Village Board

EAST TROY VILLAGE BOARD MINUTES August 21, 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, Jim Holm, Mary Nugent, Fortune Renucci, Jason Smalley and Joe Wisnewski Others: Chief Swendrowski, DPW Director Equitz, Administrator Suhm, Clerk Alexander, Citizen Participation Steve Rostkowski, 2959 North Shore Dr., cited his experience in soils and water and requested to be included in discussion on the Endpoint Solutions proposal. Consent Agenda 1. Approval Minutes – 08/07/2023 2. Consider request to utilize IT Future Projects fund balance to replace two network switches up to $10,500 3. Consider approval of Special Event, Premises Extension and Street Use Permits for East Troy Brewery for Octoberfest September 23, 2023, 5 – 9 pm Trustee Smalley requested item #3 be pulled from the consent agenda. Motion by Trustee Alexander, second by Trustee Smalley, to approve the consent agenda. Motion carried. Trustee Smalley stated he would abstain from a vote on item #3. Motion by Trustee Alexander, second by President Johnson, to approve item #3 of the consent agenda. Motion carried with Trustee Smalley abstaining. Miscellaneous Business 1. Consider approval of one-lot certified survey map for property located at 3147 Main Street; Climbing Tree Child Care and PSG East Troy LLC, applicants Motion by Trustee Alexander, second by Trustee Smalley, to approve the CSM for Climbing Tree Child Care given the 11 conditions listed in the staff memo from Zoning Administrator Tim Schwecke dated August 10, 2023. Motion carried. 2. Consider agreement with Excel Engineering for municipal building improvements including main lobby and adjacent office renovations and updating HVAC systems throughout the building DPW Equitz reviewed needs to update the HVAC system and lobby renovations and the history of the project. He had requested Excel Engineering to update their proposal referencing the design that had been done by DPW Doug Gauger, to provide plans and bid documents. Excel Engineering suggested options to complete the work in phases and while the HVAC work had not originally been included the suggestion was to do the work together. Excel Engineering would assess the building, based on Mr. Gauger’s design make recommendations to Board for the lobby project and HVAC system before bid documents would be created. Once approved bid documents would be drafted. This project will require stamped plans to be approved by the state before being bid. Trustee  EAST TROY VILLAGE BOARD MINUTES August 21, 2023 Page 2 of 4 Alexander requested a copy of the plan draft. The timeline impact on 2024 elections and other administrative operations and the need for temporary offices for a period were discussed. The overall project goal is $500,000 with a contingency amount there may be additional costs related to the HVAC system. Motion by Trustee Nugent, second by Trustee Holm, to approve the proposal from Excel Engineering for $44,000. Motion carried with Trustee Renucci voting no. 3. Consider Endpoint Solutions’ proposal to install and abandon monitoring wells in the prior impoundment area Tim Lynch, Lynch Engineering, reviewed Endpoint Solutions proposal, and the meeting he and DPW Equitz had with WI DNR. The WI DNR recommended additional testing, but this is not a time critical issue because the discharge isn’t causing any concern. The high PH is being dissipated once it is discharged. Endpoint Solutions is suggesting both soil and water testing from the same locations. Their proposal matched the DNR suggestions and Mr. Lynch recommended proceeding with Endpoints proposal which includes abandoning the 4 prior test wells. The timeline for getting results back would be 4-6 weeks. The soil samples will provide more data for the origin of the issue. The pipes have been televised and the new testing will focus on the areas at the point of problem. Lining the pipe is not cost effective and it would be more cost effective to replace the pipe. Mr. Lynch is looking at alternative options to maintain the pipe. Motion by President Johnson, second by Trustee Smalley, to allow Steve Rostkowski to speak. Motion carried. Mr. Rostkowski stated that the monitoring wells may be in sediment that was previously tested to be clear, and the wells may not be testing the potential contamination but clear sediment. Mr. Lynch stated that the goal is to have test samples of soil near the joints suspected of allowing the contaminants into the pipe. Motion by Trustee Smalley, second by Trustee Alexander, to approve the additional scope of work to Endpoint Solutions for $10,000. Motion carried. 4. Consider staff recommendation for banking services based on responses to the request for proposals Administrator Suhm explained differences in the financial aspects including the balances required, interest rates offered, and fees charged. Motion by Trustee Alexander, second by Trustee Smalley, to change banking service to Citizens Bank and for staff to draft an acceptable agreement with the attorney to change those services including a five-year agreement with option to extend for an additional five-years utilizing the Positive Pay service to prevent fraud. Motion carried. 5. Consider improvements for Mitchell Park and Playmore Park DPW Equitz explained this would be a replacement of one swing set with Poured in Place surface and Poured in Place surface under another swing set with a concrete border. The  EAST TROY VILLAGE BOARD MINUTES August 21, 2023 Page 3 of 4 DPW staff will be responsible for removing existing ground surface. Playmore Park’s galvanized swing set will be replaced and the Mitchell Park swing set area will be revitalized. Trustee Alexander clarified that this proposal does not affect the plan to replace the play structure at Playmore in the future and will not impact that play surface because the areas are separate. The current swing set will be scraped because it cannot be reused. Motion by Trustee Alexander, second by Trustee Smalley, to approve total of $60,540 for the improvements at Playmore Park and Mitchell Park. Motion carried. 6. Consider revisions to Ordinance 458-24 regarding seasonal parking permits Chief Swendrowski explained the plan to issue winter parking permits through the new Polimophic system and offer the option to pay online for the permits. In the past, permit holders were issued physical permits to be placed in the car, but officers primarily used the spreadsheet provided by the office to check permit holders. Chief Swendrowski’s plan is to use the information from Polimophic to create such a spreadsheet and eliminate the need for physical permits. He stated that this new system could allow the Village to offer single night permits with this new system but would need to assign a fee amount for a single night permit and consider any limitations. Seasonal permits are limited to two permits per address. It was clarified that the Polimorphic system becoming live slowly as processes are developed and testing is ongoing. The seasonal parking permits will be able to be paid online, eliminating the need to obtain them through the office during business hours. This is being developed to use the website however there may be the option for a phone app in the future. Residents would continue to be able to come into the office to obtain a seasonal permit and staff would enter the information and payment into the Polimorphic system. Discussion included the number of seasonal permits issued annually, the number of requests Chief Swendrowski receives for single night parking, possible fee for a single night parking permit, limitation on number of single night parking permits allowed, process for approving single night parking permits, possibilities for abuse of the single night parking permits, simplify the process for residents and officers, the concern with street parking during snow plowing, and the need for additional data. Discussion of the proposed ordinance changes included striking the restriction of no more than 2 permits per address total, to reference the fee schedule for permit fees, and to include the single night fee in the fee schedule. Direction to staff was to draft final ordinance and include the single night parking in fee schedule. Ordinances & Resolutions 1. Resolution 2023-15 – Accepting Public utilities from Lofts of Honey Creek, LLC Motion by Trustee Alexander, second by Trustee Smalley, to approve Resolution 2023-15. Motion carried. Reports 1. Library Board Minutes – 07/11/2023 2. Airport Minutes – 07/10/2023 – Trustee Holm updated the Board on upcoming events such as the Young Eagles event this Saturday, a FAA Safety Class on Aug. 29, painting the  EAST TROY VILLAGE BOARD MINUTES August 21, 2023 Page 4 of 4 runway pink for breast cancer awareness on Sept. 23. There is also continuing discussion of obtaining a crew car for the airport. 3. Booth Lake Minutes – 07/19/2023 4. DRAFT Plan Commission Minutes – 8/14/2023 5. Airport Update - Discussion included fuel sales, increased volume and profit. Marketing ideas included use of comment card for data, use of QR codes, building the use of social media, and the BOA is currently conducting an economic study with access via a QR code available at the airport. 6. East Troy Area Emergency Dist. – Minutes 7/18/23 7. East Troy Area Emergency Dist. – Budget Workshop Minutes 7/25/23 8. East Troy Area Emergency Dist. – Budget Workshop Minutes 8/8/23 9. CDA Minutes – 3/27/2023 10. CDA Minutes – 5/22/2023 Adjourn Motion by President Johnson, second by Trustee Smalley, to adjourn. Motion carried at 7:45 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