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May 2016sp

HAYES TOWNSHIP
SPECIAL CONSTRUCTION BOARD MEETING
UNAPPROVED MINUTES
MAY 18, 2016

Meeting called to order by:  Terry Acton 
Pledge of Allegiance:  Respected by all  
Roll Call of Officers:  Ayes:  Terry Acton, Maye Rood, John Scherrer, Nancy Austin 
Absent:  None 

10:00 a.m.:  Terry Acton started the meeting with introductions from all construction companies in attendance and then the Punch List was gone thru, step by step.   
Terry remarked that the special construction meeting was called in order to close the loan with USDA.  He had received an e-mail with the attached Punch List, three and a half months
after the construction of the building.  

Terry had asked Rick Fritz from the County Health Department to attend the meeting but it was too late of a notice as he had other commitments. Rick canít give us a clearance to operate because Rowe Incorporated hasnít signed off, as the septic system isnít done yet.  

Joe from JBS Construction, Inc. said these are more of warranty issues, however Maye said items 1 and 2 on the list were more of grading and pavement issues.   Items one and two were discussed and will be taken care of. 

Steve Clark from Rowe Professional Services said it has not been warm enough for the grass seed to germinate and not enough water. The lawn was established in November, late in the season. When the warmer weather hits and the grass is watered it will improve over the next few weeks to 2 months.  If not they will come out and take care of it as it is still under warranty.  Terry remarked that the top soil was not screened, Steve said it called for 3Ē of screened top soil which was done. The soil needed to be attended to afterwards but by then winter hit.    Under these circumstances, Terry Acton and the board members agreed to wait until July 18th to see if the condition of the grass areas looked good and presentable. 

The septic system is the main issue now.  There is still no ďfinalĒ from the Health Department. 
Harsh Contracting will be out this week to finish up their work,(items 8 to 12 of the punch list)   Rowe will be out the 2nd week to check the condition of the grass around the building and in the whole septic system area, as itís pertinent to the Septic System.  By the 2nd week of June, Rick Fritz of the Health Department should be able to sign off and give the township a clearance status. 

When Harsh is done with their work, then Rowe Professional Services needs to come back and recheck it the week of May 30th, the 3rd week we should be able to get the Health Department up here to get a clearance from Rick Fritz.   Terry said that final payment canít and will not be done until all is finished.  This interferes with all the rentals we have lined up for the banquet room just a few weeks away.  Without County Health sign off, we cannot rent out the rooms. 

Hopefully by June 8th the health approval should be in place and the loan closed.  

Joe has his submittal on the final payment to release to the treasurer, Maye Rood at this time.
Everyone has left the meeting but Jackie from USDA, along with Al Goudreau and the Board Members continued to discuss the situation to close the loan.   Deb Hoyt inquired that change order #3 still had ,125.96 and Al Goudreau replied that it was for the chair rails.

Terry said that assuming that we technically are not finished, but Jackie from USDA said that technically it is finished except for the warranty.  The interior punch list is finished, but not the exterior as of yet.  Warranty items will be completed, although the Septic System is obviously the hold up.    Punch List was generated last July, 2015 but not followed up and finished by Harsh Contracting.  Harsh and Bell Landscaping have not been completely paid as of yet by JBS Contracting according to Al Goudreau.  (2,500 for Bell landscaping) 
  
Jackie Morgan from USDA needs the following:
a. Certificate of Occupancy
b. Health Department Approval 
c. Resolution is needed for final payment from the Board. 

Terry said that the contract was not written by us and the State of Michigan, by law
favors the person/s who did not write the contract. 

Deb Hoyt has a spreadsheet on everything and will submit it to Jackie Morgan, making sure it all coincides. 

The warranties start at closing, so 11 months from now they will expire January 19th, 2017. 

Al Goudreau answered the John Scherrers question of the well cost, which was 30,305.00 and will check on the cost of the Septic.

Mr. Goudreau had given the Board all the books on the construction of the building, all the subs that worked, warranties, kitchen equipment and plumbing information, the prints and a disc of information that will be needed for future use. 


11:20 a.m.    Adjournment:  Motion by John Scherrer to adjourn, supported by Terry Acton, 
All ayes, M/C. 

Nancy Austin/Hayes Township Clerk __________________
This meeting has been recorded and will be kept on a disc and in written form.

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