerk to execute an agreement with Madison capitals.
I'm not sure.
Okey association limited.
Staff presentation by chief Wilson.
Yeah, good evening. There's a memo I put in a packet for you, but just add context. So with development in the savannah Brooks in the opening of the legacy 20 arena.
They're USA GEL, which is like a fear league to division.
going to be playing their home contest for the Madison
Capitals. They've approached us and requested an officer at
every home game of theirs, which is about 41 per year plus
playoff. So if they get that far, for us, it's important to
have a presence, but also a presence that doesn't detract
from policing efforts in the rest of the village. And so
why this agreement is here, this will provide an officer
that's paid for by the Madison Capitals. It's about a
reimbursement basis every month. We'll build them they'll pay
us for the services of whichever officer work is the
overtime rate for that officer and not have to pull a
service from somewhere else in the village to go respond to
something. So I think it's a positive that way for the
PD, but I'll answer any questions if you have them.
Questions?
Jim.
I noticed and you said it too that it's overtime pay. Does it
necessarily need to be overtime? I'm just concerned for
say taxing time on to all of our PD. It'd be nice if it wasn't
necessarily overtime. It's one I guess I'm getting at it with
the way the staffing model works right now. If I was to do it
on straight duty time, we could do that. But then I'm
detracting from other areas of the village. So it's preferred
that we would do it on overtime. Obviously, not necessarily
conjunction with a work day, but also on an off day. The staff
would be able to sign up for this. It's not a mandatory one
person has to do it would be done on a signup basis that way.
So if we have to do it on duty time, we can do that and bill
at the regular rate. But again, my fear my concern is I don't
want to take an officer away that could be used up for whether
it's traffic or proactive policing or for a community
engagement thing in a different part of the village to go
handle this. If we have to, we have to. But it's preferred to
do it the other way. I guess I'm I'm content as long as you
have the option to do it either way. I leave that up to your
management as far as again, I don't want to get too much
overtime and and have services. You lack in because of being
too tired or something. Yeah, I appreciate that. I can say on a
much bigger scale in my previous department, we did this for
the Milwaukee Brewers and it works well that way. There was
always ample bodies that were charged up enough to do the
street work, but also at a special event where you can have
proactive interactions with community and yet and ensure a
safe environment. Very common practice. Anybody else have any
questions? Just is there a term on the agreement? Is it
reviewed annually or since it's new? Anything like that? Or is
it just to open agreement if we want to renegotiate or? Yeah,
they can we can renegotiate mutually if we need to. Right
now with I believe it's just written is open. But the first
time is are going to tell be very telling when they open up in
October and then the first couple weekends will be very
telling for them and for everybody. And also give us a good
eye for future events. It'll be there the WIA state tournament
will be there in March. So it'll give us at the PD some
insight to traffic flow traffic patterns. What we may or may
not have to anticipate with the larger scale with, you know,
buses and things like that. So
anyone else? No public appearances?
Motion to approve.
Second.
In 2026 108 motion to approve by Brad seconded by Jan. All
some favor in the case by saying aye. Aye. I suppose no.
Motion carries unanimously. Thank you. Thanks, Chief.
Check register was in your packet as we're committee
commission. And pardon me.
And I cannot read tonight. Okay. You're right. Resolution 2026
108 resolution authorizing the village president and village
clerk to execute a grant agreement with habitat for humanity
of Dane County, Alex.
So back in May, the village conducted his first round of
review for the development fund portion of the home reach to
forest program habitat for humanity was conditionally awarded
$225,000, the memo and a draft of the agreement as well as some
red line items are included in packets. There are a couple
terms of the agreement.
There you go. That I felt needed to be some policy decisions.
The first of which scroll up, please. So the initial concept
plan that habitat had submitted for consideration as part of the
application had anticipated 36 housing units to be on site.
Obviously, they were fairly early in their planning process for
this that they as they've worked through the concept plan with
their engineers. They've dialed that in so that 27 units fit
on site. That is a reduction in the amount that was originally
anticipated and that the grant, the conditional grant award was
made for. So I would like some, I guess, direction on whether
that's still acceptable or whether there needs to be further
consideration of the amount considering that there's fewer
units. That's one point. If you could jump back to the red line,
please.
The second is pertaining to
pilot that's payable. So habitat for humanity is a nonprofit,
which means they are tax exempt on property that they would own.
In other instances in the village, we have what's called a payment
in lieu of taxes that a nonprofit or, for example, the
Community Development Authority, CDA, as a not-tax paying entity
would pay a pilot, which is a payment in lieu of taxes.
Habitat has communicated to me that they would prefer not to pay
that. It is typical of our agreements to have that in there,
especially when we're providing funds. So that's another policy
direction that I would like some feedback from the board. The
rationale that Habitat has kind of put forward here in terms of
not wanting to pay a pilot is that they're essentially turning
over these housing units as they build them to a taxable entity.
Which would be the owner occupant of the newly built unit.
So it presents a little bit of a logistical challenge from an
assessor standpoint to then continually, I guess, update what
portion of the property is tax exempt and what portion of the
or excuse me, what portion of the property would be paying a
pilot and what portion of the property would be paying taxes.
So that would be one piece of it. I think there was also some
consideration about how much value the vacant land would be
considering that they wouldn't have any improvements that Habitat
would own per se. So that's another point that I'd like some
direction on. And then the final piece here is related to
insurance. If you could scroll whoever's got the mouse.
Again, just because of the nature of the way that this is
going to develop, they will be turning over the housing units
to a private entity, a homeowner over a period of however long
it takes into develop the site. Typically, when we're doing, say
for example, a TIFF agreement, we'll ask for the developer, the
owner of the property to maintain insurance. And if there's any
issues with it, damage, it needs to be repaired. We ask that
they repair that promptly. In this case, since Habitat would be
turning over the properties to a private owner, they felt a
little bit of concern in terms of the enforceability and
logistics with tracking as to whether they could make somebody
rebuilt. And talking without a little bit, that could be
satisfied with the deed restriction on the property. But
it still leaves, I guess, a logistical or coordination effort
in terms of tracking that too. So a couple different points that
I just would like some feedback on if you could whoever's got
mouse go back to the memo, the the agreement that is in
packets essentially accepts all those red line changes. There are
a couple as it relates to the pilot, there's some language
here that Al put together, which I can't read for the life of
me, which would be to an adjustment to accommodate for the
fact that they turn these property or the housing units
over to a private entity. So this would say that if Habitat for
Humanity owned owned one of those units that they develop for
60 days or more after, and it results in a tax exempt status by
the assessor, that they would have to pay the pilot for that
portion of it. I had run this language by Habitat. They are
generally acceptable with this. Their preference would be
rather than a 60 day time period to look at having a contingency
where if they still own the property, but they rent it, then
they have to pay a pilot. So that would be where they would
like to land. But ultimately, I felt those calls needed to be
yours to make and sorry if that got too convoluted and
confusing.
Jim, I guess to stay what I think is my opinion. You talked
about the insurance. I'm personally okay with not being too
concerned about the insurance, knowing that they'd be going
to an individual once say the building is done. I guess to
qualify with that, I'm assuming that the duplex slides, they
would be moving forward with probably zero lot line duplexes.
So they're all going to individual homeownership rather
than some condo association or something. That's correct. That's
what I believe the intention is. And I think the exhibit to the
agreement itself has their updated concept plan. Okay, I
will just add to that they do have a requirement that they're
that the buyers, the home buyers have homeowners insurance. So
they will that and that is included in the agreement as
well. The provision that they took exception with was mandating
that if there's damage within five years that they have to
quickly repair that. And then again, that was just sort of a
logistical issue, I guess.
Yeah, I guess I'm okay with not having that because that to me
is no different than say my house or neighbors house as far as
we would just go under say the blight thing or something if
it wasn't as far as the pilot.
I think I'm okay with precluding some of it. I know you have 60
days there. I don't personally like that renters thing that was
maybe their counter. I would be open to having a bit longer than
60 days, but
yeah, I guess I'll just say there. And I got another note here
that I don't remember what it says.
Jan, first of all, I wanted to say that I really like this new
plan. And I'm glad that we don't have any rural houses. And so
talking first to the first point about the overall unit count
at 27, I'm okay with that with that reduction. And I'm still
giving the grant money and that and so forth. As far as the
pilot, I again am okay with what habitat for humanity is
requesting. Since they are a very beneficial program. And we
wanted them to come here. And since this was such a difficult
property to kind of get rid of, I think I'm okay with what
they're asking for on the pilot. And then lastly, for the
insurance, I'm okay with what what's being asked for there
also. I guess to on the going back to the pilot, the thing is
with this property, it was the school property, school
districts property anyways, and we have not been collecting
taxes anyways. So that's just another factor that gives me why
I'm okay with the pilot. And that's all I got.
I'll say I totally agree with everything and Jan just said,
Brad. Yeah, I agree. I think extending that 60 to 180 days
or potentially renting. I'm okay with that as well, because
something's sitting on the market for 60 days is not uncommon. So
I'm finding that extension and everything else.
Likewise.
Same.
Any public comment? Oh, Jim.
I'll just say, I go the same thing. I'm good with the 27
lots. And I actually do think this plan really melds with the
neighborhood a lot better than the other one. I do want to
question one thing with the plan. They showed a lot five and
it looked like it was an individual lot in the middle of
the two boxes. So I don't know if that's something that just
needs to be reworked. I guess I'm going to just accept this as a
concept as they come for the planning zoning at some point.
So yeah, again, this is still conceptual, but certainly a
little bit more fleshed out than the initial submission. I guess
for clarity. So the if we're considering action tonight, the
resolution and then the agreement itself has the pilot
section entirely stricken. What I'm hearing is I think what I'm
hearing is we'd like the language that's included in the
memo inserted and then within it extended timeframe. That's
on correct. And if so, that would need to be included in
emotion.
I guess if I still have the floor that would match with what
I'm thinking, I don't know if I heard that from all the other
trustees though.
I'm sorry. I didn't understand what you said, Jim.
I'm just saying what Alex said matches my opinion, but I don't
know if it matches other trustees opinions.
That's changing it to 180 days. So if we're approving the
resolution and the grant agreement as is, there's no pilot
at all that language is entirely stricken. If there's going to be
a change to that, that motion needs to be made. And then if
there's going to be a further change to the language that Al had
in the memo, then that also needs to be clarified.
Alex is there a timeframe that we're looking to approve this
by.
He's a time frame for what not like a deadline.
Habitat is expecting a grant agreement.
Um, I do believe that they are anticipating closing on,
hopefully closing on this property prior to the next review by
the board. So certainly they would welcome an approval, but you
know, it's at the board's discretion. If we wanted to
suggest a change, we wouldn't need to necessarily approve it
tonight. You wanted me to take it back to them. Is that what
you're asking?
Yeah, if there's not a quick deadline, or urgency to
approve this, then I would recommend that we come back
with a final draft.
So that the village board in the public can see the draft.
I like that. Yeah. Anybody else?
We just there was a couple of days floating around. So just
clarification on where the pilot the days are.
I was getting a change from the 60 to 180.
Yeah, but we agreed on. I believe or we're going to leave it up
for negotiation or if you want, I can go back to them out with
180 and we can go from there.
Why don't you try that? Yeah, we'll do.
I like that idea though. Let's come back with a vinyl agreement.
Yeah, that's what I'm bringing up a question. I apologize. I
didn't read all the way through the office there. A lot of
these say, TIFF type things we have developer agreements. We
have like a build out by a certain year or something. I mean,
is that something we want to think about as far as like the
pilot goals? Do we not care about pilot as long as it's all
built out by five years or built out by 10 years or something
like that?
That could certainly be another approach. We do have some
milestones built into this. If you scroll up further on the
agreement based on their application, where they would
achieve full build out by 2035, which is always out. There are
some milestones included in here. So if you wanted to set a time
limit to pilot payments, you certainly could do that as
well.
I wanted to say when I was talking with Bill today, he had
told me that the first unit would probably start to be built in
2028. And then by 2033, in the agreement, it says that 75% of
the units should be built. So I don't know if the other trustees
caught that, but right there, they were at 2028 to 2033. And
from today's date, really. So I don't know if we should put a
time limit on it or not.
So Alex, you said that this time, this timeline kind of came
with the application is what they put down. Yep, it came with
the application. And then, well, their application had full
build out by 2035. I can tell you in conversations with their
team that their hope and their goal is to move significantly
faster than what's contained in this agreement as well. So I
would imagine the first unit would likely start being built
before 2028.
Yeah, so so that I guess that they can consider as part of
this is is kind of the method in which habitat binds this
applicants and then constructs home based off of that process.
So they're not moving at a pace like a regular developer would
move at. And so just just a word of caution there. Do we want to
pigeonhole ourselves into something so restrictive? We're
pro that we're back at this in a year's time amending the
agreement. I think if we're postponing this agreement, it
may be worthy to ask them back to clarify their process and
their timeline to get a better understanding of what's
done before, sir.
That sounds like a good idea, Bill. And I, you know, this is
something that we've been trying to do for quite a while. And I
was a supportable housing and less not to any more roadblocks
up for habitat. Let's get this going.
So I'll just go back with the 180 days extension and we'll
start there. That what I'm hearing.
And the insurance issued, we have that settled. I think we do.
Okay. Okay. And the number of units. All right. I agree. That's
I like that even better. Okay. Okay. So we're not taking any
action on that tonight. And that will come back as a final
agreement. And we had no public appearances on that, right?
Okay.
So that's it for that one. And now we'll go on.
Check register was in your packet committee commission board
minutes. They're all in your packet. Convening into closed
session, negotiating an offer to purchase village property,
located at 760 Shanku way. The village board may convene into
the cold session is authorized by Wisconsin statute 19.851 e
for the purpose of deliberating or negotiating the purchasing
of public properties, the investing of public funds, or
conducting other specified public business, whenever
competitive or bargaining reasons require a closed session.
The village board may reconvene in open session and further
discuss or take action on the subject matter discussing closed
session.
Staff presentation will be by Alex. I guess first we need to
determine when going into closed session.
We can give a presentation and summary of why we're going to
closed session or would recommend going to closed session.
Okay.
So the village received an offer to purchase land that it owns in
its business park on the Shanku way. This is just east of the
existing public services facility and salt shed.
You can go back to the memo or thank you. A number of terms
are included in the offer of purchase price at $3 or square
foot. Some carve outs in terms of the amount of land that that
cost applies to a number of contingency periods, which extend
this out close to a year. And then broker fees and a couple
costs that would be borne by the village. Generally speaking,
I would say that these terms bear further discussion. And I
guess it's staff's recommendation that in order to
deliberate these and preserve negotiating position, I would
suggest going into closed session to discuss terms.
Okay.
Well, let's take a moment on going into good term motion to go
into closed session.
Make a motion to go into closed session?
Motion by Alicia, it's your second.
Second.
Seconded by Jan. All those in favor indicate by saying aye.
Aye.
Oh, that's right.
Well, I knew that.
We'll call the
trustee step in Hagenham.
I trust you, Williams.
Trustee Brown.
Trustee Kortz.
Trustee Simpson.
Aye.
President Little.
The vote is 6-0.
We're going into closed session at 7-10 p.m.
Okay. We are reconvening into open session.
We have a no action coming out of closed.
Is there any other business that lawfully comes before the board?
No.
And just make a comment.
Pardon me.
Can I just make a comment?
Yeah, go ahead.
I just think we did a really good job tonight on adding more
housing units to divorce.
So good job, Lord.
Alicia, that was nice of you.
How about a motion to adjourn?
Motion to adjourn.
Motion by Jan.
Is there a second?
Seconded by Wayne.
All those in favor indicate by saying aye.
Aye.
All those opposed?
Nope.
The vote is unanimous.
We are adjourned at 7-34.