Council Meeting Common Council September 4, 2018

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1 Council Meeting Common Council September 4, 2018 The regular meeting of the Common Council was held at Zeeland City Hall, 21 S. Elm, Zeeland MI on Tuesday, September 4, Mayor Klynstra called the meeting to order at 7:00 p.m. PRESENT: Council members Gruppen, VanDorp, Kass, Timmer, Broersma, Wilson, Klynstra ABSENT: Council members None Staff present: City Manager Klunder, City Attorney Donkersloot, Interim Fire Chief Harsevoort, Finance Director/Treasurer/Assistant City Manager Plockmeyer, Police Chief Jungle, City Clerk Holmes The invocation was offered by Councilmember Schyuler Wilson. The Pledge of Allegiance was recited Approve Consent Agenda Motion was made by Councilmember Broersma and seconded by Councilmember Kass to approve the consent agenda as presented. 1. Approve minutes of the regular meeting of August 20, Approve minutes of the work-study session of August 20, Receive for information the minutes of the Cemetery-Parks Commission Meeting of July 31, Receive for information minutes of BPW Meeting of August 21, 2018 and Special Meeting of August, 24, Ratify BPW Action Approving July cash disbursements and regular monthly transfers for August. 6. Ratify BPW Action awarding the bid for upgrading the water SCADA system to Windemuller for $10, Ratify BPW Action to approve FY2019 Performance Objectives. 8. Ratify BPW Action to approve the hiring of Mycoff, Fry and Prouse, LLC to provide management search services for the BPW General Manager. 9. Ratify BPW Action appointing General Manager Cook to work with the consultant to facilitate and manage the process of the Board s selection of a new General Manager. 10. Approve Firefighter Liesel Klett to a paid Firefighter position. 11. Approve Firefighter Jordan Lasley to a paid Firefighter position. AYES: Gruppen, Kass, Timmer, VanDorp, Wilson, Broersma, Mayor Klynstra City Manager s Report City Treasurer/Finance Director/Assistant City Manager Plockmeyer updated Council on the following: BL196 Update The intersection of Main and Chicago Drive is now closed and will remain that way for approximately three weeks. There is a possibility of closing the turn-around at the eastern end of the project for a brief period of time to prepare for a traffic shift. Rich Street Progress Update The Rich Street Project continues to progress. Plockmeyer distributed to Council the minutes from the most recent progress meeting.

2 Firefighter/Medical First Responder At Tuesday s meeting we will have the opportunity to swear-in two new full active Firefighter/Medical First Responders. We are honored and grateful for men and women that are committed and dedicated to serving the City of Zeeland in this capacity. Summer Property Tax Collection The summer property tax collection due date is two weeks behind us and Finance Director/Treasurer/Assistant City Manager Plockmeyer reported that they have collected and distributed over 95% of the 3047 parcels and over 98% of the more than $20 million dollars of taxes we collect. Plockmeyer thanked Zeeland residents and their efforts to pay their taxes in a timely manner and to Nancy Wolters for being a crucial part of the tax collection process. Housing Next Presentation Ryan Kilpatrick will provide an overview of Housing Next to the Planning Commission on Thursday, September 6 and their efforts to support local communities in providing more housing choices across the region. The presentation will occur near the beginning of the 5:45 meeting with dinner at 5:15 p.m. City Council members are encouraged to attend. Swearing in of Firefighter/Medical First Responders Interim Fire Chief Mitch Harsevoort announces the swearing in and moving to full active status of Jordan Lasley and Liesel Klett to Firefighter/Medical First Responder. Both Lasley and Klett have successfully completed the State of Michigan Firefighter I & II Fire Academy and Medical First Responder along with ZFR mentor program. We are grateful to have them join the Zeeland Fire Rescue Department Approve BPW Search Consultant Contract Motion was made by Councilmember Gruppen and seconded by Councilmember VanDorp to approve the retaining of Mycoff, Fry & Prouse, LLC to provide the services defined in the Executive Search Services Proposal and authorize the BPW General Manager to execute the proposal. AYES: Kass, Timmer, VanDorp, Wilson, Broersma, Gruppen, Mayor Klynstra Cancel Xerox Government Services LLC Contract Fire/Rescue Firehouse Software Motion was made by Councilmember Broersma and seconded by Councilmember Kass to cancel the contract, which began on October 1, 2015 with Xerox Government Systems. AYES: Timmer, VanDorp, Wilson, Broersma, Gruppen, Kass, Mayor Klynstra Approve New Fire/Rescue Software Contract Motion was made by Councilmember VanDorp and seconded by Councilmember Gruppen to approve a piggyback contract with Image Trend with Grand Haven Charter Township as the prime contract holder.

3 AYES: VanDorp, Wilson, Broersma, Gruppen, Kass, Timmer, Mayor Klynstra Michigan Public Safety Communications Member Subscriber Agreement Motion was made by Councilmember Kass and seconded by Councilmember Broersma to approve the service agreement between the City of Zeeland and Michigan Public Safety Communications System (MPSCS) which allows ZFR to utilize the 800 MHz system and equipment purchased by Ottawa County Central Dispatch Authority. AYES: Wilson, Broersma, Gruppen, Kass, Timmer, VanDorp, Mayor Klynstra MACC Policy Bylaws and Member Agreement Amendments Motion was made by Councilmember Timmer and seconded by Councilmember Gruppen to approve the amended MACC Member Agreement and Bylaws as presented. AYES: Broersma, Gruppen, Kass, Timmer, VanDorp, Broersma, Wilson, Mayor Klynstra Mayor Klynstra thanked the Police and Fire Department for their help with the Labor Day Truck Parade. A lot of work, planning and fund raising goes into this parade and the efforts are appreciated. The Pumpkinfest parade will be Saturday, October 6 and the theme this year is Pumpkinfest Sets Sail. There being no further business to come before the Council, motion was made by Councilmember Gruppen and seconded by Councilmember Broersma that the meeting adjourn at 7:35 p.m. Motion carried. Pamela Holmes, City Clerk

4 MEMORANDUM OF WORK-STUDY SESSION Zeeland City Hall 21 S. Elm, Zeeland MI Tuesday,September 4, :15 P.M. PRESENT: Council members Gruppen, VanDorp, Kass, Timmer, Broersma, Wilson and Mayor Klynstra ABSENT: Council members None Staff present: City Manager Klunder, City Attorney Donkersloot, and City Clerk Holmes Mayor Klynstra called the meeting to order at 6:15 p.m. BPW Search Consultant General Manager Cook explained to City Council that he will be retiring January 21, In response to his announcement, the BPW Board met last week to define a plan to move forward to obtain a General Manager replacement. The BPW Board is recommending to Council to retain the services of Mycoff, Fry & Prouse, LLC which is an executive search & recruitment firm to define, manage and facilitate the search process. Mycoff, Fry & Prouse, LLC comes highly recommended and have been used by several utilities in Michigan including Grand Haven, Holland and were used by Zeeland BPW during their last General Manager search. Cancel Xerox Government Services LLC Contract Fire/Rescue Firehouse Software Interim Fire Chief Mitch Harsevoort explained Firehouse is the current software they use to document fire related incidents. We currently are half-way in a five-year contract with them. Ottawa County fire chiefs compared the Firehouse Software with Image Trend and decided it would be better to go with Image Trend. Other municipalities canceled their contracts with Firehouse with no issues and no fees. Canceling our contract with Firehouse would be a big financial savings. New Fire/Rescue Software Contract with Image Trend Harsevoort continued to explain by signing a contract with Image Trend, Grand Haven Charter Township would hold the Prime Contract with Image Trend and the City of Zeeland will have a piggyback licensing agreement. Ottawa County Central Dispatch Authority will only be pushing their Computer Aided Dispatching (CAD) data to the Image Trend system. This information is utilized by the Zeeland Fire Rescue in their reporting of incidents. ZFR also uses Image Trend for EMS reporting and submitting fire reports through this same system would allow the ability to pull data from one system versus our current two software system. Image Trend would simplify the process and be a substantial savings. We currently pay Firehouse $995 annually and if we went with Image Trend the first year would be $1, which includes training and set-up costs. After the first year the cost would be $ annually. Michigan s Public Safety Communications System Member Subscriber Agreement 800 MHz Radios for Fire/Rescue Harsevoort reported that Ottawa County has been working towards upgrading the radio frequency service in the area to 800 MHz. This would allow all departments in the County to utilize the 800 MHz system used by other resources throughout the State of Michigan. The equipment needed for this project was purchased by Ottawa County Central Dispatch Authority at no cost to ZFR. However, we would be required to maintain this equipment moving forward and will have ownership of the equipment provided. At the start of the contract, ZFR will have the appropriate number of portable and mobile

5 radios for our current need. There would only be a charge if ZFR wanted to add additional radios. The final phase of this project is currently underway with a final go-live date of October, MACC Policy Bylaws and Member Agreement Amendments City Manger Klunder explained that in April, 2018, the MACC Policy Committee approved amendments to their bylaws and the agreement. They now need all member units to approve the amended bylaws and agreement as well. The amendments define the composition of the Executive Committee. The other amendments reflect the current practice of using the most recent US Census Bureau population estimates to establish dues with the MACC. Mayor Klynstra (our representative to the MACC) did vote to approve the amendments as did the other representatives on the MACC Policy Board Closed Session to Review Attorney Opinion Motion was made by Council Member Gruppen and seconded by Councilmember Timmer to go into Closed Session at 6:40 p.m. AYES: Broersma, Gruppen, Kass, Timmer, Van Dorp, Wilson, Mayor Klynstra At 6:59 p.m. City Council reconvened. The work-study session adjourned at 7:00 p.m. Pamela Holmes, City Clerk

Muskegon County Board of Commissioners Hall of Justice, 990 Terrace, 4 th Floor Muskegon, MI 49442

Muskegon County Board of Commissioners September 25, 2018 721 Benjamin E. Cross, Chairman Marvin Engle Gary Foster Susie Hughes Kenneth Mahoney Muskegon County Board of Commissioners Hall of Justice, 990