Watertown Charter Township
Minutes of Board of Trustees Regular Meeting
July 21, 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 Maahs, Mitchell, Weitzel, Zay. Staff present: Tubbs, Polverento.
Public Comment:
Public Hearing opened at 7:10 P.M.
PUBLIC HEARING: Special assessment improvement by the Board of Trustees of the Charter Township of Watertown-State Road from Airport Road approx. ¾ mile to the “Links at Royal Scot.” Tubbs explained that when the updated bids came back, they were more than 10% higher than the estimated costs, so the declaration of necessity had to be redone. Husby noted two corrections to property codes. No public comment.
The Public Hearing was closed at 7:12 P.M.
Consent Agenda: Thelen asked to add the Treasurer’s report in the binder to Board Reports. Tubbs asked to add the Manager’s Report to Board Reports. Motion by Thelen and seconded by Maahs to approve the Consent Agenda as amended for the Board of Trustees meeting July 21, 2008 as amended. Motion carried
Agenda Approval: Adams announced that Lawn Care will be added as item #17; the letter from our engineer regarding the parking lot will be #18; #19 will be the water district from the Board of Water & Light. Thelen asked to add Policy & Personnel discussion as #20. Motion by Thelen and seconded by Mitchell to approve the July 21, 2008 Board of Trustees regular meeting agenda as amended. Motion carried
Approval of Minutes:
· Regular meeting, June 16, 2008: Motion by Weitzel and seconded by Thelen to approve the June 16, 2008 Board of Trustees regular meeting minutes as presented. Motion carried
· Special meeting, July 11, 2008: Motion by Thelen and seconded by Maahs to approve the special meeting July 11, 2008 minutes as presented. Motion carried
Approval of bills: Motion by Thelen and seconded by Mitchell to approve the special bill list as presented. Motion carried
New Business:
1. Audit. Dave Fisher from Rehmann Robson presented the audit report, with the Audit Letter and the Management Report. A summary of the General Fund appears on pages 16 & 17. The fund balance shows an excess of revenues over expenditures. He provided an overview of all of the financial funds. He explained the new audit standards that require more detail on internal controls. They would like to move up the audit in order to finish at an earlier date. The audit report for SCCMUA would need to be dealt with by using interim reports to avoid the need of waiting for the final report. Thelen reported that she has now been signing the bank reconciliations as discussed in the management letter. Motion by Husby and seconded by Thelen that the Board accepts the Watertown Charter Township Financial Statement as presented for the year ended December 31, 2007. Motion passed
2. 2008 Road Projects. Joe Pulver, new manager of the Clinton County Road Commission, introduced himself to the board. Jack Powell, CCRC, explained the spraying program. Motion by Weitzel and seconded by Maahs approval of presented road contracts with the following project numbers and costs: 497.015.157804 for $25,000; 497.015.157803 for $46,565; 489.015.159807 for $26,745; 489.015.159806 for $30,237; 489.015.159805 for $24,111; 489.015.159801 for $14,470.90; 489.015.159802 for $20,024; 489.015.159803 for $31,134; 497.015.157802 for $5000; and 497.015.157805 for $2000, with a total amount not to exceed $225,286.90 to be taken from account number 801.008 and the remaining funds necessary to be taken from reserve account number 393.012. Motion passed
3. State Road Reconstruction Project. Tubbs explained the State Road Reconstruction west from the "links" to Grove Road. In order to protect the sewer manholes, there needs to be a large quantity of gravel applied or paving of the last quarter mile. This could be paid from the sewer fund since the sewer caused the problem. Weitzel said that he could barely find the manholes. He discussed the letter from Jack Powell concerning the project schedule, noting that the Board has not agreed to this or signed any contract. Tubbs explained that she asked the trees to be marked so that the residents would know.
12. Eaton Hwy maintenance. Thelen would still like a maintenance schedule to get it in an improved condition. She wants to know how to make it a nice gravel road. It was explained by Pulver that a higher clay content in the gravel could hold the gravel better. Tubbs suggested that the contract for the Eaton Hwy gravel should be formally amended to change from 22A gravel to 23A gravel. Motion by Weitzel and seconded by Thelen to amend contract nos. 489.015.159805, 806, & 807 from 22A gravel to 23A modified gravel. Motion carried
15. Traffic study on corners of Francis and Howe Road. Thelen explained that a taxpayer voiced concern about the number of accidents on this corner. They would like to see something done. The road commission and the township manager will get a report of the various types of accidents and the various causes to see what can be done.
3. Resolution no. 07-212008-1, Resolution Approving Necessity Hearing and Ordering Preparation of Assessment Roll-State Road. Motion by Thelen and seconded by Zay to waive the reading of resolution no. 07-212008-1. Motion passed
Motion by Thelen and seconded by Mitchell to adopt resolution no. 07-212008-1, approving necessity hearing and ordering preparation of assessment roll to pave State Road from Airport Road ¾ mile to “Links at Royal Scot.”
Yes: Zay, Thelen, Adams, Husby, Maahs, Mitchell, Weitzel
No: none
Motion carried and resolution adopted
4. Contract for CDP Update. Polverento reported that the Planning Commission selected Birchler Arroyo Associates as having the most for the least. The contract was forwarded to the Township attorney and his suggestions to Birchler Arroyo Associates have been accepted and incorporated in the contract. Motion by Maahs and seconded by Thelen to concur with the recommendation of the Planning Commission that the Watertown Charter Township Board of Trustees approves the Agreement for Community Planning Services with Birchler Arroyo Associates, Inc. as presented for a professional fee not to exceed $17,500 plus actual expenses not to exceed $1500, to be effective July 21, 2008.
Yes: Mitchell, Weitzel, Maahs, Zay, Adams, Thelen, Husby
No: none
Motion carried
5. Zoning Ordinance amendments-Keeping of Animals-Wild/Commercial Game Operations. Polverento explained that the Planning Commission has discussed this for quite some time. There may be a loophole in Section 28-570 (2) (a). Adams thinks that it needs to be submitted to our attorney for review. It is generally felt that wild animals are well-regulated by the State. It will be re-worked for Commercial Game Operations.
6. Zoning Ordinance amendments-Keeping of Animals, Section 28-570 Lot Size Requirements. Polverento explained that this issue arose out of a complaint earlier this year. The Right to Farm Act supersedes our zoning regulation eliminating the acreage requirement and placing the burden of proof on the resident. Tubbs suggested that they should keep this in mind while doing the CDP to re-zone smaller parcels. Motion by Maahs and seconded by Thelen that Watertown Charter Township Board of Trustees concurs with the Planning Commission to approve the zoning amendments to sections 28-570 (c)(2), as described in Case #07-16 TXT for the following reasons and findings of fact: 1) The zoning amendments are necessary to provide clarification and improvement to the existing Watertown Charter Township Zoning Ordinance.
2) The zoning amendments address areas of the Zoning Ordinance where existing language does not adequately cover current zoning issues.
Yes: Husby, Maahs, Weitzel, Adams, Thelen, Zay, Mitchell
No: none
Motion carried
7. Ordinance Codification Update-verbal report. Husby explained that it has been going to various departments. It should be emailed this week and it will then be circulated for a review. It will have the zoning corrections and any new amendments submitted up thru February 2008.
9. Looking Glass Regional Fire Authority -2009 Draft Budget. 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 including a $4800.00 cash stipend for gasoline for the fire chief as the Watertown Charter Township Board favors the standard set by the Internal Revenue Service rate of 58.5 cents a mile for operating an automobile for business purposes as being more accountable to the taxpaying public and the Authority. Mitchell explained that the chief hasn’t taken anything for reimbursement up to now. The intent was to cover the cost of his using his personal vehicle.
Yes: Thelen, Mitchell, Zay, Husby, Maahs, Weitzel, Adams
No: none
Motion carried
Husby objected to the use of "reject" why not just "return" it for clarification.
10. Transfer of funds from Sewer Receiving to Stoll Road Sewer. Motion by Thelen and seconded by Husby to allow the Township Treasurer to transfer the balance of funds from Sewer Receiving to Stoll Road Sewer account.
Yes: Maahs, Zay, Husby, Mitchell, Weitzel, Adams, Thelen
No: none
Motion carried
11. Closing of TIRF Account. Thelen explained that there is a township improvement revolving fund, but there hasn’t been any recent activity. It is not being funded. She would like to roll it back into the general fund and close the account. Tubbs said that it is a good economic development tool and if it is closed, it cannot be created again. Thelen thinks that if it is going to be kept, then it should be used. This will be brought back next month after research.
13. Health care-Medical Benefit Plan Requirements. Husby brought it back because there is a law requiring action. Tubbs says that they have satisfied the law with an RFP and received a summary of the benefits from our current provider. We are not required to get a bid from a VEBA. Mitchell asked about requesting quotes for the same coverage from different providers. Tubbs responded that we have low increases. Thelen is concerned that we didn’t fulfill the law by not soliciting a bid from VEBA. Thelen doesn’t want staff to lose coverage, but as an elected official, she is bound to spend the township money wisely. Husby said that the Board should see the quotes. Getting quotes is not about taking things away, they might get more or more flexibility at a lower cost to the township. Mitchell wants to see the quotes. Tubbs can show three different plans for the same thing. Husby wants to see the quotes presented to the board.
14. Public Safety Committee-Records safety. Mitchell suggested looking at the recommendation on computer storage and security. Weitzel suggested that we consider a central storage location, maybe adding on to the building.
Motion by Weitzel and seconded by Mitchell to accept and place on file the report from the public safety committee. Motion carried
18. Motion by Weitzel and seconded by Thelen to approve the engineer's report as presented. Motion carried
19. Board of Water and Light-water district. A water service agreement was prepared for Country Village. Motion by Weitzel and seconded by Maahs to approve Supplemental Agreement No. 36 to Water Service Agreement with Watertown Charter Township and the Lansing Board of Water and Light. Motion carried
PENDING BUSINESS:
Motion by Thelen and seconded by Adams to charge account 269-931. Motion carried
Motion by Weitzel and seconded by Maahs to extend the meeting to 10:45 p.m. Roll Call – Yes:
Adams, Thelen, Mitchell, Maahs, Weitzel, Zay. No: Husby
Adjournment- The meeting was adjourned at 10:30 P.M.
Date approved: ________________ _____________________________
Deb Adams, Supervisor
______________________________
Jean Husby, Clerk