Village Board

EAST TROY VILLAGE BOARD MINUTES August 15, 2016 Page 1 of 5 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, Matt Johnson, Forty Renucci, Dusty Stanford and Ann Zess Excused: Scott Seager Others: Chief Boyes, DPW Director Equitz, Administrator Suhm, Attorney Gray Citizen Participation No citizen participation. 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 – 8/1/2016 2. Consider granting approval of Special Event Permit for Scouting on the Square, Saturday Sept. 17 to Sunday, Sept. 18, 2016, Saturday 1:00 pm to Sunday 10:00 am, camping overnight on the Square to promote Scouting with crafts, cooking and movie. 3. Consider granting approval of Special Event Permit for the East Troy Bluegrass Festival, Sept. 10-11, 10 am to 6:30 pm (setup at 9 am, tear down at 7:30 pm) including closing Main St. on the north side of the Square, estimated attendance 1,500, contingent upon receiving written approval from Walworth County to close Hwy ES on the north side of the Square 4. Approval of hiring Ryan Borkowski as a part-time police officer Motion by Trustee Douglass, second by Trustee Stanford to approve the consent agenda. Motion carried. Miscellaneous Business 1. Master plan for municipal building Dean Schultz with Excel Engineering came to present the master plan for the building in 4 phases with Phase 1 addressing the most immediate needs. Discussion followed regarding the plan as presented, the awnings at the entrances, timing of the overall project, budget, safety of employees, best utilization of the space, wayfinding within the building for visitors and the impact on the HVAC plans. Dean asked for direction from the Board regarding the plan to develop the cost estimates. His estimate for Phase 1 as shown was in the $50,000 - $100,000 range. Future plans for the building/departments were discussed. Decision was to further discuss the project and possible logical breakouts to the plan at the September COW meeting. 2. Appointment of Ben Beaird as the citizen member to fill the term expiring 4/30/2018 on the Airport Advisory Committee The Board appointed member to the Airport Advisory Committee has a scheduling conflict with the meeting date of the Committee meetings and therefore is unable to serve on this committee. However, he is currently the appointed committee member. Before another appointment can be  EAST TROY VILLAGE BOARD MINUTES August 15, 2016 Page 2 of 5 considered he will need to officially decline the appointment. Once that is done then the Board can consider appointing another to the committee. Administrator Suhm was asked to contact the current appointed committee member to receive that official resignation. Discussion regarding the Airport Advisory Committee’s role and composition of members followed. Trustee Stanford inquired about the need to retain the committee at this time as there is an Airport Manager. Trustee Johnson assured the Board of the need to retain the committee based on his past experience with the committee and the work and ideas they present regarding the operation of the airport, capital projects and because the airport is operated as an enterprise fund. Motion by Trustee Johnson, second by Trustee Stanford to table voting on the nomination to the Airport Advisory Committee until such time that there is a true vacancy. There was discussion regarding the scope of the committee and that it is an advisory only committee. President Timms proposed when there is a vacancy it would be advertised for interested parties. Trustee Renucci provided history on the inception of the Airport Advisory Committee. Motion carried. 3. Budget 2017 – Direct Staff to Change any service levels a. Police Department Request for additional full-time officer Chief Boyes explained that a four month staffing survey with a breakdown of staffing hours showed an average of 3.3 hours of scheduled patrol time per shift even with shifts that sometimes have two to three officers on. One more officer will help to achieve more patrol time and scheduling. Breakdown in the memo shows how much is spent each year on wages. Deputy Treasurer Spaight provided spreadsheet that showed how the budgeted amounts compared to actual amounts - some years budgeted $330,000 but only spent $296,000 due to some years there is funding received from grants, comp time vs. overtime and other sources to utilize within the budget. Chief Boyes requested the Board to approve $96,500 (vs $122,000) more in salary and related benefits. He budgeted at a three-year officer rate and family health coverage. Trustee Johnson questioned if there would be additional costs such as training or equipment. Chief Boyes explained they will not incur an increase in the training budget but would increase $600 per year allowance for uniform allowance. President Timms asked about using part-time officers. Chief Boyes explained that part-time officers are difficult to rely on because they typically have another job and are not available when needed. President Timms asked for data on what officer staffing levels other departments for our size community have. Chief Boyes responded that it depends on the workload. He gave an example of Eastman, Georgia that has a similar population size and they have 13 officers. Trustee Renucci discussed the unique situation we have in our community with the number of community events, the proximity to Alpine Valley and the airport. Trustee Stanford added our proximity to larger metropolitan area that brings challenges. Chief Boyes added our multiple accesses to I-43 increases the factors that draw people to the Village.  EAST TROY VILLAGE BOARD MINUTES August 15, 2016 Page 3 of 5 Motion by Trustee Douglass, second by Trustee Johnson to increase the 2017 budget for an additional officer. President Timms explained we need to balance the budget and it will depend on how the budget process proceeds. Trustee Douglass was in agreement. Motion carried. 4. Adopt plan regarding personal items left on public property prior to events (from 7/18/16 meeting) Chief Boyes explained the Board directed staff to come back with wording for a policy and he brought that back with a sample sign. Trustee Stanford asked what our liability the Village would have. Attorney Gray and Chief Boyes stated there would be no liability because the Village is going above and beyond by holding the property for 30 days. Trustee Renucci expressed concern regarding allowing items beginning at 12 p.m. the day prior and suggested it should be the morning of the event. Motion by Trustee Stanford, second by Trustee Johnson to approve the policy. Motion carried 6- 1, with Trustee Renucci voting no. 5. Cell phone tower leases (Timms) President Timms stated he and Trustee Johnson have looked at the Village cell tower leases. After examining an offer presented they have determined it is not advantageous for the Village to accept. Motion by Trustee Stanford, second by Trustee Douglass to authorize President Timms to communicate with company making offer that the Village will stay where they are at with the leases. Motion carried. 6. Funds budgeted for developer’s fees in 2016 and recommendations from East Troy Community Development Alliance Motion by Trustee Stanford to deny. Trustee Zess urged the Board to make an informed decision, not a biased decision and offered a document from a neighboring community and their grant program. Trustee Stanford expressed concern that once this program is in place it is an expense year after year. Trustee Renucci suggested to set a cap of what the Village would fund and make it like a set account. Then the responsibility would be to budget to bring the balance back to a certain set base amount depending how much was used. Trustee Johnson liked the idea but advocated gathering more information on structure and policy from other communities. Motion by President Timms, second by Trustee Stanford to table until Trustee Zess can make a presentation to the Board. Motion carried. 7. Termination of three conditional uses where the property owner is requesting voluntary termination because the current use is now permitted or the business is no longer operating  EAST TROY VILLAGE BOARD MINUTES August 15, 2016 Page 4 of 5 Motion by Trustee Johnson, second by Trustee Stanford to approve. Motion carried. 8. Consideration of Code Compliance Specialist’s findings regarding missing house and business address numbers Looking for direction from the Board regarding enforcing the existing addressing ordinance for those who are not currently in compliance. Motion by President Timms, second by Trustee Stanford to proceed with a memo mailed with the ordinance, including the required location of the address numbers, and note that is highly recommended they use reflective numbers. Motion carried. 9. Park and Recreation Board meeting frequency and potential ordinance modification (Stanford) Trustee Stanford stated he would like the ordinance changed to allow for more frequent meetings. Motion by Trustee Douglass, second by President Timms to revise the ordinance to schedule monthly meetings and recommend two meetings per quarter. Motion carried. 10. Change order for replacement of a platform associated with the water tower painting project, $14,500 A condensate platform was found that had rotted. The engineer reviewed and agreed with the price. Motion by President Timms, second by Trustee Douglass to approve. Motion carried. 11. Dam Repairs (Equitz) In 2015 an engineering firm inspected the dam and generated a report for the DNR. Based on that report the DNR has sent a list of directives and deadlines regarding the dam. These include some structural repairs to concrete that needs to be done prior to re-filling the lake. We are currently scheduled to fill middle to late October which will require us to begin starting to fill the lake in early October. The DNR has requested that we submit the plans from our selected contractor to the DNR after being stamped by a professional engineer then once the DNR gives the approval we can bring the contractor in to do the work. DPW Equitz already has a contractor and engineer on board so it will be in the DNR’s hands. DPW Equitz is concerned about the timeline. We have until the end of 2017 to complete repairs but DPW Equitz is trying to avoid having to drawdown the dam again next year. Trustee Stanford inquired about the vegetation that has grown in the area. DPW Equitz has been in contact with the Fire Department, however, they do not want to be involved in burning the grass off due to the unstable lake bed. He is meeting with Midwest Prairies, the firm that maintains our prairies, next week to get their opinion on this. Trustee Johnson asked about the future of the Dam and questioned if it is still needed. The draw down was necessary because of the need to examine phosphorous issues and perform repairs. Motion by Trustee Stanford, second by President Timms, to allow Steve Rostkowski to speak. Motion carried.  EAST TROY VILLAGE BOARD MINUTES August 15, 2016 Page 5 of 5 Steve Rostkowski discussed the status of the dam, lake and the vegetation. Every situation is different and he explained this is basically an experiment. It is entirely different than the last draw down. Steve believes the current cattails emerging are an invasive species. In his opinion it would be an option to get the water level high to smother the cat tails. The vegetation could be having an effect on the phosphorus levels and there is a possibility of the levels lowering once the vegetation is controlled. Motion by Trustee Douglass, second by President Timms to proceed with the concrete repairs as recommended by DPW Equitz. Motion carried. 12. Sale of Surplus DPW Vehicles and Equipment (Equitz) DPW Equitz stated he would like to sell surplus equipment and designate the proceeds for future vehicle purchases in fund balance. Motion by Trustee Douglass, second by President Timms to approve the sale of surplus equipment with proceeds to be used for future vehicle purchases. Motion carried. Ordinances & Resolutions 1. Resolution 2016-07 – Allowing Wisconsin DOT access control at the intersection of Honey Creek Road and Highway 120 Motion by Trustee Zess, second by Trustee Stanford to approve Resolution 2016-07. Motion carried. 2. Resolution 2016-08 – Transportation Funding Motion by Trustee Douglass, second by Trustee Johnson to approve Resolution 2016-08. Motion carried. Reports 1. Municipal Court – July 2016 2. Village President’s Report – July 2016 3. Administrator’s Report – July 2016 4. Financial Report – July 2016 Adjourn Motion by Trustee Renucci, second by Trustee Douglass to adjourn at 8:37 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator