BOARD MEMBERS PRESENT: Mary Ellen Sherwood, Rosemary Rinella, Elizabeth (Petsy) Jenkins and Diane Misze and Lynn Young.

 

BOARD MEMBERS ABSENT: Scott Hladki and Mike Hiner.

 

Township Clerk, Mary Ellen Sherwood, called the meeting to order in the absence of the Supervisor and the Deputy Supervisor. The meeting was called to order at the Dalton Township Hall. The Pledge of Allegiance said, invocation given and roll call taken. Mary Ellen stated the board must appoint a board member to chair the meeting.

 

Motion by Mary Ellen, support by Diane, PASSED to appoint Petsy to chair the meeting. Yes: all.

 

MINUTES:

The regular township board meeting minutes of October 10, 2006 were accepted as presented and placed on file.

 

PUBLIC COMMENTS:

None.

 

TREASURER'S REPORT:

As of October 31, 2006, the General Fund has $8,675.55, Fire Operating Fund has $57,307.07, and Fire Equipment Fund has $34,802.92. There is $200,004.65 in the Co-Merica J-Fund. The Treasurer's Report was accepted and placed on file for audit.

 

MONTHLY BILLS:

Motion by Mary Ellen, support, by Rosemary, PASSED to approve the monthly bills as submitted. General Fund $33,502.73, Fire Fund $3,078.69, Cemetery Fund $466.41. Bills were also paid from the building fund, street light fund, and other self-supporting miscellaneous funds. Roll call vote. Yes: Mary Ellen, Rosemary, Diane, Lynn and Petsy. No: None.

 

FIRE BUSINESS:

Fire Chief, Gary Furman, is on vacation this week. Kevin Anderson, the Deputy Fire Chief was present and presented the Incident Log for September 2006. There were 44 calls with an average response time of 6.07 minutes.

 

MAINTENANCE DEPARTMENT:

The Maintenance Supervisor, Keith Ostoin, was not present. No business was discussed.

 

COMPLIANCE OFFICER:

The Compliance officer, Frank Swiatek, was not present. No business was discussed.

 

PLANNING COMMISSION COMMENTS/RECOMMENDATIONS:

Advertise for a new planning commission member due to the resignation of Robert Grant as he moved outside the township. Discussion took place as a list of persons interested in a planning seat had been compiled over the past year or two. This list contained seven qualified persons; therefore, the board felt no need to advertise for this vacant seat.

 

Mary Ellen stated that it is up to the supervisor to make a recommendation to the township board to appointment someone to fill this vacancy. She stated that since Scott will be absent from the December meeting as well, he should put his recommendation in writing for the board to take action at the next meeting.

 

Motion by Lynn, support by Diane, PASSED to waive publication requesting letters of interest for this seat and go with the current list of interested persons for the vacant planning commission seat. Yes: all.

 

DRIVEWAYS AT BEEGLE FIELD:

Award bid to install two driveways, remove two driveways, and move the ditch, as specified at Beegle Field located at 515 Tyler Road. Scott advertised to solicit bids for this work. Three bids were received and opened on October 30, 2006. The companies and bid amounts are as follows, Accurate Excavators $4,625.00, Double L Enterprises, Inc. $7,700, and McCormick Sand, Inc., $6,479.00. A representative from Accurate Excavators was present for the bid opening.

 

Petsy stated that she believes the township has a policy that soliciting bids for any project must first be approved by the board and this did not come before the board. Mary Ellen stated that Scott spoke with her regarding this issue and Scott felt that the grant money received would cover the costs; therefore, he felt that he could advertise to get the process started. Petsy stated if the money is there or not, it should come before the board for approval as this is policy; other board members agreed with Petsy. Mary Ellen stated she recommends the board approve one of the bids rather then pay for this to be re-advertised and she will make sure to mention in the minutes that the board demands that policy is followed.

 

Motion by Diane, support by Lynn, PASSED to award the bid to the low bidder, Accurate Excavators, for the work specified in the amount of $4,625.00. Roll call vote. Yes: Diane, Lynn, Rosemary, Mary Ellen and Petsy, yes also, but with reservations as the advertising to solicit bids for this project was not approved by the board. No: none.

 

FRED MEIJER BERRY JUNCTION TRAIL RESOLUTION:

This Resolution is approving the Operation Document that must be adopted by each participating municipality on the Commission, stating that each member will pay an initial fee of $500.00 dollars to be used for rail trail expenses including the completion of a rail trail master plan. Mary Ellen stated that Scott explained to her earlier that this resolution is the same document as was approved previously by the board; however, it needs to be approved again as the name of the rail trail changed to add Fred Meijer's name.

 

Motion by Diane, support by Rosemary, PASSED to approve the Resolution which approves the operating document for the Fred Meijer Berry Junction Rail Trail Commission and the conditions placed therein. Roll call vote. Yes: Diane, Rosemary, Lynn, Mary Ellen and Petsy. No: none.

 

WILLIAMSON ROAD SEWER:

This item is being placed on the agenda as it needs board action. This item was prompted by a comment that the auditor made in the last two annual audits with regard to billing for sewer on Williamson Road. The auditor's first comment states that the Williamson Road sewer system has been in operation for approximately two years and the sewer service has not been billed to the residents. The comment further states that the township should commence billing the residents for sewer service immediately. Further, the residents should be retroactively billed for all unpaid sewer service since inception. The audit states the resolution to this issue is that the Township did commence billing the residents for sewer service, however; not retroactively. It states if the residents are not going to be billed retroactively to the time their service began it should be approved by the board and documented in the minutes. Lengthy discussion followed. Mary Ellen stated that this project was approved in 2003 and the project was completed in 2004, and billing started in 2005. Rosemary stated that this project was completed as Muskegon Township laid sewer lines on their portion of Williamson Road and it was very reasonably priced for Dalton to extend the sewer on our portion of Williamson in conjunction with Muskegon Township. Rosemary stated that project was started in 2003 and the residents have one year to connect to the system. In 2004 most should have been connected; however, all households did not connect within one year; therefore, billing began in 2005. The attorney stated that if retroactive billing is going to be conducted, the township needs to be clear who was hooked up as we can only charge for services provided. It was determined that billing did commence when the township was clear on who was connected to the system and therefore could be billed for services provided. Petsy stated that those who were hooked up before the billing began should be billed retroactively; she expressed other concerns as well. Some board members agreed but stated that if the township did not bill them at the time then it will be hard to go back this far. Chris Hall the building inspector stated that plumbing permits can be pulled to determine who was hooked up and not billed, before the billing began in October 2005. Rosemary stated the residents were not billed as the township was not clear with regard to who was connected and who should be billed at that time.

 

Motion by Mary Ellen, support by Rosemary, PASSED to leave the billing for Williamson Road sewer as it is with no retroactive payments due. Roll call vote. Yes: Mary Ellen, Rosemary, Diane, Lynn and Petsy. No: none.

 

DEPUTY SUPERVISOR/PROPOSED PUBLIC WORKS POSITION:

Some history regarding this position was discussed. In May of 2005 Scott created a deputy supervisor position and appointed the Zoning Administrator, Stephanie Barrett, to the deputy supervisor position as he would be undergoing cancer treatments. Scott created this position; however, the township board needed to set the compensation. Therefore, in June of 2005 the board approved $450.00 per month for this position until the supervisor's return to work. The position was continued until July of 2006. At this time Scott requested the deputy supervisor position be abolished and a position created for Stephanie as the public works director so she can continue with the water and sewer projects and answer questions of the residents. The board did not approve this new position; however, did approve for Stephanie to continue in the deputy supervisor position until the meeting in November 2006.

 

Mary Ellen stated this is where we are tonight. She stated that Scott had spoke to her and he also submitted a letter to all board members regarding this position as the deputy supervisor position time frame has been extended in the past and will expire tonight. Scott would like the board create a public works director position or a development director position for Stephanie Barrett, so she can continue on with regard to water and sewer issues in Scott's absence, as he will again be undergoing treatment for cancer that has returned. After much discussion, the board once again does not want to create an additional position at this time. Scott stated to Mary Ellen and Rosemary that Stephanie is willing to continue on as the deputy supervisor in Scott's absence if a new position is not created. Scott suggested to Mary Ellen that if the board approves for Stephanie to continue in the deputy supervisor position, then hours need to be established as the pay and the title have been in existence with no additional hours required, above the hours that Stephanie works as the zoning administrator. Mary Ellen stated that Scott suggested that the deputy position be required to work on Tuesday and Friday from 9 am to 3 p.m. Scott told Mary Ellen that he spoke with Stephanie and this is acceptable to her. Rosemary stated that she also spoke with Stephanie about this issue.

 

Motion by Mary Ellen, support by Rosemary, PASSED to approve for the Zoning Administrator, Stephanie Barrett, to continue in the additional capacity of deputy supervisor until the end of this fiscal year, March 31, 2007; with the 12 hours as suggested by Scott and at the same rate of pay. Roll call vote. Yes: Mary Ellen, Rosemary, Diane, Lynn and Petsy. No: none.

 

BOARD COMMENT:

Lynn thanked everyone that voted for her in the November General Election. Petsy thanked everyone who helped with the equestrian trails. Petsy stated that only two land owners have not responded with regard to an easement or donation of land for the equestrian trail. Mary Ellen asked if the surveying was being conducted for the trail. Petsy stated yes that Steve Vallier has done the surveying free of charge. Mary Ellen stated that Petsy should be very proud of herself, as she created the idea for the equestrian trails, and with everything she has been going through and still continuing to see this through is very commendable. Mary Ellen stated that she has received correspondence from the Old Newsboys Association stating that the Old Newsies annual distribution of the Goodfellows Edition of the Muskegon Chronicle will be held on December 2, 2006. She stated a Certificate of Liability Insurance covering the Township was included with the correspondence.

 

Mary Ellen stated that the wood cutting agreement was tabled at the last meeting and people have been coming in wanting to cut wood on township property as the weather is getting cooler. She asked the board if they wanted to put this agreement back on the table for action.

 

AGENDA:

Motion by Diane, support by Lynn, PASSED to amend the agenda to add the wood cutting agreement as it was tabled at the last meeting. Yes: all.

 

Motion by Diane, support by Lynn, PASSED to approve the generic wood cutting agreement for Dalton Township as presented. Roll call vote. Yes: Diane, Lynn, Mary Ellen, Rosemary and Petsy. No: none.

 

Mary Ellen questioned the fire fighters present if the fire department equipment is sufficient at this time as the fire equipment millage proposal on the November General Election ballot did not pass. Firefighter, Joe Balder, and Deputy Chief, Kevin Anderson, stated that Vehicle 1220 is a Class A Engine and will be 20 years old this year. They stated that the chief has been figuring how things will be purchased in the event the millage did not pass. Mary Ellen asked if the fire fighters are equipped for safety. They stated yes, for now.

 

ADJOURNMENT:

Motion by Diane, support by Rosemary, PASSED to adjourn the meeting at 8:15 p.m. Yes: all.

 

DALTON TOWNSHIP BOARD

Scott Hladki Supervisor

Mary Ellen Sherwood Clerk

Rosemary Rinella Treasurer

Michael Hiner Trustee

Elizabeth Jenkins Trustee

Diane Misze Trustee

Lynn Young Trustee

 

Clerk__________________________

Mary Ellen Sherwood