Village of Marcellus Council Proceedings – Regular Meeting, August 12, 2025

President Irwin called the regular meeting of the Marcellus Village Council to order at 7:00 p.m. on August 12, 2025, in the Marcellus Village Hall. Trustees present: Markle, Engstrom, Webb, Irwin, Haley M., Haley G. and Watts. 

Agenda
Motion by Markle, supported by Haley M., to approve the agenda with the following additions:

• Under President’s Report – Add Item B. Ditch Cleaning/Storm Crossing at North Snyder Street

• Under Clerk’s Report – Add Item H. Fall Clean Up – October 18, 2025 

• Under Trustee Watts – Add Item A. Volunteer Maggie Champman

Ayes: All. Nays: None. Motion carried.

Minutes
Motion by Webb, supported by Engstrom, to approve and place on file the minutes of the  July 22, 2025, regular meeting. Ayes: All. Nays: None. Motion carried. 

Bills
Motion by Haley G., supported by Engstrom, to authorize the payment of bills in the amount of $496,558.12. Roll call vote – Irwin, Webb, Haley M., Engstrom and Haley G. Nays: Watts and  Markle. Nays: Markle and Watts. Motion carried.

Consent Agenda
Motion by Webb, supported by Markle, to receive and place on file the items on the Consent Agenda. Roll call vote – Ayes: All. Nays: None. Motion carried.

President’s Report
Act 51 – Annual Certification of Employee-Related Conditions – Public Act 152 Exemption
Motion by Webb, supported by Irwin, that the Village of Marcellus continue to exempt itself and therefore its employees from 2011 PA 152 (Act 51 funding) for the calendar year 2025, as permitted by Section 4 of that Act, for the express purpose of preventing the shifting of part of the cost of employer-provided health insurance to its employees and direct and authorize the Marcellus Village Clerk and Street Administrator to sign, execute and file with the Michigan Department of Transportation (MDOT) the Act 51 Annual Certification of Employee-Related Conditions for 2025, and/or any other document required with MDOT/the State of Michigan. Roll call vote – Ayes: Haley, M., Markle,  Webb, Engstrom, Watts, Haley G., and Irwin. None. Motion carried.

Ditch Cleaning/Storm Crossing at North Snyder Street 
President Irwin reported that the work approved during the May 27, 2025, Village Council meeting to dig out and haul away ditch spoils from the ditch running west to east (on the north side of East Read Street) and the ditch running north to south from East Main Street by Roberts Bros. Excavating of Three Rivers, Michigan, has been completed and this should help with some of the storm issues on North Snyder Street.

Trustee Joe Watts – Ray Gyllstrom Memorial/Lions Club Park
Trustee Watts requested Council approval to remove certain playground equipment from the Ray Gyllstrom Memorial/Lins Club Park that are potential safety issues before Marcellus High School students come to work during the scheduled clean up day. Motion by Irwin, supported by Haley M., to approve removing those pieces of equipment, working with the DPW. Roll call vote – Ayes: Haley G., Markle, Irwin, Haley M., Engstrom, Watts and Webb. Nays: None. Motion carried.

Maggie Chapman – Volunteer 
Village resident Maggie Chapman shared that Trixwood Nursery, LLC, of Berrien Springs, MI has agreed to donate $532.50 of potted plants to the Marcellus Highschool Class of 2026 for its Ray Gyllstrom Memorial/Lions Club Park Project and requested volunteers to hand pull weeds and shared a Cornell University handout regarding “safer” pesticides.

Clerk’s Report
MSHDA CHILL and MI Neighborhood Update
Seth Carlson, MSHDA CHILL and MI Neighborhood Programs Team member, provided updates for both programs. He requested approval for a Request for Proposals (RFP) for Building Inspections for home improvement projects within both programs and requested approval to move the property at 278 West Arbor Street from the CHILL program to the MI Neighborhood program. 

   Motion by Irwin, supported by Watts, to approve both RFPs and publishing for both programs. Roll call vote – Ayes: Webb, Haley M., Irwin, Engstrom, Haley G., Markle and Engstrom. Nays: None. Motion carried.

   Motion by Webb, supported by Irwin, to approve the request to move 278 West Arbor Street from the CHILL to the MI Neighborhood program. Roll call vote – Ayes: Irwin, Webb, Haley G., Markle, Haley, M. Webb and Watts. Nays: None. Motion carried.

Public Amenity MSHDA Mi Neighborhood Grant – ($55,589.00 f/listed item)
Motion by Irwin, supported by Haley M., to authorize the work to be performed by Cairns Concrete LLC, of Three Rivers, Michigan, for the following work for the MSHDA Mi Neighborhood Public Amenity at a total cost of $55,589.00, which is over the $73,142.00 Public Amenity MSHDA approved grant  amount by $3,997.42 and will be paid from Village funds. Roll call vote – Ayes: Markle, Webb, Engstrom, Irwin, Watts, Haley M. and Haley G. Nays: None. Motion carried.

MSHDA – Funding Designation for MI Neighborhood CDBG Grant Program, Designation Memorandum and Invitation to Apply
Manager/Clerk Terrill reported that the Letter of Intent (LOI) sent to MSHDA was accepted and the Village has received an invitation to Apply for the Community Development Block Grant (CDBG)  funding through the MSHDA MI Neighborhood Program. This program benefits low- and moderate-income households for homeowner rehabilitation with a focus on individuals and households whose income is at or below 80% of the area median income.  The Village’s LOI activity has been tentatively designated for funding, contingent upon the successful completion of a CDBG application and required compliance steps by September 17, 2025. 

   Motion by Irwin, supported by Webb, to approve and authorize the Village Manager/Clerk’s execution of the MSHDA MI Neighborhood CDBG Funding Designation Memorandum for the reservation of funds, which reserves funding for rehabilitation of owner-occupied units and the administration of the program in the amount of $472,000.00. Roll call vote – Ayes: Engstrom, Irwin, Watts, Haley G., Webb, Markle and Haley M. Nays: None. Motion carried.

Request for Joint Council, DDA and Planning Commission Meeting on October 7, 2025, at 6:00 p.m. at the Hudson Memorial Building to Host MSU Training
Manager/Clerk Terrill shared an MSU proposal for a Joint Training Session/Special Meeting for Village Council, DDA and Planning Commission training workshop that will sharpen their skills and promote good governance practices. The two-hour workshop will include Open Meetings Act and Introduction to Parliamentary Procedure and will be held on October 7, 2025, at 6:00 p.m. at the Hudson Memorial Building. Engstrom moved, supported by Haley G., to approve the $400.00 cost for the program and schedule the joint/special meeting. Roll call vote – Ayes: Markle, Webb, Irwin, Watts, Haley M., Haley G. and Engstrom. Nays: None. Motion carried.

   The Michigan Open Meetings Act (OMA) furthers government transparency by requiring elected and appointed boards to provide notice and make decisions in an open public meeting. Participants will learn the requirements of the Act and learn the answers for frequently asked questions.

   The Introduction to Parliamentary Procedure is based on Robert’s Rules of Order, the most widely used parliamentary authority. This session will focus on parliamentary principles, motions and debate and decorum during meetings. Participants will explore scenarios and practice skills.

Quote for Replacement of PTAC Unit in Fire Department Office
Motion by Irwin, supported by Haley M., to approve the quote from BelAire Heating and Cooling, of Three Rivers, Michigan, for the replacement of the Packaged Terminal Air Conditioner (PTAC) unit in the Fire Chief’s office at a cost not to exceed $2,365.00. Roll call vote – Ayes: Haley G., Watts, Markle, Engstrom Haley M., Webb and Irwin. Nays: None. Motion carried.

High-Water Storm Grant Project Balancing Change Order
Manager/Clerk Terrill shared the Balancing Change Order No. 4 for the High-Water Storm Grant project and explained that the balancing Change Order adjusts the contract amount to the actual quantities placed for items not previously incorporated in change orders. These items  include the replacement of the 18-inch CMP storm across North Maple Street with Reinforced Concrete Pipe (RCP) due to age and vertical misalignment, patching the pavement at this crossing, the addition of two driveways on the north side of East Read Street and the pavement patch for the replacement of failed storm sewer at the library. In addition, there was a rounding issue between the whole number quantities shown on the bid proposal and the actual calculated quantities amounting to $71.83, which is the difference between the Contract Sum to Date showing Pay Estimate 4 and the Contract Amount prior to this change order. 

   Motion by Irwin, supported by Engstrom to approve and accept balancing Change Order No. 4 for the High-Water Storm Grant Project, which increases the contract amount by $9,614.46. Roll call vote – Ayes: Webb, Irwin, Engstrom and Haley G. Nays: Markle, Watts and Haley M. Motion carried.

2025 Village Budgets 
Manager/Clerk Terrill presented proposed amendments and changes to the Village budgets, reporting on the condition and expected revenues and expenses for all Village funds for FY 2025.

   Motion by Engstrom, supported by Haley G., to approve and place on file the Clerk’s report on the 2025 budgets for all funds and to approve the amendments for all Village funds. Roll call vote – Ayes: Haley M., Irwin, Markle, Engstrom, Webb, Watts and Haley G. Nays: None. Motion carried.

Fall Clean Up – October 18, 2025
President Irwin shared information about the fall cleanup for bulk items that is scheduled for Saturday, October 18, 2024, from 9:00 am to 1:00 pm. Village of Marcellus residents can bring one to two large bulk items to the Village lagoons property at 53550 Hemlock Lake Road, where 40-yard dumpsters will be available. Acceptable and prohibited items are as follows:

This service is offered as part of the Village’s residential contract with Borden Waste-Away, is not offered with the Village’s commercial contract LRS, LLC., and therefore, is only available to residents of the Village of Marcellus.

   Motion by Haley M., supported by Markle, to approve the listed date and times, and associated charges to the residential contract for the October 18, 2025, fall clean up. Roll call vote – Ayes: Watts, Irwin, Webb, Engstrom, Haley M., Marle and Haley G. Nays: None. Motion carried.

DPW 
Cummins One-Year Planned Maintenance Agreement for East Lift Station and Pumphouse Generator 
Clerk Terrill shared a proposed one-year maintenance quote in the amount of $1,575.20 for the generators at the East Lift Station and the Pumphouse from Cummins Sales and Service and reported that next year she will receive a proposal for a five-year agreement for both lift stations and the pumphouse so that they are all on the same list of generators maintained by Cummins and are all on the same schedule. Motion by Irwin, supported by Markle, to approve the maintenance quote not to exceed $1,575.20 for the one-year period. Roll call vote – Ayes: Irwin, Haley M., Haley G., Engstrom, Watts, Markle and Webb. Nays: None. Motion carried.

James Ebeling’s Resignation from DPW Position 
President Irwin reported that James Ebeling resigned from his position effective Friday, August 8, 2025, when he reported to DPW Superintendent Michael Clark at the start of his shift on Monday, August 11, 2025. 

   Manager/Clerk Terrill and DPW Superintendent Michael Clark will review previous applicants and interviewees for a potential replacement.

Adjournment – Motion by Haley M., supported by Markle, to adjourn at 8:16 p.m. Ayes:  All. Nays: None. Motion passed.

Jacqueline A. Terrill
Village Manager/Clerk

Dennis Irwin
Village President

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