Categories : Meeting Minutes

 

REGULAR MEETING

MAY 27, 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 except Czurak, and 6 visitors in attendance. Following the pledge to the flag, a motion was made by Shaw and supported by Smith to approve the agenda as submitted.  All members-aye, motion CARRIED. The minutes of the May 8, 2014 Special meeting were reviewed and a motion was made by Smith and supported by Burmeister to approve the minutes with one correction.  All members-aye, motion CARRIED.  The minutes of the April 28, 2014 Regular meeting were reviewed and a motion was made by Burmeister and supported by Smith to approve the minutes as submitted.  All members-aye, motion CARRIED.

Treasurer’s report: Deputy Treasurer Lankfer read the Treasurer’s report submitted by Czurak. Czurak reviewed financials, paid the bills, and submitted the account balances through April 30, 2014.  She is continuing to train her new deputy and to work with BS&A and agencies on how to add credit/debit card payments to our website.  Czurak processed the contract and began working with Centron Services to process our July 2014 tax bills.  She closed the 2013 books and files and set up files for 2014 and began updating mortgage company escrow accounts.  She met with the CPA for the exit report for the audit.  She also discussed a possible floor plan for a new addition to the town hall with Paul Thompson.

Clerk’s Report:  The minutes of the Regular meeting and the Special 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.  The contract with Frontier was signed and mailed and the FEMA paperwork completed.  The ballot cans were taken to the County to be re-certified following a successful election on May 6th.   Shaw contacted MTA, Oceana County Clerk Becky Griffin, Shelby Township Supervisor John Hendrixon and the Township lawyer regarding the errors she found in the ballot language for the Fire Millage request.  With the assistance of the lawyer, it was redrafted, a special meeting was held to approve it, and it was submitted to the County Clerk.  All accounts were reconciled.  The agenda, checks and checklist were prepared for the meeting.  Shaw met with Eric VonDop for the exit conference for the audit prior to the meeting.

Cemetery report: Deputy Clerk Zoller sent a letter to the family with the misplaced monument.  Shaw marked gravesites for two burial scheduled for June 18th.

Fire Board report:  Smith reported that there were 17 runs in May.  There was not a quorum at the Fire Board meeting but the hose testing, June training and the completed Fire Prevention classes were discussed.

Supervisor’s report: Fleming contacted David Rabe, from Claybanks Township Board, about boat ramps permits issued at Claybanks Park.  Rabe planned to bring the issue before his Board and the result was that Claybanks Park will not issue permits for our boat ramp, only post that a permit is required.  Fleming has been communicating with Jon Dennis of the Grand Tour (jet-ski fund-raiser).  He discussed the upcoming chip seal project with Sandy Griffin at the OCRC. She planned to solicit bids for the Grant Rd. paving project the next day.  Butch Deur was contacted and brining was schedule to begin on May 27th.  Fleming also toured our chip/sealed roads.

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