Categories : Meeting Minutes

 

REGULAR MEETING

JUNE 23, 2014 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 10 visitors in attendance. Following the pledge to the flag, a motion was made by Smith and supported by Czurak to approve the agenda as submitted.  All members-aye, motion CARRIED.  All members-aye, motion CARRIED. The minutes of the May 27, 2014 Regular meeting were reviewed and a motion was made by Burmeister and supported by Czurak to approve the minutes as submitted.  All members-aye, motion CARRIED.

Treasurer’s report:  Czurak reported that she reviewed financials, paid the bills, and submitted the account balances through May 31, 2014.  She is continuing to train her new deputy and to work with BS&A and Centron Services to process our July 2014 tax bills.  Czurak disbursed the 2009 Past Due and 2013 Personal Property funds, as well as the Commercial Forest fund, to the appropriate entities.  She set up files for 2014 and mailed all mortgage company bill records.  The Corelogic download for 2014 Summer Tax payments was completed.  Czurak prepared a list of financial tasks to be done for her successor.

Clerk’s Report:  The minutes of the Regular meeting were completed and copies sent to Trustees and published on the website.  The synopsis was published in the local paper.  Late arriving bills were prepared.  All accounts were reconciled and a Profit & Loss Budget vs. Actual prepared. Shaw met with Joel Van Kamp, who made final audit adjustments and helped set up the new budget in QuickBooks. The agenda, checks and checklist were prepared for the meeting. Ballots for the August Primary were proof-read and the ballots have arrived.  Applications have been sent to all voters on the Permanent Absentee list.  A letter regarding publishing the upcoming election dates was submitted to the county and inspectors contacted about the training dates.  Following notification by Pamela Czurak of her resignation, I discussed the appointment of this position with County Clerk Becky Griffin.  She said the appointment would be for the remainder of the term (2 ½ years) since it is too late to run in the Primary election.  I spoke with interested candidates, Mary Lou Schuyler and Brenda Samuels as well as current Deputy Judi Lankfer and former Treasurer Ruth Wentzloff.  Mary Lou Schuyler would serve as Treasurer and Judi Lankfer is only interested as serving as deputy.  Brenda Samuels would also consider the position of deputy and Ruth Wentzloff is willing to work as a consultant to ease the transition.  There is a class for Treasurers on June 26, 2014.  The letter of support of the Fire Study Grant was sent to the County.  One survey was completed.

Cemetery report: Shaw marked gravesites for two burial scheduled for June 18th.  One grave opening was not used so Gentel put a board across the hole to prevent any injuries while Bill Harris attempts to contact the family.  The misplaced monument has been relocated to the correct site and another monument placement was marked.  The large rock monument has been secured and the family notified of the fee.  Four lots were transferred for Dale and Ruth Wentzloff as it was discovered that another family has been buried on two of their lots since the early 1990’s.  There was no record found of the other family purchasing these lots.

Fire Board report:  Smith reported that there were 14 runs in May.  Hose testing is scheduled for June.  The purchase of an ATV for the department is being considered.  The purchase of two pagers was approved.  Five new people were approved to be hired at the Department.  Approximately $12,000.00 was raised by the Golf Scramble.

Supervisor’s report: Fleming contacted Butch Deur about changes to the brine map.  He received a request for a “Hidden Drive” sign from Sandee Appelt.  Fleming studied the situation and while he didn’t think a sign was necessary, he had several recommendations for a safer exit.  Fleming attended the Oceana County Chapter MTA meeting which we hosted.  There was not a quorum but the program was informative.  He got a complaint about the condition of one of the port-jons and discussed this and other park issues with Gentel.  He also discussed potential Treasurer candidates with Clerk Shaw.

 

Assessor’s report:  Beach reported that they have been preparing for the upcoming Tax Database creation, the new tax bill printing service and AMAR review.  They have been creating Land Value, Sales, and ECF maps.  They are preparing for the July BOR and the creation of the 2015 Assessment Roll.  They are working with InfoGeographics on 2014 splits and combines.  They are physically reviewing parcels for record card accuracy.  New principle Residence Exemption Affidavits, new deeds, property transfer affidavits, new principle residence exemptions and other miscellaneous exemptions are being processed.  Post March BOR issues are being resolved with the Equalization Department and they are preparing for two Tax Tribunals.

Zoning Administrator’s report: Airy reported that he presented three land divisions at the Planning Commission meeting and they were approved.  He sent renewal letters to property owners that had RV’s in 2013.  A letter was sent to a property owner who had installed a sign with out a permit.  Airy is working with Exede Internet Service to get the Town Hall connected to the Exede Dish network.  He had also been assisting Mr. Immink with his new dwelling site.  The following activity was reported for the month of May: Regular Zoning permits-3, RV permits-1 and three Land Divisions.

Old Business:  Eric Von Dop, CPA, was present to give a final report on the 2013-14 audit.  A motion was made by Shaw and supported by Smith to amend the 2014-15 General Fund budget to add a “Building Fund” line and adjust the “Building & Grounds” budget by moving $75,000.00 to the Building Fund line.  Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Burmeister-aye; motion CARRIED.  A motion was made by Burmeister and supported by Smith that the March 24, 2014 Regular minutes be amended by adding the vote to the motion for approval of the February 24, 2014 Budget Hearing minutes, as stated in the hand-written notes.  All members-aye, motion CARRIED.  For the Zoning Ordinance final review, a letter was submitted to the Board by Zoning Administrator Bill Airy that no e-mails, letters or comments were received regarding the proposed changes to the Zoning Ordinance.  A motion was made by Burmeister and supported by Shaw to adopt the proposed changes to the Zoning Ordinance as submitted by the Planning Commission. Roll call vote:  Burmeister-aye, Fleming-aye, Shaw-aye, Smith-aye; motion CARRIED.

New Business:  Walt Wheeler was present seeking a support letter from the Township for the County to apply for a Fire Study Grant.  A motion was made by Smith and Supported by Shaw to support this effort to apply for a Fire Study Grant. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Burmeister-aye; motion CARRIED.  Eric Von Dop submitted an audit proposal for the fiscal years ending March 31, 2016 from Brickley DeLong. This proposal would entail a partial audit in 2015 and a complete audit as required by the State in 2016 for a total cost of $6,340.00.  A motion was made by Shaw and supported by Burmeister to approve the proposal submitted by Brickley DeLong for the 2016 audit and services.  Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Burmeister-aye; motion CARRIED.  The Board reviewed the foreclosure list sent by the County Treasurer.   A motion was by Shaw and supported by Burmeister to sign the waiver to not act on purchasing the listed properties.  Roll call vote:  Burmeister-aye, Fleming-aye, Shaw-aye, Smith-aye; motion CARRIED.   Todd Fox generously offered playground equipment at the old Benona Elementary School to the Township at no charge.  However, having it dismantled and moved to the new site next to the Town Hall was so expensive that the Board opted not to pursue it.  Road repairs and gravel for dirt roads were discussed.  The Five Year Plan for Roads expires December of 2014.  A motion was made by Burmeister and supported by Smith to authorize payment of the bills in the amount of $27,059.21, with the addition of any late arriving bills and including $500.00 to be paid to Bush Concrete from the Ramp Fund. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Burmeister-aye; motion CARRIED.

A motion was made by Smith and supported by Shaw to adjourn; the meeting was dismissed at 9:15 PM.

 

Respectfully submitted:

 

Margie Shaw, Clerk