Village Board

EAST TROY TOWN AND VILLAGE OF EAST TROY TOWN OF TROY JOINT BOARD MINUTES January 31, 2019 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: Village of East Troy - President Scott Seager, Trustees John Alexander, Alexander Alger, Alan Boyes, John J. Jacoby, and Matt Johnson Town of East Troy – Chairman Joe Klarkowski and Supervisor Clayton Montez Town of Troy - Chairman John Kendall, Supervisors Thomas Lorden and Kathleen Tober Excused: Town of East Troy Supervisor Barbara Church Absent: Trustee Forty Renucci Others: Administrator Clerk-Treasurer Eileen Suhm, Town of East Troy Clerk-Treasurer Kim Buchanan, Town of Troy Clerk-Treasurer Tracey Raymond, Chief Jeremy Swendrowksi, Park and Recreation Director Vickie Muszynski, Library Director Jeffery Gartman Citizen Participation/Public Comment None Miscellaneous Business 1. Discussion and possible action regarding police radio communication issues and cost sharing for repairs/improvements between Town of East Troy and Village of East Troy Chief Swendrowski discussed the radio communication issues the police department is experiencing. Officers can hear each other, can hear dispatch, but dispatch cannot hear the officers. He is concerned this is a safety issue for the officers. In addition, dispatchers are having issues due to the loud static they are receiving in their headsets. He explained Radicom suggested a solution to the issue and he spoke to Chief Jesnsen about it. They decided to bring in another company for a second opinion. Bandt Communications reviewed the issues and concurred with Radicom’s recommended solution. Currently the repeater on the water tower sends the signal to the control station in downtown Elkhorn which is relayed to the Sheriff’s Department. The suggested solution is to move the control station to a tower owned by Walworth County Sheriff on Highway D and microwave the signal to the Sheriff’s Department. President Seager stated since the Town of East Troy and Village of East Troy are using the same system it would make sense to share in the cost to address the issue. Chairman Klarkowski suggested different ways to prorate the funding. After discussion, the board’s agreed population is likely the best way to prorate the costs. Ongoing maintenance costs, such as inspections, were discussed as well and it was agreed these should be shared in the same manner.  EAST TROY TOWN AND VILLAGE OF EAST TROY TOWN OF TROY JOINT BOARD MINUTES January 31, 2019 Page 2 of 4 Motion by Trustee Boyes, second by Trustee Jacoby, on behalf of the Village of East Troy, to prorate the cost per population between the Village of East Troy and Town of East Troy for repair and possible further maintenance for the radio communications system. Motion carried. Motion by Chairperson Klarkowski, second by Supervisor Montez, that the Town of East Troy participate in the cost of repairs as well as future maintenance and repairs on the radio system for the two police departments with the cost prorated on population basis, 4,048 for the Town of East Troy and 4,414 for the Village of East Troy. Motion carried. 2. Discussion and possible action regarding forming a joint library between the Town of Troy, Town of East Troy and Village of East Troy Library Director Gartman presented the report he had distributed. He explained he looked for other joint libraries of similar size and sent a request to them for assistance. He has received four replies and has an appointment scheduled to speak with the Pewaukee Library Director as well. He reviewed five issues to be aware of based on his research. They included hiring an attorney that does not represent any of the entities which would become part of the agreement; fairness of the funding formula; eliminating the potential for micromanagement by one of the funders; library board composition and potential by- laws; and a regular review of the agreement should be built into the terms. Topics discussed included: • The Emergency Services District is similar in nature and has an independent board that makes decisions. • Only one of the libraries Director Gartman talked to had hired a consultant to assist with forming a joint library. Most hired an attorney. It was discussed that an attorney was likely the best route in this situation. • If the towns provide direct support to the library, they will no longer pay the county tax • The amounts the towns are currently contributing to the County exceed what the library receives from the library system ($91,000) by quite a bit. • The Director of the Lakeshore Library System met with Director Gartman and Administrator Suhm and was very supportive of forming a joint library. • A potential funding formula could be based on circulation or other metrics. The same formula would be used for capital expenditures and operational. o The Lakeshore Library System has offered to have a staff member assist with potential funding formulas. o Providing a projection of what a proposed funding formula would look like with the current budget that is in place would be helpful. • Currently library employees are Village employees and necessary services are provided by the Village. The joint library would likely need to choose an entity to provide these services and function in this manner.  EAST TROY TOWN AND VILLAGE OF EAST TROY TOWN OF TROY JOINT BOARD MINUTES January 31, 2019 Page 3 of 4 • The Boards would likely need to adopt a resolution stating they would like to pursue a joint library. Director Gartman advised County Administrator Bretl was going to let us know what the process is and he will follow up on that. Supervisor Lorden stated in October the library building project was discussed and now it has switched to an agreement. He would like to have more information on the future prior to approving an agreement. The Board discussed the operational agreement could include statements that it is not applicable to a building project. President Seager stated the Boards should work on this in steps. It was discussed it is beneficial to fund the library directly. If a library building project will be part of the future that is something the Tri- Troy library board could work towards once it is established. The Board would include an elected official position from each municipality. Example agreements for other joint libraries were requested. The Boards discussed the potential of having the joint agreement in place in time for the 2020 budget cycle. Based on the hope to incorporate this in the next budget cycle it was agreed the boards should hold joint meetings every two months. The next meetings dates were discussed as March 21, May 16, and July 18. 3. Discussion and possible action regarding contributions by Towns to recreation program costs to eliminate nonresident fees for Town participants Discussion occurred regarding the nonresident fee for residents of the Towns participating in Village recreation programs. The option of the Towns of East Troy and Troy being billed for the nonresident fees (based on their respective resident’s participation) at the end of each year was discussed. A list of addresses would need to be provided to the Towns with the billing. This would allow all residents of the Town of East Troy, Town of Troy, and Village of East Troy participating in programs to pay the same resident fee. Parks and Recreation Director Muszynski explained the nonresident fee is an additional $15.00 unless the program is $8 or less, then it is $4. Chairperson Kendell explained the history of the recreation program, stating it used to be administered by the schools. Eighteen years ago, John Stockowitz asked each of the municipalities for involvement because it was too cost prohibitive for the schools to continue. At that time the Village opted to participate, but the Towns did not. Since the program has continued for some time, support makes sense. The Boards discussed beginning this in 2019. Address verification was also discussed, utilizing Walworth County’s GIS system. Supervisor Montez suggested discussing this item at a regular Town meeting, so residents have an opportunity to comment on the item. This item will be considered at the March  EAST TROY TOWN AND VILLAGE OF EAST TROY TOWN OF TROY JOINT BOARD MINUTES January 31, 2019 Page 4 of 4 joint meeting. Park and Recreation Director Muszynski confirmed if a decision is made in March the summer catalog could be modified to reflect both Town’s participants paying a resident fee. 4. Discussion regarding boundary agreement(s) Discussion occurred regarding boundary agreements and the state statutes that apply. A cooperative boundary agreement approach was discussed. The Village should have a plan for the next five to ten years. President Seager commented the main area for growth of the Village would be south along Highway 120. There are not many other opportunities for growth. The Town of East Troy has a boundary agreement with the Village of Mukwonago that was established in the late 1990s. The Town offered to share their agreement with the Village of Mukwonago for the Village’s review. The benefits of open communication and discussion of how we can grow together were discussed. The Town of East Troy and Village of East Troy will begin discussions regarding a boundary agreement. The Town of Troy would like to wait until after this is concluded to have boundary discussions. It was discussed the Village could potentially have representatives from the Plan Commission, Village Board, and the planner meet with representatives from the Town of East Troy Plan Commission and Board. President Seager suggested meeting prior to April 1, due to some changes that will likely occur in Plan Commission appointments with the April election. He anticipates some new appointments due to two Plan Commission members running for Village Board and would like to include members who have experience and background information. 5. Recommendations for future agendas No recommendations were made. Adjourn Motion by President Seager, second by Trustee Alger to adjourn at 8:04 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator Clerk-Treasurer