Minutes of the Village of Martin Board
August 10, 2009
Martin Village Council
Regular Meeting
August 10, 2009
The Martin Village Council met for its regular meeting on August 10, 2009, at the Martin Village Office, 1586 South Main Street, Martin, Michigan
Call to Order and Pledge to Flag: The meeting was called to order at 7:30 p.m. by President Harness, followed by the Pledge of Allegiance to the American flag.
Roll Call: All members were present: Harness, Seiser, Martin, Brinkhuis, Flower, Rambadt and Acting Clerk Merrill.
Approval of Minutes: Motion was made by Member Rambadt and seconded by Member Flower to approve the minutes of the regular meeting of July 13, 2009, as submitted. Motion carried.
Recognition of Visitors: County Commissioner Don Black arrived at 7:38 p.m.
Approval of Agenda: Brinkhuis requested the addition of Employment to New Business. Motion was made by Member Martin and seconded by Member Rambadt to approve the agenda with addition. Motion carried.
Communications: The following were presented:
1. Federal Express delivery letter from Charter Communications notifying the village of their intention to renew the Franchise Agreement in conformance with the Cable Act.
2.Invitation to attend the Allegan Conservation District Annual Meeting and Tour on August 28, 2009, at the Allegan Township Hall.
3.Letter dated July 29, 2009, from Wood Chooi of the State of Michigan DEQ stating that the Reliability Study submitted by Matt Davis of Wightman & Associates meets the requirements of the Michigan Safe Drinking Water Act.
4.Notice from West Michigan Regional Planning Commission regarding a proposed project by the City of Plainwell to build a new public safety facility.
Treasurer’s Report: Treasurer Rambadt reported that all funds balance with the bank. She also stated that summer taxes are coming in slowly, and that she is collecting taxes at the village office only one evening. After review of the July report, motion was made by Member Flower and supported by Member Martin to approve the Treasurer’s Report for July 2009 as presented. Motion carried.
Payment of Bills: After several additions, motion was made by Member Rambadt and seconded by Member Brinkhuis to pay the bills as presented with additions and forthcoming utility bills. Motion carried.
Request for Sports Poster Sponsor: A request had been received to sponsor an ad on the school sports poster for $150.00. Because there may be a question of legality and budget concerns, it was agreed to respond that the village would not be sponsoring an ad for the sports poster.
Department Updates/Reports:
Public Safety: Brinkhuis – no report.
Public Works: Member Martin reported on the lawnmower repair/replacement options. He felt that replacement was best and had obtained quotes for new and trade-in prices for John Deere and eXmark models. After review and discussion of the quotes, Martin recommended replacing the John Deere mower at Steensma who quoted a price of $7,806.31 with a trade-in of $3,200 for a total of $4,606.31. Motion was made by Member Martin and supported by Member Seiser to approve the purchase of a John Deere Z820 as outlined in the recommendation. Motion carried.
Martin also reported that one response for temporary P.W. employment had been received and that he also has a list of qualified persons.
Streets: Member Martin reported that the double yellow lines would be painted on the streets on Thursday, August 13.
Member Flower asked about signs for garage/yard sales. He noted that the ordinance does not allow for many possibilities for placing signs. There was discussion on the wording in the ordinance, but it was agreed that the village is more interested in obtaining a permit, and the placement of signs is probably not a big issue.
Sewer/Water: Member Flower reported on the recent Joint Sewer meeting at Gun Plain Township. He advised that the current sewer rates just increased by 70 cents per thousand gallons (PTG) and would probably continue to increase by another 80 cents PTG within the next few years. Our high BOD count was discussed and Rich Grant (Plainwell’s Engineer) advised that he feels the sewer line is acting as a septic tank by partially treating Martin’s waste before reaching Plainwell. Rich Grant has been authorized by Plainwell to meet with Martin (including Martin’s engineers) regarding replacing the sewer lines. The next joint sewer meeting will be in November.
Flower also reported that there had been no response to the letter to Plainwell requesting various kinds of information. He has also sent out several 30 days shut off notices to delinquent customers.
County Commissioner: Commissioner Black distributed synopses of the July 16 and July 30 meetings. He highlighted information on the 9-1-1 vote on November 3 and the search for committee members for the Commission on Aging and Human Services. He also presented a drawing of possible county building renovations.
Old Business:
1. Memorial Park: Member Seiser reported that the groundbreaking will take place on Saturday, August 29, at 10:00 a.m. He further reported that about 32 bricks have been sold and about $1,100 in donations received. The next meeting will be August 18.
2.Wastewater Treatment Study: President Harness had met with Tom Deneau of Wightman & Associates who had drafted a letter to Plainwell requesting four items of information. No response has been received yet. There was a discussion on the rate increases and the study prepared by Wightman & Associates. Motion was made by Member Brinkhuis and seconded by Member Flower to table any further action on the sewer project until receipt of updated information from Wightman & Associates and information from Plainwell and then call a special meeting if needed. Motion carried.
3.Sidewalk Repair: Members Martin and Seiser had measured areas where sidewalk repair is most needed and outlined the requirements to meet Village policy and ADA. Two bids had been received, one from Brian Seiser and one from Affordable Concrete. Seiser quoted $2.75 per square foot for four inch and $3.50 per square foot for six inch. Affordable quoted $2.85 per square foot for four inch and $3.50 per square foot for six inch. After discussion, it was suggested to use both bidders. Motion was made by Member Martin and supported by Member Flower to have sidewalk replaced and use both contractors, having priority work completed first. Motion carried.
New Business:
1. Ordinance Scanning: Member Flower stated that he had met with Data Guardian of Portage regarding having the village ordinances scanned and put on CD. He was given a quote of not more than $175. Motion was made by Member Martin and supported by Member Flower to go ahead with the ordinance scanning project with Data Guardian. Motion carried.
2.Variance Request: A variance request had been received from Tom Sebright, contractor for Harold Miller, to build a garage. Since the garage would be too close to the property line, a variance is needed. After discussion, it was suggested that an opinion from PCI be obtained as well as written permission from adjacent property owners. Action was tabled until this information is received. Possibly this can be acted on at a special meeting.
3.Employment: There was a lengthy discussion on persons working for the village, whether paid or temporary employees or volunteers. It was noted that it is important to take proper steps to protect all involved by having written applications on file. It was also noted that mowing and cleaning had been done at 949 East Allegan due to ordinance violations. Both personal and village equipment had been used. Member Brinkhuis stated that he feels payment should be made for mowing and cleaning the lot on East Allegan Street and for use of personal and village equipment. Motion was made by Member Brinkhuis and supported by Member Flower that a bill be generated for the cleaning and mowing at 949 East Allegan Street and equipment usage and submitted to the property owner for payment. Motion carried.
Recent Community Deaths: One name was submitted: Marvin Schiedel.
Adjournment: Motion was made by Member Martin and seconded by Member Flower to adjourn the meeting at 9:41 p.m. Motion carried.
Respectfully submitted,
Joyce Merrill, Acting Village Clerk
Regular Meeting
August 10, 2009
The Martin Village Council met for its regular meeting on August 10, 2009, at the Martin Village Office, 1586 South Main Street, Martin, Michigan
Call to Order and Pledge to Flag: The meeting was called to order at 7:30 p.m. by President Harness, followed by the Pledge of Allegiance to the American flag.
Roll Call: All members were present: Harness, Seiser, Martin, Brinkhuis, Flower, Rambadt and Acting Clerk Merrill.
Approval of Minutes: Motion was made by Member Rambadt and seconded by Member Flower to approve the minutes of the regular meeting of July 13, 2009, as submitted. Motion carried.
Recognition of Visitors: County Commissioner Don Black arrived at 7:38 p.m.
Approval of Agenda: Brinkhuis requested the addition of Employment to New Business. Motion was made by Member Martin and seconded by Member Rambadt to approve the agenda with addition. Motion carried.
Communications: The following were presented:
1. Federal Express delivery letter from Charter Communications notifying the village of their intention to renew the Franchise Agreement in conformance with the Cable Act.
2.Invitation to attend the Allegan Conservation District Annual Meeting and Tour on August 28, 2009, at the Allegan Township Hall.
3.Letter dated July 29, 2009, from Wood Chooi of the State of Michigan DEQ stating that the Reliability Study submitted by Matt Davis of Wightman & Associates meets the requirements of the Michigan Safe Drinking Water Act.
4.Notice from West Michigan Regional Planning Commission regarding a proposed project by the City of Plainwell to build a new public safety facility.
Treasurer’s Report: Treasurer Rambadt reported that all funds balance with the bank. She also stated that summer taxes are coming in slowly, and that she is collecting taxes at the village office only one evening. After review of the July report, motion was made by Member Flower and supported by Member Martin to approve the Treasurer’s Report for July 2009 as presented. Motion carried.
Payment of Bills: After several additions, motion was made by Member Rambadt and seconded by Member Brinkhuis to pay the bills as presented with additions and forthcoming utility bills. Motion carried.
Request for Sports Poster Sponsor: A request had been received to sponsor an ad on the school sports poster for $150.00. Because there may be a question of legality and budget concerns, it was agreed to respond that the village would not be sponsoring an ad for the sports poster.
Department Updates/Reports:
Public Safety: Brinkhuis – no report.
Public Works: Member Martin reported on the lawnmower repair/replacement options. He felt that replacement was best and had obtained quotes for new and trade-in prices for John Deere and eXmark models. After review and discussion of the quotes, Martin recommended replacing the John Deere mower at Steensma who quoted a price of $7,806.31 with a trade-in of $3,200 for a total of $4,606.31. Motion was made by Member Martin and supported by Member Seiser to approve the purchase of a John Deere Z820 as outlined in the recommendation. Motion carried.
Martin also reported that one response for temporary P.W. employment had been received and that he also has a list of qualified persons.
Streets: Member Martin reported that the double yellow lines would be painted on the streets on Thursday, August 13.
Member Flower asked about signs for garage/yard sales. He noted that the ordinance does not allow for many possibilities for placing signs. There was discussion on the wording in the ordinance, but it was agreed that the village is more interested in obtaining a permit, and the placement of signs is probably not a big issue.
Sewer/Water: Member Flower reported on the recent Joint Sewer meeting at Gun Plain Township. He advised that the current sewer rates just increased by 70 cents per thousand gallons (PTG) and would probably continue to increase by another 80 cents PTG within the next few years. Our high BOD count was discussed and Rich Grant (Plainwell’s Engineer) advised that he feels the sewer line is acting as a septic tank by partially treating Martin’s waste before reaching Plainwell. Rich Grant has been authorized by Plainwell to meet with Martin (including Martin’s engineers) regarding replacing the sewer lines. The next joint sewer meeting will be in November.
Flower also reported that there had been no response to the letter to Plainwell requesting various kinds of information. He has also sent out several 30 days shut off notices to delinquent customers.
County Commissioner: Commissioner Black distributed synopses of the July 16 and July 30 meetings. He highlighted information on the 9-1-1 vote on November 3 and the search for committee members for the Commission on Aging and Human Services. He also presented a drawing of possible county building renovations.
Old Business:
1. Memorial Park: Member Seiser reported that the groundbreaking will take place on Saturday, August 29, at 10:00 a.m. He further reported that about 32 bricks have been sold and about $1,100 in donations received. The next meeting will be August 18.
2.Wastewater Treatment Study: President Harness had met with Tom Deneau of Wightman & Associates who had drafted a letter to Plainwell requesting four items of information. No response has been received yet. There was a discussion on the rate increases and the study prepared by Wightman & Associates. Motion was made by Member Brinkhuis and seconded by Member Flower to table any further action on the sewer project until receipt of updated information from Wightman & Associates and information from Plainwell and then call a special meeting if needed. Motion carried.
3.Sidewalk Repair: Members Martin and Seiser had measured areas where sidewalk repair is most needed and outlined the requirements to meet Village policy and ADA. Two bids had been received, one from Brian Seiser and one from Affordable Concrete. Seiser quoted $2.75 per square foot for four inch and $3.50 per square foot for six inch. Affordable quoted $2.85 per square foot for four inch and $3.50 per square foot for six inch. After discussion, it was suggested to use both bidders. Motion was made by Member Martin and supported by Member Flower to have sidewalk replaced and use both contractors, having priority work completed first. Motion carried.
New Business:
1. Ordinance Scanning: Member Flower stated that he had met with Data Guardian of Portage regarding having the village ordinances scanned and put on CD. He was given a quote of not more than $175. Motion was made by Member Martin and supported by Member Flower to go ahead with the ordinance scanning project with Data Guardian. Motion carried.
2.Variance Request: A variance request had been received from Tom Sebright, contractor for Harold Miller, to build a garage. Since the garage would be too close to the property line, a variance is needed. After discussion, it was suggested that an opinion from PCI be obtained as well as written permission from adjacent property owners. Action was tabled until this information is received. Possibly this can be acted on at a special meeting.
3.Employment: There was a lengthy discussion on persons working for the village, whether paid or temporary employees or volunteers. It was noted that it is important to take proper steps to protect all involved by having written applications on file. It was also noted that mowing and cleaning had been done at 949 East Allegan due to ordinance violations. Both personal and village equipment had been used. Member Brinkhuis stated that he feels payment should be made for mowing and cleaning the lot on East Allegan Street and for use of personal and village equipment. Motion was made by Member Brinkhuis and supported by Member Flower that a bill be generated for the cleaning and mowing at 949 East Allegan Street and equipment usage and submitted to the property owner for payment. Motion carried.
Recent Community Deaths: One name was submitted: Marvin Schiedel.
Adjournment: Motion was made by Member Martin and seconded by Member Flower to adjourn the meeting at 9:41 p.m. Motion carried.
Respectfully submitted,
Joyce Merrill, Acting Village Clerk