VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, JULY 12, 2010
President Stork called the meeting to order at 7:03 p.m. All rose for Pledge of Allegiance. Present at roll call: Stork, Stirrett, Clark, Cooper, Sutherland, and Wolak. Coenen arrived at 7:07 PM. Also present: Clerk Poulos, Treasurer Adair, John Paterek, David Stork, Matt Fahr, Scott Chabot and Leslie Zawada (Giffels/Webster), and Wayne Zolnierek (Spicer Group).
AGENDA, APPROVAL OF
MOTION by Cooper, seconded by Wolak, to approve agenda as presented.
All Ayes CARRIED
President Stork announced the passing of Richard Weinand and praised his work for the Village of Armada.
Building Department Report for June 2010 (on file) read aloud by President Stork.
Sewer Commissioner Report:
Sewer Commissioner Stirrett reported on three items for Council:
Dennis Ryan of the MDEQ visited the Sewer Treatment Plant on July 2, 2010, which was an unscheduled visit. Stirrett was not present for the visit and has placed a call with Mr. Ryan, but has not heard back as yet. Ryan viewed the lien-to and the new motive pump, which he was very impressed with. He suggested investigating installing a transfer switch instead of purchasing a new generator, to cut down on costs. Stirrett also stated that President Stork filed the permit for the decant line in his absence.
Stirrett informed Council that there has been a substantial decrease to the water bill for the Sewer Plant due to the installation of the motive pump. He stated that the last quarter’s billing was $6,402.00 and this quarter’s billing was $3,062.00. He believes that when the other two motive pumps are installed, the billing should be comparable to a household billing.
Stirrett informed Council that Kelly Smith, United Water, commented on the RFP’s discussed during the last meeting. Smith stated to Stirrett that some companies add 15% – 18% onto the cost if they have to deal with RFP’s. Stirrett stated that this should be taken into consideration when using RFP’s. It was stated that the issue with this project was the proposals that were received did not include the same items and having an RFP explains exactly what is expected and companies can bid accordingly. Trustee Coenen stated that the Village does not need to require RFP’s, but can choose to. President Stork stated that, per the Village Ordinance, RFP’s are required for projects over $2,000.00.
MOTION by Sutherland, seconded by Clark, to approve agenda as amended.
Approval of RCM Minutes of 6/28/10 pulled, added as Agenda Item F.
Payment of Bills totaling $41,988.02 approved for payment as follows:
1. General Fund $ 7,924.35
2. Water Fund $ 5,339.87
3. Sewer Plant Fund $ 24.00
4. Sewer System Fund $ 383.05
5. Major Street Fund $ 931.98
6. Local Street Fund $ 27,384.77
7. Municipal Street Fund $ 0___
Total $ 41,988.02
Village Pocket Park RFP to allow the Village Treasurer/Village President to re-solicit bids for the Village Pocket with an anticipated completion date of October 1, 2010.
Amendment to Approved Schedule of Bills of 6/14/10 totaling $48,136.23 approved for payment as follows:
General Fund $ 9,925.61
Water Fund $ 4,035.43
Sewer Plant Fund $ 20,187.38
Sewer System Fund $ 364.14
Major Street Fund $ 10,312.49
Local Street Fund $ 230.95
Municipal Street Fund $ 3,080.23
Total $ 48,136.23
Ayes: Stork, Clark, Coenen, Cooper, Wolak, Sutherland
Nays: Stirrett CARRIED
A. REQUEST FOR PROPOSAL’S
President Stork addressed the motion made at the Regular Council Meeting of 6/14/10 to have all further Request for Proposals and bid specifications include a requirement that proposals and bids are opened at a Regular Council Meetings by stating that ten different bid openings over the last eight years were opened in the afternoon with the Engineers. She has spoken to several Engineering companies, MDOT, and contractors who have not experienced bid openings at Council Meetings. Stork stated that MDOT’s practice is to open in the afternoon so contractors can be present. Trustee Coenen agreed that past practice has included bid openings in the afternoons, not at Council meetings, but suggested posting so the public could attend. Trustee Cooper is concerned that if a meeting is posted and more than three Council members are present this could constitute an open meeting violation. Attorney Bahorski stated that four members do constitute a quorum but they must be deliberating to come to a conclusion to violate the act.
MOTION by Sutherland, seconded by Clark, to return Engineering RFP’s to the Engineer with bid and time openings to be posted at the Village Office.
All Ayes CARRIED
B. NORTH FULTON UPDATE
Wayne Zolnierek updated Council on the progress of the North Fulton Street Project. He informed Council that paving will begin the first part of next week and the contractor is ahead of schedule. He will visit a few areas of concern tomorrow, including drainage concerns of residents. He stated that the contractor was stock piling pea stone on the bridge and that the weight does not have any bearing on the bridge as it is rated to 80 tons or greater. He stated that the road size was increased from approximately 21’ to approximately 24’ although the removal of the shoulder makes the road appear smaller. He explained that the roadside shoulder parking was removed as the road was shifted to the east to bring it away from the creek. He stated that the driveway approaches will be asphalt and that the mailboxes will be moved because of curb.
A. APPROVAL FOR TEMPORARY LIQUOR LICENSE
Police Commissioner Cooper informed Council that Ray Drummond, Kozy Korner, is celebrating his 80th birthday this year and has applied for a temporary liquor license to hold the event in the Municipal lot, as they did for an event last year. It was suggested by the Attorney that the Village also require the same signed agreement as last year.
MOTION by Cooper, seconded by Coenen, to approve the application by Raymond Drummond Et Al/Kozy Korner Saloon for temporary outdoor sales on Municipal property subject to approval of an agreement between the applicant and the Village.
All Ayes CARRIED
B. RFP FOR THE DDA/VILLAGE OF ARMADA NORTH FULTON ENHANCEMENT PROJECT
President Stork asked Council to consider allowing her to prepare the RFP for the sidewalk portion of the DDA/Village of Armada North Fulton Enhancement project. She explained that the cost for the Engineer to prepare and administer the RFP is $1,200.00 and she can prepare it for $550.00 so this will save money from CDBG. She explained that of the $76,000.00 previously allocated from the DDA to the Village, $56,128.80 has been spent: $13,319.80 for the municipal parking lot, $4,870.00 for the bump out garden sprinklers, $1,330.00 for tap in fees for the sprinkler system, $1,200.00 for engineering for the lighting project, and $35,409.00 for the electrical bid from Rahorn. She stated that the estimation for the sidewalk portion of the project is between $15,000.00 and $20,000.00. Trustee Cooper verified that this RFP is just for the sidewalk portion of the project. The Attorney reminded Council that an RFP can be negotiated, a bid cannot.
MOTION by Sutherland, seconded by Clark, to allow the Village President to prepare the RFP for the DDA/Village of Armada North Fulton Enhancement Project/Sidewalks.
Ayes: Stork, Clark, Coenen, Stirrett, Wolak, Sutherland
Nays: Cooper CARRIED
MOTION by Clark, seconded by Sutherland, to accept the Construction Specifications and plan from Giffels/Webster Engineering for a cost not to exceed $550.00 to include in the RFP for the DDA/Village of Armada North Fulton Enhancement Project/Sidewalks.
Ayes: Clark, Sutherland, Cooper, Coenen, Stork, Stirrett
Abstain: Wolak, stated he does not need to give reason for abstaining
C. FRANKLIN/HOLLWEG STREET PROJECT
Street Administrator Clark asked Council to close out the Franklin/Hollweg Street project as the contractor has met all contractual obligations, which Leslie Zawada from Giffels/Webster agreed with. It was asked if there were any open call to action forms on file. Clark stated that he believes there are three to four still open. Trustee Cooper asked if the Village would be responsible for these open items. Clark stated that the DPW would do the work so the Village would pay for the labor and material. He stated that most of the issues are ditch related. He stated that there are several sump pumps that drain into the ditches, which is not a new problem, but causing excess water in the ditch making mowing an issue for the residents. It was suggested that residents could possibly tie into tubing, if the Village chooses to allow the residents to lay tubing in all of the ditches as was done on the section of Hollweg, to help alleviate this issue in the future.
MOTION by Clark, seconded by Sutherland, to approve final payment to Pro-Line Asphalt for the Franklin/Hollweg street project subject to contractors providing all necessary forms satisfactory to the Village Engineer.
Ayes: Stirrett, Clark, Wolak, Sutherland, Coenen, Stork, Cooper
Nays: None CARRIED
D. SOUTH FULTON STREET AND WATER ISSUE
Water Commissioner Sutherland explained to Council that during a recent water main break on South Fulton it was discovered that it was caused from faulty pipe, according to DPW Supervisor Ed Serwatowski, which was installed during the South Fulton Street DWRF project 4 to 5 years ago. He stated that this is a 1” diameter copper pipe which has turned green and produced several pinholes. The life expectancy of the pipe was 40 years, but he is now questioning if there are other spots that are deteriorating. He explained the need to know the chain of command as to who could be held responsible and asked Council to authorize the Attorney to investigate whether it be the manufacturer, the construction company that installed it or if it is caused from the soil or water itself. The Attorney fees will be paid from the Water Department.
MOTION by Sutherland, seconded by Clark, to authorize the Village Attorney to pursue all remedies on behalf of the Village of Armada for the cost of repairs incurred due to defects associated with the South Fulton Street construction project.
All Ayes CARRIED
E. WATER RATE RESOLUTION UPDATE
A revised Water Rate Resolution was prepared for Council approval. The new resolution allows for current water customers to increase the size of existing service connections to the water system, without a site modification affecting the applicable unit factor, at one half (50%) of the capital improvement fee.
MOTION by Sutherland, seconded by Clark, to adopt the revised Water Rate Resolution.
Ayes: Sutherland, Clark, Cooper, Stirrett, Coenen, Stork, Wolak
Nays: None CARRIED
F. APPROVAL OF RCM MINUTES OF 6/28/10
Change to page 2, under Purchase of Two Replacement Motive Pumps, second to last line reads, “…was suggested that, in the future,…” changed to read, “…was asked that, in the future,…” Correction to page 3, under Fulton Street Project, second sentence reads, “The road will not consist of 7.5”…” corrected to read, “The road will consist of 7.5”.
MOTION by Clark, seconded by Sutherland, to approve minutes of June 28, 2010, regular meeting of the Village Council, as amended.
Ayes: Wolak, Stirrett, Stork, Clark, Sutherland, Cooper
Nays: Coenen CARRIED
John Paterek also recognized the efforts of Richard Weinand for the Village and stated that Mr. Weinand made the DDA possible.
Sewer Commissioner Stirrett stated that the Sewer Treatment plant has hired a new operator named Chuck Bayly.
Water Commissioner Sutherland gave credit to the DPW for their handling of a water main break over the weekend.
Park Commissioner Coenen invited Council and the public to see the Rockabilly Review playing in the park this Wednesday at 7:00.
President Stork announced that on July 24 the Fairgrounds are hosting a Horse Speed Show and on July 25 a Classic Car Show.
Police Commissioner Cooper announced that on July 31, 2010, Kozy Korner is hosting an 80th birthday celebration for owner Ray Drummond.
No further business.
MOTION by Cooper, seconded by Wolak, to adjourn the meeting at 8:46 pm.
All Ayes CARRIED
Minutes submitted by:
Michelle Poulos, Armada Village Clerk