January 11, 2010 council meeting minutes
VILLAGE OF MATTAWAN
REGULAR COUNCIL MEETING
JANUARY 11, 2010
MINUTES
1. CALL TO ORDER @ 7:00 pm
2. PLEDGE OF ALLEGIANCE
3. ATTENDANCE
Present: Kucinich, Kirklin, Bemer, McLean, Markle, Spulick, Ashbaugh
Others present: Attorney Graham, Superintendent Anthony, Jamie Harmon of Wightman, Ruth Goheen and others.
4. WELCOME TO THE PUBLIC
5. ANNOUNCEMENT OF MEETING BEING RECORDED
6. ADDITIONS TO AGENDA
Bemer added the water problem at 24971 Estates Court to new business D, old festival bills to old business C, and Parks & Rec meeting to board and committee reports.
7. APPROVAL OF THE AGENDA
Motion by Spulick, support by Kucinich, to approve the agenda with the additions. All members voted in favor. Motion carried.
8. APPROVAL OF THE MINUTES OF DECEMBER 28, 2009
Motion by Bemer, support by Markle, to approve the minutes of December 28, 2009 as printed. All members voted in favor. Motion carried.
9. BILLS TO BE APPROVED IN THE AMOUNT OF $ 38,065.14
Motion by Kucinich, support by Markle, to pay the bills in the amount of $38,065.14. Roll call vote. All members voted in favor. Motion carried.
10. LIMITED PUBLIC COMMENT ON ANY AGENDA ITEM
There was no public comment.
11. BOARD AND COMMITTEE REPORTS
A. DPW COMMITTEE MEETING HELD JANUARY 5, 2010- CHAIR KUCINICH
Kucinich stated the Committee met January 5, 2010 to address some concerns a resident had turned in. The concerns were discussed with no action being taken at this time.
B. PARK AND RECREATION MEETING HELD NOVEMBER 23, 2009 – CHAIR BEMER
Bemer stated they talked about having the 50th Anniversary of the Village on April 19, 2009 from 6-9 pm, and that the banners have been ordered.
12. STAFF REPORTS
A. DPW SUPERINTENDENT’S REPORT – TOM ANTHONY
Superintendent Anthony stated they have been doing the annual maintenance on the Main Street water plant, and will start on the 25th Street over the next two weeks. DPW dept. has been plowing snow, patching pot holes, rebuilding chlorine pumps, and troubleshooting electrical issues on t he 25th Street well house generator. Anthony met with Wightman on an energy audit, and with Fleis regaring the 12th Street sewer issue. Anthony stated he will put all council members’ phone numbers in his cell so he can recognize who is calling after hours. The MDOT public meeting will be held sometime in February and Anthony will contact the school to see if we can use the school for the meeting as Antwerp Township Community Center is booked.
B. CLERKS REPORT - GOHEEN
I have enclosed the revenue and budget vs expenses sheets for the first six months of the budget year for your review.
Goheen asked if there were any questions on the budget and revenue sheets for the first six months. Markle stated it looked like we were doing very well staying within the budget.
13. OLD BUSINESS
A. CAPITAL IMPROVEMENT DRAFT – JAMIE HARMON
Jamie Harmon of Wightman will review the capital improvement draft.
Jamie Harmon of Wightman passed out a spread sheet and reviewed what changes had been made. Markle asked if we could put the Village Hall and the DPW building on without any figures so if the grant money is someday there we can plan for these projects. Harmon stated she would add those items. Jamie would like to hold another special meeting to go over the final draft. She asked if you had any changes get them into the office asap.
Motion by Spulick, support by Kirklin, to hold a special meeting for the Capital Improvement Plan on Monday January 18, 2010 at 7:00 PM at Village Hall. Roll call vote. All members voted in favor. Motion carried.
Motion by Bemer, support by Spulick, to print a public notice regarding the Capital Improvement Plan public hearing meeting. Roll call vote. All members voted in favor. Motion carried.
B. CONDEMNATION OF THARGE PROPERTY
The enclosed letter was sent to Mr. Tharge by the Township and by certified mail by the Village. The condemnation hearing is set for Tuesday January 12, 2010 at 6:30 PM at Village Hall. Building Inspector Harold Cirino would like Council thoughts.
President McLean asked that any Council members that could attend would be appreciated. The hearing will be conducted at 6:30 PM Tuesday.
C. FESTIVAL BILLS
Bemer asked if the last festival bill had been paid in full. Goheen stated she had confirmation that the last payment was scheduled to be made if it had not already been done. Bemer asked if we knew of any other outstanding festival bills. No Council members were aware of any others.
14. NEW BUSINESS
A. VILLAGE AUDIT REVIEW – DAN VELDHUIZEN OF SIEGFRIED CRANDALL
Please bring you audit book with you.
Dan Veldhuizen of Siegfried Crandall thanked the Village for the opportunity to work with them. They have had a 20 year relationship with the Village and would like to continue to work with the Village.
Veldhuizen asked that all read the independent auditor’s report at the front of the audit. It explains the audit standards used for the audit. Veldhuizen reviewed page 8 the activity sheet and stated there was a decrease in the general fund balance this year of approximately $22,000. He stated this was primarily due to the decrease in State Revenue Sharing and the loss of taxable value, which still leaves the Village with a $401,000 fund balance. Veldhuizen stated the Village has a healthy fund balance it is not excessive but healthy. Most municipalities he works with only have a 10% reserve, the Village has a 60% reserve which is very good and speaks highly of the Village officials in the budgeting process.
The major and local street funds are also in very good financial shape and he was pleased to see the Village was working on a capital improvement plan. With the street funds the Village should be able to accomplish some of the projects in the plan.
The sewer fund is also in very good financial shape with in excess of $1,000,000 in unrestricted cash. This is primarily saved for emergencies that can arise suddenly, as a major sewer problem could easily wipe out the Village if it is not prepared with the unrestricted cash balance. He also stated the water and sewer set up rates were very adequate and will be used to pay back the water and sewer loans.
The water fund has as excess of $800,000 which is also very good for the same reasons as the sewer should a major problem arise.
Veldhuizen stated they found no evidence of deficiencies in internal control or any indication of fraud or misuse of funds which is very good.
Overall view of the financial status of the Village is good at this time.
B. ADOPT RESOLUTION FOR THE MICHIGAN MOTOR VEHICLE CODE AND THE UNIFORM TRAFFIC CODE
This is done every year in January.
Motion by Markle, support by Spulick, to adopt the resolution for the Michigan Motor Vehicle Code and the Uniform Traffic Code. Roll call vote. All members voted in favor. Motion carried.
C. SET PUBLIC HEARING DATE OF FEBRUAY 8, 2010 FOR POLICE SPECIAL ASSESSMENT
Motion by Markle, support by Ashbaugh, to set the public hearing for the police special assessment for February 8, 2010. Roll call vote. All members voted in favor. Motion carried.
D. WATER PROBLEMS AT 24971 ESTATES COURT
Bemer stated there has been an odor problem with the hot water at this residence since 2005. Resident Dana Kane has been trying to get this problem resolved. First they were told to replace the water heater which was done and did not take care of the rotten egg odor, then they replace some pipes and that did not take care of the problem either. Technician Lonnie Stenger had put bleach in the meter which took care of the problem for a while but it did not last very long before the smell returned.
Ms. Kane stated she had called Superintendent Anthony numerous times, notified the landlord and had only a few calls returned. Since she has moved in she has had the well flushed, and was told the arsenic plant would take care of the odor, which it did not, has installed a new water heater, and was told to have remove the rod in the water heater which they tried to do and could not. She also stated other residents of East Point Subdivision have had the same problems.
Markle asked if there were any other neighbors complaining about the same problem. The reply was the same answer, check your hot water heater.
Goheen stated she has not had any other complaints of rotten egg odor from any residents in that area other than Ms. Kane. Goheen asked the Council to encourage residents if they call them, to please call the office so a report and work order can be made out. All work orders and complaints are kept in resident files for tracking purposes. If we don’t know about the problem we can’t fix it, so please have residents call the office to report problems.
Ashbaugh stated she had the same problem but the arsenic treatment plants took care of their odor.
Motion by Markle, support by Bemer, to send the water odor problem to DPW Committee for review and investigation. Roll call vote. All members voted in favor. Motion carried.
15. COMMUNICATIONS
a. MML Legislative Link for January 5, 2010
b. MDOT Roundabout meeting agenda from January 8, 2010
16. COMMENTS FROM VISITORS
Jamie Harmon of Wightman stated there was as Pathway’s Committee meeting scheduled for January 28th at the Antwerp Township Hall is anyone was interested in attending. This meeting is for pathway’s through the County including Mattawan.
17. COMMENTS FROM COUNCIL
Bemer asked if there was any discussion on the 50th Anniversary set for April. Some had expressed concerns about having it in June as all the residents that winter away would be back. McLean stated most are back by April and it would be inside so all were content to leave it on the April date.
18. ADJOURNMENT
The meeting was adjourned at 8:04 PM
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