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BOARD OF PUBLIC SERVICE
MINUTES OF
JANUARY 22, 1992
PRESENT: Cleo Cipicchio, Dale Granger, June Knostman, David Smith,
James Tate (arriving at 7 :45 P.M. ) , Robert Walker
ABSENT: Jeff Abood, Rick Kibbey
STAFF: Howard McCaffery, Ray Severy, Bob Clegg
The meeting was called to order at 7 : 35 P.M. in the 7th Floor
Conference Room with Chairman Dale Granger presiding. Chairman
Granger noted that this is a substitute meeting for the regular
scheduled January 8 meeting, which was reset to provide staff
adequate time to process budget data.
The Chairman entertained a motion to approve the minutes of the
meeting of December 4 , 1991 . DAVE SMITH SO MOVED, WITH JUNE
KNOSTMAN SUPPORTING. PASSED. MINUTES APPROVED AS PRESENTED.
REPORT OF COMMITTEES :
Mayor' s Citizens ' Advisory Committee on Recycling:
Dale Granger reported that City Council had referred to the
committee a request from Red River Realty for consideration for
exemption from the recycling fee. At the time the committee
considered this request, the committee determined it was not
appropriate for the citizens ' advisory committee to be considering
individual applications for refund of all or part of the recycling
fee. Granger, as chairman of that committee, was instructed to
write a letter to the City Council and the Mayor to advise them of
the committee' s decision.
The committee also felt that any kind of rebatement program was
counterproductive to the long range goals of the recycling program.
The committee directed Granger to advise the Mayor and Council of
that also. After that meeting, Mr. McCaffery (who was not present
at the recycling committee meeting) advised Granger that the
provisions of state law which sets up any user fee provides that if
there is a mandatory law for recycling and a fee is charged, there
has to be a provision in the local ordinance providing for a
rebatement for those residents who do not use the recycling
program. With that in mind, the chairman did not feel he should
write the Mayor and City Council regarding the rebatement program.
At the last meeting of the recycling committee, Granger apprised
the committee of the new information from Mr., McCaffery, and the
Board of Public Service
Minutes of January -22 , 1992
committee voted to hold the matter in abeyance for 90 days for
further consideration.
Granger asked Ray Severy to report on the status of the recycling
trucks and the transfer facility.
Severy reported that seven trucks have been received. Another
truck was scheduled for shipping today, and another on Feb. 3 .
Those are the last trucks from National Recycling. The two
additional trucks from Frink are scheduled to be received in
February. The siding on the building is close to 100% complete;
they have begun putting the roof panels on.
Granger reported that Marshall Klaus is in the process of
developing door hangers to be put on doors where "camp out" bins
'are being left in the right of way. These are bins where the
.recycling driver either has already emptied the bins or left items
with control cards instructing the resident as to what further
action is necessary to take care of the items in the bin.
Granger stated that Marshall Klaus is planning a substantial
educational effort in the Spring on the benefits of composting.
Wastewater System Independent Study Committee:
Granger reported that the Wastewater System Independent Study
Committee will meet on January 30, at 7 : 30 A.M.
DIRECTOR'S REPORT:
Engineering Division: Howard McCaffery reported that the three CSO
Construction projects are out for bid, and the response has been
overwhelming. Contractors throughout the state have `been
requesting plans and specs . At least 40 contractors have requested
plans and specs on each of the three projects . Two of the projects
have received full approval from DNR and we are awaiting approval
of the third one.
Wastewater Division: The Director said an evaluation study and
report on disposal of sludge would be brought to the board in the
near future.
Refuse Division: Green bags sales for the month of December, as
compared to a year ago, were down 28 .23% . With the increase in bag
2
13oa.r_d of Public Service
A9i.ziutes of January 22 , 1992
.rates, revenues were up 7 . 65% from a year ago. Total bag sales
for December were 510, 750 as compared to 725, 650 a year ago fbr a
decrease of 29 . 61% . Revenues for December were $766, 12i: as
compared to $700, 800 a year ago, for an increase of 9 . 32% . Atthe
end of November, revenues for the refuse and bulk sticker program
were $675 , 897 . Expenditures for the first five months were
$576 , 999 for a net balance for the fiscal year of $98, 898 .
Christmas tree pickup has fallen behind, primarily due to as many
as four drivers being off due to work related injuries . One more
complete round of the city will be made, finishing up the week of
January 27 . If there are trees which cannot be picked up because
they are frozen to the ground, another pickup will be made in
February. Over 8, 000 Christmas trees have been picked up.
Operations & Maintenance Division: McCaffery said he would be
sending a status report on the winter maintenance expenditures as
compared to a year ago. The report will reflect expenditures
through January 20th, which is normally half-way through the winter
maintenance activities .
NEW BUSINESS :
Board Evaluation of Public Service:
Da.]_e Granger distributed the draft evaluation of the Public Service
Department . Granger stated the major point in the report is that
the board will again call attention to the City Council and Mayor
that the street maintenance program is grossly underfunded. Each
year that it is underfunded, additional deterioration occurs, and
the board, through the evaluation, urges the Mayor and City Council
to implement a minimum of $3 . 5 million annually for street
maintenance .
Granger suggested members read the report before the next meeting,
make note of any changes they would recommend, and contact either
Ray Severy or Dale before the next meeting.
FY 92-93 Budget Review:
Ail Executive Summary .of the FY 92-93 Budget was distributed.
Mr_ . McCaffery led a discussion of the budget, and stated that this
would be a review, and no action would be necessary until the
meeting of February 5 .
3
Board of Public Service
Minutes of January 22 , 1992
McCaffery noted that this budget is being submitted for $37 . 8
million, as compared to $34 . 4 million last year, for an increase of
9 . 69% . One of three major increases is in the Parking System which
reflects a $1 . 5 million .increase, primarily due to debt service
which will- be incurred in FY 92-93 on the sale of $32 million of
parking system improvement bonds for a five-year improvement
program. The debt service on that bond issue will start incurring
in FY 93 .
The major_ increases in the Wastewater System are for capital
improvement projects . The budget for the Wastewater Treatment
System stays within the Cost of Service Study that was performed
last year. A proposed rate increase will be brought to the Board,
probably at the March meeting; this proposed increase will stay
within, or less than the 4 . 5% that was recommended in last year ' s
Cost of Service Study by Black & Veatch.
The major increase.. in the Service Garage fund is for equipment .,
replacement. Within the Service Garage, requests have :;been '
submitted for equipment replacement over the past three or ' four
years, without submitting a substantiated five-year program. 'Each '.
year, there were restrictions in the amount of funds that could be :
utilized for equipment replacement until the five-year program was
updated. The program has been updated, and it indicates there is .
sufficient fund balance within the Service Garage Fund to proceed
with equipment replacement in the amount that is being requested.
At the present time, the Budget Director has concurred in :that
request. It is incorporated in the five-year program. This is
money that is on hand within the Service Garage Fund, which comes
from equipment rental charges to others such as the Act 51, Parking
System, Wastewater System, and Solid Waste System. McCaffery says
he recommends proceeding with the equipment replacement as
requested, primarily because no interest is received on the money
in the fund balance.
After giving a broad overview of the budget, Mr. McCaffery went
through the budget in more detail . He said he would provide a
Forecast of Operations for the Service Garage.
June Knostman expressed her approval of the condensed Executive
Summary Budget provided to the Board.
Granger advised the Board to read through the summary prior to the
meeting of February 5th. He concurred with Knostman regarding his
preference of being given the Executive Summary instead of the
entire budget as has been done in the past.
4
Board of Public Service
Minutes of January 22 , 1992
June Knostman reported that she had problems during the past week
on Allegan St. because of very deep snow plowed up at the curb.
Also, she felt that the snow plowing in the Westchester Subdivision
was a very poor job. McCaffery said he would check into it. June
thought better supervision of the drivers may help.
Dave Smith asked if it is true that when the recycling drivers go
through a green bin, and if they find an item that is unacceptable
for recycling, they discontinue looking and refuse to pick up
anything in the bin. James Tate said that had not been his
experience, that, in fact, the driver left the unaccepted materials
and took the items that were in keeping with the recycling program.
Mr. McCaffery affirmed that this is the correct practice, and he
was not aware of any driver refusing the acceptable articles .
PENDING:
Willa Brown letter re : Magic Johnson recognition
Granger stated no action would be taken pending City Council
action. TABLED.
The meeting was adjourned at 9 : 40 P.M.
Respectfully submitted,
Margret H. Pollard
Secretary to the Board
2-�! Cf?-
5
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BY: T���BOARD OF PUBLIC SERVICE
'MINUTES OF
'92 MR 5 pM 2F UARY 5, 1992
PRESENT: Cleo Cipicchio, Dale Granger, Ric,- Kibbey (arriving 7:40
P .M. ) June Knostman, James Tate, Robert Walker
ABSENT: Jeff Abood, Dave Smith
STAFF: Howard McCaffery, Ray Severy, Bob Clegg
The meeting was called to order at 7 : 35 P .M. in the Council
conference room by Chairman Granger. The Chairman entertained a
moth-1 for approval of the minutes of the January it meeting. JUNE
KNOSTiviAN SO MOVED, WITH JAMES TATE SUPPORTING. ALL AYES . MOTION
PASSED.
REPORT OF' SPECIAL COMMITTEES:
4ayor' s City-zees ' Advisory Committee on Recyclinq
Granger reported that the Mayor' s Citizens ' Advisory Committee on
Recycling has not met since the Board' s last meeting, at which time
oe reported the committee ' s efforts . He asked Ray Severy to give
an u-f�dc+.to can t.,e truck delivery and the recycling transfer
_ac;ilit-1.
Severy reported that one truck was received early this week. It
should be reads to put on the road by the end of this week. We
have now received 8 trucks, and one is due from National Recycling
next week. It .:ould be delayed a week or two. The two from Frink
,,re not until sometime in March, rather than February as reported.
'ho recycl.j.ng building is all closed in. They are starting to pour
: ancrete iciside ti-le building. McCaffery said they placed the slab
for the t.4 '.ass containers last week. He feels they are still
approximate=ly 3"'.) hays behind schedule.
rastewate:-.S stem Independent Study Cc-iunl.ttee
�:'Xanger that the committee met last week. The committee
agreed ti .,`: tie results of this committee' s work should be
documentec -i .Z r.epc�rt for.n and submitted promptly to the Mayor and
City Courl-il . A working subcommittee of three members , with
0,ranger svt. c :mi7.iit.ee chairman, are assigned the task of
formulatiiig '_he- r.-,port for consideration of the full committee at
the earliest possible date. Currently, the subcommittee is
awaiting c:..m:nenLs from Jimmy Spangler, the Wastewater Treatment
IFuperinter .tent, r::>ncerning deficiencies that were identified in the
consultant � ev:,.'o,at-ion. At the last meeting, Spangler reported
�-o the stu...ly committee that his division' s efforts in evaluating
l+ - rra .ivcti c 53udde handling have been very successful in
upt.'.o.ns .
OF PUELIC SERVICE
M114UTES OF FEBRUARY 5, 1.992
REPORT OF OFFICERS :
OQM Divisic_)n: June Knostman reported that she had talked with Jim
Campfield today. She suggested that the division heads come to a
board meeting periodically and give an update of the activities ,
problems, etc . that his division is dealing with. She learned from
Mr. Campfield that of his total winter maintenance budget, only
$3 , 000 comes from the general fund. All the other monies for
street maintenance comes from Act 51 . June report,-::d that the City
pl.ar,s for four major snow plowing operations durin j the year. Two
have been used so far this year.
]:Rr CTOR I S REPORr":
r, si.nt--e-rin_Div-i.: inn:
Huwrrd McCaffezy reported that the Engineering Division has been
handling the CSO construction projects . Those three projects are
rout fc-,r bid at the present time . The bids will be let on February
18, and 25 . Permits on all three projects have been received
:)m : he DNR. McCaffery said the department is working with DNR
ecrarding determination of eligil)le and ineligible costs . The City
A: torney and the Finance Dept. are pursuing the bonding for the
,,-)ro-ie(. is . The City will sell the bends to the Michigan Finance
,,A chor.it.y at the two percent bond rate.
'-.c:F?:_se division:
f f ary reported that during the month of January, 84 ,450 refuse
oLg:: were sc id; i s compared to 122, 100 sold during the same period
yf:a, r:,go . s is a decrease of 30 . 84% . Revenues for January
°.!ere 4�126 , 6:15 as .omp,ared to $122 , 100 last year, for an increase of
. 75 I'.:is increase was due to the increase in the cost of bags .
(_umi?lr•t .ve salr-s to date, through January, were 595,200 as compared
o "147 , 7v ) bays sold during the same period last year. This
-1:-esult:ed in a r.et decline of 29 . 79% . Revenues, compared to a year
ago, are up 8 . 49% . The revenues for this year through January were
:*892 , 798 -vs . $ ;22 , 900 a year ago . In this year' s budget, a net
acrea-ie .of 36 . 6g was indicated for the year. The actual decrease
-Tas less t.h n : :?t.icip,3t.eC' . For the month of December 1991, total
Levenues were $118, 582 . 50; total expenditures were $105 , 112 , for a
net difference of +$13,570 . For the year, including bulk sticker
::ales, th(: net revenues were $794 ,480 , with expenditures through
t. :�cember 31 of $662 , 011, leaving a net balance within the
i:efusc/Fa., k Program of $112 ,468 .
it:;bcr as`.ec'., hicCaffezy wr•.. kt percentage of that decrease could be
;.tt-��i jt.tt ad -�'.o the s:lc:e :,s of the recycling program, and what
,_e. cci tags cf the de,-rea.;�, could be attributed to the failure to
BOARD OF PUBLIC SERVICE
MINUTES OF FEBRUARY 5 , 1992
Page 3
successfully compete with Granger' s Container Service . McCaffery
respccJed that Granger has not had a major .effect on the refuse
program this year, only as it relates to the tipping fees and the
increased cost of the green bags . Last year, in excess of 1 . 5 bags
per resident were being used. That is down to 1 . 3 bags per pick-
up. The percent of residents using the green bag program has
increased. Based on the number of stops , approximately 62 . 6% of
residents are participating.
F-.:garding the bulk pick-up program, Kibbey asked if there is any
coo:;-dination being done between the department and the Planning
Dep_: . regarding the number of items being stored in back yards .
M-:Caffery said that the Budget Division is correlating the figures
b�itween the departments as to the number of violations . McCaffery
n:)ted that both Fublic Service and the Parks Dept. have reported to
ti,ic- Budget Div. that neither department has seen a significant
increase in miscellaneous trash throughout the City. Our
miscellaneous trash pick-up account is down substantially from a
year ago. Mr. Tubbs has reported that the Building Division has
observed increased bulk items in garages and basements .
Kibbey expressed that he would like to see the information
regarding the increase in residents participating in the green bag
program be included with the board evaluation. He felt it is
imF,.)rt.a.nt to point out the successes the department has shown;
i . e . , being more successful in competing with Granger, and at the
same `�.i;ne reducing the waste stream.
UNFIT';_SAED BUSINESS
(a) FY 92-93 BUDGET -
McCaffery reported that he is recommending that an additional
:0600 ,000 from Act 51 be allocated for Local and Major Street
Improvements . That is in addition to the $50, 000 that is
already in the budget at the present time . Presently,
$170, 000 is available for street improvements for Spring of
1992 . Within his CIP submittal for Major and Local St.
Improvements , a request for $10 . 9 million was submitted. In
addition; $503, 350 has been requested for Sidewalk
Improvements , and $652 , 000 has been requested for two bridge
improvement programs within the Capitol Improvement Program.
The Director requested that the Board approve the budget as
submitted with an amendment of an additional $600 , 000 to be
appropriated from Act 51 which would be allocated to Local and
Major St. Improvements , and that the total budget with the
amendment: be approved contingent upon the condition that
adequate funds be appropriated for the capital improvement
BOARD OF PUBLIC SERVICE
MINUTES OF FEBRUARY 5, 1992
Page 4
projects as relates to the infrastructure/street improvements ,
sidewalks, and bridges .
RICK KIBBEY SO MOVED, ROBERT WALKER SUPPORTED. ALL AYES .
MOTION PASSED.
(b) THE BOARD EVALUATION OF THE PUBLIC SERVICE DEPARTMENT:
CLEO CIPICCHIO MOVED THAT THE BOARD EVALUATION OF THE PUBLIC
;:, RVICE DEPARTMENT BE APPROVED AS WRITTEN, WITH A COVER LETTER
TO INCLUDE THE INFORMATION PRESENTED IN THE DIRECTOR' S REPORT
u+1 THE REFUSE PROGRAM REGARDING BAG SALES, RESIDENCES
PARTICIPATING, AND THE TONNAGE OF MATERIALS DIVERTED FROM THE
LANDFILL. JUNE KNOSTMAN SUPPORTED. ALL AYES . MOTION PASSED.
The meeting was adjourned at 9 : 08 P.M.
Respectfully submitted,
J1 vt-01 74-
MargA •et H. Pollard
Secretary to the Board W/ /
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BOARD tF PUBLIC SERVICE
BY: _ .._.__ ......._...___ _._
MINUTES OF
MARCH 4 , 1992
PRESENT: Jeff Abood, Cleo Cipicchio, Dale Granger, David Smith,
James Tate, Robert Walker
ABSENT: Rick Kibbey, June Knostman
STAFF: Howard McCaffery, Ray Severy
The meeting was called to order at 7 : 30 P .M. in the City Council
Conference Room with Chairman Dale Granger presiding.
The Chairman entertained a motion to approve the minutes of the
meeting of February 5, 1992 . ROBERT WALKER SO MOVED WITH DAVE
SMITH SUPPORTING. MOTION PASSED. MINUTES APPROVED AS SUBMITTED.
REPORT OF COMMITTEES :
Mayor' s Citizens ' Advisory Committee on Recycling:
Dale Granger reported that the principal item at the last meeting
was that the Recycling Coordinator, Marshall Klaus, explained the
informational program which he is developing for this Spring
regarding yard waste reduction and collection. A couple of the
committee members and Klaus will be meeting with Council staff to
determine how they should proceed towards putting together a video
to be shown on local cable TV Channel 28 . This video would
demonstrate how to recycle using the City' s curbside recycling
program.
DIRECTOR' S REPORT
Engineering Division: Howard McCaffery reported that bids have
been received on the three CSO contracts . All three came in
approximately 10% below the engineer' s estimate. Mr. Clegg and
McCaffery are working with the legal consultants in proceeding with
the necessary documentation for the part three application for the
State Revolving Loan Fund. A resolution will have to be passed by
City Council .
Wastewater Division: McCaffery referred to the recent newspaper
article which reported that wastewater revenues were down.
McCaffery stated he believes the information provided to the Ways
& Means Committee is inaccurate, and another report will be ready
next month which he thinks will provide a more accurate picture.
BOARD OF PUBLIC SERVICE
MEETING OF MARCH 4 , 1992
PAGE 2
He noted that if that information is available before the next
meeting, he ::ill bring his wastewater rate recommendation to the
Board for their consideration at the April 1st meeting.
Refuse Division: McCaffery reported that February refuse bag sales
were 70 , 050 as compared to sales a year ago of 102 , 300 for a
decrease of 31 . 52% . Cumulatively, 665 ,250 bag were sold through
February, compared to 950 , 050 for the same period last year, for a
net decline of 30% . Revenues for February were $105 , 075 , compared
to $102 , 300 last year, for a net increase of 2 . 71% . Gross revenues
are $997 , 873 compared to $924 , 600 for a net increase of 7 . 92% .
January revenues were $128 , 137 . 50 vs . expenditures of $113 , 123 , for
a difference of +$15, 014 . 50 . Cumulatively through January, the
fund has a balance of +$127 , 483 . 50 . As of Monday of this week, the
refuse routes have been reduced from six to five truck routes per
day.
The bulk pick up program began Monday, March 2nd. The yard waste
collection program starts March 30 .
McCaffery reported that the recycling transfer facility is nearing
completion. All concrete is in place as of Monday, and the doors
are being installed this week and next week. Finishing work is to
be completed no later than March 13 . McCaffery expects the
facility to be ready for use by April 1 .
McCaffery stated he is preparing a special report on the solid
waste program, and he will provide a copy to the Board when it is
ready. In preparing the report, McCaffery determined that the cost
of picking up green bags is $106 . 13 per ton ( $35 . 73 per cu.yd. ) .
During the fall yard waste collection program, the cost for yard
waste was $80 . 79 per ton ( $25 . 09 per cu.yd. ) . Christmas tree pick-
up resulted in costs of $161 . 47 per ton ( $50 . 23 per cu.yd. ) . Per
tree costs were $3 . 80 . McCaffery feels this Christmas tree cost is
unacceptable .
Recycling costs for the 15 weeks of operation were $297 . 22 per ton.
Revenues were received in the amount of $12 . 90 per ton, leaving a
net cost of $284 . 32 . Through February 29 , the amounts collected
are as follows :
3 ,458 cu.yds . of recyclables ( 1 , 164 . 2 tons )
5 , 971 cu.yds . of yard waste materials
675 cu.yds . of Christmas trees
10 , 104 cu.yds . LANDFILL AVOIDANCE
Landfill costs for that amount of yardage would have been $96 , 796 .
BOARD OF PUBLIC SERVICE
MEETING OF MARCH 4 , 1992
PAGE 3
Revenues have been received for the recyclable materials in the
amount of $15, 014 . This results in landfill avoidance costs of
$111, 810 .
The total cost of picking up the recyclable materials was $331, 000 .
If picked up in green bags as was done before the recycling
program, the cost would have been $123, 557 . The cost of picking up
yard waste materials was $149 , 791 . If picked up in green bags , the
cost would have been $213 , 344 . The cost of separate Christmas tree
pick up was $33, 908 . If picked up at the same time as green bags ,
the cost would have been $24 , 118 . The Recycling, Yard Waste, and
Christmas Tree programs cost an additional $153 , 692 over the cost
of picking these items up at the same time as the green bags . The
non-operational costs incurred to date have been $3, 439 , 586 . This
includes educational and promotional costs and capital improvement
costs . The total program, through February 29 , has cost the City
and the State $3, 593,278 .
McCaffery stated that once the transfer facility is in operation,
the number of hours required to collect and unload the recyclables
will be decreased. McCaffery said at that time he will take a
close look at the possibility of decreasing the number of routes,
which should decrease the costs . Also, because of the transfer
facility, he believes revenues will increase .
Nine recycling trucks are in operation. There are some problems
with the hydraulic pumps on the International/National Recycling
trucks .
NEW BUSINESS :
1) Recommendation for the cost of additional/replacement
recycling bins
Dale Granger reported that the Mayor' s Citizens ' Advisory Committee
on Recycling has recommended $5 . 00 as the cost of
additional/replacement recycling bins .
McCaffery informed the Board that the cost of the bins to the city
in October was $2 . 80 each, and the cost of the initial mass
distribution was $1 . 36 per container.
i
BOARD OF PUBLIC SERVICE
MEETING OF MARCH 4, 1992
PAGE 4
CLEO CIPICCHIO MADE A MOTION THAT THE BOARD OF PUBLIC SERVICE
CONCUR IN THE MAYOR' S ADVISORY COMMITTEE' S RECOMMENDATION TO THE
MAYOR AND CITY COUNCIL THAT THE COST FOR ADDITIONAL/REPLACEMENT
BINS BE $5 . 00 . JEFF ABOOD SUPPORTED.
Discussion: Dave Smith supported the motion with the idea that
some leniency would be extended due to inability to pay, or other
unusual circumstances .
MOTION PASSED BY UNANIMOUS VOTE.
McCaffery said that 260 requests have been received for the
Exemption from Recycling Fee/Yard Waste Collection Application.
The meeting was adjourned at 8 : 15 P.M.
Respectfully submitted,
Margaret H. Pollard
Secretary to the Board
46 IL
ell-
BOARD OF PUBLIC SERVICE
MINUTES OF
MAY 6 , 1992
PRESENT: Jeff Abood, Cleo Cipicchio, Dale Granger, Rick Kibby,
June Knostman, Robert Walker co
N
ABSENT: Dave Smith, James Tate -_
STAFF: Howard McCaffery, Ray Severy
GUESTS : Harold Leeman
The meeting was called to order at 7 : 32 P.M. in the City C nil
Conference Room with Chairman Dale Granger presiding. ,
cry 1
The Chairman entertained a motion to approve the minutes of the,,;,
meeting of March 4 , 1992 . JEFF ABOOD SO MOVED WITH ROBERT WALKER
SUPPORTING. MOTION PASSED. MINUTES APPROVED AS PRESENTED.
REPORT OF COMMITTEES :
Mayor's Citizens ' Advisory Committee on Recycling:
Dale Granger reported that the committee at their last meeting took
a tour through the new recycling transfer facility. Granger
emphasized that the station would reduce the unloading time of the
trucks greatly, thus making the recycling system much more
efficient. After the walk-through, the business meeting was held
in the O&M offices . At the meeting, one item which was discussed
was the request by a number of residents to acquire extra bins .
The committee recommended that the bins be made available at $5 . 00
each. Also, some residents have indicated an interest in lids for
the bins . The committee did not take action on the lids .
Wastewater System Independent Study Committee:
Granger reported that a working draft of the committee' s report on
the Wastewater Treatment System, which will be forwarded to the
City Council and Mayor, is being reviewed by the subcommittee. The
subcommittee hopes to have the whole committee meet within a few
weeks to finalize the report for submittal to Council and the
Mayor. On May 26 , the Public Service Director plans to present to
Council the proposed sewer rates .
REPORT OF OFFICERS
Wastewater Division - Dale Granger reported that Mr. Spangler has
been working on the sewer rate analysis, and developing and
preparing the new NPDES permit application. Also, the Wastewater
BOARD OF PUBLIC SERVICE
MINUTES OF MAY 6, 1992
Page 2
Division is involved in an analysis of a method of sludge disposal
through land application. The studies indicate this could be a
more economic alternative method of disposing of sludge. The final
regulations have not been released from the EPA.
O&M Division - June Knostman thanked the department for finishing
the blacktop on Holmes Rd. She said a great improvement has been
made in Holmes Rd. from Pleasant Grove to Logan.
(Harold Leeman arrived at 7 : 45 P.M) .
DIRECTOR'S REPORT
O&M Division: Howard McCaffery reported that the O&M Division has ,
hopefully, finished their winter maintenance projects . As of April
12 , $708, 839 of Act 51 funds were expended on winter maintenance,
as compared to last year' s expenditures of $572 , 616 . Ninety
percent of the budgeted funds for winter maintenance have been
spent, and the remaining 10% is being requested to be transferred
to Major and. Local St . Surface Maintenance.
Salt usage was 6, 890 tons as compared to usage a year ago of 5,251
tons, an increase of 31% O&M will begin their Local Street
Resurfacing program with the funds that are available through June
30 . They anticipate starting no later than June 1 .
Refuse : McCaffery reported that the transfer facility is in
operation, and is working very well . The contractor has some minor
site work to complete, plus. the inside painting. They are
presently working on outside concrete surfacing. They will be
painting the inside white.
Solid Waste Program: McCaffery reported the monthly bag sales
through April, were 88, 800 bags, as compared to 169 , 515 a year ago.
(There was a run on the bags a year ago because of the increase in
price. ) That represents a 47 . 6% decline for the month of April .
Revenues were $133 ,200 as compared to $205,000 last year, for a net
decline of 35% . To date, 735,900 bags have been sold, as compared
to a year ago, 1 , 055, 950, a decrease of 30 . 31% . McCaffery said he
had projected a 36% decline. Revenues last year were $1,235, 790
versus $1,237 , 048 through April of this year. Revenues versus
expenditures for the month of March were $113, 151 vs . $100,272 ,
respectively, for a balance of $12, 879 for the month. Cumulatively
for the year through March 31, revenues of $1, 144,255 were
received, and expenditures totalled $988, 728, for a balance of
$155,517 . McCaffery anticipates that balance will grow through the
month of April, where revenues of $137 ,587 and expenditures of
between $100, 000 - $110, 000 are expected.
BOARD OF PUBLIC SERVICE
MINUTES OF MAY 6, 1992
Page 3
Engineering Division: The Director reported that the Mayor is
recommending General Fund expenditures within the Public Service
Department be reduced by $201,477, with O&M being affected
minimally, Transportation by $9, 335, and Administration/Engineering
salaries, wages , and fringe benefits being reduced $172 , 167 (from
our request of $714, 000 based on existing staff) . McCaffery said
he does not know if the Mayor will revise his recommendation
depending on the results of the voluntary retirement early out
program. McCaffery said the department cannot reduce its
Administration and Engineering wages and salaries without layoffs,
and without substantially reducing the level of service within the
Engineering Division. The Engineering Division is not able to
provide the service level that is being requested at the present
time. If City Council appropriates money for sidewalk repair,
street maintenance, and other projects, the Engineering Division
does not have personnel to handle those projects . McCaffery said
he would keep the Board updated, and advised the Board to keep
themselves updated on this subject, as it will definitely affect
the division' s ability to perform its services . McCaffery said he
had submitted other alternatives to the Mayor to reduce the General
Fund budget in the amount the Mayor requested. They were not
accepted, nor submitted to City Council . McCaffery said he would
continue to work with the Mayor' s office for acceptance of the
alternatives .
CSO PROJECT - Ray Severy reported that all applications are in for
the State Revolving Funding. The DNR sent a letter acknowledging
receipt of all required materials, and they hope to have a response
in two weeks . Bids have been accepted on three contracts, and
there is now a 45-day hold period on the bond sale for a possible
referendum by the voters . If someone wants to submit signatures
asking for a referendum, they have a 45-day period. At the end of
the period, the contracts can be awarded if no referendum is
requested.
Severy discussed the equalization basin at the Harton Street Pump
Station which is scheduled for construction next summer. He
presented an artist ' s conceptual drawing of the basin. Some
property will need to be acquired. Severy said he would be meeting
with the township supervisor next week to discuss this, and
afterwards, the Parks Commission.
CITY ENGINEER' S REPORT:
Bob Clegg said the Engineering Division' s work programs are
increasing, not decreasing. There is $11 million of road work, $8
million of CSO work each year for the next 30 years, and $1 . 5
BOARD OF PUBLIC SERVICE
MINUTES OF MAY 6 , 1992
Page 4
million in sanitary sewer repairs . With an already reduced staff,
he is facing increased workloads . In addition, the new stormwater
management requirements in stormwater permit laws will require the
city to inspect and be the enforcing agent for construction
discharge permits . This will require additional inspections of
construction activities done by others .
Local Street and Major Street projects have started. Work on
Center St. is proceeding at this time. Bids have been received for
the Jolly Rd. construction (Aurelius to Dunkel) . That is a $1 . 2
million project. - Clegg has approached Delhi Township about
assessing the adjacent properties on the south side of Jolly which
are in Delhi Twp. The City has no authority to assess property
owners in other townships . Talks with the township have been
favorable so far.
Clegg said he hopes to let the 1992 sidewalk repair contract by
August, and complete this construction season. A 1992 sewer
repair project is under design by staff . The goal is to have it
ready for bid by August 3 .
Mr. Clegg announced that Mr. McCaffery is the recipient, for the
second year in a row, of the Michigan Chapter of the American
Public Works Association' s Charles Walter Nichols Award. The award
recognizes the public works leader in the state for environmental
programs .
UNFINISHED BUSINESS :
Mr. McCaffery reported that in the budget process, the enterprise
accounts went through the process without changes from what was
submitted.
NEW BUSINESS :
Proposed Wastewater Treatment Rates - FY 92-93
Mr. McCaffery led a discussion of his recommendation as submitted,
which calls for a 6 . 5% revenue increase. The director' s
recommendation included:
1) The monthly service charge for the billing portion that
is charged to the Wastewater System by the Board of Water
& Light, reflects an increase from $1 . 25 to $1 . 74 .
2 ) The monthly service charge for the Infiltration/Inflow
portion increases from $1 . 96 to $3 . 49 .
BOARD OF PUBLIC SERVICE
MINUTES OF MAY 6 , 1992
Page 5
3) The lawn sprinkling discount would be eliminated.
4 ) There is no change in the Commodity Charge, the Pollutant
Surcharges , the IPP Fixed Monthly Fee or the IPP Sampling
and Analysis Charges .
5) Total increase to all classifications of users would
$2 . 20 per month.
JUNE KNOSTMAN MADE A MOTION TO ACCEPT THE RECOMMENDATIONS AS
SUBMITTEb BY THE DIRECTOR. JEFF ABOOD SUPPORTED. MOTION PASSED.
Yeas - 5
Nays - 0
Abstain - 1
Absent - 2
The next meeting will be June 3 at 5 : 15 at the Recycling Transfer
Facility. A tour will be conducted at 5 : 15 with business meeting
to follow.
The meeting was adjourned at 9 : 15 p.m.
Respectfully�submitted,
Marg�et H. Pollard
Secretary to the Board
BOARD OF PUBLIC SRVICE
INFORMATIONAL MEETItn OULY �; PM 2 24
JUNE 3, 1992
PRESENT: Jeff Abood, June Knostman, James Tate, Robert Walker
ABSENT: Cleo Cipicchio, Dale Granger, Rick Kibbey, Dave Smith
STAFF: Howard McCaffery, Ray Severy, Bob Clegg
A tour and demonstration of the recycling transfer station was
attended by the board members, Mayor McKane, several Council
members, , and others .
f
Vice Chair June Knostman called the meeting to order at 6 :55 P.M.
in Mr. Campfield' s office at the Operations and Maintenance
Division at 601 E. South St. Due to a lack of quorum, Knostman
announced there would be a meeting for information purposes only.
The minutes were received to be approved at the next meeting.
Ray Severy reported for the Mayor' s Citizens ' Advisory Committee on
Recycling. He related that at the last meeting, Leroy Harvey of
Urban Options made a presentation, explaining some of the upcoming
demonstrations for grass cycling and back yard composting. Severy
said that there was discussion by the committee of acquiring lids
for the green recycling bins, but no action was taken.
Howard McCaffery reported for the Wastewater System Independent
Study Committee. He said at the last meeting the committee had
approved their final report on the Wastewater Treatment System for
submittal to City Council . They concurred with several of the
recommendations of the Black & Veatch study. They noted that a
pressing need is for a position responsible for maintenance and
enhancement of the existing computer hardware and software.
Currently, the division is unable to effectively utilize the large
investment made to computerize the data collection and plant
operation and maintenance functions .
Wastewater Treatment Division - The Director reported that a report
on land application of sludge should be ready by the July meeting,
for possible action by the Board.
The proposed wastewater rates for FY 92-93 has been referred to
City Council, and is expected to be out of committee and on the
council agenda June 15 .
McCaffery said notice was received today from the DNR recommending
to the commission that the City' s request for a $2 million grant be
approved. It will be acted on July 10 .
Refuse Division - McCaffery reported bag sales for May were 84 , 300
as compared' to 103, 650 a year ago, a decline of 18 . 67% . Revenues
were $155,475 for May of last year, and $126 ,450 ( -18 . 67%) this
BOARD OF PUBLIC SERVICE
MEETING OF JUNE 3 , 1992
Page 2
May. Cumulatively through May, sales are down 31 . 67% . Revenues
versus expenditures for the month of April, 1992 , reflect sales of
$149 , 599 . 50 vs . expenditures of $112 , 705 .50 for a balance of
+$36 , 894 . Cumulative sales versus expenditures through April 30
show a fund balance of +$192 ,421 . Twenty-five thousand dollars
will be taken out at the end of June for the next fiscal year in
order to supplement the Human Relations Department ' s bulk pickup
program for low income families .
Recycling - McCaffery reported that Marshall Klaus , Recycling
Coordinator, had a participation survey conducted which showed 75%
of residents participating on a regular basis with the City' s
curbside recycling program.
Administration - McCaffery reported that the Mayor has called a
meeting tomorrow with department heads and assistant department
heads to discuss the early out retirement incentive program and to
discuss the impact to the services of the departments .
City Engineer' s Report - Bob Clegg distributed an updated project
list and discussed the status of the contracts .
Pre-construction meetings are set for next week for CSO
construction, and work should commence within 2 - 3 weeks .
Jolly Rd. construction is scheduled to begin July 20 . The steel
for the bridge will arrive August 3 . During the first phase,
traffic will be maintained with one eastbound lane open. That
project is being upgraded to include improvements to the
intersection of Dunkel and Jolly.
The Local St. Repair contract work is underway on Sunset and Cedar,
and is proceeding well . Kalamazoo St. will be closed to one lane .
Clegg said he has received a valid petition for curb and gutter on
Christiansen St. He will be advising the Mayor and City Council of
this petition.
The meeting was adjourned at 8 : 00 P.M.
Respectfully submitted,
4"t_� JV _Ioat4lt�
Margaret H. Pollard
Secretary to the Board
BOARD OF PUBLIC SERVICE
MINUTES OF
b �9
JULY 1, 1992 CO
PRESENT: Cleo Cipicchio, Dale Granger, Rick Kibbey, June Knostm;an,
James Tate, Robert Walker
ABSENT: Jeff Abood, Dave Smith
v
STAFF: Howard McCaffery, Ray Severy, Bob Clegg tv
The meeting was called to order at 7 : 32 P.M. in the City CORcil
Conference Room with Chairman Dale Granger presiding.
The Chairman entertained a motion to approve the minutes of the
meeting of May 6, 1992 . ROBERT WALKER SO MOVED WITH JUNE KNOSTMAN
SUPPORTING. MOTION PASSED. MINUTES APPROVED AS PRESENTED.
REPORT OF COMMITTEES :
Mayor' s Citizens ' Advisory Committee on Recycling:
Knostman and Cipicchio said that the last meeting was an update
and no action was required.
Wastewater System Independent Study Committee:
Granger reported that the committee ' s responsibilities are
finished, and the committee is dissolved.
DIRECTOR' S REPORT:
Wastewater Division - McCaffery reported that Jimmy Spangler is
still working on his sludge removal report. He submitted a draft
and has taken it back to make changes .
City Council held several meetings to deliberate the wastewater
rates for FY 92-93 . They did not concur with the Board' s
recommendation which was a flat $2 . 02 increase . They chose a
compromise of 36% of the cost of Inflow/Infiltration to be
allocated to individual users . In addition, Council rolled the
monthly fixed rate for I/I for the residential user to the
commodity charge. Based on those two recommendations , Council
approved the rates on June 22 . (McCaffery distributed letters
BOARD OF PUBLIC SERVICE
MINUTES OF JULY 1 , 1992
Page 2
which will be mailed to wastewater customers indicating the new
rate . ) The new BW&L billing charge is $1 . 74 per month for all
users .
Refuse Division - McCaffery reported that refuse bag sales for
June were 87 , 000 as compared to 79 , 500 a year ago, for an increase
of 9 . 81% . This is the first month of this fiscal year that showed
an increase in bag sales over the same month a year ago . Revenues
for the month were $130 , 950 as compared to $119 , 250 a year ago, an
increase of 9 . 81% . Total bag sales for this year are 996 , 300 as
compared to 1 ,408 , 615 for a net decrease of 29 . 27% . McCaffery
noted he had projected a 36% decline in bag sales . Revenues for
the year were $1 ,494 , 448 as compared to $1 , 510 , 515 last year,
resulting in a decrease of 1 . 06% . In the budget, total revenues
were estimated at $1 , 563 , 175 . Actual revenues , including the bulk
sticker sales , were $1, 572 , 253 , exceeding the budget revenues by
. 0058% . Revenues vs . , expenditures for May show expenditures of
$97 , 328 vs . revenues of $137 , 370 for a balance of +$40 , 042 . This
fiscal year through the end of May shows total revenues of
$1 ,431 , 225 as compared to total expenditures of $1 , 098 , 761 for a
balance of +$232 , 464 at the end of May. McCaffery said revenues
over expenditures for the fiscal year should be in excess of
$270 , 000 .
McCaffery reported that the Transportation and Operations &
Maintenance Divisions are running smoothly. 0&M Division will be
losing one Sr. Maintenance Supervisor this week to the early
retirement program. Wastewater Division is losing a Pump Station
Maintenance Supervisor also . McCaffery said he would be going to
the Posting & Hiring Committee with a request to fill the
Wastewater supervisor, and using that as a test case in filling a
vacancy within an enterprise account. McCaffery noted that he may
be asking for the Board' s input to the Mayor and Council if the
positions are not filled in a timely fashion. To date, the Mayor
has indicated that no vacant positions , due to the early
retirement, will be filled until after January 1 . McCaffery
expressed his view that within the Public Service Department, it
will be very difficult to provide adequate services to the public
if that policy continues .
Ray Severy announced that this would be his last board meeting, as
he would be retiring July 31 . He said he would be assuming duties
with the consultant firm of McNamee, Porter & Seeley on August 17 .
CITY ENGINEER' S REPORT -
BOARD OF PUBLIC SERVICE
MINUTES OF JULY 1, 1992
Page 3
Bob Clegg distributed an updated construction project list to the
board .
Combined Sewer Overflow Program - The utility companies that need
to get started ahead of the contractors to do relocations are
planning to begin work July 6 for all three projects . Consumers
Power intends to replace all gas mains in every CSO area . Clegg
said he is concerned that Consumers is beginning this work later
that he would have liked. The Board of Water & Light will be
putting temporary water mains on each side of Jenison from St.
Joseph to Michigan, beginning July 6 . After sewer construction,
they will place a permanent water main under the roadway before it
is resurfaced.
A groundbreaking ceremony to kick off the CSO project will be held
July 6 at 9 a.m. at Jenison and Michigan Ave . Clegg invited the
board to attend. The sewer contractors will begin excavation work
on July 13 at the intersection of Jenison and Michigan.
On or about July 6 , one of the contractors will begin work in the
Williams Street area . The last contractor plans to begin work in
the Cambridge Rd. /Moores River Dr. area on July 13 . Consumers
Power will begin their work in that area July 6 .
Sewer work is in progress on Kalamazoo St. There are two borings
under railroad crossings which have caused some complications and
prolonged the work. Clegg said he is not anticipating the street
being completely open until around July 31 .
There are three projects to be bid in July and August:
sidewalk repair project - July 7
sewer repair project - July 21
sanitary sewer extension project - August 3
Clegg noted that once these projects are underway, it will require
an extremely aggressive program with the current staffing.
June Knostman stated that the sidewalk beginning at Cambridge Rd.
and Moores River Dr. and continuing 300 ` or more, on the east side
of the street, the sidewalk is almost completely gone. Clegg said
he had looked into the area, but he did not believe funding would
be available this year.
James Tate inquired about S . Waverly at the river, where there is
no sidewalk and children are riding bikes in the street . He asked
if there is a possibility of constructing sidewalk in that area.
BOARD OF PUBLIC SERVICE
MINUTES OF JULY 1, 1992
Page 4
McCaffery said City Council would have to order sidewalk placed .
Knostman reported that S . Logan St . , southbound over the
expressway, is in poor condition . Clegg said the decks of all the
bridges across I-496 are scheduled for resurfacing by the Michigan
Department of Transportation. Construction will begin next year .
Rick Kibbey said that Robert Moye and his crews did an excellent
job at the neighborhood clean-up (Ottawa/Ionia area ) on Saturday.
Kibbey said they made the department look very good by their hard
work and enthusiastic attitude .
UNFINISHED BUSINESS :
Harton St. Equalization Basin: Ray Severy said there has been
discussion of negotiating a land trade of some kind with Lansing
Township. The property (Elizabeth St . right of way) Lansing
Township would like the City to trade belongs to the Board of Water
& Light. Severy said he has to contact BWL and see how they feel
about allowing the Township to have an easement for a park.
Diamond Reo Groundwater Clean-up: Severy said he had talked with
SEG and they hope to have specifications finished by early next
week, and a semi-final draft of the plans by later next week . That
would allow the DNR review process to begin.
McCaffery said the DNR Commission will be taking action next week
on the City' s grant request for $2 million.
NEW BUSINESS :
June Knostman asked if the Director . could give the Board some
insight as to how the Board might be more effective and of more
service to the Department and the city. McCaffery said he could
not give a full response tonight, but said one helpful practice is
for the Board to be critical of the department ' s operation if it
seems necessary.
Election of Officers :
CHAIRMAN - June Knostman nominated Rick Kibbey as Chairman for the
1992-93 year. James Tate made a motion that the nominations be
closed, and that a unanimous ballot be cast for Rick Kibbey. ALL
AYES . MOTION PASSED.
VICE CHAIR - Cleo Cipicchio nominated June Knostman as Vice Chair.
Cipicchio made a motion to close nominations . Robert Walker
BOARD OF PUBLIC SERVICE
MINUTES OF JULY 1, 1992
Page 5
supported. ALL AYES . MOTION PASSED.
SECRETARY - Rick Kibbey nominated Margaret Pollard as Secretary.
Robert Walker supported. ILL AYES . MOTION PASSED.
The newly-elected Chairman, Rick Kibbey, entertained a motion to
adjourn. June Knostman so moved, with Dale Granger supporting .
The meeting adjourned at 8 : 50 P .M.
Respectfully submitted,
Margaret H. Pollard
Secretary
BOARD OF PUBLIC SERVICE
MINUTES OF
SEPTEMBER 2, 1992
PRESENT: Jeff Abood, Dale Granger, June Knostman, Dave Smith,
James Tate
l
ABSENT: Cleo Cipicchio, Rick Kibbey, Robert Walker �
G' 4
STAFF: Howard McCaffery, Bob Clegg
Vice Chair Knostman called the meeting to order at 7 : 40 P.M. in the
Council conference room.
Knostman entertained a motion for approval of the minutes of July
1, 1992 . Dale Granger so moved, with James Tate supporting.
MOTION PASSED. MINUTES APPROVED AS PRESENTED.
REPORT OF COMMITTEES
Dale Granger reported for the Mayor' s Citizens ' Advisory Committee
on Recycling. Granger reported that at the last meeting the
committee voiced their support for expanding the recycling program
to include magazines , aluminum, and cardboard stock. They directed
Marshall Klaus and Dale Granger to confer with McCaffery and the
Mayor regarding incorporating these items into the program in the
future.
DIRECTOR'S REPORT
Wastewater Division - Howard McCaffery reported that Jimmy Spangler
is working on the RFQP for land application and the necessary
retention basin for sludge handling and disposal . McCaffery said
the Zimpro process which was installed in 1975 is reaching its
useful life. Spangler feels it will not survive unless major
maintenance dollars are put into it prior to the completion of the
retention basin for land application. A request has been
submitted, as of today, to the Finance Director and the Purchasing
Supervisor for a request to proceed with evaluation and
implementation of a belt filter press to replace the Zimpro process
prior to the actual land application proposals being finalized.
That cost is in excess of $250,000 .
The Pump Station Maintenance Supervisor position remains vacant
after almost three months, and will be the first position that will
be processed through City Council ' s Ad Hoc Committee on Early
BOARD OF PUBLIC SERVICE
MINUTES OF SEPTEMBER 2, 1992
Page 2
Retirement for approval from City Council to proceed with the
posting and filling of a position.
fss�-
The Asst . Wastewater Treatment Plant Superintendent, Bob Bell, has
submitted his request for early retirement and will be leaving at
the end of September. McCaffery said all of the department' s
divisions are losing top maintenance supervisory staff . Hiring for
all these positions are being held up, and the Mayor has said no
positions will be filled until after January 1st. McCaffery stated
he believes this will be severely detrimental to the services that
the Public Service Department provides the citizens . McCaffery
said he did not feel the filling of positions within the enterprise
accounts should be held up. McCaffery said he would be contacting
Chairman Kibbey for a meeting to discuss the appointing of an ad
hoc committee to express the Board' s concerns to the Mayor and
Council Pres . Crawford regarding the hiring procedure to fill
positions due to early retirement vacancies .
Solid Waste Operation - The average cost for Refuse bags sold for
FY 92 was $1 . 26 per bag. McCaffery said Waste Management Inc. is
,going to be offering a solid waste program, and will be selling
their refuse bags for $1 . 25 per bag. McCaffery said he will
evaluate the City' s program during the next six weeks to determine
if it would be feasible for the Board to recommend reducing the
cost of City refuse bags if necessary.
During the first two months of this fiscal year, bag sales have
been very inconsistent. August sales were down 4 . 5% for the month,
as compared to a year ago (before the recycling program commenced) .
Cost per Bulk item collected for the year was $22 . 84 . Previously,
at mid-year, the cost was over $27 . 00 . One change that may have an
effect in the future are EPA regulations on the removal of freon
from refrigerators . At this time, substantial costs are being
incurred to remove the freon before the refrigerator is taken to
Padnos Steel . An inquiry has been made to the Wastewater Division
to see if an employee in that division is able to remove the freon
at a lesser cost than what it now costs .
Bulk total expenditures for FY 92 were $73,538 vs . revenues of
$77 , 805 . Revenues exceeded expenditures for the first time in
history. Green bag expenditures for FY 92 were $1,259 , 000 vs .
revenues of $1,494,900 for a total net revenue of $239 , 742 for both
programs .
Recycling Program - McCaffery said he had advised Granger prior to
the meeting that he would like to sit down and review with him the
cost factors relating to expanding the recycling program, as the
Mayor' s advisory committee has recommended. Briefly, McCaffery
BOARD OF PUBLIC SERVICE
MINUTES OF SEPTEMBER 2, 1992
Page 3
said that for the fourth quarter, (April, May, June) the City
collected 849 tons of recyclable materials . The cost for
collecting was $277 . 32 per ton. The cost of processing at the
transfer station was $43 . 21 per ton, for a total collection and
processing cost of $320 . 53 per ton. $9 . 64 per ton (on average) was
received in revenues, resulting in a net cost for the quarter for
collecting and processing of $310 . 89 per ton. Earlier in the year,
the cost of collecting and disposing of green bags was $106 per
ton. Based on these costs, the recycling program costs in excess
of $200 per ton over the green bag program. McCaffery said that in
order to expand the program, there has to be sufficient funds
budgeted to cover the additional costs to collect and process a
number of tons of magazines, or whatever item is decided upon.
Also, there has to be a market for the item.
Transportation Division - McCaffery reported that the division is
proceeding with development of a surface parking lot between Cedar
and Larch. Contracts will be going out in the next two weeks for
the development of the vacant parcels adjacent to Michigan Ave. on
both sides, and Kalamazoo Street.
0&M Division - The Trunkline Maintenance Agreement with the State
of Michigan Department of Transportation will be at the same amount
in 1993, as it was in 1992 .
CITY ENGINEER'S REPORT
Bob Clegg reported that three projects have gone out to bid since
last month. The public hearing was held on this year' s sidewalk
project. The contractor will begin work September 7 . The sewer
repair project which includes the area of Mifflin, Lafayette,
Northwest and Sunnyside will begin construction September 14 . The
sanitary sewer extension project in the Benton Blvd. area is
scheduled for public hearing on September 28. All bids have come
in below engineer' s estimates . Another project which has been let
is the rehabilitation of the north branch of the Hilliard-Holmes
Drain. This consists of root cleaning and killing, and joint
treatment process . Clegg said he hopes this is the beginning of a
new era of preventative maintenance programs within the sanitary
sewer system, and it should result in significant savings . The
project will begin in two weeks .
Jolly Rd. Project - This is the only major road construction
project to be done this year due to lack of funding. The
contractor is currently working on the north side of the road. The
curb and gutter and bridge deck widening is about 95% complete on
the north side. Asphalt leveling will be placed by September 11 .
BOARD OF PUBLIC SERVICE
MINUTES OF SEPTEMBER 2, 1992
Page 4
Traffic will then be diverted to the north side of the road on or
about September 16 . That will permit two way traffic on Jolly.
Martin L. King Jr. Blvd/Logan St. Loop (State of Michigan project)
- Washtenaw and Allegan intersections will be closed and the new
northbound roadway between Washtenaw and Allegan will be completed
in approximately two weeks . Once that is complete, they will then
open the Washtenaw and Allegan intersections and will begin to work
from each of those intersections, going north and south to their
termini . The State ' s intention is to complete the northbound lane
this construction season, and next season they will begin tearing
up the southbound lanes and diverting traffic to the newly
constructed northbound lanes .
CSO Program - Clegg gave an update of the CSO program,
demonstrating with computerized maps of the CSO areas . Consumers
Power is in the process of relocating gas mains in the
Pennsylvania/Mt. Hope area. The people in Cambridge Rd. /Moores
River Drive have already experienced the gas main installations .
Phase I , Segment II design work is well underway.
Phase A & B of the Diamond Reo Cleanup is proceeding, Design plans
have been submitted to the State of Michigan for approval of the
groundwater remediation plan.
McCaffery said there has been a holdup in the awarding of the grant
which had been requested from the DNR for the Diamond Reo
groundwater remediation. The problem has been resolved, and
notification should be received Sept. 10 that the grant has been
approved by the Commission.
Clegg said another project he expects to let this year is the
Rehabilitation of the Westside Interceptor. This will allow the
Scott Park Pump Station to be fully utilized. That is a major
project, and the city will be expending about $200, 000 .
The meeting was adjourned at 8 : 45 P.M.
Respectfully submitted,
Marga et H. Pollard
Secretary to the Board of Public Service
mhp
Tom' i
BOARD OF PUBLIC SERVICE
MINUTES OF
OCTOBER 7, 1992
PRESENT: Jeff Abood, Cleo Cipicchio, Dale Granger, Rick Kibbey_
June Knostman
ABSENT: Dave Smith, James Tate, Robert Walker
STAFF: Howard McCaffery, Bob Clegg
Chairman Kibbey called the meeting to order at 7 : 37 P.M. in the
Council conference room.
Kibbey entertained a motion for approval of the minutes of
September 2 , 1992 . Dale Granger so moved, with June Knostman
supporting. MOTION PASSED. MINUTES APPROVED AS PRESENTED.
REPORT OF COMMITTEES
Mayor ' s Citizens ' Advisory Committee on Recycling - Dale Granger
reported that there has been no action since the last meeting when
the committee voiced their support for expanding the items
collected through the recycling program.
DIRECTOR'S REPORT
Wastewater Division - Howard McCaffery reported that negotiations
are proceeding for a new filter belt press . The cost will be
approximately $250,000 . Approval has been received from
Purchasing, Finance, City Attorney and the Mayor to proceed. The
filter belt press will provide a back-up in the event the Zimpro
fails between now and the time land application is implemented.
McCaffery said he and Spangler met with the union today to advise
the union of the implications of switching to land application. It
is expected that WWTP staff will be reduced by 12 positions . The
reductions have begun and would be completed by June 30, 1993, if
everything proceeds as expected. The savings in personnel over a
long period of time would cover the capital costs of the retention
basin.
McCaffery noted that last month he had reported the vacancy of the
BOARD OF PUBLIC SERVICE
MINUTES OF OCTOBER 7, 1992
Page 2
Pump Station Maintenance Supervisor. The City Council Ad Hoc
Committee has given their approval to post the position.
Transportation Division - McCaffery reported that Dave Berridge is
involved in activities regarding the Cedar/Larch corridor
acquisition. Bids have been received for development of a parking
lot north and south of Michigan Avenue. Eastlund Concrete was the
low bidder.
June Knostman inquired whether any screening from the street is
planned. Clegg said there will be landscaping, including berming
and tree planting.
Operations & Maintenance Division - The Director said the 0&M
Division is readying for their snow removal operations . The first
supply of salt, sand and chlorine has been ordered, and the trucks
are being converted to prepare for these operations .
Act 51 - McCaffery said that revenues had exceeded his estimates,
and expenses were less than expected. Revenues were up 1 . 7% as
compared to a year ago. Within the budget, he had estimated a 0%
growth.
Solid Waste Operations - For the month ending September 30, bag
sales were 81, 600, as compared to sales a year ago of 85, 950, for
a decrease of 5 . 06% . Revenues are down from $128, 925 a year ago,
to $122, 400 this year ( -5%) . Cumulative bag sales, for the first
quarter ending September 30, were 236 , 850, as compared to sales a
year ago of 274, 950, for a decrease of 13 . 86% . Revenues vs .
expenditures for the first two months of the quarter (through
August 30) were $251 , 010 and expenses were $211 , 331 for a balance
of +$39, 679 . McCaffery said if this continues, he may ask the
Board to recommend a reduction in the price of the green bags .
Administration - McCaffery noted that as of today the City has
received a grant for $2 . 0 million from the DNR for remediation of
groundwater at the Diamond Reo site. Phase I of this contract will
be bid next Tuesday, with a start-up date planned about ten days
later. McCaffery said he will begin working with DNR to obtain
another $2 . 0 million grant for remediation of soil/groundwater
contamination at the Lansing Center (north of the existing Lansing
Center) .
UAW Negotiations - McCaffery reported that the City has been in
negotiations with the UAW union. He is on the management ' s
negotiating team. This union represents the Public Service
Department ' s truck drivers, laborers, and equipment operators .
Last week, a deadlock was reached, and a state mediator was
BOARD OF PUBLIC SERVICE
MINUTES OF OCTOBER 7, 1992
Page 3
requested. The mediator is not able to schedule meetings until
October 26 . McCaffery said the main issues are wages and health
care. Mr. Clegg is working on the Mayor' s Emergency Operations
Committee on a contingency plan in the event of a walkout.
CITY ENGINEER' S REPORT - Bob Clegg distributed his latest updated
projects list showing what streets are under construction or
design.
Clegg reported that the Board of Water & Light is engaged in a
steam project on Grand from Washtenaw to Ottawa, which is 50%
completed. They will replace curb and gutter as they can.
The sidewalk contract work is about 50% complete.
The north branch of Hilliard/Holmes Drain contract involving root
treatment began October 19 and will continue through the end of
November.
The Jolly Rd. widening project is 60% complete on the south side .
There is now two-way traffic on the north side. Half of the bridge
is complete. Projected completion date for this project is
November 15 .
The sanitary sewer work is 52% complete. The Benton Blvd. Sanitary
Sewer Extension is a small project which is scheduled to begin
October 12 , and should take only 5 - 10 days .
The CSO regulator and Harton St. Basin bids are planned for
February 2 , 1993 if we can secure the land. Clegg said he met with
BWL last night and those negotiations are moving along quite well .
Design work of Jolly Road & Rivers Edge Pump Station is
progressing, and bids will be taken the middle of December. Work
on that project can proceed through the winter.
Lansing Avenue forcemain replacement work is under design, and
Clegg hopes to begin April of 193 .
The West Side Interceptor Rehabilitation project will be let in
December, and some work will continue through the winter.
CSO Jenison St . - Clegg expressed concern regarding the delay in
beginning curb work on Michigan Ave. to mid-block Kalamazoo St. He
said curb and gutter must begin next week at the latest to assure
pavement replacement before winter sets in.
Cambridge/Oxford - Rothenberger intends to complete work within
BOARD OF PUBLIC SERVICE
MINUTES OF OCTOBER 7, 1992
Page 4
three weeks . They experienced an unavoidable cave-in as a result
of construction in that area . Clegg said he had talked with
the DNR and they have agreed to remove and repave the full width of
the street. The City share of cost is $11,000 .
UNFINISHED BUSINESS :
McCaffery distributed charts showing the Public Service
Department ' s table of organization, with the positions highlighted
where they have been vacated or he expects to be vacated due to
early retirement.
Chairman Rick Kibbey reported that he and Dale Granger met with the
Mayor this morning regarding their concerns for the many vacancies
created by the early retirement incentives program, particularly as
it relates to the supervisory positions . They asked the Mayor
what his plans are for the Public Service Department. The Mayor
indicated he does not expect any significant downsizing for the
department . He acknowledged that the department is more than self-
supporting. The Mayor indicated he would consider the filling of
each vacancy as promptly as the appropriate documentation is
submitted as long as the position is critical and not likely to be
eliminated. There was consensus of the Board asking that Granger
and Kibbey prepare a memorandum to the Mayor outlining their
understanding of the meeting, with said memorandum to be submitted
as part of the minutes of the October 7 meeting (see attached) .
NEW BUSINESS :
Dale Granger suggested it would be appropriate to make plans for
the annual Christmas Dinner. Kibbey asked Knostman if she would
be willing to handle the planning of the dinner. Knostman
graciously agreed to do so.
•
The meeting was adjourned at 8 : 55 p.m.
Respectfully submitted,
Margaret H. Pollard
Secretary to the Board
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,1�F
i` '
hn CITY of LANSING .,
INTEROFFICE COMMUNICATION ,,,�..• oil i
m
TO: Terry J. McKane, Mayor
FROM: Rick Kibbey, Chairman of the Board of Public Service
Dale W. Granger, Boardmember
Dkft: October 8, 1992
SUBJECT: VACANCIES WITHIN THE PUBLIC SERVICE DEPARTMENT
Thank you for meeting with us yesterday. We appreciate your
efforts to clarify in this time of uncertainty for us all . This
communication is to recapitulate our understanding regarding the
City's policy and goals governing the filling of vacancies within
the Public Service Department. These vacancies result from the
"Early Out" retirement program presently in force affecting many
City employees .
It should be noted that this department anticipates losing as many
as 25 key employees in this "Early Out" incentive program, many of
whom are employed in supervisory roles . Their departure, if not
replaced, would have a significant impact on the many services the
Public Service Department is required to provide its citizens, as
well as the commerce and industry of this city.
It is our understanding that no significant "downsizing" should be
expected within the Public Service Department, and that a
substantial portion of salary, wages , and benefit costs are
provided with the enterprise accounts (sewer fees, Act 51 monies,
parking fees, etc . ) . We were encouraged to look carefully at those
positions which are funded from General Fund monies to determine
what, if any, savings could be effected.
The Council Ad Hoc Committee which is reviewing the filling of
positions left vacant by the downsizing or other reasons, has
already acted favorably on the Wastewater Field SupervissoWork
-33
position. We were encouraged to initiate the necessary paperwork
involved to request filling of additional vacancies which are
critical in the operations of the Department and are not likely to
be eliminated in any downsizing action.
It was also suggested that contractual arrangements might be
Terry J. McKane, Mayor
October 8, 1992
Page 2
utilized during the transition period to assist the Department,
particularly in supervisory roles .
If the above details of our visit are incorrect, please advise us
in order that we may correct them.
We appreciated the opportunity to sit down with you and discuss our
concerns . Our interest, like yours, is only to serve the citizens
in,,the best way possible.
mhp
BOARD OF PUBLIC SERVICE
INFORMATIONAL MEETING
NOVEMBER 4, 1992
G
PRESE
NT: Cleo Cipicchio, Dale Granger, Rick Kibbey, June Knostman,
ABSENT: Jeff Abood, Dave Smith, James Tate, Robert Walker
STAFF: Howard McCaffery, Bob Clegg
Chairman Rick Kibbey called the meeting to order at 7 : 30 P .M. in
the Council conference room.
There being no quorum present, the Chairman announced that an
informational meeting would be held.
REPORT OF OFFICERS:
Mayor ' s Citizens ' Advisory Committee on Recycling - Cleo Cipicchio
reported that at the last meeting the committee took action to
support the intent of the Multi-Family Dwelling Recycling Ordinance
that property owners of five units or more be required to provide
on-site collection of recyclable materials . Granger Waste
Management has challenged the ordinance, saying the ordinance does
not require on-site collection, but may include requiring residents
of five unit or more dwellings to collect and transport their own
recyclables to a drop-off facility. Cipicchio noted that McCaffery
has sent a letter to the City Attorney; Al Knot, requesting a
written opinion of the ordinance .
McCaffery said the Mayor has verbally concurred with the
department ' s position, and said if, in the City Attorney' s opinion,
the ordinance cannot be enforced as it is written, he would support
a revision of the ordinance.
Dale Granger inquired of McCaffery about the status of Jimmy
Spangler' s sludge disposal alternatives report. McCaffery said the
report has been finalized, and Spangler is proceeding through the
implementation schedule . A RFP on- the Land Application proposal is
in the process, and is still in the Purchasing Division. McCaffery
said the purchase of a belt filter press is proceeding.
O&M Division - June Knostman reported that she had contacted Jim
Campfield today. He said as of November 13 , he will be losing 4 of
BOARD OF PUBLIC SERVICE
MINUTES OF NOVEMBER 4 , 1992
Page 2 -
6 supervisors and 6 of 9 street foremen. This will leave 6 of 9
street crews with no foreman on the job. There are employees
within the 9 crews who could step into the supervisory positions .
At this time, Campfield has not been authorized to fill the
vacancies .
Knostman related that the snow plowing equipment is ready, and salt
and sand are on hand.
DIRECTOR' S REPORT:
Howard McCaffery reported that the Chair, Rick Kibbey, and Dale
Granger had a successful meeting with the Mayor to discuss the
vacancies within the department.
McCaffery said he met with the Mayor a week ago to discuss many
different topics affecting the department. The Mayor indicated he
is supportive of expediting the filling of vacancies . McCaffery
said he and Jim Campfield also met with the Finance and Personnel
Departments . They have approved the filling of 2 of the 3 Senior
Maintenance-33 and 4 of the 6 Maintenance Supervisor-30 positions ,
as well as the Asst. Wastewater Treatment Superintendent and Asst.
City Engineer positions . The Mayor indicated he would request that
a special meeting of the Council Ad Hoc Early Retirement Committee
be held next week to handle these requests . With the Ad Hoc
Committee' s approval, the posting process could proceed.
The Director-said that after November 13, the O&M Division would
have three supervisors remaining of the original 9 . These are
Teamster positions , but members of the UAW could be moved up into
the supervisory positions, working temporarily out of their own
classification. However, in the event of a walkout, as UAW
members, they would still be part of the walkout. Also, ideally,
the permanent filling of the supervisory positions would come from
the UAW members . There are some problems involved in transferring
from one union to the other; i .e. , changes in health coverage and
pension benefits . McCaffery said they are trying to resolve the
problems . Otherwise, the UAW members may not desire to move into
the supervisory positions , if they would be adversely affected
financially because of having to contribute towards benefits that
are provided under their current plan with the UAW.
McCaffery reported that , as of Friday, October 30, the UAW filed a
petition with MERC for a fact finder. Once the union files for a
fact finding, it is illegal for them to strike or stage a walkout.
-
The fact finding will take 5 to 6 months, and is non-binding on
BOARD OF PUBLIC SERVICE
MINUTES OF NOVEMBER 4, 1992
Page 3
either party. The object is for both parties to take the fact
finder' s recommendations and go back into negotiations and try to
settle the agreement.
June Knostman confirmed that the annual board dinner will be held
December 16 in the Blue Room of the Elks ' Lodge . Cocktails at 6 : 30
p.m. and dinner at 7 : 00 p.m.
CITY ENGINEER' S REPORT:
Bob Clegg gave an update of the CSO projects , noting that work on
Jenison Ave. is wrapping up for the winter. The contractor,
Dunigan Bros . , will proceed to have pipe installed south of
Lenawee. They have paved the street back as far as Kalamazoo. On
Middle St . , south of the freeway, Clegg had expressed concern about
Barnhart getting pipe installed prior to Dunigan reaching the
freeway. Barnhart wanted to proceed across Main St. . Clegg said
he did allow them to cut into Main St. , though it was not his
preference . Clegg said there-was a drainage problem on Nottingham
which was not the contractor' s fault. Clegg said all the
contractors are concentrating on the getting the roads paved before
shutting down.
The meeting was adjourned at 6 : 55 p.m.
Respectfully submitted,
'Al GV�.`�� �1 �r�-cu�_�
Margarlet H. Pollard
Secretary to the Board of Public Service
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