Spring Arbor Township Board Minutes: December 8, 2003

The regular meeting of the Spring Arbor Township Board was held Monday, December 8, 2003, at 7:30 p.m., with the following members present: Supervisor Will DeGraaf, Clerk Randi DeVries, 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: Becky Cunningham, Russ Ratkiewicz, Ken Melville, Ken Hotchkiss, Dick & Barb Renner, Rick Baxter, Stan Lyon, Ruth Mayday, Will Keeler, Fred Drago and Gina Gettel .

Public Comment:   Public comment opened at 7:35 p.m.

Ruth Mayday, from Nick Smith’s office, addressed the board regarding a social security reform package, the energy credit bill, bankruptcy reform to protect farmers, fire grant programs, and the Medicare prescription bill. Rick Baxter addressed the board regarding the County Affairs meeting at which he recommended Troy Ganton to be appointed to the Dept. of Aging. He also discussed a request for an appropriation for the Human Services department that did not pass out of committee. Public comment closed at 7:47 p.m.

Minutes.   Minutes of the regular meeting of November 10 were approved on motion by Short and support by Ganton; carried. Minutes of the special meeting of November 25 were approved on motion by Fortress and support by DeVries; carried.

Financial Report. The financial report for the month was received on motion by Ganton and support by Short, showing the following balances as of November 30:

General Fund Cash                                                         $ 77,534.50

Certificate of Deposit                                                       121,235.72

Fire Operations Cash                                                         21,620.72

Fire Operations CD                                                                175.50

Street Light Fund                                                             (5,039.13)

Public Improvement Fund                                                 (14,217.68)

P.I.F. Certificate of Deposit                                                    126.91

Building Inspection Fund                                                    50,536.29

Falling Waters Endowment Fund                                                 0.00

Falling Waters Endowment Fund CD                                      10,738.18

Sewer Funds                                                               1,323,287.22

Water Funds                                                                  182,631.91

Trust & Agency Funds                                                               0.00

Current Taxes                                                                    7,915.85;

motion carried.

Expenditures.   Motion was made by Ganton and supported by Fortress to approve the following expenditures: General Fund vouchers #39980-40097 totaling $58,489.95; Fire Department Fund vouchers #39980-40096 totaling $11,414.56; Street Light Fund expenditures totaling $2,687.92; Public Improvement Fund expenditures $73,768.80; Building Inspection Fund expenditures totaling $6,364.69; Sewer O & M Fund expenditures totaling $27,143.99; and Water O & M Fund expenditures totaling $39,208.16. Roll call: 6 yes.

BOARDS & COMMITTEES:

Senior Center Advisory Board.   Motion was made by Ganton and supported by DeVries to approve the minutes of the October 21, 2003 meeting of the Senior Center Advisory Board; carried. Motion was made by Ganton and supported by DeVries to approve the minutes of the November 18, 2003 meeting of the Senior Center Advisory Board; carried.

Planning Commission.   Motion was made by Fortress and supported by DeVries to approve the minutes of the November 4, 2003 meeting of the Planning Commission; carried.

REPORTS:

A., B. Police and Fire Report.   There were 39 medical rescue runs, six fire alarms, one mutual aid call, 15 fire runs, two carbon monoxide incidents, and no bomb threats or Hazmat responses during November. Police statistics include: 236 complaints, 45 accidents, 64 tickets, 58 verbal warnings, six arrests, one semi ticketed and 13 back-up calls to other departments.

Chief Ratkiewicz reported on a two-week seat belt enforcement program that the department participated in, as well as working with the Motor Carrier Division on a special enforcement project. Approximately 40 car-deer accidents occurred during the month also. Motion was made by Fortress and supported by DeVries to accept the police report; carried.

Chief Greenslade was not available for a report. Motion was made by DeVries and supported by Ganton to accept the fire report; carried.

C. MTA E-News for December 2003. The MTA E-News for December included information regarding the 2004 Federal Poverty Guidelines, revenue sharing cuts, federal funding opportunities, legal counsel opinions, newly published township web sites, MTA workshops, the upcoming annual conference and how to email the MTA.

D. Report of Strategic Planning Goal #11.   Goal #11, assigned to Trustee Fortress, is to review and revise the Zoning Ordinance and long-range land use plan. He had no additional information to report at this time.

E. Report of Strategic Planning Goal #13. Goal #13, assigned to the Policy & Communications Committee, is to improve communications with constituents. Trustee Short reported that the web site is up and running, with the online payment section to be completed at a later date. Additionally, the township newsletter is scheduled to be a quarterly production with layout and design being done in house to save money. The committee is also working on the township’s administrative manual and developing a policy manual.

UNFINISHED BUSINESS:

A. Historical Committee Recommendations.  Motion was made by Short and supported by DeVries to adopt the recommendations presented by the Historical Committee; carried. Those recommendations are:

    1. To have seven members on the Spring Arbor Historical Committee, the three members of the Fund Raising Committee (presently Troy Ganton, Chair; Dennis DaPra and Becky Cunningham) and four additional future members whose names will be suggested to the Spring Arbor Township Board for approval. One member always to be from the Spring Arbor Township Board.

    2. All present funds and any future donations to be used only for the three designated historical sites: Falling Waters Park, Veterans Memorial and Snyder Schoolhouse.

    3. Also, to authorize one Fund Raising Committee member to spend under $500.00 for historical maintenance; presently committee member Becky Cunningham; over $500.00 needs authorization from the Spring Arbor Township Board.

    4. The Fund Raising Committee to meet every six months unless there is a necessity of an additional meeting, however, the Fund Raising Committee members will be in contact per phone between bi-annual meetings.

NEW BUSINESS:

A. Budget Amendments. The following budget amendments were presented by the Clerk.

     Revenues, 101-000-555.001, Police Grants, Increase $1,500.00

     Revenues, 101-000-570.000, Liquor License, Increase $900.00

     Revenues, 101-000-676.000, Reimbursements, Increase $8,000.00

     Expenses, 101-101-900.000, Legislative/Printing, Increase $1,100.00

     Expenses, 101-191-702.000, Elections/Salaries, Decrease $3,000.00

     Expenses, 101-191-726.000, Elections/Supplies, Decrease $1,500.00

     Expenses, 101-209-702.002, Assessor/Assistant, Increase $10,000.00

     Expenses, 101-209-704.000, Assessor/Deputy, Decrease $3,000.00

     Expenses, 101-209-720.000, Assessor/Medicare, Increase $200.00

     Expenses, 101-209-722.000, Assessor/Pension, Increase $700.00

     Expenses, 101-218-810.000, Office/Bank Charges, Increase $100.00

     Expenses, 101-218-815.000, Office/Computer Services, Increase $2,000.00

     Expenses, 101-253-934.000, Treasurer/Equip. Maint ., Increase $700.00

     Expenses, 101-276-702.000, Cemetery/Wages, Increase $500.00

     Expenses, 101-276-805.000, Cemetery/Prof. Services, Increase $400.00

     Expenses, 101-276-867.000, Cemetery/Gas & Oil, Increase $300.00

     Expenses, 101-301-910.000, Police/Insurance, Increase $2,000.00

     Expenses, 101-343-719.000, Communications/Insurance, Increase $100.00

     Expenses, 101-343-900.000, Communications/Printing, Decrease $2,000.00

     Expenses, 101-410-704.000, Zoning/Wages, Decrease $10,000.00

     Expenses, 101-410-801.000, Zoning/Prof. Services, Increase $6,100.00

     Expenses, 101-410-900.000, Zoning/Printing, Increase $1,400.00

     Expenses, 101-756-726.000, Parks/Supplies, Increase $200.00

     Expenses, 101-756-920.000, Parks/Utilities, Increase $400.00

     Expenses, 101-756-924.000, Parks/Sewer Usage, Increase $100.00

     Expenses, 101-803-726.000, Hist . Comm ./ Supplies, Increase $500.00

     Expenses, 101-806-704.000, Senior Center/Wages, Increase $2,000.00

     Expenses, 101-806-853.000, Senior Center/Telephone, Increase $200.00

     Expenses, 101-806-860.000, Senior Center/Expenses, Increase $300.00

Motion was made by Fortress and supported by Short to approve the above amendments to the current fiscal year budget. Roll Call: 6 yes.

B. Pension Plan Update.   Motion was made by DeVries and supported by Short to adopt the amendment updating the Pension Summary Plan Description; carried.

C.   Rezoning Request - Dowley Manufacturing, #000-12-09-376-002-00.   Motion was made by Fortress and supported by Melchiori to accept the recommendations of the Spring Arbor Township Planning Commission and Region 2 Planning Commission and approve the rezoning request from Dowley Manufacturing for parcel #000-12-09-376-002-00 from Agricultural (AG-1) to Industrial (I-1).   Roll Call: 6 yes.

D.   Rezoning Request - Dowley Manufacturing, #000-12-09-400-001-02.   Motion was made by Fortress and supported by Melchiori to accept the recommendations of the Spring Arbor Township Planning Commission and Region 2 Planning Commission and approve the rezoning request from Dowley Manufacturing for parcel #000-12-09-400-001-02 from Agricultural (AG-1) to Industrial (I-1).   Roll Call: 6 yes.

E.   Uniform Traffic Code Ordinance.   Ken Hotchkiss, an attorney for the police department, addressed the board regarding the update needed for the Traffic Code Ordinance.   Motion was made by Short and supported by DeVries to adopt the update to the Traffic Code Ordinance.   Roll Call: 6 yes.

F.   Jackson Regional Sewer Authority.   The Supervisor discussed the Articles of Incorporation to form the Jackson Regional Sewer Authority.   The Authority will allow the townships to organize as a group, working cooperatively.   Motion was made by Fortress and supported by DeVries to approve the Articles of Incorporation forming the Jackson Regional Sewer Authority with Spring Arbor Township as an active member of the Authority.   Roll Call: 6 yes.   Trustee Ganton asked who would be the representative from the Township on the Authority.   Discussion.   Motion was made by Ganton and supported by DeVries to designate the Township Supervisor as the official representative from the Township to the Jackson Regional Sewer Authority with Trustee Fortress as an alternate; carried.

G.   Computer Server for Office.   Due to problems with computers crashing in the office, it was recommended to purchase a server and network the computer systems. Motion was made by Short and supported by DeVries to approve the purchase and installation of a computer server at a cost not to exceed $5,500.00.   Roll Call: 6 yes.

H.   Additional Hours for Deputy Treasurer.   The Treasurer presented a request for additional work hours for the Deputy Treasurer for the week of December 29, 2003 through January 2, 2004.   The Deputy Clerk will be on vacation that week using the remainder of accumulated vacation time earned for the calendar year.   After discussion, motion was made by Fortress and supported by Short to approve the additional hours, and that the officials in the office meet and assess who will be in the office and what the work load appears to be, and that no more hours be expended than are absolutely necessary during this period of time; carried.

I.   Budget Policy Amendment.   The Policy & Communications Committee recommended that minor revisions to the timing of meeting dates for the Budget Building Policy be changed only for the current planning year.   Additional wording was added to the policy as well.   Motion was made by Short and supported by Fortress to approve the timing changes for adoption for the current budget planning year, and that the permanent changes in the text of the policy be as follows: add “and department heads and/or committee chairs” in Step 1, and change Communication Committee to Compensation Committee in Step 5; carried.

J.   Senior Center Bylaws Amendments.   Motion was made by Short and supported by Ganton to approve the following changes to the Senior Center Bylaws:

      1.   Amend Article II, #3 of the Constitution and Bylaws, changing the maximum membership requirement from 13 to 11 and the minimum requirement from 11 to 7.

      2.   Amend Article II, #4 to read “At least a majority of members must be age 60 or over."; carried.

K.   Compensation Committee Appointments.   Motion was made by DeVries and supported by Fortress to approve the recommendation of the Supervisor and appoint Randy Rossman , Dennis DaPra and Patricia Short to the Township Compensation Committee; carried.

MISCELLANEOUS:

Building Permit Report.   The report of building permits issued during the month of November showed new homes and miscellaneous permits for a total value of $2,492,500.00.

Assessing/Building Report.   During the month of November, permits for eight new homes were issued, for a total of 51 this year.   The permit for an addition to Progressive Coating was issued as well as a permit for another student housing building at Spring Arbor University.   Mr. Renner reported a 25% increase for commercial, 13% increase for industrial and an 11% increase for developmental from the County Equalization Department.   The Consumer Price Index from the State Tax Commission is at 2.3%; the taxable value for the township will increase by around $12-$15 million for next year.

Supervisor’s Report.   Advised the board: of the status of ongoing projects; of the need to update the Traffic Code Ordinance for the Township; of his recommendation to approve the Articles of Incorporation for the Jackson Regional Sewer Authority; of comments printed in “Voice of the People, Jackson Citizen Patriot” regarding the water main extension program; of communications regarding the Spring Arbor Branch Library hours; and, of the need for a network system and server in the office.   Additionally, the Supervisor reported that a tree came down in the cemetery from a storm, landing on two monuments, and that several window frames in the office building were in need of repair.

Z.B.A. Meeting of November 18.   The Zoning Board of Appeals meeting for November 20 was canceled as there were no requests.

Planning Commission.   Unapproved minutes of the December 2, 2003 meeting of the Planning Commission included a revised Site Plan for Dreams & Designs, and public comment concerning 2631 Fairway Drive.

CORRESPONDENCE:

A federal project review notice dated 11/19/03.

A thank-you note to the fire department from the family of Spc . D.J. Wheeler.

A letter dated 12/1/03 from Comcast re. a price increase on select services and products.

An update from MTA dated 12/5/03 re. Revenue Sharing Update and the Recall Bill.

A thank-you note from the Gary Videto Outdoor Youth Preserve to the Township Board Members for their assistance in finding an alternative location for their annual fundraiser.

PUBLIC/ BOARD   COMMENT --GENERAL:          9:04 p.m.

Rick Baxter.   Rick Baxter, County Commissioner, commented on extra funds for grants to be utilized by area police departments, with applications due by January 2004.

Gina Gettel .   Gina Gettel of 5484 Wellesley Drive, complained regarding the property owner at 2631 Fairway Drive.

Fred Drago .   Fred Drago of 5480 Wellesley Drive, complained regarding the property owner at 2631 Fairway Drive.

Trustee Short.   Trustee Short requested that as the budget building planning was done, that a three to five year plan for repairing headstones in the cemetery be considered.

Supervisor DeGraaf.   The Supervisor called a special budget meeting for Monday, December 29, 2003 at 7:00 p.m.   A Budget Committee meeting was also scheduled for Monday, January 5, 2004 at 7:00 p.m.

Adjournment.   Adjournment at 9:14 p.m. on motion by Ganton and support by DeVries; carried.