VI.

Sample Meeting Minutes

Sample minutes from a meeting of a fictional government body follows. Refer to your city or village charter and codes to clarify what discussion, topics, etc. are allowed before your council, boards and commissions. City of Green Valley The Regular Council Meeting, Wednesday, January 12, 2005 Present: Bry, Dickenson, Heide, Krone, Lagus, Mohles, Padree, Pikk, Walper, Woora. Guests: Dennis Auker, Carl Block, Thomas Brewer, Susan Butler, Gerald Carpenter, Kenneth Evans, Jane Hill, Liz Jackson, Grant Karas, Edward King, Tony Licata, Damond Maxwell, Steve ONeal, Harry Owens, Ron Palmquist, Sara Richvalsky, Robert Schwartz. The meeting was called to order in the city council chambers by Mayor Dickenson at 7:00 p.m. 1. The Pledge of Allegiance was led by councilmember Mohles. 2. The minutes of the regular council meeting of February 8, 2004, and the Committee of the Whole meeting of February 22, 2004, were presented. Corrections to the minutes of February 8, 2004: Item 5.(e) explain the type of resolution from Grand Woods; Item 7. the word your should be youre. Krone moved, Lagus seconded, CARRIED, to approve the minutes of February 8, 2004, as corrected. Corrections to the minutes of February 22, 2004: Item 2. Insert MML before the first Legal; delete the words for a and insert the words requesting aid from the MML, the motion should read Krone moved, Woora seconded, ADOPTED, to adopt the Resolution requesting aid from the MML Legal Defense Fund. Meetings: Agendas and Minutes Michigan Municipal League Feb. 22 Minutes Corrections and Approval Pledge Committee of the Whole Feb. 8 Minutes Corrections and Approval

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Lagus moved, Padree seconded, CARRIED, to approve the minutes of February 22, 2004, as corrected. 3. The bills for February, 2004, were presented for councils review. Lagus would like to have the township added to the explanation of those bills for the Fire Department for which the city will receive partial reimbursement. Lagus moved, Woora seconded, CARRIED, to approve payment of $61,719.71 for February 2004, bills. 4. Short Public Comment Steve ONeal, 337 Old River, had two (2) areas he wished to discuss. a. The brick entrance to Indian Mound Subdivision is in need of repair. The Council informed ONeal that the brick entrance was to be maintained by the Subdivision Homeowners Association. b. ONeal reported that there is also a speeding problem on Old River. This problem was referred to the Public Safety Committee. Damon Maxwell, 11411 Alsetter, had two (2) areas that he wished to discuss. a. Maxwell reported that the sidewalks in his subdivision are being blocked both by overgrown trees and by cars at Country Farms Apartments. Police Chief Auker is meeting with the managers of Country Farm Apartments and he will pass along the information. The city manager will check on the overgrown trees. Visitors Visitors Paid Bills

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b. Maxwell expressed his concerns on fire protection for the residents on the west side of the railroad tracks. This item was referred to the Public Safety Committee. 5. Awards At this point, Mayor Dickenson, Green Valley Councilmember Woora, and Awards Councilmember Mohles Presented the Green Valley Youre Looking Good Awards to Smith Funeral Home, Connecticut Manor, Grant Karas and Hillcrest Apartment Complex. 6. Public Hearings Mayor Dickenson opened the public Hearing on rezoning request Z-825 to rezone property on the south side of Clinton River Road between North and Hayes Roads in Section 24 to R-1-70 (Single-Family Residential, 8,400 square feet) from R-1-80 (SingleFamily Residential, 10,000 square Feet). Gerald Carpenter, 38700 Morrie Road, attorney representing the Petitioner, explained the request. The following residents spoke against the request, citing land and house size preferences for this area and stated that they wish the area to remain R-1-80 as zoned: Jane Hill, 38183 Hayes Road; Tony Licata, 38185 Hayes Road; Edward King, 38345 Hayes Road; Kenneth Evans, 15262 Clinton River Road. Robert Schwartz, 227 Chandler Street, further explained the proposal for use of the property, stating that there are no plans for cluster housing or apartments at this time. Meetings: Agendas and Minutes Michigan Municipal League Request to Rezone on Clinton River Road Green Valley Awards

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Mayor Dickenson closed the public hearing. Lagus moved, Walper supported, CARRIED, to deny the request for R-1-70 (Single-Family Residential, 8,400 square feet) from R-1-80 (Single-Family Residential, 10,000 square feet) for property located on the south side of Clinton River Road between North and Hayes Roads in Section 24, Z-825, for the following reasons: a. The property is capable of development as currently zoned; b. The proposed rezoning to R-1-70 would create a higher density development pattern, which would be inconsistent and incompatible with nearby developed properties; c. The proposed rezoning is inconsistent with the Master Land Use Plan of the City of Green Valley. Councilmember Padree questioned the amount of 22 acres that is designated as wetlands. 7. Communications a. Clare Rater - report on Making the Sesquicentennial Work. For information only. b. Community Development - notification of approval of the request the city made to reallocate unexpended CDBG Funds to the Streetscape Project. 8. Unfinished Business: None 9. New Business a. Committee Reports: Lagus reported that the Public Works Committee recommends approval of the sewer tap agreement with Jim and Lois Peterman, 8701 Tight Lane, giving the Petermans permission to tap into the citys sanitary sewer system. Lagus moved, Krone seconded, CARRIED, to approve the agreement and to have the mayor sign the agreement. Meetings: Agendas and Minutes Michigan Municipal League Peterman Sewer Tap Agreement Communications

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Mohles reported on the Public Safety Committee findings on the 9-1-1 emergency phone system. The initial cost of a Primary Public Safety Answering Point (PSAP) is estimated to be $22,000 and an established $1,000 monthly service fee. The county is planning to have 9-1-1 effective July, 2004. The committee recommends that the city council approve the following resolution notifying the county board of commissioners of the citys intent to become a PSAP for the emergency 9-1-1 phone system. Resolution Notice of Intent to Function as PSAP Pursuant to Section 307 of the Emergency Telephone Enabling Act, the City of Green Valley shall function as a PSAP within the 9-1-1 service district of the tentative 9-1-1 service plan adopted by resolution of the board of commissioners for the County of Cook, January 8, 2004. Krone moved, Mohles seconded, ADOPTED, to approve the Notice of Intent to Function as PSAP resolution. Padree feels a local 9-1-1 would be a duplication of a county service. b. American Cancer Society: Request for permission to solicit door to door April 15, 2004, through May 3, 2004. Lagus moved, Woora seconded, CARRIED, to grant permission to solicit door to door April 15, 2004, through May 3, 2004, subject to a statement on why the American Cancer Society does not receive enough funding from the United Way.

9-1-1 Emergency Phone System

PSAP Resolution

American Cancer Society Solicitation

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10. Other Business a. Police Chief - no report. b. DPW Director-no report. c. City Attorney - no report. d. City Managers Report: 1. The city manager reported on the bids that were received for the Green Park Tennis/ Basketball Courts. All of the bids were considerably higher than anticipated. The city manager recommended that council deny all bids and rebid the project in the summer of 2004. Krone moved, Walper seconded, CARRIED, to reject all bids and rebid in the summer of 2004. 2. The city manager reminded the city council that Fall Clean Up Day is the week of October 24, 2004, on the normal pickup day. e. Padree requested that November 7, 2004, be declared Animal Park Day and that a banner be placed across S. Detroit Street during the last two weeks of October. Padree moved, Krone seconded, CARRIED, to approve the banner Request. f. Mayor Dickenson had nothing to discuss. g. Mohles moved, Walper seconded, CARRIED, to hold a closed executive session to discuss police investigations and the sale of Property. Roll call vote: Aye: Bry, Deckenson, Heide, Krone, Lagus, Mohles, Padree Pikk, Walper, Woorra. No: None. Clean-up Day Green Park Tennis/ Basketball Courts Bid

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11. Adjournment at 9:08 p.m. Thomas Hightower, Clerk, City of Green Valley

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