POLICIES AND PROCEDURES FOR S.A.D. NOTIFICATION
POLICY #6
ESTABLISHING NEW
SANITARY SEWER SPECIAL ASSESSMENT DISTRICTS
NOTE: SANITARY SEWER SPECIAL ASSESSMENT DISTRICTS ARE ESTABLISHED FOR UP TO A 20-YEAR PERIOD TO CORRESPOND WITH THE BOND RE-PAYMENT SCHEDULE.
PROCESS OF ESTABLISHING NEW SANITARY SEWER S.A.D. DISTRICTS
Step 1: Initial Contact. Resident or Property Owner will contact Township inquiring about or requesting that their subdivision or Lake build a sanitary sewer system through a Special Assessment District.
Step 2: Drafting of Petition Form. Prepare the petition form that will be signed by the property owners in the district based upon the proposed service area. All properties located in the special assessment district must be contiguous with each other and will include both vacant and occupied parcels. Method of assessment is generally determined by the Board of Trustees.
Step 3: Prepare Map of Proposed District – Must be included with petition form. Confirm district property information to make sure all parcels located in the proposed sewer service area are included in district boundary map.
Step 4: Prepare Common Question and Answer Pamphlet for District. This information can be handed out by the circulator of the petition if property owners have any general questions about the sewer system. The Township telephone number and contact person is listed on the bottom for further questions.
Step 5: Draft and Mail Letter explaining the proper circulation method of the Petition Form and District Map to the property owner requesting petition to establish district.
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PROJECT TRACK SHEET: Once Signed Petitions Returned to Township
____ Verify signatures on petitions as the property owners of record.
____ Calculate total land area for all properties located in the proposed sewer district.
____ Calculate total land area owned by property owners who signed in favor or establishing
district.
____ If less than 50% of the total land area property owners are in favor of establishing the district, the property owners are notified of results and no further action is taken on the project unless more petitions are received by Township.
____ If more than 50% of the total land area property owners are in favor, the project is forwarded to Township Board for review and potential acceptance of the project.
____ Prepare project information sheet, prepare map showing property owners in support, copy petitions,
and provide all information to Clerk.
____ Prepare Supervisor’s Certificate to acknowledge receipt of petitions and confirm support of
property owners within proposed district.
____ Draft Resolution #1 Reimbursement Resolution to allow Township to sell tax-exempt bonds in order to finance project and reimburse itself for the expenses of the project..
____ Draft Resolution #2 Resolution to Proceed with the Project and Directing Preparation of the Plans and Cost Estimates.
____ If project approved, Board passes Resolution #1 and Resolution #2 tentatively declaring intent to create S.A.D. and directing the Township engineer to develop the Estimate of Project Cost.
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AFTER ESTIMATE OF PROJECT COST HAS BEEN PREPARED BY ENGINEER:
____ Draft Resolution #3 Resolution Scheduling the First Public Hearing and Directing the Issuance of Statutory Notices.
____ Township Board passes Resolution #3 scheduling the first public hearing for the proposed district and setting the date and time for the meeting.
____ Must compile mailing list of all property owners included in proposed district, including tax i.d. numbers for the parcels, correct and updated property owner names and mailing addresses.
____ Prepare large map of the potential sewer district using G.I.S. showing district boundaries, all parcels to be included in the district, and all properties in favor of establishing S.A.D. Mount to foam poster board to be displayed at Public Hearing.
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NEWSPAPER/INDIVIDUAL NOTICES FOR 1st HEARING – Published in Ann Arbor News – Livingston County Addition (or other Newspaper of general circulation as set by Township Board).
Sent to Clerk on: To be Published On:
Notice in newspaper must be published twice before the hearing in a newspaper circulating in the Township.
THE FIRST NOTICE MUST BE PUBLISHED AT LEAST 10 DAYS BEFORE THE DATE OF THE HEARING.
The Township is also required to give notice to each property owner or party with an interest in property to be assessed, whose name appears on the last township tax assessment roll, by first class mail at least 10 days before the hearing.
Date Notice Mailed to Property Owners:
____ Prepare and sign Affidavit of Mailing stating that Notices were mailed by first class mail to property owners, have signature notarized, and provide copy of Notice along with list of names and addresses of who Notices were mailed to and provide to Township Clerk.
* This Notice must contain all information regarding the proposed sanitary sewer service area, the project details, and the process of establishing a special assessment district along with date, time and place of hearing.
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1st Public Hearing –
____ Property owners given opportunity to object to establishing district.
____ Property owners given opportunity to object to proposed district boundaries.
____ Property owners given opportunity to object to amount of preliminary estimate of project cost.
* ____ If project still approved by property owners after 1st Public Hearing, Township Board passes Resolution #4 Resolution Approving Project Details and Directing Preparation of the Special Assessment Roll.
____ Township Board passes motion authorizing Township engineer to begin final engineering for sanitary sewer project. This will include collecting topographical information, designing the sewer collection system, meeting with property owners to determine locations for grinder pump stations, permanent utility easement locations, etc. This process may take 6 months up to 1-year to complete.
____ Township Bond Council is notified of the sanitary sewer project and prepares the Project Timing and Finance Schedule in order to begin the process of preparing for bond sales for the project.
____ Utilities Coordinator prepares all grinder pump station easement grant forms and sends to property owners for execution. An easement grant form must be signed by the property owner before the contractor can install the grinder pump station and service lateral connection.
____ Township Engineer finishes engineering of sanitary sewer system and provides Township with completed construction drawing and MDEQ permit application to request issuance of permit to begin construction of the sanitary sewer system. State can take up to 45 – 90 days to issue permit.
____ Utilities Coordinator to prepare project Assessment Roll listing all property owner names, addresses, property legal descriptions, and amount of assessment based on the engineer’s final calculated project costs using the Blanket Bid contract pricing or from bids received from approved Contractors.
____ Prepare Supervisor’s Certificate for Assessment Roll and attach to roll before presenting to Clerk.
____ Draft Resolution #5 Resolution Acknowledging the Filing of the Special Assessment Roll, Scheduling a Public Hearing, and Directing the Issuance of Statutory Notices.
____ Township Board passes Resolution #5 scheduling the second public hearing for the proposed district and setting the date and time for the meeting.
____ Bond Council is notified to attend this meeting if property owners have any questions regarding the issuance of bonds to construct sewer district or any financially related questions.
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NEWSPAPER/INDIVIDUAL NOTICES FOR 2nd HEARING – Published in Ann Arbor News – Livingston County Addition (or other Newspaper of general circulation as set by Township Board).
See Publication and Mailing Notice requirements above under 1st Public Hearing.
* This Notice must contain a listing of all parcel numbers located within the proposed special assessment district along with a map of the district boundaries along with date, time and place of hearing. This Notice must also clearly state that property owners must object to the amount of their assessment if they want to appeal to the Michigan Tax Tribunal.
____ Prepare and sign Affidavit of Mailing stating that Notices were mailed by first class mail to property owners, have signature notarized, and provide copy of Notice along with list of names and addresses of who Notices were mailed to and provide to Township Clerk.
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2nd Public Hearing –
____ Draft Resolution #6 Resolution Confirming Special Assessment Roll. Forward to Clerk to inclusion on Township Board Agenda.
____ Property owners given opportunity to object to amount of assessment for sanitary sewer service.
____ After Second Public Hearing, Township Board passes Resolution #6 confirming the special assessment roll and issuing the Warrant to the Treasurer instructing the Treasurer’s Department to the collect the assessment amount on the property taxes.
____ Provide any necessary documentation to property owner concerning special assessment district if they wish to appeal their assessment to the Michigan Tax Tribunal. Property owners in two of the districts have done so.
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PREPARATION FOR SALE OF BONDS TO FINANCE SEWER CONSTRUCTION PROJECT:
____ Draft Resolution # 7 Resolution Authorizing filing with the Michigan Department of Treasury.
____ Township Board passes Resolution #7 authoring the filing of the bond package with the Michigan Department of Treasury in order to apply for approval to sell the bonds.
____ Draft Resolution # 8 Bond Authorizing Resolution.
____ Township Board passes Resolution #8 authoring the preparation and sale of bonds to finance the sewer construction project.
____ Bond Council receives authorization and prepares the bonds and schedules date for selling of the bonds.
____ Bonds are sold to finance construction of sewer system. Financial Planners, Bendzinski & Co. will prepare amortization schedule showing interest rate for project and the annual cost for property owners that will be assessed on their property taxes.
____ Copies of the amortization table should be mailed to all property owners located in the special assessment district. Interest charged on sewer assessments may be tax deductible for property owners and information will reduce number of telephone calls to township.
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AWARD PROJECT TO CONTRACTOR:
Note: If Blanket Bid Contract not in use at the time, project must be sent out to bid to the qualified Contractors. This can be done once the final engineering has been completed and the bid specifications drafted by the Township engineer.
____ If bidding of the project is necessary, Prepare Contract for Services based upon approved and accepted contractor bid and have signed by Contractor, Supervisor, and Clerk. Establish construction schedule with Contractor and verify schedule for invoicing for services rendered by Contractor.
____ If bidding is not necessary, skip to next step.
____ Draft Resolution # 9 Award Resolution.
____ Township Board passes Resolution # 9 and issues the Notice to Proceed to the authorized Contractor to begin construction of the sanitary sewer collection system once the MDEQ issues the construction permit.
____ Construction of the sanitary sewer system begins.
____ Hold regular pre-construction and during construction meetings with Contractor, Township engineer, and DPW Administrator to make sure project is running smoothly.
____ Make sure all restoration and restoration complaints are taken care of at the end of the sewer system construction.
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ADMINISTRATION OF SEWER DISTRICT:
____ Once construction of sewer system has been complete, Notify property owners that they have 12 months to complete their 4” building sewer connection from the house to the grinder pump station.
____ Provide property owners with list of approved Contractors or directions on how to complete building sewer connection.
____ Prepare Sewer Connection Application form for Contractor or homeowner making building sewer connection in order to get Sewer Permit from Livingston County Building Department. County charges $66.00 for inspection fee.
____ Once County Building Department completes inspection of sewer connection, an approval or rejection will be issued and a copy forwarded to Hamburg Township.
____ Provide Utility Billing Clerk with copy of approved building sewer connection permit and grinder pump start-up sheet in order to begin billing of O & M charges.
____ Continue to provide customer service support to all property owners located in sewer district.
PROPOSED SANITARY SEWER PROJECT
Common Questions & Answers:
1. Why are sanitary sewers needed?
Septic systems may fail allowing septic effluent to leach into the lake and groundwater. This is a public and environmental health hazard that will be alleviated with sanitary sewers. Properties have restrictive use and cannot be improved until an environmentally acceptable sewage disposal system is available.
2. What type of sanitary sewer system would be built?
A low-pressure sewer system with individual grinder pumps which is being used throughout Hamburg Township.
3. Why would the Township construct this type of sewer system?
An analysis of lifetime costs in similar areas shows that the pressure sewer system is more cost-effective and less destructive to the landscape than a gravity sewer system.
4. What does a grinder pump station look like?
The visible parts are a 30-inch-diameter olive green or black cover on a tube rising approximately 8 inches above the ground surface. The grinder pump will be located with the agreement of the property owner and is often hidden by landscaping.
5. How does the grinder pump station operate?
Using electrical power from your home, the pumps will typically run for about 45 seconds after approximately 12 to 15 gallons of wastewater have drained from the building sewer.
6. What happens when the electrical power goes out?
Because most homes have a well with an electrical pump, your home will not be generating much water in the event of electrical failure. However, the Township Department of Public Works (DPW) will handle routine and emergency operation and maintenance utilizing portable generators.
7. Could wastewater from the public sanitary sewer back up into the house?
No. Two check valves prevent the reverse flow
.
8. Where would the sewers be constructed?
Collector sewers would be constructed within the green belt along the road right-of-way. Pressure sewers would be installed via directional drilling, which pulls the pipe underground, avoiding destruction and restoration of the ground surface.
9. What will be done to repair damage to property during construction?
The Contractor will restore the property to its original condition. This will be monitored via before/after video.
10. When would sanitary sewers be constructed?
If approved, the sewer system could be operational within approximately 12 months.
11. What is the probable cost?
The total project cost will be assessed based upon the number of residential equivalent units (REUs) applicable to each parcel. The greater the number of REUs within the service area, the lower the cost per benefiting parcel. Preliminary costs to serve this area and finance through a special assessment district would result in an assessment for a single-family home in the amount of $13,000 - $15,000 per connected REU on an occupied parcel, or $7,000 to $8,000 per vacant parcel. Financed through special assessment bonds, the annual principal payment would be $ 650 to $750 per occupied parcel, or $350.00 to $400.00 per vacant parcel plus interest on the unpaid balance. The interest amount will be determined by the market interest rate for the sale of the Bonds at the time the project is financed. The actual cost will be determined after final engineering for the project is completed and will be presented to property owners prior to establishing a special assessment district.
12. How would assessments be paid?
Payments would be made annually through the winter tax bills over a period of twenty (20) years
.
13. What costs are not included in the project cost?
The cost to connect the building sewer to the grinder pump station and to abandon the septic tank; approximately $1.50 per month for electricity to power the grinder pump station; $30.50 per month for operation, maintenance, and repair of the sewer system facilities; and wastewater plant debt retirement, billed quarterly in the amount of $91.50.
14. Are assessment costs tax deductible?
The principal payments are not tax deductible. However, the interest payments may be. Please check with your
tax preparer regarding this issue.
15. What if an assessed property is to be sold?
Some purchaser’s bank or mortgage company will require the assessment paid off at closing and others will not.
16. Can the assessment be paid off immediately, or can extra payments be made?
Yes, you will be notified of the exact amount of the assessment prior to it being added to your tax bill. In the event you pay this assessment in full within the time allowed, you will not have to pay interest and no amount will be added to your taxes. If the full amount is not paid, the remaining principal and interest will be added to your tax bill until it is paid in full
.
17. Must all properties be connected to the sanitary sewer system?
Yes. All structures within a special assessment district must be connected. All structures outside of the district that are within 400 feet of an available sewer must connect if the septic system fails or the structure is modified or enlarged
.
18. Is there help available for those who cannot afford the assessment and connection costs?
The State of Michigan has established a process, which allows a qualifying property owner who demonstrates hardship annually to defer payment of the assessment.
Any Additional Questions? Please call the Township Office at (810) 231-1000 Ext. 210; Utilities Coordinator