Board of Trustees - Regular Meeting

And we'll go ahead and start with the pledge of allegiance to the flag of the United States of America to the standy for

present. Thank you. We do have a quorum. We'll go ahead and ask for a motion to approve the agenda. Madam Chair, I move to approve the agenda for October 8th, 2025. Okay. Any discussion? All in favor?

I opposed. All right. The agenda is approved as presented. I'll go ahead and open it up for public comment. Any person may come forward at this time. address the board. Anyone who wishes to speak is requested but not required to state his or her name and an address for the record. Do we have anybody like to speak for public comment? Okay, seeing none, I will go ahead and move on to an approval of the minutes. May I get a motion, please? Madam Chair, I move to approve the minutes of the regular meeting held on September 24th, 2025. Okay. Any discussion? All in favor?

I opposed. All right, the minutes are approved. I'm going to go ahead and open up our public hearing for ZOA number 25-232, Englewood West PUD resoning major amendment on page seven of the uh packet and the public hearing is now open at 6:31. Is there anyone who like to come up and speak? I will say that we did get a communication uh through email in uh one of the residents is concerned about light industrial being in that area. So I believe all of the trustees got that correspondence and when the time comes for us to uh look at that actual line item on the agenda, we can discuss that further and we do have our township planner to address those and and speak issues and answer questions on that. Okay, seeing no one um to speak on the public hearing, I will go ahead and close the public hearing at 6:32 and the communications will be attached to the minutes. All right. May I please get a motion for the consent agenda?

Madam Chair, I move to approve the consent agenda items 7.1 through 7.9. Okay. Any discussion? All in favor? I I opposed. All right, consent agenda is approved. Go ahead and uh move it on to item 9.1. May I please have a motion?

Madam Chair, I move to authorize the supervisor and clerk to enter into agreements with DHL Company and Harper Electric Incorporated subject to the township attorney approval and authorize payment to Bansion Incorporated to complete milling asphalt and pavement installation. part of the public safety facility improvement project for an amount not to exceed $295,598 $986. Okay, we have any discussion on this? I will tell you that the next three items um are all kind of in the same vein. Um if have director Gray come on up and just kind of give a quick overview of what we're we're voting on. It'll kind of cover the next three if there's any questions as well.

Absolutely. So, thank you. Uh the first item is the paving portion of the back portion of the Department of Public Safety uh facility improvement project. There are portions of the paving that will be done through Blue Scope through the original contract, but there were portions of the paving that was set aside to be done separately at a cost savings to the township. The rest of these items are also items that were done under the construction management agreement with Vans O'Brien for the same purpose. Um the second item 9.2 is for Digicon Global Car Electric for the installation of fire alerting system. This is the system that alerts the fire personnel when there is an emergency call. There's lights and audio that kick in various portions of the building. So wired through electric and 9.3 It involves Johnson and also Harper Electric who's also working on this whole project. Johnson and Harper Electric with the assistance of Vans O'Bri. All right. Thank you so much.

Thank you. All right. Um, so then I will go ahead and for a vote. All in favor of 9.1 I opposed. All right, 9.1 passes. And if I can get a motion for my 9.2. Madam chair, I move to authorize the supervisor and clerk to sign agreements with Digicon Global Incorporated and Harper Electric Incorporated for the installation of a fire alerting system and related project hardware as part of the public safety facility improvement project at a cost not to exceed 13 111 subject to the township.

Any discussion on this one? Obviously, we've already had the recap, but um all in favor I opposed. All right. Motion passes. May I please have a motion for 9.3? Madam chair move to authorize the supervisor clerk to enter into agreements with Johnson sign company and electricorated subject to the township attorney approval and authorized for the sign relocation as part of the public safety facility improvement project for cost $9,89. Okay. Any discussion? All in favor? I opposed.

Okay. Motion passes. May I please have a motion for 9.4? Madam Chair, I move to authorize the supervisor and clerk to sign an agreement for professional engineering services from SC Consulting for the proposed westight sewer improvements in the amount not to exceed $298,600 attorney. Any discussion on this one? We do have director of I do I do have a question. Hi.

Um I just want to know uh approximately if you can tell me how long like piping when does it need to be replaced? What is the shelf life? So this is duct iron pipe. So all different pipes have different uh lifespans. A duct iron pipe is usually good for 25 to 50 years just depending on the soil types and and what its sanitary sewage. So, it's a short. Okay. And so, how long do you expect a project like this to take

to to complete the project? It depends on what we're looking at a couple avenues. And what this is is a proposal to look at a project, which we'll present to you later later in the year if it comes fruition. Um but from construction start if you do direct drilling which is what we're preferred it could take anywhere from a month to install the pipe uh another month for restoration. So you know three to six months from the time it actually kicks to to be alive. Okay. And my last question is um so the consulting services so this $300,000 is solely for the design

design. Yep. So what that does is that does your design of it. So the feasibility of uh the routes that we're looking at, the pipe materials, uh it's all the permitting. Uh it's the bid documents for the project. Uh as well as any easement that we need to acquire. So it's not the ement cost if we purchase easement, but permitting with the road commission and easement acquisition. Okay. Okay. Perfect. Thank you. More questions or comments? All in favor? I opposed.

All right. Motion passes. May I please have a motion for 9.5. We do actually have director here today. Actually, I'm gonna call you up um to kind of explain a little what what happened here. This is a little more backtory on this one.

Thank you. Um so, basically on July 1st, a vehicle struck and damaged a portion of the boardwalk. Um you know, we immediately closed it down. Uh police report was filed. We're currently going through the whole um insurance claim cost recovery claim. Um but as the boardwalk is sitting there with broken parts to it, we are staff is concerned that it's more of a safety concern at this point. Um we also don't want to let the boardwalk potentially fail even more than where it's at. Um so we're going this route to just fix it and go after the claims afterwards.

We had quite a few residents contact and concerns and obviously the longer you wait sometimes the more damage that can happen. You can get more damage and it's also a main area for them to walk. Um so we don't want them walking on the road or doing anything like that as well. Any questions? I just want to say correctly. So you know there's a cost here to do the things that no way process insurance. So I mean ultimately this may be a net zero insurance but we just want yeah we want to do the work now and then whatever cost we can get back from insurance is what we're going after

and kudos to you and your staff for looking into that they made sure that all everything you just said was happening responsive to our president. All right in favor opposed. All right motion passes. If I can also get a motion for 9.6 Madam Chair, I move to authorize security system,574%

second. And we do have director here for this one and for the next question or item if anybody has any questions on this. It's pretty self-explanatory. Okay. All in favor? Opposed?

All right. Motion passes. May a motion for 9.7. Madam Chair, I move to authorize proposed change order number six for project 3579 from Orion Incorporated for the civil design of the community center parking lot expansion at 701 West Road including third party testing and agency fees of $35,260 attorney approval. All right, any discussion on this one? I do have a question.

You know, I always thought the community center kind of situated in that little circle. Are they opening at this at this point? No. We're going to still have the same entrance. Uh although the county road commission as us. We are looking at possib

Yeah. I've always thought like coming off of that road might be a little bit better because as soon as you get off the circle it's like a location of parking lot. All in favor? I opposed.

All right, that motion passes. May I please have a motion for 9.8? Uh I move to approve the first reading of ZA2-232 to amend the commercial portion of the Englewood Park West PU eastern portion of the development located on Lavender Lane between South State Street and Avis Drive. parcel number 12-21-300-10 in section 21 Pittfield Township, Washington County, Michigan.

All right, this is the one obviously that we had the communication that you all received. I'm going to go ahead and ask our township planner um Ben Carile to come up and kind of address a little about that because the concern for the resident is that there's as you all saw from the respondents. It is a fairly u heavy industrial area and they're afraid um that some of the industrial thing will be a little more um noisy and more industrial than they want in their area. So I believe the planning commission had vetted it out um but Ben will explain to you and then we can decide from there.

Yeah, thank you. Um good evening Ben Carell, Carl Whartman Associates. It's good to be here in front of you tonight. Um just a little bit of background before I jump into this. Um this approved as a multi-use PUB development. Uh the first component was the residential portion which is obviously under construction actually is have res. The second part of that was a was to be approved as a spec light industrial flex type office space and that was approximately 110,000 square feet or so. Um after consultation with the developer, they felt that there was a better use for that or a refined refined use for that particular portion. So they came back and saw an amendment to construct a 71,000 flex space. So it's still more of a light industrial type of uh uses facility, but it's more of a flex space. The most comparable thing I can think of in the township is kind of what we have for example, all this stuff. It's kind of that type of of type of facility. So, um there's going to be 71,000 square feet broken up into a number of suites and some of the suites may be combined to larger suites. But the but the purpose is is to allow uh for flexible space industrial flexible space for use for offices could be used for a personal hobby for someone that wants personal hobby and wants to use it for those types of uses. One of the issues or there were two significant issues that we spent a lot of time focusing on. Uh the first is parking. We wanted to ensure that there was adequate parking because they wanted the developer wanted flexibility uses but we had to make sure that there was adequate parking regardless of what uses were going to be there or not. Um we came on a number that we all felt comfortable with u based on our experience working with similar developments as well as the applicants experience. They've done this

all over the country different locations. So parking we felt we had found a good solution based on the parking. The second issue where we probably spent the most time was the issue of uses. And I was particularly concerned during um the review of this knowing that there's residential uh neighbors really really directly adjacent to this property that the uses um were not going to be a negative impact on those adjacent properties. So we spent a lot of time on uses and the applicant named a bunch of uses that we didn't feel comfortable with. So we whittle that those useless down. So um the issue that came up was the issue of light industrial and I use the term light industrial my my introduction but when you actually look at the permitted uses light industrial is not a named use in the allowed district. Um what is most similar would be like a trade workshop perhaps could go there. So you know someone either as a hobby trade workshop or a plumber for example could have their of their materials. The other one that um is most similar would be fabrication and assembly and this is very small scale fabrication mostly assembly final kind of final last piece before it gets shipped out. Again um those are the things that are most similar uh to to light industrial. In addition, we do have some smallcale production of food products that's allowed, but that's what we would consider does at their facility will be similar. Um, and that's a conditional use. Um, as well as any automotive services that would be allowed there. So, if someone wants to come there and tinker on their car, etc. Again, that would be a conditional use. So, we do feel like

you additional just for clarification. So a conditional use is a use that is maybe appropriate in certain locations and it may not and it gives the planning commission the flexibility to review that use in a fine tooth manner in a case by case basis and if necessary either not allow that use because the particular circumstances typically uses that may impact neighbors but planning commission a lot more discretion in terms of review and approval of those set uses. So any uses that we think were going to be potentially impactful on adjacent properties, they're listed in the condition section. So to answer a long way of answering your question

I really I appreciate the is we whittle the uses that were one allowed in the underlying zoning district that the applicant orig I have good competency developer they work very closely with us to get this to this point working through this issue and then secondly any uses that we had some potential questions where they may have some impact we listed those as conditional uses so they would have to go through a very detailed review by the planning commission the other thing I should mention They do also require a public hearing. So those neighbors will get notified if we're useful and they can come and speak to that issue. So with all that being said, we do think there's enough protection uh in this ordinance to address any concerns.

Sorry, last.

Um so I was also concerned about the resial developer who's next door homes, what their feeling was about having this. Um they were I coordinated very closely with them through this process. Made sure they're aware of what was being proposed there. Make sure they were comfortable with it because obviously impact the sales of their homes etc. And they were also very comfortable being so correct if I heard you say that industrial is not that defined in the zoning ordinance.

It's not no it's defined in it's not a use that's a listed use in the table of uses. Okay. So the table uses which actually is the ordinance which you will adopt supersedes the zoning ordinance. So they are bound to the specific uses in the agreement. So it supersedes the uses of the ordinance. So you'll see light industrial named in the zoning ordinance. It's not listed table. Okay. So, but if they had a person who wanted you ordinance to determine if that industrial use

I would get more clarification from and this happens a lot with uses, right? Because you can't have every use defined and exactly laid out. So sometimes we have to make interpretations. Um what I would do is I would ask what the use is and get clarification and I if I think it's comparable or comparable to these uses then I would either take it through the approving process of these uses. If I didn't I would say I would deny the directive use there's different appeal that would be made by administrator about whether to then ultimately miss ultimate decision because then they have to go and get approved

does that I can't remember does after they get a conditional use permit does that come back to the board use permits do not get approved by the Well, I thank you for all of this information and I do believe that the planning commission carefully consider this matter questions or further clarification from our planner.

I just have a general question. appreciate your explanation. I'd imagine there's some nuance I'm just worried about. What is the enforcing?

Yeah, it's a it's a great question and one that that council attorney where I think and I went over in detail and how how we typically would make that determination more. So if there's gray area, we would lean to the more use which in this case would either be a condition or use not allowed.

And that's way It's not black and white. The more restrictive provision applies that's in setbacks, height, whatever it may be, uses the more restrict. So if there's gray area, we would make an interpretation. The interpretation would I would typically fall on the more restrictive and that would go through that process of really tried we tried our best to try to nail this as tight as possible. um understanding that there has to be a little flexibility on the developer side as well as there has to be a lot of protection on our side uh and our resident side. So that's kind of how we tailor this. Again, I think this five or six iterations back and forth between us and them about what we would allow, what we would allow and the planning commission spent three or four meetings. So it was a your point's well taken. I think we're going to be more restrictive in our matters. comments or questions.

Thank you.

Voice or sorry. Yes. Yes.

Thank you. Motion passes. All right, I will move on to reports. Anyone have a le report? So this is just summary points commission voted to approve second planning commission CSBA. C407 quick and CSBA express so no action was taken as a discussion we held on shortterm rental properties we also have discussion commission meeting tomorrow.

Thank you. That's really helpful. I think that collaboration between the planning commission data centers just coming into our community to be aware of. And so if anyone, you know, has any strong feelings about it, it's now the time to sort of get involved. You can clearly see that things get vetted out quite a bit in the planning commission. Um, also just wanted to mention that on October 19th, we'll be doing a safe and sound audit on Carpenter Road with the scarecrows and anyone can join us. We're going to be walking that corridor. We've had several people um die quite honestly just um crossing that road and there's been incidents Uh there's been some measures taken to make that corridor safer, but um at this point, you know, we have got a grant for a safe road audit and we'll be getting the results of that from the road commission um on that in that time frame. the auto and then being able to hear back from real people walk it every day so that we can make that on the 19th we would love it I think is that correct any more reports or things announcements anything all right well if that's the case then I will go ahead and open it up for public comment too any persons may come forward at this time toest Anyone wishes to speak is requested and not required to state his or her name and address for the record.

Christine Lauron 151 East textile road. I didn't quite understand where the safe road audit was. Did you say the state textile corridor? So sorry. It's Carpenter Road. Okay. And we're starting at Mabellar. Okay. Because I was going to say Carpenter Road is that's where the people have been

passing away. Good. I'm glad. That's that's a that's that's really important. That's I'm really really glad to hear that you're doing that because that's just been just a deadly road for pedestrians. So, thank you. And I'll try to I'll try to make it if I can. Thanks. Bye. Anyone else? All right. If not, then I will go ahead and ask for a motion to adjourn. Second. All in favor? I. All right, we are adjourned at almost 7 o'clock 659.