Minutes of the Village of Martin Board
August 13, 2012
Village of Martin
August 13, 2012
The Martin Village Council met for its regular meeting on August 13, 2012, at the
Martin Village Office, 1609 North Main Street, Martin, Michigan.
Call to Order and Pledge to Flag: President Harness called the meeting to order at
7:15 p.m.., followed by the Pledge of Allegiance to the American flag.
Roll Call: Members present: Brinkhuis, Flower, Harness, Rambadt, J. Seiser, Wykstra
and Deputy Clerk Merrill. Clerk K. Seiser was absent.
Approval of Minutes: Motion was made by Member Flower and seconded by Member
Brinkhuis to approve the minutes of the regular meeting of July 9, 2012, as submitted
Recognition of Visitors: Present were Marlene Leep, Alice Kelsey, Darcy Doezema and
Don Rambadt. Don Black arrived at 8:08 p.m.
Alice Kelsey relayed information from The Barn Restaurant that there is a bad odor there,
possibly from a sewer backup. This will be discussed later in the meeting.
Darcy Doezema asked about any regulations for conducting a farmers market. The village
ordinances will be checked, and Flower will call the Allegan County Health Department.
Approval of Agenda: One item was added to New Business: Request from Allegan
Mounted Division. Motion was made by Member Wykstra and supported by Member
Rambadt to approve the agenda as revised. Motion carried.
Communications: The following were presented:
1. Annual Meeting Notice from Michigan Municipal League of the Annual Convention to be
held on Mackinac Island, October 3-5, 2012.
2. Letter from Wood Chooi of the Michigan DEQ summarizing his visit to the village to
conduct a sanitary survey of the village's water system. Several observations and
recommendations were made, but the village was rated satisfactory in the overall operation
and maintenance of the water system.
1. Treasurer's Report: Treasurer Rambadt reported that all funds were balanced and
reconciled with the bank. Motion was made by Member Brinkhuis and seconded by
Member Wykstra to approve the Treasurer's Report for July 2012 as submitted. Motion
2. Payment of Bills: After the addition of several bills, motion was made by Member
Wykstra and supported by Member Brinkhuis to pay the bills as revised. Motion carried.
3. Audit Update: Deputy Clerk Merrill stated that the audit for the fiscal year ended March
31, 2012, has been completed, and each council member has been provided a copy of the
report. She also reported that Anna Kniffin of Yeo & Yeo had met with Deputy Clerk Merrill
and Treasurer Rambadt on August 3 and provided some beneficial information regarding
the funds of the village, which include governmental funds (modified accrual) and
proprietary funds (full accrual). It was noted that the village has more funds than most
townships which requires more time and cost for the audit.
1. Public Safety: Member Brinkhuis reported that the Mounted Division has been in town
recently, and everything has been relatively quiet.
2. Public Works/Streets: Street Commissioner Wykstra reported on the drain repair on
West Allegan Street and stated that he is waiting for word from Wightman & Associates.
Member Flower asked about reinstating the schedule for drain cleaning, which has been
cleaning the south and east drains one year and cleaning the north and west drains the
next year. Cleaning the south and east drains is due to be completed. After further
discussion, motion was made by Member Brinkhuis and seconded by Member Flower to
have the south and east drains cleaned this year and the north and west drains cleaned
next year. Motion carried.
3. Sewer/Water: The following items were presented:
A. Member Flower reported on the August 7th bid opening for the installation of an
additional cleanout on our force main on South 10th Street. Five contractors received bid
packages, but just one submitted a bid. Balkema Excavating, Inc. presented a bid of
$15,000, which includes jet cleaning of the sewer line 700 feet each direction of the new
cleanout. Motion was made by Member Flower and seconded by Member Wykstra to
award the bid to Balkema Excavating, Inc. for the new cleanout installation project for
$15,000, which includes jet cleaning of the sewer line 700 feet each direction of the new
cleanout. Motion carried.
B. Flower reported that there is an occasional problem with the water meter reader. He
called Sensus technical support to correct a current problem and was advised that support
for our aged reader will expire rather soon. Even now, we would not be able to purchase a
new battery. He contacted Etna Supply about a new reader and received a quote of
$9,700. There was discussion on other possibilities, and it was agreed to contact other
C. Flower presented a sewer chart showing the readings from the recent flushing and
heavy rainfall. Question was raised as to whether rain water is being treated. It was agreed
to talk to Tom Deneau about the problem and to also ask him about a smoke test.
D. The odor at The Barn Restaurant was discussed. It was stated that the restaurant was
inspected with no apparent problems. Is there a backflow preventer? Flower will have Tim
Eichler check to be sure there are no issues related to the village system.
E. Flower stated that the property at 906 East Allegan Street has been sold to
VanElderen. However, the water has not been connected, and according to the village
water ordinance, connection is required when property is sold. Flower will send a letter to
VanElderen with a copy of the ordinance and stating the need to comply with the
Flower gave updates on other well problems, and there was discussion on the definition of
well problems and residents with various problems.
F. Flower reminded the council of the request from VanElderen to increase the water line
from a 1" to a 4" for service at 899 East Allegan. Motion was made by Member Flower and
supported by Member Brinkhuis to approve the request of VanElderen to increase the
water line size at 899 East Allegan from 1" to 4", providing it meets the approval of the
engineer to avoid contamination problems. Motion carried.
G. Flower reported that there are currently 10 delinquent customers. He sends 30 day
notices and 10 day notices before any shut offs. President Harness emphasized the need
to follow the ordinance, which requires shut off after 90 days of delinquency. He requested
a written plan from the Water Committee as soon as possible.
H. Flower highlighted the letter from Wood Chooi of the DEQ and his recommendations,
including having the well 2 pump pulled for thorough inspection next year, having the water
storage tank inspected again in 2013, applying for a wellhead protection grant, maintaining
an active valve exercising program, and completing the DEQ bacteriological sampling site
plan form, which needs to be submitted by August 31, 2012. President Harness requested
that Flower and Wykstra work with Tim Eichler on the recommendations and present a
follow up at the September meeting.
I. Report was given on the meeting with VanElderen prior to the council meeting attended
by several council members. VanElderen has a system in place but not completed in
order to be in compliance with the sewer ordinance. President Harness emphasized that
the village has a responsibility for the sewer system and needs to solve the issues with
VanElderen as soon as possible. He requested a meeting between VanElderen and Tom
Deneau before the next council meeting.
4. County Commissioner: Don Black distributed new Allegan County maps to council
members as well as synopses of the July 12, July 26 and August 9 County Commission
meetings. He also provided copies of the State of Allegan County 2012 reports dated June
1, 2012. Black highlighted several items from the recent commission meetings.
1. Office Sign: Flower reported that he contacted SignWriter in Kalamazoo at the
suggestion of Scott Corbin for a quote on a village office sign. SignWriter has requested a
photo, which Flower will provide. There are still two pending bids.
2. Election Reminders: The deadline for petitions and other documents to be filed with
the Township Clerk is August 14 at 4:00 p.m. President Harness stated that because of
employment conflicts, he has decided not to run for President but will continue to be
involved with the village.
3. Sidewalk Repair: Member Brinkhuis stated that he has not received all the bids but is
working on the process. It was suggested to check with Attorney Annen regarding the
sidewalk policy and ordinance as they pertain to cost to village and residents.
4. Request from Dan Reed for Special Use Permit: Mr. Reed had obtained signatures
from adjacent property owners as requested at the July meeting stating that they have no
issues or concerns with Mr. Reed operating a business on parcel 03-42-030-022-00 on
West Allegan Street. Motion was made by Member Flower and supported by Member
Wykstra to approve the request of Daniel Reed for a special use permit to conduct a
business for the sale of automobiles and minimal repairs, contingent upon compliance with
PCI restrictions according to the applicable village ordinance. Motion carried. A letter will
be sent to Mr. Reed with copy to PCI.
1. North Property Line, DPW Drive: Flower stated that Mr. Chapman, resident of the
property on the north side of the DPW driveway has complained that the water ridge is on
his property. It was agreed to remove the ridge immediately.
2. Review Compensation: A copy of the wording in the charter related to compensation
of council members and appointees was provided to each member. They were reminded to
review the provision, which states that the compensation cannot be altered during a term.
Therefore, decisions need to be made before officials take office on November 20.
3. Request from Allegan County Mounted Division: Member Brinkhuis had learned
that the Mounted Division had a problem with the batteries in the radios. He checked with
Allegan and was told that the cost is $60 for each battery. He suggested providing four
batteries at a cost of $240. He also gave a breakdown on the B93 hours of the Mounted
Division, which was 48 with 9 riders. After discussion, a motion was made by Member
Brinkhuis and seconded by Member J. Seiser to pay the Mounted Division an additional
$240 for assistance with the B93 events in June. Motion carried.
Recent Community Deaths: The following names were submitted: Ruth Irene Mejeur,
Paul R. Plank, Eugene Robert Straub, Jr., Pauline E. Deike, Margaret Shook and James
Other: Member Flower mentioned the request made at the July meeting for the
Community Garden. Darcy Doezema stated she would make a new list of needed tools
which the council could review for possible purchase.
Adjournment: Motion was made by Member Flower and seconded by Member Wykstra
to adjourn the meeting at 9:15 p.m. Motion carried.