The Village of Waukesha Plan Commission and Village Board met jointly on Jan. 9 and approved a set of land‑use, infrastructure and administrative items: they adopted an amendment to village ordinance chapter 42‑35 D5 clarifying requirements for in‑law (accessory) units, recommended and approved a certified survey map for a Merrill Hills parcel, approved a large agricultural accessory building for a Glendale Road property, authorized a contract change order to finalize the 2024 road‑program contract while withholding part of the final payment pending a culvert concern, agreed to join a Fox‑Illinois River Basin TMDL consortium, advanced the 2025 road paving selection to bid, authorized a culvert extension on a farm driveway, approved insurance renewal adjustments, and adopted a budget amendment to close out 2024 capital items.

Sean (village staff) opened the ordinance item by describing the proposed change to village ordinance chapter 42‑35 D5 and said the amended language removes the pre‑hearing requirement that an item be reviewed by the planning commission prior to scheduling the public hearing and clarifies interior access between contiguous units. "The units shall have contiguous living space with internal access between the units," Sean said, meaning the amendment requires internal access so the dwelling cannot function as a duplex.

The plan commission moved to recommend adoption, and the village board accepted that recommendation and adopted the ordinance amendment. The change removes a scheduling step the village said conflicted with Wisconsin Act 57 and tightens the definition of contiguous living area and internal access so the units will be treated as a single dwelling when the conditions are met.

On a land division matter, the board considered a certified survey map (CSM) for petitioner Jeffrey Johnson for property on Merrill Hills Road. Staff explained the proposal would reconfigure two unplatted parcels so the house parcel increases from about 1.02 acres to approximately 1.39 acres and a separate, larger agricultural remnant parcel (greater than 20 acres) would be exempted from inclusion on the CSM under the village land division ordinance. Staff and the village engineer noted two technical, clerical items (structure square footage on the CSM and a legend correction) that must be corrected before the map is signed; the commission and board approved the CSM subject to those minor corrections.

The board also approved an accessory building for petitioner Dan Downing at S52 W24336 Glendale Road: a 45‑by‑70 foot (3,150 sq. ft.) building to be used for hay and machinery storage and as a livestock working area. Sean reviewed zoning requirements for A‑1/agricultural parcels (setbacks, height and accessory‑building allowances) and confirmed the proposed location meets a 50‑foot livestock setback (the building will sit about 56 feet from the property line). Dan Downing spoke, identifying himself and his address, and described the use: "it will be used to work livestock ... we're gonna feed them, you know, from calves until market," he said. The planning commission recommended approval and the village board accepted that recommendation.

The board addressed final paperwork for the 2024 road program. Greg, the village engineer, told the board the closeout change order adjusts the contract to match final actual expenditures; the change order amount is $72,543.49. Greg also raised a field concern discovered before the meeting: a recently replaced culvert on Bernal Road (at Burnell and Pheasant Run) is not functioning during higher flows and "the water is almost getting to the road level," he said. Because of that issue the board separated two actions: (a) approve the contract change order so the contract price reflects final quantities, and (b) decide on the contractor's final payment. The board approved the change order (item A) but held the contractor's final application (item B). The board authorized payment of $18,154.93 now and withheld retainage of $42,313.89 pending satisfactory resolution of the culvert/associated punch‑list items and spring warranty inspection. Greg explained that the retainage mechanism covers warranty and restoration work that cannot be completed in winter conditions.

On regional water quality planning, Greg outlined the state Department of Natural Resources (DNR) total maximum daily load (TMDL) process for the Fox‑Illinois River Basin and presented a request from a local consortium asking municipalities to join and provide technical input. He said the DNR's proposed phosphorus and total suspended solids limits could be more stringent than Illinois' requirements and that the TMDL is likely years away. The board voted to join and sign the consortium letter supporting coordinated, local engagement; staff will represent the village and report back. Greg noted a draft timetable indicating final TMDL work may not be complete until about 2029.

The board also advanced the village's 2025 road paving plan to the bid stage. Greg reviewed three candidate lists and recommended "Option 3," an aggregate list of the highest‑priority rated‑4 roads, with four mandatory alternates included in the bid package so the village can add them if the bid climate yields savings. The board authorized going to bid on Option 3 with the coded alternates.

Separately, the board approved a culvert extension request for Dan Downing's Glendale Road parcel to provide safer farm access to rear fields. The public works department will install the culvert at the property owner's expense; the requested culvert length is longer than the village standard to accommodate farm vehicles.

On administrative items, the board approved adjustments to the village's insurance renewals: updated vehicle replacement values for fire apparatus (small premium increase), an increase to the village's crime protection coverage (small premium increase for expanded limits), and a switch to a lower‑cost cyber liability option (cutting the cyber premium roughly in half for the same $1,000,000 limit). The board approved those insurance adjustments.

Finally, the board adopted a budget amendment to close out 2024 capital items. The amendment recognizes reimbursements and final costs including a Big Bend contribution for a shared road section, final road program overrun funding, roof repairs, and a small additional chassis cost for a recently ordered ambulance; the package netted to an amount covered in the amendment and the board approved the bills.

Votes at a glance:
- Ordinance amendment, village ordinance chapter 42‑35 D5 (in‑law/conditional use language): plan commission recommended; village board adopted (motion moved/seconded; "aye" votes recorded; no roll‑call tally specified).
- Certified Survey Map for Jeffrey Johnson (Merrill Hills Road): plan commission recommended pending two clerical corrections; village board approved the recommendation.
- Accessory building (Dan Downing, Glendale Road): planning commission recommended; village board approved (building 45x70 ft, 3,150 sq ft; meets setback and height standards for A‑1 zoning).
- 2024 road program change order: contract change order approved (increase $72,543.49); contractor final payment partially authorized ($18,154.93 paid now; retainage $42,313.89 withheld pending culvert/punch‑list resolution).
- Fox‑Illinois River Basin TMDL consortium: village voted to join and sign the consortium letter; staff to represent the village.
- 2025 road paving program: board authorized sending Option 3 (priority list) to bid with four mandatory alternates.
- Culvert extension (Dan Downing): approved for installation; DPW to install at property owner's expense.
- Insurance renewal adjustments: approved (auto replacement values, increased crime coverage, switch to lower‑cost cyber option B).
- Budget amendment to close out 2024 capital items: approved and bills authorized.

Why it matters: the ordinance amendment tightens how accessory/in‑law units are defined and processed in Waukesha; the road contract closeout and withheld retainage show the village exercising warranty and punch‑list controls on contractor work; joining the TMDL consortium signals early local coordination on a long‑range water‑quality regulatory process that may require future stormwater projects; and the road paving bid decision sets the village's 2025 pavement program in motion.

Next steps: staff will (1) finalize the CSM corrections and sign the map; (2) continue punch‑list work with the paving contractor and inspect the Bernal Road culvert; (3) represent the village in the TMDL consortium and report back; (4) prepare bid documents for the 2025 road program (Option 3 plus alternates); and (5) implement the approved insurance and budget changes.

Ending: The joint meeting adjourned after routine financial approvals and the board scheduled follow‑up actions through staff reports and regular agenda items.