City Council

MANISTEE CITY COUNCIL MEETING AGENDA TUESDAY, APRIL 15, 2014 – 7:00 P.M. – COUNCIL CHAMBERS I. Call to Order. a.) PLEDGE OF ALLEGIANCE. b.) ROLL CALL. II. Public Hearings / Presentation. a.) PRESENTATION OF UTILITY RATE STUDY BY ANDY BURNHAM FROM BURTON & ASSOCIATES. b.) PUBLIC HEARING ON THE 2014-2015 BUDGET AND CAPITAL IMPROVEMENT PLAN. The City fiscal year runs from July 1 through June 30. Under Section 7-4 of the Charter, a public hearing is required on the budget which must be adopted not later than May 15 of each year. A work session was held on Tuesday, April 8 with an additional work session scheduled for this evening. Optional work sessions are scheduled for Tuesday, April 22 and Tuesday, April 29. The Budget Calendar anticipates adoption of the budget at the May 6, 2014 meeting. At this time the public has an opportunity to comment on the 2014-2015 Budget and Capital Improvement Plan. No action is anticipated at the conclusion of the public hearing. III. Citizen Comments on Agenda Related Items. CITY COUNCIL AGENDA – APRIL 15, 2014 PAGE 1 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. XI. b.) Notification Regarding Next Work Session. c.) Consideration of a Resolution, Administrative Professionals Week and Day. d.) Consideration of a Special Olympics Tag Day. At this time Council could take action to approve the Consent Agenda as presented. *V. Approval of Minutes. Approval of the minutes of the April 1, 2014 regular meeting and the April 8, 2014 work session as attached. VI. Financial Report. *a.) APPROVAL OF PAYROLL. VII. Unfinished Business. VIII. New Business. a.) CONSIDERATION OF MDOT ANNUAL TRUNKLINE PERMIT. The City of Manistee obtains an annual permit through the Michigan Department of Transportation (MDOT) to complete maintenance activities, operate utilities, and implement programs such as Blossom Boulevard within the US-31 right-of- way. The resolution is required to ensure all parties are aware of responsibilities and obligations. At this time Council could take action to approve the Performance Resolution for Governmental Agencies with the Michigan Department of Transportation. b.) CONSIDERATION OF CREATING AN ADOPT-A-PARK PROGRAM. Over the past year the Parks and Beautification Commission has been researching how communities across the State have been successfully engaging community members to participate in keeping community park systems healthy and viable. The proposed Adopt-A-Park program provides community groups and individuals CITY COUNCIL AGENDA – APRIL 15, 2014 PAGE 2  a way of becoming involved with the parks system, while keeping the efforts coordinated within the Parks Department. At this time Council could take action to approve the creation of an Adopt-A-Park program as prepared by the Parks and Beautification Commission. c.) CONSIDERATION OF APPLICATIONS TO BOARDS AND COMMISSIONS. In January, the City Clerk took action to advertise vacancies on various boards and commissions including the Historic District Commission, the Ramsdell Theatre Governing Authority and the Tree Commission. Since that posting additional applications have been received. 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: HISTORIC DISTRICT COMMISSION Two vacancies, one unexpired term ending 02/28/15 and one three-year term ending 02/28/17, applicants must be a City resident; Council appointment. Patrick Kay, 438 Third Street, Apt A, Manistee RAMSDELL THEATRE GOVERNING AUTHORITY Two unexpired terms ending 06/30/15 and 06/30/16; Mayoral appointment. Joseph Frederick, 3765 Chamberlain Road, Arcadia TREE COMMISSION One vacancy, three-year term ending 12/31/16; Mayoral appointment. Bruce A. Schamb, 338 Fourth Street, Manistee At this time the Mayor and Council could take action to make appointments as noted above. CITY COUNCIL AGENDA – APRIL 15, 2014 PAGE 3 IX. Notices, Communications, Announcements. a.) A REPORT FROM THE CITY ASSESSOR. A regular part of each Council meeting is a report from a cooperating agency, organization or department. At this time Ms. Julie Beardslee will report on the activities of the City Assessor’s Office 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. Optional Council work sessions have been scheduled for Tuesday, April 22, 2014 and Tuesday, April 29, 2014 to continue discussions on the 2014-2015 Budget and Capital Improvement Plan; and such business as may come before the Council. No action is required on this item. *c.) CONSIDERATION OF A RESOLUTION, ADMINISTRATIVE PROFESSIONALS WEEK AND DAY. In recognition of the contributions to the workplace provided by all office professionals, a resolution has been prepared proclaiming the week of April 20-26, 2014 as Administrative Professionals Week and Wednesday, April 23, 2014 as Administrative Professionals Day in the City of Manistee. At this time Council could take action to proclaim the week of April 20-26, 2014 as Administrative Professionals Week and Wednesday, April 23, 2014 as Administrative Professionals Day in the City of Manistee. *d.) CONSIDERATION OF A SPECIAL OLYMPICS TAG DAY. Special Olympics for Area 24 have requested authorization to conduct a tag day fundraiser on Saturday, June 7, 2014. Special Olympics are a nonprofit organization that provides athletic competition for athletes who are mentally impaired. All funds raised locally are spent locally. At this time Council could take action to authorize a Special Olympics Tag Day on Saturday, June 7, 2014. CITY COUNCIL AGENDA – APRIL 15, 2014 PAGE 4 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 to Budget Work Session. A Council work session on the proposed Fiscal Year 2014-2015 Budget and Capital Improvement Plan has been scheduled for immediately following the regular meeting. MDD:cl COUNCIL AGENDA ATTACHMENTS: Council Meeting Minutes – April 1, 2014 Council Work Session Minutes – April 8, 2014 MDOT Annual Trunkline Permit Adopt-A-Park Program Board & Commission Applications APW Resolution Special Olympics Tag Day CITY COUNCIL AGENDA – APRIL 15, 2014 PAGE 5  PROCEEDING OF THE MANISTEE CITY COUNCIL – APRIL 1, 2014 A regular meeting of the Manistee City Council was called to order by her Honor, Mayor Colleen Kenny on Tuesday, April 1, 2014 at 7:00 p.m. in the City of Manistee Council Chambers, 70 Maple Street, followed by the Pledge of Allegiance. PRESENT: Colleen Kenny, Edward Cote, Catherine Zaring, Mark Wittlief, and Eric Gustad. ABSENT: Robert Hornkohl and Chip Goodspeed. ALSO PRESENT: City Manager – Mitch Deisch, City Attorney – George Saylor, City Deputy Clerk – Mary Bachman, Director of Public Safety – Dave Bachman, Finance Director – Ed Bradford, and City Engineer – Shawn Middleton. CITIZENS COMMENTS ON AGENDA RELATED ITEMS. No citizen comments received. CONSENT AGENDA. Minutes - March 17, 2014 - Regular Meeting Payroll - March 03 – March 16, 2014 - $107,066.34 March 17 – March 30, 2014 - $111,283.60 Notification Regarding Next Work Session – April 8, 2014 A discussion will be conducted on the 2014-2015 Budget Recommendations; and such business as may come before the Council. Consideration of Proclaiming April as Parkinson’s Disease Awareness Month. MOTION by Cote, second by Zaring to take action to approve the Consent Agenda as presented. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Zaring, Wittlieff, and Gustad NAYS: None CONSIDERATION OF A RESOLUTION, MDNR WATERWAYS GRANT FOR MARINA DREDGING PROJECT. Originally the City was awarded a grant in the amount of $24,000 from the Michigan Department of Natural Resources Waterways Division for dredging at the Municipal Marina. Bids came in higher than expected and the State of Michigan authorized additional money for this project at a not to exceed amount of $65,000. This addendum to the original award is necessary in order to draw down the funds for the project. The project was awarded to Swidorski Brothers in December for a spring project. There is no City match. MOTION by Gustad, second by Zaring to take action to accept the agreement addendum from the Michigan Department of Natural Resources accepting the not to exceed amount of $65,000 for dredging at the Municipal Marina; and further authorize the Mayor and City Clerk to execute the documents. Discussion followed. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Zaring, Wittlieff, and Gustad NAYS: None CONSIDERATION OF ENTERING INTO A FIVE-YEAR AGREEMENT WITH ANDERSON TACKMAN & COMPANY, PLC CPA TO CONDUCT CITY AND DDA ANNUAL AUDIT. The City’s contract with Gabridge and Co. for the City and DDA audit has expired. The City issued a Request for Proposals for auditing services. Ten firms responded. Anderson Tackman & Company, PLC CPA was the low responsible bidder. They bid a total of $46,750 for five years of conducting the base audit, $8,250 for five years of conducting the DDA audit, and $2,500 per year to conduct a single audit, if needed. The City Attorney has prepared and approved a contract for these services. MOTION by Cote, second by Zaring to take action to enter into a five-year agreement with Anderson Tackman & Company, PLC CPA to conduct the City and DDA audit. Discussion followed. With a roll call vote this motion passed unanimously. AYES: Kenny, Cote, Zaring, Wittlieff, and Gustad NAYS: None A REPORT FROM THE HOUSING COMMISSION AND THE COUNTY PROSECUTOR. Mr. Clinton McKinven-Copus reported on the activities of the Manistee Housing Commission and responded to questions the Council had regarding their activities. Mr. Ford Stone reported on the activities of the Manistee County Prosecutor’s Office and responded to questions the Council had regarding their activities. INTRODUCTION OF THE FISCAL YEAR 2014-2015 BUDGET. Administration has prepared the proposed 2014-2015 Fiscal Year Budget. City Manager Mitch Deisch and Finance Director Ed Bradford gave a brief introduction of the budget recommendations to City Council and the Community. Various budget work sessions have been established: a regular work session on Tuesday, April 8; a work session on Tuesday, April 15; and optional work sessions on Tuesday, April 22 and Tuesday, April 29, 2014. The public hearing to review these budget recommendations and receive public input on them has been scheduled for Tuesday, April 15, 2014. Budget adoption is anticipated at the regular meeting of May 6, 2014. CITIZEN COMMENT. None received. OFFICIALS AND STAFF. None received. COUNCILMEMBERS. Gustad asked about the progress on the 12th Street meetings, Deisch responded, a separate meeting is being scheduled to meet with the three property owners involved. ADJOURN. MOTION to adjourn was made by Zaring, second by Cote. Meeting adjourned at 8:20 p.m. Mary Bachman, CMC/MMC, LIA Deputy Clerk/Payroll & Benefits