APPROVED
Minutes of a Regular Meeting
Pittsfield Charter Township Board of Trustees, September 23, 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 7:30 p.m. A quorum was present.
2.0 Pledge of Allegiance - led bySupervisor Walter.
3.0 Roll Call – all members present, except for Treasurer Skrobola.
4.0 Open Meetings Act/Public Comment I
Supervisor Walter added items 12.2 and 12.3 to the agenda and said that Marcia Ticknor, Chair of the Historical Commission, had brought a revised letter for item 16.1.
5.0 Public Hearings/Presentations
6.0 Approval of Minutes
6.1 Request to Approve Minutes of the Regular Meeting Held On September 9, 2003.
Motion by Trustee Conner, supported by Trustee Burhop, to approve the minutes of the regular meeting held on September 9, 2003, as corrected
Trustee Brostrom said that on the bottom of page 2, the word “suppose” should be changed to “supposed.” On page 3, the 5th line from the bottom of the 3rd paragraph, the word “procedure” should be changed to “procedures.” On page 12, 4th paragraph, he said that the 7th line should read: “… that the station was built…” He submitted the remaining punctuation changes to the recording secretary.
MOTION CARRIED.
7.0 Consent Agenda
8.0 Items from the Treasurer
9.0 Items from the Clerk
9.1 Request Approval for Payment of the Payables, Checks#43552-43658, in the Amount of $597,543.43.
Motion by Trustee Conner, supported by Trustee Brostrom, to approve payment of the payables, checks #43552-43658, in the amount of $597,543.43.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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9.2 Request to Receive Revenue/Expenditure Report for the Month of August 2003.
Motion by Trustee Burhop, supported by Trustee Brostrom, to receive the revenue/expenditure report for the month of August 2003.
MOTION CARRIED.
9.3 Request for Action: Resolution #03-52, to Set Public Hearing Date of Tuesday, October 14, 2003, to Receive Comments Re: the Establishment of a Street Lighting Special Assessment District for Briar Hill Subdivision IV.
Motion by Trustee Burhop, supported by Clerk Lirones, to approve Resolution #03-52 to set the public hearing date of Tuesday, October 14, 2003, to receive comments re: the establishment of a street lighting special assessment district for Briar Hill Subdivision IV. (See Attachment #1)
MOTION CARRIED.
9.4 Request Approval to Purchase Fixed Assets Software, From Creative Solutions at a Cost of $1,500.00 and Charged to Account #201-970 – Accounting Department – Capital Outlay.
Motion by Trustee Conner, supported by Trustee Brostrom, to approve the purchase of fixed assets software from Creative Solutions, at a cost of $1,500.00 and charged to account #201-970 – Accounting Department – Capital Outlay.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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10.0 Items from the Supervisor/Assessor
10.1 Motion to Correct Typographical Errors in Resolution #03-39 To Set Utility Rates.
Supervisor Walter said that in applying the 15% increase to each of the numbers, a cumulative round-off error resulted. He said some of the numbers in the previous resolution were too high by a penny.
Motion by Trustee Conner, supported by Trustee Burhop, to correct typographical errors in resolution #03-39 to set utility rates. (See Attachment #2).
WHEREAS, there were three typographical errors in Resolution #03-39,
NOW, THEREFORE, BE IT RESOLVED, that the following amendments be made to Resolution #03-39:
Sec 3.1.1 (a) be changed to read:
(a) A minimum quarterly charge of $39.15 for 15 or fewer units of 100 cubic feet each of metered water use as shown by the water meter there installed, and an additional charge of $2.61 for each unit in excess of said 15 units of metered water.
Sec. 3.1.2 be changed to read:
3.1.2 For all other users a water meter is required to be installed and there shall be a minimum monthly charge of $15.85 for 5 units or less of metered water as shown by the water meter, and an additional charge of $3.17 for each unit in excess of 5 units of metered water.
Sec. 4.1.1 (a) be changed to read:
(a) The minimum quarterly charge shall be $32.25 for 15 or fewer units of 100 cubic feet of metered water use as shown by the water meter there installed, and an additional charge of $2.15 for such metered water use in excess of said 15 units.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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10.2 Awarding of Certificates of Appreciation to the Utilities Department, Fire Department, and Police Department, for their Extraordinary Service During the Blackout of 2003.
Motion by Trustee Conner, supported by Trustee Burhop, to award certificates of appreciation to the Utilities Department, Fire Department, and Police Department, for their extraordinary service during the Blackout of 2003.
Director of Public Safety John Phillips expressed his appreciation to the Board for its recognition of the work done on August 14th during the blackout. He said that a sergeant from the Fire Department was present, and he could pass on the certificate to Acting Fire Marshal Mark Nicholai and Captain McGuire. He said that it had been a long night and everyone had done a wonderful job. He thanked the Board.
Supervisor Walter said that extraordinary efforts had been put forth by all of the departments. He added that Utilities workers had gone all the way to Manchester for diesel fuel, and prevented the sewers from backing up by moving the generator truck from lift station to lift station throughout the blackout. He said that back-up power for township facilities was being researched for the future, as well as the possibility of diesel storage at a township site.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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11.0 Items from the Office of Public Safety
11.1 Request to Approve the Purchase of Rotary Saws – Fire Department, from Wolverine Rental at a cost of $5,595.00, and Charged to Account #336-777 – Fire Equipment Supply.
Motion by Trustee Conner, supported by Trustee Burhop, to approve the purchase of rotary saws – Fire Department, from Wolverine Rental, at a cost of $5,595.00, and charged to account #336-777 – Fire Equipment Supply.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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11.2 Motion to Receive Appointment of Officer Aaron Chiles to Investigations Bureau, Effective September 15, 2003.
Motion by Clerk Lirones, supported by Trustee Brostrom, to receive appointment of Officer Aaron Chiles to Investigations Bureau, effective September 15, 2003.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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11.3 Request to Approve Tuition Reimbursement for Lieutenant Sean Gleason, in the amount of $127.50 (50%).
Motion by Trustee Conner, supported by Trustee Brostrom, to approve tuition reimbursement for Lieutenant Sean Gleason, in the amount of $127.50 (50%).
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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11.4 Request to Approve Tuition Reimbursement for Dispatcher Lois Brassow, in the Amount of $2,200.00 (100%).
Motion by Trustee Conner, supported by Trustee Burhop, to approve tuition reimbursement for Dispatcher Lois Brassow, in the Amount of $2,200.00 (100%).
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Walter. |
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NAYS: |
Marine. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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11.5 Motion to Deny False Alarm Fee Request From Craig Otto, Installation Manager for Omni Security, Inc. for the Amount of $100.00.
Motion by Trustee Conner, supported by Trustee Brostrom, to deny false alarm fee request from Craig Otto, Installation Manager for Omni Security, Inc., for the amount of $100.00.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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11.6 Request to Approve Ordinance #258, Traffic Code (2nd Reading).
Motion by Clerk Lirones, supported by Trustee Burhop, to approve Ordinance #258, Traffic Code, for second reading.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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11.7 Motion to Receive Fire Department Incident Summary for the Month of August 2003.
Motion by Clerk Lirones, supported by Trustee Burhop, to receive Fire Department incident summary for the month of August 2003.
MOTION CARRIED.
11.8 Request to Approve Resolution #03-56 Authorizing the Department of Public Safety to Reorganize Fire and Police Services.
Motion by Trustee Conner, supported by Trustee Burhop, to approve resolution #03-56 authorizing the Department of Public Safety to reorganize fire and police services. (See Attachment #3)
Director Phillips said that he had written a three page document addressed to the Board, dated September 17, 2003, to describe this plan, which he believes to be in the best interest of the Department of Public Safety. He said that the Firefighters Union had been approached over the past year, and had indicated interest in removing the administrative position for Fire Department from the bargaining unit. He said that an agreement has been reached, and the Firefighters Union had met and approved the attached contract addendum. He said that the addendum basically adds a new position of Deputy Director of Fire Services, which will be outside of the bargaining unit. He indicated that his would be similar to the current structure of the Police Department, where the Police Captain is currently outside of the bargaining unit. He said that the supervisory responsibilities that are currently vested with the Fire Marshall will be transferred to the Deputy Director of Fire Services, and the Fire Marshall position will be restructured. The Fire Marshall position will now have a new pay classification, which would be that of a lieutenant, with the Fire Marshall as a full time employee doing inspections. He said that in the year 2000 alone, about 350 businesses were identified as needing fire inspections, and about 5100 multiple dwellings units. He said that the Training Officer/Assistant Fire Marshall position will also be re-titled to “Fire Commander,” and will continue to be paid at the current level with the same job duties and responsibilities. He said that the reorganization will also authorize six new firefighters and allow the department to maintain 4 firefighters on duty 24 hours a day, 7 days a week, without the current costs of overtime. He said that this will also change the title of Police Captain to Deputy Director of Police Services, to be consistent with the Fire Department’s structure.
Trustee Marine asked if the Fire Marshall will lose any administrative work.
Director Phillips said yes, that the Fire Marshall will be responsible for fire inspections, and the administrative duties will go to the Deputy Director of Fire Services.
Trustee Conner said that he fully supports the addition of the 6 new firefighters.
Director Phillips said that the township has been in need of additional firefighters for some time now, and that he appreciates the support.
Clerk Lirones said she thought this was a tremendous idea and that it is a much better structure for the department as a whole. She asked if it had the backing of the entire Firefighters Union.
Director Phillips said yes, that they had signed off on this last week. He thanked the Firefighters Union, not only for the daily work they do, but also for helping remove the administration from the bargaining unit. He thanked the Board of Trustees as well.
Trustee Conner asked if the selection procedure for the Deputy would be brought to the Board.
Supervisor Walter said yes, that the Board ultimately makes every hiring decision.
Trustee Brostrom asked Director Phillips if he had been limited to the number of firefighters by previous Board decisions.
Director Phillips said that all new positions have to be approved by the Board.
Trustee Conner asked when the interview process would begin for the Deputy Director of Fire Services.
Trustee Phillips said that it would begin as soon as possible, and that the additional firefighters would be staffed in 2004.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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11.9 Request to Approve Purchase of Mobile Radios and Pagers – Fire Department, Six (6) Mobile Radios from Washtenaw Communications at a Cost of $11,713.00 and Charged to Account #336-970 – Capital Outlay, and Ten (10) VHF Pagers from Electronic Service Center, at a Cost of $5,150.00 and charged to account #336-851.
Motion by Trustee Brostrom, supported by Trustee Burhop, to approve the purchase of mobile radios and pagers for the Fire Department: six (6) mobile radios from Washtenaw Communications at a cost of $11,713.00 and charged to account #336-970 – Capital Outlay, and ten (10) VHF pagers from Electronic Service Center, at a cost of $5,150.00 and charged to account #336-851.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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12.0 Items from the Office of Municipal Services/Planning and Zoning
12.1 Request to Have the Township Board Authorize the Supervisor to Sign a Professional Services Agreement With Tilton & Associates, Inc.
Motion by Trustee Conner, supported by Trustee Burhop, to authorize the Supervisor to sign a professional services agreement with Tilton & Associates, Inc.
Trustee Conner said that on page 3 , under “Conditions of Agreement” there is a section that reads “…either orally or…”, which implies that there can be an oral agreement. He said he wanted to move to strike that.
Mark Spencer, Senior Planner, pointed out that if the township needs a project completed, for example, he will not have to write a specific letter to Tilton & Associates but can instead discuss the details over the phone. He said that this is similar to the agreements that the township has with the planning and engineering consultants.
Supervisor Walter added that it was similar to the agreements with the township attorneys as well.
Trustee Conner agreed not to strike the sentence in question. He then pointed out the last sentence of the paragraph, which he said imposes silence as a condition of acceptance, which is not enforceable in a court of law.
Clerk Lirones said that she remembered striking that already, in the last contract signed with this consultant, and that Mr. Tilton had agreed that it was fine.
Supervisor Walter agreed to strike the last sentence of the first paragraph under “Conditions of Agreement”.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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12.2 Request to Authorize Supervisor and Clerk to Enter Into and Sign a Conservation Easement With Sam’s Real Estate Business Trust (Wal-Mart) to Protect Wetlands on the Sam’s Club Property.
Motion by Trustee Conner, supported by Trustee Brostrom, to authorize the Supervisor and Clerk to enter into and sign a conservation easement with Sam’s Real Estate Business Trust (Wal-Mart) to protect wetlands on the Sam’s Club property.
Mark Spencer, Senior Planner, passed out an updated memo.
Supervisor Walter said that there was a conservation area on this property.
Mr. Spencer said that part of this property had been set aside for recreation/conservation a few years ago. He said that one of the conditions of approval for the Sam’s Club re-zoning was to enter into a conservation easement with the township on this property. He said that this will take the development rights off of several acres of property and give the township control over it. He said that this is a good measure to preserve the wetland.
Supervisor Walter asked if Sam’s Club will still be responsible for the maintenance of that area.
Mr. Spencer said yes, and that a sentence had been added at his request that read, “The granting of the easement does not relieve Grantor of any obligation to keep easement property in compliance with any applicable laws or ordinances.” He said that they are still responsible, as an example, for removing junk cars if they are placed on the property, but that the township also retains the right to go in and do the same thing as well.
Supervisor Walter asked if the township would then bill the property owner for any costs incurred by doing that sort of thing.
Mr. Spencer said that there were no provisions for that in the easement itself, but when junk is removed from other properties the township does have a legal ability to bill the owner.
Trustee Conner asked how big the area is.
Clerk Lirones said it is 9.56 acres.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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12.3 Request Permission for Extended Construction Hours for the Sam’s Club Relocation, with a Provision That if Any Complaints Are Received, the Supervisor May Revoke the Extended Hours.
Motion by Trustee Conner, supported by Trustee Burhop, to permit extended construction hours for the Sam’s Club relocation, with a provision that if any complaints are received, the Supervisor may revoke the extended hours.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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13.0 Items from the Parks & Recreation Department
13.1 Request Approval to Purchase a 2003 Lawn & Garden Simplicity Legacy 25 HP Tractor for $7,216.00 from Diuble Equipment Inc., and Charged to Account #751-970.000.
Motion by Trustee Conner, supported by Trustee Brostrom, to approve the purchase of a 2003 Lawn & Garden Simplicity Legacy 25 HP Tractor for $7,216.00 from Diuble Equipment Inc., charged to account #751-970.000.
Trustee Conner asked that a balance be checked on this account and that the unencumbered amount be listed in the minutes.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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14.0 Unfinished Business
15.0 New Business
15.1 Request to Authorize the Supervisor to Sign a Letter of Support for the Nomination of the Sutherland-WilsonFarmMuseum to the National Register of Historic Places – Preliminary Questionnaire.
Marcia Ticknor, Chair of the Historical Commission, said that this is just a preliminary application.
Motion by Trustee Conner, supported by Trustee Brostrom, to authorize the Supervisor to sign a letter of support for the nomination request to add the Sutherland-WilsonFarmMuseum to the National Register of Historic Places – Preliminary Questionnaire.
MOTION CARRIED.
15.2 Request to Adopt Resolution #03-53, Support of the Ann Arbor Green Belt Initiative.
Motion by Trustee Conner, supported by Clerk Lirones, to adopt resolution #03-53, support of the Ann Arbor Green Belt Initiative. (See Attachment #4)
Clerk Lirones said that she thinks this is a terrific initiative, and if Ann Arbor can do this, then it will support conservation efforts around the area. She said that she is happy to have the township Board support this.
Supervisor Walter said that there is a certain amount of misinformation about this, but that they are essentially asking their citizens to make a pot of money available to assist the townships around Ann Arbor in those areas where they think preservation would help Ann Arbor as well.
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ROLL CALL VOTE: |
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AYES: |
Brostrom, Burhop, Conner, Lirones, Marine, Walter. |
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NAYS: |
None. |
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ABSENT: |
Skrobola. |
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ABSTAIN: |
None. |
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MOTION CARRIED. |
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16.0 Public Comment II-none.
17.0 Adjournment by Supervisor Walter at 8:15 p.m.
_____________________________
Arianne Garza, DepartmentAssistant
RecordingClerk
PittsfieldCharterTownship
_____________________________
Christina L. Lirones, Clerk
PittsfieldCharterTownship
_____________________________
James R. Walter, Supervisor
PittsfieldCharterTownship
MINUTES APPROVED, AS CORRECTED, AT THE PITTSFIELD CHARTER TOWNSHIP BOARD OF TRUSTEES MEETING HELD OCTOBER 14, 2003.
