Minutes of the Village of Martin Board
August 13, 2012
Village of Martin
Regular Meeting
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 Motion carried.
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.
Financial Items:
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 carried.
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.
Department Updates/Reports:
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 companies.
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 ordinance.
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.
Old Business:
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.
New Business:
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 Guerrant.
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.
Respectfully submitted,
Joyce Merrill
Deputy Clerk
Regular Meeting
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 Motion carried.
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.
Financial Items:
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 carried.
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.
Department Updates/Reports:
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 companies.
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 ordinance.
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.
Old Business:
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.
New Business:
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 Guerrant.
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.
Respectfully submitted,
Joyce Merrill
Deputy Clerk