Village Board

EAST TROY VILLAGE BOARD MINUTES May 1, 2023 Page 1 of 4 Call Meeting to Order; Pledge of Allegiance Clerk Alexander verified the meeting was posted according to law. Roll Call: President Johnson called the meeting to order at 6:30 p.m. Present: President Johnson, Trustees John Alexander, Mary Nugent, Forty Renucci, Jason Smalley and Joe Wisnewski Others: Chief Swendrowski, DPW Director Equitz, Administrator Suhm, Clerk Alexander Citizen Participation No citizen participation. Scott Seager, 2919 Autumn Ln., thanked Trustee Smalley for his contributions as serving on the Village Board during Mr. Seager’s presidency. Misc. Bus 1 – Consideration of recommendation by Village President to appoint Jim Holm to fill the vacant trustee seat until the next spring election, through April 16, 2024. President Johnson requested this item be taken out of order. He put forth Jim Holm to fill the vacant trustee seat. Motion by Renucci, seconded by Trustee Smalley, to accept Jim Holm to fill the vacant trustee seat until the next election. Motion carried. Consent Agenda 1. Approval Minutes – 4/17/2023 2. Consideration of appointments recommended by President Johnson(per attached list) 3. Consider amendment to permit for Moxie Fast Pitch Softball games adding three game dates, June 8, 13 and July 17, at Mitchell Field – West, 5:30 – 8:30 pm, Phillip Glass, Chairperson. (Permit originally approved April 3, 2023) 4. Consider amendment to permit for East Troy Express Baseball Club adding one game date of July 23, Kelly Lehman, Applicant, at the Rossmiller Park, Grandstand Field, from noon to 4:00 pm. (Permit originally approved Feb. 20, 2023) 5. Consider approval of Chamber of Commerce First Friday Special Events w/Temporary Class B Licenses to be held at Village Square, 5 – 8 pm, with food, music and activities, Vanessa Lenz, Chairperson: a. June 2 b. July 7 c. August 4 d. September 1 Contingent upon receipt of fees; Temporary Operators to be Vanessa Lenz and Sarah Manke 6. Consider approval of Special Event application for Lady Legends “Swing into Summer” Girls Softball Tournament, J.J. Lund, Event Chairman. Softball games June 2-4, 2023, (June 2 – 4 pm-10 pm; June 3 - 7 am-10:30 pm); June 4 – 7 am -8 pm) at Mitchell Park Fields (1, 2 & 3) and Center Field, field lights and use of Mitchell Field Concession Stand.  EAST TROY VILLAGE BOARD MINUTES May 1, 2023 Page 2 of 4 a. Temporary Class “B” Picnic License with one Temporary Operators to be Peter Blei, Eric Evjen, John Lund Jr. 7. Consider proposed update of Financial Policy #8 pertaining to under/overpayments President Johnson stated that with the appointment of Jim Holm as Trustee, he will be assigned as the Trustee representative for the Airport Advisory Committee and the CDA. Motion by Trustee Alexander, seconded by Trustee Renucci, to approve the consent agenda with Jim Holm assigned to the Airport Advisory Committee and CDA. Motion carried. Miscellaneous Business 1. Consideration of recommendation by Village President to appoint Jim Holm to fill the vacant trustee seat until the next spring election, through April 16, 2024. Item was taken out of order – see above 2. Consideration of Intergovernmental Agreement with Walworth County for Emergency Communications Radio System Site Motion by Trustee Alexander, second by Trustee Smalley, to approve the IGA with Walworth County for the emergency communications radio system site. Motion carried. 3. Presentation of 2022 audit report by Johnson Block & Co., Inc. a. Board Summary b. Draft Financial Report Draft c. Draft Required Audit Communications to the Village Board Kevin Krysinski, Johnson Block & Co., attended via Teams and presented the audit report overview. Discussion included the healthy financial position the Village has and anticipated changes in auditing for 2024. 4. Chamber Cycling Classic Follow Up Items Vanessa Lenz, Executive Director, Chamber of Commerce, was not able to attend the meeting due to illness. Trustee Smalley volunteered to attend the informational meeting on May 3 to represent the Village Board. Discussion included restroom availability, the availability of handicapped restrooms, handicap restrooms be more clearly indicated on the map, and a contact person for event concerns be identified with contact information. Trustee Smalley will come back to the Board at the May 15th meeting to report on the informational meeting. 5. Consideration of Award of WWTP Roofing Bid Tom Pluess, WWTP Manager, confirmed the qualifications of the contractor’s references and the warranty on the Duro-Last membrane and Duro-Last handles the pre- and post- construction inspections. Motion by Trustee Alexander, second by Trustee Smalley, to approve awarding the bid to Badgerland Roofing for $94,485.00 contingent upon Attorney Pruitt’s approval. Motion carried. 6. Consider approval of Wastewater Treatment Plant masonry repairs DPW Equitz explained that tuckpointing and sealing of walls adjacent to the roofing being repaired is needed. DPW Equitz would like to amend his recommendation to include replacing the glass block windows. Motion by Trustee Smalley, second by Trustee Alexander, to approve the masonry repairs at the WWTP by Wisconsin Masonry for $12,180.00. Motion carried.  EAST TROY VILLAGE BOARD MINUTES May 1, 2023 Page 3 of 4 Ordinances & Resolutions 1. Set Sale/Parameters Resolution for Bond Issuance – Presentation of Presale Report by Ehlers a. 2023-08 - Initial Resolution Authorizing $1,300,000 General Obligation Bonds for Water System Projects b. 2023-09 - Initial Resolution Authorizing $425,000 General Obligation Bonds for Street Improvement Projects c. 2023-10 - Resolution Authorizing the Issuance and Establishing Parameters for the Sale of Not to Exceed $1,725,000 General Obligation Corporate Purpose Bonds, Series 2023A d. Scope of Engagement Jon Cameron, Ehlers, presented the presale report. The resolution approves Ehlers to cause the sale of the bonds to occur in late June. He explained the purpose of the bonds and the Parameters Resolution is to allow for the processing of the bonds on a non- meeting date. The bond purposes are for the 2024 street and 2023-2024 water projects. After this bond sale the Village remains in a healthy position 45% of limit for borrowing based on limits for municipalities. The term is for 16 years through 2039 with pre- payment options available to the Village. The next step is preparing the preliminary official statement of the sale and going through the rating process with Moody’s – currently the Village has an A1 rating. The method of sale will be a competitive bond sale which is for standard municipal projects. Other service providers are Quarles and Brady as bond counsel, Bond Trust Service as the Paying Agent which assists in making the bond payments and Moody’s is the rating agency. Discussion then considered the tentative timeline with a bond sale conducted on June 27. The Parameters Resolution allows Ehlers to conduct the sale on non-meeting date and allows the bonds to be executed and signed off on either by the Village President or Administrator. The issue amount is a not-to-exceed of $1,725,000 and has a contingency amount included as the projects have not yet been bid and may be decreased based on final project bids. If the amount needs to be increased a resolution would come back to the Board to adjust the not-to-exceed amount. Administrator Suhm confirmed that the initial amount included a larger contingency amount, and she anticipates the amount would be down-sized rather than need to be up-sized. DPW Equitz confirmed that the State bid opening for the Highway 20 project is next week, and we should know in June, at the latest, what the Village portion is. The payment schedules and financial impacts were reviewed. Motion by Trustee Alexander, second by Trustee Smalley, to approve Resolution 2023- 08. Motion carried. Motion by Trustee Alexander, second by Trustee Smalley, to approve Resolution 2023- 09. Motion carried. Motion by Trustee Alexander, second by Trustee Smalley, to approve Resolution 2023- 10. Motion carried. Motion by Trustee Alexander, second by Trustee Smalley, to approve the Scope of Engagement. Motion carried.  EAST TROY VILLAGE BOARD MINUTES May 1, 2023 Page 4 of 4 2. Resolution 2023-06 Appointing Acting Village President 3. Motion by Trustee Smalley, second by President Johnson, to approve Resolution 2023- 06. Motion carried. 4. Resolution 2023-07 Amendment to Comprehensive Outdoor Recreational Plan amendment 5. Motion by Trustee Alexander, second by Trustee Smalley, to approve Resolution 2023- 07. Motion carried. Reports 1. Annual Watershed Report Adjourn Motion by President Johnson, second by Trustee Smalley, to adjourn. Motion carried at 7:22 pm. Respectfully Submitted, Lorri Alexander, Clerk Note: Recordings of the meeting may be found on our YouTube Channel - Link: https://www.youtube.com/channel/UCGPfzVwLzE2Pqt4-g450Klg