Village Board

EAST TROY VILLAGE BOARD MINUTES September 19, 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, Matt Johnson, Forty Renucci, Scott Seager, Dusty Stanford and Ann Zess Excused: 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 of Minutes – 8/15/16, 8/22/16, 8/31/16 2. Operator’s License – Tyler Woolley, Amanda M. Pliss 3. Consider approval of renewal of 2-year Natural Lawn Permit for Bielinski Homes Inc. - September 17, 2016 to September 16, 2018 4. Consider approval of Parade Permit for High School Homecoming Parade, September 30, 2016, 3:30 – 5:30 p.m. contingent upon receipt of permit fee and insurance. 5. Consider approval of Application for Walk/Run to benefit the East Troy Area Historical Society, August 19, 2017 from 9 am to 10 am, Silver Circle Sports Events, LLC, Sean Osborne, Chairperson, based on route provided with application. Contingent upon receiving written confirmation of approval to use School District property and the permit fee. 6. Consider approval of Application for the East Troy Middle School Color Run, a 5K Run/Walk on Saturday, October 8, 2016 from 10 a.m. to 11 a.m., contingent upon receipt of permit fee. 7. Consider approval of Special Event application for the East Troy Area Historical Society for Ghost Walk, October 8, 6 pm – 11 pm for the Village Square, contingent upon receipt of permit fee and certificate of insurance. Trustee Renucci questioned the two-year natural lawn permit. Deputy Clerk Alexander explained the permit has been held since 2010, all properties within 300 feet of the lot lines are notified and allowed to express any concerns, if we do not receive objections from more than 51% of the neighbors the permit may be renewed, however, the permit does not exempt them from controlling noxious weeds. Motion by Trustee Stanford, second by Trustee Johnson to approve the consent agenda. Motion carried. Miscellaneous Business 1. Recommendation by Plan Commission to approve Conditional use application to establish a coffee roaster as an artisan shop at 2075 Division Street which is located in the Central Business (CB) zoning district; Amber and Jeremiah Fox as operator, applicant (application 2016-31) Motion by Trustee Stanford, second by Trustee Seager to approve the conditional use application. Motion carried. 2. Recommendation by Plan Commission to approve Extraterritorial review of a one-lot certified survey map in the Town of East Troy; Tim O'Leary, applicant  EAST TROY VILLAGE BOARD MINUTES September 19, 2016 Page 2 of 6 (application 2016-36) Motion by Trustee Renucci, second by Trustee Zess to approve the one-lot extraterritorial certified survey map. Motion carried. 3. Consideration of how the vacant airport advisory committee position will be filled, posting the opening or possible appointment (from 8/15/16 meeting) President Timms explained he had previously expressed concerns regarding the candidate’s employment with Allan ICS as a possible conflict of interest. Trustee Zess explained she did not feel there was a conflict and this is a committee that advises the Board and that she had confirmed it is not illegal to appoint Ben to the advisory committee. Motion by Trustee Zess, second by Trustee Renucci to allow Ben Beaird to speak. Motion carried. Ben explained his interest in serving on the Airport Advisory Committee and that he has been exposed to aviation through his father. Trustee Stanford stated he appreciates Ben’s background and he feels he would be an asset on the board but he has concerns that his employer is on the committee as well. Motion by Trustee Zess to appoint Ben Beaird to the airport advisory committee. Motion died for lack of a second. Motion by President Timms, second by Trustee Stanford to advertise in the local paper to fill the position. Trustee Renucci explained when the committee was established the intent of the at-large member was for someone to represent citizens of the Village, not necessarily someone that had aviation background or experience. Motion carried. President Timms thanked Ben for volunteering and encouraged him to get involved in the Village in other ways. 4. Approval of Wall of Excellence Nomination for Gus Athanasopoulos Motion by Trustee Stanford, second by President Timms to approve the nomination. Motion carried. 5. Directives for Code Compliance Specialist Chief Boyes explained issues with code compliance regarding addressing complaints only resulting in inconsistent enforcement of violations. President Timms explained the intent is still to have a friendly approach as the Board had previously requested. Code compliance addresses both businesses and residential. Discussion occurred regarding sign violations and involving the Building Inspector and Zoning Administrator when there are questions regarding enforcement of signs or business zoning violations. Consensus was to proceed with proactive enforcement of code violations.  EAST TROY VILLAGE BOARD MINUTES September 19, 2016 Page 3 of 6 6. Termination of two conditional uses where the property owner is requesting voluntary termination because the current use is now permitted or the business is no longer operating Conditional uses presented for termination were Ivan’s (property owned by David Allen) and Snap Fitness (property owned by Citizen’s Bank) Motion by Trustee Stanford, second by Trustee Johnson to approve termination of the conditional uses that had been issued to Ivan’s and Snap Fitness. Motion carried. 7. Booth Lake Memorial Park Agreement Attorney Gray stated there is one change to paragraph three, which will state the Town of Troy will purchase the insurance and the Village and Town of East Troy will reimburse the Town of Troy for the cost of the insurance. Motion by Trustee Stanford, second Trustee Douglass to approve with correction to paragraph three that the insurance will be under the Town of Troy with the cost split in thirds. Motion carried. 8. Waste hauling and recycling contract extension Trustee Renucci inquired about the responsiveness of John’s to any maintenance issues with their fleet. Motion by Trustee Stanford, second by Trustee Johnson to approve recommendation to extend six years with current pricing frozen two years and add the electronic recycling two times a year without additional cost. Motion carried. 9. East Troy Manor Water Service Project ($10,831.20 from Water Study funds) DPW Equitz is recommending that the Village upgrade the service to East Troy Manor to six inch. It is recommended the funds be taken from the water study. DPW Equitz stated the water model was updated in 2013 and there have not been significant changes since then so he does not believe it is necessary to update it at this time. Attorney Gray acknowledged there could be potential liability if the Village is aware of the service size and does not address it. The portion that needs to be replaced is on Village property and therefore would be the Village’s responsibility. Motion by Trustee Stanford, second by Trustee Douglass to approve the project with funds from water study. Trustee Zess stated she would be interested in seeing the water study done in 2013 and a review of other 4 inch services in the Village. Motion carried. 10. WWTP Display Module replacement ($2,770.00 from Equipment Replacement Fund) DPW Equitz stated this is a monitor they use to make process control and adjustments at the plant. The purchase is required to be approved by the Village Board. Motion by President Timms, second by Trustee Stanford to approve the display module replacement. Motion carried.  EAST TROY VILLAGE BOARD MINUTES September 19, 2016 Page 4 of 6 11. Dixon Engineering Contract Amendment, increase of $7,500 Additional funds are required for inspections on the water tower painting project. The first coat of paint has been applied to the exterior. DPW Equitz stated the Village was aware possible additional inspections would be needed when this contractor was hired. President Timms stated the project is still under budget. Motion by Trustee Douglass, second by President Timms to approve the contract amendment. Motion carried. 12. 2016 Budget Amendments a. Moving Contingency Funds to Wage Accounts Motion by President Timms, second by Trustee Douglass to approve the amendment so we can adjust the 2016 budget to reflect decisions made by the Board related to the compensation study. (Note: a two-thirds majority for approval) Motion carried. b. Transferring General Funds to Community Development Block Grant Motion by Trustee Renucci, second by President Timms to approve the amendment. (Note: a two-thirds majority for approval) Motion carried. 13. Budget Review Session Trustee Johnson requested taking items out of order. Moved on to resolutions and ordinances. The 2017 Operational Budget was presented by Administrator Suhm as a balanced budget based on efforts by all departments. She reported healthcare is still being discussed and the addition of disability insurance is available to be considered at $7,000 - $9,000, the Plan Commission Developer’s fees remain in the budget and the Board will need to decide how to proceed with the funds. It was discussed Trustee Zess will be presenting a proposal for the funds. Administrator Suhm also explained she received notification that the State Shared Revenues will increase to $370,600. The 2017 Capital Budget was reviewed and discussed. Administrator Suhm explained to the Board that the Capital Budget was over budget by $300,000+ and asked the Board to prioritize the projects. The Board discussed specific items that could be adjusted to correct that deficit. Within the Streets Capital Budget sidewalk extensions were discussed and funds were decreased to $40,000 for 2017 and other funds were redistributed over the next several years. Road micro surfacing was reviewed and DPW Equitz will review the project for possible reduction of $50,000 for the next meeting. The engineering for the Village Square was discussed and DPW Equitz was asked to contact Ruekert and Mielke on their projection budget and confirm the estimates for utilities for the next meeting and $60,000 for renovation engineering was removed. In Storm Sewers the Bellvew Avenue project of $40,000 was moved to 2018. In DPW Equipment the Dakota trucks was for $28,000 was moved to 2018 and the plow truck for 34,338 will be taken from fund balance. In Miscellaneous Equipment and Projects $7,000 was removed for replacement of laptops for the Village Board. The next budget review meeting will be on September 26.  EAST TROY VILLAGE BOARD MINUTES September 19, 2016 Page 5 of 6 Ordinances and Resolutions 1. Resolution 2016-09 – Approving participation in the Walworth County Youth in Government program and associated handbook Motion by Trustee Johnson, second by President Timms to approve the resolution. Motion carried. 2. Ordinance 2016-11 – Park and Recreation Board Meeting Schedule Motion by Trustee Renucci, second by Trustee Douglass to approve Ordinance 2016-11. Motion carried. Reports 1. Booth Lake Park Board – Minutes May 18, June 15 – Trustee Renucci stated the summer went very well, the park had a lot of activity due to the good weather and the new Kayak rentals went well. 2. Emergency Services District – Minutes July 19 – Layfayette is considering leaving the District 3. Parks and Recreation – Minutes July 19 – Trustee Stanford reported the property for the archery range is now under Village ownership and the Board will be looking at reports on parks programs that were held over the summer. 4. Library Board – Minutes July 12, August 9 – Trustee Renucci questioned if the new Library Director will be coming in for an introduction to the Village Board. 5. Emergency Services District – 2015 Financial Statements – Trustee Johnson raised questions from the audit and expressed concerns with the comments related material weakness, policies and procedures not present for assets and the lack of management discussion and analysis section of the report. Trustee Johnson asked what the Emergency Services District is planning to do to address these issues and what their plan of action is. Trustee Douglass stated there are two separate accounting systems for fire department/rescue and emergency services. The attorney they consulted stated it is not a requirement that the fire department comingle funds. The District is continuing to look into this for other options. Regarding capital asset tracking, the District has approved an outside accounting firm to address the capital assets. President Timms suggested requesting that the District submit written answers to the auditor’s issues. He also requested they address how donations to the fire department are accounted for. Motion by President Timms, second by Trustee Stanford to formally ask Emergency Services, Fire Department and Rescue District to respond to the issues identified by the auditors in their letter addressing the shortcomings in their findings and also address their relationship with donations. Motion carried. 6. Monthly Police Report – July, August 2016 7. DRAFT Plan Commission Minutes – September 12, 2016  EAST TROY VILLAGE BOARD MINUTES September 19, 2016 Page 6 of 6 Closed session Adjourn to closed session pursuant to Wis. Stats. 19.85(1)(e) for the purpose of conducting other specified public business, whenever competitive or bargaining reasons require a closed session (police and development) Motion by President Timms, second by Trustee Douglass to adjourn to closed session pursuant to Wis. Stats. 19.85(1)(e). Motion carried on a roll-call vote. Adjourn Respectfully Submitted, Eileen Suhm Administrator