Members Present:
Geoff Snyder, Drain Commissioner, Commissioners Phil Duckham, Cliff Herl, Steve Shotwell, (BOC/Chairman) and Public Representative Ken Elenbaas
Member’s Absent / Excused:
None
Others Present:
Randy Treacher/Administrator/Controller- Director of BPW, Adam Brown, Deputy Administrator, Jim Glen/Veolia Water/Project Manager, Janet Rochefort, Treasurer, Karen Coffman, Treasurer Elect. Sandy Fitzpatrick/Executive Secretary
Meeting Convened: 8:00 a.m.
Meeting Adjourned: 9:04 a.m.
Public Comment:
Chairman Geoff Snyder/Drain Commissioner asked for audience to introduce themselves:
• Adam Brown, Deputy Administrator
• Karen Coffman, Treasurer Elect.
MINUTES
A. Adoption of minutes for Board of Public Works meeting held October 27, 2008
Board members summarized the October 27 minutes. It was decided to revise the motion.
REVISED MOTION: Moved by Commissioner Shotwell and supported by Commissioner Duckham to send findings from the BPW AD HOC committee along with a letter to the Board of Commissioners requesting an Ad Hoc Committee be established to investigate future of the RRF. Furthermore the Board should include sending their findings to Liberty Environmentalists as well, for their review.
MOTION PASSED -- UNANIMOUSLY
MOTION: Moved by Commissioner Herl, supported by Commissioner, Duckham to approve minutes of regular BPW meeting held Monday, October 27, 2008 with revision to motion.
MOTION PASSED -- UNANIMOUSLY
SPECIAL ITEMS:
A. 2009 RRF Budgets
• RRF 2009 Capital Budget
• Veolia Water North America Operating Services 2009 Budget
• 2009 Enterprise Fund Budget
Director Treacher pointed out to Board members they are to only review documents dated 11/20/08 as distributed. All other documents that are not dated 11/20 are to be destroyed. (Documents were revised following the 11/20/08 BPW Ad Hoc Committee meeting.)
BPW Ad Hoc Committee members, Director Treacher and Jim Osborn of ARI spent considerable amount of time working with Jim Glen for review and preparation of Budgets.
Concerns were expressed:
• Revenues are conservative and future expenses need to be improved.
• 2008 expenses were considerably higher than anticipated and budgeted.
It was expressed to Board members that future capital projects in 2009, etc.
Jim is to review and discuss with Director. He will send future projects out for bidding process and discuss with BPW Director as to how projects are to be awarded.
• Future capital projects are to be planned to avoid any further surprises and pitfalls.
• Outages are to be planned better in the future.
• Director Treacher is concerned that the Capital Budget for 5 years out is double of what it was projected earlier. Randy will discuss further with Jim Osborn of ARI and report back to BPW Board. Will look at revising the longer term financial plan.
• Director Treacher expressed that he is relieved that he has additional assistance from Deputy Administrator Adam Brown. He will now be able to plan for future investigations of issues and analyze future problems.
MOTION: Moved by Commissioner Herl, supported by Commissioner, Duckham. Requesting to send the RRF 2009 Capital Budget,Veolia Water North America Operating Services 2009 Budget, 2009 Enterprise Fund Budget are to forwarded to the full Board for their review and approval at the next BOC meeting scheduled December 16, 2008.
MOTION PASSED – UNANIMOUSLY
Capital Improvements Projects
Geoff Snyder - Drain Commissioner / Oral Report
A. Resolution to approve the operation and maintenance agreement for Rives Township Sewer system.
• Chairman Snyder summarized documents that were distributed to Board Members as prepared by Mika Meyers.
• Discussed relationship and partnership between Blackman and Rives Township.
B. Operation and Maintenance Agreement
• Chairman explained the request for motion to give authorization for himself as Chairman, Geoff Snyder/Drain Commissioner and secretary, Public Member, Ken Elenbaas to sign the Operation and Maintenance agreement between. Blackman and Rives Township.
MOTION: Moved by Commissioner Herl, supported by Public Member, Ken Elenbaas as requested by Chairman Snyder, Motion will given authorization to Chairman, Geoff Snyder/Drain Commissioner and secretary, Public Member, Ken Elenbaas to sign the Operation ad Maintenance agreement.
MOTION PASSED – UNANIMOUSLY
C. Update of Township information:
• Rives Township:
A change order of $3,500.00 has been written for a digging of a new well. Previous well was dug at 9ft. It will now be dug at 100 ft.
Item is covered on the contingency.
• Parma project has been postponed until spring of 2009.
Resource Recovery Facility Activity Reports
A. RRF Monthly Report --- October
October Activity Reports reviewed by Jim Glen.
• Total revenue for month of October of $1,158,355.03 is the second highest amount for month that he can recall.
• Concern was expressed, for future preventive repairs learn from mistakes.
• Created preventive maintenance schedule to check and re-check valves etc. of the plant.
• Chairman Geoff Snyder/Drain Commissioner—questioned status of water extended from the City to Blackman, asking if Jim felt doing this helped in any way?
• It was reported by Jim since the reverse osmosis system was installed, the facility is actually saving on use of chemicals for treatment of the water at the facility.
• Will see reduction of use of Chemicals, savings of $170,000.00
• Jim expressed he is in the process of trying to locate a buyer for the excess chemicals he has on hand at the facility that they are not using.
• County and Facility are receiving an award from G E Water for removing use of chemicals from use of water and atmosphere.
• There are no scheduled outages until March of 2009.
MOTION: Moved by Commissioner Duckham and supported by Public Member, Ken Elenbaas to receive both the RRF and ARI reports for October. MOTION PASSED – UNANIMOUSLY
B. ARI Operations Reports --- OCTOBER
1. ARI reports were reviewed and discussed.
Resource Recovery Facility Business Items
NONE
Unfinished Business:
1. RRF Financial Plan/Recommendation to the BOC
• Director Treacher expressed his gratitude for Public Member, Ken Elenbaas publishing the memo with the findings from the BPW AD HOC committee.
• Board members reviewed and discussed the memo.
MOTION: Motion made by Commissioner Shotwell and supported by Commission Duckham to authorize forwarding the memo in to the Board of Commissioners for their review. Request to form Ad Hoc Committee to form opinions on future of RRF.
MOTION PASSED – UNANIMOUSLY
• The Director will report back to the Board after the BOC meeting.
2. Consumers Energy
• Jim Glen stated that Consumers Energy has contacted him again in regards to previous letter sent to him.
• BPW Director expressed to the Board that he will handle communications with Consumers Energy.
• Board members requested that the Director was to report back to the Board at the January meeting.
3. Flow Control:
• Director Treacher reported to Board there is nothing new to report on.
• Attorneys are still reviewing and discussing.
• Mid-Michigan has made formal complaint—sent for investigation
• Many of the haulers/drivers are now concerned, asking why are some drivers/companies still getting away with not following the ordinance?
• Commissioner Duckham reported on statistics of his investigations of haulers.
• Director will meet with Sheriff.
• Follow-up with complaints will be reported by Director.
MOTION: Moved by Commissioner Shotwell and supported by Commissioner Duckham to send letter to Board requesting an Ad Hoc Committee to be established to investigate future of the RRF, and include sending the findings to Liberty for their review. MOTION PASSED – UNANIMOUSLY
New Business:
Consideration & Allowance of September 2008 Claims
A. Committee Claims -- October / $ 1,626.544.33
MOTION: Moved by Commissioner Duckham, supported by Commissioner Herl to approve payment of claims for month of October in the amount of
$ 1,626.544.33.
MOTION PASSED – UNANIMOUSLY
Adjournment:
Subject to the call of the Chairman, the BPW meeting adjourned at 9:04 AM.
Next Scheduled Meeting:
The next regular scheduled Board of Public Works meeting will be held in the
6th Floor Conference Room located at the Jackson County Tower Building,
120 W. Michigan Avenue.
NEXT MEETING: MONDAY ---- December 15, 2008
