Watertown Charter Township

Watertown Charter Township

Minutes of Board of Trustees Regular Meeting

October 20, 2008

7:00 P.M.

Call to order: The meeting was called to order at 7:00 P.M. with the Pledge of Allegiance.

Board Members Present: Supervisor Adams, Clerk Husby, Treasurer Thelen and Trustees Mitchell, Weitzel, Zay (arrived 7:08 P.M.). Trustee Maahs – absent without notice. Staff present: Tubbs, Polverento.

Public Comment:

Sgt. Knight reported some daytime breaking and enterings. Car/deer accidents are occurring at about five per night and he expects it to increase to ten a night during hunting season.
Steve Fabiano, fire chief of Looking Glass Regional Fire Authority, reported that the department responded to 387 calls-188 of those calls were in Watertown Charter Township. 152 of those calls were medical and 36 were fire. They had more than 500 people at the open house. They have established mutual aid with DeWitt.
Chris Hnatiw, 9111 Riverside Drive, addressed her email about the fire/smoke issue.
Jack Enderle, county commissioner, thanked the members of the board and staff for their participation in the Meals on Wheels raffle. There will be a county budget meeting on October 28^th and they expect revenues to be reduced further. Wind study to be done in Bengal Twp. The non-motorized summit is coming up for a regional plan.
Dale Westrick, 9041 Herbison Road, addressed insurance coverage. He referred to the ordinance. The insurance coverage was offered to him and his wife, but it is not in compliance with the ordinance. He also consulted Michigan Townships Association. The coverage should not be offered to his wife. Tubbs commented that he is not being offered insurance until he is elected to office. The budget reflects the policy adopted by the Board in 2003.
Jason Orton, David Chapman Agency, would like the opportunity to quote coverage for insurance.

Consent Agenda: Weitzel would like to pull correspondence #4 from the Consent Agenda and place it on the agenda. It will be item #9. He would like to add the Township manager report to the agenda. It will be item #10. Motion by Thelen and seconded by Mitchell to approve the Consent Agenda as amended. Motion carried

Agenda Approval: Adams noted that items #9 and # 10 have been added. Motion by Weitzel and seconded by Thelen to approve the regular meeting agenda as amended. Motion carried

Approval of Minutes:

· Regular meeting, September 15, 2008: Thelen noted a typo on item #6 on page 3-remove “he” on line 6. Motion by Weitzel and seconded by Thelen to approve the minutes of September 15, 2008 Board of Trustees regular meeting minutes as amended. Motion carried

· Special meeting, October 8, 2008: Motion by Weitzel and seconded by Thelen to approve the minutes of October 7, 2008 special budget meeting as presented. Motion carried

Approval of bills: Motion by Weitzel and seconded by Zay to approve the special bill lists dated October 20, 2008 as presented. Motion carried

PENDING BUSINESS:

1. Eckhart & Associates Inc.-Tool and Die Renaissance Recovery Zone expiration date. Breard commented that they are only asking for what the other members are receiving. It will keep jobs in the township. Husby would like to know the total amount of taxes for the three businesses to know the full burden. Thelen would like to see it be approved as originally requested to 2013. Husby also supported approval for two years as requested to 2013. Motion by Weitzel and seconded by Mitchell approval of the Tool and Die Renaissance Recovery Zone for Eckhart & Associates, Inc. for one additional year to December 31, 2012.

Yes: Weitzel, Mitchell, Zay, Adams

No: Thelen, Husby

Absent: Maahs

Motion carried

New Business:

1. appointments:

a. Zoning Board of Appeals-George Schriver (term to expire June 9, 2011).

Motion by Weitzel and seconded by Mitchell to re-appoint George Schriver to the Zoning Board of Appeals for a term to expire June 9, 2011. Motion carried

b. Construction Board of Appeals-Steve Jenks. Township manager Tubbs provided a memo that pointed out that Section 6-20 of the Code of Ordinances states that the Board will consist of three members. However, it has been operating with five members. In order to keep the Construction Board of Appeals at five members, the Ordinance needs to be amended. Thelen asked about appointing an alternate. Motion by Weitzel and seconded by Thelen that the request to amend Section 6-20 Construction Board of Appeals be sent to the Ordinance Review Committee. Motion carried

2. John Henry-IFTE. Husby stated that the Industrial Facilities Tax Exemption request was received last week. She talked to the applicant and John Henry has indicated that they would like to submit this before the October 31^st deadline. They have requested a special meeting. Motion by Weitzel and seconded by Thelen that a public hearing for the IFTE for John Henry be set for October 30, 2008 at 6:00 P.M. Motion carried

3. DeWitt Development, LLC-SLUP Review. Thelen asked if there have been any complaints concerning noise, etc. Motion by Weitzel and seconded by Zay that the Watertown Charter Township Board of Trustees concurs with the recommendation of the Planning Commission and approves the request to extend the Special Land Use Permit approval as described in Case #08-04 SLU for DeWitt Development, LLC for an additional five years to expire on December 15, 2013 provided that the conformance to the originally approved conditions are achieved to the satisfaction of the Township’s zoning administrator as being in accordance with the requirements of the Watertown Charter Township Zoning Ordinance. Motion carried

Motion by Weitzel and seconded by Mitchell that the conditions and reasons and findings of fact be included in the approval for Case #08-04 SLU for DeWitt Development LLC. Motion carried

Reasons and findings of fact:

1. The applicant did request an extension prior to the date of the expiration of the Special Land Use and Site Plan Review approvals.

2. The applicant is currently operating within the regulations of the existing permit to the satisfaction of the zoning administrator and the Soil Erosion and Sedimentation Control Department of the County Drain Commission.

3. Applicant is in compliance with Section 28-605 General Review Standards.

Conditions of approval:

1. The applicant continues to adhere to all of the conditions set forth in the original Special Land Use Permit.

2. The applicant must obtain a permit from the Department of Environmental Quality.

5. Looking Glass Regional Fire Authority-draft budget. John Clark summarized the changes. Weitzel explained that the main point of contention was the cash stipend of $4800.00 to the chief for gasoline. There is no basis to determine the accountability. Clark explained that it is his responsibility to prepare the Looking Glass Regional Fire Authority budget and explained his methodology. You can request how the mileage is disbursed. Motion by Weitzel and seconded by Adams to reject the 2009 draft budget for the Looking Glass Regional Fire Authority based on the Authority’s budget change by approving $4800.00 unaccountable cash stipend for vehicle use by the fire chief as Watertown Charter Township favors the IRS standard of 58.5 cents per mile for operating a personal vehicle for business purposes as being more accountable to the taxpaying public and the Authority and is in accordance with the Authority’s policy 14.6 for mileage allowance. Motion carried

Mitchell explained the wear and tear on the personal vehicle by throwing fire fighting equipment in the back. The mileage rate covers oil, tire wear, and gas. However, it is being used as a utility vehicle. There is no history of the amount of mileage used for business purposes for the chief. Weitzel says that no one is denying the chief reimbursement. Thelen talked with Larry from SCCMUA and described that he uses SCCMUA vehicles or requests a reimbursement when uses his personal vehicle. She wanted to know if the vehicle is for all to use. Husby suggested that the budget had been approved by the Authority Board and suggested that the Township Board should not micro-manage. Thelen offered that Mr. Clark said that the $4800.00 can be paid out as a reimbursement. The $4800 is an amount budgeted for reimbursement. Weitzel wants accountability. Mitchell said that the need for the vehicle exists. Adams explained that the line item is not being explained as reimbursement. If it were, there would be no problem with the budget. She is not convinced that they need a utility vehicle. Clark explained that all the Board has to do is require verified mileage reimbursement for payment. Motion by Adams and seconded by Mitchell to amend the motion to say that the Watertown Charter Township Board accepts the 2009 draft budget with the following amendment to comment on Item #738 Auto Allowance to have that read “reimbursement for mileage in accordance with IRS rules for all employees.” Motion carried

4. Sewer Master Plan. Tubbs said that the engineer is unavailable to attend this meeting. It is ready to be accepted. Her recommendation is for approval. Motion by Adams and seconded by Mitchell to approve the Sanitary Sewer Master Plan as presented.

Yes: Zay, Mitchell, Weitzel, Adams

No: Husby, Thelen

Absent: Maahs

Motion carried

Thelen didn’t feel prepared to vote on this. Husby said that this was reviewed in June 2007 and she doesn’t think that it represents what is in the CDP.

6. Identity Theft Prevention Program/Policy. Thelen explained that it is necessary to adopt a policy by November 1, 2008 in order to be in compliance with the law. The utility bill with a name and address can be used to aid in identity theft. Adams suggested that it go to the Policy and Personnel Committee. Motion by Adams and seconded by Weitzel that we require all future sewer utility bills to be mailed in a sealed envelope or some other method to ensure that information is protected from casual observation. Motion carried

Motion by Husby and seconded by Zay to refer this policy to the Policy and Personnel Committee.

Yes: Mitchell, Zay, Husby, Weitzel, Adams

No: Thelen

Absent: Maahs

Motion carried

7. Schedule a Policy & Personnel Committee meeting. The meeting was scheduled

for December 3 at 4:00 P.M.

8. Garland for the bridge. Tubbs suggested that maybe a cheaper product could be purchased to see how it goes. Thelen would like to have both of the bridges (Herbison Road and Wacousta Road) decorated, but the committee is especially interested in the Wacousta Road Bridge as a first project. Motion by Thelen and seconded by to go ahead with the purchase of garland in an amount not to exceed $1500.00 for the Wacousta Road Bridge to be taken out of general funds and that the garland be installed by December 1, 2008 or any other preferred date. The motion died for lack of a second.

9. Correspondence #4-Tri-County Office on Aging. Motion by Weitzel and seconded by Mitchell to provide $455.00 to the Tri-County Office on Aging to correct an anticipated deficit for their 2009 Tri-County Aging Consortium (Meals on Wheels) Program in accordance with MCL 400.572 which allows for the Township to provide funding for services to persons 60 years of age or older. Motion carried

10. Township manager’s report. Weitzel asked about the insurance coverage discussion to go into a group with the Looking Glass Regional Fire Authority. Tubbs explained that it doesn’t show a saving for either at this time.

PENDING BUSINESS:

2. Al-Ashari proposal for land exchange. Motion by Weitzel and seconded by Thelen that the Township manager sends a letter to Mr. Al-Ashari thanking him for his interest in the Watertown Parkway property and informing him that the Township has no interest in selling any portion of the property at this time. Motion carried

Discussion and Public Comment:

Jean Case asked about insurance offer. Dale Westrick explained that the amount for health insurance for a board member was put in the budget and Weitzel asked why it was there. He asked for an explanation of the benefits. Tubbs explained that it has been put into the budget due to the policy in place.
Dale Westrick explained that he feels that the Township is paying township money for insurance that is not authorized by ordinance.
Patti Schafer addressed the Looking Glass Regional Fire Authority budget and asked about scheduling a joint meeting with Eagle Township

Adjournment- The meeting was adjourned at 9:05 P.M.

Date approved: ________________ _____________________________

Deb Adams, Supervisor

______________________________

Jean Husby, Clerk