MINUTES OF THE REGULAR MEETING

OF THE

COTTRELLVILLE TOWNSHIP BOARD

Wednesday, October 7^th, 2009 at 7:30 p.m.

DRAFT

The regular meeting was called to order by Supervisor Thomas Raymond, followed by the Pledge of Allegiance, at 7:30 p.m. in the Board Room of the Cottrellville Township Hall. Roll Call Attendance was taken.

Members present: Supervisor Thomas H. Raymond, Clerk Violet C. Pfaff,

Treasurer Dian Courtney, Trustee Beverly Kopec, and

Trustee Bernard Pelc.

D). AGENDA APPROVAL:

ACTION: It was moved by Treasurer Courtney, supported by Trustee

Kopec to approve the Agenda as presented with the addition

of the following: Under the Consent Agenda, Accounts

Payable, add the invoice from Wes Simons.

All Ayes, Motion Carried.

E) CONSENT AGENDA:

1.) Approval of Regular Township Board Minutes for September 2^nd, 2009.

2). Approval of Special Township Board Minutes for September 9^th, 2009.

3). Approval of Treasurer’s Report, as of July 31^st, 2009.

4). Approval of Treasurer’s Report, as of August 31^st, 2009.

5). Approval of Treasurer’s Financial Investments Report as of 09-29-09.

6). Approval of Payroll Checks in the amount of $16,521.26.

7). Approval of Electronic Fund Transactions (EFT’s) in the amount of

$1,046.39

8). Approval of Accounts Payable, in the amount of $24,295.99

including invoice from Wes Simons.

9). Continuing Education:

a). Approval to send Treasurer Courtney to “Twp Treasurer’s

Professional Development Retreat” in Augusta, MI, Thursday &

Friday, October 29^th & 30^th; Treasurer wants the Township to

pay for room the night before this, so she doesn’t have drive

over that morning for the early class.

b). Approval to send any Planning Commission Members, ZBA

Board Members or Township Board Members to attend

the Annual St. Clair County Metropolitan Planning

Commission’s Fall Workshop in Port Huron, MI, on Thursday,

October 29^th, 2009 from 6:30 p.m. until 9:30 p.m.

c). Approval to send a Planning Commission member, a ZBA

member, Office Staff Members to MTA conference in Grand Rapids, MI, January 27^th-29^th, 2010.

Minutes of the Regular Meeting of the

COTTRELLVILLE TOWNSHIP BOARD

October 7^th, 2009

Page Two

d). Approval to send Trustee Kopec to “Twp Trustee Professional

Development Retreat,” in Augusta, MI on Saturday & Sunday,

October 24^th & 25^th.

e). Approval to send Clerk Pfaff & her Deputy Clerk to Payroll User

Meeting with BS&A, on 11-13-09 in Bath, MI for training.

10). Correspondence: Receive and File the following:

a). September, 2009 Fire Runs from the Marine City Fire Dept.

b). Third Quarter, 2009 Fire Runs from Ira Twp Fire Dept.;

Supervisor asked to contact Chief Mike Holt to get more

information re these runs as to what they were for, etc.

c). Letter & Memo from SEMCOG, dated 09-01-09 re: Phragmites Control Project; Supervisor requested to send letter advising

SEMCOG that we are not able to participate in this program at

this time.

d). Memo from Assessor Barb Schutt, re: Land Division Application

Forms, forms approved for content; request to have Assessor

prepare a suggested schedule of fees to be placed on November’s Agenda under New Business for determination.

e). Letter from Richfield Equities re: diesel fuel prices & future fuel

surcharges, dated 08-24-09.

11). FYI from Supervisor Raymond: Receive & File the following

a). Update Letter dated 09-28-09 from Lynn Borg, St. Clair County

Foundation.

b). Acceptance letter of the Township Qualifying Statement from

State of Michigan Dept of Treasury dated 09-08-09.

c). Implementation of Cash Receipting Program, suggested by

Auditor, starting October 1^st; it was reported by Treasurer

Courtney, that they could not meet the 10-01 deadline because they couldn’t balance to the beginning balances set forth by the

Auditor by the journal entries. Both the Treasurer’s Office and the Clerk’s Office will continue to work on this to justify same.

Supervisor Raymond also advised that he and Clerk Pfaff will

be able to get a balance report within ten days, and advise where we are, as far as tracking on budget.

Minutes of the Regular Meeting of the

COTTRELLVILLE TOWNSHIP BOARD

October 7^th, 2009

Page Three

d). Review of the Counsel on Aging Invitation “Washington Life

Center,” (formerly the Cherry Beach Seniors Center” Open

House, scheduled for Friday, October 23^rd, 2009 from 1 to 4 pm;

request by the Supervisor for a few of the Board Members to

attend to represent the township for their grand opening.

e). Announcement of the Food Giveaway, sponsored by caring

friends & neighbors of the hungry, at the Marine City Airport

October 21^st, 2009. Friends & Family of Employees, board

members, commissioners, committee members of Cottrellville

Township to unload the semi-truck & hand out the food.

f). Approval of sending Trustee Pelc to “Workshop for Michigan Department of Natural Resources for grant writing school,”

October 15^th, 2009 at SEMCOG Offices, Detroit, MI.

g). Treasurer Courtney believes the Township is paying for too many hours for Deputy Clerk Mary Agnes Simons. Treasurer

also believes the door of the township hall should be locked

and that we not answer the phone after 12:00 noon, because

this makes the Treasurer’s office look bad when the clerk’s office is open past the hours of everyone else.

ACTION: It was moved by Treasurer Courtney, supported

by Supervisor Raymond, to approve locking the

Township Hall at 12:00 noon, and only screen

phone calls after that time to cut back on the hours

of the Township Offices by employees, until the end of this year, on a trial basis.

All Ayes. Motion Carried.

F). OPEN SESSION – ANYONE WISHING TO ADDRESS THE BOARD, MAY

DO SO AT THIS TIME.

a). Mike VanMilligan, Broadbridge Road, “Does Richfield reimburse the

Township for any recycleables collected that can be used & sold?”

Per the Supervisor, “No, we actually have to pay for the re-cycling

service.”

G). UNFINISHED BUSINESS:

1). Update on Water District #3 & #4. Contractor has started clearing

trees in the Right of Way, we have had the meeting with the Contractor

& David Lewandowski, Project Engineer, and DiPonio has been issued

the “Notice to Proceed,” on 09-23-09. County would not give them the

“go ahead,” until some ROW issues were cleared up.

Minutes of the Regular Meeting of the

COTTRELLVILLE TOWNSHIP BOARD

October 7^th, 2009

Page Four

DiPonio has asked for an extension of time until January 31^st, 2010

to have the pipe in the ground and the job substantially completed by

that time. Supervisor Raymond asked the Board to approve the new deadline for DiPonio.

ACTION: It was moved by Trustee Pelc, supported by Treasurer

Courtney, to approve the extension of time for DiPonio

Contracting to January 31^st, 2010 for the deadline of

substantially completing Water District #3 and #4

Projects. All Ayes. Motion Carried.

Further Supervisor advised the equipment will be coming in on Monday, (10-12-09) and cut trees will be going to the people who own the property out front where the waterline is being installed, and the spoils dirt is going to the Township Park, topsoil can stay on site where it is being scraped up from to be used for restoration during cleanup

where it was disturbed during construction. Property owners where the line is going, can have one load of dirt if they want, the rest

goes to the Township Park.

2). Update on Water District 2A . Shea Road looks a little rough, and we

still have residents unhappy with some of the work. Project Engineer

is still working things out between Contractor & Homeowners.

3). Policy suggestions for Disposal of Township Property & Equipment.

Some suggestions are advertising in the newspaper, having a yard

sale when the Parks & Rec have their Yard Sale in the Park in the

spring, prepare more ideas and table to the next meeting.

ACTION: Moved by Trustee Pelc, supported by Trustee Kopec to

table to next board meeting.

4). Township Policy for Automated Clearing House (ACH) arrangements

& Electronic Transactions of Funds (ETF’s). developed by Clerk’s

Office, approved by the Treasurer’s Office for content, for Adoption

by the Township Board.

ACTION: It was moved by Supervisor Raymond, seconded by Trustee Pelc to adopt the ACH & ETF policy proposed

by Treasurer Courtney. All Ayes. Motion Carried.

5). Resolution (R-2009-16) Authorizing Electronic Transactions of Public

Funds (ACH & ETF’s).

Minutes of the Regular Meeting of the

COTTRELLVILLE TOWNSHIP BOARD

October 7^th, 2009

Page Five

ACTION: Motion by Supervisor Raymond, supported by Treasurer

Courtney, to adopt Resolution # R-2009-16, which authorizes Electronic Transactions of Public Funds (ETF’s) Automated Clearing House (ACH’s).

Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye; Treasurer Courtney, Aye; Trustee Kopec, Aye;

Trustee Pelc, Aye. Motion Carried.

H). NEW BUSINESS:

1). St. Clair County requests for payment approval of:

ACTION: Motion by Trustee Pelc, seconded by Treasurer Courtney, to approve the following invoice date

09-21-09 in the amount of $4,600 for “Analytical Services” rendered in connection with Bonds for Water District No. 3 & No. 4 from Standard & Poor’s Financial Services AND

for payment approval of invoice from Miller-Canfield for “professional services” as bond counsel to St. Clair County regarding the $2,425,000 Water Supply XIIIA, for Water District No. 3 & No.4 , invoice amount of $30,435.43.

Roll Call Vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;

Treasurer Courtney, Aye; Trustee Kopec, Aye;

Trustee Pelc, Aye. All Ayes, Motion Carried.

2). St. Clair County Controller:

ACTION: Motion by Treasurer Courtney, seconded by Trustee Kopec for payment approval for County to pay $485

to State of Michigan & review of security report.

Roll Call vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;

Treasurer Courtney, Aye; Trustee Kopec, Aye;

Trustee Pelc, Aye. All Ayes, Motion Carried.

3). Planning Commission Appointment:

Minutes of the Regular Meeting of the

COTTRELLVILLE TOWNSHIP BOARD

October 7^th, 2009

Page Six

ACTION: It was moved by Supervisor Raymond, supported by

Treasurer Courtney, to confirm the appointment of Mrs.

Patricia A. Runyon as the new member to the Cottrellville Township Planning Commission.

All Ayes. Motion Carried.

4). Discussion of one-page Newsletter to be included with December 1^st Winter Tax Bills.

ACTION: Motion by Supervisor Raymond, supported by Trustee Pelc to have theTownship do a single page newsletter to go out to the residents with their December 1^st, Winter 2009 Tax bills. All Ayes. Motion Carried.

5). Resolution to adopt last day the Treasurer may accept payments on

delinquent specials & water & sewer bills prior to Assessor spreading

Winter tax roll.

ACTION: Motion by Trustee Pelc, supported by Treasurer Courtney, to approve the resolution to adopt the last day the Treasurer may accept payments on delinquent Special Assessments, and Water & Sewer bills, prior to the Assessor spreading the Winter 2009 Tax Roll, and the last day requested as being October 31^st, 2009. All Ayes, Motion Carried.

6). Resolution to spread delinquent specials & liens on 2009 Winter Tax Roll.

ACTION: Motion by Treasurer Courtney, seconded by Trustee Pelc

to adopt the resolution to have the Assessor spread the

delinquent special assessments & liens on the 2009 Winter Tax Roll.

Roll Call vote: Supervisor Raymond, Aye; Clerk Pfaff, Aye;

Treasurer Courtney, Aye; Trustee Kopec, Aye;

Trustee Pelc, Aye. All Ayes, Motion Carried.

Minutes of the Regular Meeting of the

COTTRELLVILLE TOWNSHIP BOARD

October 7^th, 2009

Page Seven

7). Acceptance of Resignation of Zoning Board of Appeal Member,

Richard Zebrowski.

ACTION: It was moved by Supervisor Raymond, seconded

by Clerk Pfaff, to accept with regret the resignation

of Richard Zebrowski from the Zoning Board of Appeals

and to thank him for better than five years of service

in that capacity. All Ayes, Motion Carried.

Supervisor Raymond added that we shall keep Rick and his family

in our future thoughts and prayers.

8). Appointment of regular member of the Zoning Board of Appeal:

ACTION: It is was moved by Supervisor Raymond, seconded by

Trustee Pelc to confirm the appointment of Mr. Jason

Arlow from the status of alternate member to a regular

member of the Cottrellville Township Zoning Board of

Appeals. All Ayes, Motion Carried.

ADDITIONAL FYI FROM THE SUPERVISOR:

a). There was an incorrect special assessment invoice sent out by the

Treasurer’s Office and the Assessor’s Office and Treasurer Courtney has advised that a corrected invoice has been sent out to all involved.

Any questions concerning this, should be directed to the Treasurer’s

Office for explanation.

b). Ken Cummings of Tri-Hospital wants to come to the next board meeting for a few minutes of our time.

c). The Fire Board Authority has been diligently working on preparing

policies & procedures, as well as financing thoughts and should have

something for the Township Board to look at by the December Board Meeting.

Supervisor Raymond cautioned “that in order for this thing to work, we

must all be in or all be out, including East China & China Twp.” Supervisor Tom Raymond explained “the township’s point of view is going to be only what is best for Cottrellville Township.” Even though he is a retired fireman, he can only look at this from the Cottrellville benefit side of things--the best service for the

least cost.

Minutes of the Regular Meeting of the

COTTRELLVILLE TOWNSHIP BOARD

October 7^th, 2009

Page Eight

d). Announcement that the Township Hall shall be closed on Monday

in honor of Columbus Day.

e). Mr. Raymond advised that he wants the carpet cleaned in the township

hall before Christmas. Mr. Pelc advised that he wants to see three

bids for this work prior to authorizing. Mr. Raymond immediately apponted Mr. Pelc as official “bid seeker for the carpet cleaning”

required.

f). Mr. Raymond advised that he would like to obtain Christmas Decorations for the Township Hall, lights, etc. with a new Christmas

tree. Mr. Pelc advised that he would shop for the evergreen tree

to place outdoors and perhaps have a tree lighting ceremony.

Mr. Raymond would like an announcement made in the Township Newsletter of the “Decoration Day” so that residents could volunteer

to help with this work. Mrs. Pfaff and Mrs. Kopec volunteered to

go shopping for the decorations, Mr. Pelc to get the tree, and the

Supervisor asked that everyone use discretion in your purchases.

g). Mr. Raymond advised that he is going to get a date very soon for

another Town Hall Meeting on the subject of the Federal Rural

Agricultural Department funding the costs of the hookups and special

assessments to those who are in need of this help. He believes that

there is more activity on additional water districts in the works as well.

He’d like to see where these areas are and see if they could be placed

in one district.

I). PUBLIC COMMENTS: No one else from the audience had anything further to discuss.

J). ADJOURNMENT: With no further business, the meeting was

adjourned at 9:34 p.m.

Respectfully submitted by:

_____________________________ ____________________________

Violet C. Pfaff, Clerk Thomas H. Raymond, Supervisor

COTTRELLVILLE TOWNSHIP COTTRELLVILLE TOWNSHIP

VCP/mas