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Council Update - July 25

7/28/2016

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Summer is certainly gathering momentum not only in warm days at the beach rushing by, but also in the number of projects being scheduled now that the 2016-2017 Budget has been activated. Most of the road projects, milling with an asphalt overlay, are scheduled for mid to late August. City Hall’s parking lot is scheduled for replacement July 26 and the 27, weather dependent of course.
 
A number of capital equipment has been ordered and received, the largest being the new vacuum/sweeper truck which was delivered last week. This item alone has an interesting story that needs to be told. When I visited the DPW garage to view the new vacuum/sweeper truck, representatives from Fredrickson Supply came up to me to say thank you to the city and to also share an observation. The observation they shared was this: In all their travels around the state, they rarely, rarely see a DPW garage as clean and as organized as the City of Coopersville’s. They said the trucks and loaders are clean, the workshop is spotless, the floor is free from dirt, and more of the same. They continued commenting on how much the crew cares and takes ownership of the city and that can be seen in the physical condition of the DPW site and the city at large.
 
I’m sharing this with you as another example on the caliber of our employees. It has taken time to assemble this group, but we have a special team of individuals that bring more than just skill sets and talent; they bring commitment and they bring a personal desire to do the best they can because they care. I felt very proud of these men especially when visitors from outside of the city, and without prompting, share their thoughts. Nicely done gentlemen!
 
Monday night, we have the usual bills that need to be paid. We also have a recommendation from the Planning Commission regarding the city’s Master Plan. We’ll also start discussions on goal setting as mentioned by the Mayor at the July 11 council meeting. We might even have a special visitation by a certain red and white vac/sweeper truck Monday night. Continue to enjoy these precious days of summer and wherever your travels take you, be safe out there.


Wastewater Treatment Plant 

The spare blower motor has arrived, finally. I believe it came from Brazil. We will have this motor tested and “tuned in” before we install. Our goal is to have four functional motors be available for the three blowers. Aeration is a critical and extremely important function in processing wastewater. Our goal is to provide reliable redundancy in the aeration treatment side of the WWTP and to accomplish this goal sooner than later. I will keep you updated on progress made.
 
 
Water Project Phase I

I stated in the last memo that we would have something for council in terms of information on bonding for the July 25th council meeting. I’m sorry, but I have to push that out again another two weeks as other more pressing issues moved up the priority list. As always I urge everyone on council to contact me if have questions or would like to provide comments regarding this project.
 
 
Ottawa County Technology Collaborative

Jonathan Seyferth and Anisa Williams have recently started attending a group that meets to discuss ways of collaborating for cost savings on technology and IT services such as hardware purchases, phone systems, off site data storage   and other numerous and similar items. The group consists of a few local governments such as Grand Haven, Zeeland, Holland Township, Ottawa County, and the Ottawa County Central Dispatch and others. Coopersville is now a part of this group and our goal is to find ways to reduce technology costs and partner with others when appropriate and feasible.
 
 
National Pollutant Discharge Elimination System (NPDES)

Significant progress has been made for our new NPDES permit from the MDEQ. As has been stated recently, the city is requesting a new permit that will allow us a couple of options to upgrade the existing WWTP. The latest draft was sent us yesterday. We need to respond before August 3 with any comments or proposed changes. For the record, I want to compliment the MDEQ for their timeliness and cooperative spirit in assisting the City of Coopersville in this latest phase of upgrading the WWTP. As always, I will keep you informed of future progress.
 
 
 
Strategic Planning – A Reminder
For the last few months, the below text was included in your packets. These words still remain as a reminder of future tasks we as a group will ultimately embrace. Some areas you may want to begin thinking about, but certainly not limited to, are:
 
a.Economic development
b.Future recreation facilities
c.Utilization of Deer Creek watershed that runs through the city
d.Future of utility expansion
e.Issues of aesthetics for new construction, parks, and gateways into the city
f.Regional planning
g.Long-term vision for sidewalk maintenance and new construction
h.Bike trails
i.Road Maintenance and Reconstruction Policy
j.Public safety
 
The arrival of our Assistant City Manager Jonathan Seyferth has allowed more attention and time to revise the City’s Master Plan (Comprehensive Plan). I would like to begin exercises in strategic planning from the City Council as to how we want to control the city’s future. Yes, the Planning Commission does extensive work and drafts the Master Plan, and will perform professionally in that task. But the City Council must take action on the approval/disapproval of that plan. According to the ICMA (International City/County Management Association) and Gerald L. Gordon PHD, strategic planning is:
 
“…a means of understanding change, forecasting change, and setting a course of action to manage the expected implications of change. Even in the most negative situations in the life of a community, strategic planning is a positive means of moving forward.”
 
City Council must begin a conversation of where you want the community to grow and what our future will look like in the next five, ten, and twenty-five years.  More information will come in the next few months.

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Council Update  - April 25

4/22/2016

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This memo will be relatively short as time is limited due to a very busy week to this point. Work has continued on the budget, more specifically on defining more of the details and examining the merits of those expenditures. Much of the staff has participating in helping shape and define the projects that encompass the budget and the results has been clarity and consensus on what REALLY needs to be done.
 
Again, we will have a Budget Workshop prior to the council meeting but this workshop will start at 5:30 PM. Our discussion will focus on Information Technology (IT) and its larger impact on the operation and management of the city. You should have been sent a PowerPoint by Anisa Williams that reviews where the city is and where it needs to be in terms of a secure and functional IT program for years to come. Although the PowerPoint is intentionally done in a format that is fun and informative, it defines a few critical elements of Monday night’s discussion.
 
 We will provide DRAFT C Monday night at the budget workshop which reduces the deficit to slightly over $161,000 from the original DRAFT A of over $500,000 in the red. We have a fund balance to support it but our job as policy makers and budget engineers is to make decisions on the needs of today in context of the financial future of the city. There will also be a Public Hearing on the 2016-2017 Budget.
 
As always, I wish all of you an enjoyable and safe weekend. Have some fun and don’t forget to contact me if you have any questions regarding this memo and the enclosed agenda.


2016-2017 Budget
Monday night at 5:30 pm we have a budget workshop. We are starting thirty-minutes early as the subject matter is information technology. This subject is a bit in depth as we are proposing a number of significant changes to accommodate the city’s ever increasing reliance on technology. 
 
 
Water Project Phase I
Staff met with Prein&Newhof this week to review the design perimeters of the 60th Avenue Booster Station upgrade. The timeline on when the engineering will be completed is forthcoming. I suggested a rather aggressive timeline for the reconstruction of the booster station that may or may not be practical. As always I will keep you updated on the progress of this project.
 
 
WWTP Project Phase II
Grand Rapids has provided the city with more details on their proposal to take Fairlife waste from Coopersville. Jonathan Seyferth and I have just started studying what those numbers mean and whether their option is viable under the time restraints that are ever looming. As always, I will keep Council and the Utility Advisory Committee (UAC) updated as more information becomes available.
 
 
Ottawa County Central Dispatch (911)
Central Dispatch is celebrating their 25th Anniversary this year. Saturday May 21, 2016 from 11:00 AM to 2:00 PM there is an open house at Central Dispatch, 12101 Stanton Street, West Olive (Fillmore Campus). As this date becomes closer we will provide updated information as received.
 
 
Strategic Planning
Two weeks ago the below text was included. These words still remain as a reminder of future tasks we as a group will ultimately embrace. Some areas you may what to begin thinking about, but certainly not limited to, are:

  • Economic development
  • Future recreation facilities
  • Utilization of Deer Creek watershed that runs through the city
  • Future of utility expansion
  • Issues of aesthetics for new construction, parks, and gateways into the city
  • Regional planning
  • Long-term vision for sidewalk maintenance and new construction
  • Bike trails
  • Road Maintenance and Reconstruction Policy
  • Public safety
 
The arrival of our Assistant City Manager Jonathan Seyferth has allowed more attention and time to revise the City’s Master Plan (Comprehensive Plan). I would like to begin exercises in strategic planning from the City Council as to how we want to control the city’s future. Yes, the Planning Commission does extensive work and drafts the Master Plan, and will perform professionally in that task. But the City Council must take action on the approval/disapproval of that plan. According to the ICMA (International City/County Management Association) and Gerald L. Gordon PHD, strategic planning is:
 
“…a means of understanding change, forecasting change, and setting a course of action to manage the expected implications of change. Even in the most negative situations in the life of a community, strategic planning is a positive means of moving forward.”
 
City Council must begin a conversation of where you want the community to grow and what our future will look like in the next five, ten, and twenty-five years. More information will come to you in the next few months.
 

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City Council & DDA Updates, February 9

2/10/2015

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Now that the Super Bowl and the NFL season is over, basketball will begin to rule (unless of course the ice and the puck is your game). Personally, March Madness marks the faint hope of Spring’s arrival, plus college hoops are always a blast of entertainment. 


Phase I Water Project – Second River Crossing

There may be some good news on the funding portion of this project, however I don’t have all the details as of yet. What I do know: if we can tap into this new source of funding, the city’s financial obligation will be significantly reduced. It will not go away but it will be reduced.   

Dedicated Sewer Main Project

As was stated in the last council packet, work continues along 64th Avenue on the dedicated sewer main and COW water main. As of now, the project is proceeding according to the timeline. There is a change however in the bidding process for the lift-station: it has changed to the end of next week. Nothing serious, there are just a few delays in a couple of sub-designs, such as the electrical design. As always, contact me if you have any questions concerning this issue or any other issue of interest.

The remaining easement to place the dedicated sewer main on the south side of the I-96 on Ottawa County Landfill property is wrapping up this week, I hope. This easement is complicated and I will review some of what is being discussed Monday night under City Manager comments.

Celebrate Coopersville

Just a friendly reminder to block out March 26 for Celebrate Coopersville at West Michigan Plumbers, Fitters, Service Trades Union Hall beginning at 6:00 P.M. For those that have not attended in the past, this evening of celebration honors volunteers and raises funds for the NorthEast Ottawa (NEO) Forum, which provides counseling services, education, support and resources to youth and their families in order to reduce substance abuse, violence, juvenile delinquency, and other risky behaviors. The NEO Forum is a great collaboration between the School, Sheriff Department, and City. Click here for details, to purchase tickets, or sponsor a table.

Technology Site Assessment

The use of technology for the City of Coopersville has dramatically increased over the years. So too has our reliance on technology to provide more service to our customers to performing routine maintenance to infrastructure. Because of this, the staff has sought out quotes and proposals to assess what we currently have in terms of technology and how it’s designed and integrated. Part of this proposal is provide recommendations on how best to expand in a manner that is both economical and in a manner that provides the best use of technology for what we do here at the city. I will briefly discuss this Monday night as we will have more detailed discussions during the budget process for 2015-2016.  


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