September 14, 2009 Council Minutes

VILLAGE OF MATTAWAN
REGULAR COUNCIL MEETING
SEPTEMBER 14, 2009

MINUTES
                                                                                                                                                                                                                           

1.    CALL TO ORDER @ 7:00 pm

2.    PLEDGE OF ALLEGIANCE

3.    ATTENDANCE

Present:  Kucinich, Kirklin, Bemer, McLean, Markle, Spulick, Ashbaugh

Others present:  Superintendent Anthony, Ruth Goheen and others

4.    WELCOME TO THE PUBLIC

5.    ANNOUNCEMENT OF MEETING BEING RECORDED

6.    ADDITIONS TO AGENDA

President McLean removed item F under old business and replaced with Oak PUD, Kirklin added old business G use of DPW vehicle, and Kucinich added under new business F Village hall parking.

7.        APPROVAL OF THE AGENDA

Motion by Kucinich, support by Markle, to approve the agenda with the additions.  All members voted in favor.  Motion carried.

8.    APPROVAL OF THE MINUTES OF AUGUST 24, 2009

Motion by Ashbaugh, support by Kirklin, to approve the minutes of August 24, 2009 as printed.  All members voted in favor.  Motion carried.

9.      BILLS TO BE APPROVED IN THE AMOUNT OF $ 58,716.64

Motion by Markle, support by Spulick, to pay the bills in the amount of $58,716.64.  Roll call vote.  All members voted in favor.  Motion carried.

10.    LIMITED PUBLIC COMMENT ON ANY AGENDA ITEM

There was no public comment.

11.    BOARD AND COMMITTEE REPORTS

    A.  LAW ENFORCEMENT – CHAIR MCLEAN

Committee recommends 3-0 to purchase new police vehicle, 3-0 to purchase change over equipment for new vehicle, and 3-0 to purchase two new radar units, one for new vehicle and a hand held unit. .

Chair McLean reported on the Law Enforcement meeting of August 31, 2009, stating the Committee reviewed the requests from Chief VerHage for a new police vehicle, change over equipment and radar units. 

Committee recommends 3-0 to purchase the police vehicle from Berger in Grand Rapids, have Emergency Vehicle Services to the change over, and purchase the radar units from Decatur Electronics..

B.    PLANNING COMMISSION MINUTES OF JULY 15, 2009

The minutes are being reviewed by Attorney Graham

Goheen stated Attorney Graham has not reviewed the minutes of this meeting as of this meeting.

    C.  FINANCE MEETING OF SEPTEMBER 14, 2009 – CHAIR KIRKLIN

Chair Kirklin reported on the Finance meeting held earlier in the evening stating the Committee reviewed and signed the bank statements from June and July of 2009.  Kirklin stated the Committee also discussed the use of the Village DPW vehicle by Superintendent Anthony on a 24/7 basis. 

Committee recommends 3-0 to continue to let Superintendent Anthony use the vehicle to and from work for emergency purposes with Anthony keeping a mileage log on the week-ends.

12.      STAFF REPORTS

    A.      DPW SUPERINTENDENT’S REPORT – SUPERINTENDENT ANTHONY

Superintendent Anthony reported the department had repaired a service line leak, and have been working on the drainage easement in Summer Hill Estates.  They have been working at the arsenic treatment plants as it is approaching the 1 year mark. They have replaced several street signs and the graveling on 26th Street is complete and all are happy.  There has been vandalism in the park with kids riding their bikes off the picnic tables, down the hand rails and off the stage. Anthony stated the sewer video revealed a sulfuric acid problem eating away the man hole.  There was concern about the design the former engineer had done on this project.  Anthony stated it would be approximately $4,000 to line the man hole to stop the erosion.  He will have costs at the next meeting. 

Bemer asked about the flags being taken down.  Anthony replied they were all down and they had left them up over the week-end as Friday was the anniversary of 911.  The banners will be ordered in shortly when they are on sale and Council will have to pick the ones they want. 

Bemer asked about one more brush pick-up at the end of October.  Anthony replied he would check on the finances to see if we were able to accommodate one more month stating at the end of October they are also getting geared up for leaf pickup and it was a very busy time of year for their department. 

Bemer asked if the bushes in the business park could be trimmed.  Anthony stated he has talked to Ralph Moyle about replacing the bushes with Colorado Blue Spruce trees and Mr. Moyle was glad to replace the bushes with the trees.  Anthony stated he would use the trees from the park they get for Christmas. 

Spulick asked if there was something that could be done on Main Street by the railroad bridge and on South Main Street about the patch that keeps sinking.  Anthony stated he did not want to do anything with the railroad bridge and approach until they redid the railroad bridge and he would check with the engineers to see how that project was moving along.  As for the patch on South Main he working on getting some major work done to that man hole so the sinking problem can be taken care of properly.   

13.    OLD BUSINESS
   
A.      SAFE ROUTES TO SCHOOL

Please see Superintendent Anthony’s recommendations for Safe Routes to School.

Superintendent Anthony reviewed the three year plan to complete the sidewalks.  Anthony stated they would wait until the grant project was completed on McGillen before laying sidewalks.  He was asking for action to be taken regarding applying for the grant for $500.

Motion by Markle, support by Kirklin, to have LaGrow move forward with the grant application at a cost of $500.  Roll call vote.  All members voted in favor.  Motion carried.

    B.   CAPITAL IMPROVEMENT PLAN

Superintendent Anthony stated he would like this to go back to DPW for further review.

Motion by Spulick, support by Markle, to send the Capital Improvement Plan to the DPW Committee for further review and recommendations. Roll call vote.  All members voted in favor.  Motion carried.

    C.  PURCHASE OF NEW POLICE VEHICLE

Committee recommends 3-0 to Council to purchase a new 2010 police vehicle, a Chevy Impala, from Berger of Grand Rapids, in the amount of $19,991. 

Motion by Kucinich, support by Bemer, to allow Chief VerHage to purchase a new 2010 police vehicle from Berger in Grand Rapids.  Roll call vote.  All members voted in favor.  Motion carried.

    D.  PURCHASE OF CHANGE OVER EQUIPMENT

Committee recommends 3-0 to Council to purchase the change over equipment for new police vehicle from Emergency Vehicle Products in the amount of $4,425.74.

Motion by Markle, support by Bemer, to purchase the change over equipment for the new police vehicle from Emergency Vehicle Products.  Roll call vote.  All members voted in favor.  Motion carried.

    E.  PURCHASE OF RADAR UNITS

Committee recommends to Council 3-0 to purchase the two radar units, one stationary for the new police vehicle, and one hand held unit from Decatur Electronics in the amount of $ 1,658.

Motion by Kucinich, support by Markle to purchase the two radar units from Decatur Electronics in the amount of $1,658.  Roll call vote.  All members voted in favor.  Motion carried.  

    F.  OAK PUD PROJECT

Steve Kerr stated since there was no new zoning done at the Planning Commission and Council level he would still like to have the 168 units he requested.  He is looking for a decision from Council.

Motion by Markle, support by Spulick, to allow Mr. Kerr the 108 units as recommended by the Planning Commission.  Roll call vote.  Six members voted in favor. Ashbaugh voted against.  Opposition noted.  Motion carried.

G.    USE OF DPW VEHICLE BY SUPERINTENDENT

Motion by Ashbaugh, support by Markle, to continue to allow Superintendent Anthony the use of the Village vehicle 24/7 with the stipulation he track all the mileage on week-ends.  Six members voted in favor.  Bemer voted against.  Opposition noted.  Motion carried.

14.      NEW BUSINESS 
 
    A.  HYDRANT MARKERS

Superintendent Anthony stated they bought five with the new hydrants, but would like to put them on all the hydrants.  Anthony stated he has talked to Fire Chief Terron McLean and he feels the markers would be a great benefit to the fire department as well.   When the snow is so deep the hydrants are hard to locate.  Anthony stated to do all the remaining hydrants in the Village would cost $2,591.81.  Council agreed we should do all the hydrants in the Village for safety purposes.

Motion by Bemer, support by Spulick, to purchase the remaining hydrant markers in the amount of $2,591.81.  Roll call vote.  All members voted in favor.  Motion carried.

Spulick asked about an ordinance for residents to be responsible for keeping the hydrants in front of their homes cleared out in the winter.

Motion by Spulick, support by Kucinich, to send this issue to the Zoning and Ordinance Committee for review and recommendation.   Roll call vote.  All members voted in favor.  Motion carried.

    B.  PLUMBING PERMITS

Plumbing Inspector Rich Goris would like to know why the split on the plumbing permits in the Village is 80-20. Eighty percent going to Rich and twenty percent going to the Village, when all the building, mechanical and electrical are turned into the Township at a 90-10 split.  He would like to change this to match all the other permits and turn all into the Township with a 90-10 split and the Township would in turn send a check for the plumbing along with the building, mechanical and electrical all at 5%   This would also make it easier for the Township to track all the permits.  Right now they have to call us regarding any plumbing permits.  Ed Gregory was the old plumbing inspector and that is the way it has been since I have worked here starting in 2003.  When Ed retired there was no contract signed with Rich regarding the plumbing inspector position.  The Township actually hires the inspectors and we use them for Village inspections.   Basically what Rich is asking for is to turn in all permits to the Township with a 90-10 split.  Found a contract we had with Ed Gregory, however, the Village never signed on with Rich Goris.

Motion by Markle, support by Bemer, to stay with the 80/20 split with the Township receiving a copy of the plumbing permits for their records.  Roll call vote.  All members voted in favor.  Motion carried. 

    C. TREE REMOVAL BIDS

The tree removal bids were not available at this meeting.  Superintendent Anthony stated he would have them for the next meeting.

    D.  SET PUBLIC HEARING FOR SEPTEMBER 28TH FOR ICE PROJECT APPLICATION

We have to hold a public hearing on the proposed Infrastructure Enhancement Grant (ICE) for the CDBG Grant water project, then the minutes have to be sent along with the publishers affidavit to the State before we can proceed with the application for the grant.  Please see enclosed public hearing notice that will be printed in the Courier.

Motion by Spulick, support by Markle, to set the public hearing for the ICE project application for September 28, 2009.  Roll call vote.  All members voted in favor.  Motion carried. 

    E.  ADOPT RESOLUTION OF INTENT FOR PARTICIPATIING IN THE NATIONAL FLOOD                    INSURANCE PROGRAM

This is the final step in being able to participate in the NIFP Insurance program.

Motion by Markle, support by Spulick, to adopt a resolution of intent for participating in the National Flood Insurance Program.  Roll call vote.  All members voted in favor.  Motion carried.
    F.  VILLAGE HALL PARKING

Kucinich stated there was a great need for more handicapped parking.  Right now there is only one spot and there are three council members and one Village Planner who all need handicapped spaces.  Kucinich stated she has to get here 20 minutes early in order to get a space anywhere near the door and then the end one is on a slat when you get out of the car.  She feels we need to do something. 

McLean asked if anyone knew what the ratio was.  Joe Alexander of Powell stated he thought it was twenty to one.

Superintendent Anthony stated there were some possible ways to get a parking lot in the village vacant land next to Village Hall through the DNR Trail Head project.  Anthony stated it is in the Park and Recreation Plan. 

16.       COMMUNICATIONS

a.    MML Legislative Links for August 25, September 1, & 8, 2009
b.    Bloomington Communication Letter re: Fiber Ring
c.    Roundabout Article

   17.    COMMENTS FROM VISITORS

Chris Ballingall of 52789 25th Street asked if we could make the sidewalks wider could the kids ride their bikes on them also.  McLean stated probably not as it would be a safety factor. Ballingall stated since there are 40 more acres in the Village, could we change the Village limit signs.  She was also concerned about the speed difference in that area, as one portion is 35 mph and the other is 55 mph.  Anthony stated there were two things that have to be looked into, one being who will take care of the road in that area and the speed.  This is possibly something the Attorney will have to get involved in.

Ballingall asked if there were alarm on the well sites, she knew the arsenic treatment plants have them but didn’t know if the well sites did.  Anthony stated there were alarms on all the well sites.  Ballingall noticed the gates have been left open especially on Main Street a lot of the time.  Anthony stated he would talk to his technicians about that issue. 

Ballingall also had concerns about all the old trees and dead and loose branches in the Village, and wondered if we could hire someone to take care of them.

Ballingall asked if we could put some sensors on the sprinklers so when it is wet or raining they won’t come on, as we need to preserve our water better.

   18.       COMMENTS FROM COUNCIL

Bemer asked about tree replacement when we take one down.  Anthony stated when we take one down we try and put two news ones in somewhere.  He stated they have a flowering pear tree that does not get real big and the roots don’t go down so far as to interfere with sewer and water lines and he was looking into getting some. 

Bemer asked about the 50th anniversary for the Village and was anything planned.  It was suggested this go to Parks and Recreation.

Motion by Bemer, support by Spulick, to send the 50th Village anniversary to the Parks and Recreation Committee for review and recommendation.   Roll call vote.  All members voted in favor.  Motion carried.

     19.    ADJOURNMENT

    The meeting was adjourned at 8:16 PM.