be led by our colleague councilman whiteman and then we will have the pledge of allegiance we'd ask that you would stand with us if you're able please pray with me generally father we thank you for this day and we thank you for the blessing of calling this amazing place home thank you for the many many years that your hand has been upon this place  e you've guided the leaders that have come before us we pray father tonight as we take upon ourselves the business of the city we pray that we would have your wisdom your heart in your mind for our fellow neighbors and we pray that we would be able to have decorum amongst our deliberations that reflective of your heart your mind pray that you would watch over us and life of the united states of america and the republic for which is one nation under god indivisible with liberty and justice for all thank you and we appreciate that now we are going to go on with the consent agenda that is a list of items that we and i will read and at the end of that we will pass that as one large group of items but perhaps you came tonight because you wanted to address one of those items if that's the case at the end of anna's reading of all these things that will open it up for someone from the audience to come forward give us your name address and which item you would like taken out of the consent to gender and then we will handle that in its sequence as it's presented in the printed agenda so ana could you please start us with the consent agenda item four eight to excuse the absence of council member peters and we would like to amend the agenda by removing item twelve three item four to approve the minutes of the january twenty seventh and twenty council retreat february one regular in close meeting and february eighth two thousand and seventeen study session item for c to accept and file executed notes of office from various boards and commissions item twelve a one to approve an extension of the filing date for the how board of public works capital and operating budget to march thirteenth two thousand and seventeen item twelve eighty two to approve a contract with boston productions inc also known as b p in the total amount of one hundred ninety thousand six hundred midi for the development of the hauen energy parks visitor experience center audio visual exhibits pending approval as to form by the city attorney and authorize the mayor and deputy clerk to sign said contract item twelve ethe three point one two accept a grant from the michigan department of natural resources trust fund program in the amount of one hundred sixty five thousand for improvements to be made at the entrance parking area at the digraph nature center and authorize a mayor deputy clerk to sign  grant document on behalf of the city item twelve eat three point two to approve an agreement with mc smith so so she gets an architectural group for professional services in connection with the graphic nature center park entrance improvement in the amount of thirty thousand three hundred thousand three hundred dollars subject to approval asked for by the city attorney item twelve eve four point one to approve the list of fiscal year two thousand and seventeen budget appropriations adjustments for respective accounts and to authorize the finance director to make the necessary transfers in the fiscal year seventeen budget i read twelve four point two to approve the bid submitted by barbara ford for the purchase of one ford f four fifty four by four at a cost of thirty six thousand eight hundred three and one ford f four fifty four by two at a cost of thirty four thousand three hundred four to be funded from the centralized equipment and vehicle fund item twelve b six point two and seventeen aid to accept in place on first reading the proposed ordinance amendment by adding an article six to section thirty three point one dash sixty one through seventy one to allow  payment in lieu of taxes also known as pilot a four percent of the annual rent for the construction number proposed low income housing project up to fifty four river avenue with final consideration for the march one two thousand and seven council meeting thank you and so that is the list of consent agenda items if anyone in the audience prefers to have that handle in sequence in the agenda please step forward to the podium give us your name address and which item you would like removed from the consent agenda seeing no one council does anyone have something that they would like taken our consent seeing now and we have a six point three gentlemen with a travel day and we'd like to get him home as soon as possible so he's now become a member of the family of holland michigan greg why camp is here to talk to us about edgewater yes i think we have our two thirds we have our three thirds great go ahead right thank you madam mayor members of the city council prior to greg giving us the details on the next design services needed for this project i wanted to give again two million dollars the prior year and the corporation has donated another million dollars in cash and goods in july last year so there's three million dollars for this project of twelve point seven five million it's the the budget so i have there been various design services to date surveys so i'll borings some initial work by construction manager and this slide here is intended to show you where we stand today eight all of this is included in that twelve point seven five million the authorized expenditures have been one hundred ninety one thousand dollars since july of last year and the actual expenditures however appear to be on the seven hundred thirty five thousand there was a little bit more in stage one design we had some additional meetings last march they were necessary stage two design was a little bit less so were one thousand dollars to the good for design when it comes to the bonding costs the finance department working with other professionals brought that in one hundred fifty three thousand dollars less i'm looking at the i'm looking at this column right here and this festus has been dead and i came in at ninety four thousand dollars last that might change depending on how it goes when they get into the building and look at all the detail but for now that's a very good sign so all told the project is currently running a little bit more than a quarter million under budget the next step is to have a third amendment for edgewater resources who heads up the design team including g m b engineers and architects as well as a number other  going to hear about a minute but it's intended to provide the final design the detail design for the architecture the landscape the engineering so this project got to bid and that's called d d and the only thing after this would be construction initiation and that will be something you consider until construction has just about ready to begin after bidding so with that i'd like to invite greg way camp who is the principal water resources that is leading this project greg greater level successive levels of detail to refine and tighten up the design there's continual budget monitoring to keep the project in budget so there are two components of the proposal there's reimbursable expenses which are these allowances that you see before you these are range from the very bottom there which is simple things like travel and printing costs you know just the physical paper it takes to get the project done the rest of these are consultants that we have various budgets for so for example a tour environmental testing budget of ten thousand dollars that may come in a thousand dollars it may come in a ten thousand dollars we have a budget for the city to have flexibility to monitor that without having to come to you every time we have a little question things like s m g helping us with operations ensure their shook which is an exceptionally qualified lighting firm which is going to help us take the lighting work we're going to be doing anyway and do it the very best job possible with that we're very excited to have them on the team so these would be expenses that we directly as they come to us there's no markup it's directly as charged so then we have design development which is the next phase of drawings so that's where we are in process now will be coming to you on march eighth with a complete update on the building solar all the different things just to keep everybody informed as to where we are also with an updated construction schedule and then we move into the hard construction documents and those are the physical technical documents that we hand out in contractors bet on and they'll say all of whatever the prices for that work we get into the bidding process will review those bids will interview the contractors will come back with recommendations as partner with go construction to suggest recommend which contractors to use and that's what those services are so that's the total we thank you greg yeah anyone have questions or comments i don't hear drumroll but i think we're getting there that's exciting and we appreciate your getting people who really know what they're doing on the process in the process of a great project i think people are going to sell love this when it's finished yes right so in summary the recommendation is in your package it's to consider approval of the third amendment with a try to resources to cover all detail design expenses for the civic center place professional team and i say that deliberately this includes all design for anything outside the building as well even though funding fundraising efforts continue on that between now and the start of construction them out of eight hundred ten thousand two hundred with allowance of one hundred one thousand five approval yes that's correct the agreement that's in your package has been reviewed by water tweak it a little bit and so that would be the final version great thank you ron so do  a motion just one comment by you that i've asked a question up stairs and i just want to reiterate it for the public i have asked about even though the funding is not there for the outside that specifically in the lighting that we're looking at the whole two block three block area there to encompass everything obviously we can't get the fine details because we don't have the old site design flattened out yet but i just hate to come back and say son of a gun i wish we had done this so as much as we can try to incorporate both internally and externally as far as the total waiting package i think we're going to be better off from a symbiotic relationship throughout the whole of two two square block area there yes will be it will be designing in detail everything south of it straight and that will include the market street the market improvements themselves that we've been talking about the gutters and the style markers you need to what is in those things the what we call the southeast park the central spine and the sort of media surrounds of the building on the north side where all the knock on that because a lot of questions about the parking there but we will have an overall lighting concept that will adapt to the north side of a straight no problem so that is all that it should be able to roll right over a there and it is going to be such an amazing space that draws people and just by the way it's live so thank you great thank you so much moving on to unfinished business the approval of the f y eighteen council goals from the retreat have been worked in reworked we had our famous subcommittee whiteman and len and we had a so you session about this ryan would you like to take it from there yes the slides are not here but they are in your packet so i'm going to flip to them and just read them as council knows over a course of a month and one two three four various meetings including one that lasted six hours these goals were developed for fiscal year eighteen and were refined to be generous to time and effort by council members whiteman and lead so i won't belabor every word you have in your packet but there are nine goals and the first is in title administrative and deals with developing a structure staffing and succession plan that is to sickly sustainable and powers city manager to execute city councils goals and that's principally going to be informed by the outcome of the management organizational structure and efficiency study otherwise known as mos which will be coming to you sometime next month towards the end of the next goal is financial the city council will prioritize the city buildings for staff to inform and named in a maintenance and capital plan in the context of revenues and debt service so of course you have a strong interest in maintaining your capital assets and and part of that is a sub bola to provide existing revenue projections and debt service projections so there are several study sessions that are being put on the calendar that you'll hear more about next next week that will provide all the efforts needed to accomplish that goal the next heading is parks of think technology that doesn't i don't even know exists thank you so you can read it yourself but the interest there is that we we do know it's akin to the paper reading we do and streets but something like that for parks and there are models that we are researching so we you know exactly quick numerical reference standpoint what each park looks like in terms of its maintenance and we can allocate our funds accordingly that the fire department there's a training position that is strongly recommended by the weather department and there may be others that you will see or talk about phasing as we go forward next item is to have some joint meetings of the home where the public works and look at the term in the annual transfer from a dollar standpoint or percentage standpoint and to also ensure that we are on track to accomplish the fiber downtown holland and always next is to emphasize the twenty year maintenance and capital plan for city city streets which we did this last summer and want to make sure we will continue at least for the foreseeable future and i would also include some reviews of our sidewalks and some traffic studies including we've been asked to look at truck routes the downtown has had an opportunity here to look at the  structure downtown between fair banks and the waterfront with the civic center being the heart of the area that's newly developing with wes state street development for the g k so in that  context review the waterfront vision the downtown management the assessments for hotels and how that fits into the management and also more funding for events sixty eight i didn't mention but it's there is an innovation district as well and economic development more emphasis on understanding and assisting in having a city point of contact as well as quarterly to the overall economic health of the community community relations once again need to formalize some ongoing communications with our schools and review the issues and pressures that human relations department is engaging much has changed in the last year and we're seeing more needs for certain efforts that are coming across our our way so that's pretty much i now do we have any comments about the goals for this year yes take iraq just very quickly for those who may be watching this this is not an exhaustive list of things that council or staff is concerned with there are issues or projects that are ongoing that are not part of us or west but nonetheless have our our attention and energies are going into those things to make sure that they come to proper fruition but this is sort of a list of things that we consider to be priorities at this point in time we want to make sure that our staff was aware of it and we remind ourselves as we go through the year that these are things that we intend to pay attention to and give energy to investigate and working out and as we go through life things pop up other things will come to light that will need to or want to pay attention to but this is sort of a highlight list of things that collectively we've thought about  and mused over and have come to a consensus on after quite a process i would say that are important issues that we look at so i might just want to say i thoroughly enjoyed our process this year i thought it was extremely productive even though it was a little little longer than normal if you if you can say the stuff is fun i think it brought the fun back of semblance to what we had talked about there was many ideas being thrown out and everybody was rethinking and they kind of jelled everything together and brought together a collective mind to be able to put this in its final form so  there's a lot of work ahead of us and as dave said it's not exhaustive it's a great map to get us started for the next fiscal year so i'm looking forward to working on y  this year is that kind of due to due to the really strong leadership of both staff and past councils there were some really good strategic decisions made coming as a result of kind of two thousand and eight and financial challenges and there were some decisions made that helped keep our own thriving and successful a lot of communities didn't have that leadership and that foresight to come through that time and i think one of the big things that kind of came out this year as we were talking is hey we're we're starting to come out of that we're not all the way out of it but we're starting to move that way and you see a lot of the goals are talking about maintenance hey how do we start thinking about reinvesting in the things that we have to make tough decisions on in the past to be able to kind of keep moving forward and so instead of just hey let's let's just pour money into it you see a lot of these goals on here of sand hey how do we do that in a way that's strategic that's sustainable and that's kind of maximizing livability are our slogan if you will are our mission statement but i  think that was one of the things for me that was really you know fun to be a part of is that conversation of how do we responsibly and sustainably move into a growth phase and account for all the things that are within kind of our inventory of of ownership and responsibility and that includes staff and includes buildings roads etc so i think that was something that in this next year is going to be really exciting for us as a group  as we start answering some of those questions thank you very good i'd like to think garden and brian for their extra work on this i think that it a great job i see a really nice balance here we have the infrastructure kinds of things with roads and sidewalks and looking at buildings and parks etc but also looking for the future as for six treed in downtown and also the civic center and what we can do for the the marketplace so i think there's a nice balance on that particular part so i'm excited about the fordable housing concept and also looking at the human relations commission to see if we can put some help with the on that particular group if you keep them moving forward so i think it's a really good balance and it's going to be a lot of work and i think we've got the staff will be excited about working with everyone on th who were one hundred percent present through that whole discussion and everybody each person brought his strengths to the table and you could see that it was a lot of synergy and a lot of teamwork and it was an honor to be a part of that so you would pass that right so i'm moving on or do we have to have a vote yet ok so now we have a motion that we would accept it right i would like to move we accept our goals and guiding guidelines whatever for a twenty seventeen mode by birch support yes thank you and now we are open to public comment maybe you came here tonight you had something to talk about that's not anywhere else on this agenda and we would love to hear from you so just come to the podium give us your name and address and you're welcome to speak for five minutes as there anyone who would like to do so seeing really nice people but no one has anything to share at this time ok i think you will close public comment and we'll move on to our adoption of ordinances which is the proposed ordinance amendment about solid waste services are you going to introduce  other words debut in this role at this mike is tonight because you heard from him about right downtown parking but  we're turning the page from the end turn to the full time employee exactly now that i'm sorry off on a good footing that's right so what we're looking at here is we're requesting to sections fourteen deaths four point one fourteen dash four point zero relating to solid waste and bring it more in line with the rest of our utilities and how we view language or lacks proper means of disposal of refuse as defined in section twenty seven dash one of this ordinance to the section and therefore if service is suspended or not present it is and does not fit the definition of fit for human occupancy likewise in fourteen dash four point four zero and definition of utility service we would like to add the term solid waste to bring that in line with the rest of our utilities so that from a code enforcement standpoint we can hold property specifically rental properties accountable for maintaining those services we had a problem that this is proposed to so yes so michigan code allows for what's referred to as an affidavit of least when it comes to utility services currently within the city of holland we have  issue with it's a relatively small number of properties but it's outstanding issue of uncollectable funds so by adding these two sets of will solve waste to our definition and the language to forty four point one we can require that landlords do take responsibility to ensure that refuse service is maintained so if we were to suspend the service due to lack of payment the landlord would ultimately be responsible for ensuring one way or another that suspension is resolved so whether it's working out with the tenant if service so ultimately it just requires an additional onus on the landlords part to ensure that the bill is getting paid without violating the affidavit of lease so under no circumstances does this require that the landlord pay any outstanding balances but that is an option but ultimately it requires the landlord to ensure one way or another that is resolved because he had some bills that really rang correct so there is a group of outstanding bills for certain tenants that have essentially gone unpaid for quite a long time he's going somewhere about twenty thousand dollars in an utterly uncollectable as a landlord if you have attended who does not pay a bill in essentially jump ship that bill is outstanding and if it goes on resolved it can be processed as a leader get your property this affidavit basically is a legal document stating that so i ask the question yeah exactly so ron if you want to take it my reading is that the affidavit of lee still stands but it requires the landlord to take some action whether that's putting additional pressure on the tenant to work with the city to resolve that and some of those options are necessarily resolving it carte blanche we work with our tenants with payment yes that that would be correct we don't really have a choice about the use of an affidavit and not leaning property where the affidavit is filed indicating that tenet is is responsible for payment but what we do have leverage with this new language would be where there's no service because the tenants not paying for it then the city can declare that it's unfit for human occupancy in order that it be vacated and so it's going to affect the ability of the landlord to collect rent and of course where there's nothing like one collected garbage to get people's attention exactly yes any other comments or questions do we have a motion and the renewal of windmill island gardens and the restoration of the windmill receive the fourth and final installment towards a four year commitment pledge from hayworth in the amount of twelve thousand five hundred this was  supporting the windmill that a four year agreement passed faithfully paying fifty thousand dollars toward them preservation of the windmill and charter house international  willing to donate five thousand dollars to help us host our reception which is what the responsibility one of the responsibilities the host city for the m l conference next september so we're really thankful to have participation in making these amazing things possible so we're very grateful for for all those gifts thank you moving on to communications for the city manager ryan thank you madam mayor i have three items better but i'll just announce it anyway that she and west michigan achieved zero instances of double voting that wasn't true everywhere in the  state and i don't know if there's anything you like to add to that i just appreciate all the inspectors that work for the city on elections in they did your job it was great so i appreciate other so the next item i would have five years ago the window broke and thanks to hayward corporation and many other donors one point five million later the window is restored and also there's other efforts going to happen on the island so connector bridge in the oregon in the carousel there was also a strategic plan put together in a in a business plan effort and many of you served on that and they participated in that and i got this chart and i just thought i should share it with you  so we had something we had warmer weather that year too so that year in two thousand and twelve was the recent high point in terms of contributions from the general fund two hundred thousand dollars to year fifteen except one hundred thousand dollars was used to to put into the capital improvement fun with council action which is helping to fund the waterline this spring that's intended to be going to be installed so that would have been zero general fund contributions except for that water line and last year it was there oh this is what's budgeted and we're hoping that we have good crowds this year in which case will be closer to zero words there as well so just wanted to show you the outcome in a visual way to all of the efforts that this group has put together and the third item is the civic center final events and i don't know if matt can get our website up quickly but this friday there is saturday there's a final concert and there's a advertisement on the website and tickets are still available there many many and they are amazing also of the following saturday is a chance for everyone in the community anyone of the community that has strong recollections favorite memories events that took place that they think are historical in nature at the civic center to come at two o'clock on saturday and participate in a video history that will be recorded and forever preserved by the museum thanks to map and taken and his technology and communications team and special imitations are going out to something terry's in town who we know have those memories and that includes everyone here to be part of that as you wish and then there's the final three on three basketball tournament march third and fourth and actually i missed there's a lip sync event putting being put on by high ak on the twenty fifth in the evening so hopefully people will have a chance to take in those final events before the building is closed for two years and then groundbreaking and ribbon cutting two years later in september of eighteen thank you ryan communications and the mayor we have a resignation of ian  mackaye from the international relations commission he has served on that commission since two thousand and fifteen and he has to prepare for another career looks like so he has to step down right now that would be effective immediately oh so high i just got back from accepting wonderful award from the america and american energy service professionals that is a national organization that recognizes people in the power industry for great initiatives howland has never attended that it's such a huge national caliber type of convention and that in that the cheapest  attend either and so we applied and they were so excited about the way holland does its marketing and its community engagement that we were told we had an award and out of all of the nation's great big power companies that the committee chose highland which was great and the woman in charge of going through extensive applications came up to me all sparkly i had about the amazing job that holland does and what really impressed her was the least a little bit of money that we used in order to create such great results she said so many other companies have vast budgets and really don't have that much effective work and so that was wonderful to see the combination of the graphic arts abilities of  w and the video agri video agassi abilities of the city and the synergy of all those hard hardworking people that put together the campaign for how and unplugged i think we were to the image group with that also in the main concept behind it was not pushing information on people but instead helping people to engage with each other about great ideas they have been saving energy and it became more of a p campaign then a push campaign and the people at the national level were very very impressed with that and i was wonderful to have highland recognized on the stage like that also  i was at the holland historic society last night they had the birthday presentation for the city bob swearing to talked about how holland became a city one hundred fifty years ago the actual birthday is march twenty five and it hasn't really been recognized much at all he said except for elton ruins when he did a presentation about one hundred twenty fifth but otherwise most people don't notice it but it is very  do acknowledge the fact that we're one hundred fifty years old and he went through all the different things that led to the acceptance of that in the area and the gradual growth of holland it was not an easy process everyone didn't agree  it wasn't but they kept going forward and it was not a huge landslide vote either to be a city and to establish a city charter but it did happen and it humbles me to look back over all of that and all those generations of people that have worked so hard with integrity to be innovative and to do things in a way that has quality and compassion and great great principle behind it as as tad prayed when we started that you know we stand on the shoulders of many people that have done so well before us and it especially touches me because my little baby granddaughter was born yesterday and i think of her as a coming generation and i hope and pray that the decisions that we make here will continue to make this a wonderful place to live and again a great place to call home so it is it is wonderful to stop and be grateful and to have a birthday party for the city and the one hundred for the hospital and one hundred fiftieth for thirty four mm church this year so there are a lot of birthdays to acknowledge this year are there any comments from council members  not seeing them any motions or resolutions from council members ok so we thank you all for listening thank you for being a part of the city and for offering your talents and involvement in so many ways and please stay tuned on the civic center in these last types of events please come and look into ways that you can support the civic center and maybe buy a brick or buy a border is some way to help