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APPROVED MINUTES OF THE
COMMITTEE OF THE WHOLE
January 19, 2016
Conference Room #119
5:30 P.M.
 
Present: Commissioners: Mayor Pro-Tem Michael Brown, Betsy Artz, Robert Coughlin, Jerry DeMaagd, Erwin Haas, and Mayor Stephen Kepley. Absent:  Commissioner Steve Redmond.  Also present: City Engineer Tim Bradshaw, Finance Director Tom Chase, Public Works Director John Gorney, Deputy City Clerk Becky Schultz, Fire Chief Brent Looman, Assistant Finance Director Lorna Nenciarini, Deputy Administrator Mark Rambo, Parks & Recreation Director Val Romeo, Community Development Director Terry Schweitzer, Economic Development Planner Lisa Golder, Fire Department Administrative Assistant Nancy Shane, Police Chief Tom Hillen and City Attorney Jeff Sluggett. Also Stephen Blann from Rehmann and Mina Breuker and Randall Kracker representing Holland Home.
 
FINANCE DEPARTMENT:
 
  1. COST OF SERVICES FEE STUDY AND INDIRECT COST ALLOCATION PLAN.
Stephen Blann from Rehmann provided an overview of the analysis of City costs and fees for services.  The Cost Allocation Plan details costs incurred by each department and reallocates centralized costs to those departments that receive the benefit.  The Cost of Services Study compares City of Kentwood fees with comparable municipalities’ fees and also with the estimated cost of the services provided.  All data is provided in a spreadsheet format for ease of future use and updates.
 
DeMaagd recommended updating the Cost Allocation Plan annually as part of the budget process depending on the time and cost involved.  Artz requested direction on the City’s plan and time line for using the data.  Chase noted that annual changes are not substantial, and a review every three to five years is typical.  Kepley noted the City Managers have been instructed to review their departmental data and propose any needed changes in fees and procedures.
 
Motion by DeMaagd, seconded by Haas to receive and file the Cost of Services Fee Study, Indirect Cost Allocation Plan, and Schedule of Rates, Estimated Cost of Services, and Proposed Rates documents as prepared and presented by Rehmann.
 
                                                                        Motion Carried.
 

PLANNING DEPARTMENT:
 
  1. HOLLAND HOME BRETON RIDGE AND BRETON TERRACE APPLICATIONS FOR LIQUOR LICENSE.
Economic Development Planner Lisa Golder, along with Holland Home representatives Mina Breuker and Randall Kracker, provided an overview of the Nonpublic Continuing Care Retirement Center liquor license applications for Holland Home locations at 2772 Pfeiffer Woods Dr. (Breton Ridge) and 2500 Breton Woods Dr. (Breton Terrace).
 
Motion by Artz, seconded by Haas to recommend to the City Commission conditional approval for Special Land Use for an establishment serving alcoholic beverages for on-premise consumption for a Nonpublic Continuing Care Retirement Center as described in Case No. CC 3-15, 2500 Breton Woods Dr., based on the recommendation of the administrative review team and conditioned on compliance with Conditions 1 through 5 and Basis Points 1 through 7.
 
                                                                              Motion Carried.
 
Motion by Artz, seconded by Haas to recommend to the City Commission conditional approval of the site plan for Holland Home Breton Terrace, for an establishment serving alcoholic beverages for on-premise consumption for a Nonpublic Continuing Care Retirement Center as described in Case No. 3-2015, 2500 Breton Woods Dr., based on the recommendation of the administrative review team and conditioned on compliance with Conditions 1 through 3 and Basis Points 1 through 4.
 
                                                                              Motion Carried.
 
Motion by Artz, seconded by DeMaagd to recommend to the City Commission conditional approval for Special Land Use for an establishment serving alcoholic beverages for on-premise consumption for a Nonpublic Continuing Care Retirement Center as described in Case No. CC 2-15, 2772 Pfeiffer Woods Dr., based on the recommendation of the administrative review team and conditioned on compliance with Conditions 1 through 4 and Basis Points 1 through 6.
 
                                                                              Motion Carried.
 
Motion by Artz, seconded by DeMaagd to recommend to the City Commission conditional approval of the site plan for Holland Home Breton Ridge, for an establishment serving alcoholic beverages for on-premise consumption for a Nonpublic Continuing Care Retirement Center as described in Case No. 2-2015, 2772 Pfeiffer Woods Dr., based on the recommendation of the administrative review team and conditioned on compliance with Conditions 1 through 3 and Basis Points 1 through 4.
 
                                                                                    Motion Carried.
 
Motion by Artz, seconded by Haas to recommend to the City Commission  approval of a Resolution ‘above all others” granting approval for the issue of a Class C liquor license for a Continuing Care Facility located at 2772 Pfeiffer Woods Drive, SE based on the applicant’s compliance with the Statement of Operations dated January 13, 2016.
 
                                                                                    Motion Carried.
 
 
Motion by Artz, seconded by Haas to recommend to the City Commission  approval of a Resolution ‘above all others” granting approval for the issue of a Class C liquor license for a Continuing Care Facility located at 2500 Breton Woods Drive, SE based on the applicant’s compliance with the Statement of Operations dated January 13, 2016.
 
                                                                                    Motion Carried.
 
 
 
ENGINEERING DEPARTMENT:
 
  1. RECOMMEND A CONTRACT AMENDMENT WITH MOORE AND BRUGGINK ENGINEERING FOR WATER MAIN DESIGN AND CONSTRUCTION SERVICES FOR 52ND ST. BETWEEN DIVISION AVE. AND KELLOGG WOODS DR.
City Engineer Tim Bradshaw presented the benefit of replacing the watermain during 52nd Street reconstruction to minimize disruption to businesses and provide costs savings.
 
Motion by DeMaagd, seconded by Haas, to recommend to the City Commission to authorize the Mayor to execute a contract amendment with Moore and Bruggink Engineering for design and construction engineering services for the watermain associated with the reconstruction of 52nd Street from Division Avenue to Kellogg Woods Drive, in an amount not-to-exceed $16,500 including a 10% contingency, with funds from the FY2015-16 Water Fund budget.
 
                                                                        Motion Carried.
 
 
  1. RECOMMEND A CONTRACT AMENDMENT WITH PREIN & NEWHOF, INC. FOR DESIGN AND CONSTRUCTION ENGINEERING SERVICES FOR THE REHABILITATION OF 44TH ST. FROM BROADMOOR AVE. TO PATTERSON AVE.
City Engineer Tim Bradshaw explained the change from the planned “mill and fill” road construction to full-depth concrete road construction, along with the additions of irrigation in the medians and a turning lane.
 
Motion by DeMaagd, seconded by Artz, to recommend to the City Commission to authorize the Mayor to amend a contract with Prein & Newhof, Inc. for design and construction engineering services for the rehabilitation of 44th Street from Broadmoor to Patterson Avenue, for a not-to-exceed increase of $64,400 with funds from the FY2015-16 and FY2016-17 Major Street Fund budgets.
 
                                                                        Motion Carried.
 
 
POLICE AND FIRE DEPARTMENTS:
 
  1. MONTHLY REPORTS.
Police Chief Hillen reviewed the monthly activity report for December 2015.
 
Fire Chief Looman reviewed the monthly activity report for December 2015.
 
Motion by Artz, seconded by DeMaagd, to receive and file the Police Department Monthly Activity Report and the Fire Department Monthly Activity Report for December 2015.
           
                                                                        Motion Carried.
 
 
PLANNING DEPARTMENT:
 
  1. RECOMMENDATION FOR COMMUNITY DEVELOPMENT BLOCK GRANT PROJECTS FOR FY2016-17.
Economic Development Planner Lisa Golder presented an overview, confirming the Softball Lighting project will not be completed, bringing the available funding to $170,450.00.  Discussion on necessity of proposed sidewalks for Madison Avenue, due to Major Street designation requirements.  Haas requested research into additional paved trails.  Kepley noted cost is beyond CDBG scope, but DNR funding is available which the City may pursue.
 
Motion by Coughlin, seconded by Artz, to recommend the City Commission allocate the FY2016-17 CDBG funds to undertake the Madison Avenue Sidewalk project, Stauffer-Embro Sidewalk project, Old Farm Tennis and Basketball Court Resurfacing project, and Kellogg Woods Picnic Shelter project as recommended for a total projected cost of $205,000, with funds from the FY2016-17 CDB Grant, potentially supplemented by the FY2016-17 Parks and Recreation fund budget.
 
                                                                        Motion Carried.
 

PUBLIC COMMENT:
 
Parks & Recreation Director Val Romeo reported the gymnasium floor is 90% completed, with expected use on Saturday.
 
Finance Director Tom Chase noted the distribution of the FY2016-17 budget timetable.
 
The meeting was adjourned at 6:57 P.M.
 
 
 
 
Becky Schultz                                                             Michael Brown
Deputy City Clerk                                                      Mayor Pro-Tem