OUR MISSION IS TO PROVIDE EXCEPTIONAL PUBLIC SERVICES THAT

ENHANCE THE EXPERIENCE OF LIVING, WORKING AND VISITING ADA. _____________________________________________________________________

A Copy of the above information is available upon request M-F 8AM-5PM at the Ada Township Clerk’s Office, excluding Holidays

If you would like to be on the Ada Township e-mail information list please inform the Clerk or e-mail the Clerk at jsmith@adatownshipmi.com. Persons with special needs, as defined in the Americans with Disabilities Act, should contact the Ada Township Clerk or call the Michigan Relay Center

TDD # 1-800-649-3777.

TENTATIVE AGENDA ADA TOWNSHIP REGULAR BOARD MEETING

MONDAY, OCTOBER 28, 2019 at 7:00 P.M. ADA TOWNSHIP HALL

7330 THORNAPPLE RIVER DRIVE

I. CALL TO ORDER A. PLEDGE OF ALLEGIANCE B. MOMENT OF SILENCE C. NOTE BOARD MEMBERS PRESENT & ABSENT

II. APPROVAL OF AGENDA III. GENERAL TOWNSHIP BUSINESS MOTION TO APPROVE MINUTES & ACCEPT REPORTS / COMMUNICATIONS UNDER CONSENT AGENDA

A. APPROVAL OF BOARD MEETING MINUTES: 1. TOWNSHIP BOARD MINUTES – 10/14/19

B. RECEIVE AND FILE VARIOUS REPORTS AND COMMUNICATIONS: 1. PLANNING COMMISSION MINUTES – 09/19/19 2. COMCAST UPDATE – 10/15/19 3. UTILITY ADVISORY BOARD MINUTES – 09/19/19 4. GVMC – TRANSPORTATION POLICY COMMITTEE – 09/18/19 5. BUILDING TRENDS REPORT – 10/14/19 6. ADA DDA MINUTES – 09/09/19 7. ADA PARKS, REC & LAND PRESERVATION ADVISORY BOARD MINUTES – 09/12/19 8. ADA HISTORICAL SOCIETY MINUTES – 09/12/19 9. LEGACY PARK SCHEDULE UPDATE – 10/22/19 IV. APPROVAL OF WARRANTS A. TOWNSHIP GENERAL WARRANTS V. PUBLIC COMMENT VI. BOARD COMMENT VII. UNFINISHED BUSINESS VIII. NEW BUSINESS

A. CONSIDERATION OF ALTERNATE 2 – SNOWMELT SYSTEM FOR LIBRARY / COMMUNITY CENTER B. PURCHASE OF REPLACEMENT TRACTOR C. LIBRARY / COMMUNITY CENTER CASH FLOW PROJECTION – DISCUSSION / DIRECTION

IX. OPPORTUNITY FOR ADDITIONAL PUBLIC COMMENT X. ADJOURNMENT

ADA TOWNSHIP PLANNING COMMISSION MINUTES OF THE SEPTEMBER 19, 2019 MEETING

A meeting of the Ada Township Planning Commission was held on Thursday, September 19, 2019, 7:00 p.m. at the Ada Township Offices, 7330 Thornapple River Dr., Ada, MI.

I. CALL TO ORDER

II. ROLL CALL

Present: Butterfield, Carter, Heglund, Jacobs, Leisman Absent: Burton, Easter Staff Present: Ferro, Winczewski Public Present: 10 Members

III. APPROVAL OF AGENDA

Moved by Jacobs, supported by Carter, to approve the agenda as written. Motion passed unanimously.

IV. APPROVAL OF MINUTES FOR THE AUGUST 15, 2019 MEETING

Moved by Heglund, supported by Butterfield, to approve the minutes of the August 15, 2019 meeting as presented. Motion passed unanimously.

V. PUBLIC HEARINGS - None

VI. UNFINISHED BUSINESS – None

VII. NEW BUSINESS

1. Informal Pre-Application Conference, 96 Multifamily Residential Units on 9.64 AcreSite, 7590 East Fulton St., Parcel No. 4115-34-127-003, Orion Real Estate Solutions

Planning Director, Ferro, provided copies of selected pages from the Ada Township Master Plan, highlighting the desired concepts for Residential Land Use, stating that the land use category is intended to support the full range of residential building types, including rowhouses, upper and lower level apartments and attached multi-family apartment homes, duplexes and detached single family “village houses”. The 2016 Master Plan amendment encourages the development of major remaining vacant commercially-zoned lands in the Village to incorporate a mix of commercial and residential use, to provide opportunities for new housing within the Village area, to encourage a compact development pattern within the community, and to encourage the maintenance of a Village residential population that supports and sustains Village businesses and services.

John Wheeler, Orion Real Estate Solutions, stated his team went back to the drawing board after their previous Planning Commission meeting. They have modified their plan to now include 4 buildings, 2 of them are 3-stories and 2 of them are 4-stories. They have kept it at less than 10 units per acre. They have added 2 court yards. They had a Parking Study and Market Study conducted and found that there is only a 2.2% vacancy rate in Ada Township. These buildings will be accessible to all age groups and have beautiful views.

Mr. Wheeler showed 2 aerial views with the proposed buildings photoshopped in to provide a sense of what the density would look like. Mr. Wheeler stated they would provide an easement to the Township for the non-motorized bike path. They are asking for feedback tonight on density, layout, and the change to 4 buildings. Architecture has not yet been decided; they will provide architectural concepts at the next meeting.

III. B. 1

Ada Township Planning Commission Minutes of the September 19, 2019 Meeting Page 2 of 3 Chair Leisman asked Ferro for his feedback. Ferro stated the changes from 1 large building to 4 smaller buildings is a significant improvement. The current plan layout has a suburban character. Ferro questioned the need for 2 parking spaces per unit stating that a national parking survey report, also provided in the Commissioner’s packets, shows a trend for fewer vehicles per household. The report also suggests designing development in a way that allows future excess parking to be converted to some other use in the future. Ferro stated that there is a demand for around 500 additional housing units in the Village according to an Ada Township 2015 market study. The study indicated that 125 of those units should be attached housing units and around 30% be rental units. Ferro stated a former Township resident, Bob Kullgren, wrote a letter of support for this project as he is looking into moving to the Village. Ferro asked the applicant about bedroom mix. Mike Maier of Orion Real Estate Solutions stated, preliminarily, 25% of the apartments would be 1 bedroom, 20% would be 3 bedrooms, and the remainder would be 2 bedrooms. Mr. Maier also stated that it has been recommended to them to have 2 spaces of parking per unit. Mr. Maier stated that a new apartment complex near the Knapp’s Corner Meijer has a parking problem. He understands what Mr. Ferro was stating regarding parking trends, but it is difficult to fix a parking problem. He does not want to increase parking problems next door by underestimating how much parking they need. He does support a change of use for parking if it is later seen as unnecessary. Jacobs asked Ferro if there was any cost analysis done on the types of residences desired in the 2013 Master Plan Hamlet for the eastern section. Ferro stated there was not. Jacobs stated she has not seen all levels of affordability in any of the new developments. Jacobs appreciates the zero-barrier concept and density but this project doesn’t excite her as presented. Leisman suggested breaking up the 2, 3-story buildings so there is more variety, and to keep more of the density on the water. Mr. Wheeler stated the design will be developed in the architectural phase of the project and they are here now to get feedback on density and layout. Carter asked the applicant about rental rates. Mr. Wheeler stated it would be $1,200/month for 1 bedroom, and $2,200/month for 3 bedrooms. Carter stated he likes the density and rental rates, and feels it’s important to have residents living close in order to support the businesses. Leisman stated density is not the primary issue but what the Commission would like to know is how the apartments will look and feel in the village. Leisman suggested having 1 or 2 work sessions which would also be open to the public. Mr. Wheeler agreed. Ferro will schedule. VIII. COMMISSION MEMBER/STAFF REPORTS

1. Analysis of Re-Development Potential in the Village Residential (VR) Zoning District Ferro summarized his analysis as provided in the Commissioner’s packets. For the PVM district overall, a change in required lot width from 40 feet to 45 feet reduces potential buildout density by about 11%. Leisman and Heglund stated they like Ferro’s analysis and agree with the recommendation. Carter moved, Heglund supported, to prepare a zoning ordinance amendment changing the minimum lot

Ada Township Planning Commission Minutes of the September 19, 2019 Meeting Page 3 of 3 width standard from 40 feet to 45 feet for “Village House Lots” in the PVM district as recommended in Ferro’s memo dated September 11, 2019, and to set a public hearing for next month. Motion passed unanimously. IX. PUBLIC COMMENT Noelle Divozzo, 7115 Bronson St., thanked Ferro for the density analysis and is pleased with the Commissioner’s decision to increase the minimum lot width in the PVM district. Ms. Divozzo stated she does not feel it is the residents’ responsibility to provide shoppers for the businesses moving into the Township. She also recommends increasing the number of trees between Fulton and the proposed apartments. Ken Kandow, 624 Spaulding Ave., requested an ordinance amendment to allow the keeping of chickens in residential districts. Mr. Kandow stated the culture is changing and people are living in a more sustainable way. Keeping of chickens for eggs is more common. Mr. Kandow stated he lives on almost half an acre, mostly fenced in, and he would like to keep 4 chickens, no roosters. Ferro stated chickens are currently allowed in the Agricultural and Rural Residential districts. Commission members expressed interest in having staff prepare a draft of proposed regulations for commission review. X. ADJOURNMENT – Meeting adjourned at 8:14 p.m.

Respectfully submitted, ___________________________________________________ Jacqueline Smith, Ada Township Clerk

ADA TOWNSHIP DOWNTOWN DEVELOPMENT AUTHORITY (DDA) BOARD OF DIRECTORS

MINUTES OF THE SEPTEMBER 09, 2019 MEETING ADA, MICHIGAN

I. CALL TO ORDER AND ROLL CALL

The meeting was called to order at 8:00 a.m. by Chairperson, Bowersox.

BOARD MEMBERS PRESENT: Terry Bowersox, George Haga, Devin Norman, Ted Wright, Walt VanderWulp, Dawn Marie Coe, Margaret Idema, Justin Knapp BOARD MEMBERS ABSENT: Bryan Harrison STAFF PRESENT: Jim Ferro, Planning Director, Brian Hilbrands, DDA Coordinator, Adina Winczewski, Administrative Assistant PUBLIC PRESENT: 5 members

II. APPROVAL OF AGENDA

It was moved by Norman, seconded by Idema, to approve the agenda as presented. Motion passed unanimously.

III. APPROVAL OF MINUTES OF AUGUST 12, 2019 MEETING

It was moved by Coe, seconded by Haga, to approve the minutes of the August 12, 2019 meeting as presented.

Norman stated he was absent at the previous DDA meeting and would like to know if the DDA was counting on the revenues that they’re giving out in order to repay some of the bonds that were taken out. Ferro stated a small portion, but the primary source of revenues for the DDA’s share of the bonds is millage revenue.

Norman asked if the Brownfield Authority continues to capture funds after GELD is reimbursed. Ferro stated no, the Brownfield Authority Capture will terminate after GELD is fully reimbursed. The Brownfield Authority does not have a revolving fund to capture.

Motion passed unanimously.

IV. APPROVAL OF PAYABLESa. Seyferth PR August Invoice, Event Planning Services

Hilbrands summarized the invoice from Seyferth PR for expenses related to the August Beersat the Bridge event.

It was moved by Idema, seconded by VanderWulp, to approve paying the August invoice in the amount of $9,698.15 to Seyferth PR. Motion passed unanimously.

V. DISCUSSION OF CAPITAL IMPROVEMENT PROJECTS & PRIORITIZATION

Hilbrands presented, stating that any ideas for capital improvements that would be over $10,000 are being requested in order to prepare for the annual update of the Township’s Capital Improvement Plan, as

III. B. 6

Ada Township DDA Board Minutes of the September 9, 2019 Meeting Page 2 of 5

required by state law. It is prepared annually and covers a 6-year timeframe. These 3 projects are current ideas for the DDA:

1) Ada Township entry sign at Ada Drive & Fulton Ave 2) Sidewalk brick re-laying on Ada Drive 3) Snow melt

Hilbrands stated he will send out last year’s CIP to board members for reference and they will have a final discussion on capital improvements at the October meeting. VI. APPROVAL OF RFP FOR SNOW REMOVAL SERVICES FOR THE 2019/20 & 2020/21

WINTER SEASONS Hilbrands reviewed the RFP as presented in the board packets. Norman asked if there are any significant changes in the RFP from last year. Hilbrands stated only a minor change was added to state “inclusive of all pieces of equipment and labor” when referencing snow windrow removal. It was moved by Norman, seconded by Haga to approve the RFP for snow removal services for the 2019/20 & 2020/21 winter seasons. Motion passed unanimously. VII. CONSIDERATION OF SEYFERTH PR PROPOSAL FOR DEVELOPING YEAR-END

REPORT

Hilbrands stated a year-end report proposal has been provided by Seyferth PR. They will help develop a visually appealing report and put it in a format which the Township can update year to year. The budget range from Seyferth PR is $3,300 - $4,500. Hilbrands reminded the board that the Township has a purchase policy which states that anything budgeted over $3,000 requires 3 bid proposals. In this case, a variance would be requested to the Township purchase policy in order to hire Seyferth PR. It was moved by Norman, seconded by Idema, to accept the Seyferth PR proposal of $3,300 - $4,500 and to request a variance from the Township purchase policy because the proposal exceeds $3,000. Motion passed unanimously.

VIII. REQUEST FOR FUNDING FROM THE ABA FOR TINSEL, TREATS, AND TROLLEYS

Kindell Rerucha from the Ada Business Association presented. Ms. Rerucha stated the number of attendees have increased every year. Last year there were an estimated 9,000 attendees. It is their most expensive event with no guarantees of returning sponsorships. This year, Amway is no longer paying for the brochure design and printing like they have in years past. This year, the Lucas Howard Group is paying for brochure design and the ABA is paying for the printing at around $2,000. It was moved by Norman, seconded by Wright, to provide sponsorship to Tinsel, Treats, and Trolleys in the amount of $2,500. Motion passed unanimously. Haga noted that the published Public Hearing notice stated that today’s DDA Public Hearing would take place at 9:00 AM. Being that it was 8:32 AM, the board decided to skip to Reports and Communications in order to begin the Public Hearing at 9:00 AM.

Ada Township DDA Board Minutes of the September 9, 2019 Meeting Page 3 of 5

IX. REPORTS AND COMMUNICATIONS

a. Status of Legacy Park Construction Ferro stated the contractor has started framing the deck surface of the pavilion. Completion of the pavilion is scheduled for mid-October. A sign at the corner of Headley and River Street will be the final item needed to complete the park.

b. Amy Van Andel Library and Community Center Update Ferro stated the underground stormwater retention system is being installed. Concrete for foundations will be here sometime in October. Temporary power is being installed. A final bid package for completion of the building will be in front of the Township Board for approval at the first meeting in October.

c. Beers at the Bridge August Event Recap Hilbrands reviewed the 2018/2019 Beers at the Bridge comparisons as outlined in the board packets. Over 2,200 people attended the August BATB, an increase of over 500 people from last year. There were also increases in revenues and sponsorships.

d. DDA Financial Report, 8/31/19 Hilbrands reviewed the August DDA financial activity as outlined in the board packets.

X. BOARD MEMBER COMMENT

Haga informed the board of a new magazine that was recently published called ‘Our Home Ada’. There is an article in the magazine, written by Jennie MacAnaspie, highlighting the Ada Farmers’ Market. Idema stated she would like to capture board member comments in a way that can be followed up. For example, the DDA has discussed the Ada Grill building deterioration as well as streetlight issues in previous meetings. We need a way to follow up on our ideas and get a status report periodically. Norman suggested keeping the discussion points on agendas as Unfinished Business. Ferro stated he spoke to the building owner of Ada Grill regarding the poor condition of the building. The owner was unaware and stated he would fix it. Since then, it has been discovered the building is being sold and the improvements will likely be completed by a new owner. Haga stated regarding streetlights from Ada Drive to the bridge, the streetlights along the sidewalk do not light up the street. The overhead lights will stay in order to light up the street. VanderWulp stated he has witnessed a couple of people tripping on the sidewalk on Ada Drive.

XI. PUBLIC COMMENT Kristen Wildes of the Ada Historical Museum suggested providing a map at Legacy Park in order to improve the visitor experience. A map noting civic features such as the Township Hall, the post office, covered bridge, etc., would be helpful for people walking in the village.

Ada Township DDA Board Minutes of the September 9, 2019 Meeting Page 4 of 5

VanderWulp left the meeting at 8:55 AM Kindell Rerucha stated the ABA is looking into creating a calendar with all Ada events on it to assure events from the DDA, ABA, or Township are not overlapping. ABA has also met with Michigan Software Labs to talk about creating an App which would be for all events happening in Ada.

XII. PUBLIC HEARING – ESTABLISHING FISCAL YEAR 2019-2020 TAX MILLAGE

RATES AS DIRECTED BY HEADLEE ROLLBACK CALCULATIONS a. Resolution R-DDA-090919-1, Consideration of The Levy of “Additional Millage” Rate

of 0.0520 Mills, Pursuant to Requirements of The Truth in Taxation Haga explained why this Resolution and Public Hearing is on the agenda. Norman stated if we hold the hearing and we approve it, the millage will go up by 2.71%. If we do not approve it, the millage will go up by 4.19%. So, by approving the millage, the taxes will actually be less. Haga clarified that if we do not approve the additional millage of 0.0520 Mills, then the millage rate would be 1.9204 pursuant to the requirements of the Truth in Taxation Law. Ferro stated that the options that the DDA Board is considering today do not involve any increase in millage rates over last year’s millage rates. It is a question of how much are we going to reduce our millage rate. There are two different laws that affect our millage rates and how much they are going to be reduced. The first is the Headlee Reduction and the second is the Truth in Taxation Reduction. The maximum the DDA is allowed to levy is 2 mills. The first year the DDA had 2 mills was 2016. The following year was unchanged at 2 mills. In 2018, as a result of the Headlee Reduction, and the Truth in Taxation Reduction, the millage was 1.9940. It was moved by Norman, seconded by Wright, to approve Resolution R-DDA-090919-1, to consider the levy of “additional millage” rate of 0.0520 mills, pursuant to the requirements of the Truth in Taxation. Roll Call: Yes – Bowersox, Haga, Wright, Knapp, Coe, Norman, Idema. No – 0. Absent – VanderWulp, Harrison. Resolution adopted.

b. Motion to Proceed into Public Hearing It was moved by Idema, seconded by Norman, to open the public hearing at 9:24 AM. Motion passed unanimously. Jim Vogt, 3149 Pettis Ave NE, stated he has 120 acres. He is concerned how taxpayer money is being spent. He does not believe the township sign at Knapp and Grand River Drive was necessary. His taxes go up year after year. 60% of his property is floodplain and he’s not sure that fact is being accounted for when determining his property taxes. Pettis Road from 3 Mile Rd. to the Cannon Township border is dangerous. The Township should consider decreasing the speed limit on that stretch. James Trulecki (sp?) stated he lives on the east end of the township by Fulton Ave., 200 yards from the township line. He is concerned about how the township is spending money. He feels he has not had any benefits with the taxes he has paid. He doesn’t understand why he has to pay for plowing his private road. The tax dollars being spent should be more evenly distributed such as extending the bike trail towards the east end of Ada. He feels a streetlight should be installed over his street at Fulton. If the Township is considering increasing taxes, the improvements should be distributed evenly throughout the Township, not just in the

Ada Township DDA Board Minutes of the September 9, 2019 Meeting Page 5 of 5

village. Ferro stated the decisions made in today’s morning meeting only applies to properties within the DDA district. It was moved by Idema, seconded by Norman, to close the public hearing at 9:40 AM. Motion passed unanimously.

c. Resolution R-DDA-090919-2, Approval of “Additional Millage” Rates for Fiscal Year 2019-2020 It was moved by Norman, seconded by Idema, to adopt the millage rate of 1.9724 for fiscal year 2019-2020 in the DDA district. Roll Call: Yes – Bowersox, Haga, Wright, Knapp, Coe, Norman, Idema. No – 0. Absent – VanderWulp, Harrison. Resolution adopted.

XIII. ADDITIONAL BOARD COMMENTS Norman requested a pre-meeting or more background and support if a resolution like this comes before the DDA in the future. Haga stated the Township has not gone through this process before. He agrees it is confusing. Ferro stated the wording of the notice is dictated by law. Knapp asked how many residents live in the DDA district. Ferro stated about 200.

XIV. ADJOURNMENT Meeting was adjourned at 9:55 a.m.

Respectfully submitted: _____________________________________ Devin Norman, Secretary rs: aw

ADA TOWNSHIP PARKS, RECREATION AND LAND PRESERVATION ADVISORY BOARD MINUTES OF THE THURSDAY, SEPTEMBER 12, 2019 REGULAR MEETING

8:30 A.M., ROSELLE PARK, MEETING ROOM 1010 GRAND RIVER DR NE, ADA, MICHIGAN

1. Call meeting to order/roll call

Present: Crosby, Haga, Levick, Terwilliger, Nowak, Schmottlach Absent: Jacobs, Roe, VandenBerge, Damstra, (Steketee arrived at 8:52 am) Staff Present: Fitzpatrick, Ferro, Winczewski Public Present: 2 members

2. Approval of agenda

Terwilliger moved to approve the agenda. Crosby supported. Motion carried unanimously.

3. Approval of Minutes of the July 11, 2019 meeting

Terwilliger moved to approve the minutes as written. Crosby supported. Motion carried unanimously.

4. Roselle Park North Trails Project Update

Paul Warnick of OCBA presented. Mr. Warnick stated they reviewed all 4 areas as shown in the board packets. The biggest change is the deletion of work in area #2 as it has been decided that the trail alignment can be shifted to higher ground closer to the river bank, and thereby avoid the need for a culvert. This work can be completed by Township staff. Overall, there is an expectation of higher costs due to grading and bringing up the trails to the levels they need to be. Native seeding has been deleted and replaced with perennial rye grass.

Board discussed the costs and Crosby mentioned the questions RAISED raided at a previous meeting whether the value of the project justified the costs. Fitzpatrick stated that this project has been a part of the long-term goals and thousands of dollars have been invested so far. This is a project on floodplain and needs to be managed as such.

Haga stated that the estimated costs are coming back higher every time. Fitzpatrick stated that it is due to DEQ changes and new construction and consultant costs.

Mr. Warnick stated that the last bid took place in June and that was the worst time to bid because of the wet terrain. The bids might be more in the Township’s favor if done now for 2020 construction.

Fitzpatrick stated it needs to be dry at construction time so construction mats are not needed. Mats would be an added cost.

Terwilliger moved, Levick supported, to recommend to the Township Board to re-bid the project with a timeline for completion in 2020. Motion carried unanimously.

5. Review of Draft RFP for Leonard Field Park Master Plan Process

Board reviewed the Draft RFP as presented in the board packets and discussed the timeline for completion.

Terwilliger moved, Steketee supported, to recommend to the Township Board to approve the Draft RFP as written for the Leonard Field Park Master Plan Process. Motion carried unanimously.

III. B. 7

Parks, Recreation and Land Preservation Advisory Board Minutes of the September 12, 2019 regular meeting Page 2 of 2

6. Preliminary Scoring of DNR Grant Application

The Advisory Board reviewed the grant application scorecard as presented in the packets. Fitzpatrick noted that our score from the DNR could potentially increase if we address all their comments.

Haga recommended reaching out to our local representative as a liaison.

7. Board Member / Staff Comments

Fitzpatrick stated that a citizens group called “Preserve Ada Committee” and the Trails Committee have recommended hiring a consulting firm, Nelson Nygaard, to assist in updating the Ada Trail Master Plan. They will be looking at mobility and access throughout the township. The costs for hiring Nelson Nygaard are around $59,000. 75% is being funded by the citizens' group and 25% is being funded by the Township. The updated trail plan will help with the millage renewal.

Haga stated 4 proposals for a Space Needs Study have been received and interviews will take place next week.

Fitzpatrick stated that the trail system crack-sealing bids came in low so additional sections may be added.

Crosby stated that she likes the white backdrop behind the entry sign at Grand River Dr. & Knapp St. Crosby also encouraged more discussions in board meetings around preservation and open space. It is important that we educate landowners, particularly around the river, about saving sensitive natural features. Fitzpatrick agreed and suggested adding ‘Preservation and Open Space’ as a line item on future agendas. McCormick updated the board on baseball league activity. McCormick also congratulated Chair Schmottlach on completing a triathlon in Traverse City.

Terwilliger requested an update on the Engler property.

Fitzpatrick summarized his Director’s Report as presented in the board packets.

8. Public Comments

Mike Reese, Director of Landscape Architecture at Troyer Group, introduced himself to the Advisory Board. Mr. Reese stated he moved here a year ago, loves the area, and has a personal and professional interest in the area.

9. Adjournment Meeting adjourned at 10:00 a.m.

Respectfully Submitted,

____________________________

Jacqueline Smith, Ada Township Clerk

1

Minutes of September 12, 2019 Ada Historical Society

Board of Directors Meeting

Present: Crosby, Czekai, DeGood, Hoover, Sefton, Thompson, Veldkamp, Vierson, Wildes

Absent: Michiels, Moran, Mulligan, Haga

Others Present: M. Bolhuis - Historian, D. Bolhuis, Barbara Mieras, Township Supervisor George Haga, Patric Sullivan.

1). The meeting was called to order by President Veldkamp at 1:12 pm.

2). The Minutes of August 8, 2019 were revised on page 2, paragraph one, line 15, shall read “there is $843.46 left in the marketing account”. With that revision, the Minutes were approved on motion by Sefton, supported by Hoover. The motion carried.

2). Approval of the Agenda. M. Bolhuis added to the agenda a summary for Music on the Lawn and Beers at the Bridge. Crosby thanked M. Bolhuis for the summary. Vierson would like to add an item under Programs and Education. Veldkamp brought up the possibility of changing the meeting date. Wildes related she will bring a survey to the next meeting in that regard. The agenda was approved on motion by Hoover, supported by Sefton. The motion carried.

4). Committee Reports

a. Capital Campaign Committee ReportMieras related work has begun on the final campaign report. It willencompass an executive summary and documents. She anticipates itwill be done in October.

b. Finance Committee. In the absence of Treasurer Moran, M. Bolhuisrelated the meeting to produce last month’s financial reports isscheduled for next week Wednesday, Sept. 18. A discussion ensuedregarding check writing and payments to the Museum Manager in atimely fashion. Hoover supported by Czekai moved to pay theMuseum Manager on the first Friday of each month effectiveimmediately. The motion carried.

III. B. 8

2

M. Bolhuis presented the 2019 Sales Report for Music on the Lawn and Beers at the Bridge. Profits totaled $1,241.16 for both events. Total attendance for Music on the Lawn was 811. Total attendance for Beers at the Bridge was 6,856.

Gift Shop: Vierson related the gift shop committee has been meeting. Vierson presented samples of new merchandise for the gift shop: baby onesie, coffee mug, sweatshirt and T-shirt. She requested the gift shop budget be increased to $1,000 instead of $100. Vierson related the committee is looking for ways to put the merchandise in front of people for sale – newsletter, web site, special events, etc. A discussion ensued regarding the ability to sell items with the new Ada Township logo. Wildes suggested stocking the gift shop using funds earned through Beers at the Bridge. Vierson supported by Sefton moved to amend the budget to $1,000 for the gift shop using Beers at the Bridge funds. The motion carried.

c. Display Committee. Wildes related quilts are in the temporary display case for now. Wildes then presented an overview of the toy and kidding around room.

d. Collections. Wildes presented the following items for acceptance:

1. From Julie Anderson – 16 garments. 2. From F. Hoover – a t-shirt, 1962 Forest Hills commencement program,

and the 50 year reunion banner. 3. A child’s desk and a WWI post card.

Hoover supported by Czekai moved to accept the items. The motion carried.

Review of the proposed Collections Policy. Wildes related the proposed policy is not significantly different than the one we have had all long. Vierson worked with Chuck and Ward to develop the policy. The policy we were working under was technically inaccurate. We had people donating to the museum and not the Historical Society. The wording has changed from Curator to Museum Manager. Vierson related we cleaned up something sloppy. Chuck and Ward serve on the Grand Rapids Museum Collections Board. We need to have a policy of what kinds of things we are interested in and define more clearly what we take. We don’t give things back to people. Crosby related the proposed policy refers to Board of Trustees and we are a Board of Directors. It should be consistent. Wildes related she will make the appropriate changes. Other items discussed were: a) not to tie the

3

collection committee to one board member; b) what do we mean by an artifact of Ada Township – family heirloom, item used by a large segment of Ada Township population, etc. Wildes read the goals of acceptance of items. Vierson supported by Crosby moved to approve the proposed Collections Policy with the change of language to Board of Directors instead of Board of Trustees. And on Page 1, Article II, B. regarding the Collections Committee, line one shall read: “The Board of Directors shall appoint a Collections Committee composed of at least four (4) members including the Museum Manager and may include one member of the Board.” The motion carried.

e. Facilities Committee. Veldkamp read a memo from the Master Gardener regarding several items that need to be taken care of: a) gutters need to be cleaned and covers added; b) the garden fence is about to fall down; c) a dripline was installed near the back door on top of plastic and wood chips instead of in dirt and keeps popping out. She would like a sprinkler system installed consistent with the rest of the property; d) the lawn mowing service is throwing grass on the fence near the sidewalk. Veldkamp related he has read the Museum Management Agreement and believes these items are the responsibility of the Township. Veldkamp instructed the Secretary to write a letter on his behalf to the Township Supervisor regarding these items.

f. Programs and Education. Vierson related Tinsel, Treats and Trolley,

wants $200 (Package A) to have an ad in the Adaview flyer and reserve a spot in the community church. There is no provision for non-profit organizations and we do not want a space at the church. Wildes related we should participate. Crosby suggested using funds from the marketing account for the advertising of the event.

Vierson related the dahlia event was lovely. The speaker was very knowledgeable, and the Vader family was very appreciative of being able to celebrate their mother’s dahlia garden. Fifteen people attended. Future events being planned are the Sept. 19 lecture on what to do with your collections and the Veterans Day event on November 7. The Veteran’s Day speaker is Michael Stevens, a professor at Cornerstone University. He will speak on Michigan’s role in the Civil War and will wear period attire.

g. Membership. Tri-River. M. Bolhuis related the last meeting was August 20 in Portland. Portland also had a red mill like we did in Ada. On October 15,

4

Grand Valley will be holding a discussion on communities along the Grand River. In 2020 a canoe trip will be going down the Grand River from Lansing to Lake Michigan and one of the night stops will be in Portland. The Tri-River Historical Museum Network theme for 2020 will be the 100th Anniversary of Women’s Sufferage. The next meeting will be September 17 in Byron Center.

h. Publicity Committee. Wildes thanked Patric Sullivan for taking over the

newsletter. Jim Ferro is doing another Ada Old and New presentation at Ada Congregational Church on October 13.

5) Old Business.

Review of the proposed By-Laws. Hoover recommended accepting the By-Laws as presented. Czekai related he has no problem with it. Crosby asked does this mean every director has to be on a standing committee or head a committee? Veldkamp related some committees have failed to exist. The Board should be set up to create a position and assign somebody who is willing to take on a position. Our history proves it doesn’t happen. The Board is the guiding group of people who help to keep this all together. We need to take the next step and set ourselves up to become an organization that becomes a bigger place. The number one priority should be to set up a system that allows people to win and says come in to the community. We have a lot that can be learned from our history. Have an arts community that is dying. They could be a part of us. The board should be representative of everybody who lives in this community. Sefton agreed. The By-Laws are a good basis for doing exactly that. Veldkamp related he does not think the head of committees should be assigned to board members. The committee work is done outside of the board meeting but the committees should report to the board once a month. Hoover related accept what we have. Sefton supported by Hoover moved that we adopt by By-Laws as presented as drafted on September 9, 2019. The motion carried with Mieras abstaining. 6) New Business. Museum identity crises. Vierson related during the Collector’s Club sale we had several people stop in the village businesses and ask where the museum was and no one knew. This shows people don’t know where we are. Perhaps the marketing group can address this. Perhaps a brochure can be created of the village businesses and can be made available for patrons at each business.

5

Veldkamp reminded everyone that election of officers is scheduled for the October meeting. Sullivan asked what is the advantage of being a board member. Crosby related it is a worthwhile organization and should be supported. Veldkamp related he thinks about his grandkids and the future. Community is extremely important for our society. Hoover related one of his reasons is he grew up in this town and remembers what Ada was like. Thornapple River Drive was a two-lane gravel road. 7) Open Discussion. None. Adjournment. The meeting was adjourned at 3:26 pm.

Respectfully submitted, Marilyn Thompson, Secretary

Sep 19

Ordinary Income/ExpenseIncome

43400 · Direct Public Support43410 · Ada Township Commitment

43413 · Music on the Lawn 1,750.0043415 · Internet 86.90

Total 43410 · Ada Township Commitment 1,836.90

Total 43400 · Direct Public Support 1,836.90

46400 · Donations, Fundraisers & Events46402 · Cash Donations

46466 · Cash Donations - Other 373.00

Total 46402 · Cash Donations 373.00

46430 · Miscellaneous Revenue 4.23

Total 46400 · Donations, Fundraisers & Events 377.23

47200 · Program Income47230 · Personal Membership Dues

47235 · Settler 200.00

Total 47230 · Personal Membership Dues 200.00

47250 · Corporate Membership47251 · Business 100.00

Total 47250 · Corporate Membership 100.00

Total 47200 · Program Income 300.00

48000 · Retail Sales48001 · Sales - Gift Shop 148.0248002 · Sales - The Next 50 50.00

Total 48000 · Retail Sales 198.02

Total Income 2,712.15

Expense60500 · Cost of Sales

60501 · Items to Sell - Gift Shop 292.5660520 · Items to Sell - Caramel Corn 45.0060521 · Items to Sell - Popcorn 20.00

Total 60500 · Cost of Sales 357.56

60600 · Program & Event Costs60601 · Educational Lectures/Programs 21.74

Total 60600 · Program & Event Costs 21.74

2:41 PM Ada Historical Society10/08/19 Profit & LossAccrual Basis September 2019

Page 1

Sep 19

60900 · Operating Expenses60906 · Marketing 200.0060930 · Displays 10.9960935 · Office Supplies 58.7560941 · Janitorial Services 110.0060945 · Internet 86.9060964 · Dues, Fees and Subscriptions 20.0060966 · Independent Contractor 2,083.3360984 · Printing 12.0060996 · Telephone 39.49

Total 60900 · Operating Expenses 2,621.46

60959 · Museum Expansion (Interior) 5,075.00

Total Expense 8,075.76

Net Ordinary Income -5,363.61

Net Income -5,363.61

2:41 PM Ada Historical Society10/08/19 Profit & LossAccrual Basis September 2019

Page 2

May - Sep 19

Ordinary Income/ExpenseIncome

43400 · Direct Public Support43410 · Ada Township Commitment

43413 · Music on the Lawn 2,850.0043415 · Internet 347.6043416 · Independent Cont 12,499.98

Total 43410 · Ada Township Commitment 15,697.58

43420 · Beers at the Bridge 34.00

Total 43400 · Direct Public Support 15,731.58

46400 · Donations, Fundraisers & Events46402 · Cash Donations

46465 · Cash Donation - Tuesday's 232.3046466 · Cash Donations - Other 5,403.58

Total 46402 · Cash Donations 5,635.88

46404 · Events 139.1846430 · Miscellaneous Revenue 21.5746500 · Fundraisers

46510 · Building Addition II Fundraiser 500.00

Total 46500 · Fundraisers 500.00

Total 46400 · Donations, Fundraisers & Events 6,296.63

47200 · Program Income47230 · Personal Membership Dues

47231 · Senior (60+) 339.7247232 · Individual 90.0047233 · Family 450.0047234 · Friend 350.0047235 · Settler 1,100.00

Total 47230 · Personal Membership Dues 2,329.72

47250 · Corporate Membership47251 · Business 200.0047252 · Benefactor

47254 · Edward Bradfield 500.0047255 · Rix Robinson 2,000.00

Total 47252 · Benefactor 2,500.00

Total 47250 · Corporate Membership 2,700.00

Total 47200 · Program Income 5,029.72

48000 · Retail Sales48001 · Sales - Gift Shop 307.2248002 · Sales - The Next 50 200.0048030 · Sales - Carmel Corn 468.0048031 · Sales - Popcorn 657.0048032 · Retail Sales - Snacks 11.5048040 · Sales - Beverages 899.50

Total 48000 · Retail Sales 2,543.22

Total Income 29,601.15

Expense60500 · Cost of Sales

60501 · Items to Sell - Gift Shop 409.1660520 · Items to Sell - Caramel Corn 315.0060521 · Items to Sell - Popcorn 480.0060530 · Items to Sell - Beverages 288.90

Total 60500 · Cost of Sales 1,493.06

2:39 PM Ada Historical Society10/08/19 Profit & LossAccrual Basis May through September 2019

Page 1

May - Sep 19

60600 · Program & Event Costs60601 · Educational Lectures/Programs 21.7460604 · Music on the Lawn (R) 2,900.00

Total 60600 · Program & Event Costs 2,921.74

60900 · Operating Expenses60906 · Marketing 354.3260925 · Computer 69.8960930 · Displays 84.8560935 · Office Supplies 479.8260940 · Housekeeping & Cleaning Supply 35.9160941 · Janitorial Services 440.0060945 · Internet 434.5060955 · Maintenance (Outside) 284.3560961 · Gifts 27.5360962 · Conferences 39.0060964 · Dues, Fees and Subscriptions 20.0060965 · Memberships 382.0060966 · Independent Contractor 10,833.3160972 · Insurance 867.0060976 · Collections Management 39.8460978 · Rentals 80.0060980 · Postage 179.0060983 · Signs 207.8160984 · Printing 147.0060985 · Miscellaneous 148.7460988 · Technology and Support 129.9960996 · Telephone 196.6160998 · Garden Supplies 469.70

Total 60900 · Operating Expenses 15,951.17

60956 · Fundraising 171.7060959 · Museum Expansion (Interior) 13,990.00

Total Expense 34,527.67

Net Ordinary Income -4,926.52

Net Income -4,926.52

2:39 PM Ada Historical Society10/08/19 Profit & LossAccrual Basis May through September 2019

Page 2

Sep 30, 19

ASSETSCurrent Assets

Checking/Savings10000 · Checking Account 46,430.9211000 · Savings Account - Building 64,316.5012000 · Petty Cash 50.00

Total Checking/Savings 110,797.42

Accounts Receivable11001 · Accounts Receivable 7,228.00

Total Accounts Receivable 7,228.00

Total Current Assets 118,025.42

TOTAL ASSETS 118,025.42

LIABILITIES & EQUITYEquity

30000 · Opening Balance Equity 60,375.9732000 · Unrestricted Net Assets 62,575.97Net Income -4,926.52

Total Equity 118,025.42

TOTAL LIABILITIES & EQUITY 118,025.42

2:42 PM Ada Historical Society10/08/19 Balance SheetAccrual Basis As of September 30, 2019

Page 1

MEMORANDUM

Date: 10/24/19

TO: Ada Township Board FROM: Jim Ferro, Planning Director RE: Cash Flow Projections for Library/Community Center and Legacy Park Projects

Funding sources and expenditures for the Library/Community Center and Legacy Park projects are both accounted for in the Township’s Capital Projects Fund (Fund 401). To assess whether the Capital Projects Fund will have sufficient funds on hand to pay for project costs through the completion of construction and completion of the Envision Ada Capital Campaign, monthly projections of cash flow have been prepared and are attached.

A significant portion of the capital campaign contributions are from donors whose payments are being made over 3 years. As a result, approximately $2.25 million in campaign contributions are expected to be made after the library/community center is completed and open in fall, 2020, with the payment schedule extending into calendar year 2021.

Based on the above schedule, it is projected that the Capital Projects fund will experience a negative fund balance starting in approximately September, 2020. The negative balance reaches a most severe level of about $2.25 million in November, 2020.

The Township will need to take measures to prevent this negative fund balance from occurring, through one or more of the following measures:

1. Requesting donors to shift their donation schedules to make earlier contributions to thecampaign.

2. Assess whether the Township General Fund has sufficient funds to temporarily cover thecash needs of the Capital Projects Fund.

3. Undertake short-term borrowing by issuing “short-term anticipation notes” in anticipationof future revenues, if the requirements of the Revised Municipal Financing Act can bemet. This would be the least preferable means of meeting the short-term needs of theproject, due to the likely administrative costs of borrowing.

Notes regarding the projections:

1. The projections are forward looking only, beginning with the October 1 fund balance inthe Capital Projects Fund. They do not summarize Capital Campaign contributions andproject expenditures prior to October 1.

2. The projections assume total Library/Community Center project expenses of $12 million,which includes an “Owner’s contingency” budget of $805,830 and Contractor’scontingency budget of $292,950.

3. The projections show a total project deficit of about $38,600.

VIII. C.