Village Board

EAST TROY VILLAGE BOARD MINUTES October 16, 2017 Page 1 of 8 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, Forty Renucci, and Ann Zess Excused: Trustee John J. Jacoby Others: Chief Boyes, DPW Director Equitz, Administrator Suhm Youth in Government Taylor Grenier and Cameron Otto Citizen Participation Tom Senft, 2141 Church Street, discussed leaf pick‐up, stating he has not heard any decisions. He explained he is not talking about putting bags out for pick‐up, but about picking up leaves from the streets. He does not understand why streets are cleaned for bike race or other activities that don’t do anything for the taxpayers. He stated that he has brought this issue to the Board for several years and wishes the Board would be able to figure something out. He stated he does not know of any other community that does not pick up leaves one way or another. Bev Deanovich, 2550 Honey Creek Circle, expressed her distress about issues the Village is having with Bielinski Homes. She is the only private citizen at this time building in the Lake Bluff subdivision, the rest of the homes are Bielinski Redi‐Homes. She referenced the vote at the October 2 Village Board meeting to stop any issuance of building and occupancy permits and asked for clarification. She is concerned that this will impact her. Her home will be completed in three to four months and she is preparing for the move and to bring her mother to the new home. She feels that this decision lost sight of the fact that it would impact somebody and she is concerned about potential financial hardship if she cannot receive occupancy for her home when it is ready. Bernie Rivers, 2007 Emery Street, spoke regarding tonight’s visit from the DOT regarding upgrading Highway 20 from 67 to Emery Street. He encouraged the DOT to repair the concrete on Highway 20 from Glenn View Estates to the Airport. He feels that if there is any portion of Highway 20 that should be upgraded or repaired it is that section. Mary Nicoson, 2916 North Street (Highway 20). Echoed Bernie Rivers comments regarding the condition of the road from Emery Street to Highway L on Highway 20. She is hoping the DOT has an opportunity to travel that section to realize the poor condition. She also runs a business at 2916 Main Street that is connected to the Highway 20 and Main Street intersection and the condition of the road is a great concern. She also wanted to echo the concern regarding the Bielinski Homes issue and stated this was what she was talking about in previous comments when she asked that the Board look at the bigger picture and consider the effect on people’s lives when making decisions.  EAST TROY VILLAGE BOARD MINUTES October 16, 2017 Page 2 of 8 Don Stobber, 1882 East Drive, stated he has a pool and when semis drive down Highway 20 he can see ripples in the water. He stated he trailer tires come off the roadway due to the uneven surface of the roadway. 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 – 10/2/2017 Motion by Trustee Zess, second by Trustee Renucci, to approve. Advisory Vote – Motion carried. Village Board – Motion carried. Miscellaneous Business 1. Discussion with representative from Wisconsin Department of Transportation regarding condition of Highway 20 Tom Longtin, Program Manager for the DOT spoke and explained that they are planning to take on the project in 2023. The funding allocations for this region have been frozen since 2008. The Highway 20 projects were loaded into the DOT’s repair program about eight to ten years ago. Several years ago, the Highway 20 projects were changed from reconstruction to resurfacing projects. Both projects, Highway 20 east and west of Village, were in this group. However, the east project was pushed back due to the Carver School Road curve which is a safety issue and will require redesign. He stated that the DOT lost sight of the fact that the portion in the Village is concrete and needs to be addressed. The DOT is taking steps to get the design done a year early and move the project forward. Trustee Johnson stated that the DOT representation was present at his request. Trustee Johnson stated that he has lived here for almost ten years and has been on the board for about a year and a half. This is the number one concern that residents approach Board members on. What highlighted this frustration was the work between East Troy and Whitewater and why that project is given priority over this section is a concern. Mr. Longtin explained that the project to the west is a thin lift overlay and the design effort is considerably less. East of the Village there are reconstruction elements that will take longer to design. Two reconstruct projects began about 10 years ago, Hwy 67 to the west Village limits and the concrete section to Honey Creek Road. Two years ago, they changed the projects to resurfacing and the reconstruction was delayed to 2031. The Hwy 67 to East Troy project is a maintenance project of a thin lift overlay to add about 7 years of life to the roadway and defers work until it becomes a priority for reconstruction. The east section, starting in the Village with the concrete section, because of the reconstruct elements is more involved in the design process and was pushed out to 2023 which is probably longer that it should be. This week there will be a meeting to discuss replacement, which could be concrete, with full cub and gutter. The goal would be to  EAST TROY VILLAGE BOARD MINUTES October 16, 2017 Page 3 of 8 replace the pavement but he cannot identify if it would be asphalt or concrete but it would be replacement not an overlay. It was questioned if there would be a round‐about and Mr. Longtin responded that he did not know if a round‐about was still being considered. He stated, the design work is far from done and Julie Jenks, project manager, will work with the Village on that point. Trustee Johnson asked if contacting our state representative could push this project. Mr. Longtin reiterated that this project has become a priority and there is a very good chance they will advance the project as reconstruction due to the condition of the pavement. Now the critical path is the design work. However, he stated it is always very good to speak with elected officials and keep that communication open. DPW Equitz questioned if the DOT would like to see utility work (water and sewer) done in conjunction with the project or prior to their construction. Mr. Longtin stated usually they prefer it be done prior to construction but there are times it makes sense to have it part of their project. He suggested the Village work with Julie Jenks regarding this. It was also discussed the Village is looking at potentially doing sidewalks along Highway 20 from Sterling Circle east to the intersection of Highway 20 and ES. The Village was considering doing that ahead of the reconstruction. It was questioned if there would be any benefit to the Village waiting for the reconstruction project. Mr. Longtin clarified, if it is a reconstruction, the sidewalk would be at the expense of the DOT, if it is a rehabilitation the sidewalks could be at 80% state and 20% Village cost share. He stated the DOT would get a project agreement to the Village that could lock that in and they are hoping to get that information this week. Mr. Longtin was asked what can we do, other than talking to our State officials, to change the priority of the project since it is still six years out. Mr. Longtin explained that the DOT currently has an eight‐year program and the biggest element is the timeline for the design. He is hopeful they could shave some time off that, but he stated most likely not a lot of time. He will review with Julie Jenks if they can get a year of additional time to advance the design, but he cautioned the process is lengthy and difficult to shorten. He stated essentially two years were lost on the project when design was stopped, as the DOT funding was an issue and their larger focus was on preservation of roads. Motion by Trustee Johnson, second by Trustee Alexander, to allow MaryAnne Rivers to speak. Motion carried. MaryAnne Rivers, 2007 Emery Street, stated that part of the roadway feels like it is about to cave in as you drive across it. She asked how badly it must deteriorate before it is addressed. Mr. Longtin answered that if it becomes catastrophic enough it will be addressed to keep it as safe as possible.  EAST TROY VILLAGE BOARD MINUTES October 16, 2017 Page 4 of 8 The question was raised if the opinion of the DOT is that the bed of the road is “shot” and Mr. Longtin offered that while there have been many patches, at this point the pavement is “shot”. Mr. Longtin will let Administrator Suhm know what the decision is and provide information on an agreement on the sidewalks. He stated if that can be locked in, the Village can be grandfathered if the funding for sidewalks associated with reconstruction projects changes. 2. Consideration of airport manager’s contract renewal DPW Equitz stated the contract before the Board is not the final. He and Walter Watkins, Airport Manager, had worked through most of issues in the contract but they could not come to an agreement on the compensation. Jason offered $29,000 plus compensation for storage of snow equipment to arrive at a total of $30,200. He also took into consideration that a change would be made to the ordinance for mowing the grass at the airport. $32,000 has been budgeted for next year for the airport manager’s compensation. Trustee Zess stated that she had spoken with Mr. Watkins and the original contract amount was pulled out of thin air and there have been no increases. Mr. Watkins has calculated what it is taking him to do the job. The process of going through the contract has already taken five meetings with DPW Equitz and several Board meetings. Trustee Zess would like to compromise and have the Board consider the two‐year contract at the amount he proposed for a three‐year contract. This would be $32,000 for each of the two years. Trustee Alexander questioned compensation for storing the equipment the Village bought so he can fulfill his agreement with the Village. It was discussed if the Village considers changing the ordinance regarding the grass height it should get a letter from the BOA stating that is acceptable to them from a liability standpoint. It was also suggested that a time limit be added for the hay bales to be on site prior to removal. Discussion also occurred regarding contracting this area along with the farm land lease. DPW Equitz questioned if the contract should be adjusted in the future based on the MCI and based on performance. DPW Equitz clarified that the ordinance would be changed and the Airport Manager would be responsible for getting the grass cut, baled and moved. Mr. Watkins suggested that either Jason or he negotiate for the grass cutting or the farming of the airport property as a package so the farmer has some incentive rather than piecemealing to maintain communication. Direction was to negotiate the contract assuming the BOA is okay with changing the ordinance and if the BOA is not okay with the decision the Village will need to amend the contract. 3. Consideration of South Street lift station proposal for design engineering services from Applied Technologies Motion by Trustee Johnson, second by Trustee Alexander, to approve.  EAST TROY VILLAGE BOARD MINUTES October 16, 2017 Page 5 of 8 Trustee Renucci questioned the budgeted amount and DPW Equitz explained that the costs will span 2017 and 2018. Advisory Vote – Motion carried. Village Board – Motion carried. 4. Consideration of village square water main replacement engineering services proposal from Lynch & Associates Motion by Trustee Alexander, second by Trustee Alger, to approve design and bidding phase of Village Square water main replacement engineering services. Advisory Vote – Motion carried. Village Board – Motion carried. 5. Consideration of engineering proposal for planning phase of the 2018 sidewalk extensions from Lynch & Associates DPW Equitz asked if the Board had thoughts about waiting for the Highway 20 reconstruction or resurfacing project on the segment of Highway 20 sidewalk planned in 2018. Trustee Johnson expressed concerns about waiting six years for the DOT reconstruction project, due to safety concerns. The Board discussed the option of using the approximate $100,000 on a different sidewalk segment. The 2018 sidewalks would still include Byrnes street and Main Street to the Highway 20 intersections, allowing pedestrians to utilize an alternate route to get to the same destination. DPW Equitz suggested striking Highway 20 section for now until we get an answer from DOT. Motion by Trustee Zess, second by Trustee Renucci, to approve the engineering for 2018 sidewalk extensions Byrnes St. from Main St. to Hwy 20, Main St. from Byrnes St. to Shell, Main St. from Gus’s to Townline Rd. Advisory vote – Motion carried. Village Board – Motion carried. The motion did not include the Highway 20 sidewalk. 6. Consideration of a three‐year contract renewal with Associated Appraisal for Assessment Maintenance Services Motion by Trustee Alexander, second by Trustee Alger, to approve a three‐year contract with the assignment of contract provision suggested by Administrator Suhm added to the contract. Advisory Vote – Motion carried. Village Board – Motion carried.  EAST TROY VILLAGE BOARD MINUTES October 16, 2017 Page 6 of 8 7. Discussion/Consideration of issuing RFP for legal services and provide direction to staff on selection process Direction was to proceed utilizing the same process to select firms as was used for the economic development request for proposals. 8. Consideration of Economic Development Services Master Agreement with Graef and work order #1 for strategic planning Motion by Trustee Alexander, second by Trustee Johnson, to approve the Master Agreement and Work Order 1. Advisory vote – Motion carried. Village Board – Motion carried. 9. Discussion/Consideration of department head evaluations as well as evaluation of contracted services Trustee Johnson expressed a desire to perform department head evaluations prior to the holidays and continue with the presentation format from the three department heads. He also suggested evaluation of individuals that represent the Village but are not Village employees as contracted services. This would provide an opportunity for performance evaluation of how these individuals are performing the services we are contracting them to do and how well they are responding to complaints and issues. He suggested having services identified by department heads for this evaluation such as building inspection, zoning, airport, legal service. Key critical services would be when they are the face of the Village and not employees. This would be the first year for these evaluations to try it and see if it is helpful or not. Department Heads evaluate the contracted service and bring the evaluation to the Board. Direction was for Department Heads to bring back a list of the contracted employees each department uses with preliminary evaluation. 10. Consideration of potential modification to required educational qualifications for deputy chief position Deputy Chief Swendrowski stated they have been accepting applications for three weeks with five applications and the final due date is Friday. He reported only three of the applicants meet the bachelor’s degree requirement. He was seeking approval to change the requirement to associate degree with bachelor degree preferred and extend the application deadline for two weeks to November 3 if he does not receive an acceptable number of applications by the deadline. Deputy Chief Swendrowski stated he believes this is an issue facing the entire law enforcement field, as many departments are having trouble finding officers. Motion by Trustee Johnson, second by Trustee Alexander, to approve the modification to associates degree with bachelor’s degree preferred.  EAST TROY VILLAGE BOARD MINUTES October 16, 2017 Page 7 of 8 Advisory Vote – Motion carried. Village Board – Motion carried. Ordinances & Resolutions 1. Ordinance 2017‐12 – Revision to the municipal code to schedule regular village board meetings the first and third Monday of the Month, making the fourth Monday a regular meeting on an as‐needed basis Motion by Trustee Alexander, second by Trustee Alger, to approve Ordinance 2017‐12. Advisory Vote – Motion carried. Village Board – Motion carried. 2. Ordinance 2017‐13 – Annexation petition submitted by East Troy Area Emergency Services District for a portion of the property identified as PET2100004C, currently located in the Town of East Troy Trustee Johnson stated according Emergency Services District (EMS) policy, an approval requires two signatures and the document only contained one from the EMS. He stated it is on their agenda for tomorrow night. He suggested an approval would need needs to be pending the EMS approval tomorrow night. Motion by Trustee Renucci, second by President Seager, to approve Ordinance 2017‐13 pending the approval by the Emergency Services District. Advisory Vote – Motion carried. Village Board – Motion carried. 3. Ordinance 2017‐14 –‐ Detachment petition submitted by Jeff and Vicki McKone for a portion of property identified as RA287200001 to be located in the Town of East Troy Motion by Trustee Johnson, second by Trustee Alexander, to approve Ordinance 2017‐ 14. Advisory Vote – Motion carried. Village Board – Motion carried. Reports 1. September Financial Report 2. Booth Lake Memorial Park Minutes – 08/16/2017 – The playground at upper pavilion is complete. 3. Airport Advisory Committee Minutes – 09/11/2017 – No estimates yet on the taxiway lights ‐ Andy Trimble, BOA, estimated $250,000‐$600,000. The budget included the 5% from the larger amount. South side drainage issue is out to bid. 4. Library Board Minutes – 09/12/2017  EAST TROY VILLAGE BOARD MINUTES October 16, 2017 Page 8 of 8 5. DRAFT Plan Commission Minutes – 10/9/2017 – Correction: Trustee Renucci was not at the meeting. 6. Police Report – 3rd Quarter 2017 –Code compliance officer resigned and is finishing up current issues. Will be advertising for a new Police Clerk/Code Compliance Officer within the next two days. 7. Booth Lake Memorial Park Minutes – 06/21/2017 8. Booth Lake Memorial Park Minutes ‐ 07/19/2017 9. Municipal Court – September 2017 Closed session 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) and 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 (Legal Services) at 8:13 p.m. Trustee Renucci Y Trustee Zess Y President Seager Y Trustee Alexander Y Trustee Alger Y Trustee Johnson Y Motion carried on a roll‐call vote. Reconvene in Open Session Possible action on closed session matters Motion by President Seager, second by Trustee Alexander, to accept Attorney Linda Gray’s letter of resignation. Motion carried. Adjourn Motion by Trustee Alexander, second by Trustee Zess, to adjourn at 9:53 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator