Minutes of the Scio Township Meeting of October 8, 2007
Scio Township Hall
827 North Zeeb Road
Ann Arbor, Michigan, 48103
I. Chairman Upton called the meeting to order at 12:09 PM.
Members Present: Arbour, Cornish, Fox, Holland, Mayo, Nielsen, Upton and Weaver
Member Absent: Luckhardt
Others Present: Del Vecchio, Fecho, Hedberg (left at approximately 1:00 PM) and Siddall
II. Weaver moved and Arbour seconded a motion to approve the minutes of September 10, 2007. The motion passed by a yes vote by all members present.
III. Notes from the Road Committee meeting of September 27, 2007 were corrected, received and filed.
IV. Washtenaw County Road Commission Report:
Del Vecchio said that ROW acquisition is down to those properties with issues. He then described some problems he was having with processing documents through the County Treasurer’s Office. He is working with the County Treasurer and Road Commission attorneys to work out the procedures to solve the problems causing delays. He then said that it looks like we won’t make the November deadline for complete ROW acquisition.
Del Vecchio described the progress being made with sign relocation. There was a meeting with representatives of Michigan Sign, the WCRC, the DDA and the County Building Department. Some sign relocations will require permits and inspections and will require certified plans. Other relocations will be simpler and not have these requirements. There will be increased costs for relocations and fees for permits, but the process is moving forward. OHM didn’t look at what grading for sign relocation might be required so some locations may have to be changed on site. Also in some cases Miss Dig may have to come out of there could be some utility problems.
At this point Del Vecchio updated the DDA Board on the status of the ROW that has not been acquired. He said that some closings may not occur until November and depending on the courts could extend as late as January. Proof that required ROW has been obtained has to be submitted before bid letting by MDOT. Proof must be submitted in November for February bidding, December for March bidding and January for April bidding
Siddall discussed construction scheduling. The goal is to have the west bound lanes ready for traffic before the winter of 2008. She said for MDOT to move forward we need possession of ROW in hand. Siddall said the WCRC had their comments ready for OHM.
V. Landscape Consultant’s Report:
Hedberg noted that in October there is only one more mowing of the median to be done. She had marked five beds where the junipers in front of the signs are to be removed. She has also asked Courtney to spray the weeds in most of the beds so that next spring when different plants are added, weeds will be much less an issue.
VI. Chairman’s Report:
Upton reported that Del Vecchio intends to retire from the WCRC. He asked Del Vecchio to describe the work left to be done by him for the DDA. Del Vecchio proceeded to describe the work remaining on the Jackson Road Phase III project. There was considerable discussion about arrangements that could be made to allow Del Vecchio to retire from the WCRC and still continue to perform the duties necessary to complete Phase III. There was discussion as to what the terms and relationships between Del Vecchio, the DDA and the WCRC would be.
At this point the DDA Board went into closed session. Del Vecchio and Siddall left the meeting.
During the closed session the following motion was made:
Arbour moved and Mayo seconded a motion to retain Frank Del Vecchio as an independent consultant to the DDA from November 1, 2007 through March 31, 2008 for $9,500.00 per month, which includes all out of pocket costs, such as travel, office supplies, and other incidental expenses. Del Vecchio is to provide $1,000,000.00 of professional/errors and omissions liability insurance and worker’s compensation insurance. This contract is to have a 60-day cancellation provision upon written notice by either party. This contract is dependant on a legal review by the DDA attorney.
Arbour yes, Cornish yes, Fox yes, Holland yes, Luckhardt, absent, Mayo yes, Nielsen yes, Upton yes, Weaver yes. The motion passed.
As this resolution differed from the proposal originally made by Del Vecchio, a sub-committee consisting of Arbour, Holland, and Upton was appointed to meet with Del Vecchio to work out the differences. The board came out of closed session. Member Fox left. Del Vecchio and Siddall returned.
Upton then concluded his report by saying that he and Fecho had had two conversations with the DDA’s bond counsel and financial adviser. The bond counsel and financial adviser recommended that the DDA wait to bond until next spring, when the construction bid for Phase III has been received. Upton will make a more complete report on this subject at the November meeting, and he will also present updated cash flow projections.
VII. Township Manager’s Report:
Fecho said his comments had been made during the closed session.
VIII. Executive Director’s Report
A Balance Sheet as of September 30, 2007 and a Cash Flow report for the fiscal year thru September 2007 were included with the agenda. There were no questions about the reports.
DeLong said he would reinvest the maturing CDs at the highest rates he can obtain.
IX. Other Reports: None
X. Old Business: None
XI. New Business:
Holland moved and Cornish seconded a motion to pay the following Invoices:
Invoices:
WCRC $734,960.89
Grand Traverse Pie Company $131.48
The Bank of New York (1988 Prin.) $125,000.00
The Bank of New York (1988 Int.) $9,250.00
The Bank of New York (1990 Prin.) $175,000.00
The Bank of New York (1990 Int.) $17,500.00
The Bank of New York (1994 Int.) $130,200.00
The Bank of New York (2006 Int.) $194,000.00
Hedberg Associates $320.00
Richard A. DeLong $800.00
Total $1,387,162.37
Roll Call: Arbour yes, Cornish Yes, Fox Absent, Holland Yes, Luckhardt Absent, Mayo Yes, Nielsen Yes, Upton Yes and Weaver Yes, The motion passed.
XII. Discussion and audience participation: None
XIII. Arbour moved and Weaver seconded a motion to adjourn at 2:50 PM. The motion passed by yes votes from all members present.
