Comstock Township - Township Board - October 5, 2026 Meeting

Updated about 10 hours ago

In the Charter Township of Comstock Board Meeting held on Monday, the board discusses the possibility of withdrawing from the Kalamazoo Area Building Authority (KABA), planning to give a one-year notice to explore in-house building department options. Sewer repair issues are addressed, with the board approving necessary repairs to avoid winter complications. They also discuss and approve new appointments for various committees, including the Kalamazoo Regional Wastewater Commission and the Public Media Network. Additionally, there is extensive discussion about transitioning to a new IT service provider to improve efficiency and reduce costs.

Chapters

Welcome (00:00:11)
The meeting for the Charter Township of Comstock is formally opened by the chairperson.

The board meeting for the Charter Township of Comstock is called to order. Attendees are welcomed to the meeting, indicating the start of the official proceedings for the day.
Pledge of Allegiance (00:00:22)
Attendees stand and recite the Pledge of Allegiance.

All attendees are requested to stand for the Pledge of Allegiance. The pledge is recited as a formal gesture of patriotism and respect at the beginning of the meeting.
Approval of Agenda (00:00:47)
The agenda is reviewed, amended, and approved by the board members.

The chairperson calls for any changes or approval of the meeting agenda. A motion is made to strike the treasurer's office contract action from the agenda for further investigation. The amended agenda is approved by a motion and vote.
Public Comment (00:01:27)
Public comments are made by citizens regarding various township concerns including KABA services and homelessness.

Citizens are invited to make public comments. One citizen discusses the board's intention to withdraw from the Kalamazoo Area Business Authority, highlighting KABA's importance for township services. Another citizen apologizes for a previous outburst and raises concerns about homelessness, suggesting initiatives for homeless shelters and discussing issues of security and safety related to the homeless population in the area.
Department Announcements (00:07:54)
Chief Beauchamp announces a groundbreaking ceremony for a new fire station.

Chief Beauchamp announces a groundbreaking ceremony for a new fire station, highlighting progress on the site and preparations for winter weather. He invites board members and the community to attend, with parking arrangements at a nearby lot.
Commissioner Report (00:09:17)
County Commissioner John Gisler provides updates on various county activities and events.

Commissioner John Gisler introduces himself and provides updates on county activities, including an election equipment test, a senior expo, and improvements to the county website for accessing job and advisory board openings. He also mentions a meet-and-greet with the interim county administrator.
Approval of Consent Agenda (00:13:24)
The consent agenda is reviewed, amended for corrections, and approved.

The consent agenda is presented for approval. Corrections to spelling errors in the minutes are noted, including a misspelling of 'Hyatt' and 'Meyer'. The consent agenda is approved as amended after a motion and vote.
Presentation: Township Engineer Report on Odor Issues (00:15:24)
Township Engineer Tom Wheat discusses ongoing odor issues and proposed solutions.

Tom Wheat, the township engineer, addresses the board regarding odor issues at the old township hall and nearby areas. He details the city's efforts to mitigate the odors through pipe lining, manhole improvements, and a proposed biofilter for long-term resolution. Short-term measures include chemical treatments to reduce septic smells.
Presentation: Kalamazoo Regional Water and Wastewater Commission (00:26:51)
Township Engineer Tom Wheat provides a history and update on the regional water and wastewater commission activities.

Township Engineer Tom Wheat provides an overview of the Kalamazoo Regional Water and Wastewater Commission, its formation due to rate disputes with the city, and ongoing efforts to establish fair water and wastewater contracts. He explains the roles of the commission and the benefits of new contracts, including equal rates and a utility policy committee for oversight.
Discussion on Regional Commission and Appointments (00:32:56)
The board discussed the role of the regional commission, the appointment process, and responsibilities of members on the water and wastewater system.

The discussion began with an overview of the regional commission's role as a watchdog and forum for townships to understand policies related to water and wastewater. The board clarified that their recommendation for appointments to the commission is independent and not subject to outside approval. They emphasized the importance of appointing a member to represent the township and discussed the possibility of having an alternate member. The conversation also touched on the responsibilities of members to engage with the commission and their role in the system.
Presentation by Southern Michigan Code Consultants (00:37:00)
A representative from Southern Michigan Code Consultants presented on the potential separation from the building department.

Garrett Reitenour introduced himself and discussed his background as a licensed residential builder and building official. He explained the role of Southern Michigan Code Consultants in providing building department services and consulting municipalities on code enforcement. The presentation focused on the potential separation from the current building department and considerations for operating a building department in-house or through contracted services.
Infosafe Technology Presentation (00:48:52)
Infosafe Technology presented their IT services and potential infrastructure changes for township and fire department integration.

A representative from Infosafe Technology, along with two colleagues, presented their company as an information security and IT service provider. They discussed their approach to managed services, emphasizing the inclusion of common tasks in their service model. The presentation highlighted their familiarity with municipal systems and the potential changes needed for integrating township and fire department IT infrastructure. They discussed the use of pre-allocated labor blocks for projects and their local presence as a benefit.
GR Com Presentation on New Phone System (00:54:45)
A representative from Grand Rapids Communications proposed a new phone system for the township, emphasizing cost savings and reliability.

A representative introduced GR Communications and their proposal for a new 3CX phone system for the township. He explained the advantages of the system, including its cloud-based infrastructure, mobile app availability, and pricing based on simultaneous calls rather than per user. The presentation covered the system's features, such as call routing, call recording, and conferencing capabilities. Smalley highlighted the potential cost savings compared to current phone bills and outlined the implementation process, including site surveys and training.
Discussion on Recording and Transcription Capabilities (01:03:56)
The board discussed the ability to record phone calls and transcribe voicemails using 3CX technology. They talked about the inclusion of transcription services and the potential cost savings.

During this segment, the board discussed the features of 3CX technology, including the ability to record phone calls and transcribe voicemails. There were discussions about the default availability of these features, the inclusion of transcription services, and how these capabilities compare to traditional phone services, which often charge extra for such features. The board members considered the cost implications and the potential benefits for departments that need these features.
AI Technology Discussion (01:06:56)
The board considered the role of AI in future township operations, including AI receptionists and personal assistants. The potential benefits and current limitations of AI technology were discussed.

The board engaged in a discussion about the integration of AI technology in township operations. Three CX's AI features, such as AI receptionists and personal assistants, were highlighted. The board considered how AI could be used to provide information to callers, potentially saving time for township employees. However, they also acknowledged that the technology is in its early stages and that there might be limitations in its current form.
MTA Principles of Township Governance (01:08:38)
The board discussed the adoption of the MTA Principles of Township Governance, emphasizing ethics and standards. They considered its alignment with other townships in Michigan.

The board reviewed the MTA Principles of Township Governance, which include a pledge to uphold ethical standards and principles. The discussion focused on whether to adopt these principles as a guiding document for the township. Board members expressed support for the initiative, recognizing the value of having a mission statement or vision to align with. The adoption of these principles was seen as a way to ensure consistency with other townships in Michigan.
Trespass Ordinance Second Reading (01:11:06)
The board conducted the second reading of the trespass ordinance. They discussed the need for a separate motion for the ordinance and its related policy.

In this segment, the board held the second reading of the trespass ordinance. They addressed procedural questions, such as whether to combine the ordinance and its related policy into one motion. Legal counsel advised handling them separately. The ordinance aims to provide a framework for managing issues of trespass within the township.
Homeless Person Policy Adoption (01:13:02)
The board discussed and adopted a policy for interacting with homeless individuals, focusing on compassion and support rather than enforcement.

The board discussed the proposed policy for dealing with homeless individuals in the township. The policy emphasizes offering support and resources to homeless individuals before resorting to enforcement actions such as trespass citations. The board considered the importance of treating homeless individuals with dignity and providing them with information about available services. The policy was adopted after confirming that any amendments would require board approval.
Infosafe Service Agreement Discussion (01:18:15)
The board discussed transitioning IT support to Infosafe to reduce costs. This included considerations for service continuity and potential savings.

The board discussed entering into a service agreement with Infosafe for IT support, highlighting significant cost savings compared to the current provider. They emphasized the importance of ensuring a seamless transition, particularly for critical services like those at the fire department. The board discussed the need for potential overlap with the current provider to ensure uninterrupted service during the transition.
Phone Service Provider Change (01:23:42)
The board considered switching phone service providers to GR Com, focusing on improved technology and cost efficiency.

The board discussed the proposal to switch phone service providers from their current provider to GR Com, which offers modern technology and cost benefits. They considered features such as mobile app integration, voicemail transcription, and cloud-based systems, which would enhance communication capabilities. The switch was seen as a way to bring the township's communication infrastructure up to current technological standards while also realizing cost savings.
Sewer Repair Discussion and Action (01:28:42)
The board discussed necessary sewer repairs at the township hall, emphasizing the need for prompt action to avoid potential winter complications.

The board reviewed the current issues with the sewer system at the township hall, including a backflow problem that requires repair. They discussed the urgency of addressing the issue before winter to avoid more costly emergency repairs. The board considered the challenges of obtaining multiple bids for such a small project in the current market. A recommendation was made to proceed with a local contractor who is available to complete the repair promptly.
Discussion on Coordination for Paving and Sewer Projects (01:33:30)
Discussion about coordinating paving projects with sewer repair to ensure cost efficiency and minimize disruption.

The board discussed the possibility of coordinating upcoming paving projects with current sewer repairs. There was an emphasis on ensuring that the pipe project does not interfere with the paving and that the right contractors are hired for the jobs. The cost implications of not coordinating these projects were also discussed.
Paving and Sewer Repair Quotes Discussion (01:36:00)
Review of quotes for sewer repair and paving, with a focus on budget implications and project coordination.

The board reviewed the quotes they had received for sewer repair and paving. It was noted that these quotes had been passed on from previous board members. There was a discussion about the cost increases that had occurred from the original quotes to the current ones, with a focus on ensuring the best use of township funds.
Motion for Sewer and Paving Project Approval (01:39:00)
A motion was made to approve the sewer repair and subsequent paving projects as quoted.

The board made a motion to approve the sewer repair and subsequent paving projects, in line with the quotes received from contractors. The motion emphasized the urgency of completing the sewer repair before winter to prevent further issues.
Parking Lot Paving Project Discussion (01:40:35)
Discussion about the plans and quotes for a parking lot paving project, including budget considerations.

The board reviewed quotes for the parking lot paving project, discussing the timeline and budget implications. The need to re-quote due to timing and budget year differences was emphasized, and there was a general preference for local contractors to support the community.
Approval of J Allen & Company for Parking Lot Paving (01:44:00)
Approval to engage J Allen Company for next year's parking lot paving project.

The board decided to engage J Allen & Company for the parking lot paving project, planned for next year. The decision was based on competitive pricing and the opportunity to support a local business. The board also considered the budget and timing to ensure the project fits within next year’s allocations.
Board Appointments to Committees and Boards (01:47:00)
Appointment of board members to various committees and boards, ensuring representation and continuity.

The board discussed and appointed members to various committees and boards, including the Kalamazoo Area Business Authority, the local advisory committee, and the Kalamazoo Area Transportation Study. These appointments are important to ensure proper representation of the township's interests in these bodies.
Public Media Network Representation Discussion (01:53:00)
Discussion on representation in the Public Media Network and the role of alternates.

The board discussed representation in the Public Media Network, with a focus on the responsibilities of board members and alternates. The network's role in government meeting coverage and other community projects was highlighted, and the need for sustainable revenue models was acknowledged.
Appointment of VanBruggen as Committee Alternate (02:02:14)
Joseph VanBruggen was appointed to serve as an alternate on a committee. The motion was made and passed unanimously.

During the meeting, Joseph VanBruggen was appointed to serve as an alternate on a specific committee. Trustee Hart made the motion, which was supported by Trustee Paver. The motion passed with all in favor and none opposed.
Appointments to Kalamazoo Regional Wastewater Commission (02:02:37)
Trustee Paver and Trustee VanBruggen were appointed to the Kalamazoo Regional Wastewater Commission. Both motions passed unanimously.

The board discussed appointments to the Kalamazoo Regional Wastewater Commission. It was noted that Comstock needed representation on the board. Trustee Paver was appointed first, with a motion made by Clerk Lawrence and supported by Trustee Amos. The motion passed with all in favor. Trustee VanBruggen was then appointed as the secondary representative, with a motion made by Treasurer Bloomfield and supported by Clerk Lawrence. This motion also passed unanimously.
Appointment to Central County Transit Authority (02:04:29)
Trustee Amos was appointed to the Central County Transit Authority (CCTA), with the motion passing unanimously.

The board considered an appointment to the Central County Transit Authority, noting Trustee Amos's suitability for the role. Trustee Amos was nominated for the position, and a motion was made by Clerk Lawrence, supported by Trustee VanBruggen. The motion passed with all in favor and none opposed.
Discussion on Withdrawal from KABA Area Building Authority (02:05:28)
The board discussed a potential withdrawal from the Kalamazoo Area Building Authority, weighing the benefits of having an in-house building department.

The board discussed the possibility of withdrawing from the Kalamazoo Area Building Authority. They considered the benefits of having an in-house building department, including the ability to govern the experience and control costs. Concerns were raised about shared costs with other municipalities under the current agreement. Clerk Lawrence expressed support for exploring new approaches to improve efficiency and service.
Public Comment and Board Discussion on Building Codes and Inspections (02:13:00)
The board engaged in a detailed discussion with a contractor about building codes, inspections, and the potential for a new approach to building permits and inspections.

During public comment and subsequent board discussion, Garrett Reitenour with Southern Michigan Code Consultants provided insights into building codes and inspections. The board explored the idea of contracting building services instead of relying on the KABA, considering the pros and cons of having part-time versus full-time inspectors. The conversation also covered potential improvements in permit processing and inspection efficiency using online tools.
Discussion on Permit Application Process (02:31:47)
The board discussed the current process for managing permit applications, including staffing challenges and potential improvements.

The board discussed issues related to permit application processing, including staffing levels, turnaround times, and the role of township staff in facilitating applications. They explored ways to improve efficiency by training staff to assist with application reviews and ensuring completeness before submission.
Building Code Enforcement and Permits (02:40:37)
There was a discussion on building code enforcement, including the necessity of permits for various construction activities and the consistency of code application.

The board discussed the enforcement of building codes and the necessity of permits for activities like re-roofing and deck construction. They addressed inconsistencies in code enforcement across townships and the importance of thorough plan reviews to ensure compliance. The discussion included the implications of code enforcement on project timelines and contractor obligations.
Proposal to Withdraw from KABA (02:50:00)
The board considered a motion to issue a one-year notice of withdrawal from KABA to establish independent control over township permits.

The board debated whether to issue a one-year notice of withdrawal from the Kalamazoo Area Building Authority (KABA) to take control of its own building permit processes. The discussion covered potential impacts on township operations, the transition period, and the need for thorough preparation to manage permit processes independently. The motion to proceed with the notice was passed with six votes in favor and one against.
Discussion on Employee Recording Policy (03:00:50)
The board discussed the need for a policy prohibiting recording in township buildings without consent due to privacy concerns.

Supervisor Martin brought up the discussion and possible action on a policy to prohibit recording of conversations by employees in township governmental buildings. This was due to concerns about privacy and comfort in the workplace. The board discussed seeking legal advice from attorney Thal to ensure the policy aligns with Michigan's one-party consent laws. They acknowledged the need to balance restrictions with the benefits of technology, such as using recordings to create Standard Operating Procedures (SOPs). The discussion included considerations for allowing recordings under controlled circumstances, such as in closed rooms with consent.
Motion on Recording Devices Policy (03:06:26)
Trustee Hart made a motion to authorize attorney Thall to draft a policy on recording devices for the employee manual.

Following the discussion, Trustee Hart made a motion to authorize attorney Thall to draft a policy regarding recording devices, which would be added to the employee manual. The motion was supported by Trustee Paver and passed unanimously by a voice vote.
Reports - Permits and Incident Reports (03:06:27)
Reports were presented on fire incidents and various building permits issued in Comstock Township.

The board reviewed reports on fire incidents, residential building permits, commercial building permits, and special permits issued in Comstock Township. These reports provided an overview of recent activities in the township regarding building and safety.
Public Comment (03:06:51)
A citizen asked about the authority of the board over in-house building inspectors’ decisions.

During the public comment period, a citizen raised concerns about the authority of township inspectors, particularly regarding delays caused by inspectors when residents do their own contracting work. She asked if the board could override an inspector’s decision in such cases, sharing a personal experience where an inspector's decision delayed her home construction for three months.
Fire Prevention Open House Announcement (03:09:14)
The fire marshal reminded the board about the upcoming fire prevention open house at Station 91 on River Street.

A board member relayed a reminder from the fire marshal about the fire prevention open house scheduled at Station 91 on River Street. The event will include information for adults, activities for children, and aims to engage the community.
Members' Comments and Acknowledgments (03:09:57)
Board members expressed appreciation for teamwork and efforts in finding savings without raising taxes.

During the members' comment period, Treasurer Bloomfield thanked the clerk's office and other staff for their cooperation in finding cost savings to benefit residents without increasing taxes. Clerk Lawrence mentioned the need for election workers for early voting and election day, encouraging interested parties to apply. The board members expressed gratitude for each other's commitment and for the productive meeting.