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HomeMy WebLinkAbout1993 Public Service Board Minutes FINAL BOARD OF PUBLIC SERVICE MINUTES OF MARCH 3, 1993 PRESENT: Cleo Cipicchio, Cinda Eltzroth, Rick Kibbey, June Knostman, Dave Smith ABSENT: Jeff Abood, Dale Granger STAFF: Bob Clegg, Interim Director of Public Service Tom Frazier, Mayor' s Office Chairman Kibbey called the meeting to order at 7 : 43 P.M. in the Council Chambers . Kibbey entertained a motion to approve the minutes of February 3 and 24 . DAVE SMITH SO MOVED WITH CLEO CIPICCHIO SUPPORTING. MOTION PASSED. REPORT OF SPECIAL COMMITTEES : MAYOR' S CITIZENS ' ADVISORY COMMITTEE ON RECYCLING: Cleo Cipicchio reported that the amendment to the Multi-Family Recycling Ordinance has been approved by City Council . Also, the committee voted to recommend to the Mayor the addition of magazines and aluminum (kitchen-generated) to the recycling program, beginning April 19 . The Department is planning an Open House at the recycling transfer station on April 17 . The dates were planned to coincide with the upcoming Earth Day. June Knostman noted that Arbor Day is April 22 , and suggested that the committee might also incorporate the Arbor Day theme for recycling public announcements . DIRECTOR' S REPORT: OPERATIONS & MAINTENANCE DIVISION - Solid Waste Operations - Bob Clegg reported that for FY 92-93, cumulative refuse bag sales through February, were down 12 . 37%; revenues were $874 , 800 (down 12 . 37% ) . Bulk sticker sales were up 50 . 5% , cumulatively, with total es t_o _ date of $49 ,335 . To date, total revenues for the bagT uTkT�f ro6i,-aiUcli9aRr, $838,060 versus expenditures of $700, 180, for a rye* haJ.A,nce.__o,f $137 , 880 . m._ :I ( iy e. BOARD OF PUBLIC SERVICE MINUTES OF MARCH 3 , 1993 Page 2 Snow removal - Clegg reported that as of week ending 2/21 (prior to the last snow event) , 71 . 23% of funds budgeted for snow removal had been expended; nearly 75% of Local Streets budget, and 70% of Major Streets budget . For the same period, 8, 931 tons of salt were distributed, with an average year being 10 , 000 tons . Clegg said he believes , once the latest snow storm expenses figures are in, they will show 100% of Local Street snow storm funds have been expended. Clegg said the crews have been out filling potholes as the weather allows . June Knostman said the snow crews did a great job of plowing during the last storm. Clegg said 0&M has Sr . Maintenance Supervisor positions which need filling. Mr. Campfield is working to .finish budget, as well as dealing with the added challenge of absorbing and understanding the Building Maintenance operation. WASTEWATER DIVISION - Clegg reported the RFQP ' s for Alternate Disinfection are in the Purchasing Division. This program will reduce the amount of chlorine that will need to be used. CITY ENGINEER' S REPORT: Mr. Clegg reported that he had conducted the first of several interviews for Assistant City Engineer. He hopes to finish interviewing and make a selection within the next few weeks . Clegg gave a rundown on the various ongoing and upcoming projects . He noted that he had been successful in getting the Lansing Township Sanitary Sewer Agreement signed, which further secured the SRF loans . UNFINISHED BUSINESS : BOARD EVALUATION OF THE PUBLIC SERVICE DEPARTMENT - Chair Rick Kibbey asked for a motion to lay the evaluation on the table for discussion; SMITH SO MOVED, WITH KNOSTMAN SUPPORTING. After discussion the question was called; MOTION PASSED ( 5-0) . EVALUATION APPROVED AS PRESENTED. BOARD OF PUBLIC SERVICE MINUTES OF MARCH 3, 1993 Page 3 FY 93 - 94 BUDGET - Chair Kibbey noted that at the last meeting the budget was reviewed in detail . After discussion, CIPICCHIO MOVED, KNOSTMAN SECONDED, A MOTION TO APPROVE SUBMISSION OF THE PROPOSED BUDGET FY 93-94 , AS PRESENTED, TO CITY COUNCIL. CARRIED UNANIMOUSLY ( 5-0) . Other Business Chair Kibbey asked the board members if anyone objected to moving the meetings to the second Wednesday, rather than the first Wednesday. None present objected. Kibbey asked that the date be so changed, barring problems from other members who were not present. The meeting was adjourned at 8 : 59 P .M. Respectfully submitted, f � Margaret H. Pollard Secretary to the Board 02-04-94A09 : 1r RCVD BOARD OF PUBLIC SERVICE MINUTES OF DECEMBER 08, 1993 PRESENT: Jeff Abood, Cinda Eltzroth, Dale Granger, Rick Kibbey, June Knostman, Fred Rieger ABSENT: NONE; 2 Vacancies GUEST: David Wiener, Exec . Asst . to Mayor-elect David Hollister STAFF: Bob Clegg, Interim Director, Jim Campfield, O&M Supt. Jimmy Spangler, WWTP Supt. The meeting was called to order by Chair Rick Kibbey at 5 : 40 P.M. in the 7th Floor Conference Room. David Wiener extended greetings from Mayor-elect Hollister, and spoke briefly to the Board. Wiener said the new administration believes very much in working closely with citizen groups, and in building a consensus around difficult issues . Wiener referred to the issue of sewer rates as an item that the administration will be studying. He said they look forward to working with the Board, and providing good service to the people of the city of Lansing. Dale Granger related to Mr. Wiener that the Board has operated for some time without a full membership, and requested that these vacancies be filled as early as possible, in order that the Board may be more effective. Wiener acknowledged that they are aware of the vacancies, and invited the Board to let the Mayor ' s office know of any attendance problems, and also to advise if there is a good mix of expertise or if there is an area of expertise that is lacking representation. He said the vacancies will be filled as timely as possible. (David Wiener left at 5 : 55 p.m. ) REPORT O F S P E C =AL C OMM=TT E E S MAYOR' S CITIZENS ' ADVISORY COMMITTEE ON RECYCLING - June Knostman reported that, in accordance with the City' s Recycling Ordinance, the commercial/industrial sector is required to begin recycling as of July 1, 1994 . The committee is looking at the NonResidential (Commercial/Industrial) Sector Ordinance to determine if the language needs clarification, and to consider whether any changes to the ordinance would provide more flexibility to businesses while furthering the goal of waste diversion. A small working group of that committee met today. Bob Clegg requested that the Board recommend a member to replace Cleo Cipicchio on the Recycling Committee. Chair Kibbey appointed Jeff Abood as the board member to be recommended to the Mayor' s office. WASTEWATER DIVISION - Jimmy Spangler reported that the sewer rates have been approved without the sunset clause, so he can proceed with obtaining SRF loans from the DNR. Spangler said the plant is running smoothly. He updated the Board regarding the status of the BOARD OF PUBLIC SERVICE MINUTES OF DECEMBER 08, 1993 Page 2 sludge land application program he has been working on for two years . The contracts have been in the City Attorney' s office for over two months . The program is running about six months behind where he wanted to be; however, progress is being made. Zimpro was taken out of service in late June. This was a major odor producer at the plant, and a very costly operation. The personnel reductions ( 12 positions ) , as a result of removing Zimpro, have already been accomplished. The employees in those positions have been absorbed through retirements and existing vacancies . Of 68 positions, four vacancies remain. Spangler noted that with the promotion of Beth London, from Asst. Transportation Engineer into the Plant Engineer position, this is the first time in four years that he has had a full administrative staff. He feels Ms . London will be a great asset to the division. Clegg said that since Council has passed the sewer rates as of Monday night, we can now proceed with the sale of bonds to finance the sludge to land application improvements . Mr. Spangler' s current funding only covers the design work, and without the sale of bonds, construction cannot begin, and no savings can be realized. Clegg said it is important to the environment to implement the recycling of the sludge through land application. D IE RE C TOR ' S REPORT — SEWER RATES - Bob Clegg gave an update of sewer rates . As of December 6 , the City Council approved the rates which the Board recommended for approval in March of this year. Clegg distributed a memo which Mayor Crawford requested, showing a six-page chronology of efforts by Mr. Spangler, Clegg and others to respond to questions and concerns by Council, council committees, and citizens . Clegg distributed a letter from Mayor-elect Hollister outlining specific areas of the sewer rate methodology he plans to look at. There was discussion of sending a letter to Hollister offering the assistance of members of the Public Service Board to serve on a committee to study sewer rates, or assist in whatever capacity he wishes . BUDGET STATUS - Clegg said the division heads are preparing their budgets . Clegg will review them, and put together an executive summary to present to the Board, preferably in January. In past years , a letter from the Secretary stating the Board' s action, and the date, in approving the budget was acceptable. This year, Council is saying the minutes must be approved and filed with the City Clerk before the Council will accept them. Clegg said this means action regarding the budget must be taken in February, time allowed for typing the minutes , and another meeting set for approving those minutes . After discussion, the Board set a special meeting to review the budget on January 18 at 7 : 00 p.m. BOARD OF PUBLIC SERVICE MINUTES OF DECEMBER 08, 1993 Page 3 O&M DIVISION REFUSE BAGS & BULK SALES - Clegg reported that for the fiscal year through November, bag sales are down 6 . 6%, and bulk sticker sales are down 12 . 2% . Through October, revenues were $428 , 872 vs expenditures of $356 , 993 for a net balance of +$71,878 . Bulk sticker revenues through October were $37 ,296 vs expenditures of $25,448 for a net balance of +$11, 847 . The division is geared up for winter maintenance. One concern is the number of vacancies at the Service Garage. These vacancies, for the most part, are due to non-work related injuries where the employees are covered by short and long term disability plans . It is becoming a problem for the vehicle maintenance facility. TRANSPORTATION DIVISION - Clegg announced that Michael Amadasu, from New York City, has been hired as the new Parking Superintendent. He is to start work by the second week of January. Clegg said one of the Engineering staff has been selected to fill the Traffic Engineer-35 position. Clegg expressed his concern regarding another vacancy in the Engineering Division. The City Engineer continues to serve as interim Director. ENGINEERING DIVISION - Clegg announced there will be a public hearing regarding the Shiawassee Street Bridge on January 19 at 7 : 00 p.m. in the City Council chambers . This public hearing is a federal requirement in order for the city to pass the environmental assessment . The State Historical Officer has signed a Memorandum of Understanding about the project . The recommended alternative is the removal and replacement of the structure, with built-in historical features . Clegg invited the Board to attend the public hearing. CONSTRUCTION - Clegg distributed a press release regarding the CSO project for release on December 10 . This involves Phase I , Segment 1 . Clegg says he hopes this helps to bring the public ' s attention to the importance and positive side of the project. Clegg reported that citizens in the Fabulous Acres area are organizing a ceremony to plant trees in Donora Park. That activity would not have been possible without the negotiation with the CSO contractor who worked in that area. The contractor is funding the improvement to the park. Clegg said he plans to meet with the East Side Neighborhood Organization regarding the Foster St . Interceptor. This is another very deep sewer. Clegg says he has met with the Forestry Division and studied the situation, but that there will be trees that will necessarily be lost on Foster. Clegg said he has gone to great effort to look at the next several years ' projects and made changes whenever possible, and thinks many trees will be saved as a result. BOARD OF PUBLIC SERVICE MINUTES OF DECEMBER 08, 1993 Page 4 'Li NF I N= S H E D BU S = NE S S — A) ADMINISTRATIVE RULES REVIEW - After discussion, it was the consensus of the Board to move the regular meetings to the second Wednesday at 7 : 00 p.m. June Knostman said she had been contacted regarding the condition of fencing along Frances Park. Granger noted that the concerned parties should contact the property owner, the Parks Department, and let them know their concerns . June said she would pass that information along. NE W BU S I NE S S — A) REVIEW AND CONSIDERATION OF CONTRACTS BETWEEN CITY OF LANSING AND CITY SIGNALS, INC. Clegg said he is not aware of any requirement of the Board to take action. Department staff have reviewed the agreement and have raised several issues of concern where they have not addressed city ordinances . Staff has added language to assure this agreement refers back to specific language within the ordinance regarding what they have to do to contact the department for permits to use the right of way, and for the repair of utility cuts . Clegg said his staff would be handling that. With no further business, the meeting adjourned at 7 : 10 p.m. Respectfully submitted, Margaret H. Pollard Secretary to the Board 02-04-94A10 : 18 I;C BOARD OF PUBLIC SERVICE MINUTES OF AUGUST 11, 1993 PRESENT: Jeff Abood, Cleo Cipicchio, Cinda Eltzroth, Dale Granger, Rick Kibbey (arriving at 7 : 50 p.m. ) ABSENT: John Harrison, June Knostman STAFF: Bob Clegg The meeting convened at 7 : 45 P.M. in the Council Chambers . Cleo Cipicchio said this would be his last meeting, as he had submitted his resignation to the Mayor in order to pursue other interests . Jeff Abood commended Cleo for his twelve years of service on the board, and noted that Cleo ' s financial acuity had been particularly valuable to the board. REPORT OF COMMITTEES Mayor' s Citizens ' Advisory Committee on Recycling - Cleo Cipicchio reported that the committee approved the rules and regulations for the Multi-Family Reycling Ordinance. Clegg said the rules would prohibit volume based charges by landlords and define curbside recycling. Mayor' s Ad Hoc Tree Preservation Committee - Clegg distributed information sheets entitled "CSO Control Project Tree Removal : the Facts . " Clegg said this information was compiled to compare the public ' s perception of the CSO project versus the facts . In response to concern expressed by citizens over the trees in the project areas, Mayor Crawford appointed an ad hoc tree preservation committee. Clegg said the committee 's input has been very helpful, and he and others are working on writing improved specifications to be included in future contracts which will ensure efforts towards the preservation and protection of trees in the CSO areas, while maintaining safety to the workers and citizens . Jeff Abood, who is a member of the ad hoc committee, said the cooperation of Mr. Clegg and others has been encouraging, and he feels the committee's work is nearing completion. Cinda Eltzroth said the Board of Water & Light gives out helpful information on trees, such as tree trimming, appropriate trees for planting, etc . BOARD OF PUBLIC SERVICE MINUTES OF AUGUST 11, 1993 Page 2 Rick Kibbey said whatever is being done seems to be working well, as tree removal on the east side has been dramatically reduced from what was originally anticipated. He noted that the contractor went into Kalamazoo Street and accomplished the work very quickly. He said he had a complaint that Consumers Power had torn up a street without notifying the residents . Clegg said Consumers was relocating a gas main prior to the Public Service Department' s construction. They do their work independent of the Department' s control . Kibbey said the most residents are not aware of the difference, and usually think all the work is done by the City. DIRECTOR'S REPORT Sewer Rates - Bob Clegg distributed copies of the sewer rate ordinance. City Council passed the ordinance as recommended by the Board and the Department, with a stipulation added that the ordinance would be in effect for 90 days (September 27) , at which time it would automatically expire unless readopted by City Council . The ordinance was implemented July 1, 1993 . Clegg said passage of a sewer rate is needed by August 23 to prevent an interruption of sewer revenues . TIFA - The City of Lansing determined in the 1980 ' s that more downtown parking was needed, and that the cost to expand the system would be financed by future revenues from the parking system. However, the revenues did not keep pace with projections, creating a debt that the rates cannot cover. Clegg explained that TIFA is a plan whereby money from a given area is used for economic development. It is used by over 250 communities across the state as a means to make up for federal economic grant funds and other funds that are no longer available. Clegg said TIFA is a positive solution, and the plan has been passed by City Council . Refuse/Recycling Operation Report - Clegg reported that for FY 93, the volume of yard waste that was collected and taken to the compost center increased 48 . 45% over FY 92 . He said that was partially due to the fact that in 1993 yard waste was collected twelve months , as compared to seven months for the previous year. The volume of refuse collected was down 22 .57% from the previous year. Clegg said this meets the department' s goal of reducing waste going to the landfill . Recycling tonnage collected during FY 92-93 was 108% more than the year before, (which was seven months long from the start-up in November 91) . The monthly average this year shows a 3 . 9% increase over last year. BOARD OF PUBLIC SERVICE MINUTES OF AUGUST 11, 1993 Page 3 Engineering Division - Clegg noted that the Board has pushed hard for street resurfacing programs, and that funds have been allocated for this purpose. He distributed a memo from Daniel Danke, engineer with the division, which outlined the number of streets that have been resurfaced as of July 9, 1993 . The memo also indicated that construction through the Local Streets project will begin next Monday. 6 . 5 miles of resurfacing were proposed for this construction season, with another 6 miles proposed for next construction season. Clegg reported that Jon Dowling has been promoted to the Assistant City Engineer position. This leaves Mr. Dowling' s position vacant. Clegg said he is in the process of filling that position and hopes to have a selection in the next few weeks . Diamond Reo - Clegg said this work is being funded by a $2 million grant . Phase A has been completed. Phase B is in progress, which consists of building a collection system on the south side of Baker Street, (pump and treat system for groundwater) . That work should be completed late this fall . CSO Project - Clegg pointed out the maps he had with him showing the progress of the CSO project to date. The contractor of the west side is on schedule. The contractor south of the freeway is 95% finished. Clegg said he did not believe the east side contractor would be able to complete the work this construction season. The contractor working on Pennsylvania Ave. has about 95% of the pipe installed, but is behind in making house leads connections . They are working diligently to get the streets completed. MINUTES APPROVED Kibbey entertained a motion for approval of the minutes of April 14 , 1993 . Dale Granger so moved, with Jeff Abood supporting. MOTION PASSED. MINUTES APPROVED AS PRESENTED. NEW BUSINESS Election of Officers - Cinda Eltzroth made a motion that the election of officers be postponed until the two vacancies are filled and that the current officers serve until such time as the election is held. Jeff Abood seconded the motion. ALL AYES. MOTION PASSED UNANIMOUSLY. Review/Revise Administrative Rules - TABLED. BOARD OF PUBLIC SERVICE MINUTES OF AUGUST 11, 1993 Page 4 OTHER BUSINESS Mayor' s Advisory Committee on Recycling - Mr. Clegg asked the Board members to be considering if they would be willing to serve on the Recycling Committee in Cleo Cipicchio' s position. The meeting was adjourned at 9 : 05 p.m. Respectfully submitted, Marret H. Pollard Secretary to the Board