APRIL 24, 2017 AT 7:30 PM
BENONA TOWNSHIP HALL
The regular meeting was called to order at 7:30 PM with all Board members present and one visitor in attendance. Following the pledge to the flag, a motion was made by Smith and supported by Van Overbeke to approve the agenda as submitted. All members-aye, motion CARRIED. The minutes of the March 27, 2017 regular meeting were reviewed and a motion was made by Smith and supported by Neuman to approve the minutes as submitted. All members-aye, motion CARRIED. The minutes of the April 3, 2017 Election Commission meeting were reviewed and a motion was made by Fleming and supported by Shaw to approve the minutes as submitted. All members-aye, motion CARRIED.
Treasurer’s report: Neuman reported all account balances for March and that all income has been entered into QuickBooks. She is preparing for the upcoming audit and sorting documents to be retained or shredded. Neuman worked with Centron Data Services in preparation for the summer tax collection and received the proposal for their tax bill printing and mailing service. Updating addresses and the answering of tax related questions are ongoing. A motion was made by Smith and supported by Shaw to authorize payment of the bills in the amount of $12,159.06, with the addition of any late arriving bills and any draws required for the building project. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Neuman-aye, Van Overbeke-aye; motion CARRIED.
Clerk’s report: The minutes of the Annual meeting and the Regular meeting were completed and the synopsis was published in the local paper. Both sets of minutes were posted on the website. Close of Registration and the Election Commission meeting were held on April 3 and the agenda and minutes of that meeting were completed as well. The yearly meeting schedule was posted. Contracts for Jonseck’s Beach Cleaning and All Season’s Porta-Jons were signed and mailed. Employment paperwork was completed for Rick Dykman and wage adjustments were made in QuickBooks. Late arriving and time-sensitive bills were prepared. All accounts were reconciled. Two reports for the 2020 Census were completed. The agenda, Profit & Loss report, checks and checklist were prepared for the regular meeting. We are preparing for the off-year audit which is scheduled for April 26th and continuing to sort and file stored documents as we move back into the Clerk’s office. As of April 20, the Public Accuracy tests were performed and 75 Absentee ballots have been sent for the May school election.
Cemetery report: There is one burial and two monument foundations pending. Foundation pricing was discussed with Mosher. There are large branches down in the cemetery and damage to surrounding monuments and urns from a recent storm. A claim will need to be filed with the insurance company.
Trustee’s report: Smith noted that several citizens have discussed the Marshville Dam project with him.
Fire Board report: Smith reported that there were 6 runs in March. Approval had been given to purchase mini 5 and mini 6 pagers, but the price the Ludington Fire Chief was asking was higher than anticipated, so they declined. Bills in the amount of $1,984.76 were approved for payment.
Park report: Spring clean-up is underway and bark chips have been placed at the playground and the town hall.
Planning Commission report: Van Overbeke reported that six Land Divisions were approved and solar panel permits were discussed.
Building Committee report: The tack boards have been installed in the Clerk’s office and the main hall. The tin ceiling tiles didn’t fit well and were replaced with regular acoustic tiles in the office, small hallways and kitchen. The final steps to complete the building project were discussed with Scott Stovall. The installation of a light in the small hallway and shutters are all that remain to be done by Stovall.
Supervisor’s report: Fleming reported that he contacted Witteveen to tell him our bid selection: a contract will be forthcoming. He completed the final minutes for the Board of Review. He attended the Fire Command meeting, OCRC Manager’s meeting and the Election Commission meeting. Fleming worked at the town hall with Rick Dykman moving shelving. He cleaned up some of the smaller debris from the lightening-damaged tree and discussed the drainage pipe and grade with Dan Gorenflo from Hallacks. Fleming toured the parks and cemeteries and assessed the damage at the Johnson Road cemetery from the wind storm. He discussed duties with Rick Dykman and is working with him for a smooth transition. Fleming also got a price from Montague Tree Farms for three Alberta spruce trees for the town hall and he volunteered to plant them.
Assessor’s report: The Assessor submitted a written report of April activities.
Zoning Administrator’s report: Airy submitted a written report of his April activities. Permit activity for the month of April: Regular permits-4, RV permits-12, and six Land Divisions.
Old Business: None
New Business: Shaw explained the new voting equipment and the grant available from the State to fund its purchase. A motion was made by Shaw and supported by Neuman to adopt the following resolution:
WHEREAS, the Benona Township Board wishes to apply to the Secretary of State for a grant to purchase a new voting system from Dominion Voting, which includes tabulators, Absent Voter Counting Board (AVCB) tabulators (if applicable), accessible voting devices for use by individuals with disabilities, and related Election Management System (EMS) software. WHEREAS, Benona Township plans to begin implementation of the new voting system in 2018. WHEREAS, the deadline for submitting the required State Grant Application is April 14, 2017 for “First Use” in November 2017. NOW, THEREFORE, BE IT RESOLVED that the Benona Township Clerk is authorized to submit this Grant Application on behalf of Benona Township, Oceana County on this day of April 24, 2017. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Neuman-aye, Van Overbeke-aye; motion CARRIED. The Supervisor declared the resolution adopted.
A motion was made by Shaw and supported by Smith to contract with Centron Data Services for the 2017 Summer Tax Collection. Roll call vote: Van Overbeke-aye, Neuman-aye, Fleming-aye, Shaw-aye, Smith-aye; motion CARRIED. A motion was made by Shaw and supported by Van Overbeke to approve $735.00 for postage for tax receipts. Roll call vote: Van Overbeke-aye, Neuman-aye, Fleming-aye, Shaw-aye, Smith-aye; motion CARRIED. A motion was made by Van Overbeke and supported by Smith to hire Allshred Services to destroy our old documents that have been sorted out and required shredding. All members-aye, motion CARRIED. A motion was made by Shaw and supported by Neuman to adjourn and the meeting was dismissed at 8:45 PM.
Margie Shaw, Clerk