December 9, 2019 - Minutes
City of Buchanan Commission Minutes
December 9, 2019
The regularly scheduled meeting of the City Commission was held at City Hall, 302 N Redbud Trail, Buchanan, Michigan Monday, December 9, 2019, and was called to order at 7:00 p.m. by Mayor Moore. The Mayor led the Pledge of Allegiance. There was no invocation.
Present: Mayor Moore, Commissioners Denison, Downey, Toerne and Weedon
Guests: Approximately 12 guests and visitors
City Staff in attendance: Bill Marx, City Manager; Randy Hyrns, City Attorney; Bill Housand, Wastewater Treatment Plant Superintendent; Brenda Hess, City Clerk
• Brad Paquette, State Representative – Reviewed projects at State level.
• Approve Agenda
• Approve Minutes: Regular Scheduled Meeting November 25, 2019
• Approve Minutes: Work Session November 12, 2019
• Approve Invoices/Expenditures for December 9, 2019 in the amount of $123,557.75
Denison moved, seconded by Toerne to amend the consent calendar by adding letter “D” under Unfinished Business “Update on Wastewater Treatment Plant Oxidation Ditch – Mark Hurley, Gosling-Czubak. Roll call vote carried unanimously. Downey moved, seconded by Denison to approve the Consent Calendar as amended. Roll call vote carried unanimously.
Reports by: Departments, Committees, Boards
Recycling – Tyler Ganus, Southeast Berrien County Landfill – Provided update from landfill. Due to mechanical problem recycling had to be diverted initially. Now there is great cost due to having to send recycling to outside facilities and noted situation will extend into the foreseeable future. Recommended a partnership with City to reduce costs.
Consider selecting and approving an option for recycling as presented by Republic Services – Marx explained that it might be a good idea to approve an agreement with Republic to May to allowed time to meet with Landfill to work out new partnership. By May the landfill will have a solid program and cost structure. Three different options were discussed. Denison moved, seconded by Downey to accept Option #3 for recycling processing costs paid by the City in the amount of $3,000.00 through May of 2020. Yeas: Moore, Denison and Downey. Nays: Toerne and Weedon. Motion carried by majority.
Consider approval of repairs to the Jack Knight Memorial Chapel roof at Oakridge Cemetery – Marx reviewed quotes from Bill Ruth and Future Construction. Downey inquired as to where the money from recycling the slate ties would go. Marx reported that the money would go back into the fund for future repairs. Downey inquired about the options of a steel roof, and Marx indicated a steel roof would be approximately 30% more than architectural shingles. Downey moved, seconded by Denison to approve repairs to the Jack Knight Memorial Chapel roof in the amount of $1,500.00 to Bill Ruth. Roll call vote carried unanimously.
Hyrns arrived at 7:35 p.m.
Update on Wastewater Treatment Plant Oxidation Ditch – Mark Hurley, Gosling-Czubak – Reported the design of the ditch is complete and that there has been a meeting with EGLE. The permit should be ready soon for beginning construction in the spring. Tom Gordon the Chair of the Joint Water and Sewer Board went over all the plans and gave his approval. Stormwater permits have been approved by the County. Hurley noted checklists for permit application process are lengthy and detailed. Housand reported construction should start in spring. Denison inquired as to how to educate public regarding project. Housand noted that this is a nationwide problem and residents should know that a plant doesn’t last forever. Noted City is being proactive. Hurley noted that his website has data on rates and fees for communities similar in size to Buchanan.
Housand provided an update on new employees. Cross-training has been happening with the water department as well to help with bigger projects. Noted plant is still running and thanked Commission for support.
Consider approval of purchasing a Pro-Tec Modular Trench box System – Previously budgeted item now ready to purchase. Keeps workers safe in open digging situations. Toerne moved, seconded by Downey to approve the purchase of a Pro-Teck Modular Trench Box System in the amount of $8,772.00. Roll call vote carried unanimously.
• Randal Peart – Commented upon DPW staff list on website.
• Larry Money – Commented upon the completion on the roof at the Jack Knight Chapel.
• Jim Cronin – Commented on good job on leaf collection. Expressed opinion on marijuana. Had questions regarding sales to minors.
City Manager Comments
Thanked Ganus and Hurley for attending meeting and providing information. Reminded Commission about veterans’ banners for downtown area. Reported on Relay For Life planning meeting. Noted Police Department has begun extra holiday evening patrols.
• Weedon – Commented upon recreational marijuana and noted it can be treated like tobacco and alcohol. Noted dispensary is being run well and underage consumption will be handled like it is for tobacco and alcohol.
• Toerne – Thanked Buchanan Police for helping with recent car break-ins. Thanked City workers for holiday light displays. Thanked Commission Weedon for explaining marijuana clearly to public. Wished all merry Christmas and happy new year.
• Downey – No comments.
• Denison – Commented upon new Miss Buchanan.
• Moore – Extended sympathy on behalf of City on the loss of two prominent City residents. Commented and congratulated new Miss Buchanan. Reminded all of Shop with a Cop coming up and all community efforts to make holidays happier for local children.
At 8:21p.m. Weedon moved, seconded by Toerne to move into closed session pursuant MCL15.268, (h) to consider material exempt from disclosure. To Approve Minutes from Closed Session of November 25, 2019. Roll call vote carried unanimously.
The Mayor reconvened the meeting 8:23 p.m.
At 8:23 p.m. Denison moved, seconded by Downey to move into a closed session Under MCL 15.268, (h) to consider material exempt from disclosure – Attorney Opinion Letter dated December 6, 2019. Roll call vote carried unanimously.
The Mayor reconvened the meeting at 9:00 p.m.
Toerne moved, seconded by Weedon to accept the terms of the separation agreement discussed in closed session. Yeas: Toerne, Weedon, Moore, and Denison. Nays: Downey. Motion carried by majority.
The Mayor moved, to adjourn the meeting. Voice vote carried unanimously. Mayor Moore adjourned the meeting at 9:01 p.m.
Mayor Patricia A. Moore DPM Brenda J. Hess, City Clerk