Village Board

EAST TROY VILLAGE BOARD MINUTES August 21, 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 John Alexander, Alexander Alger, John J. Jacoby, Forty Renucci, and Ann Zess Excused: Trustee Matt Johnson Others: Chief Boyes, DPW Director Equitz, Administrator Suhm, Attorney Gray Citizen Participation Tom Senft, 2141 Church Street, encouraged the Village to not lose focus on the archery range and keep going on the project. He also hoped, because there are new board members, there may be a different attitude about leaf pickup in the Village versus having to bag, transport and dump them. He stated he hears others complain but no one else seems to come to the meetings to discuss this. He discussed elderly people brining their leaves and asked whether there is liability to the Village if someone gets hurt dropping off leaves. He suggested checking with other municipalities on their policies because he feels many other municipalities are doing leaf pickup. Mary Nicoson, 1916 North Street, discussed agenda item number five regarding the Signage and Beautification project. She stated she wanted to tell her side of the story. When the original task of placing the sign on Hwy. 120 was made it was given to the Economic Development Committee by Bill Loesch and Judy Weter and the task was daunting. The process to get something passed and erected is mind boggling and it took a year to do one sign. If doing multiple signs, it may be easier, but she does not see how. The location on Hwy. 120 was the only permitted site available. Lori Slowinski was the key player in the design and she spent agonizing hours with that. Now when moving forward and having sign companies involved she would like to encourage the Board to look at one company other than Badger. She explained a man in the Village of East Troy owns Fast Signs, located in Kenosha. He is telling her his bid came in a little less than Badger. Perhaps Badger had enhancements included that she doesn’t know about but she is asking the Board to look at the vendor presentations before making a decision. She also discussed the organization sign that has the discs on it. She does not know what organization is responsible for that sign as none have claimed it. She discussed the Playmore Park pavilion that is being constructed for shade. One of the things that was in the original plan was restroom facilities. She questioned if in the budget there was not enough money for this but thought that it may be possible with the municipal service lines that run near-by. She also wondered if restrooms were something local civic organizations, such as the Lions Club, Kiwanis Club, East Troy Foundation, etc. could get involved with funding. She did recognize that the continuing maintenance of such restroom facilities would need to be  EAST TROY VILLAGE BOARD MINUTES August 21, 2017 Page 2 of 5 addressed and would probably fall to the DPW, as would other projects such as the holiday lights being considered. 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 – 8/7/2017 2. Consider approval of Special Event Permit for East Troy Youth Baseball 2017 Fall Classic Softball Tournament at Mitchell Park Fields (1, 2 & 3) and Center Field, September 22, 23 and 24), Ben Gorres/Tony LaShay, Event Chairpersons. (contingent upon receiving written approval for use of St. Peter’s field) 3. Consider approval of Temporary Class B license for St. Peter’s Fall Festival, September 30, October 1 and October 7, 2017 4. Consider granting approval of Special Event Permit for Scouting on the Square, Saturday Sept. 23, 2017, Saturday 11:00 am to 10:00 pm, games and activities on the Square to promote Scouting with a movie at 8 pm. (Note: NOT an overnight event as has been done in the past) 5. Consider approval of Application for the East Troy Middle School Color Run, a 5K Run/Walk on Saturday, October 14, 2017 from 10 a.m. to 11 a.m. 6. Consider granting approval of Special Event Permit for the East Troy Chamber of Commerce Bluegrass Festival, Sept. 9 and 10, 10 am to 6:30 pm, estimated attendance 500-2,500 over two days, contingent upon receiving written approval from Walworth County to close Hwy ES on the north side of the Square. (late submittal fee has been received) 7. Consider granting approval of Special Event Permit for East Troy Chamber of Commerce Santa on the Square, Dec. 2, 2017 from 5 – 8:30 pm. Motion by Trustee Alexander, second by Trustee Renucci, to approve the consent agenda. Motion carried. Miscellaneous Business 1. Consideration of audit engagement letter for state-required TID audit due to close of expenditure period in TID 3 Administrator Suhm explained that this is required because the TID expenditure period has closed and needs to be completed in December 2017. Motion by Trustee Zess, second by Trustee Alexander, to approve the audit engagement letter. Motion carried. 2. Consideration of terminating a Conditional Use Permit where the property owner is requesting voluntary termination because the current use is now permitted or the business is no longer operating (Lawrence and Constance Barrett). Motion by Trustee Renucci, second by Trustee Alger, to approve termination of the conditional use. Motion carried.  EAST TROY VILLAGE BOARD MINUTES August 21, 2017 Page 3 of 5 3. Consideration of approving agreement with Walworth County for the purchase of new voting equipment Administrator Suhm explained the history and reasoning for the agreement with Walworth County for the purchase of new voting equipment to retain the cross training and backup capabilities with municipalities within Walworth County using the same type of equipment. The agreement states that Walworth County will purchase the equipment and the Village agrees to maintain and store the equipment securely. Motion by Trustee Alexander, second by Trustee Alger, to approve the voting equipment agreement. Motion carried. 4. Consider approval renewing Cooperative Agreement with the Town of East Troy for use of their compost site. Motion by Trustee Renucci, second by President Seager, to renew the agreement with the Town of East Troy for the use of their compost site for five-years. The compost site is available for Village residents to dispose of leaves, garden waste and other compostable materials, during stated hours, with a fee of $1.50 per sticker per bag and the stickers are available to purchase at the Village Hall. The Brush/Branch/Yard Waste pickup provided by the Village by John’s Disposal twice a year was discussed. The discussion touched on when the Village picked up leaves previously and the process that was involved. Vote on the motion carried. 5. Consider project recommendation from Plan Commission for Village Gateway Signs for 2018 budget Deputy Clerk Alexander discussed the Plan Commission process in consideration of updating the Village signage at the entrances to the Village. The Plan Commission requested quotes from five vendors and reviewed the three quotes received. They have made a recommendation for 2018 budgetary funds to be assigned to this project and an ad hoc committee be formed to move forward with the project in 2018. Motion by President Seager, second by Trustee Renucci, to consider project recommendations from the Plan Commission for the Village gateway signs with the ad hoc committee being Trustee John Jacoby, DPW Director Jason Equitz, Plan Commissioner Erin Seaverson and Deputy Clerk Alexander. Motion carried. 6. Update on the Highway 20 reconstruction and resurfacing/patching project from the east end of the Village to Emery Street a. Consideration of notifying DOT of intent to cost share in sidewalk along Highway 20 b. Direction to staff regarding letter to legislators  EAST TROY VILLAGE BOARD MINUTES August 21, 2017 Page 4 of 5 Discussion included the timeframes of the resurfacing/patching project and the reconstruction as well as the frustration with the State DOT prioritization process of projects. Interest was indicated in having the DOT Project Manager attend a future meeting and in receiving more information on the cost sharing for the sidewalk option, including if the sidewalk can be designed to fit into the existing right-of-way or easements. Motion by President Seager, second by Trustee Jacoby, that a letter be sent to the DOT and our legislators voicing concerns for the roadways and sidewalks. Motion passed. Administrator Suhm clarified the motion intent was to pursue cost sharing for sidewalks but also needed to address Sarah Nunn, Engineers, points regarding sidewalks. 7. Consider approval of requested Change Order for Street Patching DPW Equitz explained that this work would address about 500 feet of Townline Rd. Motion by Trustee Alexander, second by Trustee Jacoby, to approve change order #1 for street patching. Motion carried. 8. Consider awarding the bid for Well 8 Maintenance DPW Equitz explained that this had been rebid and had received very competitive bids. He had removed the Variable Frequency Drive (VFD) motor starter from the bid and allowed it as alternate option. He does not think they need to do the VFD at this time and could procure it at a separate time as budget allows. Motion by Trustee Alexander, second by Trustee Zess, to approve the Well 8 Maintenance project and award the bid to Water Well Solutions. Motion carried. 9. Consideration of department head proposal for policies in lieu of merit pay/pay for performance plan Administrator Suhm explained the history and the process that she, DPW Director Equitz and Chief Boyes had undertaken to develop this plan for performance and recognition of employees. Motion by Trustee Zess, second by Trustee Alger, to approve plan as presented and increase the budget by the suggested amounts. Motion carried with Trustee Alexander abstaining. 10. 2018 Capital Budget Review Session a. Summary of changes from financial plan b. Administration  EAST TROY VILLAGE BOARD MINUTES August 21, 2017 Page 5 of 5 c. Airport - Trustee Renucci questioned putting water and sewer in at the airport, fencing and roads and the possibility of installing those improvements with a TIF district. It was explained the tax increment would not be available since the airport is tax exempt property and fees are received from land leases. Questioned the future plans for hangar expansion. Trustee Zess explained that is in the future plans however a more immediate need involves the runway lights and she has been in contact with the BOA regarding that. Another priority is a snow removal equipment building to store the snow blower and potentially another pilot area. South hanger expansion would be based on demand for hangars. The potential of a runway extension was discussed. d. Library e. Police Reports 1. Airport Advisory Committee Minutes – 06/12/2017 2. Airport Advisory Committee Minutes – 7/10/2017 3. DRAFT Plan Commission Minutes - 8/14/2017 Closed session Motion by President Seager, second by Trustee Alexander, to adjourn to closed session pursuant to Wis. Stats. 19.85(f) for the purpose of considering financial, medical, social, personal histories or disciplinary data of specific persons, preliminary consideration of specific personnel problems or the investigation of charges against specific persons, which if discussed in public, would be likely to have a substantial adverse effect upon the reputation of any person referred to in such histories or data, or involved in such problems or investigations (airport) and 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 carried on a roll-call vote Trustee Zess Y President Seager Y Trustee Alexander Y Trustee Alger Y Trustee Jacoby Y Trustee Renucci Y Reconvene in Open Session No action was taken. Adjourn Motion by Trustee Renucci, second by Trustee Alexander, to adjourn at 8:27 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator