VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, AUGUST 25, 2008
7:30PM
President Ballard called the meeting to order at 7:31 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, Sherri Cooper, Brandon Saelens, and Matt Fahr.
AGENDA, APPROVAL OF
MOTION by Boelke, seconded by Guse, to approve agenda as presented.
All Ayes CARRIED
CITIZEN COMMENT
None Received.
GENERAL BUSINESS
MOTION by Boelke, seconded by Clark, resolved to approve the Consent Agenda, as amended.
All Ayes CARRIED
Approval of RCM Minutes of 8/11/08 approved as presented.
Approval of Planning Commission Regular Meeting of June 2, 2008 approved for filing.
Correspondence removed, added as Agenda Item #4.
2. EARTH TECH REPORT
Sewer Commissioner Coenen explained that the Earth Tech report was submitted today, he will request that they be turned in by the Wednesday prior to the meeting for the packet. He stated that Tom Arlington started running the plant two weeks before the fair and has been doing a good job.
MOTION by Coenen, seconded by Guse, to accept the July, 2008, Earth Tech Report as presented and place on file.
All Ayes CARRIED
Coenen continued on to tell Council of an issue at the Waste Water Treatment Plant. He explained that he had been contacted by Dave Dupuois of Earth Tech about a high arsenic level in the sludge. The sludge is due to be removed in late September or early October, but the arsenic level is too high to be applied to farmer’s fields which is the usual disposal method. The alternative method of disposal is through a waste carrier that would remove the sludge and dispose of it in an approved landfill, which is estimated to cost around $52,000.00, which includes the $9,000.00 allowed for in the contract with Earth Tech. A meeting including Dave Dupuis of Earth Tech, Doug Skylas and Doug Scott of Rowe Incorporated, Lyle Ballard, Dave Coenen, Marvin Wolak, and Ed Serwatowski took place to discuss the problem. Coenen explained that the sludge is being tested at 1 foot intervals to determine when the problem started. Ballard, Coenen and Clark all stated that during the construction of the arsenic plant, the question was asked of Rowe Incorporated and the DEQ whether this would affect the sludge and the Village was assured at that time that it would not. Ed Serwatowski stated that this could be the result of a dumping and that samplers could be placed to determine where it took place and that the arsenic counts are higher coming out than going in. It was stated that other cities are having this same problem, including Tawas, MI. President Ballard said that he had called someone in Tawas and is still awaiting a call back to discuss their method of disposal. Coenen stated that there was a rise in the arsenic level last year, but not enough to stop the famer field placement. Coenen, Clark, and President Ballard will keep Council apprised.
3. STREET ADMINISTRATOR REPORT
Street Administrator Stork brought three items to Council and presented back up during the meeting.
Rise of Asphalt cost: Stork submitted three letters Council from various asphalt companies explaining the rising cost in asphalt prices. She stated that these costs have increased the cost of the Franklin Street project by $66,000.00. Guse pointed out that these letters are from June and July, when the price of gasoline was at a prime. Stork stated the amount she stated is a current increase.
Bridge on Burk Street: Stork and the DPW Supervisor discussed the bridge projects and had originally put $52,000.00 aside for the Main Street Bridge, which cost $32,400.00 plus the DDA paid $17,000.00 for their portion of the Main Street Bridge giving the Street Department money to complete another bridge project this year. She explained that they looked at the Burk Street Bridge with Rowe and it definitely needs work done. She stated that she had Pro-Line Asphalt look at it and was told that it would cost approximately $30,000.00 to replace the approach and the asphalt portion of the bridge decking. Currently the bridge has a ¾” polymer membrane, which would be replaced with a fabric membrane and there is also a wide gap at the approach which could cause the beam to bend if a heavy enough truck passed over it. During the bridge inspections of August, this bridge was listed as a top priority. Stork explained that the original plan to do one bridge a year but with the additional funds, the street department should be able to complete two.
MOTION by Stork, seconded by Boelke, to allow the DPW Supervisor to prepare a bid package for the Burk Street Bridge.
All Ayes CARRIED
3. Madison Street: Stork explained that this street is still not repaired as previously
requested by Council. The work performed by St. Mary’s Mystical Rose church
required the road to be excavated and the Village was not satisfied with the repairs when completed. Stork and Ed Serwatowski have both been in contact with the contractor who has not complied. Stork has asked Ed to prepare a letter for St. Mary’s Mystical Rose church asking them to complete the repairs by a date certain.
4. CORRESPONDENCE
This item was pulled for discussion of one item. The Clerk presented Council with an invitation to the Michigan Municipal League Annual Meeting Notice which will take place on Mackinac Island on Thursday October 2, 2008 at the Grand Hotel. Trustee Stork stated that she felt the invitation required attendance by an official representative. A brief discussion concluded determining this item should be brought back to the next Regular Council Meeting.
OLD BUSINESS
1. FRANKLIN STREET MANHOLE BID OPENINGS
Three sealed bids were received for the reconstruction and relocation of the manhole on Franklin Street. President Ballard opened and read each sealed bid received.
1. Teller Excavating received on 8-12-08 at 1:54 pm $ 9,450.00
2. Capozzo & Son Excavating received on 8-22-08 at 10:18 am $13,750.00
Two phase asphalt + $ 600.00
Replacement of entire driveway + $ 3,000.00
3. Teltow Contracting received on 8-21-08 at 1:10 pm $10,475.00
President Ballard requested that DPW Supervisor Ed Serwatowski review each bid and bring his recommendation back to the next Regular Council Meeting. Street Administrator Stork objected to waiting. She stated that Ed sent the requests for proposal to companies that he is comfortable with and we should be able to approve the lowest bid. President Ballard stated that he wants to allow the DPW Supervisor the authority to recommend the awarding of the bid. Stork supported the review and recommendation of the DPW Supervisor.
MOTION by Guse, seconded by Clark, to postpone bid acceptance to the first meeting of September pending the DPW Supervisors review and recommendation.
Ayes: Wolak, Coenen, Boelke, Guse, Clark, Ballard
Nays: Stork CARRIED
E-MAIL POLICY
As directed at the last Regular Council Meeting, this item was brought back before Council. President Ballard prepared a brief E-Mail policy (on file) to be attached to the Villages current computer use policy. The policy states that all E-Mail from elected or appointed officials shall be transmitted to the Clerk for distribution, all E-Mail originating from a Village computer is property of the Village of Armada and that the Clerk will hold electronic mail on file. The Clerk also submitted to Council the Village of Romeo’s current E-Mail policy for reference. Trustee Stork submitted a section of the Freedom of Information Act regarding E-Mail procedures and frequently asked questions from the Michigan Department of History, Arts and Libraries records management services regarding E-Mail retention. Since the information was received during the meeting, Council decided to review and bring back this item to the first meeting in September when it can be discussed.
MOTION by Stork, seconded by Guse, to postpone until the first meeting of September.
All Ayes CARRIED
JOB DESCRIPTION FOR PART TIME VILLAGE OFFICE CLERICAL
As directed by Council, the Clerk, Treasurer and President prepared a brief summary (on file) of the temporary, part-time office clerical position previously approved by Council. The job description includes, but is not limited to, working with the Building Department, entering building, pluming, mechanical, and electrical permits into the BS&A program, general reception and secretarial duties and any other duty as deemed necessary by the Clerk and Treasurer. Trustee Stork felt the description should be more detailed and submitted the job description of the Township Building Secretary and the Village Recording Secretary as examples. The Treasurer asked if we have a signed agreement as referenced for the Village Recording Secretary and was told by Stork that we do not and does not believe that one is needed. A brief discussion followed with Trustee Coenen stating that the job description should remain vague so the office has full use of this worker, not limited use.
MOTION by Coenen, seconded by Guse, to accept the Clerk, Treasurer and President’s recommendation on job duties of the part-time clerical office position as presented.
Ayes: Ballard, Coenen, Clark, Wolak, Guse
Nays: Stork, Boelke CARRIED
WASTE MANAGEMENT SERVICE AGREEMENT
As directed by Council at the Council meeting of 7-28-08, the Clerk submitted quotes (on file) received verbally from three waste service companies. She explained that the lowest cost is from Busy Bee at $748.00/year after paying one year up front and receiving a $68.00 discount. The current agreement through Waste Management is $1,070.00/year and the quote from Allied Waste is $1,020.00.
MOTION by Stork, seconded by Coenen to allow the Clerk to enter into a service agreement with Busy Bee for a four yard dumpster with weekly pick up and to pay a one year up front payment to allow for the discounted price.
Ayes: Stork, Coenen, Clark, Boelke, Guse, Wolak, Ballard
Nays: None CARRIED
REPLACEMENT OF WELL #4 UPDATE
The Clerk supplied Council with the proposal from Williams and Works dated April 19, 2007 (on file) outlining the cost for the groundwater resource evaluation near the former Well #4 site as requested at the last Regular Council Meeting. Water Commissioner Clark requested the Clerk pull the minutes at which Council approved this proposal and bring back to Council. It was pointed out that Council is still waiting for a detailed outline of work completed from Williams and Works. The Clerk stated that she would bring both items to Council when received.
MOTION by Clark, seconded by Guse, to postpone this update until more information is received.
All Ayes CARRIED
Trustee Stork updated Council by them giving them a website from the MML regarding Capital Improvement programs as discussed at the previous Council Meeting. She stated that the information is 45 pages, so she did not print it off for Council, but the information can be found at the MML website under the Village of Lake Isabella who has a current Capital Improvement program showing the formulas and estimates they used. Treasurer Adair stated that she did speak to the Auditor after sending him the information received from the Planning Commission and he feels this is primarily an outline, guideline, for municipalities that have in house planners or city managers. Since the Village does a budget review process and according to the Budget vs. Actual information received by Council, each fund has a Capital Improvement funds. Treasurer Adair stated that the Auditor will get back with her with any more information when it is received.
No further business.
Meeting adjourned at 8:46 p.m.
Minutes submitted by:
Michelle Poulos, Armada Village Clerk