City Commission Regular Meeting Agenda • July 11 2022

Agenda by City Clerk Kalla Langston

Please note that the City Commission Meeting Agenda is posted below. At the end of the agenda, click on the link to take you to more detailed minutes of the meeting. Also, the meeting minutes may not be published in each issue of The Buchanan Chronicle (probably once a month) due to rules that minutes are approved at the next City Commission meeting.

THE COMMISSION OF THE CITY OF BUCHANAN in compliance with Michigan’s Open Meetings Act, as amended, B2103192 of 2021, hereby gives notice of a regular meeting of the Buchanan City Commission to be held in the Chamber of Buchanan City Hall, 302 N Redbud Trail, Buchanan MI.

  • Requests to be added to the agenda as a “Scheduled Matter from the Floor” should be submitted in writing to the City Clerk at least 5 business days prior to the scheduled meeting during which the speaker wishes to appear, and the approval of such requests remain within the discretion of the Mayor. If denied, the speaker may nonetheless speak during the “non-agenda items only” public comments section of the agenda.
  • Those who are unable to appear during a meeting but who still wish to share public comment may submit such comments in written form to the City Clerk at least 4 hours in advance of the meeting.
  • Individuals with disabilities may request necessary reasonable accommodations by submitting requests to the City Clerk, preferably at least 24 hours in advance.
  • Written requests and comments may be submitted to the City Clerk either in person or via mail to Buchanan City Hall, 302 N. Redbud Trail, Buchanan, MI 49107, or via email to

The Buchanan City Commission met for this regular meeting Monday, July 11th 2022 at 7:00 pm, in person, Buchanan City Hall Chamber, 302 N Redbud Trail, Buchanan, MI 49107.

MONDAY, July 11, 2022 – 7:00 PM

Begin Meeting Agenda:

I. Call to Order
– Mayor Pro Tem Mark Weedon called the meeting to order at 7:00 P.M.

II. Recognition
– None.

III. Pledge of Allegiance
– Mayor Pro Tem Weedon led in the Pledge of Allegiance.

IV. Roll Call
Present: Mayor Pro Tem Mark Weedon, Commissioner Cameron Downey, Commissioner Larry Money, Commissioner Patrick Swem
Absent: Mayor Sean Denison
City Staff: City Manager, Heather Grace; City Clerk, Kalla Langston; City Treasurer, Deborah Perez; Director of Public Services, Mike Baker; Chamber Executive Director/Main Street Manager, Ashley Regal; Chief of Police Harvey Burnett

V. Approve Agenda
– Motion made by Swem, seconded by Money to approve the agenda as presented.
– Roll call vote carries unanimously.

VI. Public Comment
Agenda Items Only (3-minute limit)
– None.

VII. Consent Agenda
(can be approved all in one motion, for general housekeeping items)
VII.A. Consider the re-appointment of Molly Thornton to the Board of Trustees for the Buchanan District Library.
VII.B. Consider approving the Reqular Meeting Minutes for June 27, 2022.
VII.C. Consider approving the expenditures for July 11, 2022, in the amount of $85,353.76
– Motion made by Downey, seconded by Swem to approve the consent agenda as presented. – Roll call vote carries unanimously.

VIII. Scheduled Matters from the Floor
(if any)
VIII.A. Intent to Establish SAD (Special Assessment District) under Act 33 of 1951 for Ambulance Services.
– Consider approving Resolution 2022.07/437 and set a public hearing for Monday, July 25th, 2022, at 7:00 PM to hear and consider any objections to the proposed special assessment, the district, and all other matters relating to the Special Assessment District for Emergency Medical Services through Southwest Michigan Community Ambulance Service.
– Motion made by Money, seconded by Swem to approve Resolution # 2022.07/437, establishing a Special Assessment District for SMACAS, and setting a Public Hearing for July 25th, 2022, at 7:00 P.M.
– Roll call vote carries unanimously.

VIII.B. DPW Schedule Update
– Daniel of AVB, and Amelia and Gary of Barton Group, will be available via Zoom to review an update regarding the schedule for the PW building construction project.
– Daniel from AVB provided a soft schedule with a 3-month delay to the end of the project. Long lead times are still a factor with a 26-week lead time on the building. End of construction would be in February 2024 with the design schedule. The focus of why they are talking is that there is another option of doing an early bid package, there a lot of risk with the early bid project but would get them in on schedule in November 2023. There could be hybrid approach, but it could scare bidders away from the bid with language of cancellation.
– Motion made by Swem, seconded by Money, to stick with the Bergmann Design Schedule’ and not issue an early PEMB Bid Package.
– Roll call vote carries unanimously.

IX. Reports by: Departments, Committees, Boards
IX.A. Treasurer’s Report – Debroah Perez will provide a brief update for the finance department.
– Treasurer Perez gave the Commission an expenditure and revenue report for their review. This is a very preliminary report as of June 30 for year end. There will be a lot of adjustments that will be needed and reallocation of expenses. Most were clerical errors that were coded to the wrong departments. Perez has some work ahead of her, with getting it revised.
– Audit Field work is scheduled for August 31, September 1, September 2. Auditors would like a meeting with the Commission to explain the process.
– Grace complimented Perez on the amazing job she’s doing, since she started this is the first month they have had timely bank reconciliation that balanced correctly as well.
IX. B. Thrill on the Hill
IX.B.1. Road Closure from 6 AM August 2, 2022, to 6 AM August 7, 2022.
Regal and Burnett presented the road closure maps in the packet for the Commission.
Discussion about closing any other roads. The Commission went with what was presented.
– Motion made by Money, seconded by Downey, to approve the Thrill on the Hill Road Closure as presented.
– Roll call vote carries unanimously.

IX.B.2. Consider the noise ordinance being delayed till 1 AM on Saturday Morning on August 6th, due to a concert on Friday, August 5th.
– Regal said the concert should be over by 11 but wanted to cover her bases.
– Motion made by Swem, seconded by Money, to approve the requested Noise Ordinance Waiver for Thrill on the Hill, as presented.
– Roll call vote carried unanimously.

X. Unfinished Business
X.A. Second reading and adoption of Ordinance 2022.06.433 – Parks Ordinance.
– Motion made by Downey, seconded by Swem to approve the 2nd reading of ordinance 2022.06/433 to regulate City Parks.
Roll call vote carries unanimously.
– (See attachment A)

XI. New Business
XI.A. Closed Session to Discuss Real Property- Consider going into Closed Session pursuant to MCL 15.268 Section 8 (1)(d) to consider the potential purchase or lease of real property.
– Motion made by Money, seconded by Swem to enter in closed session pursuant to MCL 15.268 Section 8 (1)(d) to consider the potential purchase or lease of real property.
– Roll call vote carries unanimously.
– Motion made by Money, seconded by Downey to re-enter open session at 8:14 PM.
– Roll call vote carries unanimously.
– Motion made by Downey, seconded by Swem to authorize the City Manager to take action
pursuant to discussions held in closed session.
– Roll call vote carries unanimously.

XII. Communications
(informational only, formal board action is not necessary for these items, unless so desired)
XII.A. City of Buchanan Summer 2022 Newsletter – An informational Newsletter is being mailed to each Buchanan City resident.
– Newsletter will be in with the SMCAS Public Hearing. The road closures for Thrill on the Hill will coincide with Election Day on August 2. There is a detailed detour map on the newsletter for the short detour.
XII.B. Public Accuracy Testing for August 2, 2022, Primary Election to be scheduled for Wednesday, July 20th, 2022, at 11:00 AM.

XIII. Public Comment
Non-Agenda Items Only (3-minute limit)
Norma Ferris – asking for consideration for Oak St to be a fire lane.
– Rick Paniagua – Gave update on the Buchanna fest. Thanked everyone for making it happen in such a short period of time. Raised 13,500.00 for the non-profit organization, Lyla-Grace. Community seemed to really appreciate it; the music was fantastic. Happy that there was something else going in town. The hard work of the folks at River St. Joe and his team went a long way.

XIV. Executive Comments
XIV.A. City Manager Comments
– Thanked Rick for his comments and expressed her gratitude to Rick, Tony, and Monroe for the dedication they showed to bring the event to Buchanan. Excellent that they were able to raise funds for their charity. Thanking the rest of the community for being engaged in the local elections and thanked our dedicated Clerk. Langston is more humble than she should be, if not the best one of the best in Berrien County, she is extremely professional, knows her stuff, and is as dedicated as you can possible be to ensuring a fair and transparent process.
XIV.B. Commissioner Comments
– Swem, thanked Rick for the event he put on, looking forward to seeing where the funds go and continuing to hear the updates on the impact it has on the community.
– Money, thanked Rick, it was a good event and everything went smoothly. People had a good time. As always Money thanked the Commission for what they do, they have some hard tasks and will continue to take in stride.
– Downey thanked Rick; it’s always nice to have any new event in Buchanan.
XIV.C. Mayor Pro Tem Comments
– Weedon wanted to mirror everyone’s comments. Thanks to Rick and his team, there was a lot to accomplish. Jen Tabor had done well; it was impressive to see. Thanks to Ralph, you can’t say enough good things about what’s happening downtown. Thanks to Baker and his team everyday they are out there picking up something or organizing something he really appreciates that. Langston can’t say enough great things about you. From what I hear from everyone else, Grace’s statements ring true. Perez, welcome I know you have a big task, but you seem sharp, and I don’t doubt you’re going to be digging in and giving us everything we need.
– Thank you to everyone who showed up tonight.

XV. Adjourn
– Motion made by Money, seconded by Swem to adjourn the meeting at 8:24 P.M.

You may view this complete Agenda for this meeting July 11, 2022 here.

View the video link HERE.

You may view all completed City Commission Meeting Minutes on the City of Buchanan Website.

%d bloggers like this: