Pittsfield Charter Twp, Michigan

APPROVED

Minutes of a Regular Meeting
Pittsfield Charter Township Board of Trustees, November 26, 2002
E.A. Jackson Morris Hall, The Robert A. Lillie Service Center
6201 W. Michigan Avenue, Ann Arbor, Michigan 48108

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1.0 Call Meeting to Order
Supervisor Walter called the meeting to order at 7:30 p.m., a quorum was present.

2.0 Pledge of Allegiance led bySupervisor Walter.

3.0 Roll Call – all members present.

4.0 Open Meetings Act/Public Comment I

Supervisor Walter added items 15.3 and 15.4 to the agenda, and moved item 12.1 to follow approval of the minutes.

Clerk Lirones corrected the wording of item 9.8 on the agenda.

5.0 Public Hearings/Presentations

6.0 Approval of Minutes

6.1 Request to Approve the Minutes of the Regular Board Meeting held on November 12, 2002.

Motion by Treasurer Skrobola, supported by Trustee Brostrom, to approve the minutes of the regular Board meeting held on November 12, 2002.

Trustee Burhop questioned the wording of page 11, 3rd paragraph, 3rd line.

Clerk Lirones said it should read “build out”.

Trustee Marine said that on page 15 it stated that he had expressed confusion. He said that in this case he had simply questioned Township Consulting Engineer Roger Gaugler, and was not confused at all.

Clerk Lirones asked Trustee Marine how he wanted it worded.

Trustee Marine said it should be: “Trustee Marine questioned Mr. Gaugler’s statement”. He said that on the same page it also stated various times that Mr. Gaugler had said this was the “ideal” site. He said that he did not believe that Mr. Gaugler had ever said that this was the “ideal” site.

Clerk Lirones said that she has transcribed this section carefully and that Mr. Gaugler had said that.

MOTION CARRIED.

7.0 Consent Agenda

8.0 Items from the Treasurer

9.0 Items from the Clerk

9.1 Motion to Receive the Control Account Report for the month of October 2002.

Motion by Treasurer Skrobola, supported by Clerk Lirones, to receive the control account report for the month of October 2002.

MOTION CARRIED.

9.2 Request Approval for Payment of the Payables, checks 40644-40782 in the amount of $274,416.59.

Trustee Marine exited the meeting.

Motion by Clerk Lirones, supported by Trustee Conner, to approve payment of the payables, checks 40644-40782, in the amount of $274,416.59.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Skrobola, Walter.
NAYS:	None.
ABSENT:	Marine.
ABSTAIN:	None.

MOTION CARRIED.

9.3 Request for Action: Resolution #02-34 to set Public Hearing date of December 17, 2002, to receive comments re: Street Lighting Special Assessment District for Arborwoods Site Condominiums Phase II, Lots 72-125.

Motion by Treasurer Skrobola, supported by Trustee Brostrom, to approve resolution #02-34 to set public hearing date of December 17, 2002, to receive comments re: Street Lighting Special Assessment District for Arborwoods Site Condominiums Phase II, Lots 72-125. (See Attachment #1)

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Skrobola, Walter.
NAYS:	None.
ABSENT:	Marine.
ABSTAIN:	None.

MOTION CARRIED.

Trustee Marine returned to the meeting.

9.4 Request for Action: Resolution #02-37 to set Public Hearing date of December 17, 2002 to receive comments re: Street Lighting Special Assessment District for St. James Woods Subdivision Phase I.

Motion by Trustee Brostrom, supported by Trustee Burhop, to approve resolution #02-37 to set Public Hearing date of December 17, 2002 to receive comments re: Street Lighting Special Assessment District for St. James Woods Subdivision Phase I. (See Attachment #2)

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

9.5 Request for Action: Resolution #02-38 to set Public Hearing date of December 17, 2002, to receive comments re: Street Lighting Special Assessment District for Hunter’s Pond Subdivision.

Motion by Trustee Brostrom, supported by Trustee Burhop, to approve Resolution #02-38 to set Public Hearing date of December 17, 2002, to receive comments re: Street Lighting Special Assessment District for Hunter’s Pond Subdivision. (See Attachment #3)

Clerk Lirones thanked Trustee Burhop for following up diligently on this. She said that there were two streetlights on this site plan which had gone unnoticed, and Trustee Burhop had met with Township Planner Mark Spencer to locate them. After that, the developer contribution had been obtained, and this was proceeding after many years.

Trustee Burhop said that Senior Planner Mark Spencer deserved the credit because he had done the work.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

9.6 Request to Approve Board of Trustees Meeting Schedule for 2003.

Motion by Treasurer Skrobola, supported by Trustee Brostrom, to approve the Board of Trustees meeting schedule for 2003. (See Attachment #4)

Trustee Marine said that he noticed the schedule mentioned work sessions and suggested that there be work sessions for issues such as the transmission main project discussed tonight, especially when a large expenditure was proposed.

Supervisor Walter said that this project had been spread over two meetings to help the members absorb the information, but sometimes work sessions were justified. He said Trustee Marine should feel free to let Board members know if he felt a work session was needed.

Trustee Marine said that he hoped that work sessions will be scheduled as more of the transmission main project is brought before the Board.

Supervisor Walter said that Dan Cooperrider, Parks & Recreation Director, wanted to have a joint meeting between the Parks and Recreation Commission and Board of Trustees with a public hearing on the new parks plan on December 17th. He was not certain if that would happen, since there was only one Board meeting in December, so the agenda could be long.

Clerk Lirones said she had noticed this in the Parks and Recreation Commission minutes, and had left a note for Director Cooperrider. She said whether the hearing could be held on December 17 depended on the publication deadlines for the hearing notice for the Parks and Recreation Plan amendment.

MOTION CARRIED.

9.7 Request to Approve Resolution #02-36 to Amend the 2002 General Fund Budget and the 2002 Parks & Recreation Millage Budget.

Motion by Treasurer Skrobola, supported by Trustee Burhop, to approve Resolution #02-36 to amend the 2002 General Fund Budget and the 2002 Parks & Recreation Millage Budget. (See Attachment #5)

Trustee Marine pointed out the misspelling of the word “resources” in #4.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

9.8 Request to Approve Resolution #02-41 to grant a 1 year extension to Unimerco for project completion and 2 year extension for industrial facilities exemption certificate.

Motion by Treasurer Skrobola, supported by Trustee Burhop, to approve Resolution #02-41 to grant a 1 year extension to Unimerco for project completion and 2 year extension for industrial facilities exemption certificate. (See Attachment #6)

Trustee Marine asked why this group had been given a 12-year tax exemption a couple of years ago.

Jens Guldborg, of Unimerco, said that it had been given by the previous administration in late 2000 based on the added tax base and employees that the investment would bring to the community.

Trustee Marine asked if he had any of that information with him.

Mr. Guldborg said that the only information that he had with him was that which was relevant to the current issue before the Board.

Trustee Marine asked if Unimerco was asking for the extension because they had been unable to begin construction.

Mr. Guldborg said that was correct.

Trustee Marine asked Mr. Guldborg how much tax base he expected to bring to the township, with the 50 percent abatement.

Mr. Guldborg said he did not have the actual number with him but said that it was about 5 million dollars of real property, and another 5 million dollars in personal property.

Trustee Marine asked if that was before or after the tax abatement.

Mr. Guldborg said that those figures only referred to the value of the investment.

Trustee Marine asked how many people Unimerco planned to employ and where the work force will come from.

Mr. Guldborg said that they currently employ 36-37 employees and that this facility was 3 times as big as the old facility. He said that they wanted local employees from Washtenaw County and said they made it a point to recruit as locally as possible.

Trustee Marine asked if the wages were reasonable for people to live in the Pittsfield area.

Mr. Guldborg said yes, he believed so.

Trustee Marine said that prior to his election, he had often spoken against tax abatements and was still concerned about using them in general as an inducement to bring industry into an area which is already well-suited to industry. He said that he realized that this was only asking for an extension, but that he found it difficult to give an extension to something that he would not have voted for in the first place. He thanked Mr. Guldborg.

Clerk Lirones added that, as members of the public, she and Trustee Marine as well as some of the other current Board members did speak in objection to this particular abatement. She said she remembered either herself or former Trustee Pat Lennington asking Mr. Guldborg if he would come to the township if he did not get the abatement, and she thought he had said he would come with or without it. In any case, she said that it was irrelevant whether or not any of the current Board members would have given the abatement. She said that Unimerco had gotten an abatement from the previous administration which the township is obligated to honor, and Unimerco has worked in very good faith with the township on a number of design requirements involving tree mitigation. She said that construction had been held up due to the Saline Area Schools traffic study, which was out of Unimerco’s control altogether. She pointed out box #19 of the application for industrial facilities exemption certificate where it stated that the presence of the words “after completion” could extend the length of the exemption by 2-3 years. She said that she had spoken with the State Department of Treasury and Diane Wright had told her that if it said “after completion” in the original agreement, which it does, then the township should give the extension.

Trustee Conner asked if this business was already in Pittsfield.

Mr. Guldborg said yes.

Trustee Conner asked what the general skill level is that is needed to operate the Unimerco equipment.

Mr. Guldborg said that the equipment is reasonably sophisticated.

Trustee Conner welcomed him to the community.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Skrobola, Walter.
NAYS:	Marine.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

9.9 Request to Approve Resolution #02-40 to accept gift of right of first refusal option and attached rights to 10 acres of land in the Central Area from Christina Lirones and Stephen Berger.

Motion by Trustee Conner, supported by Treasurer Skrobola, to approve Resolution #02-40 to accept the gift of a right of first refusal option and attached rights to 10 acres of land in the Central Area from Christina Lirones and Stephen Berger. (See Attachment #7)

Supervisor Walter asked Clerk Lirones if she would like to be excused from the vote.

Clerk Lirones said yes.

Motion by Treasurer Skrobola, supported by Trustee Brostrom, to excuse the Clerk.

MOTION CARRIED.

Clerk Lirones asked if she should leave the room for the vote.

Supervisor Walter said that was not necessary.

Trustee Marine asked what happened to the 60 acre public park described in the resolution and wanted to know if that was where the water tank was going to be put.

Clerk Lirones said yes, that the tank will be put on part of the old South Hillsdale property. She said that the 60 acre public park and the 10 acres that would have been attached to the Lirones-Berger property were all part of a separate agreement which had to do with a developer wanting the Lirones-Berger right of first refusal on the Berta property. She said that in exchange for this right of first refusal, and an additional right of first refusal on the Lirones-Berger farm, she and her husband negotiated for a 60 acre public park to be part of the Newmarket development, and 10 acres to be annexed to the Lirones-Berger property. She said this had been bound by a confidentiality clause, so when the developer would stand up and talk about how wonderful he was for giving this 60 acre public park as part of his development, she could never explain that he did not do that, she and her husband did. She said that the entire agreement had since been rescinded, and that the right of first refusals for the Lirones-Berger and Berta properties had been returned to herself and her husband. She said that in April, 2002, she and her husband, Mr. Berger, had then donated the right of first refusal option on the Berta property to the township, and this was just paperwork to affirm the donation.

Supervisor Walter said that the township needed to acknowledge the gift.

Trustee Marine asked if gifts always needed to be acknowledged.

Clerk Lirones said that a certified resolution is necessary for her accountant, since she and her husband might qualify for a tax deduction for this donation.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

Trustee Burhop and others thanked Clerk Lirones, who said she would convey their thanks to her husband, Mr. Berger.

10.0 Items from the Supervisor/Assessor

10.1 Request to Approve Sick Leave Benefits (Non-Union) Revised Policy.

10.2 Request to Approve Resolution Authorizing the Approval of Revised Health Insurance, Policy Language in the Employee Policy Handbook and Authorization for the HR Manager to Make Changes to the Non-Union Health Care Plans as Outlined in Correspondence to the Board.

Supervisor Walter asked that items 10.1 and 10.2 be referred to a committee consisting of the three officers, two representatives chosen by the non-union employees who are on the health insurance plans that have the $0 or $2 co-pay, and two representatives of the non-union employees who have the $10 co-pay. He said that there was a big concern from the employees affected that they had not been consulted about the proposed change, but that they seemed happy with the idea that the township would put a committee together to look at everybody’s compensation packages. He had hoped to make the change before open enrollment ended this year, but was willing to step back at this time so the committee could review these changes before the final decision was made by the Board.

Motion by Treasurer Skrobola, supported by Trustee Marine, to refer items 10.1 and 10.2 to a committee consisting of the three officers and 4 representatives chosen by the non-union employees affected.

Supervisor Walter commented that the committee will not meet until sometime after the first of the year.

Trustee Conner asked what the timing was to get a consensus for next year’s plan of action.

Kristin Orlowski, Human Resources Manager, said that all of the current plans will be renewed as of January 1, 2003, with no changes.

Supervisor Walter said that the timing is to try to have a compensation package ready for the 2004 budget, wrapping up around mid to late summer, with any changes necessary also made to the employee handbook. He said that a generous cost of living increase of 3% was being given, as well as step increases earlier in the year, but health care costs were increasing and needed to be addressed.

Trustee Conner asked if the township will be able to afford the Blue Cross/Blue Shield (BC/BS) option.

Ms. Orlowski said that there are currently 9 employees covered under the BC/BS traditional plan. She said that costs will continue to increase under that plan, and those items will have to be negotiated as part of police and fire union negotiations.

Trustee Conner said that there were small groups of people that could select from 3 or 4 options. He asked if there were any benefits to making bigger groups of people for some of the plans.

Ms. Orlowski said that the township’s rating is based on the community of the geographic area, the makeup of the group, and many other variables. She said that it would streamline administrative paperwork on her end to be able to reduce the number of plans, which were 3 M-Care and 3 Care Choices plans down to two per each.

Trustee Conner asked if it would make a big difference in the rate if the Township had only two plans.

Ms. Orlowski said that was something she would have to ask the account executive for each plan, but that she was not sure that it would make a huge difference in the rates.

Supervisor Walter said that the committee will deal with the benefit package as well as how to implement the changes in an acceptable way.

Trustee Brostrom asked how much freedom the township has to switch plans.

Ms. Orlowski said that she had met with Jim Finn, the township’s Insurance Agent, to discuss several options. One of those options was going to a BC/BS Community Blues plan. She said that it offered better coverage to employees and lower premiums for the township. She added that the non-union employees who are covered under the BC/BS traditional plan are also covered by employment contract agreements and, until they expire or come up for re-negotiation, the township has no ability to make changes. With the union employees, she said it is a possibility that a change in plans will be brought up during negotiations.

Trustee Brostrom asked if there had been or would be in the future any discussion of having the employees pay a small percentage of their health insurance.

Ms. Orlowski said it is an option, and it has been a trend among many organizations, but will need to be discussed with the committee.

Trustee Brostrom confirmed this was true.

Trustee Connor said that flexible benefit packages may offer more options to the employees, and may work out better. He asked if the township’s agent would be able to work out bigger groups, perhaps with other townships.

Ms. Orlowski said she would ask him.

Supervisor Walter said that this past year the costs for the insurance industry in general have gone up. He thanked Treasurer Skrobola for keeping some of the township’s other insurance costs down.

Treasurer Skrobola said that in the past year the township had been very successful in maintaining a reasonable structure in property and liability insurance in the face of an industry-wide insurance rate increase. He said it looked as though the same thing would be possible this year as well.

Clerk Lirones asked if the committee members had been chosen yet.

Supervisor Walter said that they had not.

Clerk Lirones asked how many non-union employees were paying the $10 co-pay.

Ms. Orlowski said that there were 14 non-union with the $10 co-pay, and 12 with the $2 co-pay, and one with $0 co-pay.

Clerk Lirones wondered if the only employees protected by grandfathering were the pre-1997 employees, so there could be raises in co-pay for the post-1997 employees.

Ms. Orlowski said that would depend on the language that the Board approves for the medical insurance as part of the employee handbook.

Trustee Conner pointed out that these people were only the pre-1997 employees who had selected these particular plans. He asked if employees could elect different programs during the open enrollment period. He pointed out that someone could have the same seniority as someone else, but could not now elect to go to the Care Choices 700, $2 co-pay program.

Ms. Orlowski said that was correct, employees could change plans but could not choose the pre-1997 $2 co-pay plan.

MOTION CARRIED.

10.3 Request to Approve Resolution Authorizing the Purchase of New Hardware Network Fileserver, from CDW-G at a cost of $6,594.13 and charged to account #259-970 – Information Systems.

Motion by Clerk Lirones, supported by Treasurer Skrobola, to approve a resolution authorizing the purchase of new Hardware Network Fileserver, from CDW-G at a cost of $6,594.13 and charged to account #259-970 – Information Systems.

WHEREAS, the network fileserver in the Administration Building is currently comprised of hardware components that are nearly 5 years old and can only be configured in such a way to provide basic data integrity, and

WHEREAS, those hardware components in the fileserver are at or beyond their warranty limits and expected reliability, and

WHEREAS, the workload on the network fileserver increases with each new software program currently being implemented, making it prudent to replace the server hardware before demand exceeds capacity,

NOW, THEREFORE, BE IT RESOLVED, that the Pittsfield Charter Township Board of Trustees authorizes the purchase of replacement computer hardware for the network fileserver at a cost not to exceed $7,000.00.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

10.4 Request to Approve Resolution Authorizing the Purchase of Upgrade Software for the Network Fileserver, to be purchased from Novell Netware, at a cost of $3,780.00 for upgrade and licenses and $1,800.00 for the yearly maintenance agreement fee and charged to account #259-827- Information Systems.

Motion by Treasurer Skrobola, supported by Trustee Brostrom, to approve a resolution authorizing the purchase of Upgrade Software for the Network Fileserver, to be purchased from Novell Netware, at a cost of $3,780.00 for upgrade and licenses and $1,800.00 for the yearly maintenance agreement fee and charged to account #259-827- Information Systems.

WHEREAS, the network fileserver in the Administration Building is currently configured with Novell Netware version 5.1 for 75 users, a software version that has now been in place for more than 3 years, and

WHEREAS, the current and future network demands will be more readily met with the most recent version of the Novell software, version 6.0, and

WHEREAS, the township qualifies as a local government entity to participate in the license agreement that the State of Michigan has with Novell which provides licensing at a cost discounted 50% from the list price,

NOW, THEREFORE, BE IT RESOLVED, that the Pittsfield Charter Township Board of Trustees authorize the purchase of Novell Netware version 6.0 upgrade licenses for up to 90 users for $3,780.00 and the accompanying yearly maintenance agreement fee of $1,800.00 from Novell through the auspices of MicroSource, a local vendor.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

11.0 Items from the Office of Public Safety

11.1 Request to Approve Enrollment in classes: Analytical Techniques and Communication for Leaders, for Officer James Wickman at a cost of $1,230.00 (100%) with classes beginning January 6, 2003 and ending April 23, 2003.

Motion by Treasurer Skrobola, supported by Clerk Lirones, to approve enrollment in classes: Analytical Techniques and Communication for Leaders, for Officer James Wickman at a cost of $1,230.00 (100%) with classes beginning January 6, 2003 and ending April 23, 2003.

Supervisor Walter mentioned that the Township had received a contribution of $1000 from Sam’s Club in the name of Officer Wickman, in recognition of the work he has done as the community officer at Evergreen Pointe.

MOTION CARRIED.

11.2 Request to Approve Enrollment in classes: Literature/Reading of Poetry (50%), Music (50%) and Social Science (50%), for James Payeur at a cost of $622.50 with classes beginning January 2003 to April 2003.

Motion by Trustee Brostrom, supported by Trustee Conner, to approve enrollment in classes: Literature/Reading of Poetry (50%), Music (50%) and Social Science (50%), for James Payeur at a cost of $622.50 with classes beginning January 2003 to April 2003.

MOTION CARRIED.

11.3 Request to Approve the Rehire of Daniel Burke.

Motion by Treasurer Skrobola, supported by Trustee Burhop, to approve the rehire of Paid On-Call Firefighter Daniel Burke.

MOTION CARRIED.

11.4 Request to Purchase Computer Equipment – Public Safety Department, from Global Computer Supplies, Fletcher, Ohio, at a cost of $16,050.00 and charged to account #301.970 – Law Enforcement Capital Expenditure.

Motion by Trustee Burhop, supported by Trustee Brostrom, to approve the purchase of computer equipment – Public Safety Department, from Global Computer Supplies, Fletcher, Ohio, at a cost of $16,050.00 and charged to account #301.970 – Law Enforcement Capital Expenditure.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

11.5 Request to Purchase Digital Cameras – Public Safety Department, from National Graphic Supply, Albany, New York, at a cost of $4,750.70 and charged to account #301-970 – Law Enforcement Capital Expenditure.

Motion by Trustee Conner, supported by Clerk Lirones, to approve the purchase of digital cameras – Public Safety Department, from National Graphic Supply, Albany, New York, at a cost of $4,750.70 and charged to account #301-970 – Law Enforcement Capital Expenditure.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

11.6Request to Authorize Improvements/Purchase Equipment in Multi-purpose/Training Room – Station One from Adirondack Wholesale Office and Institutional Furniture at a cost of $2,030.00 and charged to account #336.778 – Fire Building Maintenance and Supply Expenditure.

Motion by Trustee Conner, supported by Trustee Brostrom, to authorize improvements/purchase equipment in Multi-purpose/Training Room – Station One from Adirondack Wholesale Office and Institutional Furniture at a cost of $2,030.00 and charged to account #336.778 – Fire Building Maintenance and Supply Expenditure.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

12.0 Items from the Office of Municipal Services/Planning and Zoning

12.1 Request to Approve Resolution to Authorize Ayres, Lewis, Norris & May, Inc. to Prepare Design Documents for the Textile Water Transmission Main, Ground Storage Reservoir and Booster Station Project. Design engineering services will cost up to $700,000.00.

Motion by Treasurer Skrobola, supported by Trustee Brostrom, toapprove a resolution to authorize Ayres, Lewis, Norris & May, Inc. to prepare design documents for the Textile water transmission main, ground storage reservoir, and booster station project. Design engineering services will cost up to $700,000.00.

WHEREAS, the Pittsfield Township Utilities Department has long had a capital improvement plan to construct major infrastructure improvements for District II and District III, and

WHEREAS, the Pittsfield Township Board recognizes the necessity of proceeding with this project to aid in meeting the ultimate water demand needs in District II and District III, and

WHEREAS, the Pittsfield Township Board understands the issues associated with dealing with the Ypsilanti Community Utilities Authority in achieving a quality water system, and

WHEREAS, the Pittsfield Township Board wants to proceed with design to insure the township is prepared for construction of this project as soon as all permitting and political issues are resolved,

NOW, THEREFORE, BE IT RESOLVED, that the Pittsfield Township Board authorizes Ayres, Lewis, Norris & May, Inc. to proceed with design of the Textile Water Transmission Main, Ground Storage Reservoir, and Booster Station project. Design engineering services will cost up to $700,000.

Roger Gaugler, Township Consulting Engineer, said there was some new information in the packet as requested by the Trustees. He indicated alterations to the cost estimate and time frame to show a worst-case scenario as requested by Trustee Marine, and some architectural renderings of the ground storage tank. He said that since the November 12 Board meeting, township engineering staff and Treasurer Skrobola had met with the Washtenaw County Road Commission (WCRC) and MDOT in order to select an appropriate route for the water main, which resulted in a change to the suggested route. Furthermore, there had been some initial discussions with MDEQ on the Drinking Water Revolving Fund (DWRF) loans.

Robert Czachorski, Township Consulting Engineer, outlined the changes to the proposed route for the transmission main. He explained that the route shown two weeks ago started at Merritt and Munger Roads, then went north to Textile Road, and then west to the site. He said that the WCRC preferred a route which avoided the section of Textile between Munger and Carpenter due to high traffic volumes in that area. He said it was a major route for Ypsilanti Township residents commuting to Ann Arbor. He said the WCRC preferred a route one mile south, along Merritt Rd., between Munger and US-23. He added that both Ayres Lewis and the WCRC had found that MDOT had become more open to allowing longitudinal occupancy for utilities in its right of way. He said that Treasurer Skrobola, November Freece, and himself, had met with MDOT and it had been agreed that the US-23 right of way was an appropriate location for the transmission main.

Supervisor Walter added that he has been in touch with Larry Thomas of YCUA regarding the possibility of a shared 36 inch line up Munger. He said that YCUA was now considering a different alternative, but that even if YCUA did construct a 36 inch line up Munger Rd., the time table was later than the township’s project timeline. He said the Township wanted to get this project on line quickly, to avoid problems with the State’s drinking water authority, so the new route being presented now seemed more feasible.

Mr. Czachorski explained the advantages of the new route. One was that the township would not have to rely upon YCUA to construct the Munger Rd. line. Another advantage was that the section of Textile previously suggested was clogged with utilities and had many trees as well as a heavy traffic load; the new route avoided those problems, and additionally, the US-23 right of way was ideal from a constructability standpoint. He gave a brief overview of some of the financing that may be available from the State of Michigan Drinking Water Revolving Fund (DWRF) that is intended to provide low interest financing for municipalities to construct water mains. He said that a meeting would be scheduled with MDEQ after Thanksgiving to present the project to them, and find out what would be required to the Township to qualify.

Treasurer Skrobola added that he had discussed this matter with Township Financial Advisor Tom Traciak, of ACI Finance, and there are other viable options such as using some of the capital improvement fund, and the possibility of a bond issue. He said that there are some technical aspects of the DWRF that need to be considered, such as the fact that it is a set 20 year amortization package. He said that with current bond interest rates as low as they are, other alternative bond issues should definitely be considered to see how they measure up to the revolving fund. He added that the Capital Improvement Fund is not generating much interest due to the current low interest rates, between 1.4% and 1.6%. He said it made sense the look at the balance of the cash investment versus the amount the Township would borrow.

Mr. Czachorski said that a worst case scenario cost estimate had been included in the Trustees’ packet. The previous cost estimate had assumed that YCUA would split the cost of the main along Munger Rd., and the total cost would have been $10,400,000.00 The new route had an increased preliminary cost estimate of $10,800,000.00. He pointed out that this was only a preliminary cost estimate and that no sub-service investigation had been done, nor had any soil borings been obtained, nor had a survey of the proposed tank site been performed. He said that given the preliminary nature of the cost-estimate, it should be looked at as a 10 to 12 million dollar project.

Trustee Brostrom asked if running the main along US-23 will save money, since construction was easier there.

Mr. Czachorski said there will be some savings, however, they have not been incorporated into the cost estimate. He said the savings would be in the area of road restoration, and there may be other road restoration costs that offset that savings. He indicated that the approximately 1000 foot stretch along Michigan Ave. and the potential of a corduroy road on Textile Rd. might add to road restoration costs on the entire project.

Mr. Gaugler said that the route shown now was a less expensive route than the one shown previously.

Trustee Brostrom agreed and said that was his assumption.

Treasurer Skrobola said that the costs were presented in general terms, but said that as Mr. Gaugler and Trustee Brostrom pointed out, the route had some savings as does the downsizing of the pipe. He said it would have been a 36 inch pipe on Munger Rd., and the one that would run instead from Merritt to US-23 was a 30 inch pipe.

Supervisor Walter asked if the route along Merritt Rd. would be similar to the one used on Morgan, which was under the road bed, rather than on the shoulder.

Mr. Gaugler said yes, that it would go down the center of the road.

Supervisor Walter said there may be significant construction savings because of this. He said that the both the digging and the restoration of US-23 should be easy, since it would be in the right of way.

Mr. Gaugler said this was an ideal route.

Supervisor Walter added a cautionary note about Textile Rd., stating that there were two spots on the road that sink, which might require additional construction measures.

Mr. Czachorski said that the best case scenario project schedule proposed a June 1, 2004 completion date, but in the worst case scenario option, it could be June 1, 2006. This allowed for a much longer review time by YCUA and MDEQ. He referred to three brochures from tank manufacturers which were in the Trustees’ packets. He spoke about some of the architectural and landscaping options available for the pre-stressed concrete tank as well as ideas for the pump station adjacent to the tank. He pointed out a tank in Minnesota which was built into a hillside in a park setting, with a viewing deck on top overlooking a river valley and the city of St. Paul. This was similar to what was suggested for Pittsfield. He also referred to information on security and vulnerability. He said that prior to September 11, 2001, most tank designs sought to incorporate them into the landscape and encourage public use. Since then, the thinking has changed and the idea is now to increase their security and keep the public away from these facilities. He said that this does not rule out options like scenic overlooks and tennis courts, but it means that with these features security will be a greater issue, and he said that the EPA would have stricter regulations in the next year regarding water systems. He read an excerpt from a policy statement put out by MDEQ regarding the security of water system facilities, and pointed out that the general perspective of the MDEQ policy is to keep people away from the facilities.

Supervisor Walter said that the sensitive parts would have to be secured, but he felt a revulsion against giving in to terrorists. He felt that a cost-benefit analysis would be important to show what it was possible to do to prevent tampering. He added that it was his understanding that it would take a pretty massive load of anything dumped in the water to have any real effect.

Mr. Gaugler said that the hatches would need to be secured.

Supervisor Walter said he could not imagine anyone wanting to, for example, fly an airplane into the tank, and no amount of fencing could protect against that. He said the Board will have to think carefully about security, but that aesthetics are also important.

Trustee Brostrom said that a month ago experts had spoken on National Public Radio regarding these issues. He said that now there are materials available so potent that an amount small enough to fill a backpack could kill hundreds of thousands of people.

Supervisor Walter said that some industrial strength security in terms of access to the water supply would be necessary, but that does not mean keeping people far away from the facility.

Clerk Lirones said that securing the hatches makes perfect sense, but that sometimes more eyes and ears around a facility can prevent a lone person from cutting through a fence to pollute the environment. She said isolation rarely makes things more secure.

Supervisor Walter said that this needs to be discussed in order to not end up with something resembling a fortress.

Mr. Czachorski said that he did not want to discourage the Board from exploring different options for blending this tank into the landscape, but wanted to make the members aware of some of the security issues that might exist. He said that it is also possible that the EPA may come out with regulations that prohibit people from having access to the top of the tank.

Clerk Lirones asked if it would be possible to put the line on the other side of US-23 and bore under at Textile Road to try to correct the drainage there.

Mr. Czachorski said that it is thought that there is a fiber optic line on the east side, and that boring at Merritt Road might be easier than at Textile Road. He said that decision about which side of US-23 to use will be based on what utilities exist and which side is more advantageous from a constructability standpoint.

Treasurer Skrobola asked Mr. Czachorski to elaborate on the idea of constructing the tank first, and on the need to construct it in one season.

Mr. Czachorski explained that pre-cast concrete panels are first erected which are then wrapped repeatedly with pre-stressed wire. The wire is pre-stressed to overcome the forces of the water pushing out, and the wire holds the concrete in place. The wire is covered with spray-on concrete. He said that because of this process the tank needs to be completed in a single construction season, which can occur anytime between mid-March to mid-November, and that for a tank this size it should take about 20 weeks. He said that the goal was to have the tank come on line June 1, 2004 to have it available for the summer season. Therefore, it will not be possible to begin its construction in March, 2004 and so it will have to have been built during the 2003 construction season, which is this next summer. He said the tank would be bid between March and May, with construction commencing in June or July, for completion by mid-November, 2003. He said that the booster station would be built next, since it did not need to come on line until the following June. Ideally, its foundation and brick work should be completed by early December, 2003 so the contractor could continue the electrical and mechanical work inside all winter long. Last of all would be the transmission main, which could be built all winter.

Treasurer Skrobola asked if the transmission main would be built last or if it would run concurrent with the other two projects.

Mr. Czachorski said that it would go last as far as executing the contract, but that at one point all three of the projects will be going on simultaneously. He added that the staggering of the schedules is included in both the best and worst-case scenarios.

Trustee Marine asked about the status of the aerial photos.

Mr. Gaugler said that this has not begun yet, but that a contract is on the table.

Mr. Czachorski said that the window of time for aerial surveying had just opened up, after the leaves were off the trees, but before the snow falls. He said the photos that will be taken will serve as a base map for the transmission main and for the tank and booster station site.

Mr. Gaugler said that a survey team is scheduled to go out next Monday and Tuesday to lay out markers so that the plane can go out by the end of the week.

Mr. Czachorski explained the use of the markers, which are basically giant X’s on the ground which are very visible in the aerial photo. He said the engineers then provide very precise coordinates and elevations of those points to the aerial contractor, and are used to generate contours and do vertical control.

Trustee Marine asked if the $700,000 being asked for tonight was for the plan, and said that eventually the Board would have to approve the construction.

Mr. Gaugler said that this was for the complete design of the three phases of the project, and confirmed that construction would be approved at a later date.

Trustee Marine asked if it was known for sure that YCUA would cooperate, referring to questions raised at the last meeting regarding YCUA’s ability to supply sufficient water.

Mr. Gaugler said that YCUA is well aware of the proposal, and Mr. Czachorski has worked extremely closely with their engineers on this project. Letters had been sent detailing Pittsfield’s proposal. In the next three years, they may not have all of their infrastructure upgrades in place, but it is hoped that they will have enough in place to satisfy the township’s initial demand. He reminded the Board that YCUA has a $30 million dollar capital improvement program, while Pittsfield’s is only 10 to 12 million dollars. He said they will have to make improvements, the township’s project will force them to upgrade things that specifically relate to Pittsfield’s needs.

Mr. Czachorski said that the most important component of YCUA’s system that Pittsfield needs, the 30-inch main along Merritt Road from the Merritt Rd. booster station to the intersection of Merritt and Munger, is already in place, and was built years ago and oversized for the specific purpose of supplying water to this project. The next most critical thing is that YCUA upgrade the Merritt Road booster station, which will need larger pumps. He said that these will most likely be in place by the time the Pittsfield tank and booster station come on line and that it is all of the other capital improvements throughout their system that are the concern.

Supervisor Walter said that YCUA had already boosted one motor in the booster station from 50hp to 200hp, which helped last summer. He added that this tank does not need to be fully operational from the start, due to redundancy built into the system.

Trustee Marine asked if there had been any direct feedback from YCUA.

Mr. Czachorski said that at this point plans have not yet been submitted to them, but that modeling and simulation results had been coordinated with YCUA. He said that Pittsfield’s consulting engineers have been working with YCUA’s consulting engineers, and have presented this route to them, and both sides’ models match, and both agree that this improvement will provide adequate pressures to meet Pittsfield’s future needs. Pittsfield’s engineers are making sure it works from Munger Road west, while YCUA’s engineers are making sure it works from Munger Rd. east, and this is incorporated in their 30 year capital improvements program. He said that even without the submission of the plans there has been extensive coordination in the planning of this project.

Trustee Marine said he was glad to hear that.

Mr. Czachorski said that after the November 12 Board meeting a letter had been sent by Supervisor Walter to Larry Thomas at YCUA informing them of Pittsfield’s intentions. He said he believed that the same would be done after this meeting, and that this letter should ask for a meeting with YCUA where the plan, schedule, and timeline will be presented.

Trustee Conner said that in the timeline the design phase takes place until April 2005 with no construction taking place until after that.

Supervisor Walter pointed out that is the worst-case scenario.

Mr. Czachorski said that in the worst case schedule what was taking place until April 2005 is the regulatory and utility review.

Trustee Conner asked if the entire time was for design.

Mr. Czachorski said that it included design and construction. He noted that in both the best-case and the worst-case scenarios the engineering is completed in the summer of 2003. He said that the intention is to complete the design plans and place the burden on YCUA and MDEQ to review the plans.

Supervisor Walter said that it sounded like a tight schedule to try to begin construction in Spring of 2003. He asked if it might be more realistic to anticipate that the tank would not be built until 2004.

Mr. Gaugler said that June would be early enough, and that the pre-engineering will be the most difficult.

Supervisor Walter asked if the engineering of the transmission line will have to be done before the start of the tank.

Mr. Gaugler said no.

Supervisor Walter asked if there was a chance that Pittsfield might find that it has built a nice tank but cannot get a pipe to it.

Trustee Conner said that the feasibility of that should be well-established before that risk is taken.

Trustee Marine asked how the township will pay for this.

Treasurer Skrobola said that the township has several options, and that there is a substantial amount of funding available from the Capital Improvement Fund, possibly 50% of the fund, taking into consideration providing for future needs and outstanding bonds. He said that the best method of borrowing needed to be determined, whether that would be the DWRF funds or something on the bond market. He said those decisions would be made after more information had come from the DEQ on the DWRF, regarding whether this project would fit the parameters of this State fund.

Trustee Marine asked if bonding meant going to the taxpayers for a vote.

Treasurer Skrobola said no, it is not a requirement to go before the public for a vote, but one bonding option may require a 45 day period during which the township announces that it will be bonding.

Supervisor Walter asked if everyone was aware that this is through the Utilities Fund which is an enterprise fund, not the General Fund, and is paid for by the rate payers and benefit charges from developers.

Trustee Marine asked if people on well and septic will have to pay.

Supervisor Walter said no, it was not from the taxpayers, but from the rate payers.

Treasurer Skrobola said that it will only be users of the system that have paid over the years as part of their rate. He said that the bulk of the money has come from developers who pay capital improvement charges when they develop in the township.

Trustee Conner asked who will manage this project.

Mr. Gaugler said Ayres, Lewis, Norris & May, Inc. will manage the construction and design.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

12.2 Motion to Receive Review Committee Report on CSPA 02-6 Thistle Down Farms.

Motion by Clerk Lirones, supported by Treasurer Skrobola, to receive the Review Committee report on CSPA 02-6 Thistle Down Farms.

Supervisor Walter said that this committee had been established by the courts.

Clerk Lirones said that the township had been ordered to give a density of one dwelling unit per acre on this parcel, providing that the developer followed all applicable zoning ordinances and standards of the township. A review committee was appointed to review the plan, rather than the Planning Commission.

MOTION CARRIED.

13.0 Items from the Parks & Recreation Department

13.1 Request Approval to Purchase a John Deere 4x6 Gator Utility Vehicle from Napoleon Lawn and Leisure, Napoleon, MI, for $6,712.34, to be charged to account #751-970.000 Capital Expenditures.

Motion by Trustee Conner, supported by Treasurer Skrobola, to approve request topurchase a John Deere 4x6 Gator Utility Vehicle from Napoleon Lawn and Leisure, Napoleon, MI, for $6,712.34, to be charged to account #751-970.000 Capital Expenditures.

Trustee Conner asked to see an unencumbered balance from the Parks and Recreation Department.

Supervisor Walter said that he would remind Parks and Recreation Director Dan Cooperrider.

Trustee Burhop said that Mr. Cooperrider and Phil Pierson, Information Systems Specialist, both base their decisions on the State of Michigan Municipal Discount Program, and get substantial discounts on those things, which is very good.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

13.2 Request Approval to Purchase a Simplicity 60” Angled Rotary Broom from Diuble Equipment, Inc. for $3,350.00, to be charged to account #751-970.000 – Capital Expenditures.

Motion by Trustee Conner, supported by Trustee Brostrom, to approve the purchase a Simplicity 60” Angled Rotary Broom from Diuble Equipment, Inc. for $3,350.00, to be charged to account #751-970.000 – Capital Expenditures.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

14.0 Unfinished Business

15.0 New Business

15.1 Request to Approve Reappointment of Matthew Katalinich, Rick Mangan and Donnelly Hadden to Assessing Board of Review with Term Thru December 31, 2004.

Motion by Treasurer Skrobola, supported by Trustee Burhop, to approve the reappointment of Matthew Katalinich, Rick Mangan and Donnelly Hadden to Assessing Board of Review with term thru December 31, 2004.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

15.2 Request Approval of Resolution #02-39, Feasibility Study for Wetlands Restoration in the Central Area Rural Preserve.

Motion by Trustee Conner, supported by Trustee Burhop, to approve Resolution #02-39, Feasibility Study for Wetlands Restoration in the Central Area Rural Preserve. (See Attachment #8)

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

15.3Request Authorization for the Supervisor and Clerk to Sign an Agreement for Enforcement of the Uniform Traffic Code on Private Property for the Stonebridge Community Association.

Motion by Clerk Lirones, supported by Treasurer Skrobola, to authorize the Supervisor and Clerk to sign an agreement for enforcement of the Uniform Traffic Code on private property for the Stonebridge Community Association.

Supervisor Walter said that this is important for township residents who live on private roads.

Trustee Conner asked if it was possible to break the law on private property.

Supervisor Walter said that stop signs did not have to be obeyed, nor the speed limits, because it is on private property. He said that these things could not be enforced without a written agreement with the township and that this would make the community much safer.

Trustee Marine asked if this had been proposed by the Stonebridge Homeowner’s Association.

Supervisor Walter said yes, that they had been concerned about speeders.

Clerk Lirones said that this was a standardized contract that Public Safety has put together for this purpose. She said that it is usually done on commercial properties and some apartment complexes.

Trustee Brostrom asked if this entailed regular patrols.

Supervisor Walter said that it would not necessarily entail patrolling, but if a problem is identified, it can be enforced. He said it was unfortunate to have a network of private roads that feed into public places.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

15.4Request to Authorize the Purchase of an Office Desk, for the Supervisor’s Office, from NBS (Navigating Business Space), for a total cost of $1,863.01, to be charged to account #171.970, Capital Outlay Account.

Motion by Treasurer Skrobola, supported by Trustee Burhop, to authorize the purchase of an office desk, for the Supervisor’s Office, from NBS (Navigating Business Space), for a total cost of $1,863.01, to be charged to account #171.970, Capital Outlay Account.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

15.5 Request for Authorization to transfer an excess of $200,000.00 from the 2002 Roads and Maintenance budget to the 2003 Roads and Maintenance budget, for the re-paving of Oak, Maple, and Hillside Streets in the Clubview subdivision.

Motion by Treasurer Skrobola, supported by Trustee Conner, toauthorize the transfer of an excess of $200,000.00 from the 2002 Roads and Maintenance budget to the 2003 Roads and Maintenance budget, for the re-paving of Oak, Maple, and Hillside Streets in the Clubview subdivision.

Trustee Conner asked if this was to put the finish coat on these streets.

Treasurer Skrobola said yes, that they had been reconstructed and repaired, and next year there will be a 2-inch overlay added.

Trustee Conner said that this will have to be put into writing.

Trustee Marine commended the saving of $200,000.00 and asked what would happen to this surplus if it was not rolled over.

Treasurer Skrobola said that it would go back into the General Fund.

Trustee Marine commented that these funds were simply being earmarked in anticipation of the road paving expense.

Supervisor Walter said that the same thing could be accomplished by recovering the funds and then doing a budget increase in that area, but that this is a more transparent way of going about it. He said that people will be able to see that next year’s budget is not actually being increased, rather this year’s projects are being finished up.

Clerk Lirones asked if this was an actual change to the 2003 Budget.

Supervisor Walter said yes, that next year’s amount would increase subsequent to this.

Clerk Lirones confirmed with the Supervisor that could be done without a public hearing.

ROLL CALL VOTE:

AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.

MOTION CARRIED.

16.0 Public Comment II-none.

17.0 Adjournment by Supervisor Walter at 9:30 p.m.

_____________________________
Arianne Garza, Department Assistant
Recording Clerk
Pittsfield Charter Township

_____________________________
Christina L. Lirones, ClerkPittsfield Charter Township

_____________________________
James R. Walter, Supervisor
Pittsfield Charter Township

MINUTES APPROVED, AS CORRECTED, AT THE PITTSFIELD CHARTER TOWNSHIP BOARD OF TRUSTEES MEETING HELD ON DECEMBER 17, 2002.