CITY OF MILAN CITY COUNCIL AGENDA JUNE 22, 2020 … › AGENDA 6 22 20.pdf1050 Marvin Res, IPMC...

CITY OF MILAN

CITY COUNCIL AGENDA

JUNE 22, 2020 REGULAR MEETING

7:30 P.M. WILSON PARK (large pavilion)

89 Wabash St.

Milan, MI 48160

CALL TO ORDER:

PLEDGE OF ALLEGIANCE:

ROLL CALL OF COUNCIL MEMBERS: Mayor Dominic Hamden ___, Councilpersons Dave Baldwin___, Ann

Gee ___, Douglas Gilson___, Mary Kerkes___, Edward Kolar___, Jesse Nie___.

OTHER OFFICERS PRESENT: City Administrator Karen Samborski_ _, City Clerk Lavonna Wenzel _ _, City

Attorney Steven Mann ___, Police Chief Donald Tillery ___, City Treasurer Sarah Finch_____, Building/Zoning

Craig Strong/Steve Bredernitz___, MIS & Communications Director John Koehler ___, Parks & Recreation Director

Ellen Bell_ ___, Main Street Director Jill Tewsley__, DPW Director Stan Kirton_____, Fire Chief Robert

Stevens___.

APPROVAL OF AGENDA: June 22, 2020

Motion by Councilperson_________________, seconded by Councilperson _____

APPROVAL OF MINUTES: June 8, 2020 - Regular Meeting

Motion by Councilperson______, seconded by Councilperson_____.

CITIZENS MATTERS FROM THE FLOOR: (5-minute time limit per person)

A. Residents: B. Non-Residents:

SPECIAL ITEM:

Proclamation Honoring Veterinarian Dr. Mike Sweet by Mayor Hamden and City Council

CONSENT AGENDA:

A. Building Department Monthly Report for May 2020.

Motion by Councilperson ________seconded by Councilperson to approve Consent Agenda item A.

MATTERS FOR ACTION

1. Approve Contract with Gabridge & Co. for Audit Services for Fiscal Years Ending June 30, 2020-2022.

Motion by Councilperson _____________ seconded by Councilperson ________________ to approve.

CITY COUNCIL AGENDA

JUNE 22, 2020

PAGE TWO

1. Approve Proposed Year End Budget Amendments for Fiscal Year Ending June 30, 2020


2. Approve the Amendment to Contract with Operations Services, Inc. for Operations and

Maintenance of the Water and Wastewater Treatment Plants.


3. Approve the Purchase of Police Department In-Car Camera and Body Camera System from Axon Enterprise Inc.


4. Approve the Letter of Understanding for a Hazardous Duty Stipend for the Milan Police Department Officers During COVID-19


BILLS PAYABLE AND PAYROLL: $180,867.40

Motion by Councilperson , seconded by Councilperson

CITIZENS MATTERS FROM THE FLOOR: (3-minute time limit per person)

A. Residents:

B. Non-Residents:

MAYOR, COUNCIL & STAFF REPORTS AND/OR COMMENTS:

NEXT REGULAR MEETING:

Monday, July 13, 2020 (Agenda Item Submission Deadline, July 8, 2020)

ADJOURNMENT: Motion to adjourn meeting at _____P.M. by Councilperson____ seconded by

Councilperson________.

All matters to be presented to Milan City Council for their review, consideration and/or action, must be submitted in writing no later than 4:00

p.m., the Wednesday preceding the date of the meeting (normally the second and fourth Mondays of each month).

Special Notes:

The City of Milan will provide reasonable auxiliary aids and services, such as signers for the hearing impaired, and audiotapes of printed

materials being considered at the meeting to individuals with disabilities upon one week’s notice to the City of Milan. Individuals with

disabilities requiring auxiliary aids or services should contact the City of Milan by writing or calling the following:

Lavonna Wenzel, City Clerk

147 Wabash, Milan, Michigan 48160

Equal Opportunity Employer

MINUTES OF REGULAR MEETING OF THE MILAN CITY COUNCIL HELD ON

JUNE 8, 2020 IN THE PARKING LOT OF THE MILAN CITY HALL

MILAN, MICHIGAN 48160 Mayor Hamden called the meeting to order at 7:30 p.m.

COUNCIL MEMBERS PRESENT REMOTELY: Mayor Hamden, Pro-Tem Kolar, Council Members Baldwin, Gee,

Gilson, Kerkes, and Nie.

OTHER REMOTE OFFICERS PRESENT: City Administrator Karen Samborski, City Treasurer Sarah Finch, City

Clerk Lavonna Wenzel, City Attorney Steve Mann-Excused, Police Chief Donald Tillery, Lt. Nieman,

MIS/Communications Director John Koehler, and Parks and Recreation Director Ellen Bell, Mainstreet Director Jill

Tewsley. DPW Director Stan Kirton, Fire Chief Stevens and Building/Zoning Steve Bredernitz-Excused.

OTHERS PRESENT: Kelsea Kerkes, Martha Churchill, and Ryan Wilman. APPROVAL OF AGENDA: June 8, 2020 Motion to approve the agenda by Councilmember Kerkes, seconded by Councilmember Kolar.

Motion carried unanimously

APPROVAL OF MINUTES: May 26, 2020 - Regular Meeting Minutes June 1, 2020 - Work Session Motion to approve the minutes by Councilmember Gee, seconded by Councilmember Baldwin.

Motion carried unanimously CITIZENS MATTERS FROM THE FLOOR: (5-minute time limit per person)

A. Residents: None B. Non-Residents: None

CONSENT AGENDA: A. None

MATTERS FOR ACTION: 1. Approve Milan Area Fire Department FY 2020-2021 Proposed Budget and Percentages.

Motion by Councilmember Gee, seconded by Councilmember Gilson to approve.

Motion carried unanimously BILLS PAYABLE AND PAYROLL: $357,081.42 Motion by Councilmember Kerkes, seconded by Councilmember Nie to pay the bills. Motion carried unanimously

CITY COUNCIL MINUTES JUNE 8, 2020 PAGE TWO CITIZENS MATTERS FROM THE FLOOR: (3-minute time limit per person)

1. Residents: None 2. Non-Residents: None

MAYOR, COUNCIL & STAFF REPORTS AND/OR COMMENTS: Administrator Samborski briefly reviewed the Michigan Municipal League’s plans to execute re-opening in compliance with the Governors Executive Order. She thanked the Council for all their support and congratulated the Police Department on a job well done during the weekend protest event. Clerk Wenzel provided Election updates. Chief Tillery shared his gratitude for his Police Officers during these difficult times. Parks and Recreation Director Bell announced the “Concerts in the Park” will be starting on the 3rd Thursday in July. Mainstreet Director Tewsley announced she is working with Dance Explosion and Parks and Recreation Director Bell on the coordination of conducting some of their classes in Wilson Park. She provided many great updates happening with Mainstreet. Ms. Tewsley thanked City Council for supporting the downtown “Parklets”. DPW Director Kirton provided department updates. Fire Chief Stevens thank the City and DPW for the completion of the parking lots. He thanked Council for approving MAFD FY 2020-2021 proposed Budget. Councilmember Baldwin shared in leu of protest, he would like for city council to review current city policies and procedures. All of City Council and Mayor Hamden expressed their gratitude and appreciation for the Milan Police Department, Milan Area Fire Department and various surrounding Police Departments for keeping downtown Milan safe and positive during Saturday’s protest event. Each member was pleased with the parade by the Milan Senior Class of 2020 event and all would like to extend a THANK YOU to each department that helped in making the weekend a memorable success. NEXT REGULAR MEETING: Monday, June 22, 2020 (Submission Deadline, June 17, 2020) ADJOURNMENT: Motion by Councilmember Gilson, seconded by Councilmember Gilson to adjourn meeting at 8:23 P.M. Motion carried unanimously _______________________________ ________________________________ Dominic Hamden, Mayor Lavonna Wenzel, Clerk

CITY OF MILANBUILDING DEPARTMENT2020 MONTHLY REPORT

MONTH OF MAY

WASHTENAW COUNTY MONROE COUNTY TOTALS Current Month Year-To-Date Current Month Year-To-Date Cur.Month Current Month Y-T-D Y-T-D

Bldg. Project Bldg. Project Bldg. Project Bldg. Project Bldg. Project Permits Total ProjectActivity Permits Cost Permits Cost Permits Cost Permits Cost Permits Cost Issued Cost

Sin. Fam. DwellingTwo Fam. DwellingMobile Homes 2 33,000.00$ 2 $33,000.00Multi-Fam. DwellingRes. Garages 1 7,692.00$ 1 7,692.00$ 1 $7,692.00 1 $7,692.00Res. AdditionsRes. Misc. 16 130,048.00$ 36 373,452.00$ 6 29,950.00$ 14 117,005.00$ 22 $159,998.00 50 $480,912.00Comm. New 1 1,285,183.00$ 1 $1,285,183.00Comm. Add.Comm. Alt. 1 30,000.00$ 1 30,000.00$ 1 $30,000.00 1 $30,000.00Ind. NewInd. Add.Ind. AltSigns 1 373.00$ 1 $373.00

Total 18 167,740.00$ 39 $384,517.00 6 29,950.00$ 17 $1,435,188.00 24 $197,690.00 56 $1,837,160.00

Current Month Y-T-D Current Y-T-DPermit/Application Permits/ Permits/ Month Fee

Activity Applications Applications Fee Total Total2017 2018 2019 2020

Building 24 56 2,294.00$ 17,720.00$ Bldg. 264 356 556 122Electrical 1 16 55.00$ 1,320.00$ Elect. 142 425 235 36Plumbing 3 16 165.00$ 1,265.00$ Mech./Plbg. 294 275 344 96Mechanical 2 19 110.00$ 1,650.00$ Bldg/Safety BoardZBA ApplicationsPlann.Comm.Soil Erosion Land Splits/Comb.Café PermitsTotal 30 107 2,624.00$ 21,955.00$

Inspection Report

CA -1

Enforcement Action List May 29

Address Issue Owner Action Plan

New320 Spink Res, Roof W/O Permit (Northgate Const.) David Hoskins 5‐29: Permit Coming from Contractor62 Division Com, Building Restoration (TK 189) Bartholomew Paige 3‐3: Ct. Order by 2‐29. Not Finished, see BSA

5‐29: FU call w/Greg, will involve Mr. Paige215 York Res, Electrical, Bldg, Mechanical Violations Rob Mull 4‐29: Violation LTR Sent1050 Marvin Res, IPMC Sect. 304.7 (Roof) William Goodwin 3‐3: Final Violation LTR Sent23,25 West Main Com, Vacant BLDG David Giles 2‐21: Final Violation LTR Sent1035 Dexter Com, Work w/o Permits ‐ New Thrift Store Rob Mull /Danette Talbot 2‐20: FU LTR Sent, 1‐31: Findings LTR Sent419 County Res, 2015 MRC R312.1.3 Tim Gibelyou 2‐12: Tim will Repair Soon733 Jefferson Res, Foundation ‐ Dangerous Bldg JV Holdings 2‐10: Order of Non Compliance716 Jackson Res, Foundation ‐ Dangerous Bldg JV Holdings 2‐10: Order of Non Compliance1040 Dexter Com, Dangerous Building Red Barn Ken Meads 1‐31: Owner to Repair, Permit Soon34 Dexter Com, Vacant BLDG Rob Mull 1‐30: Violation LTR SentRiverbend Condos Res, Rear Fences IPMC Sect. 304.2 F & D Property Manag 1‐28: Spoke with Frank, Repair Plan by 3‐31311 North Res, Dangerous Bldg David Sweet 1‐6: All Work Must be Complete by 6‐15189 South Platt Res, Illegal Sump Pump Discharge Sec 24‐75 Christopher Young 12‐19: Final Violation LTR Sent714 Marvin Res, IPMC Sect. 304.7, 304.6, 304.3 David Sweet 11‐20: Final Violation LTR Sent50 IVA Res, IPMC Sec 304.6 & 304.7 (TK 198) David Sweet 10‐29: Will Repair Roof by 4‐1‐2020

TO: Mayor Hamden and City Council Members

FROM: Karen Samborski – City Administrator

DATE: June 19, 2020

SUBJECT: Approve the proposed contract with Gabridge & Co. for financial statement audit services for the fiscal years ending June 30, 2020-

2022.

REASONS FOR COUNCIL CONSIDERATION:

Approve the proposed contact with Gabridge & Co. for financial statement audit services

for the fiscal years ending June 30, 2020-2022.

FACTS:

The proposal by Gabridge & Co. is a three year contract which will allow for consistency

in financial statement audit preparation and reporting. The cost per year is outlined

below and is within the budgeted contract services amount for FY21.

June 30, 2020 $18,720

June 30, 2021 $18,920

June 30, 2022 $19,120

The scope of services requested is included along with the signed pages from Gabridge &

Co.’s proposal.

RECOMMENDED ACTION:

Approve the proposed contact with Gabridge & Co. for financial statement audit services

for the fiscal years ending June 30, 2020-2022.

147 WABASH STREET, MILAN MI 48160 PHONE: (734) 439-1501

www.milanmich.org

M -1

A PROPOSAL FOR FINANCIAL AUDIT SERVICES

For the Years Ending June 30, 2020 - 2022

CITY OF MILAN

Submitted by

Joe Verlin, CPA, CGFM

3940 Peninsular Drive SE – Suite 130

Grand Rapids, MI 49546

Ph | 616.538.7100 ext. 17

[email protected] January 7, 2020

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Letter of Transmittal

Audit Scope 3

Authorized Contact 4

Proposed Audit Fees 5

Firm Profile

Firm Qualifications & Experience 6

Team Qualifications & Experience 7

Other Services 11

Mandatory Criteria

License to Practice in Michigan 11

Independence & Conflict of Interest 11

Summary Qualifications

Similar Engagements 12

Continuing Education and External Quality Control Review 14

Audit Approach

Specific Audit Approach 14

Identification of Potential Audit Problems 17

Additional Data

Non-Discrimination Clause 17

Table of Contents

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Gabridge & Company, PLC will audit and provide an opinion on the City of Milan’s (the “City”)

basic financial statements, including the governmental activities, the business-type activities,

the aggregate discretely presented component units, each major fund, and the aggregate

remaining fund information.

The audit report will be performed in accordance with Generally Accepted Auditing Standards,

as promulgated by the American Institute of Certified Public Accountants (AICPA); the AICPA

Audits of State and Local Government Units audit and accounting guide; the OMB Uniform

Guidance; the Single Audit Act Amendments of 1996; and the Government Auditing

Standards, published by the U.S. General Accounting Office.

Gabridge & Company, PLC guarantees access to the working papers for a minimum of seven

years. All data, files & reports will be safeguarded by Gabridge & Company, PLC. The

following reports will be submitted to the City:

Independent Certified Public Accountant report on the fair presentation of the basic

financial statements in conformity with generally accepted accounting principles in the

United States and standards applicable to financial audits contained in Government

Auditing Standards, issued by the Comptroller General of the United States.

Independent Certified Public Accountant report on internal control over financial

reporting in accordance with Government Auditing Standards and test its compliance

of laws, regulations, contracts and grants.

Independent Certified Public Accountant report on the Schedule of Expenditures of

Federal Awards (if applicable) and a report on Compliance and Internal Control over

Financial Reporting in accordance with auditing standards generally accepted in the

United States of America, and standards applicable to financial audits contained in

Government Auditing Standards, issued by the Comptroller General of the United

States and as required by OMB Uniform Guidance, Audits of State and Local

Governments (if applicable – Single Audit).

Management letter, covering internal control and recommendations.

All final copies of the City financial statement audit and related reports will be provided to the

City in accordance with your schedule. Included with the audit will be the Management

Representation Letter, a report on all audit adjustments (and backup documents), fixed asset

depreciation lapse schedules, and year end proposed adjusting journal entries (if applicable).

Gabridge & Company will upload the audit report to the Michigan Department of Treasury and

Federal Audit Clearinghouse (if applicable). Gabridge & Company will also prepare a draft of

the F-65 statement and Act 51 report upon City request, at no additional charge. Lastly, a

.pdf of the audit will be forwarded to the City.

Audit Scope

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Joe Verlin, CPA, CGFM Principal in Charge - Audit Services

3940 Peninsular Drive SE – Suite 130

Grand Rapids, MI 49546

Ph | 616.538.7100 ext. 17

We warrant that Joe Verlin is authorized to bind Gabridge & Company, PLC to the terms set

forth in this proposal.

Authorized Contact

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* Notes regarding the proposed fees are as follows:

Fee would increase by $3,000 for any year requiring a federal single audit report.

Fee includes a 20% discount as the City has a June 30 fiscal year end which coincides

with our relatively slower audit season. We have offered this substantial discount to

show our commitment to the City!

Report

Planning Field Work Prep Total Hourly

Hours Hours Hours Hours Rate Fee

Partner in charge 12 - - 12 150$ 1,800$

Senior Staff 24 - - 24 90 2,160

Total 36 - - 36 3,960$

Report

Planning Field Work Prep Total Hourly

Hours Hours Hours Hours Rate * Fee

Partner in charge - 16 16 32 150$ 4,800$

Audit Manager - 40 16 56 120 6,720

Senior Staff - 40 48 88 90 7,920

Total - 96 80 176 19,440$

DISCOUNT (20%) (4,680)$

36 96 80 212 18,720$

Year Ending June 30, 2020 18,720$ - Not to exceed

Year Ending June 30, 2021 18,920$ - Not to exceed (Optional)

Year Ending June 30, 2022 19,120$ - Not to exceed (Optional)

TOTALS

For the Period Ending June 30, 2020

Proposed Audit Fees

CITY OF MILAN

FINAL

PRELIMINARY

Proposed Audit Fees

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Gabridge & Company currently has over 200 governmental and non-profit audit clients

throughout the State of Michigan. We also have 30 employees, including fifteen full-time

governmental audit professionals. Gabridge & Company actively recruits prospective

governmental audit staff members by seeking only individuals who are committed to serving

our clients with integrity; while also being committed to becoming industry experts and

providing proactive customer service. Gabridge & Company has offices located in Traverse

City, Sturgis, Three Rivers, and Grand Rapids. Gabridge & Company will assign only

accountants with extensive governmental experience to the audit of the City, including a

principal in charge and an independent review principal. Joe Verlin (Principal in Charge of

Audit Services) will be assigned full-time to the audit and will remain the primary contact for

the City for the duration of the engagement term(s). Gabridge & Company is a member of

the Michigan Association of Certified Public Accountants, the American Institute of Certified

Public Accountants, the Governmental Audit Quality Center, the Michigan Municipal League

and the Michigan Local Government Association.

Gabridge & Company is dedicated to serving municipal clients. We offer newsletters,

webinars, and conferences at no charge to provide our clients with timely updates and best

practices for the rapidly changing governmental financial regulations. We advise our clients

before, during, and after the audit – and strive to be much more than what you would expect

from your auditor.

Our firm has not been involved with any state or federal desk reviews or field reviews of its

audits. Additionally, our firm has not been involved with any disciplinary action taken by state

regulatory bodies or professional organizations. Our firm will also follow the American

Institute of Certified Public Accountants “Interpretation 501-3, Failure to Follow Standards

and/or Procedures or Other Requirements in Governmental Audits.” Our firm will not

subcontract any of the auditing services included in this proposal.

Our proposal will remain valid for 120 days past the deadline for submittal.

We warrant that all information provided in connection with this proposal is true and accurate

to the best of our knowledge.

Firm Qualifications and Experience

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PRINCIPALS

Joseph Verlin, CPA, CGFM

Principal in Charge - Audit Services

Education

BA, Accounting

Ferris State University

Memberships

American Institute of Certified Public Accountants (AICPA)

Michigan Association of Certified Public Accountants (MICPA)

Michigan Municipal League

Michigan Local Government Management Association

AICPA Governmental Audit Quality Center

Association of Government Accountants (AGA)

Government Finance Officers Association (GFOA)

Committees

Co-Chair of the MICPA Governmental Accounting and Auditing Task Force

Recent Speaking Engagements

MICPA sponsored governmental auditing conferences

Internal Controls for Local Units of Government

Improving Audit Timelines

Implementing GASB 54, 63 & 65

Single Audit Update

Preventing Fraud, Waste and Abuse

AGA sponsored governmental accounting event

Implementing GASB 63 and 65

Joe will serve as the engagement principal with responsibility for planning and technical

execution of all of Gabridge & Company’s services. Joe will ensure appropriate levels of

staffing for your engagement, monitor your satisfaction, and manage regular communication

with your executive leadership and Audit Committee. Joe currently serves as the engagement

executive or independent review partner on over 75 of our firm’s audit clients.

Joe is certified to practice public accounting in Michigan. Joe is also a Certified Government

Financial Manager (CGFM), has earned the Advanced Single Audit certification from the

AICPA, and is a member of the Government Finance Officers Association’s (GFOA) Special

Review Committee for the Certificate of Achievement for Excellence in Financial Reporting

Program.

Team Qualifications and Experience

- 8 -

Sue Buitenhuis, CPA

Audit Manager - Independent Reviewer

Education

BA, Accounting

MSA, Accounting

Grand Valley State University

Memberships

American Institute of Certified Public Accountants (AICPA)



Professional History

Over six years of governmental audit experience at Rehmann advancing to a senior

auditor position prior to her current position with Gabridge & Company

Has held an elected clerk position at a charter township and a finance director

position at a Township for over seventeen combined years

Has several years full-time experience using BS&A for general ledger, fixed assets,

cash receipts, payroll, accounts payable, and long-term debt reporting

Sue will serve as the independent reviewer for this engagement. The independent review will

be conducted in accordance with the guidelines of the AICPA Statements of Quality Control

Standards. Sue currently serves as audit manager or independent reviewer for a significant

number of other local units of government.

- 9 -

AUDIT TEAM MEMBERS

Neil Hammerbacher, CPA

Neil provides valued support in the role of audit manager. He is in the field routinely

performing audit services. Neil serves in a similar role on a significant number of other

governmental audits.

Education

BA, Business Administration

Saginaw Valley State University

Memberships



Government Finance Officers Association


Over eighteen years of governmental accounting and auditing experience in public

accounting

Also held a treasurer and finance director positions at a Township and City for over

fifteen years

Has several years full-time experience using BS&A for assessing, general ledger,

fixed assets, cash receipts, payroll, accounts payable, and long-term debt reporting

Robert J. Klein

Robert provides valued support in the role of senior auditor. He is in the field routinely

performing audit services. Robert serves in a similar role on a significant number of other


Education

BA, Accounting

Eastern Michigan University

Memberships




Over 16 years of public accounting experience with David E Wilson, CPA, which

merged with Gabridge & Company, PLC in July 2010

Serves local units of government, non-profit organizations, and privately held

businesses

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Kevyn Kozumplik, CPA

Kevyn provides valued support in the role of staff auditor. He is in the field routinely

performing audit services. Kevyn serves in a similar role on a significant number of other


Education

Bachelor of Science in Public Accountancy

Central Michigan University

Memberships




Over three years of public accounting experience

Serves local units of government and non-profit organizations

Specializes entirely in governmental and non-profit audit

Matt Holland

Matt provides valued support in the role of staff auditor. He is in the field routinely performing

audit services. Matt serves in a similar role on a significant number of other governmental

audits.

Education

Bachelor of Science in Public Accountancy

Calvin College, Grand Rapids, MI

Memberships




Four years of public accounting experience with Gabridge & Company, PLC

Serves local units of government and non-profit organizations

Specializes entirely in governmental and non-profit audit

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Gabridge & Company, PLC is able to provide consulting services to its clients throughout the

year at no additional charge. We feel that it is important to interact with our clients

throughout the year, especially with the rapidly changing governmental accounting

pronouncements. We find that these proactive discussions will ultimately reduce the

upcoming audit workload for both our firm, and more importantly, the staff of the City. Joe

Verlin will be your primary contact throughout the year to ensure continuity.

Our consulting services include (but are not limited to); assistance with BS&A, budgeting,

general accounting questions, human resource consulting, financial reporting, internal control,

grant compliance, implementation and assistance to the City with any new accounting

principles required by GASB, or as required by State or Federal Law, etc. Our customer

service policy allows us to handle our audit clients informal questions and consultations

throughout the year without additional billings, unless the scope of the consultation becomes

a project in nature. In these cases, our consulting projects will be documented in an

engagement letter that will set forth the timing, scope and related fees.

Gabridge & Company is a CPA firm actively registered to practice public accounting in the

State of Michigan. Also, all assigned CPA’s from Gabridge & Company are properly registered

and licensed to practice in public accounting in Michigan.

Gabridge & Company, PLC is independent of the City as defined by generally accepted auditing

standards and the U.S. General Accounting Office’s Government Auditing Standards (2018

revision). Gabridge & Company is also independent of all component units of the City, as

defined by the aforementioned standards. Gabridge & Company has had no professional

relationships involving the City or any of its agencies, component units or primary

governments during the past five years that would impair independence. Lastly, Gabridge &

Company will give the City written notice of any professional relationship entered into with

the City, or any of its agencies, component units or primary governments during the period

of this agreement.

We warrant that no work included within this proposal will be subcontracted by Gabridge &

Company,PLC.

Other Services

Licensed to Practice in Michigan

Independence and Conflict of Interest

- 12 -

Following is a list of similar engagements with other governmental entities in the State of

Michigan:

City of Owosso

Scope of Work –Governmental Financial Audit

Principal in Charge – Joe Verlin

Total Engagement Hours - 350

Contact – Cheryl Grice, Finance Director

Phone – (989) 725-0575

City of Marshall (Includes a Dial-a-Ride audit)

Scope of Work – June 30, 2018 Governmental Financial Audit, single audit, and GFOA

Submission


Total Engagement Hours – 350

Contact – Jon Bartlett, Finance Director

Phone – (269) 781.5183

City of Boyne City

Scope of Work – April 30, 2018 Governmental Financial Audit and GFOA Submission



Contact – Cindy Grice, City Treasurer / Clerk

Phone – (231) 582.0334

City of Greenville (Includes a Dial-a-Ride audit)

Scope of Work – June 30, 2018 Governmental Financial Audit and Single Audit



Contact – Norice Rasmussen, City Treasurer

Phone – (616) 754.5645

Further references are available upon request.

Similar Engagements

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Following is a list of all Michigan governmental and nonprofit clients for which our firm has

performed an audit for during the past five years:

Villages Nonprofits Charter Townships

Village of Bear Lake Another Way Pregnancy Center Charter Township of Breitung

Village of Benzonia Alano Club of Kent County Charter Township of Coloma

Village of Beulah Association of Legal Writing Directors Charter Township of Gun Plain

Village of Decatur Bay Area Recycling for Charities Charter Township of Marquette

Village of Detour Big Brothers Big Sisters Charter Township of Muskegon

Village of Eastlake Choices of Manistee County Charter Township of Niles

Village of Elk Rapids Communities in Schools of MI

Village of Empire Community Action of Allegan County Libraries

Village of Honor Jubilee Jobs Brandon Township Public Library

Village of Kalkaska Marshall Area Economic Dev. Alliance Albion District Library

Village of Lyons Mi. Center for Clinical Systems Imp. Briggs District Library

Village of Maple Rapids Senior Services of Van Buren County Cheboygan Area Public Library

Village of Morrice Staircase Youth Services Coopersville Area District Library

Village of Muir The Ridge Project Eau Claire District Library

Village of Ontonagon Ferndale Area District Library

Village of Pentwater Cities Galesburg-Charleston District Library

Village of Pewamo City of Auburn Grant Area District Library

Village of Sheridan City of Boyne City Hartford Library

Village of Thompsonville City of Cadillac Lakeland Library Cooperative

City of Cheboygan Manistee County Library

Townships City of Fennville Maple Rapids Public Library

Township of Acme City of Flushing Marshall District Library

Township of Allegan City of Fraser Newaygo Area District Library

Township of Almira City of Laingsburg Otsego District Library

Township of Arcadia City of Marshall Parchment Community Library

Township of Bear Lake City of Menominee Suburban Library Cooperative

Township of Blue Lake City of New Baltimore Watervliet District Library

Township of Centerville City of New Buffalo

Township of Cheshire City of Olivet Other

Township of Covert City of Owosso Alger Conservation District

Township of Detour City of Parchment Barry County Transit

Township of Drummond Island City of Potterville Bear Lake Improvement Board

Township of Everett City of White Cloud Calhoun County Cons. Dispatch Authority

Township of Fredonia Cass County Transit Authority

Township of Garfield Counties Central Upper Peninsula Planning and Dev. Com.

Township of Gilmore Alger County Coloma City-Charter Township of Coloma Cem.

Township of Grattan Allegan County Fennville Area Fire Board

Township of Hagar Barry County Fife Lake Area Utility Authority

Township of Hartford Calhoun County Firekeepers Local Revenue Sharing Board

Township of Holton Cheboygan County Jordan Valley Emergency Med. Svcs. Auth.

Township of Howell Gogebic County Kent County Conservation District

Township of LaGrange Manistee County Lake Leelanau Lake Association

Township of Mancelona Missaukee County Lowell Area Fire and Emergency Svcs. Auth.

Township of Manistee Montcalm County Ludington Mass Transit Authority

Township of Otisco Oceana County Manistee 9-1-1 Authority

Township of Pentwater St. Joseph County Manistee-Blacker Airport Authority

Township of Pleasanton Tuscola County Mason-Oceana 9-1-1

Township of Salem Match-E-Be-Nash-She-Wish Rev. Shg. Board

Township of Solon Schools Mid-Michigan Area Cable Comm. Consortium

Township of Stronach Bessemer Area Schools Newaygo County Area Promise Zone Authority

Township of Trout Lake Columbia School District North Berrien Fire Rescue Board

Township of Tuscarora Manistee Area Public Schools Oceana County Medical Care Facility

Township of Tyrone Marcellus Community Schools Owosso Downtown Development Authority

Township of Vevay Michigan Center School District Polagon Band Local Revenue Sharing Board

Township of Wayland North Adams-Jerome Public Schools Portland Area Fire Authority

Township of Whitefish Waldron Area Schools St. Joseph County Transportation Authority

Township of Wilson William C. Abney Academy Straits Regional Ride

Woodland School Thornapple Manor

Washtenaw County Conservation District

West Michigan Regional Planning Commission

White Cloud-Sherman Utilities Authority

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Continuing Education

Gabridge & Company, PLC and its professional staff members meet all continuing education

and external quality control requirements as stated in the U.S. General Accounting Office’s

Government Auditing Standards (2018 revision).

External Quality Control Review

Included with this proposal is Gabridge & Company’s most recent external quality control

review (peer review) for which government engagements were included. The peer review is

for the period ended June 30, 2018. Our firm continues to meet the external quality control

review requirements by actively monitoring our staff member’s continuing education and

training (through frequent staff meetings, attending pertinent governmental conferences, and

self-study courses focused on governmental accounting and auditing), participating in

governmental associations, and internal inspections of audit files by partners not involved

with the audit.

Quality Control Procedures

Some examples of our quality control procedures include:

Draft versions of audit reports are reviewed by an independent review principal

who was not involved with the audit.

Our audit teams are trained prior to their arrival for fieldwork to ensure audit

efficiency and that you will not need to “train the auditor”.

An audit manager or the principal in charge of the audit will be on-site at all times

during fieldwork to ensure that a properly trained decision-maker will be available

throughout fieldwork.

The principal in charge of each audit reviews the audit report and related letters

with the client prior to finalizing.

Our goal is to provide a thorough and quality audit with as little disruption to our clients as

possible. We achieve this by emphasizing planning procedures and having audit team

members who specialize in governmental audit. For example, prior to our arrival for fieldwork,

we will already have a working set of financial statements loaded into our proprietary software

and will have identified the audit areas that we feel need to be emphasized in the field. We

will know precisely what we need to look at prior to our arrival – this focused approach

minimizes disruption to your staff while we are in the field. Also, our staff is made up of

employees who specialize in governmental audit and who are fully dedicated to auditing

governmental agencies. In other words, our clients will not need to “train the auditors”.

Continuing Education and External Quality Control Review

Specific Audit Approach

- 15 -

Interim Fieldwork and Audit Planning

During the interim fieldwork and audit planning phase, we gain an understanding of your

current year operations, evaluate the reliability of your internal controls, identify any issues

that may have audit significance, and complete planning in preparation for final audit

fieldwork. Based on the information that we obtain during this phase, we can determine your

general areas of audit risk, the extent to which we can rely on your internal controls for our

audit testing, and whether any significant audit issues need to be discussed so they can be

resolved prior to the start of fieldwork. Some of the areas addressed at this time include

documentation of internal controls, preparation of confirmations as necessary, review of

minutes, completion of the preliminary analytical procedures review, and tailoring the current

year audit work programs.

Final Fieldwork

As we complete our interim fieldwork and engagement planning, you will be provided with a

listing of audit schedules required for final fieldwork. Many of the schedules will be similar to

what you have prepared for previous audits and may be provided to us in an electronic format.

The final fieldwork phase of the audit will generally commence once the books are closed and

the appropriate audit schedules have been completed. During this phase, we will perform the

appropriate tests of account balances, using sampling, substantive, and analytical review

procedures, in order to form an opinion on the financial statements as a whole.

Areas that we will test using substantive procedures include (not intended to be an all-

inclusive list):

Cash and cash equivalents – we will inspect bank account reconciliations and prepare bank

account confirmations to ensure that the balances agree to the financial statements.

Accounts receivable – we will test certain balances by using a combination of analytical

procedures and tracing year end balances to subsequent receipts.

Interfund transactions – we will review the schedule of interfund transfers and balances to

ensure that all entries are reconciled and eliminated properly for government-wide

presentation.

Capital assets – we will obtain a depreciation lapse schedule and verify key additions by

inspecting vouchers, while also testing the adequacy of depreciation expense.

Accounts payable – we will obtain a year end accounts payable aging report and test for

accuracy by inspecting certain vouchers. We will also review subsequent expenditures (after

year end) searching for possible unrecorded liabilities as of year-end.

Accrued payroll – We will obtain payroll registers for payrolls issued after year end and

compare to the schedule of accrued salaries and wages. We will also test the year end

balances for payroll taxes by tracing year end liabilities to their payments, while comparing

to payroll forms.

Compensated absences – We will obtain a year end value of compensated absences and

validate the balance by comparing to the employee handbook and / or union contracts.

- 16 -

Long-term debt – We will obtain a year end schedule of long-term debt and verify the

accuracy of the current portion of long-term debt by reviewing amortization schedules. We

will also confirm certain balances by inspecting vouchers or sending confirmations to lenders.

Equity – We will ensure that the beginning fund balance and net assets amounts agree to

the prior year ending balances.

Property Taxes – We will examine taxable values and the City’s millages to ensure that the

tax revenues are properly supported and allocated to the proper funds.

State and Federal Grants – We will compare state and federal grant revenues and

substantiate the activity with Treasury reports and grant documents. We will also review

federal grant and loan activity verifying consistency between the financial statements and the

Schedule of Expenditures of Federal Awards (if applicable).

Type and Extent of Statistical Sampling to be Used in the Engagement

Statistical sampling will be used extensively during field work to assist with our testing

procedures. Sample size will be based primarily on the level of risk assigned to a given

financial statement assertion, the potential magnitude of misstatement, the potential for non-

compliance, and other factors based on our professional judgment. Most often the range of

our sample size is between 25 and 40 items. We affirm that adequate tests of transactions

will be performed.

Type and Extent of Analytical Procedures to be Used in the Engagement

Analytical procedures also will be used extensively during our planning and final fieldwork

stages. We will rely on our analytical procedures to determine what areas may need additional

attention based on the size of deviation from our expectations. Analytical procedures will be

applied using key ratios compared to budget and historical figures. Areas with large “gaps”

between actual and expected amounts will receive additional attention in the field, and the

results of the extra attention will be documented and substantiated. Lastly, during field work

we will gather sufficient audit documentation, clear all open items, complete our audit

programs, and our quality control documents will be completed and reviewed.

Approach to be Taken to Document an Understanding of Internal Controls

As auditors for a significant number of governmental units, we have a good understanding of

the significant areas of internal control that need to be tested and documented. We have

tailored client questionnaires for each significant transaction class that allow our clients to

review and document any changes in procedures in a timely and efficient manner. We then

review the questionnaires and utilize them as a base for documenting our related tests and

walkthroughs.

Approach to Determining Laws and Regulations that will be Subject to Audit Test

Work

We have accumulated an extensive list of the significant laws and regulations that apply to

governmental entities. Each year we review that list in relation to new State, Federal, and

industry guidelines and make modifications as appropriate. During fieldwork, the list is

reviewed with client personnel to ensure compliance with the identified laws and regulations.

- 17 -

We will provide delivery dates during the planning phase of the audit and confirm these dates

during our planning meeting with management. Following is our anticipated timetable to

complete the audit:

We begin the audit process each year by revisiting any prior year management

recommendations and/or suggestions and inquiring of our clients regarding any action taken

to remedy those recommendations. In addition, we engage in discussions with our clients

regarding any potential areas of concern and if there are any specific procedures they would

like us to perform during the audit process.

We will also provide monthly written reports to the City that communicates progress of the

audit. Additionally, any irregularities, illegal acts, or indications of illegal acts will immediately

be reported in writing to management. Also, any conditions, transactions, situations or

circumstances that need special consideration or that prevent or impede the completion of

the audit will be reported to the City officials.

Gabridge & Company, PLC does not discriminate against any individual for employment with

respect to such person’s hire, tenure, terms, conditions, privileges of employment, or any

matter directly or indirectly related to employment because of such person’s race, color,

religion, national origin, ancestry, age, sex, or disability as defined by law.

Description Date(s)

Detailed Audit Plan June

Fieldwork September

Draft Report October

Final Report November

Council Presentation November

Identification of Potential Audit Problems

Non-Discrimination Clause



DATE: June 19, 2020

SUBJECT: Approve Proposed Year End Budget Amendments for Fiscal Year Ending June 30, 2020

OVERVIEW:

Budget Amendment Group 1 – General Fund

The financial impact on the General Fund will increase expenditures by $139,000.

Expenditures

City Hall Department

City Hall expenditures are being amended to more accurately reflect actual year-to-date activity.

This department experienced increase in expenditures due to COVID-19.

Increase (Decrease) 101-265.000-868.100 SPECIAL PROGRAM – COVID $30,000

Building Department

Building Department expenditures are being amended to more accurately reflect actual year-to-

date activity. The increase in building department expenditures is due to increase in time from

our contractor spent on more inspections and court/meetings.

Increase (Decrease) 101-371.000-818.000 CONTRACTUAL SERVICES $10,000

Department of Public Works

Department of Public Works expenditures are being amended to more accurately reflect actual

year-to-date activity. The increase is due to the Wilson Park Parking Lot project and was

discussed it would be an amendment when approved in June of 2019.

Increase (Decrease) 101-441.000-932.000 REPAIR & MAINTENANCE $99,000


www.milanmich.org

M -2

Budget Amendment Group 2 –911 Fund

911 Fund expenditures are being amended to more accurately reflect actual year-to-date activity.

The financial impact will be $0.

Increase (Decrease)

Revenues 275-000.000-541.301 COUNTY-PUBLIC SAFETY-E911 $16,300

Expenditures 275-326.000-956.000 MISCELLANEOUS EXPENSES $16,300

Budget Amendment Group 3 – Southside Trunk Sewer SAD Debt Service

Southside Trunk Sewer SAD Debt Service expenditures are being amended to more accurately

reflect actual year-to-date activity. The financial impact will increase the expenditures by

$5,000. The southside sewer bond was paid off during the year and will have no further activity.

Increase (Decrease)

Expenditures 867-905.000-990.800 BOND PRINCIPAL EXPENSE $5,000

RECOMMENDED ACTION:

Approve the proposed budget amendments to reflect actual activity for fiscal year ending June

30, 2020.



DATE: June 19, 2020

SUBJECT: Approve the Amendment to Contract with Operations Services, Inc. for Operations and Maintenance of the Water and Wastewater

Treatment Plants


FACTS:

The contract with Operation Services, Inc. (previously Wade Trim) for operations and

maintenance of the water and wastewater treatment plant and system was set to expire on

June 30, 2020. The City was originally planning to request proposals and bids for

services starting in March/April but due to COVID-19 and related restrictions we were

unable to conduct a proper RFP process, including site tours.

The amendment extends the contract to September 30, 2020 and allows for the City to

start the RFP process in July and would also allow for sufficient time for transition, if

necessary.

RECOMMENDED ACTION:

Approve the proposed amendment to contract with Operations Services, Inc. to extend

the contract expiration date to September 30, 2020.


www.milanmich.org

M -3

First Amendment to

Contract Operations and Maintenance of the City of Milan

Water and Wastewater Treatment Plants and Systems

This first amendment between the City of Milan (the “City”) and Operational Services,

Inc. (as successor to Wade Trim) ("OSI"), is entered into on this 30th day of June, 2020.

WHEREAS, the parties entered into a certain agreement dated July 1, 2015, providing for

the provision water and sewer system operational services by OSI for the City’s water and

wastewater treatment plants and systems (the “Agreement”); and

WHEREAS, the initial term of the Agreement was for five years, commencing on July 1,

2015 and expiring on June 30, 2020; and

WHEREAS, the parties desire to extend the initial term of the Agreement for a period of

90 days.

NOW THEREFORE, in consideration of the foregoing, the parties agree as follows:

1. Extension of Contract Expiration Date. The expiration date of the initial term

of the Agreement is hereby extended to September 30, 2020.

2. No Other Amendments. Except as specifically set forth herein, all other terms

and conditions of the Agreement remain unchanged and in full force and effect.

IN WITNESS WHEREOF, the parties have caused this First Amendment to be

executed by their authorized representative all as of the first date written above.

OPERATIONAL SERVICES, INC. CITY OF MILAN

By: _______________________________

Its: ________________________

By: _______________________________

Dominic Hamden, Mayor

Witness: ___________________________ By: _______________________________

Lavonna Wenzel, City Clerk

Dated: ____________________ Dated: ____________________

36045270.1\060715-00019



DATE: June 19, 2020

SUBJECT: Approve the Purchase of the Police Department In-Car Camera and Body Camera System from Axon Enterprise Inc.


FACTS:

The Police Department’s current in-car cameras are antiquated, past end-of-life, and

incompatible with out new computer system. The system has been sub-par but sufficient

for a number of years. The company which manufactured our in-car video cameras (L-3

Communications), sold the in-car video system to a trucking safety company

approximately two years ago. Since that time all research and development has stopped

as the system is sufficient to monitor truck drivers and document driving crashes and

incidents for trucking companies. This lack of any updated development of technology

has led to the system becoming incompatible with our new computer system.

The Police Department has been exploring the idea of body cameras for many years and

has not been financially feasible due to the additional cost for equipment and software

that was compatible with the current recording and in-car video system (L-3

Communications).

The Axon Fleet system has a solution that will replace the in-car video systems as well as

body cameras for our police officers. The requested system from Axon, has been vetted

by Mr. Koehler, who believes Axon’s Fleet system is best suited to our needs a well as

the best solution for the money. Also, the new Axon technology will integrate with

planned City/MPD surveillance cameras to become a cloud-based integrated secure

system.

There would be an initial cost for the software and equipment not to exceed $44,946.98

and a licensing and maintenance cost of $22,722.00 for the next 4 years. The information

is attached and also outlined below.


www.milanmich.org

M -4

Year 1 – Initial Software and Installation* $20,759.98

Year 1 – Equipment* $24,187.00

Year 2 – License and Maintenance $22,722.00




The Police Department is requesting to order this software and equipment on July 1st as

the current in-car systems will be difficult/time consuming/expensive to continue fixing

and the investment in body cameras has become a priority. This cost will be incorporated

into the amended FY21 budget which is currently being completed.

RECOMMENDED ACTION:

Approve the Purchase of Police Department’s In-Car Camera and Body Camera System

from Axon Enterprise Inc.

Payment Terms: Net 30

Delivery Method: Fedex - Ground

Q-258717-44001.727KM

Year 1 - Fleet

Item DescriptionTerm

(Months)Quantity

List Unit

Price Net Unit Price Total (USD)

Axon Plans & Packages

80022PRO EVIDENCE.COM LICENSE: YEAR 1

PAYMENT3 468.00 468.00 1,404.00

80012BASIC EVIDENCE.COM LICENSE: YEAR 1

PAYMENT14 180.00 180.00 2,520.00

80156FLEET 2 UNLIMITED PACKAGE: YEAR 1

PAYMENT7 1,548.00 1,548.00 10,836.00

85110 EVIDENCE.COM INCLUDED STORAGE 90 0.00 0.00 0.00


85739FLEET EVIDENCE.COM STORAGE,

UNLIMITED7 0.00 0.00 0.00

Hardware

71088 AXON FLEET 2 KIT 7 0.00 0.00 0.00

80192 5 YEAR TAP, FLEET 2 KIT 7 0.00 0.00 0.00

74110 CABLE, CAT6 ETHERNET 25 FT, FLEET 7 0.00 0.00 0.00

Other

No Custom

TriggersNo Custom Triggers (Declined) 7 0.00 0.00 0.00

No Router No Router (Declined) 7 0.00 0.00 0.00

Issued: 06/19/2020

Quote Expiration: 06/30/2020

Account Number: 114046 Axon Enterprise, Inc.17800 N 85th St.

Scottsdale, Arizona 85255

United States

Phone: (800) 978-2737

Protect Life.

PRIMARY CONTACT

Donald Tillery

Phone: (734) 439-1551

Email: [email protected]

BILL TO

Milan Police Dept. - MI

35 Neckel Ct.

Milan, MI 48160

US

SHIP TO

Donald Tillery

Milan Police Dept. - MI

35 Neckel Ct.

Milan, MI 48160

US

SALES REPRESENTATIVE

Robbie Taylor

Phone:

Email: [email protected]

Fax:

Q-258717-44001.727KM

1

Year 1 - Fleet (Continued)


(Months)Quantity

List Unit

PriceNet Unit Price Total (USD)

Services

74063STANDARD FLEET INSTALLATION (PER

VEHICLE)7 1,200.00 857.14 5,999.98

Subtotal 20,759.98

Estimated

Shipping0.00

Estimated Tax 0.00

Total 20,759.98

Year 1 - AB3


(Months)Quantity

List Unit



85035 EVIDENCE.COM STORAGE 3,000 0.75 0.75 2,250.00

87026TECH ASSURANCE PLAN DOCK 2 ANNUAL

PAYMENT2 336.00 336.00 672.00

Hardware

73202 AXON BODY 3 - NA10 15 699.00 699.00 10,485.00

74210 AXON BODY 3 - 8 BAY DOCK 2 1,495.00 1,495.00 2,990.00

74028 WING CLIP MOUNT, AXON RAPIDLOCK 16 0.00 0.00 0.00

11534 USB-C to USB-A CABLE FOR AB3 OR FLEX 2 15 0.00 0.00 0.00

732535 Year Technology Assurance Plan Warranty

AB3 Camera15 0.00 0.00 0.00

732555 Year Technology Assurance Plan Warranty

AB3 Dock 8 Bay2 0.00 0.00 0.00

Other

71019NORTH AMER POWER CORD FOR AB3 8-

BAY, AB2 1-BAY / 6-BAY DOCK2 0.00 0.00 0.00

73260Technology Assurance Plan AB3 Annual

Payment15 336.00 336.00 5,040.00

Services

85144 AXON STARTER 1 2,750.00 2,750.00 2,750.00

Subtotal 24,187.00

Estimated Tax 0.00

Total 24,187.00

Protect Life.Q-258717-44001.727KM

2

Year 2


(Months)Quantity

List Unit




PAYMENT3 468.00 468.00 1,404.00


PAYMENT14 180.00 180.00 2,520.00


PAYMENT7 1,548.00 1,548.00 10,836.00




UNLIMITED7 0.00 0.00 0.00



PAYMENT2 336.00 336.00 672.00

Other


Payment15 336.00 336.00 5,040.00

Subtotal 22,722.00

Estimated Tax 0.00

Total 22,722.00

Year 3


(Months)Quantity

List Unit




PAYMENT3 468.00 468.00 1,404.00


PAYMENT14 180.00 180.00 2,520.00


PAYMENT7 1,548.00 1,548.00 10,836.00




UNLIMITED7 0.00 0.00 0.00



3

Year 3 (Continued)


(Months)Quantity

List Unit


Axon Plans & Packages (Continued)


PAYMENT2 336.00 336.00 672.00

Other


Payment15 336.00 336.00 5,040.00

Subtotal 22,722.00

Estimated Tax 0.00

Total 22,722.00

Year 4


(Months)Quantity

List Unit




PAYMENT3 468.00 468.00 1,404.00


PAYMENT14 180.00 180.00 2,520.00


PAYMENT7 1,548.00 1,548.00 10,836.00




UNLIMITED7 0.00 0.00 0.00



PAYMENT2 336.00 336.00 672.00

Other


Payment15 336.00 336.00 5,040.00

Subtotal 22,722.00

Estimated Tax 0.00

Total 22,722.00

Year 5


(Months)Quantity

List Unit




PAYMENT3 468.00 468.00 1,404.00


PAYMENT14 180.00 180.00 2,520.00


4

Year 5 (Continued)


(Months)Quantity

List Unit


Axon Plans & Packages (Continued)


PAYMENT7 1,548.00 1,548.00 10,836.00




UNLIMITED7 0.00 0.00 0.00



PAYMENT2 336.00 336.00 672.00

Other


Payment15 336.00 336.00 5,040.00

Subtotal 22,722.00

Estimated Tax 0.00

Total 22,722.00

Grand Total 135,834.98


5

Summary of Payments

Payment Amount (USD)

Year 1 - Fleet 20,759.98

Year 1 - AB3 24,187.00

Year 2 22,722.00

Year 3 22,722.00

Year 4 22,722.00

Year 5 22,722.00

Grand Total 135,834.98

Discounts (USD)Quote Expiration: 06/30/2020

List Amount 138,235.00

Discounts 2,400.02

Total 135,834.98

*Total excludes applicable taxes


6

Tax is subject to change at order processing with valid exemption.

Axon’s Sales Terms and Conditions

This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon’s Master Services and Purchasing Agreement

(posted at www.axon.com/legal/sales-terms-and-conditions), as well as the attached Statement of Work (SOW) for Axon Fleet and/or Axon Interview

Room purchase, if applicable. Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By

signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity (including but not limited to the

company, municipality, or government agency for whom you work), you represent to Axon that you have legal authority to bind that entity. If you do not

have this authority, please do not sign this Quote.

Signature: CustSIG Date: CustDate

Name (Print): CustName Title: CustTitle

PO# (Or write

N/A): CustPo

Please sign and email to Robbie Taylor at [email protected] or fax to

Thank you for being a valued Axon customer. For your convenience on your next order, please check out our online store buy.axon.com

The trademarks referenced above are the property of their respective owners.


7

***Axon Internal Use Only***

Review 1 Review 2

SFDC Contract #:

Order Type:

RMA #:

Address Used:

SO #:

Comments:

https://na01.safelinks.protection.outlook.com/?url=http://www.axon.com/legal/sales-terms-and-conditions&data=01|01|[email protected]|4ccdc899ca6f40d8e7d808d5dba3faac|3566798d3d314a2fa3df3a4fe9c9fd40|1&sdata=VKzc640TU9MtzniB25QbEoQuIfpfoYnwDgw3Qrn9kD8%3D&reserved=0https://buy.axon.com/



DATE: June 19, 2020

SUBJECT: Approve the Letter of Understanding for a Hazardous Duty Stipend for the Milan Police Department Officers During COVID-

19


FACTS:

On March 10th, 2020 Michigan Governor Gretchen Whitmer declared a State of

Emergency Order # 2020-4 due to the COVID 19 Virus spreading in our state. On March

11th, 2020 the World Health Organization declared the global spread of the COVID 19

virus as a pandemic. Since that time the Governor has extended the State of Emergency

to the present date and beyond.

Members of the Milan Patrol Officers Association and the Milan Police Command

Association were not able to shelter in place, work from home or minimize their risk of

exposure. They worked in a variety of unsecured environments with the risk of exposure

to themselves, coworkers and family. Administration recognized the services provided

by the police department are vital to the community.

Nearly all surrounding police departments have already provided a hazard pay to their

officers. The unions have requested the hazardous pay stipend in May and administration

and staff was able to evaluate the current year budget during this time. The stipend will

be calculated for the hours worked during the stay at home order starting March 11th

through June 1st, when the order was rescinded. The financial impact is approximately

$15,000 and the police department budget has sufficient funds to cover the cost.

RECOMMENDED ACTION:

Approve the Letter of Understanding for a Hazardous Duty Stipend for the Milan Police

Department Officers During COVID-19.


www.milanmich.org

M -5

Letter of Agreement Between

City of Milan And

The Milan Police Command / COMA & Patrol Officers Associations / POAM

Hazardous Duty Stipend

1

This letter of agreement between the City of Milan, hereafter referred to as the Employer and the individual Unions of the Milan Police Command Officers Association and the Milan Police Patrol Officers Association, hereafter referred to cooperatively as the Union is for the purpose of establishing a Hazardous Duty Stipend.

On March 10th 2020 Michigan Governor Gretchen Whitmer declared a State of Emergency Order # 2020-4 due to the COVID 19 Virus spreading in our state. On March 11th, 2020 the World Health Organization declared the global spread of the COVID 19 virus as a pandemic. Since that time the Governor has extended the State of Emergency to the present date and beyond.

Members of the respective Unions are not able to shelter in place, work from home or minimize their risk of exposure. They must work in a variety of unsecured environments with the risk of exposure to themselves, coworkers and family. The parties recognize the services provided by the respective Union members are vital to the community. The parties agree the hazards of the pandemic and emergency / executive orders were unforeseen; as such this letter of agreement will be non- precedent setting on the parties.

The parties agree to the following. All members of both Unions will be compensated during working hours at the flat rate of two (2) dollars per hour worked. The compensation will occur under the following conditions. 1. The pay will not increase the base wage or enhance any of the economic or retirement benefits of the members in their respective collective bargaining agreements. 2. The pay will be considered a Hazardous Duty Stipend. 3. The Hazardous Duty Stipend will be paid bi weekly but will not increase an the members base rate of pay. 4. The Hazardous Duty Stipend will not be subject to the overtime provisions of the collective bargaining agreement or Fair Labor Standards Act.

Letter of Agreement Between

City of Milan And

The Milan Police Command / COMA & Patrol Officers Associations / POAM

Hazardous Duty Stipend

2

5. The Hazardous Duty Stipend will remain in effect until the Governors State ofEmergency / Executive orders are lifted in full, or until the Employer begins fulloperations of all city departments and positions.

6. The Hazardous Duty Stipend will be retroactive to March 10th 2020 the date of theGovernor’s first Emergency / Executive Order.

7. The parties agree any issues arising from this letter of agreement will be addressedby special conference whenever one of the parties feels it is necessary. The Unionagrees it will not grieve the application of this agreement to any conditions of thecollective bargaining agreement.

For the Employer: For the Union:

________________________ ______________________ Dominic Hamden Tory Terill Mayor City of Milan MPOA / POAM

Date:____________________ Date:__________________

________________________ _____________________ Karen Meyer Jeremy Nieman Milan City Administrator MCOA / COAM

Date:____________________ Date:_________________

_________________________ ______________________ Donald Tillery Harry Valentine City of Milan BA. POAM /COAM Chief of Police

Date:____________________ Date:_________________

PAYROLL:

6/12/20 Regular Payroll #885 $82,774.00

TOTAL PAYROLL $82,774.00

ACCOUNTS PAYABLE:

6/22/20 Accounts Payable $98,093.40

TOTAL PAYABLES $98,093.40

GRAND TOTAL $180,867.40

CITY OF MILAN

BILLS PAYABLE & PAYROLL

22-Jun-20

Amount Invoice DescriptionVendorInvoice Line DescGL Number

INVOICE GL DISTRIBUTION REPORT 1/4Page:06/19/2020 06:39 PMUser: SAMBORSKIDB: Milan

EXP CHECK RUN DATES 06/10/2020 - 06/23/2020BOTH JOURNALIZED AND UNJOURNALIZED

BOTH OPEN AND PAID

Fund 101 GENERAL FUNDDept 000.000 UNALLOCATED ACTIVITY

5,652.00LAW ENFORCEMENT POLICY MANUAL ANNUAL FEE 7/1/20-6/30/21LEXIPOL LLCPREPAID EXPENSES101-000.000-123.0001,950.00WEBSITE & CMS ANNUAL TECH SUPPORT 7/15/20-7/14/21REVIZE LLCPREPAID EXPENSES101-000.000-123.000

7,602.00Total For Dept 000.000 UNALLOCATED ACTIVITY

Dept 171.000 ADMINISTRATIVE403.37BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL101-171.000-716.000

403.37Total For Dept 171.000 ADMINISTRATIVE

Dept 209.000 ASSESSING5,169.66ASSESSING SERVICES FOR JUNE 2020WCA ASSESSINGCONTRACTUAL SERVICES101-209.000-818.000

5,169.66Total For Dept 209.000 ASSESSING

Dept 260.000 TREASURER/FINANCE3,284.24BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL101-260.000-716.0002,160.00ACCOUNTING SERVICES THROUGH 6/12/20PLANTE & MORAN, PLLCCONTRACTUAL SERVICES101-260.000-818.000

5,444.24Total For Dept 260.000 TREASURER/FINANCE

Dept 263.000 INFORMATION TECHNOLOGY954.70BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL101-263.000-716.000754.30APC REPLACEMENT BATTERIESCDW GOVERNMENT, INCCOMPUTER SERVICES101-263.000-819.000101.76CABLE SERVICE FOR CITY HALL 6/15-7/14/20COMCASTCOMMUNICATION101-263.000-850.000253.80CABLE SERVICE FOR THE POLICE DEPT-6/19-7/18/20COMCASTCOMMUNICATION101-263.000-850.000

9.95REDIRECT DNS HOSTING & 2NDRY MX EXCH-MAY 2020DUNDEE INTERNET SERVICES, INC.COMMUNICATION101-263.000-850.0009.95REDIRECT DNS HOSTING & 2NDRY MX EXCH-JUNE 2020DUNDEE INTERNET SERVICES, INC.COMMUNICATION101-263.000-850.000

47.66CABLE SERVICE FOR THE CENTER 6/15-7/15/20MILAN SENIORS FOR HEALTHY LIVING, ICOMMUNICATION101-263.000-850.0003,161.24POLICE DEPT CELL PHONES FOR FEB-APR 2020AT&T MOBILITYTELEPHONE EXPENSES101-263.000-851.000

5,293.36Total For Dept 263.000 INFORMATION TECHNOLOGY

Dept 265.000 CITY HALL8,366.53BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKRETIREE'S HEALTH INSURANCE101-265.000-716.100

85.00MEMBERSHIP FEESAM'S CLUB DIRECT PAYMENT PROCESSINOFFICE SUPPLIES-MASTER101-265.000-727.0002,000.00LAND SURVEY RETAINER - VERN CAMPBELL PARKINTEGRA REALTY RESOURCESLEGAL FEES101-265.000-802.0001,548.00PROFESSIONAL SERVICES FOR MAY 2020BARR, ANHUT & ASSOCIATES PCLEGAL FEES101-265.000-802.0004,850.00GENERAL ATTORNEY SERICES FOR MAY 2020MILLER, CANFIELD, PADDOCK STONELEGAL FEES101-265.000-802.0001,943.66COVID-19 DOOR REPAIR-POLICE DEPTHOWLETT LOCK & DOORSPECIAL PROGRAM - COVID19101-265.000-868.1002,760.00CITY WIDE COVID-19 DISINFECTING - 5/19-6/2/20MIDWEST ENVIRO SOLUTIONSSPECIAL PROGRAM - COVID19101-265.000-868.100

501.83EQUIPMENT LEASE-COPIERS 6/15-7/14/20KONICA MINOLTA PREMIER FINANCEOFFICE MACHINE LEASES-CITY HALL101-265.000-941.000401.83EQUIPMENT LEASE-COPIERS 6/15-7/14/20KONICA MINOLTA PREMIER FINANCEOFFICE MACHINE LEASES-DPW101-265.000-941.000

22,456.85Total For Dept 265.000 CITY HALL

Dept 267.000 BUILDING MAINTENANCE371.78BLANKETS/MATS/MOPS FOR THE POLICE DEPTARAMARKREPAIR & MAINTENANCE-MASTER101-267.000-936.000128.05APRONS/MATS/MOP/ROLL & SHOP TOWELS/UNIFORMS DPWARAMARKREPAIR & MAINTENANCE-MASTER101-267.000-936.00076.18XPRESS PREM MULTIFOLD PAPER TOWELS FOR THE CENTERR N A OF ANN ARBOR INCREPAIR & MAINTENANCE-MASTER101-267.000-936.000135.84ANTISEPTIC HAND CLEANER FOR THE CENTERR N A OF ANN ARBOR INCREPAIR & MAINTENANCE-MASTER101-267.000-936.000

711.85Total For Dept 267.000 BUILDING MAINTENANCE

Dept 301.000 POLICE9,278.22BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL101-301.000-716.000

151.23UNIFORM SHIRTS FOR JOSEPH SMITHALLIE BROTHERS, INCUNIFORM REPLACEMENT ALLOWANCE101-301.000-758.000111.33KHAKI PANTS FOR TORY TERRILLPRIORITY ONE EMERGENCYUNIFORM REPLACEMENT ALLOWANCE101-301.000-758.000401.83EQUIPMENT LEASE-COPIERS 6/15-7/14/20KONICA MINOLTA PREMIER FINANCEOFFICE MACHINE LEASES-POLICE DEPT101-301.000-941.000

9,942.61Total For Dept 301.000 POLICE




BOTH OPEN AND PAID

Fund 101 GENERAL FUNDDept 371.000 BUILDING DEPARTMENT

7,800.00BLDG DEPT MONTHLY RETAINER SERVICES FOR MAY 2020CARLISLE WORTMAN ASSOCIATESCONTRACTUAL SERVICES101-371.000-818.000195.00CITY COUNCIL MTG ATTENDANCE FOR MAY 2020CARLISLE WORTMAN ASSOCIATESCONTRACTUAL SERVICES101-371.000-818.000

7,995.00Total For Dept 371.000 BUILDING DEPARTMENT

Dept 400.000 PLANNING & ZONING COMMISSIONS433.00900 DEXTER PLANNING SERVICES FOR MAY 2020CARLISLE WORTMAN ASSOCIATESCONTRACTUAL SERVICES101-400.000-818.000600.00MONTHLY RETAINER SERVICES FOR MAY 2020CARLISLE WORTMAN ASSOCIATESCONTRACTUAL SERVICES101-400.000-818.000

1,033.00Total For Dept 400.000 PLANNING & ZONING COMMISSIONS

Dept 441.000 DEPARTMENT OF PUBLIC WORKS1,507.53BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL101-441.000-716.000

18.54UNIFORMS FOR THE DPWARAMARKCONTRACTUAL SERVICES101-441.000-818.00033.27APRONS/MATS/MOP/ROLL & SHOP TOWELS/UNIFORMS DPWARAMARKCONTRACTUAL SERVICES101-441.000-818.000

5,484.62SERV FOR WK OF 6/28 & 7/5 WK #'S 18 & 19HEATH LAWN CARECONTRACTUAL SERVICES101-441.000-818.000200.00NOXIOUS WEED MOWING OF 625 LEE STHEATH LAWN CARECONTRACTUAL SERVICES101-441.000-818.000200.00NOXIOUS WEED MOWING OF 372 WABASH STHEATH LAWN CARECONTRACTUAL SERVICES101-441.000-818.000200.00NOXIOUS WEED MOWING OF 32 S PLATT RDHEATH LAWN CARECONTRACTUAL SERVICES101-441.000-818.00066.04340 LAFAYETTE AVE-ELECT-4/27-5/27/20DTEELECTRICITY101-441.000-921.00076.86202 COUNTY ST-ELECT-4/28-5/27/20DTEELECTRICITY101-441.000-921.000

1,483.0935 NECKEL CT-GAS-5/7-6/5/20DTEELECTRICITY101-441.000-921.00081.0150 NECKEL CT-ELECT-5/7-6/5/20DTELIBRARY/NURSERY/FIRE BARN UTILITIES101-441.000-922.000435.6662 PARK LN-ELECT-5/7-6/5/20DTELIBRARY/NURSERY/FIRE BARN UTILITIES101-441.000-922.00064.93898 DEXTER ST-ELECT-4/28-5/27/20DTESTREET LIGHTING101-441.000-922.10060.911104 DEXTER ST-ELECT-4/28-5/27/20DTESTREET LIGHTING101-441.000-922.10051.651102 DEXTER ST-ELECT-4/28-5/27/20DTESTREET LIGHTING101-441.000-922.100116.80896 DEXTER ST-ELECT-4/28-5/27/20DTESTREET LIGHTING101-441.000-922.10024.92120 PARK LN-ELECT-5/7-6/5/20DTESTREET LIGHTING101-441.000-922.100

6,431.96STREET LIGHTING/TRAFFIC SIGNALS-MAY 2020DTE ENERGYSTREET LIGHTING101-441.000-922.1001,010.40PATROL CAR TIRESFIRESTONE COMPLETE AUTO CAREREPAIR & MAINTENANCE101-441.000-932.000

70.97HYDRANT PAINT-DPWMILAN ACE HARDWAREREPAIR & MAINTENANCE101-441.000-932.00014.25FASTNERS/QUIKRETE -DPW SHOP SUPPLIESMILAN ACE HARDWAREREPAIR & MAINTENANCE101-441.000-932.00015.00MOUNT & BALANCE TIRES FOR CAR 4-13MULLINS AUTO SUPPLYREPAIR & MAINTENANCE101-441.000-932.000781.16REPAIRS TO TRUCK #411 - DPW - HEAT SHEILD/PTO SENSORTRUCK & TRAILER SPECIALTIES, INCREPAIR & MAINTENANCE101-441.000-932.00067.63PRESSURE SWITCH FOR TRUCK #411-DPWTRUCK & TRAILER SPECIALTIES, INCREPAIR & MAINTENANCE101-441.000-932.000

18,497.20Total For Dept 441.000 DEPARTMENT OF PUBLIC WORKS

Dept 751.000 PARKS & RECREATION105.00REIMBURSEMENT FOR CANCELLED BABYSITTING COURSELAURA HALLMISC RECREATION FEES101-751.000-653.000637.50TRAIL FEASIBILITY STUDY WASH CNTY P & R GRANTCARLISLE WORTMAN ASSOCIATESCONTRACTUAL SERVICES101-751.000-818.000410.00TOP SOIL FOR BALL FIELDSFARMER & UNDERWOODREPAIR & MAINTENANCE-PARKS101-751.000-931.000

1,152.50Total For Dept 751.000 PARKS & RECREATION

85,701.64Total For Fund 101 GENERAL FUND

Fund 202 MAJOR STREET FUNDDept 172.000

138.62BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL202-172.000-716.000

138.62Total For Dept 172.000

Dept 463.000 ROUTINE MAINTENANCE342.54REPLACEMENT BROOMS FOR SWEEPER TRUCK-DPWBELL EQUIPMENT COMPANYOTHER SUPPLIES202-463.000-775.000

342.54Total For Dept 463.000 ROUTINE MAINTENANCE




BOTH OPEN AND PAID

Fund 202 MAJOR STREET FUNDDept 474.000 TRAFFIC SERVICES

526.83STREET LIGHTING/TRAFFIC SIGNALS-MAY 2020DTE ENERGYELECTRICITY202-474.000-921.000108.47TRAFFIC SIGNAL MAINTENANCE THROUGH 1/31/2020WASHTENAW COUNTY ROAD COMMISSIONREPAIR & MAINTENANCE202-474.000-930.000133.02TRAFFIC SIGNAL MAINTENANCE THROUGH 04/30/2020WASHTENAW COUNTY ROAD COMMISSIONREPAIR & MAINTENANCE202-474.000-930.000

768.32Total For Dept 474.000 TRAFFIC SERVICES

1,249.48Total For Fund 202 MAJOR STREET FUND

Fund 203 LOCAL STREET FUNDDept 172.000

138.62BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL203-172.000-716.000

138.62Total For Dept 172.000

Dept 463.000 ROUTINE MAINTENANCE342.55REPLACEMENT BROOMS FOR SWEEPER TRUCK-DPWBELL EQUIPMENT COMPANYOTHER SUPPLIES203-463.000-775.000

342.55Total For Dept 463.000 ROUTINE MAINTENANCE

Dept 474.000 TRAFFIC SERVICES108.46TRAFFIC SIGNAL MAINTENANCE THROUGH 1/31/2020WASHTENAW COUNTY ROAD COMMISSIONREPAIR & MAINTENANCE203-474.000-930.000133.01TRAFFIC SIGNAL MAINTENANCE THROUGH 04/30/2020WASHTENAW COUNTY ROAD COMMISSIONREPAIR & MAINTENANCE203-474.000-930.000

241.47Total For Dept 474.000 TRAFFIC SERVICES

722.64Total For Fund 203 LOCAL STREET FUND

Fund 226 RUBBISH COLLECTIONDept 521.000 SANITATION/COMPOST/RECYCLE

90.00BULK PICKUP FOR PARKSIDE LN APTSSTEVENS DISPOSAL & RECYCLING SERVICCONTRACTUAL SERVICES226-521.000-818.000

90.00Total For Dept 521.000 SANITATION/COMPOST/RECYCLE

90.00Total For Fund 226 RUBBISH COLLECTION

Fund 592 WATER/SEWER FUNDDept 000.000 UNALLOCATED ACTIVITY

1,500.00 MLINK VEHICLE METER READING SOFTWARE SUPPORT 7/1/20-6/30/21MASTER METER INCPREPAID EXPENSES592-000.000-123.000457.65FOLDING MACHINE QRTLY MAINT AGREEMENT 7/1-9/30/20 QUADIENT INCPREPAID EXPENSES592-000.000-123.000

1,957.65Total For Dept 000.000 UNALLOCATED ACTIVITY

Dept 556.000 WATER - PRODUCTION2,474.67BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL592-556.000-716.000

825.00BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKRETIREE HEALTH INS TRANSFERS592-556.000-716.05033.97SPRINKLERS/HOSE FOR VETERANS WALL WATERINGMILAN ACE HARDWAREMETER PURCHASES/MATERIALS592-556.000-778.000179.28EMPLOYEE RANDOM DRUG SCREENINGFIRST ADVANTAGE LNS OCC HEALTH SOLUSAFETY AND HEALTH592-556.000-806.00018.54UNIFORMS FOR THE DPWARAMARKCONTRACTUAL SERVICES592-556.000-818.00033.27APRONS/MATS/MOP/ROLL & SHOP TOWELS/UNIFORMS DPWARAMARKCONTRACTUAL SERVICES592-556.000-818.000

3,564.73Total For Dept 556.000 WATER - PRODUCTION

Dept 567.000 SEWER - TREATMENT3,904.08BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKHOSP/DENTAL/MM/OPTICAL592-567.000-716.000

903.18BLUECARE NETWORK FOR JULY 2020BLUE CARE NETWORKRETIREE HEALTH INS TRANSFERS592-567.000-716.050

4,807.26Total For Dept 567.000 SEWER - TREATMENT

10,329.64Total For Fund 592 WATER/SEWER FUND




BOTH OPEN AND PAID

85,701.64Fund 101 GENERAL FUND1,249.48Fund 202 MAJOR STREET FUND

722.64Fund 203 LOCAL STREET FUND90.00Fund 226 RUBBISH COLLECTION

10,329.64Fund 592 WATER/SEWER FUND

Fund Totals:

98,093.40Total For All Funds:

AGENDA06 08 20 Reg Mtg MinutesMay 2020 Mthly ReportEnforcement Action List 5-29Staff Report - Audit ContractGabridge Milan ProposalStaff Report - Year End Budget AmendmentsStaff Report - OSI ContractWade Trim OSI (First Amendment)Staff Report - AXON Milan Police Dept. - MI - 15 AB3 TAP and 7 Fleet2Staff Report - MPD LOA Hazard Pay Stipend Letter of Agreement Hazard PayBILLS PAYABLE COVERSHEET 6.22.20APInvoice Report

CITY OF MILAN CITY COUNCIL AGENDA JUNE 22, 2020 … › AGENDA 6 22 20.pdf1050 Marvin Res, IPMC...

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Transcript of CITY OF MILAN CITY COUNCIL AGENDA JUNE 22, 2020 … › AGENDA 6 22 20.pdf1050 Marvin Res, IPMC...