VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, JUNE 25, 2012
President Cooper called the meeting to order at 7:02 p.m. All rose for Pledge of Allegiance. Present at roll call: Ballard, Coenen, Cooper, Clark, Stirrett, and Wolak. Awdey arrives at 7:08. Also present: Clerk Poulos, Treasurer Adair, Chuck Bayly, Andy Wakeland, Steve Siklich, Steve Thibert, Ed Serwatowski, and Matt Fahr.
AGENDA, APPROVAL OF
MOTION by Stirrett, seconded by Ballard, to approve agenda as amended.
Added Moving Sewer Investment Fund as Agenda Item F.
All Ayes CARRIED
Treasurer Adair presented Council with the May, 2012 Treasurer’s Report.
Chuck Bayly of F & V gave a brief summation of the April and May, 2012 monthly operating reports. Sewer Commissioner Stirrett explained that the Council received two reports due to the Memorial Day Holiday in May. He stated that there was only one call out, due to a power outage, in two months. Bayly stated that they are working to clear up the DEQ violation list.
Treasurer Adair informed Council that she had placed an order with Fidlar Doubleday for receipt books which came in with Armada Township instead of Armada Village printed on them. She explained that Fidlar had told her to dispose of them rather than send them back for them to dispose of. Adair informed Council that she intends to donate them to the Township instead of disposing of them.
MOTION by Stirrett, seconded by Ballard, to approve the consent agenda as presented.
Approval of RCM Minutes of 6/11/12 approved as presented.
Payment of Bills totaling $38,904.19 approved for payment as follows:
1. General Fund $ 27,302.18
2. Water Fund $ 4,941.49
3. Sewer Plant Fund $ 3,954.36
4. Sewer System Fund $ 30.00
5. Major Street Fund $ 0
6. Local Street Fund $ 0
7. Municipal Street Fund $ 2,676.16
Total $ 38,904.19
Ayes: Stirrett, Coenen, Cooper, Awdey, Clark, Wolak
Abstain: Ballard CARRIED
Steve Thibert from Giffels/Webster stated that the Spencer Street Project is progressing. He is very satisfied with the Contractor and expects to be paving by the end of the week. Street Administrator Ballard stated that he received two calls from residents and he will contact them tomorrow to address their concerns.
A. S-2 GRANT APPLICATION
Sewer Commissioner Stirrett discussed the S-2 Grant application he received from Giffels/Webster and discussed at length with Attorney Bahorski, Scott Chabot and Steve Siklich from Giffels/Webster. He stated that he has more information to provide to Council and documents he needs to review from Giffels/Webster as they were just provided to him, so he will not be seeking a motion tonight for approval. He did, however, remind Council that applying for the S-2 Grant is a long term commitment for the Village and encouraged Council to review all of the information provided. He stated that the grant, if received, will pay 90% for the study of the plant and equipment to detect deficiencies and the Village will pay 10%. The commitment is the Village will have to have a plan to repair these deficiencies and may have to obtain a bond to do so. If the Village does not prepare a plan for these improvements, they may have to pay back the 90%, roughly $194,000.00. Stirrett stated that there are bonds available and the Sewer Fund may have the funds to do the improvements, but it is unclear what deficiencies this study will show and how much money will need to be spent to repair them. He stated this should not be a quick decision on Council’s part as future funds are being committed. This item will be brought back to the next RCM for possible approval.
B. APPROVAL OF DPW CARGO VAN PURCHASE
As approved in the 2012/2013 budget, DPW Supervisor Ed Serwatowski received bids for the purchase of a cargo van for the DPW. He stated that he sent out four bid requests and only received two back. The first bid was from Signature Ford for a cash price of $20,531.00 or a Municipal Lease price of $20,956.00 ($4,668.25/year for five years) and is through the state purchasing plan. The second bid was from Serra GMC for a cash price of #34,330.99 or a Municipal Lease price of $649.08/month for five years. He recommends that the van is bought through Signature Ford. A lengthy discussion of buying outright or leasing followed with both options being discussed. President Cooper stated that she met with Treasurer Adair and either option will require a budget amendment because only $20,000.00 was budgeted for this purchase. A budget amendment for $531.00 will come to the next RCM.
MOTION by Wolak, seconded by Ballard, to award a bid for the purchase of a 2012 Ford Cargo Van from Signature Ford at a cost of $20,531.00 and authorize the Village Clerk to sign any documents required in conjunction with this purchase.
Ayes: Wolak, Ballard, Stirrett, Clark, Coenen, Awdey, Cooper
Nays: None CARRIED
C. DOWNTOWN SIDEWALK REPAIR - URETEK
Street Administrator Ballard stated that he had met with a representative from Uretek, along with Andy from Giffels/Webster and DPW Supervisor Ed Serwatowski, to learn about Uretek and the product they sell. He stated that they watched videos and learned about the product which is a polymer that is injected under sinking concrete, by drilling a small hole which is filled in with concrete after, which compacts the ground as it is injected. He stated that the difference in cost between mudjacking and the product Uretek sells is about $2,000.00, with Uretek being less costly, and the downtown sidewalks could be completed within 1 ½ days which would be less disruption for the businesses and the project is guaranteed for three years on material. He stated that this is an alternative to mudjacking, which does not compact the dirt. Serwatowski stated that he feels this is a good product and they were told it is chemical resistant so it should not be affected by salt. Clerk Poulos stated that the only issues she sees with this process from CDBG is there are no other companies that do this type of work, it is exclusive with Uretek so competitive bids could not be obtained and when the Engineer prepared the application for CDBG for the downtown sidewalk repairs, they stated that the concrete would be torn out and replaced, not raised. She will talk with the County to verify if this is a problem. This item will be brought back to the next RCM with the answers from the County.
D. TREE BIDS (DTE ENERGY GRANTS)
Street Administrator Ballard informed Council that the Village received a grant from DTE Energy to plant trees. He stated that he would like to go out for bid for the purchase of the trees. Treasurer Adair reminded him that there is a permitted tree list prepared by the Tree Committee. President Cooper asked Trustee Clark if the Tree Committee is still functioning as he was a member. He stated that they have not met in years but will contact the members about meeting. Adair offered to serve on the committee. This item will be brought back to the next RCM after the committee has the opportunity to meet.
E. FEE REVIEW
The Clerk explained that currently the minimum permit fee for driveway approaches is $20.00 which, occasionally, does not cover the inspection fee for the Building Inspector who charges $30.00 per inspection. She asked Council to consider raising the minimum permit fee to $35.00 per inspection to cover the inspector’s fees and the administrative costs. Trustee Ballard feels the fee should be raised to $50.00.
MOTION by Stirrett, seconded by Awdey, to increase the minimum permit fee for driveway approaches to $35.00.
Ayes: Stirrett, Awdey, Coenen, Wolak, Clark, Cooper
Nays: Ballard CARRIED
F. MOVING SEWER INVESTMENT FUND
Treasurer Adair stated that the Sewer Investment Fund of approximately $221,000.00 was invested with First South West Clearing House brokered by Brookestone. She received a call from the Auditor that the last bid and sale of the investment must be recalled as it is not invested in a Michigan based brokerage. Adair talked to First South West and she has three options to reinvest, move or call out the investment. She spoke with Capac State Bank and she will be moving the money into a short term money market account with them at an interest rate of .25%.
UPCOMING AGENDA ITEMS
A. S-2 Grant Application
B. General Fund Budget Amendment for DPW Van
C. Downtown Sidewalk Repair/CDBG
D. Tree Committee Update (2nd meeting in July)
COUNCIL COMMENTS/COMMUNITY EVENTS
Public encouraged to attend the Concerts in the Park on Wednesday.
Street Administrator Ballard praised James P. Contracting for their progression on Spencer Street. He stated that they are doing an excellent job and he expects very little overage ($2,000.00 - $3,000.00), but no large overages.
No further business.
MOTION by Ballard, seconded by Wolak, to adjourn the meeting at 8:03 pm.
All Ayes CARRIED
Minutes submitted by:
Armada Village Clerk