good evening we are here for the very last meeting of twenty seventeen for a public meeting for the city council for the city of holland thank you for being here tonight or for watching wherever you are we will start with the roll call clerk please bird we have started with for many decades the prayer which will be led by our colleague council member brian birch and after that we'll have the pledge of allegiance which will be led by nate pryce who is part of boy scout troop one forty seven from the first presbyterian church so if you are able if you'd like to stand with us he's by your head with me god of love father of all as darkness grows across the earth we anticipate the bright dawn of your word made flesh in this season of prayer and song and laughter we praise your great wonders a shining star an angel song an infant's cry and a lowly manger we behold your glory and will soon be bathed in your radiance be with us as we sing the ironies of your light make us faithful to your word that we may bring you your life to the waiting world help us to rise bigger than we are today amen after the clerk reads all the items you may request to have that one removed and then that i don't know what we heard in its order clear could you please read the consent items item for b to approve the minutes of the november eighteen study session december second regular meeting and december third two thousand and fifteen special meeting item for c to accept in file executed oath of office from various boards and commissions item twelve a one to authorize the mayor and deputy clerk to sign a contract with elite pipeline services for say in a terry sewer cleaning c c t v inspection in a total project budget of four hundred eight one hundred fifty two thousand four hundred forty dollars twelve eighty three to authorize the mayor in deputy city clerk to sign a contract with night watching in the total amount of fifty four thousand one hundred forty for the replacement of security access and video surveillance systems used throughout the major facilities for the hauen board of public works pending city attorney approval twelve a fourth to approve the acceptance of grant eastman's as prepared by the city attorney for pipeline right away grant twelve a five to authorize the mayor and deputy city clerk to sign a facility encroachment agreement with c s x for overhead one thirty eight k v interconnect land crossings pending approval less to form by the city attorney twelve c one to accept the donation of property owned by lake shore heir located north of west michigan airport and only link in the avenue of a partnership owned by trying way in as a f of highland and to authorize the mayor clerk to sign the agreement perked up for the donation a real estate and quit claim deed contingent upon approval of the documents an environmental report by the city attorney twelve the want to refer a claim filed against the city to the city's insurance carrier and city attorney for consideration twelve d two to adopt a resolution authorizing the deputy city clerk to meet various personnel to take official minutes of the city council meetings for the city planning commission meeting and zoning housing and construction work of appeal meetings board of review meetings and other meetings of other commissions listed in chapter two of the highland city code item twelve easy one point one to postpone action until the january sixth two thousand and sixteen city council regular meeting to authorize the deputy city clerk to notify adjacent property owners for the recommendation of posting stopping standing or parking sign on the west side of an rocky avenue between thirty and thirty first street and also to post a no stop even standing or parking sign on the east side of an rob t avenue thirty a street south for a distance of sixty five feet twelve even one point two to adopt a resolution in support of project applications to be submitted in response to the coffer project by the makah tower area coordinating council for fiscal year two and ninety two cents related to snow melt improvements for the street reconstruction project approve the final budget for the project and to authorize the hound board of public works to modify their construct construction contract with accordingly twelve efore point one to approve a bill paying up painting and finishing bid to repair and paint interior areas the city hall at a cost of fourteen thousand eight hundred seventy seven dollars to be paid from the municipal capital improvement fund twelve efore point to to declare surplus various vehicles and equipment and authorized staff to dispose of all i know is in a manner that is most advantageous for the city four point three two accepted nov two thousand and fifteen monthly financial report as presented four point four two adopt a resolution approving the two thousand and sixteen schedule fee and charges twelve efore point fagged to accept the independent audit as presented earlier by r fiscal year two thousand and fourteen fifteen two thousand and fifteen item four point six two approve the commercial credit card agreement with fifth third bank and authorize of signatures and documents is needed twelve eve four point eight to approve the budget expenditure adjustment of two hundred thirteen thousand for the home energy fund in fiscal year two thousand and sixteen from the revenue set aside of the city council approval of the hallin energy fund on october seventh two thousand and fifteen item twelve east six point three to approve the temporary city building closures on thursday december seventeenth from eleven forty five to one fifteen p m during the time of that staff for the holidays for the staff holiday party as long as one person from every building remained on call for urgent matters and that this information is prominently posted and i had him twelve east six point four t adopt a resolution recognizing honoring and expressing appreciation to former council member mayor pro tem and mayor robert bobb bay intimacy for his notable accomplishments and outstanding leadership provided to the city of harlan during his twenty four years thank you hannah so we have read all those consent i don't use and we go vote on them collectively with one motion one vote but maybe you came here tonight and wanted to talk about one of those things and if that's the case we would like to do that in the order that it's in the agenda if that's your wish please come to the front and tell us which thing you would like us to take off the consent agenda everybody seems happy with that council do any of you have something you'd like to take off the consent agenda had a mayor members of the city council tonight we have the convergence of two major policy streams you know matter that has not yet happened before the first major policy stream is the community energy plan which the  council was part of its creation in two thousand and eleven two thousand and twelve in the task forces and that led to the interest in the georgetown university energy prize competition since it was so well aligned there so many synergies with many efforts are already underway and other possibility of winning five million dollars and now competing fifty other states in the nation has been of interest of yours for the last two years the the final push is the next twelve months and that's what this agenda item is about so those two policies are merging tonight with a new initiative new in the last six months and that's the creation of the holland energy fund earlier on the agenda and they consented genda you approved a budget for the first ever holland energy fund you created it on october seventh and this georgetown university energy prize where you're going to hear about now will be the first opportunity to use those dollars in a way that creates the meaning associated with creation of the fund so first i want to this is just a review of the budget there's revenues of two hundred thirty three thousand total for the an energy fund you have it just approved expenditures of two hundred thirteen thousand and subject to this step tonight which is a public hearing on every plan that comes before you and this is the first plan the hon energy fund board has already met on this and we'll be recommending these to you  on a case by case basis and you have a study session on this last week as well so this is a combination of that policy review the there are three main portions energy fund associated with georgetown price shown here on the screen one is the amount associated with marketing that's forty thousand dollars another so she added with services essentially to get the partnership with the green home interest that's recommended whereby they will actually have competition within the community that will be fun and certainly get the word out and also result in some tangible benefits so people can save energy dollars and lastly are the incentives and i think you're familiar with that how we've gotten ass out into the community in a variety of ways the remaining programs pertain to on bill financing which is not the subject of tonight's public airing that will be a subject of a public hearing on january twentieth so the details budget is in your packet and it outlines more about the marketing the direct services and goods and the incentives and i'd be happy to answer questions on that in a minute i will say that this budget is very similar to what was originally improved which is also in your power year ago for the overall georgetown plan that was a one point one million  dollars and so what's the difference this is one hundred twenty thousand dollars for the differences many of the activities have already occurred there in a variety of other media manner manner of ways for example the board of public works has more than seventy five percent those other initiatives have already occurred with out the holland energy fund this is what is needed with the holland energy fund i think i will just pause by saying we have some news today associated with this competition after the second quarter standings were posted we are very happy to say that out of fifty communities competing we holland has succeeded in becoming number four and we're certainly well within shooting distance of being the winner and this is certainly all going to help us with the action that you are poised to take tonight with that i will just say i think it will be time to open the public hearing there may be individuals in the audience who might want to speak to this and sell yours is the energy services manager for both public works and is the leader of our task force so in some ways she could have done a better job of this reason taishan so if i left out i think please please add thank you great so anyone would like to add to this you're welcome to come forward give us your name and address and you may tell us what ever you like about this great initiative  that would be that we close that public hearing for the fiscal year ending june thirtieth twenty sixteen that makes sense from the sustainability of liaison from the beginning there you go some support from mike thank you moshing from fourth to first here we go we have an awesome so we have a discussion about some property map would you like to talk to us about that yes that the property is indeed owned by the city it is the site of the former police department's shooting range and your nov eighteenth meeting you satisfy the requirements of the public hearing to declare the handle all the transactions for the public works energy park acquisitions and we've been able to go to him and negotiate a slightly reduced rate of six percent for commission or is normal seven percent so we think that's wonderful we do know that there are several parties that are interested in this parcel the potential for contamination is there and we believe there is some remnants of the shooting range that will be fully disclosed to all potential buyers our attorney is well aware that he's got some language that we need to include and we'll make sure that anybody that reaches the property will be aware of it as you can see with the property immediately adjacent to the east to the city  property there are some advantages to both the city and the fop selling their properties at the same time we've contacted them sense your most recent study session they're still interested in listing these together  there were some challenges as well as any kind of property exchange or purpose or purchase excuse me so we felt that the joint sale is the best way to move forward maximise both parties potential pressure robert thank you comment it's an opportunity for you to come and address the council hard to make any appropriate comments you would like all you have to do is step forward to the podium give us your name and address and you have five minutes to address the council is anyone in the audience wanting to do that tonight  have a wonderful respectful crowd with no comments thank you down to gives the city man managers office is pleased to report the following gives harlan youth connections program received a donation from the stir stricken family fund of the community found through the community foundation of the hounds elan area in the amount of two thousand dollars parks and recreation for the graphic nature center received his various donations from a melinda high bird spring and brian white patricia  haas inc arthur and priscilla of us to pat kennett in cmdr brown in the losers family foundation and this is to go towards the end improvement in bridge donations and also for the parks and recreation the digraph nature center for exhibits anonymous from the recreation office anonymous donations in the total amount of thirty five dollars it is recommended that these donations be accepted with appreciation and an expression of gratitude be forwarded to said donors thank those in favor say aye opposed same side that passes and i inadvertently meant missed four point seven the approval of the installment purchase contract for energy upgrades resolution that yours ryan thank you madam mayor yes this is actually related to the next item which is item six point two so i'll make some a little bit about part of the community energy plan was to have a commercial institutional task force one of the seven and that was intended to encourage deep energy retrofits in commercial institutional properties that is under way with a pilot program that's being administered by and sell years and  the citizen task force leader and you seen that in various ways so this evolved through starting with the community plan but also furthered by gaar forth in his suggestions that we look at the energy service company approach and i want to go over that in more detail next but that approach has led us to conclude that a three point seven million dollars deep energy retrofit with a payback of ten point nine years is an order the finance director spoken upstairs about the ability to use seven hundred thousand dollars of accrued funds and you heard from the auditor that the city is in good financial position in fact at the end of this year there is a two hundred eighty five thousand of extra funds available at the end of the school year so it's essentially those monies that some of the fund balances recommended to be used for seven hundred thousand that total the remainder is three million that three million was put out to bid a proposals were received chemical bank is low bit two point one nine percent which exceeded expectations that renounce two hundred thirty five thousand dollars annual payment per year motion there is a resolution that is a meeting approval yes so that would be moved by a white diligence and how we use that money and that it's not wasted so we get the biggest pain for a buck as far as energy savings which we all work so i think we as a council have an obligation to keep it clear to how close these expenditures are used and do our due diligence whether yes thank you brian did you have something i just wanted to financial side but also with the projects i know i think that's kind of what six point two will get out here in a few minutes as far as the direction we've kind of done that diligence their staff has done that diligence to to target these projects and deploy this capital this way and i go a little bit of what councilman lynn said you know we've had this season of borrowing if you will and financial maneuvers and there's been quite frankly least two significant ones prior to this with the power plant and most recently with  the bond issuance for some pension that those are unprecedented borrowing environments that we've we've kind of come through truth be told we were able to take advantage of those rate environments because of some of the the conservative approaches to finance that came from our predecessors and they set us up quite well you know we have very very high phenomenal and i think the cool part is we don't ever take that lightly and this is it's coming together be quite a package and right in the team should be celebrated for years literally years of due diligence on this so i'm looking forward saying yeah anyone else well becoming a world class and edgy efficient city is not cheap or easy it's involved a lot of people's effort strong effort to be heated over many well five years of really here earlier had been a dream of his for the last ten and it is exciting to see it come together and we really tried to follow the principles that we have set up as a city that we we want to be economically competitive we want to have provide reliable and affordable energy and we want to protect the environment and that is done in different ways today than it was done before and so it's important for us to be attentive to that it doesn't happen naturally we don't drift to greatness and so it's an exciting day to see things like this come to fruition and be put with pen to the contract so to speak and i could you call the roll please peters yes birch yes  o i introduced it more or less so the idea before you is to approve a contract with schneider electric for energy performance contract the background as i mentioned involved your car fourth who introduced us to schneider electric and the asco process the community energy plan and all the activities that we have undertaken and in this particular case eleven public assets are suggested for these deep energy retrofits so why energy performance contracting it's a design build process it's a turnkey process it involves everything entire package the engineering the construction the oversight of the construction the warranty of the construction the operations and training associated with the construction and guarantee of energy saving so with that i need to say that this  slide that one hundred ninety four thousand dollars per year averaged over fifteen years is correct in your packet in my write up i had thought it was over ten years so that is a change i want to let you know about since friday when i got clarification on that anyway it involves deferred capital replacement we have one point two million total up to for a capital in two but buildings we spoke earlier about another asset that suffered from that  two facilities are swimming pool and the dire need for all the mechanical systems to be replaced there's also a qualitatively new chlorine system that's in there for sanitation purposes that will be installed that is both cheaper to operate and i think also more successful and safer for all concerned the windows and city hall have its of the thing i heard about my first week here and there is a five degree drop at least between center offices and exterior offices and that's because there are windows that need to a little extra technology let's put it that way so that's seven hundred thousand of the total and then there is being proactive on some of the other buildings the parks building what boiler does not have that much longer to go and we certainly have a lot of park lights that if we go early d they're going to be here for much longer than the payback period so  n the councils target was a ten year payback we made some conservative estimates partly due to the third party objective review or an escalation of costs utility costs over time and that landed that we were at like nine point something and it's actually ten point nine years now given that more conservative best estimate and that's a change that you should know about so the council strategy is economic development the goals of the community plan and the retrofits and that just states what i already said they started with an initiative goals of the deep energy retrofits having an open system an open platform right now we're tied into one vendor that will not be the case any vendor will be able to operate the system although we'll have two years where snyder electric will be the operator and that comes with the guarantee that can be continued on it and a yearly basis afterwards for a small fee should we like it the dashboard the monitoring is also part of that that way we can establish the performance have less surprises and over time i've learned that this also as i mentioned gets rid of a different maintenance or some other assets it's proactive in terms of our capital maintenance so things don't you know will have things running before they break and break great employee comfort and also it's a form of taking leadership which i think is  encouraged by the way that the community plan was adopted so this is a very simple slide that shows there's a there's a cost now to energy and operation maintenance that cost goes down that leaves room for the debt service which you just approved as well as some long term savings initially most of those savings will go towards the debt service but over the long haul as the slide on the right shows that savings so this  slide that was done by david berg the third party objective reviewer from senate contests energy solutions who's done hundreds of these projects reviews and i just want to point out some of his key  elements that he wants everyone to know about is this is a great way to replace a gene quitman it decreases equipment repairs over time and it optimizes equipment performance ninety five percent of projects including major energy are typical so the guaranteed energy savings approach also known as energy performance contracting produces a lower risk less maintenance and so mike and i make development as well as comprehensiveness faster and overall best lifecycle value and these are graphs that show the conventional approach and how there's value to gratian over time greater to gratian than the side shows where there's the predicted savings  achieved and in some cases exceeded from what's predicted and that's based on statistics this is the cumulative energy savings versus performance contracting over conventional and you can see the difference so spec so i want to be clear that's that's the way we have done things that's the way that many other that's just traditional and historical there's multiple contacts contracts  and as you saw on the sides energy savings usually are not are not met at least not with consistency so they're the second book point there i think is interesting with a bit inspect there's no direct incentive  e the compensation in other words there will be checks written to the city if the system doesn't perform so there's an alliance between the city's goals reducing energy and the provider's  of making sure that they don't have to make good on their on their guarantee so this is the time line this all began in may of two thousand and fourteen many reviews as shown there and tonight is the final report the there in between time there been many other steps shown here several council reviews energy team reviews third party interviews additional follow up questions and today we have the technical team organized which is the actual people on the in the buildings that will know the most about the systems reviewing all of the details and meeting the project manager and making sure that we have a good fit so in short there's eleven facilities one third of the costs associated with catch up infrastructure the so called deferred maintenance half deals with being providing smart buildings energy smart buildings and lighting and at about thirteen percent deals with being proactive total of three point seven million these are more the project by the numbers the overall internal rate of return is three point eight percent i'll defer to bankers and others  for maintenance declines over time from a carbon reduction standpoint it's like planning five hundred forty trees a month for twenty years so we did our due diligence with recommendations as i bids with the right to go to different better if for some reason we thought there was a good reason to do so or or delete the from the scope entirely and that is a protection that we have to make sure that we get satisfaction for all the efforts guarantees two years after that one thousand two hundred forty year will continue the guarantee for up to ten years and also continues or services associated with monitoring and performance i won't recommend that yet don't know but we do have it on the record excuse me of clarification it's ninety to forty and then the year after will be a c p i just so it's that's the base and then the slight adjustments per year according to c p i so this is cheaper than hiring philly manager but i think we'll get some of the same banks for the buck the city never has had one we've often talked about it as you know in the last five years it was one of the last things we wanted to bring to you but this is another way of dealing with with our systems on a more rational conference a basis so that concludes my remarks i know that time miller which night or electric is probably five times on this project so when you're done with your questions you were asked to consider approval of energy performance contract for eleven as well billings as sort of perks for three point seven yes that's correct it's all the most of the buildings will be tied to one system now that is a smart system so it really will make the intelligence of all the most of the city buildings smarter so it is more than just each p c type type improvement retrofits all of the city parks building your lights will be lengthy and all the buildings are getting deep retrofits with good energy savings it's comprehensive it's not just one it's not one one measure and that you get it all done at once is kind of a nice thing about this this process but yes year yet it's just over one year i think about thirteen months probably from from day a contract to getting everything done thank you can you address the pool and what your thoughts are that sure yeah one major aspect of this is is the pool and it's in disrepair it's in bad shape and so we've got a priority to focus on it first so it's open by by june so we focusing on that and he's on a mechanical right alluded to the water purification and other improvements that need to be do there so that'll be first point of priority to make sure we get that done by june and then boilers and that type of thing will happen over the summer when you don't need the building so yeah that'll be the the process mike i think this is a wise thing to do and i know the creativeness of snyder tie yourself and mark and the crew is going to make up that year that we lost the going down of the ten ten year our ally that we had asked for that should be goal number two after the energy my only and i voiced this concern to you at the study session is that if i had my druthers i'd like to see a little bit more protection  for software upgrades and obviously the hardware is live is entirely different deal but i don't know that we have enough protection here for software upgrades that we would not be exposed to price wise or money wise  is it too late to look into that or is that to negotiate the warranties as you're going into to make sure that we don't have a maintenance fee on top of everything going on yeah good point so as long as doesn't get upgraded much maybe every five six years it's not a huge cost when it is to the hardware as you probably know is the majority of the cost their technology changes i mean look at believe the lights over just the last basically overnight dropped  half in price and the color renditions and everything else are much better than they were even five years ago so technology especially in this area is ever evolving we want to be on the forefront of it but we don't want to pay for about that you know we had a third party investigate and we ryan's never seen a detail he didn't like so we really appreciate that due diligence because that's a lot of money and we really value that brand for our city as a whole and if we do we need to walk the talk and have it in in our buildings and in our infrastructure and inspire other people to do the same and it was exciting to me to hear what peter board i've said in the previous meeting about why people participated in the energy retrofit program and they would say that we wanted we thought this was best for our city and that type of perspective is so inspiring to ask not what your city can do for you but what you can do for your city and i hope that as we lead the way throughout with our buildings other people will say you know that might be a good idea for madam mayor de boer yes motion thank you and communications from the city manager reappointed to the building authority for a five year term that will finish january thirty one twenty twenty s you know that you please ok thank you you also we've been having a lot of fun the last couple days with the police department i don't know if you have seen anything about it but police department department of public safety was given donations in order to spread goodwill so they thought about it in we talked about it and figured out some ways to spread goodwill and yesterday we were at three of the quality carwash gas station locations and just went up to suspecting people and offered to pay twenty dollars for their gas and that was surprising to them first of all they saw police and wondered if something was going on if they needed to hit the dirt or drive away or whatever other people slunk down in their seat or whatever you know all kinds of reactions but overall they started with shaq and it went off and it was it was very cool to watch and one lady said that her six month old baby needs to have brain surgery before christmas and this twenty dollars really helped her a couple people had just lost their job and they really felt encouraged to be given this little donation for their gas there was another guy that was just kind of watching what we were doing and after a while he came up to an officer and gave him a gift card and said please give this out to somebody else it was a wonderful exercise in watching the good multiply good and i do think it's a hard time now to be a police officer with the kind of things the reactions that they get from people all across the nation and i really think it's an important time for all of us to appreciate what they do for us every day and as i watched them it was very exciting to see them getting positive feedback from the public in this way today we were at myer's with a couple families from jefferson school and another couple from the holland high school and they helped them shop with a cap and pick out presents for their family members and that was such a sweet x x or sized as well with their little junior badge on their on their coats and smiling from ear to ear and so excited for christmas and  to be able to pick out things for their family and to watch their parents in reaction and then the bigger view from that was watching the people that were just in the store and as they go by in their current they would just kind of slow and stop and stare and smile and and then another person gave an officer a gift card to please give this as a way as well and we had police officers that were adding to the kids what they could pay at the end the photographer tried to help pay for things for the kids and the whole the whole exercise was great and we're doing  another thing tomorrow that we're not going to publicize but it will be it will be fun to a way for the police to spread spread goodwill in the community it's and saw something we also had i report from our  auditors at the last meeting we had upstairs and it was on the consent agenda but i just never feel like that's enough when we have such an a plus finance department to not mention it and we did ask the auditor how do we compare with other cities you go all over the place and he said well at least one of my staff can't wait to get to holland to work here because when we go through what needs to be gone through the staff is prepared when we ask questions they're timely and what they tell us and their work is of high quality we just really feel good about what goes on here and  you know auditors don't talk in support of letters but he said it was overwhelmingly positive and he said you can have full confidence in what is happening in your finance department and you can't say that in every city and we are very very grateful for the high level of professionalism and hard work that happens in the finance department every year here at city hall and thank you finance director tim buckley who just happens to be in the audience that's awesome thank you so there's much to give thanks for in this community much to appreciate we've been trusted with many gifts and we should not take one of them for granted it's a time to be thankful and grateful and to look for ways to give to those around us because when we do other people are watching we encourage them to give as well we build a strong community of people that care and think beyond themselves and that is a world class city do you have any comments from council members and madam we have we have an appointment yes ma'am another one yes you do to fix that or please oh oh yes thank you technology services division headed up by map and i can who will play it with your permission it's an annual report and it has to do with everything that you just spoke of partly to so people understand what happens in their community community appreciate a little bit of visual stimulation so the the report is online as you can see on your screens it shows many of the things that we do the new format allows us to not only show these things but when we get into different areas of the report they're actually clickable so that we can go and see additional information about that accomplishment throughout the year the items tube play signal also have a video associated with them so you can go through this and report online and see all the wonderful things that we've done throughout the year this is something i believe we're going to try to do ryan agrees every year i just show some some really really great things if i scroll down i'd be remiss if i didn't get down to the clerk's office offering passport services with anna sitting next to me so you're welcome so the video we want to show is if i get back up here a quick is kind of a video your interview while the annual report was put together by phil and kevin eric did a lot of the the work on the wow visuals something else is my favorite is yeah that's the way we like to read stuff that's great thank you now do we have comments communications from council members ok well then i guess we need one more motion