Loading...
HomeMy WebLinkAbout2002 Public Service Board Minutes FINAL s rf�` CITY OF LANSING PUBLIC SERVICE DEPARTMENT ,L 124 W. Michigan Ave. 732 City Hall I Q Lansing, MI 48933 Phone No. (517)483-4455 Fax No. (517)483-6082 January 29, 2003 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are the approved Board of Public Service minutes from meetings held November 14, 2002 and December 12, 2002. Please place these minutes on file. Respectfully submitted, '4a", god Faith Rach Recording Secretary Enclosure U:\wp\ferdor-s\PubSvcBd\mintran.Itr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF DECEMBER 12, 2002 PRESENT: Ronald Bloomberg, Dale Copedge, Rita Klein, Kendall Perry, Alfreda Schmidt, and Brian Surgener ABSENT: Gilda Richardson and Don Stypula STAFF: David Berridge and Faith Rach VISITORS: None CALL TO ORDER- The meeting was called to order at 11:45 a.m. by Chair Perry at the Operation and Maintenance Division Administration Office. 1) ROLL CALL-Quorum present. 2) EXCUSED ABSENCES - Mr. Perry excused absences for Ms. Richardson and Mr. Stypula. 3) APPROVAL OF MINUTES - November 14, 2002 - Deferred to next meeting. 4) CITIZEN COMMENTS - Mr. Perry announced he has accepted employment in Grand Rapids and will not be able to make lunchtime meetings. Mr. Perry stated there may be instances when he will be at the Lansing office but is uncertain at this time and will likely have to resign his position on the Public Service Board. 5) ACTION ITEMS - Meeting Schedule for 2003 Ms. Schmidt moved, Ms Klein seconded, to accept the meeting schedule for 2003, as presented. MOTION CARRIED UNANIMOUSLY. 6) REPORT OF OFFICERS - Engineering Division - None. Wastewater Division -A written monthly status report for the Wastewater Division was distributed to Board members. Solid Waste Section -Written monthly status reports for both Waste Reduction Services and Operation and Maintenance Divisions were distributed to Board members. Ms. Schmidt discussed a few of the highlights contained in the reports. Operations and Maintenance Division -See above. 7) DIRECTOR'S REPORT- Mr. Berridge reported the following: • The Public Service Department has ceased all street construction for the season. One exception is at the intersection of McKinley and High Street where Federal EPA mandated pollution clean-up continues. 30ARD OF PUBLIC SERVICE Minutes of December 12, 2002 'age 2 • Both the City of Lansing and the Lansing Township portion of Lake Lansing Road opened to traffic Thanksgiving weekend. • CSO projects have been closed down for the season. • There are no formal contracts with any of the recycling material vendors. The City of Lansing collects the recycling material at the Transfer Station and then transfers the material to an entity who will sell the material. Friedland has agreed to accept plastic on an interim basis. Plastic materials are taken to Friedland and sold to them in a loose bulk manner. Friedland then bales these materials and sells them at after market cost. The department will continue to work through issues facing the recycling program. • The first draft of the proposed budget for FY 2004 is due December 30, 2002. Information regarding the proposed budget will be forwarded to Board members early January. Ms. Schmidt asked for a schedule of the budget hearings and would like to receive materials related to the Public Service Department discussed in the hearings. Ms. Klein asked for a copy of the City Council budget priorities. Ms. Klein stated she feels that many of the budget priorities listed in the September meeting minutes for the Public Services Committee, are cosmetic in nature. Infrastructure needs and appropriate staffing levels have been given the lowest priority. Ms. Klein said she believes the Public Service Board should communicate their priorities earlier this year. Mr. Berridge explained how the budget process works noting that many controlling elements flow from the City Charter. Mr. Berridge listed these functions in reverse order: ► City Council must adopt a budget the third Monday in May. ► The Mayor's budget recommendations must be on file with City Council by the last Monday in March. ► City Council Committees must develop city-wide priorities by the end of September or first part of October. These priorities are reviewed and revised by the Committee of the Whole for adoption by the first part of November. Mr. Berridge suggested that the Public Service Board and he as the director, work together to form budget priorities for the department earlier in the year. Discussion ensued regarding the budget difficulties facing the City and State. 12:30 p.m. Mr. Copedge arrived. 8) COMMUNICATIONS - None. 9) OTHER- a. Review of Public Services Committee Meeting Minutes- Board members reviewed and discussed meeting minutes. b. Ms. Schmidt asked the status of the Aurelius Road bridge. Mr. Berridge reported the bridge is open and functioning. There is still minor work to be completed in the Spring. C. Mr. Surgener asked the status of the sound barrier wall on U.S.127. Mr. Berridge explained BOARD OF PUBLIC SERVICE Minutes of December 12, 2002 'age 3 MDOT has made changes in the standards for barrier walls at the commission level which have been adopted by the commission. The application and interpretation of the rules are being dealt with administratively after the fact. At this point, MDOT has not finalized how these rules will affect the administrative process of managing sound barrier walls. Administrative procedures are suppose to go back for review before they are implemented. Mr. Berridge noted he will be participating in the first review of the rules once they are available. 10) UNFINISHED BUSINESS- Public Service Board Administrative Procedures- Board members discussed aspects of the Rules of Administrative Procedure for the Board of Public Service. Board members discussed the mechanics of member terms. Mr. Berridge explained If tracking is done properly, two member terms should expire every June 30, to include one ward member and one at-large member. 1:00 p.m. Mr. Berridge left to attend to another obligation. Board members continued to discuss revisions to procedures. A draft copy will be included with the next meeting packet for the Board's review. 11) ADJOURNMENT-The meeting was adjourned at 1:30 p.m. Respectfully submitted, ecxd— Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\12-12-02MINUTES REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF NOVEMBER 14, 2002 PRESENT: Rita Klein, Kendall Perry, Gilda Richardson, Alfreda Schmidt, and Don Stypula ABSENT: Ronald Bloomberg, Dale Copedge, and Brian Surgener STAFF: David Berridge and Faith Rach VISITORS: Council Member Sandy Allen CALL TO ORDER - The meeting was called to order at 11:45 a.m. by Chair Perry at the Operation and Maintenance Division Administration Office. 1) ROLL CALL - Quorum present. 2) EXCUSED ABSENCES - Mr. Perry excused absences for Mr. Bloomberg, Mr. Copedge, and Mr. Surgener 3) APPROVAL OF MINUTES - October 10, 2002 Ms. Klein moved, Ms. Schmidt seconded, to accept the minutes as printed. MOTION CARRIED UNANIMOUSLY, to approve the minutes submitted for October 10, 2002, as printed. 4) CITIZEN COMMENTS - Mr. Perry welcomed Council Member Sandy Allen. Ms. Allen indicated she has not yet served on the Public Services Committee so attending this meeting presented an opportunity for her to learn more about the department. 5) ACTION ITEMS - None. 6) REPORT OF OFFICERS - Engineering Division - None. Wastewater Division - Mr. Stypula reported the following: a. Concern has been expressed related to current storms and fallen leaves blocking storm drainage. Mr. Stypula stated he contacted Mr. Campfield, Operations and Maintenance Superintendent, who indicated he will send out crews to mechanically vacuum the sumps in the manholes to remove debris and sedimentation and aid winter drainage. b. At the State level, the Michigan Municipal League and several other organizations met with the current Director of Michigan Department of Environmental Quality 30ARD OF PUBLIC SERVICE Minutes of November 14, 2002 gage 2 (MDEQ), to discuss the sanitary sewer overflow policy. The State will utilize this policy to govern the operations and maintenance of sanitary sewers. The Director of MDEQ has requested a five page guidance document that will make it easy, inexpensive, and flexible for communities to comply with the policy. Mr. Stypula stated he will forward copies of the final document to Board members. C. Mr. Stypula expressed satisfaction that Ballot Proposal 2 passed in the recent election. Because of the budget difficulties facing the State, the first series of Proposal 2 bonds may not be sold until the beginning of fiscal year 2004. 11:55 Mr. Berridge arrived. Solid Waste Section - a. Ms. Klein expressed concern that she has seen people raking leaves into the street and wondered the City is doing anything to heighten public awareness about this issue. Mr. Berridge explained that the City has issued a press release that will hopefully be picked up by the media. The press release was also forwarded to City Council members for broadcast on Channel 28. Mr. Berridge explained the problems associated with raking the leaves into the streets. At this point, enforcement workers are not issuing tickets to people raking their leaves into the street, though enforcement could be pursued in the future. Ms. Klein suggested the City issue a general notice to all home owners that communicates leaves should not be raked into the streets. The notice should also include the ramifications if they do. b. Ms. Schmidt distributed copies of a status report prepared by Mr. Chalker, Recycling Coordinator, and highlighted a few accomplishments contained in the report. Recycling service levels continue to increase. Woodcreek and Wainwright Elementary Schools were recently added as new participants utilizing the City of Lansing recycling program. Ms. Schmidt discussed the potential collaborative relationship between the City of East Lansing and City of Lansing. Ms. Schmidt stated that she felt Lansing City Council members treated representatives from East Lansing very rudely in a meeting where combined operations were discussed. Ms. Schmidt encouraged Board members to review Mr. Chalker's report and asked that monthly written status reports continue. Operations and Maintenance Division - Mr. Perry referred to the surface maintenance section found in the October monthly activity report and asked what an attenuator is. Mr. Berridge explained that attenuators are used as a mechanical device to absorb energy upon impact. An example of an attenuator exists on Saginaw Street by Motor Wheel. If a vehicle hits the bridge abutment at this location, the attenuator will dissipate the energy of the impact in order to slow down the vehicle and reduce the chance of serious injury to the driver. Mr. Berridge provided other examples of attenuators. BOARD OF PUBLIC SERVICE Minutes of November 14, 2002 Page 3 7) DIRECTOR'S REPORT - Mr. Berridge reported the following: • The Public Service Department continues to work on developing a Material Recovery Facility (MRF). The department received outlines of capabilities from Friedland Industries, Granger, and Padnos, as to how they think they can assist MSU and the City of Lansing in approaching a joint recycling facility. City staff and staff from MSU have toured the three facilities. This is a slow and deliberative process. Public Service staff are working toward developing a concept to bring before the Board. • The department has nearly completed all construction projects for the season. • All sidewalk construction projects have been shut-down for the season. The sidewalk project on Edwin Place was not started until late this fall and there was not enough time to complete the work by the end of the season. Residents in this area received assessment bills prior to the project being completed. The department will evaluate the current method of billing for sidewalk assessments to assure best practices are being followed. Typically, assessments are billed in small increments over a period of time and usually are not sent to property owners until after the construction is completed or nearly completed. • Budget development has begun for fiscal year 2004. Interim capital improvement concepts are due to the Finance Department next week. Ms. Klein asked when preliminary budget information will be available for Board members' review. Mr. Berridge said there will be a separate meeting to discuss and act on the budget. • Resurfacing/CSO Projects - Two CSO projects in the Colonial Village area remain open in an effort to finalize traffic calming projects before the department completes road resurfacing. Ms. Klein complimented CSO contractors working in the Boston Blvd. area stating they have been very polite when approaching home owners. • Work continues on the Administrative Consent Order. Negotiations are on-going. Mr. Berridge discussed the impacts on the state revolving loan process. • Elm Street Bridge construction -A construction worker was taken off the site due to an injury. MIOSHA was contacted and evaluated the incident. The worker was off for a few days and has since returned to work. 8) COMMUNICATIONS - None. 9) OTHER - a. Revenue sharing - Mr. Stypula reported that the legislature has recessed for two weeks. There may be an executive order for a budget cut issued by Governor Engler, and presented to the House and Senate Appropriations Committee. The amount of the cut is still unknown. The Municipal League is anticipating a significant cut in order to balance the current fiscal year budget. The State is also facing a BOARD OF PUBLIC SERVICE Minutes of November 14, 2002 'age 4 budget deficit for fiscal year 2004. The Municipal League will continue to monitor state budget activity. b. Ms. Richardson reported that a city tree has caused sidewalk to buckle on Northwest Avenue at the corner of Colchester. Mr. Berridge indicated the concern will be investigated. C. Ms. Allen stated from her perspective as a Council Member, she has always found Public Service Department staff to be very responsive and polite. d. Ms. Schmidt asked if there is a street cleaning schedule. Mr. Berridge explained that the department tries to sweep six times a season from early spring until late fall. The last sweeping helps to pick-up some fallen leaves. The sweepers are kept out as long as the weather permits. e. Ms. Schmidt asked about the status of the Aurelius Road bridge. Mr. Berridge stated work should be completed in a couple of weeks. f. Mr. Berridge announced that a Ribbon Cutting ceremony has been scheduled for November 21, 2002, at 9:00 a.m., to commemorate the opening of the 100 block of South Washington Square. The ceremony will be held in front of Sarah's Lunchbox. 10) ADJOURNMENT-The meeting was adjourned at 1:05 p.m. Respectfully submitted, 64, Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\11-14-02MINUTES s r '�T CITY OF LANSING , PUBLIC SERVICE DEPARTMENT j 124 W. Michigan Ave. 732 City Hall C I G Lansing, MI 48933 David C. Hollister, Mayor Phone No. (517)483-4455 Fax No. (517)483-6082 December 23, 2002 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are the approved Board of Public Service minutes from the meeting held October 10, 2002. Please place these minutes on file. Respectfully submitted, ) Faith Rach Recording Secretary Enclosure U:\wp\ferdocs\PubSvcBd\mintran.Itr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF OCTOBER 10, 2002 PRESENT: Ron Bloomberg, Dale Copedge, Rita Klein, Kendall Perry, Alfreda Schmidt, Don Stypula, and Brian Surgener ABSENT: Gilda Richardson STAFF: David Berridge and Faith Rach VISITORS: None. CALL TO ORDER-The meeting was called to order at 11:45 a.m. by Chair Perry at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL -Quorum present. 2) EXCUSED ABSENCES - Mr. Perry excused Ms. Richardson. 3) APPROVAL OF MINUTES -August 29, 2002 and September 12, 2002 August 29, 2002 - Mr. Bloomberg moved, Ms. Klein seconded, MOTION CARRIED UNANIMOUSLY, to approve the minutes submitted for August 29, 2002, with the noted amendments. September 12, 2002 - Mr. Stypula moved, Mr. Bloomberg seconded, MOTION CARRIED UNANIMOUSLY, to approve the proposed amendments to minutes submitted for September 12, 2002. Mr. Surgener moved, Mr. Bloomberg seconded, MOTION CARRIED UNANIMOUSLY, to approve the minutes submitted for September 12, 2002, with noted amendments. 4) CITIZEN COMMENTS- None. 5) ACTION ITEMS - A. Future Board Agendas Mr. Surgener moved, Ms. Schmidt seconded, MOTION CARRIED UNANIMOUSLY, to include review of the Public Services Committee meeting minutes as a sub item under"Other Business" on monthly Public Service Board agendas. Mr. Berridge suggested that the information be included in the monthly Board packet to save the City Council from incurring an additional cost for mailing. BOARD OF PUBLIC SERVICE Minutes of October 10, 2002 Page 2 B. Clean Water Proposal, Proposal 2 - Mr. Stypula moved, Mr. Bloomberg seconded, to authorize staff to prepare a resolution in support of Proposal 2, on behalf of the Public Service Board, and transmit that resolution of support to the Mayor and City Council. Discussion - Board members discussed the particulars of Proposal 2, composition of the Board's resolution, and funding issues that will be impacted with the passage of the Proposal. MOTION CARRIED, to authorize staff to prepare a resolution in support of Proposal 2, on behalf of the Public Service Board, and transmit that resolution of support to the Mayor and City Council. Yeas: 5 Nays: 0 Abstain: 1 Brian Surgener 6. REPORT OF OFFICERS- Engineering Division - Mr. Bloomberg distributed a status report prepared by City Engineer, Dean Johnson. Ms. Klein asked if there was any information available regarding a construction worker injury that occurred at the Elm Street Bridge construction site and if there was any negligence on the part of the contractor. Mr. Berridge explained the responsibilities of contractors the City hires with regard to proper insurance coverage. Mr. Berridge will check into the incident and provide follow-up information. Mr. Berridge answered questions regarding traffic concerns on Aurelius to Dunkel and emerging traffic patterns created by the opening of Hawk Island. Wastewater Division - Mr. Stypula reported the following: a. The Michigan Department of Environmental Quality (MDEQ), Water Division, is in the process of developing and finalizing a sanitary sewer overflow policy which will act as a guidance document. b. The United States Congress Appropriations Committee is close to reporting final recommendations for the U.S. EPA budget for the current fiscal year. There has been a recommendation made to cut the State Revolving Fund Program (SRF). If approved, this would mean a significant decrease in available loan funding for the state of Michigan. Solid Waste Section - None. Operations and Maintenance Division - None. 7). DIRECTOR'S REPORT- Mr. Berridge reported the following: • Distributed information regarding the status of the City budget and reviewed the information with the Board. • Telecom Law-A model ordinance will be introduced to City Council October 14, 2002. A 30ARD OF PUBLIC SERVICE Ainutes of October 10, 2002 gage 3 public hearing will be held October 28, 2002, in order to meet the November 1, 2002, deadline. Mr. Berridge encouraged Board members to attend the Public Hearing. Information on the Ordinance is available at the Municipal League web-site: www.mmi.org. • Road Report- Public Service Department staff are currently in the process of preparing an update on the status of the road program. 12:55 p.m. Mr. Copedge had to leave the meeting to attend to other obligations. 8). COMMUNICATIONS- None. 9). OTHER- A. Mr. Perry discussed the process for future Councilmember visits to Public Service Board meetings. Mr. Perry reported that Councilmember Sandy Allen will be attending the November 14, 2002, Board meeting. Ms. Schmidt reported she received a letter from Councilmember Wood who expressed the desire to forward approved minutes from Public Services Committee meetings to Public Service Board members. B. The November Board meeting will be held at the Operations and Maintenance Facility. C. Mr. Stypula discussed the status of revenue sharing. D. Proposal 2, Clean Water Proposal - Item moved to Action Items. E. Mr. Surgener reported that access from Lake Lansing to Kerry Street will be blocked off effective October 14, 2002 and remaining closed through November 27, 2002. Mr. Surgener noted this has been an important issue for area residents. 10). ADJOURNMENT-The meeting was adjourned at 1:10 p.m. Respectfully submitted, Faith Rach Secretary to the Board U:\P U BSVC B D\MINUTES\10-10-02M I N UTES s r llr CITY OF LANSING , PUBLIC SERVICE DEPARTMENT 124 W. Michigan Ave. 732 City Hall C Ij C Lansing, MI 48933 David C. Hollister, Mayor Phone No. (517)483-4455 Fax No. (517)483-6082 October 15, 2002 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are the approved Board of Public Service minutes from meetings held August 29, and September 12, 2002. Please place these minutes on file. Respectfully submitted, j Faith Rach Recording Secretary Enclosure U:\wp\ferdocs\Pu bSvcBd\mi ntran.Itr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF SEPTEMBER 12, 2002 PRESENT: Ron Bloomberg, Dale Copedge, Rita Klein, Kendall Perry, Gilda Richardson, and Brian Surgener ABSENT: Alfreda Schmidt and Don Stypula STAFF: David Berridge, Dean Johnson, Faith Rach, and Brian Ross VISITORS: Councilmember Carol Wood and Greg Koessel, Internal Auditor CALL TO ORDER - The meeting was called to order at 11:37 a.m. by Chair Perry at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL - Quorum present. 2) EXCUSED ABSENCES - Mr. Perry excused Ms. Schmidt and Mr. Stypula. 3) APPROVAL OF MINUTES - Meeting held August 29, 2002 - Deferred until October. 4) CITIZEN COMMENTS - None. 5) ACTION ITEMS - None. 6) REPORT OF OFFICERS - Engineering Division - Mr. Bloomberg distributed a status report prepared by the City Engineer, Dean Johnson. Mr. Johnson discussed issues contained in the report such as the Administrative Consent Order, Footing Drains, SSO's, and a construction update. Wastewater Division - None. Solid Waste Section - Ms. Klein made reference to the recent Green Sheet publication noting she was very pleased with formatting changes in the newsletter. Waste Reduction Services have begun green bins, worm bins, and composting programs in 15 Lansing area schools. Mr. Koessel mentioned there have been problems with Code Compliance issuing violations for residential compost piles. Mr. Berridge thought it may be helpful for code compliance officers to receive training to identify whether composting is done as required. Ms. Klein mentioned there are many contained compost systems on the market. Operations and Maintenance Division - Mr. Copedge distributed a report covering updates from the Operations and Maintenance Division and briefly discussed some of the highlights. Mr. Berridge said he is looking forward to having a Public Service Board meeting at the new Operations and Maintenance facility. 7). DIRECTOR'S REPORT - Deferred to the October meeting. OARD OF PUBLIC SERVICE linutes of September 12, 2002 age 2 8.) VISIT FROM COUNCILMEMBER CAROL WOOD Mr. Perry welcomed Councilmember Wood and made introductions. a. Mr. Perry explained that Board members wanted to discuss their relationship with the Public Services Committee. Mr. Bloomberg expressed that it may be helpful with some issues to increase the Board's communication with the Public Services Committee. Ms. Wood explained that many City boards have a liaison Committee to address issues important to that Board, with Council members. Ms. Wood suggested Board members can be added to the Public Services Committee agenda distribution list. Mr. Berridge added that City Council always welcomes input at these Committee meetings which can often be a source of useful information on specific issues. Ms. Klein stated she has experienced frustration with Committee meetings that have been canceled or changed on very short notice or with no notice at all. 12:00 p.m. Mr. Copedge arrived. b. Supervisory Control and Data Acquisition System (SCADA) Mr. Ross distributed a handout with bullet points about the SCADA system and provided a brief description of the system and answered questions. C. Footing Drains - Mr. Johnson noted footing drains are really a small part of a very large issue and thought it would be better to defer this discussion. d. Sidewalk Program - Mr. Johnson explained there are approximately 700 miles of sidewalks in the City. The City typically budgets $250,000 - $300,000 annually for sidewalk repair. The method to pick areas for repair is generally discretionary; however, last year, City Council asked that repairs be split evenly between the four Wards. Mr. Johnson explained the process by which sidewalks are prioritized for repair and how costs are borne by the City and residents. The last full sidewalk repair analysis was completed in 1986. At this point, repairs are largely complaint driven. Ms. Wood noted City Council receives many calls from constituents about sidewalks; however, a lot of people don't call because they can't afford the assessment for the repair. Ms. Wood asked if using asphalt patches for temporary fixes at areas with tree root problems, actually cost more money in the long term than replacing the slab of sidewalk. Ms. Klein noted many City trees are older than the houses. In order to keep the tree, sidewalks were often constructed around trees without allowing enough space for future tree growth. e. 7 Year/$7Million Road Program - Mr. Bloomberg explained this program has been of great importance to Board members over the past several years. Board members invested many hours helping this program get off the ground. Mr. Bloomberg would like to see the road program completed before a new sidewalk program is conceived. Ms. Wood noted she agreed that one does not have to wait for the other. The road !OARD OF PUBLIC SERVICE linutes of September 12, 2002 'age 3 program should be completed this capital budget year. Mr. Perry and Board members thanked Councilmember Wood and Mr. Koessel for attending the Board meeting and listening to their concerns. 9.) COMMUNICATIONS - None. 10). OTHER - None. 11). ADJOURNMENT-The meeting was adjourned at 1:10 p.m. Respectfully submitted, ,4a� RG� Faith Rach Secretary to the Board UAPUBSVCBD\MINUTES\09-12-02MINUTES REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF AUGUST 29, 2002 PRESENT: Ron Bloomberg, Dale Copedge, Rita Klein, Kendall Perry, Gilda Richardson, Alfreda Schmidt, Don Stypula, and Brian Surgener ABSENT: None STAFF: David Berridge, Faith Rach, and Brian Ross VISITORS: None. CALL TO ORDER - The meeting was called to order at 11:45 a.m. by Chair Perry at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL - Quorum present. 2) EXCUSED ABSENCES - None. 3) APPROVAL OF MINUTES - Meeting held July 11, 2002 Mr. Stypula moved, Mr. Surgener seconded, MOTION CARRIED UNANIMOUSLY, to approve minutes submitted for July 11, 2002, with noted amendments. 4) CITIZEN COMMENTS - None. 5) ACTION ITEMS - None. 6) REPORT OF OFFICERS - Engineering Division - None. Wastewater Division - Mr. Stypula reported the following: a. Sanitary Sewer Overflow (SSO) Administrative Consent Order (ACO) - Work continues with the Michigan Department of Environmental Quality (MDEQ) on developing a sanitary sewer overflow policy for the State which will guide MDEQ staff in developing the administrative consent orders. b. A One Billion Dollar Water Quality Bond will be on the November ballot. For the September meeting, Mr. Stypula will bring information and a resolution urging the City Council to support the ballot initiative. C. The MDEQ is being reorganized which could prompt another early retirement. 7). DIRECTOR'S REPORT - Mr. Berridge reported the following: 30ARD OF PUBLIC SERVICE Anutes of August 29, 2002 gage 2 a. The Public Service Department submitted an SSO Project Plan Part I identifying short term measures, prior to the July 1, 2002 deadline. The City is requesting the use of SRF funding for the program. The MDEQ indicated that by giving the City an ACO with the SSOs would add enforcement points in the MDEQ's evaluation criteria. The MDEQ appears to have a goal of getting 50 ACOs executed statewide by September 27. The Consent Order includes issues like stipulated fines for past transgressions on past overflows and design criteria as far as the City's system is concerned. The City has been able to favorably negotiate with regard to these two issues. Mr. Berridge discussed the design curves to be constructed into the system. Tetra Tech serves as the City's technical experts. The MDEQ's goal is to have the ACO executed by the last day of the State's fiscal year in September. The City of Lansing has always been very pro-active in this process while many other communities are doing the work under duress. Mr. Berridge stated he would provide the Board with periodic updates. 12:10 Mr. Copedge arrived. b. The Lansing City Council will hold a meeting today at 1:00 p.m. to approve the Governor's Collection Agreement also referred to as the Meridian Township 425 Agreement. C. Michigan Telecom Law- The Michigan Municipal League conducted a seminar on the new telecom law. The new law will hopefully provide a level and understandable playing field for the telecom providers and try to force communities financially into utilizing state law in eliminating the patchwork of different telecom laws from community to community. This could provide approximately $500,000 annually to the City of Lansing in the form of telecom fees that are collected statewide and then redistributed for maintenance of the right-of-way. The City of Lansing will need to review their laws and bring them into compliance with state law. d. Revenue Sharing - The State Legislature overrode Governor's Engler's veto however, only one vote was taken which still has a pending financial impact to the City of Lansing. When the Governor vetoed revenue sharing, he also vetoed the fire protection portion of the budget given to municipalities to protect state owned property and buildings. The City of Lansing still has a shortfall of$600,000 in funding and remains in a conservative spending mode. 8). COMMUNICATIONS - None. 9). OTHER - a. Mr. Berridge distributed copies of an Internal Audit Document regarding Sidewalk Funding and referred to the attached table. The report indicates monies have been appropriated for sidewalk construction and repair from past years but have not been spent. The analysis shows there are funds available and the Department will work to get the work done and the money spent. IOARD OF PUBLIC SERVICE linutes of August 29, 2002 'age 3 12:45 Mr. Berridge had to leave the meeting to attend to another obligation. 12:50 Ms. Schmidt arrived. b. Preparing for the visit of Council Member Carol Wood - Board members discussed what issues need to be covered and prepared a list of agenda items for the September meeting. Mr. Perry reminded Board members to have Officer Reports ready for the meeting. C. Board members discussed edits to the cover letter that will be forwarded to other Council members inviting them to future meetings. 10). ADJOURNMENT-The meeting was adjourned at 1:30 p.m. Respectfully submitted, Faith Rach Secretary to the Board U:\P U BSVC BD\MINUTES\08-29-02M I N UTES 1 1 � 1lJC, CITY OF LANSING 11 PUBLIC SERVICE DEPARTMENT 124 W. Michigan Ave. 732 City Hall Lansing, MI 48933 David C. Hollister, Mayor Phone No. (517)483-4455 Fax No. (517)483-6082 October 2, 2002 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are the approved Board of Public Service minutes from the meeting held July 11, 2002. Please place these minutes on file. Respectfully submitted, az'L Faith Rach Recording Secretary Enclosure U:\wp\ferdocs\Pu bSvcBd\mi ntran.Itr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF JULY 11, 2002 PRESENT: Ron Bloomberg, Kendall Perry, Gilda Richardson, Alfreda Schmidt, Don Stypula, and Brian Surgener ABSENT: Dale Copedge and Rita Klein STAFF: David Berridge, Faith Rach, and Brian Ross VISITORS: None. CALL TO ORDER-The meeting was called to order at 11:45 a.m. by Chair Perry at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL- Quorum present. 2) EXCUSED ABSENCES - Mr. Perry excused Ms. Klein and Mr. Copedge. 3) APPROVAL OF MINUTES- Meeting held June 13, 2002 Mr. Perry noted the following corrections: • Page 1, second line under 3: "coma" should be"comma" • Page 3, fifth para: the comma should be removed after Knostman • Page 3, sixth para: first sentence should read, "Mr. Perry said that MSU seems willing to provide significant up-front money" • Page 4, second para: "Mr. Kendall's" should read, "Mr. Perry's" • Page 4, 7.a.: CDBG add full name"Community Development Block Grant"and then acronym in parenthesis. • Page 5, 11.a., add to first part of pars: "Mr. Perry expressed concern regarding poor maintenance of sidewalks where wheelchairs are utilized on a regular basis. Mr. Perry thought that highest priority should be given to those sidewalks where it is known wheelchairs are frequently used" Ms. Schmidt moved, Mr. Stypula seconded, MOTION CARRIED UNANIMOUSLY, to approve amendments to minutes submitted for June 13, 2002. Ms. Schmidt moved, Ms. Richardson seconded, MOTION CARRIED UNANIMOUSLY, to approve minutes submitted for June 13, 2002, with the noted amendments. Ms. Schmidt asked that a discussion of sidewalks be included under Other Business. 4) CITIZEN COMMENTS- None. 5) ACTION ITEMS - None. 6) REPORT OF OFFICERS - 30ARD OF PUBLIC SERVICE Minutes of July 11, 2002 'age 2 Enqineerinq Division - None. Wastewater Division -Mr. Stypula reported the following: a. Update on sewer bond proposal for the Fall: An application has been submitted for the re- issuance of the National Pollution Discharge Elimination System (NPDES), permit for the City of Lansing Wastewater Treatment Plant. It will become more difficult for communities to re- apply for re-issuance. Mr. Ross added the City of Lansing's permit expires October 1, 2002, and must be submitted within 180 days. 11:55 Mr. Bloomberg arrived. b. SSO's - Mr. Ross explained that a meeting was held with MDEQ to submit a project plan and discuss the availability or ability of obtaining SRF funding. The City of Lansing will be receiving an Administrative Consent Order from MDEQ. C. Mr. Stypula said that the Municipal League is still working with MDEQ on a sanitary sewer overflow policy. There are concerns regarding costs associated with the MDEQ staff's plan. Cost analysis is currently on-going to have a better understanding of how much it will cost communities to comply. Another component of the proposal on the November ballot allows like communities to apply for low interest loans to remove footing drains from sanitary sewer systems to make sure they are not leaking. Mr. Stypula noted he is hoping to get a resolution in front of Council expressing support for the proposal. The Public Service Board has the ability to pass a resolution in support but City Council can not because they are prohibited by law. Solid Waste Division - None. Operations & Maintenance- None. 7). DIRECTOR'S REPORT- Mr. Berridge reported the following: a. Working on compiling the first draft with regard to the Administrative Consent Order. b. Gravel Streets-City Council approved the first curb and gutter section on gravel streets without a petition. A second street is currently being considered. Both streets are within CSO areas. The significance of this activity is that this is the first time Council has ordered in public improvements without 51% support that they normally look for. The use of Community Development Block Grant(CDBG)funds helped to turn the tide in this instance. Mr. Berridge continued to discuss the process and requirements to utilize CDBG funds. C. Staffing -The Public Service Department has 27 vacancies. The main priority is to fill the Operations and Maintenance vacancies due to the large number of operational and infrastructure issues. There are three vacancies in the engineering staff. The Department has engaged Tetra Tech to provide site plan services. Mr. Stypula asked if the department is having trouble recruiting noting most municipalities nationwide are having trouble enticing experienced engineers. Mr. Berridge discussed engineering recruitment difficulties and engineering recruitment in general. d. CSO - Most projects are on time and on schedule. We are working with two different BOARD OF PUBLIC SERVICE Minutes of July 11, 2002 Page 3 contractors on two different projects. Currently, work is proceeding in the Colonial Village area. Lanzo has completed all sewer work and is finishing Lake Lansing Road. Ingham County will be closing Lake Lansing Road east of Wood Street. Mr. Stypula indicated there are detour signs on Carey Street that neglect to provide directions through the neighborhood. e. MRF -Staff met with MSU to review three different vendors and are working to pin down a price to modify our equipment. The next step is to work with the vendor to see what building modifications may be required. These are all precursors to the business plan. One of the next steps is to develop an operating framework for the partnership. Waste Reduction Services staff are working on a magazine proposal in order to enhance cost and handling efficiency. Ms. Schmidt asked if there are alternatives to purchasing a baler. Mr. Berridge explained the baler is probably part of the overall plan for the facility if it is modernized. The baler is just one piece of the project. The process is very complex with many associated parts. 9). COMMUNICATIONS- None. 12:40 Mr. Berridge left the meeting to attend to another obligation. 10). UNFINISHED BUSINESS - a. Combined Sewer Overflow Control Amendment No. 2 Sanitary Sewer Overflow Plan, Part I Mr. Perry noted he has reviewed the two Executive Summaries and asked the location of the Sunnyside area. He also asked if using "manhole covers" is still an acceptable term. Mr. Ross noted the term is commonly understood in the industry. Mr. Perry said the Executive Summary makes reference to job creations. Mr. Stypula explained this is a very specific program mandated by federal law. There is a strong recommendation from EPA and MDEQ to include job creation in describing the project. Ms. Schmidt asked what is a grinder pump. Mr. Ross explained a grinder pump is located in the basement and takes sewage from the basement level or an upper level, grinds the sewage, and ejects it into the sewer main. If a pipe is buried in the ground and the level of the basement services is lower than the pipe, when that pipe fills up, the sewage will back-up into the basement. The idea is to disconnect the basement service, eliminating a gravity feed, take that lower level and install a grinder pump, eject it into the main so when the pipe is full, it will help prevent a back-up. There is a check-valve on the grinder pump. This is a recommended short term correction to the sanitary sewer overflow problem in the Sycamore/Lindbergh area. Mr. Stypula explained that because of the cost of these types of remedies and the fact we are utilizing the State Revolving Fund program, passage of the resolution is a requirement of the State Revolving Fund program. In order to get the loan from the MDEQ, we have go through this process. You have to develop a project plan and present it to City Council, and in our case, since we have a Public Services Board, we are using this mechanism of a resolution to report to the Council that we have reviewed and endorse this program. Mr. Perry asked what is"design wet weather condition." Mr. Ross explained the design that they have recently been utilizing is that sewers are suppose to be designed to convey and transport the equivalent of a ten year, one hour rain event, which would be 1.8 inches of rainfall within a one hour period of time. This does not take into account soil condition capacities. It only deals with the unit of measure. The second design criteria used is a 25 BOARD OF PUBLIC SERVICE Minutes of July 11, 2002 Page 4 year/24 hour rain event. Mr. Ross continued to explain the statistics associated with these measures. Mr. Perry asked about the disparity in costs noted on page three and the segments of construction wondering why the second 5 segments of construction would almost double in cost over the first 14 segments of construction. Mr. Ross explained the differences in the costs. Mr. Stypula moved, Ms. Schmidt seconded, MOTION CARRIED UNANIMOUSLY, to approve the Sanitary Sewer Overflow Plan, Part I Resolution. Mr. Stypula moved, Mr. Bloomberg seconded, MOTION CARRIED UNANIMOUSLY, to approve Project Plan Amendment No. 2 for the Combined Sewer Overflow Control Program. b. Inviting a Councilmember to a Board meeting -Mr. Perry indicated he has spoken with Councilmember Wood who has expressed a willingness to attend the next Board meeting. Board members discussed strategies for this meeting and felt that it may be wise to plan an agenda for the meeting Councilmember Wood attends. 11). OTHER- a. Ms. Schmidt volunteered to be the officer for the Solid Waste section. b. Mr. Surgener asked for an excused absence for the August 8 Board meeting. Mr. Stypula asked for an excused absence for the August 8 Board meeting. C. Scheduling August meeting - Ms. Schmidt moved, Mr. Stypula seconded, MOTION CARRIED UNANIMOUSLY, to move the August meeting to August 29, 2002. d. Rules of Administrative Procedures-Copies of current administrative procedures were distributed. Mr. Perry asked Board members to review the documents and be prepared to discuss the procedures at the next meeting. e. Sidewalks - Ms. Schmidt asked to discuss sidewalks at a future meeting. 12). ADJOURNMENT-The meeting was adjourned at 1:15 p.m. Respectfully submitted, Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\07-11-02MINUTES Resolution by the Public Service Board Combined Sewer Overflow Control Project Plan Amendment No. 2 WHEREAS, the City of Lansing prepared a Combined Sewer Overflow Control Project Plan in April 1991 for a study area which included the City of Lansing Sewer Service Area; and WHEREAS, by resolution (4261) dated April 30, 1991, the Lansing City Council adopted Alternative One: Combined Sewer Separation, as the selected alternative to be constructed over a period of 30 years; and WHEREAS, since the time of the adoption of the Project Plan, the City has received fourteen loans from the Michigan State Revolving Fund (SRF) Loan Program for the construction of segment of the overall sewer separation project; and WHEREAS, as a requirement of the SRF Loan Program, the City of Lansing has prepared a Project Plan Amendment , entitled"City of Lansing, Michigan, Combined Sewer Overflow Control Project Plan Amendment No. 2"; and WHEREAS, the overall sewer separation project adopted in the original Project Plan remains unchanged; and WHEREAS, Amendment No. 2 provides general progress update of the CSO program and presents supplemental detail of the next five work segments; and WHEREAS, the Public Service Board supports the CSO Project Plan. NOW, THEREFORE, BE IT RESOLVED by the Public Service Board that it supports CSO Project Plan Amendment No. 2, which includes a general progress update of the CSO program and presents supplemental detail of the next five work segments. Ke❑ Pe ai Lansing Pu lie Service Board Ronald Bloomberg,Vice Chair,Lansing Pub Service Board D lle edged ast ai ansing Public Service Board R' in, Mem er,Lansing Public Servi e Board Don Stypu a, ember,Lansing Publi ervicemBoard Gilds Ric iardson, ember, a g Public Service Board Ifreda Schmidt,Member,Lansing Public Service Board Brian W.Sur ner, e er,Lansing Public Service Board Resolution by Lansing Pubic Service Board Sanitary Sewer Overflow Plan, Part 1 WHEREAS,the City of Lansing has worked continuously since the late 1970's to improve sanitary sewer system performance; and WHEREAS, over $67 million has been spent to mitigate basement flooding and eliminate bypasses of untreated sewage to the Grand and Red Cedar Rivers; and WHEREAS, system performance has dramatically improved and Sanitary Sewer Overflows (SSO) during moderate to heavy rainfalls have been nearly eliminated due to these improvements; and WHEREAS, as a requirement to receive low interest loans to partially fund the program via the State of Michigan SRF Loan Program, the City of Lansing has prepared a Project Plan, entitled "City of Lansing, Michigan, Sanitary Sewer Overflow Control Project Plan Part 1"; and WHEREAS, several areas of the sanitary sewer system continue to experience surcharging, flooding, and potential flow bypasses during extended wet weather events on saturated soils; and WHEREAS, the overall SSO control Plan is geared to further reduce and control surcharging, flooding, and potential bypasses during extended wet weather events on saturated soils; and WHEREAS, Part 1 of the plan focuses on measures that should be implemented as soon as possible and lays out a preliminary schedule for future efforts for Lansing's sewer system. NOW, THEREFORE, BE IT RESOLVED by the Lansing Public Service Board that it supports Sanitary Sewer Overflow Control Project Plan Part 1, which details sanitary system improvements that should be implemented as soon as possible and lays out a preliminary schedule for future efforts for Lansing's sewer system. Kendall Per ,C rrtnsing Public Service Board Ronald loomberg,Vice Chair,Lansing Pu>�l' Service Board <:;E1 _ ,11� Dull o. `si Pub rvice Board R4 Kl in,Memb ,LansingPublic Service Board � � c G Don Stypula,Member,Lansino Public; ervice Board -Gilda Richardson,Mem er,La ublic Service Board Alfreda SFimidt,Member,Lansing Public Service Board Brian W.Surge em er,Lansing Public Service Board CITY OF LANSING . PUBLIC SERVICE DEPARTMENT 124 W. Michigan Ave. 732 City Hall \C I Lansing, MI 48933 David C. Hollister, Mayor Phone No. (517)483-4455 Fax No. (517)483-6082 July 30, 2002 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are the approved Board of Public Service minutes from the meeting held June 13, 2002. Please place these minutes on file. Respectfully submitted, Faith Rach Recording Secretary Enclosure U:\wpWerdocs\Pu bSvcBd\m i ntran.Itr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF JUNE 13, 2002 PRESENT: Ron Bloomberg, Dale Copedge, Rita Klein, Kendall Perry, Alfreda Schmidt, Don Stypula, and Brian Surgener ABSENT: Gilda Richardson STAFF: David Berridge, Faith Rach, and Jimmy Spangler VISITORS: None. CALL TO ORDER-The meeting was called to order at 11:40 a.m. by Vice-Chair Klein at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL-Quorum present. Ms. Klein offered congratulations to Mr. Spangler on his retirement noting she is sorry to see him leave and that he has been a great service to the City and to the Board. Ms. Klein welcomed Mr. Berridge, Public Service Director, stating she hopes his tenure as Director is very successful. Ms. Schmidt noted she has had the privilege of working with Mr. Berridge in the past adding he follows through on his assessments and she believes both the City and Public Service Department will benefit from his direction. Board members welcomed Mr. Berridge and introduced themselves. 2) EXCUSED ABSENCES - Ms. Klein excused Ms. Richardson. 3) APPROVAL OF MINUTES - Meeting held May 9, 2002. Mr. Perry noted three corrections: Page 1, 3. -"Ms." Stypula should be"Mr." Stypula. Page 2, 7.a., second line -the comma should be removed after the word proposal. Page 3., middle of first para -"worth while" should be"worthwhile". Ms. Schmidt moved, Mr. Perry seconded, MOTION CARRIED UNANIMOUSLY, to approve the minutes submitted for February 14, 2002, with the noted corrections. 4) CITIZEN COMMENTS - None. 5) ACTION ITEMS - a. Election of Officers -This item was deferred to the end of the meeting in order to include Mr. Copedge. Chairperson: Mr. Copedge moved to nominate Ms. Klein to serve as Chair. Ms. Klein respectfully declined the nomination. Mr. Stypula moved to nominate Mr. Perry to serve as Chair. Mr. Bloomberg seconded the motion. Ms. Klein moved to close nominations. Mr. Perry was 30ARD OF PUBLIC SERVICE Minutes of June 13, 2002 gage 2 elected to serve as Chair by unanimous vote. Vice-Chair: Ms. Klein moved to nominate Mr. Bloomberg to serve as Vice-Chair. Mr. Stypula seconded the motion. Ms. Schmidt moved to close the nominations. Mr. Bloomberg was elected to serve as Vice-Chair by unanimous vote. b. Resolution: Combined Sewer Overflow Control Amendment No. 2 Mr. Spangler provided a brief summary of the program stating that the City continues to utilize State Revolving Funds (SRF), in the form of low interest loans to fund the CSO Program. Program requirements include having a project on file with the State in order to determine our priority ranking eligibility across the state. The project plan requires a public hearing and a Council resolution supporting the project. We decided to perform a five year update of the plan. The first amendment to the project plan was in 1997. We have re- evaluated our plan and the resolution presented today is Amendment No. 2 which is five years after the last one. The amendment recommends some changes to the overall plan. Sewer separation is still the recommendation as the primary method. The only modification is to move the Capitol Loop part of the project forward in order to complete the work in conjunction with improvements made by MDOT. It is important for the Board to take a position on the program. Rita noted that the only change is one of sensibility. Mr. Stypula moved, Mr. Bloomberg seconded, Motion Carried, to approve the resolution Combined Sewer Overflow Control Amendment No. 2. Yeas: 6 Nays: 0 Abstention: 1 - Mr. Perry Mr. Perry explained he would like additional information on the two programs before signing the resolutions. Mr. Berridge asked if the Administrative Procedures allow for an abstention noting the Lansing Charter does not allow City Council the option to abstain on voting with the exception in a conflict of interest. Mr. Bloomberg indicated he would like to table both resolutions until next meeting which will give Board members the chance to review associated materials and make an informed decision. The Board agreed to table both resolutions listed under Action Items, until the next meeting. Amendments and executive summaries for both programs will be made available for review. 6). REPORT OF OFFICERS - Engineering Division - None. Wastewater Division - Mr. Stypula reported the following: a. A number of state organizations have kicked-off a campaign for what will be Proposal II on the November ballot. This proposal will ask voters to approve the issuance of$1 billion in 30ARD OF PUBLIC SERVICE Minutes of June 13, 2002 'age 3 general obligation bonds for sewer upgrades in the form of low interest loans to communities through the SRF program. If the vote is successful, the state will automatically use bond proceeds as they are sold to fund the sale of bonds for future years which will double the amount of money available. The State of Michigan is the only state pursuing this type of program. The campaign is being funded by the Associated Underground Contractors and Consultant Engineers. b. The MDEQ is getting closer to finalizing their policy on SSOs. Work on the policy is concurrent with a proposal that is being finalized by the U.S. EPA. The two organizations are working on these policies side-by-side. The last item being looked at is the cost benefit analysis. Solid Waste Division - Mr. Perry distributed Report of Officer and shared the following information: The information on the first page of the report came from Steve Chalker. Mr. Perry noted he had a conversation with Councilmember Carol Wood regarding the"MRF" project and included her viewpoints on page two of the report. Ms. Schmidt explained she attended the Council meeting where the MRF was discussed stating she thought both Mr. Benavides and Ms. Wood expressed concern regarding the program. Ms. Schmidt continued to say that her perception of the discussion was that Councilmembers were displeased that they weren't made aware of the earlier process. Ms. Schmidt noted that an MSU representative apologized and accepted responsibility for the error in wording the original proposal. Ms. Schmidt asked if there is funding available to follow through with this program and if there is a necessity to do this. Ms. Klein explained that she and former Board member June Knostman researched what is going on in other communities with regard to recycling programs. They found that Lansing has a decent program but is impeded by the disposal process. The communities that have the strongest programs are those that have city-wide or county-wide monopolies. Recycling takes a large volume and if the vendor is going to be interested, it will be in a large volume of materials. It is very difficult to ascertain the dollar value on much of the material because of the fluctuation in prices. It is also important to consider what is being kept out of the landfill which has not only monetary costs for dumping and transportation fees, but also the long range problem of where we will eventually put all of these materials. Many other groups are currently working to form on a regional basis to make activities pay-off. Mr. Perry said that MSU seems willing to provide significant up-front money and they will go forward with the project regardless of what the City of Lansing does. This is an opportunity for the City to piggy-back on what they are going to do anyway, and potentially provide a greater benefit to the City's recycling program. Mr. Berridge explained that the Department is at a crossroad on where to go with the program. We have just renewed the Ordinance that had a ten year sunset. In the sunset review, there were amendments made to the Ordinance. One of the key amendments was to try and pick-up the apartment complex recycling stream through the City operations. A new approach is to figure out how to get apartment complexes into the City stream. The program has evolved since it was first adopted. Co-mingling has become an accepted practice which allows the collection process to be more efficient and allows more items to be collected and sorted in greater mass. MSU has a huge customer base in the residents hall. This would allow us to have a co-mingled stream if we partnered. 30ARD OF PUBLIC SERVICE Anutes of June 13, 2002 'age 4 12:20 p.m. Mr. Copedge arrived. Mr. Copedge chaired the remainder of the meeting. Mr. Berridge continued to explain that efficiency is an important component in delivering governmental services. Pursuing a co-mingled stream may provide an opportunity for the City to spend less money and provide better services. Currently, staff are in the process of developing a two-party business case which will be brought to the Public Service Board for review and consideration. It is important that we examine all options and not rush to a decision before investigating all the issues. Mr. Bloomberg had a question regarding Mr. Perry's report in that there is reference to Department plans to come to the Board with a business case and the Board plans to make a proposal to Council. Mr. Bloomberg wondered what the time frame of this activity is and if there are any time limitations with regard to MSU's time frame. Mr. Berridge explained that he thought MSU would like to start as soon as possible. Ideally, they need to be ready to start at the beginning of a school year in August. Time lines are yet to be determined. Ms. Klein asked if the Board could expect to have something in the form of a resolution fairly early and quickly so we have a chance to consider it at our leisure rather than being rushed through. Mr. Berridge said the resolution will come with the business case. Depending on how complex the process is, we may bring in the consultant and representatives from MSU to provide additional information. Mr. Berridge also noted that the City has a highly motivated partner in MSU and hopefully they will remain motivated long enough to stay with us as we work through the process. Ms. Schmidt explained that when she heard about this issue, the stumbling block seemed to be the cost the City would incur to initiate a different recycling program coupled with the purchase of a new baler. This topic doesn't seem to surface except in private conversation. Ms. Schmidt asked if the City can afford the cost. In order to provide a connection or partnership with MSU, we would have to arrange for the purchase of the necessary equipment which includes the baler which may cost as much as $200,000. Ms. Schmidt suggested that the answer regarding the cost to the City be provided to the Council and equate it with what the savings would be, not only in dollars and cents but also in improved service. Operations & Maintenance - None. 7). DIRECTOR'S REPORT- Mr. Berridge stated he is very happy to be here and pleased to have the opportunity to work with the Board. There are many issues for the Public Service Department and this Board to address in the upcoming years. There is a lot to learn and a very competent staff to draw upon. One issue to be addressed is the 27 vacancies in the Department which represents approximately 10% of our work force. Mr. Berridge said he is grateful for Mr. Spangler's knowledge, experience, and assistance during the transition. a. Mr. Berridge reported progress is being made on gravel streets. The Public Service Department has gone to Council with design estimates for six gravel streets as requested. The Council moved the request to the next step which is the Public Improvement process. This is a pilot program and the first time Council has considered ordering in curb and gutter and storm sewer on streets without a valid petition. A big issue is cost. We have spent time working with the Planning office on whether we can use Community Development Block Grants (CDBG) funds and how to utilize these funds to assist low income residents. Mr. Berridge explained how the assessment process works and how one may take advantage of CDBG funds if residing in a CDBG area. Assessments will be stretched over the maximum IOARD OF PUBLIC SERVICE linutes of June 13, 2002 'age 5 time period so that there is minimal impact. Residents must live in a CDBG area in order to qualify for this assistance. However, the regulations are flexible enough in that if you have a project in a given area and want to go through the effort of documenting that the project area is low income, then there is a potential to utilize CDBG funds if we can make a determination that a non-area may qualify. b. Mr. Copedge stated that in his experience on the Board, he has found Public Service Department employees to be very capable. Mr. Copedge congratulated Mr. Berridge and welcomed him to the Board. C. Mr. Spangler had the following comments: He has been in public service activities for almost 30 years and has enjoyed this experience. Most of this time has been spent in the environmental area. The work has been challenging and fun. Mr. Spangler noted he has enjoyed his time with the City of Lansing and is looking forward to the change and new challenges. One of his hesitations about leaving the Public Service Department is making sure it is left in good hands and with Mr. Berridge, he feels that it is. Mr. Spangler commended City efforts and involvement in environmental programs over the last 15 years. The Board applauded Mr. Spangler and wished him well in his new endeavors. 9). COMMUNICATIONS - None. 10). PENDING ITEMS - a. Inviting a Council member to a Board meeting. Ms. Klein noted Mr. Perry has approached Councilmember Wood who has expressed an interest in attending a Board meeting. She reminded Board members that when the Councilmember comes to a Board meeting, we should have something of significance on the agenda and be ready to communicate concerns. 11). OTHER- a. Mr. Perry referred to a SF Gate handout distributed by Mr. Stypula dealing with sidewalk accessibility in cities. Mr. Perry expressed concern regarding poor maintenance of sidewalks where wheelchairs are utilized on a regular basis. Mr. Perry asked if the City of Lansing has a plan of action and how will they be prioritizing those areas that need to be brought into compliance. Mr. Perry thought that highest priority should be given to those sidewalks where we know wheelchairs are used. Mr. Stypula noted that the information distributed in the handout does not apply to the State of Michigan. It applies only to those communities and states that are in that particular U.S. Circuit. However, these rules could be made applicable in other communities. Mr. Stypula added he wanted to bring this information to the Board's attention. Mr. Perry said that by the next meeting he would be interested in knowing if the City of Lansing plans to voluntarily adopt this decision, how many sidewalks are in disrepair, the costs associated with making these changes, and what homeowners' responsibilities are. Mr. Perry stated he supports the program outlined in acknowledging it could be very expensive for municipalities. b. Ms. Klein expressed concern regarding security measures for the City of Lansing Wastewater Treatment Plant, water treatment plant and electrical facilities. She asked that in the next few months, a report be provided regarding what kinds of security measures should be considered for Lansing facilities. 30ARD OF PUBLIC SERVICE Jlinutes of June 13, 2002 'age 6 C. Ms. Klein raised a concern about construction and the impact on traffic flow noting an increase volume of traffic on Waverly Road, Cedar Street, and MLK. With the increased volume of traffic, road rage has also increased. d. Mr. Perry asked Board members to consider serving as a Division Officer and which Division they may be interested in. Mr. Perry asked Mr. Copedge to serve as the Operations and Maintenance Division Officer for the next meeting. e. Ms. Klein requested an excused absence for Board meetings to be held in July and August. She will be out of town both meeting dates and unable to attend. 12). ADJOURNMENT-The meeting was adjourned at 1:15 p.m. Respectfully submitted, � c�� r .� Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\06-13-02MINUTES CITY OF LANSING PUBLIC SERVICE DEPARTMENT _ 124 W. Michigan Ave. 732 City Hall Lansing, Ml 48933 David C. Hollister, Mayor Phone No. (517)483-4455 Fax No. (517)483-6082 June 26, 2002 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are the approved Board of Public Service minutes from the meeting held May 9, 2002. Please place these minutes on file. Respectfully s fitted, ,', Faith Rach Recording Secretary Enclosure U Awp\ferdocs\Pu bSvcBd\m i ntran.Itr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF MAY 9, 2002 PRESENT: Ron Bloomberg, Dale Copedge, Rita Klein, Kendall Perry, Alfreda Schmidt, Don Stypula, and Brian Surgener ABSENT: Gilda Richardson STAFF: Bill Brunner, Faith Rach, Brian Ross, and Jimmy Spangler VISITORS: None. CALL TO ORDER - The meeting was called to order at 11:40 a.m. by Vice-Chair Klein at the Wastewater Treatment Plant Administration Office. Introductions were made and the Board welcomed Mr. Surgener, new Board member from Ward 1. 1) ROLL CALL - Quorum present. 2) EXCUSED ABSENCES - Ms. Klein excused Ms. Richardson. 3) APPROVAL OF MINUTES - Meetings held February 14, 2002 and April 11, 2002 February 14, 2002 Mr. Bloomberg moved, Mr. Stypula seconded, MOTION CARRIED UNANIMOUSLY, to approve the minutes submitted for February 14, 2002, as presented. April 11, 2002 Ms. Schmidt moved, Mr. Bloomberg seconded, MOTION CARRIED UNANIMOUSLY, to approve the minutes submitted for April 11, 2002, as presented. 4) CITIZEN COMMENTS - Ms. Schmidt asked for an adjustment to the agenda in order to include discussion regarding the topic of recycling. The Board agreed to include a discussion of recycling. 12:07 Mr. Copedge arrived and Chaired the remainder of the meeting. BOARD OF PUBLIC SERVICE Minutes of May 9, 2002 Page 2 5) SUPERVISORY CONTROL AND DATA ACQUISITIONS SYSTEM (SCADA) DEMONSTRATION Mr. Spangler introduced Brian Ross, Wastewater Treatment Plant Superintendent and Bill Brunner, Wastewater Treatment Plant Engineer, who were invited to provide a Power point demonstration of the SCADA system. Mr. Ross distributed handouts to Board members. Mr. Spangler explained that $11.5 Million have been invested in the program over the last six years and the project should be completed within this budget. 6) ACTION ITEMS - None. 7). REPORT OF OFFICERS - Engineering Division - None. Wastewater Division - Mr. Stypula reported the following: A. The State House and Senate are wrapping up for the summer. Before leaving for the summer, they will place a $1 Billion sewer bond proposal on the ballot. Ninety percent of this amount will be placed into the existing State Revolving Fund program. Ten percent will go into a separate funding vehicle called the Strategic Water Quality Initiatives Fund. This is a new program that will be available to communities in the form of low interest loans to be used to help off-set expenses for property owners and commercial business owners who need to disconnect footing drains from sanitary sewers and install sump pumps. The bond proposal should appear on the November ballot. Solid Waste Division - Mr. Perry reported the following: A. The City of Lansing is partnering with Michigan State University on a request for recycling proposals. These have been received and are currently being reviewed. B. Waste Reduction Services have increased corrugated cardboard drop-off. C. The computer drop-off station collected100 tons of used electronic equipment. Great Lakes Electronic Recycling provided the service for free. All clients were serviced within four hours. This was a tri-county, regional effort. Ms. Klein commended staff on their efficiency. D. Waste Reduction Services have added paper and junk mail to their magazine collection. The cost to the City is $40 per ton. Mr. Perry noted that some of the costs associated with recycling could be eliminated with the purchase of a baler. The baler would last at least 20 - 30 years and pay for itself within 10 years, and actually generate revenue for the City for the remaining life of the equipment. Ms. Schmidt noted she has met with City Council members regarding recycling BOARD OF PUBLIC SERVICE Minutes of May 9, 2002 Page 3 issues. Ms. Schmidt asked if bids have been received and to what extent is the Public Service Department being authorized to proceed with the inquiries. Mr. Spangler explained the Department proposed the purchase of a baler through the budget process two years ago. The baler was pushed aside and never acted on. However, Council indicated that if the department could develop a reasonable business plan and partner with others in the region in order to have a bigger draw and have a better return, then we should look into the purchase of a baler. The idea is to develop a program which makes the purchase worthwhile. Without the baler, we are unable to compact materials and truck it effectively. This is why we are having difficulty with process waste and associated costs. The option was offered to proceed and go forward. MSU came forward with interest in partnering. We currently have a contract with Delta Township. The post office is also interested in the partnering concept. The City of Lansing and MSU administration worked together and developed a general proposal of what might need to be done. When the proposal was released to the public, it was misconstrued as an actual bid while there is no budget authorization for the purchase. The "bid" description was applied to the proposal in error. Since then, we have changed the nomenclature as it went out. Proposals have been received. City of Lansing and MSU administration will be reviewing the proposals. Ms. Klein explained there is a great deal of fluctuation in the market with regard to the value of materials, how materials are to be prepared, fees for collection, and the income derived from recyclables. Operations & Maintenance - Mr. Stypula noted there was a proposal made in January to increase diesel fuel tax. We may be moving toward resolution where the increase in fuel tax will go into the ACT 51 program. These dollars are distributed to MDOT counties, cities, and villages. The receiving entities will then use a big portion of these dollars to improve major and local roads. 8). DIRECTOR'S REPORT - Mr. Spangler welcomed Mr. Surgener to the Board and reported the following: A. Budget status - Budget hearings with Council are completed. There are no significant changes. Council will be voting on the Budget Monday evening. B. Director's position - Interviews have been conducted. A new Director will probably be selected before the next Board meeting. C. Gravel road paving - Currently in the process of determining assessments for paving gravel roads and installing curb and gutter in an area located in the north end of town. This tends to be a low income area and concern was raised by the Public Services Committee. Council is reviewing the option of using CDBG grant money to BOARD OF PUBLIC SERVICE Minutes of May 9, 2002 Page 4 help offset assessments. 9). COMMUNICATIONS - None. 10). PENDING ITEMS - a. Inviting a Council member to a Board meeting. 11). OTHER - Mr. Spangler noted funding for repairs to the S. Pennsylvania Avenue bridge will be received. 12). ADJOURNMENT-The meeting was adjourned at 1:10 p.m. Respectfully submitted, J Faith Rach Secretary to the Board U:\P U BSVC B D\MINUTES\05-09-02M I N UTES CITY OF LANSING PUBLIC SERVICE DEPARTMENT ,f 124 W. Michigan Ave. 732 City Hall C I� Lansing, MI 48933 David C. Hollister, Mayor Phone No. (517)483-4455 Fax No. (517)483-6082 May 30, 2002 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are the approved Board of Public Service minutes from meetings held February 14, 2002 and April 11, 2002. Please place these minutes on file. Respectfully submitted, �c v Faith Rach Recording Secretary Enclosure U:\wpWerdocs\PubSvcBd\mintran.Itr INFORMATIONAL MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF APRIL 11, 2002 PRESENT: Dale Copedge, Rita Klein, Gilda Richardson, and Alfreda Schmidt ABSENT: Ron Bloomberg, Kendall Perry, and Don Stypula STAFF: Faith Rach, Brian Ross, and Jimmy Spangler VISITORS: None. CALL TO ORDER - The meeting was called to order at 11:55 a.m. by Chair Copedge at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL - Due to a lack of a quorum, the Board held an informational meeting Mr. Copedge introduced and welcomed new member, Ms. Schmidt, to the Board. Ms. Schmidt was appointed to an at-large position. Ms. Schmidt's term expires June 30, 2005. Mr. Spangler introduced Brian Ross, Superintendent of the Wastewater Treatment Plant. Mr. Ross stated he feels honored to have been selected for the position noting the City of Lansing's wastewater facilities are held in high regard. 2) APPROVAL OF MINUTES - Meeting held February 14, 2002 - Ms. Klein noted she did not see any errors in the minutes presented. Approval deferred until there is a quorum. 3) CITIZEN COMMENTS - None. 4) ACTION ITEMS - None. 5) REPORT OF OFFICERS - Engineering Division - None. Wastewater Division - None. Solid Waste Division - None. Operations & Maintenance - None. 7) DIRECTOR'S REPORT - Mr. Spangler reported the following: • Mr. Spangler has asked Mr. Ross and other Wastewater staff to provide a brief demonstration of the Supervisory Control and Data Acquisitions System, (SCADA) operations. The presentation will be made at the May Board meeting. We are into the sixth year of the program and its far enough along to provide a brief 30ARD OF PUBLIC SERVICE Minutes of April 11, 2002 image 2 demonstration of the power of what it can do. The program should be completed within one year. • Referred to an article on health and beauty aids that recently appeared in the Lansing State Journal. The article relayed information about pollutants added to waterways through the use of health and beauty aids. Some of the products composing health and beauty aids are not designed to be removed or broken down when traveling through wastewater treatment plants, and are therefore, released into the environment. Residential contribution is now the highest toxic contribution to collection systems. Commercial and industry groups are under tight control and scrutiny while home use of cleaners, disinfectants, etc., are not regulated. The City of Lansing has not done any toxicity testing yet. Mr. Spangler described the testing procedures and protocol. • Mr. Ross referred to a public notice posted in the Lansing State Journal April 3, 2002, regarding a request to modify the previously approved Industrial Pretreatment Program (IPP). The request deals with revisions to the sewer use ordinance to change mercury prohibition language and provide for the option of a mercury minimization plan. Mercury levels have come under state and federal scrutiny. Mercury is persistent in the environment in that it accumulates in fish, and the level accumulates in our bodies. Tests are done at very low levels. The mercury minimization plan is part of our pretreatment program that requires the Wastewater Treatment Plant to control the source of mercury in local industry. When we find a source of mercury, by way of the IPP, we have the ability and authority to control that. A good IPP will establish a mercury minimization plan to work in cooperation with industry to help them create a plan that will tell us how they plan to minimize the mercury discharge. Language needs to be incorporated into the City of Lansing Ordinance which states local industry will have to create a mercury minimization program. The Public Notice provides the opportunity for public comment within a 30 day period. If there are no comments, or if comments are favorable, the language could be adopted by Lansing City Council. Ms. Schmidt asked what local industry may be impacted. Mr. Spangler noted the health industry, clinics, health labs, hospitals, etc., are the biggest consumers of products that use a mercury base as a stabilizing product. • Director position vacancy - The Personnel office received approximately 14 applications from around the country. This has been narrowed down to seven potential candidates. There will be a series of interviews before a recommendation is made to the Mayor. We are anticipating the position will be filled by the end of May. • The Mayor's budget was submitted to Council. Many Public Service Department requests discussed at the preparation stage, were included. - One of the top priorities is the salt shed. Funding was recommended for evaluation and design. Next year, we may have enough funding to implement the design. Mr. Copedge asked if there is an abatement plan if the current 30ARD OF PUBLIC SERVICE Minutes of April 11, 2002 'age 3 shed fails. Mr. Spangler explained that if the current structure fails, the salt will have to be covered in order to contain it. - $7 million worth of road funding was recommended by way of a multitude of funding sources. A road inventory assessment was recently completed. This is an update from the last report conducted in 1996. A summary should be ready for presentation to the Board by June or July. - Budget reduction - The Mayor's proposed budget was less than $2 million more than the current budget which already incorporated a 10% reduction. The proposed budget is thin, but we've avoided tapping into the rainy day fund or layoffs. • Recycling proposals -A notice seeking proposals, has been published. • Recycling Division will now be accepting junk mail in weekly pick-ups. The materials need to be prepared in the same manner newspapers are. • Public Act 222 - This is in correlation with Senate Bill 109, regarding sewer back-up liability. This is independent of the recent Supreme Court ruling. The new law deals with a public notification requirement when filing claims. We now have to have a public notification program on the rules of filing claims for basement sewer back-ups. These requirements stipulate that the property owner has 45 days from the time of knowledge of the incident, to file a written claim. Currently, there is no time limitation on when a claim can be filed. It also provides that the municipality has a 45 day limit after that to inspect the situation and determine damages and what was the cause. 8). COMMUNICATIONS - a. Letter from Michael Navabi dated April 8, 2002, received and placed on file. 9). PENDING ITEMS - a. Letter to Mike Rogers - Mr. Spangler noted the road money for the S. Pennsylvania bridge is there, but has not been made official. Mr. Spangler recommended the item be removed from pending. b. Ideas regarding recycling - Ms. Klein explained that the group working on this issue needs additional time to gather background information about what is going on in other communities with regard to recycling efforts. In doing this research, it was discovered there are still cities the size of Lansing that don't have any recycling program at all. Ms. Klein noted more research needs to be done which could take some time. Ms. Klein indicated she will work with the Recycling Committee on this issue. Ms. Klein asked that this item be removed from pending for now. C. Inviting a Council member to a Board meeting - no discussion. 30ARD OF PUBLIC SERVICE Minutes of April 11, 2002 'age 4 10). OTHER - a. Mr. Copedge distributed draft copies of resolutions prepared on behalf of Rick Kibbey, June Knostman, and Margaret Pollard, recognizing them for their years of service to the Public Service Board. Board members reviewed and edited the documents. Mr. Copedge will email copies to Ms. Rach for editing and printing. 11). ADJOURNMENT- The meeting was adjourned at 12:55 p.m. Respectfully submitted, Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\04-11-02MINUTES MAR. 13. 2002 2: 07PM LANSING PUBLIC SVC NO. 484 P. 1 s1 � I ti CITY OF LANSING PUBLIC SERVICE DEPARTMENT +� 124 W. Michigan Avenue a Lansing, MI 40933• (517) 483-4455 a FAX:(517)483-6082 http://ci.lansing,mi.us/depts/pubserv/pubserv.htmI David C. Hollister, Mayor i PUBLIC SERVICE BOARD MEETING SCHEDULED FOR MARCH 143 2002 HAS BEEN CANCELED MAR-17-7)RR;) 17:RG c+r;' ^oZ CPO-) oo•. �. REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF FEBRUARY 14, 2002 PRESENT: Ron Bloomberg, Dale Copedge, Rita Klein, Kendall Perry, Gilda Richardson, and Don Stypula ABSENT: Rick Kibbey, June Knostman and Alfreda Schmidt STAFF: Jim Campfield, Dean Johnson, Faith Rach and Jimmy Spangler VISITORS: None. CALL TO ORDER - The meeting was called to order at 11:50 a.m. by Chair Copedge at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL - Quorum present. 2) EXCUSED ABSENCES - Mr. Copedge excused all absences. 3) APPROVAL OF MINUTES - Meetings held January 10 and January 24, 2002 January 10, 2002 Ms. Klein noted corrections on page 2, 51h line from the bottom of letter b: remove "it is however," after Mr. Stypula. Page 4, under pending items, letter b: Ms. Klein referred to the "City of Grand Rapid's web- site" rather than the "recycling sheet." Mr. Bloomberg moved, Ms. Stypula seconded, MOTION CARRIED UNANIMOUSLY, to approve the minutes submitted for January 10, 2002, with the noted corrections. January 24, 2002 Ms. Klein noted a correction on page 2, under number 4: remove the "ed" from the word "luck." Mr. Bloomberg moved, Mr. Stypula seconded, MOTION CARRIED UNANIMOUSLY, to approve the minutes submitted for January 24, 2002, with the noted correction. 4) CITIZEN COMMENTS - None. 30ARD OF PUBLIC SERVICE Jlinutes of February 14, 2002 'age 2 5) ACTION ITEMS - A. Public Service Department Proposed Budget FY 2003 Mr. Spangler distributed budget materials and provided a brief overview. The Department has attended meetings with the Mayor and the Department of Finance. This is the last step before the budget is put into its final form and submitted to City Council. • The City budget is very tight. Revenue sharing losses are approximately $3.5 million. • Health insurance has increased 18% which represent about $1.5 million. • ACT 51 - holding its own even though there are losses. • Current year budget - Cut 10% from remaining Miscellaneous Operations budgets as of December 31, 2001. General Fund equipment requests have been cut 50%. • Establishing a baseline for going into the next fiscal year. Layoffs are not anticipated. There is no plan to utilize the stabilization fund. The General Fund will go into the next fiscal year with a flat line budget. • Local development has increased revenue received from property taxes. Income tax is stable. • An increase in the ACT 51 Road Program will be approximately 2%. • Very little General Fund money has been earmarked for capital improvements. Expecting a bare bones budget for capital projects. One request that may be removed from the list is the salt storage bin/building. There are health and safety issues related to this program with regard to the integrity of the current storage bin. Mr. Campfield added that the structure is beginning to fail and there are concerns relating to limited capacity. Salt shipments now take five days. Without sufficient supplies, the City could wait for five days to receive an order. If we have a sustained storm for three or four days, we will run out of salt. • The Road Program is questionable. There is sufficient funding to cover all matches for state roads and bridge requirements. Funding has not yet been received for the Pennsylvania Avenue bridge program. • Proposed Sewage Fund budget will continue to pay 100% CSO costs, stormwater capital improvements and stormwater major maintenance and repair. There are discussions regarding the proposed sewer rates. Based on the current budget submitted, a 9.5% rate increase will have to be implemented on July 1, 2002. Ms. Richardson stated she felt the current sewage rate is high and asked with whom she should raise her concerns. Mr. Spangler explained that the rate structure is part of the budget process. After the budget is presented to the Mayor, it is forwarded to 30ARD OF PUBLIC SERVICE Jlinutes of February 14, 2002 gage 3 City Council. Rate recommendations will be a topic in public meetings. This would be an opportune time for citizens to raise their concerns. Mr. Spangler continued to answer Board member's questions regarding the budget. The Board reviewed and corrected a draft copy of the letter to accompany the Board of Public Service Annual Report. Mr. Stypula moved, Ms. Klein seconded, MOTION CARRIED UNANIMOUSLY, to approve the draft letter which is to accompany the Board of Public Service Annual Report, with the noted corrections, and to approve the Public Service Department proposed budget for FY 2003. 6). REPORT OF OFFICERS - Engineering Division - None. Wastewater Division - Mr. Stypula reported the following: Sewers, SSOs and CSOs - The State Legislature and U.S. Congress, are moving pieces of legislation that will dramatically increase federal and state funding for sewer infrastructure improvement projects. Solid Waste Division - None. Operations & Maintenance - None. 7). DIRECTOR'S REPORT - Mr. Spangler reported the following: a. Worked out a plan for improved communications and work effort between the Department of Planning and Neighborhood Development and the Public Service Department. b. NPDES Regional Committee - Have decided to go forward with the State's volunteer program for watershed management plans. A new approach has been embraced whereby the watershed management plans will be completed by the communities rather than going through the drain commissioners. Remy Chandler is the one exception since it is already classified as a county drain. C. Wastewater Superintendent - Mr. Brian Ross has been selected to fill this position. Mr. Ross resigned from his position as Director, for the Southern Clinton County Municipal Utilities, in order to accept the position with the City of Lansing. He will begin February 25, 2002. d. Director's Vacancy - Part of the budget cutting process included freezing all vacant positions unless granted special permission to proceed. The director's position will IOARD OF PUBLIC SERVICE 11inutes of February 14, 2002 'age 4 be posted internally and advertised in trade magazines. The posting will be closed March 31, 2002. Applications will be reviewed as they are received. It is anticipated that the position will be filled by mid-May or the first part of June. e. Traffic Control Summit -All parties (BWL, City of Lansing, MDOT, Consumer's Energy, etc.), that will be working in the right-of-way this summer attended a Traffic Summit in a cooperative effort to sort out and coordinate construction activities for the sake of efficiency and to limit the amount of disruption. 8). COMMUNICATIONS - Memo From J. L. Spangler dated February 5, 2002, was received and placed on file. 9). PENDING ITEMS - a. Letter to Mike Rogers - Tabled. b. Ideas regarding recycling - Ms. Knostman and Ms. Klein are continuing to work on this effort and hope to meet with the Recycling Committee. C. Inviting a Council member to a Board meeting - Mr. Copedge stated he would draft a letter. 10). OTHER - None. 11). ADJOURNMENT-The meeting was adjourned at 12:45 p.m. Respectfully submitted, Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\02-14-02MINUTES 11�jG' CITY OF LANSING PUBLIC SERVICE DEPARTMENT 124 W. Michigan Ave. j C, C' Q,� 732 City Hall I Lansing, MI 48933 David C. Hollister, Mayor Phone No. (517)483-4455 Fax No. (517)483-6082 January 15, 2002 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are the approved Board of Public Service minutes from meetings held January 10, 2002 and January 24, 2002. Please place these minutes on file. Respectfully submitted, 'Ja�&jr celj Faith Rach Recording Secretary Enclosure U:\wp\ferdocs\P u bSvcB d\mi ntra n.Itr INFORMATIONAL MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF JANUARY 24, 2002 PRESENT: Ron Bloomberg, Dale Copedge, Rita Klein, and Don Stypula ABSENT: Rick Kibbey, June Knostman, Kendall Perry and Gilda Richardson STAFF: Jim Campfield, Dean Johnson, Michael Navabi, Faith Rach and Jimmy Spangler VISITORS: None. CALL TO ORDER - The meeting was called to order at 11:40 p.m. by Vice-Chair Klein at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL - Due to a lack of quorum, the Board held an informational meeting. 2) CITIZEN COMMENTS - None. 3) ACTION ITEMS - Proposed Budget FY 2003 Copies of the proposed budget FY 2003 were distributed. Mr. Navabi, Mr. Spangler, Mr. Johnson and Mr. Campfield discussed aspects of the proposed budget and answered Board members' questions. 11:55 Mr. Bloomberg left the meeting to attend to other obligations. The Board worked to draft a letter of support to accompany the budget proposal. Ms. Klein noted the progress of the Road Program is not keeping up with the rate of deterioration. At this rate, the impact for catching up is minimal. The Program was 55 miles behind. We should illustrate that progress has been made. If there is less funding, we become further behind and we'll be right where we started. Mr. Navabi explained that the Crew 7 has been utilized to help extend the life of the roadways. Mr. Stypula distributed copies of Estimated Local Program Allocations of Federal Aid to Highways Apportionments for FY 2002. Mr. Spangler discussed ACT 51 monies explaining the City received an approximate total of $10 million. Most of these monies are allocated for operating costs due to the loss of the sewer enterprise fund and the decrease in ACT 51 dollars. About $1.5 million actually goes toward the Road Program. Mr. Navabi reported the Pennsylvania Avenue bridge was evaluated and found not to be in catastrophic failure. There are serious deck problems but not structural failure. Mr. Johnson explained there will be interim, semi-permanent deck repairs to get us through until we 30ARD OF PUBLIC SERVICE Minutes of January 24, 2002 'age 2 receive critical bridge funds. Critical bridge funding still has not been guaranteed. 12:10 Mr. Copedge arrived. Mr. Spangler reported that the Public Service Committee is chaired by Councilmember Bauer who has committed to conducting Committee meetings at City field offices rather than at City Hall. Ms. Klein noted it is important to make sure the Committee follows through on this commitment. The draft letter will be forwarded to Board members for their review, prior to the February meeting. Mr. Spangler provided a brief summary of the status of the current budget. There will be a 10% cut in supplies and operating costs. The Mayor would like the departments to submit a budget with no increases except for the cost of Personnel. With the total anticipated Personnel cost and an 18% increase in health care, there is a $5.5 million increase in costs to the general fund budget. Property tax increases should counter any additional losses in state funding. No lay-offs are planned. 4) OTHER - The Board presented Mr. Navabi with an Excellence in Public Service Award, and thanked him for his hard work and wished him luck in his new position. 5). ADJOURNMENT-The meeting was adjourned at 12:50 p.m. Respectfully submitted, Faith Rach Secretary to the Board UAPUBSVCBD\MI NUTES\01-24-02MINUTES REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF JANUARY 10, 2002 PRESENT: Ron Bloomberg, Dale Copedge, Rick Kibbey, Rita Klein, June Knostman,", Kendall Perry and Don Stypula ABSENT: Gilda Richardson STAFF: Michael Navabi and Faith Rach VISITORS: None. CALL TO ORDER - The meeting was called to order at 11:45 p.m. by Vice-Chair Klein at the Wastewater Treatment Plant Administration Office. 1) ROLL CALL - Quorum present. 2) EXCUSED ABSENCES - Ms. Klein excused Ms. Richardson. 3) APPROVAL OF MINUTES - Meeting held December 13, 2001 Mr. Stypula moved, Ms. Knostman seconded, MOTION CARRIED UNANIMOUSLY, to approve the minutes for December 13, 2001, as submitted. 4) CITIZEN COMMENTS - None. 5) ACTION ITEMS - None. 12:50 Mr. Copedge and Mr. Perry arrived. Ms. Klein turned the meeting over to Chair Copedge. 6). REPORT OF OFFICERS - Engineering Division - None. Wastewater Division - Mr. Stypula reported on the following two issues: a. This calendar year, the legislature will likely pass a bill that will assess fees to municipalities and corporations that have NPDES wastewater discharge permits. The permit that allows a wastewater treatment plant the ability to discharge into the river, has been a service provided by MDEQ, funded by general fund tax dollars. This funding mechanism will end with the passage of the bill. This bill will be one among a series of recommendations that will come from the State Senate's Great Lakes Task Force. Municipalities can insist that the money be dedicated solely to this activity. The bill will be introduced the later part of January 2002. 30ARD OF PUBLIC SERVICE Ainutes of January 10, 2002 'age 2 The Task Force will introduce another bill that will go after septic tanks which are a significant source of ground water and surface water pollution. Ms. Klein asked if concern is being expressed for people who own a second home or a vacation home. Mr. Stypula explained that if they have a septic tank, it will have to be inspected. This bill will probably be introduced in June 2002. b. The issue of rights-of-way is becoming an important topic in the legislature with regard to broadband and telecommunications. Currently, cable and communication companies constantly tear up roadway to install new lines. Mr. Stypula explained that Governor Engler wants a separate regulatory authority within the Michigan Economic Development Corporation to develop a proposal for two items: 1) regulating the installation of telecommunication lines and 2) the agency will have a fund of$10,000,000 to encourage companies to go into areas where they currently aren't located. An aspect of this plan includes charging five cents for every linear foot, per year, to those companies installing cable or fiber optic equipment in the ground. This will include existing lines. The total yield will be approximately $40 - $50 million per year. The money to run the agency will be taken off the top and all residuals will go to municipal governments based on the linear footage that they have in the ground within the corporate limits of that community. This will give the municipality a source of funding to watch over the rights-of-way and to do the permitting. The fee will be charged uniformly across the state. Currently, there is no continuity of franchise fees charged. Mr. Kibbey wondered if the State is in a position to authorize this plan over the objections of local governments. Mr. Stypula indicated municipalities will have input into the process. An advisory board will be established. Mr. Kibbey expressed concern with regard to adding another entity that will be able to go into streets. Mr. Stypula said the State will simply be a collector of money and a unit to entice private sector investment in technology. The local governments will maintain control. Solid Waste Division - None. Operations & Maintenance - None. 7). DIRECTOR'S REPORT- Mr. Navabi announced that he has resigned from his position as Public Service Director, effective February 8, 2002. Mr. Navabi stated he is very proud of the activities that have been completed during his tenure and thanked the Board for their commitment to the Public Service Department and their valuable friendship. Mr. Navabi also thanked the Mayor, City Council and especially his staff, for their hard work. Mr. Navabi provided a highlight of achievements for the Public Service Department during the last four years. Mr. Copedge expressed that Mr. Navabi has set new standards in doing his job noting he appreciates Mr. Navabi for his hard work and for putting his heart into doing his job. 30ARD OF PUBLIC SERVICE Jlinutes of January 10, 2002 'age 3 Mr. Copedge recognized Mr. Navabi for his efforts in trying to accommodate people and especially, the Board. Mr. Navabi will be missed and it will be very difficult to find someone who will meet these standards. Ms. Knostman added that she speaks for all members on the Board in saying that Mr. Navabi has been a pleasure for the Board to have as a Director. The Board has never had the openness, the ease of communication, or received the amount of information. Mr. Navabi has always come to the Board openly and completely and has always listened. Ms. Knostman thanked Mr. Navabi on behalf of the Board for his hard work, efforts and being so generous with his time. Losing Mr. Navabi will be a deficit for the City of Lansing and the Board will miss him. Mr. Navabi announced that Mr. Jimmy Spangler has been appointed as Interim Public Service Director. Mr. Navabi reminded Board members of the special Public Service Board meeting scheduled for January 24, 2002, where the proposed budget will be introduced in greater detail. Mr. Navabi provided the following overview of the proposed budget for FY 2003: From the General Fund and ACT 51: • 3,000 ton Salt Storage Building • Annual Road Program - Close to $7 Million • Stormwater NPDES Permit • CSO improvements $1.1 Million - This portion is not funded through SRF Loans • Bridge Rehabilitation - $.5 Million • Pedestrian Overpass Rehabilitation - $1.25 Million • Aurelius Landfill Evaluation for Pollution • Paulson Site Remediation - $700,000 • Gravel Road Paving • Capitol Loop Reconstruction • Alleyways From the Sewage Fund: • CSO Design and Construction - $13 Million • City Share of Sanitary Sewers - Isolated spots - $360,000 • Misc. Infiltration and Inflow Corrections - $130,000 • Tertiary Building for Wastewater Treatment Plant • Manhole Casting • Tecumseh Pump Station • Sycamore Lindberg Sewer System - Needed due to flooding in rain events Mr. Navabi noted there are two engineering positions vacant as well as the superintendent and administrative assistant positions. Critical bridge funding will likely BARD OF PUBLIC SERVICE nutes of January 10, 2002 ige 4 be received for the Pennsylvania Avenue bridge rehabilitation however, it may be another year. The bridge cannot handle large loading anymore. The concrete is disintegrating and one lane has been closed. New loading restrictions will probably be put into effect and one more lane may be closed. Mr. Copedge asked when schools or CATA would be notified if weight restrictions will be enforced. Mr. Navabi said he should know more about the immediate needs by the end of the day and he will let the Board know by tomorrow. Mr. Navabi reported that the SCADA project is in its final year of installation. Mr. Kibbey noted that the City has had many vacancies since the early retirement. There has been a shortage of people in the engineering profession for a long time and wondered if this is still the situation given the current economic conditions. Mr. Navabi explained that so far, we have had a very mild winter and indicated he has recommended that snow removal funding residuals be utilized for road repair. 8). COMMUNICATIONS - None. 9). PENDING ITEMS - a. Letter to Mike Rogers -Tabled. b. Ideas regarding recycling - Ms. Knostman and Ms. Klein continue to work on this project. Ms. Klein mentioned while viewing the City of Grand Rapid's web-site, she noted they have a very interesting and informative recycling sheet. Ms. Klein suggested that the City of Lansing may need to revise the Green Sheet format to make it more readable and include more useful information. C. Inviting a Council member to a Board meeting - Ms. Knostman stated that she has spoken with Ms. Smith, the new Councilmember for the 41h Ward, who expressed an interest in attending a Public Service Board meeting at the earliest opportunity. Ms. Knostman and Mr. Kibbey will work on establishing an agenda. Mr. Copedge thought it may a good idea to present the invitation at a City Council meeting early next month. 10). OTHER - Mr. Stypula mentioned that last December, the legislature approved Public Act 222. This bill will help mitigate municipalities' liability for basement back-ups. If a report of a back-up comes in, the city will decide who gets the call. There is a process and a cooling off period before legal action can be taken against the city. If the homeowner still wants to file a claim, and they feel their claim meets the criteria written in the law, it becomes a written notice to the community that a claim will be filed. The homeowner has the burden of proving the incident was due to a fault in the sewer system or that the system was not functioning properly. Mr. Bloomberg noted that the bill still creates BOARD OF PUBLIC SERVICE Minutes of January 10, 2002 'age 5 many questions. Unless it is the homeowner's system or something the homeowner put into the pipe, they will claim it is the fault of the system. 11). ADJOURNMENT-The meeting was adjourned at 12:45 p.m. Respectfully submitted, Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\01-10-02MINUTES