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May 8 2017 Minutes

CITY OF BUCHANAN COMMISSION MINUTES
May 8, 2017
    
The regularly scheduled meeting of the City Commission was held at Buchanan City Hall, 302 N Redbud Trail, Buchanan, Michigan Monday, May 8, 2017 and was called to order by Mayor Hess at 7:03 p.m.
The Mayor led the Pledge of Allegiance.   Pastor Len Bailey gave the Invocation.

Mayor Hess announced that Miss Blossomtime, Andrea Bair and Mr. Blossomtime 1st Runner Up, Dylan Catalano was not in attendance as she was to re-present them with an honorary key to the City.


Commissioners present:  Carla Cole, Brenda Hess, Patricia Moore, Dale Toerne, Daniel Vigansky                                        
Commissioners absent:    none
Staff present:                    City Manager Bill Marx, Treasurer Juli O’Bryant, Assistant 
                                         City Attorney Rick Racht, and Clerk Gladys Bybee                               
Guests/Visitors present:   Transportation Management President Kim O’Haver along with 13 visitors

Toerne moved, seconded by Moore to approve the Consent Calendar as submitted.  Roll call vote carried unanimously.  
•    Agenda
•    Minutes: Regular scheduled meeting, April 24, 2017
•    Checks 74639 to 74741in the amount of $116,948.70
•    Reappoint JT Adkerson and Carla Cole to the Southeast Berrien County Landfill Board for another term
•    Reappoint City Manager Bill Marx to the Southwest Michigan Community Ambulance Board with Treasurer Juli O’Bryant as the alternate for another term
•    Proclamation for Municipal Clerks Week, May 7 - May 13, 2017

Bybee reported on the City Mapping Storage Project, May Election, new election equipment anticipated, City board vacancies, Water Week placemats, website upgrade, and receipt of a petition turned in by Cindy Benson requesting that the City Commission and Planning Commission (one also filed with Zoning Administrator Debra Patzer) consider to exclude all facets of the business described as “medical marijuana” within any buildings or on any currently empty property within the parameters of Liberty Heights as defined in the petition.  Discussion was shared and the Mayor presented Bybee with the Proclamation for Municipal Clerks Week.

Juli O’Bryant was in attendance and announced the pre-process of the budget and explained the overall 3% increase for the general fund and the goal towards the new oxidation ditch projecting a 4% increase in the water bills. Cole moved, seconded by Toerne to approve the resolution as presented.  The City of Buchanan to adopt a budget for fiscal year 2017-2018
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, 2017 through June 30, 2018; and 
WHEREAS, a public hearing was held on April 24, 2017 for public comments and opinions;
NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Buchanan that the following sums are adopted for the 2017-2018 fiscal year for the purposes set forth below:

General Government                   City Commission                $    48,047.
$429,678.                                    City Manager                          128,378.                      

                                                    Elections                                  23,037.
                                                    Assessor                                 41,330.
                                                    City Clerk                                63,143.
                                                    Treasurer                              125,943.
         
Public Safety                              Police Department/Code Enforcement        $  989,040.
$1,212,254.                                Crossing Guards                                               33,127.
                                                   Fire Department                                              144,882.
                                                   Building Inspection                                           45,205.

DPW & Cemetery                      DPW/Streets                                                $  298,010.
$483,314.                                  Cemetery                                                         185,304. 
                 
Parks & Recreation                   Parks & Recreation                                     $    14,564.
$14,564.             

Other                                        Building & Grounds                                     $     77,211.
$111,950.                                 Rental Property                                                    6,180.
                                                Arts & Historical Buildings                                  13,059.
                                               Misc. Costs/Transfers                                          15,500.
Total General Fund                                                                                        2,251,760.

Major Streets                                $   358,330.
Local Streets                                     274,670.
Street Repair & Maintenance            332,928.
Water & Sewer Enterprise              2,045,933.
Brownfield-TIF                                     14,132.
Total Other Funds                        $ 3,025,993.

Total Budget Including General Fund     $5,277,753.

BE IT FURTHER RESOLVED that the City Commission of the City of Buchanan authorizes levy of 17.6000 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 1.00 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, 2017, as follows:
                         Water                    Sewer                       Ready to Serve (RTS)      Future Plant Reserve
City                 $4.10/1000 gal.    $7.38/1000 gal.             $21.16 monthly                $2.00 monthly
Township          4.77/1000 gal.      8.65/1000 gal                24.74 monthly                $2.34 monthly
BE IT FURTHER RESOLVED that the total budget for the City of Buchanan for the fiscal year 2017-2018 in the amount of $5,277,753. 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.
Roll call vote carried unanimously.  Resolution 2017.05/153 declared adopted.

Third Party Administrator for Dial-A-Ride Kim O’Haver reported on the history of the 2009 transportation policy and explained the overall substance abuse testing policy (template) from the Department of Transportation (DOT).  She explained the supplemental zero tolerance policy that is regulated for her company who is a third party contracted business that administers Buchanan Dial-A-Ride through Berrien County.  Vigansky moved, seconded by Toerne to approve the City of Buchanan Controlled Substances and Alcohol Misuse Testing Policy for Buchanan Dial-A-Ride according to U.S. Department of Transportation Federal Transit Administration (FTA) Regulations as presented.  Roll call vote carried unanimously.

Cole moved, seconded by Toerne to approve the Supplemental Employment Policy on Alcohol and Drug Use in Public Transit Activities as presented.  Roll call vote carried unanimously. 

Marx explained the money has been budgeted in 2017-2018 but the purchase may be necessary prior to that budget to purchase a new Toro Zero Turn grass mower for the Cemetery up to $8,500.  He confirmed a budget amendment would be brought forward if the purchase were before July 1.  Moore moved, seconded by Cole to approve the purchase of the Toro Zero Turn grass mower for the cemetery in an amount not to exceed $9,000 if needed.  Roll call vote carried by majority. YEA: Cole, Hess, Moore, Toerne. NAY: Vigansky.

Marx reported the drug testing has been done in the past with our procedure and policy through Michigan Municipal League (MML) and supported by the City Insurance.   After discussion, Toerne moved, seconded by Cole to approve the Agreement with First Advantage Enterprise Screening Corporation for Substance Abuse Testing Services for drug testing City of Buchanan employees as presented.  Roll call vote carried unanimously.

After the clerk explained, Vigansky moved, seconded by Toerne to approve the resolution as presented.  Authorize the Buchanan City Clerk to submit a grant application to the Secretary of State to purchase new election equipment.
WHEREAS, the City Commission of the City of Buchanan wishes to apply to the Secretary of State for a grant to purchase a new voting system, which includes precinct tabulators, accessible voting devices for use by individuals with disabilities, and related Election Management System (EMS) software.
WHEREAS, partial funding for the new voting system will be provided by the State, and will include a combination of Federal Help America Vote Act and State-appropriated funds. Local funding obligations are detailed in the attached Election Source quote.
WHEREAS, the City of Buchanan plans to begin implementation of the new voting system in 2017.
WHEREAS, the deadline for submitting the required State Grant Application is upon receipt of the Grant Agreement.
NOW, THEREFORE, BE IT RESOLVED that the Buchanan City Clerk is authorized to submit this Grant Application on behalf of the City of Buchanan, Berrien County on this day of May 8th, 2017.
Roll call vote carried unanimously.  Resolution 2017.05/154 declared adopted.

City Managers comments included items from weekly briefing and discussion of Our Town Series from WNIT and W Front Street waterline break needing emergency repair.  

Commissioner’s announced upcoming events; need the seriousness of pedestrians in the crosswalks that desperately need to be painted and educated, and gave brief comments. Commissioner Moore reported she would be out of town for the next meeting.  

Cole moved, seconded Vigansky by to adjourn the meeting at 8:14 p.m. Voice vote carried unanimously.

________________________           _____________________________________
Gladys M. Bybee, City Clerk                   Brenda J Hess, Mayor

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