VILLAGE OF ARMADA

SPECIAL COUNCIL MEETING

MONDAY, JULY 8, 2015

9:00 AM

President Pro-Tem Coenen called the meeting to order at 9:04 a.m. All rose for Pledge of Allegiance. Present at roll call: Ballard, Clark, Coenen, and Boelke. Absent: Wolak, Shall, and Cooper. Also present: Clerk Poulos, Treasurer Adair and Ed Serwatowksi.
 
AGENDA, APPROVAL OF
MOTION by Ballard, seconded by Clark, to approve agenda as presented.
All Ayes CARRIED
 
CITIZEN COMMENT
None.
 
1. NEW BUSINESS
 
A. ADDITIONAL COSTS AND FUNDING FOR WATER CONNECTIONS WITHIN THE
EAST MAIN STREET RECONSTRUCTION PROJECT
DPW Supervisor Serwatowski informed Council that the original bid quote for the water portion of the East Main Street Project did not include water service leads, which, he stated, need to be replaced. He estimates that they are at least 40 years old and will need replacement in the near future and recommends they be replaced while the road is already torn apart to avoid tearing up the new road. There are 14 total, 7 short and 7 long and he stated that he does not know why this was missed in the original bid as when a new road is put in the underground needs to be updated. Ballard stated that as this was not included in the specifications of the project, this is negligent on the design engineer and they should be billed for this, it should not be the Village’s responsibility. Treasurer Adair stated that she spoke to President Wolak and he agrees fully with this. Pro-Tem Coenen asked if this holds the project up and Serwatowski stated it should only hold them up two days. Serwatowski also stated that there are a few repairs that need to be done to water connections in other areas that will also need to be addressed.
 
MOTION by Clark, seconded by Ballard, to approve the change order dated 7-7-15, for water connections, from Fenton Excavating for a not to exceed amount of $22,400.00 and to authorize Fenton Excavating to proceed with the water long service and short service connections.
 
Ayes: Clark, Ballard, Boelke, Coenen
Nays: None
Absent: Wolak, Cooper, Shall CARRIED
 
Treasurer Adair stated that she asked the contractors during the July 7, 2015, Progress Meeting, to be as cost effective as possible. They stated that they would give any boxes that are salvageable to the DPW for re-use. Adair stated that the Water Fund has approximately $175,000.00 fund balance and the project with contingency totals approximately $195,000.00. She stated that very early in the planning stages of this project, she met with Bob Hoepfner from the Macomb County Department of Roads and was under the impression after that meeting that the Village would not be billed for this project until September, which would allow the water fund to include two more billing periods and would have enough funds available to cover the approximately $20,000.00 overage. She stated that the Engineers have told her that the usual requirement of MDOT is that the municipality fronts the money and MDOT draws from that, which has not been the process of this project as the Village has been receiving billings which have been paid through LARS. Adair stated that she has a call into MDOT to receive clear directives on the billing process but asked Council to consider taking a short term interest free loan from the General Fund to cover until the water fund receives the income from the next two billings.
 
MOTION by Clark, seconded by Boelke, to approve the additional cost of $22,400.00 in the East Main Street Project, water portion, to be subsidized, as needed, in the form of a short term interest free loan from the General fund that is not forgivable.
 
Ayes: Clark, Boelke, Coenen, Ballard
Nays: None
Absent: Wolak, Cooper, Shall CARRIED
 
COUNCIL COMMENTS/COMMUNITY EVENTS
Ballard told members of Council that the project is on schedule.
 
No further business.
 
MOTION by Ballard, seconded by Clark, to adjourn the meeting at 9:31 a.m.
 
All Ayes CARRIED
 
Minutes submitted by:
 
 
Michelle Poulos, CMMC
Armada Village Clerk