MINUTES OF THE REGULAR MEETING
OF THE
COTTRELLVILLE TOWNSHIP BOARD
WEDNESDAY, September 2nd, 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.
As entered on the Agenda:
D). AGENDA APPROVAL:
ACTION: It was moved by Trustee Pelc, supported by Trustee Kopec
to approve the agenda as presented with the following changes
and additions:
Under CONSENT AGENDA:
E-5). Remove from item #2 from the Agenda: “Approval of Treasurer’s
Report, as of 07-31-2009,
E-9) f) Letter to Marine City Planning Commission regarding zoning of
St. Clair County Stone Yard
Under UNFINISHED BUSINESS:
Add to #4, 4a) Resolution for Authorizing Electronic Transactions and
4b). Policy for Automated Clearing House (ACH) & Electronic
Fund Transfers (EFT);
Add H-5) Bids for parking lot sealing;
Move Work Order Request to St. Clair County Road Commission
regarding tree removal & ditching on West side of McKinley
between Shea & Broadbridge Roads to Conniff Drain from
“Correspondence” to New Business I-6).
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:
Approval of Regular Township Board Meeting Minutes of August 5th, 2009
Meeting.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
September 2nd,, 2009
Page Two
2. Approval of Treasurer’s Report, as of 07-31-2009 This item was
removed from regular Agenda.
3. Approval of Treasurer’s Financial Investments Report as of 08-17-09
4. Approval of checks written:
a). Payroll Checks
5. Approval of Accounts Payables.
a). Manter Refund
6. Continuing Education:
a). Approval for attendance by Supervisor to 2009 Fall Education
Conference for Michigan Association of Township
Supervisors, in Frankenmuth, MI, Wednesday thru
Friday, October 21-23, 2009.
b). Approval for attendance by Treasurer Courtney and Trustee
Kopec MTA “Financial Strategies, Doing More for Less”, in
Lansing, MI on Monday, September 21st, 2009.
c). Approval of request by Building Official William Klaassen
to attend the Fall Code Officials Conference, October 6-9,
2009 in Shanty Creek Resort, MI, asking Township to pay
full conference course of $200, sharing with other townships, Clay Twp paying for mileage, China Twp paying for his room.
7. Correspondence:
a). Marine City Fire Department Runs Report for August, 2009
b). St. Clair County Work Order Request – moved to Item I-6 under
New Business
c). FYI - Letter from U.S. Census Bureau—offering new
Construction Program
d). FYI – Letter from Alice Rieves, Director of Mid-City Nutrition
Program
e). Notice of Bond Payment on Water District 2A, due: 09-18-09, in the amount of $29,812.50.
f). FYI – Letter to Marine City Planning Commission reference
support of rezoning St. Clair County Stone Yard.
ACTION: Moved by Trustee Pelc, supported by Trustee Kopec to approve all
items on the Consent Agenda, as presented & discussed.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer
Courtney, Aye; Trustee Kopec, Aye; Trustee Pelc, Aye.
All ayes; Motion Carried.
F). SPECIAL GUEST INVITED TO ADDRESS THE TOWNSHIP BOARD:
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
September 2nd, 2009
Page Three
Mr. Doug Alexander, Executive Director of the Economic Development
Alliance of St. Clair County spoke from 7:48 p.m. until 8:22 p.m. Mr.
Alexander advised that his alliance was looking for 300 to 400 acres in
one bunch to accommodate a large project that could be put together.
Questions & Answers were offered by the Board and Audience:
“Is there Eminent Domain exercised in a program like this?”
No, there is no such thing as Eminent Domain in Economic Development.
“Is Ira Township involved in this?”
They have worked on a small industrial Park called Andrew Park on 26
Mile Road, about 110 acres.
“Did you look at their Master Plans?”
No, not yet.
G). OPEN SESSION – ANYONE WISHING TO ADDRESS THE BOARD.
Renee Mazey, Markel Road, questioned the Supervisor on addressing the
bonds issue. Supervisor Raymond advising he will being doing so shortly
in this meeting.
H). UNFINISHED BUSINESS:
1). Update on Water District No. 3 & No. 4.
Supervisor Raymond explained he had attended the County DPW meetings and the County Board of Commissioners meetings and was all set to have the bond notice ready to sell on September 15th. It was discovered that our “Qualifying Statement” was filed as March 2007, instead of March 2008, a clerical error. Since our Auditor failed to file our last year’s statement by September 30th, 2008, we were considered late and disqualified under the rules, because we were not filed by the Auditor until October of 2008. In order to correct this, we would have to complete our 2009 audit statement and get it filed immediately with the State Treasurer’s Office.
Supervisor Raymond advised that our Auditor was asked to complete our 2009 Audit and file it electronically tomorrow morning
(09-03-09). Raymond had already filed a new “Qualifying Statement”
and followed through with the State Treasurer’s Office. He advised
that it would be the third or fourth week of September, instead of the 15th
of September before the bonds would be offered for sale, adding the last bond sold went for 3.93% interest.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
September 2nd, 2009
Page Four
After a short discussion, Supervisor Raymond asked for the authorization from the Board to sign the agreement with DiPonio Contracting and issue the “Notice to Proceed” to begin clearing trees and getting culverts ready. If this bond sale occurs on the 15th of September, then he would like to sign it that date. If it should occur on the 23rd of September, he would like to sign it that date, without having to hold another Special Board meeting to handle this business. Trustee Pelc offered that it should be signed only if the bond sale occurs on the 15th of September.
ACTION: It was moved by Trustee Pelc, supported by Treasurer Courtney to
authorize the Supervisor to issue the Notice to Proceed and to
sign the Contract Agreement with DiPonio if the Bond Sale occurs
on the 15th of September.
All Ayes. Motion Carried.
2). Update on Water District 2A:
Supervisor Raymond advised that he has a meeting with the water
main contractor, DiPonio and Project Engineer Dave Lewandowski to do a
Walk-Through” and prepare a “Punch List,” to settle on the clean-up of the
restoration of Water District 2A.
After a short discussion regarding ditching on the opposite side of the road at the Cross Road Tube on Broadbridge at the Ray Angling farm, to the west, on the north side of the road, the following action was offered:
ACTION: It was moved by Trustee Pelc, supported by Treasurer Courtney,
to include the ditching in the cost of this cleanup work to make right,
the opposite side of the road, at the Broadbridge Road cross tube
in front of Ray Angling’s property, to the west , that being on the north side of the road, the cost of the cross road tube being $4,200, and have the ditching done to accommodate the setting of that cross road culvert.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;
Treasurer Courtney, Aye; Trustee Pelc, Aye;
Trustee Kopec, Aye.
Ayes: 5; Nays: 0. Motion Carried.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
September 2nd, 2009
Page Five
3). Suggested Policies for Disposal of Township Equipment & Property:
The property that was discussed for disposal are old computers, pumps,
wall partitions from the old township offices, old water meters, etc. Supervisor advised that Trustee Kopec researched the information for doing this, and provided some ideas on what could be done with it, and
how to get rid of it safely, particularly the computers so that no information
could be detected from it.
Supervisor Raymond advised that the computers would need to have the hard drives wiped out prior to sale. It was suggested by resident in the audience, Patricia Jenuwine to put an ad in the paper, list the description
and take sealed bids.
ACTION: It was moved by Trustee Pelc, seconded by Trustee Kopec to table this until the next meeting, and we have time to prepare something
in writing as far as a policy to dispose of township equipment & property. All Ayes. Motion Carried.
4). Written Answer to Trustee Kopec’s question to MTA Attorney
Catherine Mulhaupt re EFT payments and a copy of Accounting
Procedures manual from State of Michigan.
Trustee Kopec explained and read Attorney Mulhaupt’s letter to the Board
and the audience clarifying that what was being requested by the other
members of the Board was perfectly legal and acceptable. Treasurer
Courtney began reading excerpts of things that she found unacceptable.
Supervisor Raymond advised that the Deputy Clerk had stayed late this
afternoon to prepare for Cottrellville Township for Automated Clearing
House (ACH) arrangements and Electronic Transactions of Funds (EFT)
policies to review. Treasurer Courtney advised that she was not prepared
to make a decision tonight on this material. No action was taken on this
matter.
5). Bids for Township Parking Lot Sealing:
Supervisor Raymond advised, at the request of Treasurer Courtney at last month’s Board meeting, that at least three bids be required prior to making the decision on this parking lot sealing job. Mr. Raymond explained that he had called six contractors and three did not bother to even respond to his inquiry. Two new bids did come in, however, one bid was for “cold patch” application which was not what was requested. Two bidders were
Blue Water for $1415, and Astec Asphalt for $1400, both being hot liquid
applications.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
September 2nd, 2009
Page Six
ACTION: It was moved by Supervisor Raymond, supported by Clerk Pfaff to
accept the low bid of $1,400 from Astec Asphalt, Marlette, MI for
the sealing of the township hall parking lot.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;
Treasurer Courtney, Aye; Trustee Kopec, Aye; Trustee Pelc, Aye.
Ayes: 5; Nays: 0. Motion Carried.
I). NEW BUSINESS:
1). Resolution to Modify Resolution recognizing Water Meters as Township Property.
ACTION: It was moved by Trustee Pelc, seconded by Trustee Kopec to
adopt the resolution recognizing the water meters as township property, known as the WATER SUPPLY AND DISTRIBUTION
SYSTEM ORDINANCE, Ordinance No. 1.000A.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;
Treasurer Courtney, Aye; Trustee Kopec, Aye;
Trustee Pelc, Aye.
Ayes: 5; Nays: 0. Motion Carried.
2). Resolution to Raise Water Tap Fees effective January 1st, 2010:
In a letter from Township Attorney John B. McNamee, dated August 31st, 2009, he writes:
“I have reviewed the minutes which demonstrate that the Township properly raised the rates for tap fees for water taps and stop boxes at the August 5th, 2009 meeting by resolution of the Board and the water rates in on June 3rd 2009 by resolution of the Board. A resolution need not be in writing, but simply reflected in the minutes. There is no requirement that the rate increase be published in the (news) paper or otherwise as the action is taken at a public meeting, but the Township may do so as a matter of policy, to inform the public utilizing other means of informing the public. If the Board desires, they have a written resolution prepared on the next occasion so that it can be placed in an appropriate file reflecting any water rate increases.”
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
September 2nd, 2009
Page Seven
ACTION: Moved by Trustee Pelc, seconded by Trustee Kopec to adopt the
resolution to raise, by $200, the water tap fees effective January 1st,
2010 and publish in the newspaper of general circulation in our
township.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer Courtney, Aye; Trustee Kopec, Aye;
Trustee Pelc, Aye.
Ayes: 5; Nays: 0. Motion Carried.
3). Inquiry from William Jenuwine, 7905 River Road, regarding lateral water
distribution system & direct connection to water main on M-29
DPW Superintendent Donald Chopp measured all distances and researched and found there are 15 homes on that lateral line. After
computing costs, Supervisor Raymond advised that the total cost would be $41,700 -- $1,390 to be paid by each homeowner, and $1,390 to be paid by the Township through the water fund to maintain their water line.
It was discussed that all residents on that line would have to agree to pay
that amount and sign for it, and that could take some time to produce.
Mrs. Jenuwine was insistent on not waiting for even two months, that
she is experiencing trouble nearly every day from parts of the line disinigrating into her clothes washer, dishwasher, & faucets.
ACTION: It was moved by Trustee Pelc, supported by Trustee Kopec to table
this matter until further notice, and to ask the Jenuwines to come in and meet with the Supervisor giving him a few days to investigate other options to bring back to the Board. All Ayes. Motion Carried.
4). Discussion of Township Construction Board of Appeals.
After an explanation to the Board members and audience that the Construction Board of Appeals is made up of Licensed people who are experts in their field, that sit on this board. Should someone in the township have a difference of opinion on any construction interpretations being made by the township building official, they would have the right to appeal to this Board for a determination of his opinion.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
September 2nd, 2009
Page Eight
ACTION: It was moved by Trustee Pelc, supported by Trustee Kopec,
to authorize the Supervisor to look into finding out if the Lenox Township Construction Board of Appeals would be interested in serving in our Township as well, and negotiate a contract to work in Cottrellville in this capacity. Trustee Pelc also requested we obtain a fee schedule for their services.
All Ayes. Motion Carried.
5. Memo to Appoint new member to the Planning Commission
A memo, along with the letter requesting appointment to the planning commission of Stefano Casadei, 7800 McKinley Road.
ACTION: It was moved by Trustee Pelc, supported by Clerk Pfaff to accept
the appointment by the Supervisor of Stefano Casadei to the
Township Planning Commission. All Ayes. Motion Carried.
6). Work Order Request to the St. Clair County Road Commission
The work order details worked out by the Supervisor between the Road
Commission, the Drain Commission and the Township, is in the amount of
$24,000.00.
ACTION: It was moved by Trustee Pelc, seconded by Trustee Kopec to
approve the Work Order prepared by the County Road District Foreman, Thomas Kammer in the amount of $24,000. Work
description shall be removal of trees on the west side of McKinley Road, from Shea Road to Broadbridge Road, then ditching approximately 2700 lineal feet on the Conniff Drain.
Amount due from the Drain Commissioner is $10,000; $7,000 from the Township of Cottrellville and $7,000 from the Road Commission.
Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;
Treasurer Courtney, Aye; Trustee Kopec, Aye;
Trustee Pelc, Aye.
Ayes: 5; Nays: 0. Motion Carried.
Supervisor Raymond advised that he had budgeted $15,000 for
ditching, and our commitment has turned out to be $14,300 to date.
The rest has come out of the St. Clair County Road Commission
match money fund.
Minutes of the Regular Meeting of the
COTTRELLVILLE TOWNSHIP BOARD
September 2nd, 2009
Page Nine
J). PUBLIC COMMENTS:
Bob Pfaff, Markel Road, questioned “Can we move the proposed fire hydrant in my front yard about 20 ft east?
Supervisor Raymond advised that he thought that could be worked out.
Ellen Jones, Markel Road, questioned “What are the tap fees, what do they cost now, and how much are they going up?”
Supervisor Raymond advised that tap fees are the cost for the right to
hook-up to the water main that runs across in front of your property. The
cost of a 1” tap is $1,000 at this point, after January 1st, 2010, they will
go up $200, to $1,200.
Ellen Jones, Markel Road, “Can the fire hydrant that is supposed to be located in my front yard be moved too? I don’t know which way yet, but I can call you back later.”
Ellen Jones, Markel Road, questioned “The wood that is being disposed of along the road where this water line is going, why not let other people have it too?”
It was explained by Supervisor Raymond that the wood must be removed immediately, as it can not lay there for reasons of being in the way of the work of the contractor. We have to promise it to someone who will be
responsible and reliable enough to respond immediately and pick it up
to keep things moving along the construction site. That person must take everything, including the brush and the garbage wood, not just pick through the prime stuff, because we still would have to have someone clean up the mess behind him. Of course, property owners get first
‘dibs” on the wood in front of their property, but they must make sure their
wishes are known to the contractor as well.
K) ADJOURNMENT:
With no further business, the meeting was adjourned at 10:47 p.m.
Respectfully submitted by:
____________________________ ___________________________
Violet C. Pfaff, Clerk Thomas H. Raymond, Supervisor
COTTRELLVILLE TOWNSHIP COTTRELLVILLE TOWNSHIP
VCP/mas