Portrit of beach with Village of Grand Beach Homepage logo

2017 - COUNCIL MEETINGS








TOP OF PAGE

PDF Icon
  REGULAR COUNCIL MEETING



REGULAR COUNCIL MEETING

NOVEMBER 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, Frank Giglio, and Blake O’Halloran. Deborah Lindley was not in attendance.



ADOPT AGENDA

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



APPROVE MINUTES

Giglio moved, seconded by Bracewell to approve the minutes of the Rescheduled Regular Council Meeting of October 24, 2017. Motion carried unanimously 4-0.

PRESENTATIONS/RECOGNITION

MARCY HAMILTON, SOUTHWEST MICHIGAN PLANNING COMMISSION RE: MARQUETTE GREENWAY AND FUNDING REQUEST FOR SURVEY

Marcy Hamilton spoke about the 58-mile Marquette Greenway bicycle trail that is planned and partially built that will run from Chicago to New Buffalo. She said that the Northwest Indiana Regional Planning Commission (NIRPC) applied for a grant through the federal government and if they receive the grant, the funds will help fund the unbuilt sections of the trail including the section from the state line to New Buffalo. She said there will be matching funds required, so the SWMPC will be applying for a Michigan DNR grant and another state grant on behalf of the local communities.



Leonard spoke about the difficulties in crossing the intersection at Grand Beach Road and the railroad tracks on a bicycle. Bracewell asked about the safety at the intersection and why they were not considering putting the trail on other side of tracks. Hamilton said they are not sure where the trail will be placed, but they will make sure it is safe for the cyclists or they will use another option.



In order to engineer the trail they need a property survey along Grand Beach Road and into New Buffalo at a cost $14,050 which will be done by Abonmarche. The Friends of Harbor Country (fundraising group) is going to cover $6,750 of the cost and SWMPC will ask for $2,800 from the city, $2,800 from the township and $1,200 from Grand Beach. The survey along Grand Beach Road will belong to the Village, and will show where the right-of-ways are along Grand Beach Road and will be helpful to the Village for future needs.



NOMINATION OF OFFICERS

Giglio moved, seconded by Bracewell to nominate Leonard as Council President and O’Halloran as Council President Pro Tem. With no other nominations, Leonard was named president and O’Halloran Pro Tem. Motion carried unanimously 4-0.



APPOINTMENT OF OFFICIALS

Leonard moved, seconded by Bracewell to make the following appointments:

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 4-0.



Leonard moved, seconded by O’Halloran to reappoint Mary Robertson as Clerk-Treasurer. Motion carried unanimously 4-0.



SERVISCAPE REPORT

Clay Putnam told the Council that normal routine maintenance and leaf pick up is ongoing. The irrigation system will be winterized soon.



PERSONNEL REPORTS

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



POLICE CHIEF: In addition to his written report, Police Chief Dan Schroeder told the Council that last Wednesday they held a meeting in Michiana with him, Michiana Chief Layman, Michiana’s Police Commissioner Bruesch and all full-time officers. They introduced the new schedule and had a question and answer session and they are all are on board with the new schedule beginning March 1. Until then, they will cover for each other. Bracewell said that Police Commissioner Lindley did a terrific job in handling the meetings, making progress and achieving what the Council wanted by saving money, maintaining coverage and keeping our own identity. He said Lindley, Chief Schroeder and Michiana officials all did a great job.



BUILDING INSPECTOR: Building Inspector Bill Lambert said there have been 25 permits issued to date in 2017 and there are currently four houses under construction.



BILLS TO BE PAID

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



UNFINISHED BUSINESS

TRANSFER FUNDS TO CAPITAL PROJECTS PER 2016/2017 BUDGET

Leonard said the Council asked him to make the decision on how much money to transfer to the Capital Projects Fund for the 2016/2017 budget year at the last meeting and he decided to transfer $35,000 with the allocation as follows: $3,000 for street sign replacement, $13,000 for police car, $3,000 for backhoe, $4,000 for pick-up truck, $6,000 for plow truck, $5,000 for park drain, $800 for leaf unit liner and $200 for golf course irrigation. Leonard moved, seconded by Bracewell to approve the allocation. Motion carried unanimously 4-0.



CONSIDER APPOINTMENT OF RICK MILLER TO DO AN APPRAISAL OF THE 42 ACRES FOR THE VILLAGE

Leonard explained that he spoke with Rick Miller regarding an appraisal and Miller told him he is not certified by the DNR which is a requirement when applying for a grant, and he is not interested in taking the class for


the certification at this point in his career. Leonard then spoke with Ernest Demba who was recommended by the group that is considering forming an LLC to purchase the property. They talked about his credentials and he is not certified at the present time with the current Yellow Book certification and intends to take the class,

but doesn’t know when he’ll be able to fit it into his schedule due to prior commitments and will get back to Leonard to let him know if the timeline works out for him to take the class.



They also talked about the Village using an appraiser that the LLC will use a year later and was told that as long as it is very clear that one appraisal is for the fair market value for the Village and the other is an investment appraisal it will not be a problem. He said there are risks involved which means that the investors of the LLC might not realize any gain in value and they might not recoup their money without selling the property to a third party.



Leonard contacted Ryan Postema of Chikaming Open Lands and got a list of appraisers that are certified by the DNR with those that do work in this area highlighted. He will contact three of the appraisers to find out what their availability and cost is so that he has them available if Demba calls and says the timeline doesn’t work for the certification.



NEW BUSINESS

BEACH ACCESS REVETMENT REPAIR COSTS

Leonard said he received two invoices for approximately $50,000 for the cost of revetment work for Ely and Pine and Clerk-Treasurer Mary Robertson gave them information regarding the Oak access that will cost approximately $75,000. He said the Council wants to help the property owners to protect their property and the bluff. He said there are people at Lake Avenue that are going to be putting in rock and there is a property in the Eiffel Towers that has a seawall that is lying over and that property is next to Village owned property.



Leonard moved, seconded by Bracewell that the council recognizes the responsibility to protect its property and will pay up to $50,000 to protect property in front of the beach accesses with $12,500 to Pine, $12,500 to Ely and $25,000 to Oak pursuant to permits issued by DEQ. The invoices for the access points can be billed to the Village with the homeowners paying the remainder of the costs for the accesses by donating the funds to the Village. Once the Village has received the donated funds from homeowners to cover the remaining costs for the access repairs, the Village will pay the contractor and the homeowner will receive a tax write off for making a donation to the Village. (Homeowners should talk to their tax advisor). Motion carried unanimously 4-0.



O’Halloran said he believes this is the most equitable solution and should not set a precedent; the accesses will have to be discussed on a case by case issue.



RESOLUTION TO OPT OUT OF PA 152 OF 2011

Leonard moved, seconded by O’Halloran to adopt a resolution to opt out of PA 152 of 2011 regarding caps on employee health insurance premiums. Motion carried unanimously 4-0.



Leonard said that he and Mary Robertson have been exchanging emails regarding the employee portion of the premiums. At the last Council meeting the council said that the increase of 8.4% in premiums would be split



between the Village and the employees. He said that he understands that the employees will pay 5% of last

year’s premium and half of the increase on each individual’s premium. The Council was in agreement and Robertson thanked them for the clarification.



2018 MEETING SCHEDULE

Leonard said meetings will be held on the third Wednesday of every month except November in 2018 when the meeting will be held on the second Wednesday due to Thanksgiving.



DRYWELL – MAPLE & HOLIDAY HILLS

Leonard moved, seconded by Bracewell to approve an expenditure of up to $1,000 to purchase a drywall to be installed by the Village at Maple and Holiday Hills. Motion carried unanimously 4-0.



KOSTYO DONATION OF SECURITY DEPOSIT REFUND

Leonard told the Council that the Kostyos who own a home in Grand Beach donated their $100 security deposit back to the Village after their daughter’s wedding that was held in the hall. Leonard said the council deeply appreciates the Kostyo’s generous donation to the Village. Mary Robertson said that New Buffalo City and New Buffalo Township give the renter the option of donating the security deposit, and the Council agreed to add it to the rental agreement as an option.



HALL RENTAL REQUEST- ED & ANGELA TRAINOR – DATE CHANGE FROM SEPTEMBER 22, 2018 TO SEPTEMBER 29, 2018

Leonard moved to approve the hall rental date change for Ed and Angela Trainor from September 22, 2018 to September 29, 2018. Motion carried unanimously 4-0.



AUDIENCE RECOGNITION

None



CORRESPONDENCE

ANGELA TRAINOR – POLICE DEPARTMENT

Leonard said the Council received correspondence regarding the police department from Angela Trainor.



They also received a letter from Michael Stokes regarding the possible LLC being formed, a string of emails from Jim Fox regarding the Oak access and an email from Doug Blauw reminding the council that they need a decision regarding the Village’s contribution to the beach access work.



ADJOURNMENT

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



With no further business, the meeting was adjourned at 9:34 p.m. EST.



Respectfully Submitted,



Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  RESCHEDULED REGULAR COUNCIL MEETING


RESCHEDULED REGULAR COUNCIL MEETING

OCTOBER 24, 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.



ADOPT AGENDA

Leonard moved, seconded by Giglio to amend the agenda to add under New Business “Consider Appointment of Rick Miller to Do an Appraisal for the Village of the 42 Acres”, and to move “Golf Carts in 42 Acres” from New Business to Unfinished Business. Motion carried unanimously 5-0.



O’Halloran moved, seconded by Lindley to approve the agenda as presented with the two amendments. Motion carried unanimously 5-0.



APPROVE MINUTES

Lindley moved, seconded by Leonard to approve the minutes of the Regular Council Meeting of September 20, 2017 and the Special Council Meeting – Marquette Greenway of October 11, 2017. Motion carried unanimously 5-0.

PRESENTATIONS/RECOGNITION

None



COMMISSION REPORTS

BUILDING & ZONING: Bracewell said there are fewer construction projects going on at this time as can be seen on the building inspector’s report.



PARKS & BEACHES: Giglio said the Park and Recreation Committee held a meeting on October 19, 2017 with all members present. Mario Ortega of McKenna Associates gave a nice presentation, and members of the committee and audience had a chance to ask questions.



O’Halloran said that part of the meeting was regarding two different options that McKenna created for the property. O’Halloran asked that the questions and aerial maps that were passed out at the meeting with the two options be put on the Village website in order to get feedback from Village residents.



Bracewell said that McKenna was hired at $8,000 to do the grant application and most of the discussion at the meeting was about the LLC that is proposed to be formed to accept donations for the purchase of the property. He respects and honors the LLC commitment, but said the Village paid McKenna for a grant application and in the future the report should be about McKenna activity rather than the success of the LLC. Leonard said if we’re bringing McKenna in for meetings; any discussion, comments or questions should be in regards to the grant proposal.



STREETS & WATER: Leonard said we will be starting leaf pick up soon. He said that he and Superintendent Bob Dabbs attended another meeting with local communities regarding the water systems. Wightman is putting together a proposed budget regarding GIS mapping that will show all water and sewer mains and lines. The group will put together a grant request to The Pokagon Fund for the GIS mapping.



POLICE: Lindley said there was a full arrest in the Village and our officer responded, and there were officers from other entities that assisted. There are complaints from people stating that Grand Beach officers go out of the Village on calls, but we also have a lot of support when we need it from other departments. Lindley discussed the Rules of Procedure regarding audience participation at public meetings.



PRO-SHOP & COURSE: O’Halloran said the pro shop will close on October 29th. He discussed his priorities for 2018 for the golf course. He said the golf course had a great September and revenue was up about $4,000 over last September.



SERVISCAPE REPORT

Clay Putnam was not in attendance.



PERSONNEL REPORTS



SUPERINTENDENT: In addition to his written report, Superintendent Bob Dabbs said they will be flushing hydrants. The park is flooding again and he’ll have to have the pipe cleaned out again. We are building up money to replace the drain pipe that runs under Crescent Road. It is a 15” pipe on the golf course and reduces down to a 3” pipe and then goes under Crescent. The drain currently runs across private property, and we need to reroute the drain along Crescent Road.



Bracewell asked Dabbs about drywells on Maple and Lake View that have not been draining well. He suggested putting in larger drywalls and Dabbs said he is addressing it.



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



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

BILLS TO BE PAID

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



REPLACE FOURTH FULL-TIME POLICE OFFICER

Police Commissioner Lindley told the audience that the Village recently spent $146,000 in street repairs, just paid off a water bond from the General Fund in the amount of $134,000, spent $2,500 on trees, and are talking about spending $30,000 to move a drain. She said every time the Council sits down for the budget meetings, they cut expenditures, but are to the point that they can’t cut anymore or they will have to cut services. As Leonard mentioned previously, people are not building many houses and revenues are going down and expenses are going up.



Lindley said when Officer Keeler gave notice of his retirement, they considered not replacing him. By not replacing the fourth full-time officer, the Village will save approximately $85,000 a year with benefits. They



discussed paying a part-time officer $20 an hour to fill in shifts, but the chief said he has a hard time getting

part-time officers. Lindley has talked with other departments and they are all having difficulty finding part-time officers to work, so she doesn’t think this is an option.



During the investigation process a resident emailed her about doing away with the police department completely because of the millage that was passed by New Buffalo Township voters that will raise $900,000 in taxes to cover police, ambulance and fire. She met with New Buffalo Township Supervisor Michelle Heit and Berrien County Undersheriff Chuck Heit and they said they are glad to have their patrol cars come into Grand Beach, but they will not give us a 24/7 designated car.



If we depend on the township officer to cover us, the response time will be much longer. They are great support for the Village. The Village has plenty of resources, but the other departments won’t do house checks and wellness checks.



Lindley and Chief Schroeder met with the Village of Michiana Council President, Police Commissioner and Police Chief and discussed shared services. She welcomed Chief Ryan Layman of Michiana to the meeting and said that she had attended Michiana’s Council meeting.



She said with shared services, Michiana will cover Grand Beach when there is not an officer on duty here and Grand Beach will cover Michiana if they don’t have an officer on duty. Michiana is in the same position as Grand Beach and are dealing with the same budgetary issues as Grand Beach. They are interested in trying out the shared services. Lindley said in this time, when the State of Michigan is looking for communities to share services, this is a good time to try and see how it works. Chief Schroeder said he and Chief Layman have worked out a schedule and part-timers will rarely be used.



Lindley moved, seconded by Leonard to pursue the investigation of Grand Beach and Michiana Police Departments collaborating police services and not hiring a fourth full-time officer, and evaluating the results at the February Council Meeting. Motion carried unanimously 5-0.

The council heard comments from audience members regarding police coverage.



GOLF CARTS IN 42 ACRES

There was discussion concerning continued damage to the 42 Acres by golf carts, and/or ATVs and 4-wheel drive type carts even after signs were posted warning drivers to stay on cart paths. Leonard moved, seconded by Giglio to put a blanket prohibition against any motorized vehicles in the 42 acres. Motion failed 3-2 with Leonard and Giglio voting aye and Bracewell, Lindley and O’Halloran voting nay.



NEW BUSINESS



REVETMENT/SEAWALL WORK APPLICATIONS

Leonard said that he was contacted by homeowners on the lakefront that are going to put rocks in to protect their properties and was asked if the Village will help underwrite the costs of the rocks across the beach

access points. Lakefront homeowner Doug Blauw told the council that they believe the property owner should pay for protecting their property, and the Village is the property owner of the access points. He said



if there is no money due to budget constraints, he thinks that the donation opportunity should be opened up to all homeowners in the Village.



Bracewell doesn’t see our beach accesses being scooped out and causing the problems to the lakefront properties. He said in the past, homeowners have paid to protect the beach accesses and the Village has had Bob Dabbs do work to try and protect the beach accesses. Leonard said the Village authorized a letter to anyone submitting an application for a permit to submit an application on behalf of the Village. In the past the Village had the homeowner obtain the permit, and then the contractor billed the Village separately for the work at the access. The homeowner would donate the funds to the Village to cover these costs and by doing so, they would be able to take a tax write-off.



Lakefront homeowner Scott Fryzel said he got his permit today for his 30’ of frontage and the 40’ of beach access. He said the contractor said it is important that there be no gaps without rock because that will continue to cause problems. He paid for the permit for his property and the access and feels it is over burdensome now to pay for the rocks at the beach access.



The Council heard comments from other homeowners concerning the planned revetment work, and different ways to pay for the rock at the beach access points. Homeowner Bruce Nelson suggesting a special assessment to all property owners since the accesses are used by everyone and not just the lakefront owners.



O’Halloran thinks the Council should evaluate the cost of putting rock at the access points. He thinks the Council needs to adopt a policy going forward regarding revetment work at beach accesses.



Leonard said the village is the landowner, and he feels the Village has a responsibility to pay to protect the public access. The Council needs to know what the cost is in order to decide what they can do, if anything. He said the only way that the Village might be able to pay for it is with a special assessment, or from charitable contributions. The access points that currently need rock are located at Pine, Ely and Oak. Blauw told the Council that the estimate from David Wolf of Oselka Constructors says the access at Ely is 45’ wide and will cost $27,810 and the access at Pine is 40’ wide and will cost $24,720. Leonard asked that costs for all accesses be forwarded to him.



Bracewell spoke about the cause of the erosion, and hopes that the New Buffalo Shoreline Alliance gets help to replenish the beaches.



EMPLOYEE PAY RAISES

Leonard is concerned that the assessed value of the Village is going to go down with the loss of the beaches, and the expenses will continue to go up. O’Halloran said since he has been on the Council for five years they

have always given pay raises, and he doesn’t think this is a good time for pay raises although he thinks the Village has excellent employees. He would recommend paying the increase in benefits and pass on the pay

increases for this year. He thinks next year the Council should do a salary study. Bracewell said that when looking at year to date expenses, the Village will not end up with a $50,000 deficit at the end of the year as budgeted and is in favor of a 2% raise and he has been in favor of raises historically because he feels that





turnover of employees is much more expensive than a 2% raise. Lindley said once you lose the pay increase, you lose it for life. She would like to see the employees pick up more of the health insurance costs. The Council will discuss salaries at the budget meeting in the spring.



Bracewell moved, seconded by Giglio to approve the employee pay raises at 2% effective November 1, 2017 as presented. Motion carried 3-2 with Bracewell, Giglio and Lindley voting aye and Leonard and O’Halloran voting nay.



HEALTH INSURANCE RENEWAL

Leonard moved, seconded by O’Halloran to accept the health insurance premium increase of 8.4% from Blue Cross Blue Shield of Michigan subject to a cost sharing of 50/50 with 4.2% passed on to the employee and a 4.2% increase paid by the Village. Motion carried unanimously 5-0.



ROOF REPAIR

Leonard moved, seconded by Giglio to approve a bid from R.L. Roofing in the amount of $1,200 for roof repair to the Village Hall. Motion carried unanimously 5-0. Bob Dabbs received a second bid from Sherriff-Goslin Company in the amount of $2,210.



COMCAST

Clerk-Treasurer Mary Robertson told the council that the Village finally has Comcast telephone lines after working with them since February to change the lines over. Due to her frustration, she spoke with someone in a department to “make it right” at Comcast and was able to get a credit of $950 from Comcast.



RENTAL PROPERTY LETTERS TO RENTAL AGENTS AND HOMEOWNERS

Leonard explained that the Planning Commission recently discussed the need to do more to prevent complaints regarding rental homes. They thought the best thing to do is to send letters out to educate everyone on rental properties. Chair Ray Kelly drafted letters for rental agents and homeowners to make them aware of the problems caused by renters.



Leonard moved, seconded by O’Halloran that the Council approve putting the letters on Village letterhead and sending them out. Bracewell said that the Planning Commission hears about complaints, but very few are reported to the police department. The Council suggested sending the letters out prior to the summer rental season. Mary Robertson will send them out in early April with the water bills. Motion carried unanimously

5-0.



BUDGET AMENDMENTS 2016/2017 AND

TRANSFER LOCAL REVENUE SHARING FUNDS TO CAPITAL PROJECTS - $30,272.55

Leonard moved, seconded by Bracewell to approve budget amendments for fiscal year 2016/2017 for the General Fund, Water Fund, Golf Fund, Major Street Fund, Local Street Fund and Building Inspection Fund as

presented and to transfer the Local Revenue Sharing Funds received from the General Fund to Capital Projects in the amount of $30,272.55 . Motion carried unanimously 5-0.







TRANSFER FUNDS TO CAPITAL PROJECTS PER 2016/2017 BUDGET

Bracewell moved, seconded by Lindley to give Leonard the discretion to transfer $63,000 from the General Fund to the Capital Projects Fund as budgeted or to transfer less. Motion carried unanimously 5-0.



HALL RENTAL REQUESTS

Leonard moved, seconded by O’Halloran to approve hall rental requests for Barb Goworowski, September 8, 2018, Eleanor Juby, September 15, 2018 and Ed & Angela Trainor, September 22, 2018. Motion approved unanimously 5-0.



CONSIDER APPOINTMENT OF RICK MILLER TO DO AN APPRAISAL OF THE 42 ACRES FOR THE VILLAGE

Leonard said he spoke with Village Attorney Sara Senica and she recommended Rick Miller for the appraisal of the 42 Acres. Village homeowner Sheila McGinnis who is representing a group that is trying to form an LLC for the purchase of the 42 Acres asked the Council to use an appraiser that has been recommended to them. She said they would reimburse the Village for the cost of the appraisal. She asked the council to hold off until November 18 on making a decision on the appraiser when homeowner Mike Stokes will be here to explain the LLC. Leonard said that he is interested in getting the process started and he will have Attorney Sara Senica look over the credentials of the appraiser that Mike Stokes has suggested.



AUDIENCE RECOGNITION

None



CORRESPONDENCE

ANGELA TRAINOR – POLICE DEPARTMENT

Leonard said we received correspondence regarding the police department.



KATHLEEN BYRNES – POLICE DEPARTMENT

Leonard said we received correspondence regarding the police department.



NEW BUFFALO POLICE DEPT. – SAFETY PUP PROGRAM

Bracewell moved, seconded by Leonard to donate $50 to the New Buffalo Police Department Safety Pup program. Motion carried unanimously 5-0.



SHEILA MCGINNIS – LETTER SENT TO PROPERTY OWNERS

Leonard said we received a letter that was sent to homeowners by Sheila McGinnis regarding the 42 acres.



ADJOURNMENT

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



With no further business, the meeting was adjourned at 10:45 p.m. EST.



Respectfully Submitted,



Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  SPECIAL COUNCIL MEETING



OCTOBER 11, 2017



CALL TO ORDER

Council president Paul Leonard Jr. called the special council meeting to order at 7:02 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.



ADOPT AGENDA

Lindley moved, seconded by Leonard to add under New Business Hall Use Request- Jaimee Kerhoulas, October 22, 2017. Motion carried unanimously 5-0.



Giglio moved, seconded by Lindley to adopt the agenda as amended. Motion carried unanimously 5-0.



UNFINISHED BUSINESS

None



NEW BUSINESS



MARQUETTE GREENWAY BICYCLE TRAIL DISCUSSION LETTER OF SUPPORT FOR TRANSPORTATION INVESTMENT GENERATING ECONOMIC RECOVERY (TIGER) GRANT Leonard explained that the meeting was called because of a deadline regarding a letter of support from the Village for a grant application to secure funding to complete the Marquette Greenway which is a bicycle trail that runs from Chicago, through northwest Indiana and into New Buffalo. The request came from Marcy Hamilton of the Southwest Michigan Planning Commission.



Leonard said submitting the letter of support does not mean that the Council is approving the design and placement of the trail, and the council discussed the importance of constructing the trail on the south side of the railroad tracks.



Leonard moved, seconded by Bracewell to approve Leonard’s signature on a letter of support for a grant application for the Marquette Greenway. Motion carried unanimously 5-0.



HALL USE REQUEST- JAIMEE KERHOULAS, OCTOBER 22, 2017

Clerk-Treasurer Mary Robertson received a request from Jaimee Kerhoulas who is renting the hall on Friday, October 20, 2017 to use the hall on Sunday, October 22, 2017 for brunch.



O’Halloran moved, seconded by Bracewell to allow the Kerhoulas’ to use the hall on Sunday, October 22, 2017 at no additional fee.



AUDIENCE RECOGNITION

None



CORRESPONDENCE

None



ADJOURNMENT

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



With no further business, the meeting was adjourned at 7:16 p.m. EST.



Respectfully Submitted,


Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING



SEPTEMBER 20, 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.



ADOPT AGENDA

Bracewell moved, seconded by O’Halloran to approve the agenda as presented with an amendment to add “Police Car Tires” to New Business. Motion carried unanimously 5-0.



APPROVE MINUTES

O’Halloran moved, seconded by Bracewell to approve the minutes of the Regular Council Meeting of August 16, 2017. Motion carried unanimously 5-0.

PRESENTATIONS/RECOGNITION

BRIAN POYNTON – AMTRAK RAIL SAFETY WEEK PROCLAMATION

Leonard introduced Brian Poynton of the Amtrak Police Department who explained that rail safety week will be held September 24-30, 2017 to raise awareness of the many people that are injured or killed each year by going around the crossing gates at the train tracks across the state. Leonard read the proclamation and Bracewell moved, seconded by Giglio to approve the proclamation. Motion carried unanimously 5-0.



COMMISSION REPORTS:

Building & Zoning: Bracewell reported that the number of homes on the building department inspection report has been reduced since many of the projects have been completed.



Parks & Beaches: Giglio reported that the beaches are about the same with a little beach near the pier and at Lake Avenue. People are waiting for DEQ permits to allow them to install stone in front of their properties. The maintenance department planted nice flowers at the entrance and will also plant tulips there.



Streets & Water: Leonard reported that he attended a meeting about a concerted effort to connect a bicycle trail from Chicago to New Buffalo. There is a proposal to connect Michigan City to New Buffalo. They propose to run the bike trail parallel to the tracks between Grand Beach Road and the tracks going from Michiana Shores all the way up to Forest Beach. He is concerned that there isn’t enough room between the tracks and Grand Beach Road, and said there is no interest in having a trail that runs through the Village. Amtrak Police Officer Brian Poynton said that their right-of-way is 50’ from the center of the tracks.



He also attended a meeting with the city and township regarding the municipal water systems and explained that all of the communities’ water departments have maps for their own departments, but there is no area wide disaster plan that would supply water to all of our communities. The communities do not know where the hydrants, water and sewer lines are located in other communities so they are working on a plan to create a GIS map with Wightman & Associates that will show the hydrants, water and sewer lines for all of the communities that have been meeting. This map will allow a superintendent to take over for another municipality if their superintendent is not available during an emergency. They will continue to meet about this and hope to have something in place by the end of the year.



Police: Lindley said the new trail signs have been installed in the 42 acres and reminded everyone to please stay on the trails. She also asked that adults remind their children that they must be 16 years old with a driver’s license to drive a golf cart on the road.









Leonard said people are still driving off the trails and causing damage. Police Chief Dan Schroeder suggested that golf rangers be put under the control of the Police Department so they can patrol the 42 acres in addition to the golf course.



Leonard said that that Chikaming Open Lands (COL) offered to assist with the grant proposal to purchase the 42 acres and if Grand Beach can’t show that they place a value on that property, COL might have a problem working with Grand Beach down the road. At the last meeting Leonard said the Council would revisit this if the situation doesn’t improve, and it doesn’t seem to be improving. The Village has been formally put on notice by the owner of the land that it will be held responsible for any damages to the property. The Council will discuss this at the October meeting.



Pro Shop & Golf Course: O’Halloran reported that this has been a good season and up against a record season from last year. The brick program has generated approximately $13,000, and the bricks will be installed in the spring.



SERVISCAPE REPORT

Clay Putnam reported that routine maintenance is occurring on the golf course. They’ve experienced four irrigation leaks in the past month. Greens were aerified and will be top dressed tomorrow.



PERSONNEL REPORTS

Superintendent: In addition to his written report, Bob Dabbs reported that Reith & Riley will be here during the first week of October.



Police Chief: In addition to his written report, Chief Dan Schroeder suggested a route to be used by emergency vehicles and residents while a house is being moved on September 28th from Royal Avenue to the Fifteen Acres.



Leonard moved, seconded by O’Halloran to put up signage and put the information on the website to say when the house will be moved and what route to use for emergency ingress and egress. Motion carried unanimously 5-0.



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



PAY BILLS

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



UNFINISHED BUSINESS

None



NEW BUSINESS



POLICE CAR TIRES

Lindley moved, seconded by Leonard to approve the purchase of new tires from Grand Beach Auto for

the Taurus now and for the Explorer after November 1st at a total cost of $1,355.28. Motion carried

unanimously 5-0. A second proposal was received from Three Oaks Ford at a cost of $1,028 for each car.





MITIGATION OF “PUBLIC TRUST” IMPACTS FROM REVETMENT AND SEAWALL REPAIRS

Leonard said he had a conversation with Ben Zimont of the Department of Environmental Quality (DEQ)

regarding the Denny and other properties that need work done on their seawalls and revetment. He said the

people at the DEQ are having concerns about access to the beach with the amount of rocks that will be placed

in front of the seawalls. Once the rock is in place and if we ever get useful beach back it will be difficult to

walk the beach. Zimont asked the council to mitigate “public trust” impacts from revetment and seawalls.



Leonard moved, seconded by Lindley to mitigate the impacts on “public trusts” from the revetment and seawall repairs and that the Village will pay for building the stairs to assure public access to the usable beach when and if we get usable beach back. Motion carried unanimously 5-0.



BACKGROUND STUDY REGARDING IRRIGATION SUPPLY – PROPOSAL

O’Halloran said the Council has to be very cognizant about what’s going on with the pump house because we don’t want to be in a situation where we can’t water the course. He explained that the Village has an intake pipe in the lake that brings water to the pump house which is then pumped to the holding tank and used to irrigate the golf course. The question came up about what might happen in the future since there is a problem with all of the erosion and trouble along the shoreline. He said that if the Village loses the system, the DEQ won’t let the Village repair it. The Village has to be responsible, look at the system and have a study done on the integrity of the system today and how it works. There is a proposal for a study at a cost of approximately $3,500.



Clay Putnam of ServiScape said that the first part of the study would be to try to evaluate the integrity of the current system. He said they might not be able to view the pipe because it was installed under sand and is under water. They will look at other data such as Long Beach who abandoned their system and tied into municipal water. The second step is to appropriate $3,500 to begin a study that will tell the availability of wells and how much water is available. They would need to do test wells, but they don’t know what the cost would be.



REPLACE FOURTH FULL-TIME POLICE OFFICER

Lindley said that Officer Keeler will retire soon and before he retires they thought they would look at numbers to decide if he should be replaced by a full-time officer. Lindley said that when working on the budgets for the last several years, we are working with a deficit of $50,000 and have to start cutting expenses. The Council wants to continue to give benefits, and as you can see in the Building Inspector’s

report the construction is slowing down so our income will not be increasing. She asked Clerk-Treasurer Mary Robertson to come up with numbers to show the cost to replace Keeler with a full-time officer or with part-timers. Lindley suggested paying $20 an hour for the position. Using part-time officers means there might be some shifts that aren’t covered by Grand Beach, but they are covered by other departments. She would like to talk with Michiana in the future to see if they can cover for us when we don’t have an officer on duty and vice versa. She thinks we should try the part-time officers and if we have trouble getting officers and it doesn’t work out, we might have to go to a full-time officer. She said the Village will save about $30,000 a year in benefits by not hiring a full time officer



O’Halloran said we have part-time officers now to cover shifts for vacations and illness. We have 24 hour police coverage which is wonderful, but we might not need 24 hour coverage and we can go to part-time for some of those hours and maybe cut back hours in the winter. He said at a recent election by a small number of votes, a millage was passed and the township is now paying $900,000 for police coverage. The





Village is part of the township and is now paying direct taxes to the township for police coverage and we should get that service. He doesn’t want people to think that the Council wants to change things, but the Council needs to look at this on a fiduciary side and now is a good time to cut back. He applauds the officers for the great job they do in the Village, adding that it’s difficult for them because they know everyone. He thinks it makes financial sense to discuss this when someone is retiring. We have a plethora of officers available for back up with Michiana, New Buffalo Township, State Police and the Tribal Police.



Leonard said there are times when we don’t have an officer on duty and this is more of a budget driven issue than anything else. With the loss of beach from New Buffalo south, property assessments have been reduced and taxes will be reduced and catch up with the Village. The Village will have less tax revenue because of the assessments being reduced and that concerns him as he wonders how the Village will close that gap. When the Council gets together during budgeting they have been cutting, cutting and cutting because most of the budget is personnel cost driven and there is nothing left to cut, and most of our personnel cost is related to our Police Department. If things don’t change there will come a time when the Village can’t afford to have a Police Department. There are times when we have other Police Departments in the Village covering for our officers.



Lindley said there is always something that comes up to increase expenses. She said the Council is very prudent with their budget and spending. Long Beach has been sharing police services with Michiana Shores and Duneland and if we can make arrangements with Michiana for coverage between the two, we can start with that.



Bracewell said of 2,000 registered voters in the township, he thinks only 170 voted and there was only a 34 vote swing on the public safety millage. He thinks Grand Beach needs to have a discussion with Michiana and he thinks they are wrestling with the same challenges as Grand Beach.



Chief Schroeder said money is an issue and has always been an issue. He had a meeting with Lindley and he is not in agreement. He said it is becoming very difficult to get part-time officers and paying $20 an hour might help some, but he doesn’t think that’s the answer. He is going to talk with the Chief of Police in Michiana who works part-time here about combining shifts.



The council heard concerns and suggestions from audience members and Police Officer Patty Mattson about the possibility of replacing the full-time officer with part-time officers.



Leonard spoke about the possibility of putting a proposal on the ballot to help cover the cost of police protection. He said that the state is looking to share services between municipalities and especially with those that can’t balance the budget. He would hate to see Grand Beach get rolled up into New Buffalo Township who would then plow the streets, contract for paving and provide police protection someday down the road in Grand Beach. He doesn’t want to see the Village lose control of what it’s doing.



Lindley thinks the Village should try for three to four months over the off season with part-time officers, and if it doesn’t work, we can still hire a fourth full-time officer. It has to be an honest effort, and we can try and work with Michiana. The Council will make a decision on this matter in October.



COPY MACHINE PURCHASE

Leonard moved, seconded by Bracewell to purchase a 1-year old Savin MP2852 Copy machine from





Adams Remco at a cost of $4,450 and to approve the service agreement as presented. Motion carried unanimously 5-0.



COMPUTER PURCHASE –WATER BILLINGS

Leonard moved, seconded by Lindley to purchase a new computer and Microsoft Office software for the clerk’s office for the water billings at a cost not to exceed $900. Motion carried unanimously 5-0.



PART-TIME DEPUTY CLERK

Clerk-Treasurer Mary Robertson told the council that she had 15 applicants for the part-time position and Debbie Lindley helped her with three interviews. She is happy to say that she found an applicant that is very qualified and has worked in a municipal setting for 7 years in the past. She has bookkeeping experience with limited Quickbooks use, and is experienced in Excel and Word.



Lindley moved, seconded by Giglio to hire Cheryl Cook as a part-time deputy clerk at a rate of $15 per hour to work not more than 28 hours per week with a 180-day probationary period. Motion carried unanimously 5-0. The position does not include benefits, but the Council will discuss the possibility of paid holidays after Cook’s probationary period.



CLOSE OFFICE OCTOBER 6 & OCTOBER 13 TO ATTEND TRAINING

Leonard moved, seconded by Bracewell to close the Clerk-Treasurer’s office on October 6 and 13 for ongoing clerk training. Motion carried unanimously 5-0. Robertson will ask the temporary office employee if she is available to keep the office open on those days, and if so, the office will not be closed.



QUIT CLAIM DEED – PRIVATE PROPERTY BEING USED AS PART OF SKYHI

Leonard said there is a new home under construction at the top of SkyHi and there is an issue regarding the private property and the street used to access the water tower, and in order to avoid future issues, the property owner has offered to transfer to the Village a very narrow strip of land with a quit claim deed so that when the Village vehicles go up there, they are not crossing private property.



Leonard moved, seconded by Giglio to accept that part of lot 79 of the New Park Addition to Grand Beach Springs as described in the quit claim deed once the deed has been signed. Motion carried unanimously

5-0.



TREE REMOVAL

Superintendent Bob Dabbs said there are two trees that are dangerous and need to come down and two dead trees on the streets that he would like to address. There is a tree in the park and one along a cart path near a home that are dangerous and two along the road that need to be removed. There is $3,000 budgeted for tree removal in the street funds.



Leonard moved, seconded by O’Halloran to approve tree removal by A&A Tree at a cost not to exceed $4,500. Motion carried unanimously 5-0.



LAKE VIEW AVENUE ONE-WAY DISCUSSION

Giglio told the council that several people asked him about keeping Lake View Avenue as a one-way street year around so he sent out a survey on a card to 150 people living on Lake View and all adjoining streets .

He received 117 cards back with 50 yes, 61 no and 6 didn’t care. No action was taken by the Council.





HALL RENTAL CONTRACT REVISION

Leonard explained that there was a wedding reception on Saturday and a few days before the wedding Clerk-Treasurer Mary Robertson contacted him after she learned that they were going to put a tent up and have a live band on the patio and she told them that it wasn’t allowed. Leonard looked at the contract and it doesn’t prohibit playing music outside of the hall and technically we couldn’t stop them and the music was very loud. Leonard and Robertson came to a mutual decision to amend the contact so there would be no music played outside the hall again unless the council approved it such as during Family Fest. Robertson included language from the anti-noise ordinance in the contract.



Leonard moved, seconded by Giglio to approve the changes to the Hall Rental Contract as presented that include a blanket provision against outdoor music whether recorded or live with the addition that all music, recorded or live is to be shut down at 1:00 a.m. EST. Motion carried unanimously 5-0.



AUTHORIZED BANK SIGNATURES

Clerk-Treasurer Mary Robertson asked the Council to add James Bracewell to the bank signature cards since it is sometimes difficult to find someone to sign checks. The Council agreed to add Bracewell to

the signature cards.



AUDIENCE RECOGNITION

Ed Sebastian said that he spoke with O’Halloran and Robertson earlier and sent a note to Giglio and O’Halloran about painting lines on the basketball courts for pickleball. They are willing to find funding for the painting and don’t expect the Village to cover the expense.



Giglio moved, seconded by O’Halloran to paint lines on the basketball court for pickleball use. Motion carried unanimously 5-0.



CORRESPONDENCE



MICHAEL STOKES – FUNDING SUGGESTION FOR PURCHASE OF 42 ACRES

Leonard said we will have a meeting regarding our grant proposal to the DNR in October. At that point in time we can talk about funding suggestions. He said he appreciates Mr. Stokes bringing the funding suggestion to their attention.



Sheila McGinnis asked about fund raising and would like to get started on fundraising right away so that the Village can buy the property outright without a grant from the state. Leonard said that the Council is not saying that the property has to be purchased by a grant, but is looking at different funding options. McGinnis will start making calls to see if she can get pledges so that the Village can make the purchase outright. She hopes to have a report for the next meeting.



ADJOURNMENT

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



With no further business, the meeting was adjourned at 10:30 p.m. EST.

Respectfully Submitted,



Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING



AUGUST 16, 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 and Blake O’Halloran. Deborah Lindley was not in attendance as she was out of town.



ADOPT AGENDA

Leonard moved, seconded by Bracewell to amend the agenda to move the “Protection of 42 Acres – Golf Cart Restrictions”, “Scott Fryzel – Request Use of Royal Avenue Access, Placement of Armor Stone in Front of Seawall at Pine Street Access and Permission to Apply for a DEQ Permit on Behalf of the Village”, “James Denny – Revetment Work & Request Use of Beach Access”, and “Repairs to Seawalls” to the top of the agenda and to approve the agenda as presented. Motion carried unanimously 4-0.



PROTECTION OF 42 ACRES – GOLF CART RESTRICTIONS

Grand Beach resident John Deaner stated that he has walked in the 42 acres every morning for the past 17 years with the exception of when it is raining or he is out of town. Leonard showed a slideshow of pictures that Deaner has taken over the years of flowers and grasses in the 42 acres. Deaner said when he read the minutes from a meeting when McKenna Associates was present and saw the property referred to as a unique ecosystem; he took a look at what was going on in the 42 acres. Since approximately the second week of June he has been seeing new golf cart tracks that are devastating the grasses.



Deaner said Ryan Postema of COL informed him that some of the grasses that have been driven over might come back after two or three years and some might not come back at all.



Leonard said the photos don’t do justice to what’s being done to the properties. There was discussion on whether golf carts should be prohibited on the property. O’Halloran said that the golf carts have been allowed on the property for many, many years and there are some people that might not be able to access the property without a golf cart. Bracewell feels that it is probably kids on their parents or grandparents carts and the adults should let the kids and renters know that the carts must stay on the established cart paths.



Leonard said he received a notice from Sid Mathias of Grand Beach Land Development stating that the Village is responsible for any damage to the property, so there is a liability issue involved. Leonard thinks that now is a sensitive time since the Village does not own the property and it might be best to put a moratorium on any golf carts.



Leonard moved, seconded by Giglio that we engage in outreach, publish information on the website and send alerts out to ask parents, grandparents and property owners to advise their children and renters that golf carts be limited to established sand paths only in the 42 acres due to golf carts causing damage to grasses and flowers, and that we post signage to let people know that they must stay on the sand paths only. Motion carried unanimously 4-0. Leonard said that if we continue to see damage taking place out there, we will have to take it up to the next level which could be prohibiting carts on the property.



Leonard directed Chief Dan Schroeder to put up a notice on the website and send alerts out and directed Superintendent Bob Dabbs to put up three signs to say stay on established paths only.



SCOTT FRYZEL - REQUEST USE OF ROYAL AVENUE ACCESS, PLACEMENT OF ARMOR STONE IN FRONT OF SEAWALL AT PINE STREET ACCESS AND PERMISSION TO APPLY FOR A DEQ PERMIT ON BEHALF OF THE VILLAGE

Scott Fryzel said their seawall is exposed and the wave action is coming over the seawall and pulling sand out. He said putting the armor stone in front of the seawall will help. Fryzel and neighbor Kevin Killerman are in the process of getting permits to put stone in front of their homes and they want to have the engineer survey the Pine Street access along with their property, and apply for a DEQ permit on behalf of the Village. The letter authorizing them to apply for a permit on behalf of the Village was signed by Council President Paul Leonard and Beach Commissioner Frank Giglio.



JAMES DENNY – REVETMENT WORK & REQUEST USE OF BEACH ACCESS

James Denny said that the biggest problem they were having was at what was formerly the Greeley property because it was protected by grout bags and they found out that the water was going under the bags and pulling sand out, and now there are walls at the top of the dune that are cracking. He said that is also true of their two year old home. They initially applied for a Department of Environmental Quality (DEQ) permit in January 2017 and the DEQ had such a backlog that they didn’t get together with them until March. The Dennys have had a tremendous amount of liquid cement pumped around the grout bags. They’ve now been issued a permit to go forward with putting armor stone in front of that property. He said the Village’s seawall is starting to move and it is pulling their seawall with it. They have some gaps in the structure in front of what is referred to as a “boat house” which is located in front of their home.



Leonard discussed the need to get the work done as soon as possible. Donkersloot explained that in October and November there are a lot of windy days and they need waves to be 18” high or less when working on the lake because they have heavy loads and they are bouncing off the sand bars and suffering damage to the barge if the waves are higher. He said they can do a lot of work in September, but in October there are many days that they can’t work.



Donkersloot said he is concerned with the corner of the Denny property and the Oak Street access because that wall is moving and if there is another storm, they would definitely bring in the DEQ to allow emergency stone to save the structure. There is evidence of the wall moving and pulling away from the foundation. He said that Denny does not have a permit yet for his house next to the Oak Avenue access and there is a 20-day waiting period required by the DEQ before the permit will be issued, so that will be at least August 30th.



REPAIRS TO SEAWALLS

Lakefront homeowners James Denny, Molly Trafas, Hugh Wade, Jim Fox representing the Fox family, Doug Blauw, Brian Storey, Vicky McHugh, Scott Fryzel, Felice Madda and Bill Cusick representing the Healys introduced themselves and spoke about their seawalls and the problems they are experiencing. Some homeowners have lost decks, seawalls and part of the bluff.



Lakefront homeowner Doug Blauw said that the DEQ doesn’t think his property qualifies for an emergency permit, and they are going to go through a different process that will take two weeks for the DEQ and seven days for the Army Corps of Engineers (ACOE), so if they submitted their application today, it would take a minimum of three weeks if all goes as planned. He said the DEQ recommended revetment work from Ely all the way down to Pine.



Blauw said the rock will be at or above the existing wall height, and will go out approximately 14’ from the base of the seawall in a triangular pattern. O’Halloran asked why Mr. Denny’s rock is going out 28’ in front of his seawall and contractor Arie Donkersloot explained that it is calculated on a two in one slope so if it is 15’ of height from the top of the seawall to the mud line, the rock should go out 30’. Mr. Denny told the Council that the issue we have to address is getting a permit to deal with the Village’s seawall at the Oak Avenue access because if it collapses, it undermines what each of them have done to protect their properties. Jim Fox whose family home is next to the Oak Avenue access said there are going to be four homeowners working together with their engineers to have work done.



Leonard moved, seconded by Bracewell that the council will give permission to property owners to apply for a permit with the Department of Environmental Quality (DEQ) and the Department of Natural Resources (DNR) on behalf of the Village for the Village beach accesses in their application packages and;



1. There are ways that this can be done so that it can be done as a tax deduction to the homeowner. In the past, a homeowner has donated money to the Village to pay for the work to the Village beach access, and the Village will pay the contractor for that work and the homeowner will get a tax write off. As he is not an accountant, he suggested that homeowners talk to their CPA’s to make sure this will work for a tax deduction, and;



2. In researching the seawall, he and Clerk Mary Robertson went back through minutes from old meetings and a lot of the seawalls were built in the early 70’s due to tremendous storms. The State of Michigan applied for a grant with the federal government and the federal government made available a grant of $250,000,000 for mitigation. The State of Michigan was awarded $19,000,000 and they gave a grant to Grand Beach in the amount of $250,000 that went into a seawall fund. At that time, the council agreed that if the homeowners wanted to build a seawall across Village land, the homeowners would pay for the seawall on Village land and the Village would give them permission to put in the seawall as long as they took responsibility and maintained the seawall. The homeowners did the work and they were reimbursed for the work out of the $250,000 seawall fund. The Council’s position on this is that the seawall is the responsibility of the homeowners, and;



3. We will, as the Village, cooperate in any way that we can to assist property owners in getting the work done and in finding a way around the financial burden. The Village does not issue permits for this work because the Village has no jurisdiction over that. It is the DEQ and ACOE that do the permitting, and;



4. We have to have a staging area to do the work, and in Leonard’s view we have to use the Royal Avenue access because there is nothing else that makes any sense. We have to get as much work done in as short of a time as we can and the closer the stone is to the job, the faster the work is done, and;



5. Since the window of opportunity of providing assistance to all of these homeowners is closing, we have to work seven days a week from 9:00 a.m. EST to 6:00 p.m. EST beginning the Tuesday after Labor Day.



Motion carried unanimously 4-0.



Hugh Wade said that some of the families will be using a different contractor than Donkersloot and the staging area may need to be staged, and Leonard said that the contractors will have to work together to share the staging area.



Leonard said that Grand Beach Boulevard is a platted road and the surveys that have been done in the last five years show that Grand Beach Boulevard is up the bluff 15’ and is no longer on the beach. He was told by the Village attorney that she can find no evidence that Grand Beach Boulevard was ever accepted by the Village. He said Grand Beach Boulevard is a non-issue. He said the beach belongs to the Village and in the past the Village has given property owners permission to build the seawall, and if they need to put rock in front of the seawall to protect it, the Village is not going to say no.



APPROVE MINUTES

Bracewell moved, seconded by Giglio to approve the minutes of the Special Joint Meeting – Council and Parks & Rec Committee of July 13, 2017, Regular Council Meeting of July 19, 2017 and Special Meeting – Revetment Work of July 24, 2017. Motion carried unanimously 4-0.

PRESENTATIONS/RECOGNITION

None



COMMISSION REPORTS



Building & Zoning: Bracewell reported on a fence around a pool.



Parks & Beaches: Giglio reported that the beach stairs at Ely were taken out because the water is so high.



Streets & Water: Leonard said he had a meeting with Archie Barkman and Michelle Heit of New Buffalo Township and Rick Reitz and Tim Iverson of the Village of Michiana to discuss the infrastructure of our water systems. At that meeting it was agreed to invite New Buffalo City to the next meeting so that every community knows all of the water systems for each community. They plan to create a map and cross train employees to help each other during emergencies. They will also create a disaster plan with the DEQ. They will meet in September and Leonard and Bob Dabbs will be attending.



Police: Lindley was not in attendance.



Pro Shop & Golf Course: After a comment from a Village resident concerning the walls near the pump house, O’Halloran said we might need to have an engineer look at the walls because if we lose the pump house the DEQ will probably not allow us to rebuild it and that is how we get the water for the golf course. Bob Dabbs said that he spoke with Peerless Midwest and they said that if the pump house failed, we could put wells in and use the existing pipes to run the water. O’Halloran asked Dabbs to start talking to Peerless Midwest and Merritt Engineering in regards to the cost of putting in wells. O’Halloran extended the brick order deadline to September 15th so that everyone has time to get their orders in to memorialize and honor their loved ones. The bricks will be installed in the spring.



SERVISCAPE REPORT

Clay Putnam reported that routine maintenance is occurring on the golf course. The golf course was without water for five days due to a failure at the pump house which has been repaired. There was additional damage done to the #7 green by someone poking the flag sticks into the green.



PERSONNEL REPORTS

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



Police Chief: In addition to his written report, Chief Dan Schroeder said there have been a number of cars broken into over the summer. He reminded everyone to take their valuables out of the cars and lock them.



Building Inspector: Bill Lambert told the council there are only five active permits, and others will come off of his list that includes 20 permits next month.



PAY BILLS

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



UNFINISHED BUSINESS

None



NEW BUSINESS



RE-APPOINT LAURIE ROCHE TO PLANNING COMMISSION TERM EXPIRING 8/31/2020



RE-APPOINT JOHN PATRICK O’LEARY TO PLANNING COMMISSION TERM EXPIRING

8/31/2020



RE-APPOINT JAMES BRACEWELL EX OFFICIO MEMBER OF PLANNING COMMISSION TERM EXPIRING 8/31/2018

Leonard moved, seconded by O’Halloran to re-appoint Laurie Roche and John Patrick O’Leary to the Planning Commission with terms ending August 31, 2020 and to re-appoint James Bracewell to the Planning Commission as an ex officio member with a term expiring 8/31/2018. Motion carried unanimously 4-0.



FLOWERS AT ENTRANCE TO VILLAGE

Giglio moved, seconded by Leonard to spend up to $500 on plants and flowers to be planted at the entrance to the Village off of the highway. Motion carried unanimously 4-0.



GOLF COURSE USE REQUEST- NEW BUFFALO HIGH SCHOOL

O’Halloran moved, seconded by Leonard to approve the request from New Buffalo High School to use the golf course for cross country and golf as presented. Motion carried unanimously 4-0.



AT&T ANNUAL VIDEO REPORT

Leonard said that the Village received the annual video report from AT&T.



CLEAN OUTSIDE OF WATER TOWER

Leonard moved, seconded by O’Halloran to approve up to $3,000 expenditure for cleaning the outside of the water tower. Motion carried unanimously 4-0



INCREASE IN CLEANING SERVICE COST

Clerk Mary Robertson told the council that the cleaning service that has been cleaning for the Village for more than 16 years has proposed an increase in cleaning costs from $50 to $80 to clean the office, council room and lower level restrooms and an increase from $120 to $200 to clean the upstairs hall after an event.

There has not been an increase in this cost since January 2009.



Leonard moved, seconded by Bracewell to offer an increase to $160 for the hall and $65 for office, council room and lower level restrooms. Motion carried unanimously 4-0.



After approval of the motion and discussion from audience members, Leonard moved, seconded by O’Halloran to reconsider the previous motion and moved to accept the increase in the cleaning fees to $200 for the hall and $80 for the office, council room and lower level restrooms with the additional $80 cost passed along to the renters of the hall to cover the additional expense. Motion carried 3-1with Giglio, Leonard and O’Halloran voting aye and Bracewell voting nay.



UNUSED VACATION TIME – MARY ROBERTSON

Leonard stated that Clerk Mary Roberson has been working far more hours than she should be and she still has 120 hours of unused vacation time and it is unlikely that she’ll be able to use the 120 hours before the end of the year since she is still looking for a replacement deputy clerk. Employees are not allowed to be paid for unused vacation time, and he thinks that under the extraordinary circumstances right now, the Council should make an exception. This is the first time that she hasn’t been able to use all of her vacation time.



Leonard moved, seconded by O’Halloran for the Village to compensate Robertson for 60 hours of vacation time and to allow her to carry over up to 60 hours for next year if she can’t use it this year. Motion approved unanimously 4-0.



ICE CREAM DIPPING CABINET

O’Halloran told the Council that he would like to purchase a bigger ice cream dipping cabinet in the spring to give people more flavor choices. We would keep the old cabinet in the back for additional storage. We will find out what the cost of the new cabinet will be and discuss it at a later date.



BERRIEN COUNTY TAX PROCESSING AGREEMENT

O’Halloran moved, seconded by Leonard to approve the Berrien County Tax Processing Agreement as presented. Motion carried unanimously 4-0.



TAKE INITIAL STEPS FOR CHARTER REVISION

Leonard said it is time for the Village to revise the charter and doing so is a lengthy process. Leonard’s first step will be to talk to Village Attorney Sara Senica to see how it is done and in what order. Leonard moved, seconded by Bracewell to explore the possibility of revising the Village charter. Motion carried unanimously 4-0.



HALL RENTAL REQUEST – SURPRISE PARTY JUNE 9, 2018

Leonard moved, seconded by O’Halloran to approve the hall rental request for a Surprise Party on June 9, 2018. Motion carried unanimously 4-0.



AUDIENCE RECOGNITION

On behalf of Sara Gavin who has rented the hall for her wedding on September 9th, Gina O’Halloran asked the Council if they can place 18 chairs out beyond the parking lot near the golf course for a 20 minute wedding ceremony and then return the chairs to the hall.



CORRESPONDENCE



JOHN DEANER – DAMAGE TO GRASSES & FLOWERS IN 42 ACRES

The Council received a letter from John Deaner and it was addressed earlier in the meeting.



JOE HANG – REQUEST PERMISSION FOR WEDDING ON GOLF COURSE

Leonard said the Council received a request from Joe Hang who is having his wedding and reception at the hall and would like permission to hold a small ceremony under a tree to the right of the #8 hole fairway on October 28th. Leonard moved, seconded by O’Halloran to approve the wedding ceremony for both Hang and Gavin as requested. Motion carried unanimously 4-0.



MICHAEL STOKES – FUNDING SUGGESTION FOR PURCHASE OF 42 ACRES

Leonard said the Council received a couple of letters from Michael Stokes regarding funding suggestions for the purchase of the 42 acres and they will be addressed at a later date. Bracewell said that the council should do their homework on this suggestion prior to the September meeting.



MICHIGAN SHORES COUNTRY CLUB ESTATES – WHITE CREEK

Leonard said the Council received a letter from Michigan Shores Country Club Estates regarding White Creek and the language that the Village included on the signage that was posted about E.coli in White Creek. They were not happy with the signage and wanted it sign to say “Do Not Swim in White Creek” and even though he respects the neighbors to the south, he is not inclined to change the sign.



ED TRAINOR – USE OF STREET RIGHT-OF-WAYS

Leonard said the Council received a letter from Ed Trainor regarding the use of street right-of-ways and he has already addressed that with Ed Trainor.



ADJOURNMENT

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



With no further business, the meeting was adjourned at 9:49 p.m. EST.



Respectfully Submitted,

Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  SPECIAL COUNCIL MEETING




JULY 24, 2017



CALL TO ORDER

Council president Paul Leonard Jr. called the special council meeting to order at 7:00 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.



ADOPT AGENDA

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



UNFINISHED BUSINESS

None



NEW BUSINESS



REVETMENT WORK DISCUSSION

Leonard explained that he had a long conversation with Village Attorney Sara Senica on Friday to ask her to look at a few legal issues regarding the revetment work being done on the beach. He met with Arie Donkersloot, Superintendent Bob Dabbs and Police Chief Dan Schroeder on the beach recently and Donkersloot laid out his proposal regarding the use of the beach and access at Royal Avenue. The project under construction is the Denny (formerly Greely property) project which is the only one that has been issued a permit, and it is currently being done from the Walnut beach access.



The work they’ve done there has been done because there are voids that have opened up on their property, and they need to fill it in with sand. After they get the sand in, they will be putting in rock. It might take a week to 10 days to bring the sand in and any sand left on the beach will be spread out at Walnut. Leonard outlined four different options regarding the Denny project.



1. Stop work until after Labor Day.

2. Continue working from the Walnut beach access.

3. Drop the sand at Walnut and then move the equipment to the Royal access after Labor Day to drop the large stone for the project.

4. Move everything to the Royal access.



Leonard talked about a staging area at Royal, but said there would only be about 25% of beach available for use and he wasn’t in favor of it. He said that he informed Donkersloot that they cannot do any work on the weekends and no trucks in the Village earlier than 9:00 a.m. EST or later than 4:00 p.m. EST while working on this project.



Leonard read an ordinance that was adopted in 2007 and amended in 2010 to restrict hours of construction, alterations, demolition and repairs on property with valid building permits. Clerk Mary Robertson said there has been some confusion among property owners about an ordinance that prohibits work on the beach during the summer months, but there is no such ordinance. The ordinance is for construction work on a home with a valid building permit.



Leonard said that Arie Donkersloot told him that the Dennys obtained a permit from the Department of Environmental Quality (DEQ). Sara Senica is concerned that if the Village tells them to stop the work there would be an injunction filed because this is not a Village building permit, and we don’t have jurisdiction over it. She suggested working with the contractor and letting him move forward with the work. If the Village told them to stop work, and there were damages done, the Village could be held liable.



Lindley suggested using the Oak Street access. She doesn’t think they should do the work until after Labor Day. Leonard said that Jay Fox told him that they will be submitting paperwork for a permit to work on their seawall which is next to the Oak access. They want to run a conveyor down the beach access. They will be tearing up the access to do this and they will rebuild it. Leonard asked Fox to send specifications so the Village can weigh in on the use of the Oak access.



Giglio asked if the big cement blocks that were discussed at a previous meeting were put on the Walnut beach by Donkersloot or Oselka.



Dorothy Malachowski, property owner to the east of the Walnut access said that she was being nice and gave Donkersloot access to go across her property to do construction work on a project on Ridge Road and she asked them to leave the cement blocks there for protection when the work was done. She would like to say no now to going across her property. She thinks that some of her shower doors are loosening up and at some point her pool could crack.



Giglio is in favor of letting them do the whole project from Walnut, with everything dependent on the weather.



Bracewell said nobody is happy with the timing, and there was an emergency the first week of April and the contractor is trying to repair damages. The contractor was here to do work previously from damage done in November and the Dennys were waiting for a permit to be issued to do the work on their property. He said that any time this kind of project is necessary to rebuild and to try to save houses, it demands cooperation. His opinion is to press the contractor and tell him to get it done, but the contractor can’t control the 6’ waves like we had today which keep him away.



O’Halloran said he didn’t read the attorney’s email in the same way that Leonard did and he thinks the Council should use their best judgement. He said the Village has control of the access points and he doesn’t think the council should consider allowing the use of Royal Avenue until after Labor Day. He doesn’t see the urgency. He thinks there are other ways to get the job done and that the means and methods need to be changed. He said the Village should require a bond for the project because without a bond there is no leverage to get the accesses repaired.



Leonard said Donkersloot has a certificate of liability coverage in the amount of $1,000,000 and if personal property or Village property is damaged, the insurance coverage will kick in. Donkersloot told the Council that a bond is put in place to make sure a job is completed.



Donkersloot was asked about bringing the armor stone in on a barge, but he said there is not a place to load the stone on to the barge.



Bracewell moved, seconded by Giglio to continue with great haste and supervision of the contractors and continue to use Walnut Street access as a construction site paying close attention to not blocking in people that live next to Walnut, subject to the decision of property owner Dorothy Malachowski’s access.



Roll Call Vote



Debbie Lindley – nay

Blake O’Halloran – nay

James Bracewell – aye

Frank Giglio – aye

Paul Leonard – aye



Motion carried 3-2.



AUDIENCE RECOGNITION

Homeowner Vicky McHugh told the council that this is the third summer of construction work on the Walnut beach next to her home. She talked about the condition that the beach and Malachowski’s property was left in after work was completed previously. She said the shaking from dropping the large rocks compromises the integrity of the dune. She said they have been telling the Council about the damage that is being done for the last three years. They will have to put rock in front of their house and they hope to use the Walnut access.



O’Halloran said that if the property owner does not give permission to cross their property, the stone cannot be dumped at Royal until after Labor Day.



Leonard said bringing those large trucks into the Village and dropping the rock at Royal is a public safety issue. There is too much congestion on the streets and many people going to the beach in the high season.



Homeowner Brian Storey said that there has been damage to his property on Lake View and work on his property was supposed to start on July 1 and was delayed until July 31 because of an emergency at another job. His sea wall was 6’ under the sand when he bought his home. There are significant problems along the lake front and if something isn’t done soon, there won’t be any beach. The seawall is massively exposed and they need to bring boulders in to support the seawall. He said if property owners don’t put the rocks in, houses will be falling in. He said Donkersloot can’t use his barge after October 1, so if we wait until Labor Day to start bringing boulders down; it will be too late. If the repair work is not done, we will all lose significant home values. They need to move their seawall back, tie it off and move the boulders back in front of the seawall. He said if we can get the sand coming back on the beach, we will never see the boulders again. The lake levels are at significant highs and if we do it right, we’ll have beach back.



Angela Trainor said she does not own lakefront property, but asked what evidence or proof they are providing that this has to be done? She said the Denny family is using the property and the kids are diving off into 8’ water, and they are out there on their lawn chairs without any concern that their kids will be rolled over by boulders.



Leonard said he has had personal conversations with Ben Zimont of the DEQ and he said the bluff is in danger of falling into the lake. Donkersloot said the DEQ was issuing letters to everyone who put the rock in to protect their seawall to get their plans in because the DEQ considers this an emergency from one end to the other.



Judith Blackburn said that as a resident of 30 years she has seen many different things done by owners to protect their properties with some doing one thing and others doing another. She would like to know how as

a Village we can move forward to protect the property values and the homes instead of having a knee jerk reaction. She asked how we as a Village can make a coordinated effort with oversite from the DEQ and the Village. She said if we need to bump up our property taxes or fees and licensing to move us forward as a beach, she would be in favor of that.



Leonard explained that by looking through old meeting minutes, they found out that there was $19,000,000 allocated in 1972 by the federal government to the State of Michigan for people to pay for constructing seawalls. The state gave the Village $250,000 in a seawall fund. Some people built seawalls and were reimbursed. The Village granted permission to homeowners to run seawalls across Village property and the Village allowed them to use it. The homeowners paid for the seawalls across the accesses.



Mr. Denny’s General contractor Robert Johnson said the Denny’s house that was built in 2014 is in more danger than the house they own that is next to it. He said there is wash out at the corner of the retaining wall. If the DEQ would have given permission to put stone in front of the second house in November, there probably wouldn’t have been as much damage to that property. Because they didn’t give permission, in April they had a meeting out there and Ben Zimont of the DEQ apologized that he didn’t give the permission before that because there has now been more than $100,000 in damages to the Denny property. He said Donkersloot had a conveyor company come out and it is too far and the houses to close together to use a conveyor to move the rocks. He said this is the emergency. That piece of property is still in danger until the sand and boulders are put in.



Donkersloot explained that the Denny’s second house has the cement bags, and water was going under the bags and pulling the sand out causing the dune to slide.



Leonard said New Buffalo Shoreline Alliance will have a meeting over Labor Day weekend at the high school to roll out the plan for the beaches. A couple of weeks ago FEMA announced that there would be a $250,000,000 hazard mitigation grant program available to municipalities such as Grand Beach. Congressman Fred Upton contacted Shoreline Alliance to put together a grant proposal to submit to FEMA. All of the communities on the south side of New Buffalo are facing a critical time in regards to getting beaches back.



In response to concerns about the way the Walnut access was left after construction in prior years, Donkersloot explained what his company did to restore the access. He said he took pictures of the access when finished and Bob Dabbs come down to approve it. They had someone come in to consider if they should plant dune grass and they were told that it is too shady in that area, and they should use Michigan grasses. He said Oselka came in and did work after they repaired the area.



CORRESPONDENCE

None



ADJOURNMENT

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



With no further business, the meeting was adjourned at 9:24 p.m. EST.



Respectfully Submitted,

Mary J. Robertson
Clerk-Treasurer


TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING


REGULAR COUNCIL MEETING

JULY 19, 2017



CALL TO ORDER

Council president Paul Leonard Jr. called the regular council meeting to order at 7:35 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 Bracewell to adopt the agenda as presented. Motion carried unanimously 5-0.



APPROVE MINUTES

Bracewell moved, seconded by Giglio to approve the minutes of the Regular Council Meeting of June 21, 2017 and Special Meeting - Resignation of June 27, 2017. Motion carried unanimously 5-0.

PRESENTATIONS/RECOGNITION



STACEY LAROCCO CHIKAMING OPEN LANDS – HIKER’S EVENT

Stacey Larocco of Chikaming Open Lands presented the council with a parking plan for the Harbor Country Hikers event to be held at the Grand Beach Marsh on July 29 at 10:00 a.m. Ellen Frankle generously offered parking for their guests and hikers on private property along Grand Beach Road. They plan to lead a hike through the coastal plain marsh and normally see 10-15 people at their hikes. Leonard thanked Frankle for making their lots available for parking so there wouldn’t be any issues along Deer Park and Robin Lane.



MARJORIE ROYCE – 18 YEARS OF SERVICE

Leonard stated that long time employee Marjorie Royce has resigned after 18 years of service to the Village. He showed a plaque of appreciation that will be given to her for her years of service to the Village and the residents.



COMMISSION REPORTS



Building & Zoning: Bracewell reported that through Building Inspector/Zoning Administrator Bill Lambert’s diligent efforts, they were able to get a property owner of a house under construction on Royal Avenue to put a more substantial fence around a pool. They have put up a better fence, cleaned up the property and have begun putting up the permanent fence. There are five new homes under construction.



O’Halloran thinks that the more permanent type of fences should be used around pools during construction. Lambert suggested a meeting with Planning Commission Chair Ray Kelley to discuss amending the zoning ordinance regarding pool fences during construction. He thinks the fence should go in before the pool. In the future he will require a fence to be put up before the pool goes in.



Parks & Beaches: Giglio reported that approval was given to Donkersloot to move to the Walnut beach access to complete the necessary work on the Denny property. They hope that they are finished in two weeks, but it depends on the weather and the wave action. If it’s windy, they can’t bring in the barge. Several people have asked him about extending the flowers and bushes all the way to the end of the white curb out at the highway where flowers were planted last year.



Streets & Water: Leonard said that a couple of weeks ago he got a call from Arie Donkersloot who had been given permission to use the Royal Avenue beach access to dump and move sand and large rocks for a project for the Dennys. Donkersloot was concerned with using the Royal access because there were so many people using the beach. He asked to use the Walnut beach access instead. Giglio as Beach Commissioner and Leonard as Street Commissioner agreed that they could use the Walnut access for the project.



Leonard went down to look at the Walnut access before the meeting. He said the owners on both sides of the access are frustrated that they are back at the Walnut beach access again.



Homeowner Jim Walsh said that they put a fence down on beach, and now they can’t access the beach and that is unacceptable. He said the ramp to the beach is very dangerous and could be a liability to the Village. Leonard said that something is going to be done with the ramp when the work is complete.



Leonard told the audience that the Village is required to provide information to the public about the water quality in the Village as part of our stormwater management program. He encouraged everyone to look at the water quality display and take literature with them.



Leonard said in regards to the E. coli in White Creek, he has filed complaints with the United States EPA Region 5 in Chicago and the Indiana Department of Environmental Management (IDEM) in Indianapolis. The United States EPA told him to talk to IDEM, and IDEM said that it is up to the LaPorte County Board of Health. He received an email from Michelle Heit of New Buffalo Township stating that the LaPorte County Health Department has been testing and are narrowing things down to find out what the cause of the E. coli is. Grand Beach Tire was not hooked up to the sewer system which could have been a problem, but they intend to do so in the future. He hopes there will be a meeting in August and they can put a plan in place to address the problem. In the meantime, the water is still dirty, so stay out of the creek.



Police: Lindley said it has been a busy month for the police. She reminded everyone to lock their cars.



Pro Shop & Golf Course: O’Halloran reported that June was a really good month. We had 1,246 rounds played in June 2015, 1,336 in June 2016 and 1,360 this June. He thanked Norm and Alicia Cherrett for the nice family movie night that was held on Friday night. The family movie night will take place every Friday night in front of the Village Hall. There were approximately 50 kids and 50 parents at the event. O’Halloran said it’s nice to see someone giving back to the community.



He said the brick program where you can honor your family or friends is taking place and the deadline to order bricks has been extended to August 15. All of the money from the sale of bricks will be used for improvements to the pro shop. The bricks will probably be installed in spring.



SERVISCAPE REPORT

Clay Putnam reported that routine maintenance is occurring on the golf course and equipment. They have done minor pruning to a few trees to keep branches from hitting carts as they drive down cart paths and have removed a large dead limb on the right side of #9 and repaired irrigation leaks. He said there has been vandalism on the golf course and O’Halloran said the police department will be watching the golf course more closely with the use of their ATV. Lindley reminded everyone to contact the police if you see someone causing damage to the golf course.



PERSONNEL REPORTS

Superintendent: In addition to his written report, Bob Dabbs said that they will be painting lines on the streets.



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

Building Inspector: Bill Lambert told the council that Chief Schroeder was a big help in getting the owner of the new house across from the tennis courts to comply with Village requirements.



PAY BILLS

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



RECYCLING

Leonard said that the Village will lose recycling service with Lakeshore Recycling after Labor Day because New Buffalo Township decided not to renew their contract. Lakeshore did agree to continue picking up recycling throughout the summer and the Township is paying for it, but because Grand Beach is the only place they are servicing, they had to change the pickup schedule to every other Thursday.



We received a proposal from Republic Services (Able Disposal) and they will add recycling to the rate schedule and it will cost the Village just 17 cents per customer to bundle it with the trash. We will continue to use the same recycle bins that we have that were purchased by The Pokagon Fund. Able Disposal has given us great service and they will pick up recycling every Monday from July 1 through Labor Day.



Lakeshore Recycling submitted a bid of $2.85 per home for the first year and $2.90 for the second year.



Leonard moved, seconded by Lindley to approve the proposal from Able Disposal to bundle the trash and recycling contract through August 31, 2022 as presented and to continue to use The Pokagon Fund recycle carts. Motion carried unanimously 5-0.



NEW BUSINESS



DEPUTY CLERK-TREASURER

Leonard said that with Marjorie Royce’s resignation, the clerk needs to find a replacement deputy clerk. Clerk-Treasurer Mary Robertson has circulated a job description to the council for the deputy clerk. There was discussion regarding the number of years of experience required. Leonard said that finding a replacement has to do with skill sets, and if someone can come in and do everything that Mary Robertson does, the number of years of experience does not matter to him.



Leonard moved, seconded by Bracewell to offer salary based upon qualifications and would like to start at $15 an hour and hold bank any benefits for the part-time position which will be up to 28 hours a week. Motion carried unanimously 5-0.



WATER BOND PAY-OFF

Leonard moved, seconded by O’Halloran to pay off a water bond early that is set to mature in October 2019 in the amount of $134,334 plus interest from the General Fund. The bond will be paid off in September 2017. Motion carried unanimously 5-0.



RESOLUTION – HAZARD MITIGATION ASSISTANCE GRANT

Leonard spoke about the loss of beach from New Buffalo to Grand Beach and the efforts of New Buffalo

Shoreline Alliance. He said that Congressman Upton’s office informed them that FEMA has announced a $250,000,000 grant and said that they need to get a grant request in so that we can get some of the money for beach nourishment. The plan is that New Buffalo Township will put together a grant proposal to submit to FEMA. Grand Beach, Michiana, New Buffalo City and Township were asked to adopt a resolution to cooperate and apply for a grant from FEMA to help pay for nourishment to the beaches.



Leonard moved, seconded by Bracewell to adopt a resolution as amended regarding Hazard Mitigation Assistance Grant with a change from has reduced the natural buffer between Lake Michigan and “several properties” to say “numerous properties”. Motion carried unanimously 5-0.



Roll Call Vote:

O’Halloran – aye

Lindley – aye

Leonard – aye

Giglio – aye

Bracewell – aye



Motion carried unanimously 5-0.



2016 MERS ANNUAL ACTUARIAL VALUATION

Leonard said some of the assumptions with the MERS pension plan are changing and we can either phase in or pay the additional cost all at once. We have budgeted 6.5% for the MERS contribution for the next budget year.



Leonard moved, seconded by Bracewell to contribute 6% to MERS effective November 1, 2017. Motion carried unanimously 5-0.



HALL RENTAL REQUESTS

O’Halloran moved, seconded by Leonard to approve hall rental requests for Anne Durkin on July 15, 2017 (after the fact), Surprise Party on July 29, 2017, Frank Dolan on May 12, 2018 and Judie Deaner on May 19, 2018. Motion approved unanimously 5-0.



AUDIENCE RECOGNITION



CORRESPONDENCE

ANN SEBASTIAN – PICKLEBALL CLINIC REQUEST

Ann Sebastian requested the use of the tennis and basketball courts on the morning of July 29th to hold a pickleball clinic for anyone who is interested in the game. She asked if the company holding the clinic could sell their equipment at the clinic.



Leonard moved, seconded by Giglio that subject to the vendor filling out appropriate paperwork and paying the fee, the vendor can sell their equipment during the pickleball clinic on July 29, 2017. Motion carried unanimously 5-0.



ARMY CORPS – NOTICE OF PUBLIC MEETING

Leonard said that the Army Corps of Engineers will hold a public meeting at the New Buffalo Library on July 27, 2017 to discuss coastal erosion. The meeting is by reservation only, and is already full. They are planning on holding another meeting since this one is full.





PATRICK BLACKBURN – GYSPY MOTHS

Leonard was contacted by Patrick Blackburn about a problem with gypsy moths. Leonard and Blackburn contacted the DNR Forestry Division and were told that this is a cyclical thing and the moths won’t kill the trees. If we get a harsh winter it will kill the moths, and then they might start over again. They suggested that if you are concerned with the moths, you should put fertilizer spikes around the trees and water them weekly. They do not suggest spraying.



Giglio said that several people asked about keeping Lake View as a one way street year around. He said the council will vote on the idea next month.



AUDIENCE RECOGNITION

Homeowners Kieran McHugh and Vicky McHugh talked to council about the barricade and the closing of the beach at Walnut by Donkersloot & Sons in the middle of summer. They said this is the third summer of work near their home which they claim has been damaged due to the dumping of the large rocks.



Leonard said their concerns are legitimate, and they are going to have a conversation with Donkersloot. He doesn’t think the project can be delayed.



Homeowner Ed Trainor aid he thinks the work should be pushed back past summer and the Village should require logistics and a safety plan before they begin.



Homeowner Bruce Nelson suggested they don’t put another rock down there until they submit a $200,000 construction bond.



ADJOURNMENT

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



With no further business, the meeting was adjourned at 9:30 p.m. EST.



Respectfully Submitted,

Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  SPECIAL JOINT COUNCIL MEETING - WORK SESSION


SPECIAL MEETING MINUTES JOINT MEETING – WORK SESSION

VILLAGE COUNCIL AND PARKS & RECREATION COMMITTEE

JULY 13, 2017



CALL TO ORDER

Council president Paul Leonard Jr. called the special joint meeting of the Council and Parks & Recreation Committee to order at 7:05 p.m. EST. Council Members present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran. Parks & Recreation Committee members present were Amy Hanley, Kieran McHugh and Laurie Roche.



ADOPT AGENDA

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



UNFINISHED BUSINESS

None



NEW BUSINESS



MCKENNA ASSOCIATES PRESENTATION AND DISCUSSSION REGARDING GRANT APPLICATION AND CONCEPT PLAN FOR 42 ACRES OF PROPERTY OFFERED FOR SALE



Paul Lippens from McKenna Associates introduced himself and said that he is here to discuss the MDNR acquisition grant request for property as shown on the large map he provided. He gave the Council and Parks and Recreation Committee members a copy of the goals from the Parks and Recreation master plan.



He explained that anyone with a Parks and Recreation Plan is eligible to apply for grants. There are two types of MDNR Trust Fund grants. One type is for acquisition funds to purchase property to build out park systems and the other is for development funds to provide for buildings like restrooms, pavilions, paths, parking areas, overlooks and picnic tables. One of the requirements to obtaining a grant is that the park has to remain open to the public and public access must be provided in perpetuity.



He said he had a chance to visit the site today and said it was a beautiful piece of property. He explained that the purpose of the meeting is to develop a narrative to add to the grant application. There must be a concept plan which shows what the Village would like to see on the property.



Between August and September McKenna will create two concept plans, and will probably hold a public hearing in September to get feedback on the two concept plans and feedback from the public regarding the submission of a grant request. The second phase will be to finalize a preferred concept to submit with the grant application and the third phase is to complete the application to submit to the state. The deadline to submit the grant request is April 1, 2018. He said since we are starting the process early, they hope to finish by October, but said it is possible to extend the process since the application is not due until April 1. He said there a lot of details that have to be filled out on the application including budget information, so we might find that we have to adjust the schedule to get the proper documentation.



When asked, Lippens said there is no cap for the amount of funding requested, and the minimum match requirement is 25%. Some communities are required to provide a 50% match depending on the median income. There are ways to earn points when applying for the grant and he said that extra points can be earned if there is a partnership between multiple jurisdictions like Berrien County, Chikaming Open Lands (COL), and even the state.





Lippens said there are things that can happen with the property that might make it better for the residents to enjoy and there are things that it already has so that the residents can enjoy it. A little brainstorming might help create a group picture of what the expectations and desires are for this parcel. It may be that we prepare a grant application that will be the narrative that shows the desires of how this Village wants the land to be developed, but it might not be funded by the State because it doesn’t meet the state’s requirements. But, if we go through that process, at least we’ll have a group vision and then there might be other ways that the Village can work towards creating that vision.



Leonard said that he and O’Halloran met previously with Ryan Postema of COL and there was an extensive discussion about the unique environmental aspects of the property. He asked Postema to explain what it is about this 42 acre parcel that makes it unique because this can be a very important part of the narrative about why this property should be protected so that people can see in Grand Beach what they can’t see anywhere else.



Postema said that the property is a unique coastal plain marsh. It is a unique ecosystem that developed along the Lake Michigan shores and a lot of the species found on the property are normally only found on the Atlantic coast. A population of these plants, animals and insects has somehow migrated here thousands of years ago and remain here in Grand Beach. He said it is a very unique system that needs to be protected. He said much of the property is wetlands, and he estimates that 10-15 acres of the property would be very difficult to develop. He thinks this site is large enough that you could have the most sensitive areas around the marsh protected with other areas being used more because of the appeal to the public.



Lippens asked the Council and Parks and Recreation Committee what each of their priorities are for this project and the property.



Amy Hanley said she thinks if we receive a grant for the property, it will have to be listed on the National Parks list and then people will come and they might want to use our beaches. She said that we have a problem now because people don’t want the public to use the beaches.



Kieran McHugh would like to keep the driving range open for the golf course and use the other portion of the property as nature trails. She would like it to remain as open land, accessible to all, and protect what is a unique environment.



Debbie Lindley thinks developing a partnership with COL is a good idea and with their help we can educate people about the different species on the property. She would like to see an information kiosk, marked trails and possibly development of the pond located on the property. She would like to see it used as a social area where residents can come together. She is interested in doing things for the residents of our village and educating the kids on the different types of plants.



Blake O’Halloran suggested the possibility of walking paths and/or golf cart paths, low to the ground lighting in case someone wants to walk out on the property at night with their dog. He thinks most people want to keep it as is.



Paul Leonard believes that we have to plan for accessibility and discussed the possibility of using ACT 51 street funds that are required to be used on non-motorized facilities such as bike and walking paths to help with funding for accessibility. Leonard would like Postema and COL to help develop the trails on the property.



Property owners Meg Piper, Dave Krogh, Brian Schinderle, Dennis Heitzman, Vicki McHugh, Pete Goworowski, Elaine and Howard Bayer spoke about their concerns and suggestions throughout the meeting. Some of their concerns and suggestions included:



• Property should be left as is.

• Residents want little change to what is currently there, with little expense.

• Concern regarding costs to maintain the property.

• Concerns about accessibility and parking.

• Concerns about flooding on to other properties if this property is developed.

• Leave trails as they are in their current state.

• Stock pond with fish and build a fishing pier.

• No lights on the property.

• Snowshoeing.

• When applying for a grant you have to show that it’s not just a benefit for Grand Beach. If the Village wants a better chance of getting the grant, we have to allow other people to come here.

• Should look at the Parks and Recreation survey that was done several years ago to see what the top priorities were.

• The people in the meeting are in favor of keeping the property, but there are other people in the Village that might be interested in something else.

• Where does the money come from for the 25%-50% match?

• What is impact of Village buying this land as far as real estate tax collected?



There was discussion regarding handicap access, budgeting and funding. Paul Leonard said that a bond issue is probably not a possibility because it could cost the Village $100,000 per year and we are already operating on a $50,000 deficit. He said this is one of the reasons he gave some consideration to mixed use, to help generate real estate taxes and to help generate funds to keep up the property. He said we have to be realistic about the acquisition because there will be costs associated with it.



Lippens said Michigan now allows for crowdfunding sources like “Go Fund Me”, so we could raise funds that way to help with the match required. If the seller sells the property to the Village at a cost less than the assessed value, he believes that the savings in the cost can be used towards the match.



When asked how much money is given out in grants, Postema said that the Michigan Natural Resources Trust Fund has been averaging about $20,000,000 a year.



Postema said that COL does not donate funds to purchase land, but they can assist with activities to raise funds. He said there are community and state wide foundations that are there to help with things like this, but a significant amount of money will have to be raised by the Village residents.



COL would be willing to work with McKenna on a list of private foundations. Leonard said The Pokagon Fund would be a possible source, but it wouldn’t cover the cost. He said we need to look for some serious funding in order to be able to pay for this. We need to go to the state to see if we can get the funding from the DNR Trust Fund, and it might not work out and we’ll have to look at other possibilities.



Lippens said some of the funding options mentioned were a bond, a millage increase, targeting private foundations, commissioning through naming, donations through a crowdfunding source, in kind donations potentially by the land owner against assessment, or possibly developing some of the property at some point.



Leonard wondered if it would be better for a 501(c) (3) to accept the donations. Postema said that the Berrien Community Foundation can handle all of that. The money goes to them and the fund is set up for the Village and when the project is completed, the money is given to the Village. There would be a management fee to have them handle the donations.



Lippens said it was a very productive discussion and he hoped that everyone feels like they got some ideas out and he felt like he got to learn a lot about the community and visited the site which is absolutely beautiful and he is very excited about going forward. He asked the Council and Parks and Recreation Committee if they have visited a place that is already protected that is similar to what they might like to see happen to this property.



Blake O’Halloran- The Galien River Park in New Buffalo. He said they did a really great job and it is elaborate in regards to what we have, but he thinks it is the same concept that it is a preserved area of land, and open to the public where people can be educated on the plants. We don’t want to make it into more than it is.



Paul Leonard – Love Creek Nature Center and the Botanical Gardens in Michigan City.



Laurie Roche – Maggie Daley Park in Chicago.



Kieran McHugh – Indiana Dunes. She would like as little development as possible, but enough to make it comfortably accessible.



O’Halloran said that when working on the Parks and Recreation Plan, some people were saying that there is no park on that side of the Village and a lot of times people are concerned about people playing baseball over by the tennis courts, so maybe we should consider putting a baseball field out there, but not any different than what we have now.



After O’Halloran’s suggestion to consider a baseball field on the property, Jim Bracewell suggested moving the current park to the property to make it safer. He said the Village could sell off the parcels that the current park is located on for homes. O’Halloran said it is dangerous because people fly down the street near the park.



Lippens said the next time he comes back he will have a couple different ideas. It could be that no one likes the ideas, but it will be something to look at.



AUDIENCE RECOGNITION

None



CORRESPONDENCE

None



ADJOURNMENT

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



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



Respectfully Submitted,



Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  SPECIAL COUNCIL MEETING


SPECIAL COUNCIL MEETING

JUNE 27, 2017



CALL TO ORDER

Council president Paul Leonard Jr. called the special council meeting to order at 7:02 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, Deborah Lindley and Blake O’Halloran.



Leonard explained that Deputy Clerk Marjorie Royce will be resigning from her position effective June 30, 2017. The council needs to consider her replacement in regards to job description, pay, hours and benefits. He said that we don’t have a severance policy for long time employees who leave, but we should consider a severance policy for employees who have longevity here at Grand Beach. He would like to recognize her years of service with a $2,000 severance payment and would like to recognize her at the July council meeting and acknowledge her 18 years of service to the Village.



UNFINISHED BUSINESS

None



NEW BUSINESS



ACCEPT DEPUTY CLERK’S RESIGNATION EFFECTIVE JUNE 30, 2017

Lindley moved, seconded by Leonard to accept Marjorie Royce’s resignation effective June 30, 2017. Motion carried unanimously 5-0.



SEVERANCE PAYMENT

Giglio moved, seconded by Bracewell to approve a severance payment of $2,000 to Marjorie Royce. Motion carried unanimously 5-0.



SEVERANCE POLICY

O’Halloran said that in a lot of corporations, severance pay is based on subjectivity and Leonard said the policy could be based on the position that was filled, the length of time the employee was with the Village, the employee’s personnel records and if they were a good employee or a problem. Lindley thinks severance should be based on each individual. The Council decided it was not necessary to adopt a severance policy.



DEPUTY CLERK REPLACEMENT DISCUSSION (PAY, HOURS & BENEFITS)

Clerk-Treasurer Mary Robertson told the council that she sent an email out to other clerks to find out what their deputy clerks are paid and found that many of them do not have a deputy clerk because they have a clerk and a treasurer. Robertson is the clerk-treasurer and said that she needs a deputy in the office



There was discussion about adding job duties to the deputy’s job description to include handling a new program that tracks inventory that O’Halloran would like to put in to use the pro shop. Bracewell said he feels that this should be handled by the Pro Shop employees. Lindley said that the deputy could get the program set up and have it ready for the pro shop employees.



Leonard said the Village needs to find someone with the skill sets to replace the clerk if she is not here, adding that right now if she isn’t here, the payroll won’t go out and that worries him. Lindley wants to see job descriptions for both the clerk-treasurer and the deputy clerk in order to justify a full time position. Robertson told the council that she has job descriptions prepared. Leonard said the job is overlapping the position of the clerk-treasurer, and the number of hours is not as important to him as if whoever is hired can do the payroll, pay the bills and get the other things done that need to be done if Robertson is not here.

Robertson told the council that she would like to hire someone that has experience in a municipal setting with three years’ clerical, customer service and bookkeeping experience. She will probably advertise in the newspaper, possibly on the Michigan Municipal League website and will send an email to other clerks to let them know about the job opening.



Robertson said she will need temporary help very soon, especially with tax collection season starting. Leonard suggested hiring someone temporarily at $12 to $15 an hour.



The council discussed whether the position will be full or part time and if it will include benefits. Robertson said she is not sure how many hours she will need someone each week, but felt that 28 hours might work out. She said that the hours will need to be flexible and the person that is hired will have to fill in for her during vacation and sick time.



Leonard suggested that the position be advertised for up to 28 hours a week. It could eventually work into a full time position. If the deputy works less than 28 hours, the Village is not required to provide health insurance benefits.



The council will discuss the job description for the deputy clerk and pay rate at the July council meeting. Pay will be commensurate on qualifications. Lindley will be willing to pay more per hour if we aren’t paying for benefits. Robertson said we have to be careful if paying a higher pay rate based on the fact that we aren’t providing benefits because if it turns into full time, you’ve already set the higher pay rate.



Lindley wants to make sure that we find a good match for the Village and for Robertson. She said we can include a 90-day probationary period.



AUDIENCE RECOGNITION

None



CORRESPONDENCE

None



ADJOURNMENT

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



With no further business, the meeting was adjourned at 7:45 p.m. EST.



Respectfully Submitted,


Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING




JUNE 21, 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.



ADOPT AGENDA

Leonard moved, seconded by Bracewell to adopt the agenda as presented with the addition of “Property Survey” under new business. Motion carried unanimously 5-0.



APPROVE MINUTES

Bracewell moved, seconded by Leonard to approve the minutes of the Public Hearing - Budgets of May 17, 2017, Regular Council Meeting of May 17, 2017, Special Meeting - Budgets of May 31, 2017 and Special Meeting – Waste & Recycling of May 31, 2017. Motion carried 4-0 with Bracewell, Giglio, Leonard and O’Halloran voting aye. Lindley abstained as she was not at the meetings.

PRESENTATIONS/RECOGNITION

None



COMMISSION REPORTS

Building & Zoning: Bracewell reported that he spent time yesterday preparing for the deposition for the Fox/Cooney lawsuit. Leonard explained that the Foxes and Cooneys are engaged in a lawsuit over the house the Cooneys built located next to the Foxes. The Foxes have recently joined the Village in the lawsuit. The Village met with our attorney yesterday, and Building Inspector Bill Lambert has been deposed and Building Commissioner Jim Bracewell will be deposed. Leonard said each side has had their own surveys done, and it would not be appropriate for the Village to depend on either of those surveys, so the Village will have a survey done of the properties.



Parks & Beaches: Giglio reported that there are some places where there is a beach. He said the Chicago Tribune had an article about how high the lake is and the damage that it has caused. The Parks & Recreation Committee met tonight to discuss purchasing the 42 acres of land offered for sale by Grand Beach Land Development (GBLD). The committee talked about different funding ideas and about holding meetings later so that the residents can get involved. O’Halloran added that there was some discussion in regards to using grant money and what stipulations would be put on the grant money. He thinks the first step is to meet with McKenna. Bracewell said that we have a large group of people that are interested in going forward in purchasing the property, and if there were a large group of people against the idea, we would be going in a different direction.



Sheila McGinnis suggested fund raising and stated that she thinks there are a lot of people that would be willing to donate. She said she would be willing to help in any way that she can. Leonard said that he thinks we should have the kick off meeting with McKenna before we start any type of fundraising.



Streets & Water: Leonard said that later this month the water quality reports will be sent out to the residents. He said Grand Beach, New Buffalo Township and the Southwest Michigan Planning Commission are trying to set up a meeting with LaPorte County regarding the E. coli that has been found in White Creek. White Creek is on the list of dirtiest creeks in Michigan. There are people who are interested


in doing additional testing of the creek water, and they would like the Village to participate financially. There are temporary signs posted warning people of the E. coli contamination in the creek and Superintendent Bob Dabbs will be putting up permanent signage soon.



Police: Lindley asked everyone to remember that everything is very dry, and with July 4th coming up people should be careful with fireworks and watch over their kids if they are setting off fireworks. There have been fires in the past, so please be very careful. Fireworks are not allowed on our streets or beaches.



Pro Shop & Golf Course: O’Halloran reported that rounds of golf were down in May because of all of the rain, but June should be a good month. We have had issues on the course with the irrigation system and ServiScape has been replacing bigger and longer pieces. The irrigation system is a challenge and we will continue to look at ways to replace the system.



SERVISCAPE REPORT

Clay Putnam reported that routine maintenance is occurring on the golf course and equipment. They have placed mulch in all of the landscape areas, have applied grub control and repaired irrigation.



PERSONNEL REPORTS

Superintendent: In addition to his written report, Bob Dabbs said that Robin Lane and Sun Valley Falls beach accesses are open. They’ve put gravel in and built a hand rail at the Lee Point access where Keith Carlson had been working.



Police Chief: Dan Schroeder was not in attendance.



Building Inspector: Bill Lambert was not in attendance.



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

PROPERTY SURVEY

Leonard told the Council that in order to protect the Village in a lawsuit between the Foxes and the Cooneys, we want to have an independent survey done that we can rely on when making our decisions regarding setbacks.



Leonard moved, seconded by O’Halloran to allocate up to $2,000 for survey work by Merritt Engineering for the Cooney parcel, Fox parcel and Oak Street beach access. Motion carried unanimously 5-0.



O’Halloran said there was discussion at the Parks and Recreation meeting earlier in the evening suggesting that the Village work with GBLD regarding a survey of the property that is for sale. Ellen Frankle of GBLD was in attendance and said that normally the seller provides a survey for the sale of property, and they would be willing to do so. Leonard said we should get the advice of McKenna Associates on whether we need to have our own survey for the DNR.


PARKS & RECREATION COMMITTEE AND TERMS

The Council discussed the Parks & Recreation Committee that was formed when the Village created a Parks and Recreation Plan. At that time, there were no terms set for the members of the committee. Lindley liked the idea of members being on the committee until a specific project was completed. This way, different people can get involved with the projects that they are interested in. Leonard suggested that the Parks & Recreation Committee figure out their terms and possibly use the same length of terms as the Planning Commission uses.



GRANT REQUEST

Clerk-Treasurer Mary Robertson will schedule a special meeting of the Council and include the Parks and Recreation Committee to meet with McKenna Associates to discuss the grant request.



RECYCLING

Leonard said that New Buffalo Township called Clerk-Treasurer Mary Robertson shortly before the end of May and said that the recycling would be discontinued at the end of the month. Robertson had conversations back and forth with the township, and in the end, Lakeshore Recycling agreed to continue service to Grand Beach through Labor Day. They couldn’t fit us into their Monday schedule and we now have pickup on alternating Thursdays. Once we received this information, we got in contact with Republic Services and talked to them about adding recycle to our contract. We will have bids from Republic (Able) for the July meeting. We have also contacted Independent Recycling and Lakeshore Recycling.



GAS GOLF CART PURCHASE

O’Halloran said we use a gas cart for the rangers because an electric cart won’t stay charged for the whole day. If we buy another gas cart for the rangers, we will have an extra electric cart to use for rentals. Each cart generates approximately $2,000-$3,000 a year in rental income.



O’Halloran moved, seconded by Bracewell to purchase a gas golf cart at a cost not to exceed $3,300. Motion carried unanimously 5-0.



PEDDLER’S ORDINANCE - CHANGE EFFECTIVE DATE

Leonard said that the New Buffalo Times forgot to publish our notice regarding the Peddler’s Ordinance, and our charter states that ordinances are effective 10 days after publication. Leonard moved, seconded by O’Halloran to change the effective date of the Peddler’s Ordinance #2017-92 to July 2, 2017 which is 10 days after the date of publication. Motion carried unanimously 5-0.



HALL RENTAL REQUESTS

O’Halloran moved, seconded by Leonard to approve hall rental requests to Michail Kerhoulas on October 20, 2017 and Steve Slater on October 28, 2017. Motion carried unanimously 5-0.



AUDIENCE RECOGNITION

None



CORRESPONDENCE



POKAGON NEW BUFFALO AREA LOCAL REVENUE SHARING BOARD REQUEST FOR ACTUAL SPECIFIC COSTS

Leonard said that the Village does not have any actual specific costs to submit.


DIANA CARLSON – SUGGESTION & PROPERTY PURCHASE

We received comments regarding agenda items and support of the purchase of 42 acres from Diana Carlson.



NORMAN CHERRETT – REQUEST FOR WEEKLY FAMILY MOVIE NIGHT

O’Hallaron moved, seconded by Lindley to allow Norm Cherrett to hold a weekly family movie night in front of Village Hall. Motion carried unanimously 5-0.



ED TRAINOR – REQUEST FOR ADDITIONAL WHITE CREEK SAMPLING

Leonard said that Ed Trainor has asked that the Village take over additional sampling of White Creek. Leonard does not see a need to spend additional funds since we know that the creek is dirty. If the sample comes back safe one day, it might be unsafe the next day. He thinks that until the creek is cleaned up, everyone should stay out of the creek.



He said the problem starts in LaPorte County and they’ve said they will work with us to further identify and remediate the sources, but so far they haven’t been able to put together a process. If this does not move forward, Leonard said we can write to the Governor of Michigan and the Governor of Indiana and point out to them that they have a responsibility to clean up the waterways in Michigan. If LaPorte County doesn’t work with us, he will write to Indiana Department of Environmental Management (IDEM) and tell them that they need to come here and address the problem.



Ed Trainor said that if the signage is posted so that people know that the creek is contaminated; it will serve the same purpose. He said it is a serious issue. When asked how we’ve notified people of the issue, Leonard said we have information on the website, the Chief has sent out an email alert and we have signs posted. Bracewell thanked Ed Trainor for working on the testing of the creek water.



An audience member suggested that we begin sending letters to the State of Michigan and the State of Indiana stating that this is our waterway and this is a public health issue, and we want it taken care of.



O’Halloran said that they are making progress at some of the hot spots by knocking on doors and interviewing people.



LETTERS & EMAIL RECEIVED REGARDING THE EXPENDITURE OF FUNDS FOR GRANT APPLICATION AND THE PURCHASE OF 42 ACRES OF LAND:

Leonard said there have been many people that have contacted the Village in support of purchasing the property and we will be working with GBLD to make that happen. Leonard thanked everyone for their support and encouragement and said if we keep working on this, we can make it happen. Lindley said that several people mentioned in their letters that they did not want condos in Grand Beach, but our current Zoning Ordinance does not allow for condos.



David & Blair Baby

Mary Kate Bertane

Colleen Cassell

Cal & Jackie Collins

Anne Durkin

Jay & Linda McHugh Fox

Dan & Pat Joyce

Michael Kenny

Mary & Tim Lyne

Nancy Lyne

Eileen Murphy

Bill Neustadt

Colleen & Dan Neustadt

Pat & Larry O’rourke

Mark & Meg Piper

Paul & James Powers

Linda Puvogel & Michael O’halloran

Barbara Spencer

Peg Stewart & Family

Maggie Testore

Nancy Trainor

John Walles



ADJOURNMENT

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



With no further business, the meeting was adjourned at 8:45 p.m. EST.



Respectfully Submitted,

Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  SPECIAL COUNCIL MEETING - BUDGET




MAY 31, 2017



President Paul Leonard Jr. called the Special Meeting to order at 7:05 p.m. EST. In attendance in addition to Leonard were James Bracewell, Frank Giglio and Blake O’Halloran. Deborah Lindley was not in attendance..



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



Leonard explained that the purpose of the meeting was to adopt the budgets for all funds for fiscal year 2017/2018 and to adopt the millage rate of 6.0480. The millage rate will raise $768,003 in tax revenues which is approximately $12,000 more than last year.



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



Bracewell moved, seconded by O’Halloran to adopt the 2017-2018 General Appropriations Act and Budget resolution #2017-05 as presented.



Roll Call Vote



James Bracewell Aye

Frank Giglio Aye

Paul Leonard Jr. Aye

Blake O’Halloran Aye



Absent: Deborah Lindley



Motion carried unanimously 4-0.



There being no further business, the meeting adjourned at 7:10 p.m. EST.



Respectfully Submitted,


Mary J. Robertson

Clerk/Treasurer


TOP OF PAGE


PDF Icon
  SPECIAL COUNCIL MEETING - RECYCLING


SPECIAL COUNCIL MEETING MINUTES

MAY 31, 2017



President Paul Leonard Jr. called the Special Meeting to order at 7:20 p.m. EST. In attendance in addition to Leonard were James Bracewell, Frank Giglio and Blake O’Halloran. Deborah Lindley was not in attendance.



Leonard explained that New Buffalo Township has been providing recycling services to the Village. He said Clerk Mary Robertson was contacted by Township Supervisor Michelle Heit and was told that Heit is quite sure that New Buffalo Township is going to stop providing recycling services to the entire township which includes Grand Beach. Robertson was informed that Lakeshore Recycling was going to stop providing services to Grand Beach effective June 1, 2017.



Robertson had conversations with Heit concerning the news that Lakeshore Recycling would no longer provide recycling services to the Village with a one week notice at the start of the summer season. Heit was able to convince the owner of Lakeshore Recycling to agree to continue to provide services to the Village through Labor Day at the township’s expense. Lakeshore will change the pickup day in Grand Beach from Monday to Thursday through Labor Day.



Heit told Robertson that if the Village contracts for recycling services with someone else, the township will pay for those services through Labor Day.



The council discussed different options regarding trash and recycle services. Leonard and Robertson will meet with Able Disposal representative Jim Metros and his supervisor to discuss services and to obtain a proposal for trash and recycle services.



Bracewell moved, seconded by Leonard to adjourn. Motion carried unanimously 4-0.



There being no further business, the meeting adjourned at 7:45 p.m. EST.



Respectfully Submitted,



Mary J. Robertson

Clerk/Treasurer


TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING - May 17, 2017


VILLAGE OF GRAND BEACH REGULAR COUNCIL MEETING

MAY 17, 2017



CALL TO ORDER

Council president Paul Leonard Jr. called the regular council meeting to order at 7:46 p.m. EST. Present in addition to Leonard were James Bracewell, Frank Giglio, and Blake O’Halloran. Deborah Lindley was not in attendance.



ADOPT AGENDA

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

4-0.



APPROVE MINUTES

Giglio moved, seconded by O’Halloran to approve the minutes of the Regular Council Meeting of April 19, 2017. Motion carried 3-0 with Giglio, Leonard and O’Halloran voting aye. Bracewell abstained as he was not at the meeting.



PRESENTATIONS/RECOGNITION

SOUTHWEST MICHIGAN PLANNING COMMISSION – E. COLI REPORT

Marcy Hamilton of Southwest Michigan Planning Commission (SWMPC) reported on the E. coli that has been found to be present in White Creek over the years. This could be caused from human waste, animal and wildlife waste or failing septic and sewer systems. The State of Michigan gave the SWMPC funding to look at the problem and to study 12 small streams that flow into Lake Michigan to find out what the source is that is causing the E.coli readings. SWMPC used dogs that are trained to detect and smell human waste in the water. They took about 60 samples from the 12 creeks and almost half of them came back showing human waste going out into the lake. White Creek flows under US 12 into the Village and another branch flows from Indiana into Michiana and runs into the lake in Grand Beach. They are going to ramp up their study once there are more people in the Village for the summer months when they’ll be able to detect things better with toilets flushing and washing machines running. Indiana is planning on doing additional testing to see if they can find the source.



Hamilton spoke about a point of sale ordinance that they have been trying to get the county commissioners to adopt that would require a homeowner to have their septic system tested to see if it was working properly before selling their house. The State of Michigan has grant money available to help with the issue regarding failing septic or sewer systems for those communities that have adopted the point of sale ordinance. Other communities are requiring mandatory pump outs of septic tanks, and proof to the Village every 3 or 5 years that shows that they’ve had your septic inspected and its working fine.



She said White Creek has been determined not to meet water quality standards. The standard of good quality water is 300 parts per million, and there have been readings of over 10,000 at the mouth of the creek. You should not go in the creek water because it can be dangerous to your health. She will continue to involve Paul with the meetings they are having with LaPorte County, Berrien County and other municipalities.



NEW BUFFALO SHORELINE ALLIANCE – RON WATSON

Ron Watson of New Buffalo Shoreline Alliance spoke about an upcoming meeting that will be held on May 27 at 10:00 EST at New Buffalo High School and said residents should attend if they really want to know what happened at the harbor and what has caused the erosion.

He said the harbor was put in at New Buffalo in 1975 and before that there were huge beaches south of New Buffalo. When they put in the harbor, the Army Corps of Engineers (ACOE) said they would put 200,000 cubic yards of sand on the feeder beaches and sand would flow down to the other beaches. For approximately 20 years they put sand on the beaches and the sand moved south. In 1995, the ACOE stopped nourishment and in 1998 they almost lost the water intake in New Buffalo. There have been many letters written since 1995, and the answer has been that the ACOE has no money for nourishment of the beaches. Watson said the solution to the erosion problem is nourishment.



In 2009, Grand Beach had a study done by the ACOE to see what could be done to eliminate the erosion. They recommended nourishing the beaches and putting in off shore reefs, but nothing has been done.



There was a group of six or seven people including Leonard who got together to save the pump house in New Buffalo because they thought the pump house would go in to the lake, but it didn’t. Now the group is called the New Buffalo Shoreline Alliance. They are looking for a couple of people from Grand Beach to serve on the board of directors. This requires you to be committed, to educate and communicate with your neighbors, to advocate for the shoreline, watch out for Grand Beach’s interest, attend conference calls and communicate with government officials. Anyone interested in serving on the board of directors, please contact Clerk-Treasurer Mary Robertson.



COMMISSION REPORTS

Building & Zoning: Bracewell reported there are 6 new homes with 9 permits issued so far this year. We have three homes that had significant damage to their dune after a recent storm. Some of the problem being caused on the dune is due to the fact that these one story tear downs along the lake are being replaced with much larger homes.



Parks & Beaches: Giglio reported that he and Superintendent Bob Dabbs took a ride on the beach and there is beach, although rocky, near the pier and down close to Oak. There is also beach near the old pump house and beach off of E. McKean down to the Lake Avenue access.



Streets & Water: Leonard had nothing to report.



Police: Lindley was not in attendance.



Pro Shop & Golf Course: O’Halloran reported that April was a decent month, and May has been tough due to all of the rain. He negotiated a fairly inexpensive price with MC Sports in Michigan City for new shelving in the pro shop that looks nice. To continue to make it look nicer, there is a brick program taking place where you can remember a friend or loved one or recognize a family on a brick with the cost of bricks at $150 for 4” x 8” and $300 for an 8” x 8”. All profits from the bricks will be used to renovate the pro shop.



SERVISCAPE REPORT

Clay Putnam was not in attendance. O’Halloran reported that ServiScape aerified the greens and tees and top dressed them. The course is ready to go and looks great thanks to all of the rain.



PERSONNEL REPORTS

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







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



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



PAY BILLS

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



UNFINISHED BUSINESS



VILLAGE HALL WI-FI AND FIREWALL

Leonard explained that the Village received bids to purchase equipment and to lease equipment for Wi-Fi in the Village Hall. Chief Schroeder and Mary Robertson suggested leasing the equipment rather than purchasing the equipment since it will be replaced after 3 years with more current equipment, and they will do all of the software updates on the equipment. Village resident Norm Cherrett has already donated the money to pay for the installation costs for the Wi-Fi service.



Leonard moved, seconded by O’Halloran to choose the leasing option as opposed to purchasing the equipment. Motion carried unanimously 4-0.



GRAND BEACH LAND DEVELOPMENT PROPERTY SALE DISCUSSION



The Council discussed the property that GBLD is selling. Leonard said we have a Parks and Recreation Plan in place that allows us to apply for a Michigan Department of Natural Resources (MDNR) grant that covers 75% of the cost of the acquisition of property.



Leonard said we can go to the MDNR and tell them this little affluent community wants to buy 42 acres, but he doesn’t know if they’ll be interested in giving us a grant. He feels that we would have a much better chance of receiving the funding if we say we are going to put in a park with a parking lot that is open to the public. If we get 75% of funding from other sources, we will still have to come up with a 25% match for our part and that could be up to $750,000.



Ryan Postema of Chikaming Open Lands (COL) was in attendance and said that COL has the nature preserve that is adjacent to the property, and it probably extends 5-10 acres onto the property for sale. There are wetland areas and 5-6 acres of driving range on the property. He estimates that there is approximately 30 acres that are environmentally sensitive. COL is willing to help with fundraising for the purchase of the property.



Leonard said the big hurdle is going to be raising funds to make an offer to GBLD. GBLD is willing to work with us and give us the time that we need. O’Halloran said that the Village would apply for a grant in April 2018 and find out in November 2018 if the grant was approved.



O’Halloran said that he would like to keep the property as it was when he was a kid. Several audience members spoke to the Council about the need to purchase the property.



Bracewell said the Council needs to make sure that if the Village is going to spend the money to move forward that it has the support of people in Grand Beach and that the Council has a plan moving forward.





Leonard suggested special meetings over the summer to discuss what to do with the property if the Village is able to purchase it.



NEW BUSINESS



EXPENDITURES FOR GRANT PROPOSAL FOR ACQUISITION OF 42 ACRES

Leonard moved, seconded by O’Halloran to appropriate up to $40,000 for upfront costs to pay for title work, survey, appraisal of the land and to contract with McKenna Associates as per their proposal with costs paid from the reserve funds in the General Fund. Motion carried unanimously 4-0.



RESOLUTION - COLLECT DELINQUENT PROPERTY TAXES

Leonard moved, seconded by O’Halloran to adopt a resolution to collect delinquent property taxes as presented. Motion carried unanimously 4-0.



BUDGET AMENDMENTS - GENERAL FUND 16/17, WATER FUND 16/17, GOLF FUND 16/17

LOCAL STREET FUND 16/17 and MAJOR STREET FUND 16/17

Leonard moved, seconded by O’Halloran to approve budget amendments for fiscal year 2016/2017 for the General Fund, Water Fund, Golf Fund, Local Street Fund and Major Street Fund as presented. Motion carried unanimously 4-0.



STAGE NEXT TO THE DANCE FLOOR

Leonard said we’ve had a couple of instances where people have tripped and fallen over the stage in the hall upstairs. The council suggested putting tape on the edge of the stage for large events to make people aware of the stage.



HALL RENTAL REQUEST – NORM CHERRETT, JUNE 10, 2017

Bracewell moved, seconded by Leonard to approve a hall rental request for Norm Cherrett for June 10, 2017. Motion carried unanimously 4-0.



Leonard stated that the Cherretts have donated funds for Wi-Fi at the hall and Bob Dabbs told the Council that they have also purchased beautiful flowers for the garden at Royal and Station.



AUDIENCE RECOGNITION

Leonard said that at the last Council meeting, Angela Trainor got up and talked about the beaches, and he cut her off. He apologized to the council members, everyone that was in the audience at that meeting and Angela Trainor, stating that it will never happen again.



Michael O’Halloran spoke about the purchase of the GBLD property, and asked the council to leave it as is, saying that he is not interested in seeing new development there.



CORRESPONDENCE

Leonard acknowledged that the Council received the following correspondence:



George Keeler – Thank You Card

Robert Gordon – Damage To Property



Matthew Carroll – Wedding On the Beach

The Council will allow the wedding to take place on the beach as outlined in the request.





Gerald & Ermalynn Scherrer – Lake Damage to Seawalls

Leonard said that engineering solutions are taking shape on the seawall in front of the Cooney’s residence, Storey’s residence and Vogelzang’s residence. The paperwork with the DEQ will probably catch up later. His understanding is that the stone will probably remain there permanently. They are still working on a plan with the Dennys to protect their seawall, and to find out how far out the DEQ will let the Dennys go into the public trust. It appears that all of the rock has been deposited and additional work will be done from the barge. There should be very little disturbance on what little beach is left, but there will be noise when they start pounding things in place. There may be low frequency vibration through the dunes. The work will continue and hopefully it will solve the problem.



Ange Trainor – Thank You for Beach Clean Up of Storm Debris



Ed Trainor – Suggestions to Council

Ed Trainor gave suggestions to the Council that they will consider at their next budget meeting which will take place in the spring.



LETTERS & EMAIL RECEIVED REGARDING THE EXPENDITURE OF FUNDS FOR GRANT APPLICATION AND THE PURCHASE OF 42 ACRES OF LAND:



John Deaner

Peggy Bolger

Dennis Heitzmann

Mary & Mark Hoppe

Catherine Kelly & Dennis Grether

David Krogh

Susan & Mark Nystuen

Christine Orders & John Asplin

Linda Puvogel

Brian Schinderle

Dorothy & Jim Polzin

Nancy Wendling



ADJOURNMENT

Giglio moved, seconded by Bracewell to adjourn. Motion carried unanimously 4-0.



With no further business, the meeting was adjourned at 9:49 p.m. EST.



Respectfully Submitted,



Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  PUBLIC HEARING - BUDGET - May 17, 2017



President Paul Leonard Jr. called the budget hearing to order at 7:15 p.m. EST. Present in addition to Leonard were James Bracewell and Frank Giglio. Blake O’Halloran arrived at 7:18 EST and Deborah Lindley 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 2017/2018. The budgets will be adopted at a meeting on May 31, 2017 at 7:00 p.m. EST.



Leonard said that the budget committee took a very sharp pencil to the budgets and we still ended up with a deficit of $50,750 in the General Fund. Revenues remain flat and expenses continue to go up. He said that Clerk-Treasurer Mary Robertson recently received the assessments for the Village and it showed that homes on the lake from New Buffalo south have lost assessed value of between $1,000,000 and $1,500,000 dollars because there is no beach. Eventually that loss of assessed value will catch up with the Village because we will lose tax money coming into the Village and it will impact the fiscal health of the Village.



Grand Beach resident Ed Burke asked how much money is collected from the golf cart parking sticker fees and wondered why half of the sticker fees don’t go to the General Fund to help reduce the deficit. Leonard said the sticker is for parking in the Village and not just for golfing. If we use the fees for the General Fund, we will be short in the Golf Fund.



Bracewell said that as previous president of the Council, he decided to use 100% of the golf cart fees to keep the course running on its own because some people did not want $1 of their tax money being used to support the golf course. The sticker price has increased over the years and has provided us with the funds to hire outside support for the maintenance of the course. Burke said he understands it all, but feels that it is wrong.



Leonard said in years past, the golf course has borrowed money from the General Fund and has had to pay it back. Reallocating fees from the golf course to the General Fund is not a long term fix. Operating with a deficit in the General Fund is not sustainable over the long term, and we have to be realistic about the services that are provided because they cost money.



Resident Jeff Steinberg asked what the excess funds in the Golf Fund are used for and Leonard said it is used for maintenance of the course.



Leonard said the golf course is very important to the Village because we know what condition the beaches are in right now.



With no further comments, Leonard closed the public hearing at 7:36 p.m. EST.



Respectfully Submitted,



Mary J. Robertson

Clerk/Treasurer


TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING - April 19, 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 Deborah Lindley, Frank Giglio and Blake O’Halloran. James Bracewell was not in attendance as he was out of town.



ADOPT AGENDA

Leonard moved, seconded by O’Halloran to adopt the agenda as presented with the addition of “Village Hall Wi-Fi and Firewall” to unfinished business. Motion carried unanimously 4-0.



APPROVE MINUTES

O’Halloran moved, seconded by Leonard to approve the minutes of the Budget Work Session of March 14, 2017. Motion carried unanimously 4-0.



Giglio moved, seconded by O’Halloran to approve the minutes of the Regular Council Meeting of March 15, 2017. Motion carried unanimously 4-0.



PRESENTATIONS/RECOGNITION:

2015/2016 AUDIT PRESENTATION BY KRUGGEL, LAWTON & COMPANY

Brian Hake of Kruggel, Lawton & Company discussed the audit for fiscal year ended October 31, 2016. Hake said he met with Clerk Mary Robertson and President Paul Leonard previously and went over the financial statement in detail. As in prior years, their firm issued an unmodified or clean opinion which is the highest level they can give and that means the statements are accurately presented in all material respects and the disclosures are complete and consistent.



The General Fund ended the fiscal year with a fund balance at $1,068,615 which is an increase of $51,331 over last year. There is approximately 16 months of expenditures in the fund balance which is considered very healthy.



There was a small increase in income in the Water Fund of about $71,000 and the Golf Fund ended up with a surplus of $27,000. The profits in these funds are intended to go towards projects in the future.



Hake spoke about the need to report the pension liabilities in the audit. He said the Village is doing what they are supposed to do as far as funding the pension, and there will be a small liability this year with many municipalities having very large liabilities. Leonard said that the pension reporting in the audit gives the Council a roadmap to follow so that we don’t fall behind on our pension. This gives us information that we need to know when we work on our budgets.



This year’s audit required new reporting for ACT 51 street funds to recognize if the funds were spent appropriately and there were no findings to report. Hake will continue to work with Robertson to get all of the reports filed with the state.



SOUTHWEST MICHIGAN PLANNING COMMISSION – E. COLI REPORT

Marcy Hamilton of Southwest Michigan Planning Commission was scheduled to give a report, but she was ill and sent an update to Leonard. He said last year we had dogs come through and start sniffing for

the presence of human waste in the creek that flows through Grand Beach. They did find E. coli in the creek and samples were sent to different agencies in the state for testing. White Creek is on the list of the most polluted water ways in Michigan. The samples indicate three hot spots that include the area where the creek enters the Village from across highway, the area where the creek comes in from Indiana and where the creek flows into Lake Michigan.



Leonard said there will be a meeting with New Buffalo Township, Grand Beach, Michiana, Berrien County Health Department and the LaPorte County Health Department to try and determine what is causing the problem. They want to do dye testing which will help them find out where leaks are coming from in order to repair pipes or septic systems that might be leaking. The Council will discuss an ordinance in the future that requires homeowners to have their septic systems inspected prior to selling their home.



Leonard stated that parents should not let kids get near White Creek because it is dirty and highly contaminated.



Bob Dabbs told the Council that County Commissioner Ezra Scott contacted him and told him that Michigan Shores subdivision got an emergency permit from the Department of Environmental Quality (DEQ) to change the flow of the creek so that it runs along the pier. Leonard will contact Ben Zimont of the DEQ and County Commissioner Ezra Scott.



REPORT ON THE DAMAGE TO SEAWALLS, DUNES AND PROPERTY ALONG THE LAKEFRONT

Leonard spoke about the damage to seawalls, the dunes and lakefront properties. He said that the Village does not get the sand that it used to get because of the breakwater in New Buffalo. The Army Corps of Engineers (ACOE) knew that the sand would not come down south of New Buffalo after they built the breakwater and because of that, they were pumping sand from 1975 to 1995, and the sand would find its way down to Grand Beach. From 1995 to present there has been no money in the federal budget for beach nourishment, and they have been told that there will not be any money available because it is spent to take care of commercial harbors and New Buffalo is not a commercial Harbor.



Forest Beach had 30-40 feet of beach two years ago, and now they have nothing because the water is all the way up to the rocks. Without beach nourishment, Grand Beach won’t have any beach.



The New Buffalo Shoreline Alliance is in preliminary discussions with New Buffalo to find a plan at a local level to nourish the beaches south of New Buffalo.



Leonard said the high energy wave action recently took down a large section of seawall in the old section of Grand Beach. Leonard spoke about a pool, decks and seawalls that were damaged recently, and said he found out today when he spoke with Ben Zimont of the DEQ that the bluff at the Denny’s property and what was formerly the Greeley property next door is failing. Fissures have opened up at the top of the bluff and it is sliding down toward the lake. He said the two residences are at severe risk.



No permits have been issued, but the ACOE and DEQ have a policy of discretionary enforcement and if there is an event like this and homes are at risk, they will not stop homeowners from doing emergency work to save the property. The ACOE and DEQ will allow the placement of armor stone in front of the



seawalls and once all of the stone work is in, damaged sections of seawall will be removed, and they will work toward a permanent solution.



The water in front of the Denny’s seawall is seven feet deep and in order to have beach there, someone will have to dump a lot of sand there or the water is going to have to recede by seven feet. This is a crisis that the Village is facing with the bluff itself failing. We cannot delay allowing the homeowners to have the work done.



When Arie Donkersloot told the Council that the Denny project would take six weeks and they might have to work past Memorial Day, residents didn’t want anything done during the summer months. Leonard said we are going to have to do something because this is an emergency.



COMMISSION REPORTS

Building & Zoning: Bracewell was not in attendance.



Parks & Beaches: Giglio reported that we’ll have to wait and see what happens with the beaches, adding that we might have beach by the pier and Walnut Avenue. There was a report that the lake has risen

3 1/2" recently and if we get more rain, more of the beach will be washed away.



Streets & Water and Police: Leonard and Lindley had nothing to report.



Pro Shop & Golf Course: O’Halloran said that the Council talked about a paver brick program in front of the entrance to the pro shop where people will be able to memorialize a loved one or honor a family on a paver brick for a donation of $150 for a 4” x 8” brick and $300 for an 8” x 8” brick. He passed around a sample of the brick and order sheets to those in attendance.



O’Halloran said the golf course made money last year, but they don’t want to use that money for renovations in case something else comes up. The General Fund does not put any money into the Golf Fund, so we will raise funds through the brick program to renovate the pro shop. Several families have donated two concrete picnic tables to Grand Beach to memorialize their family members.



SERVISCAPE REPORT

Clay Putnam of ServiScape reported that annual maintenance is underway. The equipment that was purchased has been delivered with the exception of one item to be delivered soon. Last month there was discussion about feasibility and due diligence studies and he has talked with two firms who gave him an estimate for a master plan for the golf course ranging in cost from $7,000-$15,000 and a feasibility and due diligence study started at $5,000-$25,000 depending on what firm is used. O’Halloran thinks it is very important to pursue this so that there is a plan going forward and asked Putnam to get proposals for the Council.



PERSONNEL REPORTS

Superintendent and Police Chief: Nothing to add in addition to their written reports.



Building Inspector: Bill Lambert said there have been four new building permits issued with many jobs well underway.


PAY BILLS

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



UNFINISHED BUSINESS



WOODEN WALL FOR GOLF CART ELECTRIC CHARGERS

Leonard moved, seconded by Giglio to approve an expenditure of up to $2,400 to build a wooden wall for the electric golf cart chargers to be paid with surplus funds in the Golf Fund. Motion carried unanimously 4-0.



WALKWAY ALONG ROYAL AVENUE

Leonard said at the last meeting we talked about putting an asphalt walkway in on the opposite side of Royal Avenue from the golf course to keep walkers safe. Bob Dabbs came back and said that asphalt won’t work, but received bids for a five feet wide concrete sidewalk. Proposals were received from C and H Concrete, LLC $36,963.00, Dennis Deutscher $28,501.48, Falatovics Construction LLC $51,480.00 and Workman Concrete Inc. $37,092.00. Giglio discussed drainage in the area because the golf course drains under the road into the drainage area and the sidewalk will drain into the same area. There was discussion from audience members who felt the sidewalk was not necessary. No action was taken on the sidewalk.



VILLAGE HALL WI-FI AND FIREWALL

Leonard stated that at the last meeting the Council talked about installing Wi-Fi to the Village Hall and the need to keep it separate from the Village offices. We received a new proposal today from The Tech for the installation and lease of a Sonicwall TZ400 and three wireless access points at an estimated monthly cost of $184 and a one-time fee of $620 for installation and setup. Leonard said the proposal is based on leasing rather than purchasing and with purchasing, the equipment becomes obsolete very quickly, so leasing might be a better route than buying equipment. Chief Schroeder told the Council that the first proposal included one access point and there will be much better coverage with this proposal because it includes more access points.



O’Halloran stated that he wants to make sure that whatever system we put in, the Village will be able to accept credit cards online in the future for the pro shop. Schroeder said the proposed firewall is commercial grade and it is very secure and he doesn’t think there would be a problem running off of this equipment.



NEW BUSINESS



PARKING BUMPERS

Leonard moved, seconded by Giglio to purchase seven parking bumpers at a cost of $520 to be used at the edge of the parking lot near the golf cart parking using surplus funds in the Golf Fund. Motion carried unanimously 4-0.



WALNUT STREET BEACH REVETMENT WORK UPDATE

David Wolf of Oselka Constructors told the Council that the work along Ridge Road will take two flat water days to be completed. He said the water where they are working is deep and if there is a two foot chop, they can’t work. Once they have two flat days, they’ll get all of their equipment out of there and repair the easement.



After questions from the audience, Wolf said that rocks on the beach at the bottom of the stairs will be put up against the bluff at Malachowskis. They will probably take the concrete barriers that are down there back with them. They will make a pass through and grab the rocks that are exposed.



COMCAST - RESOLUTION AND FRANCHISE AGREEMENT

Lindley moved, seconded by Leonard to adopt a resolution to approve the Comcast Franchise agreement as presented with a 3% franchising fee. Motion carried unanimously 4-0.



PEDDLER’S ORDINANCE

Leonard stated that last year there were issues in the Village with people coming in and asking residents for donations. He read the peddler’s ordinance that was prepared by Village Attorney Sara Senica.



Leonard moved, seconded by Giglio to adopt the Peddler’s Ordinance as presented with a change to Section 4(e) adding “within the confines of the Village” to the end of the sentence and a change to Section 7 to state that a license may be “temporarily” suspended or revoked and to give the authority for license suspension or revocation to the “Village Council President or Police Commissioner”. Motion carried unanimously 4-0.



RESOLUTION – SET FEES FOR PEDDLER’S LICENSE

Leonard moved, seconded by Lindley to adopt a resolution as presented and to set the fee for a Peddler’s license at $25.00. Motion carried unanimously 4-0.



GRAND BEACH LAND DEVELOPMENT PROPERTY SALE DISCUSSION

Leonard said that Grand Beach Land Development (GBLD) approached the Village to say that they are giving the Village first option at purchasing the approximate 42 acre parcel that includes the driving range. The property was previously appraised at $3,000,000. Ellen Frankle of GBLD said that they have not had a new appraisal done since they gave the private roads to the Village. The Village was interested in purchasing the driving range, but they were not interested in selling the range separately.



Leonard said that the Village can’t borrow $3,000,000 and if we partnered with others, there would be restrictions on the property. He thinks it makes more sense for the Village to work with a developer to develop the land and create green space.



O’Halloran said that that the Village has a Parks & Recreation Plan in place to allow us to apply for a grant through the state of Michigan. He said we can hire a company to write a grant at a cost of approximately $7,000-$10,000, and we would submit the grant request next March and find out in November 2018 if the grant request was approved. We could work with Chikaming Open Lands on the purchase of the property. The grant from the State of Michigan requires a 25% grant match.



The matter was tabled until the May meeting when Jim Bracewell will be here to get his input.



DRIVING RANGE LEASE

Leonard moved, seconded by O’Halloran to approve the driving range lease with Grand Beach Land Development as presented. Motion carried unanimously 4-0.



WATER BOND PAY-OFF

Lindley suggested holding off on the water bond pay-off so that the funds that would be used to pay off the bond would be available if the Village decides to purchase the property from GBLD. Lindley moved, seconded by Giglio to table the discussion of the Water Bond Pay-Off until the July meeting. Motion carried unanimously 4-0.



DONATION FOR UPKEEP OF THE JOHN FOX MEMORIAL GARDEN

Leonard said that the Village received a $500 donation from Colleen Hirst for the upkeep of the John Fox Memorial Garden. The Clerk will send a thank you letter to Ms. Hirst.



BUDGET REVIEW 2017/2018

Leonard said the Council has received the budgets to review before the special meeting. There will be a public hearing on the budgets on May 17th at 7:15 EST, with a Special Meeting on May 31st at 7:00 EST to adopt the budgets.



SHORT AND LONG TERM DISABILITY, LIFE INSURANCE FOR FULL-TIME EMPLOYEES

Leonard said there was discussion at the budget work session about providing short and long term disability insurance to all full time employees of the Village. He said other communities offer this to their employees and this would make it easier for the Village to recruit qualified people.



O’Halloran moved, seconded by Lindley to approve short and long term disability and life insurance through MetLife for full time employees paid with a reduction in their annual pay increase in November from 3% to 2%. Motion carried unanimously 4-0.



ATV BIDS

Leonard moved, seconded by Lindley to purchase an ATV from Zeigler Motorsports for the water department at a cost of $12,741, with the purchase of a windshield for the police department’s ATV out of the police budget. Motion carried unanimously 4-0. A bid was received from Westfield Powersports, Inc. at a cost of $11,797.00 for the ATV without a windshield.



MERRITT ENGINEERING PROPOSAL – REGARDING ROBIN LANE EASEMENT

Leonard said the Village received a proposal from Merritt Engineering for a survey, design and permit work at the Robin Lane beach access to provide access for people and emergency vehicles to the beach. He said there is currently no beach in the area, and there is revetment work being done on the lot next to the beach access and he doesn’t think this is a good time to have the engineering done. If and when we get to a point where we want to open up Robin Lane, the Council knows it will cost about $10,000 for the engineering.



STREET PAVING BIDS

Leonard moved, seconded by Giglio to approve the bid from Rieth & Riley as presented at a cost of $145,966 to be paid from funds available in Street Funds and the remainder paid out of the fund balance in the General Fund. Motion carried unanimously 4-0. A bid was received from Michigan Paving & Materials Company in the amount of $293,500.



TELEPHONE SERVICE

Leonard moved, seconded by O’Halloran to hire a telephone technician to come in to help with the telephone service at a cost not to exceed $1,500. Motion carried unanimously 4-0.


HALL RENTAL REQUESTS

O’Halloran moved, seconded by Leonard to approve hall rental requests for a Surprise Party – May 26, 2017, Kevin O’Neill – July 8, 2017 and Mary Kenny – November 23, 2017. Motion carried unanimously 4-0.



AUDIENCE RECOGNITION

Leonard said that the Council is aware of all of the letters, emails and phone calls from everyone regarding the proposed seawall work. The Council is trying very hard to balance our interests for those that want to use the beach and those that need to have the emergency work done to protect their property. With a bit of luck, the heavy work will be done by Memorial Day.



The Council heard from several members of the audience regarding the sea wall and revetment work that is being done and the condition of the beach. There was concern that the debris that was left on the beach after recent storms would not be cleaned up because the Village would not be able to get down to the beach since a contractor is using the Royal beach access to move large rock to different properties. Leonard assured the audience that the Village will clean up the part of the beach that is in Grand Beach before Memorial Day as we do every year.



O’Halloran asked everyone to keep in mind that people are fighting to save their homes. He asked everyone to please understand, be compassionate and support the people that are having problems and to be a Village. He said that most of the people in the audience have lived here for a long time and have seen the cycles. He said he hopes the beach comes back, and they’ll have to deal with the effect that caused the problem.



CORRESPONDENCE

GEORGE KEELER – THANK YOU CARD

ROBERT GORDON – DAMAGE TO PROPERTY

ANGELA TRAINOR – SEAWALL REPAIR LETTER & PETITION

VOTAVA – SEAWALL REPAIR LETTER & PETITION

WEIGEL/BOYD – SEAWALL REPAIR LETTER

PEGGY BOLGER – SEAWALL REPAIR LETTER

JUDY HOPKINS – SEAWALL REPAIR LETTER

ED SEBASTIAN – SEAWALL REPAIR LETTER & PETITION



ADJOURNMENT

Leonard moved, seconded by Giglio to adjourn. Motion carried unanimously 4-0.



With no further business, the meeting was adjourned at 11:14 p.m. EST.



Respectfully Submitted,


Mary J. Robertson

Clerk-Treasurer


TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING - March 15, 2017



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.

ADOPT AGENDA
O’Halloran moved, seconded by Bracewell 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 February 15, 2017. Motion carried unanimously 5-0.

PRESENTATIONS/RECOGNITION
2015/2016 AUDIT PRESENTATION BY KRUGGEL, LAWTON & COMPANY
Leonard stated that the audit presentation will be moved to the April council meeting.

COMMISSION REPORTS
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.

PERSONNEL REPORTS
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.

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

UNFINISHED BUSINESS

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.

NEW BUSINESS

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
5-0.

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.

AUDIENCE RECOGNITION
None

CORRESPONDENCE
None

ADJOURNMENT
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.

Respectfully Submitted,



Mary J. Robertson
Clerk-Treasurer


TOP OF PAGE


PDF Icon
  BUDGET WORK SESSION - March 14, 2017




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.

ADOPT AGENDA
Bracewell moved, seconded by Leonard to adopt the agenda. Motion carried 4-0 with Lindley absent during the motion.

NEW BUSINESS
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.

Respectfully Submitted,



Mary J. Robertson
Clerk-Treasurer


TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING - February 15, 2017


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.

ADOPT AGENDA
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.

APPROVE MINUTES
O’Halloran moved, seconded by Bracewell to approve the minutes of the Regular Council Meeting of January 18, 2017. Motion carried unanimously 4-0.

PRESENTATIONS/RECOGNITION
None

COMMISSION REPORTS
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.

PERSONNEL REPORTS
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.

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

UNFINISHED BUSINESS
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.

NEW BUSINESS
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.

AUDIENCE RECOGNITION
None

CORRESPONDENCE
None

ADJOURNMENT
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.

Respectfully Submitted,



Mary J. Robertson
Clerk-Treasurer



TOP OF PAGE


PDF Icon
  REGULAR COUNCIL MEETING - January 18, 2017


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.

ADOPT AGENDA
Giglio moved, seconded by Bracewell to approve 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 of December 14, 2016. Motion carried unanimously 5-0.

PRESENTATIONS/RECOGNITION
None

COMMISSION REPORTS
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.

PERSONNEL REPORTS
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.

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

UNFINISHED BUSINESS
None


NEW BUSINESS
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.

GRANT PROPOSAL
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.

LIFE INSURANCE
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.

AUDIENCE RECOGNITION
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.

CORRESPONDENCE
None

ADJOURNMENT
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.

Respectfully Submitted,


Mary J. Robertson
Clerk-Treasurer


TOP OF PAGE