WILLIAMS CHARTER TOWNSHIP BOARD OF TRUSTEES Regular Meeting May 10, 2016

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1 WILLIAMS CHARTER TOWNSHIP BOARD OF TRUSTEES Regular Meeting The of Williams Charter Township held a regular meeting on Tuesday at the Township Hall. The agenda is attached Exhibit A. I. Call to Order & Roll Call The meeting was called to order by Paul Wasek, Supervisor at 7:00 p.m. Present: Wasek (Supervisor), Hoverman (Treasurer), Charney (Clerk), Paige (Trustee), Plant (Trustee), and Putt (Trustee). Absent: Gower (Trustee). Trustee Gower arrived at 7:05 p.m. Others present are indicated on the sign in sheet, attached Exhibit B. II. Pledge of Allegiance The Pledge of Allegiance to the flag was said in unison. III. Open to the Public Jerry Putt, resident and candidate for township office, addressed the board. Trustee Gower arrived at 7:05 p.m. Vaughn Begick, 3rd District County Commissioner, provided a County update. Marcus Garske, introduced himself as a candidate for Bay County Prosecutor. IV. Changes to Agenda There were no changes to the agenda. V. Consent Agenda 1. Approve the April 12, 2016 Board of Trustee Minutes as presented. 2. Approve the payment of bills as submitted and to authorize payment of monthly health insurance bill. 3. Receive the April 2016 Financial (cash) Report as presented. 4. Receive the April 2016 Revenue Expenditure Report as presented. 5. Receive the Supervisor s Update of Projects and Issues as presented. 6. Receive the List of Committee Reports, attached Exhibit E. 7. Approve the payment of expenses for appropriate township personnel to attend workshops within Michigan, listed in attached Exhibit F. 8. Receive the Miscellaneous Correspondence and Communication List, attached Exhibits G and H, respectively. A motion was made by Plant and seconded by Putt to approve all items as listed on the Consent Agenda.

2 VI. Regular Agenda 1. Auburn Williams Fire Board John Charney, Auburn Williams Fire Board, was present to provide information on a proposed amendment to the "Green Sheet" Municipal Agreement. Annual contributions for the operating expenses of the Department are provided by the City and the Township using a contribution formula. The current formula is based on S.E.V., population, and number of runs averaged in each of the two municipalities. The formula is reviewed every three years. It was suggested by the Township Treasurer and City Administrator to change the language from S.E.V. to taxable value as local property tax funding is derived using the taxable value of property's as opposed to S.E.V. The remainder of the formula (population and number of runs) will remain the same. The change in wording will not affect fire department funding. The second proposed change is to eliminate a section under Authority and Duties of the Department. They will not be doing Fire Code reviews. The Township has not adopted the NFPA. We follow the Michigan Building Code as adopted by the State of Michigan. The State Police Fire Marshall Division is able to assist with questions on complicated building construction. The City of Auburn approved the proposed Amendment during their meeting on May 9, A/A A motion was made by Putt and seconded by Hoverman to ============ approve the proposed Amendment to the "Green Sheet" Municipal Agreement of the Auburn Williams Fire District. 2. Budget Transfer No. 1, 2016 The budget adjustments were reviewed by A. Charney A/B/T A motion was made by Paige and seconded by Plant to ============ == adopt Budget Transfer Resolution No. 001 for budget adjustments to fiscal year 2016, attached Exhibit C. Ayes: Plant, Hoverman, Charney, Paige, Putt, Gower, and Wasek. Nays: None. Motion carried. 3. Bis Subdivision Storm Water Drainage Bis Subdivision (Raymond Road, Terry Street, W. Bis Street, and Rogers Street) is scheduled to be resurfaced in

3 The subdivision drainage culverts and ditches have filled with sediment, grass clippings, and debris over the past many years causing sump pump lines to have their outlets restricted and blocked. John Billette, Civil Engineering Consultants, was contacted and he suggested that locations of sump lines, and elevations and sizes of culverts need to be assessed prior to paving. The extent of ditching and culvert replacement can then be determined by the Bay County Road Commission to re-establish proper drainage throughout the subdivision. Civil Engineering Consultants can complete the investigation phase on an hourly basis for an estimated cost of $1, and is able to begin immediately. Completion of the project could take 60 to 90 days as residents will need to be contacted A/B/E/F A motion was made by Paige and seconded by Charney to approve ================ and authorize signature on a professional service agreement with Civil Engineering Consultants to identify a solution to drainage problems within Bis Subdivision. The fee shall not exceed $1, Office Window Replacement The windows on the west side of the office, other than the building department window, were installed in They are aluminum framed double pane with a thermal break between the window sections. Eleven out of the fourteen sections have lost their seals. The Treasurer's office window is part of the township hall original construction completed in They are single pane glass with aluminum frames and a small 14 inch by 40 inch inward opening section for air with a stationary top section. The building department window, installed in 2003, is a newer version of the west side windows and does not need to be replaced. Two bids were received for complete replacement of the windows. LaCross Glass The price quote includes replacing all windows in the board room, Clerk's office, Supervisor's office, front lobby, and Treasurer's office with casement Polar Seal Windows, exterior bronze color, white interior, low-e insulated glass with argon gas and full aluminum screens. The Treasurer's office windows will be smaller in overall size but same material. Total cost estimate is $14, C & L Ward The price quotation is to replace the same windows with Andersen 100 Series Casement Double units. 3

4 The glass is SmartSun (low-e) and the frames are aluminum wrapped with dark bronze finish. The interiors are white and include white fold-away handles. They also include full metal screens. The warranty is 20 years for the glass and seal loss and 10 years on all parts. The Treasurer's office windows will be the same material and color. Total cost estimate is $11, The existing siding above and below the windows in the Treasurer's office will be removed, insulated, and covered with new material to match the current exterior with both proposals. Rebates with Consumers Energy are not available at this time C/C/O/W A motion was made by Putt and seconded by Plant to ================= accept the proposal from C&L Ward to replace the windows in the Treasurer's office, front lobby, Supervisor's office, Clerk's office, and board room. 5. Road Updates P. Wasek received information from the Bay County Road Commission regarding three proposed projects. They are asking the township to consider applying seal blend to North Union Road between Garfield Road and Eleven Mile Road with one coat of chip seal on top in an attempt to save the road from being turned back to gravel. The cost is estimated at $30, Prices were provided to construct a cul de sac at the end of Court Street and at the end of Val Court. The cost is estimated at $15, The Road Commission is suggesting that we also consider application of an ultra thin overlay on Eleven Mile Road between North Union Road and Wilder Road. This would complete the project in one year as opposed to three years for an estimated cost of $100, Plans had been to crush and shape during year one, apply a double coat of chip seal in year two, and apply the third and final coat of chip seal during the third year. Savings could be approximately $42, P. Wasek will be meeting with Road Commission personnel on Thursday May 12th to further discuss the recommendations. 6. Carter Road Water Line Extension Extending an 8 inch water line on Carter Road between Wilder Road and Wheeler Road was first discussed during the April 2016 meeting. 4

5 Estimates were provided to complete a loop and extend the 8 inch water from Gray Hawk Subdivision north to North Union Road. John Billette was again contacted for a cost estimate for only extending the water between Wilder Road and Wheeler Road and not completing both sections. He estimates the cost will be the same as previously discussed. Wilder Road to Wheeler Road Eight inch water main $159, Construction engineering 12, Contingencies 13, Total estimate $185, ,000± L.F. open cut 200± L.F. bored in casing The cost to extend the 8 inch water south from North Union Road is estimated at $70, Board members agreed that the cost is too high for one house, but other options may be considered in the future. The loop was not included in the 5 year Capital Improvement Plan C/W A motion was made by Plant and seconded by Paige to sign ============= a Professional Service Agreement with Civil Engineering Consultants for construction of an 8 inch water line on Carter Road between Wilder Road and Wheeler Road. 7. Township Park Property Acquisition A motion was made by Paige and seconded by Gower to enter into a closed session pursuant to MCLA , Sec. 8 (d) of the Open Meetings Act at 8:30 p.m. for the purpose of discussing a possible real estate purchase. Ayes: Hoverman, Charney, Paige, Putt, Gower, Wasek, and Plant. Nays: None. Motion carried. By unanimous consent, the meeting reconvened into the regular session at 8:55 p.m M A motion was made by Plant and seconded by Putt to approve the =========== Michigan Department of Natural Resources Resolution, attached Exhibit D. Ayes: Charney, Paige, Putt, Gower, Wasek, Plant, and Hoverman. Nays: None. Motion carried. VII. Unfinished Business There was no unfinished business. 5

6 VIII. New Business There was no new business. IX. Other Committee Reports There were no Committee Reports. X. Adjournment A motion was made by Plant and seconded by Hoverman to adjourn the meeting at 9:00 p.m. Williams Charter Township Amy Charney, Clerk Paul Wasek, Supervisor 6