MINUTES OF A REGULAR MEETING OF THE MILAN CITY COUNCIL HELD ON OCTOBER 6, 2014 AT 7:30 P.M. IN THE COUNCIL CHAMBERS, 147 WABASH ST.

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1 MINUTES OF A REGULAR MEETING OF THE MILAN CITY COUNCIL HELD ON AT 7:30 P.M. IN THE COUNCIL CHAMBERS, 147 WABASH ST., MILAN MI Mayor Armitage opened the meeting at 7:35 p.m. COUNCIL MEMBERS PRESENT: Mayor Armitage, Council Members Churchill, Gee, Gilson, Hamden (Excused), Moyer, Williams. OTHER OFFICERS PRESENT: City Administrator Smith (Excused), Police Chief Scherlinck, Clerk/Treasurer Steinwedel (Excused), City Attorney Mann, Building/Zoning Official Grostick, MIS & Communications Director Chris Slay, Parks and Recreation Manager Bell OTHERS PRESENT: Nancy Tetens, Greg and Cathy Steiner, Brenda Morningstar, Kathryn Conner and Lori Maranville. APPROVAL OF AGENDA: October 6, Motion by Councilperson Williams; seconded by Councilperson Gilson to approve the agenda. APPROVAL OF MINUTES: September 22, 2014 Work Session September 22, 2014 Regular Meeting Motion by Councilperson Churchill; seconded by Councilperson Gee to approve the minutes as presented. CITIZENS MATTERS FROM THE FLOOR: None. MATTERS TO RECEIVE AND FILE: 1. Building Department Monthly Report for August Building Department Stats Monthly Report for August Building Department Permit Graph by Category for August Police Department Monthly Report for August Parks & Recreation Commission Minutes April 21, Beautification Commission Minutes for May 7, Saline River Greenway Alliance September 2014 Update. 8. Tornado Siren Project Final Summary. Motion by Councilperson Gilson, seconded by Councilperson Williams to receive and file items #1 through #8 as presented.

2 PAGE TWO PUBLIC HEARING: 7:30 p.m. A Public Hearing to consider the City s intention to establish Milan Crossing as a special assessment district against which the cost of said public improvements is to be assessed. the improvements constitute the improvement of all streets, water distribution infrastructure, sewer collection infrastructure and storm drainage infrastructure within the road right-of-way of the above listed streets in accordance with the Municipal Improvement Standards and Specifications of the City of Milan, Michigan to meet the specification of the original engineered municipal improvement plans for Milan Crossing on file with the City of Milan and as described in the Engineer's report and cost estimate to city council of October 6, Motion by Councilperson Moyer, seconded by Councilperson Gilson to open public hearing at 7:35p.m. ROLL CALL VOTE: AYES: NAYES: ABSENT: ABSTAIN: Gee, Gilson, Moyer, Williams, Churchill, Armitage None Hamden None Motion carried 6-0. Greg Steiner, the President of Milan Crossings Homeowners Association approached Council. He thanked the Council and said he was looking forward to the completion of this project of paving the streets, lights and infrastructure, and that it was a long time coming. The association regrets the expense was passed along to Milan residents after the contractor disbanded. They are also pleased that the vacant property will soon be developed and is asking for support on this project s completion. Mayor Armitage He agreed that it has been a long process and that we also look forward to the project s completion. Councilman Williams asked if the building developer would be responsible for finishing the infrastructure. Mayor Armitage As a follow up to previously mentioned, the Mayor and Chief Scherlinck have met with the new developers and they agreed to continue the project as it was originally designed. There will be a special assessment that will be included on taxes to cover this, but they will also continue to meet with the contractor. The project includes all of the streets in the development that have not yet been completed. There was one private drive that was completed at the builder s expense. We will continue to meet with the developers as the project progresses Motion by Councilperson Gilson, seconded by Councilperson Moyer to close public hearing at 7:40p.m. 6-0.

3 PAGE THREE MATTERS FOR ACTION: 1. To Approve Resolution No Amended, A Resolution to Approve and Authorize the Wilson Park Grant Application and Funding Match. Motion by Councilperson Williams, seconded by Councilperson Gilson. Mayor Michael Armitage explained the history of the Wilson Park Grant Application and how it is processed by the DNR, who scores the application with points. To get additional points it was suggested by Chief Scherlinck that we could up our match by 5%. The original proposal left us with $23,100 to raise. We have raised $63,388 to date and we have budgeted $25,000 for the picnic tables. The rest of the money should come from private grants and fund raisers. The Wilson Park Kick Starter Program has been created to raise the rest of the money. The Mayor explained the Kick Starter Program. We can decline the grant if we do not get the funds to match. If this resolution is approved the application would be resubmitted to the Grant Application. Chief Scherlinck gave the breakdown: Total Cost: $370, P&R Grand: -240, , Current Donations: $63, Picnic Tables from Budget: - 25, To be raised $41, To Approve the Monthly Retainer Increase with City Prosecutor Jesse O Jack and Authorize the Mayor and Clerk/Treasurer to execute the Service Addendum with Mr. Jesse O Jack of Barr, Anhut and Associates, P.C. Motion by Councilperson Churchill, seconded by Councilperson Williams. Mayor Armitage explained that the increase was due to the City Prosecutor s increase in workload. Chief Gerard Scherlinck noted that his agreement was for him being used once per month, but now it has increased to 2 to 3 times per month. It is in the budget and he is doing a great job. His contract expires in 2 months.

4 PAGE FOUR MATTERS FOR ACTION (Cont d): 3. To Approve the proposal from Purri Engineering, LLC to perform the 3 rd Party Engineering Services for the Redman and Platt Road intersection and authorize the Mayor and Clerk/Treasurer to execute the contract on behalf of the City of Milan - MDOT CMAQ Grant Program. Motion by Councilperson Moyer, seconded by Councilperson Gilson. Building/Zoning Official Bob Grostick There is a requirement with MDOT for a 3 rd party Engineering Services to oversee MDOT requirements. He returned from the Wayne County Road Commission and has a good reputation. The Third Party Steve Warren, OHM City Engineer Reviewed the history of the project and the reason for the Third Party Engineer. He detailed the plans for the project (3 lanes at Redman/Platt Rd intersection, left turn lanes all directions, new curbs and gutters, new traffic signal similar to Wabash and Main, drain improvements). He plans to put the project out to bid in February or March and it is projected to be done while school is out for the summer, as it is a 3-month project. It was agreed that the plans or a rendering could be brought to the Council for review ahead of the project if they wish at a Work Session Meeting. 4. Approve the proposal from OHM Advisors in the amount of $39,100 for the design engineering services and $66,200 for the construction engineering services, North Street (1st Street to E. Michigan Ave) - MDOT Small Urban Program and authorize the Mayor and Clerk/Treasurer to execute the contract. Motion by Councilperson Moyer, seconded by Councilperson Gilson. Reviewed the history and details of the project. The city is eligible for $375,000 in grant money to cover this ($375,000 with the city matching 20% = approximately $93,000) and the Cities portion is in the 2014/2015 Budget. The design includes the water mains and sidewalks. This is approved for 2015, so the project has to be done next year. The problem of trees damaging the sidewalks in the future was discussed and will be addressed. The question of Ferman, Second and Ann Streets being included was discussed. It was recommended that other grants, such as DEQ s Rubber Tire Grant that can be looked into for local streets. All were very happy that we have found the funding for these 2 road projects.

5 PAGE FIVE MATTERS FOR ACTION (Cont d): 5. Approve the Lease Agreement with Milan Children s Nursery and Authorize the Mayor and Clerk/Treasurer to execute the Agreement on Behalf of the City. Motion by Councilperson Churchill, seconded by Councilperson Gee. All agreed that the Milan Children s Center is considered an asset to the community and it is good that Chief Gerard Scherlinck and City Attorney Mann have come up with this agreement. The details of the agreement were discussed, including insurance, etc. The rent increased $250 to $750 after 5 years. They also were successful in getting a grant and the roof has been completed. They plan to move the playscape within the confines of the fenced area. 6. To Approve to Accept the Appointment of Michael Lehman to the Brownfield Development Authority (term expires 12/31/2015) Motion by Councilperson Moyer, seconded by Councilperson Williams. The Brownfield Development is dormant right now, but we should have someone in place and needing attention soon. All agreed. 7. To Approve to Accept the Appointment of Martha Churchill to the River Raisin Watershed Council and the Saline River Greenway Alliance and the Appointment of Dave Baldwin as an Alternate Member of the Saline River Greenway Alliance. Motion by Councilperson Gilson, seconded by Councilperson Moyer. Mayor Armitage said he appreciated Martha for stepping up to this and for her report. Councilman Gilson agreed and said they were a good, informative group. All agreed and thanked her.

6 PAGE SIX MATTERS FOR ACTION (Cont d): BILLS PAYABLE AND PAYROLL: $430, Motion by Councilperson Gilson; seconded by Councilperson Moyer to pay the bills payable and payroll as presented. Mayor Armitage questioned City Attorney Mann about bidding out construction work for nonprofessionals. He referred to the invoice from Danjo Construction for over $12,555 for road patching. He was concerned that there will be more invoices this year. Bob Grostick said it was for road repairs (holes repairs and such) and that they bill us all at once for multiple projects. Bob does not see any other way to have this work done. They agreed. CITIZENS MATTERS FROM THE FLOOR: None. MAYOR, COUNCIL & STAFF REPORTS AND/OR COMMENTS: Police Chief Scherlinck The Tornado Alarm project is pretty much wrapped up after 2 ½ years and under budget by $1000, rather than over budget as anticipated. He explained. The system is working well. Department Reports should be up to date by next Council Meeting. City Attorney Mann Update from last meeting on Draft legislation that been circulating on tax reform on DDA and other tax entities. It looks like it may be on Lame Duck. Building/Zoning Official Grostick The storm chipping has ceased and will prepare for leaf pick up until the snow falls. He will get a few trucks ready for snow in case it comes early this year. The city has plenty of road salt on hand. He also gave us an update on the Wabash Street construction. Interim Parks and Recreation Director Bell Had a wonderful Coffee Off. It was a great event and everyone showed up. Milan Coffee Works came in #1 with Morning Owl being People s Choice. $622 was raised. The Mom to Mom sale is scheduled for November 22. Taking reservations for Foundation for Investing so sign up if you are interested. Congressman Gilson There is a dumpster in the handicap parking spot by Masonic Lodge. Building Official Robert Grostick doesn t know if someone keeps moving it, but he will investigate it. Police Chief Scherlinck said he would call them and tell them not to put it there anymore. He looks forward to this year s city events and the Pavilion Project and glad this dream is closer to a reality.

7 PAGE SEVEN MAYOR, COUNCIL & STAFF REPORTS AND/OR COMMENTS (Cont d) Councilman Williams Fire Prevention Week with the Milan Area Fire Department is tomorrow (Tuesday, October 7) from 6:00-9:00 pm. Bring the kids. The Grand Opening Celebration for the Little Pharmacy is scheduled for October 15 on the block between County and E. Main. It would nice to welcome them. He also thanked to the Donors of the Wilson Park Pavilion Project. Councilmember Moyer: Milan Area Chamber of Commerce is taking nominations for the Prestigious Community Service Awards. The awards honor Milan Businesses, Residents and Youth for their exceptional community service. Forms can be found and completed on the Chamber of Commerce Website and must be in by December 5. Councilwoman Churchill Please put on your calendar the November 4 Election. Everyone needs to get out and vote! The Rotary Club Annual Fundraiser Dinner (Mardi Gras) will be November 8 at the Tri-County Sportsman League. Veteran s Day Event will be at the Wall of Honor on Sunday, November 9 at 1:00 pm (the Sunday before Veteran s Day). Councilwoman Gee Tomorrow (Tuesday, October 7) from 12:00-4:00 p.m. is the Senior Health Fair at the Senior Center. Seniors are encouraged to come. Everything is free of charge. Monday October 13 the City Offices will be closed for Columbus Day. This will not affect rubbish pick up. Saturday October 11 from 5:00-7:00 p.m. the Marble Memorial United Methodist Church will be having a Roast Beef Dinner. The Downtown Trick or Treat is scheduled for October 24 from 5:00-6:00. Mayor Armitage: The new City Administrator, Jade Smith, is in Chicago at the National Retail Guild Conference in an effort to spur economic development in the community. They also had a good meeting with Ford Motor Co and will continue to work with them also. There will be a Town Hall Meeting on November 4. Flyers are being mailed out with the water bills and it is posted on Facebook. He met the Library Board at Monroe Community Library to discuss opportunities for a District Library. The bill that we proposed for the Library has bi-partisan support. Hopefully that will get done during Lame Duck after the election. If you want to contribute to the City s Christmas Lights and/or Christmas Parade you can go on our Facebook page or the Chamber of Commerce Website for more information. There is a trip to Firekeeper s Casino on November 1. Tickets can be purchased at the Digital Brewery. He will be out of town starting Saturday for 8 days for the Michigan Municipal League Annual Convention in Marquette, Michigan. Chief Scherlinck and I are pleased to represent the city of Milan there. If you need him contact City Hall and he will answer any s and phone messages.

8 PAGE EIGHT NEXT REGULAR MEETING: October (Submission Deadline October 17, 2014). There will be a Work Session Meeting at 6:30 before that to review the Asset Management Plan. To plan ahead there will be a Work Session Meeting on November 10 to review Smart 911. ADJOURNMENT: Motion by Councilperson Gilson; seconded by Councilperson Williams to adjourn meeting at 8:57 p.m. Michael P. Armitage Mayor Angela Myers Recording Secretary