Watertown Charter Township

Minutes of Board of Trustees Regular Meeting

August 18, 2008

7:00 P.M.

Call to order:  The meeting was called to order at 7:01 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:

• Sgt. Kyle Knight reported on internet fraud training.  Detective Sandberg recently apprehended suspects in connection with converter thefts from park & ride lots.  A fatal accident occurred on Airport Road.  He can provide accident reports for the township in reference to the comment on the Howe and Francis intersection. 
• Melissa Freeman, 14961 Francis Road, questioned the request for a recount filed by Clerk Husby.   She asked the board to explain if something can be done to improve the election process prior to the November election like using black markers.  Clerk Husby replied that the State of Michigan dictates what is used for elections.  She explained that different markers have been used and changed because of different paper products where markers were bleeding through causing errors.  It is up to the County and the State to prescribe what is used.  By having the recount, it will clarify if the marking devices currently being used are adequate. 
• Dale Westrick, 9041 Herbison Road, reported problems a neighbor described with their ballot and how it was run into the machine three times before it was accepted.
• Billy Crego who worked as an election inspector, reported on what may have occurred with a ballot.
• Yvonne Allen, 4780 W State Road, read a letter concerning the potential paving of W State Road.  She is against paving and described several problems that would affect her property value and her quality of life.  She submitted her letter to the clerk.   Adams read the letter from Linda Smith, 4740 W State Road.  Smith which described the current development projects that have come to a standstill; the fact that the neighbors like their road the way it is; questioning the lack of a traffic impact study; concerns of flooding; losing the trees in her front yard; and paving would endanger people and wildlife. 

The letters from Allen, Lubbers and Smith will be copied and maintained in the files of the clerk, township manager, and the zoning administrator. 

• Harriet Smith, 4740 W Clark Road, commented that she suffered a similar situation when Clark Road was paved. 

Consent Agenda:    Weitzel would like Correspondence no. 6 (letter from Al-Ashari) be moved to the agenda.  Township manager Tubbs asked that her staff report be added to Board Reports.  Motion by Thelen and seconded by Mitchell to approve the Consent Agenda items as amended.   Motion carried

Agenda Approval: Adams requested the addition of the Al Ashari letter as item no. 6.  Memos concerning tires for the township truck, the emergency generator, and the additional bill list will be added to the bills. Thelen suggested that a memo from the Planning director concerning codification and a memo from Richard Trent be recognized.  Adams suggested that they be added to Board Reports and placed on file.

Motion by Thelen and seconded by Adams to receive and place on file the two memos as discussed.  Motion carried 

Motion by Thelen and seconded by Maahs to approve the August 18, 2008 Board of Trustees regular meeting agenda as amended.  Motion carried

Approval of Minutes:

·         Regular meeting, July 21, 2008:  Motion by Weitzel and seconded by Maahs to approve the July 21, 2008 Board of Trustees regular meeting minutes as presented.  Motion carried

·         Emergency meeting, July 19, 2008:  Motion by Maahs and seconded by Thelen to approve the minutes of July 19, 2008 as presented.  Motion carried

Approval of bills:  Thelen summarized that the bill for tires from Quality Tire in the amount of $593.36 will be from General Fund and the SCCMUA bill for $41,485.50 would come from Sewer Receiving.  Tubbs explained that $30,000 had been budgeted for this so the additional $11,485.50 would need to be approved.  Motion by Thelen and seconded by Zay to approve the special bill list dated August 18, 2008 as amended.   Motion carried

New Business:

1.         Resolution no. 08-182008-1:  Eckhart & Associates, Inc.-request to extend the Renaissance Recovery Zone expiration date from December 31, 2009 to December 31, 2014.  Robert Breard from Eckhart was present to answer questions.  Husby explained that the request came in on July 23, 2008 and was circulated to the assessor, the township manager, the treasurer, and the supervisor.  No comments were received. 

            Mr. Breard addressed the Board to explain the need for the extension.  He outlined the impact of manufacturing changes and oil prices on the tool & die industry.  Projects have been cut back; new projects will be focused on more fuel efficient cars and other markets; they need to re-tool for the changes; the market is more competitive; they have 

            experienced tremendous price increases for raw materials.  The building they added to assemble machines for Dart from Mason is now vacant because the project was halted.  They have used the tax savings to invest in trying to pick up work.   Eckhart's request is to extend the recovery zone for another five years.  Other members in the Renaissance zone received ten years at the start.  They share customers and projects so it is important that they receive the same tax relief to add jobs and equipment and be on par with the others in the collaborative.   Weitzel didn’t see any recommendation from the township manager.  Tubbs replied that it hadn’t been directed to her to bring forward any information on this.  Motion by Weitzel and seconded by Maahs that the request of Eckhart & Associates, Inc. for an extension of the Renaissance Recovery Zone expiration date from December 31, 2009 to December 31, 2014 be referred to the township manager for review and recommendation of the economic impact and possible effects that this request may have on the Township.  Motion carried

            Breard explained that it is important that this be addressed prior to the end of the year so that they can avoid the phase out.  Thelen explained that this will reduce tax revenue and it is not reimbursed by the State. Husby said that Eckhart's request was presented within the required time period outlined.   

2.         Southern Clinton County Municipal Utilities Authority-proposed 2009 budget summary.  Larry Fitzgerald was in attendance for questions.  Motion by Weitzel and seconded by Maahs to recommend approval to the Southern Clinton County Municipal Utilities Authority of the 2009 SCCMUA Operating Budget & CIP.  Motion carried 

            The Township manager will write the letter to SCCMUA to relay the recommendation.

3.         Michigan Association of Planning Conference.  Motion by Weitzel and seconded by Maahs that the Township Board approves the request of the planning director to attend the Michigan Association of Planning Annual Conference in Kalamazoo at a cost not to exceed $565.00.  Motion carried

4.         Budget adjustments.  Motion by Husby and seconded by Thelen to approve the budget adjustments as presented for August 18, 2008.  Motion carried

5.         Weed ordinance, lawn installation requirements, & invasive species.  Polverento stated that the Planning Commission feels that it would be difficult to enforce a weed ordinance.  Maahs announced that the unkempt lawns on foreclosed properties may become a project of the Members of the Lions Club.

            Polverento asked if the subject of invasive weeds could be addressed by the Environmental Affairs Committee.  The Planning Commission discussed various locations where lawns haven’t been installed on new builds.  Polverento suggested this might be a soil erosion problem and again feels that the Environmental Affairs Committee could address the problem.  Tubbs doesn’t think that lawn installation should be addressed to the Environmental Affairs Committee because those properties should not be receiving their certificate of occupancy without a lawn being installed.  Polverento said that the problem is with houses completed in the winter months.  Tubbs suggested that the certificate can be made conditional.

            Weitzel wants to know how far the Township wants to go with this and who will enforce an ordinance on invasive weeds?  Polverento suggested it be informational.  Maahs feels that it would be good to compile a list of invasive weeds for residents on what should or should not be planted.  Zay commented that invasive plants are generally an issue with the agricultural community.  Husby suggested that the Ag Extension service can provide lists of invasive weeds.  Polverento will draw up some guide lines and present them next month. 

6.         Al Ashari letter proposing a land exchange.  Thelen explained that she has been talking with Mr. Al Ashari.  He is interested in purchasing the house and giving us access to the property.  If the Township would sell the house to him, he would give a permanent easement along the northern part of the property bordering the highway.   Motion by Weitzel and seconded by Mitchell to refer the letter from Mr. Al Ashari to the township manager for review and recommendation at the October meeting.  Motion carried

PENDING BUSINESS:

1. Watertown Parkway property-ad hoc committee report on the site analysis for the Township’s Greenspace parcel at Watertown Parkway.  Zay presented a visual and verbal report.  The ad hoc committee consisted of Maahs, Zay, Thelen, and Husby.  They conducted a site review and a general inventory.  He presented a soils map, vegetation map, historic wetlands conditions, and pointed out recent drain work.  He described features of the site which include: a fairly intact high quality old growth forest, a wooded wetland, year-long and seasonal wetlands.  Management of the deer population is an issue for green spaces.  This browse activity indicates approximately 65 deer per square mile.  The ideal number is thirty per square mile.  Most of the weed growth on site provides wildlife habitat and most aren’t of an invasive variety.

The ad hoc committee mission was to investigate and update the Board on what exists in the green space.  The potential of the site can be addressed in the CDP and the Park Plan.  Zay advocates taking a low impact approach to enhance the site and make it available to residents. The committee suggests that step one is to remove trash.   Goals and objectives would need to be prepared to include: wetland features;  support and control wildlife; provide passive recreation all year long. Greenspace is too often undervalued and difficult to replace.  

Motion by Maahs and seconded by Thelen to have the ad hoc committee continue to assess the property and look at the next steps to utilize the property.  Motion passed

3.         Policy & Personnel Committee.  Thelen explained that she would like the committee to meet to address the personal use of township property.  Motion by Thelen and seconded by Weitzel to ask the Policy & Personnel Committee to discuss the use of the township vehicle for professional purposes vs. personal business.  Motion carried

            Husby explained that policy indicates that all job descriptions are to be reviewed annually.  Workloads have changed.  She would like a thorough review of all the jobs and to tie each to improved services to the residents and to the budget.  Weitzel said that the personnel director is to review the job descriptions and to submit any changes to the Policy & Personnel Committee.  The personnel manager indicated that there are no changes to the job descriptions.  Tubbs then said that the only change being considered right now is dealing with the assistant treasurer position.  

4.         Closing of TIRF account.  Thelen has no additional information at this time.

Discussion and Public Comment:   

• Adams asked when the filing cabinets will be moved.  Husby has requested the maintenance manager remove an item from the closet where the cabinets will be placed.

Adjournment- The meeting was adjourned at 9:11 P.M.

Date approved: ________________                             _____________________________

                                                                                    Deb Adams, Supervisor

                                                                                    ______________________________

                                                                                    Jean Husby, Clerk