REGULAR MEETING
                                                          DECEMBER 26, 2011 AT 7:30 PM
                                                                BENONA TOWNSHIP HALL
                                                                    (Unapproved minutes)

The regular meeting was called to order at 7:30 PM with all Board members present, except Czurak, who was replaced by her deputy, Ruth Wentzloff. There were no visitors in attendance. Following the pledge to the flag, a motion was made by Burmeister and supported by Smith to approve the agenda as submitted. All members-aye, motion CARRIED. The minutes of the November 28, 2011 regular meeting were reviewed and a motion was made by Smith and supported by Burmeister to approve the minutes with no corrections or additions. All members-aye, motion CARRIED. The Treasurer’s report was accepted.

Clerk’s report: Shaw reported that she reconciled all five bank accounts on QuickBooks. The figures on the Profit & Loss report and the Monthly Budget report do not match because a paycheck was destroyed by the Post Office and was not returned until December.

The figures are off by that amount and should correct in the December reports. Shaw sent the GIS Cost Share Agreement and a copy of the minutes to the Equalization Department. No payment is due yet. A copy of a snow plowing contract was obtained from Bart Burmeister and signed and filed. Both Assessor Beach and Infographics were contacted regarding the ArcView program. A list of the expiring terms for Planning Commission, ZBA and Fire Board were submitted to Supervisor Fleming. We were awarded the Polling Place Accessibility Improvement Grant in the amount of $2,428.00 for paving the handicap section of our parking lot. The work must be completed by August 6, 2012. Shaw spoke with Joe Jonseck about his newly purchased beach cleaner and will meet with him in January to discuss probable costs. A dividend check was received from the insurance company and the road sign was delivered to the Road Commission.

Cemetery report: No current activity.

Fire Board report: Smith reported that there were 7 fire runs in November. Oceana Foods is planning to update their fire plan at their processing plant and the EPA has started the clean-up at Custom Metal Finishing. There have been six inquiries about the sale of truck #241. The Fire Board voted to do away with the bonus system and increase hourly wages by $1.00.

Planning Commission report: Burmeister reported the process the Planning Commission plans to take to develop an ORV ordinance.

Supervisor’s report: Fleming reported that he discussed the ArcView software with Assessor Mike Beach. Fleming and his wife Barb hosted the Celebration of the Trees at the library. He contacted Garrett Grantz about serving on the Fire Board and all current Planning Commission members and ZBA members with expiring terms. All were willing to continue serving, and Grantz was willing to serve on the Fire Board.

Assessor’s report: No report was submitted.

Zoning Administrator’s report: Airy was not present but submitted a written report detailing his activities in December. The following activity was reported for the month of December: Regular Zoning permits-4, and one Critical Dune permit.

Old Business: A motion was made by Smith and supported by Burmeister to amend the motion of the November 28, 2011 meeting approving the purchase of the ArcView program as follows: “provided it is to be loaded on a computer in the township office in the event the Assessor resigns or the contract is not renewed and Mr. & Mrs. Beach are no longer assessing for Benona Township. Any cost incurred in transferring the ArcView 10.X Single Use License to the township computer will be the responsibility of Assessor Beach. Furthermore, this software is not to be used for any unit other than Benona Township while in the possession of Assessor Beach”. All members-aye, motion CARRIED.

New Business: A motion was made by Shaw and supported by Smith to appoint Garrett Grantz and Steve Fleming to the Shelby Benona Fire Board for 6 year terms. Roll call vote: Burmeister-aye, Czurak-absent, Fleming-aye, Shaw-aye, Smith-aye, motion CARRIED. A motion was made by Fleming and supported by Smith to re-appoint Barbara Fox and Daryl Shaw to the Planning Commission for 3 year terms. Roll call vote: Burmeister-aye, Czurak-absent, Fleming-aye, Shaw-aye, Smith-aye, motion CARRIED. A motion was made by Fleming and supported by Shaw to re-appoint Bart Burmeister and Mike Pranger to the Zoning Board of Appeals for 3 year terms. Roll call vote: Burmeister-aye, Czurak-absent, Fleming-aye, Shaw-aye, Smith-aye, motion CARRIED. A motion was made by Smith and supported by Burmeister to accept the conditions of the Polling Place Accessibility Improvement Grant Program and authorize the Clerk to sign all documents. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Czurak-absent, Burmeister-aye, motion CARRIED. A motion was made by Burmeister and supported by Smith to approve the PA 116 application submitted by Garrett Grantz. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Czurak-absent, Burmeister-aye, motion CARRIED. There was no interest in the MTA Board of Review training class. A motion was made by Shaw and supported by Smith to authorize the bills for payment, with the addition of any bills that come in by the end of the month. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Czurak-absent, Burmeister-aye, motion CARRIED. A motion was made by Burmeister and supported by Shaw to adjourn and the meeting was dismissed at 8:55 PM.

Respectfully submitted,



Margie Shaw, Clerk

REGULAR MEETING

NOVEMBER 28, 2011 AT 7:30 PM

BENONA TOWNSHIP HALL

(Approved minutes)

The regular meeting was called to order at 7:30 PM with all Board members present and 3 visitors in attendance. Following the pledge to the flag, a motion was made by Czurak and supported by Smith to approve the agenda as submitted. All members-aye, motion CARRIED. The minutes of the October 24, 2011 regular meeting were reviewed and a motion was made by Czurak and supported by Smith to approve the minutes with no corrections or additions. All members-aye, motion CARRIED.  The Treasurer’s report was accepted.  

Clerk’s report:  Shaw reported that she reconciled all five bank accounts on QuickBooks.  All figures on the Profit & Loss report and the Monthly Budget report match.  Shaw completed a request for information on the Township lawyer and edited the Super’s Corner.  The Optec Insight was taken to the County Building for the annual maintenance check-up.   

Cemetery report:   Shaw responded to an inquiry.  The first gravesite in the extension of Benona Township Cemetery on Johnson Rd. was marked for a monument placement.  An adjoining gravesite has a small marker misplaced without a foundation.  This will need to be moved when it is determined if remains are buried on the site.  

Fire Board report:  John Smith was voted in as President of the Fire Board for the upcoming year, with Bob Eekhoff as Vice President.  Sheila Gowell will continue as Secretary/Treasurer.  The 2011 Annual minutes and the 2012 meeting schedule were approved.  Smith reported that there were 9 fire runs in October.  Fire Prevention Week was Oct. 9-15, culminating with the Open House on the 15th.  Old turn-out gear will be given to a fire department in Mexico.     

Planning Commission report:  The Planning Commission inquired if the Township Board wanted them to develop an ORV ordinance and hold the required public hearings for the Township Board’s approval.  It was the consensus of the Board that that would be the proper procedure.   

Supervisor’s report:  Fleming reported that he completed a Government Units survey.  He attended the Oceana County MTA meeting and wrote his annual “Super’s Corner” to enclose with the tax bills.  He responded to Diana Clark that he and his wife Barb would host at Celebration of the Trees at the Shelby Area District Library.  Fleming also attended the Community Forum at the High School Cafeteria on Nov. 10th. .  The OCRC requested to be informed of anticipated 2012 road paving or chip and seal projects so the Board discussed what roads might possibly be chipped and sealed next year.  Both Fish Rd. and Marshville Dam Rd. were discussed as possibilities.  Fleming solicited bids from The Gutter Guys and Affordable Gutters, Inc.  

Assessor’s report:  Mr. Mike Beach and Bill Airy are conducting site visits to improve and simplify Land Tables and on parcels with new construction.  The Tax Roll and Warrant for collection of winter taxes was prepared.    Two tax tribunals were scheduled in November.  The hearing upheld the assessment for Steve Armstrong and the assessment was lowered on Todd Courts.  There is another hearing scheduled for November 30th.  They began preparing Land Value Maps with ESRI ArcView software and discussed the County’s proposal to update GIS maps with InfoGraphics.  They continue to enter new building permits, process new deeds and transfer affidavits and process exemptions.  They are also reviewing property sales in 2011.    

Zoning Administrator’s report:  Airy reported that he attended the Oceana County Chapter MTA meeting where Jim Whitaker discussed the GIS mapping system.  Local ORV use within the county was discussed.   He sent a notice to the Oceana Herald Journal of the final review of the addition to the Zoning Manual regarding outdoor solid fuel burning furnaces.  He discussed his concerns about new construction with the Drain Commissioner.  He attended the Planning Commission meeting and reported about the County MTA meeting to the commissioners.  He presented an amendment to the previously approved Hendrickson Land Division and the amendment was approved.  He discussed the Outdoor Solid Fuel Burning Furnace ordinance with Larry Bays.  The following activity was reported for the month of October:  Regular Zoning permits-3, and one Critical Dune permit.  

Maintenance report:  The purchase of new door mats and the need for repairs to the windows of the town hall were discussed.

Old Business:  Fleming solicited bids from three companies for gutters for the town hall, but only one bid submitted was reliable.  Fleming will check and see if covers to minimize clean-out are available and try to get accurate bids from the other two companies.   The Oceana County Geographical Information System cost share was discussed.  Upon investigation, Assessor Mike Beach believes this would be beneficial for the Township.  The project cost for Benona Township is $6,438.89, $3,220.00 of which will be paid by Benona Township, and the remainder by Oceana County.  A motion was made by Shaw and supported by Burmeister to approve the GIS Cost Share Agreement and authorize the Clerk to sign it.  Roll call vote:  Smith-aye, Shaw-aye, Fleming-aye, Czurak-aye, Burmeister-aye, motion CARRIED.  

New Business:  A motion was made by Shaw and supported by Smith to approve a change in the December Board of Review from the State-mandated Tuesday to Wednesday, Dec. 14, 2011 at 11:00 AM.  All aye, motion CARRIED.  A motion was made by Czurak and supported by Smith to participate in the BOR group ad.  All members-aye, motion CARRIED.  A motion was made by Russ Burmeister and supported by Smith to approve the contract with Bart Burmeister for snow plowing services for 2011-12.   Roll call vote:  Burmeister-aye, Czurak-aye, Fleming-aye, Shaw-aye, Smith-aye, motion CARRIED.   A motion was made by Smith and supported by Czurak to approve the purchase of the ArcView program, provided it is to be loaded on a computer in the township office and maintained and updated.  Roll call vote:  Burmeister-aye, Czurak-aye, Fleming-aye, Shaw-aye, Smith-aye, motion CARRIED.  A motion was made by Burmeister and supported by Shaw to adopt Ordinance Amendment Outdoor Solid Fuel Boiler/Furnaces Use- Articles VII and VIII.  Roll call vote:  Smith-aye, Shaw-aye, Fleming-aye, Czurak-aye, Burmeister-aye, motion CARRIED.  A motion was made by Burmeister and supported by Czurak to approve payment for QuickBooks Payroll Software renewal.  Roll call vote:  Smith-aye, Shaw-aye, Fleming-aye, Czurak-aye, Burmeister-aye, motion CARRIED.  A motion was made by Shaw and supported by Czurak to authorize the bills for payment.  Roll call vote:  Smith-aye, Shaw-aye, Fleming-aye, Czurak-aye, Burmeister-aye, motion CARRIED.  

 Public Comment:  Keith Hoffman requested 2 culverts and some gravel for the road leading to his home on Johnson Rd. east of 48th Ave.  He would be interested in a cost share if both the Township and County are unwilling to pay for it.  Fleming responded that he will look into it and see what can be done.  A motion was made by Czurak and supported by Smith to adjourn and the meeting was dismissed at 9:20 PM.

Respectfully submitted,

 Margie Shaw, Clerk                                                                   

                                                                                REGULAR MEETING

OCTOBER 24, 2011 AT 7:30 PM

BENONA TOWNSHIP HALL

(Approved minutes)

The regular meeting was called to order at 7:30 PM with all Board members present, except Burmeister, and 5 visitors in attendance. Following the pledge to the flag, a motion was made by Shaw and supported by Smith to amend the agenda by adding “Personal Property Tax Statement” and “Oceana County GIS” to New Business. All members-aye, motion CARRIED. The minutes of the September 26, 2011 regular meeting were reviewed and a motion was made by Czurak and supported by Smith to approve the minutes with no corrections or additions. All members-aye, motion CARRIED.  The Treasurer’s report was accepted.  Czurak also reported on the MTA class she attended.

Clerk’s report:  Shaw reported that she reconciled all five bank accounts on QuickBooks.  All figures on the Profit & Loss report and the Monthly Budget report match.  All quarterly reports were completed and submitted.  A copy of the minutes was sent to the Road Commission and a copy sent to John Smith for the Shelby Benona Fire Department.  Shaw had the Land Division Resolution notarized at the bank and delivered it to Airy.  A Presidential Primary election is scheduled for Feb. 28, 2012.  The Bureau of Elections was willing to pay 50% of the cost of the warranty for our voting systems ($114.50), but only if we commit to using the Electronic Poll Book.  The Electronic Poll Book will not be available to use at the Presidential Primary and our Election Inspectors are reluctant to use it for the first time when the Clerk would not be able to be present (Shaw will need to run for re-election and will be unable to work the Aug. and Nov. elections as she will be on the ballot).  Shaw chose to pay the full amount of the warranty costs and not commit to using the Electronic Poll Book at this time.  The Oceana County MTA meeting will be held at our town hall on Thursday, October 27th at 7:00 PM.

Trustee’s report:  Smith reported on the forum he attended at the Shelby High School regarding the facility assessment and proposed building projects.

Cemetery report:  Two cemetery lots were purchased in October.  One cremations burial was scheduled and Shaw responded to two inquiries.

Fire Board report:  Smith reported that there were 13 fire runs in September.  Grant applications for the ladder truck and the washing machine have been submitted.  The pumps passed the test.  DNR truck #271 is repaired and Pump #241 needs the brakes repaired before it can be sold.  Eight tables were approved for purchase.   

Planning Commission report:  The Planning Commission submitted a revised copy to the Township Board of an addition to the Zoning Manual concerning use of outdoor solid fuel furnaces, which was approved at their meeting.

 Supervisor’s report:  Fleming reported that he contacted Sandy Griffin to apprise to the Road Commission that we will commit matching funds for the Glen Rd. drainage project, not to exceed $2,500.00.  The project has been completed and appears to be effective.  He also contacted the Road Commission to request replacement of the sign at the Stone Church Rd. and Bluff Rd.  The OCRC requested to be informed of anticipated 2012 road paving or chip and seal projects.  Fleming also attended the Community Forum at the High School Cafeteria with Smith and Shaw.  The next Community Forum is scheduled for Nov. 10th at 7:00 PM at the same location.  Fleming attended the Road Commission manager’s meeting where representatives from MDOT discussed funding issues.  He contacted Jake Petersen about his proposed cemetery community service project, but Peterson has decided on a church sidewalk project instead.  Fleming also reported that ORV ordinances will be determined by individual townships.

Assessor’s report:  Mr. & Mrs. Beach have both completed their education credits required for this year.  Two tax tribunals are scheduled in November.  They are simplifying land tables, developing Land Value maps and are current on deeds, PTA’s and PRE’s.  

Zoning Administrator’s report:  Airy reported that he discussed Land Division requirements with Marilyn Morse.   He also assisted the Planning Commission on the addition to the Zoning Manual regarding outdoor solid fuel burning furnaces.  The following activity was reported for the month of October:  Regular Zoning permits-2, Land Divisions-1 and one Critical Dune permit.  

Old Business:  It was the consensus of the Board to table purchase of gutters for the town hall as Fleming would like to check and see if seamless gutters are available in a heritage style.   Changes to the Cemetery Rules, Cemetery Regulations and Cemetery Price were discussed.  No changes were needed to the Cemetery Ordinance so hearings and publishing are not required.  A motion was made by Shaw and supported by Czurak to clarify #7 of the Cemetery Rules by adding the dates of Oct. 15th and April 15th for when flowers, wreaths and debris need to be removed from the cemeteries; clarify #5 of Cemetery Regulations by defining “one monument” as “one upright monument”; and deleting “Fees shall be paid to the township treasurer and 50% of the fee shall be deposited in the cemetery fund and 50% in the general fund” from Purchase Prices.  All members-aye, motion CARRIED.  

New Business:  A motion was made by Smith and supported by Shaw to approve $1,232.00 for postage for mailing tax bills.   Roll call vote:  Smith-aye, Shaw-aye, Fleming-aye, Czurak-aye, motion CARRIED.   An unpaid Personal Property Tax bill was discussed.  The business is no longer in operation so it needs to be addressed first by Assessor Beach.  The “Agreement for GIS Cost Share with Oceana County” was tabled to give Assessor Mike Beach time to determine if it will meet our needs.  Joe Jonseck was present and is considering purchasing a beach cleaner.  He wondered if the township would utilize his services if he purchases the machine and was given an affirmative answer.  A motion was made by Shaw and supported by Czurak to authorize the bills for payment.  Roll call vote:  Smith-aye, Shaw-aye, Fleming-aye, Czurak-aye, motion CARRIED.  A motion was made by Czurak and supported by Shaw to adjourn and the meeting was dismissed at 9:10 PM.

Respectfully submitted,
 

Margie Shaw, Clerk