Village Board

EAST TROY VILLAGE BOARD MINUTES February 4, 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: 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 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 – 1/21/2019 Motion by Trustee Renucci, second by Trustee Alger, to approve the Consent Agenda. Advisory – Motion carried, Board – Motion carried, with Trustee Alexander abstaining Miscellaneous Business 1. Presentation of potential development services for TID 4/Business park by Wangard Stu Wangard and Burton Metz, Wangard Partners, presented potential services they can provide for TID 4. They have been engaged with finding out how much enthusiasm there is for the entire community and they discussed the activity on the Square. They gave examples of similar projects such as currently developing 80-acres in the Village of Sussex and a 200,000 square foot building in Pleasant Prairie, shopping centers and multifamily housing. They discussed the need for the entire development picture - housing to support retail and business development. They are looking to assist the Village in development of the business park. Mr. Metz discussed the project process of definition, design and delivery. Mr. Metz explained that Wangard understands the full picture of development of retail, apartments, industrial and office space. Mr. Wangard introduced their staff and discussed putting a team together and the need to understand the matrix of the project. Sustainability is a goal for their company with their projects and they strive to take care of resources. A TIF, when used prudently, can be used for economic incentives. They reviewed relevant projects to highlight their experience, explained what they are trying to accomplish, how they communicate constantly to keep all parties informed of project progress and understanding the economic impact of the decisions being made. Mr. Metz discussed more in-depth the project approach Wangard takes. They discussed challenges and positives for the proposed project including the 3% unemployment rate and how do we get people to come here; the land and highway access of the area are great; there are programs that are available through various state agencies and federal agencies that could help pay for cost of some of the infrastructure along with the TIF; the possibility to recruit from south of the border and towards Milwaukee; the current shortage of sites in Waukesha County. The expected involvement of Village staff was discussed. The size of the business park was discussed, and the 80-acres size is a good project size. The concern to partner with an active developer was discussed and Mr. Wangard explained his interest in the success of the project. He  EAST TROY VILLAGE BOARD MINUTES February 4, 2019 Page 2 of 4 feels that the true success of a project is where it is meeting needs of the community. Marketing directions were discussed and the development of long-term relationships. 2. Consideration of Dog Park fencing (for park to be located at 2015 Energy Drive) The proposed fencing for the dog park was reviewed. The Key Club would like to install No-Climb fencing for $16,000 and they also showed the option of a green chain link fence for $30,000 and a regular chain link fence for $23,000. The benefits of the No-Climb style presented by the Key Club were the nature-like feel lends itself to a natural setting, it is not an eyesore like chain-link fencing would be, repairs would be to a localized area rather than a whole section and it does not require special tools to for repairs. Their research on other dog parks in Wisconsin and Illinois shows the No-Climb fencing is commonly used for dog parks. The cost of the No-Climb wire is much less and the additional funding needed to the chain-link style fence would push them past their current schedule to build the dog park this summer. The Key Club representatives did not want to give impression of rushing into this project, but they do have Seniors who have worked on this and would like to see this project through as well as having received a $2,000 Key Club grant for the project to be used this year. They already have had businesses participate with donation for signage. They did have information from the Mukwonago Dog Park which has had thousands of feet of this style fence for a number of years and have had no problems with it. They explained their position that the No-Climb fence is easier to install, and repair and the materials are less expensive. Key Club representatives discussed f it is necessary to go the chain-link route they would like the green option but that would bring the price up to $30,000. They have already raised 1/3 of the $15,000. DPW Equitz did find a possible grant, but even if awarded it wouldn’t be received until fall. They questioned if the Village would consider cost sharing if they had to utilize the more expensive fencing. They have community support and momentum in the project and they want to capitalize on that but would prefer not to over spend on the fencing. DPW Equitz explained his concern is in the past we have put in substandard fencing and we are budgeting to replace it within a few years. He still stands behind the chain-link style as it is a lifelong fence. He felt that with the No-Climb fence we would need to be replacing posts in 15-20 years. The Key Club representative responded that the vendor who quoted the No-Climb fence has been using these 35-year treated cedar posts since the 70’s. Occasionally, there may be a post that rots out, but this is has been used successfully in many other dog parks. Trustee Johnson discussed budgeting for replacement costs over 15 years would amount to $1,000 annually. Gates would need to be added for maintenance. Board members discussed their use of dog parks in the area and feeling the chain link style is not as aesthetically pleasing as the No-Climb with posts style. They also discussed not noting damage/maintenance issues in other dog parks. Mowing, trimming and maintenance was discussed. The Key Club representative expressed the desire to continue participation in the maintenance in the future as well along with other clubs at the High School. They are hoping that they could annually fundraise for repairs. They stated there is no dog park in Delavan or Elkhorn and there is a very high interest in this local dog park. The post installation depth was confirmed to be planned with eight-foot posts, four feet into the ground.  EAST TROY VILLAGE BOARD MINUTES February 4, 2019 Page 3 of 4 Motion by Trustee Boyes, second by Trustee Alexander, to allow Key Club to put in the No-Climb fence at the dog park with eight-foot posts installed four-feet in the ground. Advisory – Motion carried, Board – Motion carried. It was confirmed by Key Club Advisor Ms. Venegas that there are plans for maintenance gates, but they were accidentally omitted on the drawings. They will work with DPW Director Equitz on placement of the maintenance gates. 3. Consider proposal for water storage tank painting (storage tank off Highway 120) DPW Director Equitz explained that the 600,000-gallon water storage tank now needs repairs and painting. Ben Wood, Strand & Associates, was present to discuss their proposal and he reviewed tank and maintenance projects they have managed. He explained their process and that they work with contractor but let them do their work and then Strand performs inspections of the key components of the project. They feel this project will go smoother than the last elevated tower project because the work is all interior. Project cost is to bid the project and to ensure the contractor performs the work. He discussed options that could be included in the bid documents to ensure the project is completed as desired without the adverse financial concerns the Village has encountered in the past. Mr. Wood explained options to mitigate issues at the end of the project that may include holding on to 2.5% for retainage until the contractor is done with the project. It could be specified the retainage will be held until the one-year warranty period or request a flat fee for additional costs. This storage tank holds 600,000 gallons and the bid documents need to include liquidated damages if amount of time the tank is out of service longer that stated in the bid. DPW Director Equitz explained that there will be a mixer added to this tank to churn the water and keep the temperature and chlorine residuals consistent. Motion by Trustee Johnson, second by Trustee Alexander, to approve the proposal from Strand & Associates for Engineering fees. Advisory – Motion carried, Board – Motion carried. Direction for the bid was if the project comes in under budget to not release those funds for another other capital work until the project is fully completed. 4. Consider engineering proposal for Clarifier Painting/Headworks project DPW Director Equitz explained the clarifier project was bid last year and came back with one extremely high bid, so this year he is looking to redesign the process using a different coating and combine it with the project to repair and coat the headworks. The engineering costs include design of the project, bid and proposal for bid acceptance. Design includes items such as if the clarifiers will be worked on in place or at an alternate location. Motion by Trustee Johnson, second Trustee Alger, to approve the bid from Applied Technologies for $17,500. Advisory – Motion carried, Board – Motion carried. 5. Consideration of proposal for purchase new accounting software, Civic Systems  EAST TROY VILLAGE BOARD MINUTES February 4, 2019 Page 4 of 4 Administrator Suhm reviewed her memo and reviewed a presentation on the accounting software and the findings of the evaluations of the different systems considered including service enhancements, efficiencies, conversion, licensing and security. Discussion included update procedures, the Lifetime Updates feature, annual maintenance, hosting, cyber security, training and data conversion. Motion by Trustee Alexander, second by Trustee Johnson, to approve the purchase of Civic Systems proposal including all modules quoted utilizing funds from future IT in fund balance with implementation in May or June at the latest. Advisory – Motion carried, Board – Motion carried. 6. Consideration of proposal for upgrading/purchasing four servers Administrator Suhm reviewed her memo accompanying the servers proposal. Discussion included the scheduling of the 2019 cybersecurity audit and that the proposed servers are appropriate for the size and needs of the Village. Motion by Trustee Johnson, second by Trustee Alexander, to approve server and license purchases. Advisory – Motion carried, Board – Motion carried. Reports 1. Parks & Recreation Meeting Minutes – 12/10/2018 2. Chlorides Report – discussed the challenges with the chloride reduction and the majority of the issue points to road salt. 3. Financial Report Questions from 1/21/2019 Village Board Meeting Adjourn Motion by Trustee Seager, second by Trustee Alexander, to adjourn at 9:16 p.m. Advisory – Motion carried, Board – Motion carried. Respectfully Submitted, Eileen Suhm Administrator