Staff Reports: City Manager, Treasurer, Clerk, Planning and Zoning, Department of Public Works, Police, Engineer

Treasurer Report

May 12, 2025

Tax: •

Answered property tax questions.

Payables: • • • • •

Continue to convert the vendors from Peter’s account information to mine (and now some are sending to Jamie instead of me. . . Working through those, too) Processed a payables run Processed several escrow refunds Worked on getting proper documentation from a new-to-us vendor Worked with a couple of vendors that hadn’t posted payments to our account.

Miscellaneous: • • • • • • • • • • • • • •

Problem bankreconciliation is finished. Took a variety of credit card payments (Oval Beach stickers, permits, etc) Pushed Comcast again for a timeline on the franchise fee make-up amount. (We’ve now received the 2nd make-up payment. Just one more and we’ll be back on schedule) Used the CD rate quotes to work a better percentage rate at the bank that holds the CD that matured Working on getting the signature cards updated for the institution that holds the above mentioned CD. Helped with a variety of Oval Beach items Attended the weeklong Basics conference (first of a three year track to get my MiCPT) Worked on the Property insurance renewal Answered Oval Beach pass questions Worked on processes for Oval Beach (like recording resident purchases) Reactivated a credit card that shut down Constructed a public notice for the budget hearing to submit to the Commercial Record Started the process of working with the vendor that supplied the beach passes – there’s quality problems to be worked out. Passed out budget information to my fellow management

Payroll: • • •

Working to develop processes and procedures to eliminate inefficiencies and potential errors Processed the 05/05/25 payroll Updated the new hire paperwork with the Ethics policy information.

City Clerk Department Report May 12, 2025 Activity Since April 14 :  Elections:

- May 6, 2025 election, 200 voters voted.

 Currently processing 2025 Business Licenses, 70 have been executed.  We have one Wick's Park Boat Slip and will have another lottery.  Currently have 6 FOIA requests.  Coordinated and prepared meeting packets and minutes.  Clerk Meetings:

- City Council Meeting - Wolters - Department Head Meeting - Wolters - Town Crier Safety Meeting - Wolters - SCA Markets Safety Meeting - Wolters

Planning, Zoning and Project Report May 12, 2025

Planning and Zoning • • • • • • • • • • • • • • • • • • • •

Participated in scheduled internal team meetings. Prepared for and participated in HDC meeting. Prepared for and participated in Wellhead protection meeting. Had meetings regarding regulation changes. Spoke with legal regarding various topics. Spoke with MTS regarding various topics. Met with residents on site regarding complaints about site. Met with residents regarding residential project. Issued stop work orders to multiple projects. Spoke with legal representatives of owners regarding vacation of alley way. Spoke with legal representatives of owners regarding removal of ROW hardscaping. Sent enforcement letters regarding obstructions to ROW. Sent letter regarding requirements for major waterfront construction. Reached out to multiple residents regarding unpaid fees for various projects. Reached out to multiple residents regarding remaining balance of Escrow accounts. Created reports at the request of City Manager. Performed onsite visits at the request of MTS. Went onsite regarding potential water construction violations. Maintained general code enforcement follow-up efforts. Issued permits and completed casework as detailed below.

Open Casework 550 Dunegrass Circle

568 Mason

807 Lake St 7

Received notice of violation from EGLE. Researched property to ensure process shall be followed, in talks with developer in regards to potential development, will address requirements in regards to EGLE violation when determined. Had discussion with contract planner to determine how to move forward with proposed development. Further research done on SLU and Site Plan approval for 500 and 550 Dunegrass. sent legal questions for appropriate next steps. Reached out to developer with information regarding potential future project and also with plans to resolve EGLE violations. Reps from site will be required to submit vegetation removal plan to the PC. Developer stated that they would be reaching out to an environmental consulting firm to put together information. had discussion with environmental consultants on what needs to be provided to the PC. Received questions from environmental consultants, scheduled call with developer for further discussion. Emailed environmental consultants with expectations for site plan review application. Application received, invoice sent. Scheduled for may PC meeting. Emailed Contractor about damaged water line. Sent application to engineer. Asked applicant for more information. Confirmed Drawings are being made. Spoke with developers about issue. Still awaiting complete application and drawings for work completed onsite to address waterline issue. Had further discussions about what happened on site and emailed engineer and KLWSA to determine appropriate action. Recommendations received from Kal Lake and City Engineer, passed on to Contractor. discussion on utility work continues. Invoice for Asphalt work sent to Contractor. Further confirmation still needed, discussion with contractor, engineer, and KLWSA continue. Spoke with contractor for update. discussions continue with Contractor and Kal-Lake. Reached out to contractor to again discuss reimbursement for Kal-Lake. Called Alex for update, left voicemail. Advised MTS that occupancy permits would not be issued while an outstanding balance exists and sidewalk unfinished. Had discussion on timeline for side walk. Sidewalk to be poured week of 05-12-2025. Incomplete STR application received. Sent back to local agent. Received info, asked for further information. Info received, sent to fire department.

Enforcement

KLWSA

STR

249 Mason

Change of Use application received. Had discussion with fire department and sent request for more information to applicant. Had meeting with owner regarding proposed deck, agreed that major site plan amendment is necessary. Received site plan review application, Scheduled for June pc meeting. STR application received. Sent to fire department. Notified of pipe burst at property, inspection postponed until further notice. Received concerns for a floating dock at 405 Park which has no permits. Reached out to owner for clarification. Owner claims dock placed 4 years prior. No permits issued for dock. Spoke with Legal regarding enforcement action. Issued stop work order as work being done requires Minor site plan amendment. Provided resources to owner. Received notice of proposed change of use. Provided resources. Application expected. STR Application received. More info needed. Sent to fire department. Potential enforcement case noticed. Emailed legal for discussion. Sent letter regarding obstruction to City ROW stating options for correction. Received contact from Legal representative of 125 Elizabeth on 05-07-2025 that the owners intend to petition to Vacate white alley, but would first contact the neighboring properties for support. STR application received, More info needed. Sent to fire department. STR app for ADU received, waiting on insurance info. Insurance info received. Fee paid from escrow. Sent to fire department. Renewal of EODA, 4 spaces for 6 months. Invoice sent, waiting on insurance info. Left voicemail on 04-17-2025 to notify owner that EODA remains unpaid and work may not begin until payment is received, also noted that City Hall is closed 04-18-2025. Reached out stating that city still has not received payment. Applicant stated that the check is in the mail. Applicant paid str renewal, supplied no application. Resources sent to applicant. Sent to fire department.

PC

842 Lake St 10

STR application received, sent to fire department.

STR

97 Park St

Received insurance information for STR. Sent STR application to owner. had discussion regarding multi unit fence project. Send app and fence regulations. Application received, more info needed. Info provided, sent to fire department. Application received, no payment. Sent invoice.

STR

Application received, no payment. Sent invoice. Payment received. Sent to fire department.

STR

555 Griffith St 405 Park St

403 Water St 421 Water St 347 Water St 125 Elizabeth

717 Water St 5 825 Bridge St 449 Water St

615 Park St 8

1039 N Maple St 807 Lake St 1 230 Griffith St 807 Lake St 10

STR Enforcement

Zoning STR Enforcement ROW

STR STR EODA

STR

Zoning STR STR

444 N Maple St

Application received, no payment. Sent invoice.

STR

673 Lake St

Zoning application received for pool house and pool in rear yard, provided review of project to applicant and advised lot coverage is being exceeded. STR Application received, need signature for Fire inspection. Sent to Fire Department. License issued.

Zoning

347 Water St #3

STR Application received, need signature for Fire inspection. Sent to Fire Department. License issued.

STR

633 Butler St

STR

345 Griffith

STR Application received, more info needed. Info received, sent to Fire Department. STR Application received, sent to fire department.

97 Park St

STR Application received, sent to fire department.

STR

245 Spear St

STR Application received, sent to fire department.

STR

611 Lake St

HDC application received for Sauna in rear yard.

HDC

347 Park St

STR Application received, more information needed. Info received, sent to fire department. License issued.

STR

230 Griffith St

STR Application received, sent to fire department.

STR

165 Elizabeth St

STR Application received, sent to fire department. License issued. STR Application received, More info needed. Info received, sent to fire department. STR Application received, sent to fire department. License issued. Application for EODA SLU Received , PC meeting June 19. Check too high. Applicant said keep additional in escrow. Ensure SLU mailer is done by 05-23-2025 STR Application received, sent to fire department. Invoice not updated, emailed treasurer to confirm payment has been received. SF residential application received. Sent invoice and asked for survey of property. SF residential application received. Sent invoice

STR

515 Water St 2

STR Application received, Sent to fire department. No fire department Checklist form. Sent email to owner.

STR

547 Water St 3

STR Application received, Sent to fire department. No fire department Checklist form. Sent email to owner.

STR

533 Water St 5

STR Application received, Sent to fire department. No fire department Checklist form. Sent email to owner.

STR

533 Water St 6

STR Application received, Sent to fire department. No fire department Checklist form. Sent email to owner.

STR

533 Water St 7

STR Application received, Sent to fire department. No fire department Checklist form. Sent email to owner.

STR

347 Water St #2

135 Grant St 743 Allegan St 202 Butler St 630 Holland St 545 Spear St 813 Allegan St

STR

STR

STR STR EODA STR Zoning Zoning

Closed Casework 842 Lake St 9

Answered STR questions regarding regulation changes.

STR

665 Spear

STR

568 Mason

Had meeting with resident about final requirements for occupancy permits and explained that there are no available STR licenses in the CR district. Answered STR questions regarding regulation changes.

607 Butler St

Answered questions about approved uses in R4 CER

Zoning

611 Lake St

Spoke with owner regarding HDC policy.

HDC

302 Culver

Observed obstruction to public parking spaces. Violation letter sent. Completed FOIA request

Enforcement

Emailed applicant regarding Escrow Balance. Provided W-9 for refund. Emailed applicant regarding Escrow Balance. Provided W-9 for refund. Emailed applicant regarding Escrow Balance. Provided W-9 for refund. Emailed applicant regarding Escrow Balance. Provided W-9 for refund. Emailed applicant regarding Escrow Balance. Provided W-9 for refund. Emailed applicant regarding Escrow Balance. Provided W-9 for refund. Answered questions and provided resources regarding occupancy limits and local agent designations.

Escrow

HDC

240 Lucy St

Sign application received, sent request for more detailed info on placement. Info received, sent to Chair of HDC. Admin approval. Sign Permit issued. STR Application received, sent to fire department. License issued. Answered STR questions regarding regulation changes.

827 Holland St

Answered STR questions regarding regulation changes.

STR

831 Holland St

Answered STR questions regarding regulation changes.

STR

220 Culver

Received application for sign in historic district. Received approval for administrative sign off. Sent invoice to applicant. received payment. Sent to city council for approval of license agreement. Permit issued. Observed Work being done In the Historic district without permits. Stopped work to get permit applications and plans. Spoke with owner and contractor about plans and permits required in this district. Plans and permits received. Permits issued. Application for Water service replacement received. Spoke with Public works superintendent and City Engineer. permit issued.

HDC

568 Mason 825 Bridge St 450 Spear St 515 St Joseph 880 Holland 306 Mary 991 Ridgeview Dr 807 Lake St 129 Griffith St 128 Elizabeth St 13

660 Lake St

890 Holland St

STR

FOIA

Escrow Escrow Escrow Escrow Escrow STR

STR STR

HDC

Zoning

1045 Elizabeth St

Application received for second story addition to home. No setbacks on plans were provided. Reached out to applicant to clarify. Survey provided. License issued. Answered numerous questions regarding occupancy and violations for multiple units within Multi Family Structure. Application received, no payment. Sent invoice. License Issued. STR Application received, sent to fire department. License issued. STR Application received, sent to fire department. License issued. STR Application received, sent to fire department. License issued. Went onsite to perform final inspection.

Zoning

403 Water St

Observed Feather flag on site. owner agreed to remove and add flag to structure. No further action.

Enforcement

302 Culver St

Received application to HDC for minor masonry work. Sent invoice. Permit issued. HDC Application to replace 10 sq ft of entry way with concrete. Sent invoice to applicant. Issued on 05-012025 with stipulation to save as much material as possible. Provided information and resources regarding project in the Historic District. Awaiting application. HDC application received for window replacement received, advised that board review would be required. Sent invoice. Approved on 05-01-2025. HDC Application for historical marker to replace existing sign. Approved on 05-02-2025.

HDC

STR application received. More info needed. Info received, sent to fire department, Notified fire department that reinspection fee was paid. License issued. STR Application received, sent to fire department. License issued. Received STR application. Transfer occurred 02/26/2025, on hold for now. Sent to fire department. License issued. STR Application received, need signature for Fire inspection. Sent to Fire Department. License issued.

STR

347 Water St #3

STR Application received, need signature for Fire inspection. Sent to Fire Department. License issued.

STR

303 Butler St

Had meeting regarding alterations planned for the Saugatuck Women’s Club, explained HDC regulations and provided resources. STR Application received, sent to fire department. License issued.

Zoning

807 Lake St 344 Francis St 985 Ridgeview Ln 332 Mary St #1 #2 #3 320 Mason St 787 Manchester Dr

152 Butler St

439 Butler St

303 Culver St 237 Francis St

1055 Holland St 1035 Holland St 347 Water St #2

515 Water St

STR STR STR STR STR Zoning

HDC

HDC

HDC

STR STR STR

STR

405 Park St

560 Mill

842 Lake St 8 102 Butler St

550 Mason St 743 Allegan St 510 Butler 410 Hoffman 229 Francis St 781 Manchester Dr

Received application for addition of bathrooms and interior renovation. Sent to Contract planner for discussions. Administrative review deemed inappropriate due to location and scope of project, Formal site plan review scheduled for pc. Site plan review approved contingent upon applicable flood plain requirements being met. Waiting on owner to send additional documentation. Emailed owner regarding conditioned site plan approval and asked about required documentation. Had meeting with owner concerning EGLE requirements and location of flood plane. Received Topo survey of site, and confirmation from Jon Bayha of EGLE that all work proposed is above flood zone. Permit issued and sent to Fire Department and MTS. Spoke to attorney regarding Hardscaping request, had questions regarding private stone walkway remaining, asked if reapplication is possible or if appeal would be necessary. Stated that removal of denied hardscaping would begin and would reach out if they had further questions. Notified of transfer of property in resort district. Advised that transfer would void STR license and a new license would need to be obtained. Application to install Fiber on Park St. No signatures with application, sent back to applicant. Signatures and payment received. Had discussion with DPW director and Engineer regarding stipulations. Sent permits to applicant with directions to contact City Engineer for walkthrough/review meeting as soon as possible. STR Application received, more information needed. Application withdrawn. STR Application received, sent to fire department. License issued. Sent invoice to McKenna due to overdrawn escrow account for proposed text amendment.

Zoning

STR Application received, sent to fire department. License issued. STR Application received, sent to fire department. License issued. STR application received. Sent email to applicant explaining that due to transfer of ownership to LLC, application is currently pending. Updated owners on pending language. Pending language approved. sent to fire department. License issued.

STR

ROW

STR ROW

STR STR Escrow

STR STR

304 Lucy St

131 Mason St

405 Park St

646 Francis St 449 Water St 403 Water St

338 Park St

347 Park St 25 Park St

Received STR renewal with new owners. Noted a different license holder on application from previous years. Transfer occurred Jan 2024, existing certificate never updated. Application denied due to unauthorized transfer of ownership. Email and letter sent to owner. Discussions with the owner and local agent in regards to appropriateness of denial was had. Owner to provide timeline of events for argument to be sent to legal. Explained to owner that their application is considered denied due to transfer. Explained regulation changes to representative of 304 Lucy. STR application received. Sent to Fire Department, License issued. Fire department notified me of fence blocking egress, owner intends to remove panel of fence, emailed HDC chair to confirm that administrative approval is appropriate for modification of a fence behind a building line. HDC permit issued. Potential enforcement case. Site work observed, emailed EGLE and Allegan County to ensure no permits from them is required. Issued stop work order as minor site plan amendment required. Applicant adding pavers where concrete exists and adding decorative boulders to existing retaining wall. Engineer and contract planner consulted, scope of work is compliant and existing Stormwater mitigation precautions is acceptable. Permit issued. ROW application for natural gas installation received. Engineer provided stipulations for work. Permit issued.

STR

noticed outdoor dining set up without fees paid, reached out to owner who stated that check was mailed last week. No further action at this time. Received application for internal remodel of Personal Service establishment. Sent to fire department and MTS. Fire department approved with stipulations that further documentation be provided to them. No further action needed at this time. Application received for existing STR. Noted transfer from owner to LLC, notified owner that license is currently pending. Sent email to applicant explaining that due to transfer of ownership to LLC, application is currently pending. Spoke with applicant about upcoming City Council Workshop. Updated owners on pending language. Pending language approved. sent to fire department. License issued. STR Application received, more information needed. Info received, sent to fire department. License issued.

EODA

Received concerns from neighbors regarding work being done without permits. Visited site to confirm that no permits were needed from Zoning as scope of project was maintenance on existing structure.

Enforcement

HDC

Enforcement

ROW

Zoning

STR

STR

165 Elizabeth St 153 Lucy St #1 153 Lucy St #2 153 Lucy St #3 731 Water St 329 Water St 102 Butler St

STR Application received, sent to fire department. License issued. STR Application received, sent to fire department. License issued. STR Application received, sent to fire department. License issued. STR Application received, sent to fire department. License issued. STR Application received, sent to fire department. License issued. HDC and Zoning App received to replace concrete driveway. Footprint will be unchanged, material will be unchanged. Permits issued 05-08-2025. HDC app for replacement of Chain Ferry Arbors. All materials will be like for like. Discussion had with DPW director. Sent to Chair of HDC. Chair agreed to admin approval. Approved 05-08-2025

STR STR STR STR STR HDC HDC

Department of Public Works Below is a summary of notable activities carried out by the Department of Public Works since the last council meeting on 4/28/2025: Maple Street: On Tuesday, April 29th, staff met with Fleis & Vandenbrink Engineering to walk the length of Maple Street in preparation for 2026 construction. The walkthrough helped identify site conditions, obstacles, and considerations that should be incorporated into preliminary designs. Key topics discussed during the walkthrough included stormwater mitigation, tree removals, sidewalk placement, driveways, signage, and other site-specific issues. Fleis & Vandenbrink will use the input gathered from this walkthrough to develop the first draft of the road redesign. Annual Water Turn-Ons: On April 28th, the Department of Public Works partnered with the Kalamazoo Lake Sewer & Water Authority to activate water service and install water meters at City parks and properties. Since then, DPW has completed key seasonal preparations, including cleaning and opening restrooms, activating irrigation systems, and performing necessary irrigation repairs and adjustments. Parks, Mulch & Tree Planting: Public Works crews are actively preparing town parks and green spaces for Memorial Day. Recent work includes mowing, edging, trimming, and general cleanup to ensure a well-maintained appearance. Fresh mulch has been applied to flower beds and tree bases. New trees have been planted to enhance park and right-of-way aesthetics while providing long-term benefits. These efforts aim to ensure public areas are clean, attractive, and ready for holiday events. Oval Beach: Public Works is preparing Oval Beach for the upcoming season by clearing sand from parking areas and buildings, replenishing the main beach with extra sand, and bulldozing the beach area. Staff have been hired following interviews, the water system has been disinfected and tested, and employee orientation is scheduled for Saturday, May 10th. Preparations are on track for the Memorial Day Weekend opening. Meetings: • 4/28/2025 – DPW Weekly Goals Meeting • 4/29/2025 – Meeting with Tele-Rad at Public Works • 4/30/2025 – Department Head Team Meeting • 4/30/2025 – DPW Superintendent/City Manager Meeting • 4/30/2025 – Meeting with Allegan Conservation District • 5/02/2025 – DPW Weekly Goals Follow Up Meeting • 5/05/2025 – DPW Weekly Goals Meeting • 5/07/2025 – Special Events Safety Meeting (Town Crier/SCA Markets) • 5/07/2025 – Workshop Meeting • 5/08/2025 – Meeting at 547 Francis Street – driveway approach • 5/09/2025 – DPW Weekly Goals Follow Up Meeting

April 2025 statsAllegan County Sheriff’s Department 56 total dispatched calls and/or self-initiated calls

Abandoned 911 calls – 1 Alarms - 2 Animal – 2 Assist other agencies – 5 (assist to fire/ems on medicals) Check Welfare – 3 Civil - 1 Conservation – 2 Found property – 1 General assist – 25 Harassment – 2 Larceny - 2 Open Door – 2 Mental subject – 1 No ops – 1 OWI - 2 Parking – 1 Property checks - 2 Suspicious situation - 4

Below are traffic stops by the 4 Deputies contracted by the city and amount of times they are at the school. Traffic stops – 36 School contacts – 28

City of Saugatuck Status Report of Engineering Activities May 8, 2025 General Consultation •

2024 Asphalt Repairs: The project is complete and we are working on contract closeout paperwork.

Village Square Court Renovation: The DNR Passport Program application was submitted prior to the April 1 deadline and has been confirmed as administratively complete. Preliminary scoring will be released late summer or early fall, at which time revisions/additions can be made.

Developed a proposal for inspection of larger culvert crossings and storm sewer outfalls. This work could be completed in phases and areas of concern could be prioritized.

3-year contract for pavement markings was awarded on March 24 and we are in the process of getting the contract in place. Attended a pre-construction walkthrough with the contractor to review specifics. Work is to be completed by mid-June each year.

Assisting with review of water and sewer agreements as needed.

EGLE Technical, Managerial and Financial (TMF) Project • • •

The City was awarded $221,600 in funding from EGLE’s Community Technical, Managerial, and Financial (TMF) support for lead service line identification (100% grant). Prepared the City’s Complete Distribution System Materials Inventory and submitted it to EGLE to meet the October 16 deadline. An updated version will be provided when potholing work is complete. Potholing work is anticipated to be completed soon. A number of addresses have been added to fully utilize the grant dollars available.

Mt. Baldhead Projects • •

AT&T Project Assistance o Providing assistance on an as-needed basis. Restroom Building Replacement o Issued the Notice of Award to Midwest on April 30. o Working on getting the contract in place so that materials can be ordered. o Will work through paperwork to adjust the schedule for fall construction, if that is the City’s preference. Observation Platform Replacement o Design work is progressing. Additional survey work is complete. o The Allegan Conservation District has provided the Vegetation Removal Assurance, which is a report required for the EGLE/USACE Critical Dunes Permitting. The report evaluates impacts on vegetation, native, non-native and invasives, and provides guidance for the design and construction. The report includes guidance for several of the unhealthy, dead or undesirable species to be removed as part of the project and replaced with native/desirable ones.

Sea Wall and Concrete Repairs • •

The bid opening was held on April 30, however none were received. We will be regrouping with City staff soon on rebidding or other changes to get quotes for the work.

Maple Street Improvements • • • •

Design work is underway. A kickoff meeting/walkthrough was held with staff on April 29. Additional survey for the DPW asphalt resurfacing work is in process. Wetland delineation has been completed. Soil borings have been completed.

Park Street Improvements – Study Phase •

Park Street between Campbell Road and Mt. Baldhead has no specific non-motorized facility and a number of unique challenges and right-of-way encroachments. The asphalt pavement is deteriorating. A number of development projects have recently been completed or are ongoing along the corridor. A planning phase proposal has been developed to build on prior study work and develop a scope, concept and cost estimate for improvement of the corridor. We are awaiting results of our application to EGLE’s Michigan Coastal Management Program, which was submitted on December 20, 2024 followed by a council resolution on December 23. If funded, the grant would cover up to 50% of the planning cost and an updated proposal will be prepared to align with the funding. EGLE has reached out several times with follow-up questions/clarifications on the application.