Spring Arbor Township Board Meeting Nov. 14, 2005

The regular meeting of the Spring Arbor Township Board was held Monday, November 14, 2005, at 7:30 p.m., with the following members present: Supervisor Will DeGraaf, Clerk Randi Holthouse, Treasurer Gloria Melchiori, Trustees Marston Fortress and Brent Williams.   Trustee Short arrived at 7:38 p.m.; Trustee Ganton arrive at 8:10 p.m.   The Pledge of Allegiance was led by Supervisor DeGraaf.

Guests were:   Richard Renner, Pat Rombyer, Judy Reynolds, Barb Pohanka, Stan Lyon, Tim McEldowney, Brandt Prentice, Russ Ratkiewicz and Stephen Blann.

Public Comment:   Public comment opened at 7:32 p.m.

Judy Reynolds, County Commissioner , spoke regarding the number of tax foreclosures in Spring Arbor Township , staff changes in the facilities department, access of court records, the downtown Jackson Christmas parade, winter storage at the fairgrounds, pawn broker’s ordinance, jury duty, and the evaluation process of the county administrator.

Public comment ended at 7:45 p.m.

Expenditures.   Motion was made by Holthouse and supported by Williams to approve the following expenditures for October 2005: General Fund expenditures #42708-42793 totaling $44,898.23; Fire Department Fund expenditures #42712-42792 totaling $9,277.73; Street Light Fund expenditures totaling $2,887.00; Public Improvement Fund Expenditures of $695.28; Building Inspection Fund expenditures totaling $4,941.98; Sewer Receiving Fund expenditures of $0.00; Sewer O & M Fund expenditures totaling $18,155.78; and Water O & M Fund expenditures totaling $24,689.97.   Roll call: 6 yes.

Consent Agenda.   Trustee Fortress requested that the regular minutes of the October 11, 2005 board meeting be pulled from the consent agenda and moved that the remaining items under the consent agenda be approved; supported by Williams; carried.   Consent agenda items consisted of the special meeting minutes of October 11, 2005, the financial reports for October 2005, Land Use Subcommittee minutes of July 26, 2005, the Economic Development Subcommittee minutes of July 26 & October 13, 2005, the Sewer & Water Committee minutes of September 26, 2005, and the Senior Center Advisory Board minutes of October 19, 2005.   Motion was made by Fortress and supported by Williams to remove a portion of the discussion from the October 11, 2005 regular meeting minutes under New Business, H. Personnel Policy Manual Updates, the sentence starting with “The Clerk discussed the above two policies . . .”   Discussion was held by the board members regarding other commentary included throughout the board minutes.   Motion was made by Short and supported by Williams to offer a substitute motion that the minutes can reflect various opinions of the board, and in order for it to be clear that the comments of the other persons speaking to the motion that the minutes reflect their rationale for voting that way.   The motion failed.   The board voted on the first motion which carried.   Motion was made by Fortress and supported by Williams to approve the regular board minutes of October 11, 2005 as amended; carried.   The financial report showed the following balances as of October 31:

      General Fund Cash                                                        $109,040.99

      Certificate of Deposit                                                      119,897.14

      Fire Operations Cash                                                         (4,623.45)

      Fire Operations CD                                                         118,420.97

      Street Light Fund                                                             (1,868.05)

      Public Improvement Fund                                                     (203.98)

      P.I.F. Certificate of Deposit                                              71,873.67

      Building Inspection Fund                                                  48,159.08

      Falling Waters Endowment Fund                                              (1.53)

      Falling Waters Endowment Fund CD                                   14,058.97

      Sewer Funds                                                               1,286,095.35

      Water Funds                                                                 197,793.47

      Trust & Agency Funds                                                             0.00

      Current Taxes                                                                 24,300.97.

REPORTS:

A.   Police and Fire Report.   There were 26 medical rescue runs, no fire alarms, one mutual aid call, six fire runs, and no carbon monoxide incidents, bomb threats or Hazmat responses during October.   Police statistics include: 167 complaints, 15 accidents, 35 tickets, 24 verbal warnings, two arrests, two semis ticketed and nine back-up calls to other departments.

Chief Ratkiewicz reported that the previous month was quiet, and their totals are down from a year ago.   The department took part in the sex offender task force within the county making sure that any registered sex offenders in the township were complying.   The department also took part in the Trunk or Treat program for Halloween.   All police personnel qualified for their duty weapon, and Sergeant Adams and Officer Noppe also participated in a driving training course.   Next year the department will participate in a grant program.   Trustee Short spoke regarding her comment from the October board meeting, stating that the comment made all parties unhappy and was not reflective of how she values the two services in the community that the residents want the most.   She also noted that she brags about the service level from our police and fire departments and expressed her apology to the two departments.   Motion was made by Fortress and supported by Williams to accept the police report; carried.

Chief McEldowney reported that the prior month was slow for them also, and that October showed a decrease in both medical and fire runs.   The fire department also participated in Trunk or Treat.   In November, the fire department will receive training on self-contained breathing apparatus and pump training on the trucks.   November has started off to be a busy month for mutual aid and swamp fires.   Trustees Ganton and Williams spoke to the efficiency of the fire department in handling the swamp fire on Carter Rd., noting that the Assistant Chief handled his responsibility as Acting Chief very well.   Motion was made by Ganton and supported by Short to accept the fire report; carried.

B.   MTA E-News for November 2005.   Received the November issue of the MTA E-News.

C.   Washington Report.   Received the November issue of the Washington Report.

D.   Supervisor's Report .   Advised the board: of the status of ongoing projects and zoning violations; of the status of the King Rd. Water Project; of the status of our revenue sharing; of a survey regarding the preservation of farms and farmlands; of the recommended guidelines for sewer connections; of repairs needed to the pumps at the MACI lift stations; and, of the upcoming retirement of Richard Renner.

UNFINISHED BUSINESS:

              A.   Recycling Proposal.   The board discussed the recycling site.   The Supervisor informed the board that there will be an additional cost of $1,000 for installing the lights, bringing the project total to approximately $7,500.   Trustee Short asked if there were available funds for the project.   Clerk Holthouse responded that there were funds available, noting different areas of the budget that money could be pulled from.   The Clerk also commented that the project cost represented less than 1% of the total township budget.   Trustee Williams questioned why Hutch’s Food Center had not been asked to fund the project cost.   Trustee Ganton, chair of the Recycling Committee, asked for direction from the board.   Trustee Fortress felt that the board should not approve the expenditure at this time.   No action was taken.

          B.   Arbor Hills Country Club Resolution.   The Supervisor presented a draft of a letter prepared by the township attorney.   The letter is to be sent to the Michigan Liquor Control Commission stating that the township is not in favor of an SDM license being granted to Arbor Hills Country Club.   This type of license would permit the sale of beer and wine for consumption off the premises.   A resolution was also presented for the approval of three add bars.   Motion was made by Ganton and supported by Williams supporting the letter and the resolution.   Roll Call:   7 yes.

NEW BUSINESS:

A.  Building Permit Fee Increases.   Richard Renner presented a cost analysis of the fees associated with the Building Department.   He recommended that the board adopt his proposed fee increases to cover expenses for the building department.   Motion was made by Short and supported by Williams to approve the proposed increases for the commercial building fees, commercial electrical fees, commercial plumbing fees, commercial and industrial mechanical fees, residential building fees, residential plumbing fees, residential mechanical fees, and residential electrical fees, identified as page numbers 8, 10, 12, 14, 15, 16 and 17 of his cost analysis packet to be effective November 15, 2005; carried.

B.   Resignation of Richard Renner.   A resignation letter was received by the board from Richard Renner dated October 20, 2005 stating his resignation date as of December 1, 2005.  Motion was made by Fortress and supported by Holthouse to accept his resignation with regret and that we send him a letter thanking him for his years of dedicated service to the township; carried.

C.   2004-05 Fiscal Year Audit.   Stephen Blann, a partner from Rehmann Robson, was present to discuss the audit report.   He answered questions from the board regarding fund balance, fund transfers and timing of the audit.   He also discussed the recommendation letter regarding Accounting for Miscellaneous Cash Receipts.   Motion was made by Fortress and supported by Williams to approve the audit report for the 2004-05 fiscal year, and that we adopt the management recommendations in that report; carried.

D.   Calvary Apostolic Church.   A zoning issue was in question regarding the church’s property.   The church has decided to apply to the Zoning Board of Appeals.   No action was taken.

E.   Computer Request for Fire Chief.   The Fire Chief presented a request for a new computer system to be able to meet state reporting requirements.   He mentioned that in the ten-year plan for the Fire Department, it had been projected to purchase a computer in 2005 and $5,000 was allocated for that purchase.   Motion was made by Fortress and supported by Holthouse to approve the request for a new computer and network installation up to $1,500.00.   Roll Call:   7 yes.

F.   Preservation of Farms & Farmlands.   A survey had been received at the township office regarding the preservation of agricultural land and the townships intent of participation.   Motion was made by Fortress and supported by Melchiori to respond to the survey under item 1B, stating that our township would likely not participate in the Agricultural Preservation Fund to purchase development rights but does support the adoption of an ordinance at the county level so that other townships may participate; carried.

G.   Responsibilities of Sewer Connections.   Motion was made by Fortress and supported by Short to approve the “Responsibilities of Sewer Connections”.   Clerk Holthouse asked if this was a policy; the Supervisor said that it was intended to be a guideline.   Motion carried.

H.   MACI Lift Station.   Repairs are required for the two pumps at the MACI Lift Station.   Motion was made by Fortress and supported by Williams that we spend up to $10,500.00 for the assessment of the pumps at MACI, and to make some minor repairs to the pumping station to facilitate the testing.   Roll Call:   7 yes.

I.   Social Security Number Privacy Policy.   Clerk Holthouse presented a sample policy related to the Social Security Number Privacy Act passed in 2004.   State law requires that a policy be in place by January 1, 2006.   Motion was made by Fortress and supported by Williams to approve the Social Security Number Privacy Policy prepared by the Michigan Townships Association; carried.

J.   Budget Amendments.   Clerk Holthouse prepared budget amendments for the boards consideration.   The amendments reflect the building department cost allocation transfer, the new rate of pay for the Assessor, the cost sharing for the Emerson Rd. project, a transfer of funds to the historical endowment fund and other items.   Motion was made by Williams and supported by Ganton to approve the following budget amendments:

Revenue, 101-000-678.000, Building Cost Allocations, Increase $23,923.83

Expense, 101-209-801.000, Assessor Prof. Svcs., Increase $25,000.00

Expense, 101-215-933.000, Clerk Software Maint., Increase $550.00

Expense, 101-215-801.000, Clerk Prof. Svcs., Increase $300.00

Expense, 101-253-801.000, Treasurer Prof. Svcs., Increase $600.00

Expense, 101-410-702.000, Zoning Fees, Increase $500.00

Expense, 101-410-704.000, Zoning Deputy Wages, Decrease $18,700.00

Expense, 101-410-721.000, Zoning Health Care, Decrease $4,800.00

Expense, 101-410-722.000, Zoning Pension, Decrease $1,500.00

Expense, 101-965-999.000, Appropriations Transfer Out, Increase $21,973.83

Revenue, 245-000-699.000, Appropriations Transfer In, Increase $8,500.00

Expense, 245-446-937.000, Streets & Roads Construction, Increase $8,000.00

Expense, 245-756-974.000, Parks Improvements, Increase $500.00

Revenue, 249-000-695.000, Use of Fund Balance, Increase $30,777.00

Expense, 249-371-750.000, Cost Allocations, Increase $30,777.00

Revenue, 705-000-699.000, Transfer From Other Funds, Increase $13,473.83

Expense, 705-803-974.000, Improvements, Increase $13,473.83.

Roll Call:   7 yes.

 K.   Budget Committee Recommendations.   The Budget Committee met to review revenues and expenses for the cemetery and recommended that certain fees be increased to cover the township’s expenses.   Motion was made by Williams and supported by Fortress to approve the following fees effective immediately:

    Open/Close      $400.00 – burial; $200.00 – cremains

    Burial Fee        $200.00 – resident; $350.00 – former resident; $600 – non-resident

    Grave Sites                   $300.00 per grave site

    Defrost Charge               $100.00 (cemetery)

    Holidays/Weekends         $100.00 additional charge (cemetery)

    Park Bathroom Fee           $30.00 plus $25.00 deposit

    Senior Center Rental        $100.00 for 6-hour period; carried.

L.   Zoning & Building Coordinator.   Motion was made by Fortress and supported by Ganton that we work with Richard Renner to pay him $17.00 per hour not to exceed an average of 15 hours per week to assist in answering technical questions in the building department, getting the map storage under control, and various questions that may arise; carried.   It was noted that the position will not be entitled to any benefits.

MISCELLANEOUS:

Building Permit Report.   The report of building permits issued during the month of October showed new homes and miscellaneous permits for a total value of $700,000.00.

Assessing/Building Report.   During the month of September, two new home permits were issued, for a total of 46 this year, a 37% decrease from the prior building year.   Mr. Renner informed the board that the Westbrook tax tribunal appeal has been settled with a value set at $1,287,500.00.   He also commented that it has been an honor to serve the community of Spring Arbor.

MTA Grassroots Alert.   A communication was received from the Michigan Townships Association regarding legislation concerning the Metro Act.

Budget Committee.   Minutes of the October 19 meeting of the Budget Committee included a recommendation to raise the fees in the cemetery, park bathroom rental and senior center rental.

Economic Development Subcommittee.   Minutes of the October 20 meeting of the Economic Development Subcommittee included discussion regarding a local Chamber of Commerce.

Sewer & Water Committee.   Minutes of the October 24 meeting of the Sewer & Water Committee included a recommendation to spend $9,500 for MACI lift station pump repairs, and approval of the “Responsibilities For Sewer Connections” guidelines.

Planning Commission.   Unapproved minutes of the November 1 meeting of the Planning Commission included a public hearing for the Master Land Use Plan.

CORRESPONDENCE:

              Letter dated 10/5/05 from the County of Jackson regarding web site links.

              Thank-you letter to police department from Spring Arbor University .

              Thank-you note to fire department from Bean School kindergarten class.

              Thank-you letter to Spring Arbor Lumber/Roy Holton for donation to park project.

              Thank-you letter to Stan Lyon for donation to park project.

              Thank-you letter to fire department from Concord Fire Department.

              Thank-you note to fire department from Rod Mathews.

              Thank-you note to police department from Rod Mathews.

              2005 Law Enforcement Challenge Award to police department.

PUBLIC AND/OR BOARD COMMENT:   Public comment opened at 10:25 p.m.

Clerk Holthouse.   Clerk Holthouse noted the accomplishments of the Park Committee members who have been working on the construction of the pavilion.   She asked that board members offer their thanks to the committee members if they see them.   Also, Stan Lyon recently assisted the Park Committee by donating his time and equipment to place the beams on the posts for the pavilion.   Pictures from several different work days at the pavilion project were available to view.   The Clerk also passed out the Master Land Use Plan for the board members to look over before the December board meeting.

Public comment closed at 10:29 p.m.