1 City of Potterville Minutes Regular Meeting Thursday February 21, 2013 The Meeting was called to order @ 7:00 p.m. by Jeff Bussard; Mayor. The pledge of allegiance recited. Approval of Agenda: Motion made by member R. Norman, supported by member K. Antcliff, to accept the agenda as presented. Motion carries (6-0) (1-vacant). Approval of Minutes: Motion made by member M. Storie, supported by R. Norman, to approve the minutes of the Regular Council Meeting January 17, 2013 with corrections: Storie rather than Bird, Council vacancy position was motioned by member Mannino-Lane and seconded by member M. Storie. Motion carries (6-0) (1- vacant). Authorization of Bills: Motion made by R. Norman, supported by member M. Storie, to accept the bills as presented. Roll Call vote (yes: Mayor Bussard, Norman, Storie, French, Hartson, Antcliff/vacant: 1) Motion carries (6-0) (1- vacant). Public Hearing Open Public Hearing to discuss Parks & Recreation Plan/Trails & Pathway Plan (Walkability) and the MNTF/Passport/Other grant opportunities: Eaton County Parks Recreation Director (John) spoke of his support for the Grant opportunities and the 5 Year Master Plan for Parks & Recreation. The County would like to incorporate the City s plans with theirs as collaboration efforts. John also spoke of the grant they received for Crandall Lake. Darrow provided an explanation of the grant opportunities for the parks and that the City had submitted grants a couple years ago and would like to revise that. A draft survey was provided and discussed. Those surveys would be available late March or Early April. Input on park and recreation programs from residents are needed as well as improvements. Trails and Pathways is a large portion along with the potential for a splash pad and or additions to the park ballfields. In-Kind was explained to residents on project costs. Bernie Sumner stated that were spending money on parks and Main Street but not where it is needed. Concern with Fire Department. Grant fund explanation and other funds received from State agencies was provided. Water/Sewer Utility funds was also discussed. Darrow stated that grant funds and water/sewer utilities could not be used for something other than its purpose. Fire & EMS could not receive money from those funds.
Marilyn Metzmaker thought it was a good idea and has liked the improvements she has seen with the City so far. Enjoys Main Street and where the dollars were spent. Joe French stated his support regarding any grants that will help improve the City and the Parks & Recreation Programs. Matching funds and project costs were discussed for projects. Fund obligations can be 80/20, 75/25, 50/50 depending on the grant. Public Hearing Closed @ 7:35 p.m. Public Comment for Agenda Items: None Commission/Committee Reports: Please note that all reports are written with the exception of additional items mentioned and/or added during oral report. Bussard stated that there were empty positions for committees. There was discussion. The following were additions to the committees: BID Bussard & Storie, Finance/Manager/Clerk Doug Hartson, Fire Board Alternate Norman, Communications Bussard, DDA Storie, Public Safety Antcliff, Animals Antcliff, and International Property Code Antcliff. Motion made by member J. French, supported by member D. Hartson, to approve the additions to the committees already assigned and/or new assignments. Motion carries (6/0) (1-vacant). Parks & Recreation Aric Prudden was introduced. Jeff Rossio spoke of the softball program improvements and the registration. Police Department Chief Brian Peacock was introduced. Stated that the City is working with the school on their Emergency Lock-Down and conducted a drill. Fire Chief Discussed their Emergency Response Plan. Provided information on the Tri-County Retrospective Study. Response time is 7-8 minutes. Radio Inspections conducted. DPW Had several water main breaks in town mostly concentrated on Vermontville, Cottage, and High. The department is experiencing equipment issues. Treasurer The City can process Dog Tags through the end of February and then they are turned over to Eaton County. Manager Potterville Schools & City of Potterville received the grant for improvements from Tri-County. 2
DDA Spring banners were purchased. DDA will be doing radio advertisement that includes downtown, and our Parks. Ordinance Committee Met and reviewed ordinance books. The Committee will have one more meeting and will provide council with draft form when completed. A date was set for March 4, 2013 @ 7:00 p.m. TIFA Reviewing Building Design. Planning Discussed Bright Hope Bible Church, Parks Plan, reviewed Master Plans, and viewed the mapping of sidewalks and trails/pathways. Old Business: Audit Joe Verlin, Gabridge & Co., presented the 2011/2012 Audit Report for the City of Potterville. City received unqualified opinion and had a significant improvement to the general fund - fund balance which is at 21% or had a 130,000 increase. Pages, 1, 3, 5, 6, 7, 16, 35, 36, 39 and 40. Capital Assets and WIP $181,512 and $160,517. City reinvested which had a huge impact overall to the Water & Sewer. Total Pension is funded at 98%. By 2103 the remaining liability of 12,000 unfunded Pension will need to be realized. Motion made by member M. J. French, supported by member R. Norman, to accept the Audit as presented. Roll call vote (6-0) (1-vacant): yes Norman, French, Bussard, Storie, Antcliff, Hartson no (none). Motion Carries. Major Street Transfer - Motion made by member M. Storie, supported by member J. French, to adopt resolution to transfer funds from general fund to Major Street in the amount of $4,373.00 Resolution 00-13-0221-03. Roll call vote (6-0) (1-vacant): yes French, Bussard, Storie, Antcliff, Hartson, Norman no (none). Motion carries. Approval of Bank Reconciliation Motion made by member R. Norman, supported by J. French, to accept the bank reconciliations for Common July 2012 thru October 2012. Roll Call Vote (6-0) (1- vacant): yes Bussard, Storie, Antcliff, Hartson, Norman, French No (none). Motion Carries. Approval of Bank Reconciliation Motion made by member M. Storie, supported by member J. French, to accept the bank reconciliations for Payroll October December 2012. Roll Call Vote (6-0) (1-vacant): yes Storie, Antcliff, Hartson, Norman, French, Bussard No (none). Motion Carries. Approval of Bank Reconciliation Motion made by member M. Storie, supported by member J. French, to accept the bank reconciliations for Street & Tax November and December 2012. Roll Call Vote (6-0) (1-vacant): yes Antcliff, Hartson, Norman, French, Bussard, Storie no (none). 3
New Business: City of Potterville Farmland Agreement (Stephen Tennes) Under Act 451 of 1994 AKA PA 116. Motion made by member J. French, supported by member M. Storie, to approve the Farmland Agreement for Stephen Tennes: Country Mills Farm LLC, 4610 Otto Road, Charlotte, MI 48813. Motion Carries (6-0) (1-vacant). Resolution Poverty Exemption Resolution to establish guidelines and forms for hardship exemptions for the Board of Review was presented. Motion made by member M. Storie, supported by member J. French to approve resolution 00-13-0221-01. Motion Carries (6-0) (1-vacant). Board of Review Appointment - Manager Darrow presented her and the assessor s recommendation of the Board of Review for 2013. Recommend Appointment: Marilyn Metzmaker, Shawn George, Sue Knight (alt), and Bernie Summer (alt). Motion made by member R. Norman, supported by member D. Hartson, to approve the 2013 appointment of Board of Review. Motion Carries (6-0) (1-vacant). Resolution to Adopt Alternative Start Dates Manager Darrow stated that the City needed to have alternative start dates for the Board of Review (BOR) due to the availability of the Assessor. Motion made by member R. Norman, supported by member M. Store to adopt resolution 00-13-0021-02 Board of Review Meeting Schedule 2013 Organizational Meeting Tuesday, March 5, 10-11:00 a.m., Appeals Heard Wednesday, March 13 3-9:00 p.m., and March 14 9:00-a.m. 3:00 p.m. Roll Call Vote: Yes Antcliff, Bussard, Norman, Storie, French, Hartson - No (none). Motion Carries (6-0) (1-vacant). Boys State Presentation Matthew Romanek from Potterville Schools explained the program. The participants learn the rights, privileges and responsibilities of franchised citizens. The training is structured and its objective centers on the structure of city, county, and state government. A project is chosen and the attempt at solving the issue and having a solution. Matthew stated that a sponsorship is needed and donations would be accepted. Chambers sponsored $200.00 and is looking for support of $100.00 initiative He will be attending June 16-22 nd at Northwood University. Member Norman stated that he had went to Boy State in 1964. Member J. French stated that his business, National Unclaimed Freight, would provide the donation and council would sponsor. Motion made member J. French, supported by member Storie to accept the offer of $100.00 donation from J. French and council support the sponsorship. Motion Carries (6-0) (1-vacant). RD Connections 105 W Main Street Jon Moxey provided an update on the RD project. City is working on Right-of-Ways and certification. Waiting for a response from DEQ regarding the lagoons (clay lined) and potential for leakage. If improvements are needed it will be placed in Phase II. Main Street is not finished and will continue the project this spring. A five (5) page list exist, the project will continue to be open through 2014. Jon spoke of the Main Street Project Storm Drain and the homeowner at 105 W. Main. Ordinances were reviewed. Jon Moxey provided his documentation and summary of events. New storm drain was put in and the old drain was banded and/or capped. Former line was gravity fed. Darrow stated that she had contacted Eaton County who also conducted an inspection of the residence and provided documentation to council. Brad; DPW Superintendent, Wanda Darrow; Manager, and Jon Moxey; Engineer had inspected the site. Homeowner D. Fish was concerned and felt that the City should be held accountable for the flooding of his basement and storm drain issue 4
he was having. The storm drain line he had is no longer available. Discussion continued on storm drain and replaced storm sewer and the new outlet. Storm sewer lateral is currently higher than the old lateral. The City s position is that it is placed as required per ordinance. The property is non-compliant. Possibilities were discussed and who would be or should be responsible. Darrow stated that he would have to file an insurance claim on damaged equipment i.e. washer, furnace, freezer and could get him the form to fill out. The homeowner has 45 days to file a claim. Member Norman asked if the manager could provide the documents to him so he could proceed. Darrow will get him the necessary paperwork. Motion made by member J. French, supported by member K. Antcliff, for the City to expose and cap off previous and expose current lead closes to stub within 15 feet so homeowner can connect to the lead with the total cost of the homeowner s portion being bared upon the owner the City however, will make payment to the selected homeowner s contractor and the City will allow the owner to pay back the cost of the project in increments of at least $100.00 each month on the utility bill until paid in full relieving the City for any future or current liability and if the amount becomes delinquent the total will be due immediately and balance will be rolled onto the tax bill. Roll call vote: yes French, Antcliff, Storie, Bussard, Hart/no-Norman (5-1) (1-vacant). Motion Carries. Electrical There was discussion regarding the Gizzard Fest and Hook Up fees associated with the electrical or plug outlets. An email was sent to council members regarding the issue. Darrow stated that she had not seen the email but was against the Chamber being responsible for the hookups and felt that the permits should be processed through the City. An electrician would need to be made available throughout the Gizzard Fest. There were questions on how to ensure vendors weren t destroying the light poles and ensuring the city was receiving accurate payment for the use of the electric. Joe Bristol stated that the Chamber would have one permit or application and the costs of the use would be included in the application. The City s fee range was appropriate. There was discussion on verification. Motion made by member M. Storie, supported by member J. French, to set the fees required ($25.00 for regular $100 for larger outlet) by the City and allow the Chamber to proceed with one application under the Chamber for this event with the Chamber making payment to the City for the use and the Manager verifying the number of users. Motion Carries (6-0) (1-vacant). Bids There was discussion about the bid process. Resignation of Council Member Mayor Bussard read a letter from member Jennifer Mannino-Lane stating that she would be tendering her resignation as council member. Motion made by member J. French, supported by R. Norman, to accept the resignation of member Jennifer Mannino-Lane with regret. Motion carries (6-0) (1-vacant). Public Comment for Non-Agenda Items William Lacy, Main Street, spoke of an insurance claim and stated that it was an open fire claim. He was not happy with this insurance carrier and warned the City. Youth had an event at Church to raise funds. 5
Motion to Adjourn: Motion made by member J. French, supported by member D. Hartson, to adjourn. Motion carries (6-0) (1-vacant). Meeting adjourned at 10:45 p.m. Respectfully submitted, Wanda J. Darrow 6