The Delhi Charter Township Board of Trustees met in a regular meeting on Wednesday, September 20, 2006 in the Multipurpose Room at the Community Services Center, 2074 Aurelius Road, Holt, Michigan. Supervisor Goodrich called the meeting to order at 6:04 p.m.

PLEDGE OF ALLEGIANCE

ROLL CALL

The Delhi Charter Township Board of Trustees met in a regular meeting on Wednesday, September 20, 2006 in the Multipurpose Room at the Community Services Center, 2074 Aurelius Road, Holt, Michigan. Supervisor Goodrich called the meeting to order at 6:04 p.m.


PLEDGE OF ALLEGIANCE

ROLL CALL

Members Present: Supervisor Stuart Goodrich, Clerk Evan Hope, Trustees John Hayhoe (arrived at 6:24 p.m.), Jerry Ketchum, Paul Krepps, Roy Sweet

Members Absent: Treasurer Harry Ammon

Others Present:
John Elsinga, Township Manager
Marian Frane, Dir. of Accounting
Eva Walacavage, Secretary
Sandra Diorka, Superintendent of Public Services
Amy Finch, Assistant Twp. Clerk/Deputy Clerk


INFRASTRUCTURE

Twp. Mgr. Elsinga and Sandra Diorka, Superintendent of Public Services, presented the Board with the proposed Fiscal Year 2007 Infrastructure Budget (ATTACHMENT I).

Resources Need:
The year 2007 budget reflects expenditures of $628,620. This budget anticipates contributions from the DDA in the amount of $220,000 and use of the surplus drain fund balance of $104,560 with the remaining $304,060 being funded from the general fund revenues.

Sandra Diorka, Superintendent of Public Services, stated that discussion has been held regarding a Stormwater Utility Ordinance, which would be an enterprise fund similar to the Sewer Fund. The Township is required to have a sustainable funding source. Discussion was held regarding the ordinance, which would effect the entire Township.

Ms. Diorka stated that in 2006, under Stormwater Management-EPA Phase II, Project Administration, $10,000 would be used to get a start on the GIS and $5,000 would be used to install a vegetative buffer around the small pond at Valhalla Park. In 2007, the Project Administration has been reduced to $5,000 because in 2006, a Sewer Fund Allocation was not budgeted for.

Discussion was held regarding the continued tracking of Cedar Lake after 2006. Twp. Mgr. Elsinga stated that he felt that the DDA might be willing to help out with the continuing studies.

Ms. Diorka explained how the Equipment Allocation amount was calculated. Employee hours were calculated and divided among the Buildings and Grounds, Cemetery, DDA and the Stormwater funds. (It was stated that the $2,995.00 calculations were not added to the total 2007 Equipment Allocation of $33,920.00. The total should be $36,915.00).

Trustee Sweet asked if all sidewalks to be repaired/replaced were in the DDA District. Twp. Mgr. Elsinga stated that the Township and the DDA could contribute $10,000 each in addition to a 50% special assessment for a total expenditure of $40,000.

Trustee Sweet asked if the sidewalks have been identified. Twp. Mgr. Elsinga stated that Pete Stoughton, Planner, has identified all the sidewalks that are in need of repair. Landscape Architects & Planners would be hired to identify the need of sidewalks in the Township.

MAINTENANCE/POTW

Sandra Diorka, Superintendent of Public Services, presented the Board with the proposed Fiscal Year 2007 Maintenance Budget (ATTACHMENT II).

Resources Needed
The year 2007 budget requests expenditures of $3,183,500, an increase of 4.88% from the projected 2006 budget. This budget reflects twenty-five full-time positions and eight part-time, a decrease of one full-time employee and an increase of two temporary part-time employees.

Two temporary part-time laborer employees are requested to run the Vactor truck and the camera truck during the summer, which would allow for the trucks to be on the road full-time. The part-time secretary hours will be increased so she can fill in for the full-time secretaries during their time off. The part-time secretary will also be trained on GIS.

There will be an adjustment to the POTW on-call. Currently the Maintenance Department on-call receives three hours a day for call out and the POTW staff receives one hour. The increase would bring the POTW and Maintenance staff to the same amount of call out hours.

Ms. Diorka stated that costs have continually increased for Hydrogen Sulfide Control (Calcium Nitrate). By purchasing treatment chemicals in bulk, with an approximate $45,000 investment (for a stake truck, tank, storage tank, etc.) a $15,000 per year savings/ three-year payback could be realized.

Engineering services have increased $30,000 due to GIS. It is desired to have the as-built sewer plans scanned and connected into the GIS maps. The Community Development Department is budgeting $30,000 for GIS as well.

The POTW Contractual Services were moved to Building and Grounds Maintenance.

Solid waste disposal has remained the same except that the Maintenance waste hauling was added into this budget.

Under Community Outreach, $15,000 was budgeted for the newsletter. This item was removed during the September 5, 2006 meeting.

Trustee Krepps asked why $900 is added for drinking water. Ms. Diorka stated that the water at the POTW is well water and is poor. Drinking water is also supplied to the cemetery.

Capital Outlay includes the stake truck to haul the bulk treatment chemicals and will be brought to the Board for approval of purchase before the end of the year.

Trustee Krepps asked if the $15,000 for the large format printer was budgeted for in 2006. Ms. Diorka stated that the printer was not purchased in 2006 but will be purchased in 2007. Discussion was held regarding the large format printer and scanner. Ms. Diorka stated that there are approximately 25,000 documents to be scanned. It was decided that a printer/scanner would be brought to the Board for approval of the purchase.


POTW CAPITAL IMPROVEMENTS

Sandra Diorka, Superintendent of Public Services, presented the Board with the proposed Fiscal Year 2007 POTW Capital Improvements Budget (ATTACHMENT III).

Ms. Diorka stated that the Master plan has been cut until a full assessment of the collection system has been completed.

Engineering will be done on the Digester improvements at a cost of $200,000 in 2006 and $310,000 in 2007, which will be grant funded at 90%.
In 2006, the engineering of the security upgrades will be completed and in 2007 the construction of the improvements will take place. The upgrades may include cameras and an addition to the wavy fence to make it taller.


MAINTENANCE CAPITAL IMPROVEMENTS

Sandra Diorka, Superintendent of Public Services, presented the Board with the proposed Fiscal Year 2007 Maintenance Capital Improvements Budget (ATTACHMENT IV).

Ms. Diorka went over the engineering budget for the Capital Improvements-Collection Systems.

The engineering services for Waverly Road Pump Station is finishing up. In 2006, the Sewer Rehab Program is projecting $54,000 for the McCue and Eifert Roads intersection. Next year $75,000 is requested for this project. The same kind of repair will have to be done for Holt Road.

The Onondaga Road Sewage Lift Station has been put on hold until a developer of sufficient size is ready to develop that area.

The Holt/College Road Sanitary Sewer is anticipated to be underwritten by the DDA for the first $1,000,000. If necessary, the Township would contribute to oversizing.

Ms. Diorka continued with the construction section of the Capital Improvements-Collection Systems.

Under the Sewer Rehab Collection budget, in 2006, $360,000 is projected for the McCue and Eifert Roads sewer rehab and in 2007, $575,000 is requested for the Holt and Depot Roads sewer rehab.

The Township is expecting $1,000,000 from the DDA for the Holt/College Road Sanitary Sewer.

In the Section 25 Sanitary Sewer budget, the developer will underwrite most of that project with a Development Agreement. Twp. Mgr. Elsinga stated that that might have to be revisited.


BUILDING & GROUNDS/CEMETERY

Sandra Diorka, Superintendent of Public Services, presented the Board with the proposed Fiscal Year 2007 Building & Grounds/Cemetery Budget (ATTACHMENT V).

Building & Grounds Resources Needed
The year 2007 budget requests expenditures of $345,700, a decrease of 0.18% from the projected 2006 budget.
Ms. Diorka stated that the Year 2007 Goals show the purchase of a new John Deere 955 tractor and the replacement of one SCAG mower. These purchases will not occur in 2007.

An adjustment was made to Contractual Services due to the fact that some items were in Capital Outlay that should have been in Contractual Services.

Ms. Diorka stated that $8,000 is budgeted for the replacement of the fabric skins on the portable walls in the Multipurpose Room. Discussion was held regarding the repair of these walls. Other avenues of repair may be researched.

Cemetery Resources Needed
The 2007 budget requests expenditures of $72,850, including a $6,393 equipment allocation, a 7% increase from the projected 2006 operating budget.

Ms. Diorka stated that listed under the 2007 Goals is repair/replace roadways at the cemetery. It was decided to put this project off until next year. Possibly the DDA will fund this project.

Ms. Diorka stated that the cemetery information will be put into GIS to get the data in a workable cemetery computer program so that information can be put on the Township’s website.

Clerk Hope questioned signage. It was suggested that the DDA may contribute to the signs. Ms. Diorka stated that Al McFadyen, DDA Executive Director; Tracy Miller, Director of Community Development; Mark Jenks, Parks Director and herself worked with Bloom Creative Partners to design uniform signs for the Township. The Board of Trustees and DDA will review the design.


SEWER FUND REVENUES

Sandra Diorka, Superintendent of Public Services, presented the Board with the proposed Fiscal Year 2007 Sewer Fund Revenues (ATTACHMENT VI).

Twp. Mgr. Elsinga stated that he felt that the Sewer Permit Fees were too aggressive. Ms. Diorka stated that currently a $100 fee is paid that covers both a stormwater inspection and a sanitary sewer inspection. The majority of these inspections are done at two separate times. Ms. Diorka stated that the Board might want to consider charging $100 each for a sanitary sewer inspection and a stormwater inspection. Discussion was held regarding the increased charge.

Ms. Diorka stated that the Other Misc. Income line item would be increased by approximately $22,000 to $24,000 due to fines.


SEWER ADMINISTRATION

Sandra Diorka, Superintendent of Public Services, presented the Board with the proposed Fiscal Year 2007 Sewer Administration Budget (ATTACHMENT VII).

Twp. Mgr. Elsinga stated that the General Fund Cost Allocation is what the Sewer Fund pays the General Fund for services rendered by the General Fund to the Sewer Fund.


2008 BUDGET MEETINGS

Discussion was held regarding the 2008 budget meeting schedule. Instead of four evening meetings, it was discussed that possibly one all-day meeting could be held.


LIMITED COMMENTS

There were no written or verbal responses from the public.


ADJOURNMENT

Meeting adjourned at 9:00 p.m.