DALTON TOWNSHIP REGULAR BOARD MEETING MINUTES OF APRIL 12^th, 2010, 7:00 P.M.

MEMBERS PRESENT:  Chris Hall, Merle H. Hittle, James Lothschutz, Mike Hiner, and Ross McCloskey.

MEMBERS ABSENT:  Elizabeth (Petsy) Jenkins and Mary Ellen Sherwood.

Chris spoke to the Board regarding options for a recording secretary.  He said the Planning and Zoning Boards have one person who does the minutes and is paid $60.00 or they could have one person take the minutes at the meeting for $20.00 and pay the person who types the minutes $40.00.  Wanda Todd acted as recording secretary, recording the minutes, for this meeting.  Merle suggested having someone take the minutes at the meetings and then turn them over to the acting/interim Clerk.  An hourly wage was also discussed for an acting/interim Clerk.

Motion by Merle, support by Mike, PASSED to appoint Wanda Todd as recording secretary for the Board meetings at $20.00.  Yes: Merle, Mike, Ross, Jim, and Chris.  No: none.  Chris commented that he did not feel a specific person should be appointed, just the position.

Motion by Merle, support by Jim, PASSED to amend the agenda to address the Township Clerk.  Merle wanted to: 1) send a letter to the Clerk requesting her resignation; 2) send a letter to the Governor with all the information the Board can gather regarding the Clerk, 3) discuss the residents’ options.  Yes:  Merle, Jim, Mike, Ross, Chris.  No: none.  Chris amended the agenda to add this as item number 16.5.

MINUTES: 

The regular meeting minutes of March 8^th, 2010 were reviewed.  Motion by Mike, support by Ross, PASSED to accept the minutes as presented and place on file.  Yes:  Mike, Ross, Jim, Merle, Chris.  No:  none. 

Fire Commission Minutes of January 20^th, 2010 were discussed.  Merle noted that the meeting was actually held on the 27^th because the meeting was not properly posted by the Clerk. 

The annual meeting of the elector minutes of March 27^th, 2010 were reviewed.  Motion by Ross, support by Jim. PASSED to accept the minutes as presented and placed on file.  Yes:  Ross, Jim, Mike, Merle, Chris.  No:  none.   

The special Township Board meeting of March 27^th, 2010 were reviewed.  Motion by Ross, support by Chris, PASSED to accept the minutes as presented and to be placed on file.  Yes:  Ross, Chris, Mike, Jim, Merle.  No:  none.

PUBLIC COMMENT: None.

TREASURER’S REPORT:  

As of March 31^st the General Fund has $275,353.30, Fire Operating Fund has $272,028.74, the Fire Equipment Fund has $7,313.93, and the Investment Fund (CDs) has $257,022.59.  Motion by Mike, support by Ross, PASSED to accept the Treasurer’s report and place on file for audit.  Yes:  Mike, Ross, Jim, Merle, Chris.  No: none.

Due to the absence of the Clerk and Treasurer the monthly bill were not available at the time of the meeting.

Chris proposed changing how the monthly bills are addressed at the Board meeting as the bills coming to the Board have already been paid and are being approved after the fact.  Merle noted a letter received from the IRS and found in the Clerk’s Office on March 3^rd, 2010 with a penalty of $381.47 the Township had to pay due to the fact that the withholding for the pay period ending in June 2009 had not been paid.  It referenced a bill sent December 7^th, 2009 with a due date of December 28^th, 2009 that was not paid.  The bill was finally paid on the 12^th of March.  Merle also noted that the fiscal year 2008/2009 audit was still not completed.  He said there was approximately $750.00 paid for penalties for late payment of withholdings as part of that audit. 

FIRE BUSINESS:

1. Adoption of Personnel Manual
   Chris noted typographical errors that were going to be fixed.  Motion by Merle, FAILED due to lack of support, to require on-call firefighters to live within a 5 mile radius of the fire station.  Discussion followed on whether it should be a 5 mile radius, 5 road miles, within the township, or within the area covered by the department.  Motion by Merle, FAILED due to lack of support, to approve the 5 mile radius including the coverage area.  Merle noted typographical changes as well.  Stacia and Joe noted the changes.  Motion by Merle, support by Mike, PASSED to adopt the personnel manual with the noted changes.  Yes:  Merle, Mike, Jim, Ross, Chris.  No: none.

2. Command Truck Topper Quotes
   Bids were received from VanKam’s and Monroe’s. 
   Motion by Ross, support by Merle, PASSED to approve purchase of the truck topper from Monroe with a bid of $1200.00.  Merle noted that $1000.00 was budgeted but felt the additional $200.00 could be found within the budget.  Yes:  Ross, Merle, Jim, Mike, Chris.    No: none. 

3. Preventative Truck Maintenance
   Bids were received from Pacer, Dalton Fleet, and St. John’s.  Stacia said there would be a problem if they went with Pacer due to the fact that their mechanics are not EVT Certified and if there is an issue with one of the trucks, after it has been maintained by a non-EVT Certified mechanic, the liability falls on DaltonTownship.  She said Dalton Fleet and St. John’s have EVT Certified mechanics.  Stacia recommended accepting Dalton Fleet as they are EVT Certified, it will save time and money, and they are customer friendly.  Chris asked that Dalton Fleet provide the Township with its qualifications for the Township’s files.  Motion by Merle, support by Mike, PASSED to approve Dalton Fleet Service’s bid of $1925.00.  Yes:  Merle, Mike, Jim, Ross, Chris.  No: none. 

Stacia noted that Dan Rawdon, a former Dalton firefighter, has rejoined the department as a probationary firefighter.  She also reported that there were 44 runs with an average response time of 7 minutes 19 seconds.

MAINTENANCE REPORT:

Chris McPheron, Maintenance Supervisor,

1. Approval to Purchase Fertilizer
   Chris said he does have enough fertilizer for Beegle Field but he needs crab grass preventer.  He said he did receive a bid from TriCounty Feed for crab grass preventer that was higher than Craig’s hardware.  Motion by Merle, support by Chris, PASSED to approve the bid from Craig’s Hardware for $1037.88.  Yes:  Merle, Chris, Mike Jim, Ross.  No: none.

2. Water Heater Tank for the Fire Station
   Chris Hall explained that the water heater tank has been leaking for quite a while.  Chris McPheron noted that there are corrosion problems, it could be fixed temporarily, but they would be better off replacing it.  Bids were received from Northside Heating and Ace Heating & Cooling.  Chris McPheron noted that Ace’s quote does not include union joints which are needed.
   Motion by Ross, support by Merle, PASSED to approve the bid from Northside Heating for $2100.00.  Yes:  Ross, Merle, Mike, Jim, Chris.  No: none.

COMPLIANCE OFFICER REPORT: 

Frank Swiatek was not present.

BOARD COMMENTS:  None. 

1. Request of Brunson Properties, LLC for a Special Use Permit at 2877 Pillon Road.  Darel Weikle was present and addressed the Board.  He spoke of the proposed businesses going in:  a CAD business that he will operate and a vinyl graphics business that his wife will operate.  Motion by Merle, support by Mike, PASSED to agree with the Planning Commission’s recommendation of approval.  Yes:  Merle, Mike, Jim, Ross, Chris.  No: none.
   
2. Zoning Ordinance Amendments.
   Motion by Chris, support by Merle, PASSED to approve the zoning ordinance amendments as written and recommended by the Planning Commission.  Yes:  Chris, Merle, Mike, Jim, Ross.  No: none.

3. Joint Planning Commission Resolution
   Chris and Ross noted that the Resolution is to change the public act under which it was organized.
   Motion by Merle, support by Mike, PASSED to adopt the resolution as recommended by the Planning Commission.  Yes:  Merle, Mike, Jim, Ross, Chris.  No: none.

MUSKEGON AREA FIRST MEMBERSHIP:

Ed Garner, President of Muskegon Area First, spoke regarding the benefits of the membership of Muskegon Area First (MAF).  He explained the history, the functions, and the funding of MAF.  Merle noted that MAF was requesting $5,927.00 from the Township.  Ed explained how they came to that funding amount – basing it on population, SEV, etc.  Merle asked how negotiable that was.  Ed said they (MAF) understand the budget constraints municipalities are under.  He said it is very negotiable at this time.  Ross asked if Dalton contributed last year.  Ed said no.  Chris noted that the $5,927.00 is more than what they budgeted for the item.  Ross said he felt it was an important program.  Motion by Merle, support by Mike, PASSED to approve $1000.00 for this year.  Ed welcomed the Board members to come to any MAF meeting they want to.  Yes:  Merle, Mike, Jim, Ross, Chris.  No: none.

Charles Buzzell, resident and County Commissioner, spoke in favor of Muskegon Area First and how they try to bring new businesses to the area.

Receptionist/Typist and Administrative Assistant 

Motion by Ross, support by Mike, PASSED to approve the new job descriptions and to add them to the employment policy.  Yes:  Ross, Mike, Jim, Merle, Chris.  No: none.

Chris noted that there is an election coming up and he explained that he received a letter from Mary Ellen on Wednesday that she will no longer be in the office.  On Friday, a resident came in and volunteered to be the election clerk.  He asked the Board to consider a wage and approval of the resident to act in this position.  Merle noted that the resident is the former Clerk, that she knows the position, and stated that she should be appointed as the Acting Clerk not just an Election Clerk.  He said there is more to be done in that office than the election and the minutes and they haven’t been done.  Ross suggested that they incorporate the amended agenda item 16.5 of the Township Clerk with this agenda item.  Discussion ensued.  The Board agreed that it will be an hourly position without any benefits. 

Motion by Mike, support by Merle, PASSED appoint Mary Ann Wallace as the Acting/Substitute Clerk.

Yes:  Mike, Merle, Jim, Ross, Chris.  No: none. 

Chris suggested a pay rate of $13.88 per hour.  He noted that she can only work two days a week as she has other obligations.  Lynn Young noted that money is budgeted for a Deputy Clerk and Mary Ann could be paid from this.  Motion by Ross, support by Merle, PASSED to approve a wage of $16.00 per hour.  Yes: Ross, Merle, Mike, Jim.  No: Chris.  Hours were discussed.  Motion by Merle, support by Ross, PASSED to approve no more than 29.5 hours in any one week for this position.  Yes:  Merle, Ross, Mike, Jim, Chris.  No: none. 

HOURLY WAGE FOR ADMINISTRATIVE ASSISTANT:

Chris said one person’s position is affected by this change and he would like her wage to be brought up to the current wage of $13.88 per hour.  Merle noted that the title would apply to Tina, in the Assessing office, and Kristy, in the Treasurer’s office.  Chris explained that Kristy currently receives this wage but Tina receives $13.70 per hour.  Merle explained that he just wanted to clarify that there would be one wage increase of 18 cents per hour.  Motion by Merle, support by Mike, PASSED to approve a wage of $13.88 per hour for the administrative assistant position.  Yes:  Merle, Mike, Jim, Ross, Chris.  No: none.

Chris explained that a letter was received from Richard Parker, CPA to conduct the audit.  He said he would not want to approve more than a one year contract.  He noted that the amount was less than the previous contract.  Ross asked that they seek more bids.  Merle said they do not have to for professional services.  He noted that Mr. Parker has done an excellent job and that the 2008/2009 audit has still not been turned into the State.  Early termination was discussed.  Motion by Merle, support by Mike, PASSED to approve Richard Parker, CPA to conduct the audit for fiscal year ended March 31^st, 2010 and 2011 at $7000.00 per year.  Yes:  Merle, Mike, Jim.  No: Ross, Chris.

BUILDING LIABILITY INSURANCE RENEWAL:

Chris explained that Western Liability Insurance is the Township’s current insurer.  The current policy expires May 1^st.  Bids were received by Western Liability Insurance and Shoreline Insurance.  Chris noted that Western Liability lowered their bid by approximately $6,000.00 when they heard the Township was seeking bids.  Tom Marotta asked if the insurance change would affect him.  Merle said the Supervisor should call Shoreline to verify that the inspectors are covered by liability insurance.  Chris said he will double check.  Merle asked if children riding on fire trucks would be covered under this policy.  Chris will check into this as well.  Motion by Mike, support by Ross, PASSED to approve the bid from Shoreline Insurance for $29,772.00.  Yes:  Mike, Ross, Jim, Merle, Chris.  No: none.

BUILDING PERMIT FEES:

Tom Marotta, Building Inspector, was present and asked the Board to review the building permit fees.  He noted that the last time the fees were updated was September 8^th, 1998.  He provided a study done by MuskegonTownship approximately one month prior.  He explained that they were trying to find out where their fees were in comparison to other local municipalities.  He said their fees are 7 years old.  He noted that their fees were the lowest and ours are even lower.  He explained the permit process, site visits, how the fees are calculated and distributed, etc.  Discussion followed.  Motion by Mike, support by Merle, PASSED to table this issue until the May 10^th meeting so Tom can get them more information.  All in favor.

More discussion followed regarding inspections.

BS&A.NET UPDATE:

Chris explained that Elizabeth has been working with the County on the .net conversion/programs.  Chris said it affects all of the BS&A programs at a cost of $23,000.00.  The Board agreed to research this issue more.

Charles Buzzell (CountyCommissioner) said he is running for his 5^th term.  He said he has some items he wants to finish such as the casino.  He discussed some accomplishments during his time and more that he would like to see occur.

Merle wants to draft a letter requesting the resignation of the Elected Township Clerk.  He asked that Board Members who support the action sign the letter.  He would add a list of what can be done included in the letter.  Merle said this would include: sending a letter to the Governor and a recall petition by the registered voters of the Township.  He said there are people that are willing to draft this letter.  He said the attorney can prepare it as well.  Mike is concerned about not knowing what the medical condition is and what they may be opening themselves up to.  Merle said there is a letter from the Clerk and her doctor stating she will be off indefinitely.  He said the Township cannot keep operating the way it is indefinitely.  Mike said he thinks it is the electorate’s job.  Chris McPheron asked how long her term is.  Merle said until November 2012.  Tom suggested sending a letter asking her intentions – is she ever going to return to work? – because we need someone in the Clerk’s position. Mike left the meeting at 9:30 P.M. Motion by Merle, support by Jim, FAILED to have the attorney draft a letter to the Clerk requesting her resignation and having all Township Board members who support the letter sign it.  Yes:  Merle, Jim.  No:  Mike, Ross, Chris.