September 8, 2008 Council Minutes
1. CALL TO ORDER AT 7:00 P.M.
2. PLEDGE OF ALLEGIANCE
3. ATTENDANCE
Present: Kucinich, Kirklin, Bemer, McLean, S. Smith, Markle, P. Smith
Others present: Attorney Graham, Superintendent Anthony, Craig Schumaker of Fleis, Ruth Goheen and others.
4. WELCOME TO THE PUBLIC
5. ANNOUNCEMENT OF MEETING BEING RECORDED
6. ADDITIONS TO THE AGENDA
Under old business B. adoption of West Point Hills resolution
Under new business E. adoption of water connection rate resolution and under F. adoption of waste water connection rates.
7. APPROVAL OF THE AGENDA
Motion by Kucinich, support by Bemer, to approve the agenda with the additions. All members voted in favor. Motion carried.
8. APPROVAL OF THE MINUTES OF AUGUST 25, 2008
Motion by S. Smith, support by Bemer, to approve the minutes of August 25, 2008 as printed. All members voted in favor. Motion carried.
9. BILLS TO BE APPROVED IN THE AMOUNT OF $ 27,650.59
Motion by Bemer, support by Markle, to approve the bills in the amount of $27,650.59. Roll call vote. All members voted in favor. Motion carried.
10. LIMITED PUBLIC COMMENT
There was no public comment.
11. BOARD AND COMMITTEE REPORTS
A. ZONING & ORDINANCE MEETING SEPTEMBER 8, 2008 – CHAIR MARKLE
Chair Markle reviewed the meeting that was held earlier in the evening, stating the Committee discussed the trash receptacle ordinance, connection fees for existing homes in reference to the Glidden project, well ordinance update for decorative ponds and a draft ordinance for knox boxes.
12. STAFF REPORTS
A. SUPERINTENDENTS REPORT – SUPERINTENDENTANTHONY
Superintendent Anthony stated Robinson has been chipped sealed and should be slurried this week. They are currently in training for the new arsenic treatment plants, have patched pot holes, he attended a kick off meeting for MDOT regarding the bridge, installing MXU’s on water meters, opened bids for the Glidden Street project, and did the final brush pick up which took two full days.
Anthony stated the 25th Street arsenic plant is up and running on line. They are currently working to get the Main Street plant up and on line.
13. OLD BUSINESS
A. AWARD WATER/SEWER BIDS FOR GLIDDEN PROJECT
Fleis & Vandenbrink Enigneering has recommended the bid be awarded to Lounsbury Excavating Inc. in the amount of $389,804.00. Please see enclosed bid sheets and recommendation.
Tim Woodhams of Flies reviewed the bids for the Glidden water/sewer project. He explained the bid sheets all Council members were given stating they were bid with the Village supplying the pipe. There was also an addendum bid with the contractor supplying the pipe. Woodhams stated there may be a change order if the village does decide to have the contractor supply the pipe. The cost of the pipe is approximately $26,000. Total cost to Village will be $415.804.00.
S. Smith asked why this was not bid with the pipe included. It was bid with the pipe however, recommended by Fleis to award the project with the Village supplying the pipe.
Motion by Kirklin, support by Kucinich, to award the bid to Lounsbury in the amount of $389,804.00. Roll call vote. Five members voted in favor. Markle abstained. S. Smith voted no. Opposition noted. Motion carried.
14. NEW BUSINESS
A. BUDGET ADJUSTMENT TO WATER ACCOUNT
USDA – Rural Development needs a budget adjustment to water account to accommodate the $11,300 into a bond reserve account and $18,700 into a RRI – replacements and improvements account per Todd MacLean. The $11,300 will go into account 591-556-99643 and the $18,700 will need to go into account 591-556-99400. We had put $30,000 into the interest on WTP bonds account which is correct but neglected to put the $11,300 and $18,700 into the proper accounts. This was discovered by Todd MacLean during the USDA audit. This will still leave us in the black by $528.00 in the water fund budget, therefore eliminating any money coming out of the water fund balance.
Motion by Markle, support by S. Smith, to approve the budget adjustment to the water account to accommodate the USDA audit. Roll call vote. All members voted in favor. Motion carried.
B. TREE BIDS
The bid removal is for 6 pine trees, 3 elm trees, 1-74” oak, 1-28” oak, and 1-36” maple. The bids are Van Niman’s for $6,000, JC & Sons for $5,000, and Consumers did not turn the bid in. See enclosed memo.
Motion by S. Smith, support by Kucinich, to award the tree contract to JC & Son in the amount not to exceed $5,000 with the stipulation they remove all the trees at the same time. Roll call vote. All members voted in favor. Motion carried.
C. SCRAPER BLADE PURCHASES
The cost for new scraper blades for winter is $2,378.50. These are carbide blades. This is a budgeted item. See enclosed memo.
S. Smith asked if this was the only bid we got. Anthony replied this is the only place that sells the carbide scraper blades at this time.
Motion by Bemer, support by Markle, to purchase the carbide scraper blades in the amount of $2,378.50. Roll call vote. All members voted in favor. Motion carried.
D. PAY ESTIMATES FOR ADAMS CONSTRUCTION ON WTP
The pay estimate is $ 432,612.68.
S. Smith asked why they could not have received this information sooner. Goheen stated she had just received the information and could not get it in the packets. S. Smith then asked Craig Schumaker of Flies why no more notice. Schumaker stated he gets them last minute from the contractor just before a council meeting in order to get them approved at that meeting. S. Smith stated we don’t even know if these figures are correct, there have been mistakes before. Goheen stated there had not been mistakes before in the pay estimates. Anthony stated there was a mistake in the change order but not in the pay estimates. Goheen stated that is why we have Fleis as the administrator of the loan and grant so there aren’t mistakes. So far the estimates have been correct according to Todd MacLean of the USDA. Goheen explained after she receives the paperwork from Fleis she has to submit all the invoices, etc to USDA and after that has been approved the money is wired to our bank. The whole process takes approximately two weeks to finalize and that is why the contractor waits until the last minute before a council meeting so it can get approved and they can receive their money in a timely manner.
Motion by Kucinich, support by Markle, to pay Adams Construction draw number 5 in the amount of $432,612.68. Six members voted in favor. S. Smith voted no. Opposition noted. Motion carried.
E. ADOPT WATER CONNECTION RESOLUTION
Motion by Markle, support by Kucinich, to adopt the water connection resolution as printed and as approved by the USDA. All members voted in favor. Motion carried.
F. ADOPT WASTE WATER CONNECTION RESOLUTION
Motion by Kucinich, support by Bemer, to adopt the waste water connection resolution as printed and as approved by the USDA. All members voted in favor. Motion carried.
15. COMMUNICATIONS
a. MML Legislative Links for August 26, and September 2, 2008
b. Letter from Mediacom
c. Letter of interest for Planning Commission seat
It was decided to hold on to the letters of interest for the Planning Commission seats until after the elections. Goheen will contact interested parties to inform them of Council decision.
16. COMMENTS FROM VISITORS
There were no visitor comments.
17. COMMENTS FROM COUNCIL
S. Smith asked why the old DPW garage door has been open for a week. Superintendent Anthony stated the door had been in need of repair and Chief VerHage had left it open on purpose to dry out the building. The door has since been repaired.
18. ADJOURNMENT
The meeting was adjourned at 7:38 P.M.
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