Village of Douglas Council Proposed Minutes

THE CITY OF THE VILLAGE OF DOUGLAS
MEETING OF THE CITY COUNCIL
MINUTES
Monday, November 10, 2008
7:00 p.m.

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

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

3. Pledge of Allegiance - Mayor

4. Organizational Meeting of City Council
Motion by Waddell with support from Hoexter to nominate Matt Balmer for
Mayor. Motion carried unanimously by roll call vote.
Motion by Hoexter with support from Urquhart to nominate Renee Waddell
for Mayor Pro Tem. Motion carried unanimously by roll call vote.

5. Changes/Additions/Deletions to Agenda
Deletions: Item #7C, withdraw Fran Martin from consideration for a position
on the Planning Commission.
Additions: Item#9B-11, email from Janet Lugers complimenting the
Department of Public Works.
Item#9B-12, letter from Patricia Drewitz regarding West Shore
Cottages project.

Motion by Waddell with support from Bailey to approve the agenda as amended. Motion carried.

6. Approval of Minutes
A. Regular Meeting of City Council of October 20, 2008
Motion by Hoexter with support from Bailey to approve meeting minutes from October 20, 2008 City Council Regular Meeting as presented. Motion carried.

7. Appointments /Resignations
A. Motion to Approve Resignation of John Thomas from the Downtown
Development Authority (DDA) Board
Motion by Waddell with support from Sapita to accept, with regret, the resignation of John Thomas from the DDA Board. Motion
carried.

B. Motion to Approve Appointment of Robert Sapita to the Kalamazoo Lake
Sewer & Water Authority (KLSWA) Commission (term expires 12-31-08)
Motion by Bailey with support from Urquhart to approve
the appointment of Robert Sapita to the KLSWA Board to complete the
term ending 12-31-2008. Motion carried.

C. Review of Skills, Abilities and Qualifications of Frances Martin;
Applicant for the Douglas Planning Commission - No action scheduled at
this meeting.
Application withdrawn.

8. Proclamations/Awards
None scheduled

9. Public Communications (Limit of three minutes for comments regarding
agenda items)
A. Verbal:
1. Janet Lugers, McVea Drive, commented on the many subtle
changes made to the West Shore Cottages site plan. A statement
was read from Trish Doolan also regarding the West Shore project.
2. Fred Royce, 144 Lakeshore, commented on the bill he submitted
for reimbursement for costs incurred at the alley behind 11
Chestnut.

B. Written:
1. Report from City Clerk RE: November 2008 General Election Results
2. Allegan County Commission on Aging (ACCOA) 2007 Annual
Report
3. Interurban Transit Authority Monthly Report dated October 28, 2008; Meeting Dates for Fiscal Year 2008/2009; Directory of Board Members
4. Information Regarding the Michigan Municipal League (MML)
Elected Officials Academy
5. Response Received by City from Mr. Phillip J. Sheridan dated October 26, 2008 RE: Parking Lot Maintenance at 62 Center Street
6. Press Release dated October 24, 2008 RE: Second Arrest by Allegan County Focused Investigation Team Involving a 1993 Cold Case Homicide.
7. Minutes from the October 8, 2008 Saugatuck-Douglas Area
Community Leaders Meeting
8. Invitation to Reception at Saugatuck Center for the Arts, November 11, 2008
9. Invitation to Third Annual Water Quality Forum; Ottawa County
Administrative Complex, West Olive, MI, November 14, 2008, 9:00 a.m. to 5:00 p.m.
10. Invitation to West Michigan Community Leaders Meeting; South Haven City Hall, South Haven, MI, November 12, 2008, 10:00 a.m.
11. E-mail from Janet Lugers, McVea Dr. dated November 9, 2008 RE: compliments to Max Rodgers and DPW department.
12. Letter from Patricia Drewitz, Tower Harbor Marina Association, dated November 10, 2008, RE: West Shore Cottages project.
Written communications noted as received and filed.

10. Unfinished Business
None Scheduled

11. New Business
A. Motion Denying Reimbursement by the City of the Village of Douglas to Mr. Frederick Royce for Costs Incurred Relating to Private Work Performed at Property Located in Public Alley near 11 Chestnut Street, Douglas, MI.
Motion by Waddell with support from Bailey to deny reimbursement of costs incurred at Public Alley near 11 Chestnut by Mr. Fred Royce. Motion carried unanimously by roll call vote.

B. Motion to Adopt Resolution No. 79-2008 Regarding an Emergency Access Drive from Lakeside Drive to Lakeshore Drive.
Motion by Waddell with support from Urquhart to adopt Resolution No. 79-2008. Motion carried unanimously by roll call vote.

C. Motion to Approve and Adopt City Council Policy Statement No. 01-2008 Regarding Consolidation of Planning and Zoning Services.
Motion by Waddell with support from Bailey to approve adoption of City Council Policy Statement No. 01-2008. Motion carried unanimously by roll call vote.

D. Presentation of and Discussion by City Councilpersons and Representatives of the City and Developer of the Proposed West Shore Cottages Development. The City Council will also Consider the Recommendation of the Planning Commission to Approve the Proposed Planned Unit Development Site Plan, with Conditions, for Phases I, II and III of the Proposed West Shore Cottages Project. The Proposed Project would be developed on the Existing West Shore Golf Club Property, Located Generally along the North Side of Center Street and the West Side of Ferry Street. The Proposed Project Provides for Construction of a Pool House, Swimming Pool, Tennis Court, Private Roads and 125 Dwelling Units. The Dwelling Mix would consist of Nine (9) Three-Unit Buildings and Ninety-Eight (98) Single Family Units. The Existing 18-Hole Public Golf Course would be reduced to a 9-Hole Public Course.

This is NOT a Public Hearing and No Official Action will be taken by the City Council to Approve or Deny the Project. The Public Hearing shall be Held and Official Action by the City Council may be taken at the Next Regular Meeting of the City Council on Monday, November 17, 2008, 7:00 p.m., Douglas City Hall.

Mr. Larry Nix, Williams & Works, presented his report and gave a brief history of the project and PUD process. The first application for the project was in November 2006. A recommendation by the Planning Commission to the City Council in August 2007 was sent back to the Planning Commission for clarification on certain points. The Planning Commission now recommends approval of the project with 125 residential units.
Discussion and questions followed by members of the City Council.
Attorney Andy Mulder discussed a construction/development agreement that will be required to be filed by the developer. There are 21 conditions to be included in the agreement.
Engineer Steve Bishop addressed questions on utility lines, water flow for fire protection and the small mains located in McVea Drive. As the project progresses a hydraulic analysis study will be requested. Meetings with the Allegan County Drain Commission have indicated no new drains are needed. KLSWA assured the developer there is sufficient capacity to service the project.
Todd Pacquette, Driesenga Associates, related the intention is to bring a water line to the project from Ferry Street and loop into the McVea line, offering improvements to McVea and Golfview properties. Discussions are ongoing with KLSWA regarding utility and lift station capabilities.
A public hearing is scheduled for Monday, November 17, 2008 at 7:00 p.m.

12. Staff Reports
A. Building/Planning/Zoning/Enforcement
1. Letter from Planning & Zoning Consultant, Ryan Kilpatrick, to
Mr. Jeff Klemm, Maxwell Homes, dated October 28, 2008 RE:
Meadowargus Development
Letter addresses the Cityā€™s position that no additional building
permits will be issued until all requisite construction specifications
are met.

13. Committee Reports
A. Planning Commission
The draft of the proposed new zoning ordinance is complete. An Open
House is scheduled for Wednesday, November 19, 2008 from 3:00 p.m. to
5:00 p.m. and 6:00 p.m. to 8:00 p.m. Larry Nix, members of the Planning
Commission and City Council will be on hand to answer questions.

B. Community Recreation Advisory Board
The next scheduled meeting is November 18th.

C. Kalamazoo Lake Sewer & Water Authority (KLSWA)
Urquhart reported there will be increases in both sewer and water rates
soon.

D. Park Improvements Implementation Ad Hoc Committee
Balmer reported there may have been enough money generated to
complete Phase I. A financial report will be available at a future meeting.

14. Council Comments
Bailey welcomed the Councilpersons Urquhart and Sapita.
Hoexter and Waddell also welcomed new members.
Urquhart extended his thanks for leadership to Mayor Balmer and Manager
Kowal.
Sapita expressed his thanks for the work on the West Shore Cottages project. He
related he is honored to serve as councilperson.

15. Mayorā€™s Report/Comments
Welcome to new council members.

16. Approval of Invoices
A. Consideration of Approval of Invoices dated 11/6/2008 in the
amount of $154,746.53.
Motion by Waddell with support from Hoexter to approve invoices dated 11/6/2008 totaling $154,746.53. Motion carried unanimously by roll call vote.

B. Motion to Approve Payroll for the Month Ended October 31, 2008 in the
amount of $62,676.48.
Motion by Hoexter with support from Waddell to approve
payroll for the month ended October 31, 2008. Motion carried
unanimously by roll call vote.

17. Managerā€™s Report
A. Will be scheduling meetings to update new council members on pending
litigation.

B. Would like to develop list of manager goals.

C. October 31st was spent in court with the Borland Mini Storage case. An
injunction was sought to close the business due to significant deficiencies to the final site plan. Steve Bishop will do another inspection on November 17th to determine if any deficiencies have been corrected.
18. Hear from the Audience (Limit three minutes for general comments)
Suzanne Dixon, Center Street, asked if any of the tests for arsenic containment
and installation of a berm have been completed at the Meadowargus site.

19. Adjournment
The meeting was adjourned at 9:52 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 November 10, 2008. I further certify that the meeting was duly called and that a quorum was present.

________________________________________ __________________
Jean E. Neve, City Clerk Date