Board Answers....

December 12, 2010

To: Lou Fitz

From: L. VanDolsen, Supervisor

Subject: Public Comment Questions

Attached please find the answers to the questions you submitted from public comment. I was not sure what date you were referring to for the "town hall meeting", and thus, I was not sure when the 2 week's deadline would be. If by town hall meeting you meant our regularly scheduled 14 December board meeting, I could not respond 2 weeks before that date. If you meant a future special or open forum meeting on this project, then I have complied with your 2 week request. If I don't see you at the 14 December meeting, I will mail this to you instead of handing it to you personally. Thanks for your questions.

Sincerely,

Linda J. VanDolsen, Supervisor Elk Township, Lake County,MI

/ljv

Bid Process: Competitive bidding is not required by state law. MT A was consulted to confirm this. We are not using federal funds nor are we encumbering the township with a mortgage. The board accepted the recommendations of the subcommittee as regards the choice of general contractor and civil engineer.

Money: This township board has spent $350 on drawings and $1,500 for a survey of the site done my Abonmarche, Manistee, plus $300 on trustee's salaries for an open forum and special meeting for this current project. Total $2,150. Mr. Peterson has not yet billed us for his services for this most recent set of drawings, meetings, and site visit that have taken place in the September to November timeframe. The site had to be resurveyed because the survey done for the previous proposed building project was incomplete. The previous survey did not include the entire site out to Toma and up to Bass Lake Rd. so the precise location of the easements at the comer of Toma and Bass Lake were not shown.

The law states that a licensed civil engineer's or a licensed architect's stamp/seal must be on all building plans. Ivan Peterson is a licensed civil engineer in good standing and can therefore do the working drawings and stamp the plans.

Township funds will be built back up as they have always been - by our annual revenue accumulation. Our goal is to maintain one year's operating cost in the general fund.

Cost Proposal: All code requirements for this project have been met. Underground electrical costs will be determined by Great Lakes Energy. This cannot be done until the site stakes are placed for the building footprint.

Old Building (current Township Hall): The Proposed Development Plan for the Elk Township Site was adopted by the board in April 2010. Phase II of the plan addresses the repurposing of the old hall and adopts the most popular ideas from the community. The most popular idea is to repurpose the building to serve as the historical and cultura center for Elk Township where the township's historical records can be properly preserved, archived and displayed. Once the hall is vacated, renovation and preservation can begin as revenues become available. Old building's safety: As has been explained many times, the combination of the weights of the filing cabinets, office furniture and the people attending a meeting are too heavy a load for the current structure.

Contract Document: Contract dates and payment schedules TBD because at the 18 November, meeting nothing was decided except to have another meeting. The subject of liens was discussed by Mr. Riggs, Mr. Fairbanks and the Supervisor at length on 18 November. It is the supervisor's responsibility to consult with the contractor and verify that the waiver of liens is correct before payment is made.

Floor Plan Document: Interior floor plan and design derived from inputs from the entire board and contractor. Interior materials include ceramic tile flooring, with a neutral color palate for walls and trim. Everything is to code.

SidelEnd View: It is proposed that exterior colors will be pale gray siding, white trim on windows, and the natural gray of the exterior stone with a black metal roof. There will be no double entry door because it is not energy efficient. There will be a handicap accessible single door with sidelights. Entry is situated to open on the parking lot and allow for easy drop off and pick up of persons, deliveries, etc., and facilitate handicap access and snow removal. Landscaping will be minimal because of woodland setting, but there will be low maintenance shrubbery on either side of the front porch/door. The entire circumference of the building will have stone mulch from the slab edge to the end of the overhang. The proposed exterior colors will match those of the old building and give a feeling of continuity to the site.

Site Plan: There is no danger of sprawl; remember our population and where we are. As far as siting the building to make it easier to sell off property, that is not a consideration, but rather it is sited to facililate and lower the cost of a future addition should future growth require it. A separate septic system is required because: (1) The current one cannot handle the "highest and best use" of the proposed building as well as the requirements of the old building. (2) The proposed building is too far from the current septic and the fall is not adequate to ensure proper flow. Per the code a well upgrade is not required.