WILLIAMS CHARTER TOWNSHIP BOARD OF TRUSTEES Regular Meeting January 12, 2016

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1 WILLIAMS CHARTER TOWNSHIP BOARD OF TRUSTEES Regular Meeting The of held a regular meeting on Tuesday at the Township Hall. The agenda is attached Exhibit A. I. Call to Order & Roll Call The meeting was called to order by Paul Wasek, Supervisor at 7:00 p.m. Present: Wasek (Supervisor), Hoverman (Treasurer), Charney (Clerk), Gower (Trustee), Paige (Trustee), and Putt (Trustee). Excused: Plant (Trustee). Others present are indicated on the sign in sheet, attached Exhibit B. II. Pledge of Allegiance The Pledge of Allegiance to the flag was said in unison. III. Open to the Public State Representative Gary Glenn provided information about the State budget as it relates to road funding and road repairs. He also answered questions and received comments from those present. County Commissioner Vaughn Begick stated that the Bay County Road Patrol contract was approved on this date. The Senior Site Agreements were not voted on and were sent back to committee. IV. Changes to Agenda There were no changes to the agenda. V. Consent Agenda 1. Approve the December 22, 2015 Board of Trustee Minutes as presented. 2. Approve the payment of bills as submitted and to authorize payment of monthly health insurance bill. 3. Receive the Supervisor s Update of Projects and Issues as presented. 4. Receive the List of Committee Reports, attached Exhibit C. 5. Approve the payment of expenses for appropriate township personnel to attend workshops within Michigan, listed in attached Exhibit D. 6. Receive the Miscellaneous Correspondence and Communication List, attached Exhibits E and F, respectively. A motion was made by Gower and seconded by Paige to approve all items as listed on the Consent Agenda.

2 VI. Regular Agenda 1. Land Acquisition Grant Assistance Spicer Group assisted the township with the application for submission of a Michigan DNR Trust Fund grant for funding assistance to acquire a 3.94 acre parcel adjacent to the township park. The project was recently approved for funding in the amount of $140, A proposal was received from Robert Eggers, Spicer Group, to assist the township with the acquisition process. For a estimated fee of $3,500.00, (billed at an hourly rate) they will assist with the grant administration paperwork and property acquisition. The estimated fee will be based on personnel assigned to the project. Trustees asked P. Wasek to request a detailed listing of personnel and their corresponding hourly rate with all invoices. He agreed, and will make sure all invoices reflect the hourly rate of personnel F/P/P/S A motion was made by Gower and seconded by Putt to authorize ================ the Supervisor to sign the Professional Service Proposal with Spicer Group for assistance with the property acquisition grant awarded by the MI DNR Trust Fund. Invoices shall reflect hourly rates for personnel assigned to assist the township. 2. Park Playground Improvements Spicer Group also assisted the township with the application for submission of a Michigan DNR Land and Water Conservation Fund grant for township park playground improvements. The project was recommended for federal funding of $100, It is a matching grant and the township will also spend $100, for the improvements. The proposed improvements will replace outdated play equipment, provide new ADA accessible equipment and safety surfacing that meets current standards. A proposal was received from Robert Eggers, Spicer Group, for grant administration, design phase, bidding phase, construction administration, and topographical survey engineering services. The proposed engineering fees were included in the grant application paperwork and are $29,300.00, of which $3, is budgeted for the topographic survey F/P/P/S A motion was made by Putt and seconded by Paige to authorize ================ the Supervisor to sign the Professional Service Proposal with Spicer Group for assisting the township with grant administration of the playground improvement grant awarded by the MI DNR Land and Water Conservation Fund. 2

3 3. Annual Bay County DWS REU Adjustments The Bay County Department of Water and Sewer (DWS) has completed the annual analysis of non-residential sanitary sewer accounts based on actual water meter readings. This analysis is used to calculate the internal REU (Residential Equivalent Unit) charge to Williams Township s Receiving Fund for processing wastewater at the West Bay County Wastewater Treatment Plant. Customers are charged for sewer usage based on actual water meter readings. This change will affect the internal charge for the treatment of sewage to Williams Township s Receiving Account and will not affect the amount a sewer customer is billed. Sewer customers are billed for their sewer usage per the township s Sewer Rate Ordinance at a rate of $3.20 per CCF of water usage, therefore customer s bills take into account increases and decreases in use. The overall effect of this REU adjustment will be to accurately allocate the cost of sewage treatment at the West Bay County Wastewater Treatment Plant to the individual units that send sewage to the plant. Williams Township s will be increased by REU s in 2016, effective with the 2 nd quarter billing B/F/S A motion was made by Charney and seconded by Hoverman to ============== accept the recommendation of Bay County Department of Water and Sewer to increase the total REU s charged to Williams Township by 58.96, effective with the 2 nd quarter 2016 billing Blue Cross Health/Dental Insurance Rates The rates for group health and dental insurance were received from Michigan Municipal League for the year beginning March 1, 2016 and ending February 28, The health plan is a Community Blue PPO Platinum. The dental insurance plan is a Blue Dental PPO. Health Plan includes $20.00 office visit co-pay Plan includes $5.00 generic, $40.00 formulary brand, $80.00 non-formulary prescription drug card $250/$500 yearly deductible Employee pays 15% of monthly premium 7 Employee Participants Renewal rates are projected to increase 3.5%. Blue Cross rates are based on ages of plan participants. 3

4 2015 Monthly Premiums $9, X 12 = $119, % Employer Yearly Share $101, % Employee Yearly Share $ 17, Current Plan, 2016 Monthly Premiums $10, X 12 = $124, % Employer Yearly Share $105, % Employee Yearly Share $ 18, Additional Options Provided by Michelle Chesney, MI Insurance Associates Option 1. Same Plan Coverage as above with $500 individual/$1000 family yearly deductible 90%/10% co-pay after deductible is met $10, X 12 = $121, % Employer Yearly Share $103, % Employee Yearly Share $ 18, Option 2. Simply Blue Health Blue Dental PPO $500 individual/$1000 family yearly deductible 80%/20% co-pay after out of pocket expenses reach $3000 for individual or $6000 per family. 80%/20% co-pay for anything other than office call, even if completed in same office visit. Insured pays for office call and percentage of procedure. Plan includes $20.00 office visit co-pay $40.00 Specialist visit Prescription Drug Card Plan $15.00 generic brand $50.00 formulary (preferred) brand; 20% co-insurance for Specialty drugs. $8, X 12 = $105, % Employer Yearly Share $89, % Employee Yearly Share $13, Discussion followed. All agreed it is a difficult decision as the rates keep increasing, but premiums are age based and will continue to escalate in future years as the ages of employees and their dependents increase. Plans with a higher deductible were discussed at length as were health savings accounts. Option 2 was favorable as a cost savings option and is classified as a gold plan. Trustees present agreed to stay with a 4

5 platinum plan for the 2016/2017 plan year, but change to Option 1 with a $500/$1000 yearly deductible I/P A motion was made by Gower and seconded by Paige to adopt the =========== Blue Cross Rates, effective March 1, 2016 for the 2016/2017 plan year, as provided by Michigan Municipal League for Community Blue Option 1 as detailed above with a $500/$1000 deductible. 5. Peak Performance PC Services Proposal Benjamin Benkert, Peak Performance PC Services, submitted a proposal for maintaining the township computer systems with proactive monitoring, patch management, web protection, proactive maintenance, with remote support for all workstations. Remote assistance can resolve problems quickly by not requiring on site visits. The yearly fee is $1, for the 12 township computers and server C/F/P A motion was made by Paige and seconded by Putt to accept the ============== proposal from Benjamin Benkert, Peak Performance PC Services, for maintaining the 12 township computers. VII. Unfinished Business There was no unfinished business. VIII. New Business A copy of the township Water System Capital Improvement Plan, completed by John Billette, Civil Engineering Consultants, was provided C/M/W A motion was made by Putt and seconded by Charney to receive ============ the Water System Capital Improvement Plan completed by John Billette, Civil Engineering Consultants, for Williams Township and submitted to the Michigan Department of Environmental Quality. A listing of proposed 2016 local road improvements was distributed for review and future discussion. P. Wasek is waiting to hear from the Bay County Prosecutors Office to resolve the park restroom graffiti incident. The next BCTOA quarterly dinner meeting is scheduled for April 20th and it is our turn to host!!! Assistance and suggestions are appreciated. 5

6 IX. Other Committee Reports The Bay County Road Commission does not have a sidewalk policy. P. Wasek will check with MTA to see if they have samples. The Intergovernmental Committee meets January 20th. The Auburn Williams Fire District Administrative Board meets January 28th. X. Adjournment A motion was made by Hoverman and seconded by Gower to adjourn the meeting at 8:45 p.m. Amy Charney, Clerk Paul Wasek, Supervisor 6