City Council

MANISTEE CITY COUNCIL MEETING AGENDA TUESDAY, DECEMBER 3, 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. b.) Notification Regarding next Work Session. At this time Council could take action to approve the Consent Agenda as presented. *V. Approval of Minutes. Approval of the minutes of the November 19, 2013 regular meeting as attached. VI. Financial Report. *a.) APPROVAL OF PAYROLL. *b.) CASH BALANCES REPORT. CITY COUNCIL AGENDA – DECEMBER 3, 2013 PAGE 1 VII. Unfinished Business. VIII. New Business. a.) CONSIDERATION OF ALLOWING CITY MANAGER MITCHELL D. DEISCH TO JOIN THE MICHIGAN EMPLOYEE'S RETIREMENT SYSTEM (MERS) NON-UNION DEFINED BENEFIT RETIREMENT PLAN. City Council and City Manager Mitchell D. Deisch (MD) approved a revised employment agreement on September 16, 2013. Included in this employment agreement was a provision that allowed MD to join the MERS non-union defined benefit plan, subject to confirmation by MERS. MERS has confirmed that MD is elgible to join the non-union defined benefit plan. A supplemental valuation was prepared and provided to City Council. MD will be 100% responsible for the purchase of all eligible years of service. At this time Council could take action to approve City Manager Mitchell D. Deisch to join the Michigan Employees Retirement System City of Manistee non- union defined benefit plan in accordance to the terms in the City of Manistee / Mitchell D. Deisch employment agreement. b.) CONSIDERATION OF APPLICATIONS TO BOARDS AND COMMISSIONS. The City Clerk has taken action to advertise vacancies on the Airport Authority, Board of Review, Compensation Commission, Downtown Development Authority, Historic District Commission, Non-Motorized Transportation Committee, Tree Commission 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: AIRPORT AUTHORITY. One vacancy, two-year term ending 11/30/15. This is the City’s nomination to the County Airport Authority, Mayoral appointment. None received. BOARD OF REVIEW. One Regular member term ending 12/31/16, two Alternate members terms ending 12/31/14 and 12/31/16, Council appointment. Applicants shall be taxpaying electors of the City who are owners of property assessed for CITY COUNCIL AGENDA – DECEMBER 3, 2013 PAGE 2  taxes in the City and, at the time of their appointment, are neither elected nor appointed officials of the City. None received. COMPENSATION COMMISSION. One vacancy, five-year term ending 09/30/18, Mayoral appointment. Donna Korzeniewski, 17 Magill Street* DOWNTOWN DEVELOPMENT AUTHORITY. One vacancy for a Resident member, unexpired term ending 06/30/15, Mayoral appointment. None received. HISTORIC DISTRICT COMMISSION. One unexpired term ending 02/28/15, Council appointment. None received. NON-MOTORIZED TRANSPORTATION COMMITTEE. Two unexpired terms ending 03/31/13 and 03/31/15, Mayoral appointment. None received. TREE COMMISSION. Three vacancies, three-year terms ending 12/31/16, Mayoral appointment. Susan Verheek, 417 Second Street* Pat Sagala, 811 Oak Street* ZONING BOARD OF APPEALS. Alternate member, one unexpired term ending 05/31/15, Mayoral appointment. None received. *Incumbent At this time the Mayor and Council could take action to make appointments as noted above. CITY COUNCIL AGENDA – DECEMBER 3, 2013 PAGE 3 IX. Notices, Communications, Announcements. a.) A REPORT FROM THE 2-1-1 ACTION TEAM AND REPUBLIC SERVICES. A regular part of each Council meeting is a report from a cooperating agency, organization or department. At this time Ms. Evelyn Szpliet will report on the activities of the 2-1-1 Action Team and respond to any questions the Council may have regarding their activities. At this time Mr. Todd Harland will report on the activities of Republic Services and respond to any questions the Council may have regarding their activities. No action is required on this item. *b.) NOTIFICATION REGARDING NEXT WORK SESSION. A Council work session has been scheduled for Tuesday, December 10, 2013 at 7 p.m. A discussion will be conducted on the Street Asset Management Plan; and such business as may come before the Council. No action is required on this item. 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. XI. Adjourn. MDD:cl COUNCIL AGENDA ATTACHMENTS: Council Meeting Minutes – November 19, 2013 Cash Balances Report MERS Documentation for City Manager Board and Commission Applications CITY COUNCIL AGENDA – DECEMBER 3, 2013 PAGE 4  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – November 19, 2013 A regular meeting of the Manistee City Council was called to order by her honor, Mayor Colleen Kenny on Tuesday, November 19, 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, Mark Wittlieff, and Eric Gustad. ALSO PRESENT: City Manager – Mitch Deisch, City Attorney – George Saylor, City Clerk – Michelle Wright, DPW Director – Jeff Mikula, Finance Director – Ed Bradford, Public Safety Director – Dave Bachman, and City Engineer – Shawn Middleton/Spicer Group. CITIZEN COMMENTS ON AGENDA RELATED ITEMS. None received. CONSENT AGENDA.  Minutes ‐ October 15, 2013 ‐ Regular Meeting ‐ November 6, 2013 ‐ Regular Meeting ‐ November 12, 2013 ‐ Organizational Meeting  Payroll ‐ October 14‐27, 2013 ‐ $ 116,626.35 ‐ Oct. 28 – Nov. 10, 2013 ‐ $ 111,549.20  Cash Balances Report ‐ September 2013  Monthly Bills ‐ November 10, 2013 ‐ $ 487,865.73 ‐ November 10, 2013 EFT ‐ $ 48,574.31 ‐ November 18, 2013 EFT ‐ $ 7,065.21 ‐ November 29, 2013 ‐ $ 238,422.34  Notification Regarding Next Work Session – December 10, 2013 A discussion will be conducted on the Street Asset Management Plan; and such business as may come before the Council.  Consideration of Victorian Sleighbell Parade and Old Christmas Weekend. The Annual Victorian Sleighbell Parade and Old Christmas Weekend are scheduled for December 5‐8, 2013. The Manistee Main Street DDA and Festival Committee are requesting various street closures and other assistance from City personnel. This annual event includes a parade on River Street followed by fireworks and other activities throughout the weekend that highlight our Victorian heritage. Public Safety Director Dave Bachman supports approval of this request. MOTION by Hornkohl, second by Goodspeed to approve the Consent Agenda as presented. With a roll call vote this motion passed unanimously. | Page 1  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – November 19, 2013 AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, Wittlieff, and Gustad NAYS: None CONSIDERATION OF APPOINTING STREET ADMINISTRATOR. Whereas, Section 13 (9) of Act 51, Public Acts of 1951 provided that each incorporated city and village to which funds are returned under the provisions of this section, that, “the responsibility for street improvements, maintenance, and traffic operations work, and the development, construction, or repair of off‐street parking facilities and construction or repair of street lighting shall be coordinated by a single administrator to be designated by the governing body who shall be responsible for and shall represent the municipality in transactions with the State Transportation Department pursuant to this act.” MOTION by Goodspeed, second by Hornkohl to designate Jeffrey W. Mikula as the single Street Administrator for the City of Manistee in all transactions with the State Transportation Department as provided in Section 13 of Act 51. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, Wittlieff, and Gustad NAYS: None CONSIDERATION OF PURCHASING WATER DEPARTMENT SERVICE TRUCK. The City of Manistee Department of Public Works has solicited bids to replace the existing 2004 Econoline Van which is currently used daily by the service person in the water department. The existing van is not rated for the heavy loads that we have subjected it to over the last 10 years. As such, the van requires frequent maintenance and has reached its useful service life. The proposed replacement is a 2014 one ton truck with a full service body. This new water service truck was included in the revised Motor Pool plan which was presented to Council at the 10/8/13 work session. Bids were solicited from the three local vendors. Two bids were received with the low bid of $33,613 submitted by Manistee Ford. MOTION by Hornkohl, second by Cote to approve the purchase of one F350 Truck with a Reading Service body from Manistee Ford. The bid amount is $33,613 less trade‐in allowance of $1,600 for the existing van; for a total purchase price of $32,013. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, Wittlieff, and Gustad NAYS: None | Page 2  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – November 19, 2013 CONSIDERATION OF A RESOLUTION RECOGNIZING THE UNITED WAY AS A NON‐PROFIT ORGANIZATION. As part of their annual fundraising campaign the United Way would like to conduct a raffle. Prior to the State of Michigan issuing a license for this raffle the City of Manistee would need to recognize the United Way as a non‐profit organization. MOTION by Cote, second by Goodspeed to recognize the Manistee United Way as a non‐profit organization for the purpose of applying for a Charitable Gaming License through the State of Michigan. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, Wittlieff, and Gustad NAYS: None CONSIDERATION OF A PROFESSIONAL SERVICES AGREEMENT WITH THE SPICER GROUP; SAW GRANT RESOLUTION. The City of Manistee has been working with the Spicer Group to prepare a scope of work to apply for and complete design work, studies and asset management plans for the wastewater and stormwater systems. The scope of work totals $1,905,000 with the maximum local match being $326,250. The Michigan Department of Environmental Quality (MDEQ) has determined on a preliminary basis that Manistee qualifies as a disadvantaged business based on the debt load of the utility systems. If confirmed, the local match would be $0.00. MOTION by Hornkohl, second by Goodspeed to approve a Professional Services Agreement with Spicer Group, Inc. in the amount of $1,905,000; authorize the City Manager to execute the SAW Grant application on behalf of the City; and to approve the MDEQ resolution authorizing the SAW grant agreement. Lengthy discussion followed. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Hornkohl, Goodspeed, Zaring, Wittlieff, and Gustad NAYS: None A REPORT FROM THE HARBOR COMMISSION, DPW/PARKS/TREE COMMISSION. Harbormaster Dave Bachman reported on the activities of the Harbor Commission and responded to questions the Council had regarding their activities. Public Works Leadman Brandon Prince, Parks Leadman Gary Niesen, and DPW Director Jeff Mikula reported on the activities of the DPW/Parks/Tree Commission and responded to questions the Council had regarding their activities. | Page 3  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – November 19, 2013 PRESENTATION OF FIRST QUARTER FINANCIAL REPORT AND INVESTMENT UPDATE BY FINANCE DIRECTOR ED BRADFORD. CITIZEN COMMENT. Representative Ray Franz gave an update on recent bills that have been approved in Lansing. OFFICIALS AND STAFF. Deisch commented on the inaccuracy of recent paid advertisements in the Manistee News Advocate by “The Real Manistee” group. COUNCILMEMBERS. Goodspeed wished everyone a Happy Thanksgiving. Zaring stated that the Sleighbell Parade committee is in need of information ambassadors. Wittlieff reminded the public of the Planning Commission’s master plan visioning session to be held Thursday, November 21st. Kenny stated that the work session on December 10th will have a discussion on the City’s street asset management plan; nice article in Midwest Living on Manistee and the Sleighbell Weekend; and wished everyone a safe and enjoyable Thanksgiving. ADJOURN. MOTION to adjourn was made by Goodspeed, second by Hornkohl. Meeting adjourned at 8:58 p.m. Michelle Wright MMC / CPFA, MiCPT City Clerk/Deputy Treasurer | Page 4  CASH TRANSACTIONS REPORT DRAFT***DRAFT***DRAFT Page: 1 MONTH: OCTOBER 11/25/2013 City of Manistee 9:29 am Account Number Beginning Balance Debit Credit Ending Balance Fund: 100 - A\P PAYING FUND Dept: 000 001.000 Cash 4,219.39 782,284.28 782,279.68 4,223.99 Total Dept: 000 4,219.39 782,284.28 782,279.68 4,223.99 Fund: 100 4,219.39 782,284.28 782,279.68 4,223.99 Fund: 101 - GENERAL FUND Dept: 000 001.000 Cash 2,405,036.87 446,213.14 508,297.48 2,342,952.53 001.002 Cash - Escrow 55,927.01 1,030.00 103.90 56,853.11 004.000 Cash - Petty 800.00 0.00 0.00 800.00 017.000 MBIA Mi Class Inv 57,149.46 1.02 0.00 57,150.48 Total Dept: 000 2,518,913.34 447,244.16 508,401.38 2,457,756.12 Fund: 101 2,518,913.34 447,244.16 508,401.38 2,457,756.12 Fund: 202 - MAJOR STREET FUND Dept: 000 001.000 Cash 47,305.63 131,931.62 111,379.15 67,858.10 Total Dept: 000 47,305.63 131,931.62 111,379.15 67,858.10 Fund: 202 47,305.63 131,931.62 111,379.15 67,858.10 Fund: 203 - LOCAL STREET FUND Dept: 000 001.000 Cash 75,640.91 11,239.26 46,750.00 40,130.17 Total Dept: 000 75,640.91 11,239.26 46,750.00 40,130.17 Fund: 203 75,640.91 11,239.26 46,750.00 40,130.17 Fund: 204 - STREET IMPROVEMENT FUND Dept: 000 001.000 Cash 23,090.74 1,385.01 0.00 24,475.75 Total Dept: 000 23,090.74 1,385.01 0.00 24,475.75 Fund: 204 23,090.74 1,385.01 0.00 24,475.75 Fund: 226 - CITY REFUSE FUND Dept: 000 001.000 Cash 199,504.51 29,080.83 12,686.48 215,898.86 001.030 Cash Mgt Chk 98,880.97 4.20 0.00 98,885.17 Total Dept: 000 298,385.48 29,085.03 12,686.48 314,784.03 Fund: 226 298,385.48 29,085.03 12,686.48 314,784.03 Fund: 243 - BROWNFIELD REDEVELOPMENT AUTHO Dept: 000 001.000 Cash 66,532.58 0.00 0.00 66,532.58 Total Dept: 000 66,532.58 0.00 0.00 66,532.58 Fund: 243 66,532.58 0.00 0.00 66,532.58 Fund: 245 - OIL & GAS FUND Dept: 000 001.000 Cash 12,542.24 56,893.28 0.00 69,435.52 001.020 Money Market 302,205.09 0.00 0.00 302,205.09 Total Dept: 000 314,747.33 56,893.28 0.00 371,640.61 Fund: 245 314,747.33 56,893.28 0.00 371,640.61  CASH TRANSACTIONS REPORT DRAFT***DRAFT***DRAFT Page: 2 MONTH: OCTOBER 11/25/2013 City of Manistee 9:29 am Account Number Beginning Balance Debit Credit Ending Balance Fund: 249 - BUILDING INSPECTOR Dept: 000 001.000 Cash 14,120.35 498.04 3,912.00 10,706.39 Total Dept: 000 14,120.35 498.04 3,912.00 10,706.39 Fund: 249 14,120.35 498.04 3,912.00 10,706.39 Fund: 251 - EPA GRANT - PETROLEUM Dept: 000 001.000 Cash -1,348.24 0.00 340.00 -1,688.24 Total Dept: 000 -1,348.24 0.00 340.00 -1,688.24 Fund: 251 -1,348.24 0.00 340.00 -1,688.24 Fund: 252 - EPA GRANT - HAZARDOUS Dept: 000 001.000 Cash -17,670.55 0.00 841.72 -18,512.27 Total Dept: 000 -17,670.55 0.00 841.72 -18,512.27 Fund: 252 -17,670.55 0.00 841.72 -18,512.27 Fund: 275 - GRANT MANAGEMENT FUND Dept: 000 001.000 Cash 7,476.91 20,530.00 23,335.42 4,671.49 Total Dept: 000 7,476.91 20,530.00 23,335.42 4,671.49 Fund: 275 7,476.91 20,530.00 23,335.42 4,671.49 Fund: 290 - PEG COMMISSION Dept: 000 001.000 Cash 17,419.52 950.62 3,256.49 15,113.65 Total Dept: 000 17,419.52 950.62 3,256.49 15,113.65 Fund: 290 17,419.52 950.62 3,256.49 15,113.65 Fund: 296 - RAMSDELL THEATRE Dept: 000 001.000 Cash 83,821.37 12,806.58 19,069.96 77,557.99 004.000 Cash - Petty 500.00 0.00 0.00 500.00 Total Dept: 000 84,321.37 12,806.58 19,069.96 78,057.99 Fund: 296 84,321.37 12,806.58 19,069.96 78,057.99 Fund: 297 - RAMSDELL RESTORATION PROJECT Dept: 000 001.000 Cash 1,686.22 0.07 0.00 1,686.29 Total Dept: 000 1,686.22 0.07 0.00 1,686.29 Fund: 297 1,686.22 0.07 0.00 1,686.29 Fund: 430 - CAPITAL IMPROVEMENT FUND Dept: 000 001.000 Cash 299,378.52 12.21 0.00 299,390.73 Total Dept: 000 299,378.52 12.21 0.00 299,390.73 Fund: 430 299,378.52 12.21 0.00 299,390.73 Fund: 490 - RENAISSANCE PARK Dept: 000 001.000 Cash 4,841.67 0.20 0.00 4,841.87  CASH TRANSACTIONS REPORT DRAFT***DRAFT***DRAFT Page: 3 MONTH: OCTOBER 11/25/2013 City of Manistee 9:29 am Account Number Beginning Balance Debit Credit Ending Balance Total Dept: 000 4,841.67 0.20 0.00 4,841.87 Fund: 490 4,841.67 0.20 0.00 4,841.87 Fund: 508 - BOAT RAMP FUND Dept: 000 001.000 Cash 21,012.62 0.11 18,246.52 2,766.21 004.000 Cash - Petty 1.00 0.00 0.00 1.00 Total Dept: 000 21,013.62 0.11 18,246.52 2,767.21 Fund: 508 21,013.62 0.11 18,246.52 2,767.21 Fund: 573 - WATER & SEWER UTILITY Dept: 000 001.000 Cash 518,578.41 411,513.33 147,466.39 782,625.35 001.002 Cash - Escrow 32,800.00 1,400.00 1,800.00 32,400.00 004.000 Cash - Petty 300.00 0.00 0.00 300.00 017.000 MBIA Mi Class Inv 488,660.26 8.78 0.00 488,669.04 Total Dept: 000 1,040,338.67 412,922.11 149,266.39 1,303,994.39 Fund: 573 1,040,338.67 412,922.11 149,266.39 1,303,994.39 Fund: 594 - MARINA FUND Dept: 000 001.000 Cash 78,203.73 15,469.31 48,359.56 45,313.48 Total Dept: 000 78,203.73 15,469.31 48,359.56 45,313.48 Fund: 594 78,203.73 15,469.31 48,359.56 45,313.48 Fund: 661 - MOTOR POOL FUND Dept: 000 001.000 Cash 355,724.39 23,347.61 29,334.18 349,737.82 001.002 Cash - Escrow 271,273.24 0.00 0.00 271,273.24 Total Dept: 000 626,997.63 23,347.61 29,334.18 621,011.06 Fund: 661 626,997.63 23,347.61 29,334.18 621,011.06 Fund: 703 - CURRENT TAX COLLECTION Dept: 000 001.000 Cash 210,837.79 65,188.46 210,696.21 65,330.04 Total Dept: 000 210,837.79 65,188.46 210,696.21 65,330.04 Fund: 703 210,837.79 65,188.46 210,696.21 65,330.04 Fund: 704 - PAYROLL CLEARING FUND Dept: 000 001.000 Cash 9,209.02 548,109.17 543,120.34 14,197.85 001.005 Cash - NEW Flex \ HRA 11,049.94 9,797.17 9,112.52 11,734.59 001.007 Cash - Federal & State Taxes 2.99 85,597.76 57,047.30 28,553.45 Total Dept: 000 20,261.95 643,504.10 609,280.16 54,485.89 Fund: 704 20,261.95 643,504.10 609,280.16 54,485.89 Grand Totals: 5,756,714.56 2,655,292.06 2,577,435.30 5,834,571.32