Hastings Citv Council Communication Date: March 11, 2016 To: Honorable Mayor Pro-Tem Dave Tossava, Members of the Hastings City Council, City Attorney and Administrative Staff From: Jeff Mansfield, City Manager Subject: Information- March 14, 2016 Regular Meeting of the Hastings City Council Items on the agenda for Monday night's regular meeting of the City Council include: Formal Presentations and Requests William Cruttenden has submitted a request to have the City Council consider eliminating on­ street parking along the route of parades held in Hastings. While there may be some benefit to prohibiting such parking, there are also some concerns that the Council should consider (such as the difficulty from a practical perspective in actually preventing folks from parking along the route, the loss of parking for downtown merchants, etc.). We will be prepared to discuss this request with you in more detail on Monday night. The Culver Road Church of God Seventh Day has requested permission to hold a Vacation Bible School at Fish Hatchery Park this summer from June 27th through July 1st_ The Church is also requesting that the City Council waive the fees for reservation of the pavilion and clean-up of the site. Our staff has no questions or concerns related to this request. Recommendations from Other Boards The Hastings City I Barry County Airport Commission has requested the City Council's approval of award of the bid for construction of a new hangar at the Airport to Steadfast Construction in the amount of $153,375.00. The funds for this work will come from the fund balance in the 1 Airport Fund. This expenditure also requires an amendment to the Airport Fund Budget, which the Council may either consider on Monday night or in the coming weeks when that request comes before you "officially". As you are also aware, an anonymous donor has offered to fund an additional extension of the primary runway at the Hastings City I Barry County Airport (the same donor paid for a 600 foot extension of the primary runway last year). This extension will be fully compliant with all FAA and MOOT regulations. FAA and MOOT are currently reviewing conditions at the Airport to make sure that the proposed extension of the runway would meet these requirements (primarily with respect to the topography of the airport and surrounding property). If the extension is approved by FAA/MOOT, the donor would like to use the Airport's long-term engineer (Mead & Hunt) for design and construction related services, but solicit bids from only pre-qualified contractors for construction work, rather than an open bid process for soliciting proposals for the work. We would ask that the City Council authorize the use of this process for bidding and award of the work. Please be aware that no tax revenues or other public funds will be expended for this project (the project and all related costs will be fully funded through private donations from the anonymous donor). Citv Manager's Report Lee Hays, Chief Caris and Laura Ortiz will present their monthly departmental reports on Monday evening. Tom Emery will provide a recommendation for an alternate location for the City's polling place for the August and November, 2016 elections as necessary to accommodate construction at the Middle School (the normal polling place). We would ask that the City Council consider setting public hearings to solicit comment on our proposed Urban Services and Economic Development Agreements (USEDAs) with Rutland Charter Township and Hastings Charter Township. These public hearings are required under PA 425 (the legislation under which the USEDAs have been drafted). The Townships also have to hold public hearings to solicit comment on these agreements. Hastings Charter Township intends to hold their public hearing to solicit comment on their USEDA at their next Township Board of Trustees meeting on March 15th. We would ask that the City Council consider setting the City's public hearing on the Hastings Township USEDA for March 28th. Rutland Charter Township intends to hold their public hearing on their USEDA on April 13th. We would ask that the City Council set the City's public hearing for this USEDA on April 25th. I hope to have the final drafts of the Hastings Township USEDA, the Hastings Township Property Purchase Agreement, and the Hastings Township Letter of Understanding for inclusion in the packet yet today. We are still working on final Exhibits to go with the agreements. If they are not ready for the packet, we will provide them to you on Monday. We will provide the final versions of the Rutland agreements in the next few weeks (well in advance of the April 25th public hearing). See you Monday night! 2 City of Hastings COUNTY OF BARRY, STATE OF MICHIGAN City Council Agenda March 14,2016 1. Regular meeting called to order at 7:00PM. 2. Roll Call. 3. Pledge to the flag. 4. Approval of the agenda. * 5. Approval of the minutes of the regular meeting of February 22, 2016. 6. Proclamations: (None). v 7. Public Hearings: (None). v 8. Formal presentations and requests: * A. Consider request from William Cruttenden to close two blocks of Jefferson Street during the St. Patricks' Day Parade. * B. Consider request from Culver Road Church of God Seventh Day to hold 5-day Vacation Bible School/Community Out-Reach Program June 27, 2016 to July 1, 2016 at Fish Hatchery Park from 4:30 - 8:00 PM and waive all fees. 9. Recommendations from other Boards: * Consider award of bid to Steadfast for $153,375.00 for construction of proposed hanger at the Hastings City/Barry County Airport as recommended by the Airport Commission. v 10. Ordinances: (None). v 11. Resolutions: (None). v 12. Appointments: (None). v 13. Bids, Contracts, Agreements, and Sales: (None). 14. City Manager's report: * A. Director of Public Services Hays monthly report. * B. Fire Chief Caris monthly report. Council Agenda March 14, 2016 Page 1 of 3 * c. Interim Ubrary Director Ortiz monthly report. * D. Consider approval of polling place location for elections to be held in August and November 2016 as recommended by Clerk Emery. E. Consider setting a public hearing at 7:00PM on March 28, 2016 to solicit comment regarding an Urban Services and Economic Development Agreement between the City of Hastings and Hastings Charter Township. F. Consider setting a public hearing at 7:00PM on April 25, 2016 to solicit comment regarding an Urban Services and Economic Development Agreement between the City of Hastings and Rutland Charter Township. * 15. Consent items without individual discussion: * A. Invoices: GDK $6,987.37 (Brownfield reimbursement for Walgreens project). Compass Minerals $6,380.40 (road salt). Hometown Tree Service $8,5840 (tree removal and trimming). Spring City Electrical Mfg. Co. $10,506.00 (street and parking lot light poles). Compass Minerals $7,161.03 (road salt). Copperrock $12,927.25 (Construction Management Fee). Jordan Intercostal 21,478.40 (Riverside Cemetery improvements). Hallifax $7,350.00 (Riverside Cemetery operations). * B. Barry-Eaton District Health Department Community Outreach Highlights March 2016. * c. Minutes Barry County Board of Commissioners February 9, 2016. * D. Agenda for Barry County Board of Commissioners Committee of the Whole February 16, 2016. * E. Letter from WOW regarding change in payment process. * F. Draft Minutes M-179 Pure Michigan Byway Study February 29, 2016. * G. Events Calendar March 2016. * H. Minutes Barry County Board of Commissioners February 23, 2016. * I. Draft Minutes Barry County Board of Commissioners March 8, 2016. * J. First Amendment to North Tower Communications license Agreement with Sprint. * K. Election Results Presidential Primary March 8, 2016. * L. Draft Minutes Planning Commission March 7, 2016. * M. Green Gables Haven Report for February 2016. * N. WOW Programming Change letter March 8, 2016. 16. City Attorney's Report: 17. Legislative Director's Report: 18. Open Public Discussion from the Floor: 19. Mayor and Council comment: Council Agenda March 14, 2016 Page 2 of 3 20. Adjourn. * Items with enclosures . ..; Motion under agenda heading requires roll call vote. Guidelines for Public Comment Public comment is welcomed and appreciated. Please follow these simple guidelines to ensure all have an opportunity to be heard. All comments and questions will be made through the chair. All comments will be made in a courteous and dvil manner; profanity and personal attacks will not be tolerated. Please limit the length of your comments to 3 minutes. If you are a member of a group, please appoint a spokesperson to speak on behalf of the group (those speaking on behalf of a group may be provided additional time). Please state your name before offering comment. Council Agenda March 14, 2016 Page 3 of 3 3360 City of Hastings COUNTY OF BARRY, STATE OF MICHIGAN CITY COUNCIL MINUTES February 22, 2016 1. Regular meeting called to order by Mayor Campbell at 7:00PM in Council Chambers at City Hall. 2. Present at roll call were members Bowers, Jarvis, McNabb-Stange, Redman, Smith, Tossava, and Campbell. Motion by Redman, with support by Jarvis, to excuse Councilmember Jasperse. All ayes. Motion carried City Staff and Appointees Present: Mansfield, Emery, Pratt, Hays, Klein, Ortiz, and Fekkes. 3. Pledge to the flag. 4. Approval of the agenda. Motion by Jarvis, with support by Bowers, to approve as presented. All ayes. Motion carried. 5. Approval of the minutes of the closed session January 25, 2016 and regular meeting of February 8, 2016. Motion by wood, with support by Tossava, to approve as presented. All ayes. Motion carried. Police Chief Pratt introduced Officer Kendra Backing who recently joined the department. 6. Proclamations: (None). 7. Public Hearings: (None).