Spring Arbor Township Board Minutes June 13, 2005

The regular meeting of the Spring Arbor Township Board was held Monday, June 13, 2005, at 7:30 p.m., with the following members present: Supervisor Will DeGraaf, Clerk Randi Holthouse, Treasurer Gloria Melchiori, Trustees Marston Fortress, Troy Ganton, and Patricia Short.   Absent:   Trustee Brent Williams.   The Pledge of Allegiance was led by Supervisor DeGraaf.

Guests were: Jeff Kurfess, Judy Reynolds, Stan Lyon, Mary Frey, Russ Ratkiewicz, Cheryl Goodwin, Todd Zeller and Stephen Fritz.

The new Deputy Clerk, Cheryl Goodwin, was introduced to the board members.

Public Comment:   Public comment opened at 7:34 p.m.

Judy Reynolds, County Commissioner, informed the board that there are a possibility of 17 properties in Spring Arbor Township that may be foreclosed on.   She also reported that the county is negotiating to sell the Resource Recovery Facility and that they recently had 58 people complete a drug court program.   The Friend of the Court office is implementing new strategies to work with those who need to schedule a payment program and the county has recently revised its animal control ordinance.   Additionally, a grant request has been applied for to start improvements on the Falling Waters Trail and she also reported that the new band shelter at Cascades Park had been vandalized.   The county fleet garage is preparing for downsizing and the county will be selling many of its vehicles.    On June 18, at 10 am, a dedication will be done at Cascades Park for the Victims Rights Monument.

Stan Lyon, township resident, stated that he has an 11’ wide snow plow to dispose of; requested the board to approve a resolution concerning the parade; and asked to be notified, preferably with three days notice, when work would be starting on the Cabot Dr. lift station.

Public comment closed at 7:43 p.m.

Expenditures.   Motion was made by Ganton and supported by Short to approve the following expenditures for May 2005: General Fund expenditures #42095-42210 totaling $51,250.36; Fire Department Fund expenditures #42094-42206 totaling $11,098.73; Street Light Fund expenditures totaling $2,869.20; Public Improvement Fund expenditures totaling $300.00; Building Inspection Fund expenditures totaling $5,592.05; Sewer Receiving Fund expenditures of $10.45; Sewer O & M Fund expenditures totaling $38,649.33; and Water O & M Fund expenditures totaling $1,917.35.   Roll call: 6 yes.

Consent Agenda.   Motion was made by Short and supported by Ganton to approve the following items under the consent agenda consisting of the regular meeting minutes of May 9, 2005,   the financial report for May 2005, Fire Board minutes of November 16, 2004, Park Committee minutes of April 28 and May 12, 2005, Planning Commission minutes of May 3, 2005, and Senior Center Advisory Board minutes of May 18, 2005; carried.   The financial report showed the following balances as of May 31:

General Fund Cash                                                        $199,744.72

Certificate of Deposit                                                        19,246.71

Fire Operations Cash                                                         97,462.02

Fire Operations CD                                                         137,093.55

Street Light Fund                                                             12,531.53

Public Improvement Fund                                                     6,855.51
P.I.F. Certificate of Deposit                                                86,133.46

Building Inspection Fund                                                    55,456.96

Falling Waters Endowment Fund                                              653.84

Falling Waters Endowment Fund CD                                     13,278.49

Sewer Funds                                                                1,329,290.87

Water Funds                                                                   191,057.20

Trust & Agency Funds                                                               0.00

Current Taxes                                                                        43.26

REPORTS:

A.   Police and Fire Report.   There were 43 medical rescue runs, no fire alarms, four mutual aid calls, six fire runs, and no carbon monoxide incidents, bomb threats or Hazmat responses during May.   Police statistics include: 172 complaints, 13 accidents, 52 tickets, 19 verbal warnings, 10 arrests, no semis ticketed and 10 back-up calls to other departments.

Chief Ratkiewicz reported that the department has seen a slight decrease in the number of calls year-to-date.   He participated in the Dick Greenslade Memorial Golf Outing, and recently awarded a graduating student at Western High School with a public safety award.

Chief McEldowney was not available for a report; the fire department held their first annual golf outing today which raised almost $5,000.00.

Motion was made by Fortress and supported by Short to accept the police and fire reports; carried.

B.   MTA E-News for June 2005.   The MTA E-News for June 2005 included information about the new directory, Model Conditional Rezoning Ordinance, Emerald Ash Borer quarantine, Active Communities Award, upcoming workshops and how to E-mail the MTA.

C.   Supervisor's Report.   Advised the board: of the status of ongoing projects; of his recommendation to reappoint specific committee members; of an agreement with the Jackson County Road Commission to asphalt Hammond Rd.; of a resolved zoning issue; of the appointments to the Recycling Committee; of the attorney’s opinion regarding solicitation on township property; of property for sale in the township; of the agreement for the liquid dust control program with the Jackson County Road Commission; of two resolutions needed for bridge repair; of a sewer backup situation; of complaints received regarding trash pickup and trash containers; of increasing problems with “mother-in-law apartments”; and, of the eventual closing of Lab Tool & Engineering.   Trustee Short recommended that we notify customers about the change in law regarding payment of sewer backup claims; Trustee Short, Treasurer Melchiori and Supervisor DeGraaf are to work together on the issue.

UNFINISHED BUSINESS:

A.   Rehmann Robson Audit – GASB 34 Conversion.   Rehmann Robson provided a breakdown of the hours required for the audit and the conversion along with their hourly rates.   Motion was made by Short and supported by Ganton that we accept the schedule and that we hire Rehmann Robson to perform the audit and conversion based on their proposal of $7,000.00.   Roll Call:   6 yes.

B.   Solicitation on Township Property.   The board members discussed the opinion from the township attorney provided in the Supervisor’s report.   Motion was made by Short and supported by Holthouse to have Trustee Fortress work with the Township Attorney to develop a policy that will be fair to all parties; carried.

NEW BUSINESS:

A.   Park Committee Recommendation.   A request had been received by the Park Committee to provide for a “GeoTech” activity at Falling Waters Park.   Motion was made by Fortress and supported by Short to approve the recommendation of the Park Committee to allow the “GeoTech” activity to take place at Falling Waters Park; carried.

B.   Park Committee Request to Purchase Materials.   Clerk Holthouse, a member of the Park Committee, discussed the Park Committee’s request to purchase the materials needed for the construction of the pavilion, noting that the funds required were on hand.   Discussion was held regarding volunteer labor to construct the pavilion and storage of materials.   Motion was made by Fortress and supported by Melchiori to authorize the Park Committee to purchase the pavilion construction materials at a cost of $24,594.00.   Roll Call:   6 yes.

C.   Rezoning Request – Milnes 000-12-16-251-003-02, RZ05-1.   A rezoning request was received back from County Affairs recommending approval.   Motion was made by Ganton and supported by Fortress to accept the recommendation of the Planning Commission and County Affairs to rezone parcel #000-12-16-251-003-02 from Agricultural (AG-1) to Suburban Residential (RS-1) for the purpose of constructing single-family homes in a detached condo setup.   Roll Call:   6 yes.

D.   Resolution for Section 125 Cafeteria Plan.   Motion was made by Ganton and supported by Fortress to approve the resolution to amend the Section 125 Cafeteria Plan.   Roll Call:   6 yes.

E.   Equalizer Internet Service with BS&A .   Treasurer Melchiori presented a request to offer internet access to all tax, utility, and assessing records for use by local realtors.   Motion was made by Fortress and supported by Short to table the issue and refer it to Warren Dexter to evaluate what type of firewalls are needed, determine benefits to the township, and evaluate the exposure risks and security risks, with a recommendation brought back to the August meeting; carried.

F.   Fire Dept. Accident & Health Policy for Volunteers.   The Clerk presented information for the Accident & Health Policy for the fire department volunteers, an annual policy that the insurance company offered a prepaid discount.   The board members also discussed upgrading to a different plan.   Motion was made by Fortress and supported by Short that we continue with the present plan taking advantage of the three-year prepaid discount, as long as the insurance company indicates that we can upgrade the plan at a later time if we choose to, and to have the Fire Board evaluate the benefits package offered to the volunteers with a meeting scheduled prior to July 1 to be able to report at the regular July board meeting; carried.

G.   Committee Reappointments.   Motion was made by Ganton and supported by Short to approve the following reappointments to various committees:

Bruce Ulrich, Mechanical Board of Appeals, term expiring 6/30/10,

Neil Cornstubble, Mechanical Board of Appeals, term expiring 6/30/10,

Bruce Ulrich, Plumbing Board of Appeals, term expiring 6/30/10,

Neil Cornstubble, Plumbing Board of Appeals, term expiring 6/30/10,

Will DeGraaf, Fire Board, term expiring 6/30/10,

Estella Beardslee, Senior Center Advisory Board, term expiring 5/31/08,

Wardell Barker, Senior Center Advisory Board, term expiring 5/31/08,

William Bippes, Senior Center Advisory Board, term expiring 5/31/08,

Carl Jacobson, Senior Center Advisory Board, term expiring 5/31/08,

Ned Philpott, Senior Center Advisory Board, term expiring 5/31/08; carried.

H.   Hammond Road Asphalt Agreement.   Road work is scheduled for Hammond Road to continue the paving project.   An agreement was received from the Jackson County Road Commission requiring the Township to commit to the previously agreed upon amount to pave the remaining .36 mile.   Motion was made by Short and supported by Melchiori to approve the agreement with the Jackson County Road Commission for a total cost of $13,000.00 to be paid in the following installments:   in 2005, $4,050.00; in 2006, $4,475.00; and in 2007, $4,475.00.   Roll Call:   6 yes.

I.   Sidwell Estate.   Motion was made by Fortress and supported by Holthouse that we go into executive session after the final public comment to discuss this issue; carried.

J.   Bridge Resolutions.   Resolutions were presented for the bridge on O’Brien Road and the bridge on Cross Road.   Both bridges are in poor condition and need replacement.   The resolutions will be forwarded to the Jackson County Road Commission.   Motion was made by Short and supported by Holthouse to approve both resolutions to be forwarded to the Jackson County Road Commission supporting the bridges for a repair project funded through the Federal and State Critical Bridge Program.   Roll Calls:   6 yes for both.

K.   Trash Pick-Up.   Complaints were received in the township office regarding garbage cans left by the road and trash haulers operating before 6:00 AM.   Motion was made by Short and supported by Fortress to refer the issue to the Recycling Committee.   Discussion.   Short, with the support of Fortress, withdrew the motion.   No action was taken at this time.

L.   Mother-In-Law Apartments.   The Township has seen an increase in building applications for an addition on a house to provide an apartment for a family member.   Once the family member moves out, it could result in a zoning issue.   Motion was made by Fortress and supported by Holthouse that we have the Township Attorney draft language requiring a Conditional Use Permit for “mother-in-law” apartments and that we have the attorney define what a “mother-in-law” apartment would be, and to also have Trustee Fortress consult with the Assessor to write language to amend the zoning ordinance regarding building heights with consultation from the Township Attorney, with both of these zoning amendments to be returned in time for consideration by the Planning Commission at their July 2005 meeting; carried.

M.   Resolution for MDOT Project.   A resolution was presented for approval by the board to commit to the $8,000.00 contribution for the Emerson Rd./M-60 turning lane project previously agreed to with the Michigan Department of Transportation.   Motion was made by Short and supported by Melchiori to approve the resolution to pay $8,000.00 towards the project cost and to authorize the Supervisor and Clerk to sign the necessary contract.   Roll Call:   6 yes.

N.   Flood & Quake Insurance.   The insurance renewal for the property and liability insurance for the township was received with the option of not renewing the quake and flood insurance coverage.   Potential savings would be $1,805.00.   Motion was made by Fortress and supported by Short to drop the quake and flood coverage from the current year policy; carried.

O.   Parade Resolution.   Stan Lyon, during public comment, presented a resolution for consideration by the township board stating that veterans shall lead the Spring Arbor Memorial Day Parade each year.   Motion was made by Fortress and supported by Melchiori that the township board strongly recommends to the Township Parade Committee that the resolution presented by Stan Lyon on June 13, 2005 be adopted by the Parade Committee; carried.

P.   Affirmation of Long-Range Planning Committee.   Motion was made by Fortress and supported by Ganton that the Township Board affirm the continuance of the Township’s Long-Range Planning Committee as a standing committee, further, that the committee consist of three persons serving three-year staggered terms, further, that the current Committee members be continued (Carl Jacobson, Earl Poleski, Al Short), and that their term length be determined by drawing of lots (drawing of the lots will be done at the end of their current term), further, that the duties of the Committee will include but not be limited to: completing the Long Range Plan (LRP) update currently in progress, at least annually review decisions of the Planning Commission, Variance Board, and Township Board for compliance with the prevailing LRP, and advise the committees and Township Board of their findings, keep abreast of trends, legislation, and legal decisions/opinions, which may impact the LRP and recommend revision of the LRP when appropriate, review the LRP annually (in June) and recommend revisions as may seem appropriate, review and update the LRP every third year (years divisible by 3); adding three (3) years to the horizon of the plan, of which this review will be a major review of the plan, and will include input from the various Township committees and departments, and various segments of the community with meetings held at the call of the Chairman; carried.

Q.   Economic Development Group.   Motion was made by Fortress and supported by Ganton that the Township Board establish an Economic Development Group (Committee) as a standing committee of the Township, further that the group consist of three (3) persons appointed by the Township Board to three (3) year staggered terms, further that the duties of the group will include but not be limited to: determine what proactive actions (i.e., land acquisition, road construction, infrastructure development, building development, etc.) can be initiated by the Township to encourage development within the Township that is consistent with the Long Range Plan, encourage the development of a Township Economic Development Group (TEDG) consisting of industrial and commercial business persons, educators, and entrepreneurs (group may include the three (3) Township committee members) and this group is to identify development sites within the Township, methods of development (private and governmental), potential developers, and potential businesses to occupy development sites, to act as a liaison between various Township boards and committees and the TEDG, and to recommend when appropriate to the various Township boards and committees those actions necessary (zoning changes, variances, ordinances, etc.) to stimulate economic growth within the boundaries of the Township that are consistent with the Long Range Plan; carried.

R.   Committee Appointments to the Economic Development Group.   Motion was made by Fortress and supported by Ganton that Carl Jacobson, Earl Poleski, and Al Short be appointed to the Economic Development Group, and that the length of their initial term be determined by drawing of lots to be done immediately following adoption of this motion; carried.   Terms are one-year, Carl Jacobson; two-year, Earl Poleski; and three-year, Al Short.

MISCELLANEOUS:

Building Permit Report.   The report of building permits issued during the month of May showed new homes and miscellaneous permits for a total value of $1,022,800.00.

Assessing/Building Report.   During the month of May, six new home permits were issued, for a total of 29 this year.   Last year at this time, we had issued 41.   The Assessor has been preparing updates to the names and addresses for the summer tax bills and has received the approved Jackson County Equalization report.

Planning Commission.   Unapproved minutes of the June 7 meeting of the Planning Commission included discussion from Mr. Jones representing Spring Arbor University on ideas for future buildings, drainage and parking plans for the University.

Z.B.A. Meeting of May.   The Zoning Board of Appeals did not have any variances to report.

Senior Center Newsletter.   The Senior Center Newsletter dated June 1, 2005 was received.

CORRESPONDENCE:

Newspaper article regarding a structure fire in Sandstone Twp., which was a mutual aid call to the Spring Arbor Fire Department.

Letter from Comcast dated 5/19/05 re. HDTV.

PUBLIC/BOARD   COMMENT--GENERAL:   Public comment opened at 9:39 p.m.

Stan Lyon.   Stan Lyon thanked the board for their recommendation to the Parade Committee.

Treasurer Melchiori.   Treasurer Melchiori stated that she didn’t think we would be required to have our system on 24 hours for the internet service to work with BS&A.

Trustee Short.   Trustee Short suggested that the board review every three years whether we should put the audit out for bid.

Clerk Holthouse.   Clerk Holthouse reminded the board to turn in their order form for a paver.

EXECUTIVE SESSION:

              Motion was made by Ganton and supported by Fortress to move into executive session at 9:42 p.m.; carried.

              Motion was made by Fortress and supported by Ganton to rise from executive session at 10:04 p.m.; carried.

Adjournment.   Motion was made by Fortress and supported by Short to adjourn the meeting at 10:05 p.m.; carried.