Potterville City Council Agenda
Potterville City Council Minutes
Friday, March 21, 2014– 8:00 p.m. – Potterville City Hall, 319 N. Nelson Street
Call the Meeting to Orderby Mayor Hartson at 8:00 pm
Pledge of Allegiance
Roll Call – Present: Mayor D. Hartson, R. Norman, J. French, M. Storie, L. Amey, R. Ross
Absent: K. Antcliff
Agenda Approval
Motion made by R. Norman to approve the Agenda with a change moving New Business #2 Rural Development Bids- For Action to right after the Approval of Minutes, supported by M. Storie. Motion carries (6-0)
Motion made by M. Storie to add Earth Day / Memorial Day to the Agenda under New Business #5 for Discussion, supported by R. Norman. Motion carries (6-0)
Approval of Minutes
- Regular Session 2-28-14
- Closed Session 2-28-14
Motion made by R. Ross to approve the agenda with amendments made to New Business #4 and Public Hearing, supported by R. Norman. Motion carries (6-0)
New Business
J. Moxey from Fleis and Vanderbrink was present to request that City Council award bids for Contract 1 & 2 contingent on Rural Development issuance of bonds. Fleis and Vanderbrink recommend Fulton Excavating for Contract #1 and Grand River Construction for Contract #2. Fleis and Vanderbrink checked references, checked with vendors to verify that they pay their bills, and also checked with Rural Development to verify that they have gone about the bid process correctly. Contract #1 and #2 will run simultaneously. Most people will not know that Contract #2 is happening. L. Amey questioned the alternates in Contract #2. R. Norman questioned record of keeping on schedule.
Motion made by R. Norman to make a conditional award for Contract #1 to Fulton Excavating and Contract #2 to Grand River Construction based on the recommendation of Fleis & Vanderbrink pending Rural Development closing of Bonds, supported by M. Storie. Roll Call Vote (Aye: R. Ross, R. Norman, L. Amey, D. Hartson, J. French, M. Storie) (Nay: NONE) motion carries (6-0)
Authorization of Bills
L. Amey commented that she would like to see a detail of the Petty Cash reimbursement each time.
Motion made by R. Ross to approve the bill for March 2014 as presented with additions, supported by J. French. Roll Call Vote (aye: R. Norman, L. Amey, D. Hartson, J. French, M. Storie, R. Ross) (Nay: NONE) motion carries (6-0)
Public Comment for Agenda Items
NONE
Commission/Committee Reports -
TIFA –W. Darrow, Director - Appointed Member Derek Merriman. Discussed all Master Plans including Parks, Walkability, Master, Wellhead and Capital Improvement. Community Building was discussed. Asbestos problem within building of City was discussed.
Planning Commission – Met with the owner of Poppa Chips regarding improvements to his business. Approved Site Plan. Had a Bee Keeper from local community present to discuss Bee Hives with in the City. Discussed Good Neighbor Practices and Liability. Discussed all Master Plans including Parks, Walkability, Master, Wellhead and Capital Improvement.
DDA – J. Bristol –Farmers Market was discussed. Contract has been picked and is currently in the approval process with Eaton County Construction Code. Was approach regarding donation of funds to BID for Environmental issue in a local business. Discussed Parks and Walkability. Looking at new member need to get application for public service.
Infrastructure Committee – DID NOT MEETClerk / Manager / Finance – DID NOT MEET
Parks Committee – Met and discussed plans for baseball, whiffle ball, etc. Discussed possibilities of how to get the lights changed at Lake Alliance. Also discussed possibility of fundraiser to raise fund for a score board at the baseball field. Since then A. Pruden has learned of a grant that may help with the purchase of a Score Board.
Business Improvement District – DID NOT MEETOrdinance Committee – DID NOT MEET
Communications Committee – DID NOT MEETPublic Safety Committee – DID NOT MEET
Animal Committee – DID NOT MEET – M. Storie to be working on Animal Permit.
Ethics–COMMITTEE NOT APPOINTED
Department Reports: Administration – Department Reports are Included in your packet.
City Manager – W. Darrow –Written Report Included- Introduced Dennis Norton, Fire Captain, Gave a quick rundown of Fire Department Personnel. M. Storie would like to a roster of the Fire Department Personnel. City Manager answered questions regarding the Blarney Stone Race held 03/16/14. Gave permission for Fire Chief to use Fire equipment to transport people back and forth to cars due to weather conditions. Fire Department needs to follow the Life, Safety, and Preservation & Public Relations. Fire Department received donations of $290.00 from the proceeds of the race. Extra liability was acquired for this event.
Clerk – B. Brace - Written Report Included–
Motion made by R. Ross to approve request from the City Clerk B. Brace to attend the Michigan Municipal Clerks Association SummerConference / Training on June 24-27, 2014 if money is available in the budget, supported by J. French. Roll Call Vote (Aye: L. Amey, D. Hartson, M. Storie, R. Ross, J. French) (Nay: R. Norman) Motion carries (6-0)
Motion made by R. Ross to approve vacation request for City Clerk B. Brace August 18-22, 2014, supported by J. French. Motion carries (6-0)
Treasurer – J. West – Written Report IncludedPolice – Chief Peacock –Written Report Included
DPW – B. Boyce - Written Report Included
Parks – A. Pruden - Written Report Included – Baseball will be joining the Southern Capital League this year. Hit, Pitch and Run will be held at the end of April. Planning some free clinics for all ages. Softball fields have 28 tournaments scheduled at this time. Trying to get kids more active on a regular basis.
Fire – C. Casler - Written Report Included
Assessor – R. Zemla - Written Report Included – D. Hartson read from the Assessor report paragraph #5.
Unfinished Business
- Charter Amendment – For Discussion
605d – C. Mgr. to move forward in search for a consultant.
- Master Plans – For Action
Parks – to approve new goals and updated plan supplied to council. Walkability– to amend the date and continue with current plan. Master – to amend date and continue with current plan.
Motion made by R. Ross to approve the Parks 5 Year Master Plan as presented with additions for 2014-2019, supported by R. Norman. Roll call vote: (Aye: J. French, M. Storie, R. Ross, R. Norman, D. Hartson) (Nay: L. Amey)
Motion made by R. Ross to approve the Master Plan for 2014-2019 as stated, supported by J. French. Roll call vote: (Aye: M. Storie, R. Ross, R. Norman, D. Hartson, J. French) (Nay: L. Amey)
Motion made by R. Ross to approve the Walkability Plan for 2014-2019 as stated, supported by J. French. Roll call vote: (Aye: R. Ross, R. Norman, D. Hartson,J. French, M. Storie, L. Amey) (Nay: NONE)
New Business
- Clerk Review – For Action
Finance Committee met on February 25 to discuss Clerks Annual Review. Each Council Member was asked to complete a review and to state any concerns. Since not all Council Members had completed and turned in a review the Clerk/Manager/Finance committee will need to meet again for a recommendation.
Motion made by R. Ross to table till the April 24, 2014 meeting, supported by J. French. Motion carries (6-0)
- Rural Development Resolutions – For Action
Motion made by M. Storie to approve resolution #14-0321-01 Loan Resolution for Sewer in the amount of Two Million Five Hundred and Fifteen Thousand with a correction to #17 stating $0.00, supported by J. French. Roll Call Vote (Aye: R. Ross, R. Norman, L. Amey, D. Hartson, J. French, M. Storie) (Nay: NONE) motion carries (6-0)
Motion made by R. Ross to approve resolution #14-0321-02 Loan Resolution for Road & Drainage Improvements in the amount of One Million Four Hundred and Thirty-Four Thousand, supported by J. French. Roll Call Vote (Aye: R. Norman, D. Hartson, J. French, M. Storie, R. Ross) (Nay: L. Amey) Motion carries (5-1)
Motion made by R. Ross to approve resolution #14-0321-03 Loan Resolution for Sewer in the amount of One Million, supported by J. French. Roll Call Vote (Aye: J. French, M. Storie, R. Ross, R. Norman, L. Amey, D. Hartson) (Nay: NONE) Motion carries (6-0)
Motion made by R. Ross to approve resolution #14-0321-04 Loan Resolution for Water in the amount of Two Million Sixty-Seven Thousand, supported by J. French. Roll Call Vote (Aye: M. Storie, R. Norman, J. French, R. Ross, D. Hartson) (Nay: L. Amey) Motion carries (5-1)
Motion made by J. French to approve the following invoices for submittal from Foster, Swift and Collins Sewer ($25,000), Water ($25,000), and Community Facility ($15,000) for a total of $65,000, supported by R. Ross. Roll Call Vote (Aye: L. Amey, D. Hartson, J. French, M. Storie, R. Ross, R. Norman) (Nay: NONE) Motion carries (6-0)
Motion made by J. French to approve invoice submittal from Fleis & Vanderbrink in the amount of $330,250 (Water-$137,800, Sewer-=$192,450) with City of Potterville being reimbursed $101,375.61 for payments already made to Fleis & Vanderbrink and to Fleis & Vanderbrink in the amount of $228,874.39, supported by R. Ross. Roll Call Vote (Aye: L. Amey, D. Hartson, J. French, M. Storie, R. Ross) (Nay: R. Norman) Motion carries (5-1)
Motion made by J. French to approve the reimbursement to the City of Potterville from sewer in the amount of $12,228.66 for Chemical Feed Pumps already purchased, supported by R. Ross. Roll Call Vote (Aye: R. Ross, R. Norman, L. Amey, D. Hartson, J. French, M. Storie) (Nay: NONE) Motion carries (6-0)
- Council – Employee Relations – For Discussion
Mayor Hartson read from the Charter and Code of Ordinances regarding Interference of Administration and Principles of Conduct. He stated that “we may not all agree on everything, but we need to work together as one”. J. French stated the he is on Council to improve the City, that Council needs to work together as a group, and that the City is in a better financial situation now than it has been.
- Earth Day / Memorial Day – For Discussion
Earth Day Clean-up has been scheduled for April 21 with an alternated date of April 25.
Memorial Day will again have a parade this year with a cook out. More information to come at a later date.
Public Comment for Items Not on the Agenda & Community Announcements
J. Bristol – Council approved request for Gizzard Fest. Had conversation with J. Casler regarding concerns with NFPA and blocking of area for the Fire Department Response.
R. Parker - Has been a resident for the past 30 years. Council has been great. Talk with each other if there is an issue.
D. Twitchell – As a citizen, he would like issues looked into. Has heard that the City Mgr. is intimidating.
A. Ostrowski –Concerned about billing from Fire Department regarding calls on Church Street.
A. Trout – Complaint regarding Fire Department Billing. Concern was brought to the attention of council that Fire Department Personnel may be giving out information that should not be. Wants to remind Council that they work for the tax payers and that you must represent the residents.
D. Hartson – intervened and stated that this is public comment and not a debate.
D. Twitchell – Upset about an agenda item being move before public comment.
Community Announcements:
Spring Break is April 7-11.
Mom to Mom sale at Church March 22
Excuse absent Members
Motion made by R. Ross to excuse absent member K. Antcliff, supported by J. French. Motion carries (6-0)
Motion to Adjourn
Motion made by R. Ross to adjourn meeting, supported by J. French. Motion carries (6-0)