Village Board

EAST TROY VILLAGE BOARD MINUTES December 5, 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 (left early), 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 Minutes – 11/7/16 and 11/14/16 2. Operator’s Licenses – Sarah E. Manke 3. Appointment of additional Election Inspectors for the term ending 12/31/2017 - – Lawrence Addie, Nikola Mlinar, Cheryl Rabay, Robert Rabay, Shelly Strelow 4. Consider Granting: a. Special Event Permit to East Troy Chamber of Commerce for the East Troy Cycling Classic on the Village Square on Friday, June 16, 2017 (road closures begin at 8 am, event 10:45 am to 8:30 pm) b. Permit for Bike Race on surrounding streets Friday, June 16, 2017, (route to be the same as 2016), Vanessa Lenz, Event Chairperson c. Pending payment of application fee for Processions, Parades, Runs, Walks, Bicycle Races and Marathons ($25) d. Pending receipt of Liability Insurance e. Pending approval of street closures from Walworth County (Application for Temporary Class B Liquor License to follow) President Timms removed item four from the consent agenda. Motion by Trustee Stanford, second by Trustee Johnson to approve the consent agenda without item four. Motion carried. President Timms explained when the Bike Race was initially proposed he recalled it being stated the event would be held for two years. He expressed concern it has exceeded the two years and the same business owners are being impacted by the street closures each year. He distributed a letter submitted by Gina Dingman of Realty Executives urging the Board to consider another route. He stated in addition there have been eight businesses that have expressed displeasure with the impact this event has on their business that day. He suggested the race could be moved near the schools on Graydon Avenue. Motion by President Timms, second by Trustee Stanford to approve the bike race event and have the Chamber come back with a new plan for the route.  EAST TROY VILLAGE BOARD MINUTES December 5, 2016 Page 2 of 5 Trustee Zess stated she felt the Chamber should have been called prior to the meeting regarding a potential route change. She stated the businesses that have chosen to remain open during the race have done well. She expressed concern that moving the route would result in a loss of investment and the time that has been involved in establishing the race. Trustee Stanford felt the concerns regarding the route were discussed last year during board discussion of the event. He stated he feels the chamber does a wonderful job with the events on the square but this event is unique because it does close off the entire square to traffic. Trustee Seager stated Realty Executives submitted a letter but he would also like to have feedback from the other businesses mentioned regarding how much the event has affected their business and also consider the other businesses that have benefited from the event. Trustee Johnson concurred with this request. Vanessa Lenz, Executive Director of the Chamber, presented information on the planned race. She emphasized the positive impacts on the community and the fact that the event brings tourism to the community. A representative from Tour of America’s Dairyland stated he was not clear where the two-year period for the event came from because it would not be typical for their organization to establish a race for such a short period of time. He emphasized the importance of keeping the race in a business area because it promotes business. Trustee Renucci stated based on what he heard tonight during discussion, he did not feel a decision should be made at this meeting. President Timms called for a roll call vote Trustee Johnson N Trustee Renucci Y Trustee Seager N Trustee Stanford Y President Timms Y Trustee Zess N Trustee Douglass N Motion failed 4-3. Trustee Renucci left the meeting at 7:13 p.m. Motion by Trustee Zess, second by Trustee Johnson to move forward with the bike race event as presented and the Chamber will go around the square and meet with the businesses to determine how they can help them. Trustee Renucci Excused Trustee Seager Y Trustee Stanford N President Timms Y  EAST TROY VILLAGE BOARD MINUTES December 5, 2016 Page 3 of 5 Trustee Zess Y Trustee Douglass Y Trustee Johnson Y Motion carried 5-1. Miscellaneous Business 1. Airport Farm Land Lease DPW Equitz stated there was a new party interested in the airport farm lease so he asked for sealed bids from the potential new tenant and existing tenant. The Village only received a bid from the potential new tenant. He stated they are looking for three-year contract. His only concern was how this may impact any future projects planned at the airport. Motion by President Timms, second by Trustee Stanford to approve the bid from McCarthy Farms. Trustee Zess confirmed there were no concerns from the Airport Advisory committee. Motion carried. 2. Recording and posting of meetings, discussion with John Jacoby President Timms announced this item would be tabled because John Jacoby could not be present for the meeting. 3. ETCDA financial update and expenditure request Trustee Stanford expressed concerns about the expenses reported related to billing from WCEDA (Walworth County Economic Development Alliance) for administrative services. The Board discussed the request to spend funds associated with projects that were already moving forward when the Village Board voted not to fund the ETCDA (East Troy Community Development Alliance) for 2017 on October 3. These costs related to the giant postcard project. The request totaled $1,500, with the current balance of funds being reported at $11,090. Motion by Trustee Stanford that on December 31 the ETCDA return $11,090 and to not approve more money being spent from the ETCDA funds. Motion failed for lack of a second. Discussed that if the $1,500 were spent, there should be $9,590 in funds remaining. Motion by President Timms, second by Trustee Johnson to grant permission for the ETCDA and WCEDA to spend an additional $1,500 from the $11,090 balance they are reporting and request that a check be returned to the Village sometime after the first of the year. Motion carried 5-1 with Trustee Stanford voting no. 4. Developer’s agreement with Accurate Housing President Timms explained the agreement was being brought to the Board for their final review. He stated Accurate Housing has completed their review of the agreement. Trustee Zess questioned if there was a requirement on job creation. President Timms estimated 30 more additional employees in the course of several years. Trustee Zess also questioned if this would prolong the closure of the TIF. Administrator Suhm verified this would not keep the TIF open any longer.  EAST TROY VILLAGE BOARD MINUTES December 5, 2016 Page 4 of 5 Motion to approve by President Timms, second by Trustee Douglass to approve the developer’s agreement with Accurate Housing. Motion carried. 5. Amendment to Personnel Policies a. Banking of sick time for catastrophic illness Administrator Suhm had provided a memo recommending a change in policy which allows for accumulating sick time beyond 120 days, with a grandfathering provisions for those with over 120 days as of January 1, 2017, because of the new long-term disability plan that will be offered. Motion by Trustee Johnson, second by President Timms to approve deleting section 4.4(a)(2)(c) and to replace it with verbiage recommended in the memo. Motion carried. b. Holiday pay provision for new employees Administrator Suhm had provided a memo explaining a new employee will begin employment on December 15 in the Administration office. Due to the holiday pay policy, they would need to work for the Village 30 days in order to receive holiday pay. She asked the Board to consider a change of policy or exception to the policy for this circumstance and only require the employee to miss one day of holiday pay rather than four. Motion by President Timms, second by Trustee Stanford to grant an exception, requiring the new employee to forgo one paid holiday. Motion carried. 6. Appointment of Youth in Government Advisory Board members and discussion regarding mentors for Youth in Government participants Administrator Suhm had provided a memo recommending the two candidates that applied for Youth in Government be appointment and asking if any Board members were interested in serving as a mentor to the youth. President Timms and Trustee Douglass volunteered to serve as mentors. Motion by Trustee Stanford, second by Trustee Seager to appoint Alex Shahczinski and Alex Marshman as advisory board members for Youth in Government. Motion carried. 7. Consider approval of 2017 Municipal Fee Schedule Motion by Trustee Stanford, second by Trustee Seager to approve the municipal fee schedule as presented. Motion carried. 8. Recommendation from Health Insurance Committee regarding 2017 health plan Motion by Trustee Stanford, second by President Timms to approve the health insurance committee’s recommendation for a dual option plan with Anthem. Motion carried. 9. Designation of approval authority for DOT function and boundary changes DPW Equitz explained the approval authority for DOT (Department of Transportation) function and boundary changes would give a staff member the ability to talk to the DOT about changes. He would determine whether it is something of the level the Board would need to review.  EAST TROY VILLAGE BOARD MINUTES December 5, 2016 Page 5 of 5 Motion by President Timms, second by Trustee Douglass to draft a resolution appointing the Director of Public Works to the functional classification authority for the Village of East Troy. Motion carried. 10. Library Impact Fee Ordinance President Timms stated he would like to recommend that the time period be increased by the three years to align with the state statute (10 years plus a three-year extension granted by the Village Board) since there is some movement by the library steering committee. The extension would allow the funds to be spent for the library project. Trustee Stanford questioned if the extension would apply to park impact fees as well. Attorney Gray confirmed if the ordinance were amended it would apply to both. Motion by Trustee Stanford, second by Trustee Seager to modify the ordinance so the time period is in agreement with the State Statute. Motion carried. Reports 1. Booth Lake Memorial Park – 10/19/16 Minutes 2. ET Emergency services – 10/18/16 Minutes 3. Park & Rec Minutes – 11/15/16 –Trustee Stanford reported the archery range grant has been signed and sent back to the State. He stated the Village will receive $30,000 and will be required to contribute $10,000 toward the range. He further explained any donated time, materials or staff time spent on the range could be applied towards the $10,000 contribution on the Village’s behalf. He reported the recreation department offered four archery classes with the Town of Mukwonago recreation department and they filled up very quickly. They are looking at offering these at the new archery range in the future along with hosting weekend tournaments. He also discussed fundraising efforts with local business advertising on the site. 4. Municipal Court – August – October 5. Financial Report – October 6. Airport Advisory Committee – 10/10/16 Minutes 7. Draft Plan Commission Minutes – 11/14/16 Adjourn Motion by Trustee Stanford, second by Trustee Douglass to adjourn at 7:52 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator