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NOVEMBER 23, 2015 AT 7:30 PM

The regular meeting was called to order at 7:30 PM with all Board members present and four visitors in attendance. A motion was made by Smith and supported by Shaw to approve the agenda as submitted. All members-aye; motion CARRIED. The minutes of the October 26, 2015 regular meeting were reviewed and a motion was made by Schuyler and supported by Smith to approve the minutes as submitted. All members-aye, motion CARRIED.

Treasurer’s report: Schuyler reported that she balanced all accounts and entered income into QuickBooks. She reported final account balances for October. Delinquent summer taxes paid in November totaled $10,465.17. Address changes/corrections are ongoing. Schuyler worked with the assessor to complete the winter tax bills, and the Tax Warrant has been signed and submitted to the County Treasurer. All the past personal property tax paid but undistributed has now been distributed to the proper entities. A motion was made by Shaw and supported by Burmeister to authorize payment of the bills in the amount of $111,116.48, with the addition of any late arriving bills. Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Schuyler-aye, Burmeister-aye; motion CARRIED.

Clerk’s report: The minutes of the Regular meeting were completed and the synopsis and a snow plowing ad were published in the local paper. Late arriving bills were prepared. All accounts were reconciled and a monthly budget report for October 2015 was completed. The Exede bill amount is still appearing in the budget. Shaw met with the Building Project Committee and submitted contact and billing info to Silver Street. The agenda, Profit & Loss report, checks and checklist were prepared for the regular meeting. A policy survey and a tax exempt certificate were completed.

Trustee’s report: None

Cemetery: One cemetery lot was sold and another six lots are on hold pending payment. Shaw visited the old section of Evergreen Cemetery with Darlene Dahl and confirmed that her supposed four spaces would only hold three full burials. This will be an ongoing issue with several lots in that cemetery.

Fire Board report: Smith reported on both the Annual and Regular meetings. John Smith, Bob Eekhoff and Sheila Gowell were re-elected to their current positions. The budget of $233,300.00 was adopted for 2016. At the regular meeting, it was reported that there were 10 fire runs in October. Approval was given to purchase a barrel of foam, three new pagers, fire fighter books and nine conference room tables. They are pursuing the purchase a ladder truck from Allendale. Bills totaling $1,513.63 were approved for payment.

Parks report: None

Planning Commission report: Preliminary minutes of the November 12, 2015 meeting were submitted.

Building Committee report: Horton submitted adjusted plans that lowered the ceilings to ten feet to avoid wasted space. He also had drawings of the exterior of the building with the option of all brick or brick wainscoting. The electrical options were discussed and both Universal Electronics and Deerpath Technologies are capable of installing the computer cables.

Supervisor’s report: Fleming reported that he attended both the Fire Board meeting and the Building Committee meeting. He was contacted by the County Department of Public Safety regarding an expired permit. He also received an e-mail from Connie Cargill regarding the December Board of Review. Fleming received the bill for the Woodrow Road project.

Assessors’ report: Beach submitted a written report detailing their activities for the month of November. They will be on vacation December 19th through the 29th.

Zoning Administrator’s report: Airy reported that he worked with Camp Miniwanca on the replacement of two pedestrian bridges with one new bridge. At the Planning Commission meeting, Airy presented a Conditional Use Permit application for Logan Kotzian and two Land Divisions for Ms. Reames. Both were approved by the Board. A letter was sent to Caliber Homes regarding garbage and debris on their property on Shelby Road. Airy coordinated the Master Plan Survey review with Judi Lankfer to enable the Planning Commission to submit a report to the Township Board in December. He also assisted Gentel in installing new LED lights in the town hall. Permit activity for the month of November: Regular permits-1, Critical Dune permits-3 and two Land Divisions.

Old Business: No action was required for the building project. Two bids were received in response to the ad for snow plowing. Howard’s Lawn Care & Plowing bid $42.00 per time for the complete job and Pete Roskam bid $45.00 per time for the complete job. A motion was made by Shaw and supported by Schuyler to contract with Howard Gardner for snow plowing for the 2015-16 season.
Roll call vote: Smith-aye, Shaw-aye, Fleming-aye, Schuyler-aye, Burmeister-aye; motion CARRIED.

New Business: A motion was made by Shaw and supported by Schuyler to amend the budget by taking $6,000.00 from Contingencies and increasing Parks by $2,000.00, increasing Elections by $1,000.00 and increasing Cemetery by $3,000.00. Roll call vote: Burmeister-aye, Schuyler-aye, Fleming-aye, Shaw-aye, Smith-aye; motion CARRIED. The variance in size between cemetery lots in the old section of Evergreen Cemetery was discussed. Some lots are 16’x16’ which allows for four full burials with vaults, while other lots are only 12’x16’. The 12’x16’ lots were sufficient for four burials when they were purchased many years ago, as use of vaults was not standard practice at that time. It was the consensus of the Board to allow the Clerk to offer a lot or an exchange at the new Evergreen Extension, at her discretion, if this becomes a problem for a cemetery lot owner. Many people are opting for cremation and in that instance the lot size is not an issue. A motion was made by Shaw and supported by Burmeister to adjourn and the meeting was dismissed at 8:40 PM.

Respectfully submitted:

Margie Shaw, Clerk