Village Board

EAST TROY VILLAGE BOARD MINUTES June 18, 2018 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, Alan Boyes, John J. Jacoby, Matt Johnson and Forty Renucci Excused: Absent: Trustee Alexander Alger Others: Chief Swendrowski, DPW Director Equitz, Administrator Suhm, Attorney Pruitt Citizen Participation Jim Stemper, 1931 Fremont St, stated emergency services, rescue squads, sheriff, village police and town police have been called to same residence for the same thing, three times, for heroin overdose. He voiced his concern with how he feels the root of the problem needs to be addressed. He wants to be proud of his community and feels the dealers need to be dealt with an iron fist. He expressed his gratitude for the emergency responders. 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 – 6/4/2018 2. Operator’s Licenses – Jacob C. Economy, Cassidy Saenz, Gunner L. Denhart 3. Consider approval of Additional Temporary Class “B” License for East Troy Lions Club 4 th of July Celebration July 1, 2018 from 10:00 am to 4:00 pm for the Village Square (Contingent upon receiving insurance certificate) 4. Appointment of 2018-2019 Youth in Government Representatives. Village Board – Mikayla Lamping and Matt Kisting. Plan Commission – Michael Rosin 5. Recommendation from Plan Commission to approve site plan for airplane hangar (C-1) located at the Eat Troy Airport, Marina Cove LLC, applicant 6. Consideration of reimbursing incidental costs to businesses in relation to water utility project on square Motion by Trustee Renucci, second by Trustee Alexander, to approve the consent agenda. Motion carried. Miscellaneous Business 1. Public hearing and consider approving special assessments against benefitted properties for sanitary sewer lateral improvements in conjunction with the village square utility reconstruction project (special assessments are revised from the approval on 3/5/18) a. Public hearing on proposed special assessments for sanitary sewer lateral improvements in the Village of East Troy as part of the village square utility reconstruction project President Seager opened the public hearing. With no public comments the public hearing was closed.  EAST TROY VILLAGE BOARD MINUTES June 18, 2018 Page 2 of 8 b. Final Resolution 2018-18 levying special assessments against benefitted properties for sanitary sewer lateral improvements in conjunction with the village square utility reconstruction project pursuant to section 66.0703 of the Wisconsin Statutes (replaces Resolution 2018-05) Motion by Trustee Johnson, second by Trustee Jacoby to approve Resolution 2018-18. Motion carried. 2. Consideration of utility pole removal on Square Director Equitz explained this was not a project that was included in the budget. It was coming to the Board for discussion based on the East Troy Brewery project and their desire to remove one of the poles in front of their building. Liz Nevins from WeEnergies stated she approached the Village on the possibility of removing additional poles based on a prior conversion with prior Director of Public Works Mike Miller. She clarified the purpose for removing the poles is truly for aesthetics. The proposal involved removing seven poles from the west and south sides of the Square. The lines would not be buried, but restrung from other poles behind the Square. The cost for the WeEnergies relocation was $50,102.66, plus an additional $52,470.48 for Spectrum. There would be additional costs associated with new line feeds to the businesses and Ms. Nevins suggested hiring an electrician to determine the exact costs. The estimate she provided is good until fall 2018. She stated if work were done during the winter months there may be some additional seasonal costs associated with the work. The east side of the Square is not included in the proposal. She stated she had been approached by previous Director of Public Works Mike Miller for a proposal to bury all the electrical lines on the Square. At that time the proposal was $300,000. The Board discussed the funds could possibly be used elsewhere and expressed concern it was not a budgeted item. They discussed the possibility of special assessments if the majority of businesses are interested. President Seager suggested discussing this during a committee of the whole meeting and inviting businesses to discuss. Motion by Trustee Johnson, second by Trustee Boyes, to table until the next committee of the whole meeting. Motion carried. 3. Presentation by United Greater East Troy Steering Committee to update Board on progress Terry Dignan, N8891 Thiede Road, with UGET projected a possible intergenerational community center as a community project. The goal of UGET is to make sure this project goes forward with no new additional local tax revenue. They will try to tap into state and federal funding. It will be controlled by citizens of the community with a board that runs the facility. They are also focusing on the library needs. Lloyd Senneti, N8398 Bell School Rd, communicated their intent is to benefit the community by providing opportunities for interaction. The building could house the food pantry, workrooms, and community center located at the same place as the library. They  EAST TROY VILLAGE BOARD MINUTES June 18, 2018 Page 3 of 8 would like the strong support of the Board. They feel this is an entity that will help drive what is good about the Village of East Troy and the surrounding community. The UGET committee is hoping they can accomplish this between borrowed funds, WEHDA tax credits, home funds and donations. There was discussion regarding the Chester Byrnes property and the price of the property as well as the potential for an alternate site a developer is working on. Trustee Johnson questioned how this would be structured operationally. The UGET representatives stated the library would continue to be owned and operated by the Village and the building would be leased to the library. They reiterated the need for the Board’s support, stating “If not now, when. If not us, who.” 4. Graef Econ Development planning follow up a. Presentation and discussion of Draft Strategic Plan Document Stephanie Hacker reviewed the history of work performed for the Village since the request for qualifications in July 2017. The draft economic strategy was reviewed in April and she stated they are still looking for feedback and comments on the draft. She stated they believe the Board feels the Village is on the right track, but needs help getting the tools together for getting things done. More working meetings will be necessary to establish and address some of the tasks. Tonya Fonseca, project manager, was also present and reviewed the documents in further detail. Trustee Johnson stated he is happier with the latest version of the document, but expressed concern he did not see a lot of difference between the document presented in November to a small group and the document presented in April. He felt it had a lot of good ideas, but expected the plan to include a first-year strategic plan. He also stated it would be helpful to have the percentage for weight of effort broken down by staff and contracted services. He indicated this would be helpful to measure the amount of effort necessary for Village staff and whether those resources are available. The Board was pleased with several of the points mentioned in the document and properties identified. President Seager expressed the desire to move forward more aggressively. Ms. Hacker expressed her understanding the Board desires a progressive and aggressive approach in pushing the Village in the right direction. Trustee Johnson discussed that the tax base includes residential, business, and tax-exempt parcels. This coupled with the need to address the tax burden on residents while addressing infrastructure needs for the community makes new development efforts necessary. Items will be discussed in further detail at the next committee of the whole meeting. b. Presentation and discussion of Draft Grant Program document Tanya Fonseca reviewed the draft document. She stated the document requires more discussion regarding key decisions. Thought needs to be given to whether there will be a sustainable funding source or if this is one-time program. She also discussed in  EAST TROY VILLAGE BOARD MINUTES June 18, 2018 Page 4 of 8 some communities there was a foundation that replenished funds for the grant, so philanthropy could be an option. Discussion points included things the Board should think about such as how to promote the application process, whether applications should be accepted on an ongoing basis or at specific deadlines, the types of projects grant funds should be available for, whether this would be a matching grant, and if the Village wanted to include interior projects in the grant program. They also discussed a committee to review and recommend approval of the application to the Village Board, which could include a plan commission member, representative from the Square, two staff members and one at-large member. Attorney Pruitt stated he has seen other communities make this type of program part of the CDA responsibilities or the BID contributing funds. c. Discussion regarding next steps and processes for forming CDA and BID Although steps for the formation of a CDA (Community Development Authority) were identified, the timeline for the next steps was not outlined because it depends on how aggressive the Board wants to be. Depending on the budget, assistance with the formation of a CDA could be a 2018-19 work task. The help and level of work can be arranged with the Village according to capacity. It was discussed that establishing a strong mission and goals are critical to a CDA’s success. It is also very important to be clear what their responsibilities are so there are no conflicts with the Plan Commission and other committees. Ms. Hacker discussed the BID (Business Improvement District). This works together with the prior discussion regarding utilities and aesthetics. If a BID were formed, it could participate in discussions regarding utility poles and aesthetics. The creation of a BID would likely span from 2018-2019. d. Budget update for economic development Administrator Suhm reviewed her budget memo. She stated development efforts were new to the community and at the time of budgeting last year, the Village knew we would be contracting for a strategic plan and likely working towards implementing items in the plan, but were not certain about the level of funds necessary. She explained of the approximate $62,000 budgeted for 2018, approximately $31,000 remains. She reviewed items that were paid under the economic development account, which included the payments to Graef for the strategic plan, WCEDA membership, Tri-Troy Alliance membership and efforts to locate a company in the Village. She also reminded the Board there is an additional $20,000 that was budgeted in contingency and could be applied toward development efforts, which would equate to approximately $51,000 remaining for 2018. Discussed the balance due to Graef to close out the invoicing on the strategic plan work is $1,200. Consensus of the Board was the deliverables have been met and making final payment was acceptable.  EAST TROY VILLAGE BOARD MINUTES June 18, 2018 Page 5 of 8 5. Consideration of proposal to develop marketing materials for TID 4 Kristian Vaughn discussed the marketing materials for TID 4 and the proposal that was included in the packet. He explained this effort would assist with distribution and the outreach plan to get the word out about property available for development in the Village. Developers are interested in due diligence and trying to determine what type of site assessments are necessary. He gave the example of Banker’s interest in locating in the Village, which did not happen because power needs could not be met. He stated there are technology companies with advanced utility needs associated with the Foxconn project. If the Village could provide the information in these materials about availability and what we can provide with cut sheets, it would be beneficial. Businesses are touring communities and evaluating them electronically before ever visiting them in person, so having this information readily available and accessible electronically is important. He stated communities with a strong digital footprint and marketing materials do better. Administrator Suhm reminded the Board the closing has not taken place on the properties yet as we finalize the due diligence process. She recommended beginning with the community marketing materials and moving into the property specific materials as we are closer to closing on the property. Motion by Trustee Johnson, second Trustee Boyes, by to approve awarding marketing materials project for TID 4 to Graef for $6,292. Motion carried. 6. Consideration of 2019 proposed budget schedules Trustee Johnson stated he would prefer to go ahead and schedule committee of the whole meetings and then not hold them if we do not feel they are necessary. Motion by President Seager, second by Trustee Johnson, to approve budget schedules with extra committee of the whole meetings in the schedule, which can be cancelled if not needed. Motion carried. 7. Consideration of awarding contract for sewer lining project Four bids were received and Terra Engineering was the low bid at $53,678.75, which was slightly more than the budget of $50,000. DPW Equitz recommended taking the additional $3,678.75 from collection system repairs. Motion by Trustee Alexander, second by Trustee Johnson, to approve the bid from Terra Engineering for $53,678.75 for sewer lining project, with additional funds utilized from collection system repairs. The Board discussed the timing of project, which is expected to be completed by October 1. The Village has not worked with this contractor previously, but Engineer Sarah Nunn spoke with four municipalities and received good references.  EAST TROY VILLAGE BOARD MINUTES June 18, 2018 Page 6 of 8 Motion carried. 8. Consideration of additional costs related to the water main project contract on the square Engineer Sarah Nunn discussed that the Board had voted on the final payment for the Square utility project at the last meeting. However, a couple of items were missed and there were issues with the quantities in the calculation of this payment that resulted in additional costs. At the last meeting, the Village Board approved $947,228.03. The total should have been $950,748.03. Motion by Trustee Johnson, second by Trustee Jacoby, to approve the additional $3,520 payment for the Square project. Motion carried. 9. Consideration of proposal for engineering services related to stormwater drainage for properties on Main Street (Energy Drive retention pond) At the Village Board meeting two weeks ago, there was discussion regarding the retention pond and the potential for evaluating what properties are contributing to the pond. The Board also discussed investigating whether there are other options for this stormwater. There was a substantial area that contributed to the pond when it was established and since that time there has been a lot of site regrading that has occurred. In addition, some property owners may have their own retention ponds. Engineer Nunn discussed the proposal for work that was included in the packet, stating the reason the proposal is so high is this will require surveying all properties. After discussing with Attorney Pruitt, his opinion is if the Village went out and built a new stormwater facility it probably would not negate the agreement in place that the Village will maintain the pond. DPW Equitz stated the $14,700 to evaluate who is contributing to the pond could be a good portion of project costs to make the necessary maintenance possible. Since the Village will need to maintain the pond regardless, it would likely make more sense to apply the funds to that project. He stated the project was originally estimated around $40,000, but could be done considerably less with some assistance of DPW staff. Engineer Nunn discussed the agreement specifically states the Village is responsible for maintenance. At the time of the agreement there were not DNR stormwater maintenance requirements in place, as there are now. She stated it may be prudent to get a letter of understanding so the Village does not find out after performing the work, that the DNR would require more. The final direction from the Board was to mow the property and begin clearing it when the DPW schedule allows. The 2019 capital budget should incorporate lining the edges of the pond. Code compliance should evaluate the rest of the area for proper maintenance and clean- up once this is addressed. 10. Consideration of approving purchase of new computer equipment for WWTP DPW Equitz explained the server went down for the SCADA system so staff could not remotely monitor the system and the dial-in could not provide alerts. In the 2018 capital budget, $20,000 was set aside to upgrade the equipment. Unfortunately, the upgrades did not occur prior to the issue. The estimate is $29,316 to replace the battery backup, new software on the server, a client computer, and new dial-in software accessible  EAST TROY VILLAGE BOARD MINUTES June 18, 2018 Page 7 of 8 through an application on the phones. He discussed the potential use of Carbonite cloud- based backup as well, which was not included in the budget. Administrator Suhm suggested looking into utilizing the Village’s existing subscription for backups with Unitrends as well. Trustee Johnson expressed concerns about the overall SCADA system, stating he has concerns about security of these systems in general. He stated he would like to include a cybersecurity posture and assessment during budget discussions. Since the budgeted amount was $20,000, DPW Equitz recommended the addition $9,414 come from the equipment replacement fund. Motion by Trustee Boyes, second by Trustee Jacoby, to approve the SCADA software/hardware update proposal from Allan ICS with additional funds being taken from wastewater equipment replacement fund for a total $29,314. Motion carried. 11. Consideration to appoint Village Forester The Board discussed the requirement for a Village Forester via ordinance. Trustee Renucci suggested a professional forester that just retired and lives in East Troy, Ken Walbrant. It was also discussed that the Board has the option to designate a staff member. DPW Equitz could reach out to contracted services when necessary if he is designated Village Forester. Motion by Trustee Alexander, second by Trustee Boyes, to designate the Director of Public Works as the Village Forester, with the ability to delegate to staff. Motion carried. Ordinances & Resolutions 1. Ordinance 2018-06 – An Ordinance to amend sections 289-4(C)(1) of the code of ordinance of the Village of East Troy relating to natural lawn management plan Attorney Pruitt discussed prior concerns regarding the Village excusing itself from grass height requirements. To be held to the same standard, it was suggested the Village allow DPW or other Village Departments to put in an application, like any other resident, for a natural lawn permit. The process was discussed, which requires notices to be mailed to neighboring properties within 300’. Attorney Pruitt also explained the airport, where the hay would be cultivated, would require a conditional use in addition to the natural lawn permit, due to the cultivation. President Seager pointed out the neighbors, 300’ from the airport, does not include Village residents. He questioned what residents we would be notifying. He also expressed concerns about aesthetics of the community. It was discussed that the primary concern prompting the discussion of this ordinance is the airport, which may require re-contracting out the land to be mowed. Director Equitz has been having staff mow the property, based on recent Board direction. He estimated a day and a half of mowing, twice a month, being necessary. Motion by Trustee Johnson, second by Trustee Boyes, to table until the Board receives more direction from staff on the contract. Motion carried.  EAST TROY VILLAGE BOARD MINUTES June 18, 2018 Page 8 of 8 DPW Equitz was asked to bring back cost figures for day and half with man hours, equipment and fuel. Reports 1. May Financial Report 2. Booth Lake Memorial Park Minutes – 05/16/2018 3. Municipal Court – May 2018 4. Library Board Minutes – 05/08/2018 Adjourn Motion by President Seager, second by Trustee Alexander, to adjourn at 9:12 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator