Village Board

EAST TROY VILLAGE BOARD MINUTES July 1, 2019 Page 1 of 6 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, Mary Nugent, Matt Johnson and Forty Renucci Excused: Others: Chief Swendrowski, DPW Director Equitz, Administrator Suhm Citizen Participation Jim Talbert, 2803 Lakeview Drive, spoke to call attention to the Mitchell baseball fields. Recent baseball tournaments have been well attended however several individuals have been hit by foul balls while in the general seating area. He expressed his concern for the liability to the Village and suggested that consideration be given to installing netting over that area and installing signs to be aware of foul balls. Ben Schweder, 3043 South Street, referenced material presented November 6, 2017 regarding the study and estimate of the cost of the dam removal. He asked if there will there be a monthly accounting of the project as it progresses. He was directed to call Village Hall and request it as an agenda item or email any or all of the Village Board Members. Mr. Schweder also felt that the recently shared plan did not include the updated costs and did not notate that the structural items were included. He is interested in what the additional costs would be and if this plan exceeds the $323,000 original estimate. He wants to make sure the project is staying true to the approval process and that the information is publicly available. Jim Rohrer, property owner on Main Street, spoke on the Main Street project on the agenda. He would like to encourage the Board to take this project seriously and take this opportunity to put together a comprehensive plan for the Square and not just a paving project. Rebecca Magestro, 2955 Mallard Way, spoke about a concern regarding the street parking at 2917 Autumn Ln. There are numerous cars parking on the street and when drivers attempt to take a right into the subdivision clear vision is impaired because the vehicles are parked so close to the stop sign. There are numerous small children in the area and safety is a concern. Consent Agenda 1. Approval Minutes – 6/17/2019 Motion by Trustee Boyes, second by Trustee Alexander, to approve the consent agenda. Motion carried. Miscellaneous Business 1. Consider approval of proposal for vegetative assessment for cattail remediation  EAST TROY VILLAGE BOARD MINUTES July 1, 2019 Page 2 of 6 Tim Lynch, Lynch & Assoc., introduced Andy Nelson to present a proposal on the vegetation of the impoundment area and begin an assessment of the area and possibly start treatment this year to make cattail remediation and removal more successful in future years. Mr. Nelson discussed the robust cattails in the area that have the ability to persist in fluctuating range of water levels. If the goal is to manage or eliminate them over time, this will likely take active management by Village to address. There has been no assessment yet in 2019. The proposal is to look at the ambient site conditions for cattails and other types of vegetation that may be present, such as desirable vegetation and there could be other invasive species that would be best to address as well. Currently it is approaching peak growing season for cattails and once they set seeds, in late summer, it is an optimal time to do cattail control. This is a time that the cattails are more receptive to herbicide treatments and the treatment goes to the root and kills the plant. Mr. Nelson suggested that during this project there will probably be the need to eradicate the existing population of cattails and that would set up a path to future spot treatments with a greater success rate. In the past there has been some concern about using fire for control but this is a viable option after an herbicide treatment. This would be done in the winter months, once there is ice or frozen ground conditions, to remove some of the cattail debris. Removal of this dead cattail debris should assist the existing seed bank and promote desirable vegetation. The process for the project may begin this year and could eliminate accumulation of cattail biomass, allowing future work with dirt instead of cattail debris to allow other plants to emerge. In order to move forward with the project within the best timeframe, a decision is needed as soon as possible. This proposal is to look at the area now through September. Mr. Nelson originally envisioned monitoring the site on a monthly basis starting in June, when the growing season is just beginning, and he can determine the diversity of vegetation. By July the cattails are up and can push out other vegetation. He would like to begin soon to allow observation in early July to catch the end of the growing season and return in August. Depending on his findings, within the next four to six weeks he may be able to suggest options on work that can be done from August to September to prepare for next year. He stated the best window for treatments are August 15 to September 15 so work would need to be done quickly to meet that window. Burning would be subsequent to a chemical treatment as burning without chemical treatment doesn’t kill the plant or gain any ground against the growth. The most affordable chemical treatment would be an approved aquatic herbicide treatment similar to an aquatic approved “Round-Up”. Whenever treatment is applied vegetation with the zone you are treating will be impacted and there will be some collateral impact of desirable vegetation. Professional application of herbicide treatments is very precise however there is always the possibility of impact on additional vegetation.  EAST TROY VILLAGE BOARD MINUTES July 1, 2019 Page 3 of 6 Mr. Nelson indicated that he anticipated three assessments within project timeline. Central concerns are the adjacent properties and their landscaping with the management of the project and dealing with interface of the project area and non-participating landowners. He stated that any project design needs to consider that with buffers or no- treat areas and there may be areas that cannot be dealt with due to the proximity to landowner’s property aspects. This type of plan will require outreach with landowners and he discussed communication options. Approving the assessment proposal does not require DNR approvals however future steps in a management plan, such as treatments, herbicide applications or a prescribed burn, would require DNR approvals. When questioned about the effectiveness of the herbicide treatments Mr. Nelson responded that treatments that are timed correctly, with proper chemicals, will provide a 90-100% eradication in the treatment zone and will not see regrowth in the subsequent year. How the application is conducted would be based on density and the proximity to properties. If application is done from the from the ground, such as with an ATV and a sprayer, the effectiveness is less as there is not as good contact with stems. Mr. Nelson stated the best way to apply the treatment is from a helicopter. He stated that this application process works well, does not get drift and offers excellent control. The DNR approval timeline is estimated at a minimum of 30 days. While the timeframe for this project for this year is not realistic, the information gained from the assessment this year would set the direction for a more successful treatment plan next year. Waiting to do the assessment and project next year would be probably result in a compressed timeframe again. DPW Equitz explained that the original intent was for cattail mitigation in conjunction with removal next year. Motion by President Seager, second by Trustee Johnson, to allow two audience members to each to ask single question. Motion carried. Steve Kuhl, 2905 North Shore Drive, expressed concern with the proximity of residential properties to aerial spraying. He asked if property owners would be notified prior to the work being done and if the contractor would have insurance should there be damage to property. Mr. Nelson responded that he would manage the process and help select a contractor and the actual application contractor would provide insurance. He stated in his experience aerial herbicide application contractors tend to be extremely cautious because of the nature of their work. His vision of management of the project would include question and answer opportunities, information via website and other outlets in working with the Village. The first step would be to identify a project treatment window, which would be weather dependent. Treatments typically occur first thing in the morning and probably would take about a half hour with this small area. There would be advice provided on preventive steps such as covering vegetable gardens, taking in any laundry, closing windows, etc. Treatment is determined by GPS coordinates and are very precise, with the helicopter flying low, and the spray nozzles are calibrated for a crisp, precise application.  EAST TROY VILLAGE BOARD MINUTES July 1, 2019 Page 4 of 6 Steve Rostkowski, 2959 North Shore Drive, asked about the difference of glyphosate “Round-Up” in a terrestrial (or regular) use verses an aquatic use. Mr. Nelson stated he could not answer the question specifically, but in general terrestrial “Round-Up” is harder on invertebrates and aquatic approved glyphosates have less impact on invertebrates and muscles that may be in the waterways. Motion by Trustee Johnson, second by Trustee Alger, to approve the assessment. Motion carried. 2. Update regarding required upgrades to existing business park stormwater wet basin Tim Lynch, Lynch & Assoc., reviewed the business park stormwater wet basins regarding if it meets current stormwater regulations and found that the northern basin does not meet the current regulations. The proposal to correct this for future expansion is to create a sediment basin before discharging into the current basin. The sediment basin would be located where the original sediment basin had been. Once completed this would allow for a regional detention basin versus having to require detention ponds on individual sites. The cost estimate is approximately $187,00 for the improvements. The recommendation is to hold the project pending future or additional development. Once development is proposed the Village can move forward with this project and assess the undeveloped lands that would affect the basin. When the project becomes necessary it will need to be publicly bid and require about a month to get into construction, depending on time of the year. However, approval processes for development take time and he is fairly comfortable DNR would take into consideration the project is already designed to address the water. Costs could increase in the future. The proposal is actually a dry basin designed to drain (detention versus retention) for additional capacity. 3. Consider approval of Airport Lighting Project This project was scheduled to occur in 2018 but the BOA (Bureau of Aeronautics) did not get it out to bid. The BOA has now bid out the airport lighting project and they received one bid. The BOA is very happy with the one bid received. We decided to add some alternates to the project including an upgrade to some pappi lights and remarking of the main asphalt runway. This project is 90% federally funded, 5% state funded and 5% locally funded. Our portion of the projects comes in under our budget, 5% of local funding. The BOA is planning to award the bid to Highway Lighting from Watertown. DPW Equitz is asking the Board to authorize the funds that were budgeted to be spent. The BOA could not provide numbers on final costs for engineering for design and construction management. DPW Equitz had asked Board to authorize spending up to $32,000 of the budgeted $37,500 which would allow room for a potential change order. The chosen start date is the Monday after the Planes, Trains and Automobiles event which would be August 12. The contractor asked for extra working days and there was an amendment to bidding process to allow for some extra time. This is led lights with heater kits to avoid the buildup of snow on the lights with the heater used only as needed. This project will include all new lights, fixtures, underground cable, new transformers, regulators in the  EAST TROY VILLAGE BOARD MINUTES July 1, 2019 Page 5 of 6 equipment shed, and it places all new wiring in conduit. The planned completion date is in September. Motion by Trustee Boyes, second by Trustee Alexander, to approve the airport lighting project and authorize Jason to spend up to $32,000 in dedicated funds and come back to the Board for approval of additional funds if needed. Motion carried. 4. Consider approval of 2019 Signage Project DPW Equitz explained that this is the next phase of the sign project to provide signage for several listed locations within the Village (the WWTP, DPW Shop, Mitchell Park, the skate park, and 3 at the Village Municipal building). The project quote is within the budgeted funds. The airport signage has been discussed at the Airport Advisory Committee level. Motion by Trustee Johnson, second by Trustee Nugent, to approve installation for the seven signs at $15,881.86. Motion carried. 5. Consider surface and angle climber replacement for Lynndale Park, quote from Lee Recreation for $50,390 DPW Equitz explained that the current surface at Lynndale Park is sand with a plastic edging. This replacement would entail removal of the current surface and replace it with a safety surface and concrete border much like is installed at Playmore Park. The playset was evaluated and found to be excellent condition. The angle climber was the only item recommended to be replaced. A second bid was received from another company which was priced higher and did not include replacement of the angle climber. This project was budgeted for at $50,000 and the bid is for $50,390. The balance of the cost can be paid out of operations from the Parks Department and Lee Recreation stated they could start within the next couple of weeks. Trustee Alexander stated that the Parks and Recreation Board has been discussing replacement of the surface at Lynndale Park to eliminate the problem of bees nesting in the sand at this park. Motion by Trustee Johnson, second by Trustee Alexander, to approve the project at $50,390 with excess funds being taken from operational budget. Motion carried. 6. Consider Agreement and Amendment to Police Union Contract regarding School Resource Officer for the East Troy School District Chief Swendrowski explained the School Resource Officer agreement with school district is written for three years and will go to a year-to-year basis afterward. In addition, an agreement and amendment with the Police union to their contact was needed regarding this position. The Police union has approved this. Motion by Trustee Alexander, second by Trustee Boyes, to approve the School Resource Officer agreement with school district and the amendment to Police union contract. Motion carried.  EAST TROY VILLAGE BOARD MINUTES July 1, 2019 Page 6 of 6 Chief Swendrowski will hire another full-time officer as soon as possible so that officer is ready when the school year begins. 7. Consider terminating a Conditional Use Permit where the property owner is requesting voluntary termination because the current use is now permitted, or the business is no longer operating (Schmitz Ready-Mix, formerly Strategic Materials). Motion by Trustee Johnson, second by Trustee Nugent, to approve. Motion carried. Reports 1. Update on Walworth County’s Main Street Reconstruction Project DPW Equitz confirmed that the Village is responsible for the paving of the parking areas around the Square. Trustee Boyes referred to Mr. Rohrer’s previous point and urged the Board to consider improvements that have been discussed for the Square in conjunction with this project. DPW Equitz explained that this would need to happen relatively quickly because the project design will be in 2020, to bid early in 2021 for construction in 2021. Staff has begun assessments of Village owned utilities for recommendations to address in this project and decisions will need to be made in this budget cycle on how much we can spend on design in 2020. Discussion included curb and gutter, involving the CDA, referencing past discussion on improvements for the Square, eliminating overhead utility poles. The Walworth County project will go from West Street east to Highway 20. This will not be a full reconstruction but a grinding out of existing asphalt and repave. We can make repairs to our utilities in conjunction with this project and any additional improvements would be the responsibility of the Village. The County is looking at this work as a 25-year fix. It was suggested to schedule a Committee of the Whole for this issue and would like to see suggestions from business owners and others in the community sent to Board members prior to the meeting. Adjourn Motion by President Seager, second by Trustee Alger, to adjourn at 7:34 p.m. Motion carried. Respectfully Submitted, Eileen Suhm Administrator