Loading...
HomeMy WebLinkAboutInterlocal Agreements - 2018.02.21 - 6977 March 21, 2018 Michigan Department of State Office of the Great Seal Richard H. Austin Building, 1st Floor 430 W. Allegan Lansing, MI 48918 Dear Office of the Great Seal: On February 21, 2018 the Board of Commissioners for Oakland County entered into an agreement per MR #18045 – Sheriff’s Office – Fire Dispatch Service Agreement with the Village of Holly, April 1, 2018 – March 31, 2021. As required by Urban Cooperation Act 7 of 1967 - MCL 124.510(4), a copy of the signed agreement with the County of Oakland and the Village of Holly, and the authorizing Board of Commissioners Resolution are enclosed for filing by your office. Send confirmation of receipt of this agreement to: Mr. Joseph Rozell, Director of Elections Oakland County Clerk/Register of Deeds County Service Center, Building #12 East 1200 N. Telegraph Rd. Pontiac, MI 48341 (Please include our Miscellaneous Resolution number on the confirmation of receipt letter for filing purposes.) Contact our office at (248) 858-0564 if you have any questions regarding this matter. Sincerely, COUNTY OF OAKLAND Joseph J. Rozell, CERA Director of Elections Cc: Pat Davis, Corporation Counsel, Oakland County Donna Dyer, Corporation Counsel, Oakland County Dale Cunningham, Business Manager, Oakland County Sheriff’s Office Jerry Walker, Manager, Village of Holly Enclosures 1 VILLAGE OF HOLLY VILLAGE COUNCIL MEETING January 23, 2018 The regularly scheduled meeting of the Village Council of the Village of Holly was called to order by President Perkins at 7:00 P.M. in the Karl Richter Center Auditorium located at 300 East Street, Holly, Michigan. Council Members Present Dave Cruickshank Ryan Shiel Chris Rankin Bob Allsop Suzanne L. Heiple Excused/Absent Jim Perkins Debra Musgrave Staff Present Jerry Walker Rachel Orzechowski Brian Klaassen Steve McGee Mike Story Katy Hughes Michael Gildner Others Present See attached Manager Walker announced that President Perkins and President Pro-temp Musgrave were absent. CM 2018-006 Motion by Heiple, second by Allsop to elect Councilor Cruickshank to chair tonight’s meeting. Motion carried by a voice vote of all ayes and no nays. Councilor Cruickshank called the meeting to order at 7:02 PM. Assistant Orzechowski called the roll. President Perkins and President Pro-temp Musgrave were absent. CM 2018-007 Motion by Shiel, second by Heiple to excuse President Perkins and President Pro-Temp Musgrave from tonight’s meeting. Motion carried by a voice vote of all ayes and no nays. CONSENT AGENDA 1. Agenda Approval 2. Consideration of the Approval of the Council Meeting Minutes of January 9, 2018. 3. Consideration of the Approval of the Charter & Ordinance Meeting Minutes of January 9, 2018. 4. Consideration of the Approval of Warrant 2018-002 in the amount of $80,912.93 5. Consideration of Acceptance of the Resignation of Monica McAlister from the Parks Commission and Approval of Signing a Thank You Letter. Village of Holly Council January 23, 2018 2 CHANGES TO AGENDA: CM 2018-008 Motion by Rankin, second by Shiel to approve the consent agenda as amended. Roll call vote was as follows: Voting for: Heiple, Shiel, Rankin, Allsop, Cruickshank Voting against: Absent: Perkins, Musgrave Motion carried. PUBLIC COMMENT George Kullis; 601 E Maple, As Holly Township supervisor he attended Oakland County meeting on the human trafficking task force. Distributes a handout of human trafficking, which is in Oakland county and spilling out around our area. Light Blue ribbons are being worn to promote awareness. This problem is prevalent in Southeast corner or Oakland County, yet spilling out into outer areas. This task force is helps others know what to look for and the signs to help. There was a young lady there speaking on her experience. John Lauve; 200 N Saginaw, Spoke on is offensive 50 years ago in Vietnam and how it is tamer here. He asked to have Councilors find out from Village when the broken Smart Bus will be fixed. On the water bill, it is unfair for school system to pay same amount as empty lot on this bond issue. Since they are using more water, they should pay more of the bond expense. The people in Village are subsidizing the school district which has a tax base of a much larger area. He said he was reviewing the bills presented by lawyer in water case. Noticed that the lawyers were late filing necessary papers and they charged us for a late fee. And court rules show that you need a written authorization prior to billing the client. They violated court rules, and it was around a $100 fine. No one is watching this, and that is why I asked for information. The old car wash has been owned by Village for a year, and there is still no for sale sign on it. Other arrangements should be arranged, for the sign to be up, like Dawson tire had. Asks for council to show action on this. Marlo Davidson; 434 Sherwood Ct, She said recently she heard a concern, a relative asked about a mailed letter group, perhaps charitable, a group that is looking for a support of making Holly a sanctuary city. Has anyone heard about this, is this true, thank you. OLD BUSINESS None. NEW BUSINESS #1. Consideration of the Introduction of Resolution 2018-002 to Request an Amendment to the Village Charter. Councilor Cruickshank reads Resolution 2018- 002, says to summarize, the Charter and Ordinance Committee, including himself, Councilor Rankin, and Councilor Heiple, discussed the changing of 2 meeting per month rule to being 12 meetings per year, or 1 meeting per month. This way we can do the same amount with our business meetings and save time for simple consent agendas. Councilor Shiel has concern or question, asked if this will create a long list of consent agenda items if once a month meeting. Councilor Cruickshank responded that it will be simple items such as appoints, meeting minutes, then we will be able to call a special meeting for larger items. One 4-hour meeting per month other than twice per month meetings will allow us to spend time with at home or with family. Not physically changing now, will have to go on ballot for voters now. The voters would decide if we are allowed to choose this. Village of Holly Council January 23, 2018 3 Manager Walker said this action would be to acknowledge receipt of resolution and will be sent to attorney for approval. Councilor Cruickshank said yes, it would go to attorney to be approved then to state level to have it put on ballot for our voters to decide. CM 2018-009 Motion by Rankin, second by Heiple to approve the Request to Amend Village Charter of Resolution 2018-002. Roll call vote was as follows: Voting for: Cruickshank, Heiple, Shiel, Rankin, Allsop Voting against: Absent: Perkins, Musgrave Motion carried. #2. Council Action Request to Instruct the Village Attorney to Amend Ordinance 72.01, Parking During Snow Season. Councilor Cruickshank reads request to amend Ordinance 72.01, on 2 or more inches of snow, believes that downtown district is not affected by this. From 3-7 a.m. parking prohibited through the winter. Manger Walker asks for commercial business district to be included, so that no parking rule will continue for them. Councilor Cruickshank said to summarize this ordinance, it does not help typical residents. When having streets clear when there are only 8-15 snow events per season it impedes traffic and blocks driveways, and causes people pulling to their front and side yards. This year lots of snow, but in general, this is an appropriate action to have cars moved when there are 2 or more inches of snow predicted. This would include a 1-3-inch prediction by National Weather Service. Parking would be prohibited until 24 hours after the snow has ended. This also prevents the DPW from doing nighttime hours, and saves on overtime. This also lets the residents to park in streets during the dry weeks and nights. Councilor Rankin said that Ordinance 702.01B currently reads that during November 15th through April 15th of each year vehicles may be parked between the sidewalk and the street, but not during any other time of year. Asks if we are amending this ordinance to say that type of parking is only allowed during the snow emergency and not any other time of year. Manager Walker responds that certainly if that’s what council prefers and if it is the intention of the Charter and Ordinance Committee; we can prepare a draft for you to review in that fashion. Councilor Cruickshank said that it was the intention to replace the Ordinance completely. Councilor Rankin asks if the in-between sidewalk and street parking goes away completely then. Councilor Cruickshank answers that yes, the sidewalk parking goes away completely. Councilor Rankin says that the whole point of replacing ordinance is to minimize damages to people’s yards during snow season and with eliminating this type of parking there will be a learning curb and educational part of that for residents. Councilor Cruickshank said he is not sure as to how long this ordinance has in play, but has known it for the whole time he has lived here. Councilor Shiel questions that if Flint or White Lake are calling for 2 inches of snow, then do the streets need to be cleared. Village of Holly Council January 23, 2018 4 Councilor Cruickshank answers that is it either location. If White Lake or Flint is expecting 2 or more inches by the National Weather Service, the no parking ordinance will go into effect. The reason being is that we are almost directly in the center of both places. Councilor Shiel asks if both cities need to be predicted at 2 inches or more. Councilor Rankin answers to go with higher one. Councilor Cruickshank said if both of those cities go 2 or more inches of snow, the ordinance would be instated. Manager Walker said if Council directs attorney to amend, then he will begin the amendment process and it will come back to you. CM 2018-010 Motion by Shiel, second by Heiple to refer proposed ordinance regarding parking during snow season to the Village Attorney. Roll call vote was as follows: Voting for: Heiple, Shiel, Rankin, Allsop, Cruickshank Voting against: Absent: Perkins, Musgrave Motion carried. #3. Consideration of Resolution 2018-003, Authorizing the Manager to sign the 2018-2021 agreement with Oakland County for dispatch Services. Manager Walker said this would be our third contract with Oakland County to enter into with their emergency and public works. This contract would run from April 2018 through March 31st 2021. Contract calls for 3 % raise in first year for police and a little over 4% for fire. Then $272 for the Sheriff’s Department; to hold our arrest warrants issued by the courts, for their keeping them within their computer system, and removal of them, which is a very important aspect of that job. So, the total dispatch for year would be $90,853.80. This is a bit of a drop from prior years, because we are in transition period with Groveland Township. As you know, we have been fortunate to be contracted with Groveland for last several years, for Fire Administration, advanced Life Support, and Ambulance Service. In exchange for the Fire Administration fees, we were required to not only pay the administrative cost for the services of Chief McGee and his command staff, but also were required to pay their fire dispatch cost. If memory recalls, the first year we dispatched with Oakland County it was $114,000 and then incrementally raised each year. This year we don’t have that and our cost is going down. Our cost for the new contract would be $90,853.80 for the first year, then the second year it would go up 3% for Police. The Police cost is based on the number of full-time employees that the department has. The Fire Department dispatch will be raised 4% because their expense is based on the average runs of Fire Department. When Police dispatch gives a run, usually it is singular radio transaction or perhaps two, yet when the Fire Department run goes out there is every piece of equipment going out, that why yearly it is higher. This contract runs 3 years, standard contract with no other changes, and our Police and Fire Chiefs recommend approval. Councilor Shiel asks both Chiefs on the efficiency of calls. Chief McGee said he very happy with it, and when there are little mistakes, we work with them. They dispatch for 19 Fire Departments. All of us are dispatched the same. Rochester Hills has around 14,000 calls, where we are fewer than 850in the Village. We all meet together and devise plans based on consensus and we follow all procedures. Chief Story said that as for the Police side, all is fine, response times have not changed. We have no real issues with them if there is one; it is easily Village of Holly Council January 23, 2018 5 addressed by phone call. There are less and less issues per year. We are happy with them. CM 2018-011 Motion by Heiple, second by Rankin to approve Resolution 2018-003, Authorizing the Manager to sign the 2018- 2021 agreement with Oakland County for dispatch services. Roll call vote was as follows: Voting for: Shiel, Rankin, Allsop, Cruickshank, Heiple Voting against: Absent: Musgrave, Perkins Motion carried. #4. Council Action Request to Amend the Special Event Application Process. Manager Walker said that staff has been studying street closures in downtown for many different reasons. There was a committee appointed to look into issue, consisting of Police Chief, Fire Chief, Director of DPW Brian Klaassen, and Assistant Village Manager Katy Hughes. After the last council meeting, based on the request by the merchants downtown he directed the committee to look into the special event street closings. The main request from the petition, submitted by merchants, was a request to have insert or extra section to event permit added. This addition would be a required poll by merchants that 51% of merchants had to agree with that particular closing. After discussion and analysis, staff recommends that council continue to allow approval of street closures, allows council to look at each event separately and evaluate each event. The committee recommends against instituting 51% voter approval. There could be issues of favoritism or popularity contests on certain events. Also, could lead to difficulties with merchants themselves or this could be a public safety issue. An example is our Ladies Night Out with 1,200-2,000 people. Both the Fire and Police Chiefs feel it is issue to have that many people on the sidewalks, that is why street closures are recommended. Also, events with lots of children, such as Hollyween, where there are 600-1,000 children roaming and crossing streets. We recommend council to continue to approve special events. We as a staff know that we can also tighten up in office. Special events must be filed 60 days in advance, when events are not in 60 days beforehand we will pull those events in New Business, we will highlight the safety issues that council should be aware of. The committee did not consider specific events when coming up with this process. Our recommendation Councilor Cruickshank states that perhaps that any special event requesting street closure be added to New Business, so we can think about it. Manager Walker said we can look into them in that manor if council likes, but most of the time there are special requirements, such as the Dickens Festival with its vendors or Ladies Night Out, which the Police Chief spurs the street closing. Councilor Heiple said that the main consideration is car show, being every Wednesday and blocking the street. Perhaps there is a compromise to help those merchants. Councilor Allsop said it is hard to not block the streets off with the cars and people there. He has tried to change times, but that comes and goes so quick. This show has been going on so long, we need a bigger town. All the people that come into town for the car show, they love the shops and restaurants. It doesn’t take tax dollars to run it and we do not need the Police, because we have never had major problems. If someone comes in and needs get into town, I personally let them come in and all they have to do is ask. Always works with them, never wants to drive business out for the people. Prefers to bring business to our town. Village of Holly Council January 23, 2018 6 CM 2018-012 Motion by Rankin, second by Shiel to Approve staff’s recommendation for the processing of Special Event applications. Motion carried by a voice vote of all ayes and no nays. #5. Council Action Request to Authorize Repairs for the Booster Station Pump. Director Klaassen states the Village uses a booster pump on E. Holly Road to maintain pressure for the High School. There are two 2 medium sized pumps there, then one small and one large pump. Upon a routine inspection, one of the operators noticed that all the pumps were running but something was wrong. Then we called out a vendor to take a look at it, and he said there is a check valve issue. Then we called another vendor to do repairs, and he agreed and said issue with bearings. We solicited 2 bids from Peerless Midwest and Northern Pump and Well, who are two of the larger vendors that he would trust to do these jobs. Northern Pump came in at $24,032 and Peerless Midwest came in at $21,727. This would be a 3-stage repair, so the pump would maintain pressure to high school, replace multiple check valves, and put new bearings. There are some contingencies for valves to see if they need to be repaired before being replaced. We decided to do the cost saving and stay with Peerless Midwest. Councilor Cruickshank said we have done this before, but not this pump. Director Klaassen said yes, this pump is 16 or 17 years old, perhaps watermain break caused serge in system last year. Councilor Heiple asks where Peerless Midwest and Northern Pump and Well are located, and are they local. Director Klaassen stated that these are large companies to do the larger repairs, they are able to get parts and have things fixed quickly. Small contractors can push fixing it back. This job need at least a 3-man crew. Peerless Midwest is in Grand Blanc, and Northern Pump and Well main office is Lansing, but their sales person is out of Milford. Manager Walker said for clarification this motion is to award bid to Peerless Midwest for $21,727 and budget amended to fund balance. CM 2018-013 Motion by Shiel, second by Heiple to Authorize repairs for the Booster Station Pump. Roll call vote was as follows: Voting for: Allsop, Cruickshank, Heiple, Shiel, Rankin Voting against: Absent: Musgrave, Perkins Motion carried. REPORTS: Village Manager Apologizes for delay in getting into chambers because of Cub Scout Den getting their public service or government achievement. It is pleasure to educate them on roll of government and specifically local government. Many of us to live and work in community and we do not know how government works, and maybe we will cultivate public service workers in the future. Sad to report that we were notified by our attorneys at Miller Canfield that the attorneys Smith and Diehl, have filed appeal by litigation that was dismissed by Circuit Court on the Water funds. The original case was dismissed based on its merits, which means it had zero merit. The case used over $200,000 of money from water and sewer users in Village system. Also, will use several more thousand dollars as we track it through the court of appeals, but we are confident it will see the same result. Village of Holly Council January 23, 2018 7 Village Attorney Attorney Gildner said that is has been rather quiet over holiday, yet picking up in speed rather quickly. In addition to ordinance asked to review tonight, he was asked to prepare a change to another ordinance consisting to minors in possession of alcohol. Since there was a change to state law, we need to match your ordinance to level of state law. This ordinance changes the penalties, cannot possess as minor, but went to misdemeanor to more graduated offenses. Village Clerk/ Treasurer Assistant Orzechowski said nothing that is not in the written report, just all the girls are working hard in the office. Boards and Commissions ZBA – Allsop – N/A DDA – Perkins – N/A Planning – Councilor Cruickshank said Planning meets tomorrow and drawing blank on agenda. Manager Walker said there is consideration site plan on plaza next to villagers. Councilor Cruickshank said it will be another mirror strip mall. KRCC – Councilor Heiple has read directors report, and very detailed, nothing to add to that. HAYA and HDC - Councilor Shiel said that Haya has not met, but the HDC met and discussed budget and awards for beautification. Parks – Councilor Rankin said that Parks will be meeting in two weeks. COUNCIL COMMENTS Councilor Cruickshank said he is sad to hear about lawsuit that is continuing on, and this expense on the whole village. Councilor Allsop asked the name of person suing Village. Manager Walker responded that it is Ms. Heidi Gumbleton, who is represented by attorneys Dale Smith and Pete Diehl. Councilor Cruickshank said he forgot to mention this in budget session, but he wants to have our website updated. Councilor Shiel says he agrees, and a few things are saying page not found items. Cruickshank said we are lacking compared to other municipalities. It is on my wish list to have it updated. Councilor Allsop asks when is the meeting for school projects? Councilor Cruickshank said it is 1st week in February. Manager Walker stated it is a meeting for KRCC, and a sub-committee of that group, consisting of Cruickshank, Heiple, Musgrave, meets with school administration on February 1st. Then there will be another follow up meeting. Councilor Cruickshank said the second meeting will be February 12th at 7 p.m. when we are meeting with Mr. Nuss and Mr. Walker to mend bridges. Councilor Cruickshank says he gives well wishes to Mr. Perkins and his family emergency. Then he asks if we ask DDA to put up old car wash for sale. Manager Walker said yes, but it is not listed for sale because we are working with officials for Oakland County right now. We are using CDBG funds for demolition and there are specific red tape rules to follow. There is a good reason to not put it up for sale at this time. Village of Holly Council January 23, 2018 8 PUBLIC COMMENT John Lauve; 200 N Saginaw, This weekend there is a tour of Historic District to look at boundaries for inclusion and exclusion of the Historic district. Gave out 2 or 3 names to add to district. Asks if we are going to have townhall, the state of village. Councilor Cruickshank said the it will be the State of the Holly Community. Manager Walker said that it is the State of the Holly community address and is on February 15th at 7 p.m. The event is being organized and invitations were proofed today to send out shortly. Will be in meeting room at KRCC. George Kullis; 601 E Maple, Yes, the Holly state of community is February 15th at 7 p.m. This event includes Village of Holly, Holly Township, and Holly Area Schools. We will discuss things going on in Holly, will have High School band to feature entertainment. We will be sending out invitations soon. The HDC is having tour for commission on Sunday from 1-3 p.m. Special thanks to Holly Woodlands for bus and driver, since our Smart Bus is in repair. Closed Session VOTE and motion- CM 2018-014 Motion by Rankin, second by Shiel to Enter into Closed Session to Consider the Purchase or Lease of Real Property Roll call vote was as follows: Voting for: Cruickshank, Heiple, Shiel, Rankin, Allsop Voting against: Absent: Perkins, Musgrave Motion carried. ADJOURNMENT: With nothing further to discuss, Councilor Cruickshank adjourned the meeting at 7:57 PM. Jim Perkins, Village President Rachel Orzechowski, Assistant