VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, JANUARY 25, 2010
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, Coenen, Cooper, Wolak, Sutherland, and Clark. Also present: Clerk Poulos (arrived 7:10 pm), Treasurer Adair, Gary Timmer, Kelly Smith, David Stork, John Paterek, Matthew Fahr.
AGENDA, APPROVAL OF
MOTION by Cooper, seconded by Wolak, to approve agenda as presented.
All Ayes CARRIED
CITIZEN COMMENT
None Received.
ADMINISTRATIVE REPORTS
Treasurer Adair informed Council that she has submitted the monthly Treasurer’s Report in this agenda packet (on file).
Gary Timmer of United Water gave a brief summation of his monthly report. He introduced Council to Kelly Smith who is his assistant. Timmer stated that the boiler at the plant is losing water, as discussed at a previous RCM, and that the repairs are pending. He is also checking options for out building boiler repairs. Timmer continued by stating that the motive pump is on schedule and should be installed in a couple of weeks. He has adjusted the maintenance cap to $12,200.00.
President Stork read aloud Dennis LeMieux’s Building Report for the Month of December, 2009 (on file)
GENERAL BUSINESS
MOTION by Cooper, seconded by Clark, to approve the consent agenda as presented.
All Ayes CARRIED
Approval of RCM Minutes of 1/11/10 approved as presented.
Payment of Bills totaling $58,862.98 approved for payment as follows:
1. General Fund $ 5,607.64
2. Water Fund $ 35,999.93
3. Sewer Plant Fund $ 8,530.64
4. Sewer System Fund $ 195.99
5. Major Street Fund $ 6,355.81
6. Local Street Fund $ 2,172.97
7. Municipal Street Fund $ 0____
Total $ 58,862.98
No Old Business was presented at this meeting.
A. BUDGET AMENDMENT FOR QUICK BOOKS UPGRADE
Treasure Adair prepared a budget amendment for Council’s consideration to purchase an upgrade to Quick Books which is required to receive payroll updates. She explained that $1,500.00 was budgeted but the actual cost is $2,000.00.
MOTION by Sutherland, seconded by Clark, to approve the budget amendment for fiscal year 2009/2010 increase expenditures in Account #170-970 General Government, Line Item Capital Outlay from $1,500.00 to $2,000.00 bringing the previous fund balance from $425,292.02 to $424,792.02.
Ayes: Sutherland, Clark, Cooper, Wolak, Stork, Coenen, Stirrett
Nays: None CARRIED
B. WATER TOWER AGREEMENT
Water Commissioner Dan Sutherland explained to Council that an agreement prepared by Utility Services has been reviewed by the Village Attorney and the requested changes have been submitted back to Utility Services Attorney for review. Stirrett questioned several items in the proposed agreement, which Sutherland answered. Sutherland stated that the DPW Supervisor would have copies of the keys to the water tower, the logo and Armada will remain on the tower and that graffiti, damage caused from rocks, etc. would be covered, although it is not specifically stated in the contract. Stirrett also questioned items in the proposed 5 year plan submitted again at this meeting by Sutherland. Stirrett asked if the plan allows for this type of commitment. Stork stated that the worst case scenario is that projects may be moved back to allow for this. Stirrett also stated that the 5 year plan does not allow for reimbursement of $20,000.00 proposed to be borrowed from the General Fund, which would have to be repaid and approved by Council as a loan. Stirrett also explained to Council that the new motive pump installed at the WWTP should reduce the water bill paid by the Village from approximately $22,000.00 to approximately $16,000.00 annually. He also stated that it could possibly lessen the water bill to approximately $5,000.00 annually if two more mixers are added. This is in his plan to be completed over the next two years and would reduce the revenues to the Water Department by a considerable amount. Stirrett is concerned that the plan does not allow for this type of reduction in revenues. Trustee Wolak raised concerns over this type of commitment and the issue that Utility Services is the only company to offer such an agreement so the Village cannot price compare. Trustee Coenen stated that he believes the Village needs to do this. Sutherland asked Council to approve an agreement, pending the Attorneys approval, without the mixer option.
MOTION by Sutherland, seconded by Cooper, to approve a contract between the Village of Armada and Utility Service Company and to authorize the President and Clerk to sign on behalf of the Village for the complete rehabilitation of the Village water tower including service (maintenance) with costs and responsibilities as outlined in the agreement, pending legal counsel approval.
Ayes: Sutherland, Cooper, Coenen, Stirrett, Wolak, Clark, Stork
Nays: None CARRIED
C. TREE COMMISSION
Street Administrator Clark asked Council to consider forming an official Tree Board, which would be a non paying position. He explained that this would be a five member board to be appointed by the President. He stated that at the current time he, Nancy Parmenter, Debra Randall, Carol Morgan, and Kathie Stork are the unofficial tree board and he would be interested in keeping the same members if it is made official. The guidelines for these appointments and all other pertinent information have been included in a draft Tree Ordinance which was submitted to Council for review. Clark asked Council to consider the appointments and the Tree Ordinance, as both are required to become Tree City USA, for the next Regular Council Meeting so the Ordinance can be given to the Attorney for final approval.
D. TREE ORDINANCE
This item was previously discussed during the Tree Commission portion of the meeting. A draft ordinance was prepared based upon the requirements of Tree City USA and was discussed by Council. This item will be brought back to the next RCM.
E. COMCAST AGREEMENT
The Clerk presented Council with an agreement from Comcast which will lower the monthly billing for internet service from $95.00 to $59.95. She asked Council’s permission to enter into this agreement on behalf of the Village.
MOTION by Cooper, seconded by Wolak, to allow the Clerk to enter into an agreement with Comcast for a period of 36 months at a cost of $59.95/month for internet service.
Ayes: Cooper, Clark, Coenen, Stork, Sutherland, Wolak, Stirrett
Nays: None CARRIED
CITIZENS COMMENTS
None Received.
COUNCIL COMMENTS
Trustee Stirrett asked the Clerk to place an Executive Session on the Agenda for the next RCM to discuss employee agreement negotiations.
No further business.
MOTION by Cooper, seconded by Coenen, to adjourn the meeting at 8:15 pm.
All Ayes CARRIED
Minutes submitted by:
Michelle Poulos, Armada Village Clerk