City Council

MANISTEE CITY COUNCIL MEETING AGENDA TUESDAY, AUGUST 6, 2013 – 7:00 P.M. – COUNCIL CHAMBERS I. Call to Order. a.) PLEDGE OF ALLEGIANCE. b.) ROLL CALL. II. Public Hearings. III. Citizen Comments on Agenda Related Items. IV. Consent Agenda. All agenda items marked with an asterisk (*) are on the consent agenda and considered by the City Manager to be routine matters. Prior to approval of the Consent Agenda, any member of Council may have an item from the Consent Agenda removed and taken up during the regular portion of the meeting. Consent agenda items include: V. Approval of Minutes. VI. a.) Approval of Payroll. b.) Cash Balances Report. XI. c.) Notification Regarding Next Work Session. d.) Consideration of Humane Society Tag Day Request. e.) Consideration of Fire Department Fill the Boot Fundraiser. f.) Consideration of Running with Soldiers Event. g.) Consideration of Hops & Props on the River Event. At this time Council could take action to approve the Consent Agenda as presented. *V. Approval of Minutes. Approval of the minutes of the July 16, 2013 regular meeting as attached. VI. Financial Report. *a.) APPROVAL OF PAYROLL. CITY COUNCIL AGENDA – AUGUST 6, 2013 PAGE 1 *b.) CASH BALANCES REPORT. VII. Unfinished Business. VIII. New Business. a.) CONSIDERATION OF MECHANICAL / HVAC CONTRACT PROVIDER OF RECORD RENEWAL. On April 3, 2012 the City of Manistee entered into an agreement with Custom Sheet Metal & Heating, Inc. to be the City of Manistee Mechanical / HVAC Maintenance Contract Provider of Record. The term of the contract was for expiration on June 30, 2013 with the option for renewal for up to two additional two-year periods upon terms acceptable to the City and the Contractor. City staff has reviewed the proposal from Custom Sheet Metal & Heating and recommends executing a new two-year contract. The proposal includes the addition of the Ramsdell HVAC system that was not in the previous contract because it was under construction. A new charge for Water Testing has been added to help maintain the systems and prevent damage to the equipment. This new service requires trained personnel to test and monitor the water system. Other charges received a minor increase. The City Attorney has prepared the new contract. At this time Council could take action to extend the contract with Custom Sheet Metal & Heating, Inc. until June 30, 2015. b.) CONSIDERATION OF THE PURCHASE OF A 2013 ELGIN STREET SWEEPER. The City of Manistee has an active street cleaning program. Cleaning streets improves the appearance of the streets and assists in getting storm water into catch basins while reducing maintenance costs on the storm sewer system. The current sweeper was scheduled for replacement in 2012-2013. However, the purchase was delayed a year and has been approved in the 2013-2014 budget. Utilizing the State of Michigan contract process, a quote in the amount of $161,050 was received from Bell Equipment Company for a 2013 Elgin NP Pelican Street Sweeper in January 2013. The pricing complies with the MiDeal State Contract #071B1300075 and a trade-in of our existing unit in the amount of $35,000. At this time Council could take action to approve the purchase of the 2013 Elgin NP Pelican Street Sweeper from Bell Equipment for $161,050 and trade-in the existing sweeper for a $35,000 credit; making the total purchase amount $126,050. CITY COUNCIL AGENDA – AUGUST 6, 2013 PAGE 2 IX. Notices, Communications, Announcements. a.) PRESENTATION OF A RESOLUTION OF APPRECIATION, MORGAN HAYWOOD. At this time Mayor Colleen Kenny and Public Safety Director David Bachman will present a resolution of thanks and appreciation to Morgan Haywood. b.) PRESENTATION BY PUBLIC SAFETY DIRECTOR DAVID BACHMAN ON RESERVE OFFICER PROGRAM. At this time Public Safety Director David Bachman will make a presentation on a proposed reserve officer program. *c.) NOTIFICATION REGARDING NEXT WORK SESSION. A Council work session has been scheduled for Tuesday, August 13, 2013 at 6 p.m. A Council bus tour for project updates will be conducted; and such business as may come before the Council. No action is required on this item. *d) CONSIDERATION OF HUMANE SOCIETY TAG DAY REQUEST. The Manistee County Humane Society would like to hold their annual Tag Day fundraiser on Friday and Saturday, August 23 and 24, 2013 in the City of Manistee. This is one of their largest fundraising events that support the Homeward Bound Animal Shelter. At this time Council could take action to authorize the Manistee County Humane Society Tag Days on August 23 and 24, 2013 in the City of Manistee. *e.) CONSIDERATION OF FIRE DEPARTMENT FILL THE BOOT FUNDRAISER. Members of the City Fire Department have collected thousands of dollars for Muscular Dystrophy over the years. They are requesting permission to hold their annual fundraiser on Friday, August 30, 2013 beginning at 8:30 a.m. using the intersection of Cypress and First Street to solicit cash from drivers stopped at the light. If staff levels permit, they would like to use the Maple and River Street intersection also. At this time Council could take action to authorize the Manistee Fire Department to conduct their annual Muscular Dystrophy fundraiser on August 30, 2013. CITY COUNCIL AGENDA – AUGUST 6, 2013 PAGE 3 *f.) CONSIDERATION OF RUNNING WITH SOLDIERS EVENT. The Family Readiness Group from the National Guard Armory is requesting permission to hold their second annual Running With Soldiers 5K run or 1 mile walk on Saturday, September 7, 2013 at 8:15 a.m. at the Armory. Citizens and family can run with the soldiers of Bravo Troop. At this time Council could take action to authorize the second annual Running with Soldiers event on September 7, 2013. *g.) CONSIDERATION OF HOPS & PROPS ON THE RIVER EVENT. The Manistee Main Street Downtown Development Authority is requesting permission to use River Street, Marina property and other public property to hold the annual Hops & Props on the River event on Friday and Saturday, September 13 and 14, 2013. Among other things, the event will include a dinner, beer garden, Century boat show and an art fair. At this time Council could take action to authorize the annual Hops & Props on the River event on September 13 and 14, 2013. X. Concerns and Comments. a.) CITIZEN COMMENT. This is an opportunity for citizens to comment on municipal services, activities or areas of City involvement. Citizens in attendance shall be recognized by the Mayor for comments (limited to five minutes). Letters submitted to Council will not be publicly read. b.) OFFICIALS AND STAFF. c.) COUNCILMEMBERS. d.) CONSIDERATION OF ADJOURNING INTO AN EXECUTIVE SESSION. City Manager Mitchell D. Deisch has requested an Executive Session this evening as permitted by the Open Meetings Act, Section 8 (a) for the City Manager’s annual evaluation. XI. Adjourn. CITY COUNCIL AGENDA – AUGUST 6, 2013 PAGE 4 MDD:cl COUNCIL AGENDA ATTACHMENTS: Council Meeting Minutes – July 16, 2013 Cash Balances Report Mechanical / HVAC Contract Provider of Record Street Sweeper Purchase Resolution of Appreciation Humane Society Tag Day Request Fill the Boot Request Running With Soldiers Request Hops & Props Request CITY COUNCIL AGENDA – AUGUST 6, 2013 PAGE 5  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – July 16, 2013 A regular meeting of the Manistee City Council was called to order by her honor, Mayor Colleen Kenny on Tuesday, July 16, 2013 at 7:00 p.m. in the City Hall Council Chambers, 70 Maple Street, followed by the Pledge of Allegiance. PRESENT: Colleen Kenny, Edward Cote, Robert Hornkohl, Robert Goodspeed, Catherine Zaring, and Beth Adams. ABSENT: Eric Gustad. ALSO PRESENT: City Manager – Mitch Deisch, City Attorney – George Saylor, City Clerk – Michelle Wright, Community Development Director – Jon Rose, DPW Director – Jeff Mikula, Finance Director – Ed Bradford, Public Safety Director – Dave Bachman, and City Engineer ‐ Corey Kandow/Abonmarche. CITIZEN COMMENTS ON AGENDA RELATED ITEMS. Mayor Kenny stated that three applications for Boards & Commissions have been received since the agenda was printed – Jeffrey Stege/Brownfield Redevelopment Authority, Marlene McBride/ Brownfield Redevelopment Authority, and Brian Garcia/Ramsdell Theatre Governing Authority. No citizen comments received. CONSENT AGENDA.  Minutes ‐ July 2, 2013 ‐ Regular Meeting ‐ July 16, 2013 ‐ Work Session ‐ July 16, 2013 ‐ Special Meeting  Payroll ‐ June 24 – July 7, 2013 ‐ $ 132,099.35  Monthly Bills ‐ June 10, 2013 ‐ $ 556,926.95 ‐ June 28, 2013 ‐ $ 154,112.48  Notification Regarding Next Work Session – August 13, 2013 – 6:00 p.m. A Council bus tour for project updates will be conducted; a discussion on a proposed reserve officer program; and such business as may come before the Council.  Consideration of DAV Forget Me Not Fundraiser. The Manistee Salt City Chapter 43 of the Disabled American Veterans (DAV) have requested authorization to sell their Forget Me Not flowers to raise money for state and local DAV service projects. They are requesting the dates of August 15, 16, and 17, 2013 for their annual fundraiser. MOTION by Hornkohl, second by Goodspeed to approve the Consent Agenda as presented. Page 1  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – July 16, 2013 With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, and Adams NAYS: None CONSIDERATION OF MICHIGAN CERTIFIED LOCAL GOVERNMENT PROGRAM APPLICATION. Staff has prepared the application requesting designation as a Certified Local Government from the State Historic Preservation Office. This program would assist the Historic District Commission with training / workshops that are available through the program and provide a new opportunity to apply for grants that are only available if a community is certified. City Council discussed this opportunity at their July 9, 2013 work session and unanimously agreed to proceed with the program application. MOTION by Hornkohl, second by Zaring to authorize an application to become a Certified Local Government; and further authorize the Mayor to execute the necessary documentation. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, and Adams NAYS: None CONSIDERATION OF GRAPES ON THE RIVER CHAMBER EVENT. The Manistee Area Chamber of Commerce is requesting the use of public property and a street closure on River Street on Friday, July 19, 2013 from 5 p.m. to 9 p.m. for their Grapes on the River event. River Street would be closed from 7 a.m. to 10 p.m. for setup and cleanup. Questions remain on the acquisition of a liquor license and securing additional parking and will be answered by the Chamber at the Council meeting. MOTION by Hornkohl, second by Cote to authorize the Grapes on the River Chamber event on Friday, July 19, 2013 including the closure of River Street for the event. Deisch stated that the liquor license has been received and the parking has been addressed. Discussion followed regarding the lateness of this request. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, and Adams NAYS: None CONSIDERATION OF TWO EASEMENTS BETWEEN THE CITY OF MANISTEE AND 63 MAPLE STREET LLC. A component of the Maple Street Sidewalk Construction Project was the need for a twelve inch storm sewer pipe to be installed in the crawlspace of the Lighthouse Group / Manistee Abstract building at 63 Maple Street (owned by 63 Maple Street LLC). Two easements were prepared by the City Attorney. The first is from 63 Maple Street LLC to the City which allowed the installation of the City storm sewer Page 2  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – July 16, 2013 pipe and access through the building for City employees as necessary for cleaning. The second is from the City to 63 Maple Street LLC which allows the property owner to construct a handicap ramp to the building on City right‐of‐way if the property owner so desires. MOTION by Hornkohl, second by Zaring to authorize the Mayor and City Clerk to execute two easements between the City of Manistee and 63 Maple Street LLC. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, and Adams NAYS: None CONSIDERATION OF APPLICATIONS TO BOARDS AND COMMISSIONS. The City Clerk has taken action to advertise vacancies on the Brownfield Redevelopment Authority, Downtown Development Authority, Non‐Motorized Transportation Committee, Ramsdell Theatre Governing Authority, and the Zoning Board of Appeals. All appointments by the Mayor are subject to the Council’s approval, unless otherwise specified by statute or ordinance. Nominations for Council appointments do not require a second. After a member of Council nominates an individual for appointment, Council shall vote on the nomination. A majority vote in favor of placement of the nominee is required for appointment. The following applications have been received (*Incumbent): Brownfield Redevelopment Authority ‐ Three vacancies, three‐year terms ending 06/30/16, Mayoral appointment. Frank Beaver, 715 Maple Street Jeffrey Stege, 286 Fourth Avenue* Marlene McBride, 217 River Street* Mayor Kenny appointed Frank Beaver, 715 Maple Street, to the Brownfield Redevelopment Authority for a three year term ending 06/30/16. Goodspeed supported the Mayor’s appointment. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, and Adams NAYS: None Mayor Kenny appointed Jeffrey Stege, 286 Fourth Avenue, to the Brownfield Redevelopment Authority for a three year term ending 06/30/16. Goodspeed supported the Mayor’s appointment. With a roll call vote this motion passed unanimously. Page 3  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – July 16, 2013 AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, and Adams NAYS: None Mayor Kenny appointed Marlene McBride, 217 River Street, to the Brownfield Redevelopment Authority for a three year term ending 06/30/16. Hornkohl supported the Mayor’s appointment. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, and Adams NAYS: None Downtown Development Authority ‐ Two vacancies, four‐year terms ending 07/01/17, Mayoral appointment. None received. Non‐Motorized Transportation Committee ‐ One unexpired term ending 03/31/14, Mayoral appointment. None received. Ramsdell Theatre Governing Authority ‐ One unexpired term ending 06/13/14, Mayoral appointment. Robin L. Hogan, 887 18th Street Brian Garcia, 2374 Alkens Road Mayor Kenny appointed Brian Garcia, 2374 Alkens Road, to the Ramsdell Theatre Governing Authority for an unexpired term ending 06/30/14. Hornkohl supported the Mayor’s appointment. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, and Adams NAYS: None Zoning Board of Appeals ‐ Alternate member, one unexpired term ending 05/31/15, Mayoral appointment. None received. A REPORT FROM THE UTILITIES DEPARTMENT. Mr. Jeff Mikula, Mr. Bruce Banks, and Ms. Jody Banks reported on the activities of the Utilities Department and responded to questions the Council had regarding their activities. Page 4  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – July 16, 2013 CITIZEN COMMENT. None received. OFFICIALS AND STAFF. Rose stated that this was his last Council meeting for the City of Manistee; thanked Council for the wonderful opportunity and a rewarding career. COUNCILMEMBERS. Councilmembers thanked Rose for his years of service to the City, wished him good luck at his new position, and stated that he will be missed. ADJOURN. MOTION to adjourn was made by Goodspeed, second by Cote. Meeting adjourned at 7:51 p.m. Michelle Wright MMC / CPFA, MiCPT City Clerk/Deputy Treasurer Page 5  CASH TRANSACTIONS REPORT Page: 1 MONTH: JUNE 7/31/2013 City of Manistee 2:34 pm Account Number Beginning Balance Debit Credit Ending Balance Fund: 100 - A\P PAYING FUND Dept: 000 001.000 Cash 4,145.02 711,043.69 711,039.43 4,149.28 Total Dept: 000 4,145.02 711,043.69 711,039.43 4,149.28 Fund: 100 4,145.02 711,043.69 711,039.43 4,149.28 Fund: 101 - GENERAL FUND Dept: 000 001.000 Cash 559,042.25 554,566.97 528,938.81 584,670.41 001.002 Cash - Escrow 25,507.55 37,900.20 322.60 63,085.15 004.000 Cash - Petty 800.00 0.00 0.00 800.00 017.000 MBIA Mi Class Inv 57,142.10 1.88 0.00 57,143.98 Total Dept: 000 642,491.90 592,469.05 529,261.41 705,699.54 Fund: 101 642,491.90 592,469.05 529,261.41 705,699.54 Fund: 202 - MAJOR STREET FUND Dept: 000 001.000 Cash 149,694.91 157,156.71 167,031.40 139,820.22 Total Dept: 000 149,694.91 157,156.71 167,031.40 139,820.22 Fund: 202 149,694.91 157,156.71 167,031.40 139,820.22 Fund: 203 - LOCAL STREET FUND Dept: 000 001.000 Cash 34,105.84 10,761.14 6,416.67 38,450.31 Total Dept: 000 34,105.84 10,761.14 6,416.67 38,450.31 Fund: 203 34,105.84 10,761.14 6,416.67 38,450.31 Fund: 204 - STREET IMPROVEMENT FUND Dept: 000 001.000 Cash 122,610.48 70,013.38 100,000.00 92,623.86 Total Dept: 000 122,610.48 70,013.38 100,000.00 92,623.86 Fund: 204 122,610.48 70,013.38 100,000.00 92,623.86 Fund: 226 - CITY REFUSE FUND Dept: 000 001.000 Cash 99,369.52 16,754.88 41,359.13 74,765.27 001.030 Cash Mgt Chk 98,864.45 4.06 0.00 98,868.51 Total Dept: 000 198,233.97 16,758.94 41,359.13 173,633.78 Fund: 226 198,233.97 16,758.94 41,359.13 173,633.78 Fund: 243 - BROWNFIELD REDEVELOPMENT AUTHO Dept: 000 001.000 Cash 8,214.58 9,140.09 9,140.09 8,214.58 Total Dept: 000 8,214.58 9,140.09 9,140.09 8,214.58 Fund: 243 8,214.58 9,140.09 9,140.09 8,214.58 Fund: 245 - OIL & GAS FUND Dept: 000 001.000 Cash 468,696.70 7,627.77 274,481.68 201,842.79 001.020 Money Market 447,026.18 0.00 0.00 447,026.18 003.000 CD 250,000.00 0.00 0.00 250,000.00  CASH TRANSACTIONS REPORT Page: 2 MONTH: JUNE 7/31/2013 City of Manistee 2:34 pm Account Number Beginning Balance Debit Credit Ending Balance Total Dept: 000 1,165,722.88 7,627.77 274,481.68 898,868.97 Fund: 245 1,165,722.88 7,627.77 274,481.68 898,868.97 Fund: 249 - BUILDING INSPECTOR Dept: 000 001.000 Cash 16,499.01 237.39 0.00 16,736.40 Total Dept: 000 16,499.01 237.39 0.00 16,736.40 Fund: 249 16,499.01 237.39 0.00 16,736.40 Fund: 275 - GRANT MANAGEMENT FUND Dept: 000 001.000 Cash 232,188.93 0.00 16,717.19 215,471.74 Total Dept: 000 232,188.93 0.00 16,717.19 215,471.74 Fund: 275 232,188.93 0.00 16,717.19 215,471.74 Fund: 296 - RAMSDELL THEATRE Dept: 000 001.000 Cash 91,224.59 4,364.73 9,781.08 85,808.24 004.000 Cash - Petty 500.00 0.00 0.00 500.00 Total Dept: 000 91,724.59 4,364.73 9,781.08 86,308.24 Fund: 296 91,724.59 4,364.73 9,781.08 86,308.24 Fund: 297 - RAMSDELL RESTORATION PROJECT Dept: 000 001.000 Cash 1,516.04 0.06 0.00 1,516.10 Total Dept: 000 1,516.04 0.06 0.00 1,516.10 Fund: 297 1,516.04 0.06 0.00 1,516.10 Fund: 430 - CAPITAL IMPROVEMENT FUND Dept: 000 001.000 Cash 83,366.41 3.53 0.00 83,369.94 Total Dept: 000 83,366.41 3.53 0.00 83,369.94 Fund: 430 83,366.41 3.53 0.00 83,369.94 Fund: 490 - RENAISSANCE PARK Dept: 000 001.000 Cash 6,712.86 0.28 0.00 6,713.14 Total Dept: 000 6,712.86 0.28 0.00 6,713.14 Fund: 490 6,712.86 0.28 0.00 6,713.14 Fund: 508 - BOAT RAMP FUND Dept: 000 001.000 Cash 2,762.70 2,385.21 193.18 4,954.73 004.000 Cash - Petty 1,001.00 0.00 0.00 1,001.00 Total Dept: 000 3,763.70 2,385.21 193.18 5,955.73 Fund: 508 3,763.70 2,385.21 193.18 5,955.73 Fund: 573 - WATER & SEWER UTILITY Dept: 000 001.000 Cash 428,338.56 557,853.77 361,124.57 625,067.76 001.002 Cash - Escrow 30,200.00 1,000.00 800.00 30,400.00 004.000 Cash - Petty 300.00 0.00 0.00 300.00  CASH TRANSACTIONS REPORT Page: 3 MONTH: JUNE 7/31/2013 City of Manistee 2:34 pm Account Number Beginning Balance Debit Credit Ending Balance Dept: 000 017.000 MBIA Mi Class Inv 488,597.17 16.12 0.00 488,613.29 Total Dept: 000 947,435.73 558,869.89 361,924.57 1,144,381.05 Fund: 573 947,435.73 558,869.89 361,924.57 1,144,381.05 Fund: 594 - MARINA FUND Dept: 000 001.000 Cash 18,863.73 18,539.76 37,126.24 277.25 004.000 Cash - Petty 300.00 0.00 0.00 300.00 Total Dept: 000 19,163.73 18,539.76 37,126.24 577.25 Fund: 594 19,163.73 18,539.76 37,126.24 577.25 Fund: 661 - MOTOR POOL FUND Dept: 000 001.000 Cash 466,161.95 23,808.23 0.00 489,970.18 Total Dept: 000 466,161.95 23,808.23 0.00 489,970.18 Fund: 661 466,161.95 23,808.23 0.00 489,970.18 Fund: 703 - CURRENT TAX COLLECTION Dept: 000 001.000 Cash 0.00 238,152.14 0.00 238,152.14 Total Dept: 000 0.00 238,152.14 0.00 238,152.14 Fund: 703 0.00 238,152.14 0.00 238,152.14 Fund: 704 - PAYROLL CLEARING FUND Dept: 000 001.000 Cash 61,462.92 464,588.79 472,954.73 53,096.98 001.005 Cash - NEW Flex \ HRA 9,162.72 16,960.77 16,973.14 9,150.35 001.007 Cash - Federal & State Taxes 2.39 57,712.23 57,712.15 2.47 Total Dept: 000 70,628.03 539,261.79 547,640.02 62,249.80 Fund: 704 70,628.03 539,261.79 547,640.02 62,249.80 Fund: 705 - DELINQUENT TAX COLLECTION Dept: 000 001.000 Cash 15,459.89 2,811.13 10,111.03 8,159.99 Total Dept: 000 15,459.89 2,811.13 10,111.03 8,159.99 Fund: 705 15,459.89 2,811.13 10,111.03 8,159.99 Grand Totals: 4,279,840.45 2,963,404.91 2,822,223.12 4,421,022.24  RESOLUTION OF THANKS AND APPRECIATION Morgan Haywood WHEREAS, On Sunday, July 28, 2013 Morgan Haywood was charged with the care and custody of three small children (her first babysitting job) in their home on Fifth Street; and WHEREAS, At approximately 3:35 p.m. the smoke alarms began sounding in the house, and remaining calm, Morgan noted smoke in the house and took action to secure the safety of the children by taking them outside; and WHEREAS, Ms. Haywood initiated calls to the children’s parents and the Manistee Fire Department through 9-1-1; now, therefore, be it RESOLVED, That on behalf of the Manistee City Council and the Citizens of this Community, we give thanks and appreciation to Morgan Haywood for her poise and calmness under extreme pressure. Her actions directly impacted the positive outcome of this very volatile and dangerous situation. The children were returned to their parents unharmed and the fire was extinguished. The Citizens of Manistee recognize Morgan Haywood as a true hero. FURTHER SAYETH NOT THIS RESOLUTION. _______________________________ Mayor Colleen Kenny Dated ATTEST: __________________________________ Michelle Wright, City Clerk Dated