VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, JUNE 8, 2009
7:00PM
Pres. Stork called the meeting to order at 7:01 p.m. All rose for Pledge of Allegiance. Present at roll call: Stork, Clark, Coenen, Stirrett, Sutherland and Wolak. Absent: Cooper. Also present: Treasurer Adair, Clerk Poulos, Jeff Bahorski, Gerrad Godley, Nancy Parmenter, Richard Weinand, David Stork, David Wagner, Doug Skylis, Scott Chabot, Tom Kellogg, Robert Drouillard, Ed Serwatowski, and Dennis LeMieux.
AGENDA, APPROVAL OF
MOTION by Clark, seconded by Coenen, to approve agenda as amended.
Removed Raise Schedule for Office Clerical Workers until the next RCM.
Added Set Special Meeting For in front of Item #6 heading of Bid Opening for General Engineering Services and Franklin/Hollweg Street Project.
All Ayes CARRIED
CITIZEN COMMENT
Nancy Parmenter of 73701 Church Street and current DDA member, inquired about financing the water portion of the North Fulton Street project. She asked why the Water Department is short on funds and suggested that council has not increased water rates as required by the bond schedule. President Stork stated that the Auditors recommended bonding projects of this size, but the Council chose to pay for this particular project from the general funding, which is not generally done. Treasurer Adair stated that there are currently forty foreclosures in the Village which are zero consumption collecting only minimum revenue and that residents are cutting back water consumption, both of which are affecting the water revenues. She stated that these issues need to be seriously considered during next years budget and setting water rates.
GENERAL BUSINESS
MOTION by Coenen, seconded by Clark, resolved to approve the Consent Agenda, as presented.
All Ayes CARRIED
Approval of RCM Minutes of 5/18/09 approved as presented.
Payment of Bills totaling $33,610.38 approved for payment as follows:
1. General Fund $ 11,380.95
2. Water Plant Fund $ 1,875.92
3. Sewer Plant Fund $ 16,674.04
4. Sewer System Fund $ 142.32
5. Major Street Fund $ 311.31
6. Local Street Fund $ 1,129.91
7. Municipal Street Fund $ 2,095.83
8. DDA $ 0____
Total $ 33,610.28
Treasurer's Report approved for filing.
Correspondence approved for filing:
1. Newsletter from State Representative Jennifer Haase dated 5-25-09.
E. NEMC Minutes of 4/29/09 approved for filing.
F. Planning Commission Minutes of 5/4/09 approved for filing.
G. Appointment of Construction Board of Appeals approved to appoint Steve Nikkel, Robin Caruss and Paul DeWitte to the Construction Board of Appeals to terms ending 4/19/10, subject to the appointees meeting the qualifications set forth in Chapter 11 of the Village Charter.
2. BUILDING DEPARTMENT REPORT
Building Inspector Dennis LeMiuex read aloud the written Building Department Report submitted to the Clerk for filing.
3. FIRE DEPARTMENT REPORT
President Stork read aloud Fire Chief Steve Jerziewski’s Fire Department report (on file) regarding the department’s runs.
4. CATCH BASIN BID OPENING
Street Administrator Clark opened four bids for the cleaning of 225 catch basins within the Village as follows:
Tri County Vac $6,300.00
Michigan Pipe Inspectors Inc. $7,762.50
Metro Sewer Cleaners $6,525.00
Doetsch Industrial Services $8,100.00
Ed Serwatowski stated that catch basin cleaning is done bi annually and that Tri County Vac was used last time. He also stated that all companies that bid are reputable, qualified companies.
MOTION by Clark, seconded by Wolak, to accept the bid from Tri County Vac Services in Port Huron in the amount of $6,300.00 for the cleaning of 225 village catch basins.
Ayes: Clark, Wolak, Stork, Sutherland, Coenen, Stirrett
Nays: None
Absent: Cooper CARRIED
5. WELL HOUSE ENGINEERING BID OPENING
Water Commissioner Sutherland informed Council that the Village had received six sealed bids for the Well House #8 project. He stated that he would recommend the Council award the bid to the lowest bidder as all of the firms that bid are qualified to do the project. The bids were as follows:
Rowe Incorporated $33,700.00
Spicer Group $113,500.00
Anderson Eckstien and Westrick $44900.00
Giffels-Webster $39,800.00
Fishbeck, Thompson, Carr and Huber $84,900.00
Williams and Works $47,330.00
MOTION by Sutherland, seconded by Coenen, to award the bid for the professional engineering and surveying services for Well House #8 block building, well pump, stand by generator and associated equipment to Rowe Professional Services in the amount to not exceed $33,700.00.
Ayes: Sutherland, Coenen, Clark, Wolak, Stork, Stirrett
Nays: None
Absent: Cooper CARRIED
6. SET SPECIAL MEETING FOR BID OPENING FOR GENERAL ENGINEERING SERVICES AND FRANKLIN/HOLLWEG STREET PROJECT
Street Administrator Clark asked Council to consider setting a Special Meeting date to review and discuss the qualifications of the proposals submitted for the General Engineering Services and the Franklin/Hollweg Street project. Trustee Coenen suggested opening the bid portion of the proposals to help eliminate contenders as he feels pricing is a key element. Attorney Jeff Bahorski stated that the process has already began and Council needs to review the qualifications first then open the sealed rate proposals. Trustee Wolak raised concerns over rate sheets that were removed from the Franklin/Hollweg Street project proposals by an employee of the Village and placed in sealed envelopes. It was stated that the proposals were not viewed by any elected official or the employee. After a lengthy discussion, the Attorney offered that Council could, if they desire, return the rate proposals for the street project to the firms that submitted to be returned before the next Regular Council meeting. Trustee Wolak and Council agreed to return the proposals.
MOTION by Clark, seconded by Sutherland, that the bids, in sealed envelopes, are sent back to the engineering firms with a letter of explanation and that we request sealed bids for the same project to be returned by 6/19/09 by 2:00 pm.
All Ayes CARRIED
MOTION by Clark, seconded by Sutherland, to postpone the discussion of general engineering services and the Franklin/Hollweg Street Project to a special meeting of the Village Council on June 16, 2009 at 7:00 pm and direct the Village Clerk to provide notice in accordance with the Michigan Open Meeting Act.
All Ayes CARRIED
7. RAISE SCHEDULE FOR OFFICE CLERICAL WORKERS
Pulled until next RCM.
8. ACEP CONCESSIONS
Park Commissioner Coenen reminded Council that the Armada Jams Program begins on Wednesday, June 10 at 7:00 pm. He stated that there will be porta potties available for everyone’s convenience. He asked Council to consider allowing the Armada Community Enrichment Program (ACEP) to sell concessions at the concerts. He explained that they sold popcorn, candy and pop last year at the events but they would like to add hot dogs to the menu. He explained that they have contacted the Health Department and have arranged to cook them at a certified kitchen and that he will ask Deb Smith of ACEP to fill out a permit application with the Village office and Council will waive that fee.
MOTION by Coenen, seconded by Wolak, to allow the Armada Community Enrichment Program to sell concessions at the Armada Jams concerts as a fund raiser.
All Ayes CARRIED
Coenen also stated that the bouncy house has been offered by John Paterek for use during this event. The Clerk raised concerns that, last year, she was not provided proof of insurance for this equipment and the Village was not listed as additionally insured on any policy. She stated that the Village then assumes all the risk in the event of an injury.
She stated that she was assured last year by the Village insurance agent that the Village would be covered in the event of a lawsuit, but that any lawsuit raises the Village insurance premiums. A lengthy discussion followed.
MOTION by Sutherland, seconded by Clark, to allow a bouncy tent with an adult attendant without additional insurance provided by the supplier.
Ayes: Sutherland, Clark, Stork, Wolak, Coenen
Nays: Stirrett
Absent: Cooper CARRIED
9. WATER DEPARTMENT FIVE YEAR PLAN
Water Commissioner Sutherland presented and reviewed with Council his five year plan for the Water Department (on file) as required by the Planning Enabling Act.
10. APPLICATION FOR PLANNING COMMISSION (VILLAGE POCKET PARK)
President Stork and Treasurer Adair explained that they had attended the Planning Commission meeting and the Chairman’s Report expressed concerns over parking at the Village office building if the Village pocket park is installed. Treasurer Adair reviewed the prints and the ordinance and believes the Chairman’s interpretation of required parking spots is incorrect. They were expressly told that a formal application to the Planning Commission was needed. Trustee Stirrett suggested that no fees should be charged.
MOTION by Clark, seconded by Sutherland, to make a formal application to the Planning Commission for review of the Village garden with no fees.
Ayes: Clark, Sutherland, Stirrett, Stork, Wolak
Nays: Wolak
Absent: Cooper CARRIED
11. HEATING AND COOLING IN VILLAGE OFFICE
President Stork informed Council that the Village offices, Council chamber and Police Department all share the same heating a cooling system and when recently repaired, it was noted that there are some issues that need to be addressed. She would like Council to consider installing separate thermostats in each room for climate control. She will bring an RFP to the next Council meeting for consideration.
12. SEWER PLANT UPDATE
Sewer Commissioner Stirrett informed Council that United Water asked if they could scrap old metal found in the plant which Ed Serwatowski has been through and taken what the DPW could use. All proceeds from the sale would benefit the Sewer Department.
MOTION by Stirrett, seconded by Sutherland, to allow United Water to dispose of any scrap metal with proceeds to go to the Sewer fund.
All Ayes CARRIED
OLD BUSINESS
1. SPICER GROUP UPDATE OF COMMENTS MADE AT A PREVIOUS RCM
President Stork submitted a letter from Spicer Group (on file) regarding comments made at a previous Council meeting that he was approached by an Engineer who raised concerns with Spicer, but Stirrett had not confirmed them at that time. The letter explained the situation and that Spicer was not at fault.
2. SPICER GROUP PRESENTATION OF NORTH FULTON CONCEPTUAL PLAN
Spicer Group submitted their conceptual drawings for the North Fulton Street project. Gerrad Godley went through the plans with Council with the omission of sidewalks on the east side of the road discussed at length. President Stork suggested seeking grants under the safe routes to school grant program.
President Stork announced the following upcoming community events:
The Lionesses are sponsoring a wine tasting at the Lions Hall on June 19, 2009.
No further business.
MOTION by Clark, seconded by Coenen, to adjourn the meeting at 9:30 pm.
All Ayes CARRIED
Minutes submitted by:
Michelle Poulos, Armada Village Clerk