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SPRINGDALETOWNSHIP MINUTES – Regular Board Meeting
MEETING DATE: November 14, 2016 Date Approved: “DRAFT” Vote:______
- CALL MEETING TO ORDER (Meeting called to order at 7:30 p.m.)
- PLEDGE OF ALLEGIANCE
- ROLL CALL B. Moore, (P) D. Rau, (P) R. Hitchingham, (P) J. Wheelock, (P) K. Moore, (P)
- ADDITIONS TO THE AGENDA, BOARD AND AUDIENCE (Stand: State name, address and subject)
- R. Hitchingham requested Clerk compensation be added to New Business
- B. Moore requested former Tanner property sale discussion be added to New Business
- John Humphrey asked for discussion on snow plowing at hall around recycle bins
- APPROVE AGENDAwith the Additions
Moved to approve J. Wheelock , 2nd by D. Rau VOTE: All yes
- APPROVE BOARD MINUTES - October 10, 2016 Regular Board Meeting
Moved to approve K. Moore , 2nd by R. HitchinghamVOTE: All yes
- SPECIAL GUEST PRESENTATIONS
- None
- REPORTS OF OFFICERS AND COMMITTEES.
-CLEON FD CHIEF REPORT:Deputy Chief Wendy presented the October report. Department went through the bi-annual CPR recertification. Responded to October 6thstructure fire Faylor Rd. & October 22nd to illegal burn M115. Still working on Revenue Board grants and continuing to fit out second fire truck. Were involved in several Fire Prevention week activities. Explained what an Illegal Burn is to board.
-LIBRARY REPORT:R. Hitchingham presented Library report. 123 Springdale residents used the library in October. New web site launched. Continuing 5 to One Neighborhood program with BetsieValleySchool. Library will be hosting a Holiday Gathering 12/23/16 from 6:00 –8:30 pm with a quilt raffle fund raiser.
Presented info on Iron Fish Distillery receiving a $250,000.00 grant and suggested SpringdaleTownship should speak with them to learn process of grant writing.
Presented proof copy of proposed letter for Township Winter mailing to be sent with Winter tax bills.
Presented info and link to the recently released “BetsieRiver/ Crystal Lake Watershed Management Plan created by a steering committee of Northwest Michigan partners.
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-COMPLIANCE OFFICER REPORT: None – Position still vacant
-REC. PLAN REPORT: D. Rau reported there was an October 10, 2016 meeting of the Manistee County Trail Committee. All board members received copy from Jack Cramer.
-CARETAKERS REPORT:Cut grass at the Hall multiple times. Picked up picnic tables and turned off outside water at the hall. Cleaned up grounds around cemetery. HealyLake cleaned up and stood picnic tables up, chained the dumpster and installed chain across rood leading into campground. Discussed need for table to be repaired before next season. K. Moore questioned safety of chain across drive because of snowmobiles. Tom noted he had a center post and tape on chain. Discussion led to decision for placement of plastic snow fence attached to the new chain. R. Hitchingham raised question why are people going into the campground when it is closed. K. Moore noted it is public land open to snowmobiling. Snow fence will resolve safety concern.
-CAMPGROUND HOST REPORT: Frank reported a second well failed final testing for the season, so that well was closed down. Removed his camper for season on October 25th and return on November 2nd discovered someone broke into storage building at host site. Stole his personal generator, RV power cord, water tank, chain saw, pesticide sprayer and small refrigerator. They also stole several Township items. Contacted Manistee Sheriff Department, unable to come out on 2nd, did make it on the 3rd. Completed report, copy given to B. Moore who will research options with insurance carrier.
- TREASURER’S REPORT (Change these numbers each month with report from Treasure)
- BEGINNING BALANCE: $411,458.13
- RECEIPTS: $ 11,994.61
- EXPENDITURES: $ 14,000.41
- LIABILITIES: $ 3,469.85
- ENDING BALANCE: $412,922.18
:
- MOTION TO PAY BILLS
Moved to approve J. Wheelock , 2nd byK. Moore VOTE: All yes
- CORRESPONDENCE AND COMMUNICATIONS
-- Michigan Dept. of Treasury – We have an Issue with the Michigan Withholding Tax 2015 Annual filing. Received collection notice and per filing SpringdaleTownship owes State of Michigan $1,086.18 + penalty & interest of $301.17 for a total of $1,387.35 as of 10/17/16. Per Quickbooks numbers we did not short pay $1,086.16. Dick and I researched and believe numbers put on report were in error. Problem is Township files are presently missing some documentation ( copies of W-2 & 1099s issued for 2015 ) required to confirm and correct the filing of form No. 5081, Michigan 2015 SALES, USE and WITHHOLDING TAXES ANNUAL RETURN dated 1/25/2016.
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R. Hitchingham asked if MI Treasury advised us we must have the missing W-2s, Rau advised no, but we need to confirm how numbers were put together. Dick questioned if copies of our QB reports would work. Rau advised board all info would be presented to new clerk and we would contact the State to question next step to resolve.
- 2017 schedule for Manistee Chapter MTA discussed and all board members have received email.
- Letter from Brian Peterson re purchase of Township property on Springdale Road. R. Hitchingham advised board we can not sell old Tanner property next to TownshipCemetery. Sale would violate purchase agreement with ManisteeCounty when property was transferred to SpringdaleTownship. B. Moore to advise interested party.
- Manistee Local Revenue Sharing board letter – 2016 deadline extended to Jan. 3, 2017 at 5:00PM
- COMMENTS FROM AUDIENCE
-Ed Bianco read info on a new power bill being discussed in Michigan and his concerns about the bill.
- Jim Spayed asked what status is on his trash citation. B. Moore advised board case has been closed since Mr. Spayed has progressed with cleanup and he feels Township concern has been resolved.-
- UNFINISHED BUSINESS
- New signage requirement list received from Tom & Frank – ( Must research suppliers & cost )
- SpringdaleTownship Payroll Policy – ( In process, needs clarification notes )
- Hall Rental Agreement revision – ( To be revised clarifying deposit money )
- Policy/ProcedureTownship Contractors Insurance – ( New - to be worked on )
- Employee Manual – ( New - to be worked on )
- NEW BUSINESS
- Township Election results November 8, 2016 General Election ( Note they become official once certified by the Manistee County Board of Canvassers). Township voters cast 439 ballots which resulted in a 65% turnout. ManisteeCounty average was nearly 68%. For Clerk position Penny Nelson received 193 votes vs Don Rau receiving 191 votes. No recount request planned by Don. D. Rau advised board all clerk files, computer, hall keys and all office supplies to be turned over to new clerk Sunday, November 20th at 1:00 PM meeting with Penny Nelson.
- Snow plowing contract. Discussed old agreement between Township Board and John Humphrey gave him snow plowing rights for as long as he wishes to plow snow.
- Ice control & removal around recycle bins ? Discussed extra cost Township will incur keeping snow and ice clear around recycle bin. Sarah Archer to be contacted to discuss snow and final bin placement during Winter.
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- Clerk Transition compensation pay. R. Hitchingham presented his suggestion Township should compensate outgoing Clerk at an hourly rate of $15.00/hr. for time training new Clerk starting in December. Discussion by board and motion by J. Wheelock to pay outgoing clerk regular monthly salary for month of December if training new clerk. Motion second made by K. Moore. Vote: All yes
- John Humphrey discussed his view on placement of recycle bin on pavement and rotate placement with each dumping of bin to allow snow removal around bin. Also discussed need for ice melting applied around bin for safety and suggested additional cost for plowing and salt be covered by recycling operation.
- BRIEF BOARD COMMENTS
-Township Debit card. D. Rau questioned when his debit card should be turned over to the Township. R. Hitchingham response was to deliver to him Sunday November 20, 2016 after turning over clerk material to Penny Nelson at Township Hall meeting 1:00PM
- Judy Wheelock offered a thank you to Don Rau for filling Clerk position and handling of job since taking over after Joan Cramer stepped down. She stated her feeling that Don had done a great job and should be commended for that.
- ADJOURNMENT AT 8:50 P.M.