Saline City Council Agenda Packet 2-10-14

SALINE CITY COUNCIL WORK MEETING AT CITY HALL

MONDAY, FEBRUARY 10, 2014 6:30 P.M.

PRESENT: Mayor Marl_, Councilmembers: Bourgoin~ Girbach~ Sibo-Koenig_, Rhoads~ Roth (ABS), TerHaar

STAFF PRESENT: City Manager Campbell~ City Clerk Royal_, Police ChiefHrinik_, Deputy Treasurer McDonough_, City Supt/Engineer Roubal~ Public Works Director Fordice_

MOVED ____ SECONDED ____ to approve the agenda as submitted I amended.

MOVED ____ SECONDED ____ w excuse the absence of ----------------

DISCUSSION:

"' CAPITAL IMPROVEMENT PROJECTS

PUBLIC COMMENT:

Under the Open Meetings Act, any Citizen may come forward at this time and make comment or question to City Council. This public comment period will be limited to 3 minutes per person. Anyone who would like to speak is requested, but not required, to state his/her name and address for the record.

MOVED ____ SECONDED ____ to adjourn at __ p.m.

WORK MEETING - 6:30 P.M. Capital Improvement Projects

SALINE CITY COUNCIL REGULAR MEETING AT CITY HALL


PLEDGE OF ALLEGIANCE

PRESENT: Mayor Marl_, Councilmembers: Bourgoin_, Girbach_, Sibo-Koenig_, Rhoads_, Roth(ABS), TerHaar

STAFF PRESENT: City Manager Campbell_, City Clerk Royal_, City Superintendent/Engineer Roubal_, Deputy Treasurer McDonough_, Police ChiefHrinik_, Technology Support Coordinator Shonk_, Business Ambassador Corfman

OTHERS PRESENT:

MOVED ____ SECONDED ____ to approve the agenda as submitted I amended.

MOVED __ _ SECONDED ____ to excuse the absence of __________ _

CITIZEN COMMENTS ON AGENDA ITEMS:

Under the Open Meetings Act, any Citizen may come forward at this time and make comment or qnestion on items that appear on this agenda. Comments will be limited to 3 minutes per person. Anyone who would like to speak is requested, bnt not required, to state his/her name and address for the record.

CONSENT AGENDA (Items preceded by the letter "C"l

The following "Consent Agenda" will nonnally be adopted without discussion, however, at the request of any Citizen or Councilmember, any item may be removed from the "Consent Agenda" for Council discussion.

C-MINUTES To approve the minutes and synopsis of the February 3, 2014 Regular Meeting as submitted.

C-BILLS

C-14-20

C-14-25 HISTORIC

C-14-26 PLANNING

To approve the payment of bills consisting of 46 payees in the amount of $54,631.94 as submitted.

To adopt the passport resolution limiting the number of persons who can handle passports.

To acknowledge receipt of the Janua1y 29, 2014 memo from JeffFordice, Historic District Commission regarding Appointments to the Special Projects Commission; to approve the appointment of Michael Brown and Robert Lane to the Special Projects Commission as representatives of the Historic District Commission for 2014.

To acknowledge receipt of the January 29, 2014 memo from Connie DeHaan, Assistant Clerk regarding Appointments to the Special Projects Commission; to approve the appointment of Mayor Marl and Council Representative Dean Girbach to the Special Projects Commission for 2014.

C-14-27 To acknowledge receipt of the November 25, 2013 memo from Kathy Corfman, regarding Appointments TIF A to the Special Projects Commission; to approve the appointment of David Guenther as the TIF A

Saline City Council Regular Meeting Monday, February 10, 2014 Page !-Agenda

C-14-28 LDFA

C-14-29 LDFA

C-14-30 TREAS

C-14-31

C-14-32

Representative to the Special Projects Commission for 2014.

To acknowledge receipt of the November 25, 2013 memo from Kathy Corfman, regarding Appointments to the Special Projects Commission; to approve the appointment of Walt Byers as the LDFA Representative to the Special Projects Commission for 2014.

To acknowledge receipt of the November 25, 2013 memo from Kathy Corfman, regarding Appointments to the Sauk Trail Business Park Development Committee; to approve the appointment of Gene Corfman as LDFA Representative to the Sauk Trail Business Park Development Committee for 2014.

To acknowledge receipt of the January 27, 2014 memo from Deputy Treasurer McDonough regarding Updated Investment Report as of 12/31/13, and file.

To acknowledge receipt of the February 3, 2014 memo from the Arts and Culture Committee.

To acknowledge receipt of the February 6, 2014 memo from Kathy Corfman, and to direct staff to apply for a Redevelopment Ready Communities certification.

MOVED SECONDED To approve the consent agenda as submitted/amended.

NEW BUSINESS

14-33 POLICE

14-34 POLICE

14-35 ROUBAL

14-36 ROUBAL

LETTER OF UNDERSTADING BETWEEN THE CITY OF SALINE AND SALINE SERGEANTS ASSOC MOVED SECONDED To acknowledge receipt of and to approve OR not approve the Extension Letter of Understanding between the City of Saline and Saline Sergeants Association as submitted.

LETTER OF UNDERSTANDING BETWEEN THE CITY OF SALINE AND SALINE POLICE OFFICERS ASSOC. MOVED SECONDED To acknowledge receipt of and to approve OR not approve the Extension Letter of Understanding between the City of Saline and Saline Police Officers Association as submitted.

RECOMMENDATION TO APPROVE THE QUALITY TESTING AND QUALITY CONTROL TESTING SERVICES QUOTATION MOVED SECONDED To acknowledge receipt of the February 3, 2014 memo from Gary Roubal, City Supt/Engineer and to approve OR not approve the quotation from Soils and Materials Engineers, Inc. (SME) for the estimated notto-exceed amount of$!2,000.

2014 CONSTRUCTION ENGINEERING ADMINISTRATION SERVICES - N. ANN ARBOR MOVED SECONDED To acknowledge receipt of the February 3, 2014 memo from Gary Roubal, City Supt/Engineer and to approve OR not approve the project to be awarded to Spicer Group of Belleville, Ml at an estimated amount

Saline City Council Regular Meeting Monday, February 10, 2014 Page 2- Agenda

14-37 ROYAL

not-to-exceed $22, 704 and as-needed inspection services rate of $90.00/hour.

CAPITAL IMPROVEMENT PROJECT-DOCUWARE IMAGING MOVED SECONDED To acknowledge receipt of the January 31, 2014 memo from City Clerk Royal and to approve OR not approve the bid from Hasselbring-Clark to provide DocuWare Software for document imaging and a Cannon DR-M160 Document Scanner at a not to exceed amount of$1 l,212.

14-38 ROYAL

CAPITAL IMPROVEMENT PROJECT -MINUTES ON DEMAND MOVED SECONDED To acknowledge receipt of the January 31, 2014 memo from City Clerk Royal and to approve OR not approve Minutes Retention/Retrieval Software in the amount of$995.00.

DISCUSSION: "' Commission, Committee, and Task Force repo1ts from Councilmembers 111 Reports and Other Announcements "' Police Dispatch

PUBLIC COMMENT:

Under the Open Meetings Act, any Citizen may come forward at this time and make comment or question to City Council. This public comment period will be limited to 3 minutes per person. Anyone who would like to speak is requested, but not required, to state his/her name and address for the record.

ALL SUCH OTHER BUSINESS TO COME BEFORE THE SALINE CITY COUNCIL

UPCOMING MEETINGS OF CITY COUNCIL: MARCH 3, 2014 WORK MEETING AT 6:30 p.m. (AATA) REGULAR MEETING AT 7:30 p.m. MARCH 17, 2014 WORK MEETING AT 6:30 p.m. (Community Events Cost) REGULAR MEETING AT 7:30 p.m.

MOVED SECONDED To excuse the absence

CLOSED SESSION MOVED SECONDED To go into Closed Session to consider material exempt from discussion or disclosure by state or federal statute, in particular, to consider purchase of Real Property. The City Council will NOT reconvene into Regular Session at the conclusion of the Closed Session.

Roll Call Vote:

Councilmember Rhoads_;, Councilmember TerHaar_;, Councilmember Girbach_;, Councilmember Sibo-Koenig_;, Councilmember Roth_;, Councilmember Bourgoin_;, Mayor Marl_

Adjourned to Closed Session at------ p.m.

MOVED


SECONDED To end the Closed Session.

Roll Call Vote:

Conncilmember Rhoads_; Councilmember TerHaar_; Councilmember Girbach_; Councilmember Sibo-Koenig_; Councilmember Roth_; Councilmember Bourgoin_; Mayor Marl


PLEDGE OF ALLEGIANCE

SALINE CITY COUNCIL REGULAR MEETING AT CITY HALL


PRESENT: Mayor Marl, Council members: Bourgoin, Girbach, Sibo-Koenig, Rhoads, Roth, TerHaar

STAFF PRESENT: City Clerk Royal, City Superintendent/Engineer Roubal, City Treasurer Bennett, Police Chief Hrinik, PCF Superintendent Scull

OTHERS PRESENT: M. Hess, M. Lirones, T. Longmoore, C. Czubko, B. Rosenberger, A. Bell, S. Wood, P. Ringe, M. Armitage, J. Basso

MOVED Roth SECONDED Girbach To approve the agenda as amended.

PRESENTATIONS Saline Main Street 4'' Qua1ter Presentation Planning Commission Annual Report

CITIZEN COMMENTS ON AGENDA ITEMS:

CARRIED UNANIMOUS

M. Hess addressed City Council regarding her concerns if dispatcher's hours are reduced/changed.

CONSENT AGENDA (Items preceded by the letter "C") C-MINUTES To approve the minutes and synopsis of the January 13, 2014 Regular Meeting as submitted.

C-BILLS

C-14-21 ENVIRON

To approve the payment of bills consisting of 130 payees in the amount of $171,890.74 as submitted.

To acknowledge receipt of the January 23, 2014 memo from Connie DeHaan, Environmental Commission regarding a motion from the 1-15-14 meeting; to approve the appointment of Joe Freeman to the Projects Commission as representative of the Environmental Commission for 2014.

MOVED Girbach SECONDED Sibo-Koenig To approve the consent agenda as amended.

CARRIED UNANIMOUS

NEW BUSINESS 14-22 PURCHASE OF REPLACEMENT MEMBRANES FOR REVERSE OSMOSIS UNIT #1 SCULL MOVED Bourgoin SECONDED Rhoads

To acknowledge receipt of the January 27, 2014 memo from Water Production & Pollution Control Superintendent Scull; to approve the purchase of 180 Filmtec NF90-400/34i membranes from Process Solutions in the amount of$90,120 with monies budgeted in the Water Treatment budget.

CARRIED UNANIMOUS 14-23 CHARITABLE GAMING LICENSE - SALINE MAIN STREET SMS MOVED Bourgoin SECONDED Sibo-Koenig

To acknowledge receipt of the January 22, 2014 memo from Bob Rosenberger, Saline Main Street, requesting that Saline Main Street be recognized as a non-profit organization operating in the community to

Saline City Council Regular Meeting Monday, February 3, 2014 Page I-Draft Minutes

be eligible to apply for a charitable gaming license from the State of Michigan; to approve and adopt the Local Governing Body Resolution for Charitable Gaming Licenses recognizing Saline Main Street as a nonprofit organization operating in Saline for the purpose of obtaining charitable gaming licenses.

CARRIED UNANIMOUS 14-24 ROUBAL

WWTP REHAB PROJECT - CONTRACTOR PAY REQUEST #3 MOVED Rhoads SECONDED TerHaar To acknowledge receipt of the January21, 2014 memo from City Supt./Engineer Roubal; to approve WWTP Rehab Project- contractor pay request #3 to FHC in the amount of $213,351.30.

CARRIED UNANIMOUS

DISCUSSION: 11 Commission, Committee, and Task Force reports from Councilmembers

Council Member Rhoads reported on Environmental Commission. Council Member Girbach reported on Historic District Commission and Planning Commission. Mayor Pro Tern TerHaar reported on the Arts & Culture Committee

,. Reports and Other Announcements Council Member Rhoads would like to see meetings set up to discuss the reduction of Michigan Avenue in the Downtown area being reduced to one lane traffic. Council Member Sibo-Koenig reported on the Chamber of Commerce.

" Code Review Task Force Update Mayor Marl reported that the Code Review Task Force will have a startup meeting tomorrow.

11 Police Dispatch Considerations Mayor Marl reported that Council has directed staff to research cost savings of a twelve hour dispatch. There will be Town Hall Meetings to receive public opinion and input.

11 St. Joseph's Hospital Hours Mayor Marl reported that he and City Treasurer Bennett met with officials at St. Joseph Hospital and discussed the transition of the 24 hour emergency room to the 12 hour urgent care facility. The hospital is still working out the details but will forward information to City Council in the next few months.

" Chili Challenge Mayor Marl reported that the 5"' Corner Teen Center will be hosting a Chili Challenge Cook Off and encouraged the participation of a City of Saline team.

11 SEMCOG Council Member Bourgoin reported that Semcog has two types of grant opportunities for non-motorized plans and would like to see the City apply for those grants.

11 Cost Savings from Existing Bond Retirement Council Member Bourgoin reported that he would like to see what the cost savings of bonding retirement would be.

PUBLIC COMMENT: M. Hess addressed City Council regarding her concerns of Council actions in Closed Session also addressed Council regarding concerns of fixing pot holes near Saline Hospital.

M. Lirones addressed City Council regarding the Saline Hospital changing from 24 hour care to 12 hour care and the possibility that the dispatch for police might also be changed.

B. Rosenberger addressed City Council regarding a Meet & Greet at Stone Arch on Feb 27'h; Saline Main Street was accredited by the National Main Street in their first year; and the Chili Challenge Cook Off.

S. Wood addressed City Council and encouraged them to talk with the dispatchers to find out what they do.

Saline City Council Regular Meeting Monday, February 3, 2014 Page 2-Draft Minutes

ALL SUCH OTHER BUSINESS TO COME BEFORE THE SALINE CITY COUNCIL

UPCOMING MEETINGS OF CITY COUNCIL: FEBRUARY JO, 2014 WORK MEETING AT 6:30 p.m. REGULAR MEETING AT 7:30 p.m. (CIP) MARCH 3, 2014 WORK MEETING AT 6:30 p.m. REGULAR MEETING AT 7:30 p.m. (Tlte Ride Presentation)

MOVED TerHaar SECONDED Girbach To adjourn at 8:45 p.m.

CARRIED UNANIMOUS

Teresa Royal, City Clerk Brian D. Marl, Mayor

DATE MINUTES APPROVED:

Saline City Council Regular Meeting Monday. February 3, 2014 Page 3-Draft Minutes

INTEROFFICE MEMORANDUM from the desk of Terri Royal, City Clerk

TO: City Council

CC:

FROM: Terri Royall, City Clerk

DATE: January 22, 2014

SUBJECT: Resolution Regarding Compliance with the State Department's Passport Application Acceptance Program

Due to changes in the Passport Application Acceptance Program, employees who handle voter registration cards can no longer be part of the passport acceptance program.

This resolution clearly separates the authority between employees who can accept passports and employees who handle voter registration cards.

Thank you!

CITY COUNCIL CITY OF SALINE

Washtenaw County, Michigan

Council member , supported by Council member _______ , moved the adoption of the following resolution:

RESOLUTION REGARDING COMPLIANCE WITH THE STATE DEPARTMENT'S PASSPORT APPLICATION ACCEPTANCE PROGRAM

WHEREAS, the City Clerk's office provides a number of services to local residents, including voter registration and passport application acceptance; and

WHEREAS, some City employees have been designated as passport acceptance agents by the U. S. Department of State (the "State Department"), enabling them to accept passport applications and administer oaths and affirmations in connection with such applications; and

WHEREAS, some City employees have also been authorized to accept voter registration applications and provide voter registration cards; and

WHEREAS, the State Department has informed the City of a security policy that prohibits passport acceptance agents from performing functions relating to voter registration cards and prohibits voter registration officials from serving as passport acceptance agents; and

WHEREAS, the City wishes to comply with the State Department policy so the Clerk's office can continue offering voter registration cards and accepting passport applications.

NOW, THEREFORE, BE IT RESOLVED:

1. Ms. Connie DeHaan, Ms. Gail LaDuke, and Ms. Mary Partridge shall serve as passport acceptance agents and shall not perform any services related to voter registration.

2. Ms. Aimee Rutledge shall provide services related to voter registration and shall not serve as a passport acceptance agent.

3. All materials, equipment, electronic records, processing systems, printers, paper/card stock, and other documents related to voter registration shall be kept in a locked location that is inaccessible to any employees who perform or may perform services related to passport applications, including, but not limited to, Ms. DeHaan, Ms. LaDuke, and Ms. Partridge.

4. All signed passport applications, completed passport transmittals, passport-related reference materials, and the Passport Agent's Reference Guide shall be kept in a location that is inaccessible to all employees authorized to perform services related to voter registration, including, without limitation, Ms. Rutledge.

5. All resolutions and parts of resolutions are, to the extent of any conflict with this resolution, rescinded.

Moved by Council Member _________ , seconded by Council Member ---------that resolution be adopted.

YEAS:

NAYS:

ABSENT:

Brian Marl, Mayor

Terri Royal, City Clerk

GRAPIOS 57653-1 313486v2

2

CITY OF SALINE

HISTORIC DISTRICT COMMISSION

MEMORANDUM

To:

From:

Date:

Re:

Saline City Council

JeffFordi~P"

January 29, 2014

Appointments to the Special Projects Commission

At its regular meeting on January 28, 2014 the Historic District Conunission took the following action:

14-02 Moved Girbach Seconded Swick to appoint Commissioner Lane and Commissioner Brown to the Special Projects Commission for 2014.

Carried Unanimously Absent McClelland, Zak

N:\I-IISTORIC DISTRICT CCJL'vfMISSl<)N\2014\Special Projects appointments.docx

TO:

INTEROFFICE MEMORANDUM

SA11NE CITY PLANNING COMMISSION 100 N. HARRIS STREET- SALINE, MI 48176

734 429-4907 ext. 2216 www.cityofsaline.org

Terri Royal, City Clerk

FROM: Saline City Planning Commission Connie De Haan, Assistant Clerk

SUBJECT: Special Projects Appointment


The Saline City Planning Commission at their meeting on January 22, 2014 took the following action:

14-02 Appointment to the Special Projects Commission

MOVED Hoeft SECONDED Beardsley to appoint Mayor Marl and Council Representative Dean Girbach to the Special Projects Commission for 2014.

From ;Jr. ed .. er1f of .. · ..

eJl(lev_ Connie DeHaan Assistant Clerk

Carried Unanimous ABSENT: Byers, Lemm

Intero,ffice Memorandum

TO:

CC:

FROM:

DATE:

RE:

TeITi Royal

Todd Campbell Mickie Jo Bennett

Kathy Corfman~~;) November 26, 2013

J1i-.')1

Tax Increment Finance Authority (TIFA) Appointment to Special Projects Commission for 2014

The following action took place at the TIF A meeting on November 25, 2013:

12-08

tifa appointmen! 2014

Annual Appointment to the Special Projects Commission

MOVED Price SECONDED Sweitzer to acknowledge receipt of the memorandum dated October 31, 2013 from Business Ambassador Corfman regarding TIFA representation on the Special Projects Commission, and to appoint David Guenther to fill this position for 2014.

Carried Unanimously Absent: Byers, Corfman, Guenther, Johnson, Vacancy- Cunkle.

from the desk of.. ..

Kathy Corfman Business Ambassador City of Saline

)

lntero,ffice Memorandum

TO:

CC:

FROM:

DATE:

RE:

Terri Royal


Kathy Corfinan ~~\) November 26, 2013

Local Development Finance Authority (LDF A) Appointment to Special Projects Commission for 2014

The following action took place at the LDFA meeting on November 25, 2013:

13-07 Annual Appointment to the Special Projects Commission

ldfa appointment 2014

MOVED Price SECONDED Livsey to acknowledge receipt of the memorandum dated October 31, 2013 from Business Ambassador Corfinan regarding LDF A representation on the Special Projects Commission, and to appoint Walt Byers to fill this position for 2014.

Carried Unanimously Absent: Byers, Corfman, Guenther, Preston.



Intero_ffice Memorandum

TO:

CC:

• FROM:

DATE:

RE:

Teni Royal


Kathy Corfman ~\,) November 26, 2013

i • \ \"1 ..

Local Development Finance Authority (LDFA) Appointment to Sauk Trail Business Park Development Committee for 2014

The following action took place at the LDFA meeting on November 25, 2013:

13-08 Appointment to the Sauk Trail Business Park Development Committee

MOVED Marl SECONDED Price to acknowledge receipt of the memorandum dated October 31, 2013 from Business Ambassador Corfinan regarding LDFA representation on the Sauk Trail Business Park Development Committee, and to appoint Gene Corfinan to fill this position for 2014.

Carried Unanimously Absent: Byers, Corfman, Guenther, Preston.



sauk trail appointment 2014

ReceivedQ;t:___.. City Manager Todd Campbell

Interoffice Memorandum · "~ - ·~,C)

~~~~~~~~~~~~~~~~~~~--'--''--...;;_~~~~~

To: City Council

cc: Mickie Jo Bennett

From: Joanne McDonough

Date: January 27, 2014

Re: Updated Investment Report as of 12/31/13

The attached spreadsheet shows the distribution of investments among financial institutions prior to January. Our average annual investment return is slightly better than the customary benchmark of the average annual one-year Treasury Bill, so this results in a cash gain over the benchmark.

Many of our investments are through institutions that have an office in Saline or surrounding communities. Since FDIC insurance is now $250,000 per bank, placing funds in several banks increases the amount insured (such as through CDARS Certificate of Deposit Account Registry Service). According to our investment policy, not more than 50% of city funds are concentrated in one institution (using CDARS to spread some funds in several banks with more FDIC insurance).

We utilize the accepted principals of Safety, Liquidity and Yield in that order. We try to ladder a portion of our core cash in instruments that go slightly further out on the yield curve to get better interest rates of return, but we also need to maintain considerable liquidity to cover cash flow needs. Due to low interest rates and little, if any, difference in one-year and two-year rates, investment terms have been kept short.

InvestFY14c

from the desk of ....

Joanne McDonough Deputy Treasurer/Finance City of Saline

City of Saline - Investment Report (Cash Basis)

Financial Type of Invest. Next Call Current Institution Account# Funds Type Maturity Rate APY Principal

Bank of Ann Arbor XXXXXX0049 Sewer Reserve MM N/A 0.100% 919,354.66 Bank of AA CDARS XXXXXX6327 Sewer Reserve CD 09/04/14 0.400% 750,000.00 Bank of AA CDARS XXXXXX3062 Sewer Reserve CD 10/16/14 0.400% 67,813.3S Bank of AA CDARS XXXXXX5824 Cemetery CD 10/09/14 0.400% 666,929.02 Bank of AA CDARS XXXXXX3089 Water Reserve CD 04/17/14 0.250% 797,597.74 Comerica Bank XXXXXX0403 EDC OS N/A 0.040% 47,496.49 Comerica Bank XXXXXX9834 LDFA OS N/A 0.040% 118,508.01 Flagstar CDARS XXXXXX0376 Water 2009 Bonds CD 02/06/14 0.050% 852,093.69 Flagstar CDARS XXXXXX0384 Sewer 2007 Bonds CD 02/06/14 0.050% 425,124.03 Flagstar CDARS XXXXXX6893 General Pool CD 02/20/14 0.300% 808,800.28 Huntington Bank XXXXXXX4128 General Pool CD 04/28/14 0.230% 245,220.32 Key Bank XXXXXX2388 General Pool MM N/A 0.150% 7,121,528.27 KeyBank XXXXXX6909 TIFA MM N/A 0.150% 717,795.71 MBIA CLASS XX-XXXX-0004 General Pool MP N/A 0.030% 1,503,808.21 MBIA CLASS xx -xxxx -0009 LDFA MP N/A 0.030% 0.57 United Bank & Tr. XXXXX5395 General Pool CD 06/12/14 1.150% 243,171.81

TOTAL $ 15,285,242.16

Investment Concentration by Institution Financial Total Cash Institution to Invest Bank of Ann Arbor 919,354.66 Bank of AA CDARS 2,282,340.11 Comerica Bank 166,004.50 Flagstar CDARS 2,086,018.00 Huntington Bank 245,220.32 KeyBank 7,839,323.98 MBIA Class 1,503,808.78 United Bank & T. 243,171.81

Totals $ 15,285,242.16

Percent ofTotal

6.01% 14.93%

1.09% 13.65%

1.60% 51.29%

9.84% 1.59%

100.00%

Weighted Average Annual Percentage Yield:

Benchmark of Annual Average of 1-year Treasury Bill (as of 12/31/13):

Annualized Gain Over T-Bill Benchmark:

Note: About 97% of cash is invested in instruments that are completely liquid, except for CDs and (none currently) CBs.

Key to Investment Type: CB: Callable Bond MM: NOW Money Market CD: Certificate of Deposit MP: Municipal Pool

As of Date

12/31/13 09/05/13 10/17 /13 10/10/13 10/17/13 12/31/13 12/31/13 08/08/13 08/08/13 02/21/13 09/30/13 12/31/13 12/31/13 12/31/13 12/31/13 01/12/12

0.18%

0.12%

0.06%

CDARS: Certificate of Deposit Account Registry Service, fully FDIC insured

OS: Overnight Sweep in Government Securities

C--IY-31

MEMORANDUM

TO: Mayor and City Council, City of Saline; Todd Campbell, City Manager CC: Saline Area Historical Society, Saline Main Street FROM: City of Saline Arts and Culture Committee DATE: 3 February 2014

As noted verbally in a committee update to Council in the fall, the Arts and Culture Committee received a proposal from the Saline Area Historical Society this past October to place an antique horse trough owned by the Society at the entrance to Parking Lot #4. The trough would be located in the spot previously occupied by one of the sculpture walk pieces. The Committee wishes to confirm in writing that it took the following action at its meeting on October 14, 2013:

10-14 MOVED Baxter SECONDED Byers TO ENDORSE THE PROPOSAL FROM THE SALINE AREA HISTORICAL SOCIETY FOR INSTALLATION OF THE ANTIQUE HORSE TROUGH ON THE EXISTING CEMENT PAD AT THE ENTRANCE TO PARKING LOT NUMBER 4, PENDING DETERMINATION BY CITY STAFF OF PROPER INSTALLATION METHODS.

CARRIED: UNANIMOUS ABSENT: McClelland, McGuire

The Committee understands that the Historical Society and Saline Main Street have approved the proposal and are interested in proceeding with the project. We expect that a proposal for the installation will be forthcoming from Saline Main Street in conjunction with the Historical Society.

'-~~~~~'~''''"' 1.~ Received By d 7·~··--~ City Manager Toddmpbell

Interoffice Memorandum

TO: City Council

CC: Mickie Jo Bennett Todd Campbell

FROM: Kathy Corfman\~ DATE: February 6, 2014

RE: Redevelopment Ready Communities

It is requested that the City Council direct Staff to apply for a Redevelopment Ready Communities certification (RRC) at no cost to apply. RRC is a statewide certification program under the Michigan Economic Development Corporation (MEDC) that certifies communities who actively engage stakeholders to vision and plan for the future. An RRC certification indicates to business owners, developers, and investors that the community has removed development ban·iers by building deliberate, fair and concise processes and is proactive and business friendly.

RRC is a three step process with certification achieved only after the community demonstrates the six Best Practices noted below have been met. These practices were developed by experts in the public and private sector and are the standard for evaluation.

Best Practice One: Best Practice Two: Best Practice Three: Best Practice Four: Best Practice Five: Best Practice Six:

Community Plans and Public Outreach Zoning Policy and Regulations Development Review Process Education and Training Redevelopment Ready Sites Community Prosperity

After the application is chosen, RRC staff members will present the program to the community. Next steps would then include an assessment of our cunent plans and procedures, report of findings and the recommended strategies and support for implementation at no cost. Once certification is achieved MEDC will assist the community in marketing and promoting three redevelopment sites. In addition our community would receive additional technical assistance, training opportunities and receive priority for MEDC and MSDA funding.

The application deadline is February 19, 2014.

RRC 020514

from the desk of ....


\\ \

\\\

~

STEP ONE

Application period opened

Complete application submitted by deadline

Complete application reviewed by RRC team

Applicant contacted

RRC progran1 presentation to cornmun1ty

Cornrnunity's leadership adopts resolution to

proceed w'1th evaluation and Memorandum of

understanding (MOU) signed

c~ C) m rn tJ r1 iti e::;s

CERTIFICATION PROCESS

STEP TWO

Community submits pre-evaluation document and

supporting information by deadline stated in MOU

Stakeholder interviews

Data and information analyzed

PRC Advisory Council provides technical expertise

for report of findings

Report of findings presented to the conHnunity

Community's leadership adopts resolution to

implement strategies by deadline stated in MOU

PUR ICH IGAN®

STEP THREE CERTIFICATION

RRC team works with community to implement

strategies

Community submits quarterly progress reports

Cornmunity cornpletes implernentation of

threshold requirernents

Certification av·Jarded

Certification benefits: • Signals a proactive,

business friendly community

• Top three redevelopment sites marketed through MEDC

• Priority for MEDC and MSHDA funding

EXTENSION OF LETTER OF UNDERSTANDING BETWEEN

THE CITY OF SALINE

-AND-

SALINE SERGEANTS ASSOCIATION

The parties have previously agreed to a Letter of Understanding (LOU) covering the topic of 12 hour shifts, effective from March 10, 2013 to September 9, 2013.

This LOU stated that an extension of the Letter of Understanding shall require mutual agreement by hoth parties. This mutual ai,>reement to extend must be in writing, signed by the Mayor and the POLC Labor Representative, and must specify the period of the extension.

By their sii,'llatures below, the parties hereby agree to extend the 12 hour shift LOU from March 11, 2014 thru the expiration of the current collective bargaining agreement, under the same terms and conditions as set forth in the original LOU.

The Chief reserves the right to terminate the 12 hour LOU at any time during its term with advance written notice to the Union.

FOR THE CITY:

Brian D. Marl, Mayor

Dated: ___________ _ Dated: ()I hobo1'( . ,,

1

EXTENSION OF LETTER OF UNDERSTANDING BETWEEN

THE CITY OF SALINE

-AND-

SALINE POLICE OFFICERS ASSOCIATION

The parties have previously agreed to a Letter of Understanding (LOU) covering the topic of 12 hour shifts, effective from March IO, 2013 to September 9, 2013.

This LOU stated that an extension of the Letter of Understanding shall require mutual agreement by both parties. This mutual agreement to extend must be in writing, signed by the Mayor and the POLC Labor Representative, and must specify the period of the extension.

By their signatures below, the parties hereby agree to extend the 12 hour shift LOU from March 11, 2014 thru the expiration of the current collective bargaining agreement, under the same terms and conditions as set forth in the original LOU

The Chief reserves the right to terminate the 12 hour LOU at any time during its term with advance written notice to the Union.

FOR THE CITY: FOR THE UNION:

Brian D. Marl, Mayor ~~~

To:

From:

Date:

Mayor Brian D. Man and Saline City Council

GrnyR. Roubol, CitySupt./Engr~

February 3, 2014

Todd J. Campbell, City Manager

RE: RECOMMENDATION TO APPROVE the QAQC I TESTING SERVICES QUOTATION From: SME, (Soils and Materials Engineers, Inc.) Amount: $1,200 For: Quality Assurance / Quality Control (Field and Laboratory testing) Services for

2014 N. ANN ARBOR STU Project Project Limits: Bennett Street to Thibault Drive Work Scope: 4" depth pavement milling and resurfacing, structure repairs, misc. concrete

repairs, traffic signs, and pavement markings. Add two bike lanes.

On January 29, 2014, city staff opened two (2) QAQC quotations submitted for the abcve project. The quotations were reviewed and staff recommends that the City Council approve the quotation submitted by the firm of Soils and Materials Engineers, Inc. (SME) for the estimated not-to-exceed amount of $12,000.

SUMMARY OF QUOTATIONS RECEIVED·

NAME OF QAQC FIRM FEE expressed as a ESTIMATED FEE based on percent% estimated project cost of

$600,000

SME, Inc. 2.0 $ 12,000

Haengel & Associates, Inc. 2.5 $ 15,000

The QAQC project services costs are included in the 201 4 N. Ann Arbor Project budgets. The construction contract will be bid by MDOT on April 4, 2014, and MDOT LAP requires confirmation of professional certifications of QAQC services to complete project programming prior to bidding. Construction work would commence in early to mid June and end in mid August. Provisions of the RFQ require that the QAQC firm meet MDOT/WA and FHWA requirements for testing procedures and reporting.

SME is a long-established firm which has provided QAQC services on prior street and unility projects in Saline; and most recently provided soils and structural testing services related to the design of the VVWTP Rehabilitation Project.

Thank you for your considerations in this matter.

To: Mayor Brian D. Marl and Saline City Council

Gary Roubal, City Supt./Engr.~ Date: February 3, 20 l 4

From:

Rec,/Rev, --,-------Todd J. Campbell, Cliy Manager

RE: CONSTRUCTION ENGINEERING ADMINISTRATION SERVICES FOR 2014 N. ANN ARBOR STPU PROJECT

Staff recommends that Proposal Option B for the above project be awarded to Spicer Group of Belleville, Mich. at an estimated amount not to exceed $22,704 and as-needed inspection services rate of $90.00/hour. Option B is the preferred economical choice on projects wherein city staff and part-time inspectors are utilized for on-site inspections in place of consultant staff. Option A of the proposal provided for complete consultant construction engineering services at a rate of 13.55% of the construction costs and with an estimated not-to-exceed cost of $73,325. Option A would be used In the case that city staff were not able to provide the staffing resources to perform the effort in Option B. Option B has been successful on past projects, including the 2010 Willis Road STU Project, which engaged the CE Administration Services of the Spicer Group.

Option B requires the consulting engineer to perform Construction Engineering Administration per MDOT requirements for maintaining the project records and completing all State/Federal record keeping and reporting documentation. City staff/inspectors would facilitate: agency permits, resident notifications, field inspections, daily inspection reports, payroll interviews, project coordination, and other related stte tasks.

SELECTION PROCESS: RFP's were sent to six (6) recognized consulting firms which staff determined were qualified and capable to perform the oversight tasks of administrative monitoring, materials/pay items documentation, and precise record-keeping to meet MDOT and Federal requirements and sustain a possible audit. Only the proposal from the Spicer Group was received and opened on January 29, 2014.

Review of the Spicer Group proposal document confirmed: l. That the Firm's "Understanding of the Project" and their "Work Plan" correlate to the RFP Scope of Work,

and applies in concept, and practicality, to the resolution of the project needs. 2. Thal the Firm's Fee Proposal reflects the amount of effort (personnel resources) in relation to the

anticipated work plan expenses. 3. That the Firm's Proposal demonstrates that their endeavors (Similar Projects and Expertences) would

provide a high degree of success for the project, congruent with the above two items. Spicer Group had provided exceptional CE Administration services for the 2010 Willis Road Project.

PROJECT BUDGETING: The CE Administration costs for N. Ann Arbor Street are included in the FYl 4 & 15 budgets. The construction deposit for the City's share of the project is included in the FYl 4 budget. The estimated $600,000 project includes MDOT/Federal funding of $483,632.

PROJECT DESCRIPTION: • Project limits are Bennett Street to Thibault Drive (300 feet north of Tower Drive). • Miscellaneous repairs of concrete curb and sidewalk • Mill and resurface 4" of bituminous pavement • Designate bicycle lanes on both sides of the roadway • Install storm water BMP's • Install new ADA ramps, traffic signs, pavement markings

PROJECT SCHEDULE: Construction would commence in the beginning of June and be completed by mid August.

LI Reviewed:_],__ ____ _

Todd Campbell, City Manager

The CITY of SAU NE 8 11\11 City Clerk's Office

100 North Harris Street· Saline, Ml 48176-1642 Phone 734.429.4907 Ext. 2209, 2216 & 2214 · Fax 734.429.0528

www.cityofsaline.org • www.besaline.com

TO: Mayor and City Council

FROM: Terri Royal, Clerk


SUBJECT: Capital Improvement Project- Document Imaging

As part of the Capital Improvement Project for 2013-14, funds were requested for Document Imaging Equipment in the amount of $15,000. A Request for Proposals was sent out and three bids were received.

Applied Imaging (AmeriScan) No alternative bids

$21,000

Hasselbring-Clark (DocuWare) $21,023 $10,116 The high bid would have all software we requested at the start. However, the lower bid would allow us to start scanning records and then add software as needed. The yearly maintenance fee would be $1,644.00 for the starting package and will increase as additional software is added. Additional users would have a license fee of $508.00 (each).

MCCi, LLC (Laserfiche) $8,859 Received lowest bid but did not include how much it would cost to add additional software. The yearly maintenance fee would be $1,755.00 for the software, which is included in the bid price and would increase as additional software is added. Additional users would have a license fee of $230.00 (each).

Both the Docuware and Laserfiche software would work for our purposes. Both companies received high marks from other communities.

It would be my recommendation that Hassel bring-Clark (DocuWare) be awarded the bid of $10,116. The City has dealt with Hasselbring-Clark on numerous occasions and continues to have a successful relationship.

The final item in this project would be the Cannon DR-M160 Document Scanner. This scanner allows different sizes of paper to be scanned and has a double sided detection mode so less time is required to feed the scanner pages individually and blank pages are not scanned. The cost for the scanner is $911.00 with the warranty of $185.00. Maintenance includes all cleaning, parts (including rollers) and labor. Total cost for the scanner and warranty would be $1,096.00.

s TO:

FROM:

DATE:

SUBJECT:

Saline City Council

The CITY of SALINE 100 North Harris Street• Saline, Ml 48176-1642

Phone 734.429.4907 • Fax 734.429.0528 www.cityofsaline.org • www.besaline.com

Chris Shonk, Technology Support Coordinator

2/4/14

Document Management System IT Requirements

The proposed document management software(s) will operate with our current IT infrastructure. The soHware will reside on a virtual server onsite and will be backed up to a cloud service for secure redundant storage. The current server hardware is also designed to allow for expansion over time as storage needs increase.

Both soHware solutions support standard scanning equipment and the City's existing copier equipment can be utilized along side additional scanners specifically designed for scanning at faster rates and larger volumes.

SALINE MICHIGAN

Capital Improvement Plan For the fiscal years ending June 30, 2014- 2018

Plan Fiscal Year: 2013-2014

Project Title: Document Imaging Equipment

Project Cost: $15,000

Department:

Clerks Department

Description:

Equipment and software for document imaging and record retrieval.

Project Justification:

To come into the electronic age and reduce the number of files that are kept throughout different departments. All files should be accessible to all departments therefore reducing the need for a "paper copy" for each department.

Project Impact/Benefit:

City Staff will be able to retrieve records quickly without leaving their workspace. Make more information available to the public. Also, spread document imaging to other department to increase workflow and organization.

Operating Fund Impact:

There will be a yearly fee for software support.

Funding Source(s) for this Project: Amount

General Fund Property Tax Revenue $ 15,000

Capital Improvement Plan - General Government Page 11

System

DocuWare Server

Licenses

Docuware Licenses (1,016 each)

Support

Docuware support

Professional Services

Training

Total Quote

Scanner

Total Bid plus Scanner

Budget Annual Maintenance/Support

Add ons as needed

Outlook Module - email

Maintenance & Support for email

Smart Connect - BS&A

Maintenance & Support for BS&A

workflow

Maintenance & Support for workflow

Hasselbring-Clark ( DocuWa re)

Yearly

Cost Maintenance

5,815.00 1,212.00

2,032.00 432.00

1,644.00

625.00

10,116.00

1,096.00

11,212.00

2,183.00

581.00

2,183.00

581.00

4,354.00

1,025.00

1,644.00

HASSE LB RING-CLARK CITY OF SALINE

OPTIONAL SYSTEM PROPOSALS

I have included three different approaches to a Document Management System for your consideration.

Option #1 - Original Proposal - Cost Based on RfP Request = $21,023.00 (Did not include any hardware options.)

Option #2 - Phased Approach A Document Management System could be implemented in phases to reduce the initial investment.

!Phase I Purchase the following DocuWare Server and modules for the initial phase of the project for immediate installation.

DocuWare Professional Server DocuWare Client licenses - 2

$5,815.00 $2,032.00 $1,644.00 $ 625.00

DocuWare Maintenance & Support For Above Professional Services - 5 Hours

Total $10,116.00

Phase II Purchase the email storage module (DocuWare Connect to Outlook) when you are ready to implement this portion of the solution. Prior to the purchase of this email module, email can still be stored with a more "manual" process in one of two ways.

Option #1 - While email is open, select "print" and then the "DocuWare Printer" and the email will be sent to the corresponding DocuWare in "basket" for indexing and storage. Please note that attachments will have to be handled as a separate item and electronically printed with the DocuWare Printer as well.

Option #2 - A~er opening the email, select "save as" which will in turn send the email to a designated folder that is being monitored by the "DocuWare Uploader" function. The "saved" email will automatically be uploaded from the designated folder to the DocuWare Basket for indexing and storage as above. Please note that any attachments will have to be handled separately as well.

Phase II - The cost to add the DocuWare Connect To Outlook Module DocuWare Connect To Outlook Module $2,183.00 Maintenance & Support $ 456.00 Professional Services - 1 Hour $ 125.00

Total $2,764.00

1

Phase III Purchase the following module when you are ready to have the department who will need to connect to the BS&A Software take part in the solution.

DocuWare Smart Connect Module Maintenance & Support Professional Services - 1 Hour

$2,183.00 $ 456.00 $ 125.00 $2,764.00 Total

Phase IV Purchase the following module when you are ready to use the workflow portion of the solution.

DocuWare Task Manager Module Maintenance & Support Professional Services - 1 Hour

$4,354.00 $ 900.00 $ 125.00 $5,379.00 Total

Option #3 - Business Server Approach As stated, initially there will be a maximum of three users that will be using this solution in the beginning. If the dollar amount allotted for this project is limited, I would suggest the following solution.

DocuWare Business Server $ 454.00 BUSINESS Server is tailored for use in smaller companies confined to one location. BUSINESS Server provides all the basic features required for a functioning document management system.

Includes: • Entry-level Server for small business with one Server, one site

and with no need for DocuWare add-on modules, other than the Smart Connect Module.

• File cabinets are limited to no more than 4GB in size. There is not a limit on the number of file cabinets however. The DocuWare Business Server is also limited to 5 "concurrent" or floating licenses or 1 O fixed licenses.

• Includes Web Client Server. • One Server license for usage on one server.

DocuWare Business Server Maintenam:e & Support $ 96.00

2

• Includes 1 year of support and maintenance. This Support and Maintenance Agreement will be provided via phone, fax or e-

mail. This agreement also includes all software patches and upgrades.

DocuWare Client licenses - 2 $2,032.00 • A user license for usage on PC-Workstation of DocuWare Windows and

Web Client Software • Price level depends on the total number of license purchased by one

"End-User Organization". • Each license may be used as "ONE CONCURRENT LICENSE" OR

converted to "TWO NAMED OR FIXED LICENSES". Please note that the assigned DocuWare Administrator for the City of Saline can easily change these licenses back and forth in DocuWare Administration.

• The user has the option to use a DocuWare Concurrent or a DocuWare Named License either as a "WINDOWS CLIENT" or a "WEB CLIENT".

DocuWare Client licenses (2) Maintenance & Support $ 432.00

• Includes 1 year of support and maintenance. This Support and Maintenance Agreement will be provided via phone, fax or email. This agreement also includes all software patches and upgrades.

Professional Services - 5 Hours $ 625.00

Option #2 - Total = $3,639.00 (Does not include hardware costs or the Smart DW Connect Module.)

NOTE: Please note that the DocuWare Smart Connect Module (for the BS & A Sof'l:ware) will work with the DocuWare Business Server. The cost to add this module would be as follows.

DocuWare Smart Connect Module Maintenance & Support Professional Services - 1 Hour

$2,183.00 $ 456.00 $ 125.00 $2,764.00 Total

Email Storage The DocuWare "Connect To Outlook" Module will not work with this server. However, email can still be stored with a more "manual" process in one of two ways.

3

Option #1. - While email is open, select "print" and then the "DocuWare Printer" and the email will be sent to the corresponding DocuWare in "basket" for indexing and storage. Please note that attachments will have to be handled as a separate item and electronically printed with the DocuWare Printer as well.

Option #2 - Alter opening the email, select "save as" which will in turn send the email to a designated folder that is being monitored by the "DocuWare Uploader" function. The "saved" email will automatically be uploaded from the designated folder to the DocuWare Basket for indexing and storage as above. Please note that any attachments will have to be handled separately as well.

Doc:uWare Business Server UpGrade Path

4

• At the point the City of Saline would like to migrate to the larger DocuWare Professional Server unfortunately there is no credit available for having purchased the DocuWare Business Server. However, all stored information will migrate to the new Professional Server.

• The two DocuWare Client Licenses will also transfer to the DocuWare Professional Server including the Smart Connect Module if it was being used with the Business Server.

Please refer to the attached chart for a detailed comparison of all three options listed above.

• Detailed costs of 1 year, 3 year and 5 year maintenance agreements.

Please note that the prices quotes are based on a multi-year purchase at the time the initial order is placed. Since these programs are offered by Docul/1/are they are subject to change at the discretion the manufacturer.

Requested DocuWare Components

DocuWare 1 Year's 3 Year's 5 Year's Component Maintenance Maintenance Maintenance

DocuWare $1,212.00 For $3,636.00 For $6,060.00 For Professional One Year Three Years Five Years Server

2 - DocuWare $216.00 Each OR $648.00 Each OR $1,080.00 Each Client licenses $432.00 For One $1,296.00 For OR $2,160.00 For

Year Three Years Five Years

DocuWare $456.00 For One $1,368.00 For $2,280.00 For Connect To Year Three Years Five Years Outlook Module

DocuWare $456.00 For One $1,368.00 For $2,280.00 For Smart Connect Year Three Years Five Years Module (For BS & A Software)

DocuWare Task $900.00 For One $2,700.00 For $4 ,500 For Five Manager (For Year Three Years Years Workflow)

Total $3,456.00 $10,368.00 $17,280.00

Background And References

15

• Please provide short background of training and experience.

Background - Hasse/bring-Clark Hasselbring-Clark has been serving Michigan since 1956. In 1976, Ellis and Noelle Clark took over the ownership of the Hasselbring-Clark Company. Since 1978, the company has been a prominent leader in the Michigan office equipment market offering the Canon and Toshiba product lines. Our corporate office is located in Lansing, Michigan with a second office located in Kalamazoo, Michigan. The Hasselbring-Clark Company is a Woman Owned Business. Noelle Clark is President of Hasselbring-Clark.

System Avante Server SQL Express

Audit Trail ($75 each)

licenses LF Full Named user-System ($500 each)

Support - Yearly

Avante Server for SQL Express

LF Full Named User ($100 each)

Audit Trail ($15.00 each)

Managed services for LF Avante Express

Training center annual support

Budget Yearly for Maintenance/Support

Professional Services

Onsite training ($2100 per day)

MCCi Project Management Services

MCCi, LLC (Laserfiche)

Cost Budget Yearly

1,500.00

225.00

1,500.00

300.00

300.00

45.00

1,260.00

495.00

1,755.00

Total Quote (Existing Customer credit $161.25)

4,200.00

950.00

8,858.75

Scanner

Total Bid plus Scanner:

Add Ons as Needed RatchetX (Add when needed)

Software

User License ($236 Each)

Support

1,096.00

9,954.75

3,000.00

708.00

144.00

canon ~~ imageFORMULA

DR-M160

Compact and Powerful Office Scanning

With a combination of performance, convenience, and flexibility, the Canon imageFORMULA DR-M160 scanner is a compact document imaging solution for office environments. Its user-friendly design, high-quality image processing, reliable item handling, and intelligent software offer end-to-end options for capturing, converting, c:ommunic:atirig, and controlling business information.

A Wide Vi!•iety of Applici!tio11s

roday, operating costs am on the rrse, making ROI !larder to achieve. Fortunately for workgroups and departments in any industry, the Ofl-M160 scanner provides the basis for efficient records management and paperwork reduction. It delivers capture capabilities that make it an ideal addition, especially in the legal. financial, healthcare, and government sectors.

1Exceptio11al Pe•fomumce

The strength of the DR-M160 scanner is seen in its throughput, capacity, and overall performance. Scanning up to 60 pages per minute--both sides in a s·1ngle pass-and holding up to 60 sheets in the ADF. it quickly captures and stores business information.

Co11ve11ie11t and Usable Design

The DR-Ml60 scanner was designed with the user in mind from top to bottom. At less than a foot long and wide, it is a productivity booster in space-constrained areas. With an intuitive control panel to pre-program scan tasks, the DR-M160 scanner adopts and simplifies higher-end scanning features into a compact, easy-to-implement package.

Flexible and Relkoble Feeding New rollers designed for one-pass scanning and a document stopper for double· feed prevention ensure more unattended and seamless scanning. Since batches often contain a variety of document types. the DR-M160 scanner can handle an assortment of hard copies, from long documents to embossed plastic c;:Hds as well as thin paper using the new Thin Paper Mode.

20

Canon DR-6010C Document Scanner Scans 60 PPM Single Sided Scans 120 IPM Double Sided Feeder Capacity - 100 Sheets Scans Document Sizes

2.1" 8.6" Width 2.8" - 14" Length Folio Mode for 11" x 17" Documents Long Document Mode: Up to 118"

Government Purchase Price = $2,230.00 Each

Includes a 1 year limited warranty for defective parts and the associated labor. The optional one year maintenance program would run currently with the warranty and would cost $350.00 each. The maintenance contract includes all cleaning, parts (including rollers) and labor. All on-site service provided by Hasse/bring-Clark manufacturer trained technicians.

Canon DR-M160 Document Scanner Scans 60 PPM Single Sided Scans 120 IPM Double Sided Feeder Capacity - 60 Sheets Scans Document Sizes

2.0" - 8.5" Width 2.12" - 14" Length Folio Mode for 11" x 17" Documents Long Document Mode: Up to 118"

Government Purchase Price= $911.00 Each

Includes a 1 year limited warranty for defective parts and the associated labor. The optional one year maintenance program would run currently with the warranty and would cost $185.00 each. The maintenance contract includes all cleaning, parts (including rollers) and labor. All on-site service provided by Hasse/bring-Clark manufacturer trained technicians.

Canon DR-M:l.30 Document Scanner Scans 30 PPM Single Sided Scans 60 IPM Double Sided Feeder Capacity - 50 Sheets Scans Document Sizes

"!'.::_

Reviewed: ..! ~~~~~~~~

Todd Campbell, City Manager

The CITY of SALINE 8 GI City Clerk's Office

TO:

FROM:

DATE:

SUBJECT:

100 North Harris Street· Saline, Ml 48176-1642 Phone 734.429.4907 Ext. 2209, 2216 & 2214 · Fax 734.429.0528

www.cityofsaline.org • www.besaline.com

Mayor and City Council

Terri Royal, Clerk

January 31, 2014

Minutes on Demand

As part of the Capital Improvement Project for 2013-14, funds were requested for Minutes Retention/Retrieval Software in the amount of $5,000.

Minutes on Demand is a software product sold by AmeriScan, a Michigan based company. This software will allow employees and city residents to search and view minutes, agendas and includes a calendar for meeting dates and events.

The data is stored in a secured facility and is backed up daily.

First year cost: $995.00

Yearly Investment: $650.00

SAIINE MICHIGAN

Capital Improvement Plan For the fiscal years ending June 30, 2014- 2018

Plan Fiscal Year: 2013-2014

Project Title: Minutes Retention/Retrieval Software

Project Cost: $5,000

Department:

Clerks Department

Description:

Software and training for retention and retrieval of meeting minutes.

Project Justification:

This makes minutes and agendas searchable for employees and for the public.

Project Impact/Benefit:

Promotes transparency in local government.

Operating Fund Impact:

There will be a monthly or yearly software fee.

Funding Source(s) for this Project:

General Fund Property Tax Revenue

Capital Improvement Plan - General Government

Amount

$ 5,000

Pubii,he<! and Searchable in Se<<>nd~I

Page 12

September 19, 2013

Terri Royal City of Saline 100 N Harris St. Saline, MI 48176

Dear Terri:

Thank you for the opportunity to issue a proposal for our Minutes-On-Demand+'" Document Center (MOD+).

AmeriScan is the industry leader when it comes to document management solutions and document imaging technologies. We have provided these services to the municipal market and many others for over 10 years.

We provide superior scanning services to our clients by combining the latest technologies with years of experience in the document imaging market. We provide our clients with accurate, high-quality digital files while maintaining the highest level of customer support in the industry.

We also offer several document management solutions and we are very confident that our MinutesOn-Demand+ Document Center will fulfill your expectations. Minutes-On-Demand+'" is an efficient, cost-effective, online storage method that provides effortless retrieval of past and present data. With total client control, you can upload current documents on a day-forward basis, as well as archive past documents at your own rate.

What our clients are saying about Minutes-On-Demand+:

It is no longer an issue searching over past meetings for a FOIA request Minutes-On-Demand Express makes it so easy to post our information I love how all of our documents are organized onto one page of our website It's a very cost effective solution The entire process was so easy

This correspondence outlines the scope of work and estimated fees.

We look forward to developing a strong partnership and a mutually rewarding business relationship for the years to come.

Sincerely,

Director of New Business AmeriScan Imaging Services

MINUTES-ON-DEMAND+'" Overview & Process

CITY OF SALINE, MI

Minutes-On-Demand+'M Document Center - Overview Minutes-On-Demand+ (MOD+) is AmeriScan's web based document center that is designed specifically for municipalities. Minutes-On-Demand+ organizes your municipal documents into an attractive and easy-to-use web application that works with your current and future websites. It's a very affordable way to organize your documents into a searchable application that will benefit both your internal staff and your residents.

With Minutes-On-Demand+ you can upload, index, and search over all of your municipal documents in seconds! MOD allows you to customize a folder structure to fit your needs. Create folders and subfolders for any document type: (Agendas, Agenda Packets, Minutes, Resolutions, Public Notices, Ordinances, Bills, Events, Forms, Etc.). Get all of your Boards, Commissions, and Committees involved!

Minutes-On-Demand+ 'M Document Center - Search. Search, Search With our search engine finding information has never been easier! Our search engine allows you to perform various searches (Any single word, exact phrases, and all words). On top of that our advanced search allows you to narrow down you're search criteria to a particular document type, Board, Commission, Committee, Folder, or Sub-Folder. It also allows you to add a date range from a drop down window or plug in a specific date range for older archived documents. Why search over your entire website when you can pinpoint exactly what you're looking for?

Minutes-On-Demand+ 'M Document Center - The Process - We Do the Work At AmeriScan we pride ourselves on customer service. Our professional team pledges to get you're page up and running within 2 weeks. From creating your web page, uploading past documents, and training, our staff prides itself on fast, reliable service. We take your past electronic documents in any format (Tiff, PDF, Word), we then will convert, OCR (Optical character recognition) and upload them to your page in a timely manner. Customer satisfaction is our top priority!

Minutes-On-Demand+'" Document Center-One Time Setup Fee There is an initial one-time-only professional setup fee. Our base service includes an initial one-time setup fee covering the creation of your existing municipality web sites "look-and-feel", customized document folder layout, creation of web links to and from your existing web site, and the initial import of your electronic documents. Our base service (2GB of space) usually provides enough space to hold 40,000 scanned pages or 400,000 electronic pages (word, excel, and word perfect). The initial set up fee also includes converting those electronic or scanned files to PDF format and running an OCR (Optical Character Recognition) process on them so they can be key-word searched.

MINUTES-ON-DEMAND+ •M

Key Benefits

CITY OF SALINE, ME

• Powerful search engine allows you to search over current and archived documents in seconds

• Share only the documents you want with your residents, keep others hidden for internal use only with Minutes-On-Demand+

• Our advanced search allows you to narrow down your search to a particular document type, Board or Commission, and or by year

• Same look and feel as your current website

• Saves staff time from retrieving information for internal and constituent requests (FOIA)

• Go paperless! Post your Agenda Packets into Minutes-On-Demand+

• Minutes-On-Demand Express - The easiest way to upload documents

• Search over the documents you want to, not your entire website

• Archive, upload, and index older documents at your own pace

• Keep your residents informed with Email notifications (4th Quarter 2013)

• Editable Calendar for meeting dates, events, holidays, Etc

• No worries. Data resides in a secure facility, is backed up daily, and is guaranteed to be up 99.9% of the time

MINUTES-ON-DEMAND+ rn

Financial Investment

CITY Of SALINE, MI

SERVICE INVESTMENT Initial Setup _________________________ $345.00 Web Hosting - Minutes-On-Demand+ $650.00 Annual Web Hosting - Each additional GB $50.00/each

Initial Setup

Web Hosting MOD+

Initial setup fee for website and database design, user login portal setup and training, and initial data upload and conversion.

Annual web hosting services for all City Documents. Also includes unlimited support for the application. Annual rate is based on 2GB of space.

$345.00 1 $345.00

$650.00 1 $650.00

1"" Year Investment $995.00

Yearly Investment $650 00 Thereafter ·

Note: Initial setup includes: 1) The creation of the City of Saline's Minutes-OnDemand+ page and user log in portal. 2) The import of all electronic City documents including but not limited to minutes, agendas, packets, public notices, bills, resolutions, and ordinances. AmeriScan will convert and import all of these electronic documents into the Minutes-On-Demand+ application.

Home ;e Minutes-On-Demand"" ie Minu:tes-On-Demand'"'

Minutes-On-Oemand1w

Minutes-On-Demand'''' is an efficient, cost-effective, online storage method that provides effortless retrieval of past and present data:. \liJith total client controf1 you c8n upload cu:rrent n1inut.es on a day-forward basis, as weil as archive past n1inutes at your own rate. Residents can have access to hundreds, even tho·USilnds 1 of city records with just the dick of a button on their home cornputer,

\•Vith our easy-to-use \Veb application, documents are uploaded, indexed, and automatically organized into a sophisticated page mirroring your own local government Vlfebsite. PDF versions of yo-ur minutes are easily searched using any keyv.'ord or phrase,. with the content's original format (all text/i:mages) remaining int.act. Your residents will bi: ab!e to see current rneeting inforn1ation, along with searchi11g details of the past, without ever knowing they've ieft the page,

o No halfdware orr software to pun:::hase o Powerfuf "key word" search o Same look and feet as you• \h/ebsibe o No· exper:-Isive IT staff o Records are ffVa:ilable for the publi-c within minutes •:'.) Passv~ord prote·cted ewPackets {optional) o User-friendly administtatio·n console~·Easy as 1 ••. 2 .. ,.3 o Saves staff time from retrieving fnformatfon for constitu.ent

request

o ''!t is no tonger .an issue searching over past minutes for a FOlA request,"

o "Residents fove hoi•1 easy it is, " o "Posting our Agenda Packets. has reduced our interna:I printing

cost .. ~ o "The M'OD pag·e has made posting rninutes and a.gendas so easy.'' o "Very cost-effe.ctive solut"ian."

Coinvett to PDF

SIMPLE PROCESS •.•

Up!Q-adFile

OCR

Pub~shed a.ml S•·ard1able i1' Secoo<i> !

\Board\Regu!ar Meeting Minutes 2013 2012 2011 2010 2009 2008 2007

Township Board, the Planning Commission, and the Zonlng· Board of Appeals. Not only will you be able to look al the current meeting infonnation b;.;

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The minutes for the Township Board meetings are available at the link below.

Click on !he link to go directly to "minutes on demand".

http:/ /lyndontwpmi. minutesondemand .com/

Welcome to Minutes-On-Demand'M

!n an attempt to better serve the residents of Lyndon Township, we have created a searching toot that will allow you to view AGENDAS and MINUTES of ti1e Township Board, the Planning Commission, the Election Commission, and the Zoning Board of AppBals_ Not only wm you be able to look at the current meeting inforrnaUon but you will be able to search past meetings for specific meeting detail rv1eeting Minutes wi!I be posted once they are approved by the Board

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e Board Regular Minutes July 09, 2013 a Board Regular Minutes June 11, 2013 a Board Regular Minutes May 14, 2013 a Board Regular Minutes April 09, 2013 a Board Regular Mmutes Marcli 12, 2013 a Board Regular Minutes February 12, 2013 a Board Regular Minutes January 08, 2013

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"B0tk tn Mon Government Page

MaywPrt:iTem

Linda TerHaar 734-429-.JSV? Ext. 3003 lfrrh~iir®dt)'Ofoa!me_org

Dean Girbach 734-429"4907 Ext_ 3001 dbgU·bach©dtyofoiilne.org

Terri Sl,bo

73.J.-429-49\17 Ext. 3004 !siho@cityofuali,-,_e.org

JimRMh 73J-429-4'Nl7 Ext. 3C{l0 [email protected]

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Sp-oc:<:; Pmyecis Cornrrn.ssv;w

~venmemberslthree-year terms. The Historic Di~trict Commi<:don e~tablirlle~ and oversee~ histOJ"ic districts and fo~tern pre~ervation, with th., inl<:n! oi pr1'serving e~cli district's unique character. Meets the 4th Tuesday- 7:30 P.M.

20:!.3 Histori<' Distti:d MeJ:nbers Cynthl;;i Chrtotens>1:n, Chaii:pE"rson

Robe:rl LM.e, Viq:, Chairperson

Donald Zak

&ott lvkClellan<l

Mid1ael Brown

Lori Swick

Dean Girbach, Cc>urn:il Rep.Noting

left Fordicf:", StaffLidiwn, Recording Secretary 429-4907 ext 2601

If you'i·e mte:rested in joi."ting the Hisiozic D>stl'ict CommiS£ion E-mail List chck hete to ~ubmil your e-mail addreso

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Citr Cr:mncil Agen.da 12-16-13Part1

City Co1mcil Agenda 12-16-13 Part 2

City Council Agenda 12-2-13,,

City Council Agenda 11-13-13 P.art 2

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City CJm·--.:J ''>.f/tn<la 10-21-13"

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(_ .w1r:1kml·· ·en! Application"

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Sd.iru· U~'-'':tr D<·»;nPlan »

Ct-rnpU,:tc>!W"'WU;·dinance (PDF)"

Agenda 7"'2:7· W,,

City Mar.ter Plan "

Application for Review »

Agenda 3-23-10,,

City of Saline F.YJ_'"

2013 City Feeb-00-k"

lee· ?.iN: Open"

Sen'ia- Lne \Narr;uitws are

City of Saline

33

SALINE CITY COUNCIL ACCOUNTS PAYABLE

REVIEW AND APPROVAL LOG

Payees dated February 10, 2014 for

Saline Recreation Complex

13 Payees dated February 10, 2014 for

Grand Total for Payment

46 Payees dated February 10, 2014 for

$ 50,834.35

$ 3,797.59

$54,631.94

CITY OF SALINE

INVOICES DUE AND PAID

FOR PERIOD END FEBRUARY S, 2014

PRESENTED FOR APPROVAL FEBRUARY 10, 2014

CKNO VENDOR AMOUNT DESCRIPTION

S1077 BUSINESS CARD 2,144,77 ADMIN 1224-0123

S1079 CONSTELLATION NEWENERGY GAS 3,812.72 100 N HARRIS DEC

51080 ERIC LAU RAIN 30.00 MAILBOX DAMAGE

51081 STATE OF MICHIGAN 9S.OD FECHIK CERTIFICATION

S1082 CITY OF SALINE PAYROLL ACCOUNT JAN FRINGE

51086 SALINE DISTRICT LIBRARY WINTER TAX 14

51087 WASHTENAW COUNTY TREASURER WINTER 13 TAX DIST

9990S9 FRONTIER 96.93 TRN# 22414284

SUB TOTAL 6 PAYEES $ 6,179.42

CKNO VENDOR AMOUNT DESCRIPTION 51088 ANN ARBOR RAILROAD 2,113.63 CROSSING MAINT

S1089 ANN ARBOR WELDING SUPPLY 47.12 SUPPLIES

51090 ALLIED WASTE #241 632.97 FEB SERVICE

51091 AMERICA 1 TOWING 60.00 TOW CHARGE

S1092 ARBOR INSPECTION SERVICES, LLC 360.00 OPW SPRINKLER INSPEC

51093 ARROW UNIFORM RENTAL 137.64 CLEANING

51094 CADILLAC ASPHALT 1,500.00 N ANN ARBOR PROJ

51095 CDW-GOVERNMENT 1,977.09 DPW COMPUTERS

51D96 DIUBLE EQUIPMENT INC 593.27 TOOL CAT BROOM

51097 FASTENAL COMPANY 202.76 PLOW BOLTS

51098 GRAINGER 173.20 EAR PLUGS

51099 JUNGA'S ACE HARDWARE 76.93 BATTERIES

51100 MICHIGAN PRINTER SERVICE 349.95 LASERJET 8100 REPAIR

51101 OCCUPATIONAL HEALTH CENTERS 98.50 GAUTHIER PHYSICAL

51102 PARAGON LABORATORIES INC 480.00 CYANIDE

51103 PEERLESS MIDWEST INC 1,000.00 TEST WELLS & PUMPS

51104 PONTEM SOFTWARE 905.00 CEMET MEMB 3/14- 3/15

51105 PROCESS SOLUTIONS, INC 5,252.00 VITEC 3000

51106 QUILL CORPORATION 888.72 SUPPLIES

51107 SHARED SERVICES, LLC 52.25 !NV 2072411 AO

51108 TETRA TECH INC. 20,467.92 WWTP CONSTRUCT

S1109 TRACTOR SUPPLY CREDIT PLAN 2.36 SUPPLIES

51110 TRUCK & TRAILER SPECIALTIES 915.50 PLOW BLADES

51111 UIS SCADA 2,646.67 ROUTINE CAUBRATION

51112 G.E. WACKER, INC 1,921.45 FUEL

51113 WASHTENAW GLASS COMPANY INC 50.00 SIDE MIRROR REG LAZE 51114 WASHTENAW COUNTY TREASURER 1,750.00 2014 800 MHZ BILLING


GRAND TOTAL 33 PAYEES $ 50,834-35

RECREATION COMPLEX

INVOICES DUE AND PAID

FOR PERIOD END FEBRUARY 5, 2014

PRESENTED FOR APPROVAL FEBRUARY 10, 2014


20270 BUSINESS CARD 243.61 PARKS & REC 1224-0123

20271 CITY OF SALINE PAYROLL ACCOUNT JAN FRINGE

SUB TOTAL 1 PAYEES $ 243,61


20272 ARROW UNIFORM RENTAL 29.4 CLEANING

20273 BATTERIES PLUS #389 187.2 BATTERIES

20274 BUSCHS 27.01 RETURNED CUTLERY

20275 DOMINO'S PIZZA 67.5 PIZZA

20276 JUNGA'S ACE HARDWARE 9.59 SUPPLIES

20277 NORTHWEST POOLS INC 303.28 CHLORINE & ACID

20278 O.P. AQUATICS 926.8 FILTERS

20279 PING PROFESSIONAL SPORTS AG ENC 807.6 JAN REGISTRATIONS

20280 SALINE SPORTS SHACK INC 96.8 JAN SALES

20281 SAM'S CLUB DIRECT S38.18 RETURNED ITEMS

20282 VOSS LIGHTING 529.2 BULBS

20283 WOLVERINE SUPPLY INC 31.42 PARTS


GRAND TOTAL 13 PAYEES $ 3,797.59

Saline City Council Agenda Packet 2-10-14

Documents

city hall

special projects commission

city clerk royal

city manager campbell

city suptengineer roubal

cbills c

historic c

consent agenda items