VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, OCTOBER 13, 2008
7:30PM
Pres. Ballard called the meeting to order at 7:31 p.m. All rose for Pledge of Allegiance. Present at roll call: Ballard, Boelke, Clark, Stork, Coenen, Guse, and Wolak. Also present: Clerk Poulos, Treasurer Adair, Jeff Bahorski, Karl Krueger, David Stork, Richard and Joan Weinand, Michael Stirrett, Sherri Cooper, Ed Serwatowski, John Paterek, Brandon Saelens, Wayne and Sharon Lobeck, Matt Fahr, Doug Skylis, and Dan Sutherland.
AGENDA, APPROVAL OF
MOTION by Wolak, seconded by Stork, to approve agenda as amended.
All Ayes CARRIED
Planning Commission added as Agenda Item #9.
Snow Ordinance added as Agenda Item #10.
Correspondence pulled from Consent, added as Agenda Item #11.
Sewer Update added as Old Business item #2.
CITIZEN COMMENT
Sherri Cooper asked Council what water and sewer bonds were outstanding.
GENERAL BUSINESS
MOTION by Clark, seconded by Wolak, resolved to approve the Consent Agenda, as amended.
All Ayes CARRIED
Approval of RCM Minutes of 9/22/08 approved as presented.
Payment of Bills totaling $51,433.58 approved for payment as follows:
1. General Fund $ 15,297.30
2. Water Plant Fund $ 0
3. Water System Fund $ 5,220.93
4. Sewer Plant Fund $ 18,048.92
5. Sewer System Fund $ 656.55
6. Major Street Fund $ 126.97
7. Local Street Fund $ 9,605.20
8. Municipal Street Fund $ 2,477.71
9. DDA $ 0___
Total $ 51,433.58
Treasurer's Report approved for filing.
Departmental Reports none received.
Correspondence removed, added as Agenda Item #11.
2. BURK STREET BRIDGE REPAIRS
This item was brought back from the last RCM when sealed bids were opened. DPW Supervisor Ed Serwatowski reviewed and gave the Clerk his recommendation to award the bid to Total Asphalt.
MOTION by Stork, seconded by Guse, to accept the bid from Total Asphalt in the amount of $15,800.00 for asphalt removal and replacement of bridge deck and approaches.
Ayes: Stork, Guse, Boelke, Coenen, Clark, Ballard, Wolak
Nays: None CARRIED
3. FRANKLIN/HOLLWEG INTERSECTION
President Ballard brought a proposal (on file) to Council to reconstruct the intersection of Franklin and Hollweg Streets for a cost ranging from $19,000.00 - $25,000.00. He explained that he had spoken to the Treasurer, who stated that the funds are currently available, and he has spoken to Ed Serwatowski and Doug Skylis of Rowe, Inc., who both feel the project as proposed could be completed this year. Street Administrator Stork had several concerns including the fact that she was not included in the discussion of this project, as allowed for under the resolution approved by Council to name a Street Administrator, prior to the E-mail sent out from President Ballard. She also stated that President Ballard was not interested in a “piece meal” project when she recommended it. Ballard stated that he had changed his mind and noted that the best project would be a complete project, but since the board voted for no bond, this is a feasible alternative for our residents as this is the worst intersection in town. Stork stated that she has spoken to a couple of construction companies and feels the best way to approach this project without applying for a bond is to pulverize Franklin, Hollweg and the intersection for a complete reconstruction. She proposes doing this in the spring, Ballard proposed putting the project to bid now for completion in the spring, Stork stated that asphalt companies are not locking prices for next year, Ballard disagreed. Discussion continues with Guse stating concerns over waiting another year, Clark and Boelke stated that they would prefer to wait until next year to do the project, as a new Council could be in place. Clark stated his disappointment that the Street Administrator had not been included in the planning of this proposal and he would not be comfortable with patching the road. DPW Supervisor Ed Serwatowski and Doug Skylis of Rowe Incorporated stated that if done properly, a patch could last up to 20 years.
MOTION by Wolak, to authorize the DPW Suprvisor to send out bid packages with a 10-24-08 date of return to be opened at the 10-27-08 Regular Meeting of Council. No second received.
FAILED
4. CRACK SEALING OF VILLAGE STREETS
Trustee Guse asked Street Administrator Stork when the crack sealing of Village streets is scheduled to be done as it was approved in August. Stork stated that it is scheduled for October 27.
5. PARK COMMISSIONER REPORT
Park Commissioner Boelke updated Council on park issues:
He stated that the basketball hoops have been installed.
He asked Police Commissioner Guse to have the Police watch the park closely as damage has been done to the equipment.
He invited the public and Council to the park for “Make a Difference Day” to help clean the area on October 25, 2008
He stated that since the Village/Township cooperative has been established and an interconnected trail system is in place, his wish is that the new Park Commissioner would seek out the many grant opportunities for this type of system.
He stated that with the playground equipment set at Memorial Park, the school had also donated a swing set which the park no longer has room for. He asked Council to consider donating the swing set to the Township for use at the Township Park.
He thanked DPW Supervisor Ed Serwatowski for all of the help from the DPW to install the equipment and he will publicly thank all who donated time and energy to the park effort at the next Council Meeting, which will be his last.
He stated that he would like to complete the pavilion flooring before he leaves office. He will send bid requests out for wood decking and will have Ed send out bids for cement and will bring them back to the next regular Council meeting.
6. E-MAIL POLICY
Attorney Jeff Bahorski prepared an E-mail policy (on file) for Council’s consideration as directed at the September 8 Council meeting, which he reviewed briefly with Council. Council will review the policy and bring back to the first meeting in November.
MOTION by Stork, seconded by Boelke, to postpone consideration of an E-mail policy for the Village of Armada until November 10, 2008.
All Ayes CARRIED
7. CAPITAL IMPROVEMENT PROGRAM
As directed by the Village Council, Attorney Jeff Bahorski prepared a resolution (on file) to exempt the Planning Commission for the requirement imposed under ss 65 of the new Michigan Planning Enabling Act to annually prepare a capital improvements program. He explained that due to the fact that ss 65 of the Act permits a legislative body to exempt the Planning Commission and discharge the duty to prepare a capital improvements program as part of the annual budgetary process, the Council can continue its past practices by adopting a resolution stating this.
MOTION by Coenen, seconded by Stork, to approve the resolution exempting the Village of Armada Planning Commission from the requirement of annually preparing a capital improvements program in accordance with ss 65 of the Michigan Planning Enabling Act, being MCL 125.3865.
Ayes: Coenen, Stork, Boelke, Wolak, Guse, Ballard, Clark
Nays: None CARRIED
8. VILLAGE SECRETARIAL POSITION
Treasurer Adair explained to Council that the Village Secretary, Mary Nelson, had completed her schooling for medical billing and will inevitably be leaving the Village. She asked Council to consider making this position a part time position using two employees, rather than a full time position, which will save the Village from paying health insurance. She stated that she wanted Council prepared as the position could open up between meetings with Council and she will keep them informed of the situation.
9. PLANNING COMMISSION
Trustee Clark informed Council that the Planning Commission is short two members (the Clerk stated that she believed it to be only one) and could possible lose up to three members after the upcoming election. The Clerk will advertise for the open seats.
MOTION by Clark, seconded by Boelke, to advertise for Planning Commission seats.
All Ayes CARRIED
10. SNOW ORDINANCE
Trustee Clark stated that he is concerned with all of the vacant and foreclosed homes within the Village, the Village may be facing several properties not conforming to the snow ordinance and what the recourse is for the Village. Village Attorney Jeff Bahorski feels the amendment to the sidewalk ordinance recently made clearly allows for special assessments and assures payment.
11. CORRESPONDENCE
Trustee Stork pulled this item from Consent for discussion. She referred to the NEMC minutes of August 27, 2008, under Audience Participation on page 3, states, “Wayne Lobeck from Armada Township asked what it would take to join the consortium. The Township would have to agree to pay the franchise fees. There are only about 50 subscribers in the Township. The cost to the Township would be around $100.00 (fifty cents per subscriber). If the Township would like to tape their meetings, then someone would have to be trained on the equipment and the meeting would have to be taped in its entirety. Armada Township has a new franchise agreement with Comcast.” Stork inquired why the Village subscribers are not considered part of the Township subscribers as the Village is part of the Township. Treasurer Adair, a member of NEMC, explained that the Village has its own consortium and the Township is not part of it.
OLD BUSINESS
1. VILLAGE WEBSITE
The Clerk informed Council that she had met with Steve Baxter who is designing the Village website and it will be ready for public viewing sometime in the near future. She explained that there are a few bugs to be worked out and it is being streamlined for easy use. She will update Council and publicize the web address when it is finished.
2. SEWER UPDATE
Sewer Commissioner Coenen stated that the sludge has been successfully land applied. He continued by stating that United Water is concerned with the arsenic levels and need to have Rowe Incorporated, Water Commissioner Steve Clark, and DPW Supervisor Ed Serwatowski work to ratify this problem. He stated that the sludge tank had been cleaned out to about 2 – 4 inches but is not completed yet. Coenen will provide Doug Skylis with Gary Timmer’s (United Water) phone number so they can meet.
Street Administrator Stork stated that it had come to her attention from a couple of residents that someone in the office stated that we had a 3.5 million dollar road project last year and that Council was considering this 3.5 million dollar road project. She stated that there were a couple of different costs for this project ranging from $299,000.00 to $550,000.00, which was the highest and that a 3.5 million dollar project was not considered, to which Trustee Clark agreed. Trustee Guse stated that the public may have been referring the Fulton Street project, which was approximately 3.74 million, that was completed a couple years back.
The Clerk notified the public that the DPW would be picking up large trash the week of 10-13-08 through 10-10-08. She also stated that the DPW will begin leaf pick up on or about 10-15-08.
No further business.
Meeting adjourned at 9:06 p.m.
Minutes submitted by:
Michelle Poulos, Armada Village Clerk