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APPROVED MINUTES OF THE
COMMITTEE OF THE WHOLE
November 13, 2017
Conference Room #119
5:30 P.M.
 
Present: Commissioners: Mayor Pro-Tem Michael Brown, Betsy Artz, Emily Bridson, Richard Clanton,  Robert Coughlin, Thomas McKevley, and Mayor Stephen Kepley. Also present: City Engineer Tim Bradshaw, Deputy Finance Director Bhama Cairns, Finance Director Tom Chase, Economic Development Planner Lisa Golder, Public Works Director John Gorney, Judge William Kelly, Police Chief Tom Hillen, City Clerk Dan Kasunic, Fire Chief Brent Looman, Deputy Administrator Mark Rambo, Deputy Police Chief Richard Roberts, Fire Department Administrative Assistant Nancy Shane, Community Development Director Terry Schweitzer, and Court Administrator Michele White. Also: Peter Haefner and Matt Smith of Vredeveld Haefner LLC.
 
FINANCE DEPARTMENT:
 
  1. AUDITED FINANCIAL STATEMENTS FOR THE FISCAL YEAR ENDED JUNE 30, 2017.
The representatives of the audit firm provided a brief review of the audit. He noted a “clean” audit and how well the pension plans are funded as well as other employee benefits. He noted two new standards that needed to be implemented required by the State. They provided several graphs to display various revenues, expenditures funds and business-type activates.
 
Motion by Coughlin, seconded by Clanton, to receive and file the Audited Financial Statements for the Fiscal Year ended June 30, 2017.
 
                                                                                    Motion Carried.
 
62-B DISTRICT COURT:
 
  1. RECOMMEND APPROVAL OF THE MIDC COMPLIANCE PLAN.
Judge Kelly and Court Administrator White reviewed the required Michigan Indigent Defense Commission Act (MIDC) and how the court plans to implement the required first four standards. They reviewed the expected costs involved with the plan noting anticipated standards to be implemented at a later time. They answered questions of the Committee.
 
Motion by Clanton, seconded by Artz, to recommend to the City Commission to approve the City’s Michigan Indigent Defense Commission (MIDC) Compliance Plan, subject to review by the City Attorney.
 
                                                                                    Motion Carried.
 
PLANNING DEPARTMENT:
  1. RECOMMEND APPROVAL OF RESOLUTION REQUESTING FUNDING FROM THE SAFE ROUTES TO SCHOOL PROGRAM FOR SIDEWALKS ON PINETREE AVE.
Community Development Director Schweitzer provided a brief history of past routes the City had implemented and the reason why this street had not had sidewalks installed earlier. He noted engineering staff had completed the preliminary work in past years; however, engineering construction cost would still be incurred for this project if it is approved. He requested the Committee recommend approval requesting funding from the Safe Routes to School program.
 
Motion by Clanton, seconded by Artz, to recommend to the City Commission to adopt a resolution to submit a request for funding from the Safe Routes to School program to install sidewalk along both sides of Pinetree Avenue, from Gentian to 60th Street.
 
                                                                                    Motion Carried.
 
  1. CDBG GRANT APPLICATION UPDATE AND TIMELINE-INFORMATION ONLY.
Economic Development Planner Golder reviewed the change in how Kent County awards funds to municipalities and provided a timeline for the process. She noted the primary project recommended for this application and that the information will be presented at the November 21st City Commission meeting.
 
ENGINEERING DEPARTMENT:
 
  1. MDEQ SAW GRANT AWARD INFORMATION-INFORMATION ONLY.
City Engineer Bradshaw reviewed the history of the grant and what process the City is currently at and the anticipated completion of the Stormwater Asset Management and Wastewater project (SAW).
 
  1. RECOMMEND AUTHORIZING A CONTRACT AMENDMENT WITH WIGHTMAN & ASSOCIATES, INC. FOR MEDIAN IMPROVEMENTS ON BRETON AVE. NEAR 44TH STREET.
City Engineer Bradshaw reviewed the project in collaboration with the City of Grand Rapids and noted costs of this project.
 
Motion by Artz, seconded by Clanton, to recommend to the City Commission to authorize the Mayor to sign a contract amendment for design and construction engineering services with Wightman & Associates, Inc. for median improvements in Breton Avenue near 44th Street and near the Stanaback Trail, in an amount not-to-exceed $40,480.00 (including a 10% contingency), with funds from the FY 2017-18 & FY 2018-19 Major Street Fund budgets.
 
                                                                        Motion Carried.
 
 
The meeting was adjourned at 6:58 P.M.
 
 
 
Dan Kasunic                                                               Michael Brown
City Clerk                                                                   Mayor Pro-Tem