Board of Trustees Regular Meeting October 10, :00 PM

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1 Board of Trustees Regular Meeting October 10, :00 PM All matters listed under the Consent Agenda are considered to be routine by the Township Board and will be enacted by one motion in the form listed below. There will be no separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and will be considered separately. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL A. APPROVAL OF CONSENT AGENDA A.1. Approval of the Regular Board Meeting Minutes of September 25, 2017 boa-min pdf A.2. Approval of the bills in the amount of $839, bills pdf A.3. Approval of Revenue and expenditure report for September of 2017 FSSeptember17.pdf A.4. Concur with change order for Tucker Senior Center parking lot sealing at a cost of $3,620 RFQ #2 SEALCOATING EXISTING ASPHALT.docx B. APPROVAL OF THE REGULAR AGENDA C. SUPERVISOR/BOARD ANNOUNCEMENTS D. CLERK S OFFICE D.1. Approval to purchase new postage machine Postage Meter Costs.pdf D.2. Approval to contract with Wade Trim to provide design and bidding services for Tucker Senior Center CDBG project at a cost of $4,600 wade trim proposal E. SUPERVISOR S OFFICE E.1. Upgrades to Server Backup System & Software SYO Server Backup Upgrade.pdf E.2. Change Dental insurance Provider from BCBS to Delta Dental. E.3. Investigate the feasibility of harvesting select trees in the Parkway Parcel. E.4. Revise Part-Time Employee Policy 2.15 F. PUBLIC/BOARD COMMENTS 1 1

2 G. ADJOURN Individuals with disabilities or impairments who plan to attend this meeting should contact the Township Clerk s Office at (586) or awit@harrison-township.org if auxiliary aids or services are needed. 2

3 Board of Trustees Agenda Item Report Agenda Item No. 110 Submitted by: Margaret Lucido Submitting Department: Clerk's Office Meeting Date: October 10, 2017 SUBJECT Approval of the Regular Board Meeting Minutes of September 25, 2017 Background: Regular Board Meeting of September 25, 2017 Cost: 0 Recommendation: To approve the Regular Board Meeting Minutes of September 25, 2017 ATTACHMENTS boa-min pdf 3

4 CHARTER TOWNSHIP OF HARRISON REGULAR BOARD MEETING SEPTEMBER 25, 2017 Call to Order The meeting was called to order by the Supervisor at 7:01 p.m. Pledge of Allegiance Roll Call PRESENT: Kenneth Verkest, Supervisor Adam Wit, CMC, CMMC, Clerk Darrin York, CPFIM, Treasurer Brian Batkins, Trustee Bill Bitonti, Trustee Bill Servial, Trustee Larry Tomenello, Trustee ALSO PRESENT: Rob Huth, Township Attorney Mike Lopez, Fire Chief Andrew Dymczyk, Deputy Supervisor A) Approval of Consent Agenda Motion by Larry Tomenello, Trustee and second by Bill Bitonti, Trustee to approve the consent agenda with the bills in the amount of $1,544, as presented. MOTION CARRIED A.1 Approval of the Regular Board Meeting and Public Hearing Minutes of September 11, 2017 Motion by Larry Tomenello, Trustee and second by Bill Bitonti, Trustee to approve the Regular Board Meeting and Public Hearing Minutes of September 11, MOTION CARRIED A.2 The list of bills for September 25, 2017 in the amount of $1,544, Motion by Larry Tomenello, Trustee and second by Bill Bitonti, Trustee to approve the bills in the amount of $1,544, MOTION CARRIED A.3 Approval to purchase discount HCMA 2018 Annual Park Stickers to sell to Harrison Township Residents Motion by Larry Tomenello, Trustee and second by Bill Bitonti, Trustee to approve to purchase 1,001, 2018 park passes totaling $28, and 100 senior park passes totaling $2, from line item park pass expense and to purchase additional passes as needed, and selling them to residents only at cost. MOTION CARRIED RBM Minutes of September 25, 2017 Unapproved Page 1 of 9 4

5 A.4 Approval of the MCImetro Access Transmission Services Corp. dba Verizon Access Transmission Services for a Metro Act Permit Motion by Larry Tomenello, Trustee and second by Bill Bitonti, Trustee to execute the Metro Act Permit from Verizon Access Transmission Services which will allow Verizon the use of our right of way. MOTION CARRIED A.5 Approval of the Knights of Columbus Annual Tootsie Roll Drive October 6, 7, & 8, 2017 Motion by Larry Tomenello, Trustee and second by Bill Bitonti, Trustee to approve the Knights of Columbus Council to conduct their annual Tootsie Roll Drive at the intersection of Crocker and Metro Parkway October 6-8, MOTION CARRIED B) Approval of the Regular Agenda Motion by Darrin York, Treasurer and second by Bill Servial, Trustee to approve the Regular Agenda including addendum to hire a part time maintenance worker as G2. MOTION CARRIED C) Supervisor/Board Announcements The Supervisor announced the Harrison Township Fire Department is having an open house on Sunday, October 1st from 10:00 a.m. 2:00 p.m. at Fire Station 2 on Jefferson. The Lake St. Clair CISMA grant is funding phragmites treatment in Harrison Township. Tri-County Aquatics will be spraying in our township for the next four weeks. Please direct any questions to the Supervisor s Office. Thanks for the leadership at AHEPA for their work in refurbishing their senior housing here in Harrison Township. The property was re-dedicated this past Saturday and they were very generous in donating $ to the Meals on Wheels program for Macomb County. Congratulations to CARE for hosting their Ride for Recovery this past Saturday at Lake Saint Clair Metro Park. STOP (Sobriety Today our Purpose) is hosting their annual 5k Run/Walk this Sunday at Tucker Park. Registration starts at 9:00 a.m. with the race beginning at 10:00 a.m. The Veteran s Memorial Program will be held on Saturday, November 4th at 1:00 p.m. at our Veteran s Memorial just outside of Rosso Hall. Harrison Township Parks and Recreation will be hosting Hallow-Palooza on Saturday, October 14th from 5:30 p.m. - 7:00 p.m.in the Senior Center Parking lot. Eagle Scout Project by Michael Sherako will be adding rain barrels and raised planters at Tucker Senior Center. A 300 square foot Rain Garden will be planted to collect the storm water from the parking lot this Friday, as well as a quarter acre wildflower garden with a sculpture between the Spillway and the playground. For more information on all Township events call the Supervisor s Office at (586) , visit our website at D) Special Assessment District D.1 Adoption of Resolution No. 1 for Ponchartrain Road Improvement SAD The Clerk stated Resolution No. 1 needs to be adopted for the Ponchartrain Road Improvement. The road improvement will consist of crushing and reshaping the existing pavement to create a new base material with the addition of a new 4" thick asphalt surface. Minor drainage work and driveway patching as necessary to match the drives with the new roadway surface. The manholes will also have to be brought to grade and sealed at a cost of $ per manhole. All of the RBM Minutes of September 25, 2017 Unapproved Page 2 of 9 5

6 petitions have been signed, signatures have been checked and there are 54% of the lots that signed the petition on a per parcel basis. By adopting Resolution No. 1, accepts the petitions and directs the Engineer to prepare the improvement plan. Also, attached for Board consideration is Resolution No. 2 - which sets the date for the Public Hearing of Necessity, known as Public Hearing No. 1. We are proposing that this be held at board meeting on October 23, PONCHARTRAIN STREET PROPOSED SPECIAL ASSESSMENT DISTRICT FOR ROAD IMPROVEMENTS RESOLUTION NO. 1 A regular meeting of the Charter Township of Harrison Board, Charter Township of Harrison, County of Macomb, Michigan, held on the 25th day of September, 2017 at Rosso Memorial Hall, L'Anse Creuse, in said Township, at 7:00 p.m. PRESENT: ABSENT: Verkest, Wit, York, Batkins, Bitonti, Servial, Tomenello None The following preamble and resolution were offered by Darrin York, Treasurer and supported by Bill Servial, Trustee. WHEREAS, a Petition has been filed with the Township Board of the Charter Township of Harrison, Macomb County, Michigan, pursuant to Act l88, Public Acts of Michigan, l954, as amended, signed by the record owners of land whose frontage constitutes more than fifty-one per cent (5l%) of the total frontage in the proposed Special Assessment District as set forth in said Petition and hereinafter described. The Petition requests the making of an improvement to the road on Ponchartrain Street as follows: Riviera on the Lake Sub Lots 1-5, Lots and Ponchartrain on the Lake Lots 32 and 38, Harrison Township, Macomb County, Michigan, according to the Plat thereof as recorded in Plats, Macomb County Records. For the purpose of furnishing road improvements to the above described area of the Charter Township of Harrison, Macomb County, Michigan, which is hereby declared and determined to be the special assessment district which shall be required to pay the cost of said improvement: The road improvement will consist of crushing and reshaping the existing pavement to create a new base material with the addition of a new 4 inch thick asphalt surface. Minor drainage work and driveway patching as necessary to match the drives with the new roadway surface. The manholes will also have to be brought to grade and sealed at a cost of $ per manhole, which has been added to the total construction cost. This project does not include any ditching or drainage improvements other than the minor work noted above. The Macomb County Department of Roads will construct said road improvements. Final assessed cost is based on actual construction and miscellaneous costs. RBM Minutes of September 25, 2017 Unapproved Page 3 of 9 6

7 Estimate of cost per lot = $ 4, WHEREAS, the property to be benefited by the making of said improvement and to be included in a Special Assessment District to pay the cost thereof, shall consist of the following described lands and premises: Riviera on the Lake Sub Lots 1-5, Lots and Ponchartrain on the Lake Lots 32 and 38, Harrison Township, Macomb County, Michigan, according to the Plat thereof as recorded in Plats, Macomb County Records. WHEREAS, the signatures on said Petition and ownership of the property therein described, have been checked and verified by this Board and found to be correct; and WHEREAS, the Engineer will be asked to get an estimate of cost and collect data from the appropriate sources regarding the specifications for the project, and WHEREAS, an informal hearing has been held with the affected residents, the township engineer and board members to discuss all alternatives, and WHEREAS, the Township Engineer has transmitted to the Township Clerk a report on the project with a diagram showing the extent of and property included in the proposed Special Assessment District; and NOW, THEREFORE, BE IT RESOLVED, THAT: l. The Engineer for the Charter Township of Harrison, Macomb County, Michigan, is hereby requested to prepare plans showing the proposed improvement, the location thereof and an estimate of the cost thereof. 2. Said Engineer, when the plans and estimates are completed, is ordered to file same with the Township Board. Motion by Darrin York, Treasurer and second by Bill Servial, Trustee to adopt the foregoing Resolution No. 1 for Ponchartrain Street SAD project as presented. ROLL CALL: AYES: York, Servial, Batkins, Bitonti, Tomenello, Wit, Verkest NAYS: None ABSENT: None RESOLUTION DECLARED ADOPTED. D.2 Adopt Resolution No. 2 Ponchartrain Road Improvement SAD PONCHARTRAIN STREET PROPOSED SPECIAL ASSESSMENT DISTRICT FOR ROAD IMPROVEMENTS RESOLUTION NO. 2 RBM Minutes of September 25, 2017 Unapproved Page 4 of 9 7

8 A regular meeting of the Charter Township of Harrison Board, Charter Township of Harrison, County of Macomb, Michigan, held on the 25th day of September, 2017 at Rosso Memorial Hall, L'Anse Creuse, in said Township, at 7:00 p.m. PRESENT: ABSENT: Verkest, Wit, York, Batkins, Bitonti, Servial, Tomenello None The following preamble and resolution were offered Darrin York, Treasurer and supported by Larry Tomenello, Trustee. WHEREAS, a Petition has been filed with the Township Board of the Charter Township of Harrison, Macomb County, Michigan, pursuant to Act l88, Public Acts of Michigan, l954, as amended, signed by the record owners of land whose frontage constitutes more than fifty-one per cent (5l%) of the total frontage in the proposed Special Assessment District as set forth in said Petition and hereinafter described. The Petition requests the making of an improvement to the road on Ponchartrain Street as follows: Riviera on the Lake Sub Lots 1-5, Lots and Ponchartrain on the Lake Lots 32 and 38, Harrison Township, Macomb County, Michigan, according to the Plat thereof as recorded in Plats, Macomb County Records. Final Assessed Cost will be based on actual construction and miscellaneous costs. WHEREAS, the Township Board has caused to be prepared by the Engineer for the Charter Township of Harrison, plans showing the proposed improvement, the location thereof and an estimate of the cost thereof; and WHEREAS, the same has been received by the Township Board; and WHEREAS, the Township Board desires to proceed further with the proposed improvement and schedule a public hearing on the necessity of the proposed project. NOW, THEREFORE, BE IT RESOLVED THAT: l. The plans showing the proposed improvement, the location thereof together with an estimate of the cost, be filed with the Township Clerk and be made available for public examination. 2. The Township Board tentatively declares its intention to make the following described improvement: The road improvement will consist of crushing and reshaping the existing pavement to create a new base material with the addition of a new 4 inch thick asphalt surface. Minor drainage work and driveway patching as necessary to match the drives with the new roadway surface. The manholes will also have to be brought to grade and sealed at a cost of $ per manhole, which has been added to the total construction cost. This project RBM Minutes of September 25, 2017 Unapproved Page 5 of 9 8

9 does not include any ditching or drainage improvements other than the minor work noted above. The Macomb County Department of Roads will construct said road improvements. Final assessed cost is based on actual construction and miscellaneous costs. 3. The Township Board tentatively determines the Petition to be legally sufficient for the establishment of the proposed Special Assessment District. 4. That there is hereby tentatively designated a Special Assessment District against which the cost of the proposed improvement is to be assessed, consisting of the following described lots and parcels of land: Riviera on the Lake Sub Lots 1-5, Lots and Ponchartrain on the Lake Lots 32 and 38, Harrison Township, Macomb County, Michigan, according to the Plat thereof as recorded in Plats, Macomb County Records. 5. Take further notice that the Township Board shall meet on Monday, October 23, 2017 at Rosso Hall at L Anse Creuse, Harrison Township, MI for the purpose of determining the necessity of the project, and for the hearing of any objections to the Petition, and to the proposed improvement and/or to the establishment of a special assessment district. 6. The Township Clerk is hereby ordered to cause notice of such hearing to be published twice prior to said hearing in the Journal a newspaper of general circulation in the Township, the first publication to be at least ten (l0) days before the time of the hearing. The Clerk is to give notice of such hearing to each title owner or party in interest in the property to be assessed, and whose name appears upon the last local tax assessment records, by first class mail, addressed to such owner or party at the address shown on said tax records, at least ten (l0) days before the day of such hearing. 7. Said notice shall be in substantially the following form: NOTICE OF HEARING ON SPECIAL ASSESSMENT BY CHARTER TOWNSHIP OF HARRISON BOARD OF TRUSTEES TO THE OWNERS OF THE FOLLOWING DESCRIBED PROPERTY: Riviera on the Lake Sub Lots 1-5, Lots and Ponchartrain on the Lake Lots 32 and 38, Harrison Township, Macomb County, Michigan, according to the Plat thereof as recorded in Plats, Macomb County Records. PLEASE TAKE NOTICE that the Township Board of the Charter Township of Harrison has tentatively declared its intention to make the following described improvement: There are 28 lots within the assessment area. The scope of the work consists of crushing and reshaping the existing pavement to create a new base material with the addition of a RBM Minutes of September 25, 2017 Unapproved Page 6 of 9 9

10 new 3 inch thick asphalt surface. The township and its agents assume no responsibility or liability for any damage to seawalls, roads and culverts. Final assessed cost is based on actual construction and miscellaneous costs. An estimation of assessed cost will be available at the first public hearing. and has tentatively designated the special assessment district against which the cost of said improvement is to be assessed, as consisting of all the lots and parcels of land set forth above. Plans and estimates of cost have been prepared and are on file with the Township Clerk for public examination. TAKE FURTHER NOTICE that the Township Board shall meet on, Monday, October 23, 2017, at 7:00 p.m. at Rosso Hall, L Anse Creuse, Harrison Township, MI for the purpose of determining the necessity of the project, and for hearing of objections to the petition, to the proposed improvement and/or to the establishment of a special assessment district. TAKE FURTHER NOTICE that appearance and protest at this hearing is required in order to appeal the amount of the special assessment to the State Tax Tribunal if an appeal should be desired. A property owner or party in interest, or his or her agent, may appear in person at the hearing to protest the special assessment or may file his or her appearance by letter delivered to the Clerk by Monday, October 23, 2017 by the close of business at 4:30 p.m. and his or her personal appearance shall not be required. The property owner or any person having an interest in the property subject to the proposed special assessments may file a written appeal of the special assessment with the State Tax Tribunal within thirty days after confirmation of the special assessment roll if that special assessment was protested at this hearing. Motion by Darrin York, Treasurer and second by Larry Tomenello, Trustee to adopt the foregoing Resolution No. 2 for Ponchartrain Road Improvement SAD project as presented. ROLL CALL: AYES: York, Tomenello, Batkins, Bitonti, Servial, Wit, Verkest NAYS: None EXCUSED: None RESOLUTION DECLARED ADOPTED. E) Building Department E.1 Approval for a 46-foot by 4-foot dock and (2) 16-foot by 16-foot boat hoists with four pilings at Lakeshore Drive The Supervisor stated the residents of Lakeshore Drive have requested approval of a 46 by 4 dock as well as (2) 16 by 16 boat hoists with four pilings at Lakeshore Drive. The applicants have received the appropriate permits from the Department of the Army, Detroit District, Corps of Engineers and from Michigan Department of Environmental Quality, Water Resources Division. It is the recommendation of the Township Engineer to grant approval at Lakeshore Drive. RBM Minutes of September 25, 2017 Unapproved Page 7 of 9 10

11 Motion by Darrin York, Treasurer and second by Brian Batkins, Trustee to approve the 46 by 4 dock and two (2) 16 by 16 hoists with four pilings at Lakeshore Drive as proposed subject to adherence to all applicable construction codes. MOTION CARRIED E.2 New Building Fee Schedule Revision The Supervisor stated during the review of the new Building Department fees, there was an oversight of one of the revised fees. The New/Existing construction base fee should be adjusted from $ to $ (it was $250.00). The over $10, fee should be adjusted from $ to $ Motion by Adam Wit, Clerk and second by Brian Batkins, Trustee Motion to change New/Existing construction base fee from $ to $ and change "Over $10,000.00" fee from $ to $ MOTION CARRIED F) Fire Department F.1 Request to hire one fire fighter The Chief reported due to a retirement and the creation of the fire inspector position, Fire Department line staffing has been reduced from 27 personnel to a current low of 25 personnel. As directed by the Board of Trustees, the Fire Chief has conducted interviews on the applicable candidates from the fire fighter eligibility list and is requesting the Board authorize a conditional offer of employment pending the successful completion of a one year probationary period to Mr. Dustin Currie. Motion by Darrin York, Treasurer and second by Bill Servial, Trustee to extend a conditional offer of employment as a fire fighter contingent upon the successful completion of a one year probationary period to Mr. Dustin Currie. MOTION CARRIED F.2 VCS Scheduling Software Renewal The Chief stated several years ago the fire department converted all scheduling to an online scheduling software program. This software is used by all Fire Department employees both for purposes of daily scheduling as well as requesting and approving of leave time. It has proven to be a very effective platform for these tasks. This is a renewal with no increase from last year. Motion by Darrin York, Treasurer and second by Bill Servial, Trustee to approve a three year renewal of the scheduling software contract for the Fire Department with Visual Computer Solutions, Inc. at a cost not more than $3, per year with the money to come from the Fire Department budget. MOTION CARRIED G) Supervisor s Office G.1 Medical Marijuana Commercial Facilities Licensing in Harrison Township The Supervisor stated the State of Michigan enacted the Medical Marihuana Facilities Licensing Act (MMFLA) last year that will allow for the commercial production and regulation of Medical Marijuana. The Board held a workshop on June 28th on the subject and have also reviewed several documents on the subject. The Supervisor believes that the Board should enact an ordinance allowing four of the five facilities per the MMFLA: Growers, Processors, Secure Transporters, and Safety Compliance Facilities, and propose that we direct the Township Attorney to draft such an ordinance. He also stated the Board may also want to request that the RBM Minutes of September 25, 2017 Unapproved Page 8 of 9 11

12 Township Attorney draft a resolution prohibiting Provisioning Centers in our township. The Board had a lengthy discussion. Public Comment was heard. Motion by Adam Wit, Clerk and second by Bill Bitonti, Trustee to direct the Township Attorney to work with a committee of the three full time officials to draft an ordinance allowing four of the facilities per the MMFLA: Growers, Processors, Secure Transporters, and Safety Compliance Facilities, in our Industrial Zoning District, with the draft ordinance to come back before the Board of Trustees for a workshop at a future date. ROLL CALL: AYES: Wit, Bitonti, Batkins, Verkest NAYS: Servial, Tomenello, York ABSENT: None MOTION CARRIED G.2 Approval to hire part time maintenance worker The Supervisor stated that the Board previously authorized to advertise for a part time maintenance position. Interviews were conducted and it is the recommendation to hire Mr. David Aldrich as part time maintenance worker. Motion by Darrin York, Treasurer and second by Bill Servial, Trustee to hire David Aldrich as a part time maintenance worker at the applicable rate. MOTION CARRIED H) Public/Board Comments 1. William Bardill, resident, spoke to several items. 2. Bill Servial, Trustee, spoke to the EDC golf outing. I) Adjourn Motion by Darrin York, Treasurer and second by Bill Servial, Trustee to adjourn at 8:43 p.m. MOTION CARRIED Prepared by, Submitted by, Marge Lucido, Deputy Clerk Charter Township of Harrison Adam Wit, CMC, CMMC, Clerk Charter Township of Harrison Approved by, Kenneth Verkest, Supervisor Charter Township of Harrison RBM Minutes of September 25, 2017 Unapproved Page 9 of 9 12

13 Board of Trustees Agenda Item Report Agenda Item No. 105 Submitted by: Dennis Clark Submitting Department: Finance Meeting Date: October 10, 2017 SUBJECT Approval of the bills in the amount of $839, Background: Bill approval Cost: $ 839, Recommendation: Approval of the bills in the amount of $839, ATTACHMENTS bills pdf 13

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30 Board of Trustees Agenda Item Report Agenda Item No. 107 Submitted by: Dennis Clark Submitting Department: Finance Meeting Date: October 10, 2017 SUBJECT Approval of Revenue and expenditure report for September of 2017 Background: Statement Cost: none Recommendation: Approval of Revenue and expenditure report for September of 2017 ATTACHMENTS FSSeptember17.pdf 30

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59 Board of Trustees Agenda Item Report Agenda Item No. 106 Submitted by: Adam Wit Submitting Department: Clerk's Office Meeting Date: October 10, 2017 SUBJECT Concur with change order for Tucker Senior Center parking lot sealing at a cost of $3,620 Background: As we worked through the Senior Center driveway paving project, it was recommended that we consider seal coating the older portion of the parking lot and restripe that area. This will extend the lifespan of the parking lot. In a desire to keep the project moving, the three full time officials have approved the change order to conduct the seal coating. We are asking to the board to concur with the approval of this change order as presented. If you have any questions, please feel free to contact me. Cost: $3,620 Recommendation: to concur with three full time officials approval of the change order for Tucker Senior Center parking lot sealing at a cost of $3,620 ATTACHMENTS RFQ #2 SEALCOATING EXISTING ASPHALT.docx 59

60 ! James P Contracting, Inc Van Dyke Washington Twp., MI (586) Fax: (586) September 29, 2017 Wade Trim & Associates, Inc Northline Road Taylor, MI Attn: Dave Nummer, P.E. RE: Request for Quote #2, Sealcoat Remaining Existing Asphalt Harrison Twp. Senior Center Parking Lot Dave, Pursuant to your request to sealcoat the remaining existing asphalt prior to the new striping, we are pleased to offer the following pricing: CLEAN & PREP AREA TO BE SEALCOATED, INCLUDING TREATMENT OF ANY OIL SPOTS AS NEEDED SEALCOAT WITH INDUSTRIAL SEALER, LATEX MODIFIER AND 4 LBS SAND PER GALLON. SAND IS ADDED FOR SLIP RESISTANCE AND INCREASE WEAR PROTECTION (2 COATS) INCLUDE DIAMOND SHIELD SEALCOAT ADDITIVE TO INCREASE WEAR RESISTANCE AND SHORTEN CURE TIME FOR EARLIER TRAFFIC ACCESS UPON COMPLETION. RFQ #2 Total: $3, Please forward this information to the appropriate parties for execution of a Contract Modification for this work. Should you have any questions or comments, feel free to contact our office. Sincerely, Max Wiggins Max Wiggins Project Manager 60

61 Board of Trustees Agenda Item Report Agenda Item No. 108 Submitted by: Margaret Lucido Submitting Department: Clerk's Office Meeting Date: October 10, 2017 SUBJECT Approval to purchase new postage machine Background: Pitney Bowes will no longer be supporting the postage meter at the end of this year and we will not be able to get any postage updates. Our current Pitney Bowes postage machine was purchased in 2004 and we have not had any issues. The cost of the quarterly meter rental is $ and there is no maintenance fee on the machine (the maintenance fee was cancelled in October of 2013). Pitney Bowes, Neopost, and Innovative Mailing Solutions have submitted proposals to replace our existing postage machine. The Pitney Bowes SendPro P1000 Series machine is new technology and is upgradable in the future as technology changes. The cost to purchase is $5,865.07, the quarterly meter rental is $ and the annual maintenance fee is $ This machine will meet our current needs and any additional potential increases in the future. Maintenance and support from Pitney Bowes has proven to be excellent. I am recommending to the Board to approve the purchase of the Pitney Bowes SendPro P1000 postage machine. Cost: $5, Recommendation: Approve the purchase of the Pitney Bowes SendPro 1000 Series machine at a purchase cost of $5,865.07, quarterly meter rental fee of $ and the annual maintenance fee of $ ATTACHMENTS Postage Meter Costs.pdf 61

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81 Board of Trustees Agenda Item Report Agenda Item No. 104 Submitted by: Adam Wit Submitting Department: Clerk's Office Meeting Date: October 10, 2017 SUBJECT Approval to contract with Wade Trim to provide design and bidding services for Tucker Senior Center CDBG project at a cost of $4,600 Background: For our 2017 Community Development Block Grant allocation, the Board voted to fund a renovation of the kitchen at the Tucker Senior Center. The project entails enlarging the kitchen into the area that is currently the women's restroom. Attached is a proposal from Wade Trim to perform the design and bidding work for the project at a cost of $4,600. Please feel free to contact me with any questions. Cost: $4,600 Recommendation: to contract with Wade Trim to provide design and bidding services for Tucker Senior Center CDBG project at a cost of $4,600 ATTACHMENTS wade trim proposal 81

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84 Board of Trustees Agenda Item Report Agenda Item No. 109 Submitted by: Andrew Dymczyk Submitting Department: Supervisor's Office Meeting Date: October 10, 2017 SUBJECT Upgrades to Server Backup System & Software Background: Board Members, our IT Consultant has brought forward some upgrades for our server backup system and server backup software. The system has not been updated with hardware since Currently, we have programmed our system in a way capable for the short term but the system will need additional capacity moving forward. These upgrades will provide additional capacity, additional speed and would no longer require the physical action of switching server backup tapes. Please contact our office directly at if you have any questions. Cost: $4, Recommendation: To approve installation and the purchase of upgrades to our server backup system and server backup software in an amount not to exceed $5, ATTACHMENTS SYO Server Backup Upgrade.pdf 84

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87 Board of Trustees Agenda Item Report Agenda Item No. 112 Submitted by: Ken Verkest Submitting Department: Supervisor's Office Meeting Date: October 10, 2017 SUBJECT Change Dental insurance Provider from BCBS to Delta Dental. Background: Over the past year, several employees have complained that their dentist does not participate with Blue Cross Blue Shield's dental plan. I asked our insurance broker to investigate our options & we learned that Delta Dental could offer a more comprehensive plan for about the same cost. I called a meeting with the three union leaders along with the insurance broker. We also conducted a service survey to see how many employees & retirees would be affected. The coverage is an improvement for a number of retirees as well as all current employees. Our current annual cost is $136, for currents & retirees, which is subject to renew in a month. The cost for Delta is $140, which is good thru All three unions have agreed to the change. I recommend that we switch to Delta Dental for our dental insurance. Cost: $ Recommendation: Motion to authorize the Supervisor to switch dental insurance carriers from BCBS to Delta Dental. ATTACHMENTS 87

88 Board of Trustees Agenda Item Report Agenda Item No. 114 Submitted by: Ken Verkest Submitting Department: Supervisor's Office Meeting Date: October 10, 2017 SUBJECT Investigate the feasibility of harvesting select trees in the Parkway Parcel. Background: Several residents have approached me with suggestions to investigate the feasibility of removing some trees from the Parkway Parcel. There are potential benefits to the remaining trees & there is significant value in virgin hardwoods within the woods. I recently received a letter from a logging company & set up a site visit. They identified several locations that have stands of virgin hardwood, mostly oaks & maples, with the potential value exceeding $50,000. We recently paid $9000 to remove two trees that could have otherwise generated revenue for township projects. There are several things to consider which would involve consulting with state agencies & vendors, visiting the sites, & researching the potential gains & impacts. Therefore, I recommend the formation of a sub-committee to investigate the feasibility of harvesting select trees in the Parkway Parcel with a report to come back before the Board of Trustees. Cost: None Recommendation: Motion to form a sub-committee to investigate the feasibility of harvesting select trees in the Parkway Parcel with a report to come back before the Board of Trustees. ATTACHMENTS 88

89 Board of Trustees Agenda Item Report Agenda Item No. 113 Submitted by: Ken Verkest Submitting Department: Supervisor's Office Meeting Date: October 10, 2017 SUBJECT Revise Part-Time Employee Policy 2.15 Background: During recent interviews for the position of Parks/Grounds Maintenance Worker we found that the current rate of $12.00 per hour is lower than the rate being paid for similar positions with other employers. Therefore I am proposing that we revise the pay rate per Policy #2.15 regarding Part-Time, Temporary, Emergency, & Seasonal Employees as follows: Parks/Grounds Maintenance Worker $ $14.00 per hour Parks/Grounds Maintenance Supervisor $ $17.00 per hour Further, I am proposing that we extend the following increases: Increase the hourly rate by fifty cents effective 10/12/17 & again increase the hourly rate by fifty cents effective 4/5/18 for the following maintenance employees: Bob Stachowicz Tom Bane The estimated cost of this increase is less than $1000 per year. Cost: Less than $1000. Recommendation: Motion to revise Policy #2.15 for Part-Time Employees by changing the pay rate for parks/grounds maintenance worker to $ per hour & parks/grounds maintenance supervisor to $ $17.00 per hour, & to increase the hourly rate by fifty cents effective 10/12/17 & again increase the hourly rate by fifty cents effective 4/5/18 for the following maintenance employees: Bob Stachowicz Tom Bane ATTACHMENTS 89