HAMBURG TOWNSHIP MUNICIPAL UTILITIES COMMITTEE
FRIDAY, JANUARY 9th, 2009 – 2:30 P.M.
10405 MERRILL ROAD, HAMBURG, MI 48139
1. CALL TO ORDER
The meeting was called to order by Hohl at 2:30 p.m.
Roll Call of the Committee:
Present: Hohl, Semprevivo, Hahn
Absent:
Also Present: Tony Randazzo, Don Miller, Angie Rabb, Brittany Campbell, Joe Vellardita and Kathleen Carr (arrived at 3:30 p.m.)
2. CALL TO THE PUBLIC
Hohl opened the call to the public. Joe Vellardita asked the Committee why he did not receive a request to bid for the recent sewer installation work completed in the Township. Campbell explained that under the Blanket Contract Agreement between Hamburg Township and Corby Energy Services live main sewer taps were only to be performed by the Township Contractor. That contract expired on November 8, 2008 and the Township did not have a new policy in place to address live main sewer connections. The Board of Trustees approved an amendment to the sewer policies on December 16, 2008 and now Contractors on the approved list may complete live main sewer taps. Vellardita will now receive RFP’s for all future sewer connection requests from the Township.
Seeing no further requests to address the Committee Hohl closed the call to the public.
3. CORRESPONDENCE
Campbell provided the Committee with the MTA Weekly Legislative Report dated November 26, 2008 which discusses how declining property values may affect paying off bonds issued for sewer and water projects. The report also includes information regarding a sewage discharge bill which requires annual reports for untreated or partially treated sewage discharged onto land or the waters of the State.
Randazzo also noted that when there is a sewage spill even the Township must report the incident to the Livingston County Health Department which is now required to post a notice of the spill. The Township also reports the event to the newspaper.
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4. APPROVAL OF THE AGENDA
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO APPROVE THE AGENDA WITH THE ADDITION OF ITEMS 6.E. AND 6.S. UNDER UNFINISHED BUSINESS AND ITEMS 7.E., 7.F., 7.G., 7.H, AND 7.I. UNDER CURRENT BUSINESS.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
Unfinished Business:
A. Pine Creek Bluffs – Phase 2 Sewer Extension Project Update
B. Steve Ward/Village Center Drive Sewer Extension Update
C. Carlesimo/Lakeview Development Sewer Extension Update
D. Forest of Whispering Pines Development – Sewer Extension Update
E. Ore Lake Sewer Rehab Project Update
F. Chilson Commons Development Sewer Connection Update
G. Hamburg Professional Center – REU Review
H. The Ridge Subdivision Project Update – Sewer Extension Request
I. The Village at Hamburg – Sewer/Water Connection Project Update
J. Development Sewer Extensions – Dedications and Bills of Sale
K. Municipal Water S.A.D. Progress/Project Update
L. LCWA Information/Updates
M. Baker Building Sewer REU Reduction Request - 7936 E. M-36
N. Rita Ferguson Sewer Connection – 11505 Dunlavy Lane
O. Direct and Indirect Sewer Connection Fee Discussion
P. Potential Billing Scenarios for Owner Related Sewer Repairs
Q. Koopman Building Sewer Connection Concerns – 3491 Junior Dr.
R. Ordinance No. 69 – 2008 Revisions and Updates
S. Resident Feedback from the Sewer O & M Rate Increase Letter
Current Business:
A. DPW Monthly Report – December Statistics
B. Rau Hold Harmless Agreement – 6153 Winans Dr.
C. Dykema Gossett Response Regarding 2004 S.A.D. Bond Review
D. Carr Contract S.A.D. Sewer Connection – 4372 E. M-36
E. Vachon Agreement for Direct Sewer Connection – 6077 Wyndam Ln.
F. Dawson Request for Sewer Hook-Up Deadline Extension
G. LCWA Proposed Policies and Procedures for Water Connections-Draft
H. LCWA Utility Easement Grant Form Review
I. Engineer’s Analysis & Estimate of Cost for Sewer Extension – Kary
5. APPROVAL OF MINUTES
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO APPROVE THE MINUTES OF THE DECEMBER 3rd, 2008 COMMITTEE MEETING AS PRESENTED.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
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6. UNFINISHED BUSINESS
A. Pine Creek Bluffs – Phase 2 Sewer Extension Project Update.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
B . Steve Ward/Village Center Drive Sewer Extension Update.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
C. Carlesimo/Lakeview Development Sewer Extension Update.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
D. Forest of Whispering Pines Development – Sewer Extension Update.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
E. Ore Lake Sewer Rehab Project Update. Randazzo explained that Stantec has completed approximately 30% of the design. The Engineer and Township also agreed to consider an additional bypass on the south side of Ore Lake to allow the DPW staff to shut-off only a small section of the sewer system for repair. Under the existing design most of the east and south sections of the system would have to be shut down in the case of a main repair. Randazzo also noted that the Engineer is recommending replacement of 9,500 feet of force main. Miller stated he was in agreement and that it makes sense to replace the main with new HDPE pipe and remove the old and brittle PVC pipe.
Semprevivo asked how accurate were the flow models used by the engineers. Miller explained that the models are proving to be very close and shows that a southern bypass is needed in the system. Randazzo noted that the meeting with Stantec on January 7, 2009 was very productive and helpful. The first milestone deadline for submittal of the draft plan is February 1, 2009 and Stantec is right on target. The Mohican Drive sewer extension design completed by Boss Engineering will be delivered within the next two weeks and forwarded to Stantec for inclusion in the design plans for the Ore Lake Rehab project.
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F. Chilson Commons Development Sewer Connection Update. Campbell explained that the Township finally received the Dedication and Bill of Sale as well as the Easement Grant for the sewer system constructed on-site for the Chilson Commons development.
MOTION BY HOHL, SUPPORTED BY HAHN TO DIRECT THE UTILITIES COORDINATOR TO RECORD THE CHILSON COMMONS DEDICATION AND BILL OF SALE AND THE EASEMENT GRANT DOCUMENTS WITH THE REGISTER OF DEEDS AND TO SEND A LETTER TO THE BOARD FOR THEIR INFORMATION.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
G. Hamburg Professional Center – REU Review.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
H. The Ridge Subdivision Project Update – Sewer Extension Request.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
I. The Village at Hamburg – Sewer/Water Connection Project Update.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
J. Development Sewer Extensions – Dedications and Bills of Sale. Campbell stated that the Township has received the Dedication and Bill of Sale for the Chilson Commons sewer project. This leaves two (2) remaining Dedications and Bills of Sale for previous sewer extension projects needed for the River Park subdivision and Pine Hills Camp. A Dedication and Bill of Sale is also needed for the recently completed sewer extension for the Lakeview (Carlesimo) Development project.
K. Municipal Water S.A.D. Progress/Project Update. Campbell provided the Committee with a copy of the letter mailed to the property owners within the S.A.D. noting that construction of the system had been completed and that connections to the water system could begin.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO NOTE AS RECEIVED AND FILED.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
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L. LCWA Information/Updates.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
M. Baker Building Sewer REU Reduction Request - 7936 E. M-36.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE UNTIL THE REU APPEAL POLICY HAS BEEN REVIEWED AND ADOPTED BY THE HAMBURG TOWNSHIP BOARD OF TRUSTEES.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
N. Rita Ferguson Sewer Connection – 11505 Dunlavy Lane.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
O. Direct and Indirect Sewer Connection Fee Discussion.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE PENDING FURTHER REVIEW AND RECOMMENDATION FROM THE TOWNSHIP FINANCIAL ADVISORS.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
P. Potential Billing Scenarios for Owner Related Sewer Repairs. Miller provided the Committee with a memo offering a number of various scenarios in which a property owner should be billed for damages to the sewer system. The Director of Accounting, Angie Rabb, has provided the DPW Superintendent with a blended hourly rate to be used for the billing purposes. Miller explained that if something routine happens during normal business hours that does not involve pulling the grinder pump, such as a disconnect or breaker being shut off, the call will be free to the property owner. Miller stated the goal is to still provide good customer service to the residents.
However, if the call requires any work involving pulling the grinder pump or if the call is received after regular business hours or the weekend then there will be a minimum two (2) hour charge for two technicians. Campbell suggested that the memo define the normal DPW business hours since the DPW works from 7:00 a.m. to 3:30 p.m. versus the Township staff that work from 8:00 a.m. to 5:00 p.m. so that residents are not confused by the term “regular” business hours. Miller will revise the memo to incorporate the comments made by the Committee members.
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MOTION BY HOHL, SUPPORTED BY HAHN TO TABLE TO THE NEXT MUC MEETING PENDING AN EMAIL REVIEW AND COMMENT OF THE REVISED MEMO BY THE COMMITTEE MEMBERS.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
Q. Koopman Building Sewer Connection Concerns – 3491 Junior Dr.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE ALL UNFINISHED BUSINESS UNTIL NEW INFORMATION IS AVAILABLE.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
R. Ordinance No. 69 – 2008 Revisions and Update. Campbell explained that she has still been unable to meet with the Township Attorney to go over the proposed revisions and updates to Ordinance No. 69. Campbell noted that the Attorney does not wish to incorporate some of the policies and directed by the Committee. Hohl noted that the calculation to determine water usage on Page 53 or 54 has not been updated to reflect the new definition of 1 REU equals 150 gallons per day. Campbell will make sure that this equation is updated as part of the ordinance revisions.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO TABLE PENDING REVIEW AND COMMENT OF THE PROPOSED ORDINANCE REVISIONS AND UPDATES BY THE TOWNSHIP ATTORNEY.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
S. Resident Feedback from the Sewer O & M Rate Increase Letter. Semprevivo noted that the feedback shows that people understand that the rate should have been increased over a number of years versus a single, large rate increase. Semprevivo suggested that the Supervisor should put something together to hand out to residents explaining the need for the rate increase.
7. CURRENT BUSINESS
A. DPW Monthly Report – December Statistics. Miller explained that it takes approximately 2 – 4 man hours to physically read the water meters for the Pine Creek Bluffs subdivision. Randazzo noted that under the franchise agreement between Hamburg Township and the City of Brighton the Township is responsible for reading the water meters and that the agreement period runs for 50 years. Hohl noted that several concessions were made under the franchise agreement so that the Pine Creek Bluffs subdivision would not be annexed by the City of Brighton.
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Miller provided the Committee with a copy of the December grinder call log. Miller explained that the log reflects how the wind storms in December added 34 calls due to wind damage and power outages. Hahn suggested that the Township continue to work with DTE Energy to try and resolve some of the issues the Township is experiencing. Randazzo stated that approximately 1/3 of the grinder calls and repairs are due to power outages.
MOTION BY HOHL, SUPPORTED BY HAHN TO NOTE THE REPORT AS RECEIVED AND TO BE FILED AND TO ALSO FORWARD A COPY TO THE BOARD AS AN AGENDA ITEM FOR THEIR REVIEW.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
B. Rau Hold Harmless Agreement – 6153 Winans Dr. Campbell explained that the property owner had applied for a Land Use Permit to construct an addition to the existing garage. Upon review of the LUP application Campbell noticed that the addition may interfere with the sewer service lateral line and the fused disconnect for the grinder pump station. The DPW staff made an on-site inspection and determined that the best resolution to the matter would to request that the homeowner sign a Hold Harmless Agreement. Campbell drafted the agreement and the homeowner signed. The LUP was issued by Zoning for the garage addition.
MOTION BY HOHL, SUPPORTED BY SEMPREVIVO TO FORWARD THE RAU HOLD HARMLESS AGREEMENT TO THE BOARD WITH THE RECOMMENDATION TO AUTHORIZE THE SUPERVISOR AND CLERK TO SIGN AND EXECUTE THE DOCUMENT AND TO DIRECT THE UTILITIES COORDINATOR TO RECORD WITH THE REGISTER OF DEEDS.
Ayes: Hohl, Semprevivo, Hahn Absent: Nays: None
Motion carried.
C. Dykema Gossett Response Regarding 2004 S.A.D. Bond Review. Hohl recommended that the response from Dykema Gossett be noted as received and filed. Rabb explained that the Township did not ask Jon Wheatley of Bendzinski & Co. to consult or request an opinion from Jim Kiefer. Dykema Gossett billed the Township to draft an opinion letter.