Village Board

EAST TROY VILLAGE BOARD MINUTES March 4, 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 John Alexander, Alexander Alger, Alan Boyes, John J. Jacoby, Matt Johnson and Forty Renucci Excused: Youth in Government Representative Mikayla Lamping Others: Chief Swendrowski, DPW Director Equitz, Administrator Suhm, Deputy Clerk Alexander, Attorney Pruitt Youth in Government Representative Matt Kisting Citizen Participation Steve Rostkowski, 2959 North Shore Dr., offered to share information from previous ad hoc dam committees. He mentioned several specific concerns including any new storm water system may be subject to current regulations, FAA concerns with bodies of water near airports and how the Village would be able to remove the tall cattails and phragmites that have grown with the drawdown and replant the area. 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 – 2/18/2019 2. Operator’s Licenses – Anna N. Foley 3. Consider approval of Sidewalk Dining Application from 2894 on Main 4. Consider approval of Special Event Application from Women’s Club of East Troy for Annual Arts & Crafts Fair Saturday, June 8, 2019 on Village Square 5. Consider approval of Temporary Class B Wine license for St. Peter’s Church & School, May 4, 2019 Casino Night Auction Fundraiser, 1975 Beulah, School Gym. Temporary Operators: Stephen J. Dudkiewicz; Adam M. Schrieber Motion by Trustee Johnson, second by Trustee Alexander, to approve the Consent Agenda. Advisory – Motion carried, Board – Motion carried Miscellaneous Business 1. Consideration of Granting: a. Special Event Permit to East Troy Chamber of Commerce for the East Troy Cycling Classic on the Village Square on Friday, June 21, 2019 (road closures begin at 8 am, event 10:35 am to 8:00 pm) i. Pending approval of street closures from Walworth County ii. Contingent on receipt of fees iii. Contingent on receipt of vendor list b. Permit for Bike Race on surrounding streets Friday, June 21, 2019, (change in route proposed), Vanessa Lenz, Event Chairperson c. Application for Temporary Class B Liquor License  EAST TROY VILLAGE BOARD MINUTES March 4, 2019 Page 2 of 5 Chamber of Commerce Executive Director Lenz presented the proposed change for the East Troy Cycling Classic route and explained the proposed detour route for Hwy 120 would be to encourage use of Hwy 20, plans to notify businesses and residents including those on South St., North Shore Dr. and Clark St. to remind them of alternate routes for that day. DPW Equitz expressed his concern is losing South St. as a detour route and that it is important to get the word out as early as possible to have the route change and detours be successful. Trustee Boyes expressed concern for Emergency Services access and asked if Chief Barutha had been consulted. Ms. Lenz stated that the representatives from ToAD normally contacts Emergency Services with information on the route prior to race day and stated that the barricades on the roads have had to be moved in prior years for EMS access for emergencies. She explained that the change in the route was in response to a ToAD rider survey after last year’s race where the road conditions on the portion of the course from the corner of Main St. and Division St. to Clark St. and Clark St. to Austin St. and it was felt that this proposed route would eliminate the turns on Main St. and Clark St. but still showcase the square. President Seager express the interest in having Ms. Lenz consult with EMS and notify the residents/businesses along the new section of the proposed route and then bring the application back to the Board due to the larger impact with no access to the west side of the Village from with the proposed route. Although it is only one day this will cause more confusion for non- residents and it was asked if there is another option. Motion by President Seager, second by Trustee Boyes, to have Ms. Lenz bring the application back to the next Village Board meeting after discussing the proposed route with EMS, notifying those along the proposed route of the impact and asked that representation from ToAD attend to discuss why this route is being proposed. Advisory – Motion carried, Board – Motion carried Trustee Jacoby also mentioned that he would like to see the Chamber utilize signage to inform residents and visitors about the various businesses that would remain open even with the detours. 2. Consideration of awarding bid for 2019 sidewalk projects DPW Equitz explained that the bid opening had a low bid from Forward Contractor’s for $319,820.80 for the 2019 Sidewalk Project. The section of sidewalk on Main St. from Gus’s Drive- In west would stop at the driveway to Frank’s Piggly Wiggly due to a property owner unwilling to provide an easement for the project. Village Engineer, Tim Lynch, discussed the reference checks on the low bidder and found them acceptable and they do many of these types of projects, and stated that he anticipated additional inspections with this contractor who is new to working with the Village to keep the project on track. He recommended awarding the bid to Forward Contractors. DPW Equitz maintained that due to the project being planned in phases over different locations, it will allow for keeping track of the way the project is progressing and will allow for project adjustments if needed. It will also be important to be aware of all restrictions within the contract.  EAST TROY VILLAGE BOARD MINUTES March 4, 2019 Page 3 of 5 Motion by Trustee Alexander, second by Trustee Jacoby, to award bid to Forward Contractors in the amount of $319,820.80. Advisory – Motion carried, Board – Motion carried DPW Equitz then asked if the Board would be agreeable to adding to the 2019 Sidewalk Project to include a section of sidewalk on the east side of Lilly St. from Central Ave. to Graydon Ave. to fill the gap in the sidewalk. This will be able to be completed within the Right-of-Way, so no easements will be required. The estimate for this section is about $40,000 and can be done with a change order for the sidewalks and driveway approaches. The Board agreed that they would like to hold the current pricing, notify the contractor as soon as possible for scheduling purposes and notify the residents impacted. They asked that DPW Equitz process this as a change order and bring it back to the Board. 3. Consideration of eliminating the fencing at the South Street lift station DPW Equitz explained that they are finalizing the South St. Lift Station project and are questioning the need to replace the fencing at the lift station. The prior design had required fencing for safety reasons, but the new design does not and there will be landscaping around the lift station. All the buildings are locked and safe. Fencing would also add to the maintenance of the area with mowing, trimming and repairs. Not installing fencing would save about $10,000 on the project. Motion by Trustee Alexander, second by Trustee Boyes, to not install a fence at the South Street Lift Station. Advisory – Motion carried, Board – Motion carried 4. Consideration of engineering bid for dam removal design Village Engineer, Tim Lynch, presented the proposal to complete the design and permit application for the dam removal project. After meeting with the DNR it was indicated that if leaving the creek in its current location, a full hydrological study would not be required, but the DNR could change their decision, so the proposal included the study on an “if needed” basis. The proposal also includes charges for the design and permit application for the removal of the dam to submit to the DNR. President Seager mentioned that Steve Rostkowski has offered to share information in his possession from past studies. Engineer Lynch felt some of the soil testing results may be useful or as a supplement to hopefully eliminate some of the testing. Engineer Lynch will contact Mr. Rostkowksi for information if it can be used. The topographical survey will be the base mapping for the design of the dam removal, there may be a slight remapping to bypass flow around the existing dam for the removal. Trustee Johnson requested that staff track this project by services provided to provide a clear picture of this large project across fiscal years. Engineer Lynch discussed the services in the proposal and the topo survey qualify under the reimbursement grant guidelines and are within the estimated amount for the grant application. Future expenses will include the engineering for the grant administration, construction administration and bidding of the project and all these items fall within the reimbursable grant dollars. This proposal will get the application submitted to the DNR. Engineer Lynch felt that we would be able to submit the permit application in 4-6 weeks and know if the additional hydrological study would be needed within 1-2 weeks from submittal.  EAST TROY VILLAGE BOARD MINUTES March 4, 2019 Page 4 of 5 Motion by Trustee Johnson, second by Trustee Alger, to approve the engineering bid for dam removal design. Motion carried, Board – Motion carried 5. Consideration of agreement with East Troy Youth Baseball Association for league’s baseball field maintenance and use President Seager recused himself from the discussion. Administrator Suhm provided background and explained the agreement. It was confirmed East Troy youth Baseball Association will use their own equipment for field grooming. Motion by Trustee Boyes, second by Trustee Jacoby, to accept the agreement. Advisory – Motion carried, Board – Motion carried, with President Seager abstaining. 6. Consideration of Civic Systems purchase agreement for an additional four years of data conversion for accounting system and follow up information on software Administrator Suhm explained her memo and that all current modules have various retention periods. She is currently seeking a possible option to retention of older data if needed. Motion by Trustee Alexander, second by Trustee Jacoby, to approve purchase agreement estimated at $7,200 to be taken from fund balance for future IT Needs. Advisory - Motion carried, Board – Motion carried 7. Consideration of concerns raised from citizen regarding police handling of 2018 episode at East Troy Shell Gas Station Motion by Trustee Johnson, second by Trustee Alexander, to table this item for further legal review. Advisory - Motion carried, Board – Motion carried Reports 1. Plan Commission Minute – 2/11/2019 2. ETAESD Minutes – 1/15/2019 Closed session Adjourn to closed session pursuant to Wis. Stats. 19.85(1)(c) to consider employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction and responsibility and (f) to consider personal histories or disciplinary data of specific persons, preliminary consideration of specific personnel problems or the investigation of charges against 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 (police grievance); and 19.85 (1)(e) to conduct other specified public business, whenever competitive or bargaining reasons require a closed session (law enforcement contract); and to consider evaluation of any public employee over which the governmental body has jurisdiction or exercise responsibility (department heads)  EAST TROY VILLAGE BOARD MINUTES March 4, 2019 Page 5 of 5 The Board did not go into closed session for consideration of the police grievance. Motion by President Seager, second by Trustee Alexander, to adjourn to closed session pursuant to Wisconsin Statute 19.85 (1)(e) to conduct other specified public business, whenever competitive or bargaining reasons require a closed session (law enforcement contract); and 19.85(1)(c) to consider evaluation of any public employee over which the governmental body has jurisdiction or exercise responsibility (department heads) Motion carried on a roll-call vote. Trustee Renucci Y President Seager Y Trustee Alexander Y Trustee Alger Y Trustee Boyes Y Trustee Jacoby Y Trustee Johnson Y Adjourn – Motion by Trustee Johnson, second by Trustee Alger, to adjourn at 8:47 p.m. Motion carried. Respectfully Submitted, Lorri Alexander Deputy Clerk