Village Board

EAST TROY VILLAGE BOARD MINUTES February 1, 2016 Page 1 of 6 Call Meeting to Order; Pledge of Allegiance Administrator Suhm verified the meeting was posted according to law. Roll Call: President Timms called the meeting to order at 6:30 p.m. Present: President Timms, Trustees Fred Douglass, Linda Kaplan, Forty Renucci, Scott Seager, Dusty Stanford and Ann Zess Excused: Others: Chief Boyes, Administrator Suhm, Attorney Gray Citizen Participation John Biersack, 2069A Beulah Ave, stated he was representing the East Troy Lions Club, 2077 Division Street. He wanted to update the Board on the 2016 Fourth of July Festivities. He stated they are having fireworks on Sunday night, the night of the parade, since the Fourth will fall on a Monday. Bringing in a pedal tractor pull for kids on Sunday afternoon, Wayne the Wizard to put on two to three shows a day, discussing possibly doing a petting zoo and in future years a demolition derby. The demolition derby would run where the truck and tractor pull is held. At this time it is preliminary and they will further investigate. President Timms asked that the Lions Club get a hold of him or Administrator Suhm to be placed on the agenda for further discussion when they are ready. Ton Senft, 2141 Church Street, discussed the proposed archery range. He spoke in support of the archery range stating it would be good for the community and something the park and recreation program can get involved in, the potential for organized leagues for adults and getting youth involved. He grew up shooting archery in county parks. He stated he felt it was safer than other sports. Douglas Ide, 2933 Elm Street, stated the archery range should be a done deal. He stated East Troy has a world record holder in the community. He expressed concerns he needs to go outside of the community to Buck Rub and various other locations to shoot his bow so the money is leaving the community. His daughters shoot in his basement and he has no option but to leave because he cannot shoot his bow on his property. He also stated if there is something he needs to do to help make it happen he will make a donation or contribute in another way. Brian Funk, 1934 Fremont Street, explained he just found out about the archery range. He stated he is a hunter and has gotten his family into hunting. A person cannot improve unless they are able to practice. He shoots in his basement, but there are drawbacks because the distance is not adequate. He explained he has tried to utilize public hunting grounds to practice, but there are concerns about safety with other hunters in the area. He explained the family has to go to private hunting land that is an hour away to shoot. He explained he would gladly volunteer his time to assist with the range or a wall if necessary. Chris Gultch, 2802 Woodview Court, stated he has been a hunter’s safety instructor with State of Wisconsin for over thirty years. He stated the lethal distance of an arrow is considerably less than a rifle or shotgun. He went back through 15 years on electronic records and there are no records of an archery range accident that he has been able to find in DNR records. He reviewed the plans  EAST TROY VILLAGE BOARD MINUTES February 1, 2016 Page 2 of 6 and stated they cannot be much better. He stated the arrows are not going to leave the range. The proper people are involved in the process and it has been designed for the downtown scenario. John Gulig, 2807 Woodview Court, stated he is a sportsman, but it is not an issue about being a sportsman or not. He stated this is a shooting sport where kids, youth and adults should be given the opportunity to participate. Walworth County from the 4-H standpoint has the largest shooting sports participation in the state. This gives kids something to do other than sitting at a computer or being a delinquent. He stated county parks have ranges and this will be under the direct supervision of the police department. There are kids as young as six years old shooting bows and they need the proper set up for it. He stated from what he has seen this is the proper set up and he thinks the Board should support it fully. Nina Stefaniak and Cheryl Berg representing Bright Beginnings, 2541 Main Street addressed the Board. Ms. Stefaniak expressed concerns that it was mentioned the police department will be monitoring the archery range, but she did not believe they will be able to watch it all of the time. She expressed concern there is the risk that kids may come in the summer unsupervised and not know what they are doing. The proposed range is too close to the playground. She stated it is not 100% and you cannot guarantee that every person will be responsible enough every time to not shoot towards the playground. She mentioned the fact that they were required to receive a permit from the Village of East Troy to operate. They now fear they could lose families and not attract new families over this issue. She stated she contacted the state licenser, Rudy O’Connor, who said that the daycare never would have been approved for a license if the archery range was there first. The licenser stated she cannot stop the Village from installing the range. However, once the range is in she can write up the daycare, fine them or close it if he believes there is a hazard or a potential source of harm that can jeopardize the health, safety or well-being of children in their care. Ms. Berg stated this is not about being against the range or hunting. She was a hunter. She stated they have been in business since 2007 and struggled through some very difficult times. She feels this will harm them. The number one item of consideration is the safety of the children. She does not feel anybody here can guarantee the children will be 100% safe. Jeff Standafer representing Citizens Bank, 2541 Main Street, stated Citizens Bank owns the building and has a tenant (Bright Beginnings) that could be shut down. He stated he was also at the meeting because of the economic development topics and knowing there is the chance of closing a business he cannot support it. He stated personally he would love to see a range somewhere. However, he does not want to see it at the proposed location and has concerns with the daycare in the back of the building. Steve Harmeyer, W4203 Highway 20, stated the way the plans for the structure and the shooting line were explained he can guarantee if something were to travel in that direction it would not be coming from the shooting line of the archery range. He stated the way it was described to him it is covered. For an arrow to travel that amount of distance it would have to be shot at a 40-45 degree angle. If there is a roof over the shooter that cannot happen. Also, if the structure at the ends drop down to about a five foot level, there is no possibility of shooting in that direction. He stated he cannot  EAST TROY VILLAGE BOARD MINUTES February 1, 2016 Page 3 of 6 guarantee something will not land in the property, but it will not be coming from this range. It was discussed Steve owns an archery business, one of his daughters holds two world records and he has been doing this since he was about seven years old. He stated it is a very safe sport, statistics indicate it is safer than badminton, baseball, basketball. Consent Agenda (One motion and second will approve all of the following items. Any item may be pulled from the list and voted on separately.) 1. Approval Minutes – 1/18/2016, 1/25/2016 Motion by Trustee Renucci, second by Trustee Stanford to approve the consent agenda. President Timms noted a correction to the minutes from 1/18/16, stating his report should indicate it has potential of saving the Village a half million dollars, not costing the Village. Motion carried. Miscellaneous Business 1. Quarterly update from ETCDA (East Troy Community Development Alliance) Derek D’Auria, Executive Director of WCEDA (Walworth County Economic Development Alliance), and Paul Nyffler, President of ETCDA, presented the quarterly update to the Board. He went over the 4th quarter site visits; reviewed Connect Community efforts; described marketing efforts with an airport brochure, marketing video and a list of 2015 developments that occurred. He also discussed an event the group hosted pertaining to leveraging social media. They reviewed website improvements, finances, a site selector inquiry and stories composed pertaining to 21st Century Learning in East Troy and the airport. Mr. Nyffler explained they are focusing on retaining businesses and emphasized the importance of ensuring business are happy and feel they are being served well. He stated this is as important as finding new businesses. Trustee Renucci questioned if it would be possible to receive future reports with packets prior to the meeting so the Board has an opportunity to review the information prior to it being presented. Mr. D’Auria stated he would try to do that in the future. 2. Consideration of Memorandum of Understanding with ETCDA for 2016 Motion by Trustee Zess, second by Trustee Renucci to approve the Memorandum of Understanding with the East Troy Community Development Alliance for 2016. Motion carried 6- 1 with Trustee Stanford voting no. 3. Consideration of revolving loan fund administration agreement with WCEDA (Walworth County Economic Development Alliance) for 2016 Derek D’Auria explained the increase in fees is largely due to the revolving loan fund being a federal program and the requirements becoming more complex. One of the more time consuming tasks has been rewriting the manual for the Village of East Troy. When he and his Executive Assistant, Cathy Anderson, analyzed the time and expenses associated with the loan fund administration it was roughly double what they had anticipated. He also explained there was a mandatory three-day overnight training in Madison that Cathy attended which incurred lodging. In addition, It is now required that they perform physical site visits for the loan holders.  EAST TROY VILLAGE BOARD MINUTES February 1, 2016 Page 4 of 6 Administrator Suhm explained the amount exceeded the budgeted funds, however, the Village is allowed to spend up to 20% of revenues which includes principal and interest payments and interest on investments. The drawback of is that this reduces the loan funds available. Based on projected revenue for 2016, this would be close to $4,800. The Village will need to pay the remainder from the general fund. Motion by Trustee Zess, second by Trustee Stanford to approve the revolving loan fund agreement with Walworth County Economic Development Alliance. Motion carried. 4. Consideration of proposed archery range on municipal building property at 2015 Energy Drive, contract for engineering services and grant execution (Stanford) Trustee Stanford cited an article he recently read about a paid archery range in Lake Geneva and how it supported this being a family activity. He stated this is not something that will bring somebody into the community for a one-day event, but rather repeatedly and that will benefit area businesses. He stated they have addressed safety concerns with the range being designed to shoot from east to west and placing a roof over the facility. He also stated shooters will typically not be at the range during the hours the day care is watching children. During the day he would anticipate classes at the range, but somebody will be working with the kids. He also stated they may look into having cameras so a video can be watched if something happens. Trustee Stanford stated the last time the Board discussed the topic they directed him to come back with pricing to get the project moving forward. He explained R.A. Smith submitted a proposal to draw up the range so it is safe and to ensure it meets the terms to be eligible for the DNR grant. The grant will provide 75% funding from the DNR and the Village will be responsible for 25%. He further explained land, hours put in by personnel and donations received from the community can be counted as the Village’s share. He stated the funds are in the budget for engineering. Brandon Foss, R.A. Smith National, spoke to the Board. He stated the DNR has a high priority to establish more shooting ranges statewide. The 75% grant is great for this project. He stated a review of the grant indicated it will contribute to the cost of a covered pavilion, shooting towers, lighting, amenities and artful additions. The concept for the Village is to keep costs down so the plans include a six-lane range, with a pavilion and berm in back. The berm will be constructed by Village staff. Mr. Foss also discussed potential ADA access, safety rules and signage. He gave examples of West Bend and Germantown having nice ranges. An agreement for services was distributed at the meeting. He explained it is a time and material agreement for $6,500 - $7,700. He would also like to do an additional topo survey, which would increase the total to $8,300. He clarified that grant administration can be done internally or for additional fee. The agreement does not include administration or construction services. The grant deadline is March 1. Trustee Zess stated she loved the idea and the amount of detail provided was great in addition to the ability to receive a grant. She expressed concerns regarding the location and questioned if other locations within the Village had been researched. She also stated she was worried about the hours the range would be open and would prefer to see it locked during hours the daycare is open. She explained it is difficult to obtain a daycare license from the State and she worried about replacing that service in the community if it affects the daycare’s business. President Timms questioned if Brandon Foss and Trustee Stanford would be willing to meet with the daycare owner and director so they have more information. He also questioned if the money  EAST TROY VILLAGE BOARD MINUTES February 1, 2016 Page 5 of 6 is spent on the design how much of that design would be dependent on a specific location. Mr. Foss stated it could be placed on any flat site. President Timms also questioned if he could get the state daycare licenser’s contact information so the project could be discussed with them directly. Ms. Berg reminded the Board it is also about perception. She is worried regardless of the safety measures parents at her daycare will not understand. Motion by President Timms, second by Trustee Seager to approve the engineering agreement with R.A. Smith National contingent on the drawings being site independent at this time and that Brandon Foss, of R.A. Smith National, and Trustee Stanford meet with the owners and operators of the daycare center as well as Mr. O’Conner from the State to work out project details. The amount is not to exceed $8,300. Motion carried 7-0. 5. Consideration of request for park and ride at airport parking lot from Wisconsin Coach Lines (Zess) Motion by Trustee Zess, second by Trustee Stanford to table consideration of the park and ride use at the airport by Wisconsin Coach Lines. Motion carried. 6. Consideration/Discussion of Department Head evaluations of trustees (Timms) President Timms explained the Board has been evaluating the Department Heads, but they have never had the opportunity for staff members to evaluate trustees. He stated the public evaluates the Board, but they do not see them in action on a day-to-day basis like the Department Heads do. Trustee Zess expressed concerns stating she did not feel this is something the Village should be doing. Trustee Stanford expressed support for the idea stating he works for a large corporation and gets reviewed on an annual basis and he thinks municipalities need to become more like businesses. Trustee Seager stated it was not necessarily a bad idea, but he worried if spiteful things came through how it could affect election of officials. Discussion occurred amongst all Board members regarding concerns about evaluations being anonymous, open records and the need for open communication. President Timms expressed disappointment the Board did not view the idea as an opportunity to see how they are doing in their role but stated if the Board did not support it they could dismiss the idea. 7. Consideration/Discussion of Department Head evaluations by trustees (Seager) Trustee Seager explained as the newest member of the Board this was his first opportunity to evaluate Department Heads. He suggested the Board needs to explore other methods of evaluation because the Board is not involved in the day-to-day operations. He suggested it would be fairer to have subordinates, self-evaluations or even a closed session with an open format. President Timms explained the form was revised to improve the process. Prior to this form the Department Heads were evaluated using the same form as subordinate staff. Trustee Seager explained he did not see a problem with the form itself. He was concerned that the people evaluating do not see what is being done by Department Heads on a day-to-day basis. The Board discussed reviewing the process for next year at the July 2016 Committee of the Whole meeting. 8. Consideration/Discussion related to chargeback of developer’s fees policies  EAST TROY VILLAGE BOARD MINUTES February 1, 2016 Page 6 of 6 Trustee Zess explained to the Board she just went through the process of receiving Plan Commission approval and receiving the invoices from the Village. She expressed frustration for a period of six months the developer is receiving bills from the Village. She also expressed concern the Village is charging businesses who are choosing to expand and contributing to jobs and tax base for these services. Administrator Suhm explained the process to the Board. A comparison was done with neighboring municipalities as well as the City of Muskego. It was determined the Village is the only municipality that is not charging a site plan application fee and every municipality bills an applicant for services related to a development review. She suggested some of the frustration stems from the delay in receiving the invoices as well as the number of invoices received for a project. She also stated the hourly rate of the Village’s contracted services was found to be very reasonable in the comparison. A recommendation was to offer an escrow account to developers. Staff would estimate anticipated chargebacks and give the applicant the option of being billed every month or depositing funds with statements available for their review. Administrator Suhm also explained $6,810 had been budgeted in 2016 to assist developers with these fees. She questioned if the Board would like to utilize the funds in this manner. She suggested another option to consider would be to offer the funds as some sort of incentive program. The program could be something that encourages façade improvements on the square of something of that nature. It also could be administered in conjunction with the ETCDA, Connect Communities or the Village. Motion by President Timms, second by Trustee Stanford Board authorize Administrator Suhm to develop a system to escrow fees up front while still offering traditional methods. Motion carried. Motion by President Timms, second by Trustee Stanford to leave the $6,810 as budgeted and continue to evaluate how they want to disburse it. Motion carried 7-0. After general discussion regarding the funds and incentives the Board asked that the item be added to the March 2016 Committee of the Whole agenda for further discussion. Reports 1. Airport Advisory Committee – Minutes 11 9 2015 –Discussion occurred regarding drones and the fact that they cannot be flown within five miles of the airport, which is a FAA regulation. Adjourn Motion by Trustee Stanford, second by Trustee Seager to adjourn at 8: 27 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator