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2018 - COUNCIL MEETINGS








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  REGULAR COUNCIL MEETING



MARCH 21, 2018

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

ADOPT AGENDA
O’Halloran moved, seconded by Giglio to adopt the March 21, 2018 agenda as presented. Motion carried unanimously 5-0.

APPROVE MINUTES
Giglio moved, seconded by Bracewell to approve the minutes of the Regular Council Meeting of February 21, 2018 as presented. Motion carried unanimously 5-0.
PRESENTATIONS/RECOGNITION
2016/2017 AUDIT
Brian Hake of Kruggel, Lawton & Company LLC presented the Village’s audit report for fiscal year 2016/2017. Hake said that as in the past years, they have issued a clean opinion which is the highest level they can give. The General Fund ended with a fund balance of $ 861,000 which is a decrease of about $207,000 resulting from transfers out of the General Fund with one for the purpose of paying in full a $135,000 bond in the Water Fund. The Fund Balance as stated in months of expenditures is now 13 months, down from 16 months last year. This is still a relatively healthy and reasonable fund balance.

The Water Fund generated a profit of $184,000 which included the transfer from the General Fund of $135,000. The actual profit is the difference between the two. The Golf Fund ended with a profit of $17,000 which is consistent with last year.

Leonard thanked Hake for his work on the audit and recognized Clerk-Treasurer Mary Robertson for the hard work and excellent record keeping.

Leonard said he recently spoke with Janet Cocciarelli of The Pokagon Fund and was told that the Four Winds Casino has experienced a decrease in revenue of 15% with the opening of the new casino in South Bend which will affect the funds the Village receives from the LRSB and Pokagon Fund.

MARQUETTE GREENWAY UPDATE – MARCY HAMILTON
Marcy Hamilton of the Southwest Michigan Planning Commission updated the Council on the proposed Marquette Greenway Bicycle Trail that will run from Chicago to downtown New Buffalo. Half of the trail has already been built or funded to the Indiana state line, and she is working on getting the 3.8 miles from the Indiana state line into down town New Buffalo. She said they normally like to put in a 10’ wide paved path with 2’ on each side for a total of 14’. She stated planning is going extremely well and community support has been amazing.

There were concerns from Council members regarding the location of the trail at Grand Beach Road and Deer Park, and Hamilton said she will find a way to cross over Grand Beach Road before getting to Deer Park. Council members asked why the trail doesn’t run between US 12 and the railroad tracks and she said it is very difficult to obtain easements from Amtrak, although it might be doable. She said is not as



safe and pretty as riding along Grand Beach Road. She is also concerned with the entrance into Grand
Beach off of Highway 12.

She said funding is going well and she will be applying for grants in April and May. They have a $150,000 commitment from New Buffalo Township and $37,500 commitment from New Buffalo City.
Carolyn Ramsey of the Marquette Greenway support group presented 332 letters of support to the Council which were collected in a little over a week. She talked about the safety issues of riding along US 12, and said that property values have been shown to increase when there is a bike path in the community.

Hamilton will continue to work with the council to find what is pleasing and the safest route. She said this will be an incredible resource for the community.

COMMISSION REPORTS

BUILDING & ZONING: Bracewell had nothing to report.

PARKS & BEACHES: Giglio reported that the waves have taken a toll on a lot of the properties along the lake and even on some of the rock that was recently put in.

STREETS & WATER: Leonard reported that we continue to fill potholes.

POLICE: Lindley reported that we are now sharing scheduling with Michiana and it is going well. She said if you need an officer, call the sheriff’s dispatch number (866-630-7679) and they will get in touch with an officer. If it is an emergency, call 9-1-1.

PRO-SHOP & COURSE: O’Halloran said the course will open April 1 dependent on weather. He said the installation of the engraved bricks will begin during the first week of May.

SERVISCAPE REPORT
Clay Putnam reported that they are prepping the golf course to open on April 1st. They received a second proposal for a diver to inspect the water intake and Peerless Midwest has started their study.

PERSONNEL REPORTS
SUPERINTENDENT & POLICE CHIEF: Superintendent Bob Dabbs and Police Chief Dan Schroeder had nothing additional to add to their written reports.

BUILDING INSPECTOR: Bill Lambert reported that there have been permits issued for two new homes
in Golfmore Estates and one on Station Road.

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

UNFINISHED BUSINESS

CHARTER REVISION
Leonard said that at the last meeting the Council was given information regarding a Charter Revision to
compensate Council members for their work. Bracewell said that for the last three years he has been trying to change the charter so that future Council members will be compensated for all of the time and hard work they put into serving the Village. He said the way the language is written, no one currently on the Council will benefit unless they lose an election and run again. He believes that people that serve on the Council should be compensated. The public will vote on the charter revision at an upcoming election.

BALLOT PROPOSAL LANGUAGE – PER MEETING COMPENSATION
Bracewell moved, seconded by Giglio to accept the language suggested by Attorney Sara Senica with the additional language regarding when compensation begins for Council members and striking the word “salary” and inserting the word “compensation”. Motion carried unanimously 5-0.

REVETMENT/DRAINAGE WORK AT PUMP HOUSE
Leonard said that we will need to put revetment in to protect the pump house and the drain tile and to prevent any further erosion of that dune. Superintendent Bob Dabbs said the pump house is protected with jetties and steel, but neighbors have poured more cement around there and we are getting a lot of water behind the pump house because of that.

Leonard moved, seconded by Bracewell to contact Abonmarche and set in motion the engineering design to protect our pump house and the drainage tile. Once there is a proposal, it can be approved at a subsequent meeting and authorization can be given to them to submit a permit application to the DEQ. Motion carried 5-0. Leonard and Dabbs think that it could cost the Village $75,000.

REVETMENT WORK - LAKE PARK AND STRAUSS
Leonard said there is a 50’ Village access point with no rock protecting it near Lake Park and Strauss. It hasn’t been used in a long time. Water is getting behind the revetment at the Heakin house located next door and they have hired Abonmarche to prepare drawings for them and submit a permit application to the DEQ. The Heakins will have Donkersloot set the rock in the spring and Leonard believes that if the Village purchases the rock, they will pay to have it set like has been done previously along Lake View.

PROPOSAL TO INSPECT WATER INTAKE FOR GOLF COURSE IRRIGATION
O’Halloran said that there is a second proposal for a diver to inspect and take photos of the water intake although he is disappointed with the high cost. The Council has been talking about finding an alternate source of water so that the Village is prepared if something ever happens to the water intake. The Council will also get a report from Peerless Midwest to show where water might be available for a well on the golf course. The next step is to evaluate what it would cost to drill a well and hook up to the current system. This will be added to the April agenda.

NEW BUSINESS

ENGINEERING DESIGN & PERMITTING FOR REVETMENT WORK ON VILLAGE ACCESS & PUMP HOUSE PROTECTION
Discussed earlier in the meeting.


NAME 42 ACRE PARCEL FOR GRANT APPLICATION
Giglio said that at the recent Parks and Recreation Committee meeting there were a few names suggested
for the 42 acre parcel for grant purposes and the name they came up with was the Grand Beach Nature Preserve. Leonard moved, seconded by Bracewell that for grant application purposes, the name of the 42 acres will be the Grand Beach Nature Preserve. Motion carried unanimously 5-0.

RESOLUTION OF SUPPORT FOR GRANT APPLICATION
Leonard said that the Village must submit the grant application to purchase the 42 acres of land by April 1 and one of the requirements is a resolution from the Council. Leonard has tried contacting appraiser Ernie Demba several times because he was to give him an appraisal number prior to this meeting to be used in the resolution for the grant application, but he has not heard from him. As soon as he hears from Mr. Demba, he will send an email out to the Council for information purposes. He suggested filling in the blanks on the resolution once the Council gets the appraisal figure from Demba.

Leonard moved, seconded by Giglio to approve the resolution with the understanding that the amount of matching funds for the resolution and grant application comes from a verbal report from Ernie Demba and to include $150,500 Committed Cash Donations to come from interested participant residents and the remaining $650,000 to come from Village funds. Motion carried unanimously 5-0.

Sheila McGinnis gave a letter to Leonard that stated that she has $150,500 in committed funds to be used towards the matching funds. McGinnis will update the Council as she continues to raise funds.

ACCEPT GEORGE KEELER’S RESIGNATION
Lindley moved, seconded by Leonard to accept Officer George Keeler’s retirement as of March 16, 2018 with many thanks for his service over the years. Motion carried unanimously 5-0.

POLICE OFFICER WAGES
Lindley said that Michiana set their part-time officer wages at $17.50 per hour, so she would like to set our part-time officers at the same pay rate. Lindley moved, seconded by Leonard to increase all part-time police officer wages to $17.50 per hour effective March 29, 2018. Motion carried unanimously 5-0.

POLICE RADIOS
Police Chief Dan Schroeder said that at the recent budget meeting, he asked the Council to put in a line item to set funds aside to replace the 800 MHz radios that are now 16 years old. Parts are no longer available for them, and now that the officers will be patrolling in Michiana they will need dual band radios to be in contact with departments in LaPorte County in addition to Berrien County. The most recent bid is approximately $5,000 per radio and the police department needs three portables and three mobiles.

Lindley moved, seconded by Bracewell to purchase three portable police radios from Telerad at a cost of $15,904.50. Motion carried unanimously 5-0.

BRICK INSTALLATION BIDS
O’Halloran said that we will be getting our blank bricks for the brick project from Rose Brick and will be buying the engraved bricks from Bricks R Us, and are looking at bids for installation of the bricks.


O’Halloran moved, seconded by Giglio to approve a bid from ServiScape in the amount of $3,100 for
installation of the bricks. Motion carried unanimously 5-0. Lindley thanked O’Halloran for hard work and
good ideas for improvements to the pro shop to be done with the funds that were raised.

Other bids were received from Beachside Gardens at $3,200 and New Frontier Landscaping at $3,936.

APPROPRIATE FUNDS FROM BRICK FUNDS
Funds will be paid for from the $19,000 funds raised from the sale of engraved bricks.

PURCHASE SECOND IPAD AND SOFTWARE SERVICE FOR PRO SHOP
O’Halloran moved, seconded by Leonard to purchase a second iPad for the NCR Silver software for the pro shop with the cost not to exceed $500. Motion carried unanimously 5-0.

FEASIBILITY STUDY FOR VILLAGE HALL
Leonard said that there are serious issues outside of the clubhouse with concrete falling apart from the upper deck. We have to figure out a way to protect the cement from the freeze/frost cycle on the upper deck. The water from the deck flows towards the building instead of away from the building. Bob Dabbs has talked to three architects about the problem and has received information from architect Bill McCollum, with different options included. His pricing will depend on which option the Council decides on. Architects have suggested a structural engineer look at it. Leonard suggested the Council take home the information from McCollum and study it and decide what options they want to do at the April meeting.

REPLACE SEPTIC TANK – MAINENTANCE/POLICE BUILDING
Bob Dabbs told the Council that the septic tank located near the maintenance building needs to be replaced, and he needs to apply for a permit with Berrien County Health Department who will design the system. This will be added to the April agenda.

UTILITY BATHROOM FOR MAINTENANCE BUILDING
Dabbs explained that they want to install a bathroom with a utility sink and toilet. ServiScape will provide part of the funding for the estimated $2,500 bathroom. This will be discussed in April.

ENGINEERING AND PERMITS FOR DRAIN PROJECT
Dabbs told the Council that he received three bids to move the drain that runs from the park onto private property with the low bid at $36,000 plus the cost of road paving. The Village cannot move the drain without a permit from the DEQ since moving it will disturb the creek. He contacted Merritt Engineering and they said it will cost $3,000 to $4,000 to prepare the design drawings, prepare the permit application and pay the fees.

Leonard moved, seconded by O’Halloran to hire Merritt Engineering to do engineering and permitting for the drain project. Motion carried unanimously 5-0.

PROPERTY, LIABILITY & AUTO INSURANCE
Leonard moved, seconded by Giglio to approve the property, liability and auto insurance proposal for the Village as presented. Motion carried unanimously 5-0.


REMOVAL OF COYOTES
Leonard said the Clerk has received complaints concerning coyotes in the Village, with one homeowner’s small dog taken from their yard by a coyote. He said several years ago while walking his dog on Deer Park,
three coyotes came out of the bushes and tracked him and his large dog. An audience member said when there was deep snow, there were at least 12 coyotes in the road in front of Subway in New Buffalo.

Leonard suggested homeowners keep their properties clean without leaving food out to attract them. A resident said that she has noticed fruits and vegetables in the area of the preserve that were probably left for deer, but this food attracts the animals that the coyotes feed on. She said that it is not wise to bait them, because that will bring in more from other areas. Leonard said it is open season in the State of Michigan and property owners are allowed to trap and kill the coyotes although shooting is not allowed in the Village by ordinance. Residents should consider clearing brush from their property so that they don’t have a place to hide. If you have small animals, keep a close eye on them. If a homeowner feels it necessary because of a threat or damage to their property, they can hire someone to put a trap on their private property. Leonard said the coyotes have become more urbanized and if it gets to a point where they don’t respect our boundaries, we are going to have to do something about it because we have to protect the small children and pets.

PICKLEBALL COURT
Leonard said there are many people in the Village that play pickleball and the council was thinking about putting a pickleball court next to the tennis court. He said there could be a GoFund Me campaign so that people who are interested in putting in a court can help fund it. Another alternative would be to use some of the funds that have been set aside for beach stairs since we don’t have any beaches this year. Bob Dabbs received a bid from Arnt Asphalt to install a pickleball court with a fence at a cost of $22,620. Giglio said he will talk to someone that he thinks is willing to donate funds toward the pickleball court.

AUDIENCE RECOGNITION:
Village employee Dale Powell suggested that carrying a CO2 air horn might help if approached by coyotes because they do not like the noise.

CORRESPONDENCE:
JACK STEWART - BEACH ACCESSES
Jack Stewart sent a letter asking the Village to do what they can to protect the beach accesses where there is beach. The council assured him that the Village will take care of them before the summer season.

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

With no further business, the meeting was adjourned at 10:00 p.m. EST.

Respectfully Submitted,



Mary J. Robertson
Clerk-Treasurer


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  BUDGET WORK SESSION



MARCH 10, 2018

The Village Council for the Village of Grand Beach held a Work Session on Saturday, March 10, 2018. The Work Session was called to order at 9:15 a.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, 2018 – October 31, 2019 Fiscal Year Budget.

Present in addition to Paul Leonard were council members Frank Giglio, Deborah Lindley and Blake O’Halloran and staff members Superintendent Robert Dabbs, Clerk-Treasurer Mary Robertson and Police Chief Dan Schroeder. James Bracewell was not in attendance. There were no members of the public present.

NEW BUSINESS
The draft budgets for fiscal year 2018/2019 were discussed.

General Fund: After much discussion about necessary repairs to the building, septic tank, and moving a drain located on private property, there was a change to the General Fund budget to include setting aside $5,000 in Capital Projects towards the purchase of new police radios. The General Fund ended up with revenue over expenditures of $37,813. The reduction of a police officer who retired and was not replaced was the reason that the budget showed revenue over expenses for the year. The budget includes transfers to Capital Projects in the amount of $94,400 for future purchases of equipment and capital improvements.

Water Fund: There was discussion regarding future needs in the water fund. When discussing water revenues, O’Halloran suggested increasing the proposed water revenues - residential to be more in line with water revenues - residential of 2016/2017. Water sales revenue was increased by $30,000 to $350,000. The budget includes setting money aside to paint the inside of the water tower, move water lines, and purchase new water meters. The budget shows a deficit of $58,374 for 2018/2019.

Golf Fund: Blake O’Halloran talked about the need to do tree trimming on the golf course and Clerk-Treasurer Mary Robertson noted that there was money in the Village’s budget and also ServiScape’s budget for tree trimming. O’Halloran discussed the need to purchase a used rental cart at $3,000 and said that it will pay for itself in 2 ½ years. He would like to purchase a new ice cream cabinet at an estimated cost of $4,000 from the proceeds of the brick sales. The $4,000 expense was removed from the equipment purchase line leaving revenue over expenditures at $848.

Local & Major Street Funds: There was discussion regarding paving, and there are no plans for street paving in the 2018/2019 budget. The Local Street Fund shows revenue over expenditures of $3,169 with no changes made to the proposed budget. The Major Street Fund shows revenue over expenses of $7,965 for the budget year.

Building Inspection Fund: With no changes to the proposed budget, it shows a deficit of $10,600.

With no further business, the work session was adjourned at 12:50 p.m. EST.

Respectfully Submitted,

Mary J. Robertson
Clerk-Treasurer


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  REGULAR COUNCIL MEETING




FEBRUARY 21, 2018



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 Deborah Lindley. Blake O’Halloran arrived at the meeting at 8:04 PM EST.



ADOPT AGENDA

Bracewell moved, seconded by Lindley to adopt the February 21, 2018 agenda as presented. Motion carried unanimously 4-0.



APPROVE MINUTES

Giglio moved, seconded by Bracewell to approve the minutes of the Regular Council Meeting of January 17, 2018 as presented. Motion carried unanimously 4-0.

PRESENTATIONS/RECOGNITION

None



COMMISSION REPORTS



BUILDING & ZONING: Bracewell reported that the project on Oak Street is underway after almost two years.



PARKS & BEACHES: Giglio reported that there is still a lot of ice up against lakefront property. He said steel sheets near the pier are starting to surface and we might need to cover them in the summer. Since there is not going to be any beach this year, he suggests putting fence around the pier so people can sit on the pier and look at the lake, boats and Chicago. This idea will be discussed at the budget meeting.



STREETS & WATER: Leonard reported that potholes continue to be filled.



POLICE: Lindley reported that the Council has received a letter of resignation from Officer George Keeler effective March 16, 2018.



PRO-SHOP & COURSE: O’Halloran was not in attendance for his report.



SERVISCAPE REPORT

Clay Putnam was not in attendance.



PERSONNEL REPORTS

SUPERINTENDENT: In addition to his written report, Superintendent Bob Dabbs said they are pumping water out of the park, and he thinks the drain pipe is beginning to plug up again in the resident’s yard across from the park. A 42” concrete pipe that drains water under Crescent Road has broken and shifted and will cause the road to start shifting. They plan to replace a drywell at Holiday Hills and Maple Street in the next week or two and then replace a drywell on Lake View.



POLICE CHIEF: In addition to his written report, Police Chief Dan Schroeder said the new squad car should be here in the middle of March. The officers are set to begin patrolling in Grand Beach and Michiana on March 1.



BUILDING INSPECTOR: Bill Lambert was not in attendance.



BILLS TO BE PAID

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



CHARTER REVISION

Leonard said that the Charter Revision was put on the agenda under unfinished business to try and revise the charter to allow for compensation to Council members.



GEORGE KEELER RETIREMENT

Lindley said that there is going to be a retirement party that is open to the public for Officer George Keeler at the Hall on Friday, March 2nd from 1:00 - 3:00 EST.



NEW BUSINESS



BALLOT PROPOSAL LANGUAGE – PER MEETING COMPENSATION

Leonard said that Attorney Sara Senica provided language for a charter revision to allow Council members to be compensated for time spent outside of the meeting and at the meetings. She provided Clerk-Treasurer Mary Robertson with additional language for the Council to review and discuss at the March meeting.



RESOLUTION TO ADD STREETS TO ACT 51 MAP

Leonard moved, seconded by Lindley to adopt Resolution No. 2018-01 to add streets to the ACT 51 map as presented. Motion carried unanimously 4-0.



CHANGE PORTION OF PERKINS, GRAND BEACH ROAD AND ENTIRE GOLFVIEW FROM LOCAL STREET TO MAJOR STREET DESIGNATION FOR ACT 51

Leonard explained that the Village needs to submit paperwork to the State of Michigan in order to change portions of Perkins, Grand Beach Road and the all of Golfview from local to major street designation for ACT 51. These are the only thoroughfares connecting the south end to the north end of the Village.



FENCE AT WATER TOWER – BID

Leonard moved, seconded by Bracewell to approve a bid dated February 9, 2018 of $2,132 to Fence Masters to replace the fence around the water tower. Motion carried unanimously 4-0. Other bids were received from Action Fence $5,182 and Arrow Fence & Gate $2,645.



REVETMENT/DRAINAGE WORK AT PUMP HOUSE

Leonard told the Council that he and Superintendent Bob Dabbs recently looked at damage done around the pump house. He stated that in the last year or so, the Village put rock in to protect the drainage near the McDonald property and all of that rock is now gone. The sloped ramp that went down from the road to be used as a staging area has now been washed away and there is a 12’ - 15’ cliff there. He is afraid the road will be compromised and the erosion could get behind the pump house. He and Dabbs came to the conclusion that the area will need armor rock to protect it. He asked council members to take a walk down



there and look at it because if nothing is done there will be much bigger problems down the road. The pump house and the underground piping system that is used for the irrigation on the golf course needs to protected. The Council will discuss this at the March meeting.



REVETMENT WORK – LAKE PARK AND STRAUSS

Leonard said that the Heakin property at Lake Park and Strauss which is part of the critical dune has suffered because the water is going behind their revetment and causing erosion. The 50’ of property located south of the Heakin family is owned by the Village, but has not been improved. Donkersloot is going to work on the Heakin property once the ice shelf is gone and Leonard thinks that when Donkersloot is doing the work there, the Village should consider having work done on the Village property to protect the dune. The family has talked with Leonard because in order to make this work on their property, the rock will need to be extended across the Village property. He hopes to work out a deal with them similar to what was done recently along Lake View with the Village paying for rock to be placed on the Village property and the Heakin family paying for other costs. The Council will discuss this at the March meeting.



DRIVING RANGE LEASE

Bracewell moved, seconded by Lindley to approve the Driving Range Lease as presented. Bracewell extended a thank you on behalf of the Village to Grand Beach Land Development for their generosity in leasing the range to the Village for $1.00 per year for many years. Motion carried unanimously 4-0.



O’Halloran arrived at the meeting at 8:04 p.m. EST.



GOLF CART PARKING STICKER FEES

O’Halloran said that the Village did not raise cart fees last year, and this year ServiScape is proposing a 3% increase in their services so he would like to add $5 to the fees across the board. He has checked around with other communities and the $230 fee to use the cart on the streets and golf course is very low. He

thinks by increasing the cart parking sticker fees and the golf fees as proposed , the 3% increase from ServiScape can be covered.



O’Halloran moved, seconded by Giglio to increase the price of golf cart sticker fees as presented. Motion carried 3-2 with Giglio, Leonard and O’Halloran voting aye and Bracewell and Lindley voting nay.



GOLF FEES

O’Halloran suggested raising the golf fees by $1.00 for juniors 14-21 to $9.50 and children 6-13 to $6.00. He suggested raising the junior 14-21 pass to $90, children 6-13 season pass to $75 and children family pass – three children (maximum) 6-13 years old to $130.



O’Halloran moved, seconded by Leonard to approve the 2018 golf fees as presented. Motion carried 4-1 with Giglio, Leonard, Lindley and O’Halloran voting aye and Bracewell voting nay.



“NCR SILVER” SOFTWARE FEE AND HARDWARE PURCHASE - PRO SHOP

O’Halloran said the computer system we currently use in the pro shop is old, and there are many things that we can’t do with the system. He recently met with Clerk-Treasurer Mary Robertson and a Horizon Bank representative to learn about the NCR Silver point of sale system which will allow the Village to track inventory in and out, put discounts in the system, use gift cards and send emails to those in the data base.



The cost of the NCR Silver software is $60 per month, and is only charged during the months when it is in use. The Village will need to purchase an iPad to use the system which will be a lot more user friendly. O’Halloran moved, seconded by Leonard to purchase the NCR Silver point of sale system for the pro shop and to purchase an iPad at a cost not to exceed $550. Motion carried unanimously 5-0.



PROPOSAL TO INSPECT WATER INTAKE FOR GOLF COURSE IRRIGATION

O’Halloran said that since the Council has been talking about water for the golf course and erosion at the beach; what was a discussion in the past is now turning into a major concern. He is very concerned about what is going to happen this year. We are expecting 10 days above freezing and the ice shelf is going to be going away. If the water starts swirling around behind the pump house, we are going to have some serious issues. The Village does not currently have an alternative source of water for irrigating the golf course, so if something happens to the water source, we should have an alternative for the future. Bracewell said the previous alternative plan was aggressive maintenance of the pumps to keep them from breaking down.



O’Halloran said there are two bids regarding the water source. One is a bid to hire a diver to go down and find out what is going on with the intake and if lines are covered with sand, we are fine. The other is from Peerless Midwest to do a background study for developing groundwater as an irrigation supply for the golf course.



Leonard said the pump house is a critical part of the infrastructure and the Village has to protect it because the golf course is one of the jewels of the Village. O’Halloran suggested waiting until the March meeting to get more bids to inspect the water intake.



PROPOSAL FOR BACKGROUND STUDY FOR DEVELOPING GROUNDWATER AS AN IRRIGATION SUPPLY FOR GOLF COURSE

O’Halloran moved, seconded by Leonard to approve the bid from Peerless Midwest at a cost of $3,500 for a background study for developing groundwater as an irrigation supply for the golf course. Motion carried unanimously 5-0.



HALL RENTAL – FRANK DOLAN, DATE CHANGE FROM MAY 12 TO JUNE 2, 2018 APPROVED BY SOCIAL CLUB

Leonard moved, seconded by Lindley to approve the date change for a hall rental for Frank Dolan from May 12, 2018 to June 2, 2018. Motion carried unanimously 4-0. Motion was approved prior to O’Halloran’s arrival at the meeting.



Leonard moved, seconded by Bracewell to approve the Grand Beach Hall contract which includes language to allow people to donate the $100 security deposit back to the Village. Motion carried unanimously 4-0. Motion was approved prior to O’Halloran’s arrival at the meeting.



AUDIENCE RECOGNITION:

None



CORRESPONDENCE:

None




ADJOURNMENT:



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



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



Respectfully Submitted,


Mary J. Robertson

Clerk-Treasurer


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  REGULAR COUNCIL MEETING




JANUARY 17, 2018



CALL TO ORDER

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



ADOPT AGENDA

Bracewell moved, seconded by O’Halloran to adopt the January 17, 2018 agenda as presented. Motion carried unanimously 5-0.



APPROVE MINUTES

O’Halloran moved, seconded by Bracewell to approve the minutes of the Regular Council Meeting of December 20, 2017 as presented. Motion carried unanimously 5-0.

PRESENTATIONS/RECOGNITION

None



COMMISSION REPORTS

BUILDING & ZONING, PARKS & BEACHES: Bracewell and Giglio had nothing to report.



STREETS & WATER: Leonard said the Village has been doing a lot of plowing and streets are in good shape.



POLICE: Lindley said the Police Chief just gave her a copy of what Michiana is doing with the logo on their police cars so that they show that they are serving Michiana and Grand Beach. Leonard thinks it is a good idea to keep our identity on our cars to distinguish our vehicle from theirs. Lindley said as we continue with the sharing of services, this is the type of thing that will need to be discussed.



PRO-SHOP & COURSE: O’Halloran said that he will be meeting with Karen Poff of Horizon Bank to discuss a new software system for the Pro Shop to be used with iPads to be more user friendly and the system will give a lot more flexibility with inventory and price changes.



SERVISCAPE REPORT

Clay Putnam told the Council that they will begin reconditioning tees and greens supplies and are seeking bids for materials and supplies for 2018. There has been minor discussion about the intake line in the lake. They would like to get an idea of the current condition of the pump’s intake line by sending a diver down to examine it and hope to get an idea of how long the system will last. Once they know how long it might last, they will identify other sources of water for irrigating the golf course such as wells or purchasing municipal water and the associated costs.



PERSONNEL REPORTS



SUPERINTENDENT: In addition to his written report, Superintendent Bob Dabbs said that all of the snow plowing equipment is working well. The Council told him that they appreciate the great snow plowing that has been done, especially over the holidays when the plowing took employees away from their families.



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







BUILDING INSPECTOR: Bill Lambert said the house that is under construction on Oak will continue soon as they have hired a contractor to do the framing. All four houses under construction are coming along well.



BILLS TO BE PAID

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



UNFINISHED BUSINESS



TREE REMOVAL AND REPLACEMENT ORDINANCE

Leonard said that he thinks the sample ordinance that was discussed last month is overkill. O’Halloran said it is difficult, but he would like to see as many trees kept on the property as possible when someone is building, but he doesn’t know how to regulate it. Leonard wondered how involved the Village government should be in regulating something that should be up to the property owner. He said a better way to address this might be to have something in writing in our ordinances about tree preservation. Bracewell said that the trees that were removed that caused concern to some people were removed to make room for construction. O’Halloran said we should push to have people maintain their trees and as building permits come up, keep an eye on them to make sure they aren’t taking down trees unnecessarily.



NEW BUSINESS



APPROVAL OF COMBINED GRAND BEACH/MICHIANA POLICE SCHEDULING

Lindley explained that the Council previously voted to continue to explore combining services with Michiana and to evaluate how it is working in February, but the shared schedule will actually begin in March.



Lindley moved, seconded by Bracewell to approve the combined Grand Beach/Michiana services police scheduling with Michiana. Motion carried unanimously 5-0.



GEORGE KEELER RETIREMENT

Lindley said that we need to have policies in place and we have sent our employee handbook to Attorney Sara Senica for her advice. Lindley said we don’t have anything in writing from Officer Keeler who was set to retire at the end of February, but now wants to retire at the end of February and use his vacation hours of approximately six weeks while remaining on the Village health insurance for two months at a cost of $1,882 per month.



Lindley said our attorney and insurance agent have both said that this is not a good precedent to set because if you do it this time, you have to do it for everybody. Lindley would recommend that the Council accept his February 28th retirement date and pay out his vacation time. Leonard said that is what most employers do; they pay out their vacation and sick pay and they are retired and the employer’s exposure to any liability comes to an end.



Bracewell suggested looking into the vacation day carry over and said that he believes in most corporations, you retire on a certain date and you receive a package with any hospitalization that you might have due to you. If you don’t use sick and personal days, you lose them.





Bracewell said his last day would be February 28 and he would be given a check for the remainder of his vacation days. Leonard said it would be helpful if Lindley as Police Commissioner write a letter stating that the letter is confirming that he is retiring on February 28.



O’Halloran wants to see a policy that spells out benefits, but does not want to take anything away from the employees. He said the policy will be used for all employees, and not just for one or two. Lindley said she will sit down with Robertson and talk to other people to see what their policies are.



Leonard moved, seconded by O’Halloran to spend up to $300 for refreshments for an event open to the public at Village Hall. Motion carried unanimously 5-0.



LETTER OF SUPPORT OF NEW BUFFALO TOWNSHIP GRANT PROPOSAL TO THE POKAGON FUND FOR HYDRAULIC STUDY & GIS MAPPING

Leonard said that a group of local communities are working to put together a study and a GIS map which will help identify the location of all of the water lines in these communities.



Leonard moved, seconded by O’Halloran to approve a letter of support of a New Buffalo Township grant proposal to The Pokagon Fund for a hydraulic study and GIS mapping. Motion carried unanimously 5-0.



AMEND ZONING MAP

Leonard said the Planning Commission is recommending a change to the Zoning Map for 10 lots located on Station Road from Low Density Residential (LDR) to Medium Density Residential (MDR) which will allow for less restrictive setbacks, smaller square footage and more narrow lots.



The Planning Commission approved all of this and his understanding is that those 10 lots should have been zoned Medium Density Residential in the first place There was no opposition at the Planning Commission meeting and no opposition at tonight’s meeting.



Leonard said that the Zoning Ordinance requires “Findings of Fact” when amending the Zoning Ordinance. The facts to be considered are:



A. Whether the requested zoning change is justified by a change in conditions or the original ordinance was adopted by an error. Leonard believes that the original ordinance didn’t take into adequate consideration the character of these lots, and they should have been zoned Medium Density instead of Low Density Residential.

B. Possible precedent and effects if approved. Leonard doesn’t see any adverse impact on Village ordinances, the character of the Village, Village traffic or property values and he does not see any negative effect from changing the zoning.

C. The availability of public services if approved. Leonard said that public services are just as available then as they are now.

D. Effect on Village policies if approved. Leonard said the plan sets out clearly what is required for Medium Density and it brings those lots into conformance.

E. Consequences to the Master Plan if approved. Leonard said if anything, it brings that section into better conformity with the Master Plan.





F. Whether the health, safety, welfare is furthered by the approval. Leonard doesn’t see any negative effects and if anything, it will eliminate any arguments between neighbors on what they can and cannot do.



Leonard moved, seconded by Bracewell to adopt these as “Findings of Fact” of the Council. Motion carried unanimously 5-0.



ORDINANCE TO AMEND ZONING ORDINANCE

Leonard moved, seconded by O’Halloran to adopt ordinance number 2018-93 to amend the Zoning Ordinance to change the zoning from Low Density Residential to Medium Density Residential for lots 1 (46320 Station Rd.), 2 (46318 Station Rd.), 3 (46316 Station Road) and 4 (46314 Station Rd.) of Block 11 and lots 1 (46312 Station Rd.), 2 (46310 Station Rd.), 3, 4, 5 and 6 of Block 12, Michigan Shores Country Club Estates subdivision. Motion carried unanimously 5-0.



CHARTER REVISION

Clerk-Treasurer Mary Robertson said she had a discussion with Village Attorney Sara Senica regarding an amendment to the charter to allow for compensation to the Council. Senica said we need to revise the Charter which will take 1-1 1/2 years to complete. It is up to the Council on whether they want to wait for a full revision or put the one amendment on the ballot for the General Election. The Council previously tried to place four charter amendments on the ballot, but was told by the Attorney General that they would have to do a charter revision because the charter needed to be revised. The language for the amendment needs to be submitted to the Attorney General and Berrien County for their approval. The Council directed Robertson to speak with Attorney Senica to get the language ready for the February meeting so the Council can review.



AUDIENCE RECOGNITION

None



CORRESPONDENCE

MR. & MRS. HANG – THANK YOU

Leonard said the Council received a thank you note from Mr. & Mrs. Hang in regards to the use of the hall and surrounding grounds for their wedding.



ADJOURNMENT

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



With no further business, the meeting was adjourned at 8:32 p.m. EST.



Respectfully Submitted,


Mary J. Robertson



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