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March 9 2009 Minutes

CITY OF BUCHANAN COMMISSION MINUTES
March 09, 2009

The regular meeting of the City Commission was held at Buchanan City Hall, 302 N. Redbud Trail, Buchanan, Michigan, Monday, March 09, 2009. Mayor Clark called the meeting to order at 7:03 p.m.

The Pledge was recited by all in attendance.  Reverend Leonard Bailey gave the Invocation.
 
The Mayor requested that the qualified candidates to fill the vacant City Commissioner seat proceed to the microphone to respond to questions and thanked them for their interest.  After 20 minutes of existing commission members rotating questions to candidate’s Ann-Marie Buchanan Jones, William Norton, and Lynn Voss-Silva, Cole moved to appoint William “Bill” Norton to fill the vacant City Commissioner position for the remainder of the four-year term expiring in 2010. Moore seconded the motion and voice vote carried unanimous.  Mr. Norton recited the prescribed Oath of Office as administered by the City Clerk.
 
Commissioners present: Barbara Clark, Carla Cole, Patricia Moore, William Norton, Warren Weaver
Commissioners absent:  none
Staff present:               City Manager Meg Mullendore, Public Services Director Willie Brown, Clerk Gladys Bybee, and Supervisor’s Gary Greathouse and Jon Raines
Guests/Visitors present: Abonmarche Engineer Kenton McAndrew along with 24 visitors including 2 reporters                 

Ann-Marie Buchanan Jones requested that future interviews of potential candidates be fair and look professional. She thanked two of the Commission members for their professionalism when asking questions of the candidates.
 
After request from the City Manager, Cole moved, seconded by Weaver to amend the Agenda to include a report from Abonmarche on the Water and Wastewater Upgrades under Reports.  Roll call vote carried unanimous.  Weaver moved, seconded by Cole to approve the Consent Calendar as amended. Roll call vote carried unanimous.
• Agenda with inclusion 
• Minutes: Regular scheduled Meeting February 23, 2009
• Checks 56782 to 56893 in the amount of $289,812.97 
• Resolution 2009.03/09, Public Transportation Employment Policy on Alcohol and Drug Use
WHEREAS, the Michigan Department of Transportation (MDOT) is requiring that all transit agencies have drug and alcohol policies that are in compliance with current Federal Transit Administration regulations; and
WHEREAS, City of Buchanan currently does not have drug and alcohol policies for the public transportation program known as Dial-A-Ride; and
WHEREAS, the proposed City of Buchanan Employment Policy on Alcohol and Drug Use has been reviewed by MDOT; and
WHEREAS, the City of Buchanan has reviewed said employment policies related to alcohol and drug use; and
WHEREAS, the City of Buchanan historically has contracted with third party operators to run the City’s transit program.
NOW, THEREFORE, BE IT HEREBY RESOLVED, by the Buchanan City Commission that the City of Buchanan’s Dial-A-Ride Transportation Employment Policy on Alcohol and Drug Use is hereby adopted for all City sponsored public transit operations; and 
BE, IT FURTHER RESOLVED, any third party operator that contracts with the City of Buchanan to provide transit services will be required to adopt and enforce alcohol and drug policies that are consistent with the City of Buchanan’s Public Transportation Employment Policy on Alcohol and Drug Use. 
RESOLUTION 2009.03/09 DECLARED ADOPTED this 9th of March 2009
• Resolution Authorizing the City Manager and City Treasurer to sign the Project Authorization No. Z3 for Michigan Department of Transportation (MDOT) Project No. 105201 under Master Agreement 2007-0181 for FY 2009 Section 5311 Operating 
WHEREAS, the City Commission of the City of Buchanan has general authority and control over Buchanan Dial-A-Ride; and 
WHEREAS, the City Commission has authorized the City Manager or City Treasurer the authority to sign contracts and project authorizations for public transportation grants; and
WHEREAS, the City Commission of the City of Buchanan at a Regular Commission meeting held on March 9, 2009 unanimously voted to authorize City Manager or City Treasurer to sign contracts and project authorizations for public transportation grants.
NOW, THEREFORE, BE IT RESOLVED that contracts and project authorizations for public transportation grants be signed by City Manager or City Treasurer. 
RESOLUTION 2009.03/10 DECLARED ADOPTED this 9th of March 2009

Wastewater Treatment Plant Supervisor Gary Greathouse reported on working with Abonmarche on the plant upgrades and training of a new employee.  Cemetery Supervisor Jon Raines reported on the completion of the Front Street entrance sign as contributed by the Friends of the Cemetery, working on the removal/replacement of trees with I &M, and clearing sidewalks of snow while all reviewed written report. Questions were shared with Raines, public and commission.  Public Services Director Willie Brown reported on the many completed and planned services of plowing, mowing, cleaning, street repair, leaf collection, training for new street sweeper and special projects of not only the street department, but the Cemetery, Wastewater, and Water.

Kenton McAndrew from Abonmarche reported on the State Revolving Fund (SRF) loan for the sewer upgrades that was submitted in late February for DEQ approval with anticipated contract award at the first May meeting.  He further reported on the Drinking Water Revolving Fund (DWRF) loan for the water (which is about three months behind sewer). He explained a drilled test well was acceptable and he anticipated full start up construction in the fall.  Discussion/questions were shared with Commission.

After the city manager confirmed the recycling cost of $3.00 not $5.00 as presented at the last meeting, Moore moved, seconded by Weaver to approve the Resolution for Refuse and Recycling Collection:  Commitment to Public Health, Safety, Welfare and Efficiency as submitted.
WHEREAS, the City Commission of Buchanan wants to assure the consistent, efficient, healthful, and aesthetic collection and proper disposal of garbage and recyclable materials for residential, city-owned facilities/parks and commercial downtown area establishments within the corporate limits of the City of Buchanan, and
WHEREAS, Michigan State Law provides the City with the authority to regulate refuse disposal and solid waste management, and
WHEREAS, Chapter 78 “Solid Waste” of the Code of Ordinances for the City of Buchanan provides the specific intent that collection and disposal of solid wastes produced by residential, commercial and industrial facilities in the City shall be done in an efficient manner not to create a hazard, peril or danger to the health, safety or welfare of the community, and
WHEREAS, for a number of years the City Commission has contracted waste collection services, and recently sought bids in an effort to provide the best service at the least price to the Citizens of Buchanan, and
WHEREAS, the bid price reflects services provided to all residential homes, city-owned facilities and specific downtown commercial establishments in the City; and reductions or exemptions could have a negative affect and increased charges to other citizens.
NOW THEREFORE,
THE CITY HAS CONTRACTED AND AUTHORIZED RELIABLE DISPOSAL TO COLLECT ALL REFUSE AND RECYCLABLE MATERIALS IN THE CITY AS STIPULATED IN THE CONTRACT AWARD IN MARCH, 2009.
FOR THE PURPOSES OF HEALTH, SAFETY, WELFARE AND EFFICIENCY, BUCHANAN RESIDENTS MAY NOT OPT OUT OR BE EXEMPT FROM THE SERVICE AND ASSOCIATED CHARGES.  SPECIFIC DOWNTOWN AND UPTOWN BUSINESSES, COMMERCIAL AND APARTMENT COMPLEXES MAY OPT-OUT OR BE EXEMPT FROM THE SERVICE AND ASSOCIATED CHARGES.
RESOLUTION 2009.03/11 DECLARED ADOPTED this 9th day of March, 2009.

The city manager recalled the seed money of about $12,000 to Buchanan Youth Softball Baseball Association (BYSBA) in 2007 with the caveat to reimburse from anticipated grant funds to develop another ball field at Smith Park for a pony league. After shared discussion with BYSBA Treasurer Bill Nichols, Cole moved, seconded by Moore to forgive the remaining balance due of $3,460. as requested in letter from the BYSBA Board of Directors. Roll call vote carried unanimous. 

City Manager comments were heard.

Commissioner comments were heard.

Cole moved, seconded by Moore to adjourn the meeting at 8:20 p.m.

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