Village Board

EAST TROY VILLAGE BOARD MINUTES July 24, 2017 Page 1 of 4 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 John Alexander, Alexander Alger, Matt Johnson, and Forty Renucci Excused: Trustee Ann Zess Absent: Trustee John Jacoby Others: Chief Boyes, DPW Director Equitz, Administrator Suhm, Attorney Gray Citizen Participation Mary Nicoson, 2916 North St., expressed her hope that the Board take their responsibility of being representatives of the Village business community and constituents as a privilege. She hopes the Board will work together to create a positive community culture. She has become uncomfortable with some things she has read and heard. She urged the Board to consider the biggest picture before making decisions, creating new rules and ordinances and to remember that the Village has many different properties with various sizes, needs and goals. She encouraged the Board to be flexible and to work together to be a strong governing body. Steve Rostkowski, 2959 North Shore Dr., wanted to publicly thank you the DPW because he was pleased to find that DPW Equitz and his crew were on site the morning of the flooding by 1:00 am – 2:00 am working on the flood issues. He believes that DPW Equitz and his crew are committed to the community. Adjourn to Closed Session Adjourn to closed session pursuant to Wis. Stats. 19.85(e) for the purpose of deliberating or negotiating the purchase of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session (purchasing property) Motion by President Seager, second by Trustee Alexander, to adjourn to closed session pursuant to Wis. Stats. 19.85(e) for the purpose of deliberating or negotiating the purchase of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session (purchasing property). Trustee Renucci Y President Seager Y Trustee Alexander Y Trustee Alger Y Trustee Johnson Y Motion carried on a roll-call vote. Reconvene in Open Session No action taken.  EAST TROY VILLAGE BOARD MINUTES July 24, 2017 Page 2 of 4 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 – Liquor License Hearing 7/17/2017 and Village Board Meeting 7/17/2017 2. Operator’s Licenses – Clayton W. Loesch, Angel A. Cameron, Jesse M. Quist, Rocky L. Kitzman Motion by Trustee Alexander, second by Trustee Johnson to approve the consent agenda. Motion carried. Motion by President Seager, second by Trustee Renucci, to adjourn to COW. Motion carried. Adjourn to Committee of the Whole 1. Presentation and discussion of Polco software platform Patrick Cannon presented for Polco. He explained Nick Masterani and Alex Peterson began the company because they wanted to come up with a platform that would allow municipalities to post questions and allow people to voice opinions and answer those questions without attending meetings to help local government make decisions. Polco allows posting questions, on a social media platform, and leaving the question available to respond to for a certain period of time. It offers people the ability to respond with True/False, Yes/No, choose answers from a dropdown box or use open-ended questions to give their opinions. After answering the questions, they can post comments or questions, but the platform does not offer a forum where respondents can “banter” back and forth. It is possible to attach information and/or videos to the question to get the information out so people are making an educated decision. This can be done through Facebook, web site and push out to various people. Polco uses current voter registration which allows them to analyze the data from respondents in detail. This is unlike Survey Monkey which only provides responses. All the information is held by Polco and is protected so no one knows who voted or how they voted. The client only gets the results, not individual identities. Polco is the holder of the records which eliminates the public record aspect of the data. Because it is based on voter registration it may allow anyone to respond but responses can be validated by voter registration to separate Village residents from non-Village residents but still see the overall responses to account for other interested parties, such as business owners who may not be Village voters. The system also only allows one vote through the registration process to respond to the questions. The question was asked if the business relationship ends who owns the data. Mr. Cannon stated the data of the responses would remain Polco’s and Village receives summary data only. He stated he will refer to legal staff to review this for a more complete answer. Polco’s policy is never to sell the list of information. The Board expressed a desire to review the contract to address records, summary data and privacy, measures encrypting database information, security of citizen’s data and more. Polco can help draft questions to assist the client to avoid using leading questions and they have a database of questions that have been used in the past. Receiving a 3-4% response rate would be very favorable and 18 Wisconsin municipalities have contracts for this service. Concerns that were raised included the level of engagement of residents and those people who may not use a computer.  EAST TROY VILLAGE BOARD MINUTES July 24, 2017 Page 3 of 4 Direction was that Polco will send a draft contract for review and Administration staff will contact comparable communities for feedback. 2. Presentation of holiday lights proposal by Linda Kaplan to be considered for budget Linda Kaplan referenced money earmarked in the 2018 capital budget for holiday lights. She has been working with Temple Display for proposal purposes. She feels that she has done the ground work but the project is at the point where final decisions on the type of look desired and budgeting are needed. She suggested it may be helpful to form a committee to make these decisions. She stated the Village should consider taking advantage of the discount prices in offered in January and February for these type of decorations for an installation in late 2018 or 2019. Another issue discussed was the need for a bucket truck for installations. DPW Equitz stated that he has had discussions with Towns of East Troy and Troy about purchasing a shared bucket truck for an estimated cost of $20,000 per municipality, which is a used truck that could also be utilized for other jobs. Another consideration is the cost of installing outlets on the poles. We Energies quoted anywhere from $400-$1,000 per pole depending on the pole and the type of hardware needed. They will provide a firm cost when specific poles are identified. Once there is a plan the County can be consulted about specific decorations on Hwy ES. Linda was thanked by the Board for the work and effort she has put forth on this project. Discussion included favoring classic styled decorations to avoid looking dated, being cautious in choosing colors that may fade, ways to utilize the poles/hardware throughout the year and creating a committee to form a plan and identify the true costs. Linda also brought up finding ways to fundraise in the community and having the community involvement. Board direction was to form a committee and move forward with fundraising ideas. Committee members that volunteered include President Seager, DPW Equitz and Linda Kaplan. 3. Discussion regarding FBO and Airport Manager contracts (Renucci) This agenda item was requested to allow the Board to suggest any topics that they would like to be included for discussion in the upcoming meeting with DPW Equitz and the Airport Manager. Topics suggested included whether the contract allows for subcontracting; the order of operations and involvement in the event of an emergency so everyone understands responsibilities; providing a 24-hour contact number; the need for transportation from the airport by way of taxi service, Uber or Lyft; discussing whether or not there been any headway in addressing wiring issues; and changing the payment of the contract to quarterly for cash flow purposes. It was clarified that contract negotiations are private and the contract is a matter of public record. The idea was expressed that the airport is underutilized and under promoted and the Board was encouraged to consider the airport an asset that can be used to leverage businesses and visitors to the community. 4. Discussion of future projects, the scope of projects, direction to staff and possible discussion of capital budgeting a. Lobby for the Village Hall entrance of the Municipal Building and Municipal Building master planning as it relates to HVAC upgrades Staff was seeking direction from the Board regarding whether they would like to pursue these projects, and if so, how to what extent. There was discussion regarding issues with HVAC and humidity in the building and changes to consider to avoid repeating any mold issues. The possible renovation of the lobby halted prior HVAC plans until the actual layout was determined. If the lobby renovation is still a priority DPW Equitz felt  EAST TROY VILLAGE BOARD MINUTES July 24, 2017 Page 4 of 4 that his staff would be able to accomplish the majority of the work. In reference to the prior Master Plan from Excel Engineering it was questioned if that is still a viable plan as there are many other capital needs in the Village. The biggest issues identified were updating the lobby, addressing safety issues and addressing HVAC system issues. Discussion included HVAC options, security options, dim lighting, administration counter configuration, prior estimated costs for HVAC system upgrades, and extending existing walls to the roofline to aid in HVAC efficiencies. It was agreed that a workable plan is needed to move forward with work. Board direction was for Trustee Renucci, DPW Equitz and Chief Boyes to work together and come up with a plan addressing identified needs in the lobby area, security concerns and HVAC that is workable, safe and economical. b. Discussion regarding any future plans for renovations to Village Square Discussion included the water and sewer utility improvements that are needed, additional crosswalks, the possibility that additional crosswalks would require a loss of parking spaces, use of pedestrian islands, flashing yellow warning light to slow down motorists prior to entering the square, connecting the Square to the trolley museum, bike racks, snow removal, trees, options to provide for seasonal sidewalk seating, recommendations not to do any utility work until there is a plan, considering places where utilities may be placed underground, the general appearance the Village is trying to portray and how to blend it all together, and allowing more initiative by property owners to try ideas. The suggestion was made to possibly piggyback some of this with the RFQ on economic development. There was also discussion of making improvements in phases and accepting that some things may need to be reworked in the future, starting with some smaller projects to get those into the capital budget and focusing on the water project. Direction was for staff to research other municipality ordinances that address allowing temporary sidewalk usage and alcohol outside for café-style seating and bring information back to a future meeting. c. Discussion related to Hwy G/Hwy 120 Bridge reconstruction and the potential for a multi-use walkway DPW Equitz reported Walworth County has stated they are tentatively planning on re- doing the Hwy G bridge at the dam in 2018 or 2019. It will depend on another bridge they are waiting for federal funding for. If they do not get that funding they will do the Hwy G Bridge in 201, but if they do get the funding the Hwy G bridge will be done in 2019. DPW Equitz has discussed a multiuse pedestrian access for the bridge that would allow an access point for the south side of the Village. He discussed the walkway being placed on the west side or east side of the bridge and will work with engineers to come up with a plan. Adjourn Motion by Trustee Johnson, second by Trustee Alexander, to adjourn at 8:35 p.m. Respectfully Submitted, Eileen Suhm Administrator