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HomeMy WebLinkAbout1997 Mid-Michigan Water Authority Minutes MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY ' rz i0 AX11: 13 Thursday, January 9, 1997 LA" ;SliNG CITY CLERK The Board of Delegates met in regular session at 11:00 A.M. , in Conference Rm B of the Board of Water and Light Training Center, 730 E. Hazel St., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Ammon, Bolley, Dugan, Esch, Husby, McCormick (A), St.. Clair, Alternate Delegate Wegrzyn (7) Absent: Delegate from Grand Ledge, 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 Delegate St. Clair asked that the minutes be corrected to reflect that he had not been present at the November 14, 1996 meeting. BY DELEGATE AMMON SECONDED BY DELEGATE ESCH That minutes of the regular session of November 14, 1996, be approved as corrected. Adopted unanimously. ADDITION OF LATE ITEMS Treasurer Coleman noted that the 1996 Budget should be amended to reflect the addition of a $150.00 line item for bank services charges. This change does not affect the budget total. BY DELEGATE AMMON SECONDED BY DELEGATE HUSBY That the 1996 Budget be amended to include a line item for bank services charges in the. amount of$150.00 with no change in the total budget. Adopted unanimously. 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's Report Chairperson Dugan noted the agenda items for the meeting noting that the budget resolution has an explanatory note that clarifies that the action to approve the budget will also authorized the annual audit since this item is a line item in the budget and is a item included in the contract with Layton & Richardson. Secretary's Report Secretary McCormick noted that the Continuing Engineering Services RFP submittal evaluation was the major task completed since the last meeting. Treasurer's Report Treasurer Coleman noted that the Treasurer's report indicates that MMWA completed its first year with total assets of$56,643.03. Treasurer Coleman noted of this total, that $2,036.68 is accounts payable liabilities for outstanding contract service reimbursement to Tri-County Regional Planning Commission, $30,000 is the project initiation reserve and about $3000.00 is the operating reserve. The balance will be carried as fund balance depending on MMWA's action on the 1997 Budget. BY DELEGATE ST. CLAIR SECONDED BY ALTERNATE DELEGATE WEGRZYN That the Treasurer's report be received and placed on file. Adopted Unanimously. COMMITTEE REPORTS Executive Committee Report Vice-Chairperson Bolley presented the Executive Committee Report. Vice-Chairperson Bolley noted that the major effort of the Executive Committee focused on two agenda items, the 1997 budget recommendation and selecting firms for continuing Engineering Services. Vice- Chairperson Bolley noted that there was significant deliberation over the 1997 MMWA Budget as reflected in the Committee Report. The result was that the 1996 fund balance be retained and the 1997 Budget be adjusted to be reflective of anticipated lower expenditures. Delegate Ammon noted that he thought it might be premature to lower the MMWA Budget before a baseline year was experienced, and that there was risk that MMWA might require a 2 significantly higher budget in the subsequent year. Vice-Chairperson Bolley noted that was a concern in the budget discussion, but that it was difficult to justify a budget that was not reflective of our expectations and that building surplus year after year was a concern. Delegate Ammon indicated that he understood what had been done, and that he would support the budget, but wanted to voice his concern. Vice-Chairperson Bolley circulated the bid-tabulation that the Executive Committee had used in their deliberations on the Engineering Services submittals. Vice-Chairperson Bolley indicated that the minutes of the Executive Committee meeting spell out the selection process. The firms of Snell Enviromnental Group/Burns & McDonnell and Camp, Dresser and McKee were selected. Secretary McCormick noted that two firms were selected to allow for availability of personnel, avoidance of any conflicts of interest, and retaining some competitive bidding capability. BY DELEGATE HUSBY SECONDED BY DELEGATE BOLLEY That the Executive Committee report be received and placed on file as submitted. Adopted Unanimously. Nominating Committee Report Delegate Husby presented the report of the Nominating Committee. Delegate Husby indicated that the Nominating Committee was recommending the current slate of Officers and Executive Committee members continue for 1997. BY ALTERNATE DELEGATE WEGRZYN SECONDED BY DELEGATE AMMON That the report of the Nominating Committee be received and placed on file. Adopted Unanimously. NEW BUSINESS 1997 MMWA Officers and Executive Committee Res. No. 97-1-1 That the slate of candidates recommended by the Nominating Committee be accepted. That for the period beginning January 9, 1997 through the date of the organizational meeting in 1998, the Officers of MMWA be as follows: Chairperson: Clyde Dugan Vice Chairperson: Shane Bolley Secretary: Sue F. McCormick Treasurer: Jon Coleman 3 That for the same period, in addition to the Chairperson and Vice-Chairperson, Delegate Ammon, Husby and Vedder serve as members of the Executive Committee RECOMMENDED BY ALTERNATE DELEGATE WEGRZYN SECONDED BY DELEGATE AMMON Adopted . MMWA 1997 Budget Res. No. 97-1-2 The amount of $18,416.00 be approved as the 1997 MMWA O & M Budget. The Treasurer shall invoice member communities in January per the dues allocation formula which is based on community population share of the total population represented by MMWA membership. Note: The budget includes a line item for the annual audit. The line item amount represents the firm price under our multi year contract with Layton & Richardson. Approving the budget will as a result, authorize the Treasurer to proceed with the audit arrangements. RECOMMENDED BY DELEGATE ST. CLAIR SECONDED BY ALTERNATE DELEGATE WEGRZYN Adopted. There were no special ceremonies. DELEGATES REMARKS Chairperson Dugan asked if there were agenda items for a January Executive Committee Meeting. Treasurer Coleman noted that a letter summarizing the results of the accounting software evaluation conducted by Layton& Richardson had been received and should be placed on the Executive Committees agenda for review. Delegate Husby noted that MMWA had previously discussed and should move forward with selection of a Logo and Letterhead to better identify the Authority. Chairperson Dugan asked that this item be placed on the Executive Committee's January Agenda.. Chairperson Dugan noted that there were references in Act 292 to the Uniform budgeting and Accounting Act that the Executive Committee may need to clarify. Treasurer Coleman noted that Chairperson Dugan's question regarding limits on MMWA's fund balance had been posed to Layton& Richardson and the response indicated there was no problem with the field balance and that the funds did not have to be committed to a contingency fluid or line item. Chairperson Dugan asked that Executive Committee members check their calendars The Executive Committee was scheduled for 10:00 A.M. on January 30, 1997 in the Lansing Township Supervisor's Conference Rm. 4 Treasurer Coleman circulated various mailing lists for MMWA and asked that attendees review the lists and provide corrections, additions and deletions. Several changes were provided. Chairperson Dugan questioned the status of the contract document review. Treasurer Coleman responded that the contract had not yet been signed with Dykema Gossett. Treasurer Coleman noted that counsel had requested to meet with the Chairperson and the Secretary to clarify some items but were ready to sign the contract. Treasurer Coleman noted that he would refer them to Chairperson Dugan to directly coordinate schedules. 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. Delegate St. Clair moved to excuse the absent Delegates, due to the inclement weather, with support from Delegate Esch. Motion carried. ADJOURNMENT On motion of Delegate Husby with support from Delegate St. Clair, the Board adjourned at 11:55 A.M. Approved 2113197 5 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY 8: 2 7 Thursday, February 13, 1997 LAiNSING CITY CLERK The Board of Delegates met in regular session at 11:00 A.M. , in the Delhi Township Community Services Center, Multi-purpose Rm., 2074 Aurelius Rd. Holt, MI . The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Ammon, Bolley, Dugan, Esch, Husby, McCormick(A), St. Clair, Alternate Delegate Wegrzyn(7) Absent: Delegate from Grand Ledge, 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 AMMON SECONDED BY DELEGATE ST. CLAIR That minutes of the regular session of January 9, 1997 be approved as submitted. Adopted unanimously. There were no late items for the Agenda 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's Report Chairperson noted the agenda items for the meeting with no additional items to report. 1 Secretary's Report Secretary McCormick distributed a letter received from Layton&Richardson regarding their evaluation of the GMS Software. McCormick noted that Layton&Richardson concluded that the GMS software is generally sufficient for all of the general MMWA accounting needs,but may not be sufficient for utility billing. Layton&Richardson did a general, but not detailed review of alternate accounting software and concluded that there are alternative packages that can be explored when MMWA needs this capability. Secreatry McCormick noted that Layton& Richardson's findings were discussed in the Executive Committee meeting. Treasurer's Report Treasurer Coleman noted that the 78% of the 1997 MMWA dues has been received. Treasurer Coleman distributed that 1996 MMWA Audit noting there were no findings. MMWA received the highest level of review. Treasurer Coleman noted that the finance report for the period ending 12/31/96 is contained in the Audit. BY DELEGATE AMMON SECONDED BY DELEGATE HUSBY That the Treasurer's report be received and placed on file. Adopted Unanimously. COMMITTEE REPORTS Executive Committee Report Chairperson Dugan distributed draft minutes from the Executive Committee meeting from January 30. Chairperson Dugan reported that the Executive Committee had reviewed the Layton&Richardson letter and recommending no further evaluation of software for billing services. An additional item that was discussed included updating of the MMWA Business Plan which resulting in an agenda item to develop a Marketing Plan. Delegates should forward markups of the Business Plan document to either the Chairperson or the Secretary. The last item discussed was MMWA letterhead. Secretary McCormick has templates for review under New Business. BY DELEGATE ESCH SECONDED BY ST. CLAIR That the Executive Committee report be received and placed on file as submitted. Adopted Unanimously. There was no Old business NEW BUSINESS 2 MMWA Logo and Byline Res. No. 97-2-1 That MMWA adopt the MMWA Logo. The logo shall be applied to MMWA Letterhead and other MMWA Associated materials as appropriate. The Secretary was asked to investigate registration of the logo and bring an MAM byline back for consideration RECOMMENDED BY DELEGATE HUSBY SECONDED BY ALTERNATE DELEGATE WEGRZYN Adopted. MMWA Marketing Plan Res No. 97-2-2 That MMWA develop a Marketing Plan to assist in accomplishing the goals set forth in the MMWA Business Plan. That the Executive Committee develop a Marketing brochure and a Marketing strategy for adoption by the MMWA Board. The Committee shall report progress to the Board on a monthly basis and present a draft Marketing brochure to the Board no later than the July, 1997 MMWA Board Meeting. RECOMMENDED BY DELEGATE AMMON SECONDED BY ALTERNATE DELEGATE HUSBY Adopted Unanimously. There were no special ceremonies. DELEGATES REMARKS Delegate Husby asked if anyone had been contacted by the Delegate from Webberville regarding their absence. Husby noted it had been several months since Webberville had anyone in attendance and wondered if there was a problem. Treasurer Coleman indicated that he had not been contacted by Webberville. Chairperson Dugan noted that the City of Dewitt has re-contacted the Board of Water and Light and requested a meeting with the Board of Water and Light and the Executive Committee of their water coordinating agency on March 12. Chairperson Dugan reminded delegates of a meeting with City of Dewitt representatives in November and indicated that he continues to bring MMWA alternatives to the table for discussion. Treasurer Coleman noted that along with the 1997 MMWA dues payment received from the Village of Dimondale, MMWA also received a letter from Bruce Miller of Dimondale that the Village would be withdrawing from MMWA effective December 1997. There was general 3 discussion and disappointment that the Village of Dimondale may not continue to participate. Delgates asked if a meeting could be pursued with the Village Council. Chairperson Dugan agreed to meet with the Council later in the year. Delegate Ammon invited MMWA Board members to remain after the meeting for a walk through tour of the Delhi Township Community Services Center. There were no ex-officio delegate 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. Delegate Husby moved to excuse the absent Delegates with support from Alternate Delegate Wegrzyn. Motion carried. ADJOURNMENT On motion of Delegate Husby with support from Alternate Delegate Wegrzyn the Board adjourned at 11:45 A.M. Approved 518197 4 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY r 9 Aiu 27 Thursday,May 8, 1997 Loi,f° SiI G CiT 1 CLERK The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Services Building, Conference Rin B., 5305 S. Cedar, Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Bolley, Dugan, Elsinga(A), Husby, McCormick (A), St. Clair, Vedder (6) Absent: Delegate from Dirnondale, Grand Ledge, 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 ST. CLAIR SECONDED BY DELEGATE HUSBY That minutes of the regular session of February 13, 1997 be approved as submitted. Adopted unanimously. There were no late items for the Agenda 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 Chairperson's Report Chairperson Dugan noted that there were no agenda items for action. 1 Secretary's Report Secretary McCormick had no items to report. Treasurer's Report Treasurer Coleman noted that MMWA now has in place the contract for legal services. As their first item of business the contract for Engineering Services is being reviewed. BY DELEGATE HUSBY SECONDED BY DELEGATE ELSINGA That the Treasurer's report be received and placed on file. Adopted Unanimously. COMMITTEE REPORTS Executive Committee Report Chairperson Dugan distributed draft minutes from the Executive Committee meeting from May 1, 1997. Chairperson Dugan noted the discussion item regarding the City of Dewitt and Dewitt Township moving forward to form a Water Authority. Chairperson Dugan noted that there had been significant discussion at the Executive Committee meeting regarding MMWA Water System Acquisition. Several opportunities were noted from recent activities; development of public water for Bingham Township, ownership and or operation of developer built systems where extension of an existing system is not feasible. McCormick noted that the opportunity to assure compatibility with and connection to the regional system in the future could be enhanced by considering MMWA ownership and operation. Dugan noted that MMWA operation would not require MMWA staffing. The articles and bylaws provide for MMWA to contract for services. Operating contacts could be with MMWA members or others. Bolley pointed out that there is a fundamental question about whether MMWA want to get into this business. Vedder pointed out that this could be a sensitive issue in areas where development is not welcomed. It will need to be presented as MMWA standing ready to assist them and that if development is going to proceed,now is the best time to serve them with public water. McCormick noted that if MMWA does want to get into the business, we need to adopt a set of standards. There was general concurrence to being a resolution back for action. BY DELEGATE HUSBY SECONDED BY ST. CLAIR That the Executive Committee report be received and placed on file as submitted. Adopted Unanimously. 2 There was no Old Business There was no New Business There were no special ceremonies. There were no delegates remarks There were no ex-officio delegate 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 with support from Alternate Delegate Elsinga the Board adjourned at 11:50 A.M. Approved 7110197 3 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY Fail 0: Thursday, July 10, 1997 l.�IN'S!N' G CITY Ci ER A The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Services Building, Conference Rm B., 5305 S. Cedar, Lansing, MI. The meeting was called to order by Jon Coleman, Treasurer. Present: Treasurer Coleman, Delegates Albert (A), Elsinga(A), Esch (A), Husby, McCormick(A), St. Clair, Wegrzyn(A) (6) Absent: Delegate from Bath Township, Grand Ledge, 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 ELSINGA SECONDED BY DELEGATE ST. CLAIR That minutes of the regular session of May 8, 1997 be approved as submitted. Adopted unanimously. The MMWA Meeting Calendar for the second half of 1997 was added as an Agenda item under new business. PUBLIC COMMENT Treasurer Coleman announced that members of the public will be afforded the opportunity to address the delegates on any item. Treasurer Coleman asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. OFFICERS REPORTS Chairperson's Report Secretary McCormick noted that the agenda items for action are from discussion of the Executive Committee. Secretary McCormick also noted that Chairperson Dugan intends to bring the issue 1 of MMWA Water Rates and Charges to the Executive Committee for discussion. Secretary's Report Secretary McCormick mentioned that Snell Environmental Group had requested that the 20%o retainer on the Engineering Services Contract be reduce to 10%. Secretary McCormick noted that a 10%retainage is standard and the adjustment was approved. The same adjustment will be offered to CDM on their contract for Engineering Services. Treasurer's Report Treasurer Coleman reported that the contract for Engineering Services has been approved as to form. Treasurer Coleman reviewed the financial report for the period ending June 30, 1997. Assets and Liabilities are $69,355. 84. Expenditures Year to Date are $7,068.37 with a balance of$11,347.63. RECOMMENDED BY ALTERNATE DELEGATE WEGRZYN SECONDED BY DELEGATE HUSBY That the Treasurer's report be received and placed on file. Adopted Unanimously. There was no Executive Committee Report There was no Old Business NEW BUSINESS MMWA Construction Standards Res. No. 97-7-1 The Secretary is instructed to develop MMWA Construction standards for review by the Executive Committee. The MMWA Construction Standards shall be available for approval by the MMWA Board no later than November, 1997. RECOMMENDED BY DELEGATE ST. CLAIR SECONDED BY ALTERNATE DELEGATE WEGRZYN Adopted unanimously. MMWA Meeting Calendar Res. No. 97-7-2 The MMWA Board will hold its regularly scheduled meetings for the period August through December of 1997 as follows: August 14, 1997 October 9, 1997 December 11, 1997 September 11, 1997 November 13, 1997 2 RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE ESCH Adopted unanimously. There were no special ceremonies. DELEGATES REMARKS Delegate Elsinga suggested that MMWA or GMB share information from the USGS evaluation being conducted regarding the Motor Wheel site in Lansing. Delegate Elsinga expressed concern that those communities that did not have a full understanding of the situation and the Board of Water and Light's actions and operation might have concerns regarding participation in MMWA. Secretary McCormick said she would follow-up with USGS regarding scheduling a presentation for GMB. Delegate Elsinga asked if there had been any additional MMWA contact with the City of Dewitt, Dewitt Township or Watertown Township regarding opportunities for a regional project to meet their various needs. No one present had any knowledge of additional activities. Treasurer Coleman was asked to follow-up and schedule a meeting of these parties with MMWA. There were no ex-officio delegate remarks. PUBLIC COMMENT Treasurer Coleman announced that members of the public will be afforded the opportunity to address the delegates on any item. Treasurer Coleman asked that anyone wishing to address the Board limit their comments to five minutes. No persons spoke. Delegate Husby moved to excuse the absence of Delegate Bolley with support from Alternate Delegate Wegrzyn. Motion carried. ADJOURNMENT On motion of Delegate St. Clair with support from Alternate Delegate Elsinga the Board adjourned at 12:02 P.M. Approved 8114197 3 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY r+�-, -- I e s.^F) I-P i Thursday,August 14, 1997 Lt�.PI�':tiG CCi't C�E�1; The Board of Delegates met in regular session at 11:00 A.M. , in the Ingham County Human Services Building, Conference Rm.B., 5305 S. Cedar, Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Treasurer Coleman,Delegates Bolley (D), Dugan(D), Esch(A), Husby, McCormick(A), Wegrzyn(A) (5) Absent: Delegate from Delhi Township, Windsor Township, Grand Ledge, 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 ALTERNATE DELEGATE WEGRZYN That minutes of the regular session of July 10,1997 be approved as submitted. Adopted unanimously. There were no late items for the agenda. 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's Report Chairperson Dugan noted that the agenda items for action are all contained within the Executive Committee Report. 1 Secretary's Report Secretary McCormick noted that based on discussion at the Executive Committee meeting and interest expressed by other MMWA members, representatives from MDEQ were present at the meeting to discuss the new Drinking Water State Revolving Fund Program. MDEQ Supervising District Engineer Richard Benzie noted that the Capitalization grant from the Federal Government requires that each State file an intended Use Plan. The Federal legislation allows some portion of the grant to be set aside for special programs. In Michigan, less than the total allowed is being set aside to provide funding for: Water Resource Protection (including wellhead protection), loan forgiveness for planning and design activities for disadvantaged communities, technical assistance for 3rd parties that are assisting small communities in getting to the planning and application stage, and program costs associated with extending the operator certification program to non-transient,non-community systems. Benzie noted that by September 1, 1997 MDEQ will publish the project planning guidance which will set forth the eligibility criteria for receiving funding, and what is needed in the application to receive project ranking. Benzie reviewed the six category 1000 total point ranking system that is included in the SRF legislation. Benzie noted that projects submitted for serving system growth or expansion into undeveloped areas will not be eligible for funding. By January 1, 1997 MDEQ anticipates that they will begin receiving project plans (applications) , they will take 4 weeks to review and score and by Mid February they will publish a modified intended use plan, distribute the listing and hold public hearings by mid-March. This schedule would allow funds to be available during the 3rd quarter of the State of Michigan Fiscal Year(Apr/May/June). Benzie noted there were several items that would likely be of interest to MMWA. Benzie noted that applicants must consider alternatives for interconnection or various forms of consolidation and if they are more economic, must select that approach unless there is a reason they are deemed not feasible. In addition, loans for the purchase of capacity will likely be allowed. There is an advantage to systems serving under 10,000 since a minimum of 15% of the loan dollars is reserved for small systems, however, in the project rating, projects serving larger populations receive more points. McCormick noted that MMWA was interested in facilitating projects for area communities if the Authority could provide some advantage to them. McCormick asked how MMWA could take advantage of assisting several small communities in a joint project, where overall a larger population would benefit, yet they would preserve the qualification of being small systems to take advantage of the 15% funding reservation for small systems. McCormick noted that it certainly seems to be a goal of the Federal legislation to encourage cooperation where that ultimately makes the most sense in terms of economics and resource utilization and preserving every advantage in the rating/ranking process is important to facilitating those types of projects. Benzie noted that there was still much discussion going on and so he couldn't be certain how that would be rated, but as a community/communities are going through the process with MDEQ they would be honing their application to capture the best advantage. McCormick noted that if several small communities want to proceed with a joint project, but they would rate or rank higher by applying separately, how would MDEQ tie them all together so the project would be kept in tact. Benzie noted that they would likely be in the same District, so likely working with one MDEQ project manager, but beyond that he wasn't sure. Delegate Husby asked if the MDEQ would follow-up on these questions and provide some clarity for the Authority. 2 Treasurer's Report Treasurer Coleman presented the financial report for the period ending July 31, 1997. Assets and Fund Balance are $69,582.38. Expenditures Year to Date are $7,163.71 with a balance of $11,252.29. RECOMMENDED BY ALTERNATE DELEGATE WEGRZYN SECONDED BY DELEGATE HUSBY That the Treasurer's report be received and placed on file. Adopted Unanimously. COMMITTEE REPORTS Executive Committee Report Chairperson Dugan noted that there were three discussion items on the Agenda at the Executive Committee. The first items was the request for changes to the Engineering Services contract for Camp,Dresser and McKee. The Executive Committee approved the changes subject to legal review as to form. Copies of the contracts as executed will be provided to all members. There was lengthy discussion regarding communities currently considering water system improvements. There was consensus in the Executive Committee for MMWA to facilitate a discussion forum for these communities to assist in identifying any opportunities for joint approaches or strategic advantages in qualifying for SRF moneys and timing issues. Treasurer Coleman agreed to moderate the meeting to be held on August 20 in the Delta Township Hall. Treasurer Coleman circulated copies of the invitation letters send to Bath Township,the City of Dewitt, Dewitt Township, Grand Ledge, and Watertown Township. Benzie suggested that Oneida be added to the list of communities invited to the forum discussion. The last item discussed was the need for MMWA Water Rates and Charges. There was general consensus that MMWA should prepare methodology to allow for the calculation of rates and charges to be prepared to move ahead when projects and arrangements are proposed. This should also remove concerns that changes could be arbitrary in special cases. Chairperson Dugan noted that this item is on the MMWA agenda for action. Delegate Husby moved that the Executive Committee be approved as submitted and placed on file. Delegate Bolley supported the motion. The motion was approved unanimously. There was no Old Business NEW BUSINESS MMWA Rates and Charges Action Plan Res.No. 97-8-1 The Executive Committee is authorized to develop an Action Plan for the development of MMWA Rates and Charges. The Action Plan will set forth a time table, identify tasks and issues that must be addressed and specify consulting and legal services necessary to develop methodology for MMWA rates and charges. 3 RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE BOLLEY Adopted unanimously. There were no special ceremonies. DELEGATES REMARKS Delegate Esch noted that a follow-up letter had been sent from the Village of Dimondale to Jon Coleman stating that the Village had met the six month notice of intent to withdraw from MMWA. Delegate Esch noted that it had been left to him to decide whether or not to attend through to the end of the year, and that was planning continuing to attend. Several members expressed their disappointment that the Village was withdrawing and hoped that they would reconsider, if not now, in the future. There were no ex-officio delegate remarks. PUBLIC COMMENT Chairperson Dugan amiounced 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. Secretary McCormick noted that she had received call from Delegate St. Clair regarding a conflict with the meeting. Alternate Delegate Wegrzyn moved to excuse the absence members not in attendance with support from Delegate Husby. Motion carried. ADJOURNMENT On motion of Alternate Delegate Wegrzyn with support from Delegate Husby the Board adjourned at 12:22 P.M. 4 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY r� 2 7 Thursday, September 18, 1997 "i'U CF I i �. CLEF;;, The Board of Delegates met in regular session at 11:00 A.M. , in the Delta Charter Township Hall, Board Conference Rm., 7710 W. Saginaw Hwy., Lansing, MI. The meeting was called to order by Shane Bolley, Vice-Chairperson. Present: Treasurer Coleman, Delegates Bolley (D), Esch(A), Husby(D), McCormick (A), St. Clair(D), Wegrzyn(A) (6) Absent: Delegate from Delhi Township, Grand Ledge, 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 ESCH SECONDED BY ALTERNATE DELEGATE WEGRZYN That minutes of the regular session of August 14, 1997 be approved as submitted. Adopted unanimously. There were no late items for the agenda. PUBLIC COMMENT Vice-Chairperson Bolley announced that members of the public will be afforded the opportunity to address the delegates on any item. Vice-Chairperson Bolley asked that anyone wishing to address the Board limit their comments to three minutes. No persons spoke. OFFICERS REPORTS Chairperson's Report Vice-Chairperson Bolley noted that there are no action items for the agenda, and discussion items are all contained within the Executive Committee Report. 1 Secretary's Report Secretary McCormick noted that efforts had been focused on working with the Engineering firms under contract with MMWA to obtain proposals as follow-up on the Community Forum. Secretary McCormick noted that discussion on the proposals would best follow that report. There was no Treasurer's Report. COMMITTEE REPORTS Executive Committee Report Vice-Chairperson Bolley noted that he was absent from the last Executive Committee Meeting, and asked Secretary McCormick to summarize. Secretary McCormick noted that much of the Executive Committee discussion was follow-up on the Community Forum. Secretary McCormick distributed a preliminary summary of the Discussion Forum and asked others that had been in attendance to provide comments and additions. Treasurer Coleman noted that he was pleased that there was someone in attendance from every local unit of government that had been invited. Coleman noted that following introductions, each attendee was asked to describe the water system improvements under consideration. Coleman noted that following those comments, Vice-Chairperson Bolley asked if there was an opportunity for a common project and Snell Environmental Group noted that several units of government were considering alternatives that included service from the Board of Water and Light via a large diameter main North out of the City of Lansing. McCormick commented that O'Malia pointed out that the sizing of the main would change depending on how many communities were being served, and the economics would be best if costs could be shared on a main serving multiple communities. McCormick noted that following the conclusion of the Forum,there was a good deal of informal conversation and some interest by several of the attendees in looking at the opportunity for Dewitt Township, Bath Township and potentially the City of Dewitt and Watertown Township to investigate a joint project. McCormick noted that based on this discussion,the Executive Committee had asked that proposals be obtained from the firms under Engineering Service contract,to conduct a fast track study and preparation of a project plan applicable to the SRF ftuiding. In addition, McCormick noted,the Executive Committee has scheduled a follow-up meeting in Dewitt Township for September 25 with these communities to review the proposals and let them determine where they wish to go from here. McCormick noted that one additional item that was raised as a result of the Forum was whether or not the mailing list, which includes the Clerks and the delegate and alternate delegate appointed by each local unit of government, was sufficient communication. After lengthy discussion of alternatives, it was agreed that the summary of the Community Forum should be sent to all of the elected officials and the Administrator as were the invitations. It was also agreed that a cover letter be included with the summary which would invite interested individuals to add their name to the mailing list for MMWA agendas and minutes. There was no Old Business. There was no New Business. 2 There were no special ceremonies. DELEGATES REMARKS Delegate Husby introduced Patrick Cook from MDEQ. Cook will be the new District Engineer effective October 1. Cook will be reporting Tim Benton, Supervising District Engineer. Cook noted that he was looking forward to working with folks in the district and was glad to be able to associate faces with names. Delegate Husby noted that Secretary McCormick had completed her term as Chair of the Michigan Section American Water Works and has subsequently been elected to serve as Michigan's Director to National AWWA beginning in June of 1998. Vice-Chairperson Bolley asked if there had been any additional feedback regarding the questions that delegates had posed regarding the SRF. Secretary McCormick noted that there had been no response. The only additional information known, is that purchase of capacity would be considered eligible for funding. There were no ex-officio delegate remarks. PUBLIC COMMENT Vice-Chairperson Bolley announced that members of the public will be afforded the opportunity to address the delegates on any item. Vice-Chairperson Bolley 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 Alternate Delegate Wegrzyn with support from Delegate Husby the Board adjourned at 12:56 P.M. Approved October 9, 1997 3 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY r� `t E D i CEq(" 19 1 0": 27 Thursday, October 9, 1997 LAi Si 'dG CITY CLERK( The Board of Delegates met in regular session at 11:00 A.M., in the Ingham County Human Services Building, Conference Rm B., 5305 S. Cedar, Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Treasurer Coleman, Delegates Bolley (D), Dugan (D), Elsinga(A), Esch (A), Husby (D), McCormick (A), St. Clair (D), Vedder(D) (5) Absent: Delegate from Grand Ledge, 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 September 18,1997 be approved as submitted. Adopted unanimously. There were no late items for the agenda. Dugan noted that the intent of the meeting was for discussion only and since the meeting amlouncement noted that there would be no action, any resolutions suggested should be scheduled as future agenda items. PUBLIC COMMENT Chairperson Dugan anriounced 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's Report Chairperson Dugan deferred Treasurer Coleman to brief the Board on the results of the September 25th meeting in Dewitt Township which was conducted as a follow-up on the 1 Community Forum held in Delta Township. Treasurer Coleman noted that the September 25th meeting was held with communities that had indicated there was a likelihood of a joint water project. Communities represented included the City of Dewitt, Dewitt Township, and Bath Township. Treasurer Coleman noted that Watertown Township had expressed interest but was not represented at the meeting. Treasurer Coleman noted that the MMWA consultant proposals were presented, but the feeling was that short term requirements could not be served by MMWA but might be an appropriate vehicle for long term considerations. Husby noted that developers in attendance were verbal about wanting water for next summer and negotiating on electric service coincident with water. Treasurer Coleman noted that Dewitt Township was concerned that working with MMWA is an unknown timeline and that for immediate requirements they have a relationship to work directly with the Board of Water and Light(BWL). Alternate Delegate Elsinga commented that whenever you focus on developers needs, the focus is short term and long term needs won't likely be met. Chairperson Dugan noted that this meeting has caused several of the MMWA Board members to raise questions regarding the future direction of MMWA. Chairperson Dugan asked that this be discussed under the New Business portion of the agenda. Secretary's Report Secretary McCormick note that based on discussion at previous MMWA Board meetings, a joining meeting of GMB/GTAC was held and information regarding the Motor Wheel Superfund site was presented. Secretary McCormick noted that USGS presented information about the groundwater modeling work that was done in conjunction with the BWL, and the BWL presented information about how the wells are operated and monitored. Secretary McCormick commented that afterwards there was excellent feedback regarding the tremendous value the communities should place on having tools like the USGS Models available to assess situations like this one. There were several suggestions to follow-up with additional sharing of information with the public. Treasurer's Report Treasurer Coleman presented the financial report for the period ending August 31, 1997. Assets and Fund Balance are $69,809.70 Expenditures Year to Date are $7,169.57 with a balance of $11,246.43. RECOMMENDED BY ALTERNATE DELEGATE ELSINGA SECONDED BY DELEGATE ST. CLAIR That the Treasurer's report be received and placed on file. Adopted Unanimously. COMMITTEE REPORTS Executive Committee Report Chairperson Dugan noted that there is no Executive Committee Report 2 There was no Old Business NEW BUSINESS Chairperson Dugan initiated the discussion by offering a spectrum of possibilities, with one end of the spectrum having MMWA backing off and waiting for a project to present itself, and the other end of the spectrum having MMWA be more aggressive in seeking projects perhaps by hiring a part time Executive Director. Delegate Husby commented that MMWA should investigate the opportunity to hire a Public Relations person or Executive Director and get busy with a Marketing brochure. Delegate St. Clair commented that MMWA should be non-aggressive, but take advantage of being involved if a project comes along. Alternate Delegate Elsinga noted that he thought the current situation is a temporary stay, and that regional water will happen, but that MMWA needs someone to speak about MMWA, perhaps on a consulting basis. Delegate Vedder commented that our position is not advocating growth or expansion, or advocating water. Delegate Vedder noted that our role is to assist communities who think they have to build their own, when there is a more cost effective alternative. Alternate Delegate Elsinga pointed out that growth can actually be controlled by the placement of infrastructure, and that because of fixed cost, providing quality with economy is better with a number of entities working together. Delegate Husby noted that the public is not educated in the differential. Delegate Vedder asked how often the private wells are tested, and the differential in fire and safety issues without public service. Delegate Bolley noted that water quality is why we're all here. Delegate Bolley commented that he felt that if we were seeking our direction, that MMWA needs to look at its' Mission, noting that there are 6 Goals that speak to promoting and facilitating, and only one that relates to doing projects. Delegate Bolley suggested that the Executive Committee look at the Mission and Goals and identify what's needed to move those Goals forward, then look at how that should be done. There was general consensus and Chairperson Dugan noted that the Executive Committee would place development of an action plan on the Agenda for the October 23 meeting to be held in Lansing Township at 9 AM. There were no special ceremonies. There were no delegates remarks. 3 EX-OFFICIO REMARKS Tim Barton of the Department of Environmental Quality commented that he was very impressed with the discussion today, and the fact that the philosophy of the MMWA Board was aligned with his own. Barton noted that the DEQ supports municipal systems and regional systems and is able to hold developers to standards if they are a part of a Governmental masterplan to serve an area. Barton noted that DEQ's leverage is the construction permit. Barton also noted that in similar fashion there is a 33 unit Sr. Citizen Complex being developed in Dimondale. DEQ is working with the developer to encourage the Village to take ownership of the system and acknowledge that public water will come to the Village at some future time. Barton commented that DEQ would like to help facilitate MMWA's Goals. Treasurer Coleman noted that on October 29th at Farm Bureau a meeting is being held on land use issues. They will be looking at proposals to study growth issues. The meeting is 7-9 PM and 40 to 50 people are expected in attendance. 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 Alternate Delegate Wegrzyn with support from Delegate Husby the Board adjourned at 12:22 P.M. Approved November 13, 1997 4