City Manager Reports

City Manager’s Report: March 1, 2024 IMPORTANT DATES • Monday, April 8, 2024, 6:30 PM- City Council Budget Meeting, Maple Room, City Hall • Tuesday, April 23, 2024, 4:00 PM- Deadline to file City Council filing packets for 2024 election. They are available now for pick up from the City Clerk. OPERATIONS General: • Staff is working with a business regarding a request to the Mason Downtown Development Authority (DDA) for a Social District that will include use of Courthouse lawn if Ingham County agrees. Anticipate a request to the DDA at their March meeting where they will consider a recommendation to City Council. • Staff held an Open House on 2/24/2024, to provide more information to directly impacted property owners on 2024 Street Construction. • Staff have been contacted regarding the potential lease of tower space at City Hall, but at this time are notifying utilities that we are holding space that may be required for the Advanced Metering Project. • City Manager Stuart participated in the Michigan Municipal League Foundation Board Meeting where representatives from the Michigan Office of Rural Prosperity and Center for Local, State and Urban Policy discussed ways to improve access for rural communities to State/ Federal Funding and potential resources for capacity building. Mason was the only rural community represented at this discussion. Key data points (+/-1% error rate, 71% response rate) relating to Michigan communities included: • Rural communities are indicating fiscal stress and concerns about meeting future fiscal needs more than ever recorded (data since 2017). • Rural communities (more than any other type) are less confident that they can meet grant/ funding requirements due to capacity. • Over 45% of all types of communities are reporting Significant and/or Unmet Needs in Affordable Housing. • 77% of rural communities are indicating a high functioning local functioning democracy compared to 84% in 2020. • 70% of rural communities view their relationship with Lansing is Fair, Poor, or Don’t know. Lower than any other type of community. Personnel: • Staffing Updates NEW HIRES  Erik McConnell, Full-Time Laborer started 3/4/2024. OPEN POSITIONS - 5  Laborer (1) – Offer made and accepted, pre-employment screenings in process.  Police Chief (1), Police Officer (1), Administrative Assistant (1) – Posted externally and closes 3/13/2024.  Utility Operator (1) – Posting under review.  Seasonal Part-time Crossing Guard (1) - open until filled. • Trainings  Officer Susan Putman attended SFST (Standard Field Sobriety Testing Program) training 2/21-2/23/2024.  Officer Christian Washington attended Intoxilyzer 9000 (Preliminary Breath Test) training on 2/21/2024. • Traffic Complaints  Parking: South St near Bond and Vanderveen - Officers assigned until 3/14/2024.  Speeding: Eugenia Dr and Northbrook St. area - Officers assigned until 5/1/2024. 43 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us CAPITAL IMPROVEMENT PROGRAM PROJECTS Removed after one notice of complete. FY 2023-2024 Project Project Name/Description Status STREETS, BRIDGES, SIGNALS(S) 2017-S16 Maple Street Bridge: Replacement 3Q project (rebidding) UTILITIES: SANITARY SEWER, STORM WATER, AND WATER DISTRIBUTION (U) 2019-U3b WWTP Plant Construction In progress 2022-U1 WWTP Headworks Huber Screen For Council consideration at 3/4/24 meeting. 2023-U40 WWTP: Curtis Street Lift Station Replacement New pumps are scheduled for the station. Gravity line bid; anticipated to be released in March. PARKS/ CEMETERY/ FORESTRY/ NONMOTORIZED (P) 2020-P4 Hayhoe Riverwalk Trail: Wayfinding Recommend delaying to next year due to grant funding options. 2020-P9 DDA: Downtown Wayfinding Signage DDA established a sub-committee that is meeting to prepare RFP. 2020-P11 Rayner Park- Phase 1 Construction Bid documents DNR approved (36T UCIP linkU 36T), planning to bid by 3/11/24. 2020-P15 Jefferson Trailhead/ Comm Garden Under construction, project extension due to supply chain. 2020-P21 Hayes Park: Capital Improvements Draft bid package prepared (36T CIP link36T ), planning to bid by 3/11/24 2022-P2 Maple Grove Cemetery: Trash Receptacles/ Section Signs Awarded, Spring installation. 2023-P3 DDA: Tree Replacement Awarded, Spring installation. MOTOR VEHICLE POOL (MVP) 2017-MVP18 Vehicle No. 24 Dump/Plow Truck Ordered, receipt anticipated in 2024 2018-MVP3 Vehicle No. 84 Police Patrol Ordered, receipt anticipated next FY 2023-MVP1 Vehicle No. 88 New Police Patrol Ordered, receipt anticipated next FY BUILDING, PROPERTY, EQUIPMENT (B) 2017-B5b Building: Library Phase 1, Part 1 Interior work in progress. CADL/City are continuing to apply for a grant to fill the gap and CADL is launching fundraising campaign. 2018-B23 Planning: Master Plan/Zoning Update In progress, next meeting is scheduled for 3/18/24 at 5:30 pm. 2018-B23a Cedar/127 Corridor Sub-area Plan Bids expected to be released in March 2019-B2b City Hall Renovations: Phase 1 /Carpet 4Q Project 2019-B8 Police: Car Port (7-Car Unit) 4Q Project 2020-B4 DPW: Facility Design Build Preparing design bid documents for stand-alone DPW facility for March bidding 2022-B1 Ordinance Update: Planning, Subdivision, Signs, STR Recommend delaying to next year due to staff capacity. 2023-B1 City Hall: HVAC Controls Replacement In progress 2023-B4 Planning: Public Participation Plan & Communication Strategy Recommend delaying to next year due to staff capacity. ACTIVE PROJECTS STATUS UPDATES (PROJECTS NOT COORDINATED BY THE CITY) None. 44

City Manager’s Report: February 16, 2024 IMPORTANT DATES • President’s Day: City Hall is closed for general business (except for early voting), but staff will be using this a focused workday. • Monday, February 26, 2024, 6:00 PM – Joint City Council & Planning Commission CIP Workshop, Fire Station Basement • Saturday, February 17-25, 2024, 8:00 a.m. – 4:00 p.m., except on Wednesday, February 21, 2024, the hours are 11:00 a.m. – 7:00 p.m. - Early voting available for Presidential Primary. • Tuesday, February 27, 2024, Election Day for the Presidential Primary. • Monday, April 8, 2024, 6:30 PM- City Council Budget Meeting, Maple Room, City Hall • Tuesday, April 23, 2024, 4:00 PM- Deadline to file City Council filing packets for 2024 election. They are available now for pick up from the City Clerk. OPERATIONS General: • Storm: • On February 8, 2024, FEMA advised a Presidential Declaration for Individual Assistance (private property / small businesses) from the storms in August 2023 was GRANTED. Customer Service has reached out to City residents that made an insurance claim and encouraged them to apply. Public Works Director Crawford gave FEMA a tour of the City shortly after the storm when they were evaluating the private property impacts of the storm. I’m confident that the extensive time spent in Mason assisted in their determination. • On February 12, 2024, FEMA advised that the Presidential Declaration for Public Assistance (Government) from the same storms was DENIED. The state is evaluating an appeal. Unless a successful appeal is achieved, reimbursement of storm related overtime and debris removal expenses may be evaluated under the state level Section 19 Disaster and Emergency Contingency Fund. The Section 19 Fund has different requirements and limits than the federal program. The City Manager and Finance Director will be attending the applicant briefings for the Section 19 application process on March 19, 2024, to determine what the City may be eligible for. • The City will be issuing a new Wastewater Discharge Ordinance Violation Notice to the County related to an issue at the Justice Complex that occurred on February 13, 2024. • Unsecured Weapon Incident Follow-Up:  Corrective Action Report from former Chief Wrigglesworth (attached) that was presented to the Police Department on January 22, 2024.  The City provided Mason Public Schools a proposed Letter of Agreement (reviewed by City Attorney Hitch) regarding school access on February 13, 2024, anticipating approval by next week. Personnel: • Staffing Updates NEW HIRES  Dylan Terry, Full-Time Utilities Operator started February 19, 2024. OPEN POSITIONS - 6  Laborer (2) – Posting closed January 26, and 2 nd round interviews to be completed by February 19, 2024.  Police Chief (1) – Posted externally and closes March 13, 2024.  Police Officer (1) – Posted externally and closes March 13, 2024.  Administrative Assistant – DPW – Part-Time (1) – Posting under review.  Utility Operator (1) – Posting under review.  Seasonal Part-time Crossing Guard (1) - open until filled. 44 CAPITAL IMPROVEMENT PROGRAM PROJECTS Removed after one notice of complete. FY 2023-2024 Project Project Name/Description Status STREETS, BRIDGES, SIGNALS(S) 2017-S16 Maple Street Bridge: Replacement 3Q project (rebidding) UTILITIES: SANITARY SEWER, STORM WATER, AND WATER DISTRIBUTION (U) 2019-U3b WWTP Plant Construction Change Order 2 authorized by City Manager, updated log attached 2022-U1 WWTP Headworks Huber Screen City Council consideration in March, direct purchase of materials. 2023-U40 WWTP: Curtis Street Lift Station Replacement New pumps are scheduled for the station. Gravity line bid; anticipated to be released in March. PARKS/ CEMETERY/ FORESTRY/ NONMOTORIZED (P) 2020-P4 Hayhoe Riverwalk Trail: Wayfinding Recommend delaying to next year due to grant funding options. 2020-P9 DDA: Downtown Wayfinding Signage DDA established a sub-committee that is meeting to prepare RFP. 2020-P11 Rayner Park- Phase 1 Construction Updated bid documents (CIP link) are being reviewed by DNR. 2020-P15 Jefferson Trailhead/ Comm Garden Under construction, project extension due to supply chain. 2020-P21 Hayes Park: Capital Improvements Draft bid package prepared (CIP link) anticipate bidding March. 2022-P2 Maple Grove Cemetery: Trash Receptacles/ Section Signs Awarded, Spring installation. 2023-P3 DDA: Tree Replacement Awarded, Spring installation. MOTOR VEHICLE POOL (MVP) 2017-MVP18 Vehicle No. 24 Dump/Plow Truck Ordered, receipt anticipated in 2024 2018-MVP3 Vehicle No. 84 Police Patrol For Council consideration on 2/19/24 Mtg 2019-MVP6 Vehicle No. 802 Fire Expedition Complete, February 2023-MVP1 Vehicle No. 88 New Police Patrol For Council consideration on 2/19/24 Mtg BUILDING, PROPERTY, EQUIPMENT (B) 2017-B5b Building: Library Phase 1, Part 1 Interior work in progress. CADL/City are continuing to apply for a grant to fill the gap and CADL is launching a local fundraising campaign. 2018-B23 Planning: Master Plan/Zoning Update In progress, Zoning Ordinance Review Comm. next meeting is scheduled for 3/18/24 at 5:30 pm. 2018-B23a Cedar/127 Corridor Sub-area Plan Bids expected to be released by March 2019-B2b City Hall Renovations: Phase 1 /Carpet 4Q Project 2019-B8 Police: Car Port (7-Car Unit) 4Q Project 2020-B4 DPW: Facility Design Build School unable to move forward with joint project. Preparing design bid documents for stand-alone DPW facility for March. 2022-B1 Ordinance Update: Planning, Subdivision, Signs, STR Recommend delaying to next year due to staff capacity. 2023-B1 City Hall: HVAC Controls Replacement In progress 2023-B4 Planning: Public Participation Plan & Communication Strategy Recommend delaying to next year due to staff capacity. ACTIVE PROJECTS STATUS UPDATES (PROJECTS NOT COORDINATED BY THE CITY) None. 45 Corrective Action Memo To: Manager Deb Stuart From: Mark Wriggelsworth Police Chief Date: 1/22/24 This memo is for you and all MPD staff to outline any potential deficiencies and/or misunderstandings that may lead to further personnel matters. This memo is triggered due to the January 9, 2024 incident where an officer was working out on duty during a school day at the Mason High School weight room and left his firearm unsecured on 2 separate occasions with students present. 1) Access to areas using either City issued fobs or shared keys. Officers must understand that policing in Mason will give you access to many buildings or areas that may not be accessible to the general public. Keys/fobs are furnished for legitimate law enforcement purposes only. They are furnished for ease of access during emergencies as well as to limit damage that may occur when times without keys access could be problematic. Any keys or fobs assigned or shared must be limited to legitimate use. If a building or area is accessed by MPD staff after normal general public hours or entrances, the officer must alert command and note the use on their daily. This notification includes calling the on-call Sergeant or Chief of Police. This also includes use of MPS/ISD knox box keys. The use of knox box keys requires a dispatch notification by the officer as well. This can be over the air or on the MCT, either notification is recorded and will suffice. A Formal policy on department access to facilities should be developed. 46 2) Expectations when entering a school. Officers are expected to use the front main entrance to a school for normal entry. Officers are also expected to check in at the office to alert staff of their presence. Any other access outside this should be for emergencies only. These also should be reported to staff once the emergency is over. Officers shall refer to Mason Police Operations Order #2004 where it refers to officer access to schools. This order does not pertain to the Mason Police SRO. 3) Firearm/Weapon Safety. Handguns should be secured in your duty holster on your person as much as possible. If your gunbelt or firearm come off of your person, you should secure them in a secured locked area not accessible to the public. These rules pertain to knives and tasers as well. The preferred method would be a gun locker. Long guns should be secured inside the trunk locker of patrol cars. Long guns outside the trunk locker must be carried and maintained by the officer until locked again. For more information see the Use of Weapons and Restraints Policy #2402. 4) Gym working out on duty. Working out on duty is prohibited. This specifically pertains to stationary cardio machines, stationary weight equipment or similar activities. There appears to be no formal policy on this topic. A formal memorandum or policy should be developed outlining what is permitted and what is not. This should include any after hours usage of the fire station workout areas. 5) Conflicts with accepting gifts/special access due to position. MPD staff must politely decline any special gifts or access that are offered due to their position at the Mason Police Dept. This is specifically outlined in City of Mason Personnel Policy, Rules of Conduct, Section 14.6, Subsection 1.W. Accepting or asking for special benefits or payments from a member of the public or a business, etc., to perform required duties, or to influence the manner in which the duties are performed. Including conflicts related to outside employment. Any questions or issues that arise involving these should be directed to the City Manager. 6) Appropriate review of timesheets/dailies by supervisors (Sgts and Chief) Officers dailies shall be reviewed in a timely manner. This includes dailies being reviewed for subordinates assigned to supervisors before payroll is submitted. Dailies should only be approved once information is matched up with PAR’s and the excel spreadsheet schedule. MPD and Finance should set a goal for officers to enter their own time into timesheets with supervisor approval. Until that time, command is responsible for accurate time reporting. 47 A formal policy should be developed for accurate time accounting of officer’s hours. 7) Adequate supervision and scheduling Consistency is needed for officer accountability and addressing needs across all shifts. Command should work the city manager to come up with a consistent schedule. Command schedule shift hours should be the same for both sergeants working a fixed and set amount of days each pay period, somewhat like officers. This will create a more consistent approach for officers as well as other city staff to reach command. These hours will include a Saturday shift each pay period. 8) K9 program future and rehousing The K9 program was a novel idea that was instituted prior to my start as Chief. The program appears to have become problematic due to the small pool of officers wanting to handle a K9 partner. There are very few times the K9 team is actually needed for duty within the City of Mason. ICSO also has numerous K9 teams available. The costs, liability and other issues appear to outweigh the benefits going forward. I am prepared to explore options later this week as to viability of Tamarack working with another handler and/or agency. I spoke to trainer Mike Morgan from Mid- Michigan Kennels and he believes Tamarack could be retrained with another handler either from MPD or another agency. If there is no interest from MPD, he suggested we reach out across the state via MACP email forums and look to sell her for a price of $4000-$5000 as explosive K9’s are sought after right now. In the meantime, she will be kenneled at a familiar kennel used when Wildfong went on vacation recently. Chief Mark Wriggelsworth 48 Notes: Estimated, pending final estimate Total Contingency: $2,347,657 Date: February 13, 2024 Change directive sent, pending estimate Staff Authorized to: $1,000,000 Reference ID Description Submitted By Received By Date Submitted Date Authorized/Returned Response CCI Change Number Confirmed Add/Deduct Total Contingency After Change Change Order Change Order Date Change Order Authorized Date Total Change Order RFI-004 Tree removal as required (25 large trees, 17 smaller trees) in order for installation of bentonite slurry wall. Additional trees (invasive cottonwoods) were also remeved after determined to be a threat to tank operations due to branches and seeds. Tree buffer will be installed by completion of project in this area (10 were included in project and six will be added in landscaping change order). CCI HRC/City 10/19/23 10/20/23 Proceed with tree removals CI002 29,928.37 $ $2,317,728.63 C/O: 01 12/8/2023 12/15/2023 29,928.37 $ RFI-009 Demolition of 15x60 tank discovered during demolition of old tricking filters CCI HRC/City 10/26/23 10/27/23 Proceed with tank demo CI003 16,480.74 $ $2,301,247.89 C/O: 02 2/12/2024 RFI-008, Other Slurry wall impacts (credit for removal of slurry wall sections and add for soil stabilization) CCI HRC/City 11/8/23 11/8/23 Proceed with modifications to wall CI004 (75,347.05) $ $2,376,594.94 C/O: 02 2/12/2024 RFI-017 Reinstallation of DPW sump pump CCI HRC/City 1/29/23 1/29/23 TBD - pending change from CCI, verbal from Phil 1,092.61 $ $2,375,502.33 C/O: 02 2/12/2024 (57,773.70) $ WCD-001 Consumers Power requirements for second natural gas meter HRC CCI 11/8/23 TBD - pending change from CCI - $ $2,375,502.33 WCD-002 Landscaping for plan review requirements (ornamental fencing, additional landscaping) HRC/City CCI 12/6/23 TBD - pending change from CCI - $ $2,375,502.33 - $ - $ - $ - $ S:\Administration\City Council Packets\Final packets\2024\2.19.24\Copy of Change_Order_Log (002) 49

CITY MANAGER’S REPORT (02/02/2024)

City Manager’s Report: February 2, 2024 IMPORTANT DATES • Monday, February 5, 2024, 6:30 PM – Joint City of Mason & Mason Public Schools Recognition Ceremony, Sycamore Room, City Hall • Monday, February 12, 2024, 6:00 PM – Joint City Council & Planning Commission CIP Workshop, Sycamore Room, City Hall • Saturday, February 17-25, 2024, 8:00 a.m. – 4:00 p.m., except on Wednesday, February 21, 2024, the hours are 11:00 a.m. – 7:00 p.m. - Early voting available for Presidential Primary. • Tuesday, February 27, 2024, Election Day for the Presidential Primary. • Monday, April 8, 2024, 6:30 PM- City Council Budget, Maple Room, City Hall • Tuesday, April 23, 2024, 4:00 PM- Deadline to file City Council filing packets for 2024 election. They are available now for pick up from the City Clerk. OPERATIONS General: • Property Assessing Reform P.A. 660 of 2018, provides a statutory framework to ensure proper assessing in order to guarantee the highest quality assessments for taxpayers as well as local units. The first round of audits took place in 2023 and the City received a perfect score on the Assessment Audit Review from the State Tax Commission. • Early Voting for the Presidential Primary will start Saturday, February 17, 2024 – Sunday, February 25, 2024. • The City received a donation from the Friends of the Library for the Library Renovation Project in the amount of $12,100. Personnel: • Staffing Updates RESIGNATIONS  Hayden Wildfong, full-time Police Officer resigned effective January 22, 2024  Dillon Allen, full-time Laborer resigned effective February 2, 2024  Mark Wriggelsworth full-time Police Chief resigning effective February 9, 2024 NEW HIRES  Christine Waltz temporary part-time Election Assistant started January 30, 2024 OPEN POSITIONS - 7  Laborer (2) – External posting closed 1/26/2024 and applications are under review.  Utility Operator (1) – First round interviews were conducted, 2P ndP round interviews to take place 2/5/2024.  Administraive Assistant – DPW – Part-Time (1) – Posting under review.  Police Officer (1) – Posting under review.  Police Chief (1) – Considering potential applicants.  Seasonal Part-time Crossing Guard (1) - open until filled. • Training Updates  All officers attended Low Light Firearms Training on January 22, 2024.  Investigator Chick attended Behavioral Threat Assessment & Management Training on January 25, 2024.  Sergeant Budd attended Leadership for Police Supervisors January 29 – 31, 2024. 50 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us CAPITAL IMPROVEMENT PROGRAM PROJECTS Removed after one notice of complete. FY 2023-2024 Project Project Name/Description Status Completed STREETS, BRIDGES, SIGNALS(S) 2017-S16 Maple Street Bridge: Replacement 3Q project (rebidding), considering moving back to coordinate with Maple Street work under the recommendation of DDA. UTILITIES: SANITARY SEWER, STORM WATER, AND WATER DISTRIBUTION (U) 2019-U3b WWTP Plant Construction Pay Application 2 is being reviewed. 2022-U1 WWTP Headworks Huber Screen 3Q Project for Feb bid. 2023-U40 WWTP: Curtis Street Lift Station Replacement Curtis Street Lift station is scheduled for repairs once new pumps arrive. Construction bid for gravity line anticipated to be released in Spring. PARKS/ CEMETERY/ FORESTRY/ NONMOTORIZED (P) 2020-P4 Hayhoe Riverwalk Trail: Trail Wayfinding 4Q Project may delay further due to available grant funding. 2020- P6/ 8/12/13/14 Plan/ Design-Rayner, Lee Austin, Bond, Hayes Parks January Complete 2020-P9 DDA: Downtown Wayfinding Signage DDA established a sub-committee that is meeting to prepare RFP. 2020-P11 Rayner Park- Phase 1 Construction Site plan and play equipment options are available for review - 36TUhereU36T. Documents are being prepared for winter bidding to be submitted for DNR approval. Staff is working on board removal process for community. 2020-P15 Jefferson Trailhead/ Comm Garden Under construction, due to supply chain issues, project is requiring an extension to March. 2020-P21 Hayes Park: Capital Improvements Bid package being prepared 2022-P2 Maple Grove Cemetery: Trash Receptacles/ Section Signs Being considered at February 5, 2024 meeting. 2023-P3 DDA: Tree Replacement Awarded, Spring installation. MOTOR VEHICLE POOL (MVP) 2017-MVP18 Vehicle No. 24 Dump/Plow Truck Ordered, receipt anticipated in 2024 2018-MVP3 Vehicle No. 84 Police Patrol Anticipate being able to order in Feb. 2019-MVP6 Vehicle No. 802 Fire Expedition Received with equipping being scheduled. 2023-MVP1 Vehicle No. 88 New Police Patrol Anticipate being able to order by Feb. 51 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us BUILDING, PROPERTY, EQUIPMENT (B) 2017-B5b Building: Library Phase 1, Part 1 Interior work expected to be finished by March. CADL/City are continuing to apply for a grant to fill the gap and CADL is launching a local fundraising campaign. 2018-B23 Planning: Master Plan/Zoning Update Zoning updates are in progress, Zoning Ordinance Review Committee mtg is meeting monthly, but hasn’t scheduled their Jan meeting. 2018-B23a Cedar/127 Corridor Sub-area Plan Bids expected to be released by February 2019-B2b City Hall Renovations: Phase 1 /Carpet 3Q Project 2019-B8 Police: Car Port (7-Car Unit) 3Q Project 2020-B4 DPW: Facility Design Build Staff met with MPS and financial experts. Requested MPS decide on whether it is feasible for them to financially move forward with the project based on the possible agreement options by March 1. If they agree, a Pre-Construction Agreement will be negotiated for City Council consideration. 2022-B1 Ordinance Update: Planning, Subdivision, Signs, STR 3Q Project 2023-B1 City Hall: HVAC Controls Replacement In progress 2023-B4 Planning: Public Participation Plan & Communication Strategy 3Q Project ACTIVE PROJECTS STATUS UPDATES (PROJECTS NOT COORDINATED BY THE CITY) None. 52

City Manager’s Report: January 12, 2024 IMPORTANT DATES • Thursday, January 18, 2024, absentee ballots for the February 27, 2024, Presidential Primary will be mailed. • Monday, February 5, 2024, 6:30 PM – Joint City of Mason & Mason Public Schools Recognition Ceremony, Sycamore Room, City Hall • Monday, February 12, 2024, 6:00 PM – Joint City Council & Planning Commission CIP Workshop, Sycamore Room, City Hall • Saturday, February 17-25, 2024, various times- Early voting available for Presidential Primary. • Tuesday, February 27, 2024, Election Day for the Presidential Primary. • Monday, April 8, 2024, 6:30 PM- City Council Budget, Maple Room, City Hall • Tuesday, April 23, 2024, 4:00 PM- Deadline to file City Council filing packets for 2024 election. They are available now for pick up from the City Clerk. OPERATIONS General: • Staff met with the Ingham County Drain Commission to get updated on the projects planned for Franklin Farms and Rayner Park. Franklin Farms is ready to bid and expected to take place this summer. The City will be notified throughout the process regarding the assessment. While there is not a timeline for Rayner Park, they hope to start in Fall of 2024. • Staff met with Ingham County GIS staff to determine if there may be a partnership opportunity in preparation of next year’s GIS project. Currently, they are able to be a resource for the RFP process but do not have the capacity to assist on a contract basis. • Manager Stuart represented the City in a promotional video for MDOT regarding their projects in 2023 featuring the Columbia Street Bridge and 127 project. It has been released; the link to view is: 36T Uhttps://youtu.be/VtBbkdKICbcU36T Community Outreach: • The Mason Police Department donated $540 to the Mason Food Bank for No Shave November and December. Personnel: • Staffing Updates RESIGNATIONS  Cindy Wilson, part-time Administrative Assistant, resigning effective January 17, 2024. OPEN POSITIONS - 5  Election Assistant (1): Position has been offered and pre-employment screenings are being conducted.  Laborer (1) – Posted externally and closed January 26, 2024.  Utility Operator (1) – Closed externally January 9, 2024, and interviews will be scheduled soon.  Administraive Assistant – DPW – Part-Time (1) – Posting under review.  Seasonal Part-time Crossing Guard (1) - open until filled. 87 CAPITAL IMPROVEMENT PROGRAM PROJECTS Removed after one notice of complete. FY 2023-2024 Project Project Name/Description Status Completed STREETS, BRIDGES, SIGNALS(S) 2017-S16 Maple Street Bridge: Replacement 3Q project (rebidding), considering moving back to coordinate with Maple Street work under the recommendation of DDA. UTILITIES: SANITARY SEWER, STORM WATER, AND WATER DISTRIBUTION (U) 2019-U3b WWTP Plant Construction Pay Application 1 for $2,108,440.80 has been submitted. 2022-U1 WWTP Headworks Huber Screen 3Q Project for Feb bid. 2023-U4 South Water Tower Chlorine Analyzer Complete December 2023-U40 WWTP: Curtis Street Lift Station Replacement Curtis Street Lift station is having new failures that will require two pumps to be replaced. These were part of the original proposal that the County agreed to pay. PARKS/ CEMETERY/ FORESTRY/ NONMOTORIZED (P) 2020-P4 Hayhoe Riverwalk Trail: Trail Wayfinding 4Q Project may delay further due to available grant funding. 2020- P6/ 8/12/13/14 Plan/ Design-Rayner, Lee Austin, Bond, Hayes Parks Council to consider adoption at their January 15, 2024 meeting. 2020-P9 DDA: Downtown Wayfinding Signage DDA established a sub-committee that is meeting to prepare RFP. 2020-P11 Rayner Park- Phase 1 Construction Site plan and play equipment options are available for review - 36There36T. Documents are being prepared for winter bidding to be submitted for DNR approval. Staff is working on board removal process for community. 2020-P15 Jefferson Trailhead/ Comm Garden Under construction, due to supply chain issues, project is requiring an extension to March. 2020-P21 Hayes Park: Capital Improvements 3Q Project, will request Council prioritization at their January 15, 2024 meeting 2022-P2 Maple Grove Cemetery: Trash Receptacles/ Section Signs 3Q Project, in coordination with cemetery board, selecting signs for trash receptacles. 2023-P3 DDA: Tree Replacement Awarded, Spring installation. MOTOR VEHICLE POOL (MVP) 2017-MVP18 Vehicle No. 24 Dump/Plow Truck Ordered, receipt anticipated in 2024 2018-MVP3 Vehicle No. 84 Police Patrol Anticipate being able to order in Feb. 2019-MVP6 Vehicle No. 802 Fire Expedition Ordered 2023-MVP1 Vehicle No. 88 New Police Patrol Anticipate being able to order by Feb. 88 BUILDING, PROPERTY, EQUIPMENT (B) 2017-B5b Building: Library Phase 1, Part 1 Interior work expected to be finished by March. Updated estimates were received, and exterior work has a funding gap that is currently over $220,000. CADL/City are continuing to apply for a grant to fill the gap and CADL is launching a local fundraising campaign. Meeting with MEDC for potential crowd funding grant opportunity. Council is considering authorizing grant application at January 15, 2024 meeting. 2018-B23 Planning: Master Plan/Zoning Update Zoning updates are in progress, Zoning Ordinance Review Committee mtg is meeting monthly, but hasn’t scheduled their Jan meeting. 2018-B23a Cedar/127 Corridor Sub-area Plan Bids expected to be released by February 2019-B2b City Hall Renovations: Phase 1 /Carpet 3Q Project 2019-B8 Police: Car Port (7-Car Unit) 3Q Project 2020-B4 DPW: Facility Design Build Staff is meeting in Jan with bond experts and MPS to discuss recommended structure and agreements 2022-B1 Ordinance Update: Planning, Subdivision, Signs, STR 3Q Project 2023-B1 City Hall: HVAC Controls Replacement In progress 2023-B4 Planning: Public Participation Plan & Communication Strategy 3Q Project ACTIVE PROJECTS STATUS UPDATES (PROJECTS NOT COORDINATED BY THE CITY) None. 89

City Manager’s Report: December 15, 2023 OPERATIONS General: • Manager Stuart represented the City in a promotional video for MDOT regarding the Columbia Street Bridge and 127 project. It is expected to be released in the next few weeks. • Manager Stuart attended the MML and MML Foundation Board meetings where projects and initiatives for the next year were discussed. • Director Hude represented the City in a promotional video produced by LEAP announcing the transition of the Public Art for Communities (PAFC) grant program to the Arts Council of Greater Lansing (ACGL). Available to view at: 36TUhttps://www.youtube.com/watch?v=ndBzl5gEFf8U36T. Community Outreach: • Officers Demo, Washington, and Chief Wriggelsworth participated in Shop with a Cop. • Officers Thompson, Wildfong and Chief Wriggelsworth, and Firefighters Powless, March, Etzel, Baughman, and Cook participated in Shop with a Hero. • Officer Birr, Officer Thompson, and Stella Emens delivered No Senior without Christmas packages. • City staff has adopted multiple families this holiday season and has donated over $600 towards the cause. Personnel: • Trainings  Clerk Jarvis attended the Michigan Association of Municipal Clerk’s Master Academy November 28 -30, 2023.  Officer Justin Demo attended Defensive Tactics Instructor refresher training December 6 - 8, 2023. • Staffing Updates, PROMOTIONS/TRANSFERS:  Jeff Rewerts appointed as Utilities Director effective December 10, 2023.  Levi Rice appointed as Public Works Foreman effective December 10, 2023.  Kirk Crawford appointed as Public Works Director effective December 12, 2023  Roger Pfannenschmid appointed as Public Works Foreman effective December 18, 2023.  Eric Ream and Michael Hersey were appointed as Utilities Foreman effective December 18, 2023. OPEN POSITIONS-4:  Laborer (1) - posting under review.  Utility Operation (1) - posting under review.  Temporary Election Assistant (1) position will close January 3, 2024  Seasonal Part-time Crossing Guard (1) - open until filled. 82 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us CAPITAL IMPROVEMENT PROGRAM PROJECTS Removed after one notice of complete. FY 2023-2024 Project Project Name/Description Status Completed STREETS, BRIDGES, SIGNALS(S) 2017-S16 Maple Street Bridge: Replacement 3Q project (rebidding) UTILITIES: SANITARY SEWER, STORM WATER, AND WATER DISTRIBUTION (U) 2019-U3b WWTP Plant Construction Change Order summary is attached for reference. Pay Application 1 for $2,108,440.80 is being reviewed for payment. 2022-U1 WWTP Headworks Huber Screen 3Q Project for Feb bid. 2023-U4 South Water Tower Chlorine Analyzer Installation planned by Jan 1. 2023-U40 WWTP: Curtis Street Lift Station Replacement Curtis Street Lift station is back to operational with final invoices being prepared for County. City has closed on property. PARKS/ CEMETERY/ FORESTRY/ NONMOTORIZED (P) 2020-P4 Hayhoe Riverwalk Trail: Trail Wayfinding 4Q Project may delay further due to available grant funding. 2020- P6/ 8/12/13/14 Plan/ Design-Rayner, Lee Austin, Bond, Hayes Parks Anticipate presentation to Council in Jan. 2020-P9 DDA: Downtown Wayfinding Signage DDA established a sub-committee that is meeting to prepare RFP. 2020-P11 Rayner Park- Phase 1 Construction Site plan and play equipment options are available for review - 36There36T. Documents are being prepared for winter bidding to be submitted for DNR approval. Staff is working on board removal process for community. 2020-P15 Jefferson Trailhead/ Comm Garden Under construction, anticipate completion by Feb. 2020-P21 Hayes Park: Capital Improvements 3Q Project, will request Council prioritization in Jan. 2022-P2 Maple Grove Cemetery: Trash Receptacles/ Section Signs 3Q Project, in coordination with cemetery board, selecting signs for trash receptacles. 2023-P3 DDA: Tree Replacement Awarded, Spring installation. MOTOR VEHICLE POOL (MVP) 2017-MVP18 Vehicle No. 24 Dump/Plow Truck Ordered, receipt anticipated in 2024 2018-MVP3 Vehicle No. 84 Police Patrol Anticipate being able to order in Feb. 2019-MVP6 Vehicle No. 802 Fire Expedition Ordered 2022-MVP5 Equip. No. 37 Public Works Gator Complete December 2022-MVP7 Equip. No. 82 Chipper Complete, contingent on City Council consideration at Dec 18 meeting. December 2023-MVP1 Vehicle No. 88 New Police Patrol Anticipate being able to order by Feb. 83 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us BUILDING, PROPERTY, EQUIPMENT (B) 2017-B5b Building: Library Phase 1, Part 1 Interior work expected to be finished by March. Updated estimates were received, and exterior work has a funding gap that is currently over $220,000. CADL/City are continuing to apply for a grant to fill the gap and CADL is launching a local fundraising campaign. Meeting with MEDC for potential crowd funding grant opportunity. 2018-B23 Planning: Master Plan/Zoning Update Zoning updates are in progress, Zoning Ordinance Review Committee mtg is meeting monthly, but hasn’t scheduled their Jan meeting. 2018-B23a Cedar/127 Corridor Sub-area Plan Bids expected to be released by January. 2019-B2b City Hall Renovations: Phase 1 /Carpet 3Q Project 2019-B8 Police: Car Port (7-Car Unit) 3Q Project 2020-B4 DPW: Facility Design Build Preparing bid package, staff anticipates bidding February. Staff is meeting in Jan with bond experts and MPS to discuss recommended structure. 2022-B1 Ordinance Update: Planning, Subdivision, Signs, STR 3Q Project 2023-B1 City Hall: HVAC Controls Replacement In progress 2023-B4 Planning: Public Participation Plan & Communication Strategy 3Q Project ACTIVE PROJECTS STATUS UPDATES (PROJECTS NOT COORDINATED BY THE CITY) None. 84 Notes: Estimated, pending final estimate Total Contingency: $2,347,657 Date: December 18, 2023 Change directive sent, pending estimate Staff Authorized to: $1,000,000 Reference ID Description Submitted By Received By Date Submitted Date Authorized/Returned Response CCI Change Number Confirmed Add/Deduct Total Contingency After Change Change Order Change Order Date Change Order Authorized Date RFI-004 Tree removal as required (25 large trees, 17 smaller trees) in order for installation of bentonite slurry wall. Additional trees (invasive cottonwoods) were also remeved after determined to be a threat to tank operations due to branches and seeds. Tree buffer will be installed by completion of project in this area (10 were included in project and six will be added in landscaping change order). CCI HRC/City 10/19/23 10/20/23 Proceed with tree removals CI002 29,928.37 $ $2,317,728.63 C/0: 01 12/8/2023 12/15/2023 RFI-009 Demolition of 15x60 tank discovered during demolition of old tricking filters CCI HRC/City 10/26/23 10/27/23 Proceed with tank demo 16,000.00 $ $2,301,728.63 RFI-008, Other Slurry wall impacts (credit for removal of slurry wall sections and add for soil stabilization) CCI HRC/City 11/8/23 11/8/23 Proceed with modifications to wall (75,000.00) $ $2,376,728.63 WCD-001 Consumers Power requirements for second natural gas meter HRC CCI 11/8/23 TBD - pending change from CCI - $ $2,376,728.63 WCD-002 Landscaping for plan review requirements (ornamental fencing, additional landscaping) HRC/City CCI 12/6/23 TBD - pending change from CCI - $ $2,376,728.63 https://masoncitymi-my.sharepoint.com/personal/deborahs_mason_mi_us/Documents/Change_Order_Log (002) (003) DS 12.18.23

City Manager’s Report: December 1, 2023 OPERATIONS • 2024 Street Construction and Special Assessment Process: • City staff met with MDOT representatives regarding grant requirements for this street work this week and further defined the required scope. Additional approvals and resolutions by City Council will likely be required to meet the grant requirements. • Property Owners that need service line inspection due to suspected lead have been notified to address during construction if needed. • Impacted Property Owner Open Houses are scheduled in City Hall, Sycamore Room, on:  December 11 - 6:00 PM to 7:00 PM (Monday)  December 13 - 12:30 PM to 1:30 PM (Wednesday) • Most up-to-date information can be found at: 36TUmason.mi.us/streetconstructionU36T. • General: • Director Hude represented the City in a promotional video produced by LEAP announcing the transition of the Public Art for Communities (PAFC) grant program to the Arts Council of Greater Lansing (ACGL). She served on the LEAP PAFC committee and serves also on the ACGL Creative Placemaking Summit Steering Committee. A recent press release on the transition features “Silver Respite” located at the S. Jefferson Trailhead. This piece was installed with funding through the PAFC. PAFC also provided funding for the Downtown Mason Art Alleys, and the sculpture in front of Dart Bank. • The City received $690.25 from the BVP Grant (Patrick Leahy Bulletproof Vest Partnership) for two police officer vests purchased in 2022-2023. • City Staff met with County officials regarding some exciting, planned projects this summer including a Courthouse renovation, Hillard Building improvements, and parking lot improvement. These projects will take place throughout the summer of 2024 and will involve street closures, parking areas being blocked, and significant scaffolding around the clock tower. We discussed regular events and potential impacts as well as expected communication with impacted businesses. • The Environmental Protection Agency announced this week that they are proposing a Lead and Copper Rule to increase the timeline for lead replacement. It would require completion within 10 years, instead of the current 20 years. Based on the recent study of our lines, we believe we now have approximately 452 service lines to replace. Starting in this budget process, we will now be targeting 23 replacements a year at approximately $160,000 per year. However, with this proposed change, that would change to 46 replacements at approximately $320,000 per year. There is no identified funding for this change and would likely fall on existing users. • Personnel: o Trainings  Staff Assistant Emens attended a 3-day federal firearms prohibition training, through FBI NICS, November 14, 15, & 16, 2023.  Officers Putman and Demo attended CIT Training (Tri-County Crisis Intervention Team), the week of November 27, 2023. o Staffing Updates, Current Open Positions (3) OPEN POSITIONS:  Utility Foreman (2) and DPW Foreman (1). Internal posting with closing date of December 5, 2023.  Seasonal Part-time Crossing Guard (1) - Open until filled. • Traffic Complaints: o A speed complaint was received for the E Cherry/Rogers-E Cherry/Barnes area. Targeted enforcement occurred at 42 various times over the last few weeks with an emphasis on school start/end times with no speed violations observed. Officers have completed their assignments. Status: Closed 40 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us CAPITAL IMPROVEMENT PROGRAM PROJECTS Removed after one notice of complete. FY 2023-2024 Project Project Name/Description Status Completed STREETS, BRIDGES, SIGNALS(S) 2017-S16 Maple Street Bridge: Replacement 3Q project (rebidding) UTILITIES: SANITARY SEWER, STORM WATER, AND WATER DISTRIBUTION (U) 2019-U3b WWTP Plant Construction Bi-weekly construction meetings are occurring with staff. Contractors are encountering issues with soils that will result in more dewatering measures to occur. Contractors hope to have earth retention established by Dec/Jan, piping for Oxidation Ditch in Feb, form work for Oxidation Ditch in March. The first approved pay request is anticipated by the end of month. 2022-U1 WWTP Headworks Huber Screen 3Q Project for Feb bid. 2023-U2 Water Service Line Replacement The contractor anticipates completion of final this week. December 2023-U4 South Water Tower Chlorine Analyzer Installation planned by Jan 1. 2023-U40 WWTP: Curtis Street Lift Station Replacement Curtis Street Lift station is back to operational with final invoices being prepared for County. County has not closed on property yet. PARKS/ CEMETERY/ FORESTRY/ NONMOTORIZED (P) 2020-P4 Hayhoe Riverwalk Trail: Trail Wayfinding 4Q Project may delay further due to available grant funding. 2020- P6/ 8/12/13/14 Plan/ Design-Rayner, Lee Austin, Bond, Hayes Parks Anticipate presentation to Council in January. 2020-P9 DDA: Downtown Wayfinding Signage DDA established a sub-committee that is meeting to prepare RFP. 2020-P11 Rayner Park- Phase 1 Construction Site plan and play equipment options are available for review - 36There36T. Documents are being prepared for winter bidding and requires DNR approval. 2020-P15 Jefferson Trailhead/ Comm Garden Under construction, anticipate completion by Feb. 2020-P21 Hayes Park: Capital Improvements 3Q Project, will request Council prioritization in January. 2022-P2 Maple Grove Cemetery: Trash Receptacles/ Section Signs 3Q Project, in coordination with cemetery board, selecting signs for trash receptacles. 2023-P3 DDA: Tree Replacement Awarded, Spring installation. MOTOR VEHICLE POOL (MVP) 2017-MVP18 Vehicle No. 24 Dump/Plow Truck Ordered, receipt anticipated in 2024 2018-MVP3 Vehicle No. 84 Police Patrol Anticipate being able to order in February 2019-MVP6 Vehicle No. 802 Fire Expedition Ordered 2022-MVP5 Equip. No. 37 Public Works Gator Ordered; anticipated arrival in February 2022-MVP7 Equip. No. 82 Chipper Anticipate bringing payoff purchase of rental at December 18 meeting. 2023-MVP1 Vehicle No. 88 New Police Patrol Anticipate being able to order by February 41 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us BUILDING, PROPERTY, EQUIPMENT (B) 2017-B5b Building: Library Phase 1, Part 1 Interior work expected to be finished by March. Updated estimates were received, and exterior work has a funding gap that is currently over $220,000. CADL/City are continuing to apply for a grant to fill the gap and CADL is launching a local fundraising campaign. Meeting with MEDC for potential crowd funding grant opportunity. 2018-B23 Planning: Master Plan/Zoning Update Zoning updates are in progress, Zoning Ordinance Review Committee mtg is scheduled to meet December 12, from 5 PM to 7 PM in the Sycamore Room in City Hall. 2018-B23a Cedar/127 Corridor Sub-area Plan Bids expected to be released by January. 2019-B2b City Hall Renovations: Phase 1 /Carpet 3Q Project 2019-B8 Police: Car Port (7-Car Unit) 3Q Project 2020-B4 DPW: Facility Design Build Preparing bid package, staff anticipates bidding February 2022-B1 Ordinance Update: Planning, Subdivision, Signs, STR 3Q Project 2023-B1 City Hall: HVAC Controls Replacement In progress 2023-B4 Planning: Public Participation Plan & Communication Strategy 3Q Project ACTIVE PROJECTS STATUS UPDATES (PROJECTS NOT COORDINATED BY THE CITY) None. 42 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us CONSTRUCTION NOTICE 2024 Street Construction Planning: Directly Impacted Property Owners and Tenants Work Details: Planning Phase Road construction of the following roads is planned for Spring 2024! Pre-work is occurring now so you may see activity on your road including markings on the street and staff investigating water service lines. The outline of improvements below is part of our initial plan and is subject to change based on resident feedback and further investigation. Additional notices will follow including when specific construction will start, if approved. Public Meetings Public meetings regarding the work planned on these streets are scheduled in City Hall, Sycamore Room, on: • December 11 - 6:00 PM to 7:00 PM (Monday) • December 13 - 12:30 PM to 1:30 PM (Wednesday) Type of Meeting: Informal (children are welcome), drop in style. Stop by anytime during allotted times or reach out to Customer Service to identify a different time. Your feedback is critical to this process. How to prepare: These planning meetings make sure that we consider the feedback from those most familiar with the street. Before the meeting, observe the condition of your driveway approach, sidewalk, and street in front of your home. Be sure to consider any past issues you may have had related to drainage, pooling of water, regular pothole areas, etc. Finally, this is the best time to do other private work, so let us know if you have any plans. What you will learn: The plan for your street and the impact on your property, including any anticipated assessments. Future Opportunities for Engagement January – March: Look for additional notices regarding these opportunities for comment. • City Council Meeting - Consideration of Special Assessment District (SAD) • Open Houses – SAD Public consideration • Public Hearing of Necessity, SAD - Public Comments and City Council final decision • Public Hearing of Apportionment, SAD – Public Comments and City Council final decision E Elm St – South Alley S Jefferson St to S Rogers St Work will include pulverizing the existing pavement, grading, and repaving the alley and other ancillary work as necessary for a complete and finished project. S McRoberts Street W Columbia St to W Ash St Steele Street E Ash St to E Elm St Foxview Lane Middlebury Lane Peachtree Place W Columbia to W South St Work will include pulverizing the existing pavement, grading, and repaving the street, miscellaneous concrete work (drive approaches and sidewalk), ADA ramp improvements as required, and other ancillary work as necessary for a complete and finished project (tree trimming, fire hydrant replacement, etc.) Note: Peachtree is still being evaluated on whether reconstruction is required. 43 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us 2 Maps of Work Areas S McRoberts St Foxview, Middlebury, Peachtree Pl Steele St E Elm St – South Alley Resources If you have questions about the upcoming work or have any issues during construction, please contact us. (11.15.23) Customer Service: 8:30 AM – 4:30 PM, M-F 517.676.9155 or info@mason.mi.us City Hall: 201 W. Ash St, Mason, MI 48854 Website: www.mason.mi.us Steele St S McRoberts St W Sycamore St Ash St W Columbia St Peachtree Pl Foxview Ln. Middlebury Ln. 44

City Manager’s Report: November 17, 2023 OPERATIONS • General: o Sergeant Budd, Officer Thompson, and Property Room Manager Hull worked with our partners at the Ingham County Sheriff’s Office (ICSO) in destroying 363 pounds of unwanted medication on November 9, 2023. This was received in the drop-box inside the front doors of City Hall over the last year and a half since our last destruction. o The City has received notification that Loomis, Ewert Parsley, Davis & Gotting P.C. will be dissolving and our labor attorney, Michael Kluck, will be with Foster, Swift, Collins & Smith, P.C. going forward. This change will not affect the fees that we currently pay. The new vendor will be added to the Professional Vendor listing for approval in January. o On November 7, 2023, there was a hearing at the Court of Appeals related to the Esquire Development v. City of Mason lawsuit. We received no indication based on the questions or responses from the judges on which way they are leaning and there is no timeline for an opinion. Some are issued very quickly, and others take months. Staff will keep the Council apprised. • Special Event Use- Administrative Approval: Hayhoe Riverwalk Trail, December 10, 2023, 1:00 PM – 3:00 PM, which includes stations along the Hayhoe Riverwalk Trail, between N. East Street and Howell Rd for New Wine Church’s Over the River event. • Personnel: Trainings o Officer Michele attended FTO Update Training through DeWolf & Associates, November 9, 2023. Staffing Updates, Current Open Positions (3) NEW HIRES: o Full-Time Police Officer – Matthew Birr will be starting Monday, November 27, 2023. This will make the police department fully staffed. o Melvin Hull has been transferred from a contract position to a temporary part-time Property Room Manager effective November 20, 2023. OPEN POSITIONS: o Utility Foreman (2) and DPW Foreman (1). To be posted contingent on approvals of Utility Director and DPW Director on November 20, 2023 o Seasonal Part-time Crossing Guard (1) - Open until filled. • Traffic Complaints: o A speed complaint was received for the E Cherry/Rogers-E Cherry/Barnes area. Officers have been assigned to the area. Open until November 30, 2023. 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us CAPITAL IMPROVEMENT PROGRAM PROJECTS Removed after one notice of complete. FY 2023-2024 Project Project Name/Description Status Completed STREETS, BRIDGES, SIGNALS(S) 2017-S16 Maple Street Bridge: Replacement 3Q project (rebidding) UTILITIES: SANITARY SEWER, STORM WATER, AND WATER DISTRIBUTION (U) 2019-U3b WWTP Plant Construction Bi-weekly construction meetings are occurring with staff. Contractors are encountering issues with the slurry wall holding up, so adjustments may need to be evaluated. Staff has identified issues with the need to move forward quickly and lack of authorization to change orders. Staff plans on bringing something to Council for consideration to address this at next meeting. 2022-U1 WWTP Headworks Huber Screen 3Q Project 2023-U2 Water Service Line Replacement Contractor anticipates starting replacements of 13 on Nov 13 2023-U4 South Water Tower Chlorine Analyzer On order, anticipate 4–6-month lead time (December – February). 2023-U40 WWTP: Curtis Street Lift Station Replacement Negotiating necessary easements for gravity line. Finalizing License Agreement, County has not closed on property yet. PARKS/ CEMETERY/ FORESTRY/ NONMOTORIZED (P) 2020-P3 Hayhoe Riverwalk Trail – Eval. & Repair Complete November 2020-P4 Hayhoe Riverwalk Trail: Trail Wayfinding 3Q Project 2020- P6/ 8/12/13/14 Plan/ Design-Rayner, Lee Austin, Bond, Hayes Parks Updating plans per Council direction. 2020-P9 DDA: Downtown Wayfinding Signage DDA established a sub-committee that is meeting to prepare RFP. 2020-P11 Rayner Park- Phase 1 Construction Site plan and play equipment options are available for review - 36TUhereU 36T. Documents are being prepared for winter bidding and requires DNR approval. 2020-P15 Jefferson Trailhead/ Comm Garden Under construction. 2020-P21 Hayes Park: Capital Improvements 3Q Project, will need Council on prioritization. 2022-P2 Maple Grove Cemetery: Trash Receptacles/ Section Signs 3Q Project, in coordination with cemetery board, selecting signs for trash receptacles. 2023-P3 DDA: Tree Replacement Awarded, Spring installation. MOTOR VEHICLE POOL (MVP) 2017-MVP18 Vehicle No. 24 Dump/Plow Truck Ordered, receipt anticipated in 2024 2018-MVP3 Vehicle No. 84 Police Patrol Anticipate being able to order in February 2019-MVP6 Vehicle No. 802 Fire Expedition Ordered 2022-MVP5 Equip. No. 37 Public Works Gator Ordered; anticipated arrival in February 2022-MVP7 Equip. No. 82 Chipper Anticipate bringing payoff purchase of rental at future meeting. 2023-MVP1 Vehicle No. 88 New Police Patrol Anticipate being able to order by February 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us BUILDING, PROPERTY, EQUIPMENT (B) 2017-B5b Building: Library Phase 1, Part 1 Interior work expected to be finished by March. Updated estimates were received, and exterior work has a funding gap that is currently over $220,000. CADL/City are continuing to apply for a grant to fill the gap and plan to launch a local fundraising campaign in Nov. Meeting with MEDC for potential crowd funding grant opportunity. 2018-B23 Planning: Master Plan/Zoning Update Zoning updates are in progress, Zoning Ordinance Review Committee mtg is scheduling December meeting. 2018-B23a Cedar/127 Corridor Sub-area Plan Bids expected to be released by January. 2019-B2b City Hall Renovations: Phase 1 /Carpet 3Q Project 2019-B8 Police: Car Port (7-Car Unit) 3Q Project 2020-B4 DPW: Facility Design Build Preparing bid package, staff anticipates bidding Nov/Dec. 2022-B1 Ordinance Update: Planning, Subdivision, Signs, STR 3Q Project 2023-B1 City Hall: HVAC Controls Replacement In progress 2023-B4 Planning: Public Participation Plan & Communication Strategy 3Q Project ACTIVE PROJECTS STATUS UPDATES (PROJECTS NOT COORDINATED BY THE CITY) None. 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us 2024 HOLIDAY SCHEDULE MASON CITY HALL & MAPLE GROVE CEMETERY HOLIDAYS (FACILITIES ARE CLOSED AND ONLY ESSENTIAL SERVICES ARE AVAILABLE) NOTE: Grave openings cannot be scheduled on these holidays, except during Minimum Staffing Days. Friday, March 29, 2024 ......................................................................... Good Friday Monday, May 27, 2024 ........................................................................ Memorial Day Thursday, July 4, 2024 .......................................................................... Independence Day Monday, September 2, 2024 ................................................................ Labor Day Monday, November 11, 2024............................................................... Veterans Day Thursday & Friday, November 28 & 29, 2024 ...................................... Thanksgiving Holiday Tuesday, December 24, 2022 ............................................................... Christmas Eve Wednesday, December 25, 2024 ......................................................... Christmas Day Tuesday, December 31, 2024 ............................................................... New Year’s Eve Holiday Wednesday, January 1, 2025................................................................ New Year’s Day Holiday IN-SERVICE TRAINING/ MINIMUM STAFF DAYS (FACILITIES ARE CLOSED TO PUBLIC) Monday, January 15, 2024 ................................................................... Martin Luther King Jr. Birthday Monday, February 19, 2024 ................................................................. Washington’s Birthday Wednesday, June 19, 2024 .................................................................. Juneteenth National Independence Day Monday, October 14, 2024 ................................................................... Columbus Day / Indigenous Peoples’ Day Thursday, Friday, Monday, December 26, 27, & 30, 2024 ................... Minimum Staffing Days - Utentative 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us Capital Improvement Program, Budget & Special Assessment 2024/2025 Timeline DATE CAPITAL IMPROVEMENT PROGRAM BUDGET 11/27/23 SAD: DPW Dir/Engineer complete assessment recommendation, provide to assessor (addresses and linear feet) 12/5/23 SAD: Assessor completes roll. Roll shall include name, address of parcel, mailing address, legal description as per tax roll, and number of front feet. Copy to Clerk, Finance, Eng, CM, DPW Dir. Week of December 11 SAD Public Engagement- Planning DPW/ CM Hold (at least 2, 1 in neighborhoods) Open Houses with drawings for feedback on project planning and discussion of assessment process 12/31/23 CIP: DH’s submit review worksheet and any new projects to CM 1/5/24 CIP: CM provides draft CIP project table is provided to DH’s 1/9/24 CIP/ BUDGET: LEADERSHIP STRATEGY MEETING • Capital and staffing priorities discussed by Leadership Team. DHs: Pitch any changes in organizational structure/ staffing or changes in capital priorities. 1/15/24 SAD Council Engagement: Council consideration of • Special Assessment Res 1 which tentatively declares their intention to make certain improvements and authorizes the engineer to make estimates for those improvements. • Special Assessment Res 2, which orders the Clerk to give notice of a public hearing (Hearing of Necessity) to the owners of the properties abutting the project. The purpose of this hearing is to hear any and all objections or comments concerning the improvements. If approved, engineer provides estimates of the project. Assessor prepares roll using estimates. 1/16/24 SAD: • Clerk publish ads for hearing of necessity. (Must be 10 days before public hearing Sec 66-4) Must be published in paper Jan 21, 2024 • Clerk sends notice of hearing of necessity to property owners by return receipt mail. Include Assessment Guide, flow chart, public engagement meetings, and anticipated assessment. 1/19/24 CIP: CM provides draft CIP narrative is provided to DH’s. 1/22/24 BUDGET: Finance distributes three-year Operational Budget estimates to DHs. Early in Week of January 29 SAD Public Engagement- Necessity DPW/ CM Hold (at least 2) Open Houses with updated drawing, anticipated SAD (you are anticipated or not anticipated to have a special assessment), assessment/ project flow chart Jan/ Feb CIP Public Engagement- Hold Open Houses as needed for other projects 2/2/24 BUDGET: DHs submit all budget requests to Finance 2/5/24 SAD Council/ Public Engagement: Council holds Hearing of Necessity and consideration of: • Special Assessment Res 3, which determines that the Council agrees to make the street and related improvements. The resolution further orders the Assessor to prepare a special assessment roll which will include the cost to be assessed to each property owner. • Special Assessment Res 4, which orders the City Clerk to give notice to all persons on the Special Assessment roll of the review of said special assessment roll at a public meeting (Hearing of Apportionment). 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us 2/6/24 SAD: Engineer to send out bid specifications and advertisements requesting bids for project. Immediately following Resolution 3. 2/6/24 CIP: Distribute proposed Budget/ CIP Books to stakeholders and public (Only with CIP) 2/12/24 Or 2/13/24 CIP Council, Planning Commission Engagement JOINT WORKSHOP (CM presents- DHs to attend); review draft CIP and discuss new project applications or changes to timelines, CC/PC feedback 2/13/24 SAD: • Clerk Publish notices for Hearing of Apportionment of Special Assessment roll. (must be 10 days before hearing) Must be published in paper February 18P th • Clerk sends notice to all property owners advising of the public Hearing of Apportionment of Special Assessment roll. This is sent by return receipt mail. 2/21/24 SAD: Bids received and opened at 10:00 a.m. Engineer review bids and recommends to Council. 2/26/24 SAD: Assessor applies actual cost to Special Assessment roll and turns over roll to Clerk (copy to Finance). 2/28/24 CIP: CM updates from workshop provides to DH’s BUDGET: LDFA, DDA, Cemetery Budget Due, Liaisons provide all changes to Finance 3/4/24 SAD Council Engagement: Council holds public Hearing of Apportionment. • Council presented with Special Assessment Res 5, which is the approval of the Special Assessment Roll. • If Council Approves the Special Assessment Roll, a City Council Resolution accepting a bid for the project is presented. 3/11/24 SAD: Finance sends notices by regular mail advising property owners of amount due and payment options available. Send Notice after Pre-Construction with timelines and what to expect. 3/12/24 CIP Planning Commission/ Public Engagement: Consider recommending final CIP to Council. (Open House for CIP, Public Hearing for CIP) 3/18/24 CIP Council Engagement considers adopting PC recommended CIP BUDGET: CM incorporate any CIP changes, confirm final budget adjustments with dept heads 4/1/24 BUDGET: Distribute draft proposed budget book inserts at 1P stP council meeting in April 4/1 –5/31/24 SAD: Payoff of current year installment accepted to avoid being applied to tax statement. 4/3/24 BUDGET: DHs review annual vendors and Finance of any changes with reasoning 4/10-4/11/24 BUDGET Council Engagement: BUDGET WORKSHOP (CM presents-DHs to attend) review draft Budget and discuss trends/ personnel changes, CC feedback 4/26/24 BUDGET: CM distributes final proposed budget with changes from workshop internally. 5/6/24 BUDGET Council/ Public Engagement: Holds public hearing, considers adopting final budget. Must be adopted by 5/20 per Sec 8.4. Notice published by Finance. June 2024 SAD: First installment of special assessment applied to summer tax statements

City Manager’s Report: November 3, 2023 OPERATIONS • General: o The City has finalized negotiations with the MMR and the Mason Area participants for Ambulance Services. A contract will be presented at the next meeting that includes a two-year extension with no cost to the City. • Financial: o The City applied for and has been selected for a Transportation Economic Development Fund (TEDF) Category B grant for up to $250,000, not to exceed 27% of the total eligible construction cost for fiscal year 2024-2025 for the eligible streets for this year. o The City applied for and has been selected for reimbursement of purchased firefighter turnout gear in the amount of $10,712. The MI Fire Equipment Grant has been established to provide funding for the purchase of fire equipment for Michigan’s part time, on call, or volunteer firefighters. o The City was notified that next year’s inflation rate multiplier that assessors will use for property values is 5%. The inflation rate is 5.1% but 5% is the max they can use. • Storm Recovery Update: o All City clean-up is completed. 42 trees need to be removed by the contractor and about a quarter have been completed. Of the $197,723.24 approved in emergency expenditures, we have spent $112,580 for overtime, equipment rental, tree removals, dumpsters, and disposal. This does not include regular hours that will also be sent for FEMA reimbursement. • Personnel: o The Police Department is participating in No Shave November beginning November 1 – December 31, 2023. The proceeds raised will benefit the Mason Food Bank. Trainings: o Michigan Municipal League Convention- The City Manager attended with the Mayor and Mayor Pro Tem on October 17-19, 2023. Some of the most beneficial sessions that I would be happy to expand on included “From Conflict to Conversation” and “Reconnecting to Our Sense of Place.” o Officer Michele attended Professional Policing training on October 13, 2023. o Officers Washington, Chick, Bradley, and Sergeant Fairbotham attended Capital Region Integrated Critical Skills (CRICS) on October 24, 2023. o Sergeant Fairbotham attended Supervision/Management of the FTO Program, November 1-3, 2023. Staffing Updates: Current Open Positions (3) NEW HIRES: o Full-Time Police Officer – Matthew Birr will be starting Monday, November 27, 2023. OPEN POSITIONS: o DPW Director (1) – Not posted, restructuring area prior to posting. o Utility Supervisor (1) – Not posted, restructuring area prior to posting. o Seasonal Part-time Crossing Guard (1) - Open until filled. • Traffic Complaints: o A speed complaint was received for the E Cherry/Rogers-E Cherry/Barnes area. Officers have been assigned to the area. Open until November 30, 2023. Updated 11.6.23 207 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us CAPITAL IMPROVEMENT PROGRAM PROJECTS Removed after one notice of complete. FY 2023-2024 Project Project Name/Description Status Completed STREETS, BRIDGES, SIGNALS(S) 2017-S14/ 2017-U27 E Cherry St: S Rogers St to End Complete, pending final restoration October 2017-S16 Maple Street Bridge: Replacement 3Q project (rebidding) 2023-S1 E Cherry St South Alley: S Jefferson St to S Rogers St Complete, pending final restoration October UTILITIES: SANITARY SEWER, STORM WATER, AND WATER DISTRIBUTION (U) 2019-U3b WWTP Plant Construction First phase demolition is almost complete. Bi- weekly construction meetings are occurring with staff and project is anticipated to slow during winter months. 2022-U1 WWTP Headworks Huber Screen 3Q Project 2023-U2 Water Service Line Replacement Contractor anticipates starting replacements of 13 on Nov 13 2023-U3 Hunting Meadows/ Stag Thicket Valve Complete, pending final restoration October 2023-U4 South Water Tower Chlorine Analyzer On order, anticipate 4–6-month lead time (December – February). 2023-U40 WWTP: Curtis Street Lift Station Replacement Negotiating necessary easements for gravity line. Finalizing License Agreement, County has not closed on property yet. PARKS/ CEMETERY/ FORESTRY/ NONMOTORIZED (P) 2020-P1 Columbia Bridge: Non-Motorized Completed, pending additional delineators being added. October 2020-P3 Hayhoe Riverwalk Trail – Eval. & Repair Under construction. 2020-P4 Hayhoe Riverwalk Trail: Trail Wayfinding 3Q Project 2020- P6/ 8/12/13/14 Plan/ Design-Rayner, Lee Austin, Bond, Hayes Parks Updating plans per Council direction. 2020-P9 DDA: Downtown Wayfinding Signage DDA established a sub-committee that is meeting to prepare RFP. 2020-P11 Rayner Park- Phase 1 Construction Site plan and play equipment options are available for review - here. Documents are being prepared for winter bidding, requires DNR approval 2020-P15 Jefferson Trailhead/ Comm Garden Under construction. 2020-P21 Hayes Park: Capital Improvements 3Q Project, will need Council on prioritization. 2022-P1 Maple Grove Cemetery: Columbarium Complete October 2022-P2 Maple Grove Cemetery: Trash Receptacles/ Section Signs 3Q Project, in coordination with cemetery board, selecting signs for trash receptacles. 2023-P3 DDA: Tree Replacement Awarded, Spring installation. MOTOR VEHICLE POOL (MVP) 2017-MVP18 Vehicle No. 24 Dump/Plow Truck Ordered, receipt anticipated in 2024 2018-MVP3 Vehicle No. 84 Police Patrol Anticipate being able to order in November 2019-MVP6 Vehicle No. 802 Fire Expedition Ordered 2022-MVP5 Equip. No. 37 Public Works Gator Ordered; anticipated arrival in November 2022-MVP7 Equip. No. 82 Chipper Anticipate bringing payoff purchase of rental to November 20th Meeting Updated 11.6.23 208 201 West Ash Street; Mason, MI 48854-0370 Office: 517.676.9155; Website: www.mason.mi.us 2023-MVP1 Vehicle No. 88 New Police Patrol Anticipate being able to order by November BUILDING, PROPERTY, EQUIPMENT (B) 2017-B5b Building: Library Phase 1, Part 1 Interior work expected to be finished by March. Updated estimates were received, and exterior work has a funding gap that is currently over $220,000. CADL/City are continuing to apply for a grant to fill the gap and plan to launch a local fundraising campaign in Nov. Meeting with MEDC for potential crowd funding grant opportunity. 2018-B23 Planning: Master Plan/Zoning Update Zoning updates are in progress, Zoning Ordinance Review Committee mtg has been scheduled for Tuesday, November 7 at 5 pm. 2018-B23a Cedar/127 Corridor Sub-area Plan Bids expected to be released by January. 2019-B2b City Hall Renovations: Phase 1 /Carpet 3Q Project 2019-B8 Police: Car Port (7-Car Unit) 3Q Project 2020-B4 DPW: Facility Design Build Preparing bid package, staff anticipates bidding Nov/Dec. 2022-B1 Ordinance Update: Planning, Subdivision, Signs, STR 3Q Project 2023-B1 City Hall: HVAC Controls Replacement In progress 2023-B3 Police: Taser Replacement Complete October 2023-B4 Planning: Public Participation Plan & Communication Strategy 3Q Project ACTIVE PROJECTS STATUS UPDATES (PROJECTS NOT COORDINATED BY THE CITY) Project Name Status 685 Hull Rd PENDING At their regular meeting on Tuesday, November 14, 2023, the Planning Commission will hear a request from Rodney Austin, on Behalf of Efficiency Production, for concurrent approval of a Preliminary and Final Site Plan for an 11,250 sq. ft. addition to the existing manufacturing building, an addition of a paved drive for truck entry/exit to the site, and an addition of 20 parking spaces in an existing paved area. 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MANAGER’S REPORT (10/13/2023): • Manager Stuart reported that follow-up meetings took place regarding the August storm with both Consumers Energy and Mason Community Services. • Manager Stuart presented at the MSU Urban Planning Class on Community Engagement. • Councilmember Schaffer raised questions on the Zoning Ordinance Committee and whether the councilUpdated 11.6.23 91