Finance Minutes 7/5/2011

Minutes of the Finance meeting held on Tuesday, July 5th, 2011 pursuant to notice duly given.
1. Meeting called to order by Chairperson Maas at 5:00 p.m.
2. Roll call: Jack Maas, Dick Doeren, Ed Young, Roger Reed and Joe Paluch. Also present: Mayor Fulton, Jack Mlnarik, Bob Mommaerts, Atty. Calvert and Linda Belongia Administrator and as recording secretary.
3. Moved by Doeren seconded by Reed to approve of the agenda as presented.
Motion carried upon verbal voice vote. 5 ayes
4. No correspondence/public input.
5. Discussion/recommendation on:
a. Special assessments for water main along the John Bourassa property located on Mott Street and Copper Culture Way. Bob Mommaerts provided documentation for discussion; Maas stated we need something to documentation that the property in question is wetlands or it’s not; Mommaerts stated he can’t tell if it’s upland or wetlands, property needs to be delineated; Mommaerts explained how assessments were arrived at according to his documentation for the work done, 50% exemption should be given both ways; Maas stated until we get some type of documentation we can’t make any recommendation, the assessments have been levied;
Belongia stated with finance approval she can contact the Bourassa family and give them contact info to have the property delineated and bring that back to finance;
Moved by Reed seconded by Paluch to have Belongia contact the Bourassa family and give them 30 days to have a determination on wetlands for this property.
Motion carried upon verbal voice vote. 5 ayes
b. Moved by Doeren seconded by Reed to accept recommendation from BPW and OUC to approve of final pay request of $79,035.27 for DeGroot, Inc., OC-10-A 2010 Project and recommend the same to Com of the Whole upon signing of the pay request from the engineer.
Motion carried upon verbal voice vote. 5 ayes
c. Mommaerts stated Boulanger Construction crushed 22,576 cubic yards;
Moved by Paluch seconded by Doeren to accept recommendation from BPW for final pay request for Boulanger Construction for crushing in the amount of $1,607.76 and recommend the same to Com of the Whole upon signing of the final request by the engineer.
Motion carried upon verbal voice vote. 5 ayes
d. & e. Discussion on documentation for Change Order No. 1 for Contract OC-11-A, Business to 41 to change crosswalks from stamped blacktop to unstamped colored concrete at a cost of $11.95/s.f. for an estimated savings of $34,000; and replace additional bolts on water valves beyond what was bid; Mommaerts provided documentation and explanation, $27,584.50 which is a $2.00 deduct; $795 x 24 values; $27,584.50 deduct with change order; Young questioned concrete vs. blacktop;
Moved by Doeren seconded by Paluch to accept recommendation from BPW and OUC and recommend to Com of the Whole approve of Change Order No. 1 for Contract OC-11-A for Business 41 to change crosswalks from stamped blacktop to unstamped colored concrete and replace additional bolts on water valves beyond what was bid, at a cost savings of $27,584.50.

Discussion; Paluch questioned if Atty. Calvert’s comfortable with the numbers? Mommaerts the difference from the bid document to the change order is change in footage.
Motion carried upon verbal voice vote. 5 ayes

f. Moved by Reed seconded by Young to accept recommendation Park & Rec and recommend
the same to Com of the Whole to go with Option A & C from Miller for Sharp Park playground equipment not to exceed budgeted amount of $19,000.00
Motion carried upon verbal voice vote. 5 ayes

g. Discussion on Fire and Ambulance contracts which for the three townships which will expire at year end 2011; Belongia provided history of contracts and what has been charged; Chief Mlnarik stated the audit that was done on the fire department mentioned we will be needing two new ambulances in the near future; Mayor stated for the next contract period an estimated has been used to increase contracts to 4% for discussion sake; Paluch questioned how many ambulance calls outside city; Mlnarik stated the dept averages 600 ambulance calls per year;
Moved by Doeren seconded by Reed to schedule a finance meeting for July 13th, 2011 beginning at 4 p.m. in closed session to meet with each township individually.
Motion carried upon verbal voice vote. 5 ayes

h. Moved by Doeren seconded by Paluch to approve and recommend to Com of the Whole the listing of accounts payables for $358,060.70; payroll for $121,928.40 and financial reports as presented.
Discussion. Young questioned amount paid for mileage for surveying and amount spent at Menards…we should be shopping locally; Mlnarik stated the fire dept made a couple of purchases at Menards, redoing the pavers in back of the fire dept at a good savings…agree support local businesses;
Motion carried upon verbal voice vote. 5 ayes
6. Moved by Maas seconded by Reed to adjourn. M/C
7. Meeting adjourned at 5:43 p.m.
Minutes submitted by
Linda M. Belongia,
Administrator