Village Board — Minutes

MEETING: REGULAR MEETING OF THE VILLAGE BOARD DATE & TIME: Monday, September 21, 2026 at 7:00 PM LOCATION: Germantown Village Hall Board Room N112 W17001 Mequon Road MINUTES I. CALL TO ORDER: This meeting has been given public notice in accordance with Section 19.83 and 19.84, Wis. Stats, in such form that will apprise the general public and news media of subject matter that is intended for consideration and action. Village President Soderberg called the Village Board meeting to order at 7:01 PM. II. ROLL CALL: Present: Trustee Robert Warren, Trustee Meg Cutts, Trustee Patrick Kaiser (via WebEx), Trustee Jan Miller, Trustee Scott Hefle, Trustee Jolene Pieper, Trustee Jim Stout, Trustee Terri Kaminski, Village President Bob Soderberg Also Present: Village Clerk Donna Ott, Village Administrator Matt Trebatoski, Village Attorney Brian Sajdak III. PLEDGE OF ALLEGIANCE / MOMENT OF SILENCE: IV. PRESIDENT’S REPORT: Village President Soderberg spoke regarding Oktoberfest on September 26-27, Phase 1 of the Division Road reconstruction project and the Esquire Estates spot curb replacement project, the Heyday proposed residential development project, the Village Center District community engagement initiative, and upcoming meetings. V. APPOINTMENT OF BOARD, COMMITTEE, OR COMMISSION MEMBERS: A. Economic Development Commission - Applicant; Brian Sparrow (ACTION) Motion: Approve as presented, contingent on approved background investigation by the Police Department Motioned By: Jan Miller Seconded By: Scott Hefle Page 2 Yes: Robert Warren, Meg Cutts, Patrick Kaiser, Jan Miller, Scott Hefle, Jolene Pieper, Jim Stout, Terri Kaminski, Bob Soderberg No: None Abstain: None Motion Carried by Voice Vote (Yes 9, No 0, Abstained 0) VI. ANNOUNCEMENTS OF FORTHCOMING EVENTS OF PUBLIC INTEREST / COMMITTEE AND DEPARTMENT REPORTS: Trustee Kaminski announced the upcoming Public Works & Highways Committee meeting on Wednesday, October 7, 2026, at 5:30 PM. Trustee Cutts announced the upcoming Public Safety Committee meeting on Monday, October 5, 2026, at 6:00 PM, and the upcoming General Government & Finance Committee meeting on Monday, October 19, 2026, at 5:30 PM. Trustee Warren announced the upcoming Utility Advisory Committee on Tuesday, October 6, 2026, at 6:00 PM. VII. CITIZEN INPUT: (Please be advised per 19.84(2) that information and comment will be received from the public. It is the policy of this municipality that public input be limited to a four (4) minute period per person with a time extension granted at the discretion of the Chairperson. Be advised that there may be limited discussion of the information received but no action will be taken under public comments.) Comments that may be injurious to village personnel or other individuals will not be allowed. Steven Wesolo wski (W169N10427 Pheasant Run) spoke regarding New Business Item E (Acquisition of N96W18058 County Line Rd for the Purpose of Relocation of Wastewater Utility Lift Station 6). Melanie Smythe (N140W17938 Cedar Ln) spoke regarding population projections, the budget process, and development agreements. Written comments were not read aloud but are included with these minutes. VIII. CONSENT AGENDA: Motion : Approve Items A-F as presented Motioned By: Meg Cutts Seconded By: Robert Warren Consent Agenda Items A and D were removed by Trustee Miller. Yes: Robert Warren, Meg Cutts, Patrick Kaiser, Jan Miller, Scott Hefle, Jim Stout, Terri Kaminski, Bob Soderberg No: Jolene Pieper Page 3 Abstain: None Motion Carried by Roll Call Vote (Yes 8, No 1, Abstained 0) On consideration of Consent Agenda Item A: Yes: Robert Warren, Meg Cutts, Patrick Kaiser, Jan Miller, Scott Hefle, Jolene Pieper, Jim Stout, Terri Kaminski, Bob Soderberg No: None Abstain: None Motion Carried by Voice Vote (Yes 9, No 0, Abstained 0) Motion: Forward Item D to the Utility Advisory Committee Motioned By: Jan Miller Seconded By: Scott Hefle Yes: Jan Miller No: Robert Warren, Meg Cutts, Patrick Kaiser, Scott Hefle, Jolene Pieper, Jim Stout, Terri Kaminski, Bob Soderberg Abstain: None Motion Failed by Voice Vote (Yes 1, No 8, Abstained 0) On consideration of Consent Agenda Item D: Yes: Robert Warren, Meg Cutts, Patrick Kaiser, Scott Hefle, Jolene Pieper, Jim Stout, Terri Kaminski, Bob Soderberg No: Jan Miller Abstain: None Motion Carried by Roll Call Vote (Yes 8, No 1, Abstained 0) A. September 8, 2026, Meeting Minutes (ACTION) B. One-Time Temporary Outdoor Entertainment Permit for Truck Country of Wisconsin, N128W21795 Holy Hill Rd, on 9/30/26 for an Open House Event (ACTION) C. Replacment of Ford F-150 Police Responder Squad Involved in a Crash (ACTION) D. A Resolution Declaring Official Intent to Reimburse Expenditures from Proceeds of Borrowing for Lift Station Capacity Improvements -- Clean Water Fund Program WDNR. (ACTION) E. Vacation of Public Easement - Basic Metals. (ACTION) Page 4 F. Award of a Professional Services contract with DB Sterlin for the Pleasant View Culvert Replacement and Road Reconstruction for an amount, including a 10% contingency, of $58,124.00. (ACTION) IX. UNFINISHED BUSINESS: X. PUBLIC HEARINGS: XI. NEW BUSINESS: A. Development Agreement with Cirrus Property Group for The Carillon at Germantown Development (ACTION) Motion : Approve as presented Motioned By: Jolene Pieper Seconded By: Robert Warren Yes: Robert Warren, Meg Cutts, Patrick Kaiser, Scott Hefle, Jolene Pieper, Jim Stout, Terri Kaminski, Bob Soderberg No: Jan Miller Abstain: None Motion Carried by Voice Vote (Yes 8, No 1, Abstained 0) B. Consideration of Restructuring the Public Works Department (ACTION) Motion: Approve as presented Motioned By: Jolene Pieper Seconded By: Terri Kaminski Yes: Robert Warren, Meg Cutts, Jim Stout, Patrick Kaiser, Jolene Pieper, Scott Hefle, Terri Kaminski, Bob Soderberg No: Jan Miller Abstain: None Motion Carried by Voice Vote (Yes 8, No 1, Abstained 0) C. Village-Wide IT Services RFP and Service Delivery Review (ACTION) Motion : Approve a Release of an RFP for all Village-Wide IT Services Minus the Police Department Motioned By: Jolene Pieper Seconded By: Patrick Kaiser Yes: Robert Warren, Meg Cutts, Jim Stout, Patrick Kaiser, Jolene Pieper, Scott Hefle, Terri Kaminski, Bob Soderberg Page 5 No: Jan Miller Abstain: None Motion Carried by Voice Vote (Yes 8, No 1, Abstained 0) D. Request to Record Building Construction Oversight Committee Meetings (ACTION) Motion: Approve as presented Motioned By: Jolene Pieper Seconded By: Terri Kaminski Yes: Robert Warren, Meg Cutts, Jim Stout, Jan Miller, Patrick Kaiser, Jolene Pieper, Scott Hefle, Terri Kaminski, Bob Soderberg No: None Abstain: None Motion Carried by Voice Vote (Yes 9, No 0, Abstained 0) E. Acquisition of N96 W18058 County Line Road (Tax Parcel No. 333-999) for the purpose of relocation of Wastewater Utility Lift Station 6. The Village Board may convene into closed session pursuant to Wis. Stat. § 19.85(1)(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 and then may reconvene into open session to take such action as it deems appropriate. (ACTION) Motion: Enter into Closed Session with the Village Administrator, Village Attorney, and Director of Public Works in Attendance Motioned By: Jolene Pieper Seconded By: Meg Cutts Yes: Robert Warren, Meg Cutts, Jim Stout, Patrick Kaiser, Jolene Pieper, Scott Hefle, Terri Kaminski, Bob Soderberg No: Jan Miller Abstain: None Motion Carried by Roll Call Vote (Yes 8, No 1, Abstained 0) The Village Board convened into Closed Session at 7:58 PM. The Village Board reconvened into Open Session. Motion: Proceed as Directed in Closed Session Motioned By: Jolene Pieper Seconded By: Terri Kaminski Page 6 Yes: Robert Warren, Meg Cutts, Jim Stout, Jolene Pieper, Scott Hefle, Terri Kaminski, Bob Soderberg No: Jan Miller, Patrick Kaiser Abstain: None Motion Carried by Roll Call Vote (Yes 7, No 2, Abstained 0) XII. ADJOURNMENT: Village President Soderberg adjourned the Village Board meeting at 8:29 PM. From: noreply@civicplus.com <noreply@civicplus.com> Sent: Saturday, September 19, 2026 10:17 AM To: cash2u@outlook.com <cash2u@outlook.com> Subject: Online Form Submittal: Comment Form for Board, Committee, and Commission Meetings Comment Form for Board, Committee, and Commission Meetings First Name Carol Last Name Schneider Address W157N9924 Bayberry Circle City Germantown State WI Zip 53022 Email Address cash2u@outlook.com (Section Break) Which Committee/Commission/Board do you have comments for? Village Board What is the date of the meeting? 9/16/2026 For which item do you wish to provide comments? WHOLE AGENDA!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! What is your opinion of the item? I OPPOSE the item. Would you like to speak at the meeting? No, I do not wish to speak at the meeting. I only want to submit my comments through this form. Comments MAJOR OOPS IN THE AGENDA. NEW ITEM "A' CARILLION DEVELOPMENT AGREEMENT-the agenda ok's up to page 61 out of 91 NEW ITEM "B"_CONSIDERATION OF RESTRUCTRING PUBLIC WORKS DEPT. If you page down in the agenda package to page62 says EXHIBIT B- LABOR RATES to be inserted Then page 63,64, and 65 LABOR RATES Then it goes back to CARILLON EXHIBT C- LEGAL DESCRIPTION on page 66 Then page down to page 67 of the agenda-City of Mequon, page 68 blank, page 69 Village of Caledonia, page 70 City of West Bend, page 71 blank, page 72 City of Oconomowoc, page 73 current DPW, page 74 Germantown Proposal, page 75 to page 77 IT SERVICES, page 78 to page 79 Recording of the B.C.O.C. Meetings, page80 to page 91 Acquisition of N96 W18008 County Line Road Don't believe THE RESTRUCTURING OF THE DEPT. OF PUBLIC WORKS should be discuss at all at the V .B. meeting that night. Due to lack of all the information is not attached, that should be available for everyone to review before the meeting. It was also, stated that this is being talked about due to the upcoming retirement of Scott Anderson. BUT Tim Zimmerman would not give a date of the upcoming retirement for Scott. This should be "TABLED" until the current BUDGET is done, and the hiring of the new H.R. person is completed. Also, until you get a "date of retirement for Scott Anderson' More "SECRETS" or are they using this, just to get it done. If Mr. Anderson is going to be retiring from the village, why does this have to be a BIG SECRET? It was also stated that they have the money in the current budget now, for the "INCREASES" , due to not have hire a new engineer yet! Here is a question that should be address too: Where is this other money coming from, if they should hire an engineer soon? This VILLAGE BOARD needs to have procedures for everything that is done and or will be done in the village. So, very thing is handled the right way! Not just to get things push and rush to get something done again, because this is what they want. If this village was a company, do you believe things would be handled this way? THINK NOT! Please Note: I acknowledge that this form does not register me to speak at the meeting.