MINUTES OF THE REGULAR MEETING DRAFT
OF THE
COTTRELLVILLE TOWNSHIP BOARD
WEDNESDAY, JUNE 3rd, 2009, AT 7:30 P.M.
The regular meeting was called to order by Supervisor Thomas Raymond, followed by the Pledge of Allegiance, at 7:31 p.m. in the Board Room of the Cottrellville Township Hall. Roll Call attendance taken.
Members Present: Supervisor Tom Raymond, Clerk Violet Pfaff, Treasurer Dian
Courtney, Trustee Beverly Kopec; Trustee Bernard Pelc.
Members Absent: None.
D). AGENDA APPROVAL:
ACTION: It was moved by Trustee Pelc, supported by Treasurer Courtney
to approve the agenda as presented with the following additions:
Add under Consent Agenda:
E-7-b --- Supervisor’s Professional Development Retreat –
Scheduled for July 12-14th, 2009.
E-7-c --- MTA Accounting & Payroll: Techniques & Solutions
E-8-i --- FYI Twp Newsletter Draft for July, supplied by Treasurer
Courtney
Add under New Business:
H-5 --- Update on Water District #3 & #4.
H-6 --- Letter from Grant Township concerning Central Dispatch
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Courtney, Aye; Trustee Pelc, Aye; Trustee Kopec.
Ayes: 5; Nays: 0. Motion Carried.
E). CONSENT AGENDA:
1. Approval of Township Board Minutes of Regular May 6th, 2009
Meeting.
2. Approval of Treasurer’s Report.
3. Approval of Treasurer’s Financial Investments Report as of 04-30-09.
4. Approval of checks written:
a). Payroll Checks
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Two
5. Approval of Accounts Payables.
6. Approval of Payment of the DeLude Construction Invoice for April
2009.
7. Continuing Education Request
a). Supervisor’s & Clerk’s* Request for attending 2009 Summer
Legislative Conference August 12-14th, Bavarian Inn Lodge
& Conference Center, Frankenmuth, MI
*Clerk withdrew her request to attend.
b). Supervisor’s request to attend Supervisor’s Professional
Development Retreat scheduled for July 12-14th, 2009
8. Correspondence:
a). Marine City Fire Department Runs Report for May 2009
b). Memo from Assessor re Form L-4029 – 2009 Tax Rate
Request Form.
c). Memo from P&R re: 5 groups renting Park & Pavilion
over 50 guests:
Head Start Picnic
Ostin Graduation Party
DuVall Family Reunion
MacEwan “End of the Year Pre-School Party”
Danneels Family Reunion
d). MTA “Principals of Governance” Certificate for Cottrellville Twp
e). St. Clair County Emergency Road Repairs
f). Thank-you Letter from Council on Aging
g). Letter from County Commissioner Wally Evans re: Central
Dispatch
h). FYI --- Newsletter sample from Ready, Set, Mail, Pt Huron, MI
i). FYI --- Draft for July Twp Newsletter, supplied by Treasurer
Courtney.
Comment by Treasurer Courtney that she would like everyone who is writing an
article for the Newsletter, or who has corrections to the copy she just supplied, to have them to her in the next two weeks, so she can have the final draft for approval by the Township Board at the July meeting, and printing immediately
following.
Comment by Trustee Pelc regarding placing an advertisement in the Newsletter
about park & pavilion usage, parking arrangements for people using the ball field
and putting signs along the path that there should be no motor vehicles on the
walking path around the park.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Three
Comment by Trustee Pelc also questioned the possibility of buying with pre-stamped envelopes to save money. Treasurer Courtney requested
the Clerk’s office to check into the pricing on this.
Comments from both Clerk Pfaff and Treasurer Courtney to attend the “MTA
Accounting & Payroll: Techniques & Solutions”. Clerk Pfaff would like to schedule for June 18th, however Treasurer Courtney cannot make that date
because the Deputy Treasurer is scheduled off. Mrs. Pfaff can’t change her
date due to conflicting medical appointments.
ACTION: It was moved by Trustee Kopec, supported by Trustee Pelc to
send one person from the Treasurer’s Office and send the Clerk
to the MTA school. All ayes; Motion Carried.
Trustee Pelc offered that if possible, have them go to the same school
at the same time to save mileage reimbursement.
F). OPEN SESSION – ANYONE WISHING TO ADDRESS THE BOARD.
None, no one spoke.
G). UNFINISHED BUSINESS:
1). Memo from the Clerk regarding paychecks & time sheets. Request
to keep the pay period of the first to the fifteenth and the sixteenth to
the end of the month, but to request the employee’s time sheet due in
the clerk’s office on the first business day after the time period ends
by 10:00 a.m. and paychecks will be generated & disbursed by noon
on the second business day.
ACTION: It was moved by Supervisor Raymond, seconded by Trustee Pelc to
approve the Clerk’s request outlined in her Memo dated May 29th,
and is to take effect for July payroll. All ayes; Motion Carried.
2). Comparison Report regarding Water Usage of both districts along
River Road May to June Water Meter Readings.
Extensive Comments made after description of water loss of 529,000 gallons
of water that went through the Marine City Master meter to our township, but
was not recovered in water sales to customers. Jonathon Chopp, advised in
his report to the Board, that there were no water leaks, no hydrant flushing, and
that 529,000 gallons of water went through our meter but could not be billed out.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Four
Supervisor Raymond advised the Board that this amount of loss, spread over twelve months would calculate to $49,197 in lost water revenue and $19,044
in lost sewer revenue. Mr. Raymond advised that this is a 23% loss.
After having received this information, Supervisor Raymond sat down with
Don Chopp, Township DPW Superintendent to develop a plan to replace all
the water meters in the township that have not been updated in 2009. Don’s
estimate was that he and his crew would install 30 meters per day, in approximately 18 to 19 days. With his other work, he felt he could commit
to having them completed within 6 weeks, after they were ordered which would take approximately two weeks time to arrive. Stop boxes may need to be replaced, & meter pits replaced. Jonathon advised there would be 419 meters on the River Road, and 54 on Shea Road, for a total of 473 meters.
Supervisor Raymond advised that the purchase of 480 meters at $230 each,
the cost is in the area of $110,400. Labor to install these would run in the area of $20,000 plus $1,000 in meter wire and the variable of $5,000 in repairs.
It was recommended by Supervisor Raymond to draft a resolution to borrow the funds as a loan.
These funds are to come from two Certificates of Deposit in the Sewer account that mature in July. One CD is for $50,000, and the other for $100,000. The portion of the funds used for the water is to be paid back to the sewer fund at 2% annually. With this action, all of the township would have new water meters and wires. Many of the meters have been in service over 30 years, however this update should pay for themselves in a little over two years.
Trustee Kopec questioned the term of the loan, with Supervisor Raymond he
anticipated a three year minimum, however suggested a five year term of the loan.
ACTION: It was moved by Trustee Pelc, supported by Trustee Kopec to
have the Supervisor prepare the Resolution to borrow the money
for the performance of installing new meters and wires so that all
the township will have new water meters for 2009. Said money
shall be from Sewer Certificates of Deposit, $100,000 which will be
loaned at the rate of 2% APR and shall be will be returned on a ratio
of one-third to the sewer department, and two-thirds to the water
department.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Five
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Courtney, Aye; Trustee Pelc, Aye; Trustee Kopec, Aye.
5 Ayes; 0 Nays; Motion Carried.
During the discussion, comment was made as to when the last time was that Ira Township or Clay Township had calibrated their Master Meter that feeds into our
water lines?
H). NEW BUSINESS:
1). Resolution R-2009-12 – To Impose Property Tax Administrative Fee was
offered for approval.
ACTION: It was moved by Supervisor Raymond, seconded by Treasurer
Courtney to approve Resolution R-2009-12, “To Impose Property
Tax Administrative Fee”
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Courtney, Aye; Trustee Pelc, Aye; Trustee Kopec, Aye.
5 Ayes; 0 Nays; Motion Carried.
2). Resolution of R-2009-13 – To Eliminate Collection of Payments or Refunds
Under $5 with the Exception of Trailer Taxes was offered for approval.
ACTION: It was moved by Trustee Kopec, seconded by Treasurer Courtney,
to approve Resolution # R-2009-13, “To Eliminate Collection of
Payments or Refunds Under $5 with the Exception of Trailer Taxes.”
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Courtney, Aye; Trustee Pelc, Aye; Trustee Kopec, Aye.
5 Ayes; 0 Nays; Motion Carried.
3). Resolution R-2009-3 for July 2009 Board of Review, was offered.
ACTION: It was moved by Supervisor Raymond, seconded by Treasurer
Courtney to approve Resolution # R-2009-3, for the date change of the July 2009 Board of Review to the third Thursday of July.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Six
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Courtney, Aye; Trustee Kopec, Aye; Trustee Pelc, Aye.
5 Ayes; 0 Nays; Motion Carried.
Treasurer Courtney offered an explanation to the audience that the Board of
Review, by statute is to meet on the first Tuesday after the third Monday. This
original date was in conflict with our township hosting the County Road Commission and DPW Meeting at 7:00 p.m. the evening of July 21st, 2009.
This Resolution changes the Board of Review date to July 23rd, 2009.
4). Letter from Clay Township regarding Water Rate Increase.
Supervisor Raymond questioned the letter arriving with the rate being
retroactive and after a brief conversation with the Supervisor of Clay
Township, Jay DeBoyer, he agreed that a $51 credit will be issued
on the next billing. The new rate for 1,000 gallons (1 unit) of water is $7.00
per unit. At this time, Mr. Raymond wished to discuss the water rates.
Supervisor Raymond advised that we have not had a rate change since
November of 2007. The following rates are in effect at this time:
Ira Township Rate of $6.40 per unit (1,000 gallons)
Marine City Rate of $7.82 per unit (1,000 gallons)
Clay Township Rate of $7.00 per unit (1,000 gallons)
After a brief explanation of how he calculated the unit price of water so that
all water customers were paying the same rate, he recommended that the
water be increased from $7.75 per unit to $8.50 per unit, and revisit this
rate again in six months.
ACTION: It was moved by Treasurer Courtney, seconded by Trustee
Kopec to increase the cost of water from $7.75 per unit to
$8.50 per unit, and revisit this rate again in six months. This
rate will begin with July’s billing, as June’s has taken place
already. Also, it was added to the motion that they would reverse
the base service charges of $20 for water and $27 for sewer for a
total of $47 to a minimum charge of $27 for water and $20 for
sewer for the total of $47.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Seven
Courtney, Aye; Trustee Kopec, Aye; Trustee Pelc, Aye.
5 Ayes; 0 Nays; Motion Carried.
The notice of this change will be put in the township newsletter as well as the local newspaper to advise our residents.
Supervisor Raymond changed the order to Item #6 under this heading.
6). Supervisor Raymond advised in April we authorized a Resolution of
non-support to the County Board of Commissioners regarding the
funding of the Central Dispatch. Mr. Raymond received and shared with
board members and the audience of the letter from Grant Township
Supervisor William “Bill” Deater that he approached the MTA to get a
legal opinion concerning the County taking funds from our road
allowance to pay for the Central Dispatch Authority if we refuse to pay the
invoice sent to us. Mr. Deater was advised by the attorney that what was
being done with our money was illegal. Mr. Deater inquired what it would
cost for a written opinion and was quoted $350.
Mr. Deater advised that County Supervisor’s Association asked that all
townships wishing to participate in this fight, can do so by sending a letter
that we are willing to share in this cost.
ACTION: It was moved by Supervisor Raymond, seconded by Trustee Pelc
to offer $25 towards the legal fees of the written legal opinion
by the MTA regarding this disagreement with the funding of the
CDA by using road funds.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Courtney, Aye; Trustee Kopec, Aye; Trustee Pelc, Aye.
5 Ayes; 0 Nays; Motion Carried.
5). Water District #3 and #4 Update:
Supervisor Raymond advised that he attended the County DPW meeting last evening and the resolution was approved to the send the request to bond the Water District #3 & #4. The plans are in the County engineer’s office, our engineer has prepared the quantities for the bid sheet, and
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Eight
And has a set in County Permits Department and another set has been sent to Lansing. They should have it wrapped up by Friday in Lansing.
Supervisor Raymond may still obtain a price of plastic water main as well.
Supervisor Raymond advised, he anticipates the bid proposals should be
returned by the week of July 6th, the bonding will be set forth with a firm
number from the contractor who is going to be awarded the bid, and the
specifications are written to be completed within 90-days of the date of
commencing of the project. A minimum of two crews is required with this
project to lay pipe and there is an aggressive penalty if the job is not
completed on time. There is a $300 per day penalty assessed at fifteen
days over completion date, $600 and $1,000 per day for additional
dates. David Lewandowski shall furnish inspectors for each set of crews,
supplied by the Contractor.
Other comments were offered by Supervisor Raymond of Frank DiPonio
of DiPonio Contracting Inc. to begin cleanup restoration for the Water
District 2A section on Monday or Tuesday, June 8th or 9th, and completion
by the end of the month.
I). PUBLIC COMMENTS:
Trustee Pelc inquired if we heard any comments about the road gravel
application?
Trustee Kopec inquired when we would be receiving the quarterly
reports for the bank accounts?
Clerk Pfaff announced that she had brought in a cake to share with all
residents present, celebrating Tom Raymond’s second anniversary as
Supervisor of Cottrellville Township, in answer to much applause.
Supervisor Raymond announced in speaking with the Drain Commissioner, the tree cutting on Short Cut & Shea Road is approximately $20,000 to cut trees, and perhaps we could look into having real inmates (jail trustees) to cut up the wood, rather than assessing the property owners of the drainage district.
Raymond announced that most of the members attended the Emergency
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Nine
Homeland Security & Management Breakfast . Also the “server” for the computer system has been installed by AB Solutions, and Mr. Art Bryson is implementing the new equipment.
Raymond also advised that he has budgeted gravel over all gravel roads in our township over the next three years.It is set up for Arnold, Markel and McKinley Roads next.
Supervisor Raymond explained the Food Pantry is only organized by volunteers of our township, that no funding is from any township government coffers. Most comes from individual donations who
participate by donating the money to put these on. We had 56 volunteers
at the last one held in May and we helped 265 families.
ETNA Supply put on a Sensus Meter training in Bay City and Lansing which was attended last month by Supervisor Raymond and Clerk Pfaff
and the deputy clerk, respectively.
Supervisor Raymond attended SEMCOG meetings, the Water District 2A
cleanup, meetings with Clay Township about Genaw Road water main
extension, the cleaning of the ditches on Plank Road and completion of
the ditch cleaning on Genaw Road.
The County had to replace two cross road tubes that collapsed this month and of course, our Daughters of the American Revolution Rededication in
the Maple Grove Cemetery is scheduled for Saturday, June 27th. The
township is hosting the gathering afterwards. Supervisor Raymond &
his wife Vicke Raymond and members of the Township Historical Society are graciously supplying the hot dogs and cake for this event after the re-dedication ceremony in Starville.
Sue Danneels’ son, John Danneels was introduced and advised the
membership that his Eagle Scout Project was to help get the cemetery ready for the re-dedication ceremony. He advised that Wes Simons was
helpful in guiding the group along with Grampa Dave Danneels who also
supervised this gang who trimmed trees and cleaned fence rows to spruce
up the area. He also left his mark by building a bench, in the cemetery so family members can rest during the visiting of their loved ones.
Meeting of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
June 3rd, 2009
Page Ten
Supervisor Raymond described many of the accomplishments of his two
year reign, one being replacing the bridge on Macomb Road, as a joint
effort between Clay Township and our township, and of course, the coming to fruition of Water District 2A.
Meeting was adjourned at 9:06 p.m. and Vi’s cake was served after the meeting in recognition of the Tom Raymond’s time as township supervisor and Dian Courtney’s time as township treasurer.
Respectfully,
__________________________
Violet C. Pfaff, Clerk
VCP/mas