VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, SEPTEMBER 14, 2009
7:00PM
President Stork called the meeting to order at 7:00 p.m. All rose for Pledge of Allegiance. Present at roll call: Stork, Stirrett, Clark, Coenen, Cooper, Wolak, Sutherland. Also present: Clerk Poulos, Treasurer Adair, Ed Serwatowski, Scott Chabot, Richard Weinand, David Stork, Dennis LeMieux, John Paterek, Lielani Durbin, Stella Pytleski, Ben Delecke, and Nancy Parmenter.
AGENDA, APPROVAL OF
MOTION by Cooper, seconded by Clark, to approve agenda as amended.
Added Bid Opening for Sidewalk Project as Agenda Item #10.
All Ayes CARRIED
CITIZEN COMMENT
None received.
GENERAL BUSINESS
MOTION by Clark, seconded by Cooper, to approve the consent agenda as presented.
Ayes: Clark, Cooper, Sutherland, Stirrett, Stork, Coenen
Nays: None
Abstain: Wolak, from Item 1D, not present at this meeting. CARRIED
Approval of RCM Minutes of 8/24/09 approved as presented.
Payment of Bills totaling $36,090.47 approved for payment as follows:
1. General Fund $ 8,756.44
2. Water Plant Fund $ 1,298.95
3. Water System Fund $ 0
4. Sewer Plant Fund $ 16,944.42
5. Sewer System Fund $ 24.19
6. Major Street Fund $ 1,671.92
7. Local Street Fund $ 7,248.48
8. Municipal Street Fund $ 146.07
9. DDA $ 0___
Total $ 36,090.47
Correspondence approved for filing:
1. Newsletter from Jennifer Haase dated August 24, 2009.
2. Newsletter from Jennifer Haase dated August 31, 2009.
3. Minutes of North Branch of Clinton River Sub-watershed Advisor Group
9-24-09.
4. Letter from Macomb County Health Department.
5. Letter from the Charter Township of Shelby.
D. Approval of SCM Minutes of 9/3/09 approved as presented. Wolak
Abstained as he was not present at the meeting.
2. BUILDING DEPARTMENT REPORT
Building Inspector Dennis LeMieux read aloud the written Building Department Report submitted to the Clerk for filing.
MOTION by Stirrett, seconded by Coenen, to accept the Building Report as presented and place on file.
All Ayes CARRIED
3. FIRE DEPARTMENT REPORT
Steve Jerziewski did not submit a Fire Department Report for this month.
4. BID OPENING FOR SIDEWALK PROJECT
Item #10 moved ahead for time to allow for Public Hearing.
DPW Supervisor Ed Serwatowski received one sealed bid for the sidewalk replacement, which was opened by Street Administrator Clark. The bid was from K & W Concrete Construction, Inc. in the amount of $8,565.00, which equals $5.41/square foot.
MOTION by Clark, seconded by Coenen, to accept the bid from K & W Concrete Construction, Inc. for a price not to exceed $8,565.00.
Ayes: Clark, Coenen, Cooper, Stirrett, Stork, Wolak, Sutherland
Nays: None CARRIED
5. PUBLIC HEARING – TO ADOPT THE 2006 PROPERTY MAINTENANCE CODE
MOTION by Cooper, seconded by Stirrett, to enter into Public Hearing for the adoption of the 2006 edition of the Property Maintenance Code with local amendments at 7:15 pm.
All Ayes CARRIED
No public comment.
MOTION by Cooper, seconded by Stirrett, to exit Public Hearing at 7:22 pm.
All Ayes CARRIED
Trustees Coenen and Cooper asked for additions, for clarification, to the ordinance as follows:
Add “(other than the rock in Memorial Park designated for such purposes)” to
Section 202 under “Graffiti”.
Add “by the owner of the premises” to Section 109.5, second sentence.
MOTION by Clark, seconded by Wolak, to adopt the ordinance adopting the 2006 edition of the Property Maintenance Code with local amendments, as amended.
All Ayes CARRIED
Due to the length of this ordinance, it will not be printed in official meeting minutes, but it will be kept on file with the Clerk.
6. CDBG DISBURSEMENT
Trustee Stirrett asked the Clerk to provide the Council with the current CDBG disbursements, which were provided and are on file. Stirrett explained to Council that he had spoken to the Clerk and to Mike Rozny at the County regarding CDBG disbursements and was informed that CDBG funds can also be allocated to pay for Planning Commission issues such as the Master Plan, feasibility studies, updates to the zoning ordinance, and capital improvement plans. Stirrett asked Council to consider these for future allocations.
7. AUDITOR’S PROPOSAL FOR 2010 AUDIT SERVICES
President Stork brought forth the proposal from McBride, Manley & Miiller PC for their services for the fiscal year ending March 31, 2010. She also provided Council with a compulation from the MML listserve which lists many different Villages, who their Auditors are and their costs, but it does not take into consideration how many department funds each Village has. Discussion included the cost for this service, $20,750.00 proposed, and whether Council wanted to approve the proposal or consider interviewing other Auditors. Stork stated that although the cost is significant, the current Auditors do more than just the year end audit, they take a lot of phone calls throughout the year. Coenen stated that in his twenty years on the Council, he does not believe that the Village has ever investigated other Auditing firms. This item will be brought back to the next RCM after Council has had time to review the proposal and consider their options.
8. FRANKLIN/HOLLWEG STREET PROJECT – BID AWARD
Bids for the Franklin/Hollweg Street Project were opened on September 3 by the Engineer and the President. Scott Chabot from Giffels-Webster recommended Council award the bid to Proline Asphalt who was the lowest bidder of the eight contractors who bid. He stated that the references have been checked and is comfortable with this recommendation. He stated that the projected date for ground breaking is September 28 with a projected date of October 30 for completion. Discussion followed with Council deciding to award the bid including all phases, Franklin/Hollweg Streets and sections of Torrey and Colonial Streets, with the sidewalk and curb options.
MOTION by Clark, seconded by Coenen, to accept the bid from Proline Asphalt for the Franklin/Hollweg Street Project in the amount not to exceed $140,981.34 including curb and sidewalk options at a cost not to exceed $8,329.50 and authorize the Village Clerk and President to sign all documents on behalf of the Village.
Ayes: Clark, Coenen, Wolak, Stirrett, Sutherland, Cooper, Stork
Nays: None CARRIED
9. FULTON STREET PROJECT
President Stork updated Council on the status of the Fulton Street Project. She stated that the plans have been submitted to MDOT and that a grade inspection meeting is scheduled for 9-22-09. The meeting will be held at the Village Council Chamber and DPW Supervisor Ed Serwatowski, MDOT and the utility representatives will be attending.
10. WATER TOWER MAINTENANCE
DPW Supervisor Ed Serwatowski informed Council that the water tower is in need of repair. He explained that the tower was constructed in 1996 and the Village was told at that time that it should last around 14 to 15 years before paint was needed. It is now in need of paint and some repair. He stated that a vent was never installed, it was not required at that time, but is required now by the DEQ and that a mud valve was also never installed and should be installed now. Ed explained that the tower will be out of service for around three weeks and highly recommends Council takes action on these upgrades. He also explained that UTI, the company that inspects the well, offers a yearly contract at a cost of $14,000.00 for these types of repairs and upgrades and he will discuss this option again with Council at a later date. This does not include the paint. Ed would not disclose the cost for the painting at this time but stated is substantial.
OLD BUSINESS
1. WATER DEPARTMENT FIVE YEAR PLAN
This item was brought back from the last Regular Council Meeting to discuss the line item presented in the Water Department plan regarding Capital Improvement plans. Water Commissioner Sutherland stated that when he submitted this plan at the last RCM, Trustee Stirrett had some questions about the Capital Improvement balance and that it was his understanding that Capital Improvement monies could only be spent on items such as emergency items and equipment, as the Sewer budget has the same line item and it is required by the bond that money is kept in that budget for these types of issues. Sutherland stated that the Water Department does not have that type of requirement but it was decided during budget time to set money aside for Capital Improvements. Stirrett stated that this was done in past budgets, not just this year’s budget. President Stork stated that the intention was to set aside funds every year in an interest bearing account. Treasurer Adair stated that the water bond recommends that monies be set aside for Capital Improvements. President Stork stated that on the years that the Village is doing Capital Improvements, no money would be set aside, but on the years that Capital Improvements are not planned, the money would be set aside for Capital Improvements. She stated that 2011 is a year that a Capital Improvement is not scheduled. Trustee Stirrett referred to the 2004 budget where a notation was made stating that 10% of the 3.74 million dollar bond for a bond reserve investment, and if Council does not allocate this money yearly, they are going against what previous Council’s had approved. A lengthy discussion followed involving former President Nancy Parmenter who stated that the plan in 2004 was to have a self sustaining water department but previous Councils have failed to increase the water and sewer rates at a rate that would allow for this. President Stork stated that the bids for the Well House will be opened this week and may re-adjust the Capital Improvement Plan amounts as they may come in less than expected. Trustee Coenen stated that the upcoming projects, the Well House and Fulton Street are now able to be paid for without a bond due to planning of this and past Councils. Stork countered that the DDA was instrumental in these projects by giving the Village $75,000.00 in return for CDBG projects and that the Village could not have done these projects without that money.
2. PLANNING COMMISSION APPOINTMENT
This item was brought back from the last Regular Council Meeting. Trustee Cooper stated that she had spoken to Maureen Finn about her interest in the opening on the Planning Commission. She stated that Ms. Finn was confident that she could attend the regular meetings of the Planning Commission but would contact Cooper if she thought she could commit to the extra meetings, which are expected for the Master Plan and other upcoming issues. To date, Cooper has not heard back from Ms. Finn. President Stork stated that she had spoken to Ms. Finn and was told that she could commit to these meetings. Trustee Sutherland made the motion to appoint Maureen Finn to the Planning Commission but was not met with a second for that motion.
3. MASTER PLAN
This item was brought back for discussion from the last Regular Council Meeting. President Stork informed Council that the Planning Commission Chairman Ben Delecke had spoken to the County Planner who has located the Master Plan from 2005. Our Planner has located a copy of the 2007 Master Plan who has presented recommended time and meetings that it would take to review the plan and make recommendations if changes need to be made and the Macomb County Planner is currently reviewing and will bring forward any changes they deem necessary. At the last Planning Commission meeting, the Chairman and Council Liaison were given copies of the 2007 plan for review. Chairman Delecke voiced some issues with two people, himself and the President, contacting the same agencies for information. He would like Council to decide which one of the two will be contacting these agencies instead of getting the same information twice. President Stork stated that her part is done and it is now in the hands of the Planning Commission to get a working Master Plan approved and that at the current time the Village is not in compliance with the law. Delecke added that the County Planner is scheduled to be at the October Planning Commission meeting which is when work on the Master Plan would begin. Lengthy discussion followed. This item will be brought back to Council at a later date for updates.
CITIZENS COMMENTS
None Received.
COUNCIL COMMENTS
None Received.
Trustee Cooper made the following announcement:
The Mom to Mom sale has been cancelled. Another will be planned for the spring.
No further business.
MOTION by Coenen, seconded by Cooper, to adjourn the meeting at 8:56 pm.
All Ayes CARRIED
Minutes submitted by:
Michelle Poulos, Armada Village Clerk