AGENDAEAST JORDAN CITY COMMISSION

7:00 PM, Tuesday, October 6, 2020Web: www.eastjordancity.org

Welcome to the Business Meeting of the City of East Jordan. Visitors are welcome and encouraged to address any and all itemslisted on this agenda by filling out a “Speaker Request Slip” located near the front door. Please complete the slip and give it tothe City Clerk prior to the start of the meeting. The only time a visitor must wait to voice concerns is if the agenda does notspecifically designate a time when that particular subject will be addressed; in that case, you may address the Commission justbefore the City Administrator’s Report. The Mayor (or presiding Commission member) must recognize anyone wishing toaddress the City Commission prior to speaking. If you have any items you wish to address with the Commission that involve theday-to-day operations of the City or its Departments, etc., please address those concerns first with the City Administrator.

The Public wishing to participate during the public hearings or public comment section of themeeting or view the meeting electronically, may call the toll-free call-in number: 877 853 5257 or useZOOM and use Meeting ID: 846 8655 6904. PUBLIC HEARING PRELIMINARY ITEMS

Call to Order and Mayor's WelcomePledge of AllegianceApproval of Tonight's Meeting AgendaInquiry of Commissioner Conflicts of Interest for Tonight's Meeting

PRESENTATION: Bob Banner CEREMONIAL ITEMS PUBLIC COMMENT/SPEAKER REQUEST SLIPS3 minutes per speaker to address City Commission. CONSENT AGENDA 1 City Commission Meeting Minutes dated September 15, 2020 09-15-20 Draft.docx 2 Paid Bills List dated October 1, 2020 totaling $500,859.24 Paid Bill dated 10-06-20.pdf 3 Boards and Commission Meeting Minutes:

Housing Commission-August 13, 2020Election Commission-September 24, 2020

August 13 2020 Minutes.pdf

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09-24-20 Final.pdf 4 Monthly Public Safety Report for Fire-August 2020 August 2020.doc OLD BUSINESS 5 Ordinance 143X: An Ordinance to Amend the Zoning Code of the Code of Ordinances for

the City of East Jordan-No discussion 6 Williams Street/Gar Park Discussion Update 27838-Gar Park.pdf GAR plan.pdf 7 2020 Commissioner Goals Review-October 8 Televising, Cleaning and Smoke Testing Bid Review and Award Unresponsive Bidder Update.pdf NEW BUSINESS 9 Water Storage Tank Pay App Approval in the Amount of $188,122.36 Water Tower Pay App.pdf 10 Joining Jordan Pay Application #3 Approval in the Amount of $257,000.49 JJ Pay App #3.pdf BOARDS & COMMISSION APPOINTMENTS ANNOUNCEMENTS & REPORTS 11 City Administrator's Report Administrator's Report 10-6.docx 12 Mayor's Report

Appointment to DDA Board

Bennet Application.pdf 13 Attorney's Report 14 City Commissioner Comments 15 Adjournment

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CITY OF EAST JORDANCITY COMMISSION MEETING MINUTES

Tuesday September 15, 20207:00 PM

The Public wishing to participate during the public hearings or public comment section of the meeting or view the meeting electronically, may call the toll-free call-in number: 888 475 4499 or use ZOOM and use Meeting ID: 857 8321 7687.

Present: Amy Sherman, Mark Penzien, Tom Reid, Paul Timmons, Russ Peck, and Tracey Johnson

Absent: Abbie Hawley

PUBLIC HEARING-No Public Hearing was scheduled.

PRELIMINARY ITEMS

Call to Order and Mayor's WelcomePledge of AllegianceApproval of Tonight's Meeting AgendaInquiry of Commissioner Conflicts of Interest for Tonight's Meeting

Mayor Peck called the meeting to order at 7:00 p.m. and led the pledge of allegiance.

Motion offered by Penzien, second by Reid to approve the meeting agenda for Tuesday, September 15, 2020 as presented.

MOTION CARRIEDAYES: SHERMAN, TIMMONS, JOHNSON, PENZIEN, REID, AND PECK

NAYS: NONEABSENT: HAWLEY

ABSTAIN: NONEBY ROLL CALL VOTE

Conflicts of Interest-No conflicts of Interest were voiced.

CEREMONIAL ITEMS-No Ceremonial items were scheduled.

PUBLIC COMMENT/SPEAKER REQUEST SLIPS 3 minutes per speaker to address City Commission

No Speaker Request slips or public comments were made during this time.

CONSENT AGENDA

Motion offered Reid, second by Johnson to approve or acknowledge receipt of the following consent agenda items:

1 City Commission Meeting Minutes-September 1, 2020

2 Acknowledge Receipt of Paid Bills List dated September 10, 2020 totaling $520,334.25

3 Acknowledge Monthly Zoning Activity Report for August 2020

4 Acknowledge Receipt of the following Boards and Commissions Meeting Minutes:3

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Joint DDA, Planning & City Commission Meeting-October 17, 2019 Jordan Valley District Library-July 22, 2020 DDA-August 10, 2020

MOTION CARRIEDAYES: SHERMAN, TIMMONS, JOHNSON, PENZIEN, REID, AND PECK

NAYS: NONEABSENT: HAWLEY

ABSTAIN: NONEBY ROLL CALL VOTE

OLD BUSINESS

5 M-66 Phase 4 Sewer Agreement Review

Attorney Beatty stated he reviewed the agreement and requested Exhibits 1 and 2 be attached and commended Administrator Cannon for moving this project along.

Beatty also stated he spoke with Attorney Brian Graham who both agreed one sentence needed to be removed from the 3rd paragraph of the preamble.

Motion offered by Sherman, second by Penzien to accept the Phase 4 Sewer System Addition Agreement and authorize the Mayor to sign.

MOTION CARRIEDAYES: REID, SHERMAN, PENZIEN, TIMMONS, JOHNSON, AND PECK

NAYS: NONEABSENT: HAWLEY

ABSTAIN: NONEBY ROLL CALL VOTE

Mr. Vytau Virskus thanked the Commission and Administrator Cannon for their help in this process and their support.

6 Ordinance 143X: An Ordinance to Amend the Zoning Code of the Code of Ordinances for the City of East Jordan-No discussion

7 Williams Street/Gar Park Discussion and Set Public Hearing-No Discussion

Administrator Cannon gave a brief update on this stated staff has been going through deeds and we will probably need to do a title search on this parcel but he is meeting with the American Legion staff tomorrow.

NEW BUSINESS

8 Joining Jordan Contractor's Pay Application #2 Review

Motion offered by Johnson, second by Reid to approve Joining Jordan Pay Application #2.

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MOTION CARRIEDAYES: JOHNSON, PENZIEN, TIMMONS, REID, SHERMAN, AND PECK

NAYS: NONEABSENT: HAWLEY

ABSTAIN: NONEBY ROLL CALL VOTE

9 Grant of Easement to Sidney and Jodi Saganek at 1104 Water Street

Motion offered by Timmons, second by Johnson to enter in to the Grant of Easement with Sidney and Jodi Saganek at 1104 Water Street.

MOTION CARRIEDAYES: REID, PENZIEN, JOHNSON, TIMMONS, SHERMAN, AND PECK

NAYS: NONEABSENT: HAWLEY

ABSTAIN: NONEBY ROLL CALL VOTE

10 Blue Ribbon Events: Paint & Pumpkins Event Proposal

Motion offered by Johnson, second by Reid to approve the Blue Ribbons Event: Paint & Pumpkins Event as proposed.

MOTION CARRIEDAYES: SHERMAN, TIMMONS, JOHNSON, PENZIEN, REID, AND PECK

NAYS: NONEABSENT: HAWLEY

ABSTAIN: NONEBY ROLL CALL VOTE

BOARDS & COMMISSION APPOINTMENTS -No Board Appointments were made at this time.

ANNOUNCEMENTS & REPORTS

11 City Administrator's Report

Administrator’s Report9-15-20

1. MML Online Convention Reminder:

The convention will take place September 30th – October 2nd and each session will have a separate video meeting link e-mailed to you. Please be sure to visit the website and register to have that sent to you in advance.

2. Joining Jordan Update

As well as things have been going with construction, we have run into a major delay with the decking materials. Many of you have probably heard, there is a major lumber shortage in the US; and with hurricane season upon us, the situation has only worsened. We are currently in line to receive the prefab

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decking panels by 12/1 but hopefully sooner. To continue progress with the overall project, Elmers’ will complete the framing of the boardwalk and then work on the south side of the highway bridge improvements. The pavilion construction is still planned to take place this month so progress will continue to be seen this fall.

3. Softball Field Infield Surface

Our spring recreation grant with CCCF was to replace and upgrade the infield surface at the softball field. The upgraded material will not only improve the appeal of the field but will be more level, withstand rain events and will be safer for players. This project has been discussed for several years so without this generous grant; these upgrades aren’t possible.

4. Harbor Pier Repair

A large section of the 45’ dock pier broke during a storm this summer and will need be replaced before next season. We have been monitoring the decay of that pier and planned for replacement in phases but will now have to be completed in larger sections. The DNR/Waterways is aware of our structural issues and had tentatively approved a feasibility grant from this spring. Due to COVID, all recreation grants have been frozen so a timetable has not been provided yet. The feasibility study eventually puts you in line for a phased construction grant in upcoming years so capital projects will be delayed. Fortunately, we had a near record year and since the harbor’s sustainability is critical for our community, we’ll continue smaller infrastructure projects until a major construction grant is awarded.

Consensus of the Commission was to authorize the payment to Flotation Docking Systems and get that work scheduled.

12 Mayor's Report

Mayor Peck thanked the Commission for allowing him to take some time off and thanked Commissioner Penzien for running the meetings in his place.

Peck stated East Jordan is looking good and things are progressing nicely.

13 City Attorney's Report

Attorney Beatty stated he is working with Zoning Administrator Scheel on some zoning issues which will come before Commission soon.

14 City Commissioner's Comments

Commissioner Sherman stated everything is going well and projects are coming together and is happy with everything.

Commissioner Timmons stated the situation at the Harbor was something we knew was coming andsomething that we have been putting off because we have been providing vital services. It has come to a point where we need to look at, we need to put money into things and it has been something he has been bringing up for several years.

Timmons continued stating he has been checking into things and as a community we have made it through COVID-19 so far so good and some businesses have done pretty well but some are going to have a hard time this winter.

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Commissioner Johnson apologized for missing the joint meeting but sounded like it was a great meeting.

Johnson stated the Joining Jordan project is looking great and coming together.

Commissioner Penzien inquired with Administrator Cannon on the status of the Civic Center and Co-Op Building.

Administrator Cannon we will have a structural engineer looking at the Civic Center from Grand Rapids coming up and reviewing it yet in September.

Cannon added the costs are far more than we can and should spend on this building.

Cannon added the Co-Op Building status is in the phase of testing with EGLE at this time and may continue into the spring.

Penzien stated the Planning Commission is going to be looking at a moratorium for short term rentals and asked Administrator Cannon to speak on that.

Administrator Cannon stated himself, Clerk Wilson and Zoning Administrator Scheel met today to discuss this matter further and we will be coming up with more information to bring to City Commission at the October meeting regarding a public hearing and the zoning districts regarding the short-term rental ordinance but this would just be for a moratorium at this time.

Commissioner Reid stated the school is up and running well and things are going and football games are starting this week as well.

Reid also stated it is nice to see that the softball field is getting redone.

Reid stated the JVEMSA meeting tomorrow night has been cancelled.

Reid also congratulated Brandon Marr and Matt Testa who went to Grand Rapids and did a 110-story climb in honor of 9/11 in full turn out gear.

Reid also echoed Commissioner Timmons and stated we need to promote our local businesses.

15 Adjournment

Mayor Peck adjourned the meeting at 7:58 p.m.

Respectfully Submitted,

____________________________________ _________________________________

Russell A. Peck Cheltzi M. Wilson, MMC/MiPMCMayor City Clerk

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East Jordan Fire DepartmentAugust 2020

Fire Run Report

Date Incident Location Township

08-08-2020 Smoke Alarm Mountain Road Eveline08-15-2020 Lines Down Maple Street City08-17-2020 Water Rescue Evergreen Lane Mutual Aid08-22-2020 Oxygen Tank on Fire Maple Street City08-23-2020 MVA Hajhal Road Jordan08-26-2020 PDA Sloop Road South Arm08-26-2020 Rogers Road South Arm

Monthly Total: 7 Year To Date Total: 86

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WWW.GOSLINGCZUBAK.COM | (P) 231-946-9191 | 1280 BUSINESS PARK DRIVE, TRAVERSE CITY, MICHIGAN PAGE 1 OF 1

MEMORANDUM

Televising, Cleaning & Smoke Testing Contract

To: Mr. Tom Cannon, City of East Jordan Date: October 2, 2020

From: Glenna L. Wood, P.E. Re: Televising, Cleaning & Smoke Testing Contract

cc: file

The City solicited and received bids on August 22, 2020 for televising, cleaning and smoke testing sanitary

sewer as part of an I&I study. Bids were received from three qualified bidders and a recommendation was

made to council on August 26, 2020 that they accept the low bidder, Taplin, and continue into a contract for

the work. Council approved the bid from Taplin on September 1, 2020.

As part of the solicitation for bids, the project schedule was set that work could begin after labor day and must

be completed by December 1. Taplin has not submitted a final proposal for the City to enter into an official

contract, nor have they provided the requested work schedule and submittals for work to be performed since

council’s approval of the bid recommendation. Several requests have been made to Taplin by GCES via

email and telephone for the requested documents so that work can begin, but the requested information has

not been received. It is requested that the City notify Taplin that they have been found to be an unresponsive

bidder and their quote for work be thrown out. The City can then move forward in discussions with the second

lowest bidder, PipeTek. The table below summarizes the bids received for reference.

CONTRACTOR BASE BID ADDITIONAL WORK

Taplin $ 79,084.41 $ 1,985.20

PipeTek $ 92,000.00 $ 3,040.00

Northern A-1 $ 99,150.00 $ 2,888.00

Time is of the essence for this project, so the RD Application can be completed. If Taplin is found

unresponsive, contact with the next bidder will be made to establish that they can still meet the completition

date and bid price. If the second lowest bidder cannot maintain project bid and schedule then the city can

move into discussions with the last bidder.

If Taplin submits all required documention prior to this month’s council meeting, then this recommendation

can be disregarded.

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Administrator’s Report

10-6-20

1. Green Stormwater Plan Open HouseOctober 15th 5:30 p.m. – 7:00 p.m. the green stormwater plan for Charlevoix County will be presented during a virtual open house on Zoom. This was a grant funded plan that worked with each of our Charlevoix County cities to provide recommendations on specific portions of town for improved storm sewer management practices. There will be a press release shared soon to provide details of the open house.

2. City Hall MuseumIf you have a chance to stop in to City Hall for a visit, you’ll be impressed with the volunteer efforts that have taken place. The remodeling has been completed and the historical society will continue to update/rotate the displays throughout the year. Thanks again to Rich Dietrich and the historical society for their efforts with this project.

3. Recycling StudyOur curbside recycling study was completed which was coordinated by the cities of East Jordan, Boyne City and Charlevoix and funded by CCCF. We just received a finalized presentation and will be reviewing the data before sharing and determining any next steps.

4. State BudgetMost have probably heard the State of Michigan’s budget was approved last week and I am thankful to see more positive numbers than originally forecasted. Based on the MML virtual conference, there are several programs being funded to continue water and sewer infrastructure projects.

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