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May 8, 2006 Minutes

CITY OF BUCHANAN COMMISSION MINUTES 
MAY 8, 2006 

A regular meeting of the City Commission was held at City Hall, 302 N. Redbud Trail, Buchanan, Michigan Monday, May 8th and called to order by Mayor Scanlon at 8:04 p.m. 
The pledge was recited by all in attendance. Reverend Leonard Bailey, Church of the Nazarene gave the Invocation. 

Commissioners present: Alberta Arbanas, David Hagey, MarLon McGuire, Patricia Moore, Earl Scanlon III 
Commissioner absent: none 
Staff present included City Manager Meg Mullendore, City Treasurer Juli O'Bryant, Fire Chief Warren Weaver and City Clerk Gladys Bybee 
Guests/Visitors present: 11 visitors, 1 being Press 

Moore moved seconded by Hagey to amend the Consent Calendar by including on the Agenda under New Business, Marketing for Farmers' Market. Roll call vote unanimous. Hagey moved, seconded by Moore to approve the Consent Calendar as amended. Roll call vote unanimous.

  • Agenda as amended 
  • Minutes of Regular Meeting April 24, 2006 
  • Checks 50149 to 50231 in the amount of $60,446.73 
  • Delinquent Billings in the amount of $7,745.28-Certify to Summer 2006 Tax Roll 
  • Resolution 2006.05/16, Summer School Tax Collection Fee in the sum of $2,507.74 per school district totaling $7,523.22

WHEREAS, the City agrees to collect the total summer school taxes as certified by the School District for the levy on July 1, 2006 for property located within the City; and 
WHEREAS, the School District agrees to pay City costs of assessment and collection in the total amount of $1.14 per parcel, for all three School Districts, totaling $2,507.74 each; and 
WHEREAS, no later than June 1, 2006, the School District shall certify to the Treasurer the school millage to be levied on property for summer school tax collection in 2006; now, therefore, 
BE IT RESOLVED, that the Treasurer is authorized and directed to charge Buchanan Community School, Berrien County Intermediate School and Lake Michigan College $2,507.74 each ($1.14 per parcel, per school, totaling $7,523.22), on behalf of the City of Buchanan for the reasonable expenses for collection of the district's summer property tax levy that the City may bill under MCLA 280.1611 or MCLA 280.1612. 
RESOLUTION DECLARED ADOPTED this 8th day of May 2006. 

  • Appointment of Mae Proud and Judy Bellaire to the Buchanan Common Committee to fulfill unexpired terms ending June 2007 and June 2008


American Legion Post 51 Service Director Marvin Pruett reported on the Memorial Day Parade and other functions/events sponsored by the Legion. 

City Treasurer Juli O'Bryant announced that the Parade was included with the City's Newsletter. She reported on the tax billings, electronic tax payments, upcoming quarterly Newsletter mailed with summer taxes, City Wide Garage Sales, and annual audit in September. 

Mullendore gave a brief explanation of the fiscal budget process and the Mayor confirmed that it was very difficult to present a balanced budget with decreased revenue. Moore moved, seconded by Arbanas to approve the Resolution to adopt the budget for the City of Buchanan for FY 2006-2007.
WHEREAS, in accordance with Chapter 9 of the City Charter of the City of Buchanan governing budget procedure and general finance, and in compliance with the requirements of the Michigan Uniform Accounting and Budgeting Act, a balanced budget has been set up for the City of Buchanan for the fiscal year of July 1, 2006 through June 30, 2007; and 
NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Buchanan that the following sums are adopted for the 2006-2007 fiscal year for the purposes set forth below: 
General Government City Commission $ 25,848. 
$364,608. City Manager 117,908. Elections 23,260. 
Assessor 34,930. 
City Clerk 51,011. 
Treasurer 111,651. 
Public Safety Police Department/Code Enforcement $ 848,458. 
$1,038,237. Crossing Guards 27,162. 
Fire Department 110,477. 
Building Inspection 52,140. 
DPW & Cemetery DPW/Streets $ 271,726. 
$422,439. Cemetery 150,713. 
Parks & Recreation Parks & Recreation $ 40,578. 
$40,578.
Other Building & Grounds $ 69,339. 
$175,204. Teen Center 1,680. 
Rental Property 9,025. 
Misc. Costs/Transfers 95,160. 
Total General Fund $2,041,066. 
Major Streets $ 385,454. 
Local Streets 231,323. 
Street Repair & Maintenance 306,078. 
Water & Sewer Enterprise 1,062,392. 
Downtown TIF District 27,525. 
Andrews Farm TIF District 103,500. 
Downtown Development 33,150. 
Brownfield-TIFA Fund 32,008. 
Total Other Funds $ 2,181,430. 
Total Budget Including General Fund $4,222,496. 
BE IT FURTHER RESOLVED that the City Commission of the City of Buchanan authorizes levy of 17.1000 mills on real and personal property within the City of Buchanan for municipal operating purposes. 
BE IT FURTHER RESOLVED that the City Commission of the City of Buchanan hereby authorizes the levy of .75 mills on real and personal property within the City of Buchanan for Dial-a-Ride. 
BE IT FURTHER RESOLVED that the City Commission of the City of Buchanan authorizes the levy of one half of the above stated millage rates on real and personal property on the separate tax rolls under Act 198, Industrial Facilities Tax Districts. 
BE IT FURTHER RESOLVED that the City Commission authorizes the water and sewer rates, effective July 1, 2006, as follows: 
Water Sewer Ready to Serve (RTS) 
City $2.66/1000 gal. $4.59/1000 gal. $14.75 monthly 
Township 3.11/1000 gal. 5.37/1000 gal 17.26 monthly 
BE IT FURTHER RESOLVED that the total budget for the City of Buchanan for the fiscal year 2006-2007 in the amount of $4,222,496. as presented by the City Manager is hereby approved and adopted by the City Commission of the City of Buchanan. 
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to make budgetary transfers within the departments in accordance with the departmental totals established through this budget, and that all transfers within departments may be made only by further action of the City Commission, pursuant to the provisions of the Michigan Uniform Accounting and Budgeting Act. 
RESOLUTION DECLARED ADOPTED this 8th day of May, 2006. 

Mullendore announced that she and Senior Services Board Treasurer Russ Stephens had completed negotiating of a lease of the Senior Center, to the Senior Services Board. She explained the process and requested authority to sign. After shared discussion, Moore moved, seconded by McGuire to grant authority to the City Manager to sign the lease. Roll call vote carried unanimous.

Kathy Hempel reported on the "Speak UP Buchanan" Program and requested permission to utilize the City design and tag line on the flyers and promotions. She explained the program and its interest. Mullendore supported the request and the event and recommended approval. Hagey moved, seconded by Scanlon to approve the use of the design and tag line for "Speak UP Buchanan" as discussed and recommended. Roll call vote carried unanimous.

Fire Chief Warren Weaver reported on the bids to purchase turn-out gear in the amount of $36,675. He explained the receipt of grant funds in the amount of $32,300. for the purchase. After he explained budgeted match, he encouraged the Commission to approve the bid award as recommended, McGuire moved, seconded by Moore to award the bid, in the amount of $36,675. to West Shore Fire, Inc. to purchase turn out gear. Roll call vote carried unanimous.

Mullendore reported on the request from the Wastewater Department for a bid waiver to purchase Duplex Strainer Basket in the amount of $4,135.32 plus shipping. After shared discussion, McGuire moved, seconded by Arbanas to table the request until the May 22nd meeting, with their request that Public Services Director Rick Smigielski attend the meeting. Roll call vote carried unanimous.

Mullendore explained there was a current City Commission budget of $1,000. for city marketing and requested that the funds be utilized to promote the Farmers' Market Grand Opening this month. There was discussion of the type of marketing and promotion with the Commission suggesting a special meeting of the Farmers' Market Board as recommended by volunteer Market Master Phil Hempel prior to the opening of the Market. Moore moved, seconded by Arbanas to approve the use of the $1,000. for Farmers' Market promotion. Roll call vote carried unanimous.

Mullendore commented: 

  • Introduced Laura Fox, Administrative Secretary 
  • Suspended by FEMA for Flood Plain management, paperwork in process to correct 
  • 1999 Contractual Agreement for Electrical Inspections for the City up for renewal. Commission request development of request for proposal (RFP) and bring forth for consideration. 
  • Confirmed her continued research of the letters to the editor in the local newspaper and encouraged persons to visit her with any issue. Assured that she would not tolerate any employee retaliation to citizen complaints. Commission confirmed that complaint letters must be endorsed for them to review. 
  • Upcoming dates/times to events/functions 


All commissioners shared greetings with new Administrative Secretary Laura Fox 

Arbanas commented: 

  • Urged participation with Chamber Planning Meeting for Buchanan Fest, Redbud Tree Sales, and Garden Club Plant Sale before and after Memorial Day Parade 
  • Upcoming events downtown 
  • AEP street lights on 24-7 west on Front Street beginning at Oak Street 


McGuire commented: 

  • Urged participation with Soap Box Derby 
  • Congratulated Mike Welch on Girl's Softball win 
  • Upcoming events 


Hagey commented: 

  • Urged volunteer participation on local groups or organizations 


Scanlon commented: 

  • Attended Mayors Banquet for Miss Buchanan; Congratulations to Ms. Moyer 
  • Congratulated Dixie and Amy for Arbor Day Celebration 
  • Thanked all City Staff for bringing forth balanced budget 
  • Cautioned community to be attentive for kids on bikes; bicycles not allowed on downtown sidewalks 
  • As Mayor, very proud of all the participation for both fundraiser's, one for Reverend Mitchell and one for Moose Lodge Manager Dave Johnson 
  • Urged attendance to "Speak UP Buchanan"


McGuire moved seconded by Moore to go into Closed Session to review minutes of Attorney-Client Privileged Information and Purchase or Lease of Real Property at 9:19 p.m. The Mayor reconvened the meeting at 9:20 p.m. with no action taken during Closed Session.
Arbanas moved seconded by McGuire to approve the Closed Session Minutes of 4-24-06 as read in Closed Session. Roll call vote carried unanimous.

Hagey moved seconded by McGuire to adjourn the meeting at 9:24 p.m. Voice vote carried unanimous.

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