Village Board

EAST TROY VILLAGE BOARD MINUTES May 21, 2018 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, Alan Boyes, John J. Jacoby, Matt Johnson and Forty Renucci Excused: Others: Chief Swendrowski, DPW Director Equitz, Administrator Suhm, Attorney Pruitt, Deputy Clerk Alexander and Youth in Government Representatives Taylor Grenier Citizen Participation: none 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 – 5/7/2018 2. Consider approval of Class B Temporary Retail Beer and Wine License for Gerard’s Embrace Inc., for June Over the Moon event, 1995 Beulah Ave., on Saturday, June 16th, 2018 3. Consider Appointment of John Alexander to Park and Rec Board, 5/1/18 – 4/30/2019 Motion by Trustee Johnson, second by Trustee Boyes to approve the Consent Agenda. Advisory – Motion carried. Village Board – Motion carried. President Seager took the Ordinances & Resolutions stated he would be taking the Ordinances and Resolutions section out of order, having the Board consider these items first. See section for minutes. Miscellaneous Business 1. Consideration of Recommendation from Plan Commission to approve conditional use for a restaurant with outdoor seating located at 2511 Main Street (RA270200001); Leon Davis, applicant Motion by Trustee Alexander, second by Trustee Boyes, to approve the Conditional Use for 2511 Main Street with the change striking condition #1a that states “All seating must be located under the roof of the building”. Advisory – Motion carried. Village Board – Motion carried. 2. Consideration of Recommendation from Plan Commission to approve Conditional use for a restaurant and bar, with outdoor seating and ancillary brewery located at 2905 Main Street (ROP 00093); TEBS, LLC (Ted Zess, agent), applicant Motion by Trustee Johnson, second by Trustee Alexander, to approve the Conditional Use for 2905 Main Street. Advisory – Motion carried. Village Board – Motion carried.  EAST TROY VILLAGE BOARD MINUTES May 21, 2018 Page 2 of 5 3. Consideration of East Troy High School Key Club proposal to Fundraise for a Dog Park Project on Village Property Representatives of the East Troy High School Key Club presented the Board with a proposed dog park utilizing the land north of the Village Hall. They proposed making this their 2019 fund raising project. They discussed ideas for having benches made for the park and sponsoring an adopt-a- bench program, using bio-degradable waste bags and utilizing a compost site to accommodate the dog waste. Trustee Alexander suggested that the club work with the Park & Recreation Board to consider the idea and to explore areas within the Village where this use would be best located. He offered the assistance of the Park and Recreation Board the project. Discussion followed and included funding, enforcement, features of dog parks, a proposed map of possible locations, procedure for reporting dog bites, insurance requirements and possible alternative locations. It was suggested that the Key Club members contact other municipalities that currently have dog parks to discover size needs, parking needs, features that are desirable and bring those ideas to the Park and Recreation Board to work together on a plan that could be included in the 2019 budget and help them plan their fund raising. Administrator Suhm offered to consult with the Village insurance company and then contact the Key Club Advisor with further information. Motion by Trustee Jacoby, second by Trustee Alexander, to pursue the idea of a dog park and have the Key Club work with the Park and Recreation Board and DPW Equitz. Advisory – Motion carried. Village Board – Motion carried. 4. Consideration of Loan Agreement for Revolving Loan to for East Troy Brewery Administrator Suhm distributed an agreement and reviewed modifications with the Board. Motion by Trustee Johnson, second by Trustee Boyes, to approve the Loan Agreement from the Revolving Loan Fund for East Troy Brewery. Advisory – Motion carried. Village Board – Motion carried. 5. Consideration of proposal for engineering services related to East Troy Business Park Stormwater Improvements Administrator Suhm covered the history and explained that there have been DNR changes to the stormwater requirements since TID 3 was developed. The ponds currently in place will not accommodate the new developments because the DNR had no requirement for solids in place during the time period of this development. The current ponds will not be able to accommodate a full buildout of the existing business park. The best suggestion is to assess the undeveloped lots and have the Village put in the retention ponds now although it could take a bit longer to recoup the improvement cost outlay. Discussion included alternate options such as grass swales and culverts, when the DNR had changed the regulations and the impact of the changes on the parcels within the Business Park. The proposed fees were questioned and Engineer Nunn offered to add language the project cost would not exceed the proposed amount. Motion by Trustee Renucci, seconded by Trustee Johnson, to approve the proposal for $17,500.00 for engineering services with the “not to exceed” language being added. Advisory – Motion carried. Village Board – Motion carried.  EAST TROY VILLAGE BOARD MINUTES May 21, 2018 Page 3 of 5 6. Update from ET Chamber of Commerce on the June 22, 2018 ET Cycling Classic Bike Race route as requested by the Village Board 4/2/2018 on the construction, route to be used and the communication plan for residents along the route. (no packet materials) Chamber of Commerce Director Lenz presented the poster and the informational flyer that has been developed for both businesses and residents on the race route, TOAD representative Bill Ochowicz checked the route and has 2 minor issues and the rest of the route is acceptable for the race. DPW Equitz assured the Board that these two issues would be able to be addressed prior to the race. Therefore, there are no major issues to using the same route as previous years. The lot at the old Chester Byrnes building will be able to be used for parking and the Chamber will provide signage for that parking lot, the Police Department will again post the No Parking signage also provided by the Chamber and the golf cart shuttle will again be available. Chamber representatives plan on going door-to-door along the race route twice to inform residents and businesses of the race and the accommodations and/or restrictions that will be enacted for the race day. Direction was for DPW Equitz and Chief Swendrowski to work with Chamber Director Lenz on the final route details and come back to the Board if there are any issues. 7. Consider approval of final locations for Village Gateway “Welcome to East Troy” Signs DPW Equitz explained that the final locations had changed slightly from the original conception based on visual obstruction, terrain and maintenance considerations. These signs could be moved in the future if another suitable location is identified. The contractor has projected a 4-5-week delivery timeframe. Discussion included the Park and Recreation Board reviewing additional signage needs once these are installed and prioritizing those needs. Motion by Trustee Johnson, seconded by Trustee Jacoby, to approve the proposed locations of the signs. Advisory – Motion carried. Village Board – Motion carried. 8. Consideration of Amendment to Design Services for 2018 Sidewalk Project DPW Equitz explained that the work on this project has encountered obstacles and challenges and the proposed amendment has the items that have been done. DPW Equitz stated that he added the Mitchell Park work to this project to save some money but these specific sections of the sidewalk project were particularly challenging. Lynch & Assoc. has provided a $2,500 discount on this work and the project is out to bid on June 12. Questions were asked about the job rates and the cost of the amendment. DPW Equitz explained that although there had been adjustments to the projects the initial investigative work was still required to make the final decisions. One of the larger issues was with the section of sidewalk on the west side of the Village on Hwy ES when it was found that the sidewalk would not fit within the road right-of-way and on the east side of the Village on Hwy ES when it was found a significant amount of property improvements had been made in the road right-of-way. Walworth County also requested a Public Informational Meeting to determine the amount of support on the project from the impacted businesses. The Board expressed their disappointment that the change orders hadn’t been communicated with more notice as the project issues became apparent. This project was expected to be complex but more communication of the project’s progress would have been appreciated to avoid this unexpected change order. The Board expressed while they were not completely surprised by the additional work needed they were unhappy with the submittal and the amount of the change  EAST TROY VILLAGE BOARD MINUTES May 21, 2018 Page 4 of 5 order. The Board felt that this will now add to DPW Equitz work load and expressed disappointment that Engineer Nunn was expected to defend this change order with no company support, and questioned how to avoid this situation in the future. As this project is in the design phase it is possible to postpone payment of this change order until after the bid opening to review the total project cost to determine the total cost of the project to the budgeted amount. Motion by Trustee Johnson, second by Trustee Jacoby, to table item until the June 18 Village Board meeting. Advisory – Motion carried. Village Board – Motion carried. 9. Recognition of and conclusion of 2017-2018 Youth in Government Program (no packet materials) Administrator Suhm recognized and thanked Taylor Grenier for her participation in the program and presented her with a certificate of participation. YIG Representative Grenier spoke on her participation in the program and discussed what she has learned and gained from the program. Taken out of order - Ordinances & Resolutions 1. Resolution 2018-15 - Resolution Awarding the Sale of $1,320,000 General Obligation Corporate Purpose Bonds, Series 2018A Dawn Gunderson, Ehlers, presented new resolution document that incorporated the results of today’s sale in the amount of $1,295,000. She explained that after the rating documents were submitted and the rating call with the Moody’s, the Village has retained an A1 rating. There were 3 bids received and due to the best bid being lower than expected the bond was able to be reduced, providing a savings to the Village. Overall lower cost of the issue compared to the planning was $47,823.00. Motion by Trustee Johnson, second by Trustee Alexander, to approve Resolution 2018-15. Advisory – Motion carried. Village Board – roll call vote – Motion carried. Trustee Alexander Y Trustee Alger Y Trustee Boyes Y Trustee Jacoby Y Trustee Johnson Y Trustee Renucci Y President Seager Y 2. Resolution 2018-16 - Resolution Awarding the sale of $2,105,000 Taxable General Obligation Community Development Bonds, Series 2018B Dawn Gunderson, Ehlers, presented documents for the taxable bond sale in the amount of $2,070,000. Motion by Trustee Johnson, second by Trustee Jacoby, to approve Resolution 2018-16. Advisory – Motion carried. Village Board – roll call vote – Motion carried. Trustee Alger Y Trustee Boyes Y Trustee Jacoby Y Trustee Johnson Y  EAST TROY VILLAGE BOARD MINUTES May 21, 2018 Page 5 of 5 Trustee Renucci Y President Seager Y Trustee Alexander Y 3. Ordinance 2018-05 – Recommendation from Plan Commission to approve ordinance adding compliance with FAA stormwater regulations within 10,000 feet of the airport to chapter 483 of the Municipal Code The FAA is requiring this to reduce water-fowl hazards. Existing retention ponds are allowed as a grandfathered item however, new development must comply with the regulations. The Village accepts federal funding therefore we need to comply with the regulation. With the Town of East Troy also within the regulation area Engineer Nunn explained that the Village needs to show attempts to enforce the regulation and that may be done several ways, such as sending notices to surrounding communities informing them of this requirement. Attorney Pruitt would prefer the ordinance contain language that would specify that existing ponds are grandfathered in. The question was asked if the possible retention of the impoundment at the current dam by be considered within this regulation and Engineer Nunn explained the FAA is not intending to control natural water bodies. The question remained if the FAA would involve themselves in the dam issue and possibly consider withholding federal funds if they feel the Village isn’t in compliance. Trustee Alexander questioned if the advisory referenced was current, stating advisory circular 33C had been issued. Motion by Trustee Alexander, second by Trustee Johnson, to table this item until more research into the language of the Ordinance can be done to clarify the intent. Advisory – Motion carried. Village Board – Motion carried. Reports 1. Library Board Minutes – 04/10/2018 – discussed the safety policy that is being drafted. 2. Booth Lake Memorial Park Minutes – 04/18/2018 3. Draft Plan Commission Minutes – 5/14/2018 4. Report – Copier Lease Adjourn Motion by President Seager, second by Trustee Johnson, to adjourn at 8:19 pm Advisory – Motion carried. Village Board – Motion carried. Respectfully Submitted, Lorri Alexander Deputy Clerk