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HomeMy WebLinkAbout1999 Mid-Michigan Water Authority Minutes MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY :N I c, P.l n: Q"� Thursday, February 11, 1999 I'l Lkr%C111C CITY CLERK The Board of Delegates met in regular session at 11:00 A.M., in the Southwind Conference Rm ., Tri-County Regional Planning Commission Office Building, 913 W. Holmes Rd., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Armstrong (D), Bolley (D), Coleman(E), Dugan(D)Elsinga(A), Esch(D), Husby (D), McCormick(A), Wegrzyn(D), (7) Absent: Delegate from Grand Ledge, Oneida, Windsor Chairperson Dugan 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 WEGRZYN That minutes of the regular session of November 8, 1998 be approved as submitted. 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. OFFICERS REPORTS Chairperson's Report Chairperson Dugan noted the action items on the agenda and updated the Board on the no change in status on discussions with Genesee County and Flint. 1 Secretary's Report Secretary McCormick reported on continuing discussions with ELMWSA regarding opportunties for interconnection and a potential joint storage project. McCormick noted that everything is at the proposal and evaluation stage. Treasurer's Report Treasurer Coleman reported that although MMWA spending has been low, TCRPC has been unable to process financial statements due to the absence of Greg Hoffman for medical reasons. Hoffman has returned to work and will have updated financial statements for the next meeting. Coleman noted that for the same reason, the 1998 audit has been postponed until late February. presented the report for the period ending August 30, 1998. Coleman reported on legislative amendment to Act 292 which passed in the 1998 legislature. Coleman noted that though he had not conducted a comprehensive evaluation of the Bill, its primary purpose was to expand the scope of the Act to allow for the formation of Metropolitan Area Arts Councils with taxing authority under specific conditions. Coleman noted no impacts to MMWA. Executive Committee Report Minutes of the Executive Committee meeting of December 14, 1998 were mailed. Chairperson Dugan noted several items have already been discussed. Treasurer Coleman noted that the recommendation to award a Financial Services contract to Layton Richardson is based on only one bid received. Treasurer Coleman noted that the bid is a reduction in the annual expense for audit and Financial Services. Dugan noted that the Executive Committee established the 1 st Thursday of each month for their meetings as agenda items warrant and the 2nd Thursday of each month is recommended for the MMWA Board Meetings as an action on todays agenda. There was no Old Business NEW BUSINESS Financial Services Res. No. 99-02-1 That a contract for professional Certified Public Accounting services detailed in Specification 1998.1 be awarded to Layton and Richardson for Financial Services beginning January, 1999 through the first quarter of 2002. Layton Richardson's submittal was the only response to the request for proposals RECOMMENDED BY DELEGATE BOLLEY SECONDED BY DELEGATE WEGRZYN Adopted unanimously. 1999 Meeting Calendar Res. No. 99-02-2 The MMWA Board will hold its regularly scheduled meetings for the first six months of 1999 at 11:00 on the 2nd Thursday of each month as follows: 2 January 14, 1999 March 11, 1999 May 13, 1999 February 11, 1999 April 8, 1999 June 10, 1999. RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE ARMSTRONG Adopted unanimously. There were no special ceremonies. Delegate Remarks Secretary McCormick noted that Delegate St. Clair called to excuse his absence for the meeting and noted that a Windsor Township site for a GM facility location had been identified in the State Journal. St. Clair noted that though the Township has not been contacted,there is other development interest South of the noted location. McCormick noted that St. Clair pointed out that this is the same general vicinity that had been proposed for regional water system evaluation and that the Township would be interested in working with Delta and the BWL jointly for needs in that area. Delegate Husby noted that several MMWA Communities were working collaboratively on wellhead protection programs and Lansing Township had recently submitted an application for a Wellhead Protection Grant from the DEQ in the amount of$15,000.00. Husby noted that due to the interest in the grants (70-80 applications ) it will likely be the end of April before DEQ is able to notify applicants of award recipients. Delegate Armstorng commented that Webberville has completed a water reliability study and a wellhead protection study which could be presented at the March MMWA Meeting if members were interested. There was general interest to place it on the agenda. Armstrong also noted they were working to use the USES Aquifer model for delineation of wellheads and they have expressed interest in joining GMB. Ex-Officio Remarks Coleman noted that Bylaw changes for GMB to allow additional communities are on the February GMB Agenda. Coleman also noted that TCRPC is assisting in the multi jurisdictional grant process and has been receiving requests from DEQ for increasing levels of details on uses of matching fields used to qualify for the grants. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan that there was no public present. Delegate Husby Omoved with support from Delegate Elsinga to excuse the Delegate from Windosor Township who had unavoidable conflicts. Adopted unanimously. ADJOURNMENT On motion of Delegate Elsinga with support from Delegate Wegrzyn the Board adjourned at 11: 55 P.M. 3 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY ry r r C'r=f4/' �._ Thursday, May 13, 1999P 13: Q LANISIP,iG CITY CLERK The Board of Delegates met in regular session at 11:00 A.M., in the Southwind Conference Rm ., Tri-County Regional Planning Commission Office Building, 913 W. Holmes Rd., Lansing, MI. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Armstrong (D), Bolley (D), Coleman (E), Dugan (D) Elsinga(A), Esch(D), Husby (D), McCormick (A), Wegrzyn(D), (7) Absent: Delegate from Grand Ledge, Oneida, Windsor Chairperson Dugan declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES Secretary McCormick noted that the agenda indicated the minutes presented for approval are for February 11, 1999, not January 14, 1999 as noted in the Agenda. Chairperson Dugan noted the correction to the Agenda BY DELEGATE BOLLEY SECONDED BY DELEGATE ARMSTRONG That minutes of the regular session of February 11, 1999 be approved as submitted. Adopted unanimously. CONSIDERATION OF LATE ITEMS FOR THE AGENDA Delegate Armstrong noted that at the MMWA Board's request he was prepared to present the results of the Village of Webberville's Water Reliability Study. Chairperson Dugan noted that the item would be placed on the Agenda under new business following the MMWA Meeting Calendar for the 2nd 6 months of 1999. 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 noted the action items recommended. Secretary's Report Secretary McCormick reported on the status of the proposal to ELMWSA regarding opportunities for interconnection and a potential joint storage project. McCormick noted that all parties have agreed to the proposal and are preparing contracts. Treasurer's Report Treasurer Coleman reported on the financial statement and year end report. Coleman distributed copies of the completed audit report to the Board noting that there was one to be addressed. Coleman noted that Greg Hoffman was present to answer questions regarding the investment policy which is an agenda item under new business. It was moved by Delegate Armstrong and supported by Delegate Husby to receive the Treasurer's Report and place it on file. Motion carried. Executive Committee Report Dugan noted that the Executive Committee had not met. There was no Old Business NEW BUSINESS MMWA Investment Policy Res. No. 99-05-1 In compliance with Act 20 PA 1943 as amended by Act 196 PA December 1997 the MMWA adopts the Mid Michigan Water Authority's Investment Policy detailed in document MMWA#1 which applies to all financial assets of the MMWA. There was significant discussion regarding allowable investment options available under Act 20. It was recognized that this is a low risk approach. RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE BOLLEY Adopted unanimously. 1999 Meeting Calendar Res. No. 99-05-2 The MMWA Board will hold its regularly scheduled meetings for the second six months of 1999 at 11:00 on the 2nd Thursday of each month as follows: 2 July 8, 1999 September 9, 1999 November 11, 1999 August 12, 1999 October 14, 1999 December 9, 1999 RECOMMENDED BY DELEGATE ARMSTRONG SECONDED BY DELEGATE BOLLEY Adopted unanimously. Webberville Water Reliability Study Delegate Armstrong sumnnarized the study recommendations as including four major efforts; Valve exercising, Wellhead Protection, Improve Water Accountability and Initiate a Flushing Program. Delegate Armstrong noted that there were other recommendation regarding infrastructure improvement including closing dead ends, improving redundancy in lines to the elevated storage, and adding capacity to address increased fireflow requirements. Delegate Armstrong noted that a Water quality study was also conducted but those results were not brought to the meeting. MMWA members complimented Delegate Armstrong on the Village of Webberville's interest in investment in proactively seeking to improve their public water supply. There were no special ceremonies. Delegate Remarks Delegate Elsinga noted that the proposed Delhi Wellhead Protection Plan is being presented to the Delhi Board and Planning Commission on May 18, 1999 at 6:00 P.M. Delegate Armstrong noted that Webberville is also moving forward with development of a Wellhead Protection Plan with the help of Christine Vaidic who has been invaluable in getting the Village started. Ex-Officio Remarks Coleman noted that TCRPC has received a copy of a Water systems analysis plan for the City of Eaton Rapids. Coleman mentioned that the report has been placed on file at TCRPC if anyone is interested. In addition, Coleman noted that the first Stakeholders Technical Committee Meeting for the Regional Growth: Choices for our Future study will be held on May 26 at the Mid Way in Delta Township. Coleman noted that much of the data gathering,map preparation, etc. done as a part of this study will be of interest to groups such as MMWA and the Red Team. Coleman noted that a grant was received in the amount of$355,000 and local funds for the remainder of the $800,000 study were being sought from local governments. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Chairperson Dugan that there was no public present. ADJOURNMENT On motion of Delegate Elsinga with support from Delegate Wegrzyn the Board adjourned at 11: 55 MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY ,r I1i~`1 Thursday, July 8, 1999 ` �I;!t��� ; C� PM 3: 04 LANS1110 CITY CLERK The Board of Delegates met in regular session at 11:00 A.M., in the Southwind Conference Rm ., Tri-County Regional Planning Commission Office Building, 913 W. Holmes Rd., Lansing, MI. The meeting was called to order by Sue McCormick, Secretary Present: Delegates Benton (E), Elsinga(A), Esch (D) Hoffman(E), Husby (D), McCormick(A), St. Clair(D), Wegrzyn(D), (6) Absent: Delegate from Bath, Grand Ledge, Oneida, 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 WEGRZYN That minutes of the regular session of May 13, 1999 be approved as submitted. Adopted unanimously. CONSIDERATION OF LATE ITEMS FOR THE AGENDA There were no late items. 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 Action items as noted on the Agenda 1 Secretary McCormick reported that the BWL had received a request from Windsor Township for a retail water proposal for selected areas of the Township. Delegate Sinclair noted that Windsor had also had discussion with Delta Township, but that Delta had not indicated an interest in providing service. There was general discussion of various infrastructure options including the State Secondary Complex water system and lack of oversight of that system by MDEQ. There was discussion on the potential for MMWA to provide a funding mechanism for the project, particularly if there is interest from other communities. Delegate St. Clair noted that this would be an opportune time for the Village of Dimondale to revisit their interest in water. Delegate Esch indicated that he would pursue that with the Village Clerk. Secretary's Report McCormick discussed the joint water venture being discussed by the BWL, City of DeWitt and DeWitt Township. At a meeting of the DeWitt Water Authority on June 30, 1999 the BWL presented a proposal for retail water service. The DWA has indicated that they are interested in moving forward with public input during their decision making process which if favorable could conclude this year with construction of an interconnect in 2000. There was general discussion among the MMWA Board members of various methodologies of charging for fire service protection. McCormick also mentioned that in 4 to 6 weeks a contract could be signed between the BWL and the East Lansing/Meridian Water Authority for the sale of water for resale and construction of joint water storage and pumping facilities. Treasurer's Report Greg Hoffman presented the members with a six-month balance and financial report. Hoffman pointed out that most expenses to date can be attributed to audit and insurance costs. It was moved by Delegate St. Clair and supported by Delegate Elsinga to receive the Treasurer's Report and place it on file. Motion carried. Executive Committee Report McCormick noted that the Executive Committee had not met. There was no Old Business NEW BUSINESS Nominating Committee for Vice-Chairperson Res. No. 99-07-1 That the Chairperson solicit volunteers and appoint a nominating Committee who shall prepare a slate of candidates to serve the unexpired 1999 term of the Vice- Chairperson. RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE ST. CLAIR Adopted unanimously. 2 Delegates Elsinga and St. Clair volunteered to serve as the nominating committee to prepare a candidate slate to fill the position of Vice-Chairperson, vacated by the representative from Bath. Secretary McCormick noted that the Nominating Committee may wish to delay naming a Vice- Chairperson candidate until Bath Township has had an opportunity to name a new Business Manager. Delegate Elsinga will draft a letter of recognition to Mr. Bolley on behalf of MMWA. There were no special ceremonies. Delegate Remarks Delegate Elsinga mentioned that the State Journal is working on a story regarding the impact to the water environment because of the development of large mobile home parks. Ex-Officio Remarks There were no Ex-Officio Remarks PUBLIC COMMENT Secretary McCormick announced that members of the public will be afforded the opportunity to address the delegates on any item. Secretary McCormick noted that there was no public present. ADJOURNMENT On motion of Delegate St. Clair with support from Delegate Wegrzyn the Board adjourned at 12:28. MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY N 3: 04 Thursday, September 9, 1999 �'�,R �� SING CITY CLERK The Board of Delegates met in regular session at 11:00 A.M., in the Southwind Conference Rm ., Tri-County Regional Planning Commission Office Building, 913 W. Holmes Rd., Lansing, MI. The meeting was called to order by Sue McCormick, Secretary Present: Delegates, Benton(E) , Coleman (E), Dugan(D), Esch (D), Husby (D), McCormick (A), St. Clair(D), Wegrzyn (D), (5) Absent: Delegate from Bath, Delhi, Grand Ledge, Oneida, 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 WEGRZYN That minutes of the regular session of July 8, 1999 be approved as submitted. Adopted unanimously. CONSIDERATION OF LATE ITEMS FOR THE AGENDA There were no late items. 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 conumnts to three minutes. No persons spoke. OFFICERS REPORTS Chairperson's Report Items as noted on the Chairperson's report and Agenda. 1 Secretary's Report Secretary McCormick noted no additional items. Treasurer's Report Treasurer Coleman noted that the mailing included the balance sheet and financial report for the period ending July, 1999. Projected to the end of the year the actual expenses will be approximately 50%o of the budget expenditures. It was moved by Delegate Wegrzyn and supported by Delegate St. Clair to receive the Treasurer's Report and place it on file. Motion carried. Executive Committee Report Chairperson Dugan noted that the Executive Committee minutes had been included in the packet. Motion by Delegate St. Clair and supported by Delegate Husby to receive and place on file. There was no Old Business NEW BUSINESS 2000 Budget Res. No. 99-9-1 That the 2000 MMWA budget as presented by the MMWA Executive Committee in the amount of$18,416 be approved as recommended. RECOMMENDED BY DELEGATE WEGRZYN SECONDED BY DELEGATE HUSBY Adopted unanimously. MMWA 2000 Dues Res. No. 99-9-1 That MMWA 2000 Dues be established according to the funding formula to collect a total of$9000. This level of dues collection will maintain sufficient operating reserves to provide flexibility for operation. RECOMMENDED BY DELEGATE HUSBY SECONDED BY DELEGATE ST. CLAIR There was considerable discussion on the topic of the 2"d Interconnect for Delta Township with concurrence to explore additional communities that may be interested in a collaborative regional project. There was additional concurrence that a regional project timeline could not delay the project discussions between Windsor Township and the Board of Water and Light due to the 2 critical timing for Windsor Township. It was agreed that a meeting with potential project participants would include Windsor Township, Delta Township, Village of Dimondale, Grand Ledge, Oneida Township, Potterville and the Board of Water and Light. Delegate Husby moved with support from St. Clair that a preliminary project team be established to explore the feasibility of a regional project. Motion carried. There were no special ceremonies. Delegate Remarks Treasurer Coleman asked if any monies may need to be expended other than routine mailings for the project team established. Delegate agreed that none are authorized. Chairperson Dugan noted that any requests for expenditure would come back to MMWA for approval. Ex-Officio Remarks Ex-Officio Delegate Benton noted asked if there had been any interest expressed by Potterville. None had been noted to date. PUBLIC COMMENT Chairperson Dugan announced that members of the public will be afforded the opportunity to address the delegates on any item. Secretary McCormick noted that there was no public present. ADJOURNMENT On motion of Delegate St. Clair with support from Delegate Wegrzyn the Board adjourned at 12:18.