PLANNING WORK SESSION
BELDING CITY COUNCIL
Saturday, March 2, 2024
Pere Marquette Depot
100 Depot Street
8:00 a.m.
A meeting of the Belding City Council was convened in open and public session at the Pere Marquette Depot, 100 Depot Street, Belding, MI 48809, on Saturday, March 2, 2024 at 8:00 a.m.
Mayor Bruce Meyers called the meeting to order at 8:00 a.m.
City Clerk, Janae Ortego, took the roll call:
Members present: Shelley Gladding, Bonita Steele, Jeanine Leary, Jorel Davis and Bruce Meyers
Members absent: None
Moved by Davis, seconded by Steele to approve the agenda as presented. Motion carried by the following roll call vote: Yes – all.
Moved by Gladding, seconded by Davis to begin the work session and discuss items A. through Q. Motion carried by the following roll call vote: Yes – all.
· The BS&A Software should be installed mid-year (2024) and should be up and running by mid-June, 2024.
· The Council is uncertain if we can afford to hire a Recreation Director due to the need to hire a Public Works Director along with and the new building renovations. The Chamber of Commerce, DDA and City all want positions but do not have the money.
· Mayor Meyers suggested adding the Rec Director to the DPW Director position. The DPW Director could build relationships with the groups who utilize the parks. City Manager Jon Stoppels suggested creating a User Group Committee to meet with the DPW Director four times per year as the City has problems with the user groups changing locks and not providing the city with a key. Shuffleboard and pickleball courts are on public property but the groups do not give free access. Davis suggested that the new DPW Director (when hired) meet with the ‘stakeholders” and get all of the “bad blood” out into the open and then build a plan. There needs to be compromise on both ends.
· The City is going to start redoing the Master Plan, so maybe we don’t have the ability to do Charter revisions.
· Add a water bill calculator to the City website, perhaps Dawn at UFS (Utility Financial Solutions) has something that we could use.
· Mayor Meyers is not in favor of addressing the water increases in the newspaper; however we need to verify if it is required to be published in the local paper.
· The rate increase will be posted in the Belding Bugle and on the City’s webpage.
· Senator Debbie Stabenow is doing 2025 appropriations. Fleis & Vandenbrink is working on our application requesting funding for the WWTP. The application is due March 11th. Another request for funding was submitted. We will find out the answer to that one in the fall.
· We are trying to get the State of Michigan to deem the lagoons as wetlands. The wetlands could be saleable at $120,000 -$140,000 per acre, per EGLE. ELGE is trying to find a time to come out and look at the property. The hope is that they could be deemed as wetlands and sold.
· We currently have three locations in which we are seeking funding for the WWTP.
· Leary advised that her water rate increase was only about $12 for the quarter; not very noticeable.
· Senator Stabenow’s office has been very responsive and Fleis & Vandenbrink has been very diligent working with us.
· Four engineers are putting proposals together
· We are looking for a construction manager to get the bids for us
· The Police Department has higher safety needs. There is drywall that is like Kevlar. It is about $1,700 per sheet.
· Progressive and Century have responded; we have not had a response from Wade-Trim.
· The plans are to start working on the project July 1st, with the new budget
· Davis clarified that the need for higher safety is on the first floor only, where the police department will be located.
· The renovation is planned for City Hall first, then move City Hall staff into the building, then begin renovation in the Police Department. The City Hall portion needs new paint, flooring, ceiling and maybe windows; not wanting to deplete the funds, but want to make sure it has what it needs.
· Leary commented that it should be aesthetically pleasing-a point of pride for the City. It shouldn’t be “lesser than.”
· Davis noted that it should have a cohesive design.
· Stoppels advised that he would like to put the clock on the front of the building.
· Steele would like a list of improvements with a dollar figure. ADA Grants and the Stan & Blanche Ash fund should be looked into.
· Gladding would like to see detailed plans, and some local people can maybe do some things.
· City Hall is a historical building. If some items in the old building are repurposed into the new building, it is possible that the old City Hall building no longer must remain.
· If the old building remains, it could be possible to get a low rate 45-year loan through USDA that could include the renovations needed for the fire department. It could also possibly be rented office space.
· Davis commented on using a tin ceiling, paying homage to the old city hall.
· Possibly sell the current building and move Public Works Department to the new WWTP site
· Possibly build a new building (pole barn with some office space) at the WWTP site and move the equipment out there or find an empty industrial building and move into that.
· The current DPW building is in a residential area. There is a business in that area that would like to expand and may be interested in the property.
· Leary noted that there is ample space at the WWTP property to build.
· DPW Operations could be set up in the old Mueller building, however it would be much better suited to be at the WWTP
· The Public Works Director’s Office could be in the new city hall
· The estimated cost to fix the roof at the current DPW building is $300,000
· The outbuildings are not conducive
· Covered storage is needed for salt and sand
· The gates at the existing DPW building do not work; it is not very secure
· First step is to get the current property appraised.
· Contact Ryan Wilson OF ICEA and find out what the interested businesses time line is. Maybe the buyer would pay over premium price due to the current market.
· Davis commented on reusing a building that is not being used it if fits our needs.
· Mayor Meyers noted that the old industrial park has unutilized lots.
· The City is in a position to offer tax abatements
· Water and sewer revenues greatly increase if property is used
· The question arose as to how do we tax within an industrial park. Currently we get no water or sewer rate income as it is not being used. Possibly need to implement a non-use fee to encourage growth.
The Mayor called for a brief recess at 9:31 a.m.
Back on the record at 9:38 a.m.
· The current estimate to fix the roofs at the Museum is $25,000-$50,000.
· There is a donor who is willing to pay some towards the roof repair
· The City may pay $5,000-$10,000 towards the repairs
· The rubber coating over the USB board is causing it to go bad
· Repairs to the Museum’s roof are not a high priority; the DPW, City Hall and Fire Department roofs are all actively leaking
· $25,000 only pays for the third floor of the Museum, but it would cure the water problem on the second floor
· Steele inquired as to why the museum doesn’t donate money from their $100,000 account?
· Mayor Meyers stated that if someone is willing to give money then we should take advantage of that donation
· Davis inquired about finding a way to corral the expenses
Slightly off topic, mentoring/succession plans were discussed.
· Mayor Meyers commented about a plan to give mailboxes to BHS graduates – “You always heave a home here.”
· Or doing a mentoring program with students and the City Lunch & Learn”.
· Or give the students a budget and they make a marketing plan and implement it.
· We want two more cameras, however TKS is not returning calls
· Mayor Meyers asked if streaming meeting is something that the city council wants
· Stoppels will have the City Attorney Randy Kraker weigh in on the citizens streaming the meetings, especially during the “Meet the Mayor” sessions.
· The City will look into what it entails to video a meeting
Mayor Meyers stated that he has had two “Meet the Mayor” sessions. The first one had two people attend, the second one had seven. He advised the citizens that if you want to get involved in topic, it should be done at the respective Board/Commission level. Citizens can always reach out to city council members.
· Good progress is being made on their CIP, ascertaining what is still viable
· Regular maintenance is being done
· They are determining what they want to replace and how it will be paid for
· Gladding inquired as to how much has come up missing?
· The Mayor wants a CIP completed from DPW
· Less patching will be done this year
· Need to find out how much money we will be receiving from PA51
· Water Street and Belhaven II need to be addressed. Patches were ripped out with the snowplowing that was done this past winter.
· The drive at Belhaven II is the city’s responsibility; the parking is the Housing Commission’s responsibility
· The Budget deadline was Thursday, February 29th
· Ellis Street from M-91 to Bridge Street this year
· Mayor Meyers inquired about a request to vacate Cleveland Street
· Stoppels advised that after first clearing with the State, that the vegetation was cleared and you can see the river now
· It will continue to be cleared this year
· The City needs to promote the river as one of our assets
· City Clerk, Janae Ortego inquired if “Music in the Park” could be renamed “Music by the River” as a step forward in promoting the river. The location wouldn’t change, just the name. Council liked the idea.
· Council mentioned adding an overlook by the boat launch or take it more towards the park area
· Another council member mentioned doing a pavilion on the river
· There is really no way to plan for it – it’s up to nature
· DPW will plan to start on October 1st or as soon as the leaves start coming down
· DPW will need to better communicate as to where they will be
· People are adding rocks, limbs and other debris in the leaves, or placing thing too close to unallowed objects or placing limbs the wrong way. When these types of issues arise the service doesn’t happen. Residents will also come running out and put their stuff by the road AFTER the truck has passed. It is very time consuming to revisit a residence once you have passed it.
· Steele inquired about getting out of the leaf pickup service. A lot of cities do not do leaf pickup. Could we get a leaf dumpster from Granger or another vendor? Is it more work to have all leaves bagged and picked up? Stoppels advised that it was more difficult to do so. Mayor Meyers commented on finding a more efficient way to do leaf pickup
· The program will likely be redefined: Tell residents that “This is when we do leaf pickup (give a time frame)” otherwise it will need to be bagged.
· The Citizen’s Cemetery Committee will be meeting in the next few weeks.
· Rules and clean-up will be announced on the City Facebook page and on our website
· Ortego advised Council that she has been working with our website host about obtaining email addresses and phone numbers and acquiring the capability to email and text residents through our website. The web host, John Chickering, Chickering & Associates has offered Ortego to pilot the text messaging aspect of the program
L. Tree Removal Plan
· 12-15 trees were removed from the cemetery last year. Additional tree removal in the cemetery will be budgeted for this upcoming year.
· There were no complaints regarding the tree removals
· The tree removals help with leaf pick up and it is more aesthetically pleasing
· Vote secret ballots, not poll
· Davis stated that if a board is working with a person they should decide
· Stoppels will get a clarification from Kraker on voting and the charter. Majority is the number of seats not the quorum.
· Recommendations should come from the Board to the Counsel, unless there is a glaring issue
· Do not conduct the interviews as a whole-do them individually
· Advertise 60 days ahead of time
· If a person is already on the board they wouldn’t have to be interviewed; if not but interested, an interview must be done
· Ortego advised the Council that the expiration dates of all of the boards/commissions need to be streamlined-the expiration dates are all over the place, with no rhyme or reason. It makes management of the positions extremely difficult. Mayor Meyers advised Ortego to correct the dates and bring it to council for approval.
· Stoppels advised that he has a job description
· He plans to do a committee interview like he did for the Chief of Police
· Tentative start date is July 1st
· Projected start date is June 12th, with Finance Director, Becky Schlienz and her staff being trained.
· Gladding commented on it being unusual for IT to do payroll, and questioned why the Finance Director is not doing it. She further commented that usually Human Resources or Finance do payroll.
· Offer recycling?
· The several different refuse vendors cause wear and tear on the city streets
· Garbage trucks when empty exceed weight limits on our roads
· Offer trash pick-up, recycling and a single pick-up day
· Offer one group to pick-up trash with the resident having the ability to opt out of recycling, with a three-year lock-in on the pricing. Apartment complexes may have to contract with their own vendor
· Gladding inquired as to whether all communities are supposed to have recycling? Michigan is moving towards a 30% recycling rate by 2029.
· Mayor Meyers wants to look at a way to increase revenue for the parks as we have so much to catch up on.
· A millage would be decided by the people not the City Council
· Gladding commented on the reaction of the citizens
· What would an election cost?
· Parks and the river are key to Belding
· Does it pay for us to have a dam in Belding? Look at Rockfords dam. Should we have a partnership with the people who own it?
· Gladding commented on looking at the whole picture
· Steele stated that a millage might pass, but doesn’t want to be pigeon-holed to just parks and rec.
· Ambulance needs to be a priority this year. Our response times aren’t what they should be. If we support them at a greater level will get the response times we need?
· Bringing the ambulance back in-house is not really an option, nowhere feasible.
· Look at the contract as it is old.
· The pay is very low with high turnover.
· Can we use Rockford?
· We pay $28,000-$29,000 now per year
Gladding thanked everyone; it was a good session.
Davis commented on hearing everybody’s ideas and responses and ways of approaching them. He is excited about the new Master Plan.
Leary stated that there are a lot of positive ideas ahead of us.
Mayor Meyers thanked the council for all that they do. He advised that Fleis & Vandenbrink will be doing a presentation on Tuesday and that he will be meeting Scott Hall at the Wastewater Treatment Plant on Tuesday at 5:00 p.m.
Moved by Davis, seconded by Steele to adjourn the meeting at 1:25 p.m. Motion carried by the following roll call vote: Yes – all.
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Bruce Meyers, Mayor Janae Ortego, City Clerk