Village of Douglas Council Proposed Minutes

THE CITY OF THE VILLAGE OF DOUGLAS
MEETING OF THE CITY COUNCIL
MINUTES
Monday, October 20, 2008
7:00 p.m.

1. Call to Order
The meeting was called to order at 7:00 p.m. by Mayor Pro Tem Waddell

2. Roll Call
Members Present: Bailey, Harvath, Hoexter, Mayer Waddell
Absent: Balmer, Moore
Also Present: Manager Kowal and Clerk Neve

3. Pledge of Allegiance - Mayor Pro Tem

4. Changes/Additions/Deletions to Agenda
Additions to New Business: Item #10F Resolution to Declare Surplus Equipment
Item #10G Motion to Reschedule the November 3,
2008 Council Meeting

Motion by Mayer with support from Hoexter to approve the agenda as amended. Motion carried unanimously by roll call vote.

5. Approval of Minutes
A. Regular Meeting of City Council of October 6, 2008
Motion by Harvath with support from Mayer to approve meeting minutes from October 6, 2008 City Council Regular Meeting as presented. Motion carried.
B. Closed Session of City Council of October 6, 2008
Motion by Harvath with support from Bailey to approve the October 6, 2008 City Council Closed Session meeting minutes as presented. Motion carried.

6. Appointments /Resignations
None scheduled

7. Proclamations/Awards
None scheduled

8. Public Communications (Limit of three minutes for comments regarding
agenda items)
A. Verbal: None

B. Written:
1. Communication from Allegan County 9-1-1 Dispatch, Where Is Your Emergency?
2. Saugatuck Township Fire Board Regular Meeting Minutes of
September 8, 2008. (Available for inspection in the office of
the City Clerk)
3. Letter from Fleis & VandenBrink dated October 17,2008 RE: Saugatuck Storage / Borland Mini Sotrage
Written communications noted as received and filed.

9. Unfinished Business
None Scheduled

10. New Business
A. Motion to Adopt Resolution No. 73-2008 Authorizing the Mayor to File a Letter to Support a Coalition Partner with the Allegan County Brownfield Authority.
Motion by Harvath with support from Bailey to approve adoption of Resolution No. 73-2008 authorizing letter to support a Coalition Partner with the Allegan County Brownfield Authority. Motion carried unanimously by roll call vote.

B. Motion to Adopt Resolution No. 74-2008 Approving a Professional Service Contract with Grounds Management Solutions, LLC. For Snowplowing and Ice Control Services for the 2008/2009 Snow Removal Season.
Motion by Bailey with support from Mayer to adopt Resolution No. 74-2008 approving service contract with Grounds Management Solutions. Motion carried unanimously by roll call vote.
Bailey related the ice rink will be on the basketball court for smoother ice and easier maintenance. GMS has volunteered to clean the ice free of charge.

C. Motion to Adopt Resolution No. 75-2008 Approving an Amendment to the City of the Village of Douglas Personnel Policy and Benefits Manual.
Article VII-Miscellaneous Benefits has been amended to include Item D. Winter Holiday Event.
Motion by Harvath with support from Hoexter to approve adoption of Resolution No. 75-2008 amending the Personnel Policy and Benefits Manual. Motion carried unanimously by roll call vote.

D. Motion to Adopt Resolution No. 76-2008 Approving Purchase of Fund Accounting System from BS&A Software
Treasurer Drexler was present to describe the software purchase of the BS&A Fund Accounting System. The accounting package will include general ledger, accounts payable, cash receipting and payroll for a purchase price of $13,880. An additional $1,995 is for the Equalizer Building Department System which will be used for property record management. All programs will easily interface with our current BS&A Tax and Assessment Systems.
Motion by Harvath with support from Bailey to approve Resolution No. 76-2008 for the purchase of Fund Accounting System from BS&A Software. Motion carried unanimously by roll call vote.

E. Motion to Adopt Resolution No. 77-2008 Setting the Public Hearing for the West Shore Cottages Development.
A public hearing to consider the recommendations of the Planning Commission is proposed to be held on November 17, 2008.
Motion by Hoexter with support from Mayer to adopt Resolution No. 77-2008 setting the Public Hearing for West Shore Cottages Development for November 17, 2008. Motion carried unanimously by roll call vote.

F. Motion to Adopt Resolution No. 78-2008 Declaring City of the Village of Douglas Property Surplus and Authorizing Disposition
Property being declared surplus is the 1988 Giant Leaf Vacuum Model #TM6600D.
Motion by Bailey with support from Mayer to adopt Resolution No. 78-2008 declaring property surplus and authorizing disposition. Motion carried unanimously by roll call vote.

G. Motion to consider rescheduling the November 3, 2008 regular City Council meeting due to the November 4th General Election.
Motion by Bailey with support from Hoexter to reschedule the November 3rd regular city council meeting to Monday, November 10, 2008. Motion carried.

11. Staff Reports
A. Building/Planning/Zoning/Enforcement
1. The case against Borland Mini Storage is progressing through the
courts.
2. A 32-page interrogatory was received regarding the Chad Kalkman
case.
3. A new proposal will be brought before council to have Planning
Zoning Consultant Kilpatrick here for two days per week through
the winter. Another proposal will be created to have another
consultant from Williams & Works here to input information into
the new property tracking software system.

B. Finance/Budget
1. Revenue/Expenditure Budget Summary Report for the Period of
7/1/08 to 9/30/08
2. Investment Schedule as of 9/30/08
3. Wire Transfer/ACH Payment Schedule for the Month Ended
September 30, 2008
Manager Kowal reviewed the reports noting the investments are now very
well diversified.
Kowal reported on some emergency repairs needed to the culvert on St.Peters /West Shore Drive. Repairs will be done to prevent a dangerous
cave-in situation. A budget amendment will be forthcoming.

12. Committee Reports
A. Planning Commission
No report

B. Community Recreation Advisory Board
No report

C. Kalamazoo Lake Sewer & Water Authority (KLSWA)
No report

D. Park Improvements Implementation Ad Hoc Committee
No report

13. Council Comments
Hoexter commented on the excellent job of clearing the drainage ditch at the end
of Amity.
Waddell agreed the city is looking very nice. Thanks and compliments to the
DPW and jail crews.
Waddell asked about the progress on the new website. It is estimated it will be up
and running in about 6 weeks.

14. Mayorā€™s Report/Comments
No report

15. Approval of Invoices
A. Consideration of Approval of Invoices dated 10/17/2008 in the
amount of $68,270.52
Motion by Bailey with support from Mayer to approve invoices dated 10/17/2008 totaling $68,702.52. Motion carried unanimously by roll call vote.

16. Managerā€™s Report
A. The annual Halloween Parade is scheduled for Saturday, October 25, 2008
at 10:00 p.m.
B. The Holiday Preview is scheduled for November 22, 2008. Max and the DPW crew will work with the DDA on plans to have all the holiday decorations up prior to the 22nd.

17. Hear from the Audience (Limit three minutes for general comments)
No comments.

18. Adjournment
The meeting was adjourned at 8:45 p.m.

Respectfully submitted by:

Jean E. Neve, CMC
City Clerk

Approved by: ____________________________________________________________
Matt Balmer, Mayor

Certification of Minutes

I hereby certify that the attached is a true and correct copy of the minutes of a regular meeting of the City Council of the City of the Village of Douglas held on October 20, 2008. I further certify that the meeting was duly called and that a quorum was present.

________________________________________ __________________
Jean E. Neve, City Clerk Date