Approval of Agenda

Council Member Scheid made a motion to approve the agenda as presented, supported by Council Member Feehan.

The question on the motion was called and the result of the voting is as follows:

            Ayes:               Council Members Miller, Scheid, Meyers, Feehan and Gunderson

            Nays:               None

Public Comments

There were no public comments.

Guest – Report on SAW (Stormwater and Wastewater) Asset Management Program Grant – Fleis & VandenBrink

Dave Bluhm handed out an update on the SAW project.  The city applied for the asset management planning grant for stormwater and wastewater in 2013, to develop a plan to make capital improvements.  The awards were made in 2014 and the city was pulled in round two to take a grant.  Fleis & VandenBrink submitted the application.  The state gave what was asked for in the application if your number was pulled.  The contract was signed in October, 2014, with three years to complete the asset management plan.  It must be completed by October, 2017.   In May, an updated rate study must be submitted to the state and approved.  They have been working on field work for 16-18 months. 

1. Overview of SAW Grant Program

·                     MDEQ Grant $881,550, Local Match $97,950

·                     Wastewater $661,850, Stormwater $317,650

·                     MDEQ Grant Contract – October 2014 – October 2017

2. SAW Field Work (Wastewater and Stormwater) – 95%

·                     Manhole Survey/Assessments (550 sanitary, 800 storm); 95% complete

·                     Pipeline Cleaning and CCTV Televising – 95% complete

61,000 feet (45%) of sanitary sewer, 8-18” diameter

11,000 feet (10%) of storm sewer, 12-24” diameter

·                   Smoke Testing – 93,000 feet (65%) of sanitary sewer

·                   WWTP Facility Assessment – 100% complete

·                   Pump Station Assessments – 100% complete

Corby has been working on cleaning and televising.  Along Kenwood, there was a segment of pipe that was pretty much collapsed, and Corby is also lining some sewer.  The repair work is not SAW eligible.    

3. SAW Report Preparation

·                     MFM Report – draft complete

·                     WWTP/LS Report – draft complete (submitted to MDEQ in July)

·                     Hydraulic Study/Evaluation – full study for wastewater and stormwater underway, completed by March 1, 2017

·                     Develop Level of Service Statement (review with Council)

Mr. Bluhm reviewed the Level of Service for Asset Management Planning on page 3 of the council update he distributed.  It is a statement the city must make.  The council should review it and provide comments to Bruce.  They will then have time to finalize the statement and get it into the report which is due in October, 2017.  They should try to nail it down by March, 2017.  He will be back in March to finalize the report and make changes to the CIP. 

4. Next Steps

·                     Collection System (WW and SW) Risk/Rehabilitation Analysis – February 2017

·                     Capital Improvement Plan (WW and SW) – February 2017

·                     Draft MDEQ Rate Study (Utility Financial Services) – March 2017

·                     Present AMP findings and draft Rate Study to Village Council – March/April 2017

·                     Finalize MDEQ Rate Study and Submit to MDEQ – May 1, 2017 (must be doneby October)

·                     CIP Rate Impact Evaluation and Rate Study – August 1, 2017

Software that analyzes data for risk will be used.  There will be more detail in the first five years of the Capital Improvement Plan.  Six to twenty years will include less detail but will be a plan for funding.  Utility Financial Services is used for the rate study.  They will look at the rate study and do what DEQ requires to look at the current financial situation.  That will be submitted to the state.  Then with the CIP rate study, they will look at ways to fund the projects.  The rate study is only applicable to the sanitary system.

5. Status of GIS Mapping (Wastewater and Stormwater) and Equipment/Training –    75% complete

·                     Water System Field Work (hydrant, valve and stop box locates) complete

·                     GIS Mapping – 75% complete

·                     GIS Hardware/Software and Staff Training – winter/spring 2017

·                     Present Final GIS to Village Council – July 2017

The City will get a comprehensive GIS computer based mapping system.  Paper plans and sketches will no longer be used.  Data will be put into the system. 

6.   Finalize Asset Management Plan(s) – WW and SW, October 2017

·                     Final draft of WW and SW AMP report complete – July 2017

·                     Present to Staff and Village Council – July 2017

·                     Finalize and submit to MDEQ – September 2017

The plan us due in October 2017 to be able to submit for funding.  The final draft is due in July 2017.  They will do a summary report, without security information involved.    

Consent Agenda

Reports from Council Liaisons

Council Member Miller stated the Planning Commission will meet next Tuesday at 6:30 p.m.  The Historic District Commission will meet in January.

Council Member Meyers stated he did not attend the Rec meeting, as he attended the Belrockton event.  He did not reach anyone for an update.

Council Member Scheid stated the Housing Commission met last Thursday.  Sharon is exploring adding housing to the town for the Housing Commission.  They are now on hold with the new administration, as there are talks of restructuring everything.  The units are 100% occupied, and that is the first time that has happened in a long time.  Exterior lighting work is being done and should be finalized soon.  They are looking at replacing the old van. 

Council Member Feehan stated he had nothing. 

Mayor Gunderson stated the Library Board paid the bills and are working on the policies.  The Friends Group made $1,600 at the Candlelight Reception. 

Unfinished Business

There was no unfinished business.

New Business

There was no new business.

Public Comments

There were no public comments.

City Manager Comments

The city manager had no comments.

Council Comments

Council Member Meyers wished to let everyone know there is a free Christmas turkey dinner at the Congregational Church between 4 p.m. and 6 p.m., and 6 p.m. and 8 p.m. on Christmas Eve. Guests must have a ticket for that which is available at Leppinks, the food panty or from Merrill Russell.  He participated in the Christmas light judging.  Keven did a great job and it was a lot of fun.  He took his two kids and they had a great time.  He attended the Belrockton event and his daughter had a lot of fun.  It was a nice get together and he wished to thank them for that.

Council Members Scheid and Feehan had no comments. 

Council Member Miller thanked Bruce for the city tour, as he learned a lot.  He wished everyone Happy Holidays. 

Mayor Gunderson wished everyone a Merry Christmas and he thanked the audience members. 

Adjournment

Council Member Scheid moved to adjourn the meeting, supported by Council Member Feehan.

Ayes:               Council Members Miller, Scheid, Meyers, Feehan and Gunderson

            Nays:               None

The Mayor adjourned the meeting at 7:46 p.m.