Village Board

EAST TROY VILLAGE BOARD MINUTES August 7, 2017 Page 1 of 6 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, John J. Jacoby, Matt Johnson, Forty Renucci, and Ann Zess Excused: Others: Chief Boyes, DPW Director Equitz, Administrator Suhm, Attorney Gray Citizen Participation Brian Funk, 1934 Fremont Street, distributed pictures for the Board to review baseball field conditions at St. Peter’s. He stated his son plays sports in East Troy and he has also coached. Through the last few years he has had some problems and he addressed safety concerns and conditions of the baseball fields at St. Peter’s. He is concerned with the field not being dragged, gravel and rocky conditions as opposed to sand, standing water on a field and unlevel ground. He questioned if there were more baseball fields planned, stating there certainly are enough children participating. Also, discussed his disappointment in participation limits for Park and Rec sports and has experienced full class situations that then change. He offered to participate as a coach if more teams were needed. He stated he hopes that all children are allowed to participate in sports and no one is turned away. 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 – 7/24/2017 2. Operator’s Licenses – Brenden M. Zamora, Emily R. Brinkmann Motion by Trustee Johnson, second by Trustee Alexander to approve the consent agenda. Motion carried. Miscellaneous Business 1. East Troy Area Chamber of Commerce – Bi-Annual Room Tax Report/Presentation Vanessa Lenz, Executive Director of the Chamber, reviewed the history and reason the Chamber of Commerce was appointed as the tourism entity. She showed examples of marketing efforts. She explained that the first large influx of room tax revenue received was in July of this year, the second quarter payment. She also reported last year they had mentioned the development of a tourism website, visiteasttroy.com and they will begin focusing efforts on that. There are two large tourism events remaining for this year, which includes the Bluegrass festival. The format of the room tax report in the packet mirrors the Department of Revenue reporting requirements, which requires reporting of any spending over $1,000. Trustee Johnson questioned if there is comparison data to show the advertising the Board is reviewing has increased occupancy at the hotel. Ms. Lenz explained this is the only year that there have not been concerts at Alpine Valley so it is difficult to compare to prior years. Trustee Johnson questioned if the Chamber could work with the hotel on self-reporting so we know why the people are visiting and work on ways to have more accountability.  EAST TROY VILLAGE BOARD MINUTES August 7, 2017 Page 2 of 6 2. Discussion and direction to staff and trust administrator regarding possibility of issuing letter of intent for acquisition of property/properties owned by the Crucible Materials Environmental Response Trust as well as discussion and direction regarding draft request for qualifications for planning services related to properties Bruce Keyes introduced himself as the Trustee for the Crucible Materials Environmental Response Trust (CMERT). He is an attorney that specializes in brownfield development. He explained the trust was formed after the bankruptcy of Crucible Materials in 2009. The DNR intervened and, therefore, the trust was formed. He explained he was appointed trustee in 2011. The assets in trust are comprised of the land that was owned by Crucible Materials. He explained the assets break into three different categories. The first is Plant 1, which is the parcel where the plant was along Highway 120. The plant closed in 1983 and this parcel had high contamination. It has been undergoing cleanup for 20 years. The other two are categorized as housing properties and wetland properties. The housing properties are three residential parcels across Trent Street from Plant 1. The wetland properties abut Village property behind the Wastewater Treatment plant on Young Street. Attorney Keyes explained as trustee, his job is to “go out of business” and divest of the properties, which needs to be done by 2024. He is tasked to clean up the properties, divest the properties and try to see them put into use. Anything that is leftover will go to the beneficiary, which is the DNR. He explained a lot of work will need to be accomplished before 2024. He reminded the Board the property that was acquired for the archery range was also a trust property. Mr. Keyes explained the letter of intent and request for qualifications in the packet serve two purposes. He stated the Board can tell him they have no interest and he will pursue other options. One option would potentially be Plant 1 going back to Coltec, which operated the plant from 1941- 1983, but he would rather see what the interest of the community is. If it goes back to Coltec it is likely the property will not be developed or put to a use that would benefit the community. He stated he wanted to give the local government an opportunity to see the parcels put to use. This meeting is to determine if the Board desires to begin the process of evaluating potential uses, the potential of acquiring properties and determining what is in the best interest of the community. He reported the Food Pantry has expressed an interest in one of the three residential parcels. The residential properties still need to be assessed for PCBs. If PCBs are not found the properties could be sold for directly to market by the Trust. He explained the current Letter of Intent is focused on the Plant 1 property, but at Board’s direction there could be a similar agreement that would expand to cover all the properties. It gives the parties a right to work together exclusively. He stated the Request for Qualifications is the best way to think about the possibilities for the property. Planners who are experienced will work with the trustee, Village and community to identify potential uses. He stated the Trust would be in a position to partially fund this service, but would expect the Village to contribute. The total cost of the planning would be estimated at $15,000. He further explained if the Village acquires the properties he could discuss the possibility of any planning cost the Village contributes going towards a purchase price. Regarding the Plant 1 property, he stated it can be broken into three different sections. The north portion of the property will be the first area that is ready to develop, with the south area of the parcel following. The east area is the area of consolidation where contaminants were piled. He stated he would like to see aggressive remedies such as removal of the contaminants and it is  EAST TROY VILLAGE BOARD MINUTES August 7, 2017 Page 3 of 6 more likely this would occur if there is a vision for the property. If there is not a vision, the minimum required by the DNR for remediation efforts will likely continue to occur. The Board discussed this is an opportunity to address a property that is in a gateway to the community. The cost of removing the concrete on the site was discussed. Mr. Keyes explained this is one of the first things he researched. He advised it may be better to leave the concrete and take that into consideration with planning. Motion by Trustee Johnson, second by Trustee Zess to instruct staff to work with Foley and Lardner to develop a Memo of Understanding for the Board to review and potentially approve at a later date. Motion by Trustee Jonson, second by Trustee Alexander to clarify the Village will be working on all properties. Motion carried. Vote on the initial motion carried. Michael Prager was present representing the DNR. He stated he works with local governments across the state on redeveloping these types of properties and he would like to participate moving forward. He stated he has been trying to work with the Trust to get the cleanup completed. 3. Consideration of recommendation for 2017-2018 Youth in Government participants and amendment to handbook Motion by Trustee Zess, second by Trustee Alexander to approve the recommended appointments. Motion carried. Motion by Trustee Renucci, second by Trustee Alger to approve the amendment to the handbook. Motion carried. 4. Consideration of upgrading Village Board Microsoft 365 licensing Administrator Suhm explained Trustee Johnson had expressed an intertest in an upgraded license to access Mircosoft programs such as Excel. She stated the Board could opt to upgrade all licenses or just a portion of the Board licenses. The Board discussed their needs. Motion by President Seager, second by Trustee Alexander to approve upgrading the license for one iPad. Motion carried with Trustee Johnson abstaining. 5. Consideration of purchasing two additional AED Devices with leftover funds budgeted in 2017 for three devices Administrator Suhm explained there were additional funds left after the purchase of the three AED devices for the municipal building. Additional locations had been suggested by staff during training, which included the library and wastewater treatment plant. She stated it would be approximately $200-$300 more than what was budgeted, but the additional funds would be taken from the Sewer Fund.  EAST TROY VILLAGE BOARD MINUTES August 7, 2017 Page 4 of 6 Motion by President Seager, second by Trustee Jacoby to approve the two additional AED devices. Motion carried. 6. Consideration of Police Department request to utilize funds reserved for interview room equipment to purchase in-squad radios Chief Boyes explained the interview room equipment use has declined drastically over a three- year period due to the use of body cameras. He proposed the Board allow them to use the money set aside for the interview room equipment for three new in-dash squad radios. He stated currently one squad radio is not operating and cannot be fixed. The two other radios are ten years old and are no longer compatible with what is recommended for use today. Motion by Trustee Alexander, second by President Seager to purchase three radios for $5,860.35 as recommended. Motion carried. 7. Consideration of recommendation of contracting with Lynch and Associates for general engineering services DPW Equitz explained in 2016 the Village was working with GAI for engineering services and the Lake Geneva office closed. At the time DPW Miller wanted to move with the Village’s Engineer, Tim Hastings, who moved to Lynch and Associates. He explained Tim Hastings is no longer with Lynch and we now work with Sarah Nunn and Gary Randel. The history of the move to Lynch was discussed with the initial one-year approval and going out for proposals. DPW Equitz explained he created a proposal and invited five strong firms that understood what the Village was looking for and all five firms were interviewed. After conducting interviews, Administrator Suhm and DPW Director Equitz felt the Village had what it needed in Lynch and Associates. Motion by Trustee Johnson, second by Trustee Alger to approve the agreement with Lynch & Associates for three years. Motion carried. 8. Consideration of awarding bid for Playmore Park Pavilion DPW Equitz reviewed the options that were put out with the bids. He stated he did receive two bids, but one bid had to be thrown out because the contractor did not supply all the necessary bid documents. The pricing the Village received is very competitive. He explained there were different options bid and if it was decided to go with metal hip roof the pavilion project would be over budget. DPW Director Equitz is recommended the Village go with the hip roof with asphalt shingles, which will be under budget with engineering. He stated the Plan Commission will need to review the plan again because it was approved with a metal hip roof. Motion by President Seager, second by Trustee Alexander, to approve $65,045 plus $6,500 for engineering fees for the Playmore Park pavilion. Motion carried. 9. Consideration of awarding bid for 2017 Street Maintenance project DPW Director Equitz explained this is the annual street project where they apply micro surfacing. It is the same product that has been used for the last four to five years. Motion by Trustee Johnson, second by Trustee Renucci, to approve the low bid for $90,723.65 from Struck and Irwin. Motion carried. 10. Consideration of replacing WWTP display module  EAST TROY VILLAGE BOARD MINUTES August 7, 2017 Page 5 of 6 Motion by Trustee Renucci, second by Trustee Johnson, to approve the replacement of the display module. Motion carried. 11. Discussion/Consideration of adjusting service levels and wage assumptions to begin 2018 budget process Administrator Suhm reviewed the memo stating this was the beginning of the budget process and this was an opportunity for the Board to identify any services they thought the Village should consider offering or remove any services they deem are not necessary. She also stated to begin the budget process for wages the same adjustments are being used as last year, but there would be an opportunity to change those during the budget process if desired. She stated she was seeking direction from the board on whether this was acceptable. The consensuses of the Board was that there were no necessary changes to service levels and using last year’s wage adjustment amount to begin the budget process was acceptable. Ordinances & Resolutions 1. Ordinance 2017-09 – Prohibiting additional compensation of Village President and Village Trustees for appointments to other boards, commissions or committees as a representative of the Village Motion by Trustee Alexander, second by Trustee Zess to approve Ordinance 2017-09. Motion carried. Reports 1. June Financial Report 2. July Financial Report 3. Administrator’s Report – May-July 2017 – Trustee Johnson stated he was upset when he read the DOT project notice for Highway 20 from Highway 67 to Emery Street. He requested that someone from the DOT attend a Board meeting and answer why that takes priority over the other Highway 20 project that has been pushed so far out. Trustee Renucci asked who will be responsible for inspecting to make sure the Strategic Materials site is properly cleaned up. Administrator Suhm stated she would be contacting the Fire Chief and seeking permission from the Plant Manager to review the property prior to it being vacated. 4. DPW Director’s Report - 2nd Quarter 2017 - 5. Village Board Pending Issues – Trustee Johnson requested a more detailed discussion of some of the pending items as the Board reviews the capital planning budget. 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 and development agreement) Motion by Trustee Johnson, second by seconded by Trustee Alexander, to adjourn to Closed Session. Roll Call Vote: Trustee Renucci Y  EAST TROY VILLAGE BOARD MINUTES August 7, 2017 Page 6 of 6 Trustee Zess Y President Seager Y Trustee Alexander Y Trustee Alger Y Trustee Jacoby Y Trustee Johnson Y Reconvene in Open Session Possible action on closed session matters Motion by Trustee Johnson, second by Trustee Alexander to authorize the Village President and Village Administrator Clerk-Treasurer to repurchase the Marcus Corporation property for the price it was sold for and sign any necessary docs. Motion carried with President Seager abstaining. Adjourn Motion by Trustee Renucci, second by President Seager to adjourn at 9:02 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator