CITY OF DEWITT Page 1 Regular City Council Meeting Tuesday, May 13, 2014
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- Muriel Wells
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1 CITY OF DEWITT Page 1 CALL TO ORDER: Mayor Rundborg called the to order at 7:00 p.m. He led the Pledge of Allegiance. ROLL CALL: Council Members Present: Sue Erickson, Dave Hunsaker, Sheryl Landgraf, and Tony Stoker Excused: Jim Lancaster and Maria Ostrander STAFF: Lisa Grysen, Police Chief Bruce Ferguson, Daniel Coss, Rich Miller and Dan Matson AUDIENCE: Jim Johnson AGENDA: Motion by Erickson, seconded by Landgraf and carried by unanimous vote of the Council that the agenda be approved as presented. PUBLIC HEARING: Mayor Rundborg opened the Public Hearing for the Fiscal Year Budget at 7:01 pm. Hearing no comments, Mayor Rundborg closed the Public Hearing at 7:02 pm. SPECIAL AGENDA ITEMS: None APPROVAL OF MINUTES: Motion by Stoker, seconded by Hunsaker and carried by unanimous vote of the Council to approve the minutes from the April 22, 2014 Regular City Council meeting as presented. PUBLIC COMMENTS: None CITY ADMINISTRATORS REPORT: BRUSH CHIPPING Brush chipping is nearly completed citywide. All of the residential areas have been completed and the DPS is currently working on the Parks and Cemetery clean up. As of today (5/8/14) the DPS has created 1,300 cubic yards of wood chips and spent approximately 780 temporary staff man-hours, 200 seasonal worker man-hours and 500 DPS staff man-hours, fuel costs for diesel fuel are approximately $7, and $9, for equipment rental (chipper and arrow bar). LIBRARY SURVEY As you are aware, the Library Survey was completed and a sample of City of DeWitt residents was included in the survey. The total costs for the survey were $5,
2 CITY OF DEWITT Page 2 The City and Library agreed to split the costs of printing and publishing, $1,900 each and DeWitt Township covered the costs of postage, $2, COMPUTER REPLACEMENT Due to Microsoft eliminating Tech Support for their Windows XP operating system in April we did have to purchase two (2) unexpected computers in order to upgrade to Windows 7. The existing computers were not capable of running the new operating system, as they were both 6+ years old. All of the computers operated in the City have now been upgraded to Windows 7. SOUTH GENEVA ROAD PATCH The 12 x 50 section of road in the 1100 block of South Geneva has been repaired by a contractor. That section of road completely unraveled during the winter months and needed to be removed and reconstructed. DDA COORDINATOR The DDA Board approved a contract for a new Coordinator at a Special Meeting on Friday, May 2. Linda Kahler of DeWitt will be starting in the position in the next 1-2 weeks. Linda has a background in Marketing and Community Relations. PARK RESTROOMS The restrooms in all the Parks have been opened and are ready for use. The park facilities made it through the winter with very little damage, aside from the normal springtime maintenance to get them up and running. CANOE/KAYAK LAUNCH The Launch Project is out for bid and is scheduled for a May 20 Bid Opening. The bid recommendation is expected to be on the agenda for the May 27 City Council Meeting. The construction schedule, weather permitting, will have the project completed by August 29. BUILDING INSPECTION GRANT REIMBURSEMENT The reimbursement request of $16, has been submitted and is being processed by the Michigan Department of Treasury. The final cost for the project came in under budget by approximately $7, The City was eligible for a reimbursement of up to $24,000. MAY 13 DDA Meeting 7:30 AM 13 City Council Meeting 7:00 PM 22 Planning Commission Meeting 7:00 PM 26 Memorial Day Offices Closed 27 City Council Meeting 7:00 PM 29 Due to Memorial Day trash will be serviced on Thursday, May 29
3 CITY OF DEWITT Page 3 OLD BUSINESS: None NEW BUSINESS: 1. Approval of FY Budget: A public hearing has been published in the April 27 th and May 4 th, 2014 DeWitt Bath Review for the public s consideration of the FY Budget. A prepared resolution and revised budget books to approve the FY Budget were included in the council packets. Motion by Erickson, seconded by Hunsaker and carried by unanimous vote of the Council to approve the prepared resolution approving the FY Budget and Capital Improvement Plan, adopting the FY Schedule of Fees, and setting FY Millage Rate at 13.0 mills. CITY OF DEWITT CITY COUNCIL RESOLUTION A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF DEWITT ADOPTING THE FISCAL YEAR BUDGET, FEES, CAPITAL IMPROVEMENT PLAN AND SETTING THE MILLAGE RATE BE IT RESOLVED, that the proposed Fiscal Year Budget be adopted and that commencing July 1, 2014 and ending June 30, 2015, the following revenues and expenditures are hereby appropriated on a government fund basis. BE IT FURTHER RESOLVED, that the estimated revenues and expenditures for Fiscal Year are as follows: Revenues Expenditures General Fund $2,778,461 $2,727,592 Major Street Fund $193,922 $227,711 Local Street Fund $205,000 $271,611 Enterprise Fund $612,075 $628,902 Motor Pool Fund $205,570 $252,884 Cemetery Perpetual Care Fund $6,140 $0 Public Improvement/Building Fund $50 $5,040 Special Donations Fund $280 $250 Drug Law Enforcement Fund $0 $0 Building Department Fund $51,685 $51,280 TOTAL ALL FUNDS $4,053,183 $4,165,270 The ability to meet all expenditures shall be from projected revenues and available surplus in each fund. BE IT FURTHER RESOLVED, that mills be levied for the purpose of meeting the operational requirements of the General Fund for Fiscal Year
4 CITY OF DEWITT Page 4 BE IT FURTHER RESOLVED, that the fees proposed as part of the Fiscal Year budget are hereby adopted. BE IT FURTHER RESOLVED, that the Capital Improvement Plan proposed as part of the Fiscal Year budget is hereby approved as an illustrative list of possible future City projects. RESOLVED this 13 th day of May, FY DDA Budget: Per the Downtown Development Authority Act 197 of Budget; cost of handling and auditing funds. Sec. 28.(1) The director of the authority shall prepare and submit for the approval of the board a budget for the operation of the authority for the ensuing fiscal year. The budget shall be prepared in the manner and contain the information required of municipal departments. Before the budget may be adopted by the board, it shall be approved by the governing body of the municipality. Funds of the municipality shall not be included in the budget of the authority except those funds authorized in this act or by the governing body of the municipality. Motion by Landgraf, seconded by Erickson and carried by unanimous vote of the Council to approve the Fiscal Year Operating Budget of the DeWitt Downtown Development Authority. 3. Disposition of Remaining 2013 Fund Balance: SCCMUA has provided the City of DeWitt with their December 31, 2013 fiscal year ending audit, which contains $345,464 in unreserved retained earnings, of which $44, is the City of DeWitt s portion. Based on the 2013 SCCMUA audit, the City has a lift station reserve account at SCCMUA of approximately $44, The City has been building a balance at SCCMUA in order to handle pump station or other emergencies, as well as proceeds for any major capital projects i.e. sewer relining, manhole rehabilitation, treatment plant capital projects, etc. The current total Fund Balance carried at SCCMUA is approximately $774,107, which includes Plant, Process and Collection System. As discussed at the budget meeting, the City presently has approximately $1.9 million in its own water and sewer fund, cash and investment reserves. At this time, it is not necessary for the City to transfer any amounts from SCCMUA accounts to the City accounts for operations or emergencies. Motion by Hunsaker, seconded by Landgraf and carried by unanimous vote of the Council to place the $44, in retained earnings to the City of DeWitt lift station reserve at SCCMUA for future City of DeWitt sewer system project or repair use.
5 CITY OF DEWITT Page 5 4. Water System Agreement Extension-Lansing Board of Water and Light- Certificate of Extension No. 14: The City and the Board of Water and Light (BWL) entered into a Water System Agreement on August 8, 2000 which brought BWL water to DeWitt and also put the BWL in charge of water system operation and maintenance. Based on State law, the City and the BWL could not enter into an agreement that is longer than 30 years although there was a desire to have a perpetual agreement. In order to keep the Agreement term at 30 years an ever-greening provision was placed in the Agreement, which states that each year the City and LBWL can agree to extend the agreement another year and must be made by June 1 st. City Attorney, Dan Matson has reviewed the agreement for council s consideration. The Water System Agreement Extension if approved would change the expiration date of the Water System Agreement from August 8, 2043 to August 8, Motion by Landgraf, seconded by Stoker and carried by unanimous vote of the Council to approve the Water Service Agreement Extension between the Lansing Board of Water and Light and the City and authorize the Mayor and Clerk to sign the agreement on behalf of the City. 5. City of DeWitt Official Credit Card Policy & Procedures: The proposed policy for credit card use by City of DeWitt officials and staff was included in the council packets.. Motion by Hunsaker, seconded by Stoker and carried by unanimous vote of the Council to approve the City of DeWitt Credit Card Policy & Procedures in accordance with Public Act 266 of Sports Park Digital Reader Board and Sign: Pursuant to several discussions over the last few months it was determined to proceed with updating the message board and City sign at the DeWitt Sports Park on the corner of DeWitt and Herbison Road. The City received three bids from the following vendors for a 41 x 63 digital message board and a 10 x 42 City of DeWitt Sign: Contractor Cost Valley City Sign $16, Michigan Graphics & Signs $16, Douglas Sign Company $11, Young Signs NO BID The warranty provided by all of the vendors for the LED digital sign is a five-year parts warranty and a one-year labor warranty. Douglas Sign has proposed using a SunCoast LED digital reader board sign, whereas the other vendors proposed a WatchFire EMC sign. The specifications for both manufacturers of the signs are the same as is the warranty. The lead time for the LED Digital sign is 6-8 weeks. We are also in the process of getting quotes for the electrical work to energize to the LED sign. The electrical work will be done by a licensed electrical contractor.
6 CITY OF DEWITT Page 6 Motion by Stoker, seconded by Hunsaker and carried by unanimous vote of the Council to award the DeWitt Sports Park LED Digital Reader Board Sign and City of DeWitt Sign to Douglas Sign Company in the amount of $11, Local Road Resurfacing Project: The FY includes funds for resurfacing of several local roads throughout the City of DeWitt. Attached is a map with the proposed streets highlighted. A representative from our engineering firm, Fleis & Vandenbrink, will be in attendance to answer any questions about the project that may come up. The project, if approved, would start after June 9 and finish by September 5. The streets will be milled down 1.5- inches and a 2-inch lift of new asphalt replaced. During the road resurfacing any storm/sanitary sewer catch basins that need to be repaired will also be addressed at that time. The project calls for upgrading all existing cross-walks to be ADA compliant. The City received two bids from the following contractors: Contractor Cost Reith-Riley $328, Michigan Paving $327, The recommendation from our engineers, Fleis & Vandenbrink, as well as a breakdown of each bid submitted for the project have been included in the council packet. Motion by Landgraf, seconded by Hunsaker and carried by unanimous vote of the Council to award the 2014 Local Road Resurfacing Project to Michigan Paving in the low bid amount of $327, and authorize the Mayor and Clerk to sign the contract documents for the 2014 Local Road Resurfacing Project. COUNCIL STAFF REPORTS: Police Chief Bruce Ferguson reported on the following: Marathon Girls Get Going Program Lost 2 Part-Time Officers Rich Miller, DPS Supervisor reported on the following: Focusing on the Cemetery Tree Trimming Miss Dig Requests Parks Maintenance Play Equipment Inspections Mayor Rundborg attended the ground breaking for the Chosen Vision House. Council Member Hunsaker gave a brief recap of the Verizon Wireless Cell Tower Meeting.
7 CITY OF DEWITT Page 7 ADJOURNMENT: Motion by Landgraf, seconded by Stoker and carried by unanimous vote of the Council that this meeting be adjourned at 8:08 p.m. Respectfully submitted, Lisa M. Grysen City Clerk-Treasurer James F. Rundborg Mayor
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