Join Online: Meeting ID: AGENDA Kevin Klynstra I. … · 2020. 7. 20. · 301 Douglas Avenue, Holland, Michigan 49424 phone: (616) 395-2688 - fax: (616) 395-9411 email: [email protected]

301 Douglas Avenue, Holland, Michigan 49424 www.the-macc.org phone: (616) 395-2688 - fax: (616) 395-9411 email: [email protected]

MACC POLICY BOARD July 27, 2020

12:00 pm

Join Online: https://us02web.zoom.us/j/83899117588 Join by phone: +1 312 626 6799 Meeting ID: 838 9911 7588

AGENDA

I. INTRODUCTIONS AND APPROVAL OF MINUTES***

(minutes of the June 8, 2020 meeting are enclosed)

II. PUBLIC COMMENTS

III. ENVIRONMENTAL PROGRAM A. Agricultural Update B. Contract with 28 Specialties*** (memo enclosed)

IV. TRANSPORTATION PROGRAM

A. FY20-23 TIP Amendments*** (memo enclosed) B. MDOT/FHWA Comments

V. ADMINISTRATIVE ISSUES

A. MDOT/MACC Master Agreement *** (memo enclosed) B. Financial Report (report enclosed) C. MACC Executive Committee Report (minutes enclosed)

VI. MEMBERS’ COMMENTS

A. Member questions or comments

VII. OTHER ISSUES AND ADJOURNMENT Next Meeting: August 24, 2020 | 12:00 pm | Lawrence St. Park pavilion, Zeeland ***Action Item

Policy Board Howard Baumann, Jr. Joseph Baumann Nathan Bocks

Thomas Bird Ken DeWeerdt Linda Howell Gerald Hunsburger John Kleinheksel

Kevin Klynstra Don Mayle

Hannes Meyers, Jr. Terry Nienhuis

Glenn Nykamp Pankaj Rajadhyaksha Jim Storey

Russ Te Slaa Todd Wolters

Executive Committee

https://us02web.zoom.us/j/83899117588


MACC POLICY BOARD June 8, 2020

12:00 pm Join Online: https://us02web.zoom.us/j/86139895138

Join by phone: +1 312 626 6799 Meeting ID: 861 3989 5138

MINUTES

BOARD PRESENT: Tom Bird, Nathan Bocks, Ken DeWeerdt, Linda Howell, Jerry Hunsburger, Kevin Klynstra, Hannes Meyer, Jr., Pankaj Rajadhyaksha, Jim Storey, Russ TeSlaa OTHERS PRESENT: Jim Camenga (Videographer), Mara Gericke (MACC), Kelly Goward (MACC), Tyler Kent (MACC), Carolyn Ulstad (MACC), Rob Vink (MACC), Judy Visscher (MACC),

I. INTRODUCTIONS AND APPROVAL OF MINUTES - Self introductions were not

made. Verbal roll call was recorded by Ms.Visscher.

***It was moved by Mr. Rajadhyaksha, supported by Mr. TeSlaa to approve the April 27, 2020 meeting minutes. Motion carried.

I. PUBLIC COMMENTS - None

II. ENVIRONMENTAL PROGRAM

A. Grant Application – Ms. Goward shared that an application was submitted to

the Great Lakes Commission on May 18 seeking funds to design and implement up to five streambank restoration projects. They include one site on Noordeloos Creek that is currently partially funded under another grant, a second site on Noodeloos Creek just upstream of the first, two sites on Peters Creek, one of which is owned by ODC Network, and one site on the Macatawa River. The Macatawa River site is at Paw Paw Park and owned by Ottawa County Parks and Recreation. In total, these projects will restore 500 feet of streambank and prevent 40 lb of phosphorus pollution each year. The total grant request was $200,000 plus $59,264 in matching funds. $50,000 of the match is being provided by Ottawa County and the rest will be provided in kind by the MACC. If successful, the grant will start August 1 and last for three years.

***It was moved by Mr. Hunsburger, supported by Mr. Storey to approve the designation of Mr. Tyler Kent of the MACC as the authorized representative for this grant agreement. Motion carried.

B. Contract with Drummond Carpenter, PLLC – Ms. Goward shared that we

published a request for proposals on April 10 seeking engineering and landscape architect services to prepare green stormwater infrastructure designs. This is being funded by the MACC’s Great Lakes Restoration Initiative grant. We received 5 proposals by the May 22 due date that our






Russ Te Slaa David Van Ginhoven, Chair

Todd Wolters

Executive Committee

https://us02web.zoom.us/j/86139895138

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project team reviewed and scored. The team met on May 28 to discuss their rankings and select a team to hire. The team of Drummond Carpenter and Fishbeck ranked the highest among all team members. Their proposal followed all guidelines in the RFP and their team has previous experience designing systems for shoreline resiliency. We have received a contract from Drummond Carpenter and are working through some minor modifications. Staff recommends hiring this team and is seeking approval to enter into a contract with them to provide green stormwater infrastructure design services.

***It was moved by Mr. Meyers, supported by Mr. TeSlaa to approve entering into the described contract. Motion carried.

III. TRANSPORTATION PROGRAM

A. FY2021 Unified Work Program - Ms. Ulstad shared that the purpose of the UWP is to identify transportation issues facing the urbanized area and indicates work items to be undertaken to address those issues. Essentially the UWP is the document that lays out everything the MPO will work on throughout the year. The UWP is organized by four activity areas which include administration, short range planning, special projects, and long range planning. Due to reduced attendance, a quorum was not reached and therefore a vote could not take place. A special policy board meeting has been scheduled for June 18th to take action on this item.

***We did not have quorum present to vote on this item

B. MDOT/FHWA Comments – MDOT staff was unable to be in attendance but sent over a few notes for Ms. Ulstad to share with the group. First, it was noted that construction on I-196 from M-6 to 44th Street will close east bound traffic through the month of August. Next, it was mentioned that around 4.1 million dollars of the Coronavirus Aid, Relief, and Economic Security (CARES) Act money will be available to the Holland/Zeeland region through MAX Transit. MAX plans to submit applications for various projects and organization needs in the near future to obtain the funds. Finally, Ms. Ulstad reviewed that the FY20 Highway Infrastructure Local Program (HIP) funding ($116,206) was voted on and allocated to OCRC’s FY22 Lakewood road resurfacing project during the last Technical Advisory Committee meeting. The funding adjustment did not require a Transportation Improvement Program (TIP) amendment.

IV. ADMINISTRATIVE ISSUES

A. Financial Report (report enclosed) – Mr. Kent shared that like other

organizations, some expenses have decreased due to COVID considerations. This will have to be watched as we move into the 2021 budget. There were no questions.

B. Proposed FY2021 Draft Budget - Mr. Kent reviewed the proposed budget as was done initially at the April meeting. He also shared that a Strategic Planning session, to hopefully be facilitated by Al Vandenberg of Ottawa County, will help inform future costs. A time frame of 30-45 days is anticipated for this planning session.

Page 3

***It was moved by Mr. Meyers, supported by Mr. Klynstra to approve the proposed budget for FY2021. Motion carried.

C. COVID – 19 Preparedness and Response Plan – Mr. Kent shared the

MACC’s response plan for re-opening the offices, for staff and visitors. He will work with staff to make this a smooth, comfortable transition.

***It was moved by Mr. Hunsburger, supported by Mr. Storey to approve the plan as submitted. Motion carried.

D. MACC Executive Committee Report – Mr. Kent shared that the need for

Strategic Planning to inform the future direction of the MACC was discussed, along with the proposed budget and the Community Fireworks (cancelled or postponed).

V. MEMBERS’ COMMENTS A. Member questions or comments – Ms. Visscher noted that a quorum was

now present to vote on the actions not related to transportation. The votes taken are reflected in the minutes above. Mr. Hunsburger shared information about Park Township’s pilot project undertaken with the MAX bus system, which is nearing completion. He noted that the township does not have enough ridership to join the MAX when the next millage vote occurs. The future of MAX service to Park Township is very uncertain at this time. Any decision made could affect the other townships. Discussion followed. Mr. Meyer inquired about the sale of state transportation bonds. Ms. Ulstad shared that she had spoken to MDOT staff from the Grand Region, and she believes that the bonds Mr. Meyer was interested in have been paid off. She will confirm and bring information back to the next Policy Meeting. Mr. Meyers would also like to revisit the subject of a gasoline tax increase at a future meeting. Mr. Kent shared information about Future Search 2020. The community meeting has been postponed. He will keep the board updated how this activity progresses. Mr. Kent also shared that the next Policy Meeting may be virtual, or at Olive Township Hall. Staff will check out the site for social distancing allowances. Stay tuned.

VI. OTHER ISSUES AND ADJOURNMENT

***It was moved by Mr. Hunsburger, supported by Mr. Meyers to adjourn the meeting. Motion carried.

The next Policy Committee meeting is scheduled for Monday, July 27, 2020

12:00 noon Olive Township Town Hall


MACC POLICY BOARD

June 18, 2020 9:00 am

MINUTES

BOARD PRESENT: Howard Baumann, Joe Baumann, Nathan Bocks, Jerry Hunsburger, John Kleinheksel, Kevin Klynstra, Don Mayle, Hannes Meyers, Jr., Terry Nienhuis, Pankaj Rajadhyaksha, Russ TeSlaa OTHERS PRESENT: Tyler Kent (MACC), Tyler Kent (MDOT Grand Region), Eric Mullen (MDOT), Carolyn Ulstad (MACC), Luke Walters (MDOT)

I. INTRODUCTIONS AND APPROVAL OF MINUTES - Self introductions

were not made, verbal roll call was recorded by Ms. Ulstad.

II. PUBLIC COMMENTS – None

III. TRANSPORTATION PROGRAM

A. FY2021 Unified Work Program - Ms. Ulstad shared that the purpose of the UWP is to identify transportation issues facing the urbanized area and indicates work items to be undertaken to address those issues. Essentially the UWP is the document that lays out everything the MPO will work on throughout the year. The UWP is organized by four activity areas which include administration, short range planning, special projects, and long range planning.

***It was moved by Mr. Hunsburger, supported by Mr. Nienhuis, to approve the FY21 Unified Work Program via the signing of a resolution. Motion carried.

IV. MEMBERS’ COMMENTS / OTHER BUSINESS

1. MDOT Leadership has provided some guidance for returning to the office. It’s very

generalized and not prescriptive for each office, but lays the framework for moving forward. We do not have a specific day for returning to our offices, but it will be varied based on:

a. Office location within the state b. Office size c. Exposure risk (downtown GR probably has more risk than rural U.P.) d. And pending the situation this winter (hopefully nothing)

2. MDOT and the State of Michigan are still furloughed one day a week through late

July. Please remember that staff are instructed to not to look at or respond to requests during our scheduled layoff.






Russ Te Slaa David Van Ginhoven, Chair

Todd Wolters

Executive Committee

Memo To: Policy Committee Members

From: Kelly Goward

Date: July 20, 2020

Re: Contract with 28 Specialties

The MACC has been working with a local landowner and engineering firm to design a streambank restoration on Noordleoos Creek in Holland Township. The project is being funded by the Great Lakes Commission (GLC) with support from Project Clarity. A request for bids for construction services was published on June 29 with bids due on July 17. Three bidders registered and attended a pre-bid meeting on July 6 and 2 submitted sealed bids on July 17. The bids were opened at a public meeting via Zoom.

After a thorough review of the bids, our team desires to hire 28 Specialties to provide the necessary services. Both bids were from well qualified companies, but 28 Specialties bid was within the project budget. They also have prior experience working on similar projects in the local area.

Staff is in the process of finalizing the language of a contract with 28 Specialties and is asking for authorization to enter into a contract for construction services for an amount not to exceed $56,700. This funding will come from the GLC grant and Project Clarity as noted above.

Feel free to contact me if you have any questions concerning this project or the requested action.

Committeeapproval

Federal Aid Funding Totals by Project Type

FY 2020-2023 TRANSPORTATION IMPROVEMENT PROGRAM

What is the TIP?The Transportation Improvement Program is afinancial ly constrained four-year programcovering the most immediate implementationpriorit ies for transportation projects andstrategies from the Long Range TransportationPlan. The current TIP covers FY 2020-2023 anddescribes how over $117 mil l ion of federal , state,and local funding wil l be invested to supportthe region's transportation system.

Covers a four-year period of investment

Is realistic in terms of available fundingand is not just a "wish l ist" of projects

Conforms with the StateImplementation Plan for air quality

Is incorporated into the StatewideTransportation Improvement Program

The document:

DevelopmentThe document covers a four year period and isupdated every three years to ensure an eff icienttransition between programs. The developmentprocess incorporates public involvement,environmental justice analysis , impacts to air quality,and progress towards achievement of national goals.

Amendments

Cost changes that exceed 25% of the total projectedcostMajor changes that affect project scopeAdditionsDeletionsSchedule changes

The TIP must be amended as projects change and asprojects are added. While staff is able to approveminor changes, some larger changes must beapproved as a formal amendment to the documentincluding:

Process

TIP Revenue by Source

Call for projectsevery three

years

Project priorit ization

MDOT andFHWA

approval

Memo

To: MACC Policy Board From: Carolyn Ulstad Date: July 15, 2020 Re: MACC FY2020-2023 Transportation Improvement Program Amendments

Below is a summary of the requested TIP amendments for consideration at the July 27th, 2020 meeting. If you have questions, or would like to discuss items further, please contact Carolyn Ulstad at [email protected]. ***Action Requested: Amend the MACC FY2020-2023 TIP as presented.

Fiscal Year

Job No. Phase Agency Project Name

Limits Length (Miles)

Primary Work Type

Project Description

Federal Funds

Fund Source

State Funds Local Funds

Total Phase Cost

Amend-ment Type

Reason for TIP Amendment

2020 210793 CON MDOT Byron

Rd

Byron Rd over Black

River 0

Bridge Replacement

Super-structure

Replacement $1,109,760 HIPB $277,440 $0 $1,387,200

Phase Add

Project being added to the TIP

2021 118985 CON MDOT I-196 and US-31 SB

Over Kuipers Drain

0 Bridge

Replacement Culvert

Replacement $1,321,741 NH $293,092 $0 $1,614,833

Phase Budget

Budget increased from $1,015,000 to $1,614,833

2021 205019 PE MDOT US-31 US-31 from Washington

to James 4.835

ITS Applications

ITS devices and signal

detection $220,305 NH $48,852 $0 $269,157

Phase Budget

Budget increased from $138,926 to $269,157

2022 205019 CON MDOT US-31 US-31 from Washington

to James 4.835

ITS Applications

ITS devices and signal

detection $1,473,754 NH $326,801 $0 $1,800,555

Phase Budget

Budget increased from $957,044 to $1,800,555

2020 210836 NI MAX

Transit Transit Capital

Area Wide 0 Electric

Shuttle Buses Electric Buses and Chargers

$879,634.56 5339 $219,908.64 $0 $1,099,543.20 Phase Add

MAX Transit was awarded Grant - new to TIP

2020 203244 NI MAX

Transit Transit

Operating Area Wide 0 Operating

Operating assistance &

frontline training

$376,145 5307 $1,644,827 $1,250,074 $3,271,046

Added work

item & Phase

budget

Reduced overall budget from $4,253,001 to $3,271,046

Issued: July 2, 2020

Technical Committee Review: July 13, 2020 Policy Board Action: July 27, 2020

FY20: MACC Amendment #6

mailto:[email protected]

mailto:[email protected]

Page 2

Fiscal Year

Job No. Phase Agency Project Name

Limits Length (Miles)

Primary Work Type

Project Description

Federal Funds

Fund Source

State Funds Local Funds

Total Phase Cost

Amend-ment Type

Reason for TIP Amendment

2020 207556 NI MAX

Transit Transit Capital

Area Wide 0 Capital

Investments

Vehicles, facility

improvement, bus shelters,

etc.

$1,077,863 5307 $269,466 $0 $1,347,329

Added work

item & Phase

budget

Increased budget due to available funds

Funding Sources

HIPB: Highway Improvement Program Bridge NH: National Highway System 5339: Transit, Alternative Analysis 5307: Transit, UZA Formula

Memo

To: Policy Committee members

From: Tyler Kent

Date: July 16th, 2020

Re: MDOT/MACC Master Agreement

Included in the July Policy Board packet, please find a copy of the “Master Agreement” which defines the roles and responsibilities between the MACC and the Michigan Department of Transportation. This agreement is renewed every three years. Action authorizing the Executive Director to sign the agreement will be requested and outlined in the attached Resolution. Please contact me with any questions that you have regarding this agreement.

RESOLUTION APPROVING THE MASTER AGREEMENT BETWEEN THE

MICHIGAN DEPARTMENT OF TRANSPORTATION AND TE MACATAWA AREA

COORDINATING COUNCIL

Resolution of the Macatawa Area Coordinating Council (MACC) Policy Committee approving the

agreement between the MACC and the Michigan Department of Transportation (MDOT) to cooperate in

a Continuing Comprehensive Transportation Planning Process for the Holland/Zeeland urbanized area.

WHEREAS, the MACC is the organization which has requested designation by the Governor, as being

responsible together with the state for carrying out the provisions of 23 U.S.C. 134 (Federal Aid Planning

Requirements); and

WHEREAS, the MACC, in conjunction with MDOT, is responsible for overseeing the 3-C urban

Transportation Planning Process in the Holland/Zeeland urbanized area and making related decisions;

and

WHEREAS, the 3-C urban Transportation Planning Process for the Holland/Zeeland urbanized area has

been certified according to the requirements of 23 CFR 450.334; and

WHEREAS, it is necessary for the MACC to enter into an agreement with MDOT which specifically

details the rights and obligations of each entity in undertaking the 3-C Transportation Planning Process;

and

WHEREAS, the MACC’s Chairperson and/or Executive Director is authorized to enter into such

agreements;

NOW, THEREFORE, BE IT RESOLVED that the MACC Policy Committee approves the agreement

between the MACC and MDOT to cooperatively undertake the 3-C Transportation Planning Process.

_________________________________ _______________________

Pankaj Rajadhyaksha, Vice-Chair Date

MACATAWA AREA COORDINATING COUNCILCOMBINED SUMMARY BUDGET COMPARISON

October 1, 2019 - September 30, 2020

% of budget completed 75% Actual Actual Amount Over YTD %

Year to Date FY 20 Budget* (Under) Budget of BudgetRevenueGovernmental Funding:

1 Consolidated Planning Grant (PL112/5303) 108,339.51$ 257,000.00$ (148,660.49)$ 42.2%2 CMAQ Clean Air 2,491.48$ 8,000.00$ (5,508.52)$ 31.1%3 MDOT Funds - Asset Management 2,109.54 19,000.00 (16,890.46) 11.1%4 MDOT Data Collection 2,762.66 17,000.00 (14,237.34) 16.3%5 Regional Transit Access Study 4,327.97 - 4,327.97 #DIV/0!6 RPI Grant Income 23,603.19 14,700.00 8,903.19 160.6%7 EPA Funds Great Lakes Restoration Initiative 24,089.96 39,115.00 (15,025.04) 61.6%

GLC Streambank 807.82 - 807.82 #DIV/0!8 GLC Two Stage Ditches 4,213.15 28,977.00 (24,763.85) 14.5%9 GLC Sediment/Phosphorus Reduction 19,000.00 62,170.00 (43,170.00) 30.6%

10 Total Governmental Funding 191,745.28$ 445,962.00$ (254,216.72)$ 43.0%

Jurisdictional Dues:11 Allegan County Commission 1,718.23 1,718.23$ - 100.0%12 Allegan County Road Commission 4,875.00 4,875.00$ - 100.0%13 Fillmore Township Contribution 2,761.00 2,761.00$ - 100.0%14 Holland City Contribution 33,366.00 33,366.00$ - 100.0%15 Holland Charter Township Contribution 37,979.00 37,979.00$ - 100.0%16 Max Dues Contribution 6,000.00 6,000.00$ - 100.0%17 Laketown Township Contribution 5,797.00 5,797.00$ - 100.0%18 Olive Township Contribution 5,189.00 5,189.00$ - 100.0%19 Ottawa County Commission 12,033.09 12,033.09$ - 100.0%20 Ottawa County Road Commission 13,500.00 13,500.00$ - 100.0%21 Park Township Contribution 18,686.00 18,686.00$ - 100.0%22 Port Sheldon Township Contribution 4,598.00 4,598.00$ - 100.0%23 Zeeland Charter Township Contribution 11,077.00 11,077.00$ - 100.0%24 Zeeland City Contribution 5,559.00 5,559.00$ - 100.0%25 Total Jurisdictional Dues 163,138.32$ 163,138.32$ -$ 100.0%

Watershed/Stormwater Dues:26 Allegan County Commission 1,640.17 1,640.17 - 100.0%27 Allegan County Road Commission 4,653.54 4,653.54 - 100.0%28 Fillmore Township Contribution 2,635.58 2,635.58 - 100.0%29 Holland City Contribution 31,850.27 31,850.27 - 100.0%30 Holland Charter Township Contribution 36,253.73 36,253.73 - 100.0%31 Laketown Township Contribution 5,533.66 5,533.66 - 100.0%32 Olive Township Contribution 4,953.28 4,953.28 - 100.0%33 Ottawa County Commission 11,486.47 11,486.47 - 100.0%34 Ottawa County Road Commission 12,886.74 12,886.74 - 100.0%35 Park Township Contribution 17,837.15 17,837.15 - 100.0%36 Port Sheldon Township Contribution 3,151.89 4,389.13 (1,237.24) 71.8%37 Zeeland Charter Township Contribution 10,573.81 10,573.81 - 100.0%38 Zeeland City Contribution 5,306.47 5,306.47 - 100.0%

Page 1 of 8

Actual Actual Amount Over YTD %Year to Date FY 20 Budget* (Under) Budget of Budget

39 Total Watershed/Stormwater Dues 148,762.76$ 150,000.00$ (1,237.24)$ 99.2%

Other Revenue:40 Investment Income 2,936.86 2,400.00 536.86 122%41 Community Enhancement 47,902.00 44,732.60 3,169.40 107%42 Watershed Miscellaneous 1,600.00 - 1,600.00 #DIV/0!43 Private Contributions - Watershed 250.00 1,000.00 (750.00) 25.0%44 Total Other Revenue 52,688.86$ 48,132.60$ 4,556.26$ 109.5%

45 Total Revenues 556,335.22$ 807,232.92$ (250,897.70)$ 68.9%

ExpensesDirect Expenses - Transportation

46 Payroll Expenses - Transportation 117,180.27 217,696.49 (100,516.22) 53.8%47 Postage - 350.00 (350.00) 0.0%48 Operating Supplies - 450.00 (450.00) 0.0%49 Capital Expenditures/Computer Equipment - 3,000.00 (3,000.00) 0.0%50 Contractual - Consulting - 2,500.00 (2,500.00) 0.0%51 Contractual - Software Maintenance 2,071.78 2,500.00 (428.22) 82.9%52 Contractual - Clean Air Program 2,001.19 2,000.00 1.19 100.1%53 Contractual - Data Collection/Analysis 511.13 9,000.00 (8,488.87) 5.7%54 Contractual - Consolidated Planning Grant - 15,000.00 (15,000.00) 0.0%55 Contractual - Asset Management Program 30.00 1,000.00 (970.00) 3.0%56 Communications 908.51 2,200.00 (1,291.49) 41.3%57 Travel, Conferences, Seminars 643.27 6,000.00 (5,356.73) 10.7%58 MACC Meetings and Seminars - 500.00 (500.00) 0.0%59 Printing Expense - General 1,252.55 750.00 502.55 167.0%60 Miscellaneous Expense (public notices, etc.) 1,039.44 1,000.00 39.44 103.9%61 Dues & Subscriptions 660.87 2,500.00 (1,839.13) 26.4%62 Total Direct Expenses - Transportation 126,299.01$ 266,446.49$ (140,147.48)$ 47.4%

Direct Expenses - Watershed63 Payroll Expenses - Watershed 120,837.10 203,192.04 (82,354.94) 59.5%64 Postage 308.13 1,000.00 (691.87) 30.8%65 Operating Supplies 1,277.99 1,500.00 (222.01) 85.2%66 Educational Materials 3,976.76 6,000.00 (2,023.24) 66.3%67 Contractual - Legal - 500.00 (500.00) 0.0%68 Contractual - General Consulting - 1,000.00 (1,000.00) 0.0%69 GLC Two Stage Ditches 2,500.00 22,117.00 (19,617.00) 11.3%70 GLC Streambank 2,940.00 - 2,940.00 #DIV/0!71 EPA Great Lakes Restoration Initiative Expense 22,685.86 38,286.47 (15,600.61) 59.3%72 Regional Prosperity Expense 10,736.95 10,200.00 536.95 105.3%73 GLC Sediment/Phosphorus Reduction Expense 29.39 52,503.00 (52,473.61) 0.1%74 Fish Study 2019-20 4,851.00 - 4,851.00 #DIV/0!75 Green Infrastructure Conference 400.00 - 400.00 #DIV/0!76 Communications 1,145.05 1,500.00 (354.95) 76.3%77 Travel, Conferences, Seminars 2,333.85 6,000.00 (3,666.15) 38.9%78 MACC Meetings and Seminars 132.22 500.00 (367.78) 26.4%79 Miscellaneous Expense 312.30 1,500.00 (1,187.70) 20.8%80 Total Direct Expenses - Watershed 174,466.60$ 345,798.51$ (171,331.91)$ 50.5%

Page 2 of 8


Indirect Expenses81 Payroll Expenses - Indirect 29,153.23 31,733.42 (2,580.19) 91.9%82 Postage 495.09 2,600.00 (2,104.91) 19.0%83 Operating Supplies 2,332.62 5,000.00 (2,667.38) 46.7%84 Capital Expenditures/Computer Equipment - 2,500.00 (2,500.00) 0.0%85 Audit Fee 9,950.00 10,000.00 (50.00) 99.5%86 Budget/Accounting 10,408.75 15,000.00 (4,591.25) 69.4%87 Contractual - Legal - 3,000.00 (3,000.00) 0.0%88 Contractual - Consulting 5,028.30 2,500.00 2,528.30 201.1%89 Communications 3,371.66 4,000.00 (628.34) 84.3%90 Travel, Conferences, Seminars 165.24 1,000.00 (834.76) 16.5%91 MACC Meetings and Seminars 3,426.06 7,000.00 (3,573.94) 48.9%92 Printing - 500.00 (500.00) 0.0%93 Bank Service Charges 257.00 500.00 (243.00) 51.4%94 Copier Expenses 2,183.30 7,500.00 (5,316.70) 29.1%95 Insurance--Property/Officers/Worker's Comp 3,516.00 3,600.00 (84.00) 97.7%96 Public Utilities 5,241.94 9,000.00 (3,758.06) 58.2%97 Building Maintenance 6,299.96 13,000.00 (6,700.04) 48.5%98 Office Equipment Maintenance 2,726.25 2,500.00 226.25 109.1%99 Depreciation-To MACC Holding 12,000.00 12,000.00 - 100.0%

100 Miscellaneous Expenses 631.37 2,000.00 (1,368.63) 31.6%101 Education and Training - 1,000.00 (1,000.00) 0.0%102 Dues and Subscriptions 659.00 1,000.00 (341.00) 65.9%102 Community Enhancement Expenses 36,000.00 44,732.60 (8,732.60) 80.5%103 Total Indirect Expenses 133,845.77$ 181,666.02$ (47,820.25)$ 73.7%

104 Total Expenses 434,611.38$ 793,911.02$ (359,299.64)$ 54.7%

105 Excess of Revenues over Expenses 121,723.84$ 13,321.90$ 108,401.94$

*Budget originally approved in June 2019, and approved on "functional basis" in September 2019

**MACC members are reminded to budget 20% of their jurisdictional dues for the Local Match Contingency Fund.

Page 3 of 8

MACATAWA AREA COORDINATING COUNCILGENERAL FUND BUDGET COMPARISON

October 1, 2019 - September 30, 2020

% of budget completed 75%


RevenueGovernmental Funding:

1 Consolidated Planning Grant (PL112/5303) 108,339.51$ 257,000.00$ (148,660.49)$ 42.2%2 CMAQ-Clean Air 2,491.48$ 8,000.00$ (5,508.52)$ 31.1%3 MDOT Funds - Asset Management 2,109.54 19,000.00 (16,890.46) 11.1%4 MDOT Data Collection 2,762.66 17,000.00 (14,237.34) 16.3%5 Regional Access Transit Study 4,327.97 - 4,327.97 #DIV/0!6 Total Governmental Funding 120,031.16$ 301,000.00$ (180,968.84)$ 39.9%

Jurisdictional Dues:7 Allegan County Commission 1,718.23 1,718.23 - 100.0%8 Allegan County Road Commission 4,875.00 4,875.00 - 100.0%9 Fillmore Township Contribution 2,761.00 2,761.00 - 100.0%

10 Holland City Contribution 33,366.00 33,366.00 - 100.0%11 Holland Charter Township Contribution 37,979.00 37,979.00 - 100.0%12 Max Dues Contribution 6,000.00 6,000.00 - 100.0%13 Laketown Township Contribution 5,797.00 5,797.00 - 100.0%14 Olive Township Contribution 5,189.00 5,189.00 - 100.0%15 Ottawa County Commission 12,033.09 12,033.09 - 100.0%16 Ottawa County Road Commission 13,500.00 13,500.00 - 100.0%17 Park Township Contribution 18,686.00 18,686.00 - 100.0%18 Port Sheldon Township Contribution 4,598.00 4,598.00 - 100.0%19 Zeeland Charter Township Contribution 11,077.00 11,077.00 - 100.0%20 Zeeland City Contribution 5,559.00 5,559.00 - 100.0%21 Total Jurisdictional Dues 163,138.32$ 163,138.32$ -$ 100.0%

Other Revenue:22 Community Enhancement 47,902.00 44,732.60 3,169.40 107.1%23 Investment Income 2,936.86 2,400.00 536.86 122%24 Total Other Revenue 50,838.86$ 47,132.60$ 3,706.26$ 2.29$

25 Total Revenues 334,008.34$ 511,270.92$ (177,262.58)$ 65.3%

ExpensesDirect Expenses - Transportation

26 Payroll Expenses - Transportation 117,180.27 217,696.49 (100,516.22) 53.8%27 Postage - 350.00 (350.00) 0.0%28 Operating Supplies - 450.00 (450.00) 0.0%29 Capital Expenditures/Computer Equipment - 3,000.00 (3,000.00) 0.0%30 Contractual - Consulting - 2,500.00 (2,500.00) 0.0%31 Contractual - Software Maintenance 2,071.78 2,500.00 (428.22) 82.9%32 Contractual - Clean Air Program 2,001.19 2,000.00 1.19 100.1%33 Contractual - Data Collection/Analysis 511.13 9,000.00 (8,488.87) 5.7%34 Contractual - Consolidated Planning Grant - 15,000.00 (15,000.00) 0.0%35 Contractual - Asset Management Program 30.00 1,000.00 (970.00) 3.0%

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36 Communications 908.51 2,200.00 (1,291.49) 41.3%37 Travel, Conferences, Seminars 643.27 6,000.00 (5,356.73) 10.7%38 MACC Meetings and Seminars - 500.00 (500.00) 0.0%39 Printing Expense - General 1,252.55 750.00 502.55 167.0%40 Miscellaneous Expense (public notices, etc.) 1,039.44 1,000.00 39.44 103.9%41 Dues & Subscriptions 660.87 2,500.00 (1,839.13) 26.4%42 Total Direct Expenses - Transportation 126,299.01$ 266,446.49$ (140,147.48)$ 47.4%

Indirect Expenses43 Payroll Expenses - Indirect 29,153.23 31,733.42 (2,580.19) 91.9%44 Postage 495.09 2,600.00 (2,104.91) 19.0%45 Operating Supplies 2,332.62 5,000.00 (2,667.38) 46.7%46 Capital Expenditures/Computer Equipment - 2,500.00 (2,500.00) 0.0%47 Audit Fee 9,950.00 10,000.00 (50.00) 99.5%48 Budget/Accounting 10,408.75 15,000.00 (4,591.25) 69.4%49 Contractual - Legal - 3,000.00 (3,000.00) 0.0%50 Contractual - Consulting 5,028.30 2,500.00 2,528.30 201.1%51 Communications 3,371.66 4,000.00 (628.34) 84.3%52 Travel, Conferences, Seminars 165.24 1,000.00 (834.76) 16.5%53 MACC Meetings and Seminars 3,426.06 7,000.00 (3,573.94) 48.9%54 Printing - 500.00 (500.00) 0.0%55 Bank Service Charges 257.00 500.00 (243.00) 51.4%56 Copier Expenses 2,183.30 7,500.00 (5,316.70) 29.1%57 Insurance--Property/Officers/Worker's Comp 3,516.00 3,600.00 (84.00) 97.7%58 Public Utilities 5,241.94 9,000.00 (3,758.06) 58.2%59 Building Maintenance 6,299.96 13,000.00 (6,700.04) 48.5%60 Office Equipment Maintenance 2,726.25 2,500.00 226.25 109.1%61 Depreciation-To MACC Holding 12,000.00 12,000.00 - 100.0%62 Miscellaneous Expenses 631.37 2,000.00 (1,368.63) 31.6%63 Education and Training - 1,000.00 (1,000.00) 0.0%64 Dues and Subscriptions 659.00 1,000.00 (341.00) 65.9%65 Community Enhancement Expense 36,000.00 44,732.60 (8,732.60) 65 LESS: estimated overhead allocation from Watershed (35,000.00) - (35,000.00) #DIV/0!66 Total Indirect Expenses 98,845.77$ 181,666.02$ (82,820.25)$ 54.4%

67 Total Expenses 225,144.78$ 448,112.51$ (222,967.73)$ 50.2%

68 Excess of Revenues over Expenses 108,863.56$ 63,158.41$ 45,705.15$


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MACATAWA AREA COORDINATING COUNCILWATERSHED BUDGET COMPARISONOctober 1, 2019 - September 30, 2020

% of budget completed 75% Actual Actual Amount Over YTD %

Year to Date FY 19 Budget* (Under) Budget of BudgetRevenueGovernmental Funding:

1 EPA Funds Great Lakes Restoration Initiative 24,089.96 39,115.00 (15,025.04) 61.6%2 GLC Streambank 807.82 - 807.82 #DIV/0!3 GLC Two Stage Ditches 4,213.15 28,977.00 (24,763.85) 14.5%4 GLC Sediment/Phosphorus Reduction 19,000.00 62,170.00 (43,170.00) 30.6%5 Total Governmental Funding 48,110.93$ 130,262.00$ (82,151.07)$ 36.9%

Watershed/Stormwater Dues:6 Allegan County Commission 1,640.17 1,640.17 - 100.0%7 Allegan County Road Commission 4,653.54 4,653.54 - 100.0%8 Fillmore Township Contribution 2,635.58 2,635.58 - 100.0%9 Holland City Contribution 31,850.27 31,850.27 - 100.0%

10 Holland Charter Township Contribution 36,253.73 36,253.73 - 100.0%11 Laketown Township Contribution 5,533.66 5,533.66 - 100.0%12 Olive Township Contribution 4,953.28 4,953.28 - 100.0%13 Ottawa County Commission 11,486.47 11,486.47 - 100.0%14 Ottawa County Road Commission 12,886.74 12,886.74 - 100.0%15 Park Township Contribution 17,837.15 17,837.15 - 100.0%16 Port Sheldon Township Contribution 3,151.89 4,389.13 (1,237.24) 71.8%17 Zeeland Charter Township Contribution 10,573.81 10,573.81 - 100.0%18 Zeeland City Contribution 5,306.47 5,306.47 - 100.0%19 Total Watershed/Stormwater Dues 148,762.76$ 150,000.00$ (1,237.24)$ 99.2%

Other Revenue:20 Private Contributions - Watershed 250.00 1,000.00 (750.00) 25.0%21 Watershed Miscellaneous 1,600.00 - 1,600.00 #DIV/0!22 RPI Grant Income 23,603.19 14,700.00 8,903.19 160.6%23 Total Other Revenue 25,453.19$ 15,700.00$ 9,753.19$ 162.1%

24 Total Revenues 222,326.88$ 295,962.00$ (73,635.12)$ 75.1%

ExpensesDirect Expenses - Watershed

25 Payroll Expenses - Watershed 120,837.10 203,192.04 (82,354.94) 59.5%26 Postage 308.13 1,000.00 (691.87) 30.8%27 Operating Supplies 1,277.99 1,500.00 (222.01) 85.2%28 Educational Materials 3,976.76 6,000.00 (2,023.24) 66.3%29 Contractual - Legal - 500.00 (500.00) 0.0%30 Contractual - General Consulting - 1,000.00 (1,000.00) 0.0%31 GLC Two Stage Ditches 2,500.00 22,117.00 (19,617.00) 11.3%32 GLC Streambank 2,940.00 - 2,940.00 #DIV/0!32 EPA Great Lakes Restoration Initiative Expense 22,685.86 38,286.47 (15,600.61) 59.3%33 Regional Prosperity Expense 10,736.95 10,200.00 536.95 105.3%34 GLC Sediment/Phosphorus Reduction Expense 29.39 52,503.00 (52,473.61) 0.1%

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35 Fish Study 2019 4,851.00 - 4,851.00 #DIV/0!36 Green Infrastructure Conference 400.00 - 400.00 #DIV/0!37 Communications 1,145.05 1,500.00 (354.95) 76.3%38 Travel, Conferences, Seminars 2,333.85 6,000.00 (3,666.15) 38.9%39 MACC Meetings and Seminars 132.22 500.00 (367.78) 26.4%40 Miscellaneous Expense 312.30 1,500.00 (1,187.70) 20.8%41 Total Direct Expenses - Watershed 174,466.60$ 345,798.51$ (171,331.91)$ 50.5%

Indirect Expenses42 Estimated overhead allocation to General Fund 35,000.00 - 35,000.00 #DIV/0!43 Total Indirect Expenses 35,000.00$ -$ 35,000.00$ #DIV/0!

44 Total Expenses 209,466.60$ 345,798.51$ (136,331.91)$ 60.6%

45 Excess of Revenues over Expenses 12,860.28$ (49,836.51)$ 62,696.79$


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MACC EXECUTIVE COMMITTEE July 13th, 2020

8:30 a.m. Via Zoom Video Conference

SUMMARY

Present: Terry Neinhuis, Hannes Meyers, Kevin Klynstra, Tom Bird, Jim Storey,

Pankaj Rajadhyaksha and Tyler Kent

1. Strategic Planning – Tyler informed the Executive Committee that he is working with

Al Vandenberg to coordinate the Strategic Plan. Tyler meet with Sarah Burgess,

Executive Director of the Holland Civic Center Place to see what options are available

for the MACC to hold the Strategic Plan and the Civic Center. The “Market Side”

section of the building includes five large garage doors that can roll up. The doors

when open, would allow for the Policy Board to meet in person with plenty of

ventilation. Sarah mentioned that she would speak with the Ottawa County Health

Department to see if we could meet within the space, while meeting the

requirements of Executive Order 2020 -115. Other locations to conduct the strategic

plan include the ODC covered pavilion, Lawrence Street Park, Zeelend and

Boatworks covered outdoor dining area.

2. Watershed – Project Clarity – Tyler meet with Travis Williams to discuss the Model

Communities initiative. During the Model Communities discussion, the

Watershed/Project Clarity proposal was briefly discussed. Tyler mentioned that the

MACC would be conducting a strategic plan for the MACC organization. One of the

items to be discussed will be the Watershed program.

3. Purchase Policy – Tyler presented the proposed purchase policy for the MACC.

Currently a purchase policy agreement doesn’t existing. The policy covers the

following: 1) All purchases, except routine office supplies, must have the must have

permission of the Executive Director. 2) For capital asset (such as computers, office

furniture/equipment, etc.) purchases over $1,000 to less than $10,000 we will need

3 competitive quotes and then approval by the Executive Director as to what is

purchased. 3) For purchases over $10,000 we will require formal, sealed bidding,

complete with specs, bidder’s lists, guidelines, etc. We will announce bid availability

and bid opening dates. Executive Director approval is also required after bid review.

4) Invoices—must be approved by the Executive Director before payment. 5) If there

is an emergency, and you need to purchase something right away outside of these

guidelines, then the Executive Director must approve. If you have paid for it

Policy Board Howard Baumann, Jr. Joseph Baumann

Thomas Bird Nancy DeBoer Ken DeWeerdt Linda Howell Gerald Hunsburger John Kleinheksel

Kevin Klynstra Hannes Meyers, Jr.

Eric Mullen Terry Nienhuis


Russ Te Slaa Todd Wolters

Executive Committee

Page 2

yourself, at the end of the month please submit an expense reimbursement form

with the approval signature for reimbursement. Please be aware that MACC is sales

tax exempt. Every effort should be made to NOT pay sales tax. The Executive

Committee was supportive of the Purchase Policy as written. Tyler explained that

will communicate with the Executive Board, Policy Board or MACC Holding, should

the MACC need to purchase equipment or make improvements to the MACC

building.

4. Attorney – Tyler spoke with two local Attorney’s and requested a letter of service

from each, Attorney Donkersloot’s Office and Attorney Duckworth of Cunningham

Dalman PC Law Office. The Law Office of Cunningham and Dalman voiced

concerned with the possibility of a conflict of interest, as the law office represents

the City of Holland and Ottawa County Road Commission. Tyler reported that

Attorney Donkersloots Office will represent the MACC. Attorney Doonkersloot with

review contracts, agreements and other applicable documents as needed.

5. Lakeshore Ethic Diversity Alliance: A Call to Action – Our Commitment to Dismantling

Racism. The Models Communities Leadership Council meet in June to discuss a

number of subjects, one agenda item being the Lakeshore Ethnic Diversity Alliances

pledge to dismantle racism. The MACC hasn’t supported pledges presented to the

organization in the past. It is up to local governments to support such pledges.

6. Policy Board Appointment – At-Large Seat Available.

7. July Policy Board Meeting – The Executive Committee expressed interest in having

the Policy Board meet in person. Mayor Klynstra offered the use of Lawrence Street

Park in Zeeland. Terry Neinhuis offered the use of Quincy Park in Holland Township.

Tyler and MACC staff will look at both locations and determine which park can

accommodate audio/video. Favorable weather will be required for an outdoor

meeting.

Other Business

1. MACC Property Maintenance – Tyler is drafting an RFP for exterior improvements for

the MACC building. The MACC Purchase Policy will be followed when accepting bids

for the building improvements. The bids will be presented to the MACC Holding

members for review.

2. MACC Website Revisions – Tyler reported that he has had conversations with a

number website development firms about redesigning the website. At this time, Tyler

will hold on moving forward with website redesign until the MACC has conducted the

Strategic Plan which may impact marketing and organization programing.

Next Meeting: August 10th – 8:30 a.m.

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Documents

Join Online: Meeting ID: AGENDA Kevin Klynstra I. … · 2020. 7. 20. · 301 Douglas Avenue, Holland, Michigan 49424 phone: (616) 395-2688 - fax: (616) 395-9411 email: [email protected]