Pittsfield Charter Twp, Michigan

APPROVED

Minutes of a Regular Meeting
Pittsfield Charter Township Board of Trustees, February 11, 2003
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 7:33 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 asked members to refer to the version of the Soil Erosion Sedimentation Control Ordinance that had just been handed out. He indicated that the only correction was the addition of line numbers, which were omitted from the copy in the packets. He added item 14.1 to Unfinished Business. He said if there was no objection, Public Comment II would precede New Business so audience members would not have to wait until the end of the closed session to address the Board.

5.0 Public Hearings/Presentations

6.0 Approval of Minutes

6.1Request Approval of Minutes of the Regular Board Meeting held on January 28, 2003.

Motion by Treasurer Skrobola, supported by Trustee Brostrom, to approve the minutes of the regular Board meeting held on February 11, 2003, as corrected.

Trustee Burhop asked if on page 2, 3^rd line in the 3^rd paragraph from the bottom the word “bondholders” should be changed to “issuers”, since the issuers redeem the bonds.

Treasurer Skrobola replied yes.

Trustee Burhop said on attachment #1 the wording “…to redeem the Redeemed bonds…” seemed unusual and suggested changing the wording to “….to be redeemed…”

Treasurer Skrobola said this attachment was prepared by the attorney and suggested leaving the wording as it was for now. He said he would check with the attorney to verify whether the language was correct.

Supervisor Walter said he believed “Redeemed Bonds” was a technical term, and that may be what the bonds are called.

Trustee Burhop referred to the same attachment and said on Exhibit A, 3^rd line up from the bottom, “If payment of the Redemption Price is to be made to…..” should be crossed out and should read “No endorsement is required to collect the redemption price.”

Treasurer Skrobola said this language had also been prepared by the bond attorney and should not be changed without consulting him.

Supervisor Walter agreed the language was awkward, but said he had a problem with making changes to a legal document without checking with the attorney.

MOTION CARRIED

7.0 Consent Agenda

8.0 Items from the Treasurer

9.0 Items from the Clerk

9.1Request Approval for Payment of Payables, checks #41451–41502 in the amount of $583,198.16.

Motion by Trustee Burhop, supported by Trustee Brostorm, to approve the payment of the payables, checks #41451-41502 in the amount of $583,198.16.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

10.0 Items from the Supervisor/Assessor

10.1Request Approval of Resolution Regarding Poverty Exemption Guidelines for 2003.

Motion by Treasurer Skrobola, supported by Trustee Burhop, to approve the resolution regarding Poverty Exemption Guidelines for 2003. (See Attachment #1)

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

11.1Request Approval of the Washtenaw County Mutual Aid Agreement-Law Enforcement.

Motion by Clerk Lirones, supported by Treasurer Skrobola, to approve the Washtenaw County Mutual Aid Agreement for Law Enforcement.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

11.2Request Approval to Replace Ceiling Fans (Apparatus Bay)-Station #1 from AF Smith Electric Inc. at a cost not to exceed $2,720.00 and charged to account #336-778-Building Maintenance and Supplies.

Motion by Clerk Lirones, supported by Trustee Brostrom, to approve the replacement of ceiling fans for the apparatus bay in Station #1 from AF Smith Electric Inc. at a cost not to exceed $2,720.00 and charged to account #336-778 – Building Maintenance and Supplies.

Trustee Conner asked if the previous fans were household fans and if not what type of fans were there now.

Public Safety Director John Phillips said large commercial ceiling fans were currently in place, and the request was to replace them.

Trustee Conner asked if this was something for which bids were normally procured, and if this was a specialty item.

Director Phillips said it was not a specialty item, and that bids had not been solicited, but that he would be happy to do so.

Supervisor Walter thought this amount was not large enough to go out for formal bids, and asked Treasurer Skrobola for confirmation.

Treasurer Skrobola said this item was being handled by Public Safety, rather than his Purchasing Department. He said Trustee Conner’s comment was appropriate, and he felt the value is enough to justify a bid for the replacement of the fans.

Clerk Lirones said she thought bids only applied to items costing $5,000.00 or more.

Treasurer Skrobola said from his perspective, a purchase of this size could warrant bids.

Director Phillips said he would be happy to supply bids if the Board requested them.

Supervisor Walter asked if the Board wanted to approve the motion or ask Public Safety to go out for bids and return at a later date with the request.

Treasurer Skrobola said he did not have a problem with what was presented, but suggested in the future bids should go out.

Trustee Conner said if there is not a policy in place, one should be established. He said if this amount is small enough that bids would not normally be done, the Board should proceed with the motion.

Treasurer Skrobola said to his knowledge, there is no written policy regarding the level of expenditure that requires a bid. He said it has been the practice of the Purchasing Department to go out for bids for purchases of $1,000.00 or more.

Clerk Lirones said she did not believe it was necessary in this case, and mentioned that expenditures over $1,000.00 are generally brought to the Board for approval. She added that there was currently no written policy, and said that Deputy Clerk Jan BenDor has been working on a purchasing policy.

Trustee Marine said typically Public Safety requires specialty items that can only be purchased from a specific company. He suggested that in the future, items such as this could be bid out for expenditures of $2,000.00 or more.

Supervisor Walter said he didn’t want to cause delays getting bids for routine maintenance. He said he was concerned about preparing bid documents for relatively minor purchases. He clarified the difference between formal bid procedures and simple price shopping showing due diligence, and said calling around for quotes as opposed to getting bids made sense in cases such as this. He asked if the Board was in agreement that it should proceed with this motion.

All Board members agreed.

Director Phillips said it has been the practice of the Department of Public Safety to get comparable costs for purchases, and it would continue to do that. He said he believed a policy was adopted by the Township that required bids for expenditures of $20,000.00 or more.

Treasurer Skrobola said the $20,000.00 limit Director Phillips referred to was the result of a State statute that applied to participation in the State shared revenue program. He explained that the statute had required a bid for expenditures of $20,000.00 or more; however, the statute has since been repealed. He said he believed the current policy, which may not be written, was that expenditures of $1,500.00 or more require Board approval, even if the item is included in the budget. He added that any item that is not included in the budget would certainly require Board approval.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

11.3Motion to Receive Letter of Resignation from Paid-On-Call Firefighter Matthew Hall.

Motion by Clerk Lirones, supported by Trustee Brostrom, to receive the letter of resignation from paid-on-call Firefighter Matthew Hall.

MOTION CARRIED

11.4Request Approval of Fire Fighter Fit Testing for Self-Contained Breathing Apparatus (SCBA), with fit testing to be conducted by Bio Care Company, not to exceed the cost of $3,780.00 and charged to account # 336-955-Fire Miscellaneous Account.

Motion by Trustee Conner, supported by Trustee Marine to approve a Fire Fighter Fit Testing for Self-Contained Breathing Apparatus (SCBA), with fit testing to be conducted by Bio Care Company, not to exceed the cost of $3,780.00 and charged to account #336-955-Fire Miscellaneous Account.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

11.5Request to Waive False Alarm Fee for Belle Tire, for the dates of November 2, 2002 and November 24, 2002.

Supervisor Walter said he received a report from Captain McGuire stating the request does not fit under any of the waiver provisions of the ordinance.

Motion by Treasurer Skrobola, supported by Trustee Brostrom, to deny the request to waive false alarm fees for Belle Tire, for the dates of November 2, 2002 and November 24, 2002.

MOTION CARRIED

11.6Request to Approve Repairs to Fire Apparatus-Tower 2 by R&R Repair at an estimated cost of $2,300.00 and charged to account #336-863-Vehicle Maintenance and Repairs.

Motion by Trustee Conner, supported by Trustee Marine, to approve repairs to Fire Apparatus-Tower 2 by R&R Repair at an estimated cost of $2,300.00 and charged to account #336-863-Vehicle Maintenance and Repairs.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

Trustee Brostrom said it seems this vehicle has had quite a few repairs. He asked how old the vehicle was, and if the Township was looking at an expensive replacement in the near future.

Director Phillips said he was not sure of the year of the vehicle, but he believed in October 2002 the brakes were replaced. He said Trustee Brostrom may be thinking of Tower 2, which has been before the Board for maintenance and repairs.

Trustee Brostrom said that could be correct, and asked if the Township was facing the replacement of one of the Towers in the near future.

Director Phillips replied no.

11.7Request to Approve Repairs to Lobby and Multi-purpose room-Public Safety Building by Home Run Services (repair and renovate lobby) at a cost of $4,815.00 and S.F. Strong, Inc.(to strip and clean flooring) at a cost of $620.00 and charged to account #301.970-Police Department Capital Expenditures

Motion by Trustee Conner, supported by Trustee Brostrom to approve repairs to the lobby and multi-purpose room in the Public Safety Building by Home Run Services at a cost of $4,815.00, and S.F. Strong, Inc. at a cost of $620.00, to be charged to account #301.970-Police Department Capital Expenditures.

Trustee Conner asked if this was the front lobby area.

Director Phillips said yes, it is the front lobby of Station #1, which is dark and dingy. He said these repairs had been needed for quite some time. He said there is not enough light in the records bureau, and added that the floors would be cleaned at the same time.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

11.8Receive Pittsfield Township Police Department Call Activity Statistical Report for the month of January 2003.

Motion by Trustee Conner, supported by Trustee Marine, to receive the Pittsfield Township Police Department call activity statistical report for the month of January 2003.

MOTION CARRIED

11.9Information for the Board: Receive memo explaining local law enforcement grant expenditures.

Motion by Trustee Conner, supported by Trustee Marine, to receive the memo explaining local law enforcement grant expenditures.

MOTION CARRIED

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

12.1Motion to Receive Building Department Permit Summary for the month of January 2003.

Motion by Clerk Lirones, supported by Trustee Brostrom, to receive the Building Department permit summary for the month of January 2003.

MOTION CARRIED

12.2Request Approval of Great Lakes Waste/B.F.I. Rubbish Report and to Pay Bill in the amount of $49,646.95 for the month of January 2003.

Motion by Trustee Conner, supported by Trustee Burhop, to approve the Great Lakes Waste/B.F.I. Rubbish report and to pay the bill in the amount of $49,646.95 for the month of January 2003.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

12.3 Request Approval of Resolution Authorizing the hire of Ms. Jennifer Black to the Position of Assistant Planner-Planning Department, effective March 3, 2003 at a starting bi-weekly salary of $1,202.15-Grade 3, Step 1 of the Administrative non-union pay scale.

Motion by Trustee Conner, supported by Trustee Brostrom, to approve the resolution authorizing the hire of Ms. Jennifer Black to the position of Assistant Planner – Planning Department, effective March 3, 2003 at a starting bi-weekly salary of $1,202.15-Grade 3, Step 1 of the Administrative non-union pay scale.

Trustee Marine asked if Ms. Black was just hired for something at the last meeting.

Supervisor Walter said the Board had extended her internship recently. He went on to say Ms. Black has been an intern working on the Phase II Storm Water project under the Deputy Clerk. He said she was one of two applicants interviewed for the Assistant Planner position, both of whom were very impressive.

Trustee Marine asked if another intern would now be needed to work on the storm water project.

Clerk Lirones said she believed the departments would try to overlap the two positions. She said the internship would end once Ms. Black starts as Assistant Planner.

Supervisor Walter said some of the work for the storm water project may be assigned to the Assistant Planner. He then asked Planner Spencer if this had been worked out.

Senior Planner Mark Spencer said the details had not been worked out yet, but that was the concept.

Trustee Burhop said in the first “WHEREAS” the wording should be changed from “…would like to authorize the hiring…” to “…authorizes the hiring…” and in the 3^rd paragraph on the 2^nd line, add the letter sto the word “authorize.”

Clerk Lirones asked if the first “WHEREAS” should read as something the Board would like to do in the future.

Supervisor Walter agreed the wording of the first “WHEREAS” was awkward. He said the hiring of Ms. Black had been recommended by the interviewing committee and the Planning Department is asking the Board to hire her.

Trustee Brostrom said it could be simplified by stating “…authorizes the hiring of an Assistant Planner…”

Clerk Lirones said that made sense.

WHEREAS, the Pittsfield Charter Township Board of Trustees authorizes the hiring of an Assistant Planner, and

WHEREAS, Ms. Jennifer Black meets the qualifications set forth in the Assistant Planner job description and has successfully completed the pre-employment hiring process.

NOW, THEREFORE, BE IT RESOLVED THAT, the Pittsfield Charter Township Board of Trustees authorizes the hiring of Ms. Jennifer Black, to serve in the position of Assistant Planner, effective Monday , March 3, 2003, at a starting bi-weekly salary of $1202.15, at Grade 3, Step 1 of the administrative non-union pay scale.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

12.4 Request Approval on First Reading of Ordinance #256, an Ordinance to Replace Ordinance #70, Soil Erosion and Sedimentation Control.

Supervisor Walter said there were some corrections to make to the ordinance. He said in line 9 the word “Protect” should be “Protection” and on page 2, line 1, “stop work” should be a hyphenated word as it is in line 3 to be consistent.

Motion by Trustee Conner, supported by Trustee Brostrom, to approve the first reading of Ordinance #256, an Ordinance to replace Ordinance #70, Soil Erosion and Sedimentation Control (with corrections).

Trustee Marine said there wasn’t much about soil erosion in the soil erosion ordinance. He then asked if this document indicates the Township had adopted these State rules.

Planner Spencer said, yes, by reference this would be adopting the rules that the State has in part 91. He said this was just an interim ordinance to keep the Township covered as the authorized soil erosion control agent for Pittsfield Township. He said he and Deputy Clerk BenDor along with Ms. Black have been working on a more comprehensive soil erosion ordinance which will contain more details.

Trustee Marine said since it was incorporated by reference, it would have been a good idea to include Part 91, Soil Erosion and Sedimentation Control, of the Michigan Natural Resources Environmental Protection Act 1994 PA 451 in the packets.

Planner Spencer said a copy can be supplied to the Board before the second reading.

Trustee Burhop said on page 3, in the 2^nd line, she doesn’t understand the word “abated”.

Supervisor Walter said there is usually a problem being dealt with that needs to be “abated”.

Trustee Burhop said she didn’t think the word “abated” fit.

Planner Spencer said this part is standard language that has been used with other ordinances developed by the Township attorney. He said it was basically saying something that occurred before the adoption of the ordinance is not abated by this ordinance.

Clerk Lirones asked if the statement was saying if someone had received a penalty before this ordinance was adopted, it would not be abated by this ordinance.

Trustee Burhop said it doesn’t sound like a legal word.

Planner Spencer said part of the reason for this is there have been more severe punishments handed out previously with another ordinance, and this ordinance does not abate the fact someone was penalized before.

Supervisor Walter asked which attorney reviewed the ordinance.

Planner Spencer said that part was reviewed by Victor Lillich.

Supervisor Walter suggested getting an explanation of this section before second reading.

Trustee Conner asked if the State’s rules in Part 91 would be included as part of the ordinance, and whether these rules could be subject to change by the Board.

Planner Spencer said the State’s rules were simply incorporated into the ordinance by reference, and would not be subject to changes made by the Board.

Trustee Conner said, in that case, Planner Spencer need not supply him with a copy of the State Act.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

12.5 Request to Approve ZOA 02-171 Amendments to Ordinance # 38 by Adding Access Management Standards [First Reading].

Motion by Treasurer Skrobola, supported by Clerk Lirones, to approve ZOA 02-171, Amendments to Ordinance #38 by adding Access Management Standards [First Reading].

Trustee Burhop said she did not understand what is meant by “maximize road capacity” in Section 1 on page 1.

Supervisor Walter said he believes it means to maximize the capacity of current roads, by cutting down on inappropriate turning, reducing curb cuts, and stopping things like a left turn lock up. He said this had nothing to do with building new roads.

Trustee Burhop asked if there was any way to put the word “current” in the statement.

Trustee Brostrom asked if “maximize traffic flow” could be used.

Planner Spencer said this was very similar to language used in the Comprehensive Plan. He said once a road is built there is a theoretical amount of capacity it could have, and this is to maximize that capacity to reduce the need to build a bigger road. He said it helps to alleviate the need to create more infrastructure by building a bigger or alternative road.

Trustee Conner suggested changing the word to “optimize”.

The Board members and Planner Spencer discussed which word was appropriate.

Trustee Burhop said in the next line, the letter d is missing from the word “increase”. She said on page 3, line 2 that says “…access standards and the this…” the should be deleted. She said on page 5, line 12 states “….an existing or planned median…”, but the Township does not have an existing median and she hopes the Township never has one that is planned.

Supervisor Walter said there is a median at the US-12/US-23 interchange, or at least a left turn lane.

Planner Spencer suggested that this section should remain; if a median is built, then it would be an existing median. He said there is a possibility one could be built.

Supervisor Walter said he believed the Township had to be ready in case MDOT builds a median. The ordinance should indicate how it will be dealt with.

Trustee Burhop asked if on page 7, line 8 the words “ingress” and “egress” were being used as verbs, which she thought was incorrect. She pointed out on line 16 “which ever” is one word.

Planner Spencer said the words “enter” and “exit” could be clearer.

Trustee Burhop said page 8, line 20 contains the word “abutting” which is not the correct word. She said the cost of reconstructing a driveway should not be levied on the abutting property owner, which is next door, but rather owner of the property where the driveway sits on the land.

Trustee Brostrom agreed the word “abutting” shouldn’t be there at all.

Planner Spencer said the reason for the word “abutting” was because technically, driveway structures are in the road right-of-way, not on the property owner’s land, so it actually would be the abutting property owner who would be liable.

Trustee Brostrom suggested using “adjoining” or “adjacent”.

Planner Spencer said he thought either word could be used.

The Board members agreed the word “adjacent” was satisfactory.

Supervisor Walter said any changes that had been suggested will need to be checked by the attorney before the second reading.

Trustee Marine suggested changing the word “or” on line 11 to “as”.

Planner Spencer agreed.

Trustee Burhop said on page 9, line 8 she did not understand what “drain” or “water body” meant in the statement; however she did feel that wetlands and woodlands should go together.

Trustee Brostrom suggested using “drains” or “bodies of water” instead.

Supervisor Walter said he would not recommend putting “wetlands” and “woodlands” together because they are treated differently.

Planner Spencer said it would be stronger to keep wetlands separate. He said not all woodlands can be preserved.

Trustee Burhop said on page 14, line 8 the date should be changed to 2003.

Supervisor Walter said a decision was still needed on the use of the word “maximize” or “optimize”.

Clerk Lirones said this phrase using the term “maximize” has been used in the Land Development Standards and the Comprehensive Plan Amendment and she would be hesitant to change it in this ordinance. She recommended the phrase be left as it was.

Supervisor Walter said the attorney will review all of the suggested changes and the Board will request a written opinion on any objections to the changes.

Planner Spencer asked if there was no objection from the attorney, would the Board still want a written opinion.

Supervisor Walter said no, but if the attorney objects to a change the Board would like to know why.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

12.6Request to Approve Resolution to Approve Amendment to Chapter 19 Land Development Standards.

Motion by Clerk Lirones, supported by Trustee Marine, to approve the resolution for the amendment to Chapter 19, Land Development Standards. (See Attachment #2)

Trustee Burhop said she questions the correct spelling of the word “Tsuga” on page 3, line 21 and asked that it be looked up.

Planner Spencer pointed out that the only portions under consideration tonight were the underlined sections. He asked about the Board’s preference regarding the spelling out of numbers in tables.

Supervisor Walter said tables should just use numerals. He said over the last few months, several landowners have cut down trees on their properties, which is the reason for this amendment.

Trustee Marine wanted to know the circumstances that had precipitated this proposed amendment.

Supervisor Walter said that recently, there have been two properties in the northwest section of the township where trees had been cleared, and a few years ago in Wolverine Commerce Park a number of very large trees were cut down. He said this will help prevent landowners from cutting down trees and woodlots that would require mitigation or preservation if they wanted a re-zoning.

Planner Spencer said it appears that some developers and landowners have found that property is more valuable if it is cleared of the trees before a site plan is submitted or before a sale, because of the mitigation the Township requires for existing trees. He added that Attorney Bruce Laidlaw reviewed and approved of this amendment.

Clerk Lirones said she wouldn’t say this amendment was in response to any one or two things that have happened. She said this has been an ongoing problem that has needed to be addressed for quite some time. She said it wouldn’t stop property owners from harvesting wood on an agricultural property.

Planner Spencer said it wouldn’t prevent someone from harvesting wood on any property, but if a site plan is then submitted within three years, this would allow the Planning Commission to ask for some mitigation.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

Supervisor Walter asked Planner Spencer if this amendment will require a second reading.

Planner Spencer replied no.

12.7 Request for Approval for the Township Board to Enter into a Development Agreement –CSPA 01-08 Baymont Inn and to Authorize the Township Supervisor to Sign such Agreement.

Motion by Clerk Lirones, supported by Treasurer Skrobola, for approval for the Township Board to enter into a Development Agreement – CSPA 01-08 Baymont Inn and to authorize the Township Supervisor to sign such Agreement.

Trustee Burhop said on page 1, in the 3^rd “WHEREAS” the word “insure” should be spelled “ensure” and on the 1^st line of item number one, the word “Thirteen” should not be capitalized. She said on the 3^rd line of item number two, there should be a “(1)” in the statement “…within one year…” and on page 2, 3^rd line the word “proprietor” should be capitalized for consistency.

Planner Spencer said this agreement is different from others entered into before. He said this is an individual building for which the Township needs a development agreement due to the unique storm water management system Baymont has that needs additional maintenance. He said this is to put on record that Baymont is responsible for the additional maintenance.

Supervisor Walter said this has been a difficult piece of property to re-develop, and there have been several meetings with the proprietor. He said the staff has worked very hard on this project.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

13.0 Items from the Parks & Recreation Department

14.0 Unfinished Business

14.1 Motion to approve resolution to hire SoundMedia Systems (R & R Sound Ltd.) for Board room sound system upgrade and improvements for not more than $17,600.00, to be taken from the Building and Grounds – 6201 W. Michigan Ave. Capital Outlay Budget #265-970.

Supervisor Walter asked the Board to take a look at the memorandum that was passed out and asked Clerk Lirones to go over some of the highlights.

Clerk Lirones said she received three good bids for this project. She said all of the firms were well qualified, the references were impeccable for each firm, and she feels confident any one of the three firms could do the job. She said SoundMedia had the lowest bid. In addition, $2,000.00 could be subtracted from that bid for the amount paid to them to design the layout. She said SoundMedia has indicated the upgrade can be done quickly. She said Mr. Lloyd Johnson had pledged to donate $3,000.00 toward this repair, due to his concern for the elderly community and his concern that everyone who attends meetings be included. She said she had contacted Mr. Johnson and thanked him for his pledge, and he actually came into the Township office today to write the check. She said there have been a lot of “band-aid” repairs over the years which have been expensive and not effective. She said the hearing impaired system has completely broken down, which puts the Township in possible violation of the Americans with Disabilities Act which makes it imperative that the system be fixed as soon as possible.

Motion by Clerk Lirones, supported by Trustee Brostom, to approve the resolution to hire SoundMedia Systems (R & R Sound Ltd.) for the Board room sound system upgrade and improvements for not more than $17,600.00, to be taken from the Building and Grounds – 6201 W. Michigan Ave. Capital Outlay Budget #265-970.

Trustee Brostrom asked what the other changes were and if some of the existing equipment could be used.

Clerk Lirones said some of the equipment was fine, but wasn’t wired correctly or hooked up in some cases. She said the microphones used by the Board members would be changed and the microphone for the audience would be wireless.

Trustee Conner asked about the hours of training and documentation for the systems.

Clerk Lirones said the hours of training were only mentioned in one of the bids; she did not believe the system would be that difficult to use. She said there will documentation provided.

Trustee Marine said since prior Boards had spent so much money for the current sound system, will there be any guarantee if the Township is unhappy, that SoundMedia will come back to do whatever needs to be done. He said wanted to make sure the Township had recourse.

Clerk Lirones said that will certainly be a part of the agreement.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

15.0 New Business

15.1The Board is requested to go into Executive Session for Discussion of Mediator’s Recommended Settlement Agreement for Firefighters’ Contract.

Motion by Trustee Conner, supported by Trustee Marine, to adjourn to executive session for discussion of the mediator’s recommended settlement agreement for the Firefighters’ Contract.

ROLL CALL VOTE:
AYES:	Brostrom, Burhop, Conner, Lirones, Marine, Skrobola, Walter.
NAYS:	None.
ABSENT:	None.
ABSTAIN:	None.
MOTION CARRIED.

The Board Members adjourned to the small conference room for closed session with Township Attorney Fred Schwarze, Public Safety Director John Phillips, and Human Resources Manager Kristin Orlowski at 8:45 p.m.

The Board Members returned from closed session, and Supervisor Walter reconvened the public session at 9:02 p.m.

Motion by Treasurer Skrobola, supported by Trustee Burhop, to approve the mediator’s recommended settlement and to authorize the Supervisor to sign it.

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 9:07 p.m.

_____________________________
Yolanda Holmes, 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 FEBRUARY 25, 2003.