Watertown Charter Township

Minutes of Board of Trustees Regular Meeting

September 15, 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, Weitzel, Zay.  Trustee Mitchell – absent with notice.    Staff present:  Tubbs, Polverento.

Public Comment:

• Clerk Husby  announced that the Wacousta Community Methodist Church was planning a CROP  Walk and would like to use Looking Glass Park for the start and finish of their walk on Oct 4^th.  Adams suggested this become an agenda item.
• Sgt. Kyle Knight reported on activities – small property crimes, B&E's, and a recent success with arrests on a recent theft of sheet metal and copper using tracking technology loaned from Consumers.  The business had been hit a number of times.  There was a traffic fatality at m-21 & DeWitt Rd.  They had grant funds renewed of $89,000 for child safety seats, for enforcements programs, and for additional patrols.   They are connected to a network to check all pawn shops for any stolen goods, know your serials numbers.
• Jack Enderle  Clinton County Commissioner – The budget is compiled with an aim to work the costs down in anticipation of lower revenues.  The rates for 911 surcharges are higher than other counties because of  new fees are per device and they are charged to the user.   Also Eaton County has a millage and Ingham has a partial millage
• Melissa Freeman, 14961 Francis Road,  wanted to state for the record that she intends to

      be a full time clerk.

Consent Agenda:    The additional bill list is on the table, Adams asked to move board report #10 the clerks memo to agenda item 12, Weitzel asked to move correspondence on Summer Lane to agenda item 13.   Polverento added to note the Visioning Session is now scheduled for Tuesday the 14^th of October and that the reformatted zoning ordinances are now available.  Also a Master Plan meeting is scheduled for this Wednesday the 17^th.   Motion by Thelen and seconded by Zay to approve the Consent Agenda items as amended.   Motion carried

Agenda Approval:  The agenda was amended to include the Crop Walk #11; the clerk's memo #12; Summer Lane #13; budget meeting dates #14; #15-temporary combined planning assistant/treasurer assistant position.  Motion by Thelen and seconded by Maahs to approve the regular meeting agenda as amended.  Motion carried

Approval of Minutes:

·         Regular meeting, August 18, 2008:  Motion by Thelen and seconded by Weitzel to approve the August 18 Board of Trustees regular meeting minutes as presented.  Motion carried

·         Special meeting, August 14, 2008:  Motion by Weitzel and seconded by Maahs to approve the minutes of August 14 special joint meeting as presented.  Motion carried

Approval of bills:  Motion by Thelen and seconded by Zay to approve the special bill list dated August 18, 2008 as presented   Motion carried

New Business:

1.     Request for review and acceptance of Looking Glass Regional Fire Authority – 2007 Annual Audit Report –  Motion by Adams and seconded by Weitzel to accept and place on file the 2007 Annual Audit for Looking Glass Regional Fire Authority.     Motion carried                      

2.     Resolution to establish millage rate for 2009 -  Motion by Thelen and seconded by    Husby to waive the reading of the resolution.   Motion carried   

        Husby asked to have the Board consider the paragraph in the resolution to establish          the budget public hearing date.   No further action.

        Review and approval of the L-4029 Tax Rate Request -  Motion by Adams and

        seconded by Thelen  to approve the L-4029 Millage request to the County Board of

        Commissioners.  Roll Call:

        Yes:          Weitzel, Maahs, Thelen, Adams, Husby, Zay. 

        No:           none

        Absent:     Mitchell

        Motion carried

3.     Request for Special Assessment for Gravity Works Revised – Tubbs met to discuss concerns from the residents and to address the needs of the developer.   It was concluded that at this time the paving could be completed from Airport Road to the first entrance to the project.  The majority of costs related to paving the east portion are related to the unstable soils in the first section.  The current request is to            ask the Board to consider approval of paving from Airport Road west to the first entrance of the project.  The second portion of paving would be completed to the west lot line after completion of phase 2.  The developer's representative Richard Cooley described the provisions laid out in the conditions of approval for the project.  He described the stages of the development and the plan for road improvement.

 Weitzel requested further information on the recommendation from the manager to pay $35,000 to mitigate the costs of stabilization.  The damage is from the lack of drain maintenance, road maintenance, and the underlying soil condition.  Husby added that the latest improvement was to adjust the height of an outlet that was reset about 6 " too high after ditching work.  Zay asked if there had been a geotech investigation of the road.  The road commission has determined that 800 feet of this road is affected.  The manager's recommendation was based on what it would cost to keep the road passable for the next few years.   The $35,000 was based on just keeping the road open because the cost of stabilization is much higher.  Thelen  asked if we plan to fix the problem. Will the road be compromised by the drain condition?  Husby asked if we have an actual number for the stabilization.  Tubbs has three different numbers.  Cooley added that his understanding was that when the cost of the project from Airport to the first entrance was changed, about half of the cost of $280,000-$300,000 was related to stabilization.  The paving would be completed in the spring.      Husby noted that the township pays to maintain passable roads, where the line is drawn on repairs related to drain issues is the question.   Weitzel added that other drain issues had been brought forth such as the Morgan's property damage.  It was  related to the condition of the drain, but they were not reimbursed.   Thelen noted that drain work is assessed to the residents except for the Drains at Large portion.  Thelen asked what year and what account the road repairs would be charged to.  The        manager suggested the costs be charged to the Road Reserve account.  The stabilization cost is around $143,000 with an estimate of the necessary or routine maintenance for the roads at $35,000.  Thelen asked for changes to the assessment lists.

Yvonne Allen, 4780 State Road - Asked for clarification on the extent of the project and the point when the paving would continue or be completed to the west.  How would traffic and dust control be managed?  Would the road be extended to Grove Road?

        Tubbs replied that the second road would be required after 86 units were completed.  The dust and traffic controls would be addressed in the development agreement.  The timing of future improvements to State Road is undetermined.  The township board has no project planned for the road west of this project.

 Cooley asked the Board to move the project forward so that work to start the project  can be completed this fall.

        Motion by Weitzel and seconded by Maahs to have the township manager develop and execute a development agreement with the township attorney for this project and to provide a copy of the development agreement for approval to the   township board.  Motion carried

4.     Request for update on Sewer Master Plan – Tubbs responded that the plan could be brought back to the Board.  Motion by Weitzel and seconded by Maahs that the sewer master plan be added to the October Board agenda.  Motion carried

5.     Computer Equipment Proposal – A quote was prepared for three work stations as planned in the budget.  The second part of the request proposes purchase of Microsoft Office 2007 for all work stations.  Motion by Zay and seconded by Thelen to purchase three work stations from account number 101-900.000-980.001 for $1887.00.  Motion carried

6.     Parks & Recreation Request for approval to expend funds –Thelen explained that the Parks & Committee would like to beautify the entrance to Wacousta and put flower boxes on the bridge.  The person who built the flower boxes for Dewitt lives in Watertown Charter Township.  She doesn’t know the costs.  Thelen also asked about putting garland and bows in the bridge for the Christmas season.  Adams suggested that the he maintenance of these items is important.  Tubbs cautioned that the bridge does not belong to the township.  We would need to get permission from the Road Commission.  Thelen explained that she did contact the Road Commission and a permit may be involved but it should not be a problem.  Thelen explained that the Parks & Recreation Committee would like to have a holiday home arts and craft tour.  They would like it to be December 6 to coincide with the Grand Ledge Holiday Home Tour to start at 9:00 A.M. to 4:00 P.M.  The committee would publish the homes participating in the tour.  The expenses would involve advertising and the printing of flyers and should be no more than $500.00.  Tubbs did contact the Township Attorney and a waiver of liability would be needed to be signed by participants.  No public funds can be used for advertising the event.  Also, any home that participates needs to be registered with the Planning & Zoning department as a home occupation in order to not violate the Zoning Ordinance.  Thelen stated that there would be a $5.00 participation fee to offset expenses of advertising.  Thelen feels that the home occupation permit requirement issue would inhibit participation.  Government is overstepping its bounds in this case and will kill the issue.  Motion by Weitzel and seconded by Zay to approve the 2008 Annual Halloween Party, the Annual Luncheon with Santa, and the Annual Holiday Lights Contest with expenses covered under the Parks & Recreation budget.  Motion carried

        Jean Case asked about the craft show that previously was held in the Wallace Watt Community Center. 

        Thelen asked about the decorations for the bridge.  Husby is concerned about theft.

        Motion by Thelen and seconded by Adams that the issue concerning decorations for the bridge be referred to the township manager’s department to determine costs and permit process.  Motion carried

7.     Request for cemetery project - GAR lighting.  Thelen explained that she read some minutes from a Cemetery meeting and she saw that it was suggested by the sexton Andy Case to look into the costs for this.  She further explained that the Sons of the Union Veterans of the Civil War were in support of the lighting of the monument.  She would like some action on the project.  The Cemetery Board made no comment on the issue in that meeting.  Husby explained that she has been working with an engineering company about the cemetery.  A “cremains only” area was discussed to make more space available and also for low maintenance and lower cost to the purchaser.  She and Andy Case discussed replacing the flag pole and a more visible sign for the cemetery.  Lighting was a part of the discussion.  There are concerns about lighting the monument due to the previous vandalism to it.  The Cemetery Board has not made a recommendation.  It will be deferred to the Cemetery Board for recommendation. 

8.     Policy &Personnel Committee Report – GW (no packet material):  Weitzel reported that the Policy & Personnel Committee discussed three items on September 9^th.   They reviewed job descriptions and will be receiving a report from the township manager. 

·        Township Vehicle Policy-the Policy & Personnel Committee recommends that there be no changes to the vehicle policy no. 6.5.

·        Loaning of Township Material-the Policy & Personnel Committee recommends to the Township Board that the township manager creates a township policy regarding loaning township materials.  Motion by Weitzel and seconded by Maahs that on behalf of the Policy & Personnel Committee that the Township Board directs the Township manager to create a policy regarding the loaning of Township materials.   Motion carried 

Weitzel asked that the Township Manager have this ready for the December Board meeting in order to generate a review in 2009 and for the supervisor to appoint a committee to review Board policies and Board by-laws. Also, he reminded the Township manager that the Board did refer to her a policy regarding donations. 

9.     Annual Review of Special Assessments.  Thelen explained that she is presenting the special assessment charges for approval by the Board.  Motion by Adams and seconded by Thelen to approve the Winter 2008 Special assessments as presented.  Motion carried

10.   Planning Commission – Request to refer Invasive Weeds/Plants to Environmental Affairs Committee.  Polverento reported recent action by the Planning Commission concerning this subject.  Weitzel doesn’t see the need for the Environmental Affairs Committee to develop an article for the newsletter.  Husby commented that this information is available from the MSU Ag Extension service and also through the conservation district office.  Links could be provided on our website to these agencies.  Weitzel stated that the original intent of creating a noxious weed ordinance has not been resolved and we are now trying to create a whole new area of responsibility.  Maahs responded that the original is being worked on at the Planning Commission level.  Providing information is the intent here.  Zay offered to provide an article for the newsletter. 

11.   Request from the Wacousta Community United Methodist Church.  Husby explained that they are hosting a Crop Walk.  It is a fundraiser to raise money for food for those in need.  They are asking if the Township will allow them to park at Looking Glass Valley Park for their walk to Looking Glass Brook Drive to Bauer Road to Riverside Drive to Hummingbird Lane and back to the park.  It is about a three mile walk.  It will be held October 5th, ^from 2:00-5:00 P.M. 

        The Board has no objections.  The church representative will be contacting the county sheriff's department about monitoring the traffic.  Clerk Husby will reply by letter that the Board has no objection.

12.   Clerk’s memo-Election Administration.  Adams asked about the statement about the security of the ballots.  Husby responded that she contacted the Election Commission, the County Clerk, and discussed the threat to security with the Election Commission members and the precinct chairs.  Tubbs read her email memo.  Thelen explained that “threat” is a personal feeling.  Husby explained the responsibility for the administration is the Clerk's and the others took the memo as seriously as she did.

13.   Summer Lane subdivision-meeting to discuss drainage problems.  The planning director attended the resident's meeting.  Polverento explained that the issue is an antiquated drainage tile.  The meeting was to discuss options for repair.  The drain commissioner provided an aerial view of the properties impacting the drain.  The township manager is consulting with the drain commissioner. 

14.   Budget meeting dates.  October 7^th at 6:00 P.M., October 22^nd at 6:00 P.M., and October 29^th at 6:00 P.M.  Budget public hearing is expected to be held at the regular November Board meeting.

15.   Planning and zoning assistant/treasurer assistant-temporary position.  Weitzel commented that there is no time frame on this combined position.  Motion by Weitzel and seconded by Maahs that the Township manager provides a written progress report to the Township Board at the October, November, and December meetings on the working arrangement of a temporary combined assistant treasurer and planning assistant position.  Motion carried

        Weitzel asked about the agreement and the future.  Tubbs replied that it depends on the work loads.  They have not been technically combined. 

PENDING BUSINESS:

1.         Closing of the TIRF account.  Thelen provided a spreadsheet showing the activity of this account.  It can be re-instated at any time. She is asking that this account be closed and the money be reverted back to the General Fund.  The money can be reserved or it can just go back into the General Fund.  Thelen said that it was last used in 2003.  Thelen said that it does not have much money in it, but it has to be maintained and accounted for each month.  It has not been growing and hasn’t been funded for eight years.  Zay asked if there was ever a goal for the fund.  It will be discussed during the budget discussions.

2.         Eckhart & Associates, Inc.-request to extend the Tool and Die Renaissance Recovery Zone expiration date.  Thelen reported that over five years the Township will lose approximately $11,585.06.  They have been approved for five years.  The Township manager will provide a report.  Tubbs stated that the Township needs to look at other large taxpayers who may want tax abatements. 

Discussion and Public Comment:   

• Thelen reported that 75% of the summer taxes came in during the last four days of the tax collection period.  The clerk and treasurer are meeting with BS & A to discuss upgrades to the software program for receipting.  The treasurer could save money if she is allowed to have daily updates to the tax information on the website.  She would no longer send out receipts.  Husby suggested that the residents be given a chance to respond to this issue.

Adjournment- The meeting was adjourned at 10:05 P.M.

Date approved: ________________                             _____________________________

                                                                                    Deb Adams, Supervisor

                                                                                    ______________________________

                                                                                    Jean Husby, Clerk