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HomeMy WebLinkAbout1996 Mid-Michigan Water Authority Minutes MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY `i CLEri�� Thursday, January 11, 1996 The Board of Delegates met in regular session at 11:00 A.M. , in the Southwind Office Building, 913 W. Holmes Rd. Lansing, MI. The meeting was called to order by Clyde Dugan, Acting Chairperson. Present: Delegates Armstrong, Bolley, Daher (A), Dugan, Esch, Homan(A), Husby, McCormick (A), St. Clair, Vedder, Wegrzyn(A) - (11) Absent: Delegate/Alternate from Grand Ledge Acting Secretary McCormick declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE VEDDER-- SECONDED BY DELEGATE HUSBY That minutes of the regular session of December 7, 1995, be approved as filed. Adopted unanimously. CONSIDERATION OF LATE ITEMS BY DELEGATE BOLLEY-- SECONDED BY DELEGATE HOMAN That the insurance proposals in response to the RFP be place on the agenda for discussion Adopted unanimously. There were no special ceremonies 1 PUBLIC COMMENT Acting Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Acting Chairperson Dugan asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. OFFICERS REPORTS Acting Chairperson Dugan recommended the following items for referral to the Executive Committee: Policy for record retention, recommendation for standing committees, delegate indemnification and liability coverage, contracts for services and establishment of protocol for entry of additional communities to MMWA. Acting Secretary McCormick provided correspondence from Layton& Richardson indicating that a determination had been made that the Authority is a Governmental Unit and filing of an SS-4 to receive an employer identification number is required. Layton Richardson will be instructed to proceed with the filing. COMMITTEE REPORTS Delegate Husby presented the nominating committee report on the slate of officers and executive committee members recommended for adoption. NEW BUSINESS 1996 Officers and Executive Committee Res. No. 96-1-1 That the slate of candidates recommended by the nominating committee be accepted. That for the period beginning January 11, 1996 through December 31, 1996 the officers of MMWA be as follows: Chairperson: Clyde Dugan Vice Chairperson: Shane Bolley Secretary: Sue McCormick Treasurer: Jon Coleman That for the same period, in addition to the Chairperson and Vice-Chairperson, Janice Vedder, Richard Husby and Harry Ammon serve as members of the Executive Committee. BY DELEGATE ARMSTRONG SECONDED BY DELEGATE ST. CLAIR Adopted unanimously. 2 1996 Budget Res. No. 96-1-2 That the MMWA budget for fiscal year 1996 in the amount of$59,879.00 be adopted as recommended. This budget includes startup expenses as noted and the first year operating budget. RECOMMENDED BY DELEGATE BOLLEY SECONDED BY DELEGATE VEDDER Adopted Unanimously 1996 Member Dues Res. No. 96-1-3 That MMWA establish dues for 1996 based on the approved budget of$59,879.00 with a revenue requirement offset of$9,951.00 due to the fund balance transfer received from the Water Regionalization Task Force. That the amount of dues be established based on prorata shares of the total population represented by MMWA communities utilizing the 1990 Census data. That the Treasurer be authorized to issue dues billings in January. RECOMMENDED BY DELEGATE ST. CLAIR SECONDED BY DELEGATE HUSBY Adopted Unanimously Bylaws Res. No. 96-1-4 That the Bylaws of the MMWA which have been reviewed and recommended for approval by the Water Regionalization Task Force be adopted. RECOMMENDED BY DELEGATE ST.. CLAIR SECONDED BY DELEGATE VEDDER Adopted Unanimously CPA Services Res. No 96-1-5 That a contract for professional Certified Public Accounting services detailed in Specification 1995.1 be awarded to Layton and Richardson. First year budget costs for the CPA services not to exceed$5903.00. Costs for the 1st annual audit will be incurred in 1997 estimated at $1550.00. Over the three year term of the contract, Layton Richardson was low bid. 3 RECOMMENDED BY DELEGATE ARMSTRONG SECONDED BY DELEGATE ESCH Adopted Unanimously Roll Call Vote Res. No. 96-1-6 A roll call vote shall be required upon the request of any Board member, for holding a closed meeting, when considering an item of a legal nature, or as determined by the Chairperson of the Board. RECOMMENDED BY DELEGATE BOLLEY SECONDED BY DELEGATE VEDDER Adopted Unanimously MMWA Insurance Res. No. 96-1-7 That the Executive Committee be authorized to review the proposals received in response to the request for proposals for insurance coverage for MMWA. That the Executive Committee be authorized to select the provider and award the contract. RECOMMENDED BY DELEGATE ARMSTRONG SECONDED BY DELEGATE HOMAN Adopted Unanimously There were no special resolutions. DELEGATES REMARKS Delegate Husby requested that the Secretary contact the Grand Ledge Delegate and Alternate to confirm that they are receiving the mailings. Delegate Husby also asked the Secretary to look into development of a logo and letterhead for MMWA. EX-OFFICIO REPRESENTATIVES REMARKS Jon Coleman introduced Greg Hoffman to the Board. Coleman noted that Hoffman would be providing the accountant services for MMWA if MMWA enters into a contract for services with TCRPC. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the 4 Board limit their comments to five minutes. No persons spoke. EXCUSED ABSENCES There was no motion for excused absences. ADJOURNMENT On motion of Delegate Husby, the Board adjourned at 11:55 A.M. approved 218196 5 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY 2 3 Thursday, February 8, 1996 �;"; �f' i CITY CLEM'\ The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Service Building, Conference Rm. B, 5303 S. Cedar St.., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Armstrong, Bolley, Dugan, Esch, McCormick(A), St. Clair, Wegrzyn(A) - (7) Absent: Delegate from Delhi Township, Grand Ledge, Lansing Township Secretary McCormick declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE ARMSTRONG SECONDED BY DELEGATE ST. CLAIR That the Secretary correct the adjournment time to 12:00 P.M. That minutes of the regular session of January 11, 1996, be approved as amended. Adopted unanimously. There were no late items. There were no special ceremonies. PUBLIC COMMENT Chairperson Dugan amlounced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. OFFICERS REPORTS I Chairperson Dugan had no items to report beyond the resolutions recommended. Secretary McCormick provided examples of MMWA logos for Board review and discussion, indicating that these were preliminary ideas and that additional items would be brought for consideration. Secretary McCormick noted that based on the Board's direction at the December meeting, contact had been made with Grand Ledge to assure that MMWA correspondence was being received. Treasurer Coleman commented that the dues mailings had been processed and dues were being promptly returned. Treasurer Coleman suggested that to assist communities in budgeting for the 1997 MMWA dues a preliminary budget should be developed. After discussion, it was suggested that Treasurer Coleman prepare a preliminary operating budget for 1997 that includes the adjustments based on the actual costs for Insurance, financial advisory services, the contract with TCRPC for support services, the 1st year audit and a 5% escalation on items where costs are not fixed by contract. Treasurer Coleman noted that his report recommends opening of bank accounts which has been included as an agenda item for new business. Treasurer Coleman noted that Layton& Richardson have recommended using the chart of accounts developed by Greg Hoffman of TCRPC and delaying use of a computerized system until after an adequate review of the Authority's needs and available systems. Layton& Richardson will begin this review in late February. COMMITTEE REPORTS Chairman Dugan presented the Executive Committee Report. The Executive Committee reviewed Insurance RFP submittals and selected Michigan Municipal League with a Premium of $2882.00 phis an additional million dollars of excess liability for an additional $375.00. Action items for delegate indemnification and protocol for late entry to MMWA are on the agenda for consideration. NEW BUSINESS Indemnification of Delegates Res. No. 96-2-1 That the resolution providing MMWA delegate indemnification be referred back to the Executive Committee for further discussion RECOMMENDED BY DELEGATE ST. CLAIR SECONDED BY DELEGATE ESCH Adopted Unanimously. 2 Service Contract w/TCRPC Res. No. 96-2-2 That MMWA authorize Chairperson Dugan to enter into a contract for administrative and accountant services with Tri-County Regional Planning Commission on an expense reimbursement basis for the not to exceed amount of$8000.00 for FY 1996. MMWA will reimburse TCRPC for costs incurred on behalf of the MMWA in accordance with the MMWA approved budget for 1996. RECOMMENDED BY DELEGATE ARMSTRONG SECONDED BY DELEGATE ST.. CLAIR Adopted Unanimously. Bank Accounts Res. No. 96-2-3 That MMWA authorize the Treasurer and the Chairperson to establish checking and savings accounts for MMWA. Said accounts shall be administered according to the requirements of the MMWA Articles and Bylaws and applicable procedures. The officers of the MMWA shall be signatories to the accounts. RECOMMENDED BY DELEGATE ST. CLAIR SECONDED BY DELEGATE ARMSTRONG Adopted Unanimously Protocol for Late Entry to MMWA Res. No. 96-2-4 That a two member adhoc committee consisting of Delegate Homan and Delegate Husby be established to identify the protocol for late entry to MMWA. The protocol will consider alternative systems of charges that would be assessed to communities that were not initial participating members, or that have withdrawn and are seeking re-entry. The Committee shall present options to the Board at the April 11 regular meeting. RECOMMENDED BY DELEGATE ARMSTRONG SECONDED BY DELEGATE ESCH Adopted Unanimously. Delegate Bolley offered to assist the committee as needed. March MMWA Meeting Res. No. 96-2-5 That the Regular Scheduled meeting of the MMWA for March 14, 1996 be canceled. 3 RECOMMENDED BY DELEGATE ST. CLAIR SECONDED BY DELEGATE BOLLEY Adopted Unanimously. SPECIAL RESOLUTIONS Water Quality Awareness Week Res. No. 96-2-6 That the MMWA adopt and issue the following special resolution in observance of Water Quality Awareness Week, May 5-11, 1996: WHEREAS, water is a basic and essential need of humankind, upon which our health, comfort and standard of living depend; and WHEREAS, Water Quality Awareness Week is observed during the first full week of May to call our attention to water as a limited resource and promote increased awareness about protection of this resource, and WHEREAS, the MMWA was formed to help member communities obtain and preserve safe, reliable and economic water resources and supply; NOW THEREFORE, be it resolved that we,the MMWA Board of Delegates, by the power vested in use, do proclaim the week May 5-11, 1996 as: "WATER QUALITY AWARENESS WEEK" and urge all citizens of our MID-MICHIGAN communities to join us in celebrating our abundant supply of a safe, reliable, and high quality water and to become personally involved in the protection of our water resources. RECOMMENDED BY DELEGATE WEGRZYN SUPPORTED BY DELEGATE BOLLEY Adopted Unanimously. There were no delegates remarks. EX-OFFICIO REPRESENTATIVES REMARKS Richard Benzie noted that Governor Engler has issued an Executive Order which will transfer the Division of Water Supply to the Department of Environmental Quality as of April 1, 1996. No fiirther details regarding program impacts are available. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to 4 address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to five minutes. No persons spoke. EXCUSED ABSENCES Delegate St.. Clair recommended that the Delegates absent be excused. Delegate Wegrzyn supported. Motion carried. ADJOURNMENT On motion of Delegate Bolley, the Board adjourned at 12:40 P.M. Approved 4111196 5 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY F C f:N C; C C Lr��dSiP�JG CITY CLERKThursday, April 11, 1996 The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Service Building, Conference Rm. A, 5303 S. Cedar St.., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Bolley, Daher(A), Dugan, Esch, Homan, Husby, Juntunen(A) McCormick(A),Vedder- (9) Absent: Delegate from Grand Ledge, Windsor Township Secretary McCormick declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE HOMAN SECONDED BY DELEGATE BOLLEY That minutes of the regular session of February 8, 1996, be approved as submitted. Adopted unanimously. ADDITION OF LATE ITEMS BY DELEGATE ESCH SECONDED BY DELEGATE BOLLEY That a late item to consider investment of the project initiation fund balance be added to the agenda. Adopted unanimously There were no special ceremonies. 1 PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. OFFICERS REPORTS Chairperson Dugan noted the items with resolutions recommended. Chairperson Dugan circulated a letter from the Michigan Municipal League &Property Pool indicating that approximately $2.5 million dollars would either be reimbursed or result in a rate reduction for members of the MML property pool according,to a dividend distribution plan that may consider longevity in the pool. Secretary McCormick had no items to report. In the absence of Treasurer Coleman Greg Hoffman presented the 1 st Quarter 1996 Balance sheet and Expense Report. Hoffman commented that all of the dues payments had been received and the Insurance had been paid. Hoffinan noted that MMWA accounts had been established and that all hinds were currently being held in a liquidity account. Hoffman asked that MMWA consider a$30,000.00 certificate of deposit for part of their fund. COMMITTEE REPORTS Vice Chairperson Bolley presented the Executive Committee Report. The Executive Committee considered two items, language of a resolution for indemnification of delegates and how MMWA will receive and process projects, including financing. Vice Chairperson Bolley noted that these items were being carried over for additional discussion at the April 25, 1996 Executive Committee meeting. Delegate Homan discussed the status of the development of proposed late entry protocol. Homan noted that the intent is to encourage participation rather than penalize and to not encourage deferral of participation. Homan noted that a five year window of opportunity was being considered during which a community entering MMWA would incur the costs for publishing the Articles and pay MMWA their community's share of the cost of the study on a prorated population basis. After the first 5 years, 2001 and beyond,their would be an additional fee of 10 cents per person based on the year 2000 census. Some consideration may also be given to indexing this fee based on inflation. A formal recommendation will be brought to the MMWA Board at their May 9, 1996 meeting. NEW BUSINESS Director's Guidebook Res. No. 96-4-1 That MMWA authorize Treasurer Coleman to purchase a copy of the `Guidebook for 2 Director's of Nonprofit Corporations'from the Nonprofit Risk Management Institutes at a cost of$19.95 plus $3.00 shipping. RECOMMENDED BY DELEGATE HOMAN SECONDED BY DELEGATE BOLLEY Adopted Unanimously. Business Plan Committee Res. No. 96-4-2 That the Chairperson establish an adhoc committee to review and revise the MMWA Business Plan. At a minimum the update should include the current participation in MMWA, operating arrangements and current financial condition. The Committee shall have discretion to include other issues as they feel appropriate. The revisions shall be presented to the Board for approval. RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE ESCH Adopted Unanimously. Chairperson Dugan asked for volunteers to establish the committee. The committee was established with Chairperson Dugan and Treasurer Coleman. Secretary McCormick volunteered to assist as requested. Bingham Township Res. No. 96-4-3 That based on the goal of MMWA to promote a regional approach to water system development, that the MMWA Board directs the Chairperson to extend an invitation to both Bingham Township the City of St. Johns to join MMWA under the terms of the proposed late entry protocol. RECOMMENDED BY DELEGATE BOLLEY SECONDED BY DELEGATE HOMAN MMWA Investments Res. No. 96-4-4 That the Treasurer is authorized to invest up to $30,000.00 of the MMWA project initiation find balance in a certificate of deposit for periods of up to and including six months at his discretion. RECOMMENDED BY DELEGATE BOLLEY SECONDED BY DELEGATE HUSBY 3 Adopted Unanimously There were no special ceremonies. There were no delegates remarks. There were no ex-officio remarks. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to five minutes. No persons spoke. There was no motion of excused absences ADJOURNMENT On motion of Delegate Bolley, the Board adjourned at 11:59 A.M. Approved 519196 4 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY CLERE Thursday, May 9, 1996 The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Service Building, Personnel Conference Rm., 5303 S. Cedar St.., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Amnon, Daher (A), Dugan, Esch, Husby, McCormick(A), St. Clair, (7) Absent: Delegate from Bath Township, Delta Township, Grand Ledge, Village of Webberville Secretary McCormick declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE HUSBY SECONDED BY DELEGATE ST.. CLAIR That minutes of the regular session of April 11, 1996, be approved as submitted. Adopted unanimously. ADDITION OF LATE ITEMS BY DELEGATE AMMONI SECONDED BY DELEGATE ESCH That the agenda be adopted as published. Adopted unanimously There were no special ceremonies. 1 PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. OFFICERS REPORTS Chairperson Dugan noted the items with resolutions recommended. Secretary McCormick had no items to report. Treasurer Coleman presented the MMWA Financial Statements, noting that MMWA was under budget with 18% of the annual budget expended at 33% of the year completed. Coleman will provide a status on the purchase of the $30,000.00 certificate of deposit with the project initiation and administration fund at the June meeting. BY DELEGATE HUSBY SECONDED BY DELEGATE AMMON That the Treasurers report be received and placed on file as submitted. Adopted unanimously. COMMITTEE REPORTS Chairperson Dugan presented the Executive Committee Report. The Executive Committee considered three items, language of a resolution for indemnification of delegates as offered by Delegate Homan, how MMWA will receive and process projects, including financing, and the Michigan Environmental Council request for support to establish a Pollution Prevention Fund in Michigan. Chairperson Dugan noted that two items were on the agenda with recommended resolutions for action. Discussion will carry over to the Executive Committee meeting on May 23, 1996 on the issue of advancing projects through MMWA. BY DELEGATE ESCH SECONDED BY DELEGATE AMMON That the Executive Committee report be received and placed on file as submitted. Adopted Unanimously. Delegate Husby presented the Committee Report on Later Entry Protocol. Delegate Husby noted that the language suggested was not included in the packet for consideration prior to the meeting. 2 In order to facilitate some discussion prior to the next meeting Husby suggested that it be placed on the Executive Committee agenda. BY DELEGATE AMMON SECONDED BY DELEGATE ST. CLAIR That the Adhoc Committee on Late Entry Protocol report be received and placed on file as submitted. Adopted Unanimously. OLD BUSINESS Indemnification of Delegates Res. No. 96-2-1 Whereas, Board members of MMWA serve at the pleasure of their appointing governmental unit; and Whereas, in the course of their duties said members and officers of the MMWA might be subjected to threatened or actual actions at law; and Whereas, said Board members should not be penalized by personal liability for any settlement or judgment or costs and expenses in relations thereto; Now therefore be it resolved that the MMWA will continue to maintain public officials liability insurance and will pay all legal costs to protect, defend and hold harmless all Board members against claims or actions against his/her personal property or income for any non-criminal actions or failures to act in his/her official capacity. RECOMMENDED BY DELEGATE ST. CLAIR SECONDED BY DELEGATE ESCH Adopted Unanimously. NEW BUSINESS Pollution Prevention Fund Res. No. 96- 5-1 Whereas, the MMWA was formed to help member communities obtain and preserve safe, reliable and economic water resources and supply; and Whereas, the members of MMWA rely solely on groundwater for provision of public drinking water, and whereas,pollution prevention is a cost effective method of protecting groundwater resources, and Whereas, local units of government do not in all cases have the resources or expertise to initiate groundwater pollution prevention programs on their own, 3 Now Therefore, be it resolved that we, the MMWA endorses the following: 1. State government policies should foster prevention as well as cleanup of groundwater pollution; 2. State government should assist and be a partner with local units of government including MMWA and its member communities in preventing groundwater pollution; 3. State government should provide both financial and technical assistance to local units of government in working with businesses and individuals to prevent groundwater pollution; 4. We urge the Michigan Legislature to create a Community Pollution Prevention Fund to provide grants to local units of government for the purpose of producing tangible results in groundwater pollution prevention. RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE AMMON Adopted Unanimously. The Secretary was instructed to send copies of the resolution to the Michigan Legislators. There were no special ceremonies. DELEGATES REMARKS McCormick informed the Delegates that the BWL had received a letter from the Ingham County Drain Commissioner's Office regarding the Groesbeck Drain Project. The letter indicates that the plan is to move forward with the project pursuing a surface water discharge with extensive detention on the Groesbeck Golf Course and in Bancroft Park. Husby noted that the Water Supply Division of the Michigan Department of Public Health has been moved to the Department of Environmental Quality in a unit called Drinking Water and Radiological Protection Division. There were no ex-officio remarks. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their coumrnents to five minutes. No persons spoke. EXCUSED ABSENCES 4 Delegate Husby recommended that the Delegates absent be excused. Delegate Esch supported. Motion carried. ADJOURNMENT On motion of Delegate Husby, the Board adjourned at 12:10 P.M. Approved June 13, 1996 5 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY Thursday, June 13 , 1996 CLEJ The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Service Building, Personnel Conference Rm., 5303 S. Cedar St.., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Ammon, Armstrong, Bolley, Daher (A), Dugan, Esch, Husby, McCormick (A), St. Clair, Vedder (8) Absent: Delegate from Grand Ledge, Secretary McCormick declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE AMMON SECONDED BY DELEGATE HUSBY That minutes of the regular session of May 9, 1996, be approved as amended. Adopted unanimously. ADDITION OF LATE ITEMS BY DELEGATE ST. CLAIR SECONDED BY DELEGATE ESCH That the agenda be adopted as published. Adopted unanimously There were no special ceremonies. 1 PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. OFFICERS REPORTS Chairperson Dugan noted the items with resolutions recommended. Secretary McCormick had no items to report. Treasurer Coleman presented the MMWA Financial Statements, noting that MMWA was under budget. Coleman noted that the expense report shows that MMWA is over budget on bank service charges only because that line item had not been included in the budget. Coleman noted that he had met with the Bank representatives and was completing the paperwork for acquisition of the $30,000.00 certificate of deposit on 6/13. BY DELEGATE ST.. CLAIR SECONDED BY DELEGATE ESCH That the Treasurers report be received and placed on file as submitted. Adopted unanimously. COMMITTEE REPORTS Chairperson Dugan presented the Executive Committee Report. The Executive Committee has continued working on defining a process for advancing projects through MMWA. Chairperson Dugan presented the preliminary process flowchart for information. Dugan noted that discussions would continue in the Executive Committee on defining the process and that any delegate interested was welcome to attend the committee meetings. BY DELEGATE ESCH SECONDED BY DELEGATE AMMON That the Executive Committee report be received and placed on file as submitted. Adopted Unanimously. 2 OLD BUSINESS Late Entry Protocol Res. No. 96-6-1 For applicants requesting membership in the Mid-Michigan Water Authority prior to January 1, 2001, the following requirements shall be met: 1. Payment, in advance, of the cost to publish the amendments to the Articles of Incorporation- can be equally shared with other applicants requesting membership during the same period of time. ° 2. If not one of the original contributors to the feasibility study, payment of a prorated per capita cost of the study based on 1990 Census with an annual escalator equal to the Detroit Metropolitan Area Consumer Price Index. This requirement shall apply only is the applicant was included in the study area. For applicants requesting membership in the Mid-Michigan Water Authority after January 1, 2001, the following requirements shall be met: 1. Payment in advance of the costs to publish amendments to the Articles of Incorporation - can be equally shared with other applicants requesting membership during the same period of time. 2. Based on the year 2000 Census, payment of$.10 per capita, with an annual escalator equal to the Detroit Metropolitan Area Consumer Price Index. This payment would reflect a"fair share" of the burden of funding annual MMWA budgets beginning January 1, 1996. Note: For purposes of calculating the escalated costs in the above provisions, the prorata cost of the study will be indexed to the year the study was invoiced. The $.10 per capita payment will be indexed to 1996. .RECOMMENDED BY DELEGATE AMMON SECONDED BY DELEGATE ARMSTRONG Adopted Unanimously. 3 NEW BUSINESS Central Michigan Companies Inc. Res. No. 96- 6-2 That MMWA establish a project committee to evaluate the request for water service and return a recommendation to MMWA. (Background: Central Michigan Companies Inc.- Mr. Michell asked to be placed on the agenda to discuss his proposed project in Windsor Township. He has requested water service from Delta Township and has been referred to MMWA with his request. The Chair's recommendation is that this request be evaluated by a project committee representing the stakeholders.) RECOMMENDED BY DELEGATE BOLLEY SECONDED BY DELEGATE AMMON Mr. Michell introduced Dennis Richardson from Wolverine Engineers and Surveyors, Inc , CMC, Inc.'s Engineering Consultant on the project. Mr. Michell noted his concern that MMWA move forward quickly with their consideration of his project based on his timeline which requires water service in October of 1996. Mr. Michell noted that he is very interested in CMC, Inc. constructing the water lines necessary to serve his project and that this is what his company does. McCormick asked if Mr. Michell's request was for a single point of metering into the development. Mr. Michell confirmed that the request was for a single metering point. McCormick noted that in that case, Mr. Michell should be able to move forward with all of the on site work for the development since MMWA's consideration would only involve that construction that would occur in the Public right-of-way. Chairperson Dugan thanked Mr. Michell for his comments and noted that the Committee established would begin work immediately with knowledge of CMC Inc.'s timeframe. Chairperson Dugan asked for delegates to be named to the Committee. Delegate At. Clair, Delegate Esch, Delegate Vedder, Delegate McCormick and Delegate Wegrzyn will comprise the committee. Adopted Unanimously MMWA Regular Meeting Schedule Res. 96-6-3 That MMWA adopt a schedule of regular meetings at 11:00 A.M. the second Thursday of each calendar month as follows: July 11, 1996 August 8, 1996 4 September 12, 1996 October 10, 1996 November 14, 1996 December 12, 1996 RECOMMENDED BY DELEGATE ST.. CLAIR SECONDED BY DELEGATE HUSBY There were no special ceremonies. DELEGATES REMARKS Husby noted that the with changes in the Department of Environmental Quality Drinking Water and Radiological Protection Division the Area Engineer for MMWA, Richard Benzie, was changing areas and a new Area Engineer would be named. Husby indicated that a contact should be made to MDEQ to involve this individual. McCormick so noted. There were no ex-officio remarks. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to five minutes. No persons spoke. There was no motion for excused absences. ADJOURNMENT On motion of Delegate Husby, the Board adjourned at 12:10 P.M. Approved July 11, 1996 5 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY Thursday,July 11 , 1996 The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Hai. Service Building, Conference Rm. A., 5303 S. Cedar St.., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Ammon, Bolley, Dugan, Esch, Husby,, Juntunen, McCormick(A), St. Clair, Vedder (8) Absent: Delegate from Grand Ledge, Secretary McCormick declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE HUSBY SECONDED BY DELEGATE ST.. CLAIR That minutes of the regular session of June 13, 1996, be approved as written. Adopted unanimously. ADDITION OF LATE ITEMS BY DELEGATE ST. CLAIR SECONDED BY DELEGATE ESCH That the agenda be adopted as published. Adopted unanimously PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to three minutes. i No persons spoke. OFFICERS REPORTS Chairperson Dugan noted the item with a resolution recommended. Chairperson Dugan reported that a number of the MMWA Delegates had a schedule conflict with the September Regular meeting due to the Michigan Section AWWA meeting being held in Kalamazoo the week of September 10-13. Chairperson Dugan asked what the pleasure of the Board would be for rescheduling the meeting. Treasurer Coleman was asked to confirm the availability of a meeting room at Ingham County Human Services Building for September 19, 1996 at 11:00 A.M. Secretary McCormick noted that primary activities involved preparation of the RFP for Consulting Services which would be discussed as part of the Project Committee report and agenda item. Treasurer Coleman presented the MMWA Financial Statements. Coleman noted that as instructed by the Board, a Certificate of Deposit in the amount of$30,000.00 has been purchased. Coleman noted that interest rates were not very favorable, and so a 90 day Certificate was purchased and would be reinvested at the end of September. BY DELEGATE AMMON SECONDED BY DELEGATE ESCH That the Treasurer's report be received and placed on file as submitted. Adopted unanimously. COMMITTEE REPORTS Chairperson Dugan presented the Executive Committee Report. The Executive Committee has continued working on defining a process for advancing projects through MMWA. Chairperson Dugan noted that the process could vary depending on the type of entity requesting the project and the nature of MMWA's involvement, i.e. ownership, financing, etc. Dugan noted that discussions would continue in the Executive Committee. Dugan asked for members of the Executive Cormmittee to review their calendars and select a meeting time for July. The Executive Committee Meeting was set for Wednesday, July 24, 1996 at 10:00 A.M. in the Supervisor's Conference Rm. at the Lansing Township Hall. BY DELEGATE ESCH SECONDED BY DELEGATE AMMON That the Executive Committee report be received and placed on file as submitted. Adopted Unanimously. Secretary McCormick presented the Windsor Township Project Committee report. McCormick 2 noted that the project team had met to discuss Central Michigan Companies, Inc. request for a project to serve the proposed Great Lakes Mobile Home Park. At the request of MMWA and with the participation of the Project Committee a Request for Proposals (RFP) for consulting services has been prepared. The RFP asks for Engineering Review of the service options for the project be conducted within the framework of water system development in Windsor Township and the development of a regional water supply system. In particular, the study should address how the system envisioned would interface with the Delta system, the proposed Dimondale system, the Secondary complex and the Board of Water Light as envisioned in the five regional alternatives previously identified. The study should identify phasing options for service to the proposed development, but assure long term regional compatibility and address issues such as capacity commitments and service limitations of any interim phases. T McCormick noted that the RFP being recommended is on the agenda. With support from MMWA it is the intent of the Project Committee to snail the RFP by 7/12/96. A pre-bid meeting is scheduled to be held on July 18 at the Offices of Tri-county Regional Planning Commission with submittals due by 5 PM on July 26. The award should follow as immediately as possible with the evaluation to be completed by raid-August. BY DELEGATE ESCH SECONDED BY DELEGATE AMMON That the Windsor Township Project Committee report be received and placed on file as submitted. Adopted Unanimously. OLD BUSINESS There was no old business. NEW BUSINESS Engineering Services RFP Res. No. 96-7-1 That MMWA issue a request for proposal for consulting services to evaluate service options for the Central Michigan Companies project in Windsor Township. Services options must meet the long term requirements for providing public water service in Windsor Township and assure compatibility with development of a regional water supply system. RECOMMENDED BY DELEGATE AMMON SECONDED BY DELEGATE HUSBY Adopted Unanimously There were no special ceremonies. 3 DELEGATES REMARKS Husby asked if there as any indication from the Department of Environmental Quality Drinking Water and Radiological Protection Division regarding the Area Engineer for MMWA. Richard Benzie, the previous Area Engineer is changing areas and a new Area Engineer should be named. McCormick noted that no selection has been announced. 1 There were no ex-officio remarks. PUBLIC COMMENT t Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to five minutes. No persons spoke. There was no motion for excused absences. ADJOURNMENT On motion of Delegate Esch, the Board adjourned at 11:45 P.M. Approved 818196 4 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY r, Thursday, August 8 , 1996 The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Service Building, Conference Rm. B., 5303 S. Cedar St.., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Armstrong, Bolley, Dugan, Elsinga, Esch, Husby, McCormick (A), St. Clair, Wegrzyn (8) Absent: Delegate from Grand Ledge, Secretary McCormick declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE ESCH SECONDED BY DELEGATE ST.. CLAIR That minutes of the regular session of July 11, 1996, be approved as written. Adopted unanimously. ADDITION OF LATE ITEMS BY DELEGATE ST. CLAIR SECONDED BY DELEGATE ESCH That the agenda be adopted as published. Adopted unanimously PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. 1 MID-MICHIGAN WATER AUTHORITY AGENDA 9/19/96 Roll Call - 11:00 A.M. Invocation/Pledge Approval of Minutes of 8/8/96 Consideration of late items for the Agenda Public Comment on Agenda Items Reports of the Officers Chairperson Submittal of proposed budget for FY 1997 in accordance with the Articles Secretary Treasurer Committee Reports Executive Committee Old Business Legal Services RFP New Business Engineering Services RFP Establish Budget Committee Delegates Remarks Ex-officio Representatives Remarks Public Comment Motion of excused absences Adj ournment :................:.. ..........................:;.;:.;:.;.;:.:;.;:.;;:.; :.;:.;:::.;:.;::.:;.;:.;:::::.;:.;;;;:.;;;;:.;;;:::.:: :.: ::: ....::::M tfin ............................ ................................................................ s.::..:fin.ex n ....:::::. ::::::..:... ::::g ::::::::.:::::.._ ':::::.:::::::::::::::::.::::::::::::::::::::::::::.::::::: :::::::._::::::.::::.:.::.::::::::::::......... .... OFFICERS REPORTS Chairperson Dugan informed the Board that Representative VanVoorhees had initiated a legislative effort to modify Act 292 and that the Board of Water and Light legislative lobbyist was following the effort. Dugan noted the effort could be significant. There has been communication between VanVoorhees and Frank Kelley regarding the taxing authority in Act 292 and whether the act supersedes the exclusion of taxing authority that might be contained in Articles of Incorporation under the Act. Dugan noted that there is an item on the Board's agenda today to move forward to establishing a contract arrangement for legal services. The contract would establish hourly rates and a not to exceed amount based on the MMWA budget line item and be patterned after the Insurance and Financial Services contracts. Dugan recommended that the officers be authorized to request legal service for MMWA to a not to exceed amount. Secretary McCormick noted that primary activities involved continued effort on the RFP for Consulting Services which would be discussed as part of the Project Committee report and supporting the Executive Committee on the process for MMWA project initiation. Treasurer Coleman was not present, so no report was available. COMMITTEE REPORTS Chairperson Dugan presented the Executive Committee Report. The Executive Committee worked on the development of a contract to be used with the award for Engineering Services. A template was provided by Tri-County Planning which was modified to include changes in Article XI, adding MMWA as an additional insured, and an Article XII was added for indemnification. Dugan noted that the Executive Committee discussed the process for selection of the Engineering Consultant for the Windsor Township Project. Dugan noted that the Executive Committee was recommending that the award be conditioned upon receiving a letter of commitment for the full cost of the study from Windsor Township. There was considerable discussion regarding the timing of this project which necessitates moving quickly, and the authority the Executive Committee has to select and award contracts to the extent defined in the Purchasing Policy ($10,000 cumulative). However, there was concern that the Board may not be comfortable with the Executive Committee acting on the award given the specifics of this project. Dugan noted that Secretary McCormick was asked and attempted to schedule a special meeting of MMWA to expedite the award. Unfortunately a legal question regarding the submittals was raised and that meeting ended up being canceled, with the result that the item is on today's agenda. There was considerable discussion regarding the process. Delegate St. Clair noted that the Executive Committee does not include representation for all member units, and that any unit involved in the project should be included in the decision. Dugan noted that was the intent of the project committee, and no recommendation should come forward unless it has the support of all of the project participants. Dugan noted that the Executive Committee continued working on defining the process for advancing projects through MMWA. This item will be on the Executive Committee's agenda again in August. 2 BY DELEGATE ESCH SECONDED BY DELEGATE ESCH That the Executive Committee report be received and placed on file as submitted. Adopted Unanimously. Secretary McCormick presented the Windsor Township Project Committee report. McCormick noted that the project team had met to review the submittals received in response to the Engineering Services RFP. Delegate Esch and St.. Clair were not able to attend this meeting. Three firms were invited to submit. One firm declined to bid, and two firms submitted in compliance with the RFP. Wolverine also submitted an unsolicited proposal. The project team evaluated all proposals and felt that the one from Wolverine contained an apparent conflict of interest since Wolverine is the Engineer for CMC,Inc.,the developer for the proposed Great Lakes Mobile Home Park. Secretary McCormick noted she met with Delegate Esch immediately following the meeting to assure there was concurrence. Delegate St. Clair was Faxed the recommendation and returned no comments. McCormick noted that the Award of the RFP is on the agenda. The Award is for the lowest bid received of proposals received, after excluding Wolverine due to the apparent conflic of interest. In addition, the award of the RFP is contingent upon a letter of commitment from Windsor Township for full payment of the cost of the study. The project committee understands that Windsor wishes to incur no costs for the study and would look to CMC, Inc. to pay all costs. This action would facilitate the study moving forward when the Township has reached an appropriate agreement with CMC Inc. There was discussion regarding the selection and award process. Delegate Husby noted that a project team should not meet with critical units not in attendance. Bolley noted that the recommendation of the project team puts MMWA in the role of facilitating the project and Windsor Township in the position to determine when and if it moves forward. OLD BUSINESS There was no old business. NEW BUSINESS Engineering Services RFP Award Res. 96-5-1 That MMWA, contingent upon receipt of a letter of commitment from Windsor Township to cover the full cost of the study, award a contract for Engineering Services to Snell Environmental Group (SEG) in the amount of$11,930.00 for their firm price proposal in response to Specification 1996.1, Background: Four consulting firms responded to the RFP; FTC&H declined to bid, 3 Camp, Dresser and McKee bid$14,200.00 in full compliance with the specification, Snell Environmental Group bid$11,930.00 in full compliance with the specification, Wolverine Engineer's and Surveyors bid$2500.00 and was disqualified based on an apparent conflict of'interest. (Wolverine is the consulting Engineer for CMC's Inc., the developer of Great Lakes Mobile Home Park) RECOMMENDED BY DELEGATE ARMSTONG SECONDED BY DELEGATE BOLLEY Adopted . Legal Services RFP Res. No. 96-8-2 The Executive Committee is authorized to prepare an RFP for Legal Services for Mid- Michigan Water Authority. Responses to the RFP will be presented to the MMWA Board in September with a recommendation for award. Background.- Several issues have come up in consideration of the request for service f om CMC, Inc. and during development of the process for moving project requests through MMWA which require legal review. The nature of the reviews in conjunction with the timetable for such require that MMW.4 have legal services readily available for quick turn around. RECOMMENDED BY DELEGATE ST.. CLAIR SECONDED BY DELEGATE WEGRZYN There were no special ceremonies. There were no Delegates remarks. There were no ex-officio remarks. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to five minutes. No persons spoke. There was no motion for excused absences. ADJOURNMENT 4 On motion of Delegate Esch, the Board adjourned at 12:30 P.M. Mid-Michigan Water Authority Chairperson's Report and Recommendations 9/19/96 The following recommendations are offered for Board consideration;] Old Business Legal Services RFP Res. No. 96-9-1 The Executive Committee is authorized to release the RFP for Legal Services for Mid-Michigan Water Authority to the approved bidders list. Responses to the RFP will be evaluated by the Executive Committee. The Executive Committee is to make the selection and secure a contract for legal services effective November 1, 1996 for a 14 month period ending December 31, 1997. Background: At the August meeting the Board instructed the Executive Committee to prepare and RFP and return in September with a recommendation for award. There was not sufficient time to prepare the RFP and bidders list, release the RFP and hold a pre-bid meeting, allow bid preparation and submittal time and receive and review the submittals. The process outline in this resolution is in compliance with the Purchasing Policy and the powers of the Executive Committee. Endorsement of the content of the RFP and the bidders list are contained in this action. New Business Engineering Services RFP Res. No. 96-9-2 The Executive Committee is authorized to prepare an RFP and Bidder's list for Engineering Services for MMWA for calendar year 1997. The RFP and Bidder's list will be presented to the MMWA Board for approval no later than the November meeting. Budget Committee Res. No. 96-9-3 The Chairperson is authorized to appoint a budget committee to review the proposed budget for Fiscal 1997 and recommend a budget for adoption at the October Board meeting. MID-MICHIGAN WATER AUTHORITY Preliminary Operating Budget 1997 January 1, 1997 - December 31, 1997 1996 1996 1997 Startup Expenses Initial Annual Budget Preliminary Budget Board Expenes Insurance 5,000 3,420 expense reimbursement 3,000 3,150 supplies, postage, etc. 500 525 Subtotal 0 8,500 7,095 Office/Facility telephone 100 105 Subtotal 0 100 105 Administration/Personnel salary & fringes 6,5 00 6,525 ` supplies 500 postage 500 500 525 printing 500 500 525 travel (conference/training) 1,000 1,050 subscriptions & publications 100 105 membership dues 100 105 education/training material 500 525 Subtotal 1,000 9,200 9,660 Accounting bookkeeping 2,000 2,100 system set-up 1,535 annual audit 1,550 " Subtotal 1,535 2,000 3,650 Professional Services regional studies 0 regional modeling financial advisory 1,638 1,296 regulations & law 2,000 2,100 Subtotal 0 3,638 3,396 Project Intiation & Admin. project reserve fund 30,000 Additional Operating Reserve two month operating funds 3,906 Total Cost 36,441 23,438 23,906 Total First Year Plus Startup Cost 59,879 " Assumes contract with TCRPC for support services. Estimated as part of multi-year accounting services contract with Layton & Richardson, P.C. 03/05/96 Mid-Michigan Water Authority Prelimanary 1997 Membership Dues - January 1 , 1997 to December 31 , 1997 Dues Requirement Dues Requirement Population $23,906 Adjusted for MEMBER 1990 Census 0.1174 /capita LBWL service areas Bath Twp. 6,387 750 750 Delhi 19,190 2,252 563 Delta 26,129 3,067 3,067 Dimondale 1,247 146 146 Grand Ledge City 7,579 890 890 Lansing Twp 8,919 1 ,047 691 Lansing 127,321 14,943 16,989 Webberville 1,698 199 199 Windsor 5,213 612 612 Total 203,683 $23,906 23,906 * The dues for Lansing and Delhi Townships have been reduced by the percentage that is provided by direct retail water service by the LBWL. The Lansing dues have been increased by the same amounts. mmwa#1 dues.wbl March 5, 1996 MINUTES OF EXECUTIVE COMMITTEE MID-MICHIGAN WATER AUTHORITY Thursday August 22, 1996 The Executive Committee met in regular session at 10:00 A.M. , in the Lansing Township Hall, Supervisor's Conference Rm., 3209 W. Michigan Ave., Lansing, MI. The meeting was called to order by Chairpersori Dugan. Present: Members Bolley, Coleman, Dugan, Husby, McCormick Absent: Ammon, Vedder Approval of minutes of July 24, 1996 Moved by Delegate Husby with support by Secretary McCormick to approve the Executive Committee Meeting minutes of July 24, 1996. Motion carried. Assessment of Process/Method(s) of advancing projects through MMWA Chairperson Dugan noted that the updated flow chart of the process for advancing projects through MMWA sent out previously included changes made to reflect the various types of entities that may request a project and how they would enter the process. Changes were also made to indicate when project participants would be identified and recognize the different ways in which MMWA might be involved in a project. Dugan noted his remaining concern was to assure that the flow chart is appropriate for the intended function of the project teams and the process for determining payment for engineering evaluations. Secretary McCormick was asked to update the flowchart and .send out by FAX prior to the next Board meeting. RFP for Professional Legal Services Chairperson Dugan presented a draft RFP for review by the Executive Committee. A section on EEO/AAP firm statistics was removed since there is a certification requirement in Section 1I.6. McCormick noted that the resolution passed by MMWA indicated that a recommendation for award should come back to MMWA in September. This schedule does not allow sufficient time for development of the bidders list, pre-bid meeting, proposal preparation and submittal and evaluation and selection. Chairperson Dugan suggested that the Executive Committee seek approval of the RFP and Bidder's list at the September meeting and indicate that the Executive Committee would conduct the process and select and award a contract for Legal Services by November 1, 1996. Secretary McCormick was instructed to prepare a bidders list. RFP for Engineering Services Secretary McCormick expressed concern that the timing issues involved in moving projects forward raised the idea of putting one or more Engineering firms on retainer for MMWA. Secretary McCormick noted that an RFP could be prepared such that a contract could be entered into similar to the other services. A contract(s) could be developed that sets a firm schedule of fees with no guaranteed amounts. Firms would be selected based on their qualifications and as work was needed an assignment to a firm(s) would be based on availability or specific expertise. Secretary McCormick suggested that such an approach could be developed over the course of the next several months with the intent that firms would be under contract for Engineering Services beginning January 1997. Based on general agreement of the Executive Committee, Chairperson Dugan noted that this item would be on the September MMWA Agenda. w \ m . .� 0 0 2 ~ ca a # « mom e < 2 & ® � t6f . 3 - « CE ° 6� o2E m ; c . m :/ « /> e M E ±L § g fe � R � ° k/ § a » * { 2 0 2 Fo 2 ee� §» r2 © 5 EwE - L a e § ca E � . z ® ° � cu uE / % ± _Q � � } / E y z j } / \ / . C: o _ . k % E 227E f E ® ° cn CU ° ' g / / ° ^ 7 5 % G k / > 2IL ci) c � ) m / (n m k / . O / / ® y 2 Cl / ) � ) %� k U) 7 § 3 S � 'a) & / /\ -2 :3 0 _ \ } / / § \ } / \ E 6 ± k (L) i ♦ E �- ' I < G $ ; . \ % � 0 % % n m 3 @ \ : m C § \ ( / f \ / � § / k kkf\ f // / EE 0 $ 2 > m � � Ee � % § Qs 3k8 o E / a i o @ 2 ° / 7 . Q ! � [ a � a ♦ T AL \ / }. ƒ ƒ n \ 0 / § ( & « 3 » 6 — Mid-Michigan Water Authority Windsor Project Team Report 7/29/96 Attending: Vedder, Wegrzyn, McCormick Absent: Esch, St.. Clair The project team met in Delta Township to review the submittals in response to RFP1996.1 Three firms were invited to submit. FTC&H decline to submit based on the amount of resources they would need o commit to comply with the evaluation timeline. Snell Environmental Group's submittal is in full compliance with the Specification and is in the amount of $11,930.00. Camp,Dresser and McKee's submittal is in full compliance with the specification and is in the amount of$14,200.00. Wolverine Engineer's and Suveyors Inc.also submitted at the invitation of St.. Clair. Wolverine Engineers is the Engineering firm representing the developer,CMC's Inc.. The project team discussed the apparent conflict of interest that is present in assuring that MMWA'a interest would remain paramount. On this basis,the project team recommends that Wolverine be disqualified for award. Additionally,the project team thought it was important to assure project arrangements are between MMWA and the jurisdictional units(in this case, Windsor Township). The direct relationship with any developer resides with the jurisdictional unit in which the project is proposed. The recommendation reflects this relationship. It is assumed that Windsor Township may wish to received payment or a letter of commitment in the amount of the award before they are willing to provide a letter or commitment for the same. In this case,the complete date required in the RFP may change to reflect two weeks from the actual award date. The project team discussed whether there could be assurance to the developer that a project would be offered. While there was little disagreement that a project would be offered,there was concern that there were many unresolved issues that might preclude construction within the proposed timeframe. Issues include ownership and operation, the required capacity commitment and duration,and assurance of future plans for reinforcement if required. Options will not be known until the study is completed,with addressing these issues to follow. While the project team is recommending selection,they though it best to flag MMWA that these other issues will need to be addressed and the time is short. The following recommendation is offered for Board consideration: New Business Engineering Services RFP Award Res. 96-7-2 That MMWA award a contract for Engineering Services to Snell Environmental Group(SEG)for their proposal in response to Specification 1996.1 contingent upon receipt of a letter of commitment from Windsor Township for$11,930.00 to cover the full cost of the study. Background: Four consulting firms responded to the RFP;FTC&H declined to bid,Camp,Dresser and McKee bid$14,200.00 in full compliance with the specification,Snell Environmental Group bid $11,930.00 in full compliance with the specification,Wolverine Engineer's and Surveyors bid$2500.00 and was disqualified based on an apparent conflict of interest.(Wolverine is the consulting Engineer for CMC's Inc.,the developer of the Great Lakes Mobile Home Park) MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY r-- Thursday, September 19 , 1996 The-Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Service Building, Conference Rm. B., 5303 S. Cedar St.., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Armstrong, Bolley, Dugan, Esch, Husby, McCormick(A), St. Clair, Vedder (7) Absent: Delegate from Delhi Township, Grand Ledge Secretary McCormick declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE BOLLEY SECONDED BY DELEGATE HUSBY That minutes of the regular session of August 8, 1996, be approved as written. Adopted unanimously. ADDITION OF LATE ITEMS BY DELEGATE HUSBY SECONDED BY DELEGATE ESCH That the agenda be adopted as published. Adopted unanimously PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. 1 OFFICERS REPORTS Chairperson's Report Chairperson Dugan submitted the proposed budget for FY 1997 in accordance with the Articles of Incorporation. Dugan noted that an agenda item was included under new business to appoint a budget committee if the Board so wishes. Chairperson Dugan noted as an informational item that he and Secretary McCormick and Treasurer Coleman had met with two representatives from Oneida Township, Supervisor Edward and Trustee Nelson, who were inquiring about participation in MMWA per the instruction of the Oneida Township Board. Chairperson Dugan noted that they were given information regarding the dues structure, and the process and expense associated with addition of members. Secretary's Report Secretary McCormick noted that Layton Richardson had initiated the evaluation of the GMS software. Anna Dowling from Layton Richardson met with accounting and auditing staff from the Board of Water and Light and Jon Coleman to better understand Utility accounting and reporting needs. On a preliminary basis it appears the GMS software is sufficient with the exception of the capability for retail customer billing which could be done by a separate software program As an informational item, Secretary McCormick noted that at the Michigan Section AWWA Conference held in Kalamazoo, MI the previous week, Chairperson Dugan received the Raymond J. Faust Award for Outstanding Personal Service to the Water Supply field and that Delegate Husby was installed as a Trustee of the Michigan Section. Delegate Husby noted that Secretary McCormick was installed as Chairperson for the Michigan Section. Treasurer's Report Treasurer Coleman noted that the Treasurer's report would be mailed out to members following the meeting. Treasurer Coleman noted there were no major new expenditures and MMWA is operating within budget. COMMITTEE REPORTS Executive Committee Report Chairperson Dugan presented the Executive Committee Report. Chairperson Dugan noted that the major effort had focused on finalizing the process for project initiation, noting that the most significant changes were to match the terminology to the Articles and Bylaws and clarify the difference between a project that was proposed and one that was accepted. Chairperson Dugan pointed out the terminology of project proposal team VS project administration committee. Chairperson Dugan noted that the Executive Committee had reviewed and commented on the RFP for Legal Services. Chairperson Dugan noted that while a copy of the RFP and bidders' list would be circulated for review during the meeting, individual copies of both would be mailed to the Delegates and Alternates following the meeting. Chairperson Dugan noted that in order to move forward with retaining legal counsel by November 1, 1996 a resolution authorizing the Executive Committee to review the submittals and make a selection was submitted for Board action. Chairperson Dugan noted that in keeping with the contract service arrangements in effect or under consideration, Secretary McCormick asked the Executive Committee to consider issuing an RFP for professional services, noting that a service arrangement with predetermined rates could be established with one or more consulting firms to permit better response to Engineering 2 evaluations required to move projects forward. With concurrence of the Executive Committee, a resolution to prepare the RFP for Engineering Services was prepared for the MMWA agenda. BY DELEGATE ESCH SECONDED BY DELEGATE HUSBY That the Executive Committee report be received and placed on file as submitted. Adopted Unanimously. OLD BUSINESS Legal Services RFP Res. No. 96-9-1 The Executive Committee is authorized to release the RFP for Legal Services for Mid- Michigan Water Authority to the approved bidders list amended to include Frasier, Trebelcock, Foster and Davis. Responses to the RFP will be evaluated by the Executive Committee. The Executive Committee is to make the selection and secure a contract for legal services effective November 1, 1996 for a 14 month period ending December 31, 1997. Background: At the August meeting the Board instructed the Executive Committee to prepare an RFP and return in September with a recommendation for award. There was not sufficient time to prepare the RFP and bidders list, release the RFP and hold a pre- bid meeting, allow bid preparation and submittal time and receive and review the submittals. The process outline in this resolution is in compliance with the Purchasing Policy and the powers of the Executive Committee. Endorsement of the content of the RFP and the bidders list are contained in this action. RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE ST. CLAIR Adopted . NEW BUSINESS Engineering Services RFP Res. No. 96-9-2 The Executive Committee is authorized to prepare an RFP and Bidder's list for Engineering Services for MMWA for calendar year 1997. The RFP and Bidder's list will be presented to the MMWA Board for approval no later than the November meeting. 3 RECOMMENDED BY DELEGATE BOLLEY SECONDED BY DELEGATE ST. CLAIR Adopted . There were no special ceremonies. Delegate St. Clair noted that there had been no additional communication from CMC, Inc. on the proposed Windsor Township project. Richard Sacks, Michigan Department of Environmental Quality remarked that the selection process for the Regional Engineer for this region is in progress. A new regional Engineer will likely be named within the next few months. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan asked that anyone wishing to address the Board limit their comments to five minutes. No persons spoke. There was no motion for excused absences. ADJOURNMENT On motion of Delegate St. Clair, the Board adjourned at 11:45 A.M. 4