VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, JULY 28, 2008
7:30PM
President Ballard called the meeting to order at 7:33 p.m. All rose for Pledge of Allegiance. Present at roll call: Ballard, Wolak, Clark, Boelke, Guse, Stork, and Coenen. Also present: Clerk Poulos, Treasurer Adair, Karl Krueger, Michael Stirrett, Richard Weinand, David Stork, Ed Serwatowski, Glen McBride, Curtis McBride, and John Paterek.
AGENDA, APPROVAL OF
MOTION by Stork, seconded by Guse, to approve agenda as presented.
All Ayes CARRIED
CITIZEN COMMENT
None Received.
GENERAL BUSINESS
MOTION by Coenen, seconded by Stork, resolved to approve the Consent Agenda, as presented.
All Ayes CARRIED
Approval of RCM Minutes of 7/14/08 approved as presented.
Correspondence none received.
2. EARTH TECH REPORT
Sewer Commissioner Coenen gave this months Earth Tech Report. He explained to Council that Nate Turner has resigned from Earth Tech and per Brian Lee, is being replaced by Tom Arlington, who will be taking over shortly. Coenen also explained that the new agreement with the Armada Agricultural Society has been drafted by the Village Attorney and signed by all parties. One significant change is that any outside lab work will now be paid for by the Fair. Coenen read aloud a letter from Earth Tech stating that they had been sold to AECOM Technology Corporation and have subsequently been sold to United Water NACO LLC, which he gave to the Clerk for filing. Trustee Wolak feels the sale of Earth Tech should have been mentioned during the contract negotiation, but Trustee Guse pointed out that since Earth Tech is publicly traded, the sale could not be listed. Sewer Commissioner Coenen will state his disappointment to Dave Dupuis of Earth Tech and he will also review the Earth Tech report submitted by Brian Lee.
MOTION by Coenen, seconded by Guse, to accept the June, 2008, Earth Tech Report as presented and place on file.
All Ayes CARRIED
3. AUDITOR’S REPORT
Glen McBride presented the FY 2007/08 Audit to Council. The Audit indicates that all funds are within, most beyond, the recommended balances. The complete Audit is on file.
MOTION by Guse, seconded by Boelke, to accept the Audit for Fiscal Year ending March 31, 2008, and to place on file.
Ayes: Wolak, Stork, Coenen, Guse, Clark, Ballard, Boelke
Nays: None CARRIED
4. WASTE MANAGEMENT SERVICE AGREEMENT
The Clerk explained that Waste Management has submitted a service agreement for the Village dumpster and asked Council if they would like to solicit bids from other waste haulers to compare pricing. Discussion included different options including paying one year up front, bi-weekly pick up, larger dumpster and calling in on weeks when pick up is not necessary. The Clerk was instructed to include these options when soliciting bids and to bring the results back to the August 25, 2008 Regular Council Meeting.
MOTION by Stork, seconded by Guse, to allow the Clerk to solicit bids for waste collection in the Village of Armada.
All Ayes CARRIED
5. FRANKLIN LANE MANHOLE
Street Administrator Stork asked Council to consider allowing the DPW Supervisor to solicit sealed bids to replace the manhole located in front of 73551 Franklin Lane. As discussed at previous Council meetings, the DPW had repaired this around two years ago, it had been video taped which showed a leak. Stork would like to see it moved from the front of the driveway. President Ballard suggested asking for a performance bond to cover the 100% of the bid and for a two year labor and material bond. It was discussed that the bids will be opened at the August 25, 2008 Regular Council Meeting.
MOTION by Stork, seconded by Clark, to allow the DPW Supervisor to solicit sealed bids for the replacement of the manhole at 73551 Franklin Lane.
All Ayes CARRIED
6. SIDEWALK ORDINANCE AND POLICY
As discussed during the previous Council Meeting’s Public Hearing, Council was to review the proposed sidewalk ordinance and policy submitted at that meeting. The policy was altered to read that the sidewalk replacement due to tree roots financial responsibility would be 50% homeowner, 50% Village.
MOTION by Stork, seconded by Coenen, to adopt the ordinance amending Title III, Chapter 32, entitled “Sidewalks,” Title I, Chapter 6, entitled “Special Assessments,” and other miscellaneous provisions of the Village Code of Ordinances for the purpose of revising and updating the regulations for the construction, rebuild, and repair of sidewalks and the process and procedures for single lot special assessments.
Ayes: Stork, Coenen, Clark, Ballard, Boelke, Wolak, Guse
Nays: None CARRIED
MOTION by Stork, seconded by Clark, to accept the sidewalk policy as presented for sidewalk replacement and procedures.
Ayes: Stork, Clark, Boelke, Wolak, Guse, Ballard, Coenen
Nays: None CARRIED
7. E-MAIL POLICY
Trustee Stork stated that recently she has not received group e-mails to Council. She would like Council to consider adopting an e-mail policy with set guidelines for all of Council to follow. It was agreed upon by Council that this warrants investigation and should be brought back to the next Regular Council meeting.
MOTION by Clark, seconded by Stork, to discuss findings at the next Regular Council Meeting.
All Ayes CARRIED
8. JOB DESCRIPTION FOR PART TIME VILLAGE OFFICE CLERICAL PERSONNEL
Trustee Stork brought this item to Council and President Ballard asked Council to allow the President, Clerk and Treasurer to prepare a job description to suit this position and to bring back to Council during the second meeting in August. It was stated that the Village office does not wish to confine this position and would like the ability to use this part time employee as needed.
MOTION by Wolak, seconded by Boelke, to postpone until the second meeting in August.
All Ayes CARRIED
9. PARKS COMMISSIONER REPORT
Parks Commissioner Boelke discussed several issues with Council. He stated that he will set a ZBA meeting with Jo Adair regarding the park fence after August 20. He also stated that he had contacted Orchard Construction about the ice rink drain pipe damage and was told by Orchard that they had talked to the DPW at the time of the damage, and has a letter for the President and DPW Supervisor for their review. DPW Supervisor Ed Serwatowski stated that it is the contractor’s duty to contact Miss Dig and to hand dig around utilities. Boelke stated that this is a he said/he said situation and does not feel it is worth fighting over $467.00. Boelke stated that the basketball nets have been delivered and he will coordinate with the DPW to have them installed. He also explained that he had received the Spicer report and he will turn one in to the Clerk. Boelke also talked about graffiti in the park and stated that he does have names and will turn them in to the Police and that he will seek prosecution. Lastly, he stated that he received a $100.00 donation from Ray Drummond of Kozy Korner for park activities and has received very high praise from the downtown business people about this program.
10. TREE BIDS
President Ballard explained that it had been brought to his attention that the bids received for tree removal and trimming at the last Regular Council Meeting and awarded to Kappen Tree Service should have been received as sealed bids and opened at the meeting, which they were not, due to the amount exceeding $5,000.00. Ballard explained that he has discussed this issue with the Village Treasurer and Attorney and felt that the way to correct this was to rescind the previous motion to accept the bid and to allow the DPW Supervisor to solicit sealed bids from tree service companies including the three that bid before. Street Administrator Stork stated that the only reason the bids totaled more than $5,000.00 was that the total was combined for trees in the Village right of way and trees in the Park and that each company had submitted two bids, one for right of way trees, the other for trees in the park and that each separate bid was less than $5,000.00. President Ballard explained that he had already contacted Kappen Tree Service to rescind the bid and directed the DPW Supervisor to solicit bids for this service.
MOTION by Guse, seconded by Wolak, to rescind the motion of July 14, 2008 accepting the bid from Kappen Tree Service in the amount of $5,425.00 for tree removal and trimming within the Village.
Ayes: Ballard, Boelke, Clark, Coenen, Guse, Stork, Wolak
Nays: None CARRIED
The DPW Supervisor turned in five bids for opening by the Clerk as follows:
Right of Way Memorial Park
1. Mt Vernon Tree and Landscape: $5,200.00 $1,450.00
2. Dittman Tree Service: $3,743.00 $1,425.00
3. Able Tree Experts: $5,000.00 $1,150.00
4. Owen Tree Service: $8,741.00 $1,462.00
5. Tree Pros: $4,000.00 $1,200.00
President Ballard suggested that Council set a special meeting date of August 4, 2008 at 7:00 pm to allow the DPW Supervisor to review the bids and bring his suggestion back to Council.
MOTION by Boelke, seconded by Wolak, to set a special meeting date of August 4, 2008 at 7:00 pm for the awarding of the tree bid.
All Ayes CARRIED
OLD BUSINESS
1. EMPLOYEE CONTRACT
The Clerk submitted an employment agreement for Adam Mengele for Council’s approval. All terms of the agreement have been discussed with Council.
MOTON by Wolak, seconded by Stork, to approve an employment agreement between the Village of Armada and Adam J. Mengele for a period ending April 30, 2010.
Ayes: Wolak, Stork, Coenen, Boelke, Guse, Clark, Ballard
Nays: None CARRIED
No further business.
Meeting adjourned at 9:18 p.m.
Minutes submitted by:
Michelle Poulos, Armada Village Clerk