VILLAGE OF ARMADA
REGULAR COUNCIL MEETING
MONDAY, MAY 11, 2015
7:00PM
President Wolak called the meeting to order at 7:00 p.m. All rose for Pledge of Allegiance. Present at roll call: Ballard, Cooper, Clark, Coenen, and Wolak. Also present: Treasurer Adair, Jeff Bahorski, Doug Skylis, Roland Alix, Casey Collings, Wendy Achatz, and Jim Moegle.
AGENDA, APPROVAL OF
MOTION by Ballard, seconded by Cooper, to approve agenda as presented.
All Ayes CARRIED
CITIZEN COMMENT
Wendy Achatz informed Council that she and her husband have purchased 20 acres of property adjacent to the Village’s east limits, which they are considering developing. She asked Council if the Village water and sewer could handle 15 to 20 new homes. The property is currently in the Township and can be developed into one (1) acre parcels, but if it were annexed into the Village, they could build more homes on smaller lots. Attorney Bahorski stated that the Village cannot answer her question since she is not sure of the density of the development as yet. The Village would need to meet with her engineer to have a better idea of what their plans are and more questions would need to be answered before the Village could give a formal commitment. She asked if the development could tap into water and sewer if it remains in the Township or would they need to annex in which most of Council stated they would prefer it to be annexed in. She will contact the Village Office to set up a meeting with her engineer.
PRESENTATIONS
None.
ADMINISTRATIVE REPORTS
- Police Commissioner Cooper introduced Officer Dominic Vicari and his dog Atos and presented them with a certificate of completion from the Narcotics Detection and Tracking training. In addition, she presented them with a trophy for placing second place from the Narcotics Tracking Team from Washtenaw County where the training was held. Officer Phil Neumeyer was introduced with his dog Gretchen and was also presented a certificate of appreciation from the Narcotics Detection and Tracking training. Gretchen was also presented a trophy for placing third place from the Narcotics Tracking Team. Both dogs are now certified.
- Street Administrator Ballard informed Council that he met with the Armada Fair Board regarding parking during the East Main Street Reconstruction and they agreed to allow residents to park in the Fairgrounds. Parking can be accessed from Fair Street and will be located near the Grange Hall. He thanked the Armada Fair Board for their assistance.
- The Building Department submitted its April, 2015 Building Report.
- Planning Commission submitted their 4/6/15 Meeting Minutes.
- Planning Commission Liaison Coenen updated Council on the new Grocery Store and the new parking and entrance from Fulton Street.
GENERAL BUSINESS
1. CONSENT AGENDA
MOTION by Cooper, seconded by Ballard, to approve the consent agenda as presented.
- Approval of RCM Minutes of 4/27/15 approved as presented.
- Payment of Bills totaling $55,590.74 approved for payment as follows:
1. General Fund $ 20,607.85
2. Water Fund $ 3,073.82
3. Sewer Plant Fund $ 18,718.44
4. Sewer System Fund $ 439.49
5. Major Street Fund $ 8,249.15
6. Local Street Fund $ 1,908.04
7. Municipal Street Fund $ 2,593.95
Total $ 55,590.74
- Special Event Permit Approval – Armada Area Schools Four Corner Fundraiser - approved the application from the Armada Area Schools for a Special Event Permit on May 31, 2015, for a four corner fundraiser.
- Special Event Permit Approval – Armada Am Vets Parade and Four Corner Fundraiser approved the application from the Armada Am Vets for a Special Event Permit on May 23, 24, and 25, 2015, for a four corner fundraiser.
All Ayes CARRIED
2. OLD BUSINESS
None.
3. NEW BUSINESS
A. ENGINEERS UPDATE OF THE EAST MAIN STREET PROJECT
Roland Alix from HRC (Hubbell, Roth and Clark) updated Council on the East Main Street Project. He stated that the State ran out of funds last year but the project is on schedule and all paperwork is in to begin this year. He stated that the Council will be asked to sign the local agency agreements between the Village and MDOT and after that is approved it takes about one week for the contract to be awarded to Ajax Paving. Shortly after the award a pre-construction meeting will take place with HRC (who will be handling the inspection observation), Ajax Paving, sub-contractors and Village representatives. Expecting construction to start shortly after Memorial Day and for completion to be the beginning of August before the Fair, weather permitting. The Water Main Replacement Project is additional to the East Main Street Project and the MDOT Contract and is 100% Village paid. Ajax Paving provided Council with a quote for the Water Main project which is a contract between the Village and Ajax Paving. The road work has a contract between Ajax Paving and MDOT. The proposal from Ajax Paving for the water main will need to be approved by Council tonight and will be added to the Ajax Paving contract as a modification. Doug Skylis from Rowe Professional Services Inc. informed Council that MDOT has changed their process since the last project the Village was involved in with them. He stated that they have gone somewhat paperless, which requires electronic signatures, and that all pay apps and contract modifications will be signed by the Village as will all contract modifications. HRC will generate the paperwork, the contractor signs, the Village signs and it is electronically sent to MDOT.
MOTION by Ballard, to approve the contract no. 15-5101 between the Michigan Department of Transportation and the Village of Armada for the reconstruction of East Main Street and authorize the Street Administrator Lyle Ballard and the Village President to sign all documents required in conjunction with this approval on behalf of the Village.
Trustee Cooper pointed out that this motion is for Agenda Item B and discussion is currently on Agenda Item A. Ballard withdrew his motion.
WITHDRAWN
B. TO ASSIGN SIGNOR(S) FOR CONTRACT NO. 15-5101 BETWEEN MDOT AND THE VILLAGE OF ARMADA FOR THE EAST MAIN STREET PROJECT UNDERDRAIN
After the previous discussion, Street Administrator Ballard made the following motions.
MOTION by Ballard, seconded by Cooper, to approve the contract no. 15-5101 between the Michigan Department of Transportation and the Village of Armada for the reconstruction of East Main Street and authorize the Street Administrator Lyle Ballard and the Village President to sign all documents required in conjunction with this approval on behalf of the Village.
Ayes: Cooper, Clark, Coenen, Ballard, Wolak
Nays: None CARRIED
MOTION by Clark, seconded by Ballard, to accept the proposal by Ajax Paving Industries, Inc. for the East Main Street water main project in the amount of $170,677.50 and authorize Water Commissioner Steve Clark and the Village President to sign all documents required in conjunction with this approval on behalf of the Village. This water main project will be incorporated, by contract modification, to the East Main Street Reconstruction Project No. 123-174A and is a non-participating MDOT item and is the full financial responsibility of the Village of Armada.
Ayes: Ballard, Cooper, Clark, Coenen, Wolak
Nays: None CARRIED
C. ENGINEERS UPDATE OF THE TIETZ/PROSPECT BRIDGE PROJECT
Casey Collings from Great Lakes Engineering updated Council on the Tietz Street Culvert Replacement and Prospect Street Bridge Rehabilitation Project. MDOT received bids on May 1, 2015 and the project is scheduled to begin no earlier than July 1, 2015 and to be completed by September 25, 2015 for open to traffic, and June 17, 2016, to be sure slope restoration and grass are up to standard. The plan is to replace the Tietz Street Culvert first to allow for traffic and then close the Prospect Street Bridge during that repair. The mussel survey is scheduled for the beginning of June and will be completed by July 1, 2015.
D. VILLAGE ENGINEERS UPDATE OF THE SCRAP TIRE GRANT AND VILLAGE PROJECTS
Village Engineer Doug Skylis from Rowe Professional Services, Inc. touched on two items before discussing the Scrap Tire Grant.
- He informed Council that the bids for the Tietz/Prospect Bridge Project came in higher than the Engineers estimate and that MDOT had allowances built into their system that if it comes in within 10% of the estimate, MDOT will automatically approve it. If it comes in at more than 10%, it needs to be reviewed by the Administrative Board who decides whether to move forward with the project and to request that the community cover the overage, which is 11.97%. He stated that at this point MDOT has not sent the project to the Administrative Board and he anticipates that MDOT will pick up the cost.
- He stated that just like the East Main Street Project, the Tietz/Prospect will also have the same amount of paperwork to process. HRC and Rowe will be preparing forms, for the East Main Street Project, authorizing a primary and a back-up signor for all documents for this project.
- He stated that the Village was awarded around $63,000.00 for the Scrap Tire Grant, the total amount requested, but there is only one asphalt company making the mix and it is located in Bay City. The prices are higher but the biggest problem is the distance between Bay City and Armada. He stated that by the time the Village figures in the higher cost for the asphalt itself and the cost to ship the distance, the Village would not be saving any money. Street Administrator Ballard stated that he requested that Skylis prepare a cost estimate to complete this project without the grant and if it can be afforded in this budget year, he will consider doing it and if it is too costly, it can wait until next budget year.
E. QUOTATION FROM UTILITIES INSTRUMENTATION SERVICE TO RECALIBRATE WELL CONTROLS TO THE WELLS AND WATER TOWER
DPW Supervisor Serwatowski provided Council with a proposal from Utilities Instrumentation which was read by Water Commissioner Clark which stated that it is time to recalibrate the Well Control to the Wells and Water Tower at a cost of $948.00 and a transmitter at the Well Tower needs replacement due to erratic recordings in the weekly chart recordings at a cost of $1,260.00 for a total cost of $2,208.00. Ballard inquired as to whether there is an annual contract on these items which Clark responded that he would ask Serwatowski as he is not aware of one.
MOTION by Clark, seconded by Coenen, to allow the DPW Supervisor to accept the proposal from Utilities Instrumentation Service for routine calibrations and (1) new pressure transmitter for a total cost not to exceed $2,208.00.
Ayes: Ballard, Coenen, Cooper, Clark, Wolak
Nays: None CARRIED
Trustee Coenen stated that the quote from Utilities Instrumentation was for $984.00 and $1,260.00 for a total of $2,244.00 the letter presented to Council has numbers transposed.
MOTION by Clark, seconded by Cooper, to amend the previous motion on the quotation from Utilities Instrumentation Service due to an error in the amount and amend the amount that was originally $2,208.00 to now read $2,244.00.
Ayes: Cooper, Clark, Coenen, Ballard, Wolak
Nays: None CARRIED
UPCOMING AGENDA ITEMS
None.
CITIZENS COMMENTS
Jim Moegle of Prospect Street stated that he is looking for information regarding the Tietz/Prospect Street Bridge Project on the impact on his residence. He will contact Casey Collings to discuss his issues.
COUNCIL COMMENTS/COMMUNITY EVENTS
Am Vets Memorial Day Parade is Monday, May 25, 2015.
Regular Council Meeting is scheduled for May 18, 2015, due to the Memorial Day Holiday.
Concerts in the Park (Armada Jam) begins on June 10, 2015.
No further business.
MOTION by Ballard, seconded by Cooper, to adjourn the meeting at 7:49 pm.
All Ayes CARRIED
Minutes taken by Treasurer Adair.
Transcribed by video and submitted by:
Michelle Poulos
Armada Village Clerk