President Irwin called the regular meeting of the Marcellus Village Council to order at 7:00 p.m. on July 22, 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:
• Add Item 8 – Attorney Daniel Hatch – Downtown Beautification Project Update
• Add Item 13 – Planning Commission
Ayes: All. Nays: None. Motion carried.
Minutes
Motion by Webb, supported by Haley M., to approve and place on file the minutes of the July 8, 2025, regular meeting. Ayes: All. Nays: None. Motion carried.
Bills
Motion by Haley G., supported by Irwin, to authorize the payment of bills in the amount of $140,902.81. Roll call vote – Haley M., Haley G., Engstrom, Webb and Irwin. Nays: Markle and Watts. Motion carried.
Marcellus Community Schools Class of 2026 – Ray Gyllstrom Memorial Park Refurbishment Plan
Mrs. Schneider, along with several members of the Marcellus Community Schools Class of 2026, addressed the Village Council and delivered a convincing PowerPoint presentation outlining their proposed project to refurbish the Ray Gyllstrom Memorial Park.
The presentation visually underscored the park’s current condition, featuring images that depicted its run-down status and highlighted equipment sorely in need of repair or replacement. Beyond showing the problems, the students were prepared to offer solutions, through sharing detailed survey results, providing an estimated budget and presenting a thorough proposed solution. This solution includes plans for replacing broken equipment, washing and painting over graffiti, and addressing peeling and chipped paint. Furthermore, the students made a commitment and pledged to provide the labor for many of these renovation activities and to maintain the park for one full year through monthly visits.
Members of the Village Council responded with enthusiastic support, complimented and thanked the students for their initiative and proactive efforts to contribute positively to the Village. The Council not only acknowledged their initiative but also agreed to work collaboratively with the students to help bring this inspiring proposition to reality.
Downtown Beautification Project Construction Update from Attorney Daniel Hatch
Attorney Daniel Hatch, from Butzel Long’s Grand Rapids office, provided an update on the Downtown Beautification Project. He also discussed the Village’s efforts to address the findings from MaryJean Higgins-Tapp’s inspection on May 27, 2025 and May 28, 2025.
Mr. Hatch reported that a “Notice of Default and Direction to Cure” was sent to Wightman & Associates, Inc., Balkema Excavating, Inc., and Western Surety Company on July 15, 2025. He also shared that he has a conference call scheduled with Balkema Excavating, Inc., and the Surety Company for Friday, July 25, 2025. Mr. Hatch explained some of the different options for resolution and expressed optimism that the project fixes will be completed.
Consent Agenda
Motion by Webb, supported by Engstrom, to receive and place on file the items on the Consent Agenda. Roll call vote – Ayes: All. Nays: None. Motion carried.
President’s Report
DWSRF Certificate of Substantial Completion
President Irwin shared the DWSRF Certificate of Substantial Completion for the Village’s DWSRF Water Project. The Certificate shows that all work for the installation of the water mains and services and associated restoration and customer connections was substantially complete as of/on November 15, 2024. Trustee Webb moved to receive and place the Certificate on file. There was no second to the motion, and Trustee Webb withdrew his motion, noting that the Certificate does not constitute an acceptance of work not in accordance with the contract documents, nor is it a release of the Contractor’s obligations to complete the work in accordance with contract documents.
It was requested that the following questions be provided to Frank Renaldi, of Wightman & Associates, Inc., before the Certificate of Substantial Completion is received and placed on file:
1. Trustee Markle asked why there were some highlighted items on the completed punch list and why was every item not labeled as complete?
2. Trustee Engstrom asked if the date on the Certificate of Substantial completion means that November 15, 2024, was the beginning of the one-year warranty period?
DWSRF Change Order 5
President Irwin moved, supported by Webb, to approve DWSRF Change Order No. 5, which was for the approved work to locate and remove the two old service connections at 178 West Monroe Street. The Village had requested that Balkema Excavating, Inc., locate and abandon the second service line (that could not be found using normal practices) on a time and expense basis so that all work for the water project is completed as per the contract and therefore covered by the warranty. This work was completed after “substantial completion of the project”. The contract amount increased by $5,590.00 due to the significant amount of digging and restoration involved in locating the service line. Roll call vote – Ayes: Irwin, Haley G., Haley M., Engstrom and Webb. Nays: Watts and Markle. Motion carried.
DWSRF Pay Estimate No. 16 – Mains and Services
Manager/Clerk Terrill requested approval of DWSRF Pay Estimate No. 16 from Balkema Excavating, Inc., with the following provisions: $74,700 for water mains to be paid from Village water funds and $64,627.81 replacement of lead service lines to be paid after reimbursement from EGLE, as per the contract. The pay estimate reduces the retainage on work that was completed and pay estimates that were approved in 2024 from five percent to one percent. Irwin moved, supported by Webb, to approve the payments as requested. Roll call vote – Ayes: Engstrom, Haley M., Irwin, Webb and Haley G. Nays: Watts and Markle. Motion carried.
Clerk’s Report
MSHDA CHILL and MI Neighborhood Update
Village Council members reviewed the July 21, 2025, email update from the MSHDA’s CHILL and MI Neighborhood programs team members. The update provides a timeline for submitting signed contracts to MSHDA, Financial Status Reports (FSRs), downpayments for contactors and Team review and connections with homeowners on the waitlist.
In addition to the above items, the update included an action item for the Village Council, proposing to move 103 East North Street from the CHILL Program to the Mi Neighborhood Program in an attempt to better suit the needs of the homeowner. Webb moved, supported by Irwin, to approve the request to move that property from the CHILL program to the MI Neighborhood program. Roll call vote – Ayes: Webb, Watts, Engstrom, Markle, Haley G., Irwin and Haley M. Nays: None. Motion carried.
MML – Commercial Liability & Property Pool Proposed Renewal
Manager/Clerk Terrill shared the original email sent by James Newman, Municipal Account Executive for the Meadowbrook MML team, which included the correct amount for the Village’s commercial liability and property pool renewal. That language included the renewal premium for 2025-2026 is $29,399.00. Also shared was Mr. Newman’s email apology for attaching last year’s renewal to his email and his explanation that he did indicate in his original email what the true premium would be. Irwin moved, supported by Engstrom, to approve payment for the balance on the 2026-2026 policy renewal. Roll call vote – Ayes: Watts, Irwin, Haley, M., Engstrom, Markle, Haley G. and Webb. Nays: None. Motion carried.
Core & Main – Quote for Replacement Meters
Motion by Irwin, supported by Haley, M., to approve purchase of 12 water meters and 50 stopper pins from Core & Main at the quoted price of $2,441.50. Roll call vote – Ayes: Webb, Haley G., Engstrom, Markle, Watts, Haley M. and Irwin. Nays: None. Motion carried.
EGLE Notice re: WWSL Violation Notice and Village Operator Response
Village Sewer Operator Quentin Clark shared the July 7, 2025, Violation Notice from the Department of Environment, Great Lakes, and Energy (EGLE). The notice stems from an April 18, 2025, inspection by EGLE’s Water Resources Division (WRD) at the Village of Marcellus Wastewater Stabilization Lagoon (53520 Hemlock Lake Road, Marcellus). The inspection’s purpose was to assess compliance with Part 31, Water Resources Protection, of the Natural Resources and Environmental Protection Act, 1994, PA 451, as amended.
During the inspection, EGLE noted two issues: plastic debris on the lagoon berms and the need for restoration of screening bars on the discharge pipe to their original design. EGLE requires a written response by August 4, 2025, detailing a plan to schedule repairs to the effluent discharge pipe and restore the function of the screening bars before the fall 2025 discharge season. Quentin Clark has prepared a response for the Village outlining the following:
• Steps to repair the effluent discharge pipe.
• Implementation of temporary screening measures.
• Plans to make necessary repairs after the Fall 2025 discharge season, as the discharge structure cannot be safely accessed with water in the lagoon.
The Village’s response also addresses educating ratepayers and raising awareness about the impacts of improper disposal of plastics, “flushable wipes” and other items in the sanitary system, work to explore sustainable solutions for removing plastic and trash from the influent and Operator training on proper sampling techniques and adherence to Permit requirements.
Motion by Webb, supported by Markle, to receive and place on file the WWSL Violation Notice and to approve and place on file the Operator Response provided by Quentin Clark. Roll call vote – Ayes: Haley G., Watts, Irwin, Webb, Markle, Engstrom and Haley M. Nays: None. Motion carried.
Planning Commission
Planning Commission Chair James R. Thomas, Jr., shared the preliminary Master Plan and Parks & Recreation Plan survey results and reminded the Council and member of the public that the survey is still open for public participation through mid-August, 2025.
Additionally, Mr. Thomas shared the Planning Commission’s request for the Village Council to pause its enforcement of rules against backyard chickens. He explained this is due to the Commission currently working on a text amendment to the Zoning Ordinance regarding the issue.
Motion by Markle, supported by Haley M., to authorize the pause. Roll call vote – Ayes: Watts, Markle, Irwin, Haley M., Engstrom and Haley G. Nays: None. Motion carried.
Adjournment
Motion by Markle, supported by Haley M., to adjourn at 8:54 p.m. Ayes: All. Nays: None. Motion passed.
Jacqueline A. Terrill
Village Manager/Clerk
Dennis Irwin
Village President
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