OCTOBER 27, 2014 AT 7:30 PM
BENONA TOWNSHIP HALL
The regular meeting was called to order by Supervisor Fleming at 7:30 PM with all Board members present and 4 visitors in attendance. Following the pledge to the flag, a motion was made by Shaw and supported by Smith to approve the agenda with the addition of “5K Race Request” to Old Business. All members-aye, motion CARRIED. The minutes of the August 25, 2014 Public Hearing were reviewed as there were no notes indicating if they had been accepted at the September meeting, and a motion was made by Schuyler and supported by Smith to approve the minutes as submitted. All members-aye, motion CARRIED. The minutes of the September 22, 2014 Regular meeting were reviewed and a motion was made by Smith and supported by Schuyler that they be approved as submitted. All members-aye, motion CARRIED. The minutes of the September 22, 2014 Public Hearing were reviewed and a motion was made by Schuyler and supported by Burmeister that they be approved with corrections. All members-aye, motion CARRIED. The minutes of the October 6, 2014 Election Commission meeting were reviewed and a motion was made by Schuyler and supported by Shaw that they be approved as submitted. All members-aye, motion CARRIED.
Treasurer’s report: Schuyler reported the balances of all accounts. With the assistance of the County Deputy Treasurer, Schuyler is continuing to try to correct an error on personal property taxes. The contract with Centron Data Services is signed and a timetable established for 2014 Winter Tax bills.
Deputy Treasurer Lankfer is continuing to work on address changes. Schuyler has also been meeting with the Township Assessors to better understand the tax system.
Clerk’s Report: The minutes of the Regular meeting, the Public Hearing on Roads and the Election Commission 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 and a monthly budget report were prepared. The agenda, checks and checklist were prepared for the regular meeting. One quarterly report was submitted but the 941 report will not download to QuickBooks. Over 190 absentee ballots for the November General election have been sent out. Preparations for the Election Commission were made and following that meeting a list of appointed inspectors was sent to the Count Clerk and Election Chairs. A required MOVE report was completed as well. One required online election-related class was also completed. The Public Accuracy test was performed on both voting machines. Wesco was contacted in regards to our change to another propane company. All paperwork for the New Small Wine Makers License was submitted. A FOIA request was completed.
Cemetery report: One burial site was marked.
Fire Board report: Smith reported that there were 6 runs in September. Computer mounts for the trucks and a piercing nozzle were ordered. Three new ladders have arrived.
Maintenance Manager’s report: The dumpster has been delivered to the former Highland property for the demolition of the old school house.
Planning Commission report: The preliminary minutes of the October 9, 2014 Planning Commission meeting were submitted to the Board.
Supervisor’s report: Fleming received a call from Jonathan Beard from the Great Lakes Fisheries Trust inquiring about the vandalism of the fishing deck. Fleming inspected the Grant Rd. project. With the assistance of Michael Beach, he sent a response to the State Tax Commission. Fleming received a request from Tom Owczarski requesting use of the ball park for parking for the Sparkler 5K race next July. Burmeister and Fleming met with Steve King of DK Construction to discuss repairs and improvements to the fishing deck and he later received a bid to replace the posts and rails.
Assessors’ report: Beach reported that they are preparing answers for two Tax Tribunal appeals, preparing preliminary Land Studies, preparing for the Winter Tax Database creation and prepared a letter of response for the AMAR review. They are also physically reviewing parcels for record card accuracy and reviewing parcels that sold in 2014. They have been processing new splits, combines, Land Divisions, new Principle Residence Exemption Affidavits, property transfer affidavits and new deeds. New Building Permits are being entered in the computer and construction sites are being visited. They are also working on Land Table modifications. In August they won two Tax Tribunal Hearings.
Zoning Administrator’s report: Airy reported that he reviewed a Land Division request for Terry Sparks. At the Planning Commission meeting they reviewed a Conditional Use request for Brenda Samuels’ dog grooming business. There will be a formal review in November. Letters were sent to Jake Whelpley regarding a wildfire meeting and to Christine Pell regarding her Conditional Use request. He assisted Holly Chandler and George Patton with zoning information. The following activity was reported for the month of August: Regular Zoning permits-4, Land Divisions-1, and Conditional Use permits-1.
Old Business: Jim and Debbie Mitteer were present to request that the ball park be used for valet parking for the Sparkler 5K Run next July. Following discussion a motion was made by Smith and supported by Burmeister to allow valet parking on the ball diamond for this one event, if there is no rain. All members-aye, motion CARRIED. The vandalism to the fishing deck and the need for preventative repairs were discussed. Fleming submitted estimates from DK Construction for two sides of the deck to be repaired with a welded steel handrail where the deck is damaged ($3,700.00) or for handrail to be installed on three sides so it will all match ($5,375.00). A motion was made by Shaw and supported by Schuyler to contract with DK Construction, Inc. to replace handrail on all three sides of the fishing deck for a total of $5,370.00. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Schuyler-aye, Burmeister-aye; motion CARRIED. A motion was made by Shaw and supported by Schuyler to approve $2,687.50 to be paid from the Ramp Fund for a payment of ½ down to DK Construction. Roll call vote: Burmeister-aye, Schuyler-aye, Fleming-aye, Shaw-aye, Smith-aye; motion CARRIED.
New Business: A motion was made by Shaw and supported by Burmeister to approve registration costs of $198.00, and traveling expenses for the Treasurer and her Deputy to attend an MTA class in Lansing on tax collection and to approve the transfer of funds to cover this from the West Shore Bank savings account to the West Shore Bank charge card. Roll call vote: Burmeister-aye, Schuyler-aye, Fleming-aye, Shaw-aye, Smith-aye; motion CARRIED. Adoption of the Public Policy & Procedure document was tabled until the November meeting to allow the Board time to consider changes to the draft copy. A motion was made by Shaw and supported by Schuyler to contract with Kruppe Business Service for two half day trainings on QuickBooks. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Schuyler-aye, Burmeister-aye; motion CARRIED. A motion was made by Shaw and supported by Schuyler to authorize payment of the bills, with the addition of any late arriving bills and a check for Brenda Beach. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Schuyler-aye, Burmeister-aye; motion CARRIED. A motion was made by Smith and supported by Shaw to adjourn and the meeting was dismissed at 9:00 PM.
Margie Shaw, Clerk