2017 - COUNCIL MEETINGS
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VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
MARCH 15, 2017
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, Deborah Lindley, Frank Giglio and Blake O’Halloran.
O’Halloran moved, seconded by Bracewell to adopt the agenda as presented. Motion carried unanimously 5-0.
Giglio moved, seconded by O’Halloran to approve the minutes of the Regular Council Meeting of February 15, 2017. Motion carried unanimously 5-0.
2015/2016 AUDIT PRESENTATION BY KRUGGEL, LAWTON & COMPANY
Leonard stated that the audit presentation will be moved to the April council meeting.
Building & Zoning: Bracewell reported that construction will soon begin on Oak Street where a foundation was left standing after a home was demolished.
Parks & Beaches: Giglio reported that the erosion is getting worse from all of the winds since the last meeting.
Streets & Water: Leonard told the Council that he recently attended a meeting with many entities regarding an investigation being done by dogs to locate human waste or other waste flowing into the surface waters. The study was done regarding E.coli pollution from Stevensville all the way down to the state line.
It turns out there are several hot spots in Grand Beach with one where White Creek comes under U.S. Highway12 and reaches Grand Beach and both dogs being used alerted to E. coli at that location. Both dogs alerted them of another hot spot located where White Creek comes from Michiana and joins Grand Beach at Crescent Road. LaPorte County said they will work with Southwest Michigan Planning Commission (SWMPC) on addressing the issue in Indiana near Michiana.
The State of Michigan has jurisdiction over White Creek because it is considered a state waterway, and they will mandate that the problems be taken care of at our cost. White Creek is on the list of the most polluted waterways in Michigan. Grand Beach and New Buffalo Township will be looking into where the problem is coming from and take care of it. Leonard said there is a high concentration of E. coli where White Creek empties out in to Lake Michigan.
He said that all of the homes in the Village have septic systems with the exception of the homes on Putters Lane which are hooked up to the Galien River Sanitary Sewer System. There is a lift station for the sewer system which could possibly have a leak, allowing it to flow into the creek. Leonard said we will probably end up having die tests done in Grand Beach and on the other side of US Highway 12 to find out where the problem is coming from.
Police: Lindley stated that our officers are highly trained, and go through training throughout the year. With this day and age, our officers all have body cameras and record, and footage can be reviewed if needed.
Pro-Shop and Course: O’Halloran had nothing to report.
ServiScape: Clay Putnam said winter equipment maintenance is almost complete. He toured the golf course with Bob Dabbs to identify trees that need to be trimmed or removed.
Superintendent: In addition to his written report, Bob Dabbs told the Council that they will start replacing trees that were removed due to disease along Grand Beach Road.
Police Chief: Chief Dan Schroeder had nothing in addition to his written report.
Building Inspector: Bill Lambert said there are no issues with building projects. He will meet with the contractors on Oak Street prior to them building to go over the foundation to make sure there are no issues that could come up later with the foundation.
Giglio moved, seconded by Bracewell to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.
REQUEST USE OF ROYAL AVENUE BEACH EASEMENT FOR REVETMENT WORK
Leonard said that Arie Donkersloot was at last month’s meeting to discuss the revetment work that is going to be done on the Denny property. Donkersloot asked the Village to grant a waiver to allow them to continue to work past Memorial Day if needed because they did not have their permits as of last month’s meeting.
Donkersloot was in attendance and said that he has been in contact with the engineer, and the Department of Environmental Quality (DEQ) is backlogged with permits and they have not given any indication of when the permit will be issued. The Army Corps of Engineers permit is ready. He said if the weather holds out, the project is probably a five week process. They will need to offload material at the beach easement and take it down to the Denny site. The area where they dump the material will be grated and cleaned up quickly for safety reasons. He said that they will not accept any material after noon on Fridays and will not accept any material on the weekends.
They will use the large armor stone and reinforce the existing lot with armor stone. Both walls, including the neighboring property will need to be repaired. They will probably bring in 5-8 truckloads of rock a day and will stock pile it in the water in front of the site to help protect their equipment. The rock will probably be on site within the first 10 days. The mattress stone is brought in later as they use it. They have 3-4 weeks before they wrap up the project that they are currently working on, and if they have the permit, they will be able to start work on the Denny’s property.
Several members of the audience talked to the council about the trucks coming in to the Village during the summer months, the danger involved and the possibility of not having a beach to use. Leonard said they are trying to accommodate people that want to use the beach, but the Village has to be sensitive to the landowners who are having problems with their seawalls. The council has decided that they have to protect the homeowners. He said this summer may be difficult for some people, but once the revetment is finished,
he hopes that it won’t have to be repaired again. The council recognizes the difficult situation and that is
why they asked Donkersloot to come back to tell them if permits have been issued yet. Leonard also stated that there is revetment work being done on four lots in the other section of the Village, and if the work continues past Memorial Day, it has to be done.
Donkersloot said that the Dennys have the potential of losing the retaining walls behind the wall, part of their property and their home, and they have stressed that to the DEQ but still have not received the permit.
Bracewell said he dealt with the trucks last summer going up to Holiday Hills as they did work on seven homes, but it had to be done to protect the properties. He said we are trying to help our neighbors save their homes. He thinks the homeowners who pay the taxes here should be supported. He asked residents to support their neighbors and to support the Council.
TASER INTERNATIONAL 5-YEAR CONTRACT – EVIDENCE.COM FOR BODY CAMERAS
Chief Schroeder explained that the Village purchased body cameras last year and they upload the videos to a service called evidence.com. He said last year we purchased a partial year from evidence.com because we bought the cameras mid-year. Lindley moved, seconded by Leonard to approve the 5-year contract with evidence.com at a cost of $978 per year. Motion carried unanimously 5-0.
PROCEDURES FOR USE OF WEAPONS AND RESTRAINTS
Chief Schroeder told the Council that this is a policy that we’ve had for years, but it has been updated for electronic control devices (Tasers). Lindley thinks the procedure lays it all out for the officers and the public. Schroeder said the department will have training on the use of Tasers on March 21st to learn when to use them and when not to use them, etc. Lindley moved, seconded by Leonard to approve the Village of Grand Beach “procedures for use of weapons and restraints” as presented. Motion carried unanimously 5-0.
VILLAGE HALL WI-FI AND FIREWALL
Chief Schroeder told the Council that we get a lot of complaints from residents because there is not Wi-Fi in the building and they want to tap into the Clerk’s Wi-Fi, but we are not going to let them because it contains all of the Village’s records. A new router can be installed with a wire running upstairs and an access point upstairs. Schroeder said that Kevin Kramp with Double K Enterprises will have to do the programming at a cost of $100 per hour with the job estimated to take six to seven hours. Leonard asked Schroeder to shop around to find a less expensive person for the job.
O’Halloran moved, seconded by Leonard to purchase TZ300 wireless equipment and to hire someone to install a wireless network upstairs and a firewall for the clerk’s office at a maximum cost of $2,000. Motion carried unanimously 5-0. Audience member and Village homeowner Norm Cherrett offered to pay for the labor for the wireless hook-up.
PROPERTY, LIABILITY AND AUTO INSURANCE RENEWAL
Leonard said the insurance bill has increased by 2.8% over last year at a cost of $26,394, and the Village will receive a dividend check back this year in the amount of $2,794. Leonard moved, seconded by Bracewell to approve the insurance renewal invoice. Motion carried unanimously 5-0.
LAKE MICHIGAN TRIBUTARIES PROJECT – POINT OF SALE ORDINANCE
Leonard spoke about a fund that the DEQ has that will pay up to 50% of the cost of remediating a failed system, whether septic, sewer, individual owner or a community. In order for the property owner to be eligible for the funding, the municipality must have a point of sale ordinance in place. A point of sale ordinance says that if you are selling your house, you have to obtain a certification before the closing that shows your septic system or sanitation system is working properly. He will recommend approval by the council once the Village receives a copy of the draft ordinance.
ORDINANCE – TO REGULATE USE OF PIERS, DOCKS, PILINGS, BREAKWATERS AND RELATED STRUCTURES
Leonard read the ordinance. Leonard moved, seconded by Bracewell to adopt an ordinance to regulate the use of piers, docks, pilings, breakwaters and related structures as presented. Motion carried unanimously
ORDINANCE – REGULATE THE LICENSING, KEEPING, AND OWNER’S CONTROL OVER DOGS AND CATS IN THE VILLAGE
Leonard read the ordinance. Lindley felt the ordinance should not limit the number of dogs that people are allowed to keep. Leonard moved, seconded by Bracewell to adopt an ordinance to regulate the licensing, keeping, and owner’s control over dogs and cats in the Village as presented. Motion carried 4-1 with Bracewell, Giglio, Leonard and O’Halloran voting aye and Lindley voting nay.
ORDINANCE – TO AMEND ORDINANCE 63 TO MODIFY CERTAIN PROVISIONS CONCERNING PARKING OF GOLF CARTS IN THE VILLAGE
Leonard read the ordinance. Leonard moved, seconded by Bracewell to approve an ordinance to amend ordinance 63 to modify certain provisions concerning parking of golf carts in the Village as presented. Motion carried unanimously 5-0.
RESOLUTION – AUTHORIZE USE OF GOLF CARTS ON VILLAGE STREETS PURSUANT TO MICHIGAN VEHICLE CODE
Leonard read the resolution. Leonard moved, seconded by O’Halloran to approve a resolution to authorize the limited use of golf carts on Village streets pursuant to the Michigan Vehicle Code with an amendment to item 4) to say that “golf carts may not be operated from 1/2 hour before sunset to 1/2 hour after sunrise on the golf course”. Motion carried unanimously 5-0.
GOLF CART PARKING STICKER FEES
O’Halloran said fees for the golf cart parking will remain the same. Lindley moved, seconded by O’Halloran to approve the resident golf cart form and fees as presented. Motion carried unanimously 5-0.
Clerk Mary Robertson told the Council that non-resident golf cart stickers were different from the resident stickers last year. The Council instructed her to use the same stickers this year for everyone, allowing them to park in the Village and at the beach. Leonard moved, seconded by Lindley to approve the golf cart parking fee form for non-residents. Motion carried unanimously 5-0.
GOLF COURSE EQUIPMENT PURCHASE- 4 JACOBSEN GREEN/TEE MOWERS, JACOBSEN FAIRWAY MOWER AND TORRENT 2 MAGNA POINT BLOWER
O’Halloran said the golf course has not purchased new equipment in quite some time. Clay Putnam of ServiScape said the fairway mower they currently use has over 7,200 hours on it which is the equivalent of over 540,000 miles.
The green/tee mowers being used are so outdated that he can’t buy parts for them. The mowers he proposes purchasing are used, but have relatively low hours on them. The Magna point blower will be new. The equipment purchase is a budgeted item.
O’Halloran moved, seconded by Bracewell to purchase four green/tee mowers, a fairway mower and a point blower at a cost not to exceed $40,500 as per the equipment purchase request submitted by ServiScape. Motion carried unanimously 5-0.
PICNIC TABLES IN FRONT OF PRO SHOP
Leonard said since the golf carts are going to be parked away from the pro shop, O’Halloran has suggested putting picnic tables in front of the pro shop. O’Halloran said he has reached out to families that have been in the Village for a long time and asked if they would like to donate the money to purchase the tables. The Village won’t purchase the tables until we have the money in hand. They are all post concrete tables that are all one piece, very heavy and will last a long time. O’Halloran moved, seconded by Bracewell to purchase three cement picnic tables from The Park and Facilities catalog at a cost of $3897.72 to be paid for with donations from Village residents. Motion carried unanimously 5-0.
ENGRAVED COBBLESTONE DONATIONS
O’Halloran told the Council that we have unfortunately had a lot of people that have passed away and he thinks there are families that would like to memorialize their family members, and the three picnic tables are the start of that. They will place a plaque on each table memorializing the person that the table was donated for.
He thought it would be nice to start a program similar to what was done at the New Buffalo Library by The Friends of the Library where people purchased bricks in honor or in memory of a loved one. He said there are four squares of concrete in front of the clubhouse that can be removed and replaced with engraved bricks. He said it will be nice for people to walk in the pro shop and look down and see names of people they have known all of their lives, and the families that were the backbone of Grand Beach. He would like to hire the company that the library hired and have them do all of the work.
Leonard moved, seconded by O’Halloran for approval of the creation of a memorial brick walkway in front of the pro shop subject to financing through donations with funds going to the renovation of the pro shop. Motion carried unanimously 5-0.
WOODEN WALL FOR GOLF CART ELECTRIC CHARGERS
O’Halloran said that when the electric was installed for the new golf cart parking area, there were plans to install a wooden wall that would hold and protect the battery charger, but that has not been completed. Clerk Robertson told the Council that the funding for the wall was not budgeted, so they would have to find funding for the materials. The subject will be discussed at the April meeting.
WALKWAY ALONG ROYAL AVENUE
Leonard said we have discussed for some time now the danger of people walking along Royal Avenue from the arch in to and out of the Village. We have talked about using ACT 51 funds to lay down a walkway on the other side of the posts for the enjoyment of our walkers and kids. Bob Dabbs will get bids to see what the cost will be to install the base and the asphalt walkway.
LONG TERM PLAN FOR GOLF COURSE
O’Halloran said as commissioner of golf, he wants to make sure that whoever the commissioner of golf is in the future will have a clear path of where we are going to go with the golf course. Clay Putnam said the purpose of a strategic plan (master plan) provides a road map and continuity for the next 15-20 years.
The person that would prepare the plan is a golf course architect. The primary benefit is that it allows the committee now and the committee 15 years from now to follow the same plan. It brings in an architect who has an eye for golf course architecture and he can go around the golf course and make recommendations of where we can make changes. The master plan would include an architectural design, infrastructure and it lays out a road map of when we can complete these things. Completion is 100% predicated on “want to” and “ability to pay for it”. The architect would include pricing for each project on the drawings so we would have an idea of what the cost would be, what we are going to get out of it, and what the cost would be 20 years from now. If the council is interested, the next step is to solicit proposals.
Putnam and O’Halloran also looked into a feasibility study for the pro shop. This would be done by a different entity and they would do a study of golf courses in a geographical area and tell us if our rates are in line, what they could be, and what our return on investment would be if we chose to invest a certain amount of money.
There was discussion about replacing the irrigation system on the golf course. At the February meeting it was stated that the maintenance department would be able to replace the irrigation system by doing a couple of fairways each year in the off season. Before anything is done, O’Halloran wants to make sure that we have a good plan, and know where everything is because we are going to do this once. Putnam’s recommendation is that we don’t do a thing until we get a plan.
HALL RENTAL REQUESTS
Leonard moved, seconded by Bracewell to approve hall rental requests for Alicia Lee – February 13, 2017 (after the use), Frank Giglio – April 29, 2017 (date change), Don Butler – June 3, 2017, and Sherri Waddle – June 24, 2017. Motion carried unanimously 5-0.
Leonard moved, seconded by Giglio to adjourn. Motion carried unanimously 5-0.
With no further business, the meeting was adjourned at 10:03 p.m. EST.
Mary J. Robertson
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The Village Council for the Village of Grand Beach held a Work Session on Tuesday, March 14, 2017. The Work Session was called to order at 6:00 p.m. EST by Council President Paul Leonard in the Council Meeting Room at 48200 Perkins Blvd., Grand Beach, Michigan 49117 to discuss the November 1, 2017 – October 31, 2018 Fiscal Year Budget.
Present in addition to Paul Leonard were council members James Bracewell, Frank Giglio, Blake O’Halloran and staff members Superintendent Robert Dabbs, Clerk-Treasurer Mary Robertson and Police Chief Dan Schroeder. Deborah Lindley arrived at 6:05 p.m. EST. There were no members of the public present.
Bracewell moved, seconded by Leonard to adopt the agenda. Motion carried 4-0 with Lindley absent during the motion.
The draft budgets for fiscal year 2017/2018 were discussed.
General Fund: After much discussion and changes to the General Fund, the $43,650 deficit was increased to show a deficit of $50,750. This includes transfers to Capital Projects in the amount of $77,600 for future purchases of equipment and capital improvements.
Water Fund: There was discussion regarding future needs in the water fund. Robertson told the Council that there was approximately $22,000 in a CD for the Marjeanette water loop and to move water lines located on private property on Ely. Superintendent Bob Dabbs said that the property owners had offered to pay half of the cost to move the lines in the past, but now are unwilling to do so. He will contact them to find out if they are willing to help with the cost to move the water lines, and then Robertson will talk to the Village attorney about a license agreement or an easement on their land where the lines will be placed.
Dabbs estimated the cost for new remote read water meters to be approximately $180,000.
The proposed Water Fund Budget shows a deficit of $77,703 which includes setting aside $68,000 to help with the costs of painting the water tower, remote meters and other expenditures.
Golf Fund: Blake O’Halloran removed a proposed chemical storage building and a finish mower from the golf budget to reduce the proposed deficit of $59,561 to a deficit of $14,561. Robertson told O’Halloran that the 2017/2018 ServiScape budget was $163,489 and approximately $21,000 higher than the current budget. O’Halloran planned to speak to Clay Putnam to reduce the ServiScape budget in order to balance the golf budget.
ServiScape’s budget was reduced after the meeting to $146,789 by reducing the cost of seed, tree trimming, repair and maintenance, irrigation supplies and equipment rental. Tree trimming was added into the Village’s golf budget in the amount of $2,100.
After changes, the golf fund shows revenue over expenditures of $39.
Local Street Fund: Clerk Mary Robertson said she increased the revenue on both Local and Major Street Funds based on the state’s proposed increase to ACT 51 funding. The Local Street Fund showed a deficit of $2,950 with no changes made.
Major Street Fund: Proposed budget shows $5,075 revenue over expenses for the budget year.
Building Inspection Fund: With no changes to the proposed budget, it shows revenue over expenses of $700.
Items of discussion regarding budgeting included:
• Condition of streets in the Village and paving priority.
• Remote water meters.
• Moving water lines on Farwell property on Ely.
• Paying off one of the water bonds to free up money in future budget years.
• The need for emergency access to the Beach at Robin Lane.
• Extending the roof on the hall to eliminate the problem with water running under the cement walkway which causes issues.
• Future pension costs.
• Short and long term disability for employees.
• Laptops and programming for both squad cars.
• 42+ acres for sale that includes the driving range and possible grant writing expenses.
• New “used” boat to be used for putting buoys in and removing them.
• New ATV for water and maintenance department.
• Golf Course Irrigation.
• Need for a golf course 10-year plan.
With no further business, the work session was adjourned at 9:16 p.m. EST.
Mary J. Robertson
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VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
FEBRUARY 15, 2017
CALL TO ORDER
Council president Paul Leonard Jr. called the regular council meeting to order at 7:34 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio and Blake O’Halloran. Deborah Lindley was not in attendance as she was out of town.
Giglio moved, seconded by Bracewell to adopt the agenda as amended with the addition of AT&T/Comcast Telephone Service and DEQ - Leaf Pile. Motion carried unanimously 4-0.
O’Halloran moved, seconded by Bracewell to approve the minutes of the Regular Council Meeting of January 18, 2017. Motion carried unanimously 4-0.
Building & Zoning: Bracewell said building activity in the Village is ahead of schedule because of the nice weather.
Parks & Beaches: Giglio reported that the water level is very high and the number of stairs that the Village installs will depend on the water level.
Streets & Water: Leonard reported that he and Superintendent Bob Dabbs went up to the water tower since one of the lots adjacent to the tower is for sale, and they were concerned that there might be water lines under that lot. Dabbs did research and found out that there are very old water lines from the 1930’s in the ground, but they are all out of service.
Leonard said that the Village has the ability to remove the old deteriorating water lines on the golf course and replace them with PVC. This could be done during the winter months with everything cleaned up in time for the golf season. We could probably do two or three fairways at a time and save a tremendous amount of water, and take care of the problems we have with leaks in the system. Leonard said Dabbs is confident that we have the equipment and expertise to do this and keep everyone busy through the winter months.
Leonard read a notification he received from the Michigan Municipal League (MML) regarding House Bill 4001 which will eliminate Michigan state income tax over a period of time. In the first year, the change in income tax would reduce the state’s general fund by $1.1 billion. If the state cuts the income tax, the Village’s ACT 51 funding for streets will be affected. MML is asking taxpayers to consider opposing the bill by contacting their state representatives to let them know how it will hurt the residents, schools and services in the state of Michigan.
Police: Lindley was not in attendance.
Pro-Shop and Course: O’Halloran nothing to report.
ServiScape: Clay Putnam was not in attendance.
Superintendent: Bob Dabbs had nothing in addition to his written report.
Police Chief: In addition to his written report, Chief Dan Schroeder told the council that he had someone come out and look into running WI Fi upstairs, but has not received a bid yet.
Building Inspector Bill Lambert said he sent a letter out to a property owner on Oak Street that has an old foundation standing on the property, but he hasn’t heard back from him yet.
Giglio moved, seconded by Bracewell to approve the payment of the bills with the written additions as presented. Motion carried unanimously 4-0.
SOCIAL CLUB CONTRACT
Leonard stated that it appears that the Social Club can obtain insurance for liquor liability coverage to cover the Village when they have an event that they sell tickets for that includes alcohol. He said he suggested language to be added to the contract regarding carpet cleaning that states that if the carpet has to be cleaned at the end of the season, the Social Club will have it cleaned and will pay for it.
Bracewell moved, seconded by O’Halloran to approve the changes to the Social Club Contract with changes to paragraph 3 regarding liquor liability coverage and paragraph 5 regarding carpet cleaning as presented. Motion carried unanimously 4-0.
REQUEST USE OF ROYAL AVENUE BEACH EASEMENT FOR REVETMENT WORK
Leonard said Donkersloot & Sons requested approval to use the Royal Avenue beach easement to do emergency revetment work for James Denny. Bracewell said that with all of the work needed in the Village, the Village might not be able to take the position that they all have to be completed by Memorial Day because if there is a home in emergency need of work, the Village will have to allow the work to be done. Leonard suggested making that decision on a case by case situation.
O’Halloran asked Donkersloot about the possibility of completing any work after Memorial Day from their barge. He would like to keep the Village’s best interest in mind and complete the work as soon as possible. Arie Donkersloot said that if they use the barge, they will still need an access point to load the barge. He said they hope to have the Department of Environmental Quality (DEQ) and Army Corp of Engineers (ACOE) permits in time to complete the work by Memorial Day. Once they get the permits, they will give Village a schedule of work.
Leonard moved, seconded by Giglio to allow Donkersloot to use the Royal Avenue beach easement to access the Denny house, and to work beyond Memorial Day if necessary and to repair the easement to the original condition when finished. Motion carried unanimously 4-0.
PERMISSION TO CONTINUE REVETMENT WORK AFTER MEMORIAL DAY
Leonard said that the owners of Grand Beach Land Development (GBLD) have started revetment work on
their properties along Lake Park Drive, but they are not sure when the work will be completed. They would
like permission to continue working past Memorial Day if needed. Leonard said there is no usable beach in that area at this time, and he doesn’t have a problem with the work being done after Memorial Day.
Leonard moved, seconded by Bracewell to allow the owners of Grand Beach Land Development to extend their work past Memorial Day if necessary in order to complete the revetment work. Motion carried unanimously 4-0.
POSSIBLE ACQUISITION OF 40 ACRES OF AVAILABLE LAND IN GRAND BEACH
Leonard said he received information from Ellen Frankle that GBLD is going to place over 40 acres of land located between the golf course and the marsh belonging to Chikaming Open Lands up for sale. He spoke to Ellen Frankle about the possibility of carving out a portion of the land to sell to the Village in order to keep the driving range. Frankle said GBLD is interested in selling the whole piece of property at this point and the asking price is in the vicinity of $3,000,000. Leonard said the Village does not have that amount of money, and discussed possible funding sources. He said another option is to defer exploring the purchase of the land and work with the developer who comes in to develop the 40 acres. He said he is not sure that going after the 40 acres is a viable alternative.
O’Halloran said he has talked with Frankle and some of that $3,000,000 land might be broken out and the cost could come down to $2,600,000. He spoke about options available and stated that GBLD will allow the Village to pursue those options and will wait for the Village to submit a grant application to the state in March of 2018. He would like to find out what the cost would be to have McKenna Associates prepare a grant application.
Leonard said the Village would have to do due diligence and have a survey and an appraisal done and then have a more extended conversation with GBLD about what’s feasible and what isn’t.
Leonard said that we are going to have our budget meeting in March and we can look for money in the budget to allocate for the appraisal which Frankle believes cost GBLD between $4,000 and $5,000. GBLD has a survey that includes the roads that were recently dedicated to the Village, and they are in the process of getting a survey with the roads removed and will submit the survey to the Village once it is completed.
DEQ – LEAF PILE AND REMOVAL OF LEAVES FROM VILLAGE
Leonard said that for at least 30 years or more, the Village has been picking up leaves from the streets and leaves and debris from property owners and depositing it in an area bordering the 1st hole and driving range. The pile is in the woods and estimated between 5,000 and 6,000 cubic yards that has accumulated over decades.
On January 13, 2017, Bob Dabbs was advised by the DEQ that what we were doing is illegal. Leonard read the letter to the council. The Village has a permit as a composting site to take the leaves and spread them out and let them compost; but unfortunately that is not exactly what the Village has done. The letter stated the amount of yard waste that would have to be removed from the Village is 75% of what is picked up during the year. The Village has failed to remove that amount of yard waste and is in violation, and the Village has until February 26, 2017 to respond to the DEQ.
Leonard said they have talked to Merritt Engineering and we can’t dig a hole and bury the pile. We can burn part of the pile, but most of it is so compacted that it is muck.
Bob Dabbs got a bid of $16,000 to have 120 truckloads removed from the golf course and taken to Falatovics compost pile on Highway 12 and 1000 North. The Village has an area to compost the brown bag waste where the residents won’t be able to see it and that compost can be used as fertilizer in the future.
Going forward, Dabbs estimates that it will cost the Village approximately $10,000 a year to truck out the waste in order to stay in compliance with the DEQ. The Village picks up about 3,000 cubic yards of leaves a year.
Bracewell said residents used to burn their leaves, and it is interesting that the DEQ takes this position which could lead to residents once again burning their leaves. O’Halloran was concerned with the trucks going across the golf course and wanted to make sure that they don’t put in a road for the trucks.
Leonard said that another concern the Village has is the salt pile that is normally covered with tarps. The Village plans to build a berm around the salt that is stored outside to contain any runoff that might occur.
Leonard moved, seconded by Giglio to spend up to $20,000 from the salt storage building fund in Capital Projects to pay the cost of remediating the existing leaf pile to get into compliance with the DEQ regulation MCL 324.11521(4)(c), and the Village will submit a plan to the DEQ by February 26th that will involve breaking up the existing leaf pile, burning what we can, distributing the ashes appropriately, removal of the remainder of the leaf pile by truck to a composting facility outside of the Village, the existing brush pile will be burned and the ashes properly disposed of, a composting facility for brown bags will be built within the boundaries of number 1,3 and 7 fairways in the woods, and excess leaves, lumber and timber will be removed from the Village as needed year by year. Motion carried unanimously 4-0.
TREE REPLACEMENT – GRAND BEACH ROAD
Leonard said that almost all of the blue spruce trees on Grand Beach Road were infected with a disease and the Village removed the most seriously damaged trees. The Village needs to replace with new trees that are not subject to that fungal infection. It was recommended that the Village use a combination of different types of trees. Dabbs received a bid from Lakeside Tree Farm to purchase Serbian Pine, Norway Spruce, White Pine and Red Pine at a cost of $40 per tree with an additional cost for Dudeck Farms to dig them up.
Leonard moved, seconded by O’Halloran to purchase trees at a cost not to exceed $2,500 from Lakeside Tree Farm to replace diseased trees removed from Grand Beach Road with equal amounts of the Serbian Pine, Norway Spruce, White Pine and Red Pine being purchased, and to plant some of them in other areas where they may be needed. Motion carried unanimously 4-0.
HALL RENTAL REQUEST FOR TWO HOURS – KATE BOYLE, APRIL 16, 2017
Leonard said Clerk-Treasurer Mary Robertson received a request from the Boyle family to use the council room for mass for 70-80 people, but she suggested they use the hall. Bracewell suggested that the Village allow them to use the council room for 70-80 people at no cost.
HALL RENTAL REQUESTS –
O’Halloran moved, seconded by Leonard to approve the hall rental request for Pat Maxwell on September 30, 2017 and Amy Bohling on October 7, 2017. Motion carried unanimously 4-0.
AT&T/COMCAST TELEPHONE SERVICE
Clerk-Treasurer Robertson explained the difficulty she has had with changing the telephone service over to Comcast from AT&T. There were additional costs associated with changing to Comcast that were not explained by the sales representative.
Leonard moved, seconded by Bracewell that if we can get out of the contract without any further liability, we terminate the contract with Comcast and stay with AT&T and upgrade our system and phones with AT&T. Motion approved unanimously 4-0.
Bracewell stated that the council has received a copy of the Rules of Procedure for the Village of Grand Beach. He restated that he thinks the council should receive a stipend for participating in every meeting. He thinks if people assume you will give your time, effort and intelligence for free, that it is sometimes considered to be worthless. He said it is very obvious how much time Leonard has volunteered and with him being an attorney; we are getting free advice from him. He said that the stipend should be identical to what is being paid in the township and the southwest Michigan area.
Clerk-Treasurer Robertson told the council that the charter needs to be amended in order to compensate the Council. Leonard said there are documents that need to be reviewed and updated and brought into the 21st century, but because the Council only meets once a month, it makes it very difficult to work on those things like ordinances and the charter. Leonard will contact Attorney Sara Seneca about a charter revision to see if she has a template that the Village can start with.
Leonard moved, seconded by Bracewell to adjourn. Motion carried unanimously 4-0.
With no further business, the meeting was adjourned at 9:20 p.m. EST.
Mary J. Robertson
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VILLAGE OF GRAND BEACH
REGULAR COUNCIL MEETING
JANUARY 18, 2017
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.
Giglio moved, seconded by Bracewell to approve the agenda as presented. Motion carried unanimously
Bracewell moved, seconded by O’Halloran to approve the minutes of the Regular Council Meeting of December 14, 2016. Motion carried unanimously 5-0.
Building & Zoning: Bracewell reported that we currently have eight new homes under construction. The only permit he has had an inquiry about is the building going up on Cedar in regards to height.
Parks & Beaches, Police, Pro-Shop and Course: Giglio, Lindley and O’Halloran had nothing to report.
O’Halloran asked Superintendent Bob Dabbs to check out a couple of the trees in the park to see if they need to be removed.
Streets & Water: Leonard told the council that he received a report from a state commission on 21st century infrastructure in Michigan and it indicates that it will cost about 60 billion dollars over the next 10 years to do the things that need to be done in Michigan, They are suggesting local communities do more to help with infrastructure upgrades.
ServiScape: Clay Putnam reported that winter maintenance continues. They are currently seeking bids to replace some of the equipment.
Superintendent: In addition to his written report, Bob Dabbs said they are filling pot holes, and working in the shop.
Police Chief: Chief Dan Schroeder was not in attendance.
Building Inspector Bill Lambert said we closed the year out with 42 permits.
Leonard moved, seconded by Bracewell to approve the payment of the bills with the written additions as presented. Motion carried unanimously 5-0.
PRIVATE STREETS FROM GRAND BEACH LAND DEVELOPMENT
Leonard said that he and Village Attorney Sara Senica, formerly known as Sara Bell, have discussed the streets several times that Grand Beach Land Development (GBLD) and Grand Beach Investments I, LLC (GBI) want to dedicate to the Village, and have also exchanged emails about the matter.
Attorney Sara Senica was in attendance and told the council that over the last few months they have been talking with GBLD and GBI, who have made a very kind offer to the Village to make several private streets public. She said that her recommendation to the council is to move forward with the transaction to accept the streets. She has reviewed everything and believes that the liability risk is very low, but told the council said there is always a risk. She feels it is in the best interest of the Village to move forward with accepting the streets. She stated that the agreement needs to be signed, and the deed needs to be signed by GBLD & GBI, and recorded with the Register of Deeds.
Leonard moved, seconded by O’Halloran to approve and authorize the signing of all necessary documents to accept the roads from Grand Beach Land Development and Grand Beach Investments I, LLC. Motion carried unanimously 5-0.
The roads offered for dedication to the Village include parts of Grand Beach Boulevard, Deer Park Drive, Robin Lane, and Erich Lane.
O’Halloran said that Grand Beach Land Development (GBLD) recently let the Council know that they wanted to make a change to the lease for the driving range so that it would no longer tie up their property for eighteen months. They have discussed and will continue to discuss the terms of a new lease.
He said that if GBLD decides to put the property up for sale that includes the driving range, the Village would be interested in not only keeping the range, but also some of the other land. Leonard said the Village hasn’t received any information from GBLD, but it is appropriate to make it clear that the Village is interested in acquiring some or all of the property if they do want to sell it.
O’Halloran said that the Village has a 5-year parks and recreation plan in place which allows the Village to apply for grants. The Village would like to find out if GBLD is interested in selling, and if they are, the Council would like to hire a company to apply for a grant through the state. The grant application is due by April 1 for the 2017 grant cycle. O’Halloran said if something doesn’t happen in time to apply for a grant, the Village would have to push it out until next year. He said the Michigan grants are for this type of expenditure, acquiring land and preserving open land.
Leonard said it depends on what the price might be and if GBLD is interested in selling parts of the land. O’Halloran said the Village does not want to miss the opportunity to purchase the land.
Clerk-Treasurer Mary Robertson explained that the insurance company that the Village received a proposal from at the December meeting did not include all of the employees from the census that was given to them by our insurance agent. With the addition of the missing employee, there is no cost savings to the Village, and the insured people over 65 years old will see a larger reduction in their coverage.
Leonard moved, seconded by Giglio to remain with our existing carrier for life insurance. Motion carried unanimously 5-0.
PLANNING COMMISSION ANNUAL REPORT
Leonard went over the 2016 annual report submitted by the Planning Commission.
COUNCIL MEETING RULES OF PROCEDURE
Leonard moved, seconded by Bracewell to adopt the Council Meeting “Rules of Procedure” as presented.
Motion carried unanimously 5-0.
SOCIAL CLUB CONTRACT
Leonard stated that the Social Club contract is up for renewal. The revised contract includes an additional section regarding the necessity of purchasing liquor liability coverage for any events in which the social club sells tickets for alcohol.
Bracewell suggested Clerk-Treasurer Robertson contact Frank Gazzolo to find out if the Social Club has insurance that they can add the Village of Grand Beach to as an additional insured in regards to liquor liability coverage.
There was discussion concerning carpet cleaning before and after the Social Club’s season. The Village has the carpet shampooed before the start of the season, and the Clerk-Treasurer suggested requiring the Social Club to have the carpet shampooed at the end of the season.
Leonard moved, seconded by Bracewell to table the Social Club contract until we get feedback from them. Motion carried unanimously 5-0.
WATER DEPARTMENT TELEMETRY SYSTEM PROPOSAL
Bob Dabbs told the council that the computer that runs the water telemetry system has to be replaced every three years and it’s time to replace it. He told the council that the telemetry system allows him to pick up his phone and see how much water is being used and what the chlorine residual is. If there’s a fire, he can turn on the pumps. There is telemetry at the water tower that should communicate to the shop, and it is not communicating. A new, upgraded system will allow him to respond more quickly. The new system will have a high and low residual alarm to warn if the chlorine is too high or low.
He told the Council that he received a $5,000 proposal to replace a clay valve, but they have decided that they can purchase the valve and save money by installing it themselves.
Leonard moved, seconded by Bracewell to approve the proposal from Peerless Midwest for the new computer for the water department with Windows10 and the Factory Talk SCADA Software package with a cost not to exceed $10,000. Motion carried unanimously 5-0.
AT&T TELEPHONE PURCHASE AND SERVICE PROPOSAL
Clerk-Treasurer Robertson explained that the AT&T telephone service contract is expiring. She received a proposal from AT&T that would be much less expensive than what the Village is current paying, but would use a different type of line that would go over the internet and would require the purchase of new telephones. She said she received a proposal earlier in the day from Comcast and the cost was very similar. The telephone lines would not go over the internet, and the Village would not need to purchase telephones.
Leonard moved, seconded by Lindley to approve a telephone service contract with Comcast. Motion carried unanimously 5-0.
POKAGON FUND - CHANGES TO FUNDING
Leonard told the Council that he and Clerk-Treasurer Mary Robertson recently met with The Pokagon Fund (TPF) Director Janet Cocciarelli to discuss changes to the way grants are going to be handled. He said that
TPF started out receiving 2% of the money generated by slot machines, and it is now down to .75% where it will remain.
He said that TPF realized that it was apparent that they would run out of money and exhaust the principal that they had, so they did strategic planning and decided that funds will be disbursed on costs incurred. Grant proposals will be based on poverty reduction, education and community vitality. The Village grants will fit under the community vitality. Cocciarelli stated that they will no longer be sending out a check at the start of a project, but reimbursing when the project is completed. After the project is completed, there will be accountability. As of January 11, 2017, Grand Beach has $33,474 set aside at The Pokagon Fund.
DISEASED TREES ON GRAND BEACH ROAD
Leonard said that he received reports regarding the spruce trees on Grand Beach Road that are diseased with a fungal infection. He understands from talking with Bob Dabbs that our crew can take down the trees, grind them up and dispose of them. He said they are going to continue to deteriorate, so he thinks in the spring the maintenance department should take them down. He suggested letting nature take its course on the trees that are diseased but not yet necessary to remove rather than treat them because there is no guarantee that with the treatments the trees will survive.
Leonard said there are other species that are more resistant to this disease and one of them is the White Pine. Clay Putnam of ServiScape suggested replacing the trees with more than one variety because it seems that every 30-40 years, one type of disease or bug comes along and damages different species of trees.
HALL RENTAL REQUESTS –
Leonard moved, seconded by Lindley to approve the hall rental request (after the use) from Jim Bracewell for December 31, 2016. Motion carried unanimously 5-0.
Village resident Ed Trainor asked the council if they could include the entire council meeting packet on the Village website similar to what the City and Township of New Buffalo are doing. Clerk-Treasurer Mary Robertson explained that they use a different system, and she wasn’t sure if her scanner could handle all of the documents. Leonard was concerned that the Village website might only be able to hold so much information and the Village would not want to purchase more space on the website.
Trainor also asked if the Village has considered putting GPS trackers on the Village vehicles in order to keep track of where the vehicles are located. He said adding a GPS tracker is very inexpensive.
O’Halloran moved, seconded by Bracewell to adjourn. Motion carried unanimously 5-0.
With no further business, the meeting was adjourned at 8:49 p.m. EST.
Mary J. Robertson
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