Potterville/Benton Fire Board Meeting

City of Potterville 319 N. Nelson, Potterville, Michigan 48876

Minutes – Regular Meeting Thursday January 17, 2013 Corrected Minutes

The Meeting was called to order @ 7:00 p.m. by Jeff Bussard; Mayor.

The pledge of allegiance recited.

Approval of Agenda:

Motion made by member M. Storie, supported by member R. Norman, to accept the agenda as presented. Motion carries (6-0) (1-vacant).

Approval of Minutes:

Motion made by member M. Storie, seconded by member J. French, to approve the minutes of the Regular Council Meeting and the Closed Session Minutes dated December 11, 2012. Motion carries (6-0) (1-vacant).

Authorization of Bills:

Question regarding bills: page 3, Sam’s Club & Ziebart - R. Norman – City’s credit card was used for Undercoating of newly purchased DPW truck. Water Reimbursement M. Storie – The reimbursements are the deposits made by property owners who have remained in the home for two years or more and/or have vacated the property and had remaining funds. Treasurer stated that there were many as reimbursements haven’t been issued in over six (6) months. There was a question on recycling and Granger bill being a little higher than normal. Explanation provided regarding discrepancies and clarification in billing process by Granger. Motion made member R. Norman, seconded by member M. Storie, to accept the bills as presented. Roll Call vote (yes: Mayor Bussard, Norman, Mannino-Lane, Storie, French, Hartson/no: None/vacant: 1) Motion carries (6-0) (1-vacant).

Public Comment for Agenda Items:

Bruce Kring stated his withdraw of application from the vacant council position.

Question by Glen regarding Tap Fees.

Question by D. Smalley regarding line connection fees and if it applied to the properties on Main Street occupied by him. Manager Darrow responded that it would apply.

Bruce Kring stated that he received a letter regarding line connections but did not fall under that category. Requested tax record be updated to reflect accurate property owner as he believed was not correct.

1 City of Potterville 319 N. Nelson, Potterville, Michigan 48876 Bill Watson stated his concern regarding individuals who applied for the vacant position of council and felt that if a particular individual was recalled should not then be given consideration for the vacant position.

Briant Titus stated that he would respectfully withdraw his application because of the statement made by Mr. Watson. He believes individuals who were recalled was not legitimate and he was not placed on council illegally as stated by recall effort. For the record, it is unfortunate that the city cannot move forward and because of citizens like him never will be able to move forward.

The mayor provided his brief synopsis on new business items.

Commission/Committee Reports:

Please note that all reports are written with the exception of additional items mentioned and/or added during oral report.

Fire Department – Chief James spoke of the success with their annual fill the stocking for the kids at Christmas.

Police Department – Officer Bartlett spoke of the meeting held with the schools regarding safety and technology upgrades (radio communications) relating to the same.

Treasurer – Jodi West reminded everyone that Dog Tags are available at City Hall through the end of February 2013. Cost $15.00 non-fix, and $10.00 neutered.

Manager – Provided updates to grants received and the desire to apply for MNTF again. Darrow also stated that the School and the City collaboratively applied for one on a beautification project. A public hearing would be scheduled to begin input on Park Planning, Grants, and Walkability Plans. Notice will be sent in the paper. Manager Darrow read a Thank you letter from the School for the assistance given by the Police Department during the End of Times projection. Jesse Trout had also taken the test for the water license and passed so he is now an official water operator which carries a license for S4. EVIP information had been sent and accepted by the State Department for Phase I and am working on Phase II. Provided a brief overview of the first training and reminded everyone of the Training February 14. A reminder was given regarding the Press Conference February 12 @ Profile Metal Forming; 9:00 a.m.

Commissions/Committee Reports

Ordinance - A committee meeting was set and is scheduled for Monday, January 28 @ 7:00 p.m.

Park – A committee meeting was set and is scheduled for next Thursday, January 24 @ 8:00 p.m.

Finance – The committee met to discuss budget amendments, personal property tax repeal (PPT), new businesses, park position, charter amendment and special assessment. The concern in the current budget: attorney fees, Alro Steel Agreement at the Tax Tribunal, parks, Water/Sewer unexpected projects during Main Street Phase II, Railroad crossing fees, reduction in revenue from fines &

2 City of Potterville 319 N. Nelson, Potterville, Michigan 48876 forfeitures, Rural Development Projects reimbursements. Another meeting will be held to review budget and conduct interviews. Member Bird inquired to MCOLES and police posting as a possibility.

Infrastructure - Mayor discussed having a meeting after decisions on the plans. The City is waiting on Fleis & Vanderbrink’s rebuttal to the DEQ and Rural Development (RD).

DDA – Positions are available for board members. Update was provided on the military equipment going in the VFW Park. Update on the Old Lafave Hardware was provided. DDA will entertain interest on sale of the property as well as input regarding what to residents would like to see in its’ place. DDA also purchased the property known as the “Glumm Property”. The Downtown area looks fantastic and the authority is looking at helping out downtown businesses by providing radio advertisement.

Planning Commission – Manager Darrow reported that the commission discussed walkability plan, community building and design, and the Chuck Doty properties. The zoning year-end report was provided and discussed at the commission meeting and the report was also made available to council.

TIFA – Provided clarification to the draft minutes. TIFA is discussing new business ideas, Profile Metal Forming, and Community improvement projects.

Unfinished Business

Council Vacancy – The following candidates submitted applications for the council position: Shawn George, Kelley Antcliff, Linda Amey, Rodney Ross, Bruce Kring, Erwin Kendrick and Briant Titus. Two candidates withdrew their application (B. Titus & B. Kring). Each candidate had an opportunity to be recognized with council members interviewing candidates. After each candidate had an opportunity to provide additional information regarding the interest in the position and some candidates being asked further questions nominations began. Motion made by member J. Mannino-Lane, seconded by member M. Storie to nominate Kelley Antcliff as the replacement of council member Eric Williams – Vacant Position. Roll Call vote (Yes: French, Norman, Mannino-Lane, Storie, and Mayor Bussard/No: Hartson). Motion carries (5-1).

Recess – A five (5) minute recess taken in order to swear in new council member. 8:10 p.m. Meeting reconvened at 8:15 p.m.

Line connection – Mayor and member M. Storie provided another overview regarding the line connection and rural development requirements. Member Storie stated that due to previous discussions and the requirement for the connection the City was limited to what was available. After several discussion on cost association motion was made by member J. French, supported by member J. Mannino-Lane, to contract out for the service, charge to property owner the actual cost on their utility bill at $100.00 per month until paid in full with the option of the homeowner to contract their own service, non-compliance will be charged interest/penalty and rolled onto their tax bill if owner defaults. Roll Call vote (Yes: Mannino-Lane, Hartson, Mayor Bussard, Norman, Storie, French, and Antcilff). Motion carries (7-0). Manager Darrow will send letters to property owners who are impacted with a start date and time line (allowing for proper weather).

3 City of Potterville 319 N. Nelson, Potterville, Michigan 48876 Gizzard Fest – Joe Bristol discussed the Gizzard Fest for fiscal year 2013. Set up of stage, roads, etc. was discussed. There was concern by council members regarding staking and damage to the street. Cost incurred by the City was discussed as well as defining who would assist with security and safety. The outlet s and access to city structures was discussed with fees or permits. ATV/Golf carts were also discussed. The City will follow state requirements; no provisions allowed with the exception of those volunteering and transporting the elderly and handicapped. Request was made to utilize both sides of the street. There was discussion leaving to and from homes and vendors leaving to and from sites. Motion made by member M. Storie, supported by J. French, to approve Gizzard Fest 2013 as the dates set forth June 7, 8, and 9. Motion Carries (7-0).

Bank Reconciliations – Motion made by member R. Norman, supported by member J. French, to accept the bank reconciliations as presented All Accounts September 30, 2011 – June 30, 2012. Roll call vote (yes: Hartson, French, Norman, Mannino-Lane, Storie, and Mayor Bussard/No-Antcliff). Motion caries (6-1).

Bank Reconciliations - Motion made by member J. French, supported by member D. Hartson, to accept the bank reconciliations as presented Tax & Street July 30, 2012 – October 31, 2012 and Payroll July 30, 2012 – September 30, 2012. Roll Call vote (yes: French, Norman, Mannino-Lane, Storie, Mayor Bussard, Hartson/No-Antcliff). Motion carries (6-1).

Attorney Contact – Darrow stated that she had provided a former resolution regarding contact to City Attorney. Council was satisfied with the current language and confirmed to use and abide by the resolution that was set previously.

New Business:

Check Signer – There was discussion regarding a new check signer who would replace former member Williams. Member Doug Hartson stated that he would agree to be a check signer as he was available most times. Motion made by member J. French, supported by member J. Mannino-Lane to approve member Doug Hartson as the addition to the current check signers Mayor Jeff Bussard and Brad Boyce while removing Eric Williams. Motion carries (7-0).

Motion made by member J. French, supported by member R. Norman to amend the agenda to include Appointment of Deputy Mayor after Item 1) Check Signer and move all other items down accordingly. Motion carries (7-0).

Deputy Mayor – Motion made by member J. French, supported by member M. Storie, to appoint R. Norman as Deputy Mayor. Motion carries (7-0).

Appointment of Planning Commission – Darrow stated that the planning commission reconfirmed all expired terms of current members and made their recommendation regarding planning commission members whose positions were up this year. Motion made by member M. Storie, supported by member J. French to reconfirm all current members and appoint members Tim Maynard and Shawn George whose terms have expired and appoint both to their new terms. Motion caries (7-0).

4 City of Potterville 319 N. Nelson, Potterville, Michigan 48876 Audit 2011/2012 – Mayor stated that the audit was complete and had been provided to council for review. Manager Darrow stated the auditor will be at the next council meeting to answer any questions and provide his presentation which at such time will ask for council to take action on the audit findings and accept the audit as presented.

EVIP – Manager Darrow stated that she was working on Phase II of the EVIP for the City. Council members wishing to contribute or have any input can email her or provide documentation in order to incorporate that into the cooperation, consolidation, collaboration portion. The deadline for Phase II is February 1, 2013.

Budget Amendment – Manager Darrow stated that she would be coming to council for a budget amendment in February or March for the first amendment approval. A review was provided of line items that would need adjustment based on situations that occurred outside the scope of the original budget and items that are forthcoming. In addition, Manager Darrow stated that she had started the process of budget cuts to the current fiscal year.

Bill – There was discussion regarding the process and procedure of bills. Council members Mannino- Lane, Storie, Hartson, Norman, expressed their concern regarding legal proceedings and bills. All parties involved agreed that council will be informed or brought up to date regarding court findings/legal proceedings when information is available.

Public Comment for Non-Agenda Items

Maureen Storie announced the benefit dinner and auction for Emily Hoag January 19, 2013. Due to the size of the benefit dinner the location has been moved from the Church to the Elementary/Middle School.

Jennifer Mannino-Lane stated that plans are well underway for the first Bark for Life during Gizzard Fest. The event will be held on Friday at Lake Alliance. Anyone interested can get onto the Facebook page and like.

Motion to Adjourn:

Motion made by member R. Norman, supported by member M. Storie, to adjourn. Motion carries (7-0). Meeting adjourned at 10:00 p.m.

Respectfully submitted,

Wanda J. Darrow