APPROVED MINUTES
THE CITY OF THE VILLAGE OF DOUGLAS
PLANNING COMMISSION
DOUGLAS CITY HALL
Wednesday, June 11, 2008

1. The meeting was called to order at 7:03 PM by Chairperson Nern

2. Roll call: Ron Dellartino, Christopher Nern, Alexa Urquhart, Renee Waddell
Also in attendance: Ryan Kilpatrick, Williams and Works
ABSENT: Dave Burdick, Karen VanPelt

3. Approval of Minutes
A. Planning Commission Special Meeting Minutes of May 21, 2008.
Motion by Urquhart, second by Dellartino, to approve the Minutes as presented
Urquhart, yes; Dellartino, yes; Waddell, yes; Nern, yes
Motion carries

B. Planning Commission Special Meeting, closed session Minutes of May 21, 2008.
Motion by Urquhart, second by Dellartino, to approve the Minutes as presented
Urquhart, yes; Dellartino, yes; Waddell, yes; Nern, yes
Motion carries

C. Planning Commission Regular meeting Minutes of May 21, 2008.
Motion by Urquhart, second by Dellartino, to approve the Minutes as presented
Urquhart, yes; Dellartino, yes; Waddell, yes; Nern, yes
Motion carries

4. Agenda Changes/Additions/Deletions
Motion by Dellartino, second by Urquhart, to approve the Agenda as presented
Dellartino, yes; Urquhart, yes; Waddell, yes; Nern, yes
Motion carries

5. Hear from the Audience
There was no communication.

6. Written Communication

A. Letter from Jim Wiley, 314 Union, dated June 2, 2008, to the Saugatuck Public Schools Board of Education RE: Status of proposed ball field expansion at Douglas Elementary School.

7. New Business
None presented

8. Old Business
None presented

9. Zoning Administrator’s Report

A. Letter from City Attorney, Andy Mulder, dated May 20, 2008, to Irvin Poke, Michigan State Bureau of Construction Codes, RE: Environmental approvals of form BCC-321 submitted by Saugatuck Public Schools for the Early Childhood Center on the Douglas Elementary School site.

B. Letter from City Planner, Ryan Kilpatrick, dated May 27, 2008, to RJ Peterson, Tower Marina, RE: Site plan for residential site condominiums submitted on May 15, 2008.

C. Letter from Ryan Kilpatrick dated May 27, 2008, to Amy Broersma, GMB Architects, RE: Delineation of local setbacks on Saugatuck Public Schools Douglas Elementary School site.

D. Letter from Andy Mulder, dated May 28, 2008, to Mark VonDerHeide, RE: Non-compliance with site plan for the Blue Moon.
Nern asked if the commission needs to do anything differently in regard to the ordinance if we are moving to a Letter of Credit requirement. Kilpatrick noted that the ordinance provides for the Council to require a Letter of Credit. Urquhart noted that historically a Performance Bond has been required.

E. Letter from City Manager, David Kowal, dated May 29, 2008, to Irvin Poke, Bureau of Construction Codes, RE: Building addition to Douglas Elementary School and required State forms.
Kilpatrick noted that all of the requirements have been met regarding the water main and fire hook-ups to the rear; we have received letters of approval.

F. Letter from David Kowal, dated May 29, 2008, to WPH Landholdings (Richard Waskin), RE: Local requirements to repair or demolish the fire damaged building at 10 E. Center Street.
Valentine is in the process of getting the required signatures for demolition, including disconnecting the utilities. A letter was received today regarding the Letter of Credit, cannot proceed until the letter is actually in our hands. There is concern about damage to the newly refurbished streets and sidewalks. There were no objections to this requirement. Waddell noted that during the demolition, Center Street and Main Street would need to be closed. Kilpatrick thought this to be true; it will depend on the size of the equipment needed to do the work.

G. Letter from David Kowal, dated May 30, 2008, to Timothy Wood, Superintendent of Saugatuck Public Schools, RE: Local approvals of building addition to Douglas Elementary School.

H. Letter from Greg Janik, Deputy Fire Chief of the Saugatuck Fire District, dated June 2, 2008, RE: A revised site plan for 11 Water Street (Howitt Building).
Kilpatrick said that this was the site plan that had come before the commission back in April on the parcel that had been the parking for Copper Grill. They are planning a mixed-use development there with two residential units and commercial.

10. Hear from the audience
Dan Urquhart, Chestnut Lane, spoke about the bonding market becoming not too dissimilar to a letter of credit in the building industry.

11. Commissioner Comments
Waddell noted that at the DDA meeting on the previous evening the issue of sign enforcement in the right-of-way had come up. They would like the ordinance changed; sandwich board signs are not allowed according to the ordinance. Kilpatrick said that there is a seven day grace period. Dellartino noted that the current ordinance covers the exclusion of any signs that protrude into the right-of-way.
Urquhart had no comment.
Dellartino asked a procedural question: often the public has addressed concern to the commission during a meeting and we have done nothing about it. Would it be proper to comment on it as opposed to just ignoring it? Nern said he thought each commissioner could give their individual reaction. Dellartino wondered further about situations that a commissioner might feel a question is inappropriate. Nern said that there is often a fine line between free-speech and inappropriate comments. He will look into the situation in Roberts Rules of Order.
Dellartino had a second point: is it appropriate to explain why a motion is made? In the discussion should be the explanation of why, but that does not always translate to the audience. Kilpatrick said that the recap of the motion should include the findings of fact that brought about the motion.
Kilpatrick asked if in the future the commission would like a sheet that includes ordinance guidelines that can be used in the discussion of the issue. There was general agreement that something like that would be useful.
12. Adjournment
Motion by Waddell, second by Urquhart, to adjourn the meeting at 7:50 PM
Motion carries

Respectfully submitted,

Alan McPhail