City of Hudson

Small Town - Big Heart :   "Located on the Pulse of Michigan"

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Minutes Published:    February 16, 2010 - January 19, 2010 - December_15,_2009 - November 17, 2009 - November 9, 2009 - October_20,_2009_ - September 15, 2009 - September 1, 2009 - August 18, 2009 - August 13, 2009 - August_8,_2009 - August_7,_2009 - August_6,_2009 - July_28,_2009 - July_21,_2009 - July_16,_2009 - July 07, 2009 - June_1,_2009 - May 26. 2009 - May_19,_2009 - May 5, 2009 - April 28, 2009 - April 07, 2009 - March 17, 2009 - February 3, 2009 - January 20, 2009  - January 6, 2009 - December 8, 2008 - December 2. 2008 - November 11, 2008 - October_14,_2008_ - September 23, 2008 - September_9,_2008_ - August 5, 2008 - July 15, 2008 - July 1, 2007 - June 17, 2008 - June 3, 2008 -   May_20,_2008 - May_13,_2008_ - May 6, 2008 -  April_29,_2008_ -  April_15,_2008 - April_1,_2008_ -  March_18,_2008 - February 19, 2008 - February 5, 2008 - January_22,_2008 - January 8, 2008 - December_4,_2007 - November_26,_2007 - November 20, 2007 - November_12,_2007 - November_5,_2007 - October_2,_2007 - September_18,_2007 - August_7,_2007 - July_17,_2007 - June_19,_2007 -June_5,_2007 - May_15,_2007 - May_1,_2007 - April_24,_2007

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
February 16, 2010 at 7:00 p.m.
 

744586:
The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Corey Borck, Ed Engle, Jr., Lee Ann Minton, Rex Murphy, Jr., Dennis Smoke, and Jim Steele

ABSENT: None

ALSO PRESENT: DPW Superintendent Phil Goodlock, WWTP Superintendent Mike Shadbolt, Jan Fisher, Fire Chief Brian Gerig, Joe Haley, Wes Boyd, Mindy Valdez, Nathan Van Wieren, Aaron Jones, Ron Berkshire, Steve Bloomer, Brad Vande Zande, Darlene Vande Zande, Dan Cherry, City Manager Steve Hartsel, and City Clerk Judy Tanner.


ORDERS OF THE DAY:

Setting the Agenda:

744587:
Motion by Lee Ann Minton, seconded by Rex Murphy to approve the minutes of January 19, 2010, and place them on file, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
Mindy Valdez spoke to Council about a Community Sports Closet/Sports Share Project. Mrs. Valdez explained that the main idea behind this project is to collect items from athletes such as used sports equipment, athletic clothing, shoes, or Hudson apparel and redistribute among the students who may need or might have something to trade. The items will be displayed in a storefront accessible behind Subway on N. Church Street. There would be no cost for these items, however donations will be accepted. Mrs. Valdez also requested volunteers to organize and maintain donations, which would include washing and cleaning all donations for use. Other helpful donations would include shelving, hangers, clothing racks, laundry soap, Lysol, tubs, etc. Monetary donations will be accepted for the purchase of items needed that may not be available.


NEW BUSINESS:

APPOINTMENT: Planning Commission-Nathan Van Wieren:
City Manager Steve Hartsel provided Council with a copy of a request for appointment to the Planning Commission from Nathan Van Wieren, 221 N. Church Street. Mr. Hartsel informed Council that at their meeting on January 25, 2010 the Commission made the recommendation to appoint Nathan Van Wieren to the Planning Commission for a term expiring in July 2012. Nathan Van Wieren meets all of the requirements for an appointment to the Planning Commission.


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744588:
Motion by Rex Murphy, seconded by Jim Steele to appoint Nathan Van Wieren to the Planning Commission for a term expiring in July 2012, CARRIED: 7-0 by roll call vote.

APPOINTMENT: Planning Commission-Bradley Vande Zande:
City Manager Steve Hartsel provided Council with a copy of a request for appointment to the Planning Commission from Bradley Vande Zande, 602 N. Maple Grove. Mr. Hartsel informed Council that at their meeting on January 25, 2010 the Commission made the recommendation to appoint Bradley Vande Zande to the Planning Commission for a term expiring in July 2011. Bradley Vande Zande meets all of the requirements for an appointment to the Planning Commission.
744589:
Motion by Lee Ann Minton, seconded by Corey Borck to appoint Bradley Vande Zande to the Planning Commission for a term expiring in July 2011, CARRIED: 7-0 by roll call vote.

APPOINTMENT: Fire Department Officers:
City Manager Steve Hartsel provided Council with a request from Fire Chief Brian Gerig to approve the appointment of the following Fire Department Officers. The recommendation of the Fire Chief and the City Manager is to reappoint Jerry Tanner, Jr. as Assistant Chief, and the following officers would be promoted one position; Steve Bloomer to 1st Captain, Ron Berkshire to 2nd Captain, Brad Vanderlooven to 3rd Captain, and Aaron Jones to 1st Lieutenant. Chief Gerig is accepting resumes for the open position of the 2nd Lieutenant to be filled at a later date.
744590:
Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the reappointment of Jerry Tanner, Jr. as Assistant Chief, and appoint Steve Bloomer as 1st Captain, Ron Berkshire to 2nd Captain, Brad Vanderlooven to 3rd Captain, and Aaron Jones to 1st Lieutenant under the recommendation of the Fire Chief and City Manager, CARRIED: 7-0 by roll call vote.

PERMISSION TO BID: Maple Grove Cemetery Lawn Maintenance:
City Manager Steve Hartsel informed Council that the summer lawn-mowing maintenance contract for the Maple Cemetery expired in October 2009. Council was provided with a copy of the lawn maintenance contract for review, and Mr. Hartsel requested Council’s permission to accept sealed bids for a three (3) year maintenance contract for the cemetery.
744591:
Motion by Rex Murphy, seconded by Corey Borck to authorize accepting sealed bids for a three (3) year lawn maintenance contract at Maple Grove Cemetery, CARRIED: 7-0 by roll call vote.

RESOLUTION: MDOT Contract Authorization:
City Manager Steve Hartsel provided Council with a copy of an Authorizing Resolution, and a contract consisting of Standard Agreement Provisions No. 09-5643 between the Michigan Department of Transportation and the City of Hudson. This contract is for the purpose of beginning the South Munson Highway rehabilitation project STP 0946(336). MDOT requires a resolution to authorize two City officials to sign the contract. Mr. Hartsel recommended that Council approve the MDOT contract and Authorizing Resolution, and requested that Council authorize City Manager Steven Hartsel and City Clerk Judy Tanner to sign the contract.
744592:
Motion by Lee Ann Minton, seconded by Rex Murphy to approve the Michigan Department of Transportation Contract No. 09-5643 and Authorizing Resolution, and authorize City Manager Steve Hartsel and City Clerk Judy Tanner to sign the agreement contract, CARRIED: 7-0 by roll call vote.

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Fire Department Authorization to Repair: electrical Generator on Engine 1:
City Manager Steve Hartsel provided Council with a request from Chief Brian Gerig for authorization to rebuild the Onan Auxiliary Generator on the Fire Department’s 1997 Pumper Engine 1.
The generator is used to supply electrical power to the exhaust fans used to remove smoke and super-heated gases from structure fires, and to provide power to run scene lighting. There were two bids obtained by certified Onan repair centers for the rebuilding of the generator and are as follows:

Option 1 Estimated Parts and Labor
Cummins Bridgeway $4,721.91
801 Illinois Ave.
Maumee, OH 43537

Option 2
R & R Fire Truck Repair, Inc. $4,965.72
751 Doheny
Northville, MI 49167

Both companies stated that if any parts were not needed for the repairs the cost would be lowered by that amount less any restocking fees. City Manager Steve Hartsel and Chief Gerig recommended that Council approve Option 1 from Cummins Bridgeway, and authorize expending approximately $4,800.00 for the repair of the generator.
744593:
Motion by Jim Steele, seconded by Corey Borck to authorize the City to expend approximately $4,800.00 to repair the auxiliary generator on Fire Engine 1, CARRIED 7-0 by roll call vote.


OLD BUSINESS:


BILLS TO BE PAID:
MML Worker’s Compensation Fund $6,457.00 (Policy Premium)
Bi-County Herald $1,499.02 (Income Tax Forms)
MML Employee Benefit Services $11,686.40 (Monthly BCBS Premium)
R & R Fire Truck Repair, Inc. $1,529.08 (Repair Parts for Fire Engine 1)

BILLS TO BE CONFIRMED:
Consumers Energy $2,978.53 (WWTP -107 Mechanic Street)
Consumers Energy $ 2,233.84 (WTP – 42 Jackson Street)
Consumers Energy $ 3,524.64 (Street Lights)
Modern Waste Systems $8,739.25 (1/1-1/31/10 – Monthly Refuse)

744594:
Motion by Lee Ann Minton, seconded by Rex Murphy to pay the bills, CARRIED: 7-0 by roll call vote.

Department Head Reports for January 2010:
744595:
Motion by Dennis Smoke, seconded by Lee Ann Minton to accept the department head reports for January 2010, and place them on file, CARRIED: 7-0 by roll call vote.


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Accounts Payable Report for January 2010:
744596:
Motion by Lee Ann Minton, seconded by Rex Murphy to accept the accounts payable report for January 2010, and place on file, CARRIED: 7-0 by roll call vote.


CITY MANAGER’S REPORT:

• I attended the Winter Conference of the Michigan Local Government Managers Association in Grand Rapids from Tuesday, Feb. 2nd through Friday, Feb. 5th. This was a joint conference with the Michigan Parks and Recreation Association. Among the most valuable seminars were those dealing with developing small businesses, the value of parks and recreation to the community, and general planning issues.
• MDOT is accepting bids for the South Munson Highway project, and will open them in Lansing on March 5th.
• The State has awarded a $33 million grant to route a broadband fiber-optic cable line along Southern and Western Michigan. I will be attending a “last mile” meeting in Adrian tomorrow for Merit’s Broadband to facilitate routing the cable through Hudson. The line would run from Adrian to Hillsdale. The purpose is to revive broadband access to underserved and rural communities throughout the State of Michigan, and is specifically for large and small businesses, and for the public sector including local government, libraries, and schools, as well as other private individuals.
• We met with TC3net today to discus a savings on the city’s telephone bills by switching to them for our service.
• TC3net did a site survey today for a lease proposal for the potential placement of Wi-Fi antennas on the new water tower. TC3net is Merit’s agent from Adrian to Jonesville for the placement of the broadband cable.
• We met with Deb Stuart, our Michigan Economic Development Corporation Community Assistance Team (CATeam) representative and Karen Lee from the Lenawee Economic Development Corporation (LEDC) last Tuesday to discuss what they can specifically do for the City of Hudson. Mrs. Stewart provided some additional insight on the scoring process for the upcoming round of CDBG Infrastructure Capacity Enhancement (ICE) grants, as well as several other MEDC-managed grant programs that might benefit the City.
• The City Treasurer and I have now received the fiscal year 2010/11 budget inputs from all the departments, and we are in the process of drafting a consolidated budget proposal. I have asked the department heads to target a 5% reduction in their budgets. I expect to forward this proposal to Council for review by the end of next month.
• WWTP Superintendent Mike Shadbolt will most likely be mobilized to Afghanistan in mid-April. We have hired two part-time employees’ to assist Ted Hutchison during Mike’s absence.
• I met with Tom MacNaughton of the Lenawee Department of Aging today at the Community Center. Mr. MacNaughton has informed me that the food preparation program in Addison will be closing, and he will be putting a proposal together to expand in Hudson to serve all of the meals for this part of the County.
• I have an agreement with the Community Action Agency to come back and assist with an update with Project Good Start in Hudson this year. We have had a few local individuals come in and request an application to be appointed to the Project Good Start board.
• We will be receiving the final engineering designs for the Jackson Street lift station, and we will be putting the project out for bid shortly.



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COUNCIL COMMENTS:


ADJOURNMENT: 744597:
Motion by Dennis Smoke, seconded by Rex Murphy to adjourn the meeting at 7:45 p.m.


 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
January 19, 2010 at 7:00 p.m.
 

744570:
The regular meeting was called to order by Mayor Pro-Tem Corey Borck at 7:01 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Corey Borck, Ed Engle, Jr., Rex Murphy, Jr., Dennis Smoke, Jim Steele

LATE: Lee Daugherty, Lee Ann Minton

ABSENT: None

ALSO PRESENT: DPW Superintendent Phil Goodlock, WWTP Superintendent Mike Shadbolt, Jan Fisher, Brian Gerig, Joe Haley, Andy Hackett, Ted Hutchison, Linda Robinson, Sand Creek High School Government Student Tyler Miller, Hudson Area Girl Scouts, Dan Cherry, City Manager Steve Hartsel, and City Clerk Judy Tanner.

PRESENTATION:
The Hudson Area Girl Scouts presented our Nation’s Flag and Girl Scout Colors at the opening of the City Council meeting. The following list of Girl Scouts and Leaders were in attendance:

1st Grade Daisy Troop 308 (Kris Eschedor - Troop Leader)
Chassie Chastain - Elise Eschedor - Ryleigh Shaughnessy

2nd & 3rd Grade Brownie Troop 249 (Dianna Marry - Troop Leader -- Roni Walker (Assistant Troop Leader)
Chevy Chastain - Celena Frank - Grace Gilbert - Danika Housler - Courtney Lake - Callan Latham - Emily Lickley - Anna Loar - Genevieve Marry - Jessica Prayzner - Summer Walker

4th Grade Junior Troop 180 (Kris Eschedor - Troop Leader -- Dianna Marry - Assistant Troop Leader)
Osten Eschedor - Michelle Marry - Katie Parr - Hannah Pawson - Autumn Walker

5th Grade Junior Troop 95 (Amy Gilbert - Troop Leader)
Celina Gilbert - Chyanna Gilbert - Hollie Rule

6th, 7th & 8th Grade Cadette Troop 324 (Gina Lake - Troop Leader)
Morgan Channels - Lauren Lake - Sabrina Turner - Mariah Walkowicz

Juliette Troop 60681 (Independent Girl Scout)
Emily Allen

Council requested that the troops return to the Council Chambers and introduce themselves and state their grade and troop number. The troop leaders stated that they were all very proud to be a part of the Hudson Community, and thanked Council for allowing the Girl Scouts to present their Flag Raising Ceremony.



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ORDERS OF THE DAY:

744571:
Motion by Rex Murphy, seconded by Jim Steele to excuse Lee Daugherty from the meeting, DENIED: 5-0 by roll call vote.

744572:
Motion by Rex Murphy, seconded by Jim Steele to excuse Lee Ann Minton from the meeting, CARRIED: 5-0 by roll call vote.

Setting the Agenda:

744573:
Motion by Rex Murphy, seconded by Dennis Smoke to add the 2010 CDBG ICE Grant to the agenda, CARRIED: 5-0 by roll call vote.

744574:
Motion by Rex Murphy, seconded by Dennis Smoke to remove the first reading of Ordinance No. 387.10 from the agenda, CARRIED: 5-0 by roll call vote.


744575:
Motion by Dennis Smoke, seconded by Rex Murphy to approve the minutes of January 5, 2010, and place them on file, CARRIED: 5-0 by roll call vote.

**Lee Ann Minton arrived at 7:12 p.m.


PUBLIC COMMENT:
There was no public comment.


NEW BUSINESS:


RESOLUTION: Designation of Street Administrator:
City Manager Steve Hartsel provided Council with a copy of a Resolution for Designation of Street Administrator from the Michigan Department of Transportation. Mr. Hartsel stated that the Michigan Department of Transportation is requesting that Council pass a Resolution to Designate a Street Administrator for the City of Hudson. This will allow the City to complete a MDOT annual mileage certification.
744576:
Motion by Rex Murphy, seconded by Dennis Smoke to appoint City Manager Steven Hartsel as the Street Administrator for the City of Hudson, CARRIED: 6-0 by roll call vote.


APPOINTMENT: Fire Chief – Brian Gerig:
City Manager Steve Hartsel informed Council that after an extremely competitive search for a new Fire Chief to replace Terry Camp, he had chosen to recommend approving Brian Gerig as the new City of Hudson Fire Chief.
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744577:
Motion by Dennis Smoke, seconded by Lee Ann Minton to approve Brian Gerig as the new City of Hudson Fire Chief, CARRIED: 6-0 by roll call vote.

PURCHASE: WWTP Compressor Repair
City Manager Steve Hartsel informed Council that the compressor on the dehumidifier at the Water Treatment Plant is broken and beyond repair. If not replaced by the time humidity levels rise in the spring, the electronics in the plant could be damaged and the piping systems could become corroded. Mr. Hartsel explained that Quality Piping is the company who manages the maintenance of the dehumidifier. Council was provided with a proposal from Quality Piping to remove and dispose of the faulty compressor on the humidifier system. Quality Piping would install the new replacement compressor and mounting kit as necessary. The proposal provided by Quality Piping was in the amount of $3,686.00, and Mr. Hartsel requested that Council authorize the repair.
744578:
Motion by Rex Murphy, seconded by Lee Ann Minton to authorize the repair of the Water Treatment Plant Dehumidifier for an estimated cost of $3,686.00, CARRIED 6-0 by roll call vote.

REAPPOINTMENT: Rob Hall – Downtown Development Authority:
City Manager Steve Hartsel advised Council that Rob Hall has a term that expired in October 2009. At the Downtown Development Authority meeting held on January 14, 2010 the board recommended that Rob Hall be reappointed to the DDA. If reappointed, Mr. Hall will have a 4-year term expiring in October 2013. Mr. Hall meets all the requirements to be reappointed to the Downtown Development Authority.
744579:
Motion by Lee Ann Minton, seconded by Jim Steele to reappoint Rob Hall to the Downtown Development Authority with a 4-year term expiring in October 2013, CARRIED 6-0 by roll call vote.

REAPPOINTMENT: Jim Findlay – Downtown Development Authority:
City Manager Steve Hartsel advised Council that Jim Findlay has a term that expired in October 2009. At the Downtown Development Authority meeting held on January 14, 2010 the board recommended that Jim Findlay be reappointed to the DDA. If reappointed, Mr. Findlay will have a 4-year term expiring in October 2013. Mr. Findlay meets all the requirements to be reappointed to the Downtown Development Authority.
744580:
Motion by Lee Ann Minton, seconded by Dennis Smoke to reappoint Jim Findlay to the Downtown Development Authority with a 4-year term expiring in October 2013, CARRIED 6-0 by roll call vote.

**Lee Daugherty arrived at 7:20 p.m., and resumed his duties as Mayor in charge of the meeting.

February 2010 CDBG ICE Grant:
City Manager Steve Hartsel advised Council that the MEDC has announced a forthcoming round of CDBG Infrastructure Capacity Enhancement (ICE) grants with a favorable state to local matching ratio of 90-10. The Notice of Intent for this round is due to the state by February 22, 2010. Mr. Hartsel stated that he would like to request funding to improve two of the City parking lots, as well as the repaving of and replacement of water and sewer lines on Pleasant Street. The engineering firm of Fleis & Vandenbrink is standing by to assist in drafting a Notice of Intent to submit a full grant application to request funding of these projects. The cost to assist in preparing this NOI is $800.00. Mr. Hartsel requested that Council approval to amend the Professional Services Contract with Fleis & Vandenbrink Engineers, Inc. to assist in preparing a Community Development Block Grant Infrastructure Capacity

1101

Enhancement proposal to fund improvements to two City parking lots, and Pleasant Street from Church Street to U.S. 127 costing $800.00.
744581:
Motion by Lee Ann Minton, seconded by Rex Murphy to approve amending the Professional Services Contract with Fleis & Vandenbrink Engineering, Inc. to authorize the firm to assist the City in preparing a Notice of Intent to submit an application to the Michigan Economic Development Corporation for a Community Development Block Grant Infrastructure Capacity Improvement Project to improve Pleasant Street and two City parking lots, CARRIED 7-0 by roll call vote.


OLD BUSINESS:


BILLS TO BE CONFIRMED:

MML Employee Benefit Services $13,051.90 (Monthly BCBS Premium)
Consumers Energy $2,383.00 (WWTP -107 Mechanic Street)
Consumers Energy $1,858.73 (WTP – 42 Jackson Street)

744582:
Motion by Dennis Smoke, seconded by Lee Ann Minton to pay the bills, CARRIED: 7-0 by roll call vote.

Department Head Reports for December 2009:
744583:
Motion by Lee Ann Minton, seconded by Rex Murphy to accept the department head reports for December 2009, and place them on file, CARRIED: 7-0 by roll call vote.

Accounts Payable Report for December 2009:
744584:
Motion by Dennis Smoke, seconded by Rex Murphy to acknowledge the accounts payable report for December 2009, and place on file, CARRIED: 7-0 by roll call vote.



CITY MANAGER’S REPORT:

• The Community Action Agency held a free class on Home Energy Efficiency at the Community Center on January 14th and 6 people attended.
• We have tentatively rescheduled our meeting with the Uof M Economic Development Agency (EDA) Community Economic Adjustment Program (CEAP) from the Institute for Research on Labor, Employment and the Economy (IRLEE) for Thursday, January 28th.
• I met with the other regional City Administrators in Adrian on January 18th.
• The proposed Ordinance 388.10, Prohibiting Dwelling Use of Commercial Building, will be considered at the January 25th meeting of the Planning Commission.



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• Craig Shumaker from Fleis and Vandenbrink Engineering met with Mayor Daugherty and me on January 15th. Design work continues for the Jackson Street Lift Project (expected to begin during the latter half of 2010). MDOT will be placing the Munson Hwy Storm Water project out for bid within the next month.
• Congratulations to the new Fire Chief Brian Gerig.


COUNCIL COMMENTS:


ADJOURNMENT: 744585:
Motion by Dennis Smoke, seconded by Jim Steele to adjourn the meeting at 7: 48 p.m.
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
December 15, 2009 at 7:00 p.m.
 

744553:
The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Dr. Corey Borck, Ed Engle, Jr., Lee Ann Minton,
Rex Murphy, Jr., Dennis Smoke, Jim Steele

ABSENT: None

ALSO PRESENT: DPW Superintendent Phil Goodlock, Ed Potter, Joe Haley, WWTP Superintendent Mike Shadbolt, Dan Cherry, Dixie Wright, City Auditor Phil Rubley, Janet Fisher, City Manager Steve Hartsel, and City Clerk Judy Tanner.


ORDERS OF THE DAY:


Setting the Agenda:

744554:
Motion by Rex Murphy, seconded by Dennis Smoke to approve the regular meeting minutes of November 17, 2009 with corrections, and place them on file, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
There was no public comment.

CORRESPONDENCE:


NEW BUSINESS:


25-Year Service Award: Dixie Wright:
Mayor Lee Daugherty presented City Treasurer Dixie A. Wright with a 25-year service award signed by Council on behalf of the citizens of Hudson in appreciation for her dedicated services from July 19, 1984 to July 19, 2009. Mrs. Wright was presented with a $500.00 check for twenty-five years of service, and received a standing ovation from those present for a job well done.

Resolution: Dixie Wright Retiring:
Mayor Lee Daugherty presented City Treasurer Dixie A. Wright with the following resolution acknowledging and commending her for her dedicated service to the City of Hudson since July 19, 1984.




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WHEREAS, the City of Hudson depends on its citizens to carry out the process of government, and;

WHEREAS, the quality and effectiveness of the governing process is determined by the capabilities, concerns, and enthusiasm of those who serve, and;

WHEREAS, the Hudson City Council wishes to acknowledge those who have served their community well.

NOW THEREFORE, BE IT RESOLVED, that DIXIE A. WRIGHT be officially commended for her dedicated service to the City of Hudson, and that it be known that DIXIE A. WRIGHT served the City of Hudson since July 19, 1984. Due to her loyal efforts, the City of Hudson has continued to grow and prosper. We thank you for your twenty-five (25) years of service to the City of Hudson

Pursuant to the City of Hudson’s Service Award statement, retiring employees are to have their name and date of employment printed on a brass plate and placed in City Hall, and receives a $1,000.00 check as a retirement bonus. Council thanked Mrs. Wright for her loyal efforts, and presented her with a $1,000.00 retirement check for her years of service with the City of Hudson. City Manager Steve Hartsel also presented Mrs. Wright with a farewell photo of the City Staff and employee’s that she has worked with at the City of Hudson. Mrs. Wright received a standing ovation from those present for a job well done.

2010 Council and Planning Commission Dates:
City Manager Steve Hartsel provided Council with a copy of the proposed meeting dates for Council and the Planning Commission for 2010. These dates must be approved by Council, and published in a paper of general circulation.
744555:
Motion by Dennis Smoke, seconded by Lee Ann Minton to approve the City Council, and Planning Commission meeting dates for the year 2010, CARRIED 7-0 by roll call vote.

2010 Annual Permits and Performance Resolution for Governmental Bodies:
City Manager Steve Hartsel provided Council with a copy of the 2010 Annual Application and Permit for Miscellaneous Operations within the State Trunkline Right of Way, and a Performance Resolution for Governmental Bodies. The Resolution is required when making application to the Michigan Department of Transportation for the purpose of a municipality obtaining an Annual Application and Permit for Miscellaneous Operations within the State Trunkline right of way. This is a “blanket” permit, and a special request will need to be made to MDOT prior to any anticipated closure of the State Trunkline
(M-34). These requests outline the date, time, location, and reason for the request.
744556:
Motion by Rex Murphy, seconded by Lee Ann Minton to approve the 2010 Annual Application and Permit for Miscellaneous Operations within the State Trunkline Right of Way, and the Performance Resolution for Governmental Bodies, CARRIED 7-0 by roll call vote.

**Council Person Jim Steele left at 7:20 p.m.

City Audit Report – Philip Rubley, C. P. A.
City Auditor Phil Rubley, CPA, has performed an audit of the City of Hudson financial records for the fiscal year 2008/09. Mr. Rubley provided Council with an annual financial statement of accounts for the period of July 1, 2008 to June 30, 2009. Mr. Rubley explained that the audit is an unqualified audit which is the highest standard given by auditors. Mr. Rubley reviewed his opinion on his audit findings, and the financial position of the City. Mr. Rubley highlighted that there was a net change in the general fund balance of +$34,275.00 that occurred during the 2008/09 fiscal year. Mr. Rubley answered any questions that Council had on his audit findings.


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744557:
Motion by Lee Ann Minton, seconded by Rex Murphy to acknowledge that Council has received
the City of Hudson Annual Audit Report dated June 30, 2009, CARRIED 6-0 by roll call vote.


OLD BUSINESS:


City of Hudson Priorities for 2010:
At the Council meeting November 17, 2009 City Manager Steve Hartsel requested that Council support entering into a work session upon the conclusion of the meeting to establish an agreed upon list of priorities for the City of Hudson for the calendar year 2010. The purpose for these priorities is to focus the efforts of the community in the most efficient manner possible. A list of priorities was developed and subsequently refined by sub-committee members Borck and Engle working with the City Manager as
directed by Mayor Daugherty. Out of the twenty-seven priorities that were identified, fourteen could potentially be accomplished during the calendar year 2010. These priorities are considered short-term, while the remainder are either enduring in nature or could be potentially accomplished during the calendar year 2011, or beyond. If approved the City Manager stated that he would provide Council with a progress report on a quarterly basis, and a formal review will be conducted on an annual basis. Mr. Hartsel explained that the placement or listing of priorities does not in any way reflect a ranking of importance.

City Manager Steve Hartsel provided Council with the following Hudson City Council Priority List for 2010 for near-term completion during the next 12 months:

• Undertake Charter Change regarding Council Organizational meeting
• Improve Council-to-Public communications
• Pursue Directional signage along 127 (DDA signage plan)
• Evaluation/Improve City website
• Examine first floor residential use in the downtown area
• Improve communication and utilization of Boards and Commissions
• Initiate earlier review of City Budget
• Pursue contracts for commercial antenna placement on new water tower
• Update Project Good Start/Master Plan (city priorities, solicit community input)
• Increase Use of County Hard Labor Program
• Review City Attorney
• City Staff take greater advantage of Seminars (especially Grant-Writing)
• Examine sales of city property via Land Contract
• Conduct Water Fee assessment and implement findings

Mr. Hartsel also provided Council with a copy of the City of Hudson Priority Planning Document for 2010 with three timeframes: Short: 1-year for completion, Medium: 2-years for completion, and Long: 3-years or more for completion. Council Person Ed Engle provided an explanation of the committee’s decision for the list of priorities, and priority guidelines for the three timeframes. Council recommended some changes in the wording on the list of the priorities that was provided. Mr. Hartsel stated that the priority list needed to be approved by a majority of the Council in order to become official.
744558:
Motion by Lee Ann Minton, seconded by Corey Borck to approve the Hudson City Council Priority List for the year 2010 as amended, CARRIED 6-0 by roll call vote.
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BILLS TO BE PAID:

Michigan DEQ $1,950.00 (Annual Permit Fee-WWTP)
Elhorn Engineering Co. $1,380.00 (Treatment Chemicals-WTP)

BILLS TO BE CONFIRMED:

Bill Deo $1,198.00 (5/23/09 Cemetery Lawn Maintenance)
Bill Deo $1,198.00 (8/29/09 Cemetery Lawn Maintenance)
Modern Waste Systems $8,739.25 (11/1/09 – 11/30/09 Residential Refuse Services)
Synagro Central $6,144.60 (Sludge Application – WWTP)

744559:
Motion by Rex Murphy, seconded by Lee Ann Minton, to pay the bills, CARRIED: 6-0 by roll call vote.

Department Head Reports for November 2009:
744560:
Motion by Dennis Smoke, seconded by Ed Engle to accept the department head reports for November 2009, and place them on file, CARRIED: 6-0 by roll call vote.

Accounts Payable Report for November 2009:
744561:
Motion by Lee Ann Minton, seconded by Rex Murphy to accept the accounts payable report for November 2009, and place on file, CARRIED: 6-0 by roll call vote.

MINUTES FROM BOARDS AND COMMISSIONS:
744562:
Motion by Ed Engle, seconded by Dennis Smoke to acknowledge the Local Development Finance Authority minutes for November 19, 2009, and place them on file, CARRIED: 6-0 by roll call vote.

CITY MANAGER’S REPORT:

1. The Façade Project was completed on November 20th.
2. The LDFA Farm Lease was awarded on November 19th to Mr. Sam Reynolds for $130.00 per acre, for a total rent amount of $27,690.00 over the 3-year lease term. Mr. Reynolds plans to plant soy beans next year, and he intends to be a no-till farmer.
3. The LDFA intends to proceed with an application for the Industrial Park to receive “Certified Industrial Park” status by the State within 90 days of the S. Munson Hwy Project completion. This certification as a “shovel-ready” industrial park includes active marketing of the Park by the state.
4. The Position of Fire Chief has been posted internally through December 21st.
5. Water Tower project update- We held a meeting with all parties on December 2nd. The City informed Caldwell tanks that it regards construction as completed on October 21st, with 465 days of liquidated damages totaling $186,000. Caldwell Tanks feels that this amount is excessive due to several mitigating circumstances, and was to submit a counter amount by December 4th (not yet received).
6. The City did not proceed with the Kecy Machinery and Equipment Grant with the MEDC after Mr. Cox informed us that he would be unable to hire additional employees for the foreseeable future.
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7. I intend to invest $1000.00 in the Lenawee Economic Development Corporation this year instead of the $5000.00 invested last year. I believe the LEDC should be rewarded predominantly based upon tangible, concrete results for Hudson.
8. The Community Action Agency is going to become more active in Hudson in order to promote economic self-sufficiency. They are going to undertake a Neighborhood Stabilization Project here in the near future, and they will be administering the CDBG program (instead of the City of Adrian) for Lenawee County by July. Hudson should see increased receipts of these grants as a result.
9. The Lenawee Department of Aging is moving its meal preparation operations into the Community Center from Addison early next year. There will be two new employees present. The City will increase the rent to cover additional costs.
10. I met with our R2PC representative regarding completion of the Hudson Master Plan by the end
of 2010, and attended the R2PC Executive Commission meeting on December 10th.
11. The Planning Commissioners held nominations for the Chairperson, and Co-Chairperson at the Planning Commission meeting on Monday, December 14, 2009. Sue Minton was elected as the new Chairperson, and Dr. Jim Spencer was elected as the new Vice-Chairperson. The commissioners also approved a recommendation for Council to appoint Namrata Carolan to the Planning Commission, and will be on the next Council agenda. This will still leave three open seats on the Planning Commission.
12. I met with the City Attorney and we agreed to meet on the last Tuesday of each month, in advance of the first Council meeting of the following month.


COUNCIL COMMENTS:


ADJOURNMENT: 744563:
Motion by Dennis Smoke seconded by Corey Borck to adjourn the meeting at 9:15 p.m.



APPROVED: _____________________________________________ Lee Daugherty, Mayor ATTEST: _____________________________________________ Judith A. Tanner, City Clerk REVIEWED BY: __________________________________________ Denis F. Jodis, City Attorney Dated: ______________________________
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
November 17, 2009 at 7:00 p.m.

 

744544:
The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Dr. Corey Borck, Ed Engle, Jr., Lee Ann Minton,
Rex Murphy, Jr., Dennis Smoke, Jim Steele

ABSENT: None

ALSO PRESENT: DPW Superintendent Phil Goodlock, Bill Hartmann, Brian Gerig, Dan Cherry, City Manager Steve Hartsel, and City Clerk Judy Tanner.


ORDERS OF THE DAY:


Setting the Agenda:

744545:
Motion by Lee Ann Minton, seconded by Jim Steele to approve the organizational meeting minutes, and the regular meeting minutes of November 9, 2009, and place them on file, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
Bill Hartmann questioned if the minutes of both meetings on November 9, 2009 should be approved separately. Mayor Daugherty explained that the minutes would be approved together.

CORRESPONDENCE:
Emergency Action Guideline Updates were received from the Lenawee County Emergency Management.

City Manager Steve Hartsel provided Council with a copy of a retirement letter from Fire Chief Terry Camp, which will become effective Wednesday, January 13, 2010. Chief Camp informed the City Manager and Council that due to his new responsibilities with his employment he would be retiring from the City of Hudson Fire Department. Chief Camp advised that he would be phasing his retirement over the next two months giving the City Manager and Council time to appoint his replacement.
744546:
Motion by Lee Ann Minton, seconded by Rex Murphy to accept the letter of resignation from Terry Camp as Fire Chief Terry with regret and best wishes, CARRIED: 7-0 by roll call vote.






1087

NEW BUSINESS:


City of Hudson Priorities for 2010:
City Manager Steve Hartsel requested that Council support entering into a work session upon the conclusion of the meeting to establish an agreed upon list of priorities for the City of Hudson for the calendar year 2010. The purpose for these priorities is to focus the efforts of the community in the most efficient manner possible. Mr. Hartsel had previously provided Council with a worksheet with space for 10 priorities to be completed prior to the November 17, 2009 meeting.
744547:
Motion by Jim Steele, seconded by Lee Ann Minton to enter into a work session upon the conclusion of the November 17, 2009 regular meeting to develop a list of City of Hudson Priorities for the year 2010, CARRIED 7-0 by roll call vote.

Department Head Reports for October 2009:
744548:
Motion by Lee Ann Minton, seconded by Rex Murphy to accept the department head reports for October 2009, and place them on file, CARRIED: 7-0 by roll call vote.

Financial Report for October 2009:
744549:
Motion by Lee Ann Minton, seconded by Rex Murphy to accept the financial report for October 2009, and place on file, CARRIED: 6-1 by roll call vote. (Daugherty, Borck, Engle, Minton, Murphy,
Steele-Yes) (Smoke-No).

Accounts Payable Report for October 2009:
744550:
Motion by Jim Steele, seconded by Lee Ann Minton to accept the accounts payable report for October 2009, and place on file, CARRIED: 5-2 by roll call vote. (Daugherty, Engle, Minton, Murphy,
Steele-Yes) (Borck, Smoke-No).

MINUTES FROM BOARDS AND COMMISSIONS:
744551:
Motion by Lee Ann Minton, seconded by Rex Murphy to acknowledge the Local Development Finance Authority minutes for October 22, 2009, and place them on file, CARRIED: 7-0 by roll call vote.


CITY MANAGER’S REPORT:

1. New City Treasurer Status- We have hired Marcia Willett as the new City Treasurer to replace Dixie Wright who will be retiring December 2, 2009. Mr. Hartsel and Dixie Wright were both in agreement that Marcia was the most qualified for the position. Marcia is currently the Treasurer for Addison and Rollin Township.
2. Water Tower project update- Work on the water tower is complete as of October 21, 2009. We will be meeting with Caldwell Tanks and Jones & Henry on December 2, 2009 to finalize.
3. Façade project- Scott McElrath of Dangerous Architects and myself completed a final close-out inspection this morning, and established four minor items that need attention at Karen’s Uptown Café. The window was replaced on the second floor of the museum yesterday. The façade project is expected to be completed by the end of the week.

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4. LDFA Farm Lease- The LDFA will award the Farm Lease at their special meeting on Thursday, November 19, 2009 at 5:30 p.m. There were several sealed bids received for the farmland lease agreement in the Industrial Park.
5. The SW Lenawee County Regional Economic Development and Marketing meeting scheduled for November 23, 2009 in Hudson has been moved to the first or second week of December 2009.
6. Kecy Corporation- Next week Kecy should hear if they have been awarded the grant for machinery and equipment for the Kecy Corporation. We are working with the MEDC and the LEDC, and the grant is based upon the number of permanent jobs established at Kecy.


COUNCIL COMMENTS:


ADJOURNMENT: 744552:
Motion by Lee Ann Minton seconded by Ed Engle to adjourn the meeting at 7:20 p.m.



 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
ORGANIZATIONAL MEETING
November 9, 2009
 

744528:
The organizational meeting was called to order by Mayor Lee Daugherty at 8:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner Jr., Jim Steele, Bill Hartmann, Dennis Smoke, Lee Ann Minton, Dr. Corey Borck
ABSENT: None

ALSO PRESENT: Rex Murphy, Kim Murphy, Linda Robinson, Donna Klinger, Ambulance Supervisor Jim Stevens, DPW Superintendent Phil Goodlock, Treasurer/Income Tax Administrator Dixie Wright, Police Chief Charlie Weir, Ed Engle, Deputy Clerk Shelly Woods, Wes Boyd, City Manager Steve Hartsel, and City Clerk Judy Tanner.

ORDERS OF THE DAY:

Setting the Agenda:

Minutes:
744529:
Motion by Dennis Smoke, seconded by Bill Hartmann to approve the minutes of October 20, 2009, and place them on file, CARRIED: 7-0 by roll call vote.

NEW BUSINESS:


Letters of Resignation – Ed Engle, Jr.
City Manager Steve Hartsel provided Council with a letter of resignation from Ed Engle, Jr. resigning from his position as a member of the City of Hudson Planning Commission, and a letter of resignation from the Local Development Finance Authority.
744530:
Motion by Bill Hartmann, seconded by Jim Steele to accept the letters of resignation submitted to the City Clerk dated November 5, 2009 from Ed Engle, resigning from the Hudson Planning Commission, and the Local Development Finance Authority, CARRIED: 7-0 by roll call vote.

Letter of Resignation – Rex Murphy:
City Manager Steve Hartsel provided Council with a letter of resignation from Rex Murphy, Jr. resigning from his position as a member of the City of Hudson Planning Commission, and the Recreation Advisory Board.
744531:
Motion by Bill Hartmann, seconded by Corey Borck to accept the letter of resignation submitted to the City Clerk dated November 4, 2009 from Rex Murphy, resigning from the Hudson Planning Commission, and the Recreation Advisory Board, CARRIED: 7-0 by roll call vote.



1080

RESOLUTION: Ed Engle, Jr.:
Mayor Lee Daugherty presented Ed Engle, Jr. with a resolution signed by Council for his terms served on the City of Hudson Planning Commission, and the Local Development Finance Authority.

RESOLUTION: Rex Murphy, Jr.:
Mayor Lee Daugherty presented Rex Murphy, Jr. with a resolution signed by Council for his terms served on the City of Hudson Planning Commission, and the Hudson Recreation Advisory Board.

RESOLUTION: Charles Wier:
Mayor Lee Daugherty presented Charles Weir with a resolution signed by Council commending him for serving as the Interim City Manager from June 20, 2009 to October 2, 2009.

OUTGOING COUNCIL COMMENTS:


READING OF CERTIFICATION OF NOVEMBER 3, 2009 ELECTION:
City Clerk Judy Tanner read the certification of the November 3, 2009 from the Board of County Canvassers
of the County of Lenawee. The Board of Canvassers ascertained and canvassed the votes of the Hudson City Election and certified and determined that Ed Engle, Jr., Rex Murphy, Jr., and Lee Ann Minton have received
a sufficient number of votes electing them to the Hudson City Council for a term of 3-years commencing
November 2009 to November 2012. The board of Canvassers also determined that the proposition was passed
for the Hudson Area School Millage. The County of Lenawee affixed its seal on November 4, 2009.

OATHS OF OFFICE FOR NEWLY ELECTED COUNCIL MEMBERS:
City Clerk Judy Tanner administered the Oaths of Office to Incumbent Lee Ann Minton, and newly elected Ed Engle, Jr., and Rex Murphy, Jr. All Council members then took their seats.


Meeting adjourned Sine Die




CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
November 9, 2009 at 8:26 p.m.


744532:
The regular meeting was called to order by Mayor Lee Daugherty at 8:26 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jim Steele, Dennis Smoke, Lee Ann Minton, Dr. Corey Borck, Rex Murphy, Ed Engle
ABSENT: None

ALSO PRESENT: Kim Murphy, Linda Robinson, Donna Klinger, Ambulance Supervisor Jim Stevens, DPW Superintendent Phil Goodlock, Treasurer/Income Tax Administrator Dixie Wright, Police Chief Charlie Weir, Jerry Tanner Jr., Bill Hartmann, Deputy Clerk Shelly Woods, Wes Boyd, City Manager Steve Hartsel, and City Clerk Judy Tanner.


ORDERS OF THE DAY:


Setting the Agenda:


Election of Mayor:
744533:
Motion by Dennis Smoke, seconded by Lee Ann Minton to nominate Lee Daugherty as a candidate for Mayor, CARRIED: 6-1 by roll call vote. (Lee Daugherty, Jim Steele, Dennis Smoke, Lee Ann Minton, Corey Borck, Ed Engle – Yes)(Rex Murphy – No)

744534:
Motion by Dennis Smoke, seconded by Jim Steele to close nominations and cast a unanimous ballot for Lee Daugherty, CARRIED: 6-1 by roll call vote. (Lee Daugherty, Jim Steele, Dennis Smoke, Lee Ann Minton, Corey Borck, Ed Engle – Yes)(Rex Murphy – No)

Election of Mayor Pro-Tem:
744535:
Motion by Dennis Smoke, seconded by Ed Engle to nominate Corey Borck as a candidate for Mayor Pro-Tem, CARRIED: 7-0 by roll call vote.

744536:
Motion by Dennis Smoke, seconded by Ed Engle to close nominations and cast a unanimous ballot for Corey Borck, CARRIED: 7-0 by roll call vote.

Oath of Office to Mayor and Mayor Pro-Tem:
City Clerk Judy Tanner administered an oath of office to Lee Daugherty as Mayor, and Corey Borck as Mayor Pro-Tem.


1082


PUBLIC COMMENT:
There was no public comment.


NEW BUSINESS:


Rules of Procedure:
City Manager Steve Hartsel provided Council with a copy of the Hudson City Council Rules of Procedure for the year 2009-2010. Every year the Council reviews and makes changes, or adopts its Rules of Procedure.
744537:
Motion by Lee Ann Minton, seconded by Rex Murphy to adopt the Rules of Procedure for 2009-2010 as presented, CARRIED 7-0 by roll call vote.

Code of Conduct:
City Manager Steve Hartsel provided Council with a copy of the City of Hudson Code of Conduct for Elected Officials for the year 2009-2010. Every year the Council reviews and makes changes, or adopts its Code of Conduct.
744538:
Motion by Lee Ann Minton, seconded by Jim Steele to adopt the Code of Conduct for 2009-2010 as presented, CARRIED 7-0 by roll call vote.

RESOLUTION: William C. Hartmann III:
Mayor Lee Daugherty presented William C. Hartmann III with a resolution signed by Council for his term served on the Hudson City Council. Mr. Hartmann served on Council from November 13, 2006 to November 9, 2009.

RESOLUTION: Jerry L. Tanner, Jr.:
Mayor Lee Daugherty presented Jerry L. Tanner, Jr. with a resolution signed by Council for his terms served on the Hudson City Council. Mr. Tanner served on Council from November 11, 2002 to November 9, 2009.

Jackson Street Lift Station – Engineering Phase:
City Manager Steve Hartsel informed Council that the Michigan Economic Development Corporation has approved the CDBG-ICE grant for the Jackson Street Lift Station Project. The MEDC has granted permission for the City of Hudson to begin to incur costs up to $90,000.00 for the design and legal portions of the project out of the city’s share of the project cost. Craig Shumaker of Fleis & Vandenbrink has submitted an amendment to the existing personal services agreement to allow design work to begin on the project in order to meet the April 2010 projected start date for the project.
744539:
Motion by Lee Ann Minton, seconded by Rex Murphy to authorize the City Manager to sign the amendment with Fleis & Vandenbrink, and begin to incur costs for the project in accordance with MEDC guidelines, CARRIED 7-0 by roll call vote.


1083


Christmas Parade – No Parking on Main Street:
City Manager Steve Hartsel advised Council that the Christmas Parade will be held on Thursday, November 19, 2009 at 6:30 p.m. It will originate in front of Webster’s Park, commence north on South Maple Grove to Main Street, continue west on Main Street to West Street, thence north on West Street to
Railroad Street where Santa will visit with the children at the Fire Station. Mr. Hartsel indicated that having parking prohibited in the 200 and 300 Blocks of Main Street during the Festival Parade worked out very well, and created a much safer and more pleasant environment for those watching the parade. Although the parade does not start until 6:30 p.m., no parking is being requested from 5:30 p.m. – 7:30 p.m. in an effort to get all vehicles off the street prior to the start of the parade. There will still be plenty of parking in city parking lots and on side streets.
744540:
Motion by Lee Ann Minton, seconded by Corey Borck to authorize No Parking in the 200 and 300 block of W. Main Street from 5:30 p.m. – 7:30 p.m. Thursday, November 19, 2009 for the Christmas Parade, CARRIED 7-0 by roll call vote.

Billing Agreement with Morenci Area EMS:
City Manager Steve Hartsel advised Council that Hudson EMS Supervisor Jim Stevens has been approached by Morenci EMS in regards to the possibility of Hudson doing the ambulance billing for their service. Since this time there have been several meetings to review the feasibility of such an agreement, including logistics and capabilities, along with long term benefits for both services. The Hudson Area Ambulance would bill for Morenci’s runs using Hudson’s current software and personnel. It would be Morenci’s responsibility to assure all paperwork is in line for proper billing. The number of Morenci’s billings average 360 per year. They would be charged $15.00 per billing, for an estimated $5,400.00 per year of additional income for our service, which would offset our current billing cost. All receivables for Morenci would be sent to their location for processing and deposit. It would then be their responsibility to forward all EOB’s to Hudson’s EMS for account updates. Mr. Stevens was available for Council questions, and stated that he would like to work with the City Treasurer Dixie Wright to set up an additional budget line item in the ambulance budget for tracking purposes. Morenci and Hudson are in agreement that this would benefit both departments.
744541:
Motion by Lee Ann Minton, seconded by Jim Steele to accept the draft for the billing agreement with Morenci Area EMS, and authorize the City Manager to finalize an agreement, with a projected start date of January 1, 2010, CARRIED 7-0 by roll call vote.


Bills:
The following bills were submitted for payment:

MML Workers Compensation Fund $6.458.00
Fleis & Vandenbrink Engineering, Inc. $1,500.00
US Bank $4,262.50

744542:
Motion by Lee Ann Minton, seconded by Corey Borck to pay the bills, CARRIED: 7-0 by roll call vote.



.

1084



CITY MANAGER’S REPORT:

1. New City Treasurer Status- We are in the process of interviewing five finalists for the position, and will make a hiring decision by Friday.
2. Water Tower project update- Work on the tower is complete as of October 21, 2009. We are awaiting a meeting being arranged by Jones & Henry with Caldwell Tanks to determine the length of the penalty period, warranty start date, interview discrepancies from subcontractor payroll interviews, and final billing figures. We have also submitted a one-year grant extension request with MEDC, and it is expected to be granted.
3. Façade project- Punch list corrections complete, with only Museum window replacement remaining (estimated time of repair is November 13, 2009). Awaiting warranty paperwork, and closeout inspection by Scott McElrath of Dangerous Architects.
4. Hudson Museum roof is complete and final payment has been issued.
5. CDBG/ICE Grant for Jackson Street Lift Station Project- Project approved and permission granted to begin incurring engineering and legal expenses. Expect project to start April of 2010.
6. 306 W. Main Street- Work continues. Electricity is on, and gas service will be restored on November 10, 2010.
7. DPW Labor contract has been ratified.
8. Statewide Revenue Sharing for the FY 2009/10 has been reduced by 11.1% for municipalities, as anticipated. There is virtually no impact on the city budget since this reduction of nearly $30,000.00 was already programmed into the current budget.
9. LDFA Farm Lease- LDFA approved the Farm Lease. Sealed bids were accepted at the Hudson City Office with the deadline of November 6, 2009. Six sealed bids were received and opened in the Council Chambers at 3:00 p.m., and will be sent to the LDFA for approval.
10. Comcast digital service upgrade to Hudson area delayed until late November due to a protest by a public TV station in Jackson.
11. TC3 Net is preparing a presentation and proposal for the City regarding potential lease of the space on the new water tower for a Wireless Internet antenna.
12. We submitted a package to the Michigan Film Board in response to a request for a setting for a feature film dealing with small town high school football to be shot during Spring/Summer 2010. Hudson met every criteria sought by the film producers. We are awaiting their decision.


COUNCIL COMMENTS:


ADJOURNMENT: 744543
Motion by Dennis Smoke seconded by Corey Borck to adjourn the meeting at 9:25 p.m.

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
October 20, 2009

 

744516:
The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Jim Steele, Bill Hartmann, Dennis Smoke,
Lee Ann Minton, Dr. Corey Borck
ABSENT: None

ALSO PRESENT: Wes Boyd, DPW Supervisor Phil Goodlock, Deputy Clerk Shelly Woods, Rex Murphy, Kim Murphy, Rhonda Wilmoth, Dr. Michael Osborne, Bruce Caswell, Republican State Senate Candidate,
City Manager Steve Hartsel, and City Clerk Judy Tanner.


ORDERS OF THE DAY:


Setting the Agenda:
Add the Consignment Shop Lease proposal for 313 W. Main Street to the agenda under new business as item B.

744517:
Motion by Dennis Smoke, seconded by Lee Ann Minton to add the Consignment Shop Lease proposal for 313 W. Main Street to the agenda under new business as item B, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
Mr. Bruce Caswell Republican Candidate for State Senate, 16th Senate District introduced himself to Council, and presented them with a synopsis of his proposed issues that he plans to address if elected to the Senate.

Minutes:
744518:
Motion by Lee Ann Minton, seconded by Jim Steele to approve the public hearing and regular meeting minutes of September 15, 2009 with corrections, and place them on file, CARRIED: 7-0 by roll call vote.


CORRESPONDENCE:
City Manager Steve Hartsel provided Council with a correspondence letter from the Environmental Protection Agency regarding its plans to approve an application from the City of Bryan, Ohio, to designate the MICHINDOH Aquifer as a “Sole Source Aquifer” for a nine-county area. The Safe Drinking Water Act gives the EPA the authority to designate an aquifer as the sole source of drinking water for a designated area, and must review all federally funded projects in the area in order to determine their potential for contaminating the aquifer.




1075

City Manager Steve Hartsel provided Council with a correspondence letter from Neil and Sandra Seagraves, stating that they would not be renewing their lease on the property located at 313 W. Main Street in February 2010. The Seagraves business is currently known as Square Deals.


NEW BUSINESS:


Water Tower Wireless Internet Antenna Placement Lease:
City Manager Steve Hartsel informed Council that the city was contacted on October 9, 2009 by a representative of Tc3net regarding the possibility of leasing the placement of a 2.4 KHz Wi-Fi Internet service antenna on the Industrial Park water tower. The representative was inquiring about a possible lease rate and terms with the City of Hudson. Mr. Hartsel informed Council that the telemetry antennas operate at 900 MHz, and the Internet service antenna should not cause any electromagnetic interference. Mr. Hartsel also stated that the lease could potentially provide significant revenue to the city. The existing design of the water tower incorporates multiple antenna trunks, which might allow for more than one Wi-Fi service provider to lease the tower at a time. Mr. Hartsel explained that a lease bidding process might provide the most favorable lease price and terms, and requested support from Council to explore issues and options regarding leasing the Wi-Fi antenna placement on the Industrial Park water tower. Council was in support of Mr. Hartsel exploring issues and options regarding leasing Wi-Fi antenna placement on the Industrial Park water tower.


UNFINISHED BUSINESS:


Consignment Shop Lease Proposal for 313 W. Main Street:
City Manager Steve Hartsel informed Council that the city owned building located at 313 W. Main Street would become vacant upon the lease expiration of March 1, 2010 with Neil and Sandra Seagraves. Mr. Hartsel provided Council with a copy of a proposal that Ronda Wilmoth of Yours, Mine And Ours Consignment has submitted to the city for the lease of the building starting March 1, 2010. She proposes a rent amount of $250.00 per month for the first six months in order to free enough funds to purchase shopping carts and shelving units, followed by an increase in rent of $50.00 per month for a subsequent six months, reaching a maximum rent of $500.00 per month. Mr. Hartsel stated that given the current economic climate, the prospects for another business to quickly occupy the building are mixed, and recommended a counter-proposal to enter into a 3-year lease for the building to Yours, Mine And Ours Consignment with an initial rent amount of $250.00 per month for the first six months, followed by an increase of $50.00 per month every 4 months thereafter reaching a maximum of $500.00 per month. Ronda Wilmoth was present to answer any questions that Council had, and was in agreement with the counter-proposal.
744519:
Motion by Dennis Smoke, seconded by Lee Ann Minton to authorize the City Manager to make a counter-proposal to enter into a 3-year lease for 313 W. Main Street with Rhonda Wilmoth of Yours, Mine And Ours Consignment, CARRIED: 7-0 by roll call vote.




1076

CLOSED SESSION: OMA Section 8 (c) DPW Union Contract:
744520:
Motion by Dennis Smoke, seconded by Corey Borck to enter into Closed Session pursuant to OMA Section 8 (c) for strategy and negotiations connected with the Union Contract for DPW, CARRIED: 7-0 by roll call vote.

** Entered into Closed Session at 7:23 p.m. **
** Returned to Open Session at 7:44 p.m. **

744521:
Motion by Lee Ann Minton, seconded by Jim Steele to approve the October 14, 2009 draft agreement between the City of Hudson and the International Union of Operating Engineers Local 324 as presented, CARRIED: 7-0 by roll call vote.


Bills:
The following bills were submitted for payment:

Bills to be paid:
Consumers Energy $3,860.70 (Streetlights)
Purchase Power $1,000.00 (Postage)
Consumers Energy $1,430.86 (WTP-42 Jackson St.)
Consumers Energy $2,474.94 (WWTP-107 Mechanic St.)

Bills to be confirmed:
MML League Employee Benefit Services $13,051.90 (Monthly BCBS Premium)
Bill Deo $1,198.00 (9/26/09 Cemetery Lawn Maintenance)
Bill Deo $1,198.00 (10/10/09 Cemetery Lawn Maintenance)
North American Salt Company $2,694.03 (Salt)
Jodis Bruggeman Law Offices $1,451.13 (Attorney Fees)
MML Membership $1,995.00 (Membership Renewal 2009/10)
Consumers Energy $2,929.08 (WWTP-107 Mechanic St.)
Consumers Energy $1,925.63 (WTP-42 Jackson St.)

744522:
Motion by Dennis Smoke, seconded by Lee Ann Minton to pay the bills, CARRIED: 7-0 by roll call vote.

Department Head Reports for September 2009:
744523:
Motion by Lee Ann Minton, seconded by Dennis Smoke to accept the department head reports for August 2009, and place them on file, CARRIED: 7-0 by roll call vote.

Financial Report for September 2009;
744524:
Motion by Dennis Smoke, seconded by Jim Steele to accept the Financial Report for September 2009, and place on file, CARRIED: 6-1 by roll call vote. (Daugherty, Tanner, Steele, Hartmann, Minton, Borck – Yes)
(Smoke – No)



1077

Accounts Payable Report for September 2009:
744525:
Motion by Lee Ann Minton, seconded by Jerry Tanner to accept the Accounts Payable Report for September 2009, and place on file, CARRIED: 6-1 by roll call vote. (Daugherty, Tanner, Steele, Hartmann, Minton,
Borck – Yes) (Smoke – No)

Minutes from Boards and Commissions:
Downtown Development Authority – Special Meeting, October 8, 2009
744526:
Motion by Lee Ann, seconded by Corey Borck to acknowledge the minutes from the Downtown Development Authority for September 2009, and place on file, CARRIED: 7-0 by roll call vote.


CITY MANAGERS REPORT:

• I have hired Shelly Woods as our new Deputy Clerk- In addition to her proven administrative skills, Shelly was previously the Executive Director of the Blissfield Chamber of Commerce and Lenawee County Builders Association, and will be able to provide value towards our economic development efforts.
• City Treasurer replacement- We received 28 applications by last Friday’s deadline. Upon initial review, several appear sufficiently qualified to proceed to the interview and reference stage. I am confident that we will have Dixie’s relief hired in time to conduct a complete turnover prior to Dixie’s retirement.
• S. Munson Highway Land Acquisition- Property has been acquired, and required approval letter for project sent to MDOT. Awaiting MDOT letting and project scheduling.
• Water Tower project update- Work on the tower should be officially complete upon completion of cathodic protection (anti-corrosion) equipment testing scheduled for Wednesday, October 21st. Late penalties for the final project payment are still in negotiations. The intentions are to start the warranty for the water tower on October 21st if the equipment testing is successful.
• Façade project- Punch list corrections continue, with 313 W. Main satisfactorily completed and Karen’s Uptown doors replaced and work nearly complete. Awaiting warranty paperwork and closeout inspection by Scott from Dangerous Architects.
• Hudson Museum roof is complete- awaiting inspection from roof membrane manufacturer (Armstrong Enterprises) before making final payment. Also awaiting word from Can-do Electric regarding consolidation of electrical meters to building.
• CDBG/ICE Grant for Jackson Street Lift Project- Grant paperwork submitted to State; expect project to start April of 2010.
• 306 W. Main St.- DDA contracts signed with Rowley Construction, and MRE Electric for interior renovations. Work has commenced. Electricity restoral in progress, and gas service expected by the weekend.
• LDFA Farm Lease- LDFA Special Meeting scheduled for this Thursday to approve Farm Lease. If approved, expect public bidding to run from October 29th to November 12, 2009.
• Water Plant Dehumidifier Inoperative- Phil Goodlock has received an estimate of $3600 to repair. Not an urgent priority until humidity raises next spring and corrosion rate escalates. Expect to have on agenda during December timeframe.




1078

• MDOT Resurfacing Project- Notified by MDOT that 127 resurfacing from state line to M34 will occur from April to November 2010. M34 from 127 to Maple Grove will be ground 1.5 inches and repaved, and from Maple Grove to 156 will be repaved only. Crosswalks and associated curbing will be replaced on Main St. This part of the project will last 3-5 days and will involve flag men, and will likely occur between July-August and deconflicted with 4th of July and MIS race weekends.
• Comcast is now upgrading their services to Hudson. They will offer High-Speed Internet, 250-plus channels including High Definition and Pay per View, and Digital Voice Telephone service. They will be distributing digital set top boxes to their local customers on October 27-28.
• The Lenawee Economic Development Council (LEDC) will be conducting a Town Hall meeting this Thursday at 7 pm at the Hudson Community Center.
• Adams Outdoor Advertising in Ann Arbor has been notified of the loose paper on the billboard at Main and Lane Streets, and will correct as soon as possible.


COUNCIL COMMENTS:


ADJOURNMENT: 744527:
Motion by Dennis Smoke, seconded by Jerry Tanner to adjourn the meeting at 8:23 p.m. There were no objections.
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
PUBLIC HEARING
September 15, 2009 at 7:00 p.m.
 

744502:
The public hearing was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Jim Steele, Bill Hartmann, Dennis Smoke,
Dr. Corey Borck
ABSENT: Lee Ann Minton

ALSO PRESENT: Wes Boyd, Ray Cox, Kecy Corporation, WWTP Superintendent Mike Shadbolt, Dan Cherry, Interim City Manager Charles Weir, and City Clerk Judy Tanner.

ORDERS OF THE DAY:

Jackson Street Lift Station CDBG ICE Grant:
There was no public comment

Adjourn Sine Die at 7:01 p.m.



CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
September 15, 2009
Immediately following the Public Hearing


744503:
The regular meeting was called to order by Mayor Lee Daugherty at 7:01 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Jim Steele, Bill Hartmann, Dennis Smoke,
Dr. Corey Borck
ABSENT: Lee Ann Minton

ALSO PRESENT: Wes Boyd, Ray Cox, Kecy Corporation, WWTP Superintendent Mike Shadbolt, Dan Cherry, Craig Shumaker, Fleis & Vandenbrink, Inc, Interim City Manager Charles Weir, and City Clerk Judy Tanner.

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ORDERS OF THE DAY:

Excuse Absent Member(s):
744504:
Motion by Jerry Tanner, seconded by Bill Hartmann to excuse Lee Ann Minton from the meeting, CARRIED: 6-0 by roll call vote.

Setting the Agenda:
Add Mr. Ray Cox, Kecy Corporation to the agenda.
Add S. Munson Highway Land Purchase document to sign to the agenda.
Add City Treasurer position for discussion to the agenda.
744505:
Motion by Jerry Tanner, seconded by Jim Steele to add Mr. Ray Cox, Kecy Corporation, S. Munson Highway Land Purchase document to sign, and the City Treasurer position for discussion to the agenda CARRIED: 6-0 by roll call vote.

Minutes:
744506:
Motion by Dennis Smoke, seconded by Corey Borck to approve the Zoning Board of Appeals minutes of September 1, 2009, and the Regular Council meeting minutes of September 1, 2009, and place them on file, CARRIED: 6-0 by roll call vote.


PUBLIC COMMENT:
There was no public comment.


PRESENTATION:
Mayor Lee Daugherty presented Judy Tanner with her 10-year service award. Mrs. Tanner has served as the Deputy Clerk since September 1, 1999.


NEW BUSINESS:


Mr. Ray Cox – Kecy Corporation:
Mr. Ray Cox the new owner of the Kecy Corporation introduced himself, and gave Council a brief explanation of the new Kecy Corporation. Mr. Cox is requesting that the existing tax abatements from Kecy Products be transferred to the Kecy Corporation.


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Jackson Street Lift Station CDBG / ICE Grant – Craig Shumaker, Fleis & Vandenbrink Engineering:
A public hearing was held on September 15, 2009 at 7:00 p.m. for public comment for the Bean Creek Sanitary Sewer & Jackson Street Lift Station Rehabilitation along with the City’s application for an Infrastructure Capacity Enhancement Grant under the Michigan Community Development Block Grant (CDBG) Program. The City will be applying for $370,000.00 in grant funds for this estimated $465,000.00 project. Interim City Manager Charles Weir provided Council with a draft copy of the application documents in question, and the wording to the required resolution, and signature pages. Craig Shumaker from Fleis & Vandenbrink Engineering, Inc. was present to explain the application process regarding the resolution adoption, and recommended giving the City Clerk signatory authority to sign the documents as the grant administrator.
744507:
Motion by Bill Hartmann, seconded by Jerry Tanner to adopt the Resolution for the CDBG / ICE Grant Bean Creek Sanitary Sewer & Jackson Street Lift Station Rehabilitation Project, and give the City Clerk Judy Tanner signatory authority to sign the grant documents, CARRIED: 6-0 by roll call vote.


Set Trick-or-Treating Date and Time:
Interim City Manager Charles Weir informed Council that on Saturday, October 31st the Chamber would be hosting their annual downtown Trick-or-Treating from 10:00 a.m. – 12:00 noon. Halloween falls on Saturday this year, and in the past Council has scheduled Trick-or-Treating from 6:00 p.m. – 8:00 p.m. Mr. Weir informed Council that it was discussed at the last Chamber meeting for safety reasons to change the Trick-or-Treating time from 5:00 p.m. – 7:00 p.m. Mr. Weir also informed Council that the Library staff is in the process of scheduling a costume-judging contest following Trick-or-Treating. After some discussion Council chose to leave the time set for 6:00 p.m. – 8:00 p.m.
744508:
Motion by Jim Steele, seconded Corey Borck by to set Trick-or-Treating for Saturday, October 31, 2009 from 6:00 p.m. to 8:00 p.m., CARRIED: 6-0 by roll call vote.

City Treasurer Position – Discussion:
Interim City Manager Charles Weir informed Council that the City Treasurer Dixie Wright would be retiring on December 2, 2009. Mr. Weir and Mrs. Wright expressed some concerns that the City should be looking toward advertising the open position as soon as possible. Mr. Weir informed Council that Mrs. Wright would like at least one month to train a new employee, and it would take time for the hiring process. Council was concerned about the budget and the cost of two employees’ in the Treasurer’s position at one time. Mr. Weir requested permission from Council to start the hiring process and post the position internally next week. Council discussed the qualifications required for the Treasurer’s position. Council directed Mr. Weir to start the process of posting the position internally, and if there are no applications from within advertise the position publicly.


UNFINISHED BUSINESS:


City Managers Contract:
Interim City Manager Charles Weir provided Council with a revised draft of the City Manager’s contract. Mayor Lee Daugherty explained that there were some open questions in the contract that concerned Mr. Hartsel and needed to be addressed. Mayor Daugherty requested permission for the City Clerk and himself to sign the agreement, and send the contract to Mr. Hartsel for his signature. After some discussion Council agreed to the revised contract terms, and directed Mr. Weir to send the contract to the City Attorney for his review.



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744509:
Motion by Bill Hartmann, seconded Corey Borck by to approve the City Manager’s employment agreement between the City of Hudson and Steven W. Hartsel as revised on September 15, 2009, CARRIED: 6-0 by roll call vote.

S. Munson Highway – Land Purchase:
Interim City Manager Charles Weir provided copies of the Good Faith Offer to purchase property for the South Munson Highway project, along with copies of options for the purchase of land, and options for a drainage easement. At the Council meeting on September 1, 2009, Craig Shumaker of Fleis & Vandenbrink Engineering explained the land purchase agreement for the S. Munson Highway Project, and the MDOT Program Application update. Mr. Weir explained that the property owners were given a total of four options. Two options were to purchase land and a drainage easement that did not include a waiver, and two options that included a waiver of a 30-day period provision. Mr. Weir informed Council that the property owners had signed the 30-day waiver option agreements. Mr. Weir requested permission from Council to authorize the Interim City Manager to sign the documents. Mr. Shumaker was also available to answer any question from Council.
744510:
Motion by Jerry Tanner, seconded Corey Borck by to authorize the Interim City Manager to sign the 30-day waiver option agreements for the S. Munson Highway Project Land Purchase, CARRIED: 5-0 by roll call vote. (Daugherty, Tanner, Steele, Hartmann, Minton, Borck – Yes)(Smoke – Abstain)

Department Head Reports for August 2009:
744511:
Motion by Dennis Smoke, seconded by Jerry Tanner to accept the department head reports for August 2009, and place them on file, CARRIED: 6-0 by roll call vote.

Financial Report and Accounts Payable Report for August 2009:
744512:
Motion by Jerry Tanner, seconded by Jim Steele to acknowledge the Financial Report for August 2009 and the Accounts Payable Report for August 2009, and place them on file, CARRIED: 5-1 by roll call vote. (Daugherty, Tanner, Steele, Hartmann, Borck – Yes)(Smoke – No)

Bills:
The following bills were submitted for payment:

Bills to be paid:
Consumers $3,250.51 (Streetlights)
Bill Deo $1,198.00 (9/17/09 Cemetery Lawn Maintenance)

Bills to be confirmed:
MML League Employee Benefit Services $13,051.90 (Monthly BCBS Premium)
Bill Deo $1,198.00 (8/29/09 Cemetery Lawn Maintenance)

744513:
Motion by Dennis Smoke, seconded by Corey Borck to pay the bills, CARRIED: 6-0 by roll call vote.



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Minutes from Boards and Commissions:
Downtown Development Authority – Special Meeting, August 19, 2009
Local Development Finance Authority – Special Meeting, August 25, 2009
Local Development Finance Authority – Special Meeting, August 31, 2009
744514:
Motion by Jim Steele, seconded by Dennis Smoke to acknowledge the minutes from the Boards and Commissions for August 2009, and place them on file, CARRIED: 6-0 by roll call vote.


CITY MANAGERS REPORT:

• I am pleased to announce that Judy Tanner has been appointed Clerk for the City of Hudson. Judy was the most qualified candidate for the job, and with her experience and 10-year tenure with the City, she was the best and logical choice. We are internally posting the position for Deputy Clerk. After the internal posting, if we do not receive any qualified internal candidates, we will consider the other applicants that applied and interviewed for the Clerk’s position.

• I Met with DPW Union Steward Ed Bellfy On September 10th and asked him the status of their reply to the City’s terms. Ed advised that the terms were forwarded to the Union Representative, Linda Lowe, and they have not heard back from her and they (union members) do not agree with the terms.

• The Internal Revenue Service advised the MTA, Michigan Township Association, is requiring Assessors be designated as an “employee” of the township, or in our case, of the City for tax purposes. In this packet you will see two letters. One from Larry Merrill MTA Executive Director and one from Kyt on her opinion of the letter. This information will be forwarded to the City Attorney so he can give us some direction. I have several other items that I need the City Attorney to work on over the next several weeks.

• The new water tower is painted. Phil advised me that sometime this week they would sterilize the inside of the tank and refill it.


• The Library painting is done. Phil and I will check to make sure it is acceptable. Librarian Kathy Hepker is happy with the work that was done. There is some paint on the stonework in various areas but it was from the previous paint job. This was verified by Kathy and Phil Goodlock.

• 313 West Main Street is done, however the architect Scott McElrath checked the work and identified a few problem areas that needs to be redone. Karen’s Uptown Kafé is still having an issue with their front door as well. Campbell Durocher will not receive final payment until all of the work is completed and pass inspection.




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• Recovery Bonds for projects. Again we have another pressure deadline to try and meet. The County Commission wants communities that want to try and fund their projects with a portion of the $4.4 million allotted by the County, the communities are to have their projects identified with dollar figures, Bond Counsel in place and a resolution adopted. I spoke with Denis Jodis who has been in contact with Michael McGee of Miller Canfield, and Mr. McGee has not re-contacted Denis or me at the time of this report.

• The Hudson Museum roof is almost complete. Armstrong Construction said the project is going well and they had no unexpected surprises. On another subject involving the Museum, I noticed that the museum has seven electrical meters to the building. Each meter has a monthly service fee of $15.00 a month. I had an electrician look at the possibility of reducing the number of meters, but not reducing electrical service to the building. Joe Gorney of Can Do Electric did a walk through the building with Phil and I last week. Joe thinks he can reduce some of the meters and save the Museum some money. Joe will be putting some quotes together and they will be presented to the Library Board for consideration.



COUNCIL COMMENTS:


ADJOURNMENT: 744515:
Motion by Jim Steele, seconded by Jerry Tanner to adjourn the meeting at 8:24 p.m.


 

ZONING BOARD OF APPEALS
121 N. CHURCH STREET
HUDSON, MI 49247
REGULAR MEETING
SEPTEMBER 1, 2009

The Regular Meeting was called to order by Mayor Lee Daugherty at 7:00 P.M. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Jim Steele, Dennis Smoke,
Lee Ann Minton, Bill Hartmann, and Dr. Corey Borck

ALSO PRESENT: WWTP Superintendent Mike Shadbolt, Treasurer/Income Tax Administrator
Dixie Wright, Ted Hutchison, WWTP, Robert Hall, Bill Rupnow, Joe Haley, Virginia Webster, Dan Cherry, Ed Engle, Craig Shumaker, Interim City Manager Charles Weir, and Deputy Clerk
Judy Tanner.


ORDERS OF THE DAY:

Rezone Request – 116 W. Main Street:
Interim City Manager Charles Weir advised Council that the Planning Commission had conducted a public hearing regarding the rezone request for 116 W. Main Street. Mr. Weir advised the Board that Robert and Heather Hall are requesting a rezone of property located at 116 W. Main Street from Light Industrial to General Commercial. Mr. & Mrs. Hall is requesting the change in zoning to bring the property into compliance with its current use. Mr. Hall was available to answer any questions the board had regarding the rezone. Council discussed postponing action at this time, and placing the zoning request on the agenda for the next meeting. After their discussion the board voted to grant the zoning request.

Motion by Bill Hartmann, seconded by Lee Ann Minton to postpone action on the zoning change for 116 W. Main Street, Hudson, MI, and place the request on the Council agenda for the next meeting, DENIED: 5-2 by roll call vote. (Hartmann, Minton – Yes)(Daugherty, Tanner, Steele, Smoke, Borck – No)

Motion by Jerry Tanner, seconded by Corey Borck to grant the rezone request for 116 W. Main Street, Hudson, MI from Light Industrial to General Commercial, CARRIED: 5-2 by roll call vote. (Daugherty, Tanner, Steele, Smoke, Borck – Yes)(Hartmann, Minton – No)

Adjourn Sine Die:
Meeting adjourned at 7:23 p.m.
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
September 1, 2009 Following the Zoning Board of Appeals

744489: The regular meeting was called to order by Mayor Lee Daugherty at 7:24 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann,
Lee Ann Minton, Jim Steele, Dr. Corey Borck
ABSENT:

ALSO PRESENT: Joe Haley, WWTP Superintendent Mike Shadbolt, Craig Shumaker, Fleis & Vandenbrink, Dan Cherry, City Manager Charles Weir, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:

Setting the Agenda:
Add the S. Munson Highway MDOT Program Application to the Agenda.
Add the LDFA Land Purchase to the Agenda.
Add Discussion for an Ordinance Change to the Downtown Commercial District to the Agenda.
Add the City Manager Contract for Discussion to the Agenda; all Under unfinished business.
744490:
Motion by Lee Ann Minton, seconded by Jim Steele to add the S. Munson Highway MDOT Program Application, the LDFA Land Purchase, Ordinance Change to the Downtown Commercial District, and the City Manager Contract Discussion to the agenda under unfinished business, CARRIED: 7-0 by roll call vote.

Minutes:
744491:
Motion by Lee Ann Minton, seconded by Bill Hartmann to approve the minutes of August 13, 2009, and August 18, 2009, and place them on file, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
There was no Public Comment


NEW BUSINESS:

APPOINTMENT: Ed Engle - Planning Commission:
Interim City Manager Charles Weir informed Council that Mr. Ed Engle, 3800 Munson Highway, Hudson, MI has submitted a request to be re-appointed to the Planning Commission with a term expiring in July 2012. The Commissioners recommended Mr. Engle be reappointed to Planning Commission at their meeting on August 24, 2009. Mr. Engle meets all of the requirements for re-appointment to the Planning Commission.



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744492:
Motion by Dennis Smoke, seconded by Corey Borck to re-appoint Ed Engle to Planning Commission for a three-year term expiring July 2012, CARRIED: 7-0 by roll call vote.

Budget Adjustments:
Interim City Manager Charles Weir informed Council that he and the City Treasurer Dixie Wright have been reviewing the 2009/10 budget more closely, and have found a few line items that need to be adjusted. One DPW worker’s hours were to be cut to part-time, and Mr. Weir informed Council that adjusting the budget there would be sufficient funds in the budget to keep all DPW staff full time. The Waste Water Treatment Plant Lab Tech position was to be cut to 35 hours, but can be maintained at full time with a few minor adjustments. Mr. Weir stated that he has made the WWTP Lab Tech position a salaried position as opposed to an hourly position, which would reduce the on call and overtime pay. Mr. Weir also informed Council that for safety reasons there is a need for two employees working at the WWTP at one time. Mr. Weir informed Council that he has gone over these changes with the department heads and they are in agreement. There would be no change in the bottom line in either of these department’s budgets. Council was provided with a memorandum from the Treasurer Dixie Wright highlighting the affected budget line items and adjustments, and the related budget sheets as they were previously approved by Council.
744493:
Motion by Dennis Smoke, seconded by Lee Ann Minton to acknowledge and approve the 2009/10 budget adjustments, CARRIED: 7-0 by roll call vote.

RESOLUTION: State Highway Maintenance Contract:
Interim City Manager Charles Weir informed Council that our current Trunk Line Maintenance contract with the Michigan Department of Transportation is expiring in September 2009, and we are in the process of renewing the contract. The contract has one change, which is a reduction in the percentage of reimbursement for snow hauling from parking spaces on Main Street. MDOT requires a resolution to designate a maintenance supervisor, and authorize two City officials to sign the maintenance contract. Council was provided with a copy of the Resolution and the contract for their review. Administration recommended approving the State Highway Maintenance Contract Resolution, designating Philip Goodlock as the Maintenance Supervisor, and authorizing the Interim Manager and Deputy Clerk to sign the maintenance contract.
744494:
Motion by Lee Ann Minton, seconded by Bill Hartmann to approve the State Highway Maintenance Contract Resolution, and designate Philip Goodlock as the Maintenance Supervisor, and authorize Interim City Manager Charles Weir and Deputy Clerk Judy Tanner to sign the State Highway Maintenance Contract, CARRIED: 7-0 by roll call vote.


UNFINISHED BUSINESS:

S. Munson Highway Project, Craig Shumaker, Fleis & Vandenbrink Engineering:
Interim City Manager Charles Weir informed Council that Craig Shumaker, Fleis & Vandenbrink Engineering was at the meeting to explain the land purchase agreement for the S. Munson Highway Project, and the MDOT Program Application update. Mr. Shumaker updated Council that at the LDFA meeting on August 31, 2009 the board approved their budget for the purchase of land on the southwest corner of M-34 and Munson Highway for stormwater discharge for the S. Munson Highway Project. The City Attorney is working on the options for the purchase agreement, and there will be a meeting scheduled this week with the property owners to sign the agreement. There will be a Grade Inspection Meeting with MDOT on Thursday, September 3, 2009 to review the plans for the project. Mr. Shumaker informed Council that if the land agreement is signed, and we receive
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MDOT’s review comments the final plan revisions should be completed the week of September 8, 2009, and we will wait for the final approval from MDOT for the project. Mr. Shumaker also informed Council that there is a need for the program application for the project to be updated to change the City Manager’s signatory pages prior to the final plan approval. After discussion with Mr. Shumaker, Council chose to approve the MDOT program application. Council discussed that there would be a need to approve the LDFA budget amendment, and thank the board for purchasing the land to complete the S. Munson Highway project.
744495:
Motion by Lee Ann Minton, seconded by Jim Steele to direct Interim City Manager Charles Weir to be the signatory on the MDOT Program Application for the S. Munson Highway Project, CARRIED: 7-0 by roll call vote.

744496:
Motion by Lee Ann Minton, seconded by Jim Steele to concur, agree, and thank the LDFA for amending their budget for the land purchase to follow this project through, CARRIED: 6-0 by roll call vote. (Daugherty, Tanner, Steele, Hartmann, Minton, Borck – Yes)(Smoke – Abstained)


Industrial Park Agricultural Land – Lease Agreement Renewal:
Interim City Manager Charles Weir informed Council that at the August 18, 2009 Council meeting there was some discussion pertaining to the renewal of the undeveloped Industrial Park farmland lease with Mr. Greg Plassman. Mr. Weir stated that at the meeting Council was informed that Mr. Plassman has been farming the land for several years rent-free. At that meeting Council discussed that rent should be charged for the farmland, and directed Mr. Weir to look into a lease bid situation, and send the farmland lease renewal to the LDFA for their review. Mr. Weir informed Council that at their meeting on August 25, 2009 the LDFA discussed the lease, and stated that there should be rent charged for the farmland. At that time the LDFA directed Mr. Weir to make some revisions to the contract, and advertise to seek bids for the farmland lease. After revisions are made to the contract it will be sent to the City Attorney for his review.
744497:
Motion by Lee Ann Minton, seconded by Bill Hartmann to authorize the Interim City Manager Charles Weir to make contract revisions, and advertise to seek bids for the lease of the LDFA Industrial Park Farmland, CARRIED: 7-0 by roll call vote.

Ordinance Change to the Downtown Commercial District:
Council Person Mr. Hartmann prior to the Council meeting requested to add ordinance discussion for living arrangements in first floor commercial properties to the agenda. Council discussed changing the ordinance wording to specify not to allow residential living on first floors in properties in the commercial district. Council previously received a copy of an ordinance from a neighboring City that forbids residential living on the first floors of their downtown commercial district. Their code defines a central business district, and a general commercial district. Mr. Weir informed Council that their central business district only includes the downtown area. Council discussed that there are resident homes within the City of Hudson’s commercial district, and there would be a need to proceed to define a central business district with no residential living on the first floors.
744498:
Motion by Lee Ann Minton, seconded by Jim Steele to proceed to define a central business district with no residential living on the first floors, CARRIED: 6-1 by roll call vote. (Daugherty, Steele, Smoke, Hartmann, Minton, Borck – Yes)(Tanner – No).




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City Manager Contract Discussion:
At a special committee meeting on August 14, 2009 the committee and Mr. Hartsel reviewed and discussed the City Manager’s contract. Mr. Hartsel was given the contract to take with him to review and return to the City with his recommendations. City Manager Charles Weir provided Council with a copy of the City Manager’s contract returned from Mr. Hartsel with his recommended changes. The document was gone over paragraph by paragraph to discuss any additional modifications, or discrepancies Council may want to consider. The contract will be sent back to Mr. Hartsel for his review, and it was recommended to be placed on the next Council agenda.


Bills:
The following bills were submitted for payment:

BILLS TO BE PAID:

• Michigan Municipal Bond Authority $96,145.81 (WTP Bond)
State Revolving Funds

BILLS TO BE CONFIRMED:

• Wolverine State Assessing, Inc. $1,300.00 (Assessing Services for August 2009)
•Modern Waste Systems $8,739.25 (8/1/09-8/31/09 Residential Refuse Fee)
• Education Associates of MI, LLC $5,250.00 (City Managers Search)
• MML Workers Comp Fund $6,458.00 (Policy Premium)
• Bill Deo $1,198.00 (8/15/09 Maple Grove Cemetery Lawn Mowing)

744499:
Motion by Corey Borck, seconded by Bill Hartmann, to pay the bills, CARRIED: 7-0 by roll call vote.

Minutes from Boards and Commissions:
DDA – July 9, 2009
Planning Commission – July 27, 2009
DDA – August 11, 2009
Special Contract Committee – August 14, 2009
Planning Commission – August 24, 2009
744500:
Motion by Dennis Smoke, seconded by Lee Ann Minton, to acknowledge the minutes from the Boards and Commissions, and place them on file, CARRIED: 7-0 by roll call vote.


CITY MANAGER’S REPORT:

• City Clerk Interviews – There were three applicants for the City Clerks position interviewed on
August 27, 2009, and the remaining three applicants will be interviewed on September 2, 2009. Once the interviews are completed and reviewed a new Clerk should be in place some time over the next two-three weeks.

• 313 W. Main Street – The rear façade work is finished.
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• Library Painting – The Library painting in nearly finished. When the work is finished there will be a walk through with the contractors to make sure the work is completed.

• Museum Roof – The contractor Armstrong Construction has started working on the Museum roof this week, and weather permitting the job will be completed in one week.

• Water Tower – The new water tower is 75% completed. There was a problem with paint spattering on vehicles in the parking lot at Homer Donaldson. Caldwell Tanks will be contracting with a company from Ann Arbor to come to the Homer Donaldson site and clean the paint off the vehicles.

• Steger Industrial Drive – We are waiting for updated information from Hi-Lex that is required from the State, and when we receive the information we will send it to Mary Kramer for review.

• 306 W. Main Street – There were no offers to purchase the building. The DDA is now putting it out for bid to perform some interior renovations to lease the building.

• KECY Corporation – The Mayor and I met with Ray Cox, the new owner of KECY Corporation, along with Tim Robinson and Karen Lee from the Lenawee Economic Development Corporation to discuss possible transfer of tax abatements from KECY to the KECY Corporation.

• DPW Union Contract – I met with the DPW Union employees after the closed session on August 18, 2009 with the proposed discussion.

• I attended the County Commissioners meeting on August 27, 2009 in regards to the American Recovery and Reinvestment Act. Under this act, communities would be able to obtain low interest bonds for projects. Lenawee County was deemed a Recovery Zone and entitled to 8.9 million dollars. The County is going to use 4.5 million, which left 4.4 million to other communities in Lenawee County. I spoke before the commission and requested $900,000.00 for the City of Hudson projects.

• The Home Depot project that Councilperson Minton suggested I check into is going to Findlay Ohio.

• The Clean the Bean 2 project went very well. We had 37 volunteers and it was an enjoyable day. We found a microwave oven, an office chair, several tires, parts of a barn door, 55-gallon drums, a roll of carpet etc.


COUNCIL COMMENTS:


ADJOURNMENT:
744501:
Motion by Lee Ann Minton, seconded by Corey Borck, to adjourn the meeting at 8:56 p.m.


 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
August 18, 2009
 

744474: The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann,
Lee Ann Minton, Jim Steele, Dr. Corey Borck
ABSENT:

ALSO PRESENT: Wes Boyd, Joe Haley, Joann Crater, WWTP Superintendent Mike Shadbolt, Craig Shumaker, Fleis & Vandenbrink, Dan Cherry, Greg Plassman, Jim Reamsnyder, City Manager Charles Weir, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:

Setting the Agenda:

Minutes:
744475:
Motion by Lee Ann Minton, seconded by Corey Borck to approve the minutes of July 16, 2009, July 21, 2009, July 28, 2009, August 6, 2009, August 7, 2009, and August 8, 2009 with corrections, and place them on file, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
There was no Public Comment

CORRESPONDENCE:
Council was provided with a copy of a Notice of Hearing for the Electric Customers of Consumers Energy Company proposing to reconcile its electric restructuring implementation costs previously approved for recovery with cost recovery. Council was also provided with a copy of a Notice of Hearing for the Customers of Michigan Gas Utilities Corporation Proposing to roll-in a $5,281,956 net under recovery into its 2009-2010 gas cost recovery plan.


NEW BUSINESS:


Industrial Park Agricultural Land – Lease Agreement Renewal:
Interim City Manager Charles Weir informed Council that Mr. Greg Plassman has been farming the Industrial Park agricultural land since 2001, and his current three-year lease agreement will be expiring on
March 1, 2010. Mr. Weir stated that although it may seem premature to renew the contract lease at this time a farmer needs to pre-plan several months in advance due to the planting and harvesting cycles. Council was provided with a copy of a letter that Mr. Plassman submitted on August 3, 2009 requesting a three-year lease extension. There have been no problems with Mr. Plassman’s farming practices or use of the Industrial Park.
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Council was provided with a copy of the contract explaining the terms of the farmland lease. The lease agreement does not include charging rent for the farmland. Mr. Weir informed Council, that the history shows that there hasn’t been rent charged, because if any of the farmland was sold and the crops were destroyed by development the LDFA would be responsible for compensation of the damaged crops. Mr. Weir also stated that the Assessor explained that if rent were received it would not be substantial enough to place the land on the tax roll. Mr. Weir explained that there could be a rent charged per acre, and he had contacted the MSU Extension office in Adrian to inquire what the average price would be per acre. Council directed Mr. Weir to look into a lease bid situation, and send the farmland lease renewal to the LDFA for review.
744476:
Motion by Dennis Smoke, seconded by Corey Borck to send the farmland lease renewal to the LDFA for review, CARRIED: 7-0 by roll call vote.

Sewer Connection Request – 14981 Hemlock Street:
Interim City Manager Charles Weir informed Council that Mr. Ervin Borton of 14981 Hemlock Street, Hudson had septic problems and would like to hook into the city sewer system. Mr. Borton does have city water service to his residence. Council in the past has given other parties that live out side of the city limits access to the sewer system. The owner would be responsible for the cost of the hookup, and the coordination with a contractor to perform the work. Public Works and the Waste Water departments would oversee and approve the connection. Under the City Code 18-98 Sewer Rate services provided outside of the city limits will be billed at 200 percent of the quantity use rate based on the number of units used in addition to a ready-to-serve rate. Council recommended that Mr. Weir look into the possibility of the other residents in that area connecting into the City sewer system.
744477:
Motion by Dennis Smoke, seconded by Lee Ann Minton to authorize the connection of 14981 Hemlock Street into the City Sewer System, CARRIED: 7-0 by roll call vote.

Bean Creek Heritage Festival – Beer Tent Sunday Permission:
At the July 7, 2009 Council meeting Council approved the setting up and operating a beer tent during the festival on Friday, September 11th and Saturday, September 12, 2009. Mr. Weir informed Council that the Sons of the American Legion are asking for permission to include Sunday September 13, 2009 as well, due to additional activities on Sunday. The Sons will be taking care of all permits and insurance matters with the State, and the Hudson Police Department.
744478:
Motion by Corey Borck, seconded by Dennis Smoke to authorize the sale of beer by the Sons of the American Legion on Sunday, September 13, 2009 from 12:00 noon to 5:00 p.m., CARRIED: 6-1 by roll call vote. (Daugherty, Tanner, Steele, Smoke, Hartmann, Borck –Yes)(Minton – No).

S. Munson Hwy Project Status, Craig Shumaker, Fleis & Vandenbrink Engineering:
Interim City Manager Charles Weir informed Council that MDOT will not allow the City to run a storm water system along the east side of M-34 to the north for the S. Munson Highway project. Craig Shumaker of Fleis & Vandenbrink explained that his engineering firm had submitted a Grade Inspection set of plans to MDOT for their review, and they will schedule a meeting to go over their review comments. This affects the original primary plan for diverting storm water on the north end of Munson Hwy that currently discharges to the west, north of State Street. The plan was to try and route the storm water to MDOT’s right-of-way on M-34 to a culvert that discharges to the north. The reconstruction and extension of curb and gutter further south on S. Munson Hwy will increase the amount of stormwater directed north, which will further necessitate stormwater discharge management, therefore stormwater discharge must be directed to the west, which is where stormwater is currently routed. This is an MDOT project and their denial for diverting the storm water to M-34 made it necessary to start a federal property acquisition procedure. The property to be acquired is on the west side of Munson Highway, and onto privately owned property. Council was provided with a work plan prepared outlining the steps in the process, and the cost of the services. Mr. Shumaker explained that this is a
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documented procedure meant to protect the property owner’s rights. This process is reviewed by MDOT and documented in the project file. At the end of the project MDOT will audit all of the project documents to make sure the checklist is complete, and if the procedures are not correct the project is subject to the loss of the federal grant funding provided. Council was provided with a copy of a letter explaining the work plan prepared, a map, and the amendment for Professional Services Agreement with Fleis & Vandenbrink Engineering, Inc. of Kalamazoo, MI, which included a description of project and scope of services for the property acquisition. To keep the process moving forward Fleis and Vandenbrink needed to set up the property acquisition procedures, project consultants, and the next step will be for an offer to be proposed by September 1,2009, and an agreement for a right-of-way certificate by September 11, 2009. Council discussed an outright purchase of the property involved, and directed the purchase issue be sent to the LDFA. Mr. Weir informed Council that he had been given the ok verbally from the LDFA to sign the professional services agreement with Fleis & Vandenbrink for the land acquisition process. Mr. Weir recommended that Council authorize the Interim City Manager to sign the amendment for services document.
744479:
Motion by Lee Ann Minton, seconded by Corey Borck to authorize the Interim City Manager to sign the amendment for services with Fleis & Vandenbrink for the land acquisition process for the S. Munson Highway project CARRIED: 6-0 by roll call vote. (Daugherty, Tanner, Steele, Hartmann, Minton, and
Borck – Yes)(Smoke – Abstain).

CDBG ICE Grant Application Process:
Craig Shumaker of Fleis & Vandenbrink the engineering firm under contract for the Jackson Lift Station Project explained the application process for the ICE grant. Council was provided with a copy of the CDBG Notice of Intent document and an amendment explaining the formal application process and the cost involved. The costs are part of the City’s match of the project. The application deadline is September 29, 2009.
744480:
Motion by Lee Ann Minton, seconded by Bill Hartmann to authorize the Interim City Manager to sign the amendment for services with Fleis & Vandenbrink to proceed with the application process for the MEDC ICE Grant Project, CARRIED: 7-0 by roll call vote.

Steger Industrial Drive Rehabilitation Project:
Craig Shumaker of Fleis & Vandenbrink is requesting that the City advertise for the Steger Industrial Drive project to get a bidding process started. By advertising at this time would allow the contractor enough time to get the construction completed before the end of the calendar year. This project is a part of the CDBG grant awarded for the new water tower project. This would allow the close out of the MEDC Water Tower Project by the end of 2009. We are waiting for Mary Kramer from MEDC approval. By having the authorization to advertise in place we can get the bid process started immediately once we have Mary Kramer’s approval.
744481:
Motion by Dennis Smoke, seconded by Lee Ann Minton to approve advertising the Steger Industrial Drive Pavement Rehabilitation Project subject to approval by MEDC, CARRIED: 7-0 by roll call vote.


UNFINISHED BUSINESS:


CLOSED SESSION: OMA Section 8 (c) DPW Union Contract:
Interim City Manager Charles Weir informed Council that he met with the IUOE Local 547 Union Representative Linda Lowe and union member Brad Wilson, and they advised him of the terms that the union and its members would agree to. Mr. Weir requested to go into Closed Session for the purpose of discussing and continuing contract negotiations regarding the DPW Union Contract.

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744482:
Motion by Dennis Smoke, seconded by Corey Borck to enter into Closed Session pursuant to OMA Section 8 (c) for strategy and negotiations connected with the Union Contract for DPW, CARRIED: 7-0 by roll call vote.
744483:
Motion by Lee Ann Minton, seconded by Corey Borck to excuse the Deputy Clerk from the Executive Session for DPW Union Contracts, and appoint Dr. Corey Borck as Acting Secretary, CARRIED: 7-0 by roll call vote.

** Entered Closed Session at 8:15 p.m. **
** Returned to Open Session at 8:55 p.m. **

744484:
Motion by Jerry Tanner, seconded by Dennis Smoke to direct the Interim City Manager to continue Union Negotiations with DPW as discussed in Closed Session, CARRIED: 7-0 by roll call vote.

Department Head Reports for July 2009:
744485:
Motion by Lee Ann Minton, seconded by Bill Hartmann to accept the department head reports for July 2009, and place them on file, CARRIED: 7-0 by roll call vote.

Financial Report and Accounts Payable Report for July 2009:
744486:
Motion by Lee Ann Minton, seconded by Bill Hartmann to accept the financial report, and the accounts payable for July 2009, and place them on file, CARRIED: 6-1 by roll call vote. (Daugherty, Tanner, Steele, Hartmann, Minton, Borck – Yes)(Smoke – No)

Bills:
The following bills were submitted for payment:

BILLS TO BE PAID:

• Consumers Energy $3,420.00 (Street Lights)
• Consumers Energy $1,944.58 (WTP – 42 Jackson Street)

BILLS TO BE CONFIRMED:

• MML League Employee Benefit $13,051.90 (Monthly BCBS Premium)
Services
• Bill Deo $1,198.00 (8/1/09 Maple Grove Cemetery Lawn Maintenance)
• Modern Waste Systems $8,739.25 (7/1-7/31 Residential Refuse Fee)
• Lenawee County Equalization $2,806.25 (Annual Contract Billing)
• Berends Hendricks Stuit $8,014.00 (Liability Insurance Balance)
• Signature Ford, L-M $21,676.00 (2009 Ford Crown Victoria Patrol Vehicle
• Clarke Mosquito Control $3,490.67 (Mosquito Spray)
• Wolverine State Assessing, Inc. $1,300.00 (Assessing Services for July 2009)
• Purchase Power $1,000.00 (Postage)

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744487:
Motion by Dennis Smoke, seconded by Lee Ann Minton, to pay the bills, CARRIED: 7-0 by roll call vote.


CITY MANAGER’S REPORT:

• I met with Tim Robinson and Karen Lee of the Lenawee Economic Development Corporation, and we spoke of KECY. They are in the process of working with the new owners on a plan to keep KECY a viable business in Hudson. It is in the beginning stages and the City will be playing a part in the process. I will be having another meeting with the LEDC on the 26th.

• The façade project downtown is almost complete. The contractor, Campbell-Durocher is in the process of completing the punch-out list. We did receive a check from the State for the project. The check was for $53,191.65, and we are expecting additional checks soon. They will be starting on the additional work 313 W. Main, possibly by the time you receive this update.

• Phil, Ed Bellfy, and I met with the painting contractor and the paint supplier at the new water tank to address the paint issue. It was determined that the whole water tank will be repainted on the exterior and on some of the surfaces inside. The work should be completed some time next week pending on the arrival of materials and weather. Our public works and the inspection firm that will be doing the final inspection will oversee the repainting.

• In regards to the CBDG/ ICE Grant, I sat down with Dixie and Mike Shadbolt and it appears that there is funds set aside to meet the match. Due to the projects time line, half of the funds will come from 09/10 budget, and the other half would come from the 10/11 budget.

• The Lenawee County Board of Commissioners is in the process of declaring Lenawee County an Economic Recovery Zone. If successful, Lenawee County would be eligible for federal funds in the form of low interest, or no interest bonds. Lenawee would be entitled to $8.9 million. The City of Adrian and Tecumseh have noted interest. Other communities of Lenawee County are asked to contact the County Administrator, Cheryl Whipple if they are interested in possibly utilizing a portion of the bond monies for projects over the next two years.

• I spoke briefly before the County Commission on August 12th and expressed that Hudson is interested possibly being a recipient of some of those funds for improvements needed in the City. I am compiling a wish list, so to speak, and I will take it back to the County Commission at their next meeting on August 27, 2009.

• The painting on the Library is underway.

• I called Scott McElrath in regards to the starting date of the Museum roof project. Scott did not get back with me at the time of this update.

• Councilperson Lee Ann Minton asked me to look into the Home Depot $39 million Warehouse Project that was rejected by Allen Township near Findlay Ohio. The proposed plan by Home Depot consists of building a 650,000 square foot warehouse, and the potential of creating 300 jobs. I contacted Tim Robinson the Chief Operating Officer of the Lenawee Economic Development Corporation, and he is looking into the potential of having Home Depot look at Hudson as an alternative.

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COUNCIL COMMENTS:


ADJOURNMENT: 744488:
Motion by, seconded by, to adjourn the meeting at 9:28 p.m.
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
SPECIAL COUNCIL MEETING
August 13, 2009

744471: The special meeting was called to order by Mayor Lee Daugherty at 5:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Jim Steele, Dennis Smoke, Bill Hartmann, Lee Ann Minton, Dr. Corey Borck
ABSENT:

ALSO PRESENT: David Steel, Cecilia Steel, Robert DuBois, Dr. Michael Osborne, Treasurer/Income Tax Administrator Dixie Wright, WWTP Superintendant Michael Shadbolt, Librarian Kathy Hepker, Lisa Close, Virginia Webster, Erma Barrett, Cindy Corner, Dan Cherry, Dave Sheely, Pam Smoke, Ed Engle, Carol Stakoe, Carolyn Stakoe, Interim City Manager Charles Weir, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:

At the special meeting on Saturday, August 8, 2009, Council members had some discussion about second round interviews for the City Manager Candidates. Council voted to schedule a special meeting for August 13, 2009 to grant second round interviews with three final candidates.

5:00 p.m. City Manager Candidate Interview – Second Round: Mr. John Stakoe:
Mayor Daugherty welcomed Mr. Stakoe at 5:05 p.m. for a second interview for the City Manager’s position. Mayor Daugherty explained that Council would like this to be a time for discussion with Mr. Stakoe, and he could enter freely into the discussion with his questions and comments. Council addressed several topic areas to review with Mr. Stakoe during his interview. Council chose to recess the meeting until the next interview session.

** Recess at 6:12 p.m. **
** Reconvened at 6:20 p.m. **


6:22 p.m. City Manager Candidate Interview – Second Round: Mr. Michael Hart:
Mayor Daugherty welcomed Mr. Hart at 6:22 p.m. for a second interview for the City Manager’s position. Mayor Daugherty explained that Council would like this to be a time for discussion with Mr. Hart, and he could enter freely into the discussion with his questions and comments. Council addressed several topic areas to review with Mr. Hart during his interview. Council chose to recess the meeting until the next interview session.

** Recess at 7:20 p.m. **
** Reconvened at 7:23 p.m. **






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7:25 p.m. City Manager Candidate Interview – Second Round: Mr. Steven Hartsel:
Mayor Daugherty welcomed Mr. Hartsel at 7:25 p.m. for a second interview for the City Manager’s position.
Mayor Daugherty explained that Council would like this to be a time for discussion with Mr. Hartsel, and he could enter freely into the discussion with his questions and comments. Council addressed several topic areas to review with Mr. Hartsel during his interview. Council chose to recess the meeting before their discussion.

** Recess at 8:08 p.m. **
** Reconvened at 8:09 p.m. **


Discussion by Council:
The Education Associates group asked Council if they had any additional questions, or any further information they would like to discuss. David Steel addressed each of the three candidates individually, and asked Council to select those that they were still interested in. Visitors from the audience, and City staff members were also given a chance to give their input on each of the candidates. After a thorough discussion on each of the candidates Council chose to offer the City Manager’s position to Mr. Steven Hartsel. Council stated that this was a very hard decision, because they had three very good candidates to choose from. Council thanked the audience for their participation, and gave a special thank you to Education Associates for a job well done.
744472:
Motion by Jim Steele, seconded by Corey Borck to offer the position of Hudson city Manager to Mr. Steven Hartsel subject to a criminal background check and driving records check, and the agreement to terms of the employment contract, CARRIED 7-0 by roll call vote.

Education Associates assisted Council with the process they could follow for the City Manager’s contract. Council was provided with a copy of the previous contract for review and discussion to decide if they would like to make any changes to the contract. David Steel informed Council that they could appoint a Committee, which would include the Mayor and one or two other members of Council to meet with Mr. Hartsel to review, and add any changes that he would prefer to see in the contract. After reviewing the contract, Council nominated Mayor Lee Daugherty, Mayor Pro-Tem Jerry Tanner, Jr., and Dr. Corey Borck as a committee to meet with Mr. Hartsel on Friday, August 14, 2009 at 1:00 p.m. The contract will then be sent to the City Attorney for review, and be sent back to Council for ratification. Mayor Daugherty phoned Mr. Hartsel to inform him of Council’s decision to offer him the City Manager’s position. At that time, Mayor Daugherty scheduled the committee meeting with Mr. Hartsel to review and discuss the City Manager’s contract.


ADJOURNMENT: 744473:
Motion by Lee Ann Minton, seconded by Corey Borck, to adjourn the meeting at 9:30 p.m.


 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
SPECIAL MEETING
Saturday, August 8, 2009
 

744469: The special meeting was called to order by Mayor Lee Daugherty at 6:02 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jim Steele, Dennis Smoke, Bill Hartmann, Lee Ann Minton, Dr. Corey Borck
ABSENT: Jerry Tanner, Jr.

ALSO PRESENT: David Steel, Cecilia Steel, Robert DuBois, Treasurer/Income Tax Administrator
Dixie Wright, WWTP Superintendant Michael Shadbolt, Dan Cherry, Dave Sheely, Pam Smoke, Barb Ireland,
Interim City Manager Charles Weir, and Deputy Clerk Judy Tanner.

9:00 a.m. City Manager Candidate Interview – Mr. Darrick Green:
Hudson High School, NHS Student Jake Lancaster welcomed City Manager Candidate Mr. Darrick Green to Council at 9:00 a.m. Council had twenty-seven questions, and two questions from the audience to ask Mr. Green during his interview. Mr. Green was then given time to ask Council any questions and concerns that he had. Council chose to recess the meeting until the next interview session.

** Recess at 10:04 a.m. **
** Reconvened at 10:21 a.m. **

10:30 a.m. City Manager Candidate Interview – Mr. Steven Hartsel:
Hudson High School, NHS Student Andrew Bocks welcomed City Manager Candidate Mr. Hartsel to Council at 7:16 p.m. Council had twenty-seven questions, and two questions from the audience to ask Mr. Hartsel during his interview. Mr. Hartsel was then given time to ask Council any questions and concerns that he had.

Discussion by Council:
The City Manager search group and Council discussed which candidates Council would like to bring back for a second round of interviews. Council was asked to decide on a date when they would like to schedule these candidates’ second interviews. The search group asked Council to think about any questions they would still like to ask each of the candidates, and get their questions back to them as soon as possible. Council chose by show of hands to bring back Mr. Hart, Mr. Hartsel, and Mr. Stakoe. Visitors from the audience were also asked to give their input of which candidates they would like to see interviewed a second time. The second round of interviews will be held at a special meeting on Thursday, August 13, 2009 at 5:00 p.m., 6:15 p.m., and 7:30 p.m. Education Associates will call each of the candidates to schedule their times.


ADJOURNMENT: 744470:
Motion by Corey Borck, seconded by Lee Ann Minton, to adjourn the meeting at 1:10 p.m.


 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
SPECIAL MEETING
Friday, August 7, 2009

744467: The special meeting was called to order by Mayor Lee Daugherty at 6:01 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Jim Steele, Dennis Smoke, Bill Hartmann, Lee Ann Minton, Dr. Corey Borck
ABSENT: None

ALSO PRESENT: David Steel, Cecilia Steel, Robert DuBois, Treasurer/Income Tax Administrator
Dixie Wright, Dan Cherry, Dave Sheely, Librarian Kathy Hepker, Amy Campbell, Interim City Manager Charles Weir, and Deputy Clerk Judy Tanner.

6:00 p.m. City Manager Candidate Interview – Mr. Timothy Sadowski:
Hudson High School Student Council Vice President, Ashley Boies welcomed City Manager Candidate Mr. Timothy Sadowski to Council at 6:02 p.m. Council had twenty-seven questions, and one question from the audience to ask Mr. Sadowski during his interview. Mr. Sadowski was then given time to ask Council any questions and concerns that he had. Council chose to recess the meeting until the next interview session.

** Recess at 7:03 p.m. **
** Reconvened at 7:15 p.m. **

7:30 p.m. City Manager Candidate Interview – Ms. Rebecca Fleury:
Hudson High School Student Council President, Maria Miller welcomed City Manager candidate Ms. Rebecca Fleury to Council at 7:16 p.m. A friend Amy Campbell accompanied Ms. Fleury. Council had twenty-seven questions, and one question from the audience to ask Ms. Fleury during her interview. Ms. Fleury was then given time to ask Council any questions and concerns that she had.


ADJOURNMENT: 744468:
Motion by Lee Ann Minton, seconded by Dennis Smoke, to adjourn the meeting at 8:25 p.m.
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
SPECIAL MEETING
Thursday, August 6, 2009
 

744465: The special meeting was called to order by Mayor Lee Daugherty at 5:04 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jim Steele, Dennis Smoke, Bill Hartmann, Lee Ann Minton,
Dr. Corey Borck
LATE: Jerry Tanner, Jr.

ALSO PRESENT: David Steel, Cecilia Steel, Robert DuBois, Treasurer/Income Tax Administrator
Dixie Wright, Dan Cherry, Mrs. Sanda Hart, Kathy Hepker, Interim City Manager Charles Weir, and
Deputy Clerk Judy Tanner.

5:00 City Manager Candidate Interview – Mr. John Stakoe:
Hudson High School Senior Class Representative, Jacob Joslyn welcomed City Manager Candidate, Mr. John Stakoe to Council at 5:04 p.m. His wife Carol accompanied Mr. Stakoe. Council had twenty-seven questions to ask Mr. Stakoe during his interview. Mr. Stakoe was given time to ask Council any questions and concerns that he had. Council chose to recess the meeting until the next interview session.

** Jerry Tanner arrived at 5:33 p.m.

** Recess at 6:22 p.m.**
** Reconvened at 6:30 p.m.**

6:30 City Manager Candidate Interview – Mr. Michael Hart:
Hudson High School Senior Class Representative, Jacob Joslyn welcomed City Manager Candidate, Mr. Michael Hart to Council at 6:31 p.m. His wife Sanda accompanied Mr. Hart. Council had twenty-seven questions to ask Mr. Hart during his interview. Mr. Hart was given time to ask Council any questions and concerns that he had.

ADJOURNMENT: 744466:
Motion by Lee Ann Minton, seconded by Corey Borck, to adjourn the meeting at 7:34 p.m.

 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
SPECIAL MEETING
July 28, 2009 at 7:00 p.m.
 

744463: The Special Meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Jim Steele, Dennis Smoke, Bill Hartmann,
Lee Ann Minton, Dr. Corey Borck
ABSENT: None

ALSO PRESENT: David Steel, Cecilia Steel, Robert DuBois, Interim City Manager Charles Weir, and
Deputy Clerk Judy Tanner.


CITY MANAGER SEARCH – Select Candidates to be Interviewed:
At the July 16, 2009 Council meeting, the Education Associates group assisted Council in choosing ten preferred candidates for the City Manager position. Education Associates completed their background investigations and screening on these candidates, and Council contacted references. Dave Steel, Cecilia Steele, and Bob DuBois presented their research information on the candidates, and Council gave the results from their reference checks. Education Associates assisted Council in reducing the field of candidates from ten to six by show of hands as their preferred candidates to interview. Education Associates answered Council questions regarding telephone interviews, and travel expenses for second round interviews. The Education Associates group went to the phones to contact the candidates with their interview times, and all six accepted. The first round of interviews are scheduled as follows: Thursday, August 6, 2009, Mr. John Stakoe will be at 5:00 p.m., and Mr. Michael Hart at 6:30 p.m. On Friday, August 7, 2009, Mr. Timothy Sadowski will be at 6:00 p.m., and Ms. Rebecca Fleury at 7:30 p.m. And on Saturday, August 8, 2009, Mr. Darrick Green will be at 9:00 a.m., and Mr. Steven Hartsel will be at 10:30 a.m.


ADJOURNMENT: 744464:
Motion by Lee Ann Minton, seconded by Jim Steele, to adjourn the meeting at 8:45 p.m.

 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
July 21, 2009
 

744450: The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Jim Steele, Dennis Smoke, Bill Hartmann,
Lee Ann Minton,
ABSENT: Dr. Corey Borck


ALSO PRESENT: Dan Cherry, Interim City Manager Charles Weir, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:

Excuse Absent Members:
744451:
Motion by Jim Steele, seconded by Jerry Tanner to excuse Corey Borck from the meeting, CARRIED: 6-0 by roll call vote.

Minutes:
744452:
Motion by Lee Ann Minton, seconded by Jerry Tanner to approve the minutes of July 7, 2009, and place them on file, CARRIED: 6-0 by roll call vote.


PUBLIC COMMENT:
There was no Public Comment


CORRESPONDENCE:
Interim City Manager Charles Weir provided Council with a Notice of Hearing for the customers of Michigan Gas Utilities Corporation. The Michigan Public Service Commission will hold a public hearing to consider a July 1, 2009 application from Michigan Gas Utilities Corporation, which seeks the Commission’s approval to increase revenues for the sale, transportation and distribution of natural gas.


NEW BUSINESS:


REAPPOINTMENT: Betty Walker – Community Center Advisory Board:
Interim City Manager Charles Weir informed Council that Betty Walker has requested to be reappointed to the Community Center Advisory Board with a term to expire in July 2012. Betty Walker has served on the Community Center Advisory Board as a voting member, and has a term that expired in June 2009. Betty has indicated her willingness to continue serving on this board. She meets all the minimum requirements of being a city resident, being a registered voter, and not being indebted to the city.
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744453:
Motion by Lee Ann Minton, seconded by Bill Hartmann to reappoint Betty Walker to the Community Center Advisory Board with a term to expire in June 2012, CARRIED: 6-0 by roll call vote.

REAPPOINTMENT: Mark Monahan – Brownfield Redevelopment Authority:
Interim City Manager Charles Weir informed Council that Mark Monahan has requested to be reappointed to the Brownfield Redevelopment Authority with a term to expire in July 2012. Mark Monahan meets all the minimum requirements of being a city resident, being a registered voter, and not being indebted to the city.
744454:
Motion by Jim Steele, seconded by Dennis Smoke to reappoint Mark Monahan to the Brownfield Redevelopment Authority with a term to expire in July 2012, CARRIED: 6-0 by roll call vote.

RESOLUTION: Certifying Officer for Environmental Review:
Interim City Manager Charles Weir informed Council that as a part of the Industrial Park Grant process there must be a Certifying Officer for the Environmental Review. Council passed a resolution on December 5, 2006 designating Interim City Manager Kim Murphy as the Certifying Officer. With the upcoming Steger Industrial Drive improvements under the grant, the documentation has to be updated. Craig Shumaker from Fleis & Vandenbrink Engineering, Inc. advised that by a resolution from Council the Interim City Manager would have to be designated as the Certifying Officer for the Environmental Review so that the city can proceed with the project.
744455:
Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the authorizing resolution naming Interim Manager Charles Weir as the Certifying Officer for the Environmental Review, CARRIED: 6-0 by roll call vote.

Schedule Special Council Meeting for July 28, 2009:
Council previously established a timetable for conducting the City Manager Search for the professional services of Education Associates of Michigan. Council agreed to hold a Council Meeting on Tuesday, July 28, 2009 to select the top candidates to interview for the City Manager position.
744456:
Motion by Dennis Smoke, seconded by Lee Ann Minton to schedule a special Council Meeting for Tuesday, July 28, 2009 at 7:00 p.m. for the purpose of selecting the preferred candidates to interview for the City Manager position, CARRIED: 6-0 by roll call vote.


UNFINISHED BUSINESS:


Letter of Resignation – Jeaniene McClellan, Board of Review:
At the July 7, 2009 meeting Council was given a copy of a letter of resignation from Jeaniene McClellan from the Board of Review. Mrs. McClellan was previously advised that it is a conflict of interest to be on the Board of Review, and be an employee of the city. Mrs. McClellan became a part-time employee of the city on April 28, 2009. Council had some questions as to it being a conflict and requested the Interim Manager to clarify the conflict. Mr. Weir advised Council that section 9.6 of the City Charter states: “The Board of Review shall be composed of three freeholders of the city who shall meet the eligibility requirements for the elective officers contained in Section 5.1, and who during their term of office shall not be city officers, employees, or be nominees or candidates for an elective city office. The filling by a member of the Board of Review of his nomination petition for an elective city office, or the filing of a consent thereto shall constitute a resignation from the Board of Review”.

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744457:
Motion by Dennis Smoke, seconded by Lee Ann Minton to accept the letter of resignation from Jeaniene McClellan from the Board of Review, CARRIED: 6-0 by roll call vote.

Change Order for façade Project, 313 W. Main Street:
At the July 7, 2009 Council meeting the change order for 313 W. Main Street presented was not approved, and Council suggested that the contractor present other options that may be more acceptable. Interim Manager Charles Weir advised Council that he received a letter dated July 16, 2009 from Jack Campbell of the
Campbell – Durocher Group identifying different options that can be considered. These options are:

Bulletin No. 1: Painting of the lower front half - $600.00
Bulletin No. 2: West wall only - $4,650.00
Bulletin No. 2: South wall only - $2,150.00
Bulletin No. 2: Chimney and roof repair - $2,150.00

Bulletin No. 2 would total $8,950.00, and Mr. Campbell advised that if the city chooses to have all the scope of work done in bulletin no. 2 he would still honor the price of $8,493.92 quoted at the July 7th meeting. The price for repairs includes labor, materials, caulking as needed, as well as all coupons and discounts. If Council approves any or all of the options, the change order will be submitted to the State for approval to be added to the façade project for a 50% reimbursement. The city would then need to meet a 50% match for the project change order. Council discussed in great length that 313 W. Main is city owned, and the city needs to repair and maintain the building.
744458:
Motion by Dennis Smoke, seconded by Lee Ann Minton to enter into an agreement with the Campbell – Durocher Group for the change order to complete the façade at 313 W. Main Street for $8,493.92, CARRIED: 6-0 by roll call vote.

Review and Discuss Commercial District – First Floor Residential Living:
At the July 7, 2009 Council meeting, Councilperson Bill Hartmann requested the discussion regarding ground floor living quarters in a commercial district be placed on the next regular Council meeting agenda. Interim Manager Charles Weir advised Council that he had requested assistance from Attorney Denis Jodis to look into the ordinance and provide his opinion on the issue. Mr. Weir provided Council with a copy of an opinion letter; opinion no. 09-07 dated July 16, 2009 received from Attorney Jodis. Council suggested that Mr. Weir make some inquiries into what is done in other cities, and bring the issue back in six weeks.

Department Head Reports for June 2009:
744459:
Motion by Lee Ann Minton, seconded by Jerry Tanner to accept the department head reports for June 2009, and place them on file, CARRIED: 6-0 by roll call vote.

Financial Report and Accounts Payable Report for June 2009:
744460:
Motion by Lee Ann Minton, seconded by Jim Steele to accept the financial report, and the accounts payable for June 2009, and place them on file, CARRIED: 6-0 by roll call vote.






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Bills:
The following bills were submitted for payment:

BILLS TO BE PAID:
Consumer’s Energy $3,043.81 (WWTP – 107 Mechanic St.)
Consumer’s Energy $1,886.63 (WTP 42 Jackson St.)

BILLS TO BE CONFIRMED:

MML League Employee Benefit Services $12,623.13 (Monthly BCBS Premium)
Bill Deo $1,198.00 (7/18/09 Maple Grove Cemetery Lawn Mowing)
Consumer’s Energy $2,861.75 (Street Lights)
Western Insurance Agency LLC $64,113.00 (Renewal-Michigan Township Participating
Plan, Liability Insurance)
Borton’s Sand and Gravel, Inc. $5,000.00 (Brush Disposal)

744461:
Motion by Dennis Smoke, seconded by Lee Ann Minton, to pay the bills, CARRIED: 6-0 by roll call vote.


CITY MANAGER’S REPORT:

1. The façade project is nearly finished in the 300 block of W. Main Street, pending the expanded scope of work on the Square Deals building at 313 W. Main Street. The contractor has begun working in the 200 block of W. Main Street.
2. The Library painting has started and the contractor has assured administration that the painting will be completed by the deadline on or about August 14, 2009.
3. The contract was received today for the Museum Roof Replacement and will be signed between the City of Hudson and Armstrong Enterprises. Once the contract is signed the work will begin within a week.
4. The telemetry problem has not been resolved at the water tower. Phil Goodlock explained to Interim Manager Charles Weir that the new radio system was installed on Wednesday, July 8, 2009, and on Friday and Saturday it malfunctioned. Phil Goodlock is still working with the company to eliminate the telemetry problem.
5. Administration spoke with Craig Shumaker from Fleis & Vandenbrink Engineering, Inc. today regarding the CDBG ICE Grant for the lift stations. Mr. Shumaker feels that the city should hear if we would be considered for the grant from the State around July 27, 2009 after they have reviewed the Notice of Intent. The local match for this grant is $95,000.00. The total amount of the grant is $465,000.00.
6. Interim Manager Charles Weir met with DPW workers today, and we are still in union negotiations.
7. The City Treasurer Dixie Wright and Interim Manager Charles Weir have been looking at the budget, and feel that there are certain areas that need attention.
8. The City is still receiving applications for the Clerk’s position until July 23, 2009. There have been twelve applications received as of today.
9. There was a Clean the Bean 2 meeting held at City Hall on July 17, 2009 at 10:00 a.m. This small grant was awarded to the City, and will be funded by the Great Lakes Commission. The plan is to do the work on August 22, 2009. There will be more details in the newspaper, and we will be asking for volunteers to help with the project. There will be a signup sheet at the local businesses for people that would like to volunteer. The City has requested 50% of the grant funds as startup money for the project expenses, and could take up to a month to receive the money.


1047

10. Grant Bauman from Region II Planning will be at the Planning Commission meeting on Monday, July 27, 2009 at 6:30 p.m. We will be working on Chapter II of the City of Hudson Master Plan. Interim Manager Weir will be checking with Mr. Bauman regarding zoning questions and ordinance clarification.


COUNCIL COMMENTS:


ADJOURNMENT: 744462:
Motion by Lee Ann Minton, seconded by Jim Steele, to adjourn the meeting at 8:20 p.m.



 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
SPECIAL MEETING
July 16, 2009
 

744446: The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Bill Hartmann, Lee Ann Minton, Jim Steele, Dennis Smoke,
Dr. Corey Borck
ABSENT: Jerry Tanner, Jr.

ALSO PRESENT: David Steel, Cecilia Steel, Robert DuBois, Interim City Manager Charles Weir, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:


Excuse Absent Members:
744447:
Motion by Corey Borck, seconded by Jim Steele to excuse Jerry Tanner from the meeting, CARRIED: 6-0 by roll call vote.


NEW BUSINESS:


EXECUTIVE SESSION: OMA Sec. 8 (f) Review City Manager Applications:
Education Associates informed Council that they have twenty-one applications for the City Manager position. Pursuant to Open Meetings Action Section 8 (f) Council has the right to go into executive session to review those applications as long as the applicant has requested the executive session. Each of the candidates has requested their application be reviewed in executive session.
744448:
Motion by Dennis Smoke, seconded by Bill Hartmann to go into executive session pursuant to Open Meetings Act Section 8(f) for the purpose of reviewing the City Manager candidate applications, CARRIED: 6-0 by roll call vote.

**Entered Executive Session at 7:04 p.m.**
**Returned to Open Session at 8:20 p.m.**

After returning to open session, the Education Associates Group assisted Council in reducing the field of candidates from twenty-one to ten as their preferred candidates to interview. David Steele requested that Council use a show of hands to pick their preferred candidates. Councilperson Jerry Tanner was absent from the meeting, but left his evaluation forms for the Interim Manager to comment and vote on his behalf. Education Associates will begin their background investigations and screening on these ten candidates. Education Associates will also provide Council with a call list, and Council will then begin contacting the candidate’s references. The names of the ten candidates are: Rebecca Fleury, Michael Hart, John Stakoe,
Jim Koehn, Tim Sadowski, Steve Hartsel, John Leuthauser, Glenn Mach, Darrick Green, and Delbert Preheim.

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ADJOURNMENT: 744449:
Motion by Lee Ann Minton, seconded by Dennis Smoke, to adjourn the meeting at 8:36 p.m.

 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
July 7, 2009

 

744429: The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Bill Hartmann, Lee Ann Minton, Jim Steele,
Dr. Corey Borck
ABSENT: Dennis Smoke

ALSO PRESENT: Wes Boyd, WWTP Superintendent Mike Shadbolt, Dan Cherry, DPW Supervisor Phil Goodlock, Randy Seegert, Treasurer Dixie Wright, Librarian Kathy Hepker, Scott McElrath, Dangerous Architects, Rex Murphy, Kim Murphy, Interim City Manager Charles Weir, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:


Setting the Agenda:

Excuse Absent Members:
744430:
Motion by Lee Ann Minton, seconded by Bill Hartmann to excuse Dennis Smoke from the meeting, CARRIED: 6-0 by roll call vote.

Minutes:
744431:
Motion by Lee Ann Minton, seconded by Bill Hartmann to approve the minutes of June 16, 2009, and place them on file, CARRIED: 6-0 by roll call vote.


PUBLIC COMMENT:
There was no Public Comment


CORRESPONDENCE:

Letter of Resignation: Jeaniene McClellan - Board of Review:
Interim City Manager Charles Weir provided Council with a letter of resignation from Jeaniene McClellan from the City of Hudson Board of Review due to a conflict of interest. Mrs. McClellan became an employee of the City on April 28, 2009. The City Ordinance states that a person cannot work for the city and be on the Board of Review. Council directed the Interim City Manager to clarify the conflict and report back to them at the next regular meeting.
744432:
Motion by Jim Steele, seconded by Lee Ann Minton to postpone accepting the letter of resignation from Jeaniene McClellan from the Board of Review until the conflict of interest is clarified, CARRIED: 5-1 by roll call vote. (Daugherty, Tanner, Steele, Minton, Borck – Yes)(Hartmann – No)
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NEW BUSINESS:


Agreement Extension with Modern Waste Systems:
Interim City Manager Charles Weir advised Council that on March 24, 2009 the City received a letter from Phil Duckham of Modern Waste offering the city a one-year agreement extension for residential refuse pickup, with no rate increases for the second year. The second year of the agreement would be at the first year’s rate. At the meeting on April 7, 2009 City Manager Frank Goodroe presented the letter of agreement to Council, and no action was taken to extend the agreement at that time. Council needs to take action to extend the agreement with Modern Waste for refuse services for one year.
744433:
Motion by Lee Ann Minton, seconded by Bill Hartmann to enter into a one year agreement extension with Modern Waste Systems, Inc. for refuse service, extending May 1, 2009 through April 30, 2010 at the first years pricing, CARRIED: 6-0

Approve Bid for Museum Roof Repair:
Interim City Manager Charles Weir advised Council that on June 10, 2009 at 2:00 p.m., six sealed bids were opened for the Museum roof repair project. Council was provided with the bid documents from all six qualified roofing contractors, which are certified or registered with an approved EPDM manufacturer. Council was also provided with a copy of Architect Scott McElrath’s recommendation letter, which included further details for the voluntary alternate items. Mr. McElrath explained to Council that the existing Museum roof is a gravel ballasted roof. Mr. McElrath also explained that the instructions in the bid drawings and specifications were to remove all the old roofing materials down to the existing sheathing, and replace with new 2” rigid insulation, and a fully adhered 60 mil EPDM, with a 20-year warranty. The bid would also include new pre-finished aluminum coping and flashing installed at existing wall conditions. The contractor would be required to remove all the old materials and debris to an approved disposal site. The contractor will also provide a certificate of insurance upon notification of the bid acceptance. The following companies met the requirements for the bidding process.

The three lowest bidders are as follows:

Bidder Bid Amount Voluntary Alternate Bid Total
Armstrong Enterprises Inc. $28,300.00 Alternate: $1,955.00 $30,255.00
Professional Roofing Services $29,410.00 Alternate: $2,500.00 $31,910.00
Michigan Builders Spec. $36,500.00 No Alternate $36,500.00

Administration recommended that Council award the project to the lowest bidder Armstrong Enterprises, Inc. for $28,300.00, with the alternate upgrade to a 90 mil non-reinforced membrane, and a 30 year warranty for $1,955.00. The City has received a very generous donation from Mr. Don Murdock in the amount of $28,300.00, and the alternate amount of $1,955.00 would come from the Museum Fund.
744434:
Motion by Lee Ann Minton, seconded by Bill Hartmann to award the Museum roof repair project to Armstrong Enterprises, Inc. according to bid specifications and proposal in the amount of $28,300.00, and include the $1,955.00 alternate 30 year warranty (90 Mil) non-reinforced membrane for a total of $30,255.00, CARRIED: 6-0





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2008-2009 Budget Transfers:
City Treasurer Dixie Wright Provided Council with a copy of the 2008-2009 Budget Year Transfers. These budget totals were previously approved by Council.
744435:
Motion by Lee Ann Minton, seconded by Corey Borck to approve the 2008-2009 Budgeted Transfers, CARRIED: 6-0

Bean Creek Heritage Festival – Banner Permission on Main Street:
The Bean Creek Heritage Festival will be held on September 11, 12, and 13, 2009. The Festival Committee would like permission to hang the Festival banner across Main Street as was done for the 2008 Festival. The banner will attach to Tony Liszynai’s building at 211 W. Main Street, and Dave Sheely’s building at 212 W. Main Street. The banner is 38 feet in width, and 3 feet in height. Pursuant to MDOT regulations, the banner is required to have a minimum bottom height of 18 feet above the roadway pavement, shall not be placed closer than 10 feet on either side of traffic signals, and shall not be placed so as to obstruct a clear view of traffic signals, or other traffic control devices. If Council approves the banner, the Festival Committee will apply for an Advanced Notice of Permitted Activity in the State Trunkline Right of Way from MDOT.
744436:
Motion by Jerry Tanner, seconded by Corey Borck to authorize the placement of a banner across Main Street advertising the Bean Creek Heritage Festival on September 11, 12, and 13, 2009, CARRIED: 6-0 by roll call vote.

Bean Creek Heritage Festival – Lane Street and Community Center Parking Lot:
As part of the Bean Creek Heritage Festival, the Festival Committee requested Council to consider the closure of Lane Street between Main Street and Railroad Street, and the closure of the Community Center Parking lot beginning Thursday, September 10, 2009 through Sunday, September 13, 2009. All rides will be located in the Market House parking lot this year; however there will be activities on Lane Street, and in the parking lot at the Community Center. As was done last year, the north portion of Lane Street will be left open to the Police Department for access to the rear of their building and garage.
744437:
Motion by Lee Ann Minton, seconded by Jim Steele to authorize the closure of Lane Street between Main Street and Railroad Street, and the Community Center parking lot from Thursday, September 10, 2009 through Sunday, September 13, 2009 for the Bean Creek Heritage Festival, CARRIED: 6-0 by roll call vote.

Bean Creek Heritage Festival –No Parking on Main Street:
The Bean Creek Heritage Festival Parade will be held on Saturday, September 12, 2009 at 10:00 a.m. The parade will form at the Hudson High School and travel south on Maple Grove Avenue to Main Street, west on Main Street (M-34) to West Street, north on West Street to Railroad Street, and east on Railroad Street back to the school. Last year Council authorized “No Parking” during the parade on the downtown portion of Main Street for the parade. This allows for a safe environment for those watching the parade along the street. The Festival Committee is requesting “No Parking” on W. Main Street from Market Street to Lane Street from 9:30 a.m. to 12:00 Noon on Saturday, September 12, 2009. If the parade is over before noon, the parking will be reopened to the public.
744438:
Motion by Lee Ann Minton, seconded by Bill Hartmann to authorize “No Parking” on W. Main Street between Market Street and Lane Street from 9:30 a.m. to 12:00 Noon on Saturday, September 12, 2009 for the Bean Creek Heritage Festival Parade, CARRIED: 6-0 by roll call vote.



1037

Bean Creek Heritage Festival – Beer Tent Permission:
Last year the Sons of the American Legion sponsored a beer tent at the Bean Creek Heritage Festival. They are once again requesting permission to have a beer tent at the Festival. The tent will be located on Lane Street near the Police Station. The beer tent will open on Friday, September 11, 2009, and will be open all day on Saturday, September 12, 2009. The Sons of the American Legion will take care of all permits and insurance matters with the State, and the Police Department as was done last year.
744439:
Motion by Jim Steele, seconded by Bill Hartmann to permit the Sons of the American Legion to have a beer tent at the Bean Creek Heritage Festival September 11, and 12, 2009 upon obtaining all necessary permits and insurances, CARRIED: 6-0 by roll call vote.

Schedule Special Council Meeting for July 16, 2009:
Council previously established a timetable for conducting the City Manager search for the professional services of Education Associates of Michigan. Council agreed to hold a Council Meeting on Thursday, July 16, 2009 to review credentials and select the top candidates for the City Manager position. Pursuant to Open Meetings Action Section 8 (f) Council would have the right to go into executive session to review applications as long as the applicants have requested an executive session.
744440:
Motion by Lee Ann Minton, seconded by Jim Steele to schedule a special Council meeting for Thursday, July 16, 2009 at 7:00 p.m. for the purpose of selecting the preferred candidates for the City Manager position, CARRIED: 6-0 by roll call vote.


UNFINISHED BUSINESS:


Change Order for façade Project, 313 W. Main Street:
The City Architect Scott McElrath and former City Manager Frank Goodroe previously identified additional structural work that is needed to the west and south side walls of the rear façade at 313 W. Main Street. At the June 16, 2009 Council meeting Mr. Goodroe requested a change order for the additional work that is needed to the rear walls of the building. Council at that time was not comfortable with the specifications provided. Council requested that Mr. Goodroe look into the proposed changes further before authorizing additional funding. Interim City Manager Charles Weir met with Architect Scott McElrath, Mayor Lee Daugherty, and Contractor Jack Campbell to review the proposed changes. It was determined that the chimney would not be used in the future, and would be removed to the roofline and finished. The damaged and loose bricks at and below the roofline would be repaired or replaced. The west and south side walls of the building would be resided with 26 gauge metal siding. Additional framing and flashing would be needed to improve the function and finish on the west wall. The additional work totals $8,493.92. The original scope of work on the front façade called for new windows and painting the upper portion of the building, and did not include painting the lower portion. It would cost $600.00 to have the lower portion painted. If council approves the change order for the additional work on the façade, it will be submitted to the State for approval to add to the façade grant project. The proposed cost for the change order for the expanded scope of work on the façade at 313 W. Main Street would be $9,093.92, and the City’s portion for a 50% match would be $4,546.96. There is an additional architectural fee of $335.50 associated with the change order. It was discussed that due to cutting budget items this year, the cost of the expanded work on the façade should be postponed until a later date. Architect Scott McElrath suggested that he could speak with the contractor and eliminate the repair work on the on the south side wall, and only address the rear west side wall of the building, which would lower the cost of the expanded improvements.


1038


744441:
Motion by Lee Ann Minton, seconded by Bill Hartmann to approve the expanded scope of work on the façade project for 313 W. Main Street in the amount of $4,546.96, and the architectural fee of $335.50 for a total of $4,882.46 coming from fund balance, DENIED 4-2 by roll call vote. (Daugherty, Steele, Hartmann, Minton – Yes)(Tanner, Borck – No).

Excuse the Deputy Clerk from Executive Session: OMA Section 8 ( c ) DPW Union Contracts:
Deputy Clerk Judy Tanner requested permission in writing to be excused from the Executive Session to continue negotiation strategies for the DPW Labor Agreement, which will be held in Executive Session pursuant to OMA Sec. 8 (c). Council would then need to appoint an acting secretary for the Executive Session.
744442:
Motion by Corey Borck, seconded by Jim Steele to excuse the Deputy Clerk from the Executive Session for DPW Union Contracts, and appoint Lee Ann Minton as Acting Secretary, CARRIED 6-0 by roll call vote.

Executive Session: OMA Section 8 ( c ) DPW Union Contracts:
Interim City Manager Charles Weir informed Council that he had met with the IUOE Local 547 Union Representative Linda Lowe, union steward Ed Bellfy, and Brad Wilson on Tuesday, June 30, 2009, and they do not agree with the terms previously presented by former City Manager Frank Goodroe. The Department of Public Works contract expired on June 30, 2009. Mr. Weir requested that Council enter into a closed session to continue negotiation strategies for the DPW Labor Agreement pursuant to OMA Section 8 (c) DPW Union Contracts.
744443:
Motion by Corey Borck, seconded by Jim Steele to enter into a Closed Session pursuant to OMA Section 8(c) to continue strategy and negotiations connected with the Union Contract for DPW, CARRIED 6-0 by roll call vote.

** Entered Closed Session at 7:48 p.m. **
** Returned to Open Session at 8:12 p.m. **

After returning to open session, Lee Ann Minton made a statement that the Interim City Manager will enter into a discussion with DPW to continue negotiations for the Union Contract and report back to Council.

Bills:
The following bills were submitted to be confirmed:

BILLS TO BE PAID:

• Bill Deo $ 1,198.00(Maple Grove Cemetery Lawn Maintenance)


BILLS TO BE CONFIRMED:
• Consumer’s Energy $ 3,438.40 (WWTP – 107 Mechanic St)
• Consumer’s Energy $ 1,749.81 (WTP – 42 Jackson St)
• Modern Waste Systems $ 8,739.25 (6/1/09 – 6/30/09 Residential Refuse Fee)
• Craig Wickham Tree Service $ 3,525.00(Tree Services)
Services


1039


744444:
Motion by Lee Ann Minton, seconded by Jim Steele, pay the bills, CARRIED: 6-0 by roll call vote.



CITY MANAGER’S REPORT:

1. Council was provided with a copy of a letter from the City Attorney Denis Jodis, regarding an
opinion requested for two zoning issues; Residential use in a Light Industrial District, and Miniature
Golf usage in a Light Industrial District.

2. The DDA Building at 306 W. Main Street was listed for sale or lease on June 24, 2009.

3. The City Clerk’s position has been advertised.

4. There will be a DDA meeting on Thursday, July 9, 2009 at 6:00 p.m.

5. There was a meeting held on July 7, 2009 at the City Office with Caldwell Tanks, Jones & Henry
Engineers, Windemuller, DPW Supervisor Phil Goodlock, and Interim City Manager Charles Weir to
discuss the telemetry problem at the new water tower. There will be a 900 MHz radio system
installed replacing the 2.4GHz system to eliminate the interference problems between the towers and
the water treatment plant. It is the consensus that there will be no additional charge for replacing the
radio system. The system will then be used for approximately one week to make sure all the
problems have been eliminated.

6. Interim City Manager Charles Weir was asked to seek an opinion from City Attorney Denis Jodis regarding combining the City Manager, Clerk, Treasurer, or Assessor positions. The City Charter states that the Clerk, Treasurer, and Assessor positions could not be combined. Mr. Weir advised Council that the opinion from Mr. Jodis is that the City Manager and Clerk, or City Manager and Treasurer positions could be combined with an ordinance change.

7. The City Attorney was asked to look into the issue of residential units on the first floors of downtown
businesses. At the last meeting Council directed the Interim City Manager to seek an opinion from
the City Attorney regarding this issue.


COUNCIL COMMENTS:


ADJOURNMENT: 744445:
Motion by Lee Ann Minton, seconded by Corey Borck, to adjourn the meeting at 8:37 p.m.



1040


APPROVED: _____________________________________________ Lee Daugherty Mayor

ATTEST: _____________________________________________ Judith A. Tanner, Deputy Clerk REVIEWED BY: __________________________________________ Denis F. Jodis, City Attorney Dated: ______________________________

 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
SPECIAL MEETING
June 1, 2009
 

744408: The regular meeting was called to order by Mayor Lee Daugherty. at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann,
Lee Ann Minton, Jim Steele, Dr. Corey Borck
ABSENT: None

ALSO PRESENT: Wes Boyd, Police Chief Charles Weir, Treasurer Dixie Wright, DPW Supervisor Phil Goodlock, WWTP Superintendent Mike Shadbolt, David Steel, Cecilia Steel, and Robert DuBois, Education Associates of Michigan, LLC, Rex Murphy, Librarian Kathy Hepker, Ed Engle, Dan Cherry, City Manager Frank Goodroe, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:

Setting the Agenda:

Minutes:
744409:
Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the minutes of May 19, 2009 with corrections, and place them on file, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
There was no Public Comment


NEW BUSINESS:


Lease Extension, 217 W. Main St.:
City Manager Frank Goodroe provided Council with a copy of a property lease agreement renewal for
217 W. Main Street between the City of Hudson and Dorothy Galantino, Proprietor of the Younique Beauty Shop. The existing lease term expires on June 30, 2009. The monthly rental rate is currently $360.50 per month. Ms. Galantino wishes to renew her lease for the storefront space, and enter into a 2-year lease extension agreement. She has agreed to a 24-month lease, which would commence on 7/1/2009, and expire on 6/30/2011. The monthly rental rate proposed is 7/1/2009-2010 at $370.50 per month, and 7/1/2010-6/30/2011 at $380.50 per month. There were no other proposed changes to the lease.
744410:
Motion by Lee Ann Minton, seconded by Bill Hartmann to enter into a 2-year lease with Dorothy Galantino, at the rate of $370.50 for the first 12-month period; and $380.50 for the second 12-month period for 217 W. Main Street, CARRIED: 7-0 by roll call vote.


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ACCEPT: DPW Labor Agreement – 3-Years:
City Manager Frank Goodroe informed Council that the City Administration has negotiated a labor agreement between the Hudson DPW employees, represented by the International Union of Operating Engineers, Local 547, and the City of Hudson for a new 3-year labor agreement commencing on 7/1/2009 through 6/30/2012. The agreement calls for a zero wage adjustment for a 3-year period, with no wage re-opener, with a 1% wage concession applied to the hourly rate of pay for the duration of the agreement. The terms of the agreement was previously reviewed with Council at a closed session held on May 19, 2009.
744411:
Motion by Lee Ann Minton, seconded by Jim Steele to approve the labor agreement as negotiated by the City Manager between the IUOP, Local 547 on behalf of the DPW workers and the City of Hudson for a new 3-Year contract, commencing on July 1, 2009 through June 30, 2012, including the Memorandum of Understanding for DPW employees concerning 31 hours to be attached, CARRIED: 5-2 by roll call vote.
(Daugherty, Steele, Smoke, Hartmann, Minton – Yes) (Tanner, Borck – No).

Designate an Interim City Manager:
At the May 26, 2009 Council Meeting City Manager Frank Goodroe provided Council with his written letter of resignation informing them that he had accepted a position as Senior Court Administrator in Southeast Michigan. Council accepted the resignation of the City Manager, which will become effective on
June 19, 2009. The executive search firm, Education Associates of Michigan has been selected to begin the search for a new City Manager. This process will begin at the work session following the Special Meeting held on June 1, 2009. Mr. Goodroe informed Council that they should act on designating an Interim City Manager to handle the daily administrative duties of the City Manager until a successor is selected to serve as the next City Manager.
744412:
Motion by Lee Ann Minton, seconded by Bill Hartmann to designate Charles Weir as the Interim City Manager to handle the daily administrative duties of the City Manager until a successor is selected to serve as the next City Manager, with the details to be proposed at a later date, CARRIED: 7-0 by roll call vote.


UNFINISHED BUSINESS:


CITY MANAGER’S REPORT:


COUNCIL COMMENTS:
1. MDOT will be doing some work on M-34 and US 127 south, and is planned for the spring of 2010. This will be work done on US 127 South of M-34, which will all be redone. Work will be done north on
US 127, and some work will be done on M-34 to M-156, and new layer of asphalt on Main Street in the City. MDOT will be using stimulus money for these projects.

ADJOURNMENT: 744413:
Motion by Dennis Smoke, seconded by Lee Ann Minton, to adjourn the meeting at 7:32 p.m.




1027





APPROVED: _____________________________________________ Lee Daugherty Mayor

ATTEST: _____________________________________________ Judith A. Tanner, Deputy Clerk REVIEWED BY: __________________________________________ Denis F. Jodis, City Attorney Dated: ______________________________



Immediately following the City Council Meeting the Council convened in a work session to develop recruitment materials for the City Manager Search. David Steel, Education Associates of Michigan, conducted the session.
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
SPECIAL MEETING
May 26, 2009
 

744399: The regular meeting was called to order by Mayor-Pro Tem Jerry Tanner, Jr. at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann,
Lee Ann Minton, Jim Steele, Dr. Corey Borck
ABSENT: Lee Daugherty,

ALSO PRESENT: Wes Boyd, Police Chief Charles Weir, Treasurer Dixie Wright, DPW Supervisor Phil Goodlock, Robert Hamilton, MML Executive Search Services, David Steel, Cecilia Steel, and Robert DuBois, Education Associates of Michigan, LLC, City Manager Frank Goodroe, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:

Setting the Agenda:

744400:
Motion by Lee Ann Minton, seconded by Corey Borck to excuse Lee Daugherty from the meeting, CARRIED: 6-0 by roll call vote.

Minutes:
744401:
Motion by Lee Ann Minton, seconded by Bill Hartmann to approve the minutes of April 28, 2009, and May 5, 2009, and place them on file, CARRIED: 6-0 by roll call vote.


PUBLIC COMMENT:
There was no Public Comment

PRESENTATIONS:

MML, Executive Search Services, Ann Arbor, Robert Hamilton, League Search Facilitator:
Robert Hamilton, Search Facilitator from Michigan Municipal League Executive Search Services in Ann Arbor presented Council with an overview of a typical executive search process. Mr. Hamilton advised Council that the league is a non-profit membership organization and is committed to working closely with their clients to gain a full understanding of the priorities of the community, and structure the search process to gain a complete picture of a candidate’s experience, qualifications, and management style. This helps to ensure the best possible employment match, resulting in a successful, long-term placement. Mr. Hamilton explained the process for an executive search, an activity timeline for the search, and the project fees and expenses. The Michigan Municipal League’s fee for an executive search is typically 10% of the annual salary level for the position, but could be higher depending on the scope of the search undertaken. In addition to professional fees, project expenses relate to the executive search process are billed to actual cost and were estimated for Council as follows:
1023


• Actual cost of advertising, which typically the costs are estimated at $750, depending on the length of the ad and number of publications.
• Actual cost of background investigations would vary based on the items chosen, but typically range from $150 to $300 per candidate.
• Actual costs of travel and related out-of-pocket expenses incurred by the search facilitator.

Mr. Hamilton gave his presentation, and answered Council’s questions and concerns.

Education Associates of Michigan, David Steel, Cecilia Steel, and Robert DuBois, Jonesville:
Education Associates of Michigan, LLC is a consulting firm located in Jonesville, Michigan, and specializes in administrative, chief executive officer searches for schools, villages, cities, counties, and other entities. David Steel, Cecilia Steel, and Robert DuBois presented Council with their proposal of a multi-step model for the City Manager search, cost for the service, letters of recommendation, and a possible timetable for the Manager search. The fees for Education Associate’s services were proposed at $5,000 plus reimbursement of travel expenses of up to $250. The total cost of the service would not exceed $5,250. If the Council wishes to eliminate certain steps, or to work “in-house” on parts of the process, the group could reduce their fees accordingly. Education Associates of Michigan has assisted the City of Hudson in a search for a City Manager in the past. David Steel gave his presentation, and answered Council’s questions and concerns.


NEW BUSINESS:


Resignation of the City Manager:
City Manager Frank Goodroe provided Council with his written letter of resignation as the City Manager for the City of Hudson to become effective on June 19, 2009. Mr. Goodroe informed Council that he has accepted an opportunity to return to the field of Court Administration as a senior Court Administrator in Southeast Michigan. City Manager Frank Goodroe has also worked with the Hudson Kiwanis Club, Chamber of Commerce, and the Hudson Food Pantry. Mr. Goodroe stated that he would endeavor to work with the Mayor and other City staff to bring about a smooth transition of administrative leadership over the next few weeks.
744402:
Motion by Lee Ann Minton, seconded by Bill Hartmann to accept the City Manager’s letter of resignation with regret, CARRIED: 5-1 by roll call vote. (Steele, Smoke, Hartmann, Minton, Borck-Yes)(Tanner-No)

Engagement of an Executive Search Firm to conduct recruitment for a City Manager:
Council discussed the benefits that Michigan Municipal League Executive Search Services, and Education Associates of Michigan, LLC could provide in the search for a new City Manager in great detail. It was discussed that the City needed to move forward as quickly as possible in obtaining a firm to conduct the City Manager’s search. Council was at a deadlock vote for both search firms, and because this is a non-budgeted item it would take a majority vote to be adopted. Council discussed due to the timeline the City needed to move at this time, and felt that it would be appropriate to bring up a third motion. The third motion would need to come from a member who voted on the prevailing or negative side. Mr. Goodroe added that Education Associates has focused on south central Michigan for both Superintendant’s, and City and Village Managers, and has focused on smaller communities. MML has a large membership of Cities and Villages therefore have a larger number of searches. He felt that both firms would basically have the same strategies, and would go to the same search locations.

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744403:
Motion by Dennis Smoke, seconded by Bill Hartmann to enter into a contract with Education Associates of Michigan for the City Manager search, FAILED: 4-2 by roll call vote. (Tanner, Steele, Smoke, Hartmann-Yes)(Minton, Borck-No)

744404:
Motion by Lee Ann Minton, seconded by Corey Borck to enter into a contract with Michigan Municipal League Executive Search Services for the recruitment of the City Manager, FAILED: 4-2 by roll call vote. (Steele, Hartmann, Minton, Borck-Yes)(Tanner, Smoke-No)

744405:
Motion by Corey Borck, seconded by Jim Steele to engage in a contract with Education Associates of Michigan for the recruitment of the City Manager, CARRIED: 5-1 by roll call vote. (Tanner, Steele, Smoke, Hartmann, Borck-Yes)(Minton-No)

744406:
Motion by Lee Ann Minton, seconded by Corey Borck to call a Special Council Meeting on June 1, 2009 at 7:00 p.m., and cancel the Regular Council meeting on June 2, 2009, CARRIED: 6-0 by roll call vote.


UNFINISHED BUSINESS:


CITY MANAGER’S REPORT:


COUNCIL COMMENTS:


ADJOURNMENT: 744407:
Motion by Lee Ann Minton, seconded by Dennis Smoke, to adjourn the meeting at 8:32 p.m.
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
PUBLIC HEARING
May 19, 2009
 

744375: The regular meeting was called to order by Mayor Pro-Tem Jerry Tanner, Jr. at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann, Lee Ann Minton, Jim Steele,
and Dr. Corey Borck
ABSENT: Lee Daugherty

ALSO PRESENT: Police Chief Charles Weir, WWTP Superintendant Mike Shadbolt, Librarian Kathy Hepker, Treasurer Dixie Wright, Dr. Mike Osborn, Ed Engle, City Manager Frank Goodroe, and Deputy Clerk Judy Tanner.


ORDERS OF THE DAY:

Excuse Absent Members:
744376:
Motion by Lee Ann Minton, seconded by Jim Steele to excuse Lee Daugherty from the meeting, CARRIED: 6-0 by roll call vote.

2009-2010 Fiscal Year Budget
There was no Public Comment.

Adjourn Sine Die 7:02 p.m.



CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
May 19, 2009

744377: The regular meeting was called to order by Mayor Pro-Tem Jerry Tanner, Jr. at 7:02 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann, Lee Ann Minton, Jim Steele,
and Dr. Corey Borck
ABSENT: Lee Daugherty

ALSO PRESENT: Police Chief Charles Weir, WWTP Superintendant Mike Shadbolt, Librarian Kathy Hepker, Treasurer Dixie Wright, Dr. Mike Osborn, Ed Engle, City Manager Frank Goodroe, and Deputy Clerk Judy Tanner.






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ORDERS OF THE DAY:


Excuse Absent Members:
744378:
Motion by Lee Ann Minton, seconded by Jim Steele to excuse Lee Daugherty from the meeting, CARRIED: 6-0 by roll call vote.

Setting the Agenda:
Add Authorization to Purchase a 2009 Police Patrol Vehicle to the Agenda.
744379:
Motion by Dennis Smoke, seconded by Corey Borck to add authorization to purchase a 2009 Patrol Vehicle to the Agenda to follow item J, CARRIED: 6-0 by roll call vote.


PUBLIC COMMENT:
There was no Public Comment.


NEW BUSINESS:


RESOLUTION: Adopting 2009-2010 Fiscal Year Budget
City Manager Frank Goodroe provided Council with a resolution to adopt the 2009-2010 Fiscal Year Budget, and set the operational millage levy, which will remain the same at 10.6419, and resolve that a 1.000 additional mill be assessed for Advanced Life Support.
744380:
Motion by Dennis Smoke, seconded by Jim Steele to adopt the 2009-2010 Fiscal Year Budget, and the millage rate be approved as presented, CARRIED: 6-0 by roll call vote.

RESOLUTION: Interfund Loan and Intrafund Transfers:
City Manager Frank Goodroe provided Council with a Resolution giving the City Manager authority to make short-term loans between funds to cover temporary expenditures based on the fact that adequate revenues will be available during the current fiscal year in said fund to cover the temporary loans. The City Manager also provided Council with a Resolution giving the City Manager authority to transfer up to $1,000.00 between appropriations within each fund, subject to confirmation by council within 30 days after the transaction.
744381:
Motion by Lee Ann Minton, seconded by Corey Borck to approve the Interfund Loan Resolution, and the Intrafund Transfer Resolution for the Fiscal Year 2009-2010 Budget, CARRIED: 6-0 by roll call vote.

Accept Bid: Library Painting Project
City Manager Frank Goodroe informed Council that the City issued a bid announcement for the scraping and painting of the Hudson Public Library. A sealed bid opening was held on Thursday, May 14, 2009 at 2:00 p.m. The City Manager provided Council with copies of the three bids that were submitted.

The bids were as follows:
Campbell – Durocher Group, Erie, Michigan $12,000.00
TSC, Toledo, OH $19,200.00
OH – Man, Toledo, OH $26,030.00

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The lowest qualified bidder is the Campbell – Durocher Group in the amount of $12,000.00. The bidder states that the work can be performed within 30 days following a signed contract. The funding for this project is coming from the Museum Building Fund. The City Manager recommended awarding the contract to the low bidder Campbell – Durocher Group in the amount of $12.000.00
744382:
Motion by Bill Hartmann, seconded by Dennis Smoke to accept the low bid from the Campbell – Durocher Group of Erie, Michigan in the amount of $12,000.00 for the scraping and painting of the Hudson Public Library according to project specifications, CARRIED: 6-0 by roll call vote.

RESOLUTION: Authorize Temporary Handicap Parking on Mechanic Street on June 5-6, 2009:
City Manager Frank Goodroe provided Council with a Resolution to approve temporary handicap parking on Mechanic Street June 5-6, 2009. The Sacred Heart Catholic Church conducts an annual festival in June. This year’s festival is scheduled for June 5-6, 2009. Most of the festival activities take place in the rear parking lot of the Church. The Church has requested that parking along a portion of Mechanic Street in the block between Market and St. Giles be designated for handicap parking only. Mechanic Street is the closest location next to the festival grounds. Chief Weir has been consulted and the Hudson Police Department will handle the handicap signage.
744383:
Motion by Jim Steele, seconded by Bill Hartmann to adopt the Resolution for Temporary Handicap Parking on Mechanic Street between Market and St. Giles on June 5-6, 2009, CARRIED: 6-0 by roll call vote.

Authorize No Parking Along Main Street (M-34) in Downtown during the Memorial Day Parade:
City Manager Frank Goodroe advised Council that the Memorial Day Parade would be held on Monday, May 25, 2009 at 10:00 a.m. It will originate on Tiffin Street, commence west on M-34 to Grove Street, continue south on Grove Street to Division Street, then head west on Division Street, crossing US 127 to the point of entry at Calvary Cemetery. MDOT has given us permission to close Main Street for the duration of the parade. Administration would prohibit parking in the 200 and 300 Block of W. Main Street from 10:00 a.m.–10:20 a.m. during the parade. This will allow for a safer environment for children and others attending the parade. If Council authorized “No Parking” in the 200 and 300 block of W. Main Street for the parade the Department of Public Works and the Hudson Police Department will take care of setting up and removing the appropriate barricades. In the event the parking can be opened up sooner than 10:20 a.m., they will do so.
744384:
Motion by Lee Ann Minton, seconded by Corey Borck to authorize “No Parking” in the 200 and 300 Block of W. Main Street from 10:00 a.m. until 10:20 a.m. on Monday, May 25, 2009 for the Memorial Day Parade, CARRIED: 6-0 by roll call vote.

Fire/Rescue Contract with Pittsford Township, Commencing July 1, 2009:
City Manager Frank Goodroe provided Council with a Fire/Rescue Contract renewal between the City of Hudson and Pittsford Township for a one-year period, commencing on July 1, 2009 and concluding on June 30, 2010. The contract rate for 2009-2010 is $15,105.00 paid in quarterly installments of $3,776.25 commencing July 1, 2009, and concluding on June 30, 2010. The sum shall provide for up to twenty-four (24) fire/rescue runs in the township per year. Additional runs will be at the rate of $500.00 per run. The contract has a 30-day cancellation clause. .
744385:
Motion by Corey Borck, seconded Lee Ann Minton to approve a Fire/Rescue contract renewal with Pittsford Township, and the City of Hudson for a one year period commencing on July 1, 2009, and concluding on June 30, 2010, CARRIED: 6-0 by roll call vote.



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RESOLUTION: Approve Submittal of a Grant Application – Jackson Street Bridge:
City Manager Frank Goodroe informed Council that the Michigan State Legislature and the U.S. Congress have appropriated funds for the replacement of local bridges in the State of Michigan. The Jackson Street Bridge is deteriorating and in need of improvements to extend its useful life. The City Manager provided Council with a Resolution to adopt for the submittal of an application to MDOT for Local Bridge Program Funds for Preventative Maintenance Improvements to the Jackson Street Bridge over Bean Creek for FY 2012. Council was also provided with a copy of the Bridge Safety Inspection Report, map, pictures of the deterioration, a project narrative for preventative maintenance, and a 2009 Call for Projects Bridge Repair Cost Estimate
744386:
Motion by Lee Ann Minton, seconded by Corey Borck to adopt the Resolution approving the submittal of an application to MDOT for the 2009 Call for Local Bridge Program Funds for Preventative Maintenance Improvements to the Jackson Street Bridge over Bean Creek, CARRIED: 6-0 by roll call vote.

RESOLUTION: Approve Submittal of a Grant Application – Mechanic Street Bridge:
City Manager Frank Goodroe informed Council that the Michigan State Legislature and the U.S. Congress have appropriated funds for the replacement of local bridges in the State of Michigan. The Mechanic Street Bridge is deteriorating and in need of improvements to extend its useful life. The City Manager provided Council with a Resolution to adopt for the submittal of an application to MDOT for Local Bridge Program Funds for Preventative Maintenance Improvements to the Mechanic Street Bridge over Bean Creek for FY 2012. Council was also provided with a copy of the Bridge Safety Inspection Report, map, pictures of the deterioration, a project narrative for preventative maintenance, and a 2009 Call for Projects Bridge Repair Cost Estimate
744387:
Motion by Lee Ann Minton, seconded by Corey Borck to adopt the Resolution approving the submittal of an application to MDOT for the 2009 Call for Local Bridge Program Funds for Preventative Maintenance Improvements to the Mechanic Street Bridge over Bean Creek, CARRIED: 6-0 by roll call vote.

Authorize the submittal of a NOI for CDBG Funds, Infrastructure Capacity Enhancement
Grant-MEDC:
City Manager Frank Goodroe provided information to Council, that the State of Michigan is accepting new projects for (ICE) Infrastructure Capacity Enhancement projects, for CDBG funds through MEDC. The first step in acquiring this funding is the submission of a (NOI) Notice of Intent. If accepted, a formal grant application would be prepared. City Administration has been working with the engineers from Fleis and Vandenbrink on preparing an NOI, which addresses a variety of Infrastructure issues in the City. The deadline for submitting the NOI to the State is May 29, 2009. The match funding requirements would likely occur in the FY 2010-2011. Match funds for this project could be drawn from the Utility Fund for the sewer and water improvements, and the parking lot and street work could be matched from the Local and Major Street Funds. The maximum grand award is limited to $750,000.00, and the City is limited to submitting only one NOI for this round of funding.

The plan includes the following:

• Rebuilding of the lift station located next to the Jackson Street Bridge
• Sewer line lining along the Bean Creek from Jackson Street north to Water Street






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744388:
Motion by Dennis Smoke, seconded by Lee Ann Minton to authorize the City Manager to prepare and submit a Notice of Intent to MEDC for a CDBG Infrastructure Enhancement Capacity grant for Rebuilding of the lift station located next to the Jackson Street Bridge, and Sewer Line along the Bean Creek from Jackson Street north to Water Street, CARRIED 6-0 by roll call vote.

Authorize the Purchase of a 2009 Patrol Vehicle for the Hudson Police Department:
City Manager Frank Goodroe provided Council with bid information for a 2009 Police Patrol Vehicle. In May 2008 the Council established a vehicle replacement fund for the Police Department as part of the FY 2008/09 budget, with $12,500.00 being set aside for 2008/09 with the understanding that additional funding would be needed from FY 2009/10 in order to acquire a new patrol vehicle. In the FY 2009/10 budget Council has proposed setting aside $14,176.00 for the purchase of a 2009 vehicle. The order cut off date under the existing State Purchase Plan is May 22, 2009 for a Ford Crown Victoria vehicle. The purchase price for the vehicle is $21,676.00, and the equipment conversion and setup cost is approximately $5,000.00, for a combined total of $26,676.00. The conversion cost applies to items such as the cage, lighting, radios, etc. Police Chief Charles Weir advised Council that the Police Department would like to replace the current 2004 model, which has accumulated 99,700 miles to date.
744389:
Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the purchase of a 2009 Ford Crown Victoria under the State Purchasing Plan in the amount of $21,676.00 with up to $5,000.00 for equipment conversion, CARRIED 6-0 by roll call vote.

Closed Session: OMA Section 8(c) DPW Union Contract Negotiations:
744390:
Motion by Dennis Smoke, seconded by Lee Ann Minton to go into closed session pursuant to Open Meetings Act Section, OMA 8(c) for strategy and negotiation connected with the Union Contracts for DPW,
CARRIED: 6-0 by roll call vote.

Excuse the Deputy Clerk from the Executive Session:
744391:
Motion by Dennis Smoke, seconded by Lee Ann Minton to excuse the Deputy Clerk from the Executive Session, CARRIED: 6-0 by roll call vote.

** Entered Closed Session at 7:46 p.m.
** Returned to Open Session at 8:23 p.m.

744392:
Motion by Dennis Smoke, seconded by Lee Ann Minton to accept the tentative agreement for DPW as discussed in the Executive Session, CARRIED: 6-0 by roll call vote.


UNFINISHED BUSINESS:


Department Head Reports for April, 2009:
744393:
Motion by Lee Ann Minton, seconded by Jim Steele to accept the department head reports, and place them on file, CARRIED: 6-0 by roll call vote.


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Financial Report for April 2009:
744394:
Motion by Lee Ann Minton, seconded by Dennis Smoke to acknowledge the Financial Report for
April 2009, and place it on file, CARRIED: 6-0 by roll call vote.

Accounts Payable Report for April 2009:
744395:
Motion by Dennis Smoke, seconded by Corey Borck to acknowledge the Accounts Payable Report for
April 2009, and place it on file, CARRIED: 6-0 by roll call vote.

Bills:
The following bills were submitted for payment:

BILLS TO BE PAID:
• Consumers Energy $1,823.95 (WTP – 42 Jackson Street)

BILLS TO BE CONFIRMED:
• Consumers Energy $2,971.52 (Street Lights)
• William Deo $1,198.00(Maple Grove Cemetery – Maintenance)

744396:
Motion by Lee Ann Minton, seconded by Bill Hartmann, to pay the bills, CARRIED: 6-0 by roll call vote.

MINUTES FROM BOARDS AND COMMISSIONS:
Downtown Development Authority – April 23, 2009
Planning Commission – April 27, 2009
Local Development Finance Authority – April 22, 2009
744397:
Motion by Lee Ann Minton, seconded by Jim Steele to acknowledge the minutes from the Local Development Finance Authority dated April 22, 2009, the minutes from the Downtown Development Authority dated April 23, 2009, and the minutes from the Planning Commission dated April 27, 2009, and place them on file, CARRIED: 6-0 by roll call vote.


CITY MANAGER’S REPORT:
1. The Department of Public Works was instructed to take pictures today of all the properties that have not been mowing and have tall grass and weeds. There was 12-code violation letters that included photos mailed today. Most of these properties are unoccupied or foreclosure properties. DPW has been instructed to start mowing on Friday, May 22, 2009. Our current ordinance does not require that the City send violation letters like it was done in the past.

2. The new jungle gym, playground equipment is up and in place at Thompson Memorial Park. There are a lot of children using the new equipment. There were several pictures taken of the volunteers helping to assemble the playground equipment, and sent to the Lenawee County Community Foundation. The City Manager thanked all the volunteers who assisted in putting the playground equipment together.




1021

3. The No Parking signs were removed from the portion of Pleasant Street from Market Street to Church Street. The City Manager stated that he did not feel that we have the authority at this time to place the no parking signs in that area on Pleasant Street.

4. The City Manager provided Council with his letter of resignation at the meeting on May 19, 2009. He stated that he had delayed his resignation until the 2009/10 budget, and the HPD and DPW Union negotiations were completed in the best interest of the negotiations. He has accepted a Senior Court Administrator position, and his last day will be on June 19, 2009. He will work with the Mayor, as well as the staff, and any Interim arrangements that will be needed. The Interim Manager will have the ability to communicate with Mr. Goodroe if they have any questions in the future.


COUNCIL COMMENTS:


ADJOURNMENT: 744398:
Motion by Dennis Smoke, seconded by Jim Steele, to adjourn the meeting at 8:47 p.m.

 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
May 5, 2009

744359: The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann,
Lee Ann Minton, Jim Steele, Dr. Corey Borck
ABSENT: None

ALSO PRESENT: Wes Boyd, Police Chief Charles Weir, WWTP Superintendant, Mike Shadbolt, Dan Cherry, Librarian Kathy Hepker, Kelley Bailey, Mike Osborn, Brandy Grames, Fire Chief Terry Camp, Fire Officers, Aaron Jones, Brian Gerig, Ron Berkshire, Ambulance Supervisor Jim Stevens, and City Manager Frank Goodroe.


ORDERS OF THE DAY:

Setting the Agenda:
Add Designating a Project Supervisor for the South Munson Highway Project.

744360:
Motion by Jerry Tanner, seconded by Jim Steele to add Munson/MDOT Project to the Agenda, CARRIED: 7-0 by roll call vote.

Minutes:
744361:
Motion by Lee Ann Minton, seconded by Jim Steele to approve the minutes of April 21, 2009 and place them on file, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
Mike Newsome, 120 Pleasant Street reminded Council that he had questions at the last Council Meeting about why the no parking signs were placed on Pleasant Street in front of his home. At that time the City Manager was going to research and get back with him. Management stated that he had consulted with the DPW Supervisor and the Police Chief about the signs, but has not had time to focus on what we were going to do. Mayor Daugherty informed Mr. Newsome that we would continue the investigation and see if we could get the matter taken care of.


COMMUNICATIONS:
None





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PRESENTATIONS:

Proclamation – Competitive Cheer Team, 2nd place State Finalists:
At the April 7, 2009 meeting, Council approved a proclamation recognizing the Hudson Competitive Cheer Team for their 2nd place State Finalist accomplishment. The actual presentation was set for another date to permit students, coaches, and parents to attend the presentation. The Hudson Lady Tigers Competitive Cheer Team placed second in the state competitive finals held on March 7, 2009. Councilman Corey Borck read the Proclamation from the City of Hudson to the Lady Tigers Competitive Cheer Team congratulating the nineteen members. Council also gave special recognition to Coach Kelly Bailey for leading and teaching these outstanding athletes for the past 12 seasons. Council further encouraged all its citizens to commend and applaud the athletes and coaches for an exceptional competitive season for a job well done.


NEW BUSINESS:


APPOINTMENT: Cindy Corner to the Library Board with a term expiring, December 2014:
City Manager Frank Goodroe advised Council that Cindy Corner, 724 N. Maple Grove has indicated an interest in being re-appointed to the Library Board with a term to expire in December 2012. Ms. Corner has been a member of the Hudson Library Board for several years, and currently serves as Board Chairperson. She meets all the requirements for re-appointment to the Board.
744362:
Motion by Lee Ann Minton, seconded by Dennis Smoke to appoint Cindy Corner to the Library Board with a 5-year term expiring December 2014, CARRIED: 7-0 by roll call vote.

APPOINTMENT: Fire Department Officer’s:
City Manager Frank Goodroe advised Council that the City of Hudson’s new liability insurance carrier had required that a risk management review be completed. The report required that we revise a number of our administrative policies and procedures for the Fire, Ambulance, and Police Department. Chief Camp advised that the Fire Department has changed the process of filling for an officer position. An individual must submit a resume to the Fire Chief for the position he or she wishes to fill. The Fire Chief will review the resumes for the position applied for and make a recommendation to the City Manager on his selection for the position. Once the positions have been filled they will be brought to the Council for final approval. Chief Camp introduced the following individuals who submitted a resume for the positions open, Brian Gerig as Captain 1, Ron Berkshire as Captain 3, and Aaron Jones as Lieutenant 2. Administration provided Council with background information on the three individuals, and recommended that Council approve the appointments under the recommendation of the Fire Chief and Administration.
744363:
Motion by Dennis Smoke, seconded by Lee Ann Minton to approve the appointment of Brian Gerig as Captain 1, Ron Berkshire as Captain 3, and Aaron Jones and Lieutenant 2, CARRIED: 7-0 by roll call vote.


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APPOINTMENT: Mike Sanborn to the DDA with a term expiring October 2013:
City Manager Frank Goodroe advised Council that Mike Sanborn, 114 Washington Street has submitted interest in being re-appointed to the DDA. Mr. Sanborn is an original member of the DDA, appointed when the DDA was formed. He has served as DDA Chair since its formation. Mr. Sanborn is a Pharmacist, local businessperson, with commercial property in the DDA district. Administration recommended the re-appointment of Mike Sanborn to a 4-year term, expiring in October 2013. He meets all the requirements for re-appointment to the Board.
744364:
Motion by Lee Ann Minton, seconded by Jim Steele to re-appoint Mike Sanborn to the DDA Board for a term expiring in October 2013, CARRIED: 7-0 by roll call vote.

ACCEPT: HPD Labor Agreement – 3 Years:
The City Administration has negotiated a labor agreement between the Hudson Police Officer’s represented by the Police Officer’s Labor Council and the City of Hudson for a new 3-year labor agreement commencing 7/1/09 through 6/30/2012. The agreement calls for a zero wage adjustment for the 3-year period, with a wage re-opener during the 2nd and 3rd year of the agreement.
744365:
Motion by Dennis Smoke, seconded by Jerry Tanner to approve the labor agreement between the Police Officer’s Labor Council, and the City of Hudson for a new 3-year contract, commencing 7/1/2009 through 6/30/2012, CARRIED: 7-0 by roll call vote.

ACCEPT: Michigan Clean Stream Grant in the amount of $2,125.00:
City Manager Frank Goodroe advised Council that the City has received a grant award in the amount of $2,125.00 from DEQ and the Great Lakes Commission. The grant is for a “Clean the Bean 2” effort to be conducted on August 22, 2009 by Community Volunteer’s.
744366:
Motion by Lee Ann Minton, seconded by Bill Hartmann to accept the grant award from the DEQ, Great Lakes Commission in the amount of $2,125.00, CARRIED: 7-0 by roll call vote.

ADOPT: Resolution for Charitable Gaming License – Hudson Little League:
City Manager Frank Goodroe advised Council that the Hudson Little League is a not-for-profit, 401 C3 organization in the State of Michigan. Council was provided with a resolution for approval that would establish the Little League as a non-profit group, eligible to apply for a Gaming License. The Little League group wishes to seek a Gaming License in the future to hold a “Millionaire Game” as a fundraiser for the local league.
744367:
Motion by Jerry Tanner, seconded Corey Borck to adopt the resolution for a Charitable Gaming License for the Hudson Little League, CARRIED: 6-1 by roll call vote. (Daugherty, Tanner, Steele, Smoke, Hartmann, Borck-Yes)(Minton-No).

FY 2009-10 Budget:
City Manager Frank Goodroe provided Council with a revised draft budget for FY 2009-10. The City Manager advised Council that today the Governor issued an executive order that effects current year spending as well as what will begin to happen in the next fiscal year. This will have fiscal ramification, for the City of a 33% reduction in revenue sharing for the last two payments of this year. Revised revenue projections, $1,401,946, and expenses, $1,393,424 for a positive balance of $8,522. Council needs to set a Public Hearing date for adoption of the FY 2009-10 City Budget, and Truth In Taxation Hearing setting the City Millage Rate. The Public Hearing date recommended is Tuesday, May 19, 2009 at 7:00 p.m. Council may act on the Budget, and Truth in Taxation after the Public Hearing on May 19, 2009.


1012

744368:
Motion by Jim Steele, seconded by Lee Ann Minton to support the budget as proposed, CARRIED: 7-0 by roll call vote.

744369:
Motion by Lee Ann Minton, seconded by Corey Borck to set a Public Hearing for the adoption of the FY 2009-10 City Budget, and the Truth In Taxation for setting the City Millage rate for Tuesday, May 19, 2009 at 7:00 p.m. in the Council Chambers, CARRIED: 7-0 by roll call vote.

MDOT: Designate City Manager as Project Supervisor:
City Manager Frank Goodroe advised Council that the MDOT project to re-build South Munson Hwy is underway. MDOT requires that the city designate an official to be the project supervisor. Council was provided with an attached statement as prepared by Fleis & Vandenbrink designating the City Manager as the project supervisor.
744370:
Motion by Lee Ann Minton, seconded by Jim Steele to designate City Manager Frank Goodroe as the Project Supervisor for the MDOT Project to re-build a portion of South Munson Highway, CARRIED 7-0 by roll call vote.


UNFINISHED BUSINESS:


Collection Service Agreement – Hudson Ambulance Service:
Council was provided with a list of companies that submitted bids for collection services, along with their bid summaries: Account Receivable Solutions, Inc., Michigan Creditors Service, and Ann Arbor Credit Bureau. After a review of the services offered, pricing, and interviews of each provider, it is believed the Account Receivable Solutions, Inc. (ARS) could provide the best service at the lowest cost. Ambulance Supervisor Jim Stevens explained that we as a service make every attempt to collect proper patient and insurance information in a 90 day billing cycle. Accounts that would be sent to collections would only be those individuals who give us false information, refuse to reply to our request for proper insurance, or do not reply to our request to set up payment arrangements. With ARS we will only be charged a fee based only on what they collect at any level of the collection process. It is the Ambulance Service’s goal to collect, with compassion, all money owed to them for services provided. The City Manager recommended contracting with ARS for the type of collections we would be looking to collect, while maintaining the collection goals of the Ambulance Service. The contract would be an ongoing contract that can be terminated with a 30-day notice, and there is no limit on the amount of collection services needed.
744371:
Motion by Lee Ann Minton, seconded by Corey Borck to select Account Receivable Solutions, Inc. as the collection service for the Hudson Area Ambulance Service, CARRIED 7-0 by roll call vote.

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Bills:
The following bills were submitted for payment:

BILLS TO BE PAID:
• Michigan Gas Utilities $ 1,045.93(WWTP – 107 Mechanic St.)
• Modern Waste Systems $ 9,789.25(4/1/09 – 4/24/09 Residential Refuse Fee)
• Alexander Chemical Corporation $ 1,407.50(WWTP – Chemicals)
• MML League Employee Benefit $15,682.74(Monthly BCBS Premium)
Services
• US Bank Corporate Trust Services $85,542.50(LDFA Bond)

BILLS TO BE CONFIRMED:
• Wolverine State Assessing, Inc. $ 1,300.00(Assessing services for April 2009)


744372:
Motion by Lee Ann Minton, seconded by Corey Borck, to pay the bills, CARRIED: 7-0 by roll call vote.


MINUTES FROM BOARDS AND COMMISSIONS:
• Downtown Development Authority – January 8, 2009
• Planning Commission – February 23, 2009
• Local Development Finance Authority – April 1, 2009

744373:
Motion by Dennis Smoke, seconded by Jim Steele, accept the minutes from the DDA, Planning Commission, and the LDFA, and place them on file, CARRIED: 7-0 by roll call vote.

CITY MANAGER’S REPORT:
1. It was noted that when Council adopted the budget calendar there was a Special Meeting penciled in for
May 14, 2009, but was not officially called or posted. Administration feels that a meeting will not be needed.

2. Dr. Osborn informed Administration today that our middle school Science Olympiad Team won their Class C Division Competition and came in 12th place statewide with 470 schools competing. They have had a very successful record over the years. We will be looking at some type of recognition from the City of Hudson. It was noted that if we can erect a sign recognizing the Wrestling Team, we would also try to recognize the Science Olympia Team on the same sign.

3. Administration provided Council with a copy of the Invitation to Bid for the Museum Roof Replacement with drawings and pictures of existing conditions. There is very specific language in the bid documents that the bid contractor has to be certified or registered to install the rubber roof that the City specifies. The notice has been published in the newspapers, online, and mailed to our potential list of bidders.

4. There will be a retirement reception held for Dr. Kathy Malnar, Hudson School’s Superintendant on Friday, May 15, 2009. It would be appreciated if Council could attend. I will be attending my daughters Law School graduation that day, so I will be unable to attend the reception.



1014


COUNCIL COMMENTS:


ADJOURNMENT: 744374:
Motion by Lee Ann Minton, seconded by Dennis Smoke, to adjourn the meeting at 7:53 p.m.
 

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
April 28, 2009

744357: The regular meeting was called to order by Mayor Lee Daugherty at 7:02 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann,
Lee Ann Minton, Jim Steele, Dr. Corey Borck
ABSENT: None

ALSO PRESENT: Police Chief Charles Weir, DPW Superintendant Phil Goodlock, Treasure/Income Tax Administrator Dixie Wright, Librarian Kathy Hepker, Planning Commissioner Donna Klinger, Planning Commissioner Ed Engle, City Manager Frank Goodroe, and Deputy City Clerk Judy Tanner.


ORDERS OF THE DAY:

Setting the Agenda:


PUBLIC COMMENT:
None

2009-2010 Fiscal Year Draft Budget Discussion:
City Manager Frank Goodroe presented Council with a draft Budget for the 2009-2010 Fiscal Year. The first item for discussion was the Taxable Value Study 2005-2010 to replace the version presented at the April 21, 2009 meeting. This was a taxable value history for the City, DDA, and the LDFA, and the impact the DDA and LDFA tax capturing units have had on the City’s overall taxable value and resulting tax revenue. Management reminded Council that the sale of Metalloy Foundry and change in value of that property directly impacted the DDA and the DDA District. The real and personal property value in the DDA district changed from $1,444,307 to $287,918. Administration advised Council that the DDA was looking forward to revenue projections of about $70,000.00, and will only receive about $13,000. Through the years even though Metalloy was out of business their assessment rate for their real estate and personal property has not been changed. Metalloy had not submitted any documentation for personal property, and the assessment rate remained the same amount as though it were still in operation. When former Metalloy Property was sold on December 31, 2008, it was sold at a fraction of what it was previously assessed at. Administration advised Council that the LDFA had a steady increase in taxable value, and the capture will be approximately $600,000 in tax dollars this year.

The General Fund based on conservative revenues was projected at $1,428,446, and expenses of $1,421,540 for a positive of $6,106 in the General Fund. Property Taxes were $499,309 and were based on the assessment figures. Revenue Sharing, $265,000, and is a concern at this time. The State is at an $800,000,000 ballooning deficit at this time, and in the past revenue sharing has been one of the areas they have reduced. Refuse Collection-Quarterly, $121,037 based on 815 unit stops, which are down from 844 units for last October’s billing. Administrative Revenue, $420,800. DDA contributions, $3,000, and the LDFA contributions, $32,300. Management allocated $60,000 to the Major Street Fund, and $30,000 to the Local Street Fund from Income Tax. The Fire Department Fund, $77,810 and the Fire Department Building Fund, $4,1000. Recreation Fund, the funding has decreased from $23,600 to $9,550.
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Cemetery Foundations, $34,539, which included $1,900 to repair vandalism damaged headstones and monuments. The cemetery House has been torn down, and the budget line item Due from Income Tax (Cemetery House) has been deleted from the budget. Ambulance, $285,300, but will have some adjustments in receivables at the next Council Meeting. Management is looking into whether or not the LDFA should be capturing the special Millage from the Ambulance Fund. Management is also working with the Ambulance Service on an analysis for the Insurance Receivables. Community Center, $14,625 of which the majority of revenue comes from the 313 W. Main Street Rental, Square Deal, $6,000, Department of Ageing Rental $4,800, and Other Rental Income at $3,500. The City received a large donation to replace the roof at the Community Center. The Library Fund, $133,477; The Library is continuing to experience stress in terms of its funding sources, but are doing very well at containing costs. Management highlighted the line item Due From General Fund for Councils attention, because it has decreased from $122,645 in the 2007/08 Budget to $83,457 in the 2009/10 Budget. The Museum Fund, $13,337. The DDA, Tax Monies Captured, $13,965, and line item Fund Balance, $10,742 for a total of $24,707. There was no money budgeted at this point for the Brown Field Authority. The Industrial Park Fund revenue and expenditures are divided into two separate areas. The total Tax Capture for the LDFA for the new budget year would be $579,186, and was divided into the line items Taxes Collected for Bond Payment of $258,526 for the Bond Debt payoff for the Industrial Park, and $320,660 in the LDFA line item Tax Capture. Council was informed that the LDFA voted to pay off the Industrial Park Bond Debt at their last meeting to save a 3-4% Interest rate if there are no violations in an early payoff. Fund Balance $7,627, Interest income $12,600. Rural Road/STP – S. Munson Hwy Project, $698,260, and the CDBG/State Grant – Water Tower/Road Extension Project Match for a total of $1,039,147. Sidewalk, $17,153. Utilities Fund, $540,982. Management reminded Council that the revenue is down for sewer and water, because the units served has decreased, and would like to look at what can be done to reduce expenditures. Motor Vehicle & Equipment, $53,850. The final revenue item was the Income Tax Fund, $312,456. Management explained that from 1987 forward until 2003, the City took from the Income Tax fund and paid some of the debts of the LDFA, which was largely the Bond Debt. Some of the operating costs were paid by the City out of the Income Tax Fund in the amount of $307,000 since 1987, and is considered a loan. The loan is an obligation, and the LDFA agreed at their last meeting to repay the loan, and it would be divided into three years.

City Council was the first item in the budget expenditure discussion. Management explained that Councils salary was set at $30 per meeting, with a maximum of $1,000 per year per member. Council’s pay is set by the Compensation Committee, accepted by Council, and is up to Council on how they choose to use the budgeted amount. Management stated that Council averages 26 per year, and could decrease the budget to 18 meetings per year. This would allow for a budget decrease from $6,000 to $4,000, and would also decrease the FICA line item. Other line items were discussed to decrease the total to $9,756. Personal salaries; first discussed was the City Manager’s budget, and management recommended decreasing the total to $70,948. Management explained that two departments are union and the salaries depend on the outcome of negotiations. Most employees are not in a bargaining unit, so the setting of salaries is handled differently, and stated that a variety of decreases need to be done. Management recommended furloughs throughout salaried personnel from 20, 40, and 80 hours per year. This would be mandatory time off without pay, and the personnel would not handle any City Business during that time. The Union members would be dealing with wage concessions. This would also decrease the FICA and Fringe Benefits line items. Other items for discussion included Elections, $3,800. Assessor, $16,800. City Attorney, $10,000. City Prosecutor, $8,500. City Clerk, revised salary range from $40,339 to $37,288 and if necessary furlough time. We may need to look at reducing office hours 5 hours per week, and however the City and Deputy Clerk’s positions are filled it will not be at the current wages. City Treasurers, $65,135, and calculated furlough time was set at 40 hours. When the Treasurer retires the position will not be filled at the current wages. City Hall & Grounds, $12,480 with increases in the electricity and




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heating. General Office Operations, $77,108 and included salaries & wages, part time wages, FICA, Fringe Benefits, Office Supplies, Postage, Telephone & Communication, Conference and Transportation, Office Equipment Maintenance, Miscellaneous, and Equipment Replacement/Copier. Management explained to Council that ½ the of Deputy Clerk’s wages come from Office Operations, and ½ comes from the Utility Fund. Computer Service/Office Operations, $2,000. Management explained to Council that the computers were purchased a few years ago and we are operating with Windows 2000, and most of them do not have CD drives. The file server is also older. When there are Window’s upgrades it causes some major problems, and several employee’s use their home computers to work. Police Department, $294,778, there has been reductions in the Part Time Staff from $63,617 to $55,000, reflecting on weekday backup. Administration was asked to research eliminating Sunday coverage for a savings of approximately $19,000, and the Lenawee County Sheriff’s Department would have to be called during that time. Vehicle Fund – Police Car, $14,176. Building Inspections, $10,000. Planning Commission, $7,875. Council was informed that the Planning Commission voted at the last meeting to forfeit their salaries for a second year to line items Conference & Training, $500, and Miscellaneous, $500. Council stated that it is important to note as time goes on where the Commissioners salaries went. Public Works $314,061. Management reminded Council that the Public Works Union Employee’s are still in negotiations and will continue next week. Management discussed three Budget column totals the first is based on current wages at $374,146, which is an obligation during the current negotiations. The second discussed amount was $314,061 that would be necessary to if one worker position was eliminated. It was also discussed that if an employee were to be eliminated we would have to consider reducing services provided. Refuse Services, $111,147 which included Sanitary Landfill, Refuse Collection, and Clean Up-2 Times. Fringe Benefits, $23,149. General Fund Other, $251,534. Items under the Major Street Fund are: Major Street Construction, $35,000, Routine Maintenance, $47,130, Sweeping and Flushing, $5,201, Traffic Services, $5,057, Winter Maintenance, $21,611, Administration & Engineering, $35,484, and the Trunkline, $8,854. Items under the Local Streets are: Routine Maintenance, $35,671, Sweeping and Flushing, $3,552, Traffic Services, $3,388, Winter Maintenance, $20,887, Local Street Construction, $37,898, and Administration & Engineering, $4,349. Under Fire Department: Fire Fund, $77,810, Building Improvements, $4,100. Recreation Fund, $9,550. Salaries and wages were decreased by hiring a new part-time Recreation Coordinator at a modest stipend for the rest of the year, and the Open swim & swim lessons were cut. Cemetery-Grave Expense, $4,093, Cemetery Maintenance, $30,446. Ambulance Department, $231,159. Community Center-Facility Operations, $14,181. Library, $120,231, with furlough of 80 hours for the department head, and the 40 hour position decreased to 35 hours per week. Library-Memorials, $5,000. Library-Clock Fund, $200. Library Building Fund, $8,000. Museum Fund, $13,337. Downtown Development Authority, $24,672. There was no money budgeted for the Brownfield Development Authority. Industrial Park Fund: Industrial Park $258,526. Local Development Finance Authority, $ 1,039,147. Sidewalks, $2,637. Under the Utilities Fund: Sewer System Maintenance, $$164,850, Sewage Treatment, $221,183, with a furlough of 80 hours for the department head, and the 40 hour position decreased to 35 hours per week. Utilities Administration, $20,544. Water Treatment Plant-Pumping and Treating, $212,325. Water Distribution, $722,152. Motor Vehicle & Equipment, $68,249. Income Tax Expenditures, $243,025.


CITY MANAGER’S REPORT:
1. We are hoping to finish erecting the Thompson Memorial Park playground equipment on Saturday, May 2, 2009 at 8:00 a.m. We would like volunteers again this week, and should be done by noon.
2. There was a story in Saturday’s Telegram called County Tax Revenue Expected Has Declined. The story was in regards to an $800,000 shortfall from the current budget.



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COUNCIL COMMENTS:
None

ADJOURNMENT: 744358:
Motion by Dennis Smoke, seconded by Jerry Tanner, to adjourn the meeting at 10:02 p.m.

 

121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
April 7, 2009
 

744327: The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Lee Daugherty, Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann,
Lee Ann Minton, Jim Steele, Dr. Corey Borck
ABSENT: None

ALSO PRESENT: Wes Boyd, Police Chief Charles Weir, Dan Cherry, Eric Seeger, City Manager Frank Goodroe, and Deputy City Clerk Judy Tanner.


ORDERS OF THE DAY:


Setting the Agenda:
Add budget discussion to the agenda after the LDFA Action
Move the City Managers report ahead of the Budget Discussion
744328:
Motion by Dennis Smoke, seconded by Jim Steele to add budget discussion to the agenda following the LDFA Action and move the City Manager’s report ahead of the budget discussion, CARRIED: 7-0 by roll call vote.

Minutes:
744329:
Motion by Bill Hartmann, seconded by Lee Ann Minton to approve the minutes of March 3, 2009 and March 17, 2009, and place them on file, CARRIED: 7-0 by roll call vote.


PUBLIC COMMENT:
Eric Seeger, 200 West Street had questions about the parking lot at Thompson Memorial Park on S. Church Street, and parking on the street on S. Church Street. Mr. Seeger also asked if there were going to be no parking signs placed on S. Church Street. He voiced concerns over the lack of convenient parking, and handicap access.


COMMUNICATIONS:
City Manager Frank Goodroe provided Council with a copy of a letter from Philip Duckham, Modern Waste Systems, Inc. regarding the City refuse and recycle service. The contractor informed the City that the year rate change that was originally agreed to would not be added to the year 2 invoices. Modern Waste is agreeing to maintain the refuse rate currently in place for a second year. The communication further requested that the City authorize a one-year extension to the agreement, which was originally bid for a 3-year term with an annual rate increase. The communication from Modern Waste Systems was for informational purposes and action concerning a contract extension will be presented as a later date.


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NEW BUSINESS:


Accept Extreme Community Makeover Grant Award from the Lenawee Community Foundation, in the amount of $950.00 for the installation of Thompson Park Playground Equipment:
City Manager Frank Goodroe advised Council that the City received a grant award approval letter from the Lenawee Community Foundation in the amount of $950.00 from the Extreme Makeover Grant Program to be used for the materials to erect a jungle gym playground set at Thompson Memorial Park. The equipment is to be erected with volunteers from the community. The grant dollars are for items such as pea stone, landscape timbers, concrete, re-bar, etc. The gym equipment has been stored since 2006. Administration requested that the grant award be accepted for erecting the playground equipment at Thompson Memorial Park.
744330:
Motion by, Lee Ann Minton seconded by Bill Hartmann to accept the Grant Award in the amount of $950.00 from the Extreme Community Makeover Program, Lenawee Community Foundation for erecting playground equipment at Thompson Memorial Park, CARRIED: 7-0 by roll call vote.

Authorize seeking bids for Library Building Exterior Scraping and Painting:
In 2008 the City sought bids for scraping and painting of the exterior surfaces at the Hudson Public Library. The City received only two bids; both of the bids were rejected due to the cost. The Library Director has requested that we obtain bids for this project to be conducted in the spring/summer 2009 time frame. City Manager Frank Goodroe provided Council with a copy of the bid form and the technical specification for the painting and coating. The bid document has a deadline to submit bids of May 14, 2009. The Library Board acknowledges that the expense for the painting will be borne by the Library Building Fund and not from the City’s General Fund. Administration is requesting authorization to solicit bids for the Library exterior scraping and painting.
744331:
Motion by Jim Steele, seconded by Lee Ann Minton to authorize the City Manager to solicit bids for scraping and painting of the Hudson Public Library, CARRIED: 7-0 by roll call vote.

Authorize preparation of specifications and seeking bids for the replacement of the upper roof of the Hudson Museum:
City Manager Frank Goodroe advised Council that the upper roof level at the Hudson Museum Building has deteriorated and the rear portion of the roofing system, flashing, and parapet are in poor condition. The upper roof is more than 20 years old, consisting of tar & stone. The lower roof was re-done 8-10 years ago; it is a rubber roof and is in good condition. The façade Contractor, Campbell-Durocher Group advised the City that while redoing the rear façade of the building during the fall and winter, that water was penetrating the rear wall behind the flashing and brick on the south wall. Administration is requesting authorization to have specifications prepared by and engineer/architect and bids solicited to replace the upper roof. The Museum will use its building fund to pay for preparing the specifications and the cost of the roof replacement. Mrs. Monahan has already secured a donor committed to pay for the roof replacement.
744332:
Motion by Dennis Smoke, seconded by Lee Ann Minton to authorize the City Manager to have specifications prepared by an engineer/architect, and bids solicited to replace the upper roof of the Hudson Museum, and all cost associated will be paid from the Hudson Museum Building Fund, CARRIED: 7-0 by roll call vote.

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Approve Employee Health Insurance Plan for 2009/10 converting to CB-14, with Vision Rider:
City Manager Frank Goodroe advised Council that the employee Blue Cross Plan renewal date is 5/09. The details were discussed in some detail at the Council’s work session held on 3/17/09. Administration recommends that the City enroll in Community Blue CM-14 from the CB-12 plan, which changes the high deductible plan, which was first implemented in 5/08 from CB-12, $1,000/$2,000 deductible to CB-14, $1,500/$3,000. Ameri-Plan would continue to serve as the third party administrator. Council was provided with a chart explaining the change in rates for each subscriber level. To remain as is with the current CB-12 plan the City would experience a 12% rate increase over 2008/09. The City has also offered employees, for a number of years an optical reimbursement program, with an annual reimbursement of up to $300.00 per employee. Based upon the size of the current full time staff, this is budgeted for $4,500.00 annually. BCBS has a Blue Vision 12-12-12 Plan available, which is a rider to the health plan. The vision plan would cover each full-time employee and any enrolled dependents. The annual cost for the Vision 12-12-12 Plan for 15 full-time employees is $2,455.20, which would result in a cost savings for the first year of $2,045.00. Administration recommends adding the Blue Vision 12-12-12 Plan to the insurance offering. The $300.00 employee reimbursement would close on 5/09.
744333:
Motion by Lee Ann Minton, seconded by Jerry Tanner to authorize enrollment in the Community Blue CB-14 Health Plan and the Blue Vision 12-12-12, effective 5/09 for full-time employees, CARRIED: 7-0 by roll call vote.

Hudson Little League transfer of funds from the Recreation Program:
City Manager Frank Goodroe advised Council that the City Treasurer has maintained the fiscal accounting records and held league funds for the Hudson Little League organization for many years. The accounting for these funds has been included with the City of Hudson recreation fund. The league deposits all fees and revenues for the Little League with the City Treasurer, and the City would account for the funds, and provide financial reports to the Little League Board of Directors. Upon authorization from the league the City would issue payments for bills. During the season the City would issue numerous checks for referees, suppliers, vendors, officials, pay for items such as uniforms, etc., and each payment was signed by the City Treasurer and the City Manager. The Hudson Little League has requested to assume the fiduciary responsibility for its own league funds and account records. The City would have no role in the accounting, record keeping, paying of bills, or budgeting for the Little League. The Little League has provided the necessary I.R.S. (E.I.N.), copies of its by-laws, and evidence of its ability to assume the financial record keeping and fiduciary role in administering the Little League financial affairs. Administration recommends releasing the Little League accounts to its League Treasurer, Donna Baker, CPA.
744334:
Motion by Bill Hartmann, seconded by Corey Borck to acknowledge and authorize the City Manager to release all monies held by the City over to the Hudson Little League, CARRIED: 7-0 by roll call vote.

Authorize use of the Community Center as an Emergency Shelter by the American Red Cross:
The American Red Cross has sought assistance from the City of Hudson in identifying and designating a local facility to be used as an emergency shelter in the event of a disaster occurring in the Hudson Community. The Red Cross has emergency shelter agreements throughout Lenawee County, and they advise that an agreement exists with the Hudson Schools as well. The use of Hudson Schools is limited to on that time that school is not in session, which is basically the summer break. Based upon discussions with Red Cross officials, no emergency shelters have been used in Lenawee County in recent memory. The likelihood of needing to use the center as a shelter is remote, but is possible. The Red Cross is aware that the Center is used week days by the Lenawee County Department of Aging, and some evenings during the week and weekend renters as well. Presumably, in the event an emergency or disaster was to occur the Senior Program and others would be impacted by the disaster, and the normal Senior Program would be temporarily suspended. Administration
 

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recommends that the City allow the Community Center to be designated as an emergency shelter to be used by the American Red Cross. The actual implementation of opening of the Center as a shelter would be facilitated thru the City Manager, Police Chief, or the Fire Chief.
744335:
Motion by Bill Hartmann, seconded by Lee Ann Minton to authorize the Hudson Community Center to serve as a designated emergency shelter for disasters, as designated by the American Red Cross, Lenawee County Chapter, CARRIED: 7-0 by roll call vote.

Approve entering into a contract with Accounts Receivable Solutions, Inc. for accounts receivable of the Hudson Ambulance Service:
The Hudson Ambulance Service has requested the services of a collection agency to recover aging accounts receivables due to the ambulance service. The service has identified a collection agency that has experience with medical/emergency services account recovery. Council was provided with an attached packet from ARS with information regarding their collection services. Administration recommended that Council enter into an agreement with ARS under the terms of their standard contract, which offers a categorized fee scale of 30% for regular collections and 45% for legal collections. The contract has a 30 day cancellation clause.
744336:
Motion by Dennis Smoke, seconded by Bill Hartmann to authorize the City Manager to enter into a collection services contract with Account Receivable Solutions, Inc. to provide the collection services for the accounts receivables of the Hudson Ambulance Service, DENIED: 4-3 by roll call vote. (Smoke, Hartmann, Minton-YES)(Daugherty, Tanner, Steele, Borck-NO)

Proclamation-Recognizing April 19-25, 2009 as National Volunteer Week:
City Manager Frank Goodroe provided Council with a communication from the Lenawee community foundation, which supplied facts about National Volunteer Week. It was stated that volunteers and voluntary efforts are a vital part of the Hudson Community. Volunteers serve diverse roles in the Community as part of our Schools, Churches, Emergency & Rescue Services, Law Enforcement, Non-profit Organizations, Children & Youth activities, etc. The proclamation acknowledges the efforts of volunteers and the important role they/we have in bettering our community and state. Administration requested that Council adopt the proclamation designating April 19-25 as National Volunteer Week.
744337:
Motion by Lee Ann Minton, seconded by Jim Steele to adopt the Proclamation designating April 19-25, 2009 as National Volunteer Week, CARRIED: 7-0 by roll call vote.

Proclamation-MHSA State Division 4, 2009 Wrestling State Championship Team:
City Manager Frank Goodroe advised Council that a proclamation is being drafted from factual information to incorporate in the proclamation language. Once prepared and approved, the presentation of the various proclamations can be made later in April and May. The presentation date will be set and then given notice to athletes, coaching staff, school administration, and parents of when and where the presentation will be made.
744338:
Motion by Dr. Corey Borck, seconded by Dennis Smoke to adopt the Proclamation acknowledging the Hudson Tiger’s Wrestling Team, as the MHSA, Division 4, State Wrestling Championship Team for 2009, CARRIED: 7-0 by roll call vote.

Proclamation-Competitive Cheer Team, 2nd Place State Finalist:
City Manager Frank Goodroe advised Council that a proclamation is being drafted and waiting additional facts concerning the cheer team, and its accomplishments. The proclamation was prepared for Council to adopt at the 4/7/09 meeting, and the actual presentation will be set for another date. This would permit students, coaches, and parents to attend the presentation.
 

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744339:
Motion by Jim Steele, seconded by Lee Ann Minton to adopt the Proclamation acknowledging the Hudson Competitive Cheer Team for placing 2nd in the State Cheer Competition, CARRIED: 7-0 by roll call vote.

Proclamation-Recognizing Hudson Tigers Wrestling Coach Scott “Scooter” Marry for being named Coach of the Year:
City Manager Frank Goodroe advised Council that a proclamation is being finalized. The proclamation was made ready for Council to approve at the meeting on 4//09. The actual presentation to Coach Marry will be set for a future date to permit Coach Marry to invite others to attend the presentation.
744340:
Motion by Corey Borck, seconded by Dennis Smoke to adopt the Proclamation recognizing Hudson Tiger’s Wrestling Coach, Scott “Scooter” Marry as State Coach of the Year for Division 4, CARRIED: 7-0 by roll call vote.

Grant Award, Rural Roads, Category D 2009 funds in the amount of $365,000 for re-building a portion of S. Munson Hwy.
Council was provided with information that the rural roads task force has earmarked Category D federal funds, for FY 2009 obligation in the amount of $365,000.00 for re-building a portion of S. Munson Hwy beginning at M-34 into an all season, Class A roadway. The south portion of Munson Hwy is considered a rural/urban collector, and qualified as a “Federal Aid Road”. The Rural Roads Committee moved this project forward at a recent meeting when a previously approved road project was not able to proceed. These are FY 2009 funds and must be obligated by MDOT by October 1, 2009. Federal D category funds require a 20% match by the local community and does not include engineering costs. The engineering firm of Fleis & Vandenbrink was tasked with preparing estimates for the road project. The project cost is estimated to be $541,350.00 for 2000 feet beginning at M-34. The grant funding is not sufficient to rebuild all the way to the south city limits, but would go past the second entranceway that is proposed for the Industrial Park. Eventually, Steger Industrial Drive will be a large U shaped road, with an entrance and exit onto S. Munson Hwy. The estimated cost breakdown is as follows:

FED-D $365,000.00
Local Match 91,350.00
Engineering 85,000.00
$541,350.00

The timeframe calls for an MDOT obligation by October 2009, and a spring 2010 construction. The re-building of this road will be advantageous to the Industrial Park Industries and aid in attracting additional industrial development in the park, which will be attracted to or require an all season road for transportation purposes. Road improvements are consistent with the LDFA Plan, as originally adopted in 1988. The LDFA Board met on April 1, 2009 and agreed to the grant project, and committed to provide the match requirement and the engineering expense associated with the road re-building.
744341:
Motion by Dennis Smoke, seconded by Jerry Tanner to accept the grant award from the Rural Roads Task Force for Category D Federal Funds for FY 2009 in the amount of $365,000.00, with the LDFA committing to pay the 20% match requirement and associated engineering costs, CARRIED: 7-0 by roll call vote.

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LDFA Action to re-build Steger Industrial Drive, Phase I and II as part of the match requirement of the CBDG Grant for the Water Tower construction:
City Manager advised Council that the LDFA Board on April 1, 2009 approved the re-building of two portions of Steger Industrial Drive, Phase I & II. The project is estimated to cost $325.000.00 including engineering fees. A portion of the expenses for the road re-building will be considered part of the grant match for the CDBG grant to construct the Water Tower. Steger Drive has been constructed over the years in at least three phases, most likely starting in 1989/90 when KECY committed to the Industrial Park. The road surface in phases I & II are in advanced stages of deterioration. The LDFA has agreed to the Professional Services Agreement with Fleis and Vandenbrink, and to obligate the necessary cost for engineering and re-building of the road. The actual match requirement for the CDBG grant is approximately $200,000.00, but the LDFA would like to replace the two phases versus starting the building of a fourth phase or extension of the Industrial Drive. Council was provided with a copy of correspondence from Fleis & Vandenbrink regarding the estimated total project budget.
744342:
Motion by Dennis Smoke, seconded by Lee Ann Minton to concur in the LDFA action of 4/1/09 to re-build portions of Steger Drive and engage Fleis & Vandenbrink to perform engineering and design, CARRIED: 7-0 by roll

Budget Discussion:
Council requested information from administration on the status of the budget. There was discussion on placing the budget on the next agenda. No action was required on the budget discussion.

CITY MANAGER’S REPORT

1. I will be scheduling a Recreation Board meeting on April 14, 2009 at 7:00 p.m. The meeting will be for the purpose of discussing budget, and what can be done with the Recreation Department.
2. The new ambulance was involved in a minor accident over the weekend, hitting a deer on the passenger’s side, while on an ambulance run to Hillsdale Hospital. No injuries were reported of the patient or ambulance personnel.
3. There is curiosity about the testing for the K&S Manufacturing equipment date has been moved to Thursday, and it is not known what information from that testing will be available to the City. The testing will not be located at Plant 14, and will be done at another location. If the test proves that the equipment can be run on our existing distributed system there is no guarantee that it will be located at Plant 14. Management is receiving numerous phone calls from the public, being very persistent that the City has an abundance of information regarding Plant 14.
4. We would like to do something for the Wrestling Team and their Proclamation, and would like to do something with the Welcome to Hudson sign at the City Limits. I’m working with MDOT to try and get a sign put up on M-34 at both City Limits, but they are indicating that there is only one slogan sign that is permitted in the City. MDOT considers the sports teams, and Small Town Big Heart slogan signs. It has been noticed that if you drive to another neighboring town, they have two slogan signs. It was requested that if anyone sees any other towns that have more than one slogan sign please let Management know about it. Ideally, I would like the sign to be green and white, and the wording be placed underneath the Small Town Big Heart.

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5. The water tower is that it is not in operation yet. The telemetry people were here all day on Monday working on the telemetry. The telemetry is the communication between both water towers, and the water plant. DPW Supervisor Phil Goodlock received a page this morning indicating that communication default. Others are using the frequency channel that the telemetry is using, and somehow it is creating interference in the system. They will be back on Thursday to try and remedy the problem, and we will need to be staffed adequately when the water tower is turned on.
6. The City House demolition was delayed for a while, because of the weather, and one of our employees’s had a family funeral. We are on the fourth dumpster that has been ordered, and we are close to the end of the demolition. The office has already received phone calls from citizens wanting to know if and when cemetery lots are going to be available.
7. Another meeting has come up involving grant funds, called CMAQ Monies. It’s federal air quality monies. It involves all type of air quality issues, such as idling of vehicles, diesels, non-road vehicles, etc. We received an allotment of $1,000,000.00 for 2011 for Hudson for a Bean Creek non-motorized trail. This would be to work on the trail from the Main Street Bridge as far to the city limits as we can. The details of what we will be doing still have to be worked out. As a part of the Recreation Plan it was asked that we pursue grants, and there will be a match involved.
8. There are a variety of things that you can try to seek funding for, and I have tried to seek funding for the traffic signal. Unfortunately, these have to be reviewed by the US Department of Transportation, and because the signal doesn’t meet warrant, and is not eligible for any monies. I tried to link the traffic signal up to an intelligent signal system where the police, fire, and ambulance personnel would be able to trip the system to change the light and progress through the intersection, but the fact that the signal doesn’t meet warrant precludes anything further.

EXECUTIVE SESSION: Excuse Deputy Clerk from Executive Session: OMA Section 8(c) Hudson Police Department, and DPW Union Contracts:
Deputy Clerk Judy Tanner requested permission to be excused from the executive session to consider negotiation strategies for the HPD and DPW Labor Agreement, which is being held in Executive Session pursuant to OMA Sec. 8(c). Assumed excused Council would need to appoint an acting secretary for the Executive Session.
744343:
Motion by Lee Ann Minton, seconded by Jim Steele to excuse the Deputy Clerk from the Executive Session for HPD and DPW Union Contracts, and appoint Jerry Tanner as Acting Secretary, CARRIED: 7-0 by roll call vote.

EXECUTIVE SESSION: OMA Section 8(c) Hudson Police Department and DPW Union Contracts:
City Manager Frank Goodroe requested that Council enter into a Closed Session to consider negotiation strategies for the Hudson Police Department and the Department of Public Works labor agreements which expire on June 30, 2009.
744344:
Motion by Dennis Smoke, seconded by Lee Ann Minton to enter into Closed Session pursuant to Open Meetings Act Section 8(c) for strategy and negotiations connected with the Union Contracts for HPD and DPW, CARRIED: 7-0 by roll call vote.

** Entered Closed Session at 8:49 p.m.
** Returned to Open Session at 9:32 p.m.

Dennis Smoke sated that at this time, it is the consensus that the Hudson City Council acknowledge a tentative Union Contract agreement with the Hudson Police Department for three years.


1000

UNFINISHED BUSINESS:

Michigan Association of Mayors, Mayor Exchange with the City of Chelsea:
City Manager Frank Goodroe provided Council with communication from the Michigan Association of Mayors that the City of Hudson had been matched with the City of Chelsea for Mayor Exchange Day to be scheduled in May of 2009. There was some discussion and Council felt that with the lack of participation and the cost the City should decline the invitation.
744345:
Motion by Dennis Smoke, seconded by Jerry Tanner to cancel Mayor Exchange Day scheduled in May 2009, CARRIED 5-2 by roll call vote. (Daugherty, Tanner, Steele, Smoke, Borck-Yes)(Hartmann, Minton-No)

Bills:
The following bills were submitted for payment:

BILLS TO BE CONFIRMED:
Michigan Gas Utilities $1,297.05 (WWTP – 107 Mechanic St.)
Consumer’s Energy $2,649.93 (WWTP – 107 Mechanic St.)
Consumer’s Energy $2,167.26 (WTP 42 Jackson St.)

744346:
Motion by Corey Borck, seconded by Dennis Smoke, to pay the bills, CARRIED: 7-0 by roll call vote.


COUNCIL COMMENTS:


ADJOURNMENT: 744347:
Motion by Dennis Smoke, seconded by Jerry Tanner, to adjourn the meeting at 9:50 p.m.

CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
PUBLIC HEARING
March 17, 2009

744316:
The public hearing was called to order by Mayor Pro-Tem Jerry Tanner, Jr. at 7:00 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Jerry Tanner, Jr., Jim Steele, Dennis Smoke, Bill Hartmann, Lee Ann Minton,
Dr. Corey Borck
ABSENT: Lee Daugherty

ALSO PRESENT: Barb Mitzel, Larry Earegood, Wes Boyd, Treasurer/Income Tax Administrator Dixie Wright, Dan Cherry, Police Chief Charles Weir, City Manager Frank Goodroe, and Deputy Clerk Judy Tanner.

ORDERS OF THE DAY:

Excuse Absent Member(s):
744317:
Motion by Lee Ann Minton, seconded by Corey Borck to excuse Lee Daugherty from the meeting, CARRIED: 6-0 by roll call vote.

Tax Abatement Request – K&S Wire Products, LLC
There was no public comment

Adjourn Sine Die at 7:09 p.m.



CITY OF HUDSON
121 N. CHURCH STREET, HUDSON, MI 49247
REGULAR MEETING
March 17, 2009


744318:
The regular meeting was called to order by Mayor Pro-Tem Jerry Tanner, Jr. at 7:09 p.m. in the Council Chambers.

ROLL CALL: PRESENT: Jerry Tanner, Jr., Jim Steele, Dennis Smoke, Bill Hartmann, Lee Ann Minton,
Dr. Corey Borck
ABSENT: Lee Daugherty

ALSO PRESENT: Barb Mitzel, Larry Earegood, Wes Boyd, Treasurer/Income Tax Administrator Dixie Wright, Dan Cherry, Police Chief Charles Weir, City Manager Frank Goodroe, and Deputy Clerk Judy Tanner.

990


ORDERS OF THE DAY:

Excuse Absent Member(s):
744319:
Motion by Lee Ann Minton, seconded by Dennis Smoke to excuse Lee Daugherty from the meeting, CARRIED: 6-0 by roll call vote.

Minutes:
744320:
Motion by Lee Ann Minton, seconded by Jim Steele to table the minutes of March 3, 2009 until the next meeting, CARRIED: 6-0 by roll call vote.

PUBLIC COMMENT:
Barb Mitzel and Larry Earegood of Consumers Energy presented an explanation of the services to K&S Wire Products, LLC. K&S Wire Products will need to install a three-phase line service from Consumers Energy to Plant 14, upgraded from a single phase, before they can become operational. A dedicated Welding Sub-station may be necessary for the company to be fully operational.

NEW BUSINESS:

Tax Abatement Request – K&S Wire Products, LLC:
Council was provided with an application for an Industrial Facilities Tax Exemption (IFT) request from K&S Wire Products, LLC. The City of Hudson IFT Review Committee met on February 24, 2009 regarding the application, and it was voted unanimously that Council approve the IFT request for a full 12 years. K&S Wire Products, LLC is a new company, and they will be leasing 19,000 square feet of the M&S Building, Plant 14 at 432 E. Main Street in Hudson. K&S will manufacture steel shopping carts, and are considering other processes as well, such as shopping cart repair and powder coating the carts. These processes would require leasing additional space as well as purchasing additional equipment. K&S is requesting an IFT exemption in the amount of $57,500.00 for machinery and equipment, with installation and in-service dates of April and June 2009. Once up and running it is expected that K&S will have 50 employees. For the City of Hudson the total taxes that will be abated over a 12-year period will be $948.48. Council was provided with an itemized informational chart for the tax request. With our search for new businesses, primarily industries to fill vacant industrial facilities, the IFT Review Committee strongly recommended that the abatement request be approved.
744321:
Motion by Dennis Smoke, seconded by Jim Steele to approve the K&S Wire Products, LLC Industrial Facilities Tax Exemption for 12 years, CARRIED 6-0 by roll call vote.

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UNFINISHED BUSINESS:

Department Head Reports for February, 2009:
744322:
Motion by Lee Ann Minton, seconded by Dennis Smoke to accept the department head reports and place them on file, CARRIED: 6-0 by roll call vote.

Financial Report for February, 2009:
744323:
Motion by Lee Ann Minton, seconded by Corey Borck to acknowledge the Financial Report for February, 2009 and place on file, CARRIED: 6-0 by roll call vote.

Accounts Payable Report for February, 2009:
744324:
Motion by Lee Ann Minton, seconded by Jim Steele to acknowledge the Accounts Payable Report for February, 2009 and place it on file, CARRIED: 6-0 by roll call vote.

Bills:
The following bills were submitted for payment:

Consumers Energy $ 3,101.17 (Streetlights)
MML League Employee Benefit Services $14,140.51 (Monthly BCBS Premium)

744325:
Motion by Lee Ann Minton, seconded by Dennis Smoke to pay the bills, CARRIED: 6-0 by roll call vote.


CITY MANAGERS REPORT:

1. K&S acquired welding equipment from a bankrupt company estate, a former shopping cart manufacturer. The equipment while operational is quite old and uses single-phase electrical connections. This poses a problem with the existing distributed system to the building. Newer welding equipment would be typically three-phase. Consumer’s is evaluating using the old welding equipment temporarily on the existing distributed system, and also may need to design and build a dedicated welding sub-station specifically for K&S. The building meets all other requirements for K&S.

2. Michigan Works conducted a jobs open house at the Community Center on March 12th and 13th for K&S Wire Products, Hudson Aluminum, and Palm Plastics from Morenci. Michigan Works brought the Mobile Lab, MACH I to the Center’s parking lot, and over 800 people applied for jobs. If K&S were unable to locate in Hudson, and would locate in another community the applications would still be good.


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COUNCIL COMMENTS:

ADJOURNMENT: 744326:
Motion by Dennis Smoke, seconded by Lee Ann Minton to adjourn the meeting at 8:02 p.m.

APPROVED: _____________________________________________ Jerry Tanner, Jr., Mayor Pro-Tem ATTEST: _____________________________________________ Judith A. Tanner, Deputy Clerk REVIEWED BY: __________________________________________ Denis F. Jodis, City Attorney Dated: ___________________________________



Immediately following the City Council Meeting the Council convened in a work session to review FY 2008-09 Revenue, and 2009 Employee Health Insurance costs.
 

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

REGULAR MEETING

February 3, 2009

744275:

The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL:  PRESENT:    Lee Daugherty, Bill Hartmann III, Lee Ann Minton, Dr. Corey Borck, Dennis Smoke, Jerry Tanner, Jr.

                        ABSENT:       Jim Steele

ALSO PRESENT:  Police Chief Charles Weir, Wes Boyd, Dan Cherry, Rob Hall, City Manager Frank Goodroe, and City Clerk Kim Murphy.

ORDERS OF THE DAY:

Excuse Absent Member(s):

744276:

Motion by Lee Ann Minton, seconded by Corey Borck to excuse Jim Steele from the meeting, CARRIED: 6-0 by roll call vote.

Minutes:

744277:

Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the minutes of January 20, 2009, and place them on file, CARRIED: 6-0 by roll call vote.

PUBLIC COMMENT:

There was no public comment.

PRESENTATION:

Mr. Rob Hall presented the Council with a rendering prepared by the Lenawee County Soil Conservation District for a soil erosion-stream bank stabilization project for a portion of Bean Creek.  The area involved is the creek from the Railroad Trestle Bridge to the Main Street Bridge.  Mr. Hall stated that the Soil Conservation District prepared a design in July, 2008 with an estimated cost of $57,513.50 for creek stabilization.  This included a wire basket system of stabilizing the creek bank.  The plans are now being revised to use solid cement blocks instead of the wire baskets.  It is believed that the cement blocks will be more cost effective and will last longer than the wire baskets.  The project will create a stable creek bank, preventing further erosion concerns, create a safe environment for accessing the water, allowing for various water activities, and will provide for handicap access to the creek that does not currently exist.  Mr. Hall stated that a future project may include the creation of a band shell at the Railroad Trestle Bridge.  Mr. Hall stated that he and Mr. Bruce VanWieren have been working on a draft grant application for approximately one year and that the application will be ready to be submitted to the DNR in March.  There is a minimum 25% - 50% match of which a portion can be “in-kind” services.  Mr. Hall stated that originally the DDA had budgeted approximately $10,000 for work on Bean Creek.  However, with the increased costs associated with the downtown façade project, this

975

funding is not longer available.  City Manager Frank Goodroe indicated that coming up with the funding for the match may be a problem this fiscal year due to the amount of money being utilized for the Downtown Façade

Project.  There was much discussion regarding the proposed project.

NEW BUSINESS:

Approve a Grant Application to the DEQ under the Michigan Volunteer River, Stream, and Creek Clean-up Program in an amount not to exceed $5,000:

City Manager Frank Goodroe advised Council that the City of Hudson, in collaboration with the Bean Creek-Tiffin Watershed Coalition is preparing a Bean Creek stream bank clean up, as part of a grant application to the Michigan DEQ.  Mr. Goodroe stated that the proposal is to clean along the stream bank from the Main Street Bridge south to the City limits.  The grant budget is still under development, but is likely to be in a range of $3,000-$4,000.  The application deadline is February 13^th.  Mr. Goodroe stated that the City and the Coalition have previously partnered in clean up, educational, and monitoring efforts in the past.  This grant does require approximately a 25% financial match, of which some can be in-kind.  The monies received through this grant will be for the purchase of waders, gloves, t-shirts, hats, etc.

744278:

Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the concept of submitting a joint grant application to DEQ for a clean stream grant, CARRIED: 6-0 by roll call vote.

Approve Submission of a Grant Application to the DNR, Soil Erosion & Bank Stabilization of Bean Creek:

City Manager Frank Goodroe stated that Mr. Rob Hall, Mr. Bruce Van Wieren, and the Soil Conservation Service of the U.S. Department of Agriculture are proposing a Bean Creek Soil Erosion & Stream Bank Stabilization Project for that portion of Bean Creek between the Trestle Railroad Bridge and the Main Street Bridge.  Mr. Rob Hall presented Council with the renderings and an oral presentation earlier in the meeting.  The cost estimate for this project is between $57,000-$75,000 and requires a partial local match.  Preparation of the grant application is time sensitive with a March, 2009 submission deadline.  Mr. Hall requested Council consider donating $5,000 toward the project, stating the remaining portion of the 25% match will come from other sources.  Council discussed this project in great detail and expressed their concern over authorizing unbudgeted funds for this project.  Mr. Hall requested that Council consider postponing action on this until he is able to determine if he can come up with additional match funding from any other sources.

744279:

Motion by Jerry Tanner, seconded by Corey Borck to postpone action on the grant application to DNR for a Soil Erosion & Stream Bank Stabilization Project to the next regularly scheduled meeting, CARRIED:  6-0 by roll call vote.

Report from City Auditor, Single Audit as of June 30, 2008 for Federal Grant Funds:

City Manager Frank Goodroe advised Council that City Auditor Phil Rubley has prepared a Single Audit Report dated June 30, 2008.  The audit is a requirement of federal and state funded grants received by the City when the grant funding exceeds $250,000 in one fiscal year.  The audit report has been submitted to the State of Michigan as required in our grant agreement.  Mr. Rubley commented that the City complied with all grant-funding requirements.

744280:

Motion by Dennis Smoke, seconded by Lee Ann Minton to acknowledge the single audit report dated June 30, 2008, CARRIED: 6-0 by roll call vote.

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Appointment:  Ed Engle to the LDFA with a term expiring December, 2009:

City Manager Frank Goodroe stated that he has appointed Mr. Ed Engle to fill the last vacancy on the Local Development Finance Authority Board.  Mr. Engle is a resident of the City, formerly served on City Council, is a registered voter, and is not in debt to the City.  The LDFA is responsible for the Industrial Park, and consists of a 10 person Authority Board.  The membership is comprised of 7 appointees of the City of Hudson, 2 appointees from the Hudson School District, and one County Board appointment. 

744281:

Motion by Dennis Smoke, seconded by Bill Hartmann to confirm the City Manager’s appointment of Ed Engle, Jr. to the LDFA to a term expiring in December, 2009, as a city resident, CARRIED: 6-0.

Adopt a Performance Evaluation form for City Manager:

City Manager Frank Goodroe indicated that the last performance evaluation of the City Manager was conducted in October, 2007.  Contractually, the City Manager is to be evaluated annually on the anniversary date of the Employment Agreement, which is January of each year.  Mr. Goodroe presented Council with the evaluation instrument that was used in October, 2007 and proposed that the same instrument be used for the 2009 review.  Mr. Goodroe suggested that the evaluation be conducted at the Council meeting scheduled for March 3, 2009.

744282:

Motion by Lee Ann Minton, seconded by Corey Borck to approve the performance evaluation instrument for evaluating the City Manager for 2009 with the timeframe as identified to complete the evaluation review session with the City Manager on March 3, 2009, CARRIED:  6-0 by roll call vote

Budget Amendment – 313 W. Main Street - $3,923.00:

City Manager Frank Goodroe advised Council that when the 2008/2009 fiscal year budget was being prepared, City staff estimated façade improvements for the building located at 313 W. Main Street to be approximately $10,607.  Recently a bid in the amount of $165,000 was accepted for the entire downtown façade improvement project.  The amount required to complete the improvements on this building is going to be $14,530, an increase of $3,923.00 from that which was budgeted.  Also, there was electrical work in the amount of $900 and plumbing work in the amount of $411 that had to be performed unexpectedly.  Therefore, Mr. Goodroe stated that a budget amendment in the amount of $5,234 is needed from Fund Balance Line Item 101-000-390-00 to Community Center Line Item 211-805-776.100 to cover the expenses at 313 W. Main Street..

744283:

Motion by Dennis Smoke, seconded by Lee Ann Minton to approve the Community Center Budget adjustment for an additional $5,234 coming from Fund Balance Line Item 101-000-390-00, CARRIED:  6-0 by roll call vote.

Synagro Central Biosolids Management Contract Extension to April 15, 2014:

City Manager Frank Goodroe stated that Synagro has been the City’s contractor for sludge removal for the past 5-year period.  The company has proposed a 5-year extension, which, if approved, would extend the contract until April 15, 2014.  The expense for this service is based upon the quantity of sludge to be removed from the WWTP.  A per gallon unit charge applies.  The contract extension proposes a 0.039 per gallon rate for the first year and a 2.8% annual increase for years 2-5.  The first year rate would remain the same as we have been charged for in 2008-2009.  The diesel fuel adjustment rate has been changed to not apply unless the diesel fuel rate exceeds $4.00 per gallon.  The existing contract allows for a fuel adjustment to apply if the gallon price is over $2.00 per gallon. 

977

744284:

Motion by Lee Ann Minton, seconded by Corey Borck to approve the contract extension with Synagro, for a 5-year period dated April 16, 2009 – April 15, 2014, CARRIED:  5-1 by roll call vote (Tanner, Smoke, Hartmann, Minton, Borck – YES) (Daugherty – NO)

Performance Services Agreement with Fleis & Vandenbrink for Church Street Area Drainage Plan - $10,700:

City Manager Frank Goodroe presented Council with a proposal from Engineer, Craig Shumaker, of Fleis & Vandenbrink, for the Church Street drainage project.  Mr. Shumaker’s proposal estimates Phase 1 of the project to cost approximately $91,000.  This phase involves the preliminary drainage plan as well as an open ditch from the end of Park Street to Bean Creek with a storm water sedimentation/treatment basin and new outfall to the creek.  Mr. Shumaker also proposed that if a Phase 2 was necessary it is estimated to cost approximately $221,000.  Phase 2 provides for additional storm sewer capacity along Park Street to midway between Church and Market Streets.  He indicated in his proposal that this storm sewer would discharge into the new open ditch at the end of Park Street.  Mr. Goodroe indicated that based on these figures, he would recommend that the agreement not be approved and that no further work to the storm water system be undertaken at this time.  He stated that the project budget estimate exceeds available City funding for such sewer or storm water work.

744285:

Motion by Lee Ann Minton, seconded by Corey Borck to take no further steps on the professional services agreement for the Church Street drainage project  at this time, CARRIED:  6-0 by roll call vote.

Performance Services Agreement with Fleis & Vandenbrink for 2009 Local Bridge Program Application - $1,800:

City Manager Frank Goodroe presented Council with a proposal from Engineer, Craig Shumaker, of Fleis & Vandenbrink, for the 2009 Local Bridge Program Application, for the Jackson Street and Mechanic Street bridges.  Mr. Shumaker’s proposal included a work plan to complete application materials to the Local Bridge Program for preventative maintenance improvements to the City’s two bridges eligible for funding.  The Michigan Department of Transportation sends out a “Call for Applications” in February of each year with applications due in June.  Mr. Shumaker stated that the Local Bridge Program funds up to 95% of eligible construction costs with the Local Agency responsible for a 5% match and engineering.  Based on inspections of the Jackson Street Bridge and Mechanic Street Bridge in March, the following items need to be performed:

Jackson Street Bridge: 

·                     Remove and replace the asphalt wearing surface

·                     Approach reconstruction to mitigate settlement of the approach pavement and sidewalks

·                     Railing and guardrail improvements

·                     Restoration and protection of the slopes and banks of the channel in the area

Mechanic Street Bridge:

·                     Remove and replace the asphalt wearing surface

·                     Approach reconstruction to mitigate settlement of the approach pavement and curbing

·                     Railing and guardrail improvements

·                     Restoration and protection of the slopes and banks of the channel in the area

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Mr. Shumaker indicated that his firm would assist the City in the review and preparation of the application to the Local Bridge Program and also assist in the completion of the application documentation for the federal stimulus funding.  The estimated cost for this work is $1,800.

744286:

Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the Professional Services Agreement between Fleis & Vandenbrink for completing application materials for the Local Bridge Program for preventative maintenance improvements to the City’s two bridges in the amount of $1,800, those being Jackson and Mechanic Street bridges.  The application to be submitted to MDOT by June, 2009, CARRIED:  6-0 by roll call vote.

Closed Session:  OMA Section 8(c) HPD and DPW Union Contracts:

744287:

Motion by Dennis Smoke, seconded by Lee Ann Minton to go into closed session pursuant to Open Meetings Act Section 8(c) for strategy and negotiation connected with the Union Contracts for HPD and DPW, CARRIED: 6-0 by roll call vote.

**        Entered Closed Session at 8:14 p.m.

**        Returned to Open Session at 9:26 p.m.

UNFINISHED BUSINESS:

SECOND READING:  Ordinance 386.09 Boulevard Parking

744288:

Motion by Dennis Smoke, seconded by Jerry Tanner to postpone action on the Second Reading of Ordinance No 386.09 – Boulevard Parking to the next meeting; CARRIED: 4-2 by roll call vote. (Daugherty, Tanner, Smoke, Borck – YES) (Hartmann, Minton – NO)

Bills:

The following bills were submitted for payment:

            Phil Rubley                                                     $ 1,075.00

            MML Workers’ Compensation Fund             $ 6,271.00

            Michigan Gas Utilities                                    $ 1,688.56

            Michigan Gas Utilities                                    $ 1,065.55

            Campbell-Durocher Group                             $ 1,892.00

            Campbell-Durocher Group                             $ 3,999.00

            Consumers Energy                                          $ 2,239.01

744289:

Motion by Corey Borck, seconded by Dennis Smoke to pay the bills, CARRIED:  6-0 by roll call vote.

MINUTES FROM BOARDS AND COMMISSIONS:

744290:

Motion by Dennis Smoke, seconded by Lee Ann Minton to acknowledge the Planning Commission meeting minutes of January 26, 2009, and place them on file, CARRIED:  6-0 by roll call vote.

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CITY MANAGER’S REPORT:

Mr. Goodroe stated that he will be out of the office for the next three days at a City Manager’s conference in Ypsilanti, Michigan. 

COUNCIL COMMENTS:

ADJOURNMENT:

744291:

Motion by Dennis Smoke, seconded by Jerry Tanner to adjourn the meeting at 9:37 p.m.

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

REGULAR MEETING

January 20, 2009

744253:

The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL:  PRESENT:    Lee Daugherty, Bill Hartmann III, Lee Ann Minton, Corey Borck, Dennis Smoke

                        ABSENT:       Jerry Tanner, Jr., Jim Steele

ALSO PRESENT:  WWTP Supervisor Mike Shadbolt, Police Chief Charles Weir, Wes Boyd, Dan Cherry, Craig Shumaker, Courtney Walter, City Manager Frank Goodroe, and City Clerk Kim Murphy.

ORDERS OF THE DAY:

Excuse Absent Member(s):

744254:

Motion by Lee Ann Minton, seconded by Dennis Smoke to excuse Jerry Tanner, Jr. and Jim Steele from the meeting for health reasons, CARRIED: 5-0 by roll call vote.

Setting the Agenda:

City Manager Frank Goodroe requested Council add membership in the Michigan Association of Mayors to the agenda.

744255:

Motion by Lee Ann Minton, seconded by Dennis Smoke to add the membership in the Michigan Association of Mayors to the agenda, CARRIED:  5-0 by roll call vote.

Councilman Corey Borck stated that he would like to add discussion of the letter council received from a resident regarding snow removal to the agenda.

744256:

Motion by Corey Borck, seconded by Dennis Smoke to add discussion of the letter council received from a resident regarding snow removal to the agenda, CARRIED:  5-0 by roll call vote.

Minutes:

744257:

Motion by Lee Ann Minton, seconded by Corey Borck to approve the minutes of January 6, 2009, and place them on file, CARRIED: 5-0 by roll call vote.

PUBLIC COMMENT

There was no public comment.
 

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PRESENTATION:

Craig Shumaker, of Fleis & Vandenbrink Engineering, Inc., presented five separate project ideas to Council for consideration.  Mr. Shumaker had previously met with City Manager Frank Goodroe and city staff to identify some of the projects that may be most concerning for the City.  Some of the projects outlined below could be potential projects for the federal stimulus funding.

            Church Street Area Drainage Plan:

            Mr. Shumaker stated that the City has expressed an interest in investigating possible storm water system

improvements to minimize storm water backups occurring along the east side of Church Street.  Upon

preliminary review of the main storm sewer system that drains this area east to Park Street and then south east to a discharge point at Bean Creek that adjoins the wastewater treatment plant.  The field review identified that there is approximately 1.5 foot of fall from the low storm manhole in the yards east of Lafayette and Church Streets to the top of the outfall pipe at Bean Creek.  Thus backwater from Bean Creek or intense storm events will quickly result in surcharging of the storm sewer and discharges out of the manholes and catch basins with low rim elevations.  Mr. Shumaker indicated one possible solution to this problem would be to build a drainage ditch.  Additional studies need to be performed to determine whether this would actually solve the problem.  Mr. Shumaker indicated that the preliminary drainage plan is proposed at $10,700.  Mr. Shumaker was not able to give Council an estimated cost of construction at this time.  He indicated that additional research on this project is needed before he could provide them a figure.

Munson Highway Storm Water:

Mr. Shumaker stated that this project is being proposed to reroute storm water drainage that naturally flows west of Munson Highway.  He stated that it appeared as though it is feasible to extend the storm sewer north on Munson Highway and discharge this water to the drainage ditch that flows east along M-34.  Mr. Shumaker indicated that it may be more cost effective for the City to include this project with the construction project on Steger Drive or the future planned Munson Highway Street rehabilitation project in this area.  The bid administration and construction engineering will vary depending on whether this project is constructed as a separate construction contract or packaged together with other planned projects.  The estimated design-engineering budget is $15,000.  The preliminary estimated total project budget for this storm water construction project would be $140,000.

Steger Industrial Drive – Road Improvements:

Mr. Shumaker indicated that portions of Steger Industrial Drive have deteriorated severely since the construction of the water tower.  There is some concern over why the second phase of Steger Industrial Drive has deteriorated more quickly that the first phase.  If this project moves forward, borings will have to be performed on the second phase to determine the type of materials used for the sub-base.   Mr. Goodroe indicated that the he would like to use the current CDBG funds for this project but will have to discuss this option with the grant underwriter from MEDC, Mary Kramer.  The total engineering budget being proposed is $41,500.  A total project cost was not provided.

2009 Local Bridge Program Application:

Mr. Shumaker provided Council with a work plan to complete application materials to the Local Bridge Program for preventative maintenance improvements to the City’s two bridges eligible for funding.  The Michigan Department of Transportation sends out a “Call for Applications” in February of each year with applications due in June.  Mr. Shumaker stated that the Local Bridge Program funds up to 95% of eligible construction costs with the Local Agency responsible for a 5% match and engineering.  Based on inspections of the Jackson Street Bridge and Mechanic Street Bridge in March, the following items need to be performed:

            967

Jackson Street Bridge: 

·                     Remove and replace the asphalt wearing surface

·                     Approach reconstruction to mitigate settlement of the approach pavement and sidewalks

·                     Railing and guardrail improvements

·                     Restoration and protection of the slopes and banks of the channel in the area

Mechanic Street Bridge:

·                     Remove and replace the asphalt wearing surface

·                     Approach reconstruction to mitigate settlement of the approach pavement and curbing

·                     Railing and guardrail improvements

·                     Restoration and protection of the slopes and banks of the channel in the area

Mr. Shumaker indicated that his firm would assist the City in the review and preparation of the application to the Local Bridge Program and also assist in the completion of the application documentation for the federal stimulus funding.  The estimated cost for this work is $1,800.

Infiltration and Inflow Problems for WWTP:

Mr. Shumaker indicated that earlier in the day he met with City Manager Frank Goodroe and WWTP Superintendent Mike Shadbolt to discuss another potential project.  This project would isolate and identify the major sources of infiltration and inflow problems at the Wastewater Treatment Plant.   The Plant now has inflow that spikes from 200,000 gallons a day to over 1,000,000 gallons a day.  Spikes like this take several days to recover from.  Mr. Shumaker indicated their goal would be to isolate the infiltration problems so that the spikes are not as severe and keep the Plant in compliance with all the rules and regulations of Michigan Department of Environmental Quality.  Mr. Shumaker indicated that he had not had a chance to put together an estimated cost since this project had only been discussed earlier in the day.

Mr. Shumaker indicated to Council that to date, the City has not incurred any costs from Fleis & Vandenbrink for the work done thus far.  Preparation of the project descriptions and payment schedules include all engineering costs applicable to that project.  Council requested City Manager Frank Goodroe to put these projects on a future agenda for discussion and possible action. 

NEW BUSINESS:

Membership in the Michigan Municipal Mayors Association:

City Manager Frank Goodroe advised Council that the Michigan Municipal League would no longer be matching communities for the Mayor’s Exchange Day program.  This service will only be provided by the Michigan Municipal Mayors Association.  The Association is an organization that brings chief elected officials together and gives them the opportunity to network in an attempt to solve the problems faced by each municipality.  There are events throughout the year to participate in, such as the annual legislative reception at the Capitol in April, a Summer Workshop in August, and the Annual Business Meeting at the MML Convention each fall.  Membership dues are $100.00 annually.
 

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744258:

Motion by Lee Ann Minton, seconded by Corey Borck to authorize the City of Hudson become a member of the Michigan Association of Mayors at a cost of $100 annually, CARRIED:  5-0 by roll call vote.

Discussion of letter regarding snow removal:

City Manager Frank Goodroe indicated that a resident on Meadowbrook Drive brought in letters for all Council members and the City Manager expressing the resident’s concern over the way the snow removal is being performed in front of her house.  Mr. Goodroe stated that he drove out to the residence and attempted to speak with the homeowner, but ended up speaking to an adult child instead.  Mr. Goodroe stated that he spoke to DPW Superintendent Phil Goodlock about the situation and believes the matter has been resolved.

REAPPOINT:  Ted Minton to the Board of review with a term expiring in December, 2011:

City Manager Frank Goodroe stated that Ted Minton has served on the Board of review for a number of years.  His term expired in December, 2008.  Mr. Minton has stated that he would like to continue serving on this Board.  City Assessor Kyt Hoover has indicated that Mr. Minton attends all meetings and is a very valuable asset and strongly recommends his reappointment.  Mr. Minton currently meets all of the requirements needed to serve the City on the Board of Review.  If reappointed, he will serve a full three-year term expiring in December, 2011.

744259:

Motion by Dennis Smoke, seconded by Lee Ann Minton to reappoint Ted Minton to the Board of Review with a term to expire December, 2011, CARRIED:  5-0 by roll call vote.

REAPPOINT:  Darwin Vandevender, Tim Sallows, and Bruce VanWieren to the Brownfield Redevelopment Authority with terms expiring in July, 2010:

City Manager Frank Goodroe stated that Darwin Vandevender, Tim Sallows, and Bruce VanWieren all had terms expiring from the Brownfield Redevelopment Authority (BRA) in July, 2007.  At the BRA meting held on January 8, 2009, these members expressed an interest in being reappointed to the Board.   Mr. Vandevender, Mr. Sallows, and Mr. VanWieren all meet the requirements of serving on this Board.  Mr. VanWieren currently serves as the Chairman and Mr. Vandevender currently serves as the Treasurer.  Mr. Goodroe stated that all members actively participate in the meetings and are assets to the Board.  If reappointed, these terms will expire in July, 2010.

744260:

Motion by Lee Ann Minton, seconded by Corey Borck to reappoint Darwin Vandevender, Tim Sallows, and Bruce VanWieren to the Brownfield Redevelopment Authority with terms to expire July, 2010, CARRIED:  5-0 by roll call vote.

REAPPOINT:  Mike Sanborn and Dave Sheely to the Brownfield Redevelopment Authority with terms expiring in July, 2011:

City Manager Frank Goodroe stated that Mike Sanborn and Dave Sheely had terms expiring from the Brownfield Redevelopment Authority (BRA) in July, 2008.  At the BRA meting held on January 8, 2009, these members expressed an interest in being reappointed to the Board.   Mr. Sanborn and Mr. Sheely both meet the requirements of serving on this Board.  Mr. Goodroe stated that both members actively participate in the meetings and are assets to the Board.  If reappointed, these terms will expire in July, 2011.

744261:

Motion by Lee Ann Minton, seconded by Dennis Smoke to reappoint Mike Sanborn and Dave Sheely to the Brownfield Redevelopment Authority with terms to expire July, 2011, CARRIED:  5-0 by roll call vote.

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APPOINT:  Brad VandeZande to the Brownfield Redevelopment Authority with a term expiring

July, 2011:

City Manager Frank Goodroe stated that the BRA currently has one vacancy with a term expiration of July, 2011.  Mr. Brad VandeZande has met with the administration to find out the responsibilities of the BRA and has agreed to fill this last vacancy.  Mr. VandeZande meets all minimum requirements of serving on the Brownfield Redevelopment Authority.  If appointed to this position, Mr. VandeZande will fill a vacancy that has a term expiration of July, 2011.

744262:

Motion by Dennis Smoke, seconded by Corey Borck to appoint Brad VandeZande to the Brownfield Redevelopment Authority with a term to expire July, 2011, CARRIED:  5-0 by roll call vote.

BID ACCEPTANCE:  Downtown Façade Project in the amount of $165,000:

City Manager Frank Goodroe stated that on September 1, 2007 the City of Hudson entered into a grant agreement with the Michigan State Housing Development Authority (MSHDA) Community Assistant Team (CAT) in the amount of $122,305 for the purpose of making façade improvements to seven buildings in the 300 block of W. Main Street.  On July 1, 2008, MSHDA amended the grant agreement to include three properties in the 200 block of W. Main Street.  This increased the grant agreement to $179,095.  Mr. Goodroe indicated that on August 12, 2008, the City opened bids for this project.  At the time the bids were opened the project consisted of 9 buildings.  The bids were much higher than anticipated and were as follows:

                        Baseline Constructors, Inc.     $613,000

                        Hilltop Contracting, Inc.         $480,084

At this point it was decided that the scope of the project needed to be reviewed and adjusted.  On December 11, 2008 the City again opened bids for this project.  At the time the bids were opened the project consisted of 8 buildings.  The bids were lower than those received in August, however a new problem quickly became apparent.  The bidders were requested to submit bids based on a per building bid and a lump sum bid.  There were a total of seven bidders with wide ranging bids.  The lump sum bids were as follows:

                        Rowley, Inc.                           $279,877

                        Baseline Constructors             $360,708

                        MIHM Enterprises                  $253,570

                        Hilltop Contracting, Inc.         $439,790

                        TSC                                         $328,500

                        Campbell-Durocher Group     $280,500

                        MAVCON                              $240,000

 It was difficult to award by lump some, because the low lump sum bid did not necessarily have the low bid amounts for each building.  Awarding on a per building basis would drastically increase the administrative oversight required for the project.  Therefore, the four lowest bidders were invited to complete a Post Bid Addendum.  At the time the Post Bid Addendum was issued the project consisted of seven buildings.  The Post Bid Addendum amounts were as follows:  

                        Campbell-Durocher Group     $165,000

                        Rowley, Inc.                           $223,984

                        MIHM Enterprises                  $202,175

                        MAVCON                              $181,831

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Mr. Goodroe indicated that at their meeting on January 8, 2009, the DDA Board moved to accept the low bid from Campbell-Durocher Group in the amount of $165,000 for the downtown façade project.  Since the grant agreement with MSHDA and the CATeam is with the City of Hudson, the legislative body also needs to act on the bids.  It was noted that Council budgeted a total of $10,607 for the architectural fees and the 50% of facade improvements needed at 313 W. Main Street.  Based on the new bid total, that budgeted amount will need to be adjusted to $14,530.  

744263:

Motion by Dennis Smoke, seconded by Bill Hartmann to accept the low bid from Campbell-Durocher Group in the amount of $165,000 for the Downtown Façade Project, CARRIED: 5-0 by roll call vote.

Setting Public Hearing Date for DDA Plan Ordinance:

City Manager Frank Goodroe stated that on October 1, 2004 the City Council adopted an ordinance creating the Downtown Development Authority.  Once the Board was established, they began working on developing the DDA Plan and Tax Increment Financing Plan.  City Attorney Denis Jodis has indicated that the Plan must be adopted by way of Ordinance.  There are several steps involved in adopting the Ordinance.  The Act states that the governing body, before adoption of an ordinance approving a development plan or tax increment financing plan, shall hold a public hearing and receive comment on such Plan.  Mr. Goodroe recommended Council consider holding a public hearing prior to its regular Council meeting on Tuesday, February 17, 2009.

744264:

Motion by Dennis Smoke, seconded by Lee Ann Minton to set a public hearing for Tuesday, February 17, 2009 at 7:00 p.m. to hear public comment on the Downtown Development Authority Plan and Tax Increment Financing Plan, CARRIED:  5-0 by roll call vote. 

Request Bids for Fire Hall Addition Ventilation:

City Manager Frank Goodroe advised Council that proper ventilation of certain interior rooms in the Fire Station addition need to be addressed.  Currently the paramedic’s suite restroom, the men’s and women’s restroom, and the biohazard room are not properly vented with moisture rising to the space above the ceiling tiles and the attic space.  Architect Scott McElrath has prepared specifications to provide exhaust power fans for the area to be vented in the side of the building rather than the roof.

744265:

Motion by Lee Ann Minton, seconded by Corey Borck to authorize the City Manager to obtain bids for the installation of exhaust power fans for the Fire Station Addition based upon specifications prepared by Architect Scott McElrath, CARRIED:  5-0 by roll call vote.

Budget Amendment for Planning Commission:

City Master Plan:

City Manager Frank Goodroe advised Council that the City Master Plan was last updated in 2000.  A municipality is required to have the Master Plan reviewed every 5 years, although it is not necessary to rewrite the Plan, just that it be reviewed and noted changes to the plan contents kept on file.  The City must also comply with the new Planning Enabling Act of 2008.  The Planning Commission budgeted $3,500 for both the updating of the Master Plan and the updating of the Zoning Ordinance.  The Planning Commission requested the technical assistance of the Region 2 Planning Commission to update the City’s Master Plan.  Region 2 submitted an estimate to update the City’s Master Plan at a total estimated cost of $5,300.  Based on this estimate, the Planning Commission will require a budget adjustment of an additional $1,800 to be applied to line item 101-400-958.100.  Council expressed concern over the cost of the project given current economic times.  They also realized the importance of keeping the City’s Master Plan up to date.

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744266:

Motion by Bill Hartmann, seconded by Lee Ann Minton to approve the Planning Commission budget adjustment for an additional $1,800 to line item 101-400-958.100 for the updating of the City’s Master Plan, CARRIED:  5-0 by roll call vote. 

City Zoning Ordinance:

City Manager Frank Goodroe stated that the Planning Commission has also requested technical assistance from Region 2 Planning Commission for their planning staff to conduct a review and update to the City’s Zoning Ordinance.  Mr. Goodroe stated that it is important that the City bring its Zoning Ordinances into compliance with the Zoning Enabling Act, PA 12, which became effective September 1, 2008.  Region 2 has proposed a zoning ordinance update cost estimate and proposal to conduct this work for the City in the amount of  $5000.  Based on this estimate the Planning will require a budget adjustment of an additional $5,000 to be applied to line item 101-400-958.100.  Council once again expressed concern over the cost of this project, but recognized that the City must keep its Zoning Ordinance current with State law.

744267:

Motion by Bill Hartmann, seconded by Lee Ann Minton to approve the Planning Commission budget adjustment for an additional $5,000 to line item 101-400-958.100 for the updating of the City Zoning Ordinance, CARRIED:  5-0 by roll call vote. 

FIRST READING:  Parking on Boulevard – Section 17-52 City Code:

City Manager Frank Goodroe presented Council with a proposed Ordinance regarding Boulevard parking.  It was noted that there are several vehicles in the City that are parked between the sidewalk and the street, on streets where there is no curb.  The current ordinance language does not address the vehicles parked in these areas.  Chief Weir stated that if this Ordinance is enacted, the City will be able to enforce the “no parking” in the area’s between the edge of the street and the sidewalk without a curb being present.  Chief Weir feels this will encourage residents to park in driveways and will also assist DPW when removing snow from the streets.  Councilwoman Lee Ann Minton stated that she feels the “no parking” in the boulevard should apply to both curbed and non-curbed streets and would prefer the ordinance address both matters.

744268:

Motion by Corey Borck, seconded by Dennis Smoke to approve the first reading and waive the actual reading of Ordinance No. 384.09:  Boulevard Parking, CARRIED:  4-1 by roll call vote (Daugherty, Smoke, Hartmann, Borck – YES) (Minton – NO) 

UNFINISHED BUSINESS:

Banking Investment Options:

City Manager Frank Goodroe presented Council with a report on the City’s investment portfolio.  The City has accounts at United Bank & Trust, Lenawee County; County National Bank; and First Federal Bank.  Mr. Goodroe stated that he and City Treasurer Dixie Wright have taken steps to set up additional accounts that will provide the security of the FDIC insurance for all city investment accounts.  United Bank & Trust holds most of the active accounts that the City has on deposit.  These accounts consist of checking accounts, savings accounts, and certificates of deposit.  Mr. Goodroe indicated that the City has applied for a new checking and savings account through UB&T – Washtenaw County.  Said accounts will have demand deposits of less than $250,000.  Most banks have available to them the CDAR’s service which is a pooling of certificates of deposit, which are then sold to FDIC insured banks nationwide.  The city is able to purchase CD’s of less than $250,000 for periods of 14 days or greater, and then the CD are purchased by other banks though accounting for them

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remains with our existing bank.  As of January 2, 2009, the City had on deposit an excess of $2.7 million at UB&T.  Mr. Goodroe stated that he and Mrs. Wright, on behalf of the City, have managed to purchase CD’s of 4-week duration to insure that most funds on deposit at the UB&T Lenawee and Washtenaw counties are fully protected by the FDIC.  He also indicated that the City will purchase CD’s of various maturity dates to insure that the FDIC limits are followed and that financial resources are available to maintain cash flow requirements.  The City maintains its income tax fund, both a sweep checking account and a savings account at County National Bank.  We have in excess of $450,000 on deposit at CNB.  The City will enroll in the CDAR’s program and will purchase two CD’s with a 30-day maturity date in the amount of $125,000 each.  The City also maintains an income tax fund account, which is a money market account, and a saving account at First Federal Bank.  The accounts have approximately $160,000 on deposit.  Mr. Goodroe stated that he and Mrs. Wright are in the process of opening an additional account for the City at First Federal and will maintain a $250,000 balance in the combined accounts.  Mr. Goodroe stated that it would appear that the City will not have to open accounts at additional banks beyond the three that we already use.  The higher FDIC insurance limit, and the use of the CDAR’s program will allow us to have the majority of the City’s funds in accounts or instruments that are within the FDIC limitation.

Bills:

The following bills were submitted for payment:

            Pitney Bowes                                      $  1,000.00

            MML Employee Benefit Services      $13,950.18     

            Morton Salt                                         $  2,284.33

            Consumers Energy                              $  2,985.01

744269:

Motion by Lee Ann Minton, seconded by Dennis Smoke to pay the bills, CARRIED:  5-0 by roll call vote. 

Department Head Reports:

744270:

Motion by Lee Ann Minton, seconded by Corey Borck to accept the Department Head Reports and place on file, CARRIED:  5-0 by roll call vote. 

Financial Report for December, 2008:

744271:

Motion by Dennis Smoke, seconded by Corey Borck to acknowledge the Financial Report as of December 31, 2008 and place it on file, CARRIED:  5-0 by roll call vote. 

Accounts Payable Report for December, 2008:

744272:

Motion by Lee Ann Minton, seconded by Corey Borck to accept the Accounts Payable Report for December, 2008 and place it on file, CARRIED:  5-0 by roll call vote.
 

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MINUTES FROM BOARDS AND COMMISSIONS:

744273:

Motion by Lee Ann Minton, seconded by Corey Borck to acknowledge the minutes from the Downtown Development Authority dated January 8, 2009 and the minutes from the Brownfield Redevelopment Authority dated January 8, 2009, and place them on file, CARRIED:  5-0 by roll call vote.

CITY MANAGER’S REPORT:

Mr. Goodroe stated that he had nothing further to report.

COUNCIL COMMENTS:

ADJOURNMENT:

744274:

Motion by Corey Borck, seconded by Lee Ann Minton to adjourn the meeting at 9:00 p.m.

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

REGULAR MEETING

January 6, 2009

744241: The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers

ROLL CALL:  PRESENT:    Lee Daugherty, Jerry Tanner, Jr., Dennis Smoke, Bill Hartmann,

                                                Lee Ann Minton, Dr. Corey Borck

                        ABSENT:       Jim Steele

ALSO PRESENT:  Wes Boyd, Police Chief Charles Weir, Joe Haley, WWTP Superintendent Mike Shadbolt, Donna Klinger, Dan Cherry, Melissa Baker, Hudson High School Students, City Manager Frank Goodroe, and Deputy City Clerk Judy Tanner.

ORDERS OF THE DAY:

Excuse Absent Member(s):

744242:

Motion by Lee Ann Minton, seconded by Corey Borck to excuse Jim Steele from the meeting, CARRIED: 6-0 by roll call vote.

Minutes:

744243:

Motion by Lee Ann Minton, seconded by Corey Borck to approve the minutes of December 2, 2008 with corrections to the Zoning Board minutes, and December 8, 2008 and place them on file, CARRIED:  6-0 by roll call vote.

PUBLIC COMMENT

None

NEW BUSINESS: 

National Pollution Discharge Elimination System Permit Fee (WWTP):

City Manager Frank Goodroe advised Council that there is an annual fee that must be paid by the City to hold the National Pollution Discharge Elimination System Permit for the Waste Water Treatment Plant.  This is something that the State started a few years ago to generate revenue for the Department of Environmental Quality.  The permit fee is $1,950.00, and the funds are available in line item 590.561.818.200, Permits and Fees, with a balance of 3,200.00 for this purpose.

744244:

Motion by, Lee Ann Minton seconded by Jerry Tanner to pay the $1,950.00 Permit Fee, funds are available in line item 590.561.818.200, Permits and Fees, with a balance of $3,200.00 for this purpose, CARRIED:  6-0 by roll call vote.

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 Hudson Area School Elections:

City Manager Frank Goodroe provided Council with a copy of the 2004 contract agreement between the Lenawee County Clerk, Local Clerk, and School Board Secretaries for conducting the Hudson Area School Districts regular and special elections.  Prior to 2004 the school superintendent was considered the election official for the school district and responsible for the conducting the elections.  In 2004 the Bureau of Elections decided that school elections would be conducted by Municipal Clerks rather than the school districts.  In school districts where the voting population is not wholly contained in one city, village, or township, the County Clerk is designated as the election coordinator and has the ability to designate a local clerk to conduct the regular or special school election.  This designation is for a two-year period. 

For the past four years, the County Clerk, with the Hudson Council’s approval, has designated the City of Hudson Clerk to conduct the regular and special elections for the Hudson Area Schools.  The agreement also allows the City to bill the school district for the cost of the elections. 

County Clerk Roxanne Holloway has requested that the City of Hudson continue to administer the Hudson Area School elections.  There will be a meeting on January 15, 2009 at 2:00 p.m. at the Old Courthouse in Adrian to review which Clerks will be conducting which school elections.  With Council’s approval the Hudson City Clerk will continue conducting the Hudson Area School elections.   If Council does not want the Hudson City Clerk to continue conducting the school elections, another clerk in the district will need to take over and sign a new agreement. 

744245:

Motion by Lee Ann Minton, seconded by Corey Borck to authorize the Hudson City Clerk to continue conducting the regular and special elections for Hudson Area Schools, CARRIED:  6-0 by roll call vote.

2009 Annual Permits, Performance Resolution for Governmental Bodies:

City Manager Frank Goodroe provided Council with a copy of the annual Application and Permit for Miscellaneous Operations within the State Trunkline Right of Way, and Performance Resolution for Governmental Agencies.  The Resolution is required when making an application to Michigan Department of Transportation for the purpose of a municipality obtaining an Annual Application and Permit for Miscellaneous Operations within the State Trunkline Right of Way.

Prior to each parade event, the City will still apply to MDOT to get permission to close the Trunkline.  These requests outline the date, time, location, and reason for the requested closure.

744246:

Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the Annual Application and Permit for Miscellaneous Operations within State Trunkline Right of Way and the Performance Resolution For Governmental Bodies, CARRIED:  6-0 by roll call vote.

UNFINISHED BUSINESS:

Bills:

The following bills were submitted for payment:

BILLS TO BE PAID:

Modern Waste Systems - $8,739.25 (Residential Refuse Services for December, 2008)

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BILLS TO BE CONFIRMED:

Consumers Energy - $2,163.31 (107 Mechanic Street)

Consumers Energy - $2,159.89 (Water Treatment Plant)

Clegg Electric - $1,012.00 (Installation of dedicated line for office copier)

Pitney Bowes - $1,000.00 (Postage for Meter)

744247:

Motion by Lee Ann Minton, seconded by Bill Hartmann, to pay the bills, CARRIED:  6-0 by roll call vote.

Department Head Reports – November, 2008:

744248:

Motion by Jerry Tanner, seconded by Corey Borck to accept the Department Head reports and place them on file, CARRIED:  6-0 by roll call vote.

Financial Report for November, 2008:

744249:

Motion by Dennis Smoke, seconded by Bill Hartmann to acknowledge the Financial Report of November, 2008, CARRIED:  6-0 by roll call vote.

Accounts Payable Report November, 2008

744250:

Motion by Bill Hartmann, seconded by Lee Ann Minton to acknowledge the City of Hudson Accounts Payable Report for November, 2008, CARRIED:  6-0 by roll call vote.

MINUTES FROM BOARDS AND COMMISSIONS:

There were minutes dated December 16, 2008 from the Downtown Development Authority.

744251:

Motion by Dennis Smoke, seconded by Jerry Tanner, to acknowledge the DDA minutes dated December 16, 2008, CARRIED:  6-0 by roll call vote.

CITY MANAGER’S REPORT

1.      We will be having our next regular Downtown Development Authority this Thursday, January 8, 2009 at 6:00 p.m.  There will be a number of items of activity on that agenda, primarily the façade improvement             project. 

2.      Fleis & Vandenbrink our project Engineers have been looking at some flooding issues and will be reporting to Council at the next regular meeting on January 20, 2009.  I should have the report information in hand before and distribute it in the regular Council packet.

3.      The Signature Associates signs are down at the M & S Manufacturing facilities and some people thought that meant it had been sold.  Some people thought Toyota or Honda purchased M & S and none of this information is correct and is just rumors.  The signs came down because the listing agreement between   M & S and Signature has expired, and the owners of M & S have decided to go with another real estate company.  There will be new signs put up under another real estate company.  There has been some interest in a couple of the smaller buildings, but nothing transpired so far.

4.      The Metalloy property was sold and the purchase agreement was accepted on December 31, 2008.  The name of the purchaser and the company will come at a later date.  It will be used as an aluminum foundry, which it was before.  It will be operational in April, 2009, and will be a startup of

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      approximately 25-30 positions.  Most of the equipment is still in the facility and there is a lot of work to be done in the            building.  The purchaser has purchased all of the buildings and land on W. Main Street,     and there soon there will be some significant activity there. 

5.      At the last Council meeting we discussed the issue of the City of Hudson banking arrangements and making sure we were within insured deposit.  We have been meeting with the banks and looking at what we can do to be as close as possible to the $250,000.00 FDIC Insurance limitations.  There will be further discussion at the next meeting in January.

6.      I spoke with the Chief of Police regarding the monument damage at the cemetery.  We have not had anymore information leading to the arrest and conviction of the perpetrators of the damage.  It has been placed in the City newsletter, and we have filed insurance claims, but won’t be able to do anything to repair the grave stones until spring.

7.      The contractor working at the Community Center accidentally backed into the gas meter today creating a slow leak.  We have the gas company and a plumber over at the Community Center trying to get it resolved.

8.      We have a contractor working on the rear façade of the 306 W. Main Street building.

9.      The work at City Hall is almost complete, except for two pieces of rubber on the roof extensions of the back doors on the back side of the building.  The work will be completed by K.V. Construction.

10.  The only thing we are waiting for at the rear façade of the Museum is the double doors and they are on backorder, but should be coming in soon and will be installed.

11.  The City received a donation from an anonymous donor in the amount of $15,000.00 to pay for the cost of the unbudgeted roof replacement at the Community Center.  We acknowledge the contribution with great thanks.

COUNCIL COMMENTS:ADJOURNMENT:

744252:

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

SPECIAL MEETING

December 8, 2008

744234:

The special meeting was called to order by Mayor Lee Daugherty at 8:00 p.m. in the Council Chambers.

ROLL CALL:  PRESENT:    Lee Daugherty, Bill Hartmann III, Lee Ann Minton, Dr. Corey Borck, Jim Steele, Jerry Tanner Jr., and Dennis Smoke

                        ABSENT:       None

ALSO PRESENT:  DPW Supervisor Phil Goodlock, Rex Murphy, Pam Smoke, John Kirkland, Kevin Vanderpool, Barry Cline, City Manager Frank Goodroe, and City Clerk Kim Murphy.

ORDERS OF THE DAY:

Community Center Emergency Roof Repair/Replacement:

City Manager Frank Goodroe advised Council that at the last meeting Council requested he solicit additional bids for the emergency roof repairs at the Community Center.  Due to the urgent need of the repairs, Council agreed that it was in the City’s best interest to waive the normal bidding policies.  Mr. Goodroe stated since the City had just received bids for work on the Fire Department and Police Station, he called the bidders on those projects to see if they had any interest in the Community Center roof project.  He contacted a total of 9 contractors and four of them submitted bids by Friday evening as requested.  Mr. Goodroe stated that just before the Council meeting started, Mr. Cline, of Barry Cline Roofing hand delivered a bid for consideration.  At this time, Council discussed among themselves whether they wanted to acknowledge and receive the Barry Cline bid since it was not received by Friday evening as requested.  Council decided that since they were not aware of the bid amount yet, and due to the emergency nature of the project they would acknowledge and receive the bid.  Mr. Goodroe then passed out the bid as received from Barry Cline Roofing.  The following bids were received for the Community Center Roof project:

            KV Construction                    $14,500.00

            Braman Roofing                     $21,000.00

            Warner Remodeling                $17,250.00

            Stan Plate Builders                 $13,412.00

            Barry Cline Roofing               $27,995.01

Mr. Goodroe then stated that he had gone onto the State website to review licensure information for each of the bidders.  He noted that it was difficult to confirm licensing information without knowing the exact name of each contractor or contractor’s business when filed with the State.   Council reviewed the bids and critiqued each bid that was received.  It was noted that the proposals for Stan Plate Builders and Barry Cline Roofing were for a TPO product, which is a vynal material, and not the .60 ML rubber roof membrane requested.

744235:

Motion by Smoke, seconded by Tanner to accept the bid from KV Construction in the amount of $14,500 to perform the upper and lower roof replacements at the Community Center, CARRIED:  6 – YES, 1 – PRESENT (Daugherty, Tanner, Steele, Smoke, Minton, Borck – Yes) (Hartmann – Present)

APPOINT JOHN KIRKLAND TO THE DOWNTOWN DEVELOPMENT AUTHORITY:

City Manager Frank Goodroe stated that John Kirkland has agreed to serve on the Board of the Downtown Development Authority.  There is currently one vacancy with a term expiring in 2012.  Mr. Kirkland has been a resident of Hudson since 1999 and resides at 615 N. Maple Grove.  Mr. Kirkland is a mechanical contractor and his wife Sherry is a teacher at Lincoln Elementary School.  Mr. Goodroe stated that the Kirkland’s recently opened a business on Main Street called “The Learning Vault”.  They acquired the former County National Bank building approximately 1 ½ years ago.  Mr. Kirkland meets all of the requirements to serve on the DDA Board

744236:

Motion by Lee Ann Minton, seconded by Jim Steele to appoint John Kirkland to the Downtown Development Authority Board with a term expiring in 2012, CARRIED:  7-0 by roll call vote.

2009 Council and Planning Commission Meeting Dates:

City Manager Frank Goodroe provided Council with the proposed meeting dates for the Council and the Planning Commission for the 2009 calendar year.  It was noted that the Council meeting dates in November have been scheduled pursuant to City Charter provisions, however this is a matter that Council will be reviewing in the near future.

744237:

Motion by Dennis Smoke, seconded by Lee Ann Minton to approve the City Council and Planning Commission meeting dates for 2009, CARRIED:  7-0 by roll call vote.

Cancellation of December 16, 2008 Council Meeting:

City Manager Frank Goodroe indicated that the December 16, 2008 meeting as scheduled, has insufficient action items to warrant the meeting.

744238:

Motion by Dennis Smoke, seconded by Jerry Tanner to cancel the regular Council meeting of December 16, 2008, CARRIED:  7-0 by roll call vote.

Bills:

The following bills were submitted for payment:

            Consumers Energy                              $3,026.74

            State of Michigan                               $1,003.10

            Wolverine State Assessing, Inc.         $1,300.00

            Unique Paving Materials                     $2,127.72

            Synagro Central                                  $1,723.68

            Synagro Central                                  $5,458.32

            Modern Waste Systems                      $8,739.23

744239:

Motion by Corey Borck, seconded by Jim Steele to pay the bills, CARRIED:  7-0 by roll call vote.

CITY MANAGER’S REPORT:

1)      Boy Scout Troop 602 will be conducting a canned food drive on December 13, 2008 to benefit the Kiwanis holiday basket program.

2)      The new federal administration is proposing a stimulus package to include road and infrastructure projects.  The stimulus funding amounts have been estimated to be in the range of 400-500 billion dollars, to fund public works projects.  The types of projects will include energy conservation, bridges, infrastructure projects and on roads, streets, sewer, water systems, etc.  The stimulus is intended to create 2.5 million jobs during the stimulus period.  It is likely that these grant projects will require some type of match, but the project requirements have not been released yet.  We will be looking at potential projects in the City limits.  These projects will need to be ready to go in 6 months.  We may look at additional road and infrastructure improvements in the industrial park, although a portion of these improvements are covered under the current grant.  Mr. Goodroe has been speaking with Flies & Vandenbrink about including a parking lot project with the façade project.  He indicated that he is also looking at bridge repair work because the Jackson Street bridge will need some work.

COUNCIL COMMENTS:

ADJOURNMENT:

744240:

Motion by Corey Borck, seconded by Dennis Smoke, to adjourn the meeting at 9:18 p.m.

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

REGULAR MEETING

December 2, 2008

744224:

The regular meeting was called to order by Mayor Lee Daugherty at 7:08 p.m. in the Council Chambers.

ROLL CALL:  PRESENT:    Lee Daugherty, Bill Hartmann III, Lee Ann Minton, Dr. Corey Borck, Jim Steele, Jerry Tanner Jr.

                        ABSENT:       Dennis Smoke

ALSO PRESENT:  DPW Supervisor Phil Goodlock, Rex Murphy, Wes Boyd, Joe Haley, Angela Johnston, Police Chief Charles Weir, Ed Engle, Dan Cherry, Ali Moreno, City Manager Frank Goodroe, and City Clerk Kim Murphy.

ORDERS OF THE DAY:

Excuse Absent Member(s):

744225:

Motion by Lee Ann Minton, seconded by Jim Steele to excuse Dennis Smoke from the meeting, CARRIED: 6-0 by roll call vote.

Minutes:

744226:

Motion by Lee Ann Minton, seconded by Corey Borck to approve the minutes of November 18, 2008, and place them on file, CARRIED: 6-0 by roll call vote.

PUBLIC COMMENT

There was no public comment.

PRESENTATION:

Councilman Bill Hartmann presented Mr. Ed Engle with a gift for the many public speaking engagements Mr. Engle performed on behalf of the City while serving on Council.  Mayor Lee Daugherty presented Mr. Engle with a Resolution that was adopted by Council at their November 18, 2008 meeting.  The Resolution expressed Council’s appreciation for the many contributions Mr. Engle made to the City while serving on Council.  

NEW BUSINESS:

Community Center Emergency Roof Repair/Replacement:

City Manager Frank Goodroe advised Council that the upper level roof at the Community Center is actively leaking.  The leak is noticeable at the food counter outside the kitchen area.  Mr. Goodroe stated that the upper floor of the building is not used or accessible so leaking may have been occurring for some period of time.  The roofing system has holes; the membrane is brittle; and the roofing system has separated from the flashing.  Mr. Goodroe stated that he requested Kevin Vanderpool, of  KV Construction, who is the current contractor for the fire and police buildings, to inspect both levels of the community center roof and provide an estimate for repairs

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and replacement of the roof.  Mr. Vanderpool estimated the cost for a new rubber roof would be $11,500 for the upper roof and $3,000 for the lower roof.  Mr. Vanderpool also indicated that a new roof could be installed during the winter season.  Mr. Goodroe advised Council that he would request Council make a decision to accept the quote from KV Construction due to the immediacy of the problem, or authorize the City Manager to obtain additional quotes from additional roofing contractors.  He indicated that the larger problem is determining how the project will be funded.  Mr. Goodroe stated that it will be necessary to appropriate additional funds to the Community Center budget to allow for the work to proceed.  Council had many questions and concerns regarding the leaking roof.  There was also discussion on whether the roof repair/replacement could wait until more bids were obtained.  Council ultimately requested the City Manager to obtain additional bids and to schedule a special meeting once those bids were received. 

744227:

Motion by Lee Ann Minton, seconded by Jim Steele to request the City Manager get at least two more quotes for the upper and lower roof repairs at the Community Center and then call a special meeting so Council can give permission to proceed, CARRIED:  6-0 by roll call vote.

City Hall Building Repairs:

City Manager Frank Goodroe advised Council that contractor Campbell-Durocher Group has submitted a change order for making additional repairs to the City Hall project.  The change order is in the amount of $1,892 and is for the replacement of the exterior door in the Council Chamber with an insulated steel door; weather stripping of the other exterior doors, repair to two windows, and additional painting of exterior surfaces.

744228:

Motion by Lee Ann Minton, seconded by Bill Hartmann to authorize the City Manager to approve the change order for additional door and window repairs at City Hall in the amount of $1,892.00, CARRIED:  6-0 by roll call vote.

City Investment Policy:

City Manager Frank Goodroe discussed with Council the comments City Auditor, Phil Rubley noted in the 2007/08 City Audit that a sizable portion of the City funds are held in amounts which exceed the FDIC insurance limits of $250,000 per account or depositor.  Mr. Goodroe stated that the City has accounts with United Bank and Trust of Lenawee County, First Federal Bank, and County National Bank.  While the accounts are distributed amongst the three banks, less than half of the total funds are within the FDIC insurance limitations.  Mr. Goodroe advised that in order to have the majority of City funds placed in accounts that are under the insurance limitation, it would be necessary for the City Treasurer to open several additional accounts with area financial institutions.  By opening additional accounts, the City would reduce its potential exposure to loss of the City’s funds, although it is not feasible that each account will always remain below the $250,000 limitation.  Mr. Goodroe stated that he believed opening multiple accounts with one bank will not solve the FDIC insurance limit since the coverage is based upon one named customer.  Mr. Goodroe stated that should Council move in the direction of maintaining balances at or below the FDIC limitations, then we will likely need accounts in banks outside of Lenawee County.  Council discussed the advantages and disadvantages of opening additional bank accounts and decided it would be in the City’s best interest to open additional bank accounts to limit the City’s financial exposure.

744229:

Motion by Jerry Tanner, seconded by Corey Borck to authorize the City Manager to establish additional bank accounts to reduce the City’s financial loss exposure and report back to Council, CARRIED:  6-0 by roll call vote.

UNFINISHED BUSINESS:

Bills:

The following bill was submitted for payment:

            Modern Waste Systems                      $8,739.25

744230:

Motion by Lee Ann Minton, seconded by Jim Steele to pay the bill, CARRIED: 6-0 by roll call vote.

MINUTES FROM BOARDS AND COMMISSIONS:

Library Board Meeting Minutes of October 29, 2008

744231:

Motion by Lee Ann Minton, seconded by Jerry Tanner to acknowledge the Library Board meeting minutes dated October 29, 2008, CARRIED:  6-0 by roll call vote.

Planning Commission Minutes of November 24, 2008:

744232:

Motion by Lee Ann Minton, seconded by Bill Hartmann to acknowledge the Planning Commission meeting minutes dated November 24, 2008, CARRIED:  6-0 by roll call vote.

CITY MANAGER’S REPORT:

1)      Mr. Goodroe reviewed Council’s schedule and based on their reported availability stated that he will schedule an emergency meeting of Council for Monday, December 8, 2008 at 8:00 p.m. to review the bids for the Community Center Roof Repair/Replacement.

2)      The Hudson Kiwanis Club is conducting their annual fundraiser of selling various types of nuts.  Anyone interested should contact the City Manager or other Kiwanis member.

3)      Mr. Goodroe indicated that he is sponsoring a holiday reception on December 11, 2008 and RSVP’s should be made to himself or City Clerk Kim Murphy.

COUNCIL COMMENTS:

ADJOURNMENT:

744233:

Motion by Jim Steele, seconded by Lee Ann Minton, to adjourn the meeting at 8:02 p.m.

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

ORGANIZATIONAL MEETING

November 11, 2008

744193:

The organizational meeting was called to order by Mayor Lee Daugherty at 8:00 p.m. in the Council Chambers.

ROLL CALL:  PRESENT:    Lee Daugherty, Bill Hartmann III, Lee Ann Minton, Ed Engle, Jim Steele,

Jerry Tanner Jr., Dennis Smoke

ALSO PRESENT:  Corey Borck, Wes Boyd, WWTP Superintendent Mike Shadbolt, Toni Luma, three HHS students, City Manager Frank Goodroe, and City Clerk Kim Murphy.

ORDERS OF THE DAY:

Setting the Agenda:

City Manager Frank Goodroe indicated that he would like to add the posting of a $500 cash reward for damage done to headstones and monuments at Maple Grove Cemetery to the agenda.

744194:

Motion by Lee Ann Minton, seconded by Jim Steele to add posting of a $500 cash reward for damage at Maple Grove Cemetery to the agenda, CARRIED:  7-0 by roll call vote.

Minutes:

744195:

Motion by Dennis Smoke, seconded by Jerry Tanner Jr. to approve the minutes of October 14, 2008,  and place them on file, CARRIED:  7-0 by roll call vote.

Department Head Reports - October:

744196:

Motion by Lee Ann Minton, seconded by Bill Hartmann to approve the Department Head Reports for October, and place them on file, CARRIED:  7-0 by roll call vote.

Financial Report – October:

744197:

Motion by Bill Hartmann, seconded by Lee Ann Minton to approve the Revenue and Expense Financial Report as of October, 2008 and place on file, CARRIED:  7-0 by roll call vote.

Accounts Payable – October:

744198:

Motion by Lee Ann Minton, seconded by Ed Engle to approve the Accounts Payable Report in the amount of $148,289.45 for October, 2008 and place on file, CARRIED:  7-0 by roll call vote.

Bills:

The following bills were submitted for payment:

            MML Employee Benefit Services                  $14,331.49

            Denis F. Jodis, P.C.                                        $  2,933.01

744199:

Motion by Dennis Smoke, seconded by Jim Steele to pay the bills, CARRIED:  7-0 by roll call vote.

APPOINTMENT:  Donna Klinger to Planning Commission:

City Manager Frank Goodroe indicated that Donna J. Klinger has expressed an interest in being appointed to the Planning Commission.  Ms. Klinger resides on Jefferson Street and has lived in the City since 1999.  She is retired from Verizon, after 33 years of employment.  Mr. Goodroe stated that Ms. Klinger meets all of the requirements for appointment.  If appointed, she will serve a three-year term expiring July, 2011.

744200:

Motion by Lee Ann Minton, seconded by Dennis Smoke to appoint Donna J. Klinger to the Hudson Planning Commission to a term expiring July, 2011, CARRIED:  7-0 by roll call vote.

Accept Proposal from Campbell-Durocher Group to repair bricks and windows at City Hall:

City Manager Frank Goodroe presented Council with a proposal from Campbell-Durocher Group to repair the bricks and windows at City Hall.  Mr. Goodroe stated that the City Hall building was built in the 1970’s.  The office portion of the complex has 10 windows plus a side window at the entry door.  The flashing along the top of 9 of the windows has allowed water to penetrate behind the bricks and the sides of the windows.  This has caused the window frames to rust, and a number of the bricks to split and deteriorate.  There are two small overhangs at the rear of the building that are falling down and require replacement.  In addition, the frames need scraped and the doors and frames need painted, windows need repaired, and surface (tuck painting) brick also needs to be repaired.  The firm of Campbell-Durocher Group is on site doing the rear façade work at the Hudson Museum.  The work involves extensive brick, flashing, and window work.  The contractor is doing excellent work at a very reasonable price.  They have submitted a proposal for the work that needs to be done at the city office in the amount of $3,999.00. Mr. Goodroe stated that the City has $11,650 for City Hall and Grounds budgeted for the current fiscal year and $3,000 under the Building Maintenance & Supply and Miscellaneous Expenditures line. However, it will be necessary to increase the funding in this line item at some point this budget year, since this is a non-budgeted item. 

744201:

Motion by Lee Ann Minton, seconded by Bill Hartmann to accept the proposal from Campbell-Durocher Group for repairs to City Hall in the amount of $3,999.00, CARRIED:  7-0 by roll call vote.

No Parking on Main Street During Christmas Parade:

City Manager Frank Goodroe advised Council that the Christmas Parade will be held on Thursday, November 20, 2008 at 6:30 p.m.  It will originate in front of Webster’s Park, commence north on South Maple Grove to Main Street, thence west on Main Street to West Street, thence north on West Street to Railroad Street where Santa will visit with the children.  Mr. Goodroe indicated that having parking prohibited in the 200 and 300 Blocks of Main Street during the Festival Parade worked out very well and created a much safer and more pleasant environment for those watching the parade.  Although the parade does not start until 6:30 p.m., no parking is being requested from 5:30 p.m. – 7:30 p.m. in an effort to get all vehicles off the street prior to the start of the parade.  There will still be plenty of parking in city parking lots and on side streets.

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 744202:

Motion by Lee Ann Minton, seconded by Bill Hartmann, to authorize “no parking” in the 200 and 300 Block of W. Main Street from 5:30 p.m. – 7:30 p.m., Thursday, November 20, 2008 for the Hudson Christmas Parade, CARRIED:  6-1 by roll call vote. (Daugherty, Tanner, Steele, Hartmann, Minton, Engle – YES) (Smoke – NO)

Posting Cash Reward for Destruction of 12 Headstones and Monuments at Maple Grove Cemetery:

City Manager Frank Goodroe advised Council that on Friday, November 7, 2008, a city employee identified a number of headstones and monuments that were toppled and broken at Maple Grove Cemetery.  HPD was notified of the destruction.  A total of 12 headstones and monuments were damaged.  The destruction occurred in the section where the monuments were moved from the old protestant cemetery near Webster Park.  The damage to the monuments are being assessed by Cemetery Sexton Phil Goodlock and repairs will be made to the headstones that are repairable.  Mr. Goodroe indicated that he would suggest a cash reward of $500 for the first information leading to the arrest and conviction of those parties responsible for the destruction of the headstones and monuments.

744203:

Motion by Jerry Tanner, Jr., seconded by Dennis Smoke to authorize the posting of a $500 cash reward for the first information leading to the arrest and conviction of the person or persons responsible for the destruction of 12 headstones and monuments at Maple Grove Cemetery, CARRIED:  7-0 by roll call vote.

Minutes from Boards and Commissions:

744204:

Motion by Lee Ann Minton, seconded by Jerry Tanner, Jr., to acknowledge the minutes from the Library Board meeting, CARRIED: 7-0 by roll call vote.

Reading of Certification of November 4, 2008 Election and Oaths of Office for Newly Elected Council Members:

City Manager Frank Goodroe advised Council that although the City of Hudson’s election results have been canvassed by the Lenawee County Board of Canvassers, the results for the County have not been certified, therefore we will not be able to read the certification or administer the oaths of office. 

744205:

Motion by Jerry Tanner, Jr., seconded by Jim Steele to postpone the reading of the Certification of the November 4, 2008 election and the oaths of office for newly elected Council members to the November 18, 2008 Council meeting, CARRIED:  7-0 by roll call vote.

CITY MANAGER’S REPORT:

1.                  City Attorney Denis Jodis has prepared a form entitled “Request for Attorney Services” that he would like prepared whenever sending a task to his office.

2.                  The roof on the Hudson Fire Department should be completed within a day or so. 

3.                  The Hudson Police Department roof work may be delayed.  The contractor has indicated that 40 year shingles have been difficult to obtain but will hopefully be delivered within the next couple of weeks

COUNCIL COMMENTS:

ADJOURNMENT:

744206

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

REGULAR MEETING

October 14, 2008

744172:

The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL:  PRESENT:    Lee Daugherty, Bill Hartmann III, Lee Ann Minton, Ed Engle, Jim Steele,

Jerry Tanner Jr., Dennis Smoke

ALSO PRESENT:  Bryan High, Steve Tennis, DPW Superintendent Phil Goodlock, Corey Borck, Police Chief Charlie Weir, Wes Boyd, WWTP Superintendent Mike Shadbolt, Emma Bates, Matt Sinks, several Boy Scouts from Troop 602, City Manager Frank Goodroe, City Clerk Kim Murphy, and others.

ORDERS OF THE DAY:

Setting the Agenda:

City Manager Frank Goodroe indicated that he would like to add the purchase of tables and chairs for the Community Center to the agenda.

744173:

Motion by Dennis Smoke, seconded by Lee Ann Minton to add the purchase of tables and chairs for the Community Center to the Agenda, CARRIED:  7-0 by roll call vote.

Minutes:

744174:

Motion by Lee Ann Minton, seconded by Jim Steele to approve the minutes of September 23, 2008,  and place them on file, CARRIED:  7-0 by roll call vote.

PUBLIC COMMENT

Emma Bates:   Ms. Bates is the owner of the Tigers Den Restaurant.  She requested Council consider revising the sign ordinance.  Ms. Bates stated that because her business is located off of Main Street, she has a difficult time attracting customers.  Ms. Bates stated that she has requested and been granted permission to occasionally place a sign at the Main four corners to direct traffic to her restaurant.  She stated that this additional signage increases her sales dramatically.  Ms. Bates quoted various sales comparisons from when her sign was out and when it was not.  Ms. Bates also provided Council with letters from her customers stating the food is exceptional and price affordably and they are glad they discovered her restaurant.  Ms. Bates urged Council to consider making changes to the sign ordinance to allow for controlled off-site advertising.

Matt Sinks:  Mr. Sinks resides at 560 State Street and came before Council regarding the drainage issues in the rear of his property.  Mr. Sinks stated he had presented his concern to Council and the City Manager in the past and is still waiting for a resolution.  City Manager Frank Goodroe advised Mr. Sinks that the Council will be considering a Professional Service Agreement with civil engineers Fleis & Vandenbrink later in this meeting.  Mr. Goodroe stated that the drainage issues at 560 State Street are one of the items the engineering firm will be tasked with studying.

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NEW BUSINESS:

ACCEPT BID:  Office Copier:

City Manager Frank Goodroe advised Council that the City’s current copier is approximately 11-12 years old.  It is a Cannon copier purchase from Hasselbring-Clark.  Generally, vendors offer maintenance agreements for equipment up to 7 years.  The existing machine has more than 1.6 million copies of use and we are having more service calls.  Mr. Goodroe stated that when looking at new copiers, the City offered for bid a digital copier with 45 copies per minute capability.  The machine was to have networking, faxing, collating, and finishing capability.  Mr. Goodroe indicated that the sealed bids were opened on September 18, 2008 with 8 vendors submitting bids.  The bids allowed for three options for procuring a copier:  (1) outright purchase, (2) a fair market value lease with a buyout at the end of 36-months, and (3) a $1.00 buyout lease at the end of 36 months.  The bid specifications also requested a copier maintenance agreement, the vendor provides all parts, services, toner, developer, etc.  After Mr. Goodroe reviewed all bids and all options, he indicated that he narrowed his choice to the following two copiers:

Equipment            Purchase            FMV Lease 36 Months     1^st Buyout (36 mos)              Maintenance      

Ricoh 5000           $6,918                $213.00 month                  $257.00 month     77.00       .007 (1 year

                                                        $7,668.00                           $9,252.00             84.70        guarantee)

                                                                                                                                93.17

Canon 5050           $7,995               $238.25 month                  $270.23                 71.50       .0065 (3 year

                                                        $8,577.00                          $9,728.28                               guarantee)

Mr. Goodroe indicated that although he would prefer an outright purchase, the budget was crafted with the intent of leasing equipment versus the outright purchase.  After much comparison and consideration, Mr. Goodroe recommended the Canon 5050 copier under the $1.00 Buyout at a lease price of $270.23 per month for 36 months, with a maintenance contract rate (guaranteed for three years) of .0065 cents per copy.

744175:

Motion by Lee Ann Minton, seconded by Jim Steele to accept the bid from Hasselbring-Clark to lease a Cannon IR 5050 copier for a three year period, with a $1.00 lease buyout at the rate of $270.23 monthly and a .0065 cent per copy maintenance plan, CARRIED:  7-0 by roll call vote.

ACCEPT BID:  Fire Department Roof Replacement and Police Department Roof Replacement:

City Manager Frank Goodroe advised Council that the police station and fire station addition were both built in the mid 1990’s and the roofs have Owens-Corning 40 year shingles.  The shingles were defective in their manufacturing with spider web cracks.  Mr. Goodroe indicated that the City filed defective product claims with Owens-Corning and received claim refunds in the amount of $5,073.55 for the police building in April, 2008 and $3,729.70 for the fire station in August, 2008.  Mr. Goodroe further stated that the current fiscal year budget provides $16,000 for the police station roof and $7,500 for the fire department roof.  Mr. Goodroe indicated that on October 9, 2008 a total of 9 sealed bids were received for this project.  Those bids are outlined below:

                                                                                                Police Station                         Fire Station

Bidder Name                         Total Bid Amount                 Amount                                  Amount___

K.V. Construction                  $23,220.00                              $15,880.00                              $  7,340.00

Edison Builders                      $24,950.00                              $16,150.00                              $  8,800.00

Braman Roofing                     $34,265.00                              $21,135.00                              $13,490.00

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Rasmussen LLC                      $29,067.00                              $18,089.00                              $10,978.00

Home Pro Building                 $35,750.00                              $23,900.00                              $11,850.00

Gary Knapp, LLC                   $28,600.00                              $17,160.00                              $11,899.00

Sherriff Goslin                        $35,898.00                              $23,999.00                              $11,899.00

Sherriff Goslin                        $40,398.00                              $26,999.00                              $13,399.00

Sherriff Goslin                        $30,698.00                              $20,599.00                              $10,099.00

744176:

Motion by Bill Hartmann, seconded by Lee Ann Minton to accept the low bid for roof replacement at the police building and fire station addition in the amount of $23,220.00 from K.V. Construction with the expense coming from each departments capital improvement line item, CARRIED:  7-0 by roll call vote.

ACCEPT BID:  Museum Repairs:

City Manager Frank Goodroe indicated that the Museum Board and the Bean Creek Historical Society have released bid specifications to make urgently needed repairs to the rear of the building.  The Museum is experiencing leaks into the rear of the building.  The front and rear façade of the Museum building are part of the overall façade grant project that will commence in the spring.  Unfortunately, the rear façade improvements cannot wait until spring to be completed.  Mr. Goodroe stated that the scope of the work needed at the Museum is much more extensive than originally designed.  The bid specifications call for new vinyl windows, masonry work, tuck pointing, scraping and painting old wood, one door replacement, fiber cement panels, cellar door repairs, and flashing and gutter and downspout repairs.  Mr. Goodroe stated that sealed bids were opened on Monday, October 13^th and were as follows:

            Bidder Name:                                    Bid Amount____________

            Rowley, Inc.                                       $45,613.00

            Baseline Constructors, Inc.                 $54,567.00

            NR Lee Restoration                            $48,500.00

            MIHM Enterprises                              $53,000.00

            Campbell-Durocher Group                 $39,995.00

744177:

Motion by Lee Ann Minton, seconded by Jerry Tanner, Jr. to accept the low bid for emergency repairs to the rear façade of the Museum Building from Campbell-Durocher of Erie, Michigan, CARRIED:  7-0 by roll call vote.

United Way – Accept Community Fund Distribution, $1,652.00 for Recreation Program:

City Manager Frank Goodroe advised Council that the City of Hudson has received a grant award in the amount of $1,652.00 from United Way for the Hudson Recreation Program.  This funding consists of $1,000 from the Community Fund Distribution and $652.00 of designated funds.  Mr. Goodroe stated that during the 2007/2008 fiscal year, the City received $9,246.17 in Community Fund Distributions and designations.

744178:

Motion by Lee Ann Minton, seconded by Dennis Smoke, to accept the grant award for United Way in the amount of $1,652.00 with thanks and appreciation, CARRIED:  7-0 by roll call vote.

Re-Appointment:  Jerry Tanner Sr. to the Planning Commission, term expiring July, 2011:

City Manager Frank Goodroe advised Council that Jerry Tanner, Sr. has served on the Planning Commission for a period of nine years.  During that time he has greatly contributed to the Commission. 

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Mr. Goodroe stated that Mr. Tanner has expressed a willingness to be reappointed and meets all minimum requirements.

744179:

Motion by Dennis Smoke, seconded by Bill Hartmann, to reappoint Jerry Tanner, Sr. to the Planning Commission with a term expiring July, 2011, CARRIED:  7-0 by roll call vote.

Re-Appointment:  Rex Murphy to the Planning Commission, term expiring July, 2011:

City Manager Frank Goodroe advised Council that Rex Murphy has served on the Planning Commission for a period of nine years.  During that time he has greatly contributed to the Commission.  Mr. Goodroe stated that Mr. Murphy has expressed a willingness to be reappointed and meets all minimum requirements.

744180:

Motion by Jim Steele, seconded by Jerry Tanner to reappoint Rex Murphy to the Planning Commission with a term expiring July, 2011, CARRIED:  7-0 by roll call vote.

Re-Appointment:  Rex Murphy to the Recreation Advisory Board, term expiring July, 2011:

City Manager Frank Goodroe advised Council that Rex Murphy has served on the Recreation Advisory Board for a period of nine years.  During that time he has greatly contributed to the Board.  Mr. Goodroe stated that Mr. Murphy has expressed a willingness to be reappointed and meets all minimum requirements.

744181:

Motion by Jim Steele, seconded by Jerry Tanner to reappoint Rex Murphy to the Recreation Advisory Board with a term expiring July, 2011, CARRIED:  7-0 by roll call vote.

Accept Donation of an Illuminated Portable Sign from C.R. Motors:

City Manager Frank Goodroe stated that Tim Zacharias, owner of C.R. Motors, has agreed to donate a used illuminated portable sign to the City.  The metal sign is on legs and wheels, has electrical cable and some lettering.  The sign is similar to the one located at the intersection of M-34 and US 127, which often times promotes local events and activities.

744182:

Motion by Lee Ann Minton, seconded by Ed Engle, to accept the donation of a metal illuminated sign from C.R. Motors with thanks and appreciation, CARRIED:  7-0 by roll call vote.

Confirm Emergency Purchase, Phase Converter, Lift Station, Sunrise Meadows:

City Manager Frank Goodroe advised Council that on October 3, 2008 the phase converter attached to the Sunrise Meadows lift station failed.  The converter is original equipment on the lift station that was installed in the 1970’s.  Mr. Goodroe stated that he approved the purchase of a new converter on October 7^th from MSC Industrial Supply in the amount of $1,639.33. WWTP Superintendent Mike Shadbolt drove to Elkhart, Indiana to pick up the converter.  It was installed the very next day. 

744183:

Motion by Lee Ann Minton, seconded by Jerry Tanner to confirm the emergency purchase of a Phase Converter for the Sunrise Meadows lift station in the amount of $1,639.33 from MSC Industrial Supply, CARRIED:  7-0 by roll call vote.

Report on Bike Give-Away from Police Department:

Police Chief Charles Weir advised Council that within 3 days of the advertisement in the newspaper, all bikes had been distributed.  Chief Weir reported that all bikes were given to adults and children of the City of Hudson and that all bikes were registered prior to being given away.

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Resolution In Opposition to the Michigan Commission on Law Enforcement Standards

(MCOLES) – Standards for Police Officers:

City Manager Frank Goodroe advised Council that the police chiefs in Lenawee County have brought to the attention of County, City and Village officials that MCOLES is considering the establishment of specific time standards for police officers.  The standard would require that police officers work a minimum of 520 hours annually to meet the standards for law enforcement.  The following Resolution was presented to Council for their consideration:

RESOLUTION IN OPPOSITION TO THE MICHIGAN COMMISSION ON LAW ENFORCMENT STANDARDS (MCOLES) 520 HOUR STANDARD FOR POLICE OFFICERS

WHEREAS, the City of Hudson depends, in part, upon part-time law enforcement officers for protection of the citizens and community, and

WHEREAS, the Chief of Police is responsible for the hiring, budgeting, scheduling, qualifications, and training of those officers in accordance with the logistics and needs of the City; and

WHEREAS, the MCOLES board has recently adopted administrative changes under PA 203, which would require that each part-time police officer work a minimum of  520 hours per year by 2012; and

WHEREAS, only one other state in our nation mandates a minimum number of hours for police officers; said state being Idaho at 120 hours; and

WHEREAS, the noted changes will result in significant harm to our local community due to the loss of experienced and qualified part-time police officers; and

WHEREAS, said loss of part-time officers will result in either a cut in police protection to our community, or the (unfunded) mandate (and additional expense) of hiring full-time officers; and

WHEREAS, the noted changes will have other unintended consequences, such as the likely burden that will be placed on larger agencies, such as Sheriff’s Departments and the State Police, with increased call load for this unfunded mandate, and

WHEREAS, the primary, statutory responsibility of MCOLES is to oversee minimum training standards for Michigan Police Officers; this proposal does nothing to enhance minimum training standards; and

WHEREAS, the current rules, under PA 203, have been in place since 1965, at a time when police officers were employed with little or no training, with little or no post K-12 education; and

WHEREAS, current police officers entering the system are more highly trained and highly educated than ever before, with multiple in-service training opportunities available,

NOW, THEREFORE, BE IT RESOLVED, that the Hudson City Council hereby approves this resolution in opposition to the change by MCOLES mandating a 520 minimum number of hours per year for part-time police officers.  Said action by MCOLES is an unfunded mandate that takes away local control, will exacerbate budgets, and will ultimately jeopardize public safety.  Further, we are requesting that the Michigan Municipal League (MML) and the Michigan Township Association (MTA) intervene in this matter on behalf of the Hudson City Council, and all other affected municipalities that are served by MML and/or MTA, asking that this rule be rescinded.

744184:

Motion by Dennis Smoke, seconded by Jerry Tanner to adopt the Resolution in Opposition to the Michigan Commission on Law Enforcement Standards (MCOLES) 520 Hour Standard For Police Officers, CARRIED:  7-0 by roll call vote.

General Professional Services Agreement, Civil Engineering, Fleis & Vandenbrink:

City Manager Frank Goodroe indicated that previously Council had directed him to obtain civil engineering services to address a variety of projects that involve problems the City is having with storm water, waste water, sewer, drainage, streets, and miscellaneous matters that are best addressed by professional engineers.  Mr. Goodroe presented Council with a proposed agreement from civil engineers, Fleis & Vandenbrink for engineering services that would only be performed and billed to the city for projects or tasks at the direct request of the City Manager.  The expense for services would be charged against the respective fund in utilities, major or local streets, or general fund.

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744185:

Motion by Ed Engle, seconded by Lee Ann Minton to authorize the City Manager to enter into an agreement with the civil engineering firm, Fleis & Vandenbrink for professional civil engineering projects, subject to annual review by Council, CARRIED:  7-0 by roll call vote.

Tables and Chairs for Community Center:

City Manager Frank Goodroe advised Council that the Community Center currently has in its inventory 25 8-foot folding tables, of which 10 are damaged.  There are 152 metal folding chairs, of which 31 are broken.  Mr. Goodroe suggested that Council may wish to consider replacing the tables and chairs over the next 2 years if possible.  Some funding was included in the Community Center budget ($3,500) to partially replace the tables and chairs.  Mr. Goodroe indicated that the Lifetime Brand tables and chairs have been demos at the Center.  The tables and chairs are made of a polyethylene.  The chairs provide for a higher back and a wider seat which fit the body well.  Mr. Goodroe received the following price quotes:

Market House:

Lifetime             8 ft white table                        $85.00          Quantity of 21 tables

                                                                          $95.00           Fewer than 21 tables

Lifetime             Contour Folding Chairs         $25.00

                           Chair Cart                              $150.00         Holds 32 chairs

                           Table Cart                              $150.00         Holds 10 tables

Lifetime Brand Direct:

                          8 ft white table                        $90.28           Minimum 21 tables

                          Contour Folding Chairs          $39.07

Lowes:

Lifetime            8 ft white table                        $87.98

                         Contour Folding Chairs           $45.00

Sams Club: (Membership Required)

Lifetime           8 ft white table                         $78.35 plus shipping

                        Contour Chairs                         $29.56

The Administration recommends making the following purchase through Market House – Do It Right Hardware.

Quantity:

21        Lifetime 8 ft white table @ $85.00                            =          $1,785.00

  1        Lifetime Table Cart (holds 10 tables) @ $150           =          $   150.00

80        Lifetime Contour Chairs (white) @ $25 each            =          $2,000.00

 1         Lifetime Chair Cart @ $150                                       =          $   150.00

                                                                                                            $4,085.00

744186:

Motion by Lee Ann Minton, seconded by Jim Steele to authorize the purchase of Lifetime brand folding tables, folding chairs, and carts for the Hudson Community Center in the amount of $4,085.00 from Do It Right Hardware, Market House, CARRIED:  7-0 by roll call vote.

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UNFINISHED BUSINESS:

Department Head Reports – September:

744187:

Motion by Dennis Smoke, seconded by Lee Ann Minton to accept the Department Head reports and place them on file, CARRIED:  7-0 by roll call vote.

Accounts Payable Report September, 2008

744188:

Motion by Dennis Smoke, seconded by Lee Ann Minton to acknowledge the Accounts Payable Report for September, 2008, CARRIED:  7-0 by roll call vote.

Financial Report for September, 2008:

744189:

Motion by Lee Ann Minton, seconded by Ed Engle to acknowledge the Revenue and Expense Financial Report as of September 30, 2008, CARRIED:  7-0 by roll call vote.

Bills:

The following bills were submitted for payment:

            MML Employee Benefit Services                              $12,745.64

            Consumers Energy                                                      $  2,900.23

            Denis F. Jodis, P.C.                                                    $  1,190.27

            Innovative Software Services (Income Tax)              $  3,500.00

            Modern Waste Systems                                              $  8,739.25     

744190:

Motion by Dennis Smoke, seconded by Jim Steele to pay the bills, CARRIED:  7-0 by roll call vote.

Minutes from Boards and Commissions:

Election Commission Minutes:

744191:

Motion by Dennis Smoke, seconded by Ed Engle to acknowledge the minutes of the Election Commission dated October 2, 2008, CARRIED:  7-0 by roll call vote.

CITY MANAGER’S REPORT:

1.      The holiday decorations are on display for people to see.  A subcommittee consisting of members from the DDA and Chamber reviewed the various types of holiday decorations and have decided on the two snowflake lights that are on display on Main Street in front of the old Bank of Lenawee Building.  A total of 23 lights and mounting brackets were purchased and will be installed prior to the Christmas parade in November.  The Market House has also purchased 6 lights which will be installed on various poles in their parking lot.  The mounting brackets will stay on the poles permanently.  The snowflake lights can be easily removed after the holiday season has past.  The lights will not interfere with the banners or flags.  DPW will be trimming the tress downtown and replacing the current white lights with LED lights.  The snowflakes and the tress will all have white lights.  The poles at the main four corners will be wrapped with greenery.

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2.      There is still a rather large checklist of items that need to be completed at the water tower.  Although crews are at the water tower today, there is still a lot of work to be done.  Mr. Goodroe stated that he is not happy with the progress.  The water tower will need to be filled twice prior to it being put into service.  There was some delay in getting power to the site, however the power has been available for quite some time.  There seems to be large amounts of time in between subcontractors performing their work.  We are also experiencing problems in getting accurate paperwork from the Contractor to support their payment requests.  This project was to be completed, by contract, August 10^th.

COUNCIL COMMENTS:

ADJOURNMENT:

744192

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

REGULAR MEETING

September 23, 2008

744156:

The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL:  PRESENT:    Lee Daugherty, Bill Hartmann III, Lee Ann Minton, Ed Engle, Jim Steele,

Jerry Tanner Jr., Dennis Smoke

ALSO PRESENT:  Police Chief Charlie Weir, Joe Haley, Mitch Elston, Mary Jo Elston, Brent Milligan, Sue Milligan, Jim Gartin, Jim Findlay, City Attorney Denis Jodis, Wes Boyd, Dan Cherry, 10 Hudson High School Government Students; 1 Pittsford High School Government Student, City Manager Frank Goodroe, and City Clerk Kim Murphy.

ORDERS OF THE DAY:

Minutes:

744157:

Motion by Lee Ann Minton, seconded by Jerry Tanner to approve the minutes of September 9, 2008,  and place them on file, CARRIED:  7-0 by roll call vote.

PRESENTATION:

City Manager Frank Goodroe introduced Jim Gartin, President of the Lenawee Economic Development Corporation to the Council.  Mr. Gartin provided Council with his vision of where he would like to focus economic development in Lenawee County.  Mr. Gartin indicated that the LEDC will be the one source of economic development services in Lenawee County.  The LEDC will begin marketing Lenawee County as a great place to live and grow a business.  He further indicated that the LEDC will begin focusing on existing businesses; agricultural and alternative energy businesses; and recreation.  The LEDC’s intention is to find businesses and industries interested in filling Brownfield locations rather than building in green spaces.  Mr. Gartin also advised Council that unfortunately Merillat and Masco have made an announcement that they will be closing their manufacturing facility in the second quarter of 2009 and over 300 employees will find themselves out of work.  On the brighter side, Mr. Gartin indicated that the MEGA Board approved a deal for Consolidated Biscuit.  They will be locating in the Tecumseh Products building, will have five bakeries and will hire over 500 people.  Consolidated Biscuit will be working with South Central Michigan Works and has agreed to make every attempt to interview and hire displaced Merillat employees.  Mr. Gartin advised Council that he will be attending Council meetings quarterly to keep Council apprised of any economic development issues that may be facing Hudson.

PUBLIC COMMENT

Jim Findlay:   Mr. Findlay thanked the Council members and every other person that was involved in the making the Patriot Memorial a reality.  Mr. Findlay indicated “A job well done”.

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NEW BUSINESS:

Water Meters for Leffingwell Estates:

City Manager Frank Goodroe advised Council that the owners of Leffingwell Estates will be installing water meters at each occupied lot site in the mobile home park.  This will allow for the metering of use for sewer use purposes.  The owner will have the City bill each lot occupant a quarterly ready-to-serve fee and for sewer use.  The park has its own wells, so the City only provides sewer services to the mobile home park.  Mr. Goodroe indicated that he has received a quote from ENTA Supply Company in the amount of $12,720 for the requested 84 meters and couplings.  Leffingwell Estates will immediately reimburse the City for this expense.  Leffingwell Estates will also be responsible for the installation, maintenance, and any needed repairs.  Mr. Goodroe also indicated that the City will use the Sensus Reader for reading the meters.  Leffingwell Estates has agreed to locate the ECR register at the same location on each mobile home for ease of reading the meters.  The City will bill for the meter service in Leffingwell Estates.  This will include the 84 occupied lots and the two existing meters.  The City will apply the ready-to-serve fee for 84 occupied lots to the utility bill as of October 1, 2008.  Leffingwell Estates is currently billed for two meters and applicable sewer use charges.  The ready-to-serve fees for the 84 lots will be applied to one of these two accounts.  Leffingwell agrees to be responsible for each utility account that is in arrears or delinquent.  Once the lot meters are installed, the City will set up individual accounts and bill the lot occupant the next billing cycle. 

744158:

Motion by Bill Hartmann, seconded by Dennis Smoke to authorize the City Manager to purchase 84 water meters and necessary couplings from ETNA Supply Company in the amount of $12,720 from the utility fund and for use at Leffingwell Estates, with the understanding that Leffingwell Estate will reimburse the City for the cost of the equipment, CARRIED:  7-0 by roll call vote.

REJECT BID:  Library Painting:

City Manager Frank Goodroe advised Council that sealed bids were solicited for the scraping, caulking, and painting of the exterior of the Library Building.  Unfortunately, only two bids were received and they are as follows:

                        NR Lee Restoration – Delphos, OH               $21,490.00

                        TSC Inc. – Toledo, OH                                  $27,060.00

Mr. Goodroe indicated that these bids were significantly higher than what he anticipated.  He further indicated that this is not a time sensitive project and could be re-bid in the spring of 2009.

744159:

Motion by Lee Ann Minton, seconded by Bill Hartmann to reject the bids for scraping and painting of the Library Building, CARRIED:  7-0 by roll call vote.

REAPPOINTMENT:  Lisa Close – Library Board:

City Manager Frank Goodroe indicated that Lisa Close has just completed her first term on the Hudson Public Library Board of Trustees after being appointed in 2005.   He indicated the Ms. Close has been a great asset to the Board.  Ms. Close has currently been named the Treasurer of the Board.  She also meets all other minimum criteria.  This is a 5 year appointment.

744160:

Motion by Dennis Smoke, seconded by Lee Ann Minton to reappoint Lisa Close to the Hudson Public Library Board, CARRIED:  7-0 by roll call vote.

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REAPPOINTMENT:  Joe Haley – Community Center Advisory Board:

City Manager Frank Goodroe requested Council reappoint Joe Haley to the Community Center Advisory Board.  Mr. Goodroe indicated that Mr. Haley has served the Community Center Advisory Board for several years as a voting member.  Mr. Haley has indicated his willingness to continue serving this Board.  Mr. Haley meets all the minimum requirements.  This is a 4 year appointment.

744161:

Motion by Dennis Smoke, seconded by Ed Engle to reappoint Joe Haley to the Community Center Advisory Board with a term to expire June, 2012, CARRIED:  7-0 by roll call vote.

October Meeting Dates:

City Manager Frank Goodroe advised Council that the meeting schedule for October is to have a Council meeting on October 7^th and October 21^st.  Mr. Goodroe indicated that on October 21^st, the Lenawee Economic Development Corporation will be holding its annual Maple Leaf Award Dinner.  Claude Rowley is the Maple Leaf Award recipient this year.  Some members of the Council and Administration may wish to attend the dinner.  Therefore, Mr. Goodroe suggested that Council may wish to reschedule its October meetings and only hold one meeting for the month.  Mr. Goodroe proposed holding one Council meeting on Tuesday, October 14^th and cancel the meetings scheduled for October 7^th and October 21^st.

744162:

Motion by Lee Ann Minton, seconded by Jim Steele to cancel Council meetings set for October 7^th and October 21^st and schedule a meeting for Tuesday, October 14^th at 7:00 p.m., CARRIED:  7-0 by roll call vote.

Outdoor Burning Ordinance – Discussion:

City Manager Frank Goodroe indicated that the Planning Commission has on at least two occasions discussed the need or lack thereof, of an ordinance regulating outdoor and open burning.  The Planning Commission rejected the need for the drafting of such an ordinance, which would regulate or disallow outdoor furnaces and other types of outdoor or open burning devices.  Mr. Goodroe indicated that the potential need for such an ordinance was briefly raised a few months ago under Council comments.  Councilman Hartmann has requested that this matter be placed on the agenda for discussion.  Council discussed the advantages and disadvantages of banning versus regulating outdoor burners.  The consensus of Council was that they wish to allow outdoor wood burners, however they need to be regulated to protect the health and comfort of all city residents.  The City Manager will begin working with the City Attorney on creating a draft ordinance to regulate outdoor burning.

Creation of Dog Park – Discussion:

City Manager Frank Goodroe stated that communities throughout Michigan and the United States are creating dog parks within their park and recreation facilities.  Councilman Hartmann has requested that this matter be placed on the agenda for discussion.  Councilman Hartmann explained that he wanted to bring the idea up to see if anyone in the community would be interested in the creation of a dog park.  He stated that he felt the City would be able to accommodate such a park if there was a strong enough interest.  Council discussed the matter briefly, however no formal action was taken.

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Set Trick-or-Treating Date and Time:

City Manager Frank Goodroe advised Council that Halloween falls on Friday this year.  In the past, Council has scheduled trick-or-treating from 6:00 p.m. to 8:00 p.m.  Mr. Goodroe indicated that the library staff is working on a possible “Monster Mash” dance following trick-or-treat.  Also, the Hudson Chamber of Commerce will be hosting its annual downtown trick-or-treat on Saturday, October 25^th . 

744163:

Motion by Dennis Smoke, seconded by Lee Ann Minton to set trick-or-treating for Friday, October 31, 2008 from 6:00 p.m. to 8:00 p.m., CARRIED:  7-0 by roll call vote.

EXECUTIVE SESSION:  Performance Evaluation of City Attorney (OMA Sec. 8(a)):

744164:

Motion by Dennis Smoke, seconded by Lee Ann Minton to excuse the City Clerk from the executive session and designate Jerry Tanner, Jr. to serve as the recording secretary and to convene into executive session to conduct a performance evaluation of the City Attorney under OMA Section 8(a) as permitted by law, CARRIED:  7-0 by roll call vote.

**  Entered Executive Session at 8:04 p.m.

**  Returned to Open Session at 9:17 p.m.

744165:

Motion by Dennis Smoke, seconded by Jim Steele that Council had a satisfactory performance evaluation of City Attorney Denis Jodis, CARRIED:  7-0 by roll call vote.

UNFINISHED BUSINESS:

Disposition of Cemetery House:

City Manager Frank Goodroe advised Council that pursuant to their request he has obtained additional information for Council to consider regarding the disposition of the Cemetery House.  The ISD home trades program is located in Adrian at the VoTech facility.  The home building instructor, Kevin Brown, indicated that students are only in his class for 2 hours a day.  The principal for the VoTech program decided that our location, with the limited times the students are in class, would not be feasible.  The students would gather in Adrian and then be transported to Hudson and back to Adrian.  Mr. Brown thought the work would never get completed.  Mr. Goodroe indicated that he discussed the possibility of moving the house off site.  Mr. Brown indicated that moving a house is expensive and all those he is aware of have moved south.  Mr. Goodroe also stated that he met with Fire Chief Terry Camp to discuss burning the home.  The Chief believes that burning the home would likely damage the trees and possibly the cemetery lots that are within 20 feet of the north side of the home.  Chief Camp did indicate that he would be interested in using the home as a training site for a short time period.  Mr. Goodroe advised Council that he believes the cemetery house should be demolished and the site restored for grass planting.  He indicated the DPW could perform the demolition, and disposal would be in a certified landfill.  He further stated that the Fire Department could be provided a 60-day time frame, or some other agreeable time frame, to use the house for training purposes under the supervision of the Fire Department Officers.  Council had a lively discussion regarding the options to be considered regarding this home.  Council also expressed concerns regarding the costs associated with the demolition.  Mr. Goodroe will provide those estimated costs to Council at the next meeting.

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744166:

Motion by Ed Engle, seconded by Jim Steele to demolish the cemetery house located at 793 N. Maple Grove and restore it to grass planting,  CARRIED:  4-3 (Daugherty, Steele, Hartmann, Engle – YES) (Tanner, Smoke, Minton – NO)

Department Head Reports – August:

744167:

Motion by Dennis Smoke, seconded by Lee Ann Minton to accept the Department Head Reports and place them on file, CARRIED:  7-0 by roll call vote.

Accounts Payable Report for July and August, 2008:

744168:

Motion by Dennis Smoke, seconded by Jerry Tanner, to acknowledge the accounts payable report for July and August, 2008, CARRIED:  7-0  by roll call vote.

Financial Reports for July and August, 2008:

744169:

Motion by Lee Ann Minton, seconded by Bill Hartmann to accept the Financial Reports for July and August, 2008, CARRIED:  7-0 by roll call vote.

Bills:

The following bills were submitted for payment:

            The Lincoln National Life Insurance Co.                   $2,067.99

            Clarke Mosquito Control                                            $3,300.00

744170:

Motion by Dennis Smoke, seconded by Lee Ann Minton to pay the bills, CARRIED:  7-0 by roll call vote.

CITY MANAGER’S REPORT:

1.      Mr. Goodroe stated that DPW has been spraying for mosquitos all summer and the chemicals are very expensive.

2.      Mr. Goodroe reminded Council of the Maple Leaf Award Dinner for Mr. Claude Rowley.  Any Council member interested in attending is to let the City Manager or City Clerk know as quickly as possible.

3.      Mr. Goodroe presented Council with a couple of Christmas lights that are being considered for the downtown area.  He advised that a small group of people from the DDA, Chamber, and City Staff are working on this project.

4.      Mr. Goodroe also brought to the attention of Council that a number of the City boards and commissions have vacancies.  Some vacancies are due to terms that have expired, some due to people moving out of town, and others have passed away. 

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COUNCIL COMMENTS:

ADJOURNMENT:

744171:

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

REGULAR MEETING

September 9, 2008

744143:

The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers.

ROLL CALL:  PRESENT:    Lee Daugherty, Bill Hartmann III, Lee Ann Minton, Ed Engle, Jim Steele,

Jerry Tanner Jr., Dennis Smoke

ALSO PRESENT:  Wes Boyd, Brent Milligan, Judy Ward, Police Chief Charlie Weir, Rex Murphy, Jason Bustamonte, Matt Sinks, Mike Archer, Dan Cherry, City Manager Frank Goodroe, and City Clerk Kim Murphy.

ORDERS OF THE DAY:

Setting the Agenda:

City Manager Frank Goodroe indicated that he would like to add “purchase of water meters for Leffingwell Estates” to the agenda as a discussional item.

744144:

Motion by Lee Ann Minton, seconded by Jim Steele to add the purchase of water meters for Leffingwell Estates to the Agenda, CARRIED:  7-0 by roll call vote. 

Minutes:

744145:

Motion by Lee Ann Minton, seconded by Jerry Tanner to approve the minutes of August 5, 2008, with corrections, and place them on file, CARRIED:  7-0 by roll call vote.

PRESENTATION:

Judy Ward, Representative of the Domestic Manufacturing Industry Coalition, addressed her concerns regarding the U.S. trade policy and fair and free trade.  Ms. Ward expressed her concerns over the loss of manufacturing jobs in Michigan and in the United States.  She also compared the United States pay scale to that of the individuals working in similar manufacturing positions in China.  She indicated that Lenawee County was going to adopt a Resolution encouraging fair and free trade.

PUBLIC COMMENT

Jason Bustamonte:   Mr. Bustamonte advised Council that the City removed a “downed” tree from his property without his permission.  He stated that he has not been compensated with money or firewood.  Mr. Bustamonte indicated that he had planned on using that firewood in his home to heat this winter.  After much discussion, Council suggested that City Manager Frank Goodroe make arrangements for Mr. Bustamonte to have a tree that would compensate him for the one removed from his property.

Matt Sinks:  Mr. Sinks has previously appeared before Council regarding the broken drain tile in the rear of his property on State Street.  At the last meeting, Council advised Mr. Sinks to come back in 30 days if the problem had not been resolved.  Mr. Sinks stated that he has not heard anything and would like to know what he should do.  Council suggested that City Manager Frank Goodroe continue to work on the drain tile issue with Mr. Sinks, so this matter can be resolved.

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NEW BUSINESS:

APPOINTMENT:  Ali Moreno to the Local Development Finance Authority:

City Manager Frank Goodroe indicated that he has appointed Ali Moreno to the LDFA as a city representative.  Mr. Moreno previously served on the Authority, but resigned due to a work schedule conflict.  Mr. Moreno did not end up making an employment change and is able to attend future meetings of the LDFA.  Mr. Moreno currently serves on the Community Center Advisory Board and Recreation Advisory Board.  Mr. Moreno is filling a seat that has a term expiring December, 2011.

744146:

Motion by Lee Ann Minton, seconded by Bill Hartmann to confirm the City Manager’s appointment of Ali Moreno to the LDFA for a term expiring December, 2011, CARRIED:  7-0 by roll call vote.

Purchase of Water Meters for Leffingwell Estates:

City Manager Frank Goodroe indicated that representatives from Leffingwell Estates requested to be placed on the agenda this evening.  Once they were done, he would answer any questions Council may have.  Brent Milligan and Mike Archer expressed their concerns about billing the mobile home park, a per lot ready to-serve fee versus the two ready-to serve fees currently charged.  A ready-to-serve fee is charged for each of the two metered wells.  The City intends to apply a ready-to-serve fee for each of the 84 lots, plus the two existing metered wells.  The ready-to-serve fees for the 84 units in the mobile home park would be included on one of these two bills.  Mr. Milligan and Mr. Archer would prefer to have each of the residents incur the ready-to-serve and sewer usage fees and therefore they will make a reduction to the monthly lot rent for the park residents.  They are going to install individual water meters on each mobile home.  The cost of purchasing and installing the water meters will be approximately $15,000-$20,000.  Mr. Milligan and Mr. Archer wanted to know if the City would consider purchasing the required meters at their cost and then Leffingwell Estates would reimburse the City its costs.  Also, there was a request that the City read the meters, or in the alternative, provide Leffingwell with a hand held meter reading device.  Finally, Mr. Milligan and Mr. Archer requested the City postpone the deadline to apply the ready-to-serve assessment to December 1^st instead of July 1^st.  There was much discussion on this matter.  It was decided that City Manager Frank Goodroe should put the purchase of meters on the next agenda.

Permit for Fireworks Display:

City Manager Frank Goodroe indicated that the Bean Creek Heritage Festival will be held September 12-14, 2008.  Fireworks will be displayed on Saturday evening at 9:30 p.m. in the field behind the High School.  Prior to any fireworks, a permit must be authorized by the governing body of the municipality in which the fireworks will be displayed.  Colonial Fireworks Company provided the City with the Certificate of Liability Insurance, Application for Fireworks Display, Permit for Fireworks and Diagram of Fireworks Site.  The Fire Department has been notified and will be onsite.

744147:

Motion by Lee Ann Minton, seconded by Bill Hartmann to authorize the Mayor to sign the Permit for Fireworks display on September 13, 2008 as part of the Bean Creek Heritage Festival, CARRIED:  7-0 by roll call vote.

No Parking on Main Street During Festival Parade:

City Manager Frank Goodroe advised Council that the Festival parade is scheduled for September 13^th at 2:00 p.m.  The parade will originate at the High School, commence to Main Street, continue to West Street, and disperse at Railroad Street.  MDOT has already given permission for the Trunkline to be

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closed for this reason.  The Festival Committee is requesting that parking be prohibited in the 200 and 300 Block of W. Main Street from Noon – 4:00 p.m. for the parade.  If the parade is completed prior to 4:00 p.m., the parking areas will be reopened for public parking.  Alternative parking is being offered in the Metalloy parking lot.

744148:

Motion by Lee Ann Minton, seconded by Bill Hartmann to authorize “No Parking” in the 200 and 300 Block of W. Main Street from Noon until 4:00 p.m. on Saturday, September 13, 2008 for the Bean Creek Heritage Festival Parade, CARRIED:  7-0 by roll call vote.

Michigan Municipal League Conference – Attendance and Official Representative:

City Manager Frank Goodroe advised Council that the annual meeting of the MML will take place on Mackinac Island, October 1-4, 2008.  Council discussed whether this was something they were interested in attending.  It was noted that given the fact no raises were given to the non-union employees this year, it is unlikely that Council will attend the annual meeting on Mackinac Island unless each Councilperson was paying for their own trip.  Any Councilperson wishing to attend is to advise City Manager Goodroe as quickly as possible.

Disposition of Bicycles in Possession of the Police Department:

City Manager Frank Goodroe stated that during the normal business of law enforcement, bicycles are picked up by the police department when found abandoned, thrown into Bean Creek, on public property, or along the roadway.  The police department checks for the bike registration to attempt to return a bike to its rightful owner.  Rarely are the bikes found to be registered.  At this time, 12-15 bikes have accumulated.  Mr. Goodroe indicated that he is seeking permission from Council to allow the Police Chief to offer the bikes “as is” on a free basis to city residents in need of a bike.  Each bike will be registered prior to being given to a child or an adult.

744149:

Motion by Lee Ann Minton, seconded by Jim Steele to authorize the Police Chief to distribute used bikes to children and adults that are residents of the City of Hudson on a first come, first serve basis, CARRIED:  7-0 by roll call vote.

HVAC Repair at the Fire Station Addition:

City Manager Frank Goodroe requested Council accept a proposal from Ryan & Bradshaw to repair the heat exchanger and insulate all ductwork in the HVAC system at the Fire Station Addition.  Mr. Goodroe advised Council that a mechanical engineer was contacted in late July, 2008 to address a problem with condensation and ventilation in the Fire Station Addition.  Ceiling tile below the return duct runs were wet and in some locations the ceiling tiles were darkened by mold.  The engineer prepared a detailed report outlining the steps that would be needed to correct the problems.  Three mechanical contractors were contacted to inspect the HVAC system and prepare a proposal.  Adrian Mechanical provided a proposal with three options.  The best option (#2) was for $3,111 which included servicing the heat exchanger and installing only a small portion of the insulation to the ductwork, but not all the ductwork and sealing of the joints as recommended by the engineer.  Ryan & Bradshaw submitted a proposal in the amount of $4,414 to insulate the ductwork and seal the joints, and perform the servicing of the HRV and heat exchanger.

744150:

Motion by Ed Engle, seconded by Lee Ann Minton to accept the written proposal from Ryan & Bradshaw for HVAC repairs and insulation in the amount of $4,414, CARRIED 6-1 by roll call vote, (Daugherty, Tanner, Steele, Smoke, Minton, Engle – YES) (Hartmann – NO)

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Disposition of Cemetery House:

City Manager Frank Goodroe provided Council with the background on how the City obtained the property at 793 N. Maple Grove and how it was used in the past.  Mr. Goodroe stated that it would appear that the City began renting the house in the 1970’s.  The last tenant began renting the house in 1996 and has lived there until his eviction in early 2008 for failure to pay rent.  The City was charging him $450 per

month for rent.  The house has been vacant since March, 2008.  DPW has performed the yard maintenance and secured the property.  Mr. Goodroe indicated that the house is assessed at $31,000.  The summer and winter taxes for 2008-2009 are $1,161.45.  Mr. Goodroe indicated that he had a licensed contractor review the repair work needed to the interior and exterior of the house.  The estimated cost of repairs is $50,000-$55,000.  Mr. Goodroe also advised Council that if it were to consider demolishing the house, DPW could perform the demolition as long as all debris were taken to a licensed landfill.  Mr. Goodroe advised Council that the City basically has three options:

·                     Leave the house vacant and have DPW maintain the yard and secure the property for the foreseeable future.

·                     Repair and renovate the house at an estimated cost of $60,000 during the next fiscal year, beginning in July, 2009.

·                     Demolish the house during the current fiscal year and eliminate the need for paying further taxes and related costs.

After much discussion and deliberation, Council suggested action be postponed on this matter to the next meeting.

744151:

Motion by Jerry Tanner, seconded by Jim Steele to postpone action on this matter to the next Council meeting, CARRIED:  7-0 by roll call vote.

UNFINISHED BUSINESS:

Employee Handbook:

City Manager Frank Goodroe provided Council with a proposed draft Employee Handbook.  He stated that the existing policies were developed in 2000 and have been in effect.  An employee committee consisting of Department Heads and City Staff has reviewed the policy over a 12 month period and proposed numerous changes.  The City Council has also previously reviewed the draft policies and has made changes to the policy contents.   Council suggested one more change upon final review of the handbook.

744152:

Motion by Dennis Smoke, seconded by Lee Ann Minton, to adopt the revised Personnel Policies for all City Employees, effective on September 9, 2008, CARRIED:  7-0 by roll call vote.

Department Head Reports:

744153:

Motion by Jerry Tanner, seconded by Lee Ann Minton to accept the Department Head Reports and place them on file, CARRIED:  7-0 by roll call vote.

Bills:

The following bills were submitted for payment:

            Wilson Backhoe, Inc.                                      $19,259.50

            William Deo                                                    $  1,198.00

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            Consumers Energy                                          $  1,481.89

            Consumers Energy                                          $  5,877.87

            Consumers Energy                                          $  3,399.96

            Western Insurance Agency, LLC                   $64,277.00

            Berends Hendricks Stuit                                 $  8,287.00

            DDP Police Services                                       $  1,345.00

            Michigan Municipal Bond Authority             $97,145.91

            Lincoln National Life Ins.                              $  1,045.74

            Lenawee County Road Commission              $32,928.89

            Acker Excavating & Construction                  $  8,200.00

            Modern Waste Systems                                  $  8,739.25

            MML Employee Benefit Services                  $14,859.24

            Unique Paving Materials                                 $  1,579.21

744154:

Motion by Lee Ann Minton, seconded by Jim Steele to pay the bills, CARRIED:  7-0 by roll call vote.

CITY MANAGER’S REPORT:

1.        110 Madison Street has been demolished and grass seed will be planted.  The City doesn’t own the property and a judgment will be entered against the property owner for the costs incurred by the City.

2.        The yards on S. Church Street will have additional yard work performed.  That work is scheduled to begin tomorrow.

3.        The water tower is getting closer to being operational.  We have been waiting for power.  Consumers will be installing the meter tomorrow.  The contractor has exceeded the time allowed in the contract to complete the project and are now working with liquidated damages.

4.        The City audit started on Monday.

5.        City Attorney Denis Jodis will attend the next Council meeting.

COUNCIL COMMENTS:

ADJOURNMENT:

744155:

CITY OF HUDSON

121 N. CHURCH STREET, HUDSON, MI  49247

REGULAR MEETING

August 5, 2008

744130: The regular meeting was called to order by Mayor Lee Daugherty at 7:00 p.m. in the Council Chambers

ROLL CALL:  PRESENT:    Lee Daugherty, Jerry Tanner, Jr., Dennis Smoke, Jim Steele, Ed Engle,

Lee Ann Minton,

                        ABSENT:       Bill Hartmann

ALSO PRESENT:  Wes Boyd, Police Chief Charles Weir, DPW Superintendent Phil Goodlock, Bruce Van Wieren, Angie Van Wieren, Nathan Van Wieren, City Manager Frank Goodroe, and Deputy City Clerk Judy Tanner.

ORDERS OF THE DAY:

Excuse Absent Member(s):

744131:

Motion by Jim Steele, seconded by Lee Ann Minton to excuse Bill Hartmann from the meeting, CARRIED:  6-0 by roll call vote.

Setting the Agenda:

Councilperson Lee Ann Minton requested Council add the protocol for the Fire & Ambulance Department to the agenda. 

744132:

Motion by Lee Ann Minton, seconded by Jim Steele to add the protocol for the Fire and Ambulance Department to the agenda, CARRIED:  6-0 by roll call vote.

Councilperson Dennis Smoke requested Council add the City Attorney to the agenda.

744133:

Motion by Dennis Smoke, seconded by Jerry Tanner to add the City Attorney discussion to the agenda, CARRIED:  6-0 by roll call vote.

Minutes:

744134:

Motion by Lee Ann Minton, seconded by Dennis Smoke to approve the minutes of July 15, 2008, and place them on file, CARRIED:  6-0 by roll call vote.

PUBLIC COMMENT

Khristol Schaffner:  Co-owner of the Hudson City Dry Cleaners on S. Church Street addressed Council with a request that a lower consumption sewer use charge be assessed on the utility bill for their business.  This request is based upon the evaporation factor of 5 percent of the water used doesn’t enter the sewer system.  Ms. Schaffner said that the City of Morenci gives a low sewer use rate for the Laundromat in Morenci, which is owned by the Schaffner family.  City Manager Frank Goodroe conducted a survey of other Cities and Villages in Lenawee

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County and no one with the exception of the City of Morenci are charging a lower sewer use rate for this type of customer.  Council declined the request for the sewer use rate adjustment.

CORRESPONDENCE:

City Manager Frank Goodroe provided Council with correspondence from Comcast. Comcast will implement a billing system change with their August 2008 billing to their subscribers. This was informational correspondence for discussion only and no action was needed.

NEW BUSINESS:

RESOLUTION:  Bruce Van Wieren Retirement:

City Manager Frank Goodroe advised Council that Mr. Bruce Van Wieren has announced his retirement as a law enforcement officer for the City of Hudson as of July 1, 2008.  Mr. Van Wieren was hired as the Acting Police Chief on May 17, 200, and was later appointed as Police Chief on August 1, 2000.  Bruce also served as the City Manager from March 15, 2004 through September 1, 2006.  Bruce continued to serve the Police Department on a part-time basis and also became an active member of the Fire Department.  Retiring from law enforcement, Bruce will continue as a member of the Hudson Fire Department.  Due to his loyal efforts, the City of Hudson has continued to grow and prosper.  A resolution was prepared to officially commend Mr. Van Wieren for his dedicated service to the City of Hudson.

744135:

Motion by, Dennis Smoke seconded by Lee Ann Minton to adopt the Resolution recognizing Bruce Van Wieren for his many years of service in law enforcement and the City of Hudson, CARRIED:  6-0 by roll call vote.

Authorize seeking bids for the demolition of building located at 110 Madison Street:

On January 5, 2007, the City Building Inspector condemned the house located at 110 Madison Street.  The building inspector was called to the property, as a result of a state protective service agency complaint.  The condemnation order was issued and the residents were requested to vacate the property.  Since January 2007, the city has taken action to require the property owners to bring the property up to code.

On May 6, 2008, a lawsuit was filed in Lenawee County Court against 1983 Finance Company, East Lansing, Michigan, the owners of the property.  The suit was brought by the City to require property maintenance code compliance of demolishing the house.  1983 Finance Company was non-responsive to the suit and on July 18, 2008 a default judgment was approved by Circuit Judge Koselka.  The default allows the City to proceed with demolition of the house and to apply all expense to the property, through a lien.

On July 21, the City was notified by Deputy City Attorney Jennifer Bruggeman that the City of Hudson could proceed to demolish; accordingly a bid notice was posted to begin this process.  The bid notice calls for sealed bids to be submitted by Tuesday, August 5, 2008.

The ownership of the land would remain with the 1983 Finance Company, and would not become the property of the City of Hudson.

744136:

Motion by Lee Ann Minton, seconded by Jim Steele to authorize the City Manager to seek bids for the demolition of the house located at 110 Madison Street, Hudson, MI, CARRIED:  6-0 by roll call vote.

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Authorize seeking bids for the tear-off and re-roofing of the Police Department Building:

City Manager Frank Goodroe provided Council with a request to seek bids for the tear off and re-roofing of the Police Department Building.  The police department building was completed in 1995, and 40 year warranted shingles, from Owens-Corning were used on the roof.  The roof shingles have deteriorated and most shingles have deep spider web cracks in the face of the shingles and are showing unusual wear.  A warranty claim was filed with Owens Corning on March 24, 2008 and a claim check in the amount of $5,073.55 was returned to the City.  This figure was based on a pro-ration for the 40 year warranty period.

It is not known if any roof decking problem exists, or the adequacy of the roof ventilation system.  Architect Scott Mc Elrath and a consulting engineer have been asked to review the building plans specifications, and to conduct a detailed inspection of the roofing and ventilation system.  The soffit was replaced in 2007, due to some gutter and soffit problems.  Some wood rot was identified at the time.   

744137:

Motion by Dennis Smoke, seconded by Lee Ann Minton to authorize the City Manager to obtain bids for the tear off and re-roofing of the Police Department building, CARRIED:  6-0 by roll call vote.

Authorize seeking bids for the tear-off and re-roofing of the Fire Station Addition:

City Manager Frank Goodroe provided Council with a request for authorization to seek bids for the tear off and re-roofing of the Fire Station Addition.  Construction began on the Fire Station addition in 1997, with occupancy in 1998.  The General Contractor on the project was GOCON Corporation out of Adrian, and the project engineer was Daley Engineering in Onsted.

The roof shingles show deep spider web cracks on most shingles and some curling on the edges of shingles.  The shingle manufacturer was Owens-Corning.  The shingles are the same as those used on the police station building.  A warranty claim was submitted to Owens-Corning on June 24, 2008 and we are awaiting a response to a claim.  The roof shingles are deteriorating and in worse shape than the police building, which was built in 1995.

Mr. Goodroe also informed Council that the roof ventilation may be another issue, and could be a factor in the curling along the shingle edge.  Recently, a problem was identified with the mechanical system in the building and a number of ceiling tiles are water stained, with a few showing evidence of mold spots.  When the ceiling tile is lifted you can see condensation dripping along the HVAC system.  This is likely unrelated to the roof problem, but may be related to the overall building ventilation.

Due to concerns about the roofing materials, ventilation, and mechanical problems the professional services of Scott Mc Elrath of Dangerous Architect, and a consulting engineer has been asked to review the project blueprint and building specifications, and field inspect the building to determine how to address any roofing and mechanical system deficiencies.  The findings of the engineer could be incorporated in the bid specifications as they relate to the roofing system.  Making corrections to the mechanical system will need to be addressed separately.

Funding was budgeted for roof replacement for the fire station addition in the FY 2008-09 budget.  Any warranty claim refund would be applied to reduce the roof replacement costs.  It would be preferable to have the Fire Station addition and the Police Department re-roofed at the same time.

744138:

Motion by Lee Ann Minton, seconded by Jim Steele to authorize the City Manager to obtain competitive bids to re-roof the Fire Station Addition building, CARRIED:  6-0 by roll call vote.

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BID OPENING:  Demolition of 110 Madison Street:

City Manager Frank Goodroe provided Council with the pre-tabulation results for the bid opening on August 5, 2008 at 2:00 p.m. for the demolition and clean up of the house and property at 110 Madison Street.  The bid specifications require that the demolition and clean up of 110 Madison be completed within 30 days from the date of the contract award.  The bids were as follows:

            Acker Excavating & Construction Co., Addison                   $8,200.00                   

            Slusarski Excavating & Paving, Inc., Adrian                         $8,630.00                   

            E.E. Sparks & Sons, Jonesville                                               $9,242.50                   

            Rising Excavating, Inc., Hudson                                            $9,300.00                   

            Hartley Sand & Gravel, Hudson                                            $9,840.00                   

744139:

Motion by Dennis Smoke, seconded by Ed Engle to accept the bid from Acker Excavating & Construction of Addison in the amount of $8,200.00 for the demolition, clean up, and make sure the contractor will cap the utilities of the house and property located at 110 Madison Street in the City of Hudson, and apply the expense of the demolition, clean up, and attorney fees as a lien to the property, CARRIED:  6-0 by roll call vote.

Protocol for the Fire and Ambulance Department:

Councilperson Lee Ann Minton requested that discussion of the protocol for the Fire and Ambulance Department be added to the agenda.  Ms. Minton stated that there has been some talk about the protocol used by the department.  There was some discussion about the policies and procedures and how they are followed by the staff.  It was recommended that the protocol be revisited and revised if needed so that there would never be a question.

City Attorney Discussion:

Councilperson Dennis Smoke requested that the City Attorney be added to the agenda.  Council discussed the timeliness of the City Attorney’s completion of legal work for the City.  Council would like the City Attorney to come in and speak with them and directed the City Manager to put the City Attorney services on the next agenda.

UNFINISHED BUSINESS:

Bills:

The following bills were submitted for payment:

BILLS TO BE PAID:

Unique Paving Materials - $1,688.23 (Cold Patch)

 BILLS TO BE CONFIRMED:

Consumers Energy - $3,646.04 (107 Mechanic Street)

Consumers Energy - $2,255.90 (42 Jackson-Street Water Treatment Plant)

Modern Waste Systems - $8,739.25 (Refuse and Recycle Pick-Up through 7/31/08)

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744140:

Motion by Dennis Smoke, seconded by Jim Steele, to pay the bills, CARRIED:  6-0 by roll call vote.

MINUTES FROM BOARDS AND COMMISSIONS:

There were minutes dated July 10, 2008 from the Downtown Development Authority.

744141:

Motion by Dennis Smoke, seconded by Lee Ann Minton, to acknowledge the DDA minutes dated July 10, 2008, CARRIED:  6-0 by roll call vote.

CITY MANAGER’S REPORT

1.      Claude Rowley will be recognized and will be receiving the Maple Leaf Award from the Lenawee County Economic Development Authority on Tuesday, October 21^st.  This date is the same date that the second Council meeting is scheduled.  The City of Hudson is a member of that organization.  It was requested to consider changing the second Council meeting date to October 28^th.

2.      Council was reminded that the City Clerk Kimberly Murphy has indicated for some time that the re-organizational Council meeting is the first meeting in November, and by Charter is scheduled for the first Monday following the election.  This meeting depends on the County Board of Canvassers and Kim has indicated than now because of the new provisional ballots they will not have the election canvassed by that date.    

3.      Frank Goodroe addressed Council regarding questions on Architectural and/or Engineering services.  There are some concerns on how to bring in the expertise we need to provide services for smaller issues when there is no contract nor will there be a contract.  Mr. Goodroe would like a little more flexibility where these issues are concerned.

4.      Owens-Corning mailed a claims refund check for a pro-rated amount for the roofing shingles used on the Fire Station addition 1998, which were defective.

COUNCIL COMMENTS:ADJOURNMENT:

744142:

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