Village Board

EAST TROY VILLAGE BOARD MINUTES December 3, 2018 Page 1 of 4 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 Youth in Government Representative Matt Kisting Citizen Participation No citizen participation. Consent Agenda 1. Approval Minutes – 11/19/2018 2. Sale of Surplus Vehicles and Equipment – DPW Equitz Motion by Trustee Alexander, second by Trustee Johnson, to approve the consent agenda. Advisory – Motion carried, Board – Motion carried. Miscellaneous Business 1. Room tax report and update from East Troy Chamber of Commerce Vanessa Lenz, Executive Director, provided an update on room tax revenues and expenditures. She distributed hard copies of promotional materials to the Board. Reviewing the breakdown of revenues, she stated third quarter was the highest amount, due to concerts at Alpine Valley and the summer months. There was a 28% increase in room tax from 2017 to 2018. She reported marketing and design will be brought in house this year. She also discussed plans for the Visit East Troy web site being incorporated with the current Chamber site. President Seager inquired how the tourism entity is helping with businesses that are not members of the Chamber. Ms. Lenz explained the Chamber is the business organization, separate from the tourism arm. The tourism arm promotes all East Troy. She used the Planes, Trains and Automobiles event as an example and stated they partnered with a non-Chamber member on this event. In addition, the tourism guide features all restaurants, not just Chamber members. Trustee Johnson questioned how we know we are trending more overnight stays due to these efforts. He wondered if she could provide a comparison from year-to-year. Ms. Lenz stated the tourism industry does provide tools to track this, but we are smaller in size so it is more difficult to track and use metrics. It was questioned if the lodging entities would be willing to share stay numbers to review.  EAST TROY VILLAGE BOARD MINUTES December 3, 2018 Page 2 of 4 2. Consideration of 2019 Sidewalk Project design decisions DPW Equitz explained the Board needed to make decisions related to the 2019 sidewalk project so the project can be bid in January. Three options were discussed: • Three construction options for the sidewalk traveling under the I43 overpass o The first option was to install a retaining wall in this area including a handrail and a higher elevation for the shared-use path or sidewalk, an extra cost of $140,000 was estimated for these enhancements o The second option involved a curb and terrace along the shared-use path or sidewalk, the least expensive option o The third option was to install a concrete barrier along the shared-use path or sidewalk and the elevation would be lower The Board discussed the option of the retaining wall and handrail aesthetics, weighing whether the cost was justifiable. There were concerns expressed about the safety of the curb and terrace option. The Board directed staff to use the concrete barrier in the design and bring back possible options of a stamped or embossed barrier to enhance the aesthetics. • Discussed the option of a shared-use path or a sidewalk. The shared-use path would be 10-feet wide and sidewalk 6-feet wide. For the Highway 120 area, if a sidewalk is installed, there would need to be a lane painted on the highway to accommodate bicycles. The shared-use path would be able to accommodate bicycles in addition to walkers and runners. o Pros and cons of asphalt were discussed. DPW Equitz advised that the Village has equipment to plow the multi-use trail. o Asphalt would require more maintenance, such as crack filling. Sidewalks are considered to have a longer life. A 50-year life was estimated for sidewalks. o The Board was given options for a shared-use path along Highway 120 and Highway ES from Byrnes to the First Citizens State Bank/Shell access drive. The Board directed staff they preferred a multi-use trail along Highway 120 and sidewalks along Highway ES Byrnes Street to First Citizens State Bank/Shell access drive. • The five segments of the project were discussed. Due to cost considerations the Board decided to pursue the four segments discussed: Highway ES west section, Highway ES east section, Byrnes Street, and Highway 120. The Highway 20 section will be included in the bid as an alternate. The Board also discussed adding a crosswalk and flashing lights at the crossing on Highway 120 near O’Leary Lane. It was estimated this will add $10,000 to the project. DPW Equitz discussed the budget and concerns this was not included in original numbers. In addition, the four section costs the Board reviewed did not include engineering. He stated there is $65,000 set aside for future sidewalk projects and this could be utilized if necessary.  EAST TROY VILLAGE BOARD MINUTES December 3, 2018 Page 3 of 4 Trustee Renucci questioned the need for lighting of the Highway 120 section, particularly near the underpass. The Board requested aesthetic options for the concrete barrier be brought back for their review, possible options discussed included embossing or concrete stamping. Ordinances & Resolutions 1. Resolution 2018-22 – Electing to Have Water Utility Directly Charge for All Public Fire Protection Charge Motion by Trustee Johnson, second by Trustee Alexander, to approve Resolution 2018- 22. Trustee Renucci expressed concerns regarding charges on the water bill not being tax deductible for residents versus when it is included in the tax levy it is deductible. Trustee Johnson acknowledged Trustee Renucci’s concerns, but stated he supported this action because the water utility is supposed to be self-supported and separate from the general fund. This change would provide that separation. Advisory – Motion carried. Board – Motion carried. 2. Resolution 2018-23 - Consideration of approving amortization schedule for low interest loan from general fund to water utility Motion by Trustee Jacoby, second by Trustee Alexander, to approve Resolution 2018-23. Advisory – Motion carried, Board – Motion carried. Reports 1. Library Board Minutes – 10/09/2018 – Discussed the incident dated September 26 included in the minutes. Administrator Suhm explained the attorney was consulted on the matter, but police were not called. Issues with the impacts of the Fourth of July festivities on the library were discussed. DPW Equitz stated he has spoken with members of the Lion’s Club, but it is possible they have not directly discussed concerns with Library Director Gartman. DPW Equitz will make sure they connect to discuss this. 2. Plan Commission DRAFT Minutes – 11/12/2018 – Trustee Renucci explained he asked Steve Bartle, Assistant Fire Chief of the East Troy Fire District, to come in under citizen participation for the meeting. The Village has a three-story limit on buildings and he wanted the Commission to be aware the Fire District now has ladder trucks that reach 80 feet and surrounding communities have trucks that can reach 100 feet, so that limit might not be necessary from a fire-safety perspective. The Board discussed the approval of the dog park by the Commission. Administrator Suhm clarified since it was site plan approval it would not be reviewed by the Board. She asked the Board for clarification on their approval related to DPW Equitz’s concerns about the proposed fence. The Board  EAST TROY VILLAGE BOARD MINUTES December 3, 2018 Page 4 of 4 discussed the Key Club should be working with DPW Equitz on the fencing. President Seager asked YIG member, Matt Kisting to discuss the fencing they are proposing and bring it back to Board. 3. 2018 Capital Project Update – DWP Equitz – The Board discussed they have received a lot of positive feedback on the snowflakes and banners. DPW Equitz reported in 2019 there are funds in the budget for additional banners. There will be remaining funds from the project in 2018 and he will be requesting a carryover of these funds into 2019 so more snowflakes can be added. The Board discussed they were also happy with the new park signs that were recently installed. 4. Water Tower Expansion Joint Update – DPW Equitz – DPW Equitz reported the Village could not hold the contractor responsible for the additional amount due because there was an amount withheld from the contractor for this item on final payment. The difference between the amount withheld and actual cost was approximately $3,000. Trustee Renucci discussed he understood this, but he wanted to emphasize if we have a problem like this in the future, he wants the engineering firm that is providing the estimated amount to be withheld from payment, be held responsible, as the Village is relying on them for these issues. Adjourn Motion by President Seager, second by Trustee Alexander, to adjourn at 8:06 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator