Village Board

EAST TROY VILLAGE BOARD MINUTES February 17, 2020 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, Matt Johnson and Forty Renucci Excused: Trustee Mary Nugent Others: Chief Swendrowski, DPW Director Equitz, Administrator Suhm, Clerk Alexander, Youth in Government Representatives Madeline Otto and Michael Rosin Citizen Participation Lynn Anderson, W902 Hwy D, regarding the property at 2954 Main Street and the concern that this unmaintained property is decreasing surrounding property values. Complaints about the condition of this property have been brought to the Code Compliance Officer. She asked that the situation be addressed and that the item be placed on the next Village Board agenda to discuss enforcement of bringing the property up to code, having the Village address the property issues of requiring the homeowner to bring the property up to code or make changes to the code if needed. Consent Agenda 1. Approval Minutes – 2/3/2020 2. Consider approval of Sidewalk Dining Application from East Troy House 3. Consider request for Director of Public Works vacation carry-over 4. Consideration of Plan Commission recommendation to approve Conditional Use for contractor shop/showroom located at 2584 Main Street Motion by Trustee Johnson, second by Trustee Alexander, to approve the consent agenda. Advisory – Motion carried, Board – Motion carried Miscellaneous Business 1. Tourism report presented by the East Troy Chamber of Commerce Vanessa Lenz, Executive Director, East Troy Area Chamber of Commerce presented a report on the events and successes of the Chamber to promote East Troy. She and Jamie Rohrer discussed future plans of the Chamber including their East Troy Lights project that is set to debut in December 2020. She explained that the Chamber is focusing on creating unique experiences for visitors. Discussion included questions on measurement of impact provided by the Chamber to the room tax received, inclusion of all local businesses and reciprocation of promotion between the Chamber and businesses – both local and nearby. Ms. Lenz discussed the Chambers work on building connections with businesses. President Seager thanked her for the work that has been done in creating a vibrant event schedule that has brought East Troy notice from inside and outside the community. The 2021 anticipated road work on Main Street (Hwy ES) and the effect on events was also mentioned.  EAST TROY VILLAGE BOARD MINUTES February 17, 2020 Page 2 of 4 2. Presentation and consideration of sewer rate study and recommended adjustments to sewer rates a. Presentation – Brian Roemer, Ehlers, presented the recommendations and findings of the sewer rate study. He noted that the recommendation is for a mid- 2020 rate increase of 7.8% and no increase in 2021. This would increase the sewer usage for an average usage bill of 10,000 gallons by $13.30) It was also recommended to adjust outside user rates. These changes will assist in covering the expenses of increases in operations and maintenance costs and debt service. Mr. Roemer explained that this study was a 5-year plan and felt that should substantial changes in the service occur, either increases or decreases, a full rate study may be needed. Discussion included review of the outside user contracts. b. Rate Study Report Direction was to bring this topic back on the March 2, 2020 agenda for consideration after review by the Village Attorney. Administrator Suhm also informed the Board that during this process a meter reading error had been realized for an outside user that resulted in a substantial refund to that user but did not affect the findings of the study presented as it was considered. 3. Consider Request to waive surveying requirements for the remnant parcel pursuant to sec. 495-13(B) of the land division regulations (Parcel RA314100001 south side of Honey Creek Road, Application 2020-07) Motion by Trustee Alexander, second by Trustee Johnson, to approve the request to waive the surveying requirements for the remnant parcel. Trustee Renucci asked that it be confirmed that the eastern lot line of parcel was adequately marked. Advisory – Motion carried, Board – Motion carried 4. Consideration of 2-lot Certified Survey Map located on the south side of Honey Creek Road (RA314100001) Motion by Trustee Johnson, second by Trustee Renucci, to approve the 2-lot Certified Survey Map located on the south side of Honey Creek Road (RA314100001) including the conditions listed. Advisory – Motion carried, Board – Motion carried 5. Consideration of appointing of Deputy Treasurer/Accounting Assistant Administrator Suhm explained this would allow her to hire a candidate more quickly and potential allow the new employee to train with the current Deputy Treasurer prior to her final day. Motion by Trustee Johnson, second by Trustee Alexander to authorize Administrator Suhm to appoint a Deputy Treasurer with the Board to then ratify the appointment. Advisory – Motion carried, Board – Motion carried 6. Discussion regarding department head review process (no packet materials) President Seager asked the Board if there were any suggestions for modifications or changes to this process. Trustee Boyes suggested implementing an anonymous survey to  EAST TROY VILLAGE BOARD MINUTES February 17, 2020 Page 3 of 4 employees to gain insight on employee evaluations of their departments. He also offered to work with Administrator Suhm to develop the simple survey. The timeframe for evaluations to be complete by the end of April was discussed. There were no other changes suggested to the current process and department presentations were requested to be 10-15 minutes in length. Direction was to bring the proposed survey back to the Board for approval at the March meeting. 7. Consideration of DPW Utility Truck purchase DPW Equitz explained that he has funds in the 2020 capital budget to replace a truck and is looking at a utility truck. He reviewed the quotes he had received and requested approval to purchase the 2020 Chevy truck with a Monroe utility body. Motion by Trustee Renucci, second by Trustee Alexander, to approve the purchase of the 2020 Chevy truck for $37,648.50 . Advisory – Motion carried, Board – Motion carried 8. 2019 Sidewalk Project Update Tim Lynch, Village Engineer, Lynch & Associates informed the Board that he has been negotiating with the contractor on the project and they have reached agreement on a pay application. The presented pay application has been decreased by about $60,000 from the original. Discussion included the items that were negotiated, the submittals, construction timeline differences, why additional inspections by Lynch were required, the contractor’s difficulty in staffing, the late start of the project, the extensive punch list, the time that will be needed to correct the punch list concerns, that inspections of the punch list corrections hopefully will coincide with the 2020 Clayton/Bellview project and the Hwy ES west sidewalk project. It was recommended not to begin the Hwy ES Sidewalk project with this contractor and to hold it for a future project. Discussion included questions on the project, the bid process, amount of inspections needed and raised questions for Attorney Pruitt. It was stated that between the retainage and funds withheld for the project, the repairs could be covered if needed. The project is $41,559.36 over budget. The west section of sidewalk was originally bid at $63,000 original bid, but no work has been done. DPW Equitz feels this will be the most challenging part of the sidewalk project and does not expect it will be able to be done for the bid price. It was requested that the original bids be reviewed for the pricing on the west section and be provided to the Board. #1 - Change Order #3 – 8” Commercial Driveway Approaches – Motion by Trustee Johnson, second by Trustee Alger, to approve. Advisory – Motion carried, Board – Motion carried. #2 – Pay Application #1 - Motion by Trustee Johnson, second by Trustee Alexander, to approve. Advisory – Motion carried, Board – Motion carried, with Trustee Renucci voting no. #3 – Professional Services Amendment - Motion by Trustee Johnson, second by Trustee Alger, to approve. Advisory – Motion carried, Board – Motion carried, with Trustee Renucci voting no. #4 – Consideration of Hwy ES West – Direction was to bring back to the Board in March.  EAST TROY VILLAGE BOARD MINUTES February 17, 2020 Page 4 of 4 Ordinances & Resolutions 1. Consideration of Plan Commission recommendation to approve Ordinance 2020-03, an ordinance to rezone property and amend the zoning map (a portion of current parcel (RA314100001) (MR-10 rezoning) Motion by Trustee Johnson, second by Trustee Alexander, to approve Ordinance 2020- 03. Advisory – Motion carried, Board – Motion carried 2. Consideration of Plan Commission recommendation to approve Ordinance 2020-05, an ordinance make revisions to the subdivision of land regulations in Chapter 195 of the Municipal Code Motion by Trustee Alexander, second by Trustee Johnson, to approve Ordinance 2020- 05. Advisory – Motion carried, Board – Motion carried Reports 1. January Financial Statement 2. Library Board Minutes – 1/14/20 3. 2019 Annual Chlorides Report 4. Honey Creek Lift Station Report 5. Municipal Court Report – January 2020 6. Draft Plan Commission Minutes 2/10/2020 a. General Development Plan for The Lofts Adjourn Motion by President Seager, second by Trustee Alger, to adjourn at 8:40 p.m. Advisory – Motion carried, Board – Motion carried Respectfully Submitted, Lorri Alexander, Clerk