Village Board

EAST TROY VILLAGE BOARD MINUTES January 21, 2019 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 Alexander Alger, Alan Boyes, John J. Jacoby, Matt Johnson and Forty Renucci Excused: Trustee John Alexander Others: Chief Swendrowski, DPW Director Equitz, Administrator Suhm, Attorney Pruitt Youth in Government Representatives Matt Kisting and Mikayla Lamping Citizen Participation No citizen participation. 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 – 1/7/2019 Motion by Trustee Johnson, second by Trustee Alger, to approve the 1/7/19 minutes. Advisory – Motion carried, Board – Motion carried. Miscellaneous Business 1. Consideration of repairs for police department radio communication system Chief Swendrowski reported he received a second opinion from Steve Bandt, with Bandt Communications, to address the communication issues discussed with the Board previously. Bandt Communications agrees with Radicom’s recommended solution. To address the issue, they are proposing shortening the distance the communication needs to travel and changing the direction of the antennas. The County supports the modifications and would like to see this done as soon as possible. Bandt Communications recommended contracting with Radicom because they have the contract with the County. Mr. Bandt felt strongly this will address the issue. When asked if the County communication upgrades could potentially address the issue, it was discussed the County upgrade project is projected to take five years and they are not ready to begin the project so waiting for this project is not an option. Cost sharing with the Town of East Troy was discussed since they utilize this equipment. This topic will be discussed at the joint meeting with the Town of East Troy. Motion by Trustee Boyes, second by Trustee Johnson, to table until tomorrow night’s meeting with the Town of East Troy. Advisory – Motion carried, Board – Motion carried. 2. Consideration of appointments to CDA  EAST TROY VILLAGE BOARD MINUTES January 21, 2019 Page 2 of 5 It was clarified the appointment terms will be four years after the initial staggered terms. This was done so all appointments would not expire at the same time. President Seager acknowledged everyone on the list had confirmed the appointments. Appointments within the memo were: Board: President Seager (term of office), Trustee Boyes (term of office) Resident: Tony LaShay (one year), Erin Seaverson (one year), Mary Nicoson (two year), Jim Holm (three year), Benny Stichmann (four year) Motion by Trustee Johnson, second by Trustee Jacoby, to approve the list of CDA appointments. Advisory - Motion carried, Board – Motion carried. 3. Consideration of general property and liability insurance policy renewals with EMC Insurance 2/1/20196 through 1/31/2020 Administrator Suhm reviewed the memo regarding insurance policy renewals. She stated the overall increase in premiums is 2.27%. Automobiles was the largest dollar increase, but two new vehicles were added to the policy. The cyber liability was the largest percentage increase at just over 19%, but this only amounted to $450. She explained the workman’s comp mod factor is very low, resulting in a low premium for this policy. In the past the dividend for workman’s comp was 15%, the carrier proposed a 10% dividend and the agent negotiated it to be 12%. Administrator Suhm stated overall the total is under budget and renewal was recommended based on the low increase, satisfactory experience with carriers and recent claims experience. Discussed the large cyber increase is likely due to claims experience and cyber exposures. Motion by Trustee Johnson, second by Trustee Boyes, to approve the recommended program structure with property and liability insurance through EMC, cyber with BCS, crime with Hanover, and airport with Old Republic. Advisory – Motion carried, Board – Motion carried. 4. Consideration of repairs for the DPW Cold Storage Building DPW Director Equitz explained the condition of the roof on the cold storage building and the needed repairs. The recommended contractor, Cedar Creek, bid the project at $19,928. Another quote was received for $28,000 and the materials were not as good quality as the low bid. DPW Equitz explained he reviewed a couple of references for Cedar Creek Company and was satisfied with the references. Motion by Trustee Johnson, second by Trustee Jacoby, to approve Cedar Creek for the amount of $19,998. Advisory – Motion carried, Board – Motion carried. 5. Consideration of the 2018 Paving Project Closeout  EAST TROY VILLAGE BOARD MINUTES January 21, 2019 Page 3 of 5 DPW Director Equitz explained the Board reviewed a change order at the last meeting that was approximately $14,000. The new amount is $17,227.33. He reminded the Board it was tabled at the last meeting because there was an upcoming meeting with the contractor and subcontractors to discuss the outstanding charges. The majority of the change order amount is for gravel, which is not disputed. He explained the new additional amount for the change order is for $2,600 related to work that had been performed and verified for extra stormwater piping that was necessary while constructing the municipal building parking lot. The outstanding charge related to excavation in the amount of $8,800 was dropped by the subcontractor after the meeting because it was agreed this was not something the Village should be paying for. The other portion still due on the project is $7,339.67 for engineering overages that were discussed at the prior meeting. After all the change orders, the project is still under budget by $9,248. Motion by Trustee Johnson, second by Alger, to approve the change order for $17,227.33 and the engineering overage for Lynch at $7,339.67. Advisory – Motion carried, Board – Motion carried. 6. Consideration of 2019 Sidewalk Project Amendment DPW Director Equitz discussed direction from Board at the last meeting to consider a Village-wide evaluation of sidewalks. As part of the evaluation, Lynch & Associates staff would shoot GPS coordinates to add to bidding documents for the project. After sidewalk evaluation is done a list of addresses will be generated to send a sidewalk repair order. The property owner then has an opportunity to dispute the order. Per Village ordinance sidewalk repair costs are split with 50% paid for by the Village and the other 50% by the property owner. Although it was originally thought there may be value in adding this into the 2019 sidewalk project, DPW Director Equitz explained the concern is the amount of time lost due to the evaluation and process may negate any value gained in adding this to the sidewalk project. When the original discussions occurred, it was thought the evaluation would begin this week. However, with the change in weather this will not be possible. In addition, due to the nature of the work related to new sidewalks versus repairs there is the potential that two different contractors would bid on the different elements of the project. The rest of the 2019 sidewalk project, with the exception of Highway 120 which will be delayed for grant application, is ready to be bid. Motion by Trustee Johnson, second by Trustee Jacoby, to table until DPW Director Equitz is ready to bring the project back. Trustee Boyes questioned how many complaints are being received about the condition of current sidewalks and DPW Director Equitz stated he has not been receiving complaints. Advisory – Motion carried, Board – Motion carried.  EAST TROY VILLAGE BOARD MINUTES January 21, 2019 Page 4 of 5 7. Consideration of 2019 rates for Engineering Services, Lynch & Associates Engineering The current contract with Lynch & Associates runs through 2019. Engineer Lynch explained some rates are going up and others are going down. They are working to standardize rates, and this is reflective of addressing an internal administrative issue for them. He stated he suspects since some rates are going up and others are going down it will not impact, or have a minimal impact, on overall fees paid. The MSA runs through 2019 and will be renegotiated this year. Motion by Trustee Johnson, second by Trustee Alger, to approve the new rates as presented to standing MSA. Advisory – Motion carried, Board – Motion carried. Reports 1. 2018 Room Tax 2. 2018 Airport Fuel Flowage – The Board discussed the decrease in flowage amounts and questioned what the decrease is related to. Trustee Jacoby stated it depends on who is asked. He has heard the fuel is cheaper at nearby airports. The Board questioned if it was higher because the FBO Managers sets the rates. They asked the following questions: Can Attorney Pruitt review this? When was Mr. Watkins first hired to manage the fuel farm? Is the Village paying or covering any fees associated with the fuel farm with revenue from this (such as licensing or permitting), and is the Village breaking even on this? DPW Director Equitz stated Mr. Watkins will be coming in to address the Board on February 4. It was commented these updates from the Airport Manager, Mr. Watkins, should be occurring on a quarterly basis. 3. Library Board Minutes – 12/11/2018 – The recent DPW work was discussed. It was reported there are still some exhaust fans for the bathrooms that need to be replaced. 4. December Financial Report – Administrator Suhm responded to the following: Capital projects fund special assessments took in more revenue, in particular special assessments. She will bring information back to the Board on this. The increase in investment income is due to increased interest rates. In the capital projects fund supplies and expenses is over budget and this is related to paying for projects from prior year’s surplus. TID 4 is performing as expected because of no development, expenses exceed revenues at this time. TID 3 licenses and permits revenue is related to PILOT (payment in lieu of taxes) from ProHealth Care. She will bring capital project detail for the Board. 5. DPW Director’s 2018 Summary – DPW Direct or Equitz reviewed projects for year, staff training, licensing and certifications. He reported the snowflakes need to be down by the end of January per the agreement with WeEnergies. He also found out the Village needs a banner agreement to allow banners to remain up on utility poles, this agreement is now in place. 6. Police Department 2018 4th Quarter Report – In response to a question, Chief Swendrowski reported the squad that previously had electrical issues has been okay. 7. DRAFT Plan Commission Minutes 1/14/2019 – Trustee Renucci reported the cell tower hearing is postponed until the March meeting to allow for testing for PIM. President  EAST TROY VILLAGE BOARD MINUTES January 21, 2019 Page 5 of 5 Seager reported the Plan Commission will discuss the requirement for paint approvals in the Downtown Design District at the next meeting. A letter regarding the review requirements for the district was sent to property and business owners. 8. ETAESD Minutes – 12/18/2018 Closed session Motion by President Seager, second by Trustee Johnson, to adjourn to closed session to adjourn to closed session pursuant to Wis. Stats. 19.85(1)(g) to confer with legal counsel who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or likely to become involved (Drainage-related dispute and Davis vs. Ortiz, Et. al.); and 19.85 1(c) and 19.851(f) to consider performance evaluation data of any public employee over which the governmental body has jurisdiction and exercises responsibility and considering disciplinary data of 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 (personnel matter); and 19.85 (1)(f) to consider medical, social or personal histories or disciplinary data of 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 (Status of Uninsured Motorist matter involving employee) Motion carried on a roll-call vote. Trustee Johnson Y Trustee Renucci Y President Seager Y Trustee Alger Y Trustee Boyes Y Trustee Jacoby Y Adjourn Motion by Trustee Boyes, second Trustee Johnson, to adjourn at 8:33 pm Respectfully Submitted, Eileen Suhm Administrator