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					CITY OF DEWITT                                                                            Page 1
Regular City Council Meeting
July 20, 2009                                                                 Council Chambers
CALL TO ORDER:
       Mayor Pro-Tem Sue Erickson called the Regular City Council Meeting to order at 7:00 p.m. She
       led the Pledge of Allegiance.

ROLL CALL:
     Council Members Present: Sue Erickson, Dave Hunsaker, Ray Knick, Jim Lancaster, Tony
     Stoker, and Sheryl Strouse
     Council Members Excused: Mayor Jim Rundborg

STAFF:
     Lisa Grysen, Larry Jerue, Dan Matson, Chris Olson, and Denice Smith

AUDIENCE:
     Olive Hensley, Dawn Benson, Bob Showers, Tim Fair, and Brian Stump

APPROVAL OF AGENDA:
    Motion by Knick, seconded by Strouse and carried by unanimous vote of the Council that the
    agenda be approved with the following addition:
    Special Agenda Item #1: Presentation by CATS Steering Committee/Millage Renewal.

SPECIAL AGENDA ITEMS:
     1. Presentation by Clinton Area Transit System (CATS)/Millage Renewal: Dawn Benson
     introduced Tim Fair (Chair of the Steering Committee). The ballot for the August 4 th election
     contains a request for millage renewal (.20 mill) for CATS (aka the “blue bus”). The Council was
     provided background and statistical information and viewed a short video on the services and fees
     offered by CATS.

       Olive Hensley (City resident) supports this service (clean and handicap accessible busses,
       convenient curb-to-curb service, and friendly personnel).

APPROVAL OF MINUTES:
    Motion by Stoker, seconded by Strouse and carried by unanimous vote of the Council that the
    minutes for the June 15, 2009 Regular City Council Meeting be approved as presented.

       Let the record show that Council Members Erickson and Lancaster abstained since they were not
       present at that meeting.

       Motion by Knick, seconded by Hunsaker and carried by unanimous vote of the Council that the
       minutes for the June 15, 2009 Regular City Council Meeting be approved with a change to
       Members Present - delete Sheryl Strouse’s name since she was not present at that meeting.

       Let the record show that Council Member Strouse abstained since she was not present at that
       meeting.

PUBLIC COMMENTS:
     Robert Showers (County Commissioner) updated the Council on Clinton County activities
     (budget/finance and new park).
CITY OF DEWITT                                                                                     Page 2
Regular City Council Meeting
July 20, 2009                                                                           Council Chambers
CITY ADMINISTRATOR’S REPORT:
       Chris Olson (City Administrator) reported on the following:
       - Ox Roast: Committees are working on the Ox Roast event scheduled for August 20-22.
       - All Kids Playground: Ribbon Cutting Ceremony is schedule for August 18.
       - West Main Street Project: Construction meeting will be Thursday but work will not begin
           until August 24 (after the Ox Roast).
       - Update on Downtown Design Standards: LSL (City’s Planning Consultant) was asked to
           create various design options (building facades; signs; lighting; etc) for one block within the
           downtown business district as a model for what the downtown could look like. The purpose of
           the project is to assist the City in creating criteria for design standards for the downtown area.
           The DDA and Planning Commission have reviewed this information. The Preference Survey
           showed there is some difference of opinion between the two bodies. This process is a useful
           tool to help create the final project.
       - Stimulus Money: There is a six step process to qualify for stimulus money that will assist
           property owners with energy savings (i.e. weatherization). Mr. Olson will contact Ryan Wood
           (County Administrator) for his comments regarding their efforts on lighting projects and
           savings.

OLD BUSINESS:
     1. Ox Roast Street Closings: On July 1, the City received the official request from the DeWitt
     Memorial Association Ox Roast Committee for permission to close certain downtown City streets
     to accommodate this year’s Ox Roast, which will be held from Thursday, August 20 through
     Saturday August 22. Brian Stump was present to answer any question regarding the Ox Roast.

       The Council was presented with a map showing the proposed parade route. The Scott School
       parking lot and Wilson Street (north of Madison) can be used for the post-parade pick up area.

       Letters were sent out July 1, 2009 to the property and business owners of those properties that are
       contiguous to the streets that are to be closed. They were invited to attend tonight’s Council
       Meeting to offer any comments about this request. No comments were received.

       Also, it has been requested that the Riverside Park parking lot be closed from Friday at noon until
       Sunday at noon to ensure that patrons do not park in that lot and interfere with events that are
       scheduled to be held in that area. Additionally, the car show chairperson has requested that the
       bike path through Riverside Park be closed in order to increase safety, reduce damage possibilities,
       and accommodate the show cars.

       Mr. Stump reported that tent stakes were not used last year and that it will be the Memorial
       Association’s practice to utilize weights (such as water barrels, sand bags or cement blocks) to
       secure tents (including the food tent) rather than driving tent stakes into the street.

       To address neighborhood concerns, the carnival rides will be set up from noon until dark on
       Wednesday and they will resume their set up starting at 8:00 am on Thursday.

       Motion by Hunsaker, seconded by Strouse and carried by unanimous vote of the Council that

             BE IT RESOLVED to approve the request from the DeWitt Memorial Association to
       close the following downtown streets (provided no tent stakes are used on the City streets)
CITY OF DEWITT                                                                          Page 3
Regular City Council Meeting
July 20, 2009                                                               Council Chambers
       and parking lot closings in order to accommodate the 2009 DeWitt Ox Roast according to
       the following schedule:
               Streets      Between              Time/Date to be Closed
               Bridge       Main to Jefferson    Noon, Wednesday, August 19
               Jefferson    Franklin to Scott    Noon, Wednesday, August 19
               Bridge       Main to Washington 8:00 am, Friday, August 21
               Bridge       Jefferson to Madison 8:00 am, Friday, August 21
               Main         Scott to Bridge      8:00 am, Friday, August 21
           and BE IT FURTHER RESOLVED that it is the request of the City that the Memorial
       Association ensures that any damage to the street pavement will be repaired at no cost to the
       City.

NEW BUSINESS:
     1. Amend Request for Downtown Street Closures – Farmers’ Market: At the March 16th Council
     Meeting, the Council approved street closures for the farmer’s market to move from Saturday
     mornings to Tuesday evenings for the 2009 season. So far, Tuesday evenings are proving to be a
     successful time to the point of running out of adequate vendor space. This matter was discussed at
     the DDA meeting on July 14, and there was general consensus to amend the original closure
     request from the south one-half block of North Bridge Street to include the entire 100 block of
     North Bridge Street (from Main to Jefferson). The amended request for street closure will be for
     the remaining season. The street closure times are requested to remain the same (from 3:30 pm to
     8:30 pm) to allow for the set-up and teardown.

       From a traffic safety standpoint, this amount of street closure is preferred as it will also eliminate
       the U-turn traffic that has been occurring with the half-block closure. Chief Jerue supports this
       recommendation.

       There will be four businesses (National City Bank, Twiggies, Bridge Street Hair Company and
       Mount Hope Church) affected by this new request. In the past, affected business and property
       owners have been notified of any street closings prior to approval. Since these businesses have
       not been notified, the Council asked that no action be taken on this agenda item until those
       businesses have been given the opportunity to provide comment to the City. As a result, this item
       will be placed on the August 3 Council agenda.

       2. MML Worker’s Compensation Fund – Board of Trustees: The City subscribes with the
       Michigan Municipal League (MML) for worker’s compensation insurance. The MML program is
       a pool comprised of municipalities, authorities etc. As a pool, municipal officials can seek
       election on the MML’s Board of Trustees. There is one candidate (incumbent) seeking the one
       seat on the Board.

       Motion by Strouse, seconded by Stoker and carried by unanimous vote of the Council that

          BE IT RESOLVED to direct the City Administrator to cast the City’s vote for the one
       candidate running for the one position on the Michigan Municipal League Worker’s
       Compensation Fund Board of Trustees.

       3. Painting of Park Pavilion: The Riverside Park pavilion is in need of having its posts and
       ceiling recoated. The steel posts and framework is rusting in a number of areas. There are no
CITY OF DEWITT                                                                                   Page 4
Regular City Council Meeting
July 20, 2009                                                                        Council Chambers
       discernible structural problems; but, the current condition of the posts is unsightly and a recoating
       now will prevent further corrosion. Rich Miller (DPS Supervisor) has obtained quotes to clean,
       prepare, prime and coat the posts and steel framework, as well as to restain the upper level wood
       ceiling. The steel coating is a specialized metal paint with 10-year warranty. Quotes were
       received as follows:
       Vendor                           Quote         Work
       DeWitt Happy Home                $6,000        Clean, prep, prime, 2 topcoats on posts/frames;
          Ron Ramirez, DeWitt                            stain upper level ceiling
       Prairie Creek Contracting        $5,685        Power wash, prep, prime, 2 topcoats on
          Dirk Huttenga, DeWitt                          posts/frames, Restain upper level ceiling stain.
       A-1 Superior Wash & Painting $5,890            Powerwash, prep, prime, 2 topcoats on posts/
          Rod Bach, DeWitt                               frames. No ceiling work.

       The City is taking a specialized approach to the treatment of the posts and framework. While rust
       removal, priming and repainting with a standard rust-resistant paint product could be done at a
       lower price than above, this work would likely have to be redone every 2-3 years. Additionally,
       City work crews would have to obtain a scissors lift or scaffolding to do this work and would be
       taken away from other needed work (mowing, cemetery, streets, etc.) and there would be no 10-
       year life expectancy. The rationale for staining the upper ceiling is to accomplish this while the
       contractor is on site with the scaffolding/lift equipment. The lower ceiling appears to be in fairly
       good shape and can be reached by the City crews, as needed.

       While not a budgeted item, the cost for this proposed maintenance would come out of the parks
       budget in the general fund and the budget would be amended accordingly.

       Councilman Hunsaker inquired if there are any hazardous issues (i.e. if paint was spilled) due to
       the close proximity of the pavilion to the Looking Glass River. He would like the vendor to
       understand the City’s expectations regarding their responsibility for liability and any expense
       associated with contamination should it occur.

       Motion by Hunsaker, seconded by Strouse and carried by unanimous vote of the Council that

          BE IT RESOVLED that the City contract with Prairie Creek Contracting of DeWitt in
       the amount of $5,685, to recoat the posts, framework, and upper ceiling of the Riverside
       Park pavilion as per the quote dated July 2, 2009.

       While no Council action is required, the Staff Report also stated the City obtained quotes to raise
       and level the concrete slabs under the pavilion. The slabs themselves are in good shape but have
       settled in places over the years (likely due to the wet conditions). There are areas where the
       elevation difference between slabs is about 2”-3” (anything more than ½” is considered a
       “tripper”). In the past, the City has replaced the slabs. The leveling work essentially entails
       drilling one inch into selected areas in the slabs, injecting a mortar mix underneath until they are
       leveled, and then resealing the holes.

       Quotes were obtained for this work as well. CCR was the selected bidder and provided a quote of
       $600. Other “franchise” bidders were $2,000 or more. CCR has received good reviews from the
       communities of Ovid and St. Johns. The cost to replace the slabs is $7,500 (reduced to $6,500 if
       the DPS disposes of the broken concrete). The concrete work is planned for Wednesday, July 22.
CITY OF DEWITT                                                                              Page 5
Regular City Council Meeting
July 20, 2009                                                                    Council Chambers
       4. Fiscal Year 2008-09 Budget Amendments: With the conclusion of the Fiscal Year 2008-09
       budget, it is necessary to approve final fiscal year-end amendments. Chris Olson (Chief Financial
       Officer) and Lisa Grysen (City Treasurer) have reviewed the financial statements and presented
       the proposed year-end budget amendments for Council’s review and approval.

       Overall, there is a $338,000 reduction in planned deficits since the January budget amendments
       and the City has an estimated 28% Fund Balance (General Fund) at the end of the fiscal year.

       General Fund Overview
       Revenues came in approximately $90,000 over original estimates and about $1,300 under the
       January amendment. The overall budget is within 3% of the original estimate and 0.4% of the
       January projection. Revenues that came in under estimate were in state revenue sharing, refuse/
       recycling bills, planning/zoning fees, sewer penalties, cable TV revenues and reimbursements
       from other funds. Revenues exceeded estimates in several categories, notably in interest earnings,
       miscellaneous revenues and cemetery-related revenues.

       On the expense side of the ledger, most departments are being amended to come in generally less
       than originally budgeted. Eleven departments are coming in at or below their original budget.
       Three departments are over the January budget amendments with the following rationales:
              Treasurer:        Additional payroll for interim administrator duties (about $3,700).
              Assessor:         Cost for Reimbursements for notices (about $1,100).
              Parks Facilities: All-Kids Playground construction/professional expenses (about $89,100).

       Major Streets fund revenues are down about $14,000 due to lower gas tax revenues being
       distributed to local communities. Expenses are up due to transferring $40,000 to the local street
       fund at the end of this year (in order to prevent that fund from going into a deficit condition), and
       for snow/ice this winter.

       Local Street revenues are up due to the transfer from Major Streets as noted above. Interest
       earnings are also higher than planned which helps to offset the gas/weight tax reductions.
       Expenses are also higher than last budgeted due to the extent of paving work last year and winter
       plowing costs.

       Downtown Development Authority revenues are slightly down from the original budget,
       although their expenses are also significantly lower than expected due to no capital projects.

       Water/Sewer Fund revenues are down about $61,000 due to reduced sewer connections and
       special assessment revenues. These are both for anticipated development. Expenses are $245,000
       less than anticipated due to conservative estimating on capital project work related to street work.

       Motor Pool final revenues are about $8,000 less than amended in January. While most
       operational expenses were under the budget, a significant amount of fund balance was used in
       Fiscal Year 2008-09 to purchase the street sweeper (this was a planned expense).

       Miscellaneous Funds: The Building Department revenues are down $11,000 due to the slowing
       of the construction economy. Also reduced by the same amount are the related expenses for
       inspections. The Special Donations Fund expenses were increased from $1,500 to $27,000
CITY OF DEWITT                                                                                 Page 6
Regular City Council Meeting
July 20, 2009                                                                      Council Chambers
       primarily for the All-Kids Playground construction costs. The Building Authority Debt Fund
       receives a transfer from the General Fund to pay off loans related to park development.

       Motion by Stoker, seconded by Hunsaker and carried by unanimous vote of the Council that

          BE IT RESOLVED to approve the year-end amendments to the Fiscal Year 2008-09
       budget for all City Funds as summarized below and to authorize the City Treasurer to make
       the appropriate adjustments to the City’s financial statements:
       GENERAL FUND                                                        Over/Under
       January Amended Revenues           Year End Amended Revenues:       Difference:
        $2,924,272                        $2,923,000                       $1,272
       January Amended Expenditures Year End Amended Expenditures Difference
        $3,151,372                        $3,044,000                       $107,372
        MAJOR STREET FUND
       January Amended Revenue            Year End Amended Revenue         Difference
        $211,562                          $197,000                         $14,562
        January Amended Expenditures Year End Amended Expenditures Difference
        $323,949                          $380,000                         $56,051
        LOCAL STREET FUND
       January Amended Revenue            Year End Amended Revenue         Difference
        $296,760                          $359,000                         $62,240
       January Amended Expenditures Year End Amended Expenditures Difference
        $646,096                          $640,000                         $6,096
        DDA
       January Amended Revenues           Year End Amended Revenue         Difference
        $133,500                          $130,000                         $3,500
       January Amended Expenditures Year End Amended Expenditures Difference
        $128,500                          $48,300                          $80,200
       WATER AND SEWER FUND
       January Amended Revenue            Year End Revenue                 Difference
       $661,100                           $600,000                         $61,100
       January Amended Expenditures Year End Expenditures                  Difference
       $794,899                           $550,000                         $244,899
       MOTOR POOL FUND
       January Amended Revenue            Year End Amended Revenue         Difference
       $172,086                           $164,000                         $8,086
       January Amended Expenditures Year End Amended Expenditures Difference
       $217,897                           $214,000                         $3,897
       BUILDING DEPARTMENT FUND
       January Amended Revenue      Year End Revenue                             Difference
       $38,400                      $27,400                                      $11,000
       January Amended Expenditures Year End Expenditures                        Difference
       $47,550                      $36,000                                      $11,550
       CEMETERY PERPETUAL CARE
       January Amended Revenue      Year End Revenue                             Difference
       $6,275                       $7,800                                       $1,525
       January Amended Expenditures Year End Expenditures                        Difference
       $4,000                       $1,500                                       $2,500
CITY OF DEWITT                                                                             Page 7
Regular City Council Meeting
July 20, 2009                                                                 Council Chambers
       PUBLIC IMPROVEMENT/PUBLIC BUILDINGS
       January Amended Revenue      Year End Revenue                          Difference
       $2,375                       $1,200                                    $1,175
       January Amended Expenditures Year End Expenditures                     Difference
       $100                         $0                                        $100
       SPECIAL DONATIONS
       January Amended Revenue      Year End Revenue                          Difference
       $24,795                      $27,000                                   $2,205
       January Amended Expenditures Year End Expenditures                     Difference
       $1,500                       $27,200                                   $25,700
       BUILDING AUTHORITY DEBT
       January Amended Revenue      Year End Revenue                          Difference
       $91,889                      $91,000                                   $889
       January Amended Expenditures Year End Expenditures                     Difference
       $89,290                      $90,000                                   $710
       BUILDING AUTHOIRTY CONSTRUCT
       January Amended Revenue      Year End Revenue                          Difference
       $599                         $500                                      $99
       January Amended Expenditures Year End Expenditures                     Difference
       $599                         $1,000                                    $401
       DRUG LAW ENFORCEMENT
       January Amended Revenue      Year End Revenue                          Difference
       $100                         $100                                      $0
       January Amended Expenditures Year End Expenditures                     Difference
       $20                          $0                                        $20

COUNCIL/STAFF REPORTS:
    - Chief Jerue updated the Council on Police Department activities (including grant money for in-
    car cameras).
    - Council Member Erickson reported that the DNR has some Trust Fund money for urban
    activities which includes skate parks.
    - Dan Matson (City Attorney) provided some statistical information he received during the
    Municipal Attorneys conference regarding foreclosures and its affect on property values.
    - Chris Olson (City Administrator) reported that event guidelines are being prepared and will
    include when and if liability insurance will be required by the City.

ADJOURNMENT:
    Motion by Lancaster, seconded by Hunsaker and carried by unanimous vote of the Council that
    this meeting be adjourned at 8:45 p.m.

       Respectfully submitted,


       Denice Smith                                      Susan Erickson
       City Clerk                                        Mayor Pro Tem