Staff Reports: City Manager, Treasurer

City Manager Report July 14, 2025

Quarterly Community Engagement Report • We have continued our efforts to share information with the community in a variety of places. This has included greater use of Facebook and a regular City Manager report to the community. The Clerk’s team has also reorganized and streamlined things on the website. Here are some stats for April – June: o Facebook  Reach – 49,518  Views – 326,726  Total Followers: 4,820  New Followers: 367 o Website  Unique Visits – 18,844  Views – 33,553  Top Pages • Oval Beach • Landing Page • Chain Ferry o News You Can Use E-mails  Delivered Messages – 58,111  Opened Messages – 30,665 o YouTube  Video Views - 783 Consumers Energy Update • After the last power outage, I reached out to Consumers Energy to express our concerns with the impact of the outage and ask for clarification on what happened and ways to avoid the issue in the future. • The Consumers Energy Community Affairs Area Manager advised the following: o “[I]t was caused by a partial failure of a substation. They were able to arrive and transfer the majority of the customers to other substations. About 350 were still out Sunday when they brought in a mobile substation to restore them. o I am working with our engineering team to gather their plans for upgrades in this area. I know they have some plans. I got a similar note from Lisa at the City of Douglas and I plan to report to them on the planned upgrades. I will let you know as well.

Mt. Baldhead Restroom and Upper Platform • The Mayor, our engineer, and I recently met with area tribes to discuss the updated timeline for the restroom replacement and preliminary plans for upper platform replacement. • The tribes provided helpful feedback and we are working on their recommendations. • The restroom replacement remains on target for this fall. AT&T • I corresponded with AT&T this week and they are waiting on the Federal Communications Commission (FCC) to schedule a meeting with the tribes. • Initially AT&T was holding off on signing a lease until they obtained the necessary permits and approvals. AT&T advised they are now working on proposed revisions to the lease that would include a one time capital contribution that City Council previously requested. Blue Star Trail • I am still working to set up a meeting with MDOT to go over responses to the initial tribal feedback we received earlier this year. • The tribe’s on-site assessment remains scheduled for August. Administrative/Project Coordinator • Staff interviewed 8 of the 124 applicants for the new Administrative/Project Coordinator position. The Public Works Superintendent, Public Works Supervisor, City Treasurer and I participated in the interviews. All of the interviews were great, and it was very challenging to select finalists. • This week, the three finalists are meeting with Scott and staff and touring the City. Scott hopes to make a hiring decision early next week. Oval Beach Manager / Equipment Operator-Maintenance Worker • This position is now posted. We have received several applicants. • Scott is working on evaluating the applicants and will be setting up interviews soon. Director of Planning and Zoning • Unfortunately, Luke will be leaving us at the end of the month to return to the City of South Haven. • We have the position posted in several places and have already received applicants. • After establishing a quality pool of applicants, I will be setting up interviews with the Mayor, Chairs of the Planning Commission, Zoning Board of Appeals, Historic District Commission, and myself.

Miscellaneous • Worked with Treasurer to evaluate health saving account (HSA) options and worked with insurance representatives to schedule and plan for open enrollment meeting with staff. • Held Department Head team meeting. • Held one on one meeting with Director of Planning/Zoning. • Met with Laketown Township Interim Manager/Supervisor. • Met with Granicus. • Met with residents to discuss questions and concerns. • Attended Council/Staff picnic. A huge thank you to City Council for hosting a fantastic lunch! • Conducted annual performance evaluations of direct reports and reviewed the evaluations of other staff. • Met with Sheriff’s Department to discuss proposed contract updates and services. A presentation to Council is forthcoming. • Attended Noble Twist Taphouse ribbon cutting. • Attended meeting with Michigan Employees Retirement System (MERS). • Attended Harbor Authority meeting. • Attended Lakeshore Trails stakeholder meeting. • Attempted to attend the July 4th parade and worked with event organizers and public safety on weather concerns/decision. • Attended fireworks on July 5th. Blast from the Past • A big bummer that the 4th of July parade had to be cancelled due to dangerous weather. • I checked the Saugatuck-Douglas History Center and found some neat photos from past parades over the years:

Armistice Day – 1918

Centennial Parade - 1963

Old Saugatuck Week Parade - 1955

Treasurer Report

July 14, 2025

Tax Administration: • • • • •

Processed and mailed 2025 tax bills Fielded resident inquiries (mailing addresses, PREs, etc.) and researched returned/bad addresses Completed another tax abatement confirmation (for SPS) Worked with Lereta and CoreLogic on mortgage code uploads Learned how to import ACH payment information

Accounts Payable: • • • •

Continued converting vendors from Peter’s contact info to mine Processed a full payables run Resolved final billing with Frontier Nearly resolved longstanding Comcast billing issues

Payroll: • • • •

Processed the 6/30/25 payroll, including end-of-quarter reporting Ordered W-2s early to stay ahead of the year-end crunch Worked with IT to implement new part-time payroll rules Continued development of clearer payroll procedures (including Oval Beach-specific)

Financial Management / Miscellaneous: • • • • • • • • • • • • •

Rolled over 5 maturing CDs Conducted partial bank reconciliation Updated BSA modules to current versions Met with MERS representative Worked with Ryan and insurance contacts on health insurance transitions Researching HSA implementation strategies for August 1 launch Significant progress made on splitting Water/Sewer fund Continued follow-up on missing franchise fee; requested status update again Processed credit card payments (Oval Beach stickers, permits, etc.) Continued working with Liz on Culver St workflows—finding a good rhythm Sat in on DPW Admin interviews Began audit prep; reviewing and confirming investment account balances with brokers, balancing the escrow payables account, and the water/sewer split Developing SOP’s and refining reconciliation processes for Oval Beach receipts

City Clerk Department Report July 14, 2025 Activity Since June 23:  Elections:

- Deadline to submit paperwork to be placed on November ballot for City Council is July 22nd at 4:00 p.m. • Please see clerk's department for paperwork or more information. • Filing information for candidates running for office can also be found on our website on the Clerk and Election page.  Currently have 1 FOIA requests.  Currently have 1 open boat slip, another lottery will be sent out.  City Hall has received 609 calls in June and 206 in July thus far.  Deputy Clerk Williams reported the sales of 413 Oval Beach resident passes thus far and has sold 203 non-resident (does not include what has been sold at the beach) passes at City Hall.  Upgraded City Hall and DPW with new phones and now have capability to transfer calls between City Hall and DPW buildings.  Upgraded the old drinking fountain at City Hall.  Coordinated and prepared meeting packets and minutes.  Clerk Meetings: - City Council Meeting - Wolters - Parks and Public Works Meeting - Williams - Mt. Baldhead Challenge Safety Meeting - Wolters - Department Head Meeting - Wolters

Planning, Zoning and Project Report July 14, 2025

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

Participated in scheduled internal team meetings. Prepped for and PC Meeting. Created Agenda Packet for Historic District Commission Meeting. Created Memo’s and License Agreements for City Council. Prepared for Historic District Commission Meeting. Had internal discussions regarding the Master Plan. Met with Legal regarding Sign Amendments. Reviewed proposed Master Plan survey. Created Map for City Council. Created Map for Planning Commission. Met with residents regarding Commercial addition. Performed multiple on-site visits for MTS. Created STR report for Granicus. Attended meeting for Fiber installation in ROW. Worked with Clerk to ensure license agreements are signed and up to date. Reached out to multiple residents regarding ongoing enforcement action. Continued discussion regarding stop work orders. Met with City Manager to discuss ongoing projects and case list. Spoke to business owners regarding code violations. Had discussion with legal representatives of residential condo regarding site plan standards. Maintained general code enforcement follow-up efforts. Issued permits and completed casework as detailed below.

Open Casework

249 Mason

405 Park St

347 Water St 125 Elizabeth

717 Water St 5 615 Park St

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. waiting on FD approval for issuance of permit. 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. Major construction application received. Not enough notice for July PC meeting. Will need to send notice to newspaper by July 25. 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 0507-2025 that the owners intend to petition to Vacate white alley, but would first contact the neighboring properties for support. Called representative and left message asking for update on process. received email stating that they are gauging interest of neighbors, asked for estimated timeline. letters from home owner to surrounding home owners will go out this week. STR application received, More info needed. Sent to fire department. Issued stop work order to site due to deviation from approved plan regarding material of dock. Provided resources for site plan amendment. Emailed contractor with determination that major site plan amendment is required. Discussions continued regarding site, site plan review

PC

Enforcement

Enforcement ROW

STR Enforcement

application submitted which addressed 1 of the 2 identified issues with the site, sent email explaining that addressing 1 issue would not lift the stop work order. 133 Mason

401 Elizabeth St 347 Water St 700 N Maple 444 Park St 717 Water St 7 880 Holland St 241 Culver St 129 Griffith St 11 234 Spear St 102 Butler St 133 Butler St 5 237 Spear St 204 Grand

312 Hoffman

Applicant notified me of windows that were to be installed on 05-13-2025. Explained that they are in the Historic District and HDC permits as well as Building permits would be required. Sent HDC application and explained processes. Application received, to be presented at 07-10-2025 HDC. Application for Accessory Structure received. Invoice sent. Delegation of review received by School, to go before CC on 07-14-2025. Letter sent to owners regarding driveway vendor. Discussion with Legal regarding vendor. Letter sent regarding use of septic tank and requirement to connect to City Sewer. Emailed owner. follow up by 07-14-25. STR application received. More info needed. Sent to fire department. STR application received. More info needed. Reached out to local agent. Water Connection application received. Sent to engineer. Sent additional requirements back to applicant. Sent email notifying owner of multiple violations to city code. Met with owner, follow up needed.

HDC

STR application received. Sent to fire department. Zoning and Historic district app submitted for addition to SF Res. Scheduled for July HDC. Waiting on HDC info. Received application for fiber installation. Sent invoice. Invoice paid, sent to engineer. STR application received. More info needed. STR Application received. No payment included, email sent. Payment received, sent to fire department. STR ADU application received. No SLU in place. Sent email explaining that SLU is required to rent an ADU. Continued discussions regarding Renting ADU on property. Main and ADU STR received. Sent to fire department.

STR HDC

Zoning Zoning Zoning STR STR Water Service Enforcement

ROW STR STR STR

STR

450 Park St

510 Maple

Observed fence on property when no permit was granted. Left message for property owner. Spoke to owner who agreed to provide application for retroactive approval of fence. Provided resources. Answered questions regarding lot line adjustment and noted that accessory structures can not

Zoning

Zoning

Closed Casework 165 Elizabeth St

STR

110 Butler St

STR Application received, sent to fire department. License issued. 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. Mailer information sent to Clerks office and newspaper. Reviewed location of FDC onsite. Received changes to plan. Discussed changes with Chair of HDC, who is comfortable with administrative update. SLU issued by PC with conditions. Confirmed conditions with applicant and sent license agreement and memo to City Council for review at 06-23-2025 meeting. Reached out to Malu regarding outdoor seating on Griffith St, explained that while they have approval for seating on Culver they do not have approval for seating on Griffith, explained steps to receive approval. No further action at this time. Removed cones from Street.

147 Water St

Removed cones from Street.

Enforcement

244 Brook St

Answered questions regarding process for renewing STR license early. Received concerns about cones in City ROW, sent email to have cones removed. Spoke with resident regarding plans for expansion at rear of property. No further action needed.

STR

answered str questions regarding previous licenses. No further action needed. Had concerns regarding waterfront construction and had general zoning questions. SF residential application received. Sent invoice and asked for survey of property. Applicant provided info regarding plans for storm water mitigation but no survey. Survey provided, Zoning review complete, waiting on Fire department site plan review. Updated applicant on where we are at in the process. Fire department site plan review received. Permit issued. Potential enforcement case noticed. Left voicemail for owner. Firepit constructed without permits a year and a half ago. Owner was unaware that he needed permits, provided him with applications to apply for retroactive approvals. Fire department confirmed that they have no concerns. Drawings provided not with Survey, need survey. Owner stated that they would

STR

743 Allegan St 202 Butler St

302 Culver St

555 Lake St 247 Grand St 120 Elizabeth St 295 Park St 545 Spear St

951 Holland St

STR EODA

Enforcement

Enforcement

Enforcement Zoning

Waterfront Construction Zoning

Enforcement

rather move firepit than get a survey. provided new plan to show more compliant location. Invoice sent. Permit issued.

790 Lake St 247 Grand St 712 Lake St 612 Lake St 651 Holland 111 Park St 419 St Joseph St 309 Grand St 755 Holland 831 Holland 1020 Holland St 842 Lake St 8 650 Butler St 145 Spear St 602 Francis St 546 Butler St 129 Griffith St 8 142 Butler St

5 Park St

Answered questions relating to STR and previously approved variance for property. Answered variance request questions in discussion with ZBA chair. STR application received. More info needed. Had discussion with owner regarding requirements. Info received, sent to fire department. License issued. STR Application received. More info needed. Sent to fire department. License issued. Sent email regarding unattended weeds.

Zoning

Spoke to resident regarding long term rentals in Pen South. Responded to resident looking to gather all permits within last few years. Supplied resident with survey for potential future addition to house. Called and emailed resident explaining that RV was observed in front yard. Asked that it be relocated. No further action at this time. Called and emailed resident explaining that RV was observed in front yard. Asked that it be relocated. No further action at this time. Application for hot tub received. Invoice sent. Discussion with applicant on timeline for approval. Permit issued. STR Application received. More info needed. 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. $525.00 check received, new fee is $540.00. emailed owner. Paid. Sent to fire department. License issued. STR application received. Need further info. License issued. Sign application received. Approved by the HDC as part of larger plan. Projecting sign and replacing existing pylon sign requires license agreement and council approval. Created Memo and license agreement for 06-23-2025 CC. Permit issued. Fence application received. Permit issued.

STR

ZBA STR STR Enforcement

Zoning Zoning Enforcement Enforcement Zoning STR STR STR STR STR STR City Council

Zoning

245 Spear St 226 Butler St

560 Mill St

888 Holland 145 Grant St 820 Holland St 568 Mason

807 Lake St 7

STR Application received, sent to fire department. License issued. ROW app to Remove portion of sidewalk to determine sewer issue. Attach or repair sewer line depending on discovery. Invoice sent. Payment received, applicant asked about shutting down lane while work occurs, sent standards required to shut down lane. Permit issued. Continued discussions regarding denied ROW Hardscaping request. Followed up on letter sent and asked for timeline regarding continued removal of hardscaping. Representative reached out stating that work has begun and boulders have been removed, currently discussing reading work with landscaping companies. Continue to follow up. Hardscaping continues to be removed from property, no further action at this time. Answered questions regarding change of use process and parking requirements for B&B's

STR

Received plans for full landscaping remodel including patio, retaining walls, firepit. Asked for more detailed plans. Permits issued. Application received to install generators in rear yard. Permit issued. 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. Sidewalk poured. discussions continue between true north and Kal-Lake regarding damaged water line. No further action at this time. Incomplete STR application received. Sent back to local agent. Received info, asked for further information. Info received, sent to fire department. Closed due to pending sale.

Zoning

ROW

Enforcement

Zoning

HDC KLWSA

STR

403 Water St 421 Water St 230 Griffith St 673 Lake St

842 Lake St 10 345 Griffith 347 Park St 450 Spear St 246 Culver

94 Interlaken Dr 302 Culver St

243 Spear

Received notice of proposed change of use. Provided resources. Application expected. No further action at this time. STR Application received. More info needed. Sent to fire department. License issued. Application received, no payment. Sent invoice. Invoice paid, sent to fd. License issued. Zoning application received for pool house and pool in rear yard, provided review of project to applicant and advised lot coverage is being exceeded. New survey provided to show lot is larger than first thought. Emailed question regarding storm water mitigation. Engineer confirmed plans are appropriate. Permits issued. STR application received, sent to fire department. License issued. STR Application received, sent to fire department. License issued. STR Application received, more information needed. Info received, sent to fire department. License issued.

Zoning

ADU STR application received. Sent to fire department. License issued. Sign application received. Sent to HDC chair. Administratively approved. Projecting sign requires license agreement and council approval. Created Memo and license agreement for 06-23-2025 CC. Approved. Minor Waterfront construction permit application received. Plans not compliant, sent back to applicant. No further action at this time. Reached out to Malu regarding outdoor seating on Griffith St, explained that while they have approval for seating on Culver they do not have approval for seating on Griffith, explained steps to receive approval. No further action at this time. Answered zoning questions and historic district questions regarding addition to residential property.

STR

STR STR Zoning

STR STR STR

City Council

Waterfront Construction Enforcement

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 6/23/2025: Performance Evaluations: The Public Works Superintendent conducted annual performance evaluations for all full-time and part-time staff at DPW. Employees first filled out pre/self-evaluation forms then the Superintendent rated each employee in categories such as customer service, problem solving, communication, quality of work, and other categories. Once evaluation forms were completed, individual meetings were scheduled to review the materials. Finally, the Public Works Superintendent submitted all the materials and recommendations for pay step increases to the City Manager for consideration.

Administrative/Project Coordinator: After receiving over 120 applications for the Administrative/Project Coordinator position, staff reviewed the applications and conducted 8 interviews. Of the 8 interviews, 3 were invited back for a second meeting. The second meeting was an opportunity for the candidates to see more of the City buildings/grounds and meet staff members at City Hall and Public Works. Staff expect to send a job offer out this week.

4th of July Weekend: DPW Staff spent significant time and effort working on and preparing for the 4th of July Weekend festivities. Events included the 4th of July Parade (which was unfortunately cancelled), Party in the Park, the Waterfront Invitational Art Fair, fireworks, and a very busy Oval Beach. Other preparations include ordering extra port-a-potties, setting out extra trash barrels, No Parking signs, traffic control devices, parade participation, providing safety vests, and other miscellaneous services.

DPW Day at Lakeside Learning: For the 2nd year in a row, the Saugatuck and Douglas DPW’s partnered with the Lakeside Learning Center at the Douglas Community Church to bring heavy equipment from both departments for the kids to climb in and check out. Each Public Works Department brough a wide variety of pieces of equipment ranging from large front-end loaders to zero-turn mowers. The hope of the event is to do something special with the kids and possibly generate interest in Public Works from younger generations.

Equipment Operator/Maintenance Worker - Chad Bouwman: Chad Bouwman has submitted his resignation from the Equipment Operator/Maintenance Worker position at Public Works. Chad has achieved huge growth during his time with the City such as acquiring his Commercial Driver’s License, MISS DIG Certification, and experience operating all equipment in the City’s fleet. Chad has a clear passion for park maintenance which will be beneficial to him in his new role within the Oshtemo Township Parks Department. His new role is much closer to his home near Kalamazoo. Chad will be difficult to replace and on behalf of the Saugatuck Public Works Department, we wish him the best.

2025 Service Request Summary: January 34 February 20 March 54 April 83 May 101 June TBD

Meetings: • 6/23/2025 – DPW Weekly Goals Meeting • 6/24/2025 – Parks & Public Works Committee Meeting • 6/25/2025 – Department Head Team Meeting • 6/26/2025 – Mt. Baldhead Challenge Safety Meeting • 6/27/2025 – DPW Weekly Goals Follow Up Meeting • 6/30/2025 – DPW Weekly Goals Meeting • 7/03/2025 – DPW Weekly Goals Follow Up Meeting • 7/07/2025 – DPW Weekly Goals Meeting • 7/11/2025 – One-on-One with City Manager • 7/11/2025 – DPW Weekly Goals Follow Up Meeting

City of Saugatuck Status Report of Engineering Activities July 10, 2025 General Consultation •

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.

2025 Pavement Markings: 2025 work is complete. Current contract is 2025-2027.

Assisting with review of water and sewer agreements as needed.

Butler Street Sanitary Sewer: Assisted with diagnosis and resolution of sanitary sewer issues on Butler Street north of Mason Street. Findings will be incorporated into planning for future reconstruction of Butler Street.

Assisting with site plan reviews and construction observation for new development and other projects 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 complete and the contractor is addressing restoration and other punch list items, as well as final in-home verifications to fully utilize the grant dollars.

Mt. Baldhead Projects • •

AT&T Project Assistance o Providing assistance on an as-needed basis. Restroom Building Replacement o Midwest is under contract for construction. o Prepared a Change Order to adjust the contract times for fall 2025 construction. o Met with area stakeholders several times to review and address concerns heading into construction. 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. o Met with area stakeholders to review the survey and proposed concepts. Gathering feedback to incorporate into the design, as well as pre-construction activities to address concerns with the site.

Sea Wall and Concrete Repairs • •

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

Maple Street Improvements • •

Design work continues to progress. We are nearly to a point of applying for permits for the project. An open house was held on June 3 for property owners in the project area and other stakeholders. It was well attended, and good feedback was received that has been incorporated into the design, as appropriate. We continue to receive feedback to help refine the preliminary design. Depending on timing for permits and final design, we anticipate issuing the project for bids in late 2025 with construction during the 2026 construction season (approximately April to November).

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.

City Hall Interior Renovations •

Developed a proposal for a Needs Study, Conceptual Design and Structural Evaluation to be considered at the July 14 council meeting.