MINUTES OF THE REGULAR MEETING DRAFT
OF THE
COTTRELLVILLE TOWNSHIP BOARD
WEDNESDAY, JULY 8TH, 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.
FYI AGENDA: Anyone interested in going to the Workshop? Revenue & Expenditure Report for first quarter, cash & investments report, calendar second quarter; July 21st SEMCOG University 9 to 12 noon session, SEMCOG downtown Detroit.
Bids to be discussed under H-5, setting second public hearing for Water District No. 3 and No.4
D). AGENDA APPROVAL:
ACTION: It was moved by Trustee Pelc, supported by Trustee Kopec
to approve the agenda as presented with the following additions:
Add under NEW BUSINESS:
H-9). Office Hours of the Deputy Clerk
H-10). Discussion of first quarter for 2009
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 June 3rd, 2009
Meeting.
2. Approval of Treasurer’s Report, as of 05-31-2009.
3. Approval of Treasurer’s Financial Investments Report as of 06-30-09.
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. DeLude Construction Invoice was removed from the agenda.
7. Continuing Education Request
a). Request from DPW Superintendent Don Chopp for Jonathon
Chopp and himself, to attend Safety Course “Working in
Confined Spaces” on July 10th, 2009 in Port Huron.
8. Correspondence:
a). Marine City Fire Department Runs Report for June, 2009
b). MTA “Principals of Governance” Certificate to signed by
all Board members.
c). St. Clair County Road Commission:
1). St. Clair County Emergency Road Repairs (Plank
Road) Dated 06-08-09, Invoice # 507411
2). Limestone Hauls for Township Roads, Dated
06-25-09, Invoice # 900540
Comments by Supervisor that this was a total of
80 loads of stone on various township roads.
The Township’s portion was $26, 279.79, &
when budgeting this work, without match
money, we budgeted for $52,000.
d). ABC Solutions:
1). Invoice #850, Dated: 06-10-2009; partial payment
on Contract Proposal;
2). Invoice #851, Dated: 06-25-2009; Repairs and
Replacement of Equipment due to Storm on
June 29th, Comcast modem, router/firewall on
network.
e). FYI –Renewal of Michigan Community Underwriters; copies of
Property, Insland Marine, computer & Additional Insured
Schedules.
ACTION: Moved by Trustee Pelc, supported by Clerk Pfaff to approve all
items on the Consent Agenda.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Courtney, Aye; Trustee Kopec, Aye; Trustee Pelc, Aye.
All ayes; Motion Carried.
F). OPEN SESSION – ANYONE WISHING TO ADDRESS THE BOARD.
Mike Kalmeta, inquired what a “lift station” was. Supervisor explained
it was the sewage pump which moves sewage thru the line in a force main.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
July 8th, 2009
Page Three
Renee Mazey, asked “who is checking the playground equipment?”
She was advised we have a member of our Parks & Rec Committee
who maintains the park, checks the pavilion after a party, and tightens
the bolts on all the playground equipment every month.
G). UNFINISHED BUSINESS:
1). Township Newsletter final draft.
ACTION: It was moved by Supervisor Raymond, seconded by Trustee Pelc to
approve the latest draft of the Township Newsletter submitted by the
Treasurer and to give the okay to publish and mail.
All Ayes; 0 Nays; Motion Carried.
H. NEW BUSINESS:
1). Approval of Resolution R-2009-01 – Removal of Penalty Fees & Exten-
sion of Payment of Certain Water Bills.
ACTION: Moved by Clerk Pfaff, seconded by Trustee Pelc to approve
Resolution R-2009-01, removal of Penalty Fees and Extension
of Payment.
All Ayes; 0 Nays; Motion Carried.
2). Cost Share for Meters between Water & Sewer Fund.
Supervisor Raymond explained that last month, we discussed as a
Board, charging the expense of 1/3 to the Sewer Fund and 2/3 to the
Water Fund. After a short discussion, the following motion was made:
ACTION: It was moved by Clerk Pfaff, supported by Trustee Kopec to alter
the breakdown of the meter expense to a 50/50 meter charge.
All Ayes; 0 Nays; Motion Carried.
3). Approval of Resolution R-92-1 and 91-1 --- Sewer & Water Rates.
ACTION: It was moved by Trustee Pelc, seconded by Treasurer Courtney
adjust the water & sewer rates amending this Resolution as
follows:
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
July 8th, 2009
Page Four
Switching the base charge for water from $20 to $27 and the
base charge for sewer from $27 to $20, which leaves the same
expense to the residents of the township with both sewer and
water usage. Those residents with municipal water only and
no sewer will continue at the same rate of $20 for base water
usage charge. This will become effective on the September
1st billing, and therefore the advertisement for the rate increase
will need to appear in the newspaper by July 29th issue. This
motion shall also include raising the rate for water from $7.75
per unit (1,000 gallons) to $8.50 per unit.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;
Treasurer Courtney, Aye; Trustee Kopec, Aye;
Trustee Pelc, Aye.
All Ayes; 0 Nays; Motion Carried.
It was also discussed to add something in the Voice Newspaper
about the cost of the new meter charge.
4). Letter from Clay Township regarding the recent developments with the
City of Algonac regarding water to Genaw Road residents. Supervisor
Raymond announced that immediately following this evening’s meeting,
the Township Board would be going into executive session to discuss
this matter.
ACTION: It was moved by Trustee Pelc, seconded by Treasurer
Courtney, to receive this letter and place on file.
All ayes; 0 nays, Motion Carried.
5). Setting of Second Public Hearing regarding Water District No. 3 and
Water District No. 4, as the bids were received and opened on July 7th.
ACTION: It was moved by Trustee Pelc, supported by Supervisor
Raymond, to set the second public hearings for Water
District No. 4 and No. 3 in time to mail out notices to all
property owners involved for a public hearing on Monday,
July 27th, at 7:00 and 7:30 p.m., respectively.
All Ayes; 0 Nays; Motion Carried.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
July 8th, 2009
Page Five
Supervisor Raymond advised that the township would be looking for an
early September Bond Sale, then a 35 day waiting period. In checking the
arithmetic, it would appear that the low bid would put us approximately
$2.22 per foot over the Water District 2A costs, with a rough estimate of
$21.97 to $22.00 per lineal front footage cost and a $3,850 parcel charge.
6). Resolution R-2009-15 for Purchase of an acre lot on Starville Road
through the County Foreclosure list.
ACTION: It was moved by Trustee Pelc, supported by Clerk Pfaff, to
approve the Resolution R-2009-15 to direct the Board to
enter into a purchase agreement to obtain title to the
property on Starville Road.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye
Treasurer Courntey, Aye; Trustee Kopec,
Aye; Trustee Pelc, Aye.
All Ayes; 0 Nays; Motion Carried.
7). Resolution # R-2009-14 to Impose 3% Late Payment Penalty Charge on
Property Taxes.
ACTION: It was moved by Supervisor Raymond, Supported by
Trustee Pelc, to adopt Resolution # R-2009-14 which allows
the Township Treasurer to impose a 3% Late Payment
Penalty Charge, after February 14th, and before March 1st.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;
Treasurer Courtney, Aye; Trustee Kopec,
Aye; Trustee Pelc, Aye.
All Ayes; 0 Nays; Motion Carried.
8). Approval of Noxious Weeds Ordinance
ACTION: It was moved by Treasurer Courtney and seconded by
Trustee Pelc, to receive and file the Noxious Weed
Ordinance prepared by our Planning Commission and
send it off to Township Attorney for review prior to the
Board’s adoption.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
July 8th, 2009
Page Six
9). Office Hours of the Deputy Clerk.
Supervisor Raymond advised that this question appears each pay period
by the Treasurer as the hours go over the budget proposed 25 hours per
week. He also advised that he had made the suggestion of the 25 hours,
not knowing how many hours, the Clerk’s Office was going to need the
deputy clerk’s time. Several comments were made about the Deputy
Treasurer’s hours going over as well. Clerk Pfaff advised that there were
no hours for her extra time when Renee worked in the Clerk’s office, as
Renee had a young family at the time, and did not want more than the 3
hours per day. Mrs. Pfaff also advised that there were no hours there for
Valerie Kulba who also helped out in the Clerk’s office, and it was decided
to lay her off, and only use her on occasion for election, or short
handedness.
Trustee Pelc advised that his math indicated that the Deputy Treasurer
had a 50% increase from her predecessor and the Deputy Clerk had a
31% increase. After this short discussion the following motion was made:
ACTION: It was proposed by Supervisor Raymond, Supported by
Clerk Pfaff, to increase the Deputy Clerk’s hours from 25
hours per week to 30 hours per week.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;
Trustee Kopec, Aye; Trustee Pelc, Aye;
Treasurer Courtney, Aye.
All Ayes; 0 Nays; Motion Carried.
9). First Quarter Report on the Statement of Affairs of the Township
Discussion was held regarding the percentages of staying on budget,
where there was overages, etc.
Also the discussion of where we pulled the funds from to pay Township
Engineer David Lewandowski? That will be investigated and inform the
township board at the August board meeting.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
July 8th, 2009
Page Seven
I). PUBLIC COMMENTS:
The Supervisor advised that he will be having the Engineer send the letter of intent to the contractor they choose to award the bid to in the near future, and if that contractor wants to begin his tree work, culvert work, etc., he will be advised that he can begin, prior to the bond sale being finalized.
ACTION: It was moved to Adjourn this meeting at 9:47 p.m.
ACTION: It was moved by Supervisor Raymond, supported by Clerk Pfaff to
enter into an Executive Session, immediately after all members of
the staff and the public had vacated the building.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;
Treasurer Courtney, Aye; Trustee Kopec, Aye;
Trustee Pelc, Aye.
All Ayes; 0 Nays, Motion Carried.
The Township Board went immediately into Executive Session and adjourned this session at 10:13 p.m. Minutes of this Executive Session will be prepared by Clerk Pfaff, and placed in a sealed envelope and held for one year and a day, at which time, the minutes will be destroyed by the Clerk.
The Regular Meeting reconvened at 10:14 p.m. and adjourned for the evening at 10:45 p.m.
Respectfully submitted,
___________________________
Violet C. Pfaff, Clerk
COTTRELLVILLE TOWNSHIP
VCP/mas