City Council

PROCEEDINGS OF THE MANISTEE CITY COUNCIL – NOVEMBER 8, 2023 A regular meeting of the Manistee City Council was called to order by her honor, Mayor Jermaine Sullivan on Wednesday, November 8, 2023, at 7:00 p.m. in the City Hall Council Chambers, 70 Maple Street, followed by the Pledge of Allegiance. PRESENT: David Bachman, Lynda Beaton, Cindy Lundberg, Jermaine Sullivan, Seth Pratt, James Grabowski, and Erin Martin Pontiac ABSENT: None ALSO PRESENT: Police Chief – Josh Glass, City Attorney – Tim Figura, City Clerk – Heather Pefley, DPW Director – Jeff Mikula, Finance Director – Ed Bradford, Fire Chief – Tom Hernden, , and City Engineer – Shawn Middleton CITIZEN COMMENTS ON AGENDA RELATED ITEMS No comments received. CONSENT AGENDA • Minutes October 17, 2023 Regular Meeting • Financial Reports Cash Balances September 2023 Revenue & Expenses September 2023 • Notification of next study session – Tuesday, November 14, 2023, following the Organizational meeting. A discussion will be conducted on City ordinance changes and Munson Healthcare Manistee Hospital changes; and such business as may come before Council. MOTION by Pratt, second by Grabowski to approve the Consent Agenda as presented. With a roll call vote this motion passed unanimously. AYES: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac NAYS: None PRESENTATION BY KEN TALSMA OF ANDERSON TACKMAN ON THE JUNE 30, 2023 AUDIT. Mr. Ken Talsma, lead auditor of Anderson, Tackman, & Company PLC, provided an overview of the City’s June 30, 2023 audit. The City received an unmodified opinion for this audit. CONSIDERATION OF THE ANNUAL AUDIT COMMITTEE REPORT. The Council Audit Committee is established by Section 23 of the City Council Guidelines. This section spells out the duties and responsibilities of the committee. As part of its responsibilities the Audit Committee prepares a written report on how the committee discharged its duties and responsibilities. MOTION by Grabowski, second by Pratt to accept the annual report of the Council Audit Committee. | Page 1  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – NOVEMBER 8, 2023 With a roll call vote this motion passed unanimously. AYES: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac NAYS: None CONSIDERATION OF A CONTRACT EXTENSION WITH ANDERSON TACKMAN & COMPANY, PLC FOR AUDITING SERVICES. The City's five-year contract for auditing services expires at the conclusion of the FY 2023 audit. The Council Audit Committee and CFO both recommend that the City extend the contract with the existing audit firm, Anderson Tackman & Company, PLC, for an additional five years. MOTION by Bachman, second by Grabowski to approve a contract extension with Anderson Tackman & Company, PLC for auditing services; and authorize the Mayor and City Clerk to execute the agreement. With a roll call vote this motion passed unanimously. AYES: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac NAYS: None CONSIDERATION OF ADOPTING AN AMENDMENT TO COUNCIL POLICY 13 – PURCHASING POLICY. The City of Manistee has adopted CP-13 Purchasing Policy which establishes guidelines for City purchases. Supply chain issues, short inventory and long lead times have led to difficulty procuring vehicles and equipment. The need to make purchase decisions quickly without additional Council approval for budgeted items such as police cars was discussed at the October 17, 2023 meeting. The purchasing policy has been reviewed and an amendment has been drafted that would allow for the purchase of vehicles and equipment that were approved in the adopted budget, without further Council approval, for purchases within 15% of the budgeted amount up to $80,000. MOTION by Lundberg, second by Grabowski to adopt an amendment to CP-13 Purchasing Policy. Council requested staff have a procedure in place to notify them in writing when a purchase is made and include the purchase price of the vehicle. With a roll call vote this motion passed unanimously. AYES: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac NAYS: None CONSIDERATION OF A RESOLUTION TO AUTHORIZE COMMERCIAL CREDIT CARD ACCOUNT AGREEMENT WITH HUNTINGTON BANK. The City currently has its credit card agreement with PNC Bank. The City uses Huntington Bank for all of its operational needs. In order to streamline and simplify operations, the City would like to change its credit card partner to Huntington Bank as well. MOTION by Grabowski, second by Martin Pontiac to authorize Commercial Credit Card Account | Page 2  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – NOVEMBER 8, 2023 Agreement with Huntington Bank. With a roll call vote this motion passed unanimously. AYES: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac NAYS: None CONSIDERATION OF AUTHORIZING CONTRACT EXTENSION WITH SPICER GROUP INC. Spicer Group Inc. (Spicer) has been the City’s Engineer of Record (EOR) since 2013. The current five (5) year contract expired October 2, 2023. Based on the reasonableness of the proposed contract extension and the high level of service Spicer has provided the City, City staff are recommending approving the five (5) year extension. The contract has been reviewed by the City Attorney. MOTION by Pratt, second by Martin Pontiac to approve the contract extension with Spicer Group Inc.; and authorize the Mayor and City Clerk to execute the agreement. With a roll call vote this motion passed unanimously. AYES: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac NAYS: None CONSIDERATION OF AUTHORIZING AMENDMENT ONE TO THE MICHIGAN ECONOMIC DEVELOPMENT CORPORATION (MEDC) AGREEMENT TO FUND A BEACH MASTER PLAN UPDATE. The MEDC announced that the City was awarded funding for a Beach Master Plan update in September 2023. The grant will fund 75% of the project over two State of Michigan fiscal years. On September 19, 2023, Council approved the initial agreement. The reason for the amendment is to authorize the additional $10,953 of the MEDC funding for the project from the State’s 2024 fiscal year. The beach master plan will identify, prioritize, and map out potential sustainable and accessible beach improvements for the next 10 years and beyond. MOTION by Bachman, second by Grabowski to authorize the City Manager to execute Amendment One to the grant agreement with the MEDC to fund a beach master plan update. With a roll call vote this motion passed unanimously. AYES: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac NAYS: None CONSIDERATION OF AWARDING A CONTRACT FOR PAVEMENT REHABILITATION ALONG EIGHTH STREET. The City Transportation Improvement Plan includes pavement rehabilitation on two sections of Eighth Street from Tamarack to US-31 and Davis to Vine. The project includes a microsurface slurry seal and upgrading street signs. The project was publicly bid, with the lone bid being received from Pavement Maintenance Systems. LLC. Following value engineering, the proposed contract amount is $169,876.55. The project budget for construction is $170,000.00. | Page 3  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – NOVEMBER 8, 2023 MOTION by Grabowski, second by Pratt to approve a contract with Pavement Maintenance Systems, LLC in the amount of $169,876.55; and authorize the Mayor and City Clerk to execute the agreement. With a roll call vote this motion passed unanimously. AYES: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac NAYS: None CONSIDERATION OF APPLICATIONS TO BOARDS AND COMMISSIONS. The City Clerk has taken action to advertise vacancies on the Board of Review, Compensation Commission, Downtown Development Authority, Harbor Commission, PEG Commission, Tree Commission, and the Zoning Board of Appeals. Mayoral and Manager appointments require a motion, second and Council voted support. Nominations for Council appointments do not require a second. After all nominations are made, Council votes on the nominees until one nominee receives the majority support. The following applications have been received: *Incumbent HARBOR COMMISSION – One vacancy, term ending 10/31/26. Purpose: Advisory on Marina and harbor development issues. Council appointment. *George Becker – 565 Bryant Avenue Pratt nominated George Becker, 565 Bryant Avenue, to the Harbor Commission term ending 10/31/26. With a roll call vote this nomination passed unanimously. BECKER: Bachman, Beaton, Lundberg, Sullivan, Pratt, Grabowski, and Martin Pontiac OTHER: None A REPORT FROM THE MANISTEE COUNTY COMMUNITY FOUNDATION AND THE CITY OF MANISTEE HARBOR COMMISSION. Ms. Hannah Rodriguez reported on the activities of the Manistee County Community Foundation and responded to any questions the Council had regarding their activities. Mr. George Becker reported on the activities of the Harbor Commission and responded to any questions the Council had regarding their activities. DISCUSSION LED BY THE MANISTEE COUNTY LANDBANK ON THE WATERWORKS BUILDING. Mr. Eric Gustad, 4th District County Commissioner and Manistee County Landbank member, provided an update on the Landbank and provided information on the Blight Elimination Grant Program. Gustad spoke on the historical significance of the Waterworks building and of a possible collaboration between the Landbank and the City to leverage grant dollars for this project. In addition, there are two other projects | Page 4  PROCEEDINGS OF THE MANISTEE CITY COUNCIL – NOVEMBER 8, 2023 of interest for this grant the Hotel Northern building and Rengo Oil building. The deadline for the Blight Elimination Grant is December 7th with a December 8th submission deadline. Council gave consensus for additional information to be presented for consideration at their next regular meeting. CITIZEN COMMENT No comments received. OFFICIALS AND STAFF Glass, Pefley, and Middleton provided updates. COUNCILMEMBERS Pratt, Grabowski, Martin Pontiac, Bachman, Beaton, Lundberg, and Sullivan asked questions of staff and offered concerns and comments. Mayor and Council offered their appreciation to Lynda Beaton for her years of service to the City of Manistee. ADJOURN MOTION by Pratt to adjourn the meeting at 8:34 p.m. Heather Pefley, CMC / MiPMC II City Clerk | Page 5