Village Board

EAST TROY VILLAGE BOARD MINUTES May 15, 2017 Page 1 of 5 Call Meeting to Order; Pledge of Allegiance Administrator Suhm verified the meeting was posted according to law. Roll Call: President Seager called the meeting to order at 6:30 p.m. Present: President Scott Seager, Trustees Alexander Alger, John J. Jacoby, Matt Johnson, Forty Renucci, and Ann Zess Excused: Others: Chief Boyes, DPW Director Equitz, Administrator Suhm, Attorney Gray Youth in Government Representatives – Alexander Marshman and Alexander Shahczinski 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 – 5/1/2017 Motion by Trustee Johnson, second by Trustee Zess to approve. Advisory Vote – Motion carried Village Board – Motion carried Miscellaneous Business 1. Presentation of 2016 Financial Summary and Audit Report, by Kevin Krysinski, Johnson Block and Company, Inc. a. Financial Summary b. Auditor’s Representation Letter c. Required Audit Communications to the Village Board d. Draft Audit Report Mr. Krysinski presented the financial summary to the board. He explained the audit is currently in draft form pending the approval of fund balance designations which the board will review after the presentation. The Village is following generally accepted accounting principles. He stated staff and the auditor will be addressing setting up processes in municipal court and begin the reconciliation process. Trustee Johnson questioned the material weakness of internal controls, stating although likely typical for our size entity, he wondered if the auditor had seen other municipalities our size mitigate that weakness without spending a significant amount of money. Mr. Krysinski stated he has seen a very small number of municipalities address it by hiring staff or contracting with another accounting firm, but it is more typical to have this as a weakness in an organization this size. The adjusting journal entries were discussed, with Mr. Krysinski stating the majority were due to depreciation adjustments, routine adjustments and entries given to the auditor by Village staff that were necessary after the books were closed. 2. Consideration of fund balance designations for 2016 audit report and review of general fund surplus  EAST TROY VILLAGE BOARD MINUTES May 15, 2017 Page 2 of 5 Administrator Suhm reviewed the assigned funds. The Board decided to table further discussion until they reviewed capital. Motion by Trustee Johnson, second by Trustee Jacoby to table fund balance designations. Advisory Vote – Motion Carried Village Board – Motion carried A second motion was made on this item after reviewing agenda item 3: Motion by Trustee Johnson, second by Trustee Alexander to approve the fund balance designations as presented. Advisory Vote – Motion carried. Village Board – Motion carried. 3. Review of capital budget five-year plan and direction to staff on priorities  Village Square – Discussed the County does not plan to work on Hwy ES/Main Street until 2022 or 2023 with design work beginning in 2021. The board decided to remove the street and storm sewer components of this project from the budget, $1,500,000 and $50,000 respectively.  Dam Removal/Replacement – The board discussed prior reviews of the dam and questioned how much a removal would cost. There are funds set aside in fund balance totaling $213,900 and $300,000 in the 2020 capital budget. The Board decided to remove the $300,000. Trustee Johnson suggested setting aside a certain amount each year until 2025. Village Engineer, Sarah Nunn, was present and advised there are DNR funds available up to $50,000 for removal, and some for maintenance. Discussed setting aside $10,000 for this year to review potential options and come up with a number based on the options. DPW Equitz will come back to the Board with a scope of work and amount to review options.  Holiday Decorations – This was kept in the budget. Discussion occurred regarding the need for a bucket truck to change out banners along with options of potentially sharing a bucket truck with neighboring municipalities or renting one.  Splash Pad – placed this in the “beyond five years” category with discussion regarding seeking grant funds for the project  Walking Trails – Increased 2018 to $80,000 so it could be utilized for the proposed recreational trail to the Village of Mukwonago, if needed, and kept 2019 at $60,000.  Welcome/Gateway sign project – Added to budget $20,000 in 2018  Sidewalks – Increased budgeted amount to $150,000 each year with funds to be taken from fund balance to supplement if necessary  Lobby Renovation - left this on hold, nothing was placed in the budget  Extending Walls to Ceiling in unfinished recreation area – Placed in budget in 2018 with funds from fund balance. Staff will get an estimate for the project.  HVAC Municipal Building – This will be funded from fund balance. Discussed history of the project and it being put on hold for municipal building master planning and lobby renovation.  Village Board Laptops – Discussed transitioning to iPad devices. Administrator Suhm advised based on the price and number of devices this would not need to be placed in the  EAST TROY VILLAGE BOARD MINUTES May 15, 2017 Page 3 of 5 capital budget and could be paid through operations. She will bring information back to the board on this topic.  Library Building Project – Administrator Suhm advised there were not funds in the capital budget for this project since at this time it is an unknown amount or timeline. Based on discussion, future Committee of the Whole sessions will be conducted to review other potential Village Square renovations, identify the sidewalk gaps and prioritize projects and review the lobby renovation proposal. After discussion, the Board returned to agenda item 2, fund balance designations, and made a motion, which is under item 2. 4. Recognition of and conclusion of 2016-2017 Youth in Government Program (no packet materials) Administrator Suhm thanked the advisory members and board for participating in the program and presented recognition certificates, as well as a letter from Governor Walker, to Alexander Marshman and Alexander Shahczinski. Both participants thanked the Village, the Board, the School District and staff for the opportunity to participate in the program. Ordinances & Resolutions 1. Resolution 2017-04 – Adopting standard specifications and Engineering Standards, establishing quality requirements and contract conditions for construction. The full document may be viewed at http://www.ecode360.com/documents/EA2090/public/353623520.pdf Motion by Trustee Johnson, second by Trustee Zess to approve Resolution 2017-04. Youth Advisory – Motion carried Village Board – Motion carried 2. Recommendation from Plan Commission to approve Ordinance 2017-08, modifying 510 of the municipal code with regarding to telecommunication facilities and other revisions (note the recommendation was made with an amendment to repeal section 510-103) President Seager explained this was a state mandated change and this was simply to bring the Village code in compliance with State Statutes. Motion by Trustee Zess, second by Trustee Alger to approve Ordinance 2017-08. Youth Advisory – Motion carried. Village Board - Motion carried. Reports 1. DPW Director 2017 1st Quarter Report (from 5/1/17) – DPW Equitz addressed questions regarding his report from the prior meeting stating the bathrooms on the square are now open for the season. He reported they are still replacing a couple of sets of t-hanger doors each year. Regarding high water usage complaints, he reported the computer program will generate a report on a high-water usage after a meter read cycle and those will be investigated. Trustee Renucci questioned the water meter change outs from the Badger meters to the new smart meters, stating the Board was told some costs of the new meters would be recovered through  EAST TROY VILLAGE BOARD MINUTES May 15, 2017 Page 4 of 5 detecting lost water and he asked for information on this. DPW Equitz stated he would get further information on this. 2. Police Department 1st Quarter 2017 Report – Chief Boyes noted he included four significant incidents in his report this quarter. 3. April Financial Report 4. DRAFT Plan Commission Minutes 5/8/2017 5. Municipal Court Report Closed session Adjourn to closed session pursuant to Wis. Stats. 19.85(1)(c) considering promotion, compensation or evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility and Wis. Stats. 19.85(1)(f) Considering social or personal histories of specific persons, which if discussed in public, would be likely to have substantial adverse effect upon the reputation of any person referred to in such histories or data, or involved in such problems or investigations (DPW and Liquor License) Motion by Trustee Renucci, second by President Seager to adjourn to closed session per Wis. Stats. 19.85(1)(c) and 19.85 (1)(f). Roll call vote: Trustee Alexander Y Trustee Alger Y Trustee Jacoby Y Trustee Johnson Y Trustee Renucci Y Trustee Zess Y President Seager Y Reconvene in Open Session Possible action on closed session matters Motion by Trustee Jonson, second by Trustee Alexander to reconvene in open session. Motion carried. Chief Boyes recommended denial of the operator’s license for Mr. Patel based on his criminal record for the prior two years. Motion by Trustee Johnson, second by Trustee Alexander to deny the operator’s license for Mr. Patel based on the criminal record for the past two years. Motion carried. Motion by Trustee Renucci, second by President Seager to increase the pay for wastewater treatment plant apprentice by an additional $3.00 per hour retroactive to Sunday, the first day of this pay period. Motion carried  EAST TROY VILLAGE BOARD MINUTES May 15, 2017 Page 5 of 5 Adjourn Motion by Trustee Alexander, second by Trustee Alger to adjourn at 9:28 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator