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  REGULAR COUNCIL MEETING - December 14, 2016



VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
DECEMBER 14, 2016

CALL TO ORDER
Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

ADOPT AGENDA
Leonard moved, seconded by O’Halloran to amend the agenda as presented to add “Closed Session Under Section 8(h) of the Michigan Open Meetings Act to Consider Attorney-Client Privileged Material” under new business after “Move House at 46113 Royal Avenue”. Motion carried unanimously 5-0.

O’Halloran moved, seconded by Bracewell to adopt the amended agenda. Motion carried unanimously
5-0.

CERTIFICATION OF ELECTION RESULTS
Clerk-Treasurer Mary Robertson told the Council that the Certification of Election Results has been received from the Board of Canvassers showing the two persons reelected to serve on the Village Council for four year terms are James Bracewell and Blake O’Halloran and the results were James Bracewell 120 votes and Blake O’Halloran 120 votes.

APPROVE MINUTES
Bracewell moved, seconded by Giglio to approve the minutes of the Regular Council Meeting of November 16, 2016. Motion carried unanimously 5-0.

PRESENTATIONS
Newly elected New Buffalo Township Supervisor Michelle Heit introduced herself and told everyone to feel free to contact her at New Buffalo Township Hall with any questions or concerns.

NOMINATION OF OFFICERS
Bracewell moved to nominate Paul Leonard to serve as president of the Council, O’Halloran seconded, and with no other nominations Leonard was named president. Motion carried 4-0 as Leonard abstained.

Leonard moved to nominate O’Halloran to serve as president pro tem of the Council, Bracewell seconded, and with no other nominations O’Halloran was named president pro tem unanimously 5-0.

APPOINTMENT OF OFFICIALS
Leonard moved, seconded by Bracewell to make the following appointments:
Mary Robertson – Clerk-Treasurer
James Bracewell - Building & Zoning Commissioner
Frank Giglio - Parks Commissioner and Beach Commissioner
Paul Leonard - Street Commissioner and Water Commissioner
Debbie Lindley - Police Commissioner
Blake O’Halloran - Golf and Pro Shop Commissioner
Motion carried unanimously 5-0.

COMMISSION REPORTS
None


ServiScape: Clay Putnam reported that winterization of the course and leaf clean up are completed.

O’Halloran said that the tree stump on the 4th hole with the beautiful carvings celebrating the Scott’s 50th wedding anniversary has deteriorated and needs to be removed. He wrote a letter to Shirley Scott thanking her for the beautiful carvings and informing her of the need to remove the stump.

PERSONNEL REPORTS
Superintendent: In addition to his written report, Bob Dabbs reported that with all of the snow, leaf pickup is slow, but they will pick up the leaves that are out there now. There was a problem with a seal on one of the water booster pumps and he sent it out to Peerless Midwest for repair and there is no impact on water or fire protection.

Police Chief: Chief Dan Schroeder had nothing to add to his written report.

Building Inspector Bill Lambert said there have been 41 permits issued to date and there are nine new houses under construction or nearing completion.

PAY BILLS
Bracewell moved, seconded by Leonard to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

UNFINISHED BUSINESS
None

NEW BUSINESS
MOVE HOUSE AT 46113 ROYAL AVENUE
Steve and Amy Slater are planning on moving their house in mid-September 2017 from 46113 Royal onto a lot in Fifteen Acres if everything works out with the lot. Slater said the ideal route to move the house would be down Royal Avenue and then cut across the golf course and on to Grand Beach Road. The other option is to go down Station Road, and outside of Grand Beach limits and down Grand Beach Road. They would like to cut the corner through the golf course and would replace anything that is damaged during the move.

There was discussion related to the shanty that has been in place on the golf course for 40 years, and Slater said that he would pour a cement pad before replacing the shanty. There was also discussion about the possibility of replacing the entire fence instead of replacing the four sections that would need to be removed.

Slater said the house movers will use moving mats to spread the weight out when going across the golf course so there shouldn’t be any damage. If there is rain when they intend to make the move, they will put it off for a couple of weeks until it dries out. Clay Putnam of ServiScape is familiar with the mats and said they do a nice job. He does not have any objections to moving the house across the golf course, and said that they can rent a piece of equipment to roll over any ruts, or if too deep, they will have to fill and reseed.

Bracewell said he was concerned that New Buffalo High School uses the course for two or three cross country events in the fall, so they will have to work on the scheduling with the school.

Slater said they will need to remove a tree at their expense from the corner of Rhode and Anna Livia Way on the Village easement, and agreed to plant another tree as directed by the Council.

Leonard said he believes this will require a resolution and indemnification and/or a hold harmless agreement


from the Slaters. There will be a period of time when Royal cannot be accessed, but emergency equipment will be able access the Village via another route.

Lindley said she had no objection as long as the Village does not incur any expenses related to the move. Leonard said residents aren’t impacted, and the streets and golf course aren’t impacted and added that this might be an opportunity for the Village to partner with the Slaters to replace the entire fence.

CLOSED SESSION ***ADDED TO THE AGENDA
Leonard moved, seconded by Bracewell to go into Closed Session at 8:05 p.m. EST under Section 8(h) of the Open Meetings Act to review attorney-client privileged material from Attorney Sara Bell which is exempt from public discussion or disclosure under state statue.

Roll Call:
Ayes: Bracewell, Giglio, Leonard, Lindley and O’Halloran.
Nays: None
Absent: None
Motion carried unanimously 5-0.

Leonard moved, seconded by Bracewell to come back into the open session of the regular meeting at 8:33 p.m. EST. Motion carried unanimously 5-0.

RESOLUTION TO ACCEPT PRIVATE STREETS FROM GRAND BEACH LAND (GBLD)
DEVELOPMENT INC. AND GRAND BEACH INVESTMENTS I, LLC (GBI)
Leonard said that there are three components that have to come together in order to accept the streets:
1. Resolution has to be adopted to accept the roads.
2. Agreement setting out conditions on how roads are conveyed to the Village will need to be signed.
3. Deed from GBLD and GBI to Village. Village has to sign the quit claim deed accepting the roads.

Leonard said that Village Attorney Sara Bell and Attorney Sally Taylor have gone back and forth in drafting the appropriate documents and the Council has a resolution to accept the roads which was read by Leonard. He said the term of the agreement needs to be tweaked and there should be one final review of the deed.

Leonard moved, seconded O’Halloran to adopt the resolution as presented to accept private streets from Grand Beach Land Development, Inc. and Grand Beach Investments I, LLC.

Roll Call:
Ayes: Bracewell, Giglio, Leonard, Lindley and O’Halloran.
Nays: None
Absent: None
Motion carried unanimously 5-0.

Leonard said Attorney Bell will submit a packet of materials to our liability carrier, and if they give us their approval, Leonard will execute the documents on behalf of the Council and forward them to Bell who will send them to Attorney Taylor. He expects that we will have this completed by the end of the year.

DRIVING RANGE LEASE
Leonard reported that the Council received a letter from Grand Beach Land Development (GBLD) regarding the driving range lease. The lease requires six months written notice to cancel, and GBLD is giving the

Village notice that they want to change the lease because they can’t have the driving range tied up for 18

months at a time. The lease will be cancelled in May and they want to work with the Village to come up with a lease that will work for both. O’Halloran will meet with Ellen Frankle to discuss the lease and then we will take the new language to the attorneys for review and approval.

HSA CONTRIBUTIONS – KEELER AND SCHROEDER
Leonard stated that Dan Schroeder and George Keeler will be of Medicare age in 2017, and with that, they are not eligible to contribute to their HSA’s. He said he thinks there is an issue of fairness to the employees since the Village contributes to all of the full time employees’ HSA’s and in fairness, the council should consider giving a salary adjustment to them.

The Village contributes $2,050 for single coverage and $4,100 for double/family coverage to an employee’s HSA. Keeler and Schroeder will pay the same deductibles and copay for prescriptions that the other employees pay. The deductible for prescriptions is $1,300 per person on the plan and copays range from $10 to $80 or more.

Since Keeler’s birthday is in January, the Village will not be able to put any funds into his HSA for 2017. Schroeder will not be eligible for Medicare until June, so he is eligible to contribute to an HSA for the first five months of the year with a maximum of $3,229.17 for 2017. The Village would normally contribute $4,100 for Schroeder and his wife leaving a difference of $870.83.

Insurance agent Kurt Buursma told Clerk-Treasurer Mary Robertson that what has been done at another municipality in this case is that the employee receives a one-time salary adjustment with the understanding that the funds are to be put into the spouse’s HSA. The salary adjustment would be taxed like regular payroll, but when they file their income tax, they will get a tax deduction for the contribution the spouse makes into her HSA.

Leonard moved, seconded Bracewell to follow the recommendation of the insurance agent and make a one-time salary adjustment for George Keeler in the amount of $2,050, and for Dan Schroeder in the amount of $870.83 for their health care expenses in order to treat each employee and spouse fairly. Motion carried unanimously 5-0.

LIFE INSURANCE PREMIUMS
Leonard stated that the premium for the life insurance plan went from $190 to $267 per month (40% increase) due to the age of some of the employees and council members. Our insurance agent found another plan that will drop to $70 a month with a 2 year rate guarantee. One of the differences in this policy is that as people become 65 or older, the coverage drops pretty drastically, more so than with our current plan.

Leonard moved, seconded Bracewell to approve the transition of the life insurance policy to One America as presented. Motion carried unanimously 5-0.

MERS SERVICE CREDIT PURCHASES
Leonard explained that in the past the Village has allowed employees to purchase service credits through MERS for the years that they worked here before we had the pension plan. By doing this, they will get a bigger pension check each month. MERS has made changes to Service Credit Purchases so if the Village no longer wants to allow employees to purchase service credits, we need to submit a form to them. The Council agreed to allow employees to purchase service credits.

TASER PURCHASE
Lindley moved, seconded by Leonard to approve the expenditure of $1,282.63 to purchase a Taser for the

Police Department from Taser International. Motion carried unanimously 5-0.

TIRES – F450 DUMP TRUCK
Superintendent Bob Dabbs told the council that the tires are bald on the dump truck and they found Dunlop tires for $1,825 installed. O’Halloran told Dabbs that he would like to see a written quote for expenditures in the future.

Leonard moved, seconded by Bracewell to purchase tires for the F450 dump truck at a cost not to exceed $2,000. Motion carried unanimously 5-0.

2017 MEETING SCHEDULE
Leonard moved, seconded by O’Halloran to approve the 2017 meeting schedule as presented. Motion carried unanimously 5-0.

CHRISTMAS OFFICE CLOSING
Leonard moved, seconded by Bracewell to close the Village office for an additional day on Tuesday, December 27, 2016 for the Christmas holiday. Motion carried unanimously 5-0.

RECOGNIZE THE POKAGON FUND FOR GRANT
Leonard told the Council that Janet Cocciarelli, director of The Pokagon Fund (TPF) contacted him to see if the Village would consider placing a plaque of recognition for the generosity of TPF near the flowers at the entrance to Grand Beach.

Leonard moved, seconded by Bracewell, subject to further investigation of cost, that the Village will mount some type of plaque at the entrance to recognize The Pokagon Fund for their generosity. Motion carried unanimously 5-0.

LOCAL REVENUE SHARING BOARD – OPEN SEAT
Leonard moved, seconded by O’Halloran to appoint Jim Bracewell to the Local Revenue Sharing Board if accepted by the board. Motion carried unanimously 5-0.

AUDIENCE RECOGNITION
None

CORRESPONDENCE
KAYE MORIARTY RE: THANK YOU MEMORIAL DONATION
Leonard said that Kaye Moriarty served on the council for a long time and has been a valuable resource. Ordinarily the Village would provide flowers for the funeral of her husband Dan, but Kaye asked that
in lieu of flowers, donations be made to a mission program in Africa in Dan’s memory. The village donated $50 and the received a nice thank you from the Moriarty family.

ADJOURNMENT
Lindley moved, seconded by O’Halloran to adjourn. Motion carried unanimously 5-0.

With no further business, the meeting was adjourned at 9:14 p.m. EST.

Respectfully Submitted,


Mary J. Robertson
Clerk-Treasurer



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  REGULAR COUNCIL MEETING - November 16, 2016


VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
NOVEMBER 16, 2016

CALL TO ORDER
Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

Leonard said that the certification of election results has not come in yet. We will have the certification for the December 14, 2016 council meeting and will nominate officers and appoint the officials at that time. Note that the meeting is being held one week early (December 14) due to the holidays.

ADOPT AGENDA and APPROVE MINUTES
Bracewell moved, seconded by O’Halloran to adopt the agenda with the removal of the Certification of Election Results, Nomination of Officers and Appointment of Officials, and to approve the minutes of the Regular Council Meeting of October 19, 2016 and the Special Council Meeting of October 25, 2016 as presented. Motion carried unanimously 5-0.

COMMISSION REPORTS
Building & Zoning and Police: Nothing to report.

Parks & Beaches: Giglio reported that the water is very high and there was a lot of damage done at the beach recently. He said that some of the houses including his were shaking from the high winds and waves. All of the beach stairs have been removed with the exception of Pine Street.

Streets & Water: Leonard told the council that Attorney Sally Taylor and Attorney Sara Bell are still working on the paperwork for the dedication of the streets to the Village from Grand Beach Land Development and Grand Beach Investments.

Pro Shop & Course: O’Halloran reported that carts are put away for the winter and the electrical work for the cart parking has been completed.

ServiScape: Clay Putnam reported that they finished $2,700 under budget for year. They have been preparing the golf course for winter and have been picking up leaves on the course.

PERSONNEL REPORTS
Superintendent: In addition to his written report, Bob Dabbs reported that Oselka Constructors contacted him and want to use the Walnut Street easement next week to take care of a problem with a wall they installed. Dabbs said they will have to reinstall the ramp at Walnut Street, and he asked the council for approval to leave the ramp in. Dabbs said it will not be very big, but big enough for emergency vehicles to access the beach.

USE OF BEACH EASEMENT
Leonard moved, seconded by Giglio to allow Oselka Constructors to use the Walnut Street beach easement to access the beach to complete the repair work; and they be required to replace the grass, pick up the rocks left behind from the last project, leave the ramp at the Walnut easement and make sure that when they use the Royal easement for revetment work that it is left in the condition they found it in. Motion carried unanimously 5-0.

Police Chief: Chief Dan Schroeder had nothing in addition to his written report.

Building Inspector: Bill Lambert reported that there are nine houses under construction. Property owners at the corner of Royal and Crescent will be tearing down their home and building a new one.

Leonard said he received a phone message from a homeowner that wants to move a house. Lambert has been in contact with the homeowner and said that they want to move their home to another location. He advised them to get their plans together for the council’s approval. The move will take place in the fall to avoid closing the roads during the summer months.

PAY BILLS
Bracewell moved, seconded by O’Halloran to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

UNFINISHED BUSINESS
None

NEW BUSINESS

TRANSFER LOCAL REVENUE SHARING FUNDS RECEIVED TO CAPITAL PROJECTS FUND - $27,462.05
Leonard moved, seconded by Lindley to transfer Local Revenue Sharing Funds received in the amount of $27,462.05 to the Capital Projects Fund. Motion carried unanimously 5-0.

DAMAGE TO CARPETING
Clerk Robertson explained to the council that there was a spot left on the carpeting after a recent wedding reception. She had the carpeting in half of the room cleaned after the reception, but the spot remained. The carpet cleaning company came back a second time at no cost and tried to remove the spot and told her that the fibers were probably stained from red wine. The council agreed to charge the renter for the full cost of cleaning the carpeting with no additional cost for the stain. Robertson said that the stain is located in the corner of the room and is not very noticeable. Bracewell suggested the next time the carpeting is replaced that the Village use carpet squares which can be removed and replaced in case of a stain.

RESOLUTION TO OPT OUT OF P.A. 152 OF 2011
Leonard explained that the resolution allows the Village to make its own decision on insurance costs to Village employees. O’Halloran moved, seconded by Bracewell to approve resolution #2016-08 to Opt Out of P.A. 152 of 2011. Motion carried unanimously 5-0.

HEALTH INSURANCE POLICY
Leonard explained that when officer Patty Cattes got married there was a question of whether the council would put money into her Health Savings Account (HSA) since her spouse and step-daughter needed to meet their annual insurance deductible. At that time the council wanted to create a policy that would address marriages or other qualifying events throughout the year. He said that the proposed policy states that the contribution to the employee’s HSA will be prorated when a qualifying event takes place during the year.

Leonard moved, seconded by Bracewell to approve the Health Insurance Policy as presented. Motion carried unanimously 5-0.



END OF YEAR SALARY ADJUSTMENTS
Bracewell moved, seconded by Lindley to approve the end of year salary adjustments as presented. Motion carried unanimously 5-0.

BERRIEN COUNTY ANIMAL CONTROL ORDINANCE REVIEW
The Council discussed a proposed revision to Berrien County’s Animal Control Ordinance. Leonard said he read it over and doesn’t have any problems with it. Lindley said they are basically saying that the responsibility falls back on the municipality.

HALL RENTAL REQUESTS
Bracewell moved, seconded by O’Halloran to approve hall rental requests to La Lumiere School on February 18, 2017, Nancy Schmidt on April 22, 2017 and Ronald Kostyo on November 4, 2017. Motion carried unanimously 5-0.

AUDIENCE RECOGNITION
None

CORRESPONDENCE
The Village received a request from New Buffalo Police Chief Larry Pitchford for a donation to help purchase materials for their Safety Pup program for the children in the local schools.

Leonard moved, seconded by Bracewell to approve a donation of $50 to the New Buffalo Police Department specifically for the Safety Pup program. Motion carried unanimously 5-0.

ADJOURNMENT
Leonard moved, seconded by O’Halloran to adjourn. Motion carried unanimously 5-0.

With no further business, the meeting was adjourned at 8:10 p.m. EST.

Respectfully Submitted,



Mary J. Robertson
Clerk-Treasurer




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  SPECIAL COUNCIL MEETING - October 25, 2016


VILLAGE OF GRAND BEACH
SPECIAL COUNCIL MEETING MINUTES
OCTOBER 25, 2016

CALL TO ORDER
President Paul Leonard Jr. called the Special Meeting to order at 7:00 p.m. EST. In attendance in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

ADOPT AGENDA
Leonard moved, seconded by Lindley to adopt the agenda as presented. Motion carried unanimously 5-0.

UNFINISHED BUSINESS

ELECTRICAL BIDS - GOLF CART PARKING AREA
Bracewell moved, seconded by Leonard to approve the installation of electric to the new golf cart parking area not to exceed $5,000 with Golf Commissioner O’Halloran choosing the electrician. Motion carried unanimously 5-0.

Bids were received from Harbor Electric, Inc. in the amount of $5,339 and Town & Country Electric in the amount of $4,375.

WATER RATE INCREASE
Leonard stated that the Village was informed that Michiana will increase water rates to Grand Beach for the second time recently, and Grand Beach will need to increase rates to cover the additional cost.

Leonard moved, seconded by O’Halloran to adopt resolution #2016-07 to increase water rates to $6.25 per 1,000 gallons of water used effective on the April 2017 water billing for water usage beginning on December 1, 2016. Motion carried unanimously 5-0.

BUDGET AMENDMENTS FOR 2015/2016
Bracewell moved, seconded by Leonard to approve budget amendments for 2015/2016 for the General Fund, Water Fund, Major Street Fund, Local Street Fund, Building Fund and Capital Projects Fund as presented, and Golf Fund with an increase of $2,700 in miscellaneous expense added to the proposed Golf Fund amendment. Motion carried unanimously 5-0. The additional $2,700 was necessary for the electric work that was approved.

NEW BUSINESS
None

AUDIENCE RECOGNITION
None

CORRESPONDENCE
None
ADJOURNMENT

Leonard moved to close the special meeting. There being no further business, the meeting adjourned at 7:35 p.m. EST.

Respectfully Submitted,



Mary J. Robertson
Clerk/Treasurer




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  REGULAR COUNCIL MEETING - October 19, 2016



REGULAR COUNCIL MEETING
OCTOBER 19, 2016

CALL TO ORDER
Council member James Bracewell called the regular council meeting to order at 7:32 p.m. EST. Present in addition to Bracewell were Frank Giglio and Deborah Lindley. Paul Leonard Jr. and Blake O’Halloran were not present as they were out of town.

ADOPT AGENDA
Giglio moved, seconded by Lindley to adopt the agenda as presented. Motion carried unanimously
3-0.

APPROVE MINUTES
Bracewell moved, seconded by Giglio to approve the minutes of the Regular Council Meeting on September 21, 2016. Motion carried unanimously 3-0.

PRESENTATION – ROSE DUDIAK, NEW BUFFALO TOWNSHIP SUPERVISOR
New Buffalo Township Supervisor Rose Dudiak talked to the Council about the upcoming election and explained that she was running in the election as a write-in candidate. She highlighted several projects that have been completed while she was the supervisor over the last eight years.

COMMISSION REPORTS
Building & Zoning: Bracewell reported that the letter he spoke of last month regarding a homeowner trying to sue their neighbor because of a tear down and rebuild has been turned over to the Village Attorney. He said this is being taken very seriously and not being ignored.

Bracewell said there are nine new homes under construction with many other projects going on in the Village.

Parks & Beaches: Giglio reported that the lake is about the same as it has been. He said Donkersloot & Sons have finished removing the steel sheet walls from the lake. They removed about 30 sheets when they expected to remove 15 sheets and did a nice job.

Police: Lindley reported that the Village is quiet after Labor Day. She said the officers have the new statewide records management system up and running. All officers completed their firearms training.

Streets & Water, Pro Shop & Course: Leonard and O’Halloran were not present to give reports.

ServiScape: Clay Putnam reported that aerification and top dressing has been done. They will install the cart path on #7 with the help of Superintendent Dabbs and his staff. They also helped ServiScape take down a leaning tree on #4. ServiScape will have pruning done on oak trees near the #3 tee.

PERSONNEL REPORTS
Superintendent: In addition to his written report, Bob Dabbs reported that they pulled the buoys and Robin Lane and Oak Street easement beach stairs. They will pull out the other sets of stairs beginning November 1.

Police Chief: In addition to his written report, Chief Dan Schroeder reported on the new software that was recently completed.

Building Inspector Bill Lambert was not in attendance.

PAY BILLS
Bracewell moved, seconded by Giglio to approve the payment of the bills with the written additions as presented. Motion carried unanimously 3-0.

UNFINISHED BUSINESS
None

NEW BUSINESS
OSELKA CONSTRUCTORS – SEAWALL AT 46013 LAKE VIEW AVENUE
David Wolf of Oselka Constructors addressed the council concerning revetment work that his company plans to do for Kathleen Higgins at 46013 Lake View Avenue. He explained that Higgins applied for a permit to build a stone revetment wall with the Department of Environmental Quality (DEQ) about four months ago and last week the DEQ informed them that some of the proposed work might be on Village property and told them they should ask the Village for permission to build the revetment on part of Village property.

He asked for the Council’s permission to build the wall at the toe of the slope which is in line with the wall that the neighbors (Goods) built. The rock will go across all of the Higgins property and stop at the beach easement line. They will be starting their rock at the corner of the steel wall that Goods have installed.

Bracewell read information that the Council received from Council Member O’Halloran that said the Village should not stop the work from being done so that the property owner can protect the front of their home. Bracewell said that allowing people to protect their property is something that has always been important to the Village.

Bracewell said the Higgins’ will be contacted to see if they are willing to pay for revetment work at the easement which was done recently by a homeowner next to another beach easement. The work on the easement will help protect the Higgins’ property.

Bracewell moved, seconded by ¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬Lindley to allow revetment work to be done by Oselka Constructors at 46013 Lake View Avenue and to allow the work to be done on Village property as requested. Motion carried unanimously 3-0.

David Wolf talked to the council about a conversation that took place at the last council meeting about rocks that were left on the beach when revetment work was done on Ridge Road. He showed pictures to the council of the beach in 2015 and again on October 17, 2016 showing what was there then and now.

He said he can’t get his equipment down to the beach at the pump house now because the ramp has been removed and grass has been planted. He said when they are working on Higgins’ property, they will try and get around on the beach to that area and move the rocks onto the wall where they belong. If they can’t get down there then, he will take care of it when they are here working again when they can get around on the beach. Bracewell said the Village will hold him to it.

There was discussion about the removal of the ramp. Bob Dabbs said that he told Donkersloot to leave the ramp there, but for some reason it was removed. Chief Schroeder suggested that the ramp be put back because they were planning on using it for access to the beach with the 4-wheeler.

TREE TRIMMING – GOLF COURSE #3 TEE
Bracewell moved, seconded by Giglio to accept the bid from the Tree Mann in the amount of $1,240 to remove branches from the golf course near the #3 tee. Motion carried unanimously 3-0.

ELECTRICAL BIDS - GOLF CART PARKING AREA
Bracewell tabled the electrical bids for golf cart parking until an upcoming meeting when Leonard and O’Halloran are present.

EMPLOYEE PAY RAISES
Bracewell moved, seconded by Giglio to approve employee pay raises of 3% as presented by the Council President and Village Clerk. Motion carried unanimously 3-0.

WATER RATE INCREASE
Bracewell stated that Michiana has increased the Village water rates for the second time in approximately one year. He tabled the water rate increase until a full council is present.

TRANSFER FUNDS TO CAPITAL PROJECTS FUND FOR FISCAL YEAR 2015/2016
Bracewell moved, seconded by ¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬Lindley to transfer funds from the General Fund to the Capital Projects Fund for fiscal year 2015/2016 as budgeted. Motion carried unanimously 3-0.

BUDGET AMENDMENTS FOR 2015/2016
GENERAL FUND
WATER FUND
GOLF FUND
MAJOR STREET FUND
LOCAL STREET FUND
BUILDING FUND
CAPITAL PROJECTS FUND

Bracewell said that the budget amendments will be tabled until a special meeting can be called with a full council.

HALL RENTAL REQUESTS
NORM CHERRETT – OCTOBER 29, 2016
DON BUTLER – EMPLOYEE – APRIL 29, 2017
FRANK GIGLIO – MARCH 25, 2017
FRANK GIGLIO – MAY 13, 2017
SUE SCALETTA – SEPTEMBER 23, 2017
Bracewell moved, seconded by Lindley to approve hall rentals to Norm Cherrett on October 29, 2016, Don Butler (Employee) on April 29, 2017, Frank Giglio on March 25, 2017, Frank Giglio on May 13, 2017 and Sue Scaletta on September 23, 2017. Motion carried unanimously 3-0.

AUDIENCE RECOGNITION
None

CORRESPONDENCE
None

ADJOURNMENT
Bracewell moved, seconded by Lindley to adjourn. Motion carried unanimously 3-0.

With no further business, the meeting was adjourned at 8:14 p.m. EST.

Respectfully Submitted,



Mary J. Robertson
Clerk-Treasurer




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  REGULAR COUNCIL MEETING - September 21, 2016


REGULAR COUNCIL MEETING
SEPTEMBER, 2016

CALL TO ORDER
Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

ADOPT AGENDA
O’Halloran moved, seconded by Lindley to adopt the agenda as presented. Motion carried unanimously
5-0.

APPROVE MINUTES
O’Halloran moved, seconded by Bracewell to approve the minutes of the Regular Council Meeting on August 17, 2016. Motion carried unanimously 5-0.

Bracewell moved, seconded by O’Halloran to approve the minutes of the Special Council Meeting on August 31, 2016. Motion carried 4-0 with Bracewell, Giglio, Leonard and O’Halloran voting aye. Lindley abstained as she was not present at the meeting.

PRESENTATION – LAKE MICHIGAN COLLEGE
Doug Schaffer of Lake Michigan College (LMC) spoke about an upcoming millage proposal for capital improvements which will support safety and security improvements, modernize classrooms, teaching equipment, student success centers and include other facility upgrades. He discussed improvements that will be made to the 50 year old building, as well as updates for the safety and security of the students, staff and visitors.

The millage proposal is .48 mills which is equivalent to $24 per year for a home with a market value of $100,000. The current millage of 1.78 mills is the 24th lowest millage of 28 Michigan community colleges.

COMMISSION REPORTS
Building & Zoning: Bracewell reported that he received a letter from an attorney about a complaint from a neighbor regarding a tear down and rebuild. The Village Attorney has been informed.

Parks & Beaches: Giglio reported that there is still beach from Oak to the pier although there is a lot of rock. He reported that the diseased trees along Grand Beach Road are located 55’ from Amtrak’s right of way so Amtrak will not have to be contacted regarding the trees. Clay Putnam of ServiScape said that the trees have a pathogen referred to as Needle Shed which is fairly common for that type of tree. He said that they can be treated and will require multiple years of treatment and after multiple years of treatment there is no guarantee that the trees will be in good shape. Leonard asked Putnam to put the information into a letter that he will pass along to Grand Beach Land Development (GBLD). O’Halloran said that if GBLD dedicates Grand Beach Road to the Village the trees will be the Village’s responsibility.

Streets & Water: Leonard reported that the street paving has been completed. He said that Village Clerk-Treasurer Mary Robertson was recently attended a clerk’s meeting at the Village of Michiana where she met Michiana’s council president. He informed her that Michiana will be increasing their water rates to
the Village from $3.20 to $3.50 per 1,000 gallons because their recent rate increase was not high enough.
Leonard spoke about the importance of water testing and said that the Department of Environmental Quality is looking at areas where animal waste from farms is getting into the waterways.

Leonard said he was hoping to have a final version of a resolution to accept the private streets from
Grand Beach Land Development (GBLD) and Grand Beach Investments for the meeting, but Village Attorney Sara Bell and Attorney Sally Taylor are still working out details on a draft agreement. He said everything should be ready in order to complete the process at the October meeting.

Police: Lindley reported that there were questions on August 29th about solicitors in the Village and while she was looking into the resident’s complaint, she found that ordinance number 5 which was adopted in 1934 is very antiquated and predates all of the Supreme Court judgements in the past. There was discussion among council members regarding the need to have our ordinance revised to include proper language regarding soliciting and the first amendment rights regarding political and religious solicitation.

Lindley said New Buffalo Township has an ordinance that was adopted in 1981 covering door-to-door salesman, but it doesn’t cover political or religious groups. Village Attorney Sara Bell has said that the Village can create a “Do Not Knock List” that could be used when a group comes into the Village to let them know who does not want solicitors. The council agreed that ordinance number 5 should be revised.

Pro-Shop and Course: O’Halloran reported that the golf course is doing well and will probably make a profit of $15,000 to $20,000. He outlined things that he is interested in doing for the next year.
• They would like to get a couple more rental carts because there were times this summer when there weren’t any carts available and rental carts are a good source of income.
• He would like to run electric to the edge of the Fox Memorial Garden where the carts could be stored and charged. He estimated the cost for electric at $3,500 and the cost for a small wall for the chargers at $500-$800.
• He would like to put three cement tables in front of the pro shop that will be paid for by residents.
• He said that Pro Shop Manager Don Butler has not had a raise in five years. Bracewell asked him to check into that and to provide firm numbers for the council.

O’Halloran told the council he had a meeting with an outside party who is a videographer with a lot of good ideas and after meeting with him O’Halloran thinks an upgrade to our link for the golf course is a good idea. He would like to advertising on the golf website as another way to bring in additional income.

O’Halloran said the golf course is losing money because some of the people who rent golf carts from outside vendor are not buying registration stickers. He is working with Don Butler to require the vendors to purchase stickers for their carts to ensure that all carts are registered.

ServiScape: Clay Putnam said that they are currently $3,481 under budget and he believes they might be able to work the repairs to the irrigation system after lightning strikes into their budget. He said there were three irrigation leaks in August and they need to replace an automatic starter switch at the pump house.

PERSONNEL REPORTS
Superintendent: In addition to his written report, Bob Dabbs reported that there was a problem with the master water meter in Michiana it had to be replaced at a cost of $2,000. He said that Donkersloot & Sons’ barge has been moved and will return on approximately October 10th to pull the steel sheeting out of the water and to repair the easement. O’Halloran was concerned that the golf water intake valve might be close to where the steel is being removed from and Dabbs said it is near there, but it will not be affected by the removal of the steel. The steel sheets are located on the west side of the jetties.

Building Inspector Bill Lambert said that a resident approached him prior to the meeting about the large rocks that were left on the beach by one of the contractors working on the beach along Ridge Road. Leonard asked Dabbs to contact Oselka Construction and let them know that they need to clean it up. If they don’t, the Village will not allow them access to the beach in the future.

Police Chief: In addition to his written report, Chief Dan Schroeder said that the police department recently received a complaint of five or six young kids jumping off the jetties near the pump house. He suggested making a change to the language in ordinance number 2005-66 and placing signs on the jetties warning that jumping and/or diving from the jetties is not allowed. Clerk Robertson will contact Sara Bell concerning a change to the ordinance.

Leonard moved, seconded by Bracewell to order two signs to be installed on the side of the jetties with the language suggested by Chief Schroeder at a cost not to exceed $300. Motion carried unanimously
5-0.

PAY BILLS
Bracewell moved, seconded by Leonard to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

UNFINISHED BUSINESS
None

NEW BUSINESS

MICHIGAN EMPLOYEES’ RETIREMENT SYSTEM (MERS) CONTRIBUTION
Leonard said that last month Mike Overley talked to the council about assets and future liabilities for the employee pension plan (MERS). The Village will need to increase contributions in the future, but Leonard said that the 5.87% that the Village will be contributing beginning November 1, 2016 will be okay, but the council should think about an increase in contributions at our next budget meeting.

HEALTH INSURANCE RENEWAL
Leonard said that the council budgeted a 20% increase in health insurance premiums for the next year and the Village got really good news that the health insurance premium will only increase by 5.7%. Since our increase is much less than anticipated, he said the Village might be able to transfer funds for other programs or to increase the contribution to MERS.

RESOLUTION – STREET DEDICATION
This was addressed during Leonard’s Street Commission report.

TREE PRESERVATION DISCUSSION
Leonard said he thinks we can discuss this in the spring. He said if the street dedication is completed and the diseased trees have to come down, the Council can talk about putting in replacement trees.

MOSQUITO SPRAYING
Leonard said he had two residents contact him regarding mosquito spraying and he told them that if they
felt strongly about it they should round up their neighbors and attend the meeting.

He said we have talked about this in the past, and there are more people against the spraying than in favor. The residents were concerned about the spread of Lyme disease and the Zika virus. He said he researched Zika and there are two types of mosquitoes that carry the virus, and they are both cold weather intolerant and their range is far south of here. There are no reported instances of those mosquitoes in our immediate area, so he thinks the risk of Zika is very, very low here and he doesn’t think it justifies the expense. He said it is a Village decision, and if there are enough people interested in it, the council will consider it.

Lindley said the machine is broken, and Superintendent Dabbs said a new machine is $7,000 - $8,000 and the chemicals are very costly at about $2,000 each delivery.

REVETMENT REPLACEMENT PROJECT –ACCESS REQUEST
Leonard said there was a request to use the Robin Lane beach easement for revetment work for property owners on Lake Park Drive and to replace the revetment across the Lee Point easement. The owners are going to wait until there is enough beach for them to work from. Sid Mathias has agreed to allow the use of the corner of his lot to get equipment down to the beach. Leonard said he doesn’t have a problem with them using Robin Lane right now because it is just sand.

He said the residents in that area are asking about emergency access to the beach. He previously met with the DEQ concerning a permit for beach access at Robin Lane for emergencies and they agreed that they would issue a permit. Leonard said it will be difficult to put in access because of the grade at Robin Lane.

GRAND BEACH COMMUNITY BETTERMENT ASSOCIATION, INC.
Leonard said that at last month’s meeting, Village resident Brian Byrnes suggested establishing a 501(c)(3) charitable organization to raise funds to be used to do things that the Village would like to do, but might not have funding to do it.

Leonard moved, seconded by O’Halloran that the Village approve the use of the name of Grand Beach Community Betterment Association, Inc. as requested by Byrnes for the establishment of a 501(c)(3) charitable organization that would assist the Village in improving the Village infrastructure and the quality of life for all the residents. Motion carried unanimously 5-0.

AUDIENCE RECOGNITION
None

ADJOURNMENT
O’Halloran moved to adjourn. Motion carried unanimously 5-0.

With no further business, the meeting was adjourned at 9:20 p.m. EST.

Respectfully Submitted,



Mary J. Robertson
Clerk-Treasurer




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  SPECIAL COUNCIL MEETING - August 31, 2016


VILLAGE OF GRAND BEACH
SPECIAL COUNCIL MEETING MINUTES
AUGUST 31, 2016

President Paul Leonard Jr. called the Special Meeting to order at 7:05 p.m. EST. In attendance in addition to Leonard were Jim Bracewell, Frank Giglio and Blake O’Halloran. Debbie Lindley was not in attendance as she was out of town.

Bracewell moved, seconded by O’Halloran to adopt the agenda as presented. Motion carried unanimously 4-0.

Leonard explained that the special council meeting was being held to discuss a proposal to remove sheet steel from Lake Michigan and to discuss a $5,000 donation from a Village resident to be used towards the cost of the removal. He said that the council discussed the proposal from Donkersloot & Sons for the removal of the steel from the lake near the Walnut Street pump station at the last council meeting and did not take any action because there were no funds in the budget for the project. Since that time a resident has offered to contribute $5,000 towards the $13,500 proposal, bringing the cost down to $8,500 to the Village.

Leonard said he does not consider this an emergency, although someone could get hurt on the steel or a boat could be damaged if it hit the steel sheets. He thinks cleaning up the beach is always a good idea. He said Donkersloot’s barge is in the area and if the Village asked him to come back at another time to remove the sheet steel, it would cost much more money. At the last meeting the Village did not have $13,500 to spend, but now with the $5,000 contribution, the cost has come down to $8,500. He explained that per the charter, there would have to be four affirmative votes to approve the expenditure that was not budgeted.

Bracewell said the Village could accept the risk and do nothing about it. At some time the steel might be under the sand on the beach, but only time would tell. Bracewell, Giglio and O’Halloran were in favor of the project since a resident was willing to contribute $5,000 towards the cost of the project.

Leonard moved, seconded by Bracewell that on the condition that the resident contributes $5,000 towards the project, the Village will contribute up to $8,500 for a total cost not to exceed $13,500 as proposed by Arie Donkersloot of Donkersloot & Sons for the removal of sheet steel with the funds coming out of the General Fund outside of the budget. Motion carried unanimously 4-0.

Giglio moved, seconded by Leonard to close the special meeting. There being no further business, the meeting adjourned at 7:15 p.m. EST.

Respectfully Submitted,


Mary J. Robertson
Clerk/Treasurer




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  REGULAR COUNCIL MEETING - August 17, 2016


VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
AUGUST 17, 2016

CALL TO ORDER
Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

ADOPT AGENDA
Leonard moved, seconded by Bracewell to adopt the agenda as presented. Motion carried unanimously
5-0.

Leonard moved, seconded by O’Halloran to suspend the order of the agenda to allow Michael Overley to speak regarding the Michigan Employees’ Retirement System. Motion carried unanimously 5-0.

MICHAEL OVERLEY – MICHIGAN EMPLOYEES’ RETIREMENT SYSTEM (MERS)
MERS representative Mike Overley gave an overview of the employee’s pension plan with MERS. He explained the calculation used in the lifetime pension provided to employees that meet certain criteria. He spoke about the 5-year study that was recently completed and explained changes to the plan including the reduction in the anticipated investment return from 8% to 7.75%.

He told the council that the Village’s pension plan is currently funded at 101%, but in future years with the changes that were made the funded level will be reduced. He explained the difference between the phase-in and the full impact contributions by the Village. The goal is to be 100% funded so that the plan has the assets to cover the liabilities in future years.

APPROVE MINUTES
Leonard moved, seconded by Bracewell to approve the minutes of the Regular Council Meeting on July 20, 2016. Motion carried unanimously 5-0.

Leonard will circulate the Closed Session Minutes of July 20, 2016 to council members for approval.

Lindley moved, seconded by Bracewell to approve the minutes of the Special Council Meeting on August 11, 2016. Motion carried 4-0 with Bracewell, Giglio, Leonard and Lindley voting aye. O’Halloran abstained as he was not present at the meeting.

COMMISSION REPORTS
Building & Zoning: Bracewell reported that everything is going well with no complaints.

Parks & Beaches: Giglio reported that there is currently a lot of beach from the pier to Oak Street although there is a lot of rock and stone on the beach. He spoke to Clay Putnam from ServiScape about the trees along Grand Beach Road that appear to be dying. Putnam told him that some of the trees might not survive, but the Village might be able to treat the trees that are diseased. The drain at the park has been routed out recently.

Leonard told the council that he received an email from a resident regarding tree preservation. He said we lost one very large oak tree to lightening recently and another old oak tree to Oak Blight, and if we
continue to lose these magnificent trees, the character of the Village will be changed. The email said that other communities require property owners to replace trees when they are lost or cut down. Leonard will send the email to Council Members so they can use the link included in the email to view an ordinance for the City of Lake Forest regarding tree preservation before the next council meeting.

Streets & Water: Leonard reported that he received a document regarding pipeline safety that he will pass along to Chief Schroeder regarding emergency situations and policies.

Leonard said he also received a communication from Michigan Department of Transportation that said we will get a 23.5% increase in our transportation funds, but with that increase we will be required to spend more money on non-motorized facilities. The Village is required to spend 1% of ACT 51 funds received annually on things such as sidewalks, bike and walking paths. With the increase in funding, the Village will be required to spend a larger amount of money on these types of projects. Leonard asked council members to think of projects that the Village can do in the future to help meet this requirement.

Leonard said that Grand Beach Land Development and Grand Beach Investors own a significant portion of Grand Beach Road, a portion of Robin Lane and Deer Park and are interested in deeding those sections of roadway to the Village. Village Attorney Sara Bell has been working with their attorney Sally Taylor on this matter. Taylor recently submitted surveys and title reports to Bell and she will discuss the matter with Leonard prior to the September council meeting.

Police: Lindley reminded everyone to lock their cars and not to leave valuables in the cars. Chief Schroeder reported on the street light outages that have been an ongoing issue in the old section of the Village. Indiana Michigan Power has installed larger fuses in hopes that this will take care of the problem.

Pro-Shop and Course: O’Halloran reported that we have had a wonderful year financially with the golf course. The weather has been great and all of the numbers show it. He reminded everyone that the golf course is self-sustaining and everyone needs to support it so that we can continue to have a great golf course, which is one of the Village’s greatest assets, along with its beaches.

ServiScape: Clay Putnam was not in attendance.

PERSONNEL REPORTS
Superintendent: In addition to his written report, Bob Dabbs reported that he received a ballpark estimate for a generator for the Village Hall at a cost of approximately $50,000. Leonard asked him to get three quotes on the generator. Dabbs also got a quote on running electricity to the arch at a cost of $4,900. They could light up the flags, put up Christmas lights and the Police Department could install security cameras on the arch if there was electricity there.

Police Chief & Building Inspector: Nothing to add to their written reports.

Leonard said he received a request from a resident to send out an alert to residents regarding fireworks. He asked Chief Schroeder if he would put information on the website and send out an alert before the Fourth of July holiday next year regarding the use of fireworks in the Village.

PAY BILLS
Bracewell moved, seconded by Leonard to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

UNFINISHED BUSINESS
None

NEW BUSINESS

MICHAEL OVERLEY – MICHIGAN EMPLOYEES’ RETIREMENT SYSTEM (MERS)
This discussion took place at the start of the meeting.

REPORT ON NEW BUFFALO SAND ALLIANCE
Leonard said the loose organization of communities that has been meeting has decided on the name New Buffalo Shoreline Alliance and is in the process of organizing a 501(c)(3). They have been in contact with two law firms and the information received is considered attorney-client privilege and cannot be discussed at this time. The Village has not expended the $1,500 that was approved, and will not do so until the 501(c)(3) is established or the Village will pay the funds to the law firms.

STEEL REMOVAL FROM BEACHES
Leonard said that Bob Dabbs received a quote from Donkersloot & Sons in the amount of $13,500 to remove 30’ of steel sheet wall located near the pump house. Leonard said there is not funding in the budget to cover this expense. There was much discussion between Village Resident Kieran McHugh and the council regarding the budget, expense, danger, responsibility and removal of the steel. The council will look at it again next year and will take this under advisement.

GENERATOR BID FOR VILLAGE HALL
This was discussed during the superintendent’s report.

AT&T ANNUAL VIDEO REPORT
Leonard stated that the Village received the annual video report from AT&T.

ASSUMED BUSINESS NAMES RENEWAL
Leonard explained that in prior years Chief Schroeder filed assumed business names which are now expiring to protect those names from use by others. The assumed business names were filed when a developer considered putting in a development across the highway and the Village did not want the name of the development to include Grand Beach.

Lindley moved, seconded by Leonard to spend a total of $100 to renew the 10 assumed business names. Motion carried unanimously 5-0.

REAPPOINT GEORGE SOPER TO PLANNING COMMISSION–TERM ENDING AUGUST
31, 2019
Leonard moved, seconded by Bracewell to reappoint George Soper to the Planning Commission with a
term ending August 31, 2019. Motion carried unanimously 5-0.

REAPPOINT JIM BRACEWELL EX OFFICIO MEMBER TO PLANNING COMMISSION – TERM ENDING AUGUST 31, 2017
Leonard moved, seconded by O’Halloran to reappoint Jim Bracewell as the ex officio member to
the Planning Commission with a term ending August 31, 2017. Motion carried unanimously 5-0.

HALL RENTAL REQUEST
Leonard moved, seconded by Bracewell o approve a hall rental request for Lila Gavin on September 9,
2017. Motion carried unanimously 5-0.

AUDIENCE RECOGNITION
Leonard said that there are people in the audience because of the recent demonstration of the beach cleaning equipment. He said there is no money in the budget for the beach cleaner, and it would take years for the Village to accumulate enough money for the purchase of the equipment. He said the equipment that was demonstrated on the beach was the top of the line model. He reviewed the different sizes and types of equipment and their cost. He said that in talking with Bob Dabbs, the 600 series model would be the best and they hope that the Village tractor would be able to pull it up the beach easements. The cost of the 600HD model is $52,767 with the 400HD costing approximately $40,000. Our golf course tractor can pull the 400HD.

Village resident Brian Byrnes said he works with a grant writer who is willing to check on grants for the equipment. O’Halloran said that there are grants that the Village might be eligible for since we have adopted a 5-year Parks and Recreation Plan. O’Halloran said that right now we will try and get grants with Village residents donating the remaining funds, and the Village’s responsibility being storage.

Resident Sunday Perry said that the community she grew up in had a 501(c)(3) to accept donations to help with projects that couldn’t be funded by the municipality. She suggested the Village set up a 501(c)(3) so that people in the Village could make donations big and small to fund different projects.

CORRESPONDENCE
• Ed Burke – Ed Burke requested use of the Robin Lane easement for revetment work on his property. He was in attendance and said that he has talked with Sid Mathias about using part of his property to access the beach. The council will allow him to use the easement.
• Joe Farwell – Joe Farwell sent a letter regarding the use of golf carts in the Village. Leonard will contact Village Attorney Sara Bell and forward the letter to her so that she can review it and make recommendations. Two members of the Farwell family were in attendance and said that they spent approximately 30-40 hours researching the Michigan laws regarding golf carts. O’Halloran thanked them for their research.
• Marjorie Royce – The Council received a thank you note from Village employee Marjorie Royce for the nice plant that was sent to her when her daughter recently passed away.
• Nancy Schmidt - Nancy Schmidt requested permission to put up a “Little Library” on her property. The library box was made by her niece who asked if she could put the library on her property in Grand Beach. The “Little Library” will have books in it that anyone can borrow. Leonard will contact her and tell her that it is okay as long as the library is on her property and not on the easement.

ADJOURNMENT
Leonard moved, seconded by O’Halloran to adjourn. Motion carried unanimously 5-0.

With no further business, the meeting was adjourned at 9:40 p.m. EST.

Respectfully Submitted,

Mary J. Robertson
Clerk-Treasurer




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  REGULAR COUNCIL MEETING - July 20, 2016



VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
JULY 20, 2016

CALL TO ORDER
Council president Paul Leonard Jr. called the regular council meeting to order at 7:36 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

ADOPT AGENDA
Bracewell moved, seconded by O’Halloran to adopt the agenda as presented. Motion carried unanimously 5-0.

APPROVE MINUTES
Bracewell moved, seconded by O’Halloran to approve the minutes of the Regular Council Meeting on June 15, 2016. Motion carried unanimously 5-0.

COMMISSION REPORTS
Building & Zoning: Bracewell reported that there are four new homes under construction and everything is going well. Parking on Whitewood is being monitored day by day.

Parks & Beaches: Giglio said the amount of sand on the beaches varies from place to place. Leonard complimented Giglio for the nice job that was done at the entrance with flowers, asphalt and curbing. The project was paid for with a generous grant from The Pokagon Fund.

Streets & Water: Leonard said that the Village continues to test water and patch the streets. Paving of several streets will begin later in the summer.

Police: Lindley said it was a busy month for the officers, and reminded everyone to lock their cars.

Leonard discussed complaints he is still receiving from people about the fireworks over the July 4th weekend. He stated that fireworks are not allowed on public areas, streets and beaches. Chief Schroeder said that state law allows certain types of fireworks on the day before, day of and day after a holiday.

Leonard is concerned with recent fires in the Village caused by fireworks and suggested increasing the fine for shooting off fireworks illegally from the current $100 fine to a $500 fine.

Pro-Shop and Course: O’Halloran reported that the golf course lost one of the biggest oak trees at the edge of the parking lot to a lightning strike last week. In addition, several of the irrigation system control boxes were struck by lightning and the damage to the system is still being analyzed. A cinder cart path was installed between holes three and four.

O’Halloran said rounds of golf are up in all categories. May and June were good months financially.

ServiScape: In addition to his written report, Clay Putnam thanked the maintenance crew for their help with the removal of a damaged tree near number five. There was discussion about the flowers and grass seed that were planted by ServiScape at the entrance. Putnam said the flowers will need to be divided in approximately 5-7 years as they grow larger.


PERSONNEL REPORTS
Superintendent: In addition to his written report, Bob Dabbs told the council that they are scraping and will be painting the arch next week.

Police Chief: In addition to his written report, Chief Dan Schroeder said that there have been several instances of cars being opened in the night and items taken from them. He reminded everyone to lock their cars and not to leave their keys and valuables in their cars.

Building Inspector: Bill Lambert was not in attendance.

PAY BILLS
O’Halloran moved, seconded by Leonard to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

UNFINISHED BUSINESS

LICENSE AGREEMENT – PLANTING ON END OF WEST MCKEAN
Leonard told the council that Barbara Glass has signed the license agreement to allow her to plant on West McKean near her home. She has agreed to indemnify the Village and the agreement can be terminated by her or by the Village at any time. Lindley moved, seconded by Bracewell to approve the license agreement with Glass as presented. Motion carried unanimously 5-0.

NEW BUSINESS

EXTEND DRAIN PIPE ON RIDGE ROAD
Leonard said that at the last meeting the council discussed extending a drain pipe on Ridge Road. O’Halloran said he thought, as reflected in the minutes that the Village was going to get bids for the project and he was surprised that the work had been done. He said that procedurally, he doesn’t think this was done properly.

Lindley and Bracewell were surprised at the $7,000 cost. Bracewell said the repair work has added great value, but the house on the west side has not done anything and the Village cannot continue further west.

Superintendent Dabbs said rock was added to the easement, and it is very expensive and the Village saved money by having the work done while Donkersloot was hauling that type of rock and still working in the area. Beach Commissioner Giglio said that if they didn’t put rock in there would have been a gully running across the beach.

Leonard said the Village was protecting the integrity of the dune at the Village easement.

PAYROLL SERVICE
Leonard said that using a payroll service is more effective and will allow the employees to choose direct deposit which is something they have been asking about for a long time. He said using a payroll service will also protect the Village if there is a mistake made because the payroll service will be responsible.

Leonard moved, seconded by Bracewell to engage ADP to take over the payroll responsibilities of the Village. Motion carried unanimously 5-0.

SALARIED EMPLOYEES – CHANGE OF PAY PERIOD END DATE
Clerk Mary Robertson explained that the pay period ending date will need to be moved back one day in order to allow enough turnaround time when using a payroll service. She said with the change, the salaried full time employees will lose one day’s pay. She and Leonard discussed this and suggested issuing a bonus check for the one day’s pay so that the salaried employees are not short on the first check created by ADP.

Leonard moved, seconded by Bracewell to change the pay period ending date to Tuesday upon signing up with ADP, and that salaried full time employees will be given a bonus check so that they will not lose any pay with the transition. Motion carried unanimously 5-0.

2015 MERS ANNUAL ACTUARIAL VALUATION
Leonard said that he read the MERS Pension Annual Actuarial Valuation report and it gives a pretty clear picture that the contributions to the pension plan will have to be increased over the years in order to stay fully funded. The Village’s MERS plan is currently in good shape, but beginning in 2017 the funded portion will begin to drop. O’Halloran thinks the employee contributions should also be discussed. Clerk Robertson will contact the MERS representative and invite him to attend one of the upcoming meetings to explain the changes to the plan and answer questions from the council.

REMOVAL OF STEEL BULKHEAD
Leonard said there is steel in the water near the Walnut Street pump house that is hazardous and could be a potential liability to the Village. On a calm day you can see the steel under the water. It was suggested by a Village resident that the Village have Donkersloot & Sons remove the steel while they are working in the area.

Lindley moved, seconded by Bracewell to have the steel pulled out at a cost not to exceed $5,000 and if the cost exceeds $5,000 the council will call a special meeting for discussion. Motion carried 4-1 with Bracewell, Giglio, Leonard and Lindley voting aye. O’Halloran voted nay.

CONTRIBUTION TO NEW BUFFALO SAND ALLIANCE
Leonard explained that beach nourishment has been a problem for all communities south of the breakwater in New Buffalo. He is part of a group that has met with state representatives, Senator Stabenow, the Department of Environmental Quality (DEQ) and the Army Corps of Engineers (ACOE) to discuss the need to pump sand to the areas south of the breakwater. The ACOE pumped sand to the south until 1994. They have been told by the ACOE that there is no funding available for beach nourishment.

Leonard said there is a group called the New Buffalo Sand Alliance that consists of homeowners’ associations and individual property owners that are willing to contribute $1,500 each to a fund in order to hire attorneys to do legal research to find out if the City of New Buffalo is responsible for pumping sand to the south of the breakwater. There was discussion regarding the results of a 2009 study paid for by donations and whether there was proof that the breakwater was the cause of the loss of beach.

Leonard moved, seconded by Giglio to contribute $1,500 and no more to the New Buffalo Sand Alliance.
Motion carried 3-2 with Bracewell, Giglio and Leonard voting aye and Lindley and O’Halloran voting nay.

Village resident Ed Trainor urged the council after the vote to reconsider saying there are problems in other communities and that another community sued their own planning commission and he applauds the Grand Beach Village Council for being above all of that. He does not think that the Grand Beach name should be associated with a possible lawsuit against the City of New Buffalo.
HALL RENTAL REQUESTS
Bracewell moved, seconded by O’Halloran o approve hall rental requests for Patrick Bennett on November 26, 2016, Ben Mercieri on May 28, 2017 and Dan Schroeder on October 22, 2016. Motion carried unanimously 5-0.

AUDIENCE RECOGNITION
None

CORRESPONDENCE
• LRSB – Request to turn in actual specific costs associated with the casino. The Village has no actual costs to turn in.
• Ray McCafferty – Notice to Grand Beach that a dangerous situation exists at the intersection of Grand Beach Road and Royal Avenue where drivers are running the stop sign.
• Ray McDonald – Appreciates work done to address drainage pipe and erosion at easement on Ridge Road.
• Diana Melicar – Requested council create a Village-wide comprehensive parking plan.
• John Rafkin – Concerned with noise created by neighbors using leaf blowers, power washers and hedge trimmers. Leonard has received several complaints recently about people using power equipment. Chief Schroeder told the council that there are no restrictions for people blowing leaves or doing lawn care on the weekends as long as it is done at a reasonable time of day.

CLOSED SESSION MCL 15.268 SECTION 8(A) – PERIODIC EVALUATION OF VILLAGE
CLERK-TREASURER MARY ROBERTSON
Leonard moved, seconded by Lindley to go into a closed session at 9:10 p.m. EST as allowed under MCL
15.268 Section 8(A) for a periodic evaluation of Village Clerk-Treasurer Mary Robertson.

Roll Call Vote

James Bracewell Aye
Frank Giglio Aye
Paul Leonard Jr. Aye
Deborah Lindley Aye
Blake O’Halloran Aye

Motion carried unanimously 5-0.

Leonard moved, seconded by Bracewell at 9:33 p.m. EST to come back into the regular council meeting. Motion carried unanimously 5-0.

ADJOURNMENT
Leonard moved, seconded by Bracewell to adjourn. Motion carried unanimously 5-0.

With no further business, the meeting was adjourned at 9:33 p.m. EST.

Respectfully Submitted,

Mary J. Robertson
Clerk-Treasurer


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  REGULAR COUNCIL MEETING - JUNE 15, 2016


VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
JUNE 15, 2016


CALL TO ORDER
Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

ADOPT AGENDA
Bracewell moved, seconded by O’Halloran to adopt the agenda as presented. Motion carried unanimously 5-0.

APPROVE MINUTES
O’Halloran moved, seconded by Bracewell to approve the minutes of the Public Hearing on May 18, 2016. Motion carried unanimously.

Bracewell moved, seconded by Lindley to approve the minutes of the Regular Council Meeting on May 18, 2016. Motion carried unanimously 5-0.

Bracewell moved, seconded by O’Halloran to approve the minutes of the Special Council Meeting-Budgets on May 25, 2016. Motion carried 4-0 with Lindley abstaining as she was not at the meeting.

Bracewell moved, seconded by O’Halloran to approve the minutes of the Special Council Meeting on May 25, 2016. Motion carried 4-0 with Lindley abstaining as she was not at the meeting.

COMMISSION REPORTS
Building & Zoning: Nothing to report.

Parks & Beaches: Giglio said that the beach near the pier was full of debris after the winter storms, and Superintendent Bob Dabbs informed the council that they cleaned and raked the beach earlier in the day. The stairs were installed at the Cedar easement. Giglio suggested that “No Loitering” signs be installed near the arch where the grass was planted last year to stop cars from parking on the grass.

Streets & Water: Leonard said that the Village continues to patch the streets, and there will be paving done on some of the streets soon.

Police: Police Chief Dan Schroeder read a letter that he received from the Village of Michiana Police Chief Ryan Layman who commended Officer Patricia Cattes for going above and beyond the call of duty recently in Michiana with help involving an underage drinking party and a 911 call. Lindley said that the police departments complement each other with their support and back up when needed.

Pro-Shop and Course: O’Halloran reported that May was a very good month, up almost 25% compared to last May. He was recently at a gathering where someone mentioned to him that a lot of tax money is spent on the golf course. He wants to make it known that the golf course is self-supporting and there is no tax money spent on the course. He said that the golf course is a great amenity for the community, and the Village is lucky to have it and to have it support itself.

ServiScape: In addition to his written report, Clay Putnam told the council that there have been three
breaks in the irrigation line since his report was written. O’Halloran said that the council is trying to set money aside for the irrigation system with an estimated cost of $200,000. Putnam thanked Bob Dabbs and his crew for taking down a large oak limb on #2. He said by early July they should have the cart path in on #3.

PERSONNEL REPORTS
Superintendent: In addition to his written report, Bob Dabbs told the council that they will be painting lines on the streets and painting the posts. When they are ready to scrape and paint the arch, he will come back to the council for approval to rent a lift truck for a couple of weeks.

Police Chief: In addition to his written report, Chief Dan Schroeder told the council the police department has a Law Enforcement Information Network (L.E.I.N.) terminal, and they have been chosen by the state to be audited. One of the requirements of the State is to have several mandatory policies in place in order to continue using the system. The policies that he has presented are boilerplate policies from the State and will cover the computer use at the police department. They were adopted later in the meeting.

Building Inspector: Bill Lambert said he has issued 19 permits so far this year. He said that everything is going well, but there is going to be a problem with construction traffic and parking on Whitewood this summer.

PAY BILLS
Bracewell moved, seconded by O’Halloran to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

UNFINISHED BUSINESS
None

NEW BUSINESS

LICENSE AGREEMENT – PLANTING ON END OF WEST MCKEAN
Leonard said the Village was presented with a formal license agreement created by Village Attorney Sara Bell that deals with plantings on West McKean. Leonard has reviewed it and made changes to it. He said the next step is to present it to the resident to see if she will agree to sign it. Once signed, it will come back to the council for approval and signature.

GOLF CART PARKING AT WHITEWOOD & LAKE VIEW
Hugh Wade and Diana Melichar addressed the council concerning parking at the end of Whitewood. Wade said he recently started building a house at the end of Whitewood and with the newly placed “Golf Cart Only Parking” sign in front of his property, there is no place for his contractors to park. He said he would like something done to address the parking during construction and also address long term parking in front of his house.

Melichar explained that many of the houses along Lake View have the backs of their houses facing the street so they don’t see all of the golf carts parked there, but Wade’s house could not be built on the lake because of Department of Environmental Quality requirements so his house will face Whitewood and the lake. She feels that he should not have to look out and see golf carts parked in front of his house. She said there is not much flat land on the parcel to allow for much parking, so his guests should be allowed to park in front of his house like others do in the Village.

Melichar said that there has always been a problem with parking in that area, but in the past it was a vacant lot that was owned by the Wilke family. There were many times that people actually parked their cars and carts on their private property, but now it should be more obvious that it is private property because there will be a house on the property. She suggested that the Village create a parking plan to let people know where they can park in the Village.

The council agreed that something needs to be done to allow contractors to park in front of the house during
construction, and that something needs to be done for long term parking for Mr. Wade. They agreed to
remove the “Golf Cart Only” parking sign from in front of the property and will order signs that say “Construction Vehicles Only”. Mr. Wade will pay for the parking signs.

PARKING PERMITS
Clerk-Treasurer Mary Robertson said that she has had inquiries from homeowners who want to know where their renters can park to go to the beach. They have asked for some type of parking permit to allow them to park at the beaches.

Lindley stated that she doesn’t see any reason to have parking permits for rental properties. She said if they offer a registered golf cart with the property they will be able to park it in golf cart parking areas. If they don’t have a registered cart, they will have to walk to the nearest beach like other residents do. Leonard agreed that he didn’t see a reason to provide parking permits for rental properties.

OSELKA CONSTRUCTORS - REQUEST TO USE BEACH EASEMENT
Leonard moved, seconded by O’Halloran to grant permission to Oselka Constructors to use the Royal Beach easement to access a property to construct shore protection beginning after Labor Day and finishing before Memorial Day. Motion carried unanimously 5-0.

GOLF COURSE USE REQUEST- NEW BUFFALO HIGH SCHOOL
Bracewell moved, seconded by O’Halloran to approve the New Buffalo High School Golf Course use request as presented. Motion carried unanimously 5-0.

RESOLUTION – ACCEPT CREDIT & DEBIT CARDS FOR GOLF FEES
Leonard moved, seconded by Bracewell to adopt resolution number 2016-06 to accept credit and debit cards for golf fees as presented. Motion carried unanimously 5-0.

GOLF CART PURCHASE
O’Halloran told the council that the ranger’s gas cart is over 30 years old and needs to be replaced. Bracewell explained his concern that Lan Cam is the automatic supplier, and suggested that in the future there be more than one bid for purchases. Leonard moved, seconded by Lindley to purchase a used gas golf cart from Lan Cam in the amount of $2,000. Motion carried unanimously 5-0.

BUDGET AMENDMENT GOLF 2015/2016
O’Halloran moved, seconded by Leonard to approve a budget amendment for the golf fund for fiscal year 2015/2016 as presented. Motion carried unanimously 5-0.

ABLE DISPOSAL CONTRACT
Leonard explained that last year the council approved an extension of the Able Disposal contract for a year with the option to extend one year at a time through August 31, 2019. Leonard moved, seconded by Lindley to approve an extension of the Able Disposal Contract through August 31, 2017. Motion carried unanimously 5-0.

SET FEES FOR RENTAL HOME INSPECTIONS- HOMES WITH A SPECIAL LAND USE
PERMIT
Leonard explained that when the Planning Commission and Village Council created the short term rental property procedure, the council did not set the registration and inspection fees for those properties. These fees are only for rental properties where the Village requires a special land use permit because of complaints that the Village has received.

Leonard moved, seconded by O’Halloran to adopt a short term rental inspection fee schedule for short term rental properties requiring a special land use permit and set the fees at $100 application fee, $100 for initial inspection of home, $100 for subsequent inspections associated with the initial inspection, $100 for inspections necessary after a certificate of compliance is issued and $100 for any subsequent inspection fees.
Motion carried unanimously 5-0.

ACH PAYMENTS FOR WATER BILLS
Clerk-Treasurer Mary Robertson has received requests from property owners for automatic withdrawal from their bank accounts to pay their water bills. Robertson said if the council agrees to the automated clearing house (ACH) payments, residents will still have the option to pay their bills online. Horizon Bank will charge the Village $25 per month and 15 cents per transaction for this service. Robertson doesn’t think there will be any charge to the property owner from their personal bank.

O’Halloran moved, seconded by Leonard to approve ACH payments for water bills for a trial basis period of six months. Motion carried unanimously 5-0.

GRAND BEACH POLICE DEPT. POLICIES FOR LAW ENFORCEMENT INFORMATION (L.E.I.N.):
Since we are required by the State to have certain policies in place for L.I.E.N., Leonard moved, seconded by Bracewell to adopt the Media Sanitization & Destruction policy, Disciplinary Policy, Media Protection Policy, Personally Owned Device Policy, Physical Protection Policy, and User Account - Access Validation Policy. Motion carried unanimously 5-0.

HALL RENTAL REQUESTS
Bracewell moved, seconded by Leonard to approve hall rental requests for Gina O’Halloran on June 25, 2016, Victoria McHugh on July 9, 2016 and Barbara Jacobs on September 16, 2017. Motion carried unanimously 5-0.

AUDIENCE RECOGNITION
Resident Ray McDonald addressed the council concerning water from Ridge Road that drains into a cistern and then through a drain pipe down to the beach. He provided pictures to the council of the drainage pipe located next to his property and said that with all of the erosion, he and three of his neighbors have each spent $58,000 to protect their properties. He said that if the Village doesn’t do something to extend the pipe, it is going to erode everything.

Giglio told McDonald that the only thing the Village can do is build a rack and extend the pipe. Dabbs said that he can extend the pipe with another 20’ section and buy rip rap, although he doesn’t know if they can install it with the equipment the Village has. Leonard asked Dabbs to get prices on extending the pipe and adding small rock to the area where the pipe is extended, and to bring the information to the next council meeting.

CORRESPONDENCE
The council received a letter from Diana Melichar concerning parking on Whitewood.

ADJOURNMENT
Bracewell moved, seconded by O’Halloran to adjourn. Motion carried unanimously 5-0.

With no further business, the meeting was adjourned at 9:10 p.m. EST.

Respectfully Submitted,

Mary J. Robertson
Clerk-Treasurer




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  SPECIAL MEETINGS - MAY 25, 2016


VILLAGE OF GRAND BEACH
SPECIAL COUNCIL MEETING MINUTES
MAY 25, 2016

President Paul Leonard Jr. called the Special Meeting to order at 7:15 p.m. EST. In attendance in addition to Leonard were Jim Bracewell, Frank Giglio and Blake O’Halloran. Debbie Lindley was not in attendance.

Leonard said the council received a letter from Arie Donkersloot who was present at the meeting to ask for a time extension on a bank stabilization project he is currently working on. Leonard said the shoreline is under assault and there are other property owners along the lake front who have contacted Clerk Mary Robertson to see if they would be able to proceed with work to protect their shoreline and foundations of their homes this summer. The Village does not allow this type of work to be done from Memorial Day to Labor Day, but under the circumstances he believes it would be appropriate for the Council to temporarily suspend, for this summer, the application of restrictions and ordinances to allow owners that feel their properties are threatened to enter into contracts to have work done to protect their homes and dunes from erosion.

Arie Donkersloot of Donkersloot & Sons said they are currently using Walnut Avenue and are set up there to do the O’Grady bank stabilization project on Ridge Road. There are people on East McKean that he has pending proposals with, and a couple more on Ridge Road that would like to have work done to protect their property. He would like to be allowed to continue to use the Walnut easement and has already been given permission by a property owner adjacent to Walnut to continue work because they cross over a portion of her property to get to O’Grady’s property.

They are using their barge to transfer the material to the site because the water was getting so deep along the shoreline that they can’t navigate their equipment through there. They are trying to keep the area clean and will remove the equipment on the weekends so that people can access the beach.

Donkersloot said as far as the time frame, they will be working in to August. They will move material on the Walnut Avenue easement Monday through Friday at noon. Work will be done at the specific job sites on Saturdays. There will be no trucking or barge work on Saturdays and the workers will be done around 3:00 or 4:00 on Saturdays. He said they are set up with the barge, they have the staging area and a good road to use, and they will keep it nice and dressed up, so he doesn’t think there is any sense in starting another site.

Leonard said that the shoreline is under assault and we’ve seen one house go in in New Buffalo and he knows of several people in New Buffalo who have spent six figures to bring in rock to protect the foundation of their homes and erosion of their dunes. He said the people here are concerned about it and he suggests suspending the ban to allow owners on the lake to have the work done for shore protection.

Bracewell asked Donkersloot about the statement in his letter that he has been receiving and reviewing numerous calls regarding damage, and Bracewell wondered how many more and when it will stop. Donkersloot said he continues to get calls, so he can’t predict. Clerk Mary Robertson said that she has had two or three people contact her about having work done, and Oselka Constructors have had a couple of people call him, although they probably won’t start that work until after Labor Day. Leonard said the need is there.

Clerk Mary Robertson told the council that David Wolf of Oselka Constructors had contacted her because they are working on shore protection for three homes on East McKean and had expected to complete the work by Memorial Day, but they had an equipment breakdown and won’t be able to complete the work until the Friday after Memorial Day.

Leonard said he wants to be clear that he is not suggesting suspending the limitations for the benefit of the contractors so they can complete their work; he is suggesting suspending the limitations for the benefit of the affected homeowners so that if anybody has a problem, and they think they can do something and can get a permit, they can start the work this summer. This is for the benefit of the people of the Village and not for the benefit of the contractors.

The concentration of work will be on Walnut for Donkersloot. Donkersloot said he is working off of Walnut, but he believes Oselka is working from Calla. Leonard said he would expect Oselka to be held to the same timeline; they can move materials from Monday through Friday at noon, and they can work on Saturdays with any materials they have at the job site, but cannot bring in materials on trucks on Saturdays.

Robertson said that Oselka is planning to complete his work by the Friday after Memorial Day. Leonard said that if calls and wants to start more projects, he does not have a problem with that as long as it’s Monday through Friday at noon, and work only on the job site on Saturday.

Bracewell suggested putting this information on the website so people are aware of it. Leonard will send the information to Robertson to have it posted on the website.

Leonard moved, seconded by O’Halloran to approve the request for the time extension for the Michael and Claire O’Grady bank stabilization project on Ridge road to continue past Memorial Day and to temporarily suspend restriction on shore front construction repair to revetments, sea walls and rip rap, and to allow residents who have shore front property to obtain the appropriate permits and to begin work this summer to protect their shore front, and to allow materials to be brought into the Village from Monday through Friday at noon, and to allow work to be done on the site on Saturdays during the summer months. Motion carried unanimously 4-0.

Leonard moved, seconded by O’Halloran to close the special meeting. There being no further business, the meeting adjourned at 7:28 p.m. EST.

Respectfully Submitted,

Mary J. Robertson
Clerk/Treasurer



VILLAGE OF GRAND BEACH
SPECIAL COUNCIL MEETING MINUTES
MAY 25, 2016

President Paul Leonard Jr. called the Special Meeting to order at 7:06 p.m. EST. In attendance in addition to Leonard were Jim Bracewell and Frank Giglio. Debbie Lindley was not in attendance, and Blake O’Halloran arrived to the meeting at 7:08 p.m. EST.

Leonard moved, seconded by Bracewell to adopt the agenda as presented. Motion carried unanimously 3-0.

Leonard explained that the purpose of the meeting was to adopt the millage rate for 2016 and the budgets for all funds for fiscal year 2016/2017.

Blake O’Halloran arrived at the meeting at 7:08 p.m. EST.

Leonard said that the proposed millage rate is 6.0480 and the anticipated tax revenue is $755,948.

Bracewell moved, seconded by Giglio to adopt the millage rate of 6.0480. Motion carried unanimously 4-0.

Leonard moved, seconded by O’Halloran to adopt the 2016-2017 General Appropriations Act and Budget resolution #2016-05 as presented.

Roll Call Vote

Blake O’Halloran Aye
James Bracewell Aye
Frank Giglio Aye
Paul Leonard Jr. Aye

Motion carried unanimously 4-0.

Budget totals as approved are General Fund $866,274, Building Permit Fund $48,150, Major Street Fund $38,550, Local Street Fund $31,025, Water Fund $364,500 and Golf Fund $250,500.

Bracewell moved, seconded by O’Halloran to close the special meeting. There being no further business, the meeting adjourned at 7:12 p.m. EST.

Respectfully Submitted,



Mary J. Robertson
Clerk/Treasurer




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  SPECIAL MEETINGS - MAY 18, 2016


VILLAGE OF GRAND BEACH
PUBLIC HEARING - BUDGET
MAY 18, 2016


President Paul Leonard Jr. called the budget hearing to order at 6:50 p.m. EST. Present in addition to Leonard were Jim Bracewell, Frank Giglio and Debbie Lindley. Blake O'Halloran was not in attendance.

Leonard opened the public hearing to allow the audience to ask questions and make comments concerning the proposed budgets for fiscal year 2016/2017. The budgets will be adopted at a meeting on May 25, 2016 at 7:00 p.m. EST.

There were no questions or comments from the public. Bracewell moved, seconded by Lindley to close the public hearing, and the hearing was closed at 6:55 p.m. EST.

Respectfully Submitted,

Mary J. Robertson
Clerk/Treasurer


VILLAGE OF GRAND BEACH
ZONING BOARD OF APPEALS MEETING & PUBLIC HEARING
MAY 18, 2016

President Paul Leonard Jr. called the Zoning Board of Appeals (ZBA) meeting to order at 7:00 P.M. EST. Present in addition to Leonard was Jim Bracewell, Frank Giglio and Debbie Lindley.
Blake O'Halloran was absent.

Leonard explained that the Village Zoning Board of Appeals received a request from Mr. & Mrs. Nelson to consider a variance on Pine Avenue. Leonard opened the public hearing and Bruce Nelson addressed the members of the ZBA and those in attendance. Nelson said they are requesting a variance from the front setback requirement for the purpose of expanding a portion of the deck to allow family members and friends who have become incapable of enjoying many of the outdoor activities in Grand Beach to enjoy time outdoors on the expanded deck. He explained that they have several family members and friends that require the use of a wheelchair and they also have a niece that uses forearm crutches.

Nelson said that the lot coverage is currently over the maximum allowed, but after the changes he proposes, the coverage will be reduced slightly. He later explained that they have removed the stairs leading from the street to the old portion of the deck which will be replaced with a handicap ramp. The removal of the stairs and installation of a ramp that is narrower than the portion of the deck that was removed, along with the enlargement of a portion of the deck reduces the lot coverage.

Bracewell explained that the ZBA received letters in their packets from family and neighbors. When he arrived at the meeting tonight there were additional letters that had come in since the packets were sent out. He explained that the Village has a procedure regarding items to be included with agenda packets that are sent out prior to a meeting, and the letters that were recently received were not received in time for the ZBA to review them. Letters were received and placed in the packets from family members and neighbors, and letters received late from family members and a neighbor were given to the ZBA at the hearing.

Applicants: Bruce Nelson requested a variance to alter and enlarge an existing deck to accommodate a handicap ramp and wheelchair mobility. They have started work on the handicap ramp which has been approved by the building inspector as the ramp does not require a variance. They are proposing to enlarge a portion of the deck by extending it towards Pine Avenue by 7 1/2' (deep) and 20' (wide).

Property: The property is described as lots 57 and 58, block B of Grand Beach Springs, located at 46105 Pine Avenue.

The property is located in the high density residential district.

Property Tax Code: 11-39-2590-0057-00-8

Variance Requested:

Article VI, Section 6.06, Item E of the zoning ordinance requires a minimum front yard setback of twenty (20) feet from the street right-of-way line in the high density residential district. The petitioner is requesting an additional variance of seven (7) feet, six (6) inches from the minimum front yard setback requirement.

Article VI, Section 6.06, Item C allows a maximum of forty (40) percent lot coverage in the high density residential district. The current lot coverage on this property is approximately 47% and exceeds the maximum allowable lot coverage. The petitioner plans to alter and enlarge a portion of an existing deck for a handicap ramp and wheelchair mobility. With these changes, the lot coverage will be reduced to 46.8%.

Lindley said she was on the council when a 5' front yard setback variance was given on the property to allow for the deck that is currently located there. She said that when variances are given, many times the property owner comes back and asks for additional variances. She said there have been many times that the Village Council has had problems that come up later concerning previous variances.

As street commissioner, Leonard wondered how the bump out of the existing deck would affect parking. Building Inspector Bill Lambert said that because the deck that will be enlarged is on the upper level, parking will not be affected. He said that you can't park a car under the deck as it currently exists.

Lindley said that she had looked at the deck previously and then drove by before the meeting after hearing from a concerned citizen about cars parking on the blind hill on Pine Avenue. She believes there will be a problem with parking, and said when she drove by there were cars parked on the street making the street more narrow. Nelson said the cars parked on the street belong to them because contractors were parked in the driveway. He said they normally park their cars in the driveway.

Lindley said that with the previous 5' variance, and the request for an additional 7 1/2', this would make a 12 1/2' variance from the front yard setback requirement. Nelson said that with the bump out of the deck, it will be easier to move around on the deck and will allow easier access to the first floor bathroom. He said there is currently no way for people to sit on the deck and others to be able to get past someone in a chair or a wheelchair.

Lindley said in order to approve a variance of this type the applicant must prove practical difficulty and she does not see this as a practical difficulty, although it might be a little difficult.

Bracewell explained that the council has spent a lot of time with fact finding when hearing variance requests to make sure that they follow the letter of the law. He said the Village has spent a lot of money on Village Attorney fees to make sure that everything in the past has been done correctly in regards to variance requests. He said it was difficult to realize that a variance is granted to the address of the property and not to the family who owns the property. The variance stays with the property forever.

Lindley stated that she does not think the Nelsons are deprived of rights commonly enjoyed by other property owners because they can still get a wheelchair up to their house.

She said that the council needs to consider the safety factor with the blind hill and the parking. Nelson said that they have off street parking. Resident Kaye Moriarty stated that when the home is rented to others, a lot of people are parking on the street. Lindley said the Village cannot give a variance to someone because their neighbors' houses are at the edge of the street.

With no further comments from the Nelsons or those in attendance, Leonard closed the public hearing.

Leonard said his main concern as street commissioner was whether this would have any adverse impact on traffic, and the addition to the deck is not going to obstruct driver's vision coming up
over the hill. He said he shares Lindley's concern that this is not a necessity; it is an accommodation and not a necessity. He said deviating from our ordinance for the sole benefit of the homeowner without any coincidental benefit to the Village seems pretty one sided and puts us on a slippery slope.

Lindley said that the owners have the rights that other owners have and they have the area to work with. She thinks handicap accessibility is very important, but she doesn't think that installing a ramp without bumping out the deck is going to take away from the house being handicap accessible.

Leonard said if the request for the variance was for a handicap ramp, he would have no problem with it, but what is being decided is whether or not to allow the bump out of the deck since the ramp does not require a variance.

Bracewell said he supports what Lindley said in that this is a non-conforming parcel in the high density area which was literally built on a variance. He said that building the ramp is a brilliant idea to help loved ones who are in wheelchairs, but he is not in favor of giving another variance on top of a variance. He feels that if someone challenged the variance in court, the Village wouldn't have a leg to stand on because this is not a necessity and he doesn't see the basis for the variance.

Leonard stated the following "Findings of Fact":

" Building inspector Bill Lambert informed the ZBA that if allowed, the bump out of the deck will not have any effect on traffic or safety.
" The construction of a ramp does not require a variance, so the only question before the ZBA is the bump out of the upper level deck. The bump out would be an additional 20' in width and 7 1/2' deep, allowing the deck to be 12 1/2' in to the front setback requirement.
" This would clearly be an enhancement to an existing structure.
" There have not been facts presented that would indicate that the homeowners or family members are denied the use and enjoyment of the upper level deck without the bump out.
" The bump out of the deck would enhance and be an accommodation, not a necessity, and it would add to the convenience of the users of the upper level deck.
" There has already been an existing variance granted to this property to allow the existing deck to be built and to encroach 5' into the front setback requirement.
" There is no evidence or facts presented that the Village would get a benefit out of this.
" There are facts that there would be a slight reduction in the lot coverage, but that has more to do with the construction of the ramp than the upper deck because the construction of the ramp takes away lot coverage.

After stating the "Findings of Fact", Leonard asked for a vote of those in favor of granting the variance and Giglio voted aye with Bracewell, Leonard and Lindley voting nay. The variance was denied 3-1.

Leonard moved, seconded by Bracewell to adopt resolution #2016-03 to deny the variance as presented based on discussion and the attached "Findings of Fact". Motion carried 3-1 with Bracewell, Leonard and Lindley voting aye, and Giglio voting nay.

Bracewell moved, seconded by Lindley to adjourn the ZBA meeting. Motion carried unanimously 4-0.

The attached Findings of Fact of the Village of Grand Beach Zoning Board of Appeals are included as part of the minutes of this hearing.

With no further comments, the hearing was closed at 7:35 P.M. EST.

Respectfully Submitted,



Mary J. Robertson
Clerk/Treasurer



FINDINGS OF FACT OF THE VILLAGE OF GRAND BEACH
ZONING BOARD OF APPEALS
REGARDING THE
BRUCE NELSON VARIANCE
46105 Pine Avenue
Date of Zoning Board of Appeals Hearing: May 18, 2016

The Zoning Board of Appeals finds as follows with respect to the Variance submitted by Bruce Nelson:

BACKGROUND AND PHYSICAL CHARACTERISTICS OF LOT
ON WHICH VARIANCE IS REQUESTED:

I. The parcel of property located at 46105 Pine Avenue consists of lots 57 and 58, Block B of Grand Beach Springs. The parcel is currently non-conforming as the owner states that the lot coverage is 47%, and the Zoning Ordinance allows for 40% lot coverage in this area. A review of the plat map and survey of the parcel shows that:

a. The parcel as shown on the plat map is 100' wide x 65' deep and is similar in size
to other lots in the area.
b. The parcel is located in the High Density Residential District (HDR).
c. The survey shows a one story frame house with a walkout basement and an
upper level deck running along the entire front of the house.
d. The existing deck is currently located 15' from the front lot line due to a 5'
variance from the front yard setback requirement of 20' that was approved on March 19,1997.

II. The applicant proposes to alter and enlarge an existing deck to allow for a handicap ramp and wheelchair mobility.

III. The applicant is asking for a variance, which is described as follows:

Article VI, Section 6.06, Item E (1) of the Zoning Ordinance requires a minimum front yard setback of twenty (20) feet from the street right-of-way line.

The petitioner is requesting an additional variance of seven (7) feet, six (6) inches from the minimum front yard setback requirement for the bump out section of the deck as shown on the drawings.

Article VI, Section 6.06, Item C allows a maximum of forty (40) percent lot coverage in the high density residential district.

The current lot coverage on this property is approximately 47% which exceeds the maximum allowable lot coverage. The petitioner plans to alter and enlarge a portion of an existing deck for a handicap ramp and wheelchair mobility. With these changes, the lot coverage will be reduced to 46.8%.



STANDARDS TO BE MET BY SECTION 16.07 of the ZONING ORDINANCE PRIOR TO THE GRANTING OF A VARIANCE

I. The Zoning Ordinance requires:

a. A written application
b. That special conditions and circumstances exist which are peculiar to the land in
the Zoning District so as to present such a unique situation that a precedent will not be established for other properties in the District to ask for the same or a similar change through the Zoning Appeal process.
c. That a literal interpretation of the Ordinance provisions would deprive the
applicant of the rights commonly enjoyed by other property owners in the District.
d. That granting of a variance will not confer any special privilege that is denied to
other lands or structures in the Zoning District.
e. That other non-conforming uses of land or structures in the area should not be
considered grounds for the variance.
f. The Applicant must show "practical difficulty".

(Findings on Requirements)

I. The Applicants have submitted a complete written application.

II. Do special conditions and circumstances exist which are peculiar to the land in
the Zoning District so as to present such a unique situation that a precedent will not be established for other properties in the District to ask for the same or a similar change through the Zoning Appeal process?

III. Would a literal interpretation of the Ordinance provisions deprive the applicant of
the rights commonly enjoyed by other property owners in the District?

The applicants will not be deprived rights commonly enjoyed by other property owners in the district because they have a deck and are able to enjoy the outdoors like their neighbors. They are installing a handicap ramp which will allow them to get a wheelchair up to the house and onto the deck. The applicants want to enlarge the deck to make it more convenient for users.

IV. Will granting a variance confer any special privilege that is denied to other lands
or structures in the Zoning District?

V. The Zoning Board of Appeals may grant non-use (dimensional) variances based on a showing of practical difficulty:

The applicant has not shown that the non-use (dimensional) variance is necessary based on practical difficulty. The applicant is able to install a handicap ramp to allow guests in wheelchairs or on crutches to access the deck and the house.

VI. After mailing notice of this hearing to all land owners within 300 feet of the Applicant, the Village has received letters opposing the variance, and received letters in support of the variance.
EXPLAIN ANY PUBLIC SUPPORT OR OPPOSITION TO THE VARIANCE.

When asked about the cars that were parked on the street prior to the meeting, Nelson told the council that they normally park their cars in their off street parking area, but since there were contractors in their parking area, they parked their cars on the edge of the street. Village resident Kaye Moriarty stated that when the applicant rents their home to others, there are many cars parked on the street.

VII. The Zoning Board of Appeals shall further make a finding that the reasons set forth in the application justify or do not justify the granting of the variance, and the variance if justified shall be the minimum variance that will make possible the reasonable use of the land, building or structure in the zoning district in which it is located.

After much discussion, questions and answers, the ZBA found that the reasons set forth in the application do not justify the granting of a variance based on the following findings:

" Building Inspector Bill Lambert informed the ZBA that if allowed, the bump out of the deck will not have any effect on traffic or safety.
" The construction of a ramp does not require a variance, so the only question before the ZBA is the bump out of the upper level deck. The bump out would be an additional 20' in width and 7 1/2' deep, allowing the deck to be 12 1/2' in to the front setback requirement.
" This would clearly be an enhancement to an existing structure.
" There have not been facts presented that would indicate that the homeowners or family members are denied the use and enjoyment of the upper level deck without the bump out.
" The bump out of the deck would enhance and would be an accommodation, not a necessity, and it would add to the convenience of the users of the upper level deck.
" There has already been an existing variance granted to this property to allow the existing deck to be built and to encroach 5' into the front setback requirement.
" There is no evidence or facts presented that the Village would get a benefit out of this.
" There are facts that there would be a slight reduction in the lot coverage, but that has more to do with the construction of the ramp than the upper deck because the construction of the ramp takes away lot coverage.

The variance request was denied.



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  REGULAR COUNCIL MEETING - MAY 18, 2016


VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
MAY 18, 2016

CALL TO ORDER
Council president Paul Leonard Jr. called the regular council meeting to order at 7:40 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

ADOPT AGENDA
O’Halloran moved, seconded by Leonard to adopt the agenda as presented. Motion carried unanimously 5-0.

APPROVE MINUTES
Giglio moved, seconded by O’Halloran to approve the minutes of the Regular Council Meeting of April 20, 2016. Motion carried 4-0 with Bracewell abstaining as he was not at the meeting.

COMMISSION REPORTS
Building & Zoning: Bracewell said that there are nine new homes currently under construction and all is going well.

Parks & Beaches: Giglio said that the beach easements that are closed are Cedar, Sky Hi and Sun Valley. As of now, Robin Lane easement will open with 25’ of beach. Stairs have been installed at Pine and Ely, and others might be installed depending on conditions. Walnut beach easement will open, although it is still under construction. Giglio thanked Ken Terpin of Anna Livia Way for planting the beautiful flowers and bushes at the entrance to the Fifteen Acres of Grand Beach.

Leonard said it is obvious that the shoreline from New Buffalo and beyond has been severely damaged by winter storms and erosion. He is a member of a task force of representatives of communities including New Buffalo and communities south to Grand Beach. Their role has been to find a source of funding for a beach nourishment program. They have contacted and met personally with the state legislatures, Senator Debbie Stabenow’s chief of staff and Congressman Fred Upton to find funding to pay for beach nourishment to move sand to beaches south of the New Buffalo breakwater. Congressman Upton’s response has been that there is no money in the federal budget and there will be no money in the federal budget for such a project. Leonard spoke of lawsuits filed against the Army Corps of Engineers for similar beach losses because of breakwaters that were built near them. They plan to speak to an attorney in Florida who was successful in such a case in Cocoa Beach.

Leonard warned residents that there are now exposed hazards on the beach and in the water that are very dangerous, including metal sheeting and concrete. He also warned that the water drops off very quickly and gets deep close to shore, and parents should watch their children closely.

Streets & Water: Leonard said that the Village approved a contract last month for paving that is expected to begin in July.

Police: Lindley said that the officers have been busy with training and are highly trained. They have completed training on the use of Narcan which helps in opiate related overdoses. The new ATV has been delivered and will make it easier for the officers to get on the beach in an emergency.

Pro-Shop and Course: O’Halloran said the course opened in late March and they had a good month in April. May has been a tough month with the bad weather, but he is hopeful that the weather will change and rounds of golf will pick up. ServiScape will begin to improve the cart path on #3.
ServiScape: Clay Putnam said they planted four Norway Spruce trees on the left side of #7 to screen the maintenance supplies, and might need to plant another at a later date. Peerless Pump replaced a faulty switch in the pump house.

PERSONNEL REPORTS
Superintendent: Bob Dabbs had nothing to add to his written report.

Police Chief: In addition to his written report, Chief Dan Schroeder told the council that he has been working on bringing the Village website in to compliance. Schroeder asked permission to purchase three taser guns in advance of the new budget year when funds will be set aside for the purchase. Clerk Mary Robertson suggested purchasing the tasers with funds that have been set aside in Capital Projects for a squad car, and repaying the funds in the next budget year with funds budgeted for the tasers.

Building Inspector: Bill Lambert had nothing to add to his written report.

PAY BILLS
Bracewell moved, seconded by O’Halloran to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

UNFINISHED BUSINESS
None

NEW BUSINESS

RESOLUTION – COLLECTION OF DELINQUENT TAXES
Leonard moved, seconded by O’Halloran to approve a resolution to collect delinquent property taxes through the end of February as presented and contingent on Attorney Sara Bell’s review. Motion carried unanimously 5-0.

REQUEST AND EXPENSE REIMBURSEMENT TO ATTEND AWWA’S ANNUAL WATER CONFERENCE AND EXPOSITION -BOB DABBS AND TIM PENDERGAST
Leonard told the audience that Village Water Department employees Bob Dabbs and Tim Pendergast will be attending a water conference and exposition in Chicago in June. Leonard said this is a very important conference to attend with everything that has been going on with the water in Flint.

Leonard moved, seconded by Bracewell to pay for the hotel, travel expenses and $50 per diem per employee for meals while attending the conference. Motion carried unanimously 5-0.

PURCHASE 2” DIAPHRAGM PUMP
Leonard moved, seconded by Lindley to purchase a 2” diaphragm pump for the water department at approximately $1,700. Motion carried unanimously 5-0.

DONATION FOR UPKEEP OF THE JOHN FOX MEMORIAL GARDEN
Leonard thanked Lorraine Fox for a donation for the upkeep of the John Fox Memorial Garden. Lindley said that in the past there have been gardens donated, but the donors have not kept up the gardens or paid for the upkeep. She said it was very gracious of Mrs. Fox to continue to donate funds for the upkeep of the memorial garden.
BUDGET AMENDMENTS FOR 2015/2016: GENERAL FUND, LOCAL STREET FUND AND CAPITAL PROJECTS FUND
Bracewell moved, seconded by Leonard to approve budget amendments for fiscal year 2015/2016 for the General Fund, Local Street Fund and Capital Projects Fund as presented. Motion carried unanimously 5-0.

HALL RENTAL REQUEST - VICTORIA MCHUGH, JUNE 25, 2016
Bracewell moved, seconded by O’Halloran to approve the hall rental request for Victoria McHugh for June 25, 2016. Motion carried unanimously 5-0.

AUDIENCE RECOGNITION
Andrea Melnyk of 46007 Lake View addressed the council concerning a “Golf Cart Only” parking sign that was recently placed near her home. She said neighbors in the area are allowed to park on the edge of the road and questioned why she would not be allowed to park in front of her home. Leonard said the Village was not trying to single out one family and was trying to take care of parking in that triangle area so that golf carts would have a place to park so people could get to the beach. Superintendent Bob Dabbs will have the “Golf Cart Only” sign removed near her home.

There was further discussion regarding surveys that were done when the former owner of property at Whitewood and Lake View offered a land swap to the Village. Bracewell said people were aggressively against the land swap. Lindley said that when the survey was done, it looked like approximately 6’ of Lake View was located on private property across the street from Melnyk’s home. She said that at some point the road will have to be shifted and moved to where it belongs and that might be on to the area where the pavers are located in front of Melnyk’s home. Lindley said that many of the boulders and pavers that people have put out on the edge of the road are located on the Village street right-of-way.


CORRESPONDENCE
Leonard said the council received a letter from Tim Sheahan requesting paving at the end of Wildwood. Lindley said that a few years ago the Village paid for and installed gravel at the end of Wildwood for parking. Leonard said he is sympathetic to the request, but there are greater needs in the Village. Lindley said that Mr. Sheahan could contact the contractor and pay for the project if he wanted to. She said that the roads in Grand Beach are deteriorating and if we want better roads, we might have to pass a millage for road improvements.

ADJOURNMENT
Leonard moved to adjourn. Motion carried unanimously 5-0.

With no further business, the meeting was adjourned at 8:40 p.m. EST.

Respectfully Submitted,

Mary J. Robertson
Clerk-Treasurer



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  REGULAR COUNCIL MEETING - APRIL 20, 2016


CALL TO ORDER Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard were Frank Giglio, Deborah Lindley and Blake O'Halloran. James Bracewell was not in attendance as he was out of town.

ADOPT AGENDA O'Halloran moved, seconded by Lindley to adopt the agenda as presented. Motion carried unanimously 4-0. APPROVE MINUTES O'Halloran moved, seconded by Lindley to approve the minutes of the Regular Council Meeting of March 16, 2016. Motion carried unanimously 4-0.

Giglio moved, seconded by O'Halloran to approve the minutes of the Budget Workshop Session of April 2, 2016. Motion carried unanimously 4-0. COMMISSION REPORTS Building & Zoning: Bracewell was not in attendance.

Parks & Beaches: Giglio said that some areas have a beach and other areas have none. They will put stairs in at Oak and Cedar, and if beach conditions change, they will add stairs.

Leonard said that Congressman Fred Upton met with a group in New Buffalo recently to look at the damage to the shoreline and possible damage to the water pumping station in New Buffalo. After the meeting, Upton sent a letter to the Army Corps of Engineers (ACOE) regarding the necessity of replenishing the beaches south of the breakwater. Upton received a response from the Assistant Secretary of the ACOE that states the breakwater is doing what it was meant to do, and that there is no funding available for beach replenishment in this area.

Leonard showed those in attendance a "Beach Erosion" file that has pictures and information in it going back to the 1930's showing beach erosion that has occurred over the years. Leonard said he plans to show pictures that he recently took of the beach conditions at the May council meeting. He warned everyone that the water is much deeper off shore than it has been in past years, and that there are concrete blocks and other obstacles now exposed on the beach and in the water. He advised that people should not dive in to the water because of these hazards.

Streets & Water: Leonard said that Water Superintendent Bob Dabbs has been testing the drinking water. He said that the Village is planning to have several streets that are in bad condition paved this year.

Police: Lindley said that the officers have all taken a CPR refresher course.

Pro-Shop and Course: O'Halloran said the pro shop is stocked and ready to go, and the golf course is open and looks great. They recently purchased new batteries for two carts that were not holding a charge.

ServiScape: Clay Putnam said the course opened on the weekend of March 25th with cups, pins, flags and other accessories in place. They have ordered trees to screen the maintenance area from the #7 fairway. Aerification is scheduled for the week of April 25th.

PERSONNEL REPORTS Superintendent: In addition to his written report, Bob Dabbs told the council that they will be putting mulch in at the park and other gardens in the Village. Lindley asked Dabbs if he planned to do anything additional for mosquitos this year with the threat of the Zika Virus. He said that the equipment they use for spraying does not work and would cost $10,000 to replace. He said that there are people opposed to spraying the chemicals in the Village, and he will continue to use the mosquito donuts in areas with standing water.

Police Chief: In addition to his written report, Chief Dan Schroeder told the council that he received a nice letter and certificate from Michigan Film and Digital Mediaas a thank you for the cooperation during the filming of "The Middle Distance" that took place in Grand Beach.

Building Inspector: Bill Lambert said there is a lot of building activity in the Village, and there will be another new house going up on Erich Lane.

PAY BILLS Giglio moved, seconded by Lindley to approve the payment of the bills with the written additions as presented. Motion carried unanimously 4-0.

UNFINISHED BUSINESS None NEW BUSINESS

LAKE MICHIGAN TRIBUTARIES WATERSHED PLAN Marcy Hamilton of the Southwest Michigan Planning Commission (SWMPC) addressed the council regarding a recent a grant of approximately $400,000 that they received through the Department of Environmental Quality to help develop a watershed plan for waters that drain from tributaries into Lake Michigan. SWMPC has partnered with Chikaming Open Lands (COL), the Conservation Fund, the Berrien County Health Department and Great Lakes Scientific to develop a watershed plan for waters that are not included in the St. Joe or the Galien watersheds. The watershed would include White Creek.

They are currently in the data collection stage and will hold meetings and invite the public to share what they know regarding water runoff and problem areas. This information will be incorporated into a plan that will be submitted to the state, and will open up funding opportunities to help improve the water quality. They will inform the Village about meetings.

Land Protection Specialist Ryan Postema of COL told the council that their mission is to protect open space, both natural and farmland. They acquire properties to be used for nature preserves and own the Grand Beach Marsh as well as others throughout the area.

REQUEST TO PLANT ON EAST MCKEAN DRIVE ROADWAY Leonard stated that the Village received a request from Barbara Glass of East McKean to allow her landscaping company to plant on an unimproved area on East McKean that dead ends in front of her home. The Village received advice from Village Attorney Sara Bell to enter in to an agreement with Glass. Bell sent a sample license agreement that can be used for this situation. Leonard will revise the agreement and submit it to Bell for her approval. Once approved by Bell, it will come back to the council for final approval. Glass will be responsible for all legal fees associated with the preparation of the agreement.

OPEN SEALED BIDS FOR STREET PAVING Leonard opened sealed bids received from two paving contractors to pave sections of Anna Livia Way, Calla Avenue, Robin Lane and Station Road, and to pave all of Golf View Avenue. Superintendent Bob Dabbs requested bids from a third contractor, but when he found out who the other bidders were, he said he could not compete with them. Bids were received from Michigan Paving & Materials Co. in the amount of $99,976 and Rieth-Riley Construction Company, Inc. in the amount of $105,026.84.

Leonard and Dabbs said that this is the opportune time for paving with the price of fuel down, the asphalt is less expensive. Dabbs said that the paving contractors will not be able to start the paving until the end of July, and it should only take a few days to complete the job.

Giglio moved, seconded by Leonard to enter into a contract with Michigan Paving & Materials Co. for paving as presented in the amount of $99,976.00 to be paid with $61,399.08 that has been set aside in the Capital Projects Fund from Casino Local Revenue Sharing Funds, and the remainder of the paving expense to be paid from the General Fund. Motion carried unanimously 4-0.

TRANSFER FUNDS TO LOCAL STREET FUND Lindley moved, seconded by O'Halloran to transfer $61,399.08 from the Capital Projects Fund to the Local Street Fund, and to transfer the remainder ($38,576.92) from the General Fund to the Local Street Fund to pay for the paving project. Motion carried unanimously 4-0.

POLICE ATV PURCHASE Leonard moved, seconded by O'Halloran to approve expenditures of up to $12,000 for the purchase of a 2016 Kawasaki Mule Pro-FX EPS with appropriate accessories. Motion carried unanimously 4-0. PIPE LOCATOR PURCHASE Leonard moved, seconded by Lindley to approve the purchase of a Fisher TW-8800 Multi Frequency Line Tracer from Etna Supply for the water department at a cost of $3,100 less a credit of $1,800 for returned parts at a net cost of $1,300. Motion approved unanimously 4-0.

TITLE VI NON-DISCRIMINATION PLAN Leonard explained that the Village is required to submit a Title VI Non-Discrimination Plan to the Michigan Department of Transportation because the Village receives federal funding for the streets. The plan says that the Village does not discriminate, and if requested, we have translators for those that don't speak English proficiently. The council selected Clerk-Treasurer Mary Robertson as the coordinator of the plan.

Leonard moved, seconded by O'Halloran to approve the Title VI Non-Discrimination Plan as presented to be submitted to the State of Michigan by the deadline. Motion carried unanimously 4-0.

SOCIAL CLUB CONTRACT Giglio moved, seconded by Lindley to approve the Social Club contract for 2016. Motion approved unanimously 4-0.

FAMILY FEST REQUEST O'Halloran moved, seconded by Lindley to approve the request for the use of the Village grounds for Family Fest July 2, 2016. Motion approved unanimously 4-0.

REVIEW PROPOSED BUDGETS 2016/2017 Leonard moved, seconded by O'Halloran to make changes to the draft 2016/2017 budgets to show a transfer in to Capital Projects of $13,000 for a police car and no transfer in for an ATV since the Village is going to purchase the ATV this year. Motion carried unanimously 4-0. The council will hold a public hearing for the 2016/2017 budgets on May 18 and a special meeting to adopt the budgets and approve the millage rate on May 25.

BUDGET AMENDMENTS 2015/2016 Giglio moved, seconded by Leonard to approve a budget amendment for the General Fund for 2015/2016 as presented. Motion carried unanimously 4-0. O'Halloran moved, seconded by Leonard to approve a budget amendment for the Golf Fund for 2015/2016 as presented. Motion carried unanimously 4-0.

Lindley moved, seconded by Leonard to approve a budget amendment for the Capital Projects Fund for 2015/2016 as presented. Motion carried unanimously 4-0.

HALL RENTAL REQUESTS O'Halloran moved, seconded by Lindley to approve hall rental requests for Dennis Zavesky on June 11, 2016, David Hurlburt on September 17, 2016 and Mary Kenny on November 24, 2016. Motion carried unanimously 4-0.

AUDIENCE RECOGNITION None CORRESPONDENCE The council discussed a letter from Kelcie Huegel requesting the use of the Whitewood Beach for a wedding on September 3, 2016. The council will allow her to use the beach since it is a public beach, but suggested that as an alternative she use the viewing platform at the Lake Park Easement for the wedding since there is not much beach at Whitewood. If she chooses to use the Lake Park viewing platform, she will be required to give the Village a 30 day notice. The council will allow parking 10-15 cars at the Village Hall during the 30 minute ceremony, but they must be removed by 4:00 p.m. EST.

ADJOURNMENT Leonard moved, seconded by O'Halloran to adjourn. Motion carried unanimously 4-0.

With no further business, the meeting was adjourned at 9:15 p.m. EST.

Respectfully Submitted,

Mary J. Robertson Clerk-Treasurer

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  REGULAR COUNCIL MEETING - MARCH 16, 2016


Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard was James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

O’Halloran moved, seconded by Lindley to adopt the agenda as presented. Motion carried unanimously 5-0. O’Halloran moved, seconded by Leonard to approve the minutes of the Regular Council Meeting of February 17, 2016. Motion carried unanimously 5-0. Commission Reports:

Building & Zoning: Bracewell said there are five properties on Ridge Road that are having significant seawall work done.

Building Inspector/Zoning Administrator Bill Lambert told the council that there is a home on West Mckean where the garage roof is falling in, and there is debris on the property. The property owner has been advised to take care of the property in the past, and will be advised again, and if she does not cooperate she will receive a citation.

Parks & Beaches: Giglio said the maintenance department did a good job on the Royal easement, and people will be able to get all the way down to the beach. He is waiting for the ice to melt to get a better look at the condition of the stairs at the beach easements.

Streets & Water: Leonard said that the maintenance department has been actively patching potholes. He announced a budget meeting on April 2nd that will be open to the public. There will be discussion about the needs for our streets at that meeting.

Leonard also stated that he and Bob Dabbs received a water sampling schedule from the Michigan Department of Environmental Quality. With what has happened recently in Flint in regards to lead in the water, Leonard assured residents that Dabbs takes water samples every week, sends them to a lab and gets the reports back from them each week.

Police: Lindley had nothing to report.

Pro-Shop and Course: O’Halloran said we will be ordering the new freezer from local supplier Atlas Supply. They will deliver the new freezer, take the old one out and remove the Freon from it at a cost of $4,390. He said it is a nice unit and should last a long time.

ServiScape: Clay Putnam said we are about three weeks ahead of last year in terms of weather, and they will have the course ready to open on Friday, March 25th.

Personnel Reports:

Superintendent: In addition to his written report, Bob Dabbs told the council that the maintenance department is putting up the new beach signs and they look very nice.

Police Chief: In addition to his written report, Chief Dan Schroeder told the council that the police department still has the life preservers that were donated to the Village last year. He suggested that the council consider building something to store them in on the beach.

Building Inspector: Bill Lambert said there were five permits issued per his monthly report, and there were two more that had been submitted. He said there is a permit for a new house on Whitewood and one on East Arnold.

O’Halloran moved, seconded by Lindley to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

Unfinished Business:

Leonard said he has asked Village Attorney Sara Bell to tell us what options we have Road legally to hold contractors responsible for repairs to our streets when they cause damage during construction. He has not heard back from Bell and will report back to the council on what she recommends that we do, if anything. In the meantime, documenting with photos the damage done to the streets with heavy equipment, bringing it to the contractor’s attention in a timely manner and trying to get a promise from the contractor to repair the streets in order to maintain the good will of the Village is the best thing we can do for the time being. He thinks that any responsible contractor will want to maintain that good will with the Village as there could come a time when the Village says you’re not welcome here.

New Business:

Leonard said that tonight we have an opportunity to recognize one of our officers. Based on his training, his judgement, his instincts and his skills, Sgt. Jamie Flick saved lives this past year and is receiving a lifesaving award. Sandy McGuire of the American Heart Assn. presented a lifesaving award to Sgt. Flick for going above and beyond and saving a life. Leonard thanked Flick on behalf of the council which was followed by a round of applause.

Leonard moved, seconded by Bracewell to approve the payment for the property, liability and auto insurance. Motion carried unanimously 5-0. The insurance premium has gone up by 6%this year, but the Village will receive a dividend to offset the increase. Leonard stated that the Village of Grand Beach has a very limited employee handbook. The Village insurance agent is involved in helping insureds fully develop handbooks and has offered to work with Clerk Mary Robertson to put together a handbook that would address all of the issues that would normally arise in the employment context. The cost will range from $500 to $1,000.

Leonard said that this comes at an opportune time. Right now he and Robertson are working on a plan that has to be submitted to the State of Michigan by April 1st that shows how the Village is going to comply with its obligations under Title VI which has to do with no discrimination of information and services to all of the residents, and it also deals with employment. This is a 35 page document that he and Robertson are reviewing in detail. It requires the council to designate a civil rights coordinator, which in his opinion would be Robertson.

Having an employee handbook that covers all of the issues of employment would fit nicely with that plan. Not having a handbook is a potential liability on the Village.

Leonard said there is a third issue that the Village is working on. The website has to comply with the Americans with Disabilities Act and accessibility. This means that people that are visually or hearing impaired have to be able to access our website and obtain all of the content that a non-visually or non-hearing impaired person would be able to obtain. This is a legal requirement and there are some hefty fines involved if the website is not in compliance.

Chief Schroeder has contacted an outside company that could help us with compliance if we need their assistance. Schroeder said he is taking online classes to learn how to comply, and Leonard suggested Schroeder do what he can, and then have this company do a scan to see if we are in full compliance. By complying, this means that we don’t discriminate. If there is a complaint, we will have a policy on how to deal with it.

Leonard said that both matters tie into the employee handbook which needs to be created. Lindley said that Robertson has a very good start on the employee handbook, but still needs to add a lot of the legal language.

Leonard moved, seconded by O’Halloran to approve an expenditure not to exceed $1,000 to update our employee handbook to comply with all state and federal requirements. Motion carried unanimously 5-0.

Audience Recognition: None

Correspondence: There was discussion concerning a letter that was presented to the council at the meeting requesting permission to hold a wedding on the beach. Bracewell said that addressing this letter at this meeting would violate the council’s procedures. He said that if the council addresses this one letter in March, there could be four last minute letters in July. He feels that council members should receive documents in advance to allow them enough time to evaluate them. The letter will be added to the April agenda. Leonard said the City of New Buffalo sent a letter informing the Village that they are creating a master plan. It is not necessary for anyone from the Village to attend any of the meetings. The proposed master plan can be seen on the city’s website.

Leonard said that the Southwestern Michigan Tourist Council is putting together a publicity campaign to promote tourism in southwest Michigan.

Leonard moved, seconded by Lindley to adopt the resolution as presented supporting the Southwestern Michigan Tourist Council’s tourism promotion. Motion carried unanimously 5-0.

Lindley moved, seconded by Bracewell to adjourn. Motion carried unanimously 5-0.

With no further business, the meeting was adjourned at 8:10 p.m. EST.

Respectfully Submitted,

Mary J. Robertson Clerk-Treasurer

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  REGULAR COUNCIL MEETING - FEBRUARY 17, 2016


Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard was James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.

Bracewell moved, seconded by Lindley to adopt the agenda as presented. Motion carried unanimously 5-0. Bracewell moved, seconded by O’Halloran to approve the minutes of the Regular Council Meeting of January 20, 2016. Motion carried unanimously 5-0.

Commission Reports:

Building & Zoning: Bracewell said that we continue to get new permit applications.

Parks & Beaches: Giglio asked the council to consider installing two signs in the spring stating that drivers should keep off the grass along Grand Beach Road near the entrance. No action was taken.

Streets & Water: Leonard said the Village has made it through the winter with no major problems.

Leonard will speak with Village Attorney Sara Bell about the Village’s sign ordinance after reading an article titled “Sign Ordinances Turned Upside Down” that was published in the Michigan Municipal League “The Review” magazine. He would like Bell to determine if the ordinance is subject to constitutional challenge under the 1st Amendment.

Police: Lindley told those in attendance that Sergeant Flick will be presented a lifesaving award by the American Red Cross at the March council meeting. Leonard encouraged others to attend to show their support and appreciation for the police department.

Pro-Shop and Course: O’Halloran said that in preparation for the upcoming budget meeting, he spoke with Clay Putnam of ServiScape about the condition of equipment used to maintain the golf course. He said that much of the mowing equipment has surpassed its life expectancy. The Village needs to start budgeting for these expenditures, adding that it will be very costly. He will present information to the council in his six-year plan at the upcoming budget meeting.

SERVICSCAPE: Clay Putnam told the council that they continue to do equipment maintenance and he is working on the 2017 budget.

Personnel Reports:

Superintendent: In addition to his written report, Bob Dabbs told the council that the men’s restroom upgrade has been completed and looks very nice. The maintenance department will paint the bathroom floors and walls.

Police Chief: Chief Dan Schroeder had nothing in addition to his written report.

Building Inspector: Bill Lambert said there were 53 building permits issued in 2015, and there have been three issued so far in 2016. He is aware of several more permit applications that will be coming in soon.

Bracewell moved, seconded by Giglio to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.

Unfinished Business:

Leonard said that over the last few months the council has been discussing different ways to hold contractors and or homeowners responsible for damage to the roads caused by construction.

Building Inspector Bill Lambert said that he recently had a contractor submit a signed letter stating that he will have the road damage repaired in the spring when the weather permits this type of repair. Lambert hopes that the homeowner will also sign the letter.

Lambert said he will continue to talk to contractors where damage has been done to the roads and will have them submit a similar letter if the weather does not permit the repair work. He thinks this will work until a solution is found.

There was discussion about the possibility of charging an impact fee with the building permit fee to contractors who will be doing major construction. Clerk Mary Robertson stated that she doesn’t think that the State of Michigan will allow this type of fee since the Village is only allowed to charge permit fees to run the building department.

New Business:

Kevin Raade of Kruggel, Lawton & Company thanked the council for allowing their firm to prepare the annual audit. The Village’s auditor Schaffer & Layher recently merged with Kruggel & Lawton, and the Village is working with the same staff as in the past.

Raade explained that there are new standards required for a school or municipality when there is a pension plan involved. He said that GASB 68 requires that there be a line item on the books for “Net Pension Asset” and additional information included in the audit.

He said the fund balance is currently at $1,017,284, up by $121,009 since last year. He said the Village has 18 months’ worth of operating expenses. The Water Fund generated a profit of $41,000 and the Golf Fund generated a profit of $21,000.

He said that Clerk Mary Robertson was very helpful during the audit and does a good job with the bookkeeping. He will continue to work with her to get all of the filings done and submitted to the state.

O’Halloran would like to replace a failing freezer in the pro shop with the same type of freezer we currently have, stating that it has lasted for many years and might have been purchased used.

Giglio moved, seconded by Bracewell to purchase a commercial freezer for the pro shop at a cost not to exceed $4,830.32. Motion carried unanimously 5-0.

O’Halloran discussed a $5 increase to golf cart fees for Village residents and a different style of registration sticker for carts that are registered from outside of the Village. Chief Schroeder suggested a round sticker for the carts from outside the Village and the normal square sticker for the Village carts so that officers will be able to distinguish between the two different stickers.

O’Halloran talked about the possibility of creating a fee structure for people that own more than one cart, but after discussion decided not to make that change this year.

Leonard moved, seconded by Giglio to increase the golf cart registration fee for Village residents for carts registered prior to May 1 from $225 to $230 and to use a larger round sticker for carts that are registered from outside of the Village. Motion carried unanimously 5-0.

O’Halloran suggested that golf fees remain the same as last year.

Leonard moved, seconded by Giglio to adopt resolution #2016-01 to increase water rates to $5.75 per 1,000 gallons used. Motion carried unanimously 5-0.

Leonard moved, seconded by Lindley to adopt ordinance #2016-01 regarding water rates and rules to become effective on March 14, 2016. Motion carried unanimously 5-0.

Leonard moved, seconded by O’Halloran to apply for a grant from The Pokagon Fund in the amount of $37,650 for the flower project at the entrance off of US Highway 12. Motion carried unanimously 5-0.

Leonard moved, seconded by Bracewell to approve the Metro Act Right of Way Permit Extension with AT&T for five years through March 31, 2021. Motion carried unanimously 5-0.

Leonard explained that it was recently brought to his attention that the road we use to access the water tower cuts across private property. He said the Village needs to order a survey in order to prepare paperwork for an easement or conveyance of the property to the Village.

Bracewell moved, seconded by Giglio to approve the expenditure to obtain a survey of the area where the access road to the water tower crosses private property. Motion carried unanimously 5-0.

O’Halloran moved, seconded by Leonard to approve the hall rental request for Morgan Abaravich on October 15, 2016. Motion carried unanimously 5-0.

Audience Recognition: Village resident Ed Burke lives next to the Robin Lane beach easement and expressed his concern about the possibility of the Village putting in an access on Robin Lane that would go straight down to the beach for emergency use. He stated that he had a sea wall installed in front of his property when he built his house and also had received permission from Larry Frankle to install a seawall next to his property. His concern is that the Village will remove or damage the sea wall which could cause damage to his property. Leonard told him that he met with the DEQ regarding this project and that one of the requirements is that the Village has to take care not to cause damage to properties on either side of the easement. Leonard said that Burke’s concern will have to be addressed by the engineer if the Village moves forward with the project.

Correspondence: None

O’Halloran moved to adjourn. Motion carried unanimously 5-0. With no further business, the meeting was adjourned at 9:07 p.m. EST.

Respectfully Submitted,

Mary J. Robertson Clerk-Treasurer

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  REGULAR COUNCIL MEETING - JANUARY 20, 2016


Council president Paul Leonard Jr. called the regular council meeting to order at 7:30 p.m. EST. Present in addition to Leonard was James Bracewell, Frank Giglio, and Blake O’Halloran. Deborah Lindley was not in attendance as she was out of town.

Leonard introduced Janet Cocciarella . She is the Executive Director of The Pokagon Fund. Leonard said he has met with her and let her know how much the Village appreciates the funds that are received from The Pokagon Fund.

Cocciarella told the council that she oversees the municipal funds, investments and grant requests.

Bracewell moved, seconded by O’Halloran to adopt the agenda as presented. Motion carried unanimously 4-0.

Bracewell moved, seconded by Giglio to approve the minutes of the Regular Council Meeting of December 16, 2015. Motion carried unanimously 4-0.

Commission Reports:

Building & Zoning: Bracewell said there are a number of ongoing projects and Building Inspector Bill Lambert makes his rounds to check on them.

Parks & Beaches: Giglio said the lake is frozen with snow on it. He said he is frustrated that the grass that was planted near the entrance has already been damaged by vehicles driving and parking on it.

Streets & Water: Leonard said that with Flint in the news lately, he wants to emphasize that we test our water regularly and the quality of our water is very high. He reminded residents that will be away from their home for a period of time to protect it by having the water turned off and winterized.

Police: Commissioner Lindley was not in attendance.

Pro-Shop and Course: O’Halloran had nothing to report. He said in February the council will take a look at green fees, golf cart fees and the purchase of two freezers.

ServiScape: Clay Putnam told the council that they are working on winter equipment maintenance. They had to replace a battery in the lake pump house for the back-up sump pump.

Personnel Reports:

Superintendent: In addition to his written report, Bob Dabbs told the council they have been plowing snow and catching up on projects. He hopes to have information regarding new water meters for the budget meeting in March.

Police Chief: Chief Dan Schroeder told the council that it has been quiet in the Village.

Building Inspector: Bill Lambert said there were 53 building permits issued in 2015, and there have been two issued so far in 2016. He expects permit applications for three new houses in the near future.

Bracewell moved, seconded by O’Halloran to approve the payment of the bills with the written additions as presented. Motion carried unanimously 4-0.

Unfinished Business:

Leonard said that the Village should be charging residents when an employee has to come out in the middle of the night or on a weekend to turn a residents water on or off. O’Halloran agreed and said that all of the other communities around Grand Beach charge a fee for this service. It was decided that there should not be a charge during regular Department of Public Works (DPW) hours, but the council was in favor of a charge of $75 to turn on and $75 to turn off the water after DPW regular hours, on weekends and holidays. The $75 fee will cover the overtime pay for an employee called out to turn the water on or off.

The Village purchases water from Michiana, and was recently notified of an increase of twenty cents per 1,000 gallons of water. The council discussed a water rate increase to residents to cover the additional charge, and agreed on a twenty-five cent increase to cover the cost with the additional five cents being used for other water expenses.

Bill Lambert told the council that he had spoken with LaPorte, Beverly Shores and Long Beach about the need for a performance bond when contractors are doing work in their municipalities. He said that Indiana does not require a licensed contractor to do work in their state and that is why the municipalities require the bond.

Michigan requires licensed contractors, so they do not offer performance bonds to cover damage to roads. Lambert suggested adding language proposed by Planning Commission Chair Ray Kelly to the permit application to make the building permit holder responsible for any damage done to the road during construction. Clerk Mary Robertson will talk to Attorney Sara Bell about adding language to the permitting process.

New Business:

Giglio told the council that the Village received two bids for the flower project that he proposed between Highway 12 and the railroad tracks. A bid was received from NBA Contracting, Inc. in the amount of $26,550. Giglio said the bid included asphalt patching The second bid was submitted by ServiScape in the amount of $36,450 and included replacing the asphalt with the exception of 25’ from the railroad tracks towards Highway 12. The bid does not include permit fees that may be required by the State of Michigan.

O’Halloran said that he doesn’t think NBA Contracting is a landscaper, and his concern is that this area will have to be maintained, and he thinks it is a good idea to look at somebody that knows flowers and plants and will be able to maintain it and take care of it to make sure it always looks nice.

Leonard felt that with the NBA proposal, the asphalt patching would detract from the visual impact of the project. He likes the idea of having it done by people who come to our meetings and look us in the eye, so that if there is a problem we can get it settled quickly. He likes the idea that people who do the work will take a sense of ownership over what they’re doing. While ordinarily the money would be more of an issue to him, at this point for those intangibles, he would be inclined to go with ServiScape because he thinks it provides a better value to the Village than the NBA proposal.

The Village hopes to obtain a grant from The Pokagon Fund to pay for the project. Janet Cocciarella of The Pokagon Fund find out how much money is available to the Village at this time.

Leonard moved, seconded by O’Halloran to approve the proposal for the flower project from ServiScape in the amount of $36,450 plus permit fees subject to the Village finding the funds to pay for the project. Motion carried unanimously 4-0.

Bracewell moved, seconded by Giglio to transfer $27,084.86 to Capital Projects Fund. The funds were received from the Local Revenue Sharing Fund and have typically been used for street paving. Motion carried unanimously 4-0.

Leonard moved, seconded by Bracewell to approve a telephone allowance of $50 per month for Tim Pendergast and Dale Powell. Clerk Robertson explained that this was something that Bob Dabbs had suggested at the budget committee meeting and it was included in the adopted budget, but still required approval by the council. Motion carried unanimously 4-0.

O’Halloran said that he feels that procedurally the budget committee should not make these types of decisions. Leonard suggested that if there is something new included in the budget in the future, it should be noted so that all council members are aware of it. Dabbs asked if all council members could attend the budget meeting. The council will hold a special meeting in March to work on the budget.

Leonard said the Village has been in discussion with Grand Beach Land Development in regards to the dedication of roads in the newer section of the Village. Leonard spoke with Village Attorney Sara Bell and found out that it is not as easy as he thought it would be. Bell will meet with GBLD’s attorney Sally Taylor to discuss how to move forward with the dedication. Once details have been worked out, the plat of survey will need to be amended and sent to the Circuit Court for approval.

Bracewell moved, seconded by O’Halloran to approve hall rental requests for Peter Hillman on January 23, 2016 and Rex Bailey on October 8, 2016. Motion carried unanimously 4-0. Audience Recognition: None

Correspondence: O’Halloran moved, seconded by Bracewell to adjourn. Motion carried unanimously 4-0. With no further business, the meeting was adjourned at 8:13 p.m. EST. Respectfully Submitted,

Mary J. Robertson Clerk-Treasurer


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