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HomeMy WebLinkAbout2009 Mid-Michigan Water Authority Minutes Chairperson's Report and Recommendations January 15,2009 Resolution No. 09-1-1 Approval of Officers for 2009: Based on recommendations of the Chairman Dugan, the following Officers have agreed- to continue their position on MMWA for 2009; Chairperson, Clyde Dugan, (D) Bath Charter Township Vice-Chairperson,John Cogswell, (D)Lansing Charter Township Secretary, Donald Cooley, (D) Oneida Charter Township Treasurer, Jon Coleman, (Ex-Officio)TCRPC --------------------------------------------- This requirement is excerpted from the MMWA Articles of Incorporation; The Authority shall, at its organizational meeting in January each year, elect a Chairperson, Vice Chairperson, Secretary, and Treasurer for the ensuing fiscal year. The Chairperson and Vice Chairperson shall be Delegates to the Authority. The Secretary and Treasurer are not required to be Delegates to the Authority. Resolution No. 09-1-2 Approval of Executive Committee for 2009: Based on recommendations of the Chairman Dugan, the following Officers have agreed to continue their position on MMWA for 2009. The Committee will welcome George Stojic as the new Lansing Board of Water&Light representative. Chairperson, Clyde Dugan, (D)Bath Charter Township Vice Chairperson, John Cogswell, (D)Lansing Charter Township Member, George Stojic, (D) Lansing Board of Water&Light Member,Donald Cooley, (D)Oneida Charter Township Member,Denise Parisian, (D)Village of Dimondale Member,Jon Coleman, (Ex-Officio)TCRPC --------------------------------------------- This requirement is excerpted from the MMWA Articles of Incorporation; The Executive Committee shall consist of five (5)Delegates... The Largest Participating Unit shall be a voting Delegate to the Executive Committee. The Chairperson and the Vice Chairperson shall automatically serve as two (2) of the five (5) voting Delegates to the Executive Committee. The remaining voting Delegates shall be selected by the Authority at its initial meeting of each fiscal year. Resolution No. 9-1-3 Approval of a $1,000 donation to the Children's Water Festival MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY Thursday, January 15, 2009 The Board of Delegates met in regular session at 4:00 p.m., in the Southwind Conference Rohm, TCRPC Office Building, 913 W. Holmes Rd., Lansing Michigan. The meeting was called to., order by Clyde Dugan, Chairperson. Present: Delegates Dugan (D),Parisian (D), Cooley(D), Wegerzyn (D), Tom Oliver(D), Sue Butler(D) Absent: Delegates from Lansing Board of Water&Light, Delhi Charter Township, City of St. Johns, Lansing Township, Bingham Township (inactive status as of 3-1-08) Ex-Officio: Jon Coleman, TCRPC, MMWA Treasurer Staff: Greg Hoffinan, TCRPC, Financial Coordinator Maria Habba, TCRPC, Executive Assistant& Recording Secretary Guests: Randy Roost, Lansing Board of Water & Light The Secretary called the roll and Ch/Dugan declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. Introductions: Those present introduced themselves. Ch/Dugan introduced Sue Butler,Windsor Charter Township. Delegate Butler has been appointed to replace Art St. Clair. APPROVAL OF MINUTES MOTION BY DELGATE COOLEY SUPPORT BY DELEGATE OLIVER That the minutes of the regular session of October 16, 2008 be approved as written, with one correction to indicate Cooley (D)was present. Adopted unanimously. CONSIDERATION OF LATE ITEMS FOR THE AGENDA There were no late items to consider. New business was conducted next on the agenda to continue the quorum for action items. PUBLIC COMMENT Page 1 of 4 There were no public comments. OFFICERS REPORTS Chairperson's Report Chairperson Dugan said the report and recommendations are attached. Secretary's Report There was no Secretary's Report. Treasurer's Report Coleman distributed revised versions of the budget and membership dues. Coleman explained that additional revenues came from a cost savings on insurance. Staff revised the dues structure based on action of the Board to reduce the dues in the amount of$4,103 that was divided amongst the members. Coleman said otherwise the budget is the same with minimal expenditures. He reported that six out of the eleven members have submitted their dues payment to date. Coleman said a financial report will be provided prior to the next meeting. Greg Hoffman, TCRPC Finance and Personnel Coordinator, has been out on medical leave. COMMITTEE REPORTS Executive Committee Chairman Dugan reported that the Executive Committee met today at 3:30 p.m.just prior to the Board meting. The Committee considered the following items. 1) Recommend current slate of officers to continue in 2009 2) Recommend approval of Executive Committee members 3) Recommend approval of a $1,000 donation to the Children's Water Festival Old Business There was discussion on review and update of the 1992 Water Regionalization Study. Coleman will set up an internal meeting to walk through the Study within the next month or two. Coleman briefed Delegate Butler on the history of the Water Study. Notes on updating were discussed as follow: ➢ Due to homeland security issues and other requirements some information should be removed from the Study. ➢ Updating water legislation will be considered. It was noted that the Water Council is coordinating a matrix of current water laws that could be used as a resource. ➢ New population projections have been finalized, which can also be used in the update, etc. New Business Page 2 of 4 Res.No. 09-1-1 A resolution to approve the slate of officers for 2009, as recommended by the Executive Committee. MOTION BY DELGATE OLIVER SUPPORT BY DELEGATE WEGRZYN Adopted unanimously. Res.No. 09-1-2 A resolution to approve the slate of candidates for Executive Committee for 2009, as recommended by the Executive Committee. Ch/Dugan noted that George Stojic and Richard Peffley, Lansing Board of Water and Light,will be added in accordance with the bylaws. MOTION BY DELEGATE WEGRZYN SUPPORT BY DELEGATE OLIVER Adopted unanimously. Res.No. 9-1-3 A resolution to approve a $1,000 donation to the Children's Water Festival. MOTION BY DELEGATE PARISIAN SUPPORT BY DELEGATE BUTLER? Adopted unanimously. Coleman distributed information on the 14th Annual Children's Water Festival that will be held on May 14th at MSU's Wells Hall. Coleman explained that staff collects donations from a number of organizations including consultants to make this even happen. Donors of$500 or more get their logo on the festival t-shirts. TCRPC receives good media coverage on the event. Coleman said MMWA, the Groundwater Management Board(GMB), the Groundwater Technical Advisory Committee (GTAC), TCRPC Commissioners and other local officials are always invited to attend. Delegates Remarks There were no delegate remarks. Ex-officio Representatives Remarks Coleman said staff has been working with the City of Lansing and the Lansing Board of Water& Light on the groundwater model that will be placed in the BWL water room at Impression 5 Museum. A diagram of the model was distributed. Wellhead money was used to build the 7 feet high, 8 feet wide, 18 inches in depth water model. Construction is scheduled to be completed by the end of April. A reception will be held in May for the grand opening of the model. This is being done in conjunction with national drinking week (1"week of May). Coleman distributed information on the Water Resources Advisory Council related to their efforts in developing a water withdrawal assessment tool. Coleman serves on this Council as a Page 3 of 4 Michigan representative. Coleman said the assessment tool has been onlined since October, 2008. This tool will be available to any entity requiring a large water withdrawal in order to assess the impacts. Coleman distributed University bicycle maps that TCRPC produced for MDOT. The maps illustrate roads that are the safest to travel on by bicycle. Public Comment None Motion of excused absences Ch/Dugan noted that the absence of John Elsinga, Delhi Charter Township; Doug Wood, Lansing Board of Water and Light, and Dan Vreibel, City of St. Johns, has been excused. MOTION BY DELEGATE PARISIAN SUPPORT BY DELEGATE WEGERZYN Motion carries. Adjournment Chairperson Dugan adjourned the meeting at 5:00 p.m. Page 4 of 4 Mid MI Water Authority Budget 2010 INCOME BUDGET Membership Dues 5,118 Interest 125 Total 5,243 EXPENDITURES Board Expenses Insurance 2,585 Education/Contribution 1,000 Administration/Personnel Salaries/Fringes 1,750 Postage 100 Printing 35 Telephone 15. Membership dues 100 Accounting Bookkeeping 1,750 Audit 1,970 Professional Services Financial advisory 500 Regulations & laws 625 Total 10,430 Revenues minus Expenses (5,187) MID-MICHIGAN WATER AUTHORITY MEMBERSHIP DUES FOR FY 2010 Dues Requirement Population Dues Requirement Adjusted for MEMBER 2000 Census 0.0243 /capita LBWL service areas Bath Twp. 7,541 184 156 Bingham Twp. 2,776 67 67 Delhi 22,569 549 137 Delta 29,682 723 723 Dimondale 1,342 33 33 Lansing Twp 8,458 206 136 Lansing 119,128 2,901 3,410 Oneida Twp 3,703 90 90 St. Johns, City 7,485 182 182 Webberville 1,503 37 37 Windsor 5,998 146 146 Total 210,185 $ 5,118 5,118 * The dues for Bath, Lansing and Delhi Townships have been reduced by the percentage that is provided by direct retail water service by the LBWL. The Lansing's dues have been increased by the same amounts. MID MICHIGAN WATER AUTHORITY CHANGE IN NET ASSETS AUGUST 30, 2009 ASSETS A/R 172.00 Cash 40,006.16 Total Assets 40,178.16 LIABILITIES TCRPC 1 ,261.23 Total Liabilities 1,261 .23 FUND BALANCE Project Initiation and Administration 30,000.00 Additional Operating Reserve 9,290.49 Current Adjustment to Fund Balance (373.56) Total Fund Balance 38,916.93. Total Liabilities and Fund Balance 40,178.16 mmwa balance sheet 10/7/2009 - OVER - Mid MI Water Authority Finance Report For Period Ending: August 2009 2009 INCOME BUDGET Y-T-D Balance Membership Dues 6,327.00 6,243.00 (84.00) Interest 250.00 83.68 (166.32) Total 6,577.00 6,326.68 (250.32) EXPENDITURES Board Expenses Insurance 2,665.00 2,462.00 203.00 Education/Contribution 1,000.00 1,000.00 0.00 Administration/Personnel Salaries/Fringes 1,750.00 865.41 884.59 Postage 175.00 2.08 172.92 Printing 65.00 7.02 57.98 Telephone 25.00 25.00 Membership dues 100.00 100.00 0.00 Accounting Bookkeeping 1,750.00 386.73 1,363.27 Audit 2,025.00 1,877.00 148.00 Professional Services Financial advisory 500.00 500.00 Regulations & laws 625.00 625.00 TOTAL 10,680.00 6,700.24 3,979.76 Revenues minus Expenses (4,103.00) (373.56) MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY Thursday, October 22, 2009 The Board of Delegates met in regular session at 4:08 p.m., in the Southwind Conference Room, TCRPC Office Building, 913 W. Holmes Rd., Lansing Michigan. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Dugan(D), Cooley(D), Stojic (D), Oliver(D), Sue Butler(D), Cogswell (D) Absent: Delegates from Bingham Township, Della Charter Township, Delta Charter Township, City of St. Johns, and the Village of Dimondale Ex-Officio: Jon Coleman, TCRPC, MMWA Treasurer Staff Greg Hoffinan,TCRPC, Financial Coordinator Maria Habba, TCRPC, Executive Assistant&Recording Secretary The Secretary called the roll and Ch/Dugan declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. Introductions: Those present introduced themselves. Ch/Dugan welcomed George Stojic as the City of Lansing Board of Water and Light Delegate on the MMWA. APPROVAL OF MINUTES MOTION BY DELGATE OLIVER SUPPORT BY DELEGATE BUTLER That the minutes of the regular session of January 15, 2009 be approved as written. Adopted unanimously. CONSIDERATION OF LATE ITEMS FOR THE AGENDA Chair Dugan recommended that an update on the water regionalization be added under Old Business. He also recommended adding Resolution 09-10-7 for approval of an annual contract for audit services with Layton&Richardson,P.C. Chair Dugan requested this resolution be presented to the Authority annually. Page 1 of 5 PUBLIC COMMENT There were no public comments. OFFICERS REPORTS Chairperson's Report Chairperson Dugan said the report and recommendations are attached. Secretary's Report There was no Secretary's Report. Treasurer's Report Coleman deferred to Hoffman for an update on the financial reports. Hoffman explained the financial report for period ending in August 2009. He said he noted the adjustment of$373.56 which was expected. Hoffman explained that the Authority runs on a calendar fiscal year. He noted that most of the major expenses for the year have been paid to date. He also noted that the $84.00 outstanding in membership dues is a receivable from Bingham Township for the current year. The A/R$172.00 includes their dues from 2008 which is also outstanding. MOTION BY DELEGATE COOLEY SUPPORT BY DELEGATE STOJIC That the treasurer's report be received and placed on file. Motion carried. COMMITTEE REPORTS Executive Committee Chairman Dugan reported that the Executive Committee met today at 3:00 p.m.just prior to the Board meting. He made the proposed changes as indicated to the agenda. The Committee considered the following items under resolutions on the agenda. Old Business Chairman Dugan requested an update on the update of the 1992 Water Feasibility Study. Coleman explained that this study was a detailed analysis of the regional water system and reviewed details with the Board. He noted that several suggestions of the study were implemented,most through the Lansing Board of Water&Light (BW&L). He also mentioned that many of the projections listed in the study, however, are no longer accurate and that population projections were high compared to the current data. Coleman suggested that these projections be updated to reflect accurate data. Coleman explained that the Authority began discussions on updating the study and there was consensus to hold a work session to review the plan to identify what should be updated and whether or not it would be feasible for members to complete the update without having to outsource the project. Page 2 of 5 Coleman explained and distributed a memo outlining his thoughts on postponing the update until other system assessments taking place in the region are complete. Coleman said BWL plans are underway to assess existing BWL water treatment facilities and future needs for replacement and expansion of capacity to meet anticipated growth. Coleman said TCRPC's Urban and Rural Service District/Boundary Committee received a briefing from Delegate Stojic on the BWL's future directions for water service in the Greater Lansing area. Coleman also suggested postponing the update to include TCRPC's new population projects that were compiled for the development of the Long Range Transportation Plan. Chair Dugan added that security issues would also need to be evaluated. New Business Res. No. 09-10-1 A resolution to recommend the 2008 audit be accepted and placed on file. Hoffman reported that this is a clean audit. Hoffman reminded the Board of the Management Discussion and Analysis letter, which is not included in the audit as the Board decided. Hoffman reviewed the fund revenue, expenditures and changes in fund balance for 2008 and noted that the Executive Committee has reviewed the audit and recommends approval. MOTION BY DELGATE COGSWELL SUPPORT BY DELEGATE OLIVER Adopted unanimously. Res. No. 09-10-2 A resolution to adopt the 2010 Budget. Ch/Dugan said the proposed budget was provided by TCRPC staff. Hoffman said the Authority maintains holding the dues at the same level as last year with the assumption that equity will be used to offset some of those costs. There was discussion on the$30,000 listed in reserve for project initiation and administration. Coleman explained that this amount is there as a loan fund for a member community if need to use the funds as a bond or source of funds. Chairman Dugan suggested having a discussion on the necessity of carrying this amount of funds for"project initiation." MOTION BY DELEGATE COOLEY SUPPORT BY DELEGATE COGSWELL Adopted unanimously. Res. No. 9-10-3 A resolution to adopt the membership dues for 2010 and direct the treasurer to send notification for annual membership dues to all participating untis. Ch/Dugan said these amounts are based on the formula where the dues are allocated on a per capita basis in accordance with past resolutions of the Board. MOTION BY DELEGATE BUTLER SUPPORT BY DELEGATE COOLEY Adopted unanimously. Page 3 of 5 Res. No. 9-10-4 A resolution to approve the renewal of MMWA and TCRPC Contract. MOTION BY DELEGATE OLIVER SUPPORT BY DELEGATE COGSWELL Adopted unanimously. Res. No. 9-10-5 A resolution to select a Nominating Committee for 2010 slate of officers. Ch/Dugan said existing members have indicated their willingness to continue their delegation in FY 2010. Chairman Dugan welcomed the opportunity for new appointments if any Board members were interested. Chairman Dugan suggested changing the resolution to propose that the Board move forward into FY 2010 with the current officers. MOTION BY DELEGATE OLIVER SUPPORT BY DELEGATE STOJIC Motion carried. Res. No. 9-10-6 A resolution to approve the 2010 meeting schedule and the January 2011 meeting date. Ch/Dugan said the 2010 meeting schedule is a continuation of the Board's meeting pattern (quarterly meetings that meet on the third Thursday of the month with Executive at 3:00 p.m. and the Board at 4:00 p.m.). MOTION BY DELEGATE STOJIC SUPPORT BY DELEGATE COGWELL Adopted unanimously. Res. No. 9-10-7 A resolution to approve the annual contract for audit services with the same fee schedule. MOTION BY DELEGATE COOLEY SUPPORT BY DELEGATE OLIVER Adopted unanimously. Delegates Remarks Delegate inquired about the status of Bingham Township. Coleman said Bingham Township has not participated within the last couple of years. TCRPC has sent billing statements accordingly. Coleman explained in accordance with MMWA Articles of Incorporation any participating unit which fails to pay its annual dues within sixty days of the beginning of each fiscal year shall be deemed delinquent, which places them on inactive status. Coleman explained that inactive status shall remain until all fees are paid in full. Coleman also noted that formal notification of their withdrawal, if that is their intent, has not been received to date. Staff will transmit a letter to Bingham Township informing them of their status with the Authority. There were no objections to staff proceeding with this notification to Bingham Township. Page 4 of 5 Ex-officio Representatives Remarks Coleman distributed copies of the Michigan Water Works News, August 2009 that featured the unveiling of the Window on Water, the new permanent groundwater exhibit at Impression 5 Science Center in Lansing. Coleman said a ribbon cutting ceremony was held to celebrate the exhibit opening. Coleman noted that this effort was a huge success and positive media coverage was received. Public Comment None Motion of excused absences Ch/Dugan noted that the absence of Denise Parisian, Dimondale Village, has been excused. MOTION BY DELEGATE BUTLER SUPPORT BY DELEGATE COOLEY Motion carried. Adjournment Chairperson Dugan adjourned the meeting at 4:50 p.m. CADocuments and Settings\Maria Habba\My DocumentsNy Documents\MMWA\MM WA 10-22-09\MMWA Board Minutes of 10-22-09.doc Page 5 of 5