Village Council Meeting 02/06/18 Approved Minutes

COLON VILLAGE COUNCIL
Colon Village Hall
SPECIAL MEETING – February 6, 2018

Meeting Call to Order at 7:00 PM – Pledge of Allegiance was said

Present: Edith Doenges, Dick Delp, Ruth Ann Kuhlmann, Sharon Craun, Nancy Percival, Linda Norton, Diane Downs.

Also Present: Chief Brinkert, Michael Mitchel, many Village residents and representatives from Midwest property representing Dollar General and Kurt Kuhlmann.

Approve agenda:  N. Percival made a motion to accept the agenda with the deletion of closed sessionRequested by Village Manager item.  S. Craun seconded the motion.  Motion carried.

Public Comments – Kelly Pucci   (added – commented about the council not passing the Civility Act).

New Business
1) Discussion of decision to sell 210 W. South Street
  1. President Downs read a letter from Village Zoning Administrator Doug Kuhlman and a letter from Village Attorney Deb Davis.
  2. Craun suggested that the comments by the public be given more than the normal 3 minutes. Council agreed.
  3. Many comments were made from the public: Carl Thorton, Joe Pucii, Kay Decker, Tammy Johnson, Pam Gilbert, Dan Earl, Kelly Pucii, Lisa Gillman, Joel Eichorn,  Midwest property representatives for Dollar General and a number of others.
  4. Delp made a motion to table the sale of the property and to have the Village Attorney research and review the Village’s options. S. Craun seconded the motion.  Motion carried.
  5. Additional public comments were made.
  6. Percival made a motion to adjourn. S. Craun seconded the motion. Motion to adjourn passed at 8:02 PM.

Respectfully Submitted,

 

Kurt P. Kuhlmann, Clerk/Treasurer

 

Village Council Meeting 01/16/18

COLON VILLAGE COUNCIL
Colon Village Hall
REGULAR MEETING – January 16, 2018

Meeting Call to Order at 7:00 PM – Pledge of Allegiance was said

Present: Edith Doenges, Dick Delp, Ruth Ann Kuhlmann, Sharon Craun.  Absent: Nancy Percival, Linda Norton, Diane Downs with excuse.

Also Present: Chief Brinkert, Jim Weinberg, Michael Mitchel, Tyler Sutkowi, Carl Thorton, Marilynn McManus, Ashley Staecker, Gula Carter, Jef Rietsma, and Kurt Kuhlmann.

Approve agenda:  RA Kuhlmann made a motion to accept the agenda with additions:  Communication/Petitions/Miscellaneous item b) Letter received; and New Business f) Chamber of Commerce a) Welcome Magician sign b) Halloween event.  S. Craun seconded the motion.  Motion carried.

Public Comments – none

Consent Agenda – S. Craun made a motion to approve the minutes from the December 12, 2017 meeting and the bills in the total amount of $44,644.53.  RA Kuhlmann seconded the motion.  Motion carried.

Communications/Petitions/Miscellaneous –

  1. Water Asset Management Plan & SAW Grant Update by T. Sutkowi of Fleis & Vandenbrink
    1. Final report submitted to DEQ 1/1/18 and was presented to the council. RA Kuhlmann made a motion to allow F&V to obtain possible grant to complete “Desk Top” study for future well fields.  Craun seconded the motion.  Motion carried.
    2. SAW plan is completed. And will be presented in March, complete study to be submitted by May.
    3. RA Kuhlmann made a motion that the Village pay Fleis & Vandenbrink the MDEQ wired funds and the Village’s portion of $22,547.31 ($19,270.62 for storm sewer and $3,276.69 for sanitary sewer) totaling $60,965.82 for the SAW grant. Craun seconded the motion. A roll call vote was taken.  Yeas: E. Doenges, RA Kuhlmann, S. Craun, D. Delp.  Nays: none.  Motion carried.
  2. A letter was received from Rick Fisher questioning the removal of snow; who is responsible for the removal of snow in the front of businesses downtown? Weinberg talked to R. Fisher and explained the Village’s position on snow removal.

Monthly Reports

  1. Department of Public Works – report as presented.
  2. Police – report as presented. Officer Dakota is interviewing with the Tribal Police in Athens.
  3. Interim Office Manager – report as presented.
  4. Village Manager
    1. Discussed the Village Office furnace.
    2. Medical Marijuana Issue – informational meetings.
    3. The council was concerned about no action on hiring an office manager. Craun made a motion to resend interim office manager position immediately.  RA Kuhlmann seconded the motion.  Concerns were brought up about bills and payroll and M. Mitchel should oversee the office employees.  A Roll Call was called.   Yeas: E. Doenges, RA Kuhlmann, S. Craun, D. Delp.  Nays: none.  Motion carried.

Unfinished Business

  1. Real Estate Purchase Offer of 210 W. South Street – S. Craun made a motion to approve the sale of the real estate property at 210 W South St. ordinance number 2017-12-9 pending creation & registration of the easement for the property at 210 W. South St. RA Kuhlmann seconded the motion.  A roll call vote was taken.   Yeas: E. Doenges, RA Kuhlmann, S. Craun.  Nays: D. Delp.  Motion carried.
  2. RA Kuhlmann made a motion to sell the property at 210 W. South St for the price of $75,000 to Midwest V, LLC., once the creation and registration of the easement of the property is completed. Craun seconded the motion.  Yeas: E. Doenges, RA Kuhlmann, S. Craun, D. Delp.  Nays: none.  Motion carried.
  3. RAK made a motion to pay 6% of sale price as commission to Colliers International, West Michigan. Craun seconded the motion.  A roll call vote was taken.  Yeas: E. Doenges, RA Kuhlmann, S. Craun, D. Delp.  Nays: none.  Motion carried.
  4. New Village Office – 6-8 parking space will be lost if a building is put on the north-east corner of parking lot.
  5. Goals for remainder of FY 2017-2018

New Business

  1. SAW Grant Draw & Payment – done earlier in the meeting.
  2. Signature Stamp Policy – RA Kuhlmann made a motion to accept the Signature Stamp policy as presented. Craun seconded the motion.  A roll call vote was taken.  Yeas: E. Doenges, RA Kuhlmann, S. Craun, D. Delp.  Nays: none.  Motion carried.
  3. Master Contract Agreement – RA Kuhlmann made a motion to adopt the Master Contract Agreement and to add proof of insurance. Craun seconded the motion.  Motion carried.
  4. Water Ordinance Amendment – E. Doenges made a motion to accept the Water Ordinance amendment as presented. Craun seconded the motion.  The motion carried.
  5. FY 2018-2019 Budget – proposed work dates were presented.
  6. Chamber of Commerce
    1. “Welcome Magician” sign will be investigated.
    2. A different or additional Halloween event is being planned. Deb Davis and Tianna DeWaters will co-chair the event.

Public Comments
– Chamber of Commerce “Meet & Greet” February 22 at 6 PM
– Marilyn McManus – why is the server not working.  Much money was spent on the server.

Council Comments – RA Kuhlmann had concern about last meeting.  The council was told that office personal were working on the wage enhancements and that the council have voted on approving the enhancements based on the previous year’s wage enhancements, with no amount given; when in fact they had been paid the month before.  The clerk/treasurer did not receive a wage enhancement.    There were questions about taxes, child support, 401(K), and insurance.

Adjournment – RA Kuhlmann made a motion to adjourn.  S. Craun seconded the motion.  Meeting adjourned at 9:06 PM.

Respectfully Submitted,

 

Kurt P. Kuhlmann, Clerk/Treasurer

Well, 2 weeks without heat. We are trying to keep office hours in the building by blocking the counter. Please come in to the building (it is 37 degrees) and walk past our service counter and turn right. Knock on the door and come through so we can try and keep our space heater heat on our computer server.

We are waiting for parts to our HVAC unit that a contractor ordered last week. Once these are delivered we hope that the HVAC unit will be fixed and heat again to our building.

Please be aware that we do not have a working bathroom at this time due to having to winterize it or have broken pipes due to freezing.

We continue to wear our coats to keep warm as even space heaters have their limits but we are continuing to try and serve our residents. Thank you for your patience and understanding.

Tuesday, January 9th Village Council meeting has been RESCHEDULED to Tuesday, January 16th at 7:00 PM. The meeting will be located at the Township Hall, 132 N Blackstone Ave.

The Village Office is CLOSED due to lack of heat. The council meeting on Tuesday, January 9, 2017 has been CANCELLED.  We will be temporarily located at the  Village Township Hall Wednesday, January 10, 2017 and Thursday, January 11, 2017 from 9 AM to 3 PM.

Due to mechanical problems, the Village Office will be closed on Wednesday, January 3, 2018. We will hopefully re-open on Thursday, January 4, 2018. Sorry for any inconvenience this may cause.

COLON VILLAGE COUNCIL
Colon Village Hall
REGULAR MEETING – November 14, 2017

Meeting Call to Order at 7:00 PM – Pledge of Allegiance was said

Present: Edith Doenges, Dick Delp, Ruth Ann Kuhlmann, Nancy Percival, Sharon Craun, Linda Norton, Diane Downs.

Also Present: Chief Brinkert, Jim Weinberg, Michael Mitchell, Kelly Pucci, Gula Carter, Jesse Nelson, Tyler Sutkowi, Carl Thorton and Kurt Kuhlmann, Ashley Staecker.

Approve agenda:  N. Percival made a motion to accept the agenda with the change to remove item 10 and to add item e) under Unfinished Business.  RA Kuhlmann seconded the motion.  Motion carried.

Public Comments – None

Consent Agenda – N. Percival made a motion to approve the minutes from the October 10 meeting and the bills in the total amount of $93,201.07.  S. Craun seconded the motion.  Motion carried.

Communications/Petitions/Miscellaneous

  1. Presentation of FY 2016-2017 Audit by Kathy Mieras of Norman & Paulsen – the audit report was presented to the Council. N&P has determined that the books are in correct order.
    1. The Fund Balance is $511,028 was very much the same as last year. Whatever money was taken in was spent.
    2. General Fund/Operating Fund was very close to what it was last year.
    3. Cash in the General Fund was down $100,000. Inter-funds were not refunded this year.  Things were not kept up to date due to personnel changes.
    4. A letter of recommendations from N&P was given. The books were not ready when N&P arrived to do the audit.  Bank Reconciliations were not done.
    5. Letter of recommendations:
      1. Do not go to one bank
      2. bank reconciliation issues November to July – individual accounts
      3. Enforce the policy of member checking the bills
      4. Act 51 state street money – reimbursed $625
      5. Time cards/report – Reviewed by department heads
      6. GL was not done correctly between the funds. New GL codes are being put into place.
      7. Important to have department heads look at the invoice and put in the correct amount.
  2. RA Kuhlmann made a motion to have S. Craun and the Village Manager review the invoices and bank reconciliations on a monthly basis. Percival seconded the motion.  Motion carried.
  3. The Village Manager will develop a policy and procedure for the securing of the Signature Stamps to include a double-lock system.
  4. SAW Grant Update – T. Sutkowi reported on three projects: water asset management plan, water reliability study and SAW grant.  The water asset plan and the water reliability study are due January 1, 2018.  The current rate study is three years old and must be completed again.  UMBAUGH will do the study at a cost of $3500.  SAW grant project due October 31, 2108 numbers are due by December, and sewer review rate study is due in May 2018.
    1. RA Kuhlmann made a motion to contract UMBAUGH to complete the water rate study required by the state at a cost of $3500.  D. Delp seconded the motion.  The motion carried with one no vote.

Monthly Reports

  1. Department of Public Works – report as presented.
    1. The DPW will continue to collect leaves through the end of November and possibly into December depending on the need.
  2. Police – reported as presented.
    1. No traffic study available
    2. Congratulations to Sgt. Herr on the new baby.
    3. Hours listed – time sheet for all employees, part-time and full-time
    4. No more reserve police officer will be available. We will lose help on 4th of July and Magic Week.
  3. Interim Office Manager – Ashley Staecker
    1. Some discrepancies were found in BSA. Interim Office Manager had to work to correct discrepancies and will present report at next meeting.
    2. Interim Office Manager began working full time on October 16.
  4. Village Manager
    1. Office Manager Position – The Village Manager reviewed the 70 applications and narrowed them down to a number of realistic applicants. The personnel committee will receive the applications and meet the last week of November to review and interview for the position.  Criteria used to narrow down the number of applications were a background in accounting, software experience with programs like BS&A, and payroll experience.  Some applications were eliminated due to little or no experience.
    2. Christmas décor – is a meeting necessary? A tree is needed at the Library.
    3. MML new elected official training in January 23 in Coldwater.
    4. Credit Card payments – There have been many requests to pay various bills by credit card. BS&A has a system for credit card payments, but it is too expensive and the municipality pays the cost.  GovPayNet – does not charge the municipality for the service.  The people who pay with CC will receive a service fee and payment will be forward to the Village.  The Village Manager will pursue this further.

Unfinished Business

  1. Fire Agreement – Nothing to report.
  2. 2000 Water Bond Refinancing – Jesse Nelson – RA Kuhlmann made a motion to apply $100,000 to refund the 2000 Water Bond. Percival seconded the motion.  Motion carried with one no vote.
  3. Goals for remainder of FY 2017-2018 & FY 2018-2019

New Business

  1. Mary Beth Bower – RA Kuhlmann made a motion to allow Sparkle to set the trailer in front of the Grange Hall for Christmas in Colon, the day before until the day after the event.  S. Craun seconded the motion.  Motion carried.
  2. Real Estate Purchase Offer of 210 W. South Street – Village Manager reported on selling the property at 210 W. South Street. An ordinance would be needed to sell this specific property.
  3. Resolution to Change Names on Debit Card through Sturgis Bank – Users of the Village debit card at Sturgis Bank and Trust need to be changed due to personnel changes. RA Kuhlmann made a motion to have President D. Downs, Village Manager M. Mitchell, DPW Supervisor J. Weinberg, Police Chief M. Brinkert, Clerk/Treasurer K. Kuhlmann be issued a credit card (not a debit card) to be used for Village business.  Craun seconded the motion.  Roll call vote taken.  Yeah:  E. Doenges, D. Delp, RA Kuhlmann, N. Percival, S. Craun, L. Norton, D. Downs  Nay: none.  Motion carried.
  4. Safe deposit box through Sturgis Bank and Trust – S. Craun made a motion to obtain a safe deposit box through Sturgis Bank and Trust for Village documents, deeds, etc. Gula Carter, Clerk/Treasurer K. Kuhlmann and President D. Downs will be authorized signers.  RA Kuhlmann seconded the motion.  A roll call vote was taken.  Yeah:  Doenges, D. Delp, RA Kuhlmann, N. Percival, S. Craun, L. Norton, D. Downs  Nay: none.  Motion carried.
  5. New Village Office – much discussion took place. More investigation will take place.  The Doctor’s office and the Vet’s office are not an option at this time.

Public Comments

  1. Carl Thorton – Request for a Chamber of Commerce liaison from the Council.  The COC meets on the second Thursday of the month at 7pm in the Village Hall.

Council Comments

  1. Fire Department met November 8.  The Village can use the Fire Barn for governmental purposes only.

Adjournment – S. Craun made a motion to adjourn.  RA Kuhlmann seconded the motion.  Meeting adjourned at 9:17 PM.

Respectfully Submitted,

Kurt P. Kuhlmann,  Clerk/Treasurer