I. Call to order Beaver Township Regular Board Meeting Minutes January 8, 2018 The regular meeting was called to order at 6:32 p.m. on January 8, 2018 at the Beaver Township Hall, 1850 S. Garfield Rd., Auburn, MI 48611. II. Pledge of Allegiance The Pledge of Allegiance to the flag was said in unison. III. Roll Call The Clerk conducted a roll call. The following board members were present: Gray (Supervisor), Koch (Treasurer), McCarry (Clerk), Retzloff (Trustee), and Tomczak (Trustee). IV. Approval of Agenda Upon making the following change to the date January 8 th, 2017 2018, a motion to approve the amended agenda was made by Mr. Retzloff and seconded by Mr. Tomczak. AYES: 5; NAYS: 0. Motion carried. V. Approval of Minutes A motion to approve the December 11, 2017 regular board meeting minutes was made by Mr. Koch and seconded by Mr. Retzloff. AYES: 5; NAYS: 0. Motion carried. VI. Treasurer s Report - October Mr. Koch, Treasurer, presented a December 2017 report showing the following information: General Fund Water Fund Beginning Balance $446,721.10 Beginning Balance $120,889.30 Credits $45,916.11 Credits $5.10 Debits $35,529.48 Debits $0 Ending Balance $457,107.73 Ending Balance $120,894.40 1
Fire Operating Fire Equipment Beginning Balance $62,667.06 Beginning Balance $20,899.72 Credits $6,940.49 Credits $5,535.98 Debits $2,013.09 Debits $0 Ending Balance $67,594.46 Ending Balance $26,435.70 A motion to approve the Treasurer s Report was made by Mr. Tomczak and seconded by Mr. Retzloff. AYES: 5; NAYS: 0. Motion carried. VII. Clerk s Report Ms. McCarry stated that Beaver Township will participate in the 2020 census Local Update of Addresses through the Bay County GIS Department, which will gather information for all of Bay County. A new chart of accounts deadline of 12-31-18 has been put in place by the State Treasury Department. Beaver Township will comply with the changes as it begins the 2018-2019 budget cycle on April 1, 2018. Ms. McCarry is also working with the township s auditor on providing any needed information for the issuance of W-2 s or 1099 s before the January 31, 2018 deadline. Paperwork was submitted to the Bay County Medical Care Facility for the November 2017 election reimbursement. Beaver Township is asking for $1377.00. Lastly, a few late bills have been submitted for payment, but do not show up on the Expenses by Vendor Detail report. Those include $56.43 in postage for Joan Fackler, $1633.33 for assessing fees to Joan Fackler, $2900 to Rivard Excavating for Seidler Rd ditching and stump removal, and $230.24 to Gary Koch for postage and mileage reimbursement. A motion to approve the Clerk s Report was made by Mr. Koch and seconded by Mr. Retzloff. AYES: 5; NAYS: 0. Motion carried. VIII. Public Comment A motion to move to Public Comment was made by Mr. Tomczak and seconded by Mr. Koch. AYES: 5; NAYS: 0. Motion carried. State Representative Gary Glenn s wife, Annette, was present and asked if any residents had questions. Mr. Gray updated her on a few current township news items, but no one had questions. Mr. Rick Grzegorczyk stated that homeowners are pulling permits for construction of pole barns that are being built by the Amish. If a homeowner pulls a permit, only the homeowner is supposed to be doing the construction. Mr. Gray and Mr. Grzegorczyk will look into the legality of this and how other townships are proceeding. 2
A motion to return to the regular order of business was made by Mr. Retzloff and seconded by Mr. Tomczak. AYES: 5; NAYS: 0. Motion carried. IX. Pay Bills Bills from the past month were initialed by Board members. A motion to pay bills as presented was made by Mr. Tomczak and seconded by Mr. Retzloff. Roll call vote: Gray (Yes), Koch (Yes), McCarry (Yes), Retzloff (Yes), Tomczak (Yes). AYES: 5; NAYS: 0. Motion carried. Mr. Gray will contact R.B. Satkowiak s City Sewer Cleaners regarding the toilet at the park, which we received a December bill for. Usually, the toilet is pulled during the winter months. X. Regular Order of Business A. Resolution 18-001 Regular Township Meeting Dates and Times. A motion to accept Resolution 18-001, which sets forth 2018 meeting dates and times for the Township Board was made by Mr. Tomczak and seconded by Mr. Koch. Roll call vote: Gray (Yes), Koch (Yes), McCarry (Yes), Retzloff (Yes), Tomczak (Yes). AYES: 5; NAYS: 0. Motion carried. B. Resolution 18-002 Board of Review Meeting Dates and Times. A motion to accept Resolution 18-002, which sets forth 2018 meeting dates and times for the Board of Review was made by Ms. McCarry and seconded by Mr. Retzloff. Roll call vote: Gray (Yes), Koch (Yes), McCarry (Yes), Retzloff (Yes), Tomczak (Yes). AYES: 5; NAYS: 0. Motion carried. C. Resolution 18-003 Zoning/Planning Commission Meeting Dates and Times. A motion to accept Resolution 18-003, which sets forth 2018 meeting dates and times for the Planning Commission was made by Mr. Koch and seconded by Mr. Tomczak. Roll call vote: Gray (Yes), Koch (Yes), McCarry (Yes), Retzloff (Yes), Tomczak (Yes). AYES: 5; NAYS: 0. Motion carried. D. Extend Assessor s Contract. The contract between MidMichigan Assessing Services, LLC, township assessor, and Beaver Township expired on December 31, 2017. A new agreement for assessing services has been received from Ms. Fackler which extends the contract to March 31, 2021 to coincide with township fiscal year end. There are no other changes to the prior contract including no additional costs above what the township paid in 2017. A motion to extend our contract with MidMichigan Assessing Services, LLC from today through March 31, 2021 at the rate of $12.50 per parcel annually was made by Mr. Tomczak and seconded by Mr. Koch. Roll call vote: Gray (Yes), Koch (Yes), McCarry (Yes), Retzloff (Yes), Tomczak (Yes). AYES: 5; NAYS: 0. Motion carried. E. Legal Opinion on Donation to Beaver Baseball and Zion. Mr. Hammond offered an opinion on whether expenditures paid to Beaver Baseball and Zion were authorized by law. 3
They are due to the fact the funds are for a public purpose, the township has consent from Beaver Baseball and Zion to use their properties, and the township is receiving a specific value to its expenditure. The township is securing for its residents the availability of recreational facilities without having to purchase them and to provide for their upkeep and maintenance. Mr. Tomczak was concerned about guaranteeing each entity a set amount as we may have other expenses for the Parks and Recreation line item such as electrical at the park. Board members agreed that the amount donated would have to be decided each year. A motion to provide an annual grant up to $2,500 each to Beaver Baseball and Zion in exchange for the value received by the township and its residents and that each entity will provide a letter each year to specify exactly how the money is to be used and to clarify the value the township is receiving in exchange for the grants was made by Mr. Tomczak and seconded by Ms. McCarry. Roll call vote: Gray (Yes), Koch (Yes), McCarry (Yes), Retzloff (Yes), Tomczak (Yes). AYES: 5; NAYS: 0. Motion carried. F. Paying Fire Department Officers. Mr. Tomczak passed out a proposed salary for the Fire Chief, Assistant Fire Chief, and four Captains asking the Board consider paying a monthly salary of $500, $250, and $100 for each position, respectively. This would total $13,800 each year to be paid out of the Fire Fund. Mr. Tomczak stated that he looked at what other townships pay and felt this was a fair proposal. Mr. Gray stated that our Fire Department often helps on mutual aid calls and has a slate of dedicated individuals. Mr. Gray asked some of the Fire Department officers/firefighters how they felt about the proposal and they all said they were okay with it. Mr. Gray had asked for legal advice on how board members who are also fire fighters should vote on this issue and Mr. Hammond stated that they should abstain. After discussion, a motion that the Beaver Township Fire Chief be paid $500 monthly, the Assistant Fire Chief be paid $250 monthly, and that the four Captains be paid $100 each monthly beginning with the 2018-19 fiscal year and that the officers be paid from the Beaver Township Fire Fund was made by Ms. McCarry and seconded by Mr. Retzloff. Roll call vote: Gray (Yes), Koch (Abstain), McCarry (Yes), Retzloff (Yes), Tomczak (Abstain). Motion carried. G. Letter to the City. Mr. Gray read from a letter drafted by the Bay County Executive and Board of Commissioners to Mr. Niedzinski, Bay City Commission President, regarding Independence Bridge. Essentially, Bay City is considering asking the county for a countywide millage to pay for repairs to Independence Bridge. The County s opinion is that Bay City is responsible for operation, administration, and maintenance costs that were agreed to after the first county-wide millage to finance the bridge. Other Business. Mr. Gray shared that there have been some personnel changes in the Bay County Department of Water and Sewer which caused some angst among neighboring township supervisors. 4
XI. Public Comment A motion to move to Public Comment was made by Mr. Koch and seconded by Mr. Retzloff. AYES: 5; NAYS: 0. Motion carried. Mr. Tom Meier stated that the Fire Department could perhaps host a few fund raisers to help pay for their salaries if they don t have enough in the Fire Fund. Perhaps we could have a big community event like there once was. Ms. Collet Dominowski declared that she agreed with paying officers due to the fact that it s so difficult to find volunteers. She would like to see an event sponsored by both the Township and Zion to help raise money and promote comradery. Ms. Dominowski mentioned that the township could borrow Zion s hall and have access to a full commercial kitchen at no charge. Mr. Nick Tomczak mentioned that 2018 marks the 35 th Anniversary of the Fire Department and there will be a June or July Open House. He will advertise the date in the township newsletter. Ms. Cari Tomczak asserted that Beaver Township has the best Fire Department. She listens to the scanner and hears how many times other townships ask for volunteers where Beaver Township s dedicated firemen and women are very quick to respond. Mr. Eldon Scott thanked the Board and audience for the praise. There are 19 volunteers active with the Fire Department with one currently in the hospital. Mr. Tom Duch asked if there were any current issues with trash pickup. There are no major issues. Mr. Gray stated that Republic is willing to drop off a free dumpster in the spring for a spring cleanup. If this happens, we ll try to get a date out in the upcoming newsletter. Mr. Tom Meier asked about hiring a part-time secretary. Mr. Gray responded that he will have a note placed on the marquee with the hope of interviewing in February. A motion to return to the regular order of business was made by Mr. Retzloff and seconded by Mr. Koch. AYES: 5; NAYS: 0. Motion carried. Mr. Gray said that DWS is in possession of two hydrants for River Road and they will contract with Shaw Contracting for installation next week. There is enough money left in the budget this year to install the next three hydrants on the list as well. Mr. Tomczak will get with Mr. Gray on those potential locations. 5
XII. Adjournment There being no further business, a motion to adjourn was made by Mr. Koch and seconded by Mr. Retzloff. AYES: 5; NAYS: 0. Motion carried. Meeting adjourned at 7:33 p.m. Respectfully submitted, Mary J. McCarry 6