Negaunee Township Regular Board Meeting Call to Order William Carlson, Township Supervisor, called the meeting to order at 7:00p.m. with the Pledge of Allegiance. Other Board members present included Kathleen Carlson, Patrick Moyle, Rachel Sertich and Gary Wommer. Absent Agenda Board members reviewed the meeting agenda. Upon motion of Patrick Moyle, seconded by Rachel Sertich, the Agenda as presented was approved.. Approval of Minutes Board members reviewed the revised minutes for the Regular Board Meeting held on November 8, 2018. Upon motion of Patrick Moyle, seconded by Gary Wommer, the revised minutes as presented were approved.. Public Comment Computer Presentation to Board Members 906 Technologies Laptops / Tablets for Board Member Use Marcus Songer from 906 Technologies was on hand to present to the Board two options for using less paper and making information for the 5 Board members more mobile. The options included: 5 - Microsoft Surface Pro tablets at a total cost of $4,687.15, or 5 - HP ProBook 450 G5 laptops at a total cost of $4,100.65. He noted the laptop computer is meant for a business environment including 8 hours of daily use. It has a durable keyboard, and the unit in general is more durable than a tablet. In addition, HP has a good warranty program. The tablets would not come with a keyboard, which would cost an additional $150-$200 per unit. He noted if need be he could return to the Township for another Board meeting or work session to provide additional information. Upon motion of Gary Wommer, seconded by Patrick Moyle, the Township Board will hold either a work session or a Special Meeting prior to the 1/10/19 regular monthly Board meeting to review / discuss information received on the laptop computers and tablets.. New Office Computers to Accommodate BS&A Software Board members reviewed information from 906 Technologies regarding upgrading office computers in order to run the required software for the new BS&A software updates including the new accounting / payroll / AP & AR modules. Upon motion of Kathy Carlson, seconded by Gary Wommer, approval was given to accept Estimate #883 prepared 12/13/18 from 906 Technologies for 9 new Township office computers (8 HP ProDesk 400 and 1 HP Z240 Workstation) at a cost of $7,584.45 which does not include labor for installation which will be billed at $75 per hour for time and materials.. Old Business Asset Management Policy Board members reviewed a draft Asset Management Policy, establishing a $5,000 threshold for Township assets to be identified and making a few minor revisions including removing Inventory Tagging requirement and updating several of the Depreciation timelines. Upon motion of Rachel Sertich, seconded by Gary Wommer, the revised Negaunee Township Asset Management Policy was adopted effective immediately.. Negaunee Township Board Meeting Page 1 of 7
Marquette County Road Commission (MCRC) Invoice #08198 - County Road JA Board members reviewed a copy of an invoice from the MCRC for work performed on County Road JA from Co.Rd. JAC to the Negaunee Township line. Originally the plan was to pay for the work on a five year payment breakdown. However, with sufficient bond funds remaining from the road construction project of which this was a part, the invoice could be paid in full - and the Hoist Road project set for summer 2019 placed on a 5 year payment plan instead. Upon motion of Patrick Moyle, seconded by Gary Wommer, approval was given to use $172,916.19 of the road construction bond funds for payment in full of MCRC invoice #08198 for work performed on County Road JA.. New Business Michigan Public Act 152 of 2011 Publicly Funded Health Insurance Contribution Act Board members discussed Michigan Public Act 152 of 2011and how it impacts the Township and the employees due to the costs the employees would be liable for and incur for insurance purposes. Upon motion of Patrick Moyle, seconded by Gary Wommer, approval was given for Negaunee Township to exempt itself from the requirements of Michigan Public Act 152 of 2011 (Publicly Funded Health Insurance Contribution Act) for the calendar year 2019 as allowed in Section 8 (1) of the Act.. Recreation Fund Budget Board members reviewed and discussed a proposed budget for the Negaunee Township Recreation Committee. Because funds from the new Recreation Millage would not be available to the Recreation Committee until December, 2019, the Township General Fund would loan funds as needed. Upon motion of Patrick Moyle, seconded by Gary Wommer, the proposed Recreation Budget for the fourth quarter of fiscal year 2018-2019 (January 1 March 31, 2019) with total expenses of $43,750 was approved, with a copy of the Budget maintained in the Clerk s 2018-2019 Budget file.. Interfund Loan Agreement Recreation Committee Expenses Upon motion of Gary Wommer, seconded by Kathy Carlson, the following Interfund Loan Agreement Resolution was adopted for the General Fund to assist the Recreation Fund with the payment of expenses for the 4 th quarter of Fiscal Year 2018-2019 (January 1 March 31, 2019): Township of Negaunee Interfund Loan Agreement Resolution FY 2018-2019 4 th Qtr Expenses (January 1 March 31, 2019) WHEREAS Negaunee Township desires to have a separate Recreation Fund; and WHEREAS temporary funding for the Recreation Fund will come from the Negaunee Township General Fund as an Interfund Loan to the Negaunee Township Recreation Fund, and NOW, THEREFORE, BE IT RESOLVED Negaunee Township shall establish an Interfund Loan from the General Fund to the Recreation Fund with the following stipulations: 1. The Interfund Loan shall be used to pay for the normal operating expenses incurred by the Recreation Fund during the 4 th quarter of Fiscal Year 2018-2019 (January 1, 2019 through March 31, 2019), 2. The loan amount shall not exceed $43,750 and shall be repaid in one installment at a fair market interest rate to be determined within 30 days of the end of the loan period (no later than April 30, 2019), 3. Repayment of the Interfund Loan shall be from the Recreation Fund, guaranteed by passage of a recreational millage, Negaunee Township Board Meeting Page 2 of 7
4. Payment of the outstanding balance shall be made January 12, 2020 following passage of the recreational millage. Aye: Nay: Abstain: W. Carlson, K. Carlson, Moyle, Sertich & Wommer Interfund Loan Agreement Expenses for Soccer Field Construction Discussion was held regarding amending the Interfund Loan Agreement for Soccer Field construction expenses originally approved in April, 2018. The initial agreement called for the first payment to be due January, 2019, however, funds from the new Recreation millage will not start to be received until December, 2019. Upon motion of Kathy Carlson, seconded by Rachel Sertich, the following amended Interfund Loan Agreement was adopted: Township of Negaunee Interfund Loan Agreement Resolution Soccer Field Project WHEREAS Negaunee Township desires to construct a soccer field on Township property; and WHEREAS temporary funding for the project will come from the Negaunee Township General Fund as an Interfund Loan to the Negaunee Township Recreation Fund, and NOW, THEREFORE, BE IT RESOLVED Negaunee Township shall establish an Interfund Loan from the General Fund to the Recreation Fund with the following stipulations: 1. The Interfund Loan shall be used to pay for the design and construction of a soccer field on Township property adjacent to the Negaunee Township Hall on State Highway M-35, 2. The loan amount shall not exceed $170,000 and shall be repaid in three installments at a fair market interest rate to be determined within 30 days of project completion, 3. Repayment of the Interfund Loan shall be from the Recreation Fund, guaranteed by passage of a recreational millage, 4. First payment for 1/3 of the outstanding balance shall be made January 12, 2020 following passage of the recreational millage, with 1/3 remaining balance paid in January, 2021 with the final payment in full due in January, 2022. Aye: Nay: Abstain: W. Carlson, K. Carlson, Moyle, Sertich & Wommer Township Manager Discussion was held regarding the Township looking into hiring an individual to serve in the capacity of Township Manager due to the significant amount of growth which has occurred over the past several years and which will continue to increase in the future. Upon motion of Gary Wommer, seconded by Patrick Moyle, approval was given for the Township to add a position of Township Manager and for the position to be filled no later than the end of the second quarter of 2019.. Reports Community Center Board (CCB) Patrick Moyle, CCB Liaison, provided an update for the committee meeting held on 12/3/2018. Highlights included: 1) Climate Pro had come in and performed winter Negaunee Township Board Meeting Page 3 of 7
maintenance on the boilers, 2) the Office Manager was approved to serve as Supervisor to the Custodian / Lead Worker position, 3) clean up from the last Food Co-op rental had been an issue which would be reviewed, and 4) information regarding an electronic outdoor sign was being obtained. Recreation Committee Patrick Moyle, Recreation Committee Liaison, provided an update for the committee meeting held on 12/3/2018. Highlights included: 1) set up work for the ice rink was underway, although the weather was causing a delay, and 2) due to the installation of the soccer field lights on the ski trail will need to be rerouted in the spring.. Recreation Committee Member Terms Discussion was held regarding the terms for Recreation Committee members which run January 1 December 31 st. Upon motion of Gary Wommer, seconded by Kathy Carlson, approval was given for the following seven individuals to be appointed to their respective terms on the Negaunee Township Recreation Committee: Dale Rogers January 1, 2019 December 31, 2019 Steve Ayotte January 1, 2019 December 31, 2020 Steve Olsen January 1, 2019 December 31, 2020 Christopher Lunseth January 1, 2019 December 31, 2021 Jason Makinen January 1, 2019 December 31, 2021 John Makinen Jr. January 1, 2019 December 31, 2021 Fire Department Report Jeff Kontio, Fire Chief, Fire Chief, was in attendance and reviewed the Fire Department report dated. Highlights included 1) 10 calls for the month of November, 2018 (138 calls year to date), and 2) Training for the month was combined training with Negaunee City Fire MCSO 131 and a lecture put on by the National Weather Service. Election of Officers 2019 Upon motion of Rachel Sertich, seconded by Kathy Carlson, the following individuals were appointed as officers of the Negaunee Township Fire Department for 2019. Name Jeff Kontio Jim Elenbaas Marc Herring John Levra Michael Thomas Kolton Klein Bill Ellerbruch Reuven Romback Position Fire Chief Assistant Fire Chief 1st Hose Captain 1st Ladder Captain 1st Lieutenant 2nd Lieutenant Treasurer Secretary Probationary Fire Department Members Upon motion of Patrick Moyle, seconded by Gary Wommer, approval was given for Ian Hanson to be named a probationary NTFD / EMS member and authorized to begin fire class.. Water Report The Water Report for November, 2018 was reviewed. Highlights included: 1) concrete pad, gas line and gas meter had been installed for the new generator at the pumphouse, 2) receipt of the generator was delayed but is expected to arrive the week of December 17 th, 3) work continues with Traverse Engineering on the Negaunee Township Water Department Asset Management Plan, 4) the Fire Tank at UMERC has been filled, 5) bids for the pipe for the new Carpenter s building water main extension had been received, and 6) snow removal had begun. Negaunee Township Board Meeting Page 4 of 7
Clerk Report(Bills, Claims) Water Fund Checks #8234 through #8245 totaling $10,868.39 were reviewed. Upon motion of Kathy Carlson, seconded by Gary Wommer, the Water fund checks as presented were approved. Motion carried. General Fund MBank checks #2035 through #2132 totaling $143,342.29, along with MBank ACH information for the month of November, 2018 totaling $27,644.06 were reviewed. Upon motion of Gary Wommer, seconded by Patrick Moyle, General Fund checks and ACH items with a grand total of $170,986.35 as presented were approved.. Budget Adjustments The Clerk recommended budget adjustments for the General, Brownfield, Community Center, Fire, Road, Sanitation and Water Funds were reviewed. Upon motion of Kathy Carlson, seconded by Patrick Moyle, adjustments for 2018-2019 budget line items through 11/30/18 were approved a complete copy of which is maintained in the Clerk s Township 2018-2019 Budget (and Budget Adjustment) file.. Tipping Fee Adjustments The Clerk recommended adjustments to Sanitation Tipping Fees based on credit balances for customers which could not be located, and debit balances for customers which had been placed on property taxes. Upon motion of Gary Wommer, seconded by Kathy Carlson, the following tipping fee adjustments were approved. CREDIT BALANCES Amount Dates Back To Reason Glen Archer $10.00 8/5/2014 Check not cashed Robert Bennett $2.60 8/5/2014 Check not cashed Scott McFarren $10.00 10/1/2013 Check Returned via USPS as non-deliverable Clark Roberts $20.00 5/1/2012 Check Returned via USPS as non-deliverable $42.60 DEBIT BALANCES Amount Dates Back To Reason Alan Kallioinen 26.21 Sent to Taxes in 2017 Aaron Storm 24.12 Sent to Taxes in 2018 $50.33 RFP for 3/31/2019 Audit The Clerk noted the contract with Cowell & LaPointe for annual financial audits had ended, and an RFP should be prepared to seek new a new contract. Planning Report Nick Leach, Zoning Administrator, and Gary Wommer, Board Liaison, provided information for the meeting held on 12/11/18. Highlights included: 1) continued discussion about updating the Township s Master Plan, 2) options to opt in or out of recreational marijuana businesses being allowed to operate in the Township were being reviewed, and 3) work continues to monitor the streetlights in the Township to determine what lights might need to be removed or added. Assessor s Report Susan Bovan, Township Assessor, reviewed her written Assessor Report dated December 6, 2018. Highlights included: 1) Field work and new construction, and 2) December Board of Review. She also noted she would be participating on a conference call on Friday, December 14 th, pertaining to UMERC completing all required and necessary documentation for the Assessor s office. Board of Review Appointments Upon motion of Rachel Sertich, seconded by Kathy Carlson, the following three individuals were appointed to the Negaunee Township Board of Review for the following terms, with all individuals to be sworn in to their positions by January 10, 2019: Yvonne Clark January 1, 2019 to December 31, 2019 Wayne Moilinen January 1, 2019 December 31, 2020 William Michelin January 1, 2019 December 31, 2020 Negaunee Township Board Meeting Page 5 of 7
. Treasurer s Report A written report from Treasurer, Kathy Carlson, dated was reviewed by the Board members. Highlights included: 1) ongoing financial monitoring of the road project as it draws to a close, 2) continued work on Township Board Policies, 3) created 2018 Winter Tax Roll and balanced with Assessor s Warrant, 4) work to send tax roll to printing company and mail mortgage company bills, 5) assisted Personnel Committee with job descriptions, and 6) bank account balances of $3,085,272.55 as of 11/30/18. Supervisor s Report The Supervisor provided an update on his project work flow and various meetings attended since the November Board meeting. Highlights included: 1) Work on the 2019 scrap tire grant program, and 2) pressure valve issue with Marquette County Health Department. Supervisor Resignation effective 3/31/19 A memo dated 11/12/18 from the Township Supervisor announcing his resignation was reviewed. Upon motion of Rachel Sertich, seconded by Gary Wommer, the resignation of William Carlson as Negaunee Township Supervisor effective 3/31/19 was accepted with regret.. The Supervisor noted upon his departure the Township will need to consider: 1) appointing an individual to serve as the Emergency Management Coordinator, 2) appointing someone to serve as the Negaunee Township representative to the Superior Trade Zone (Nick Leach currently serves as the alternate), 3) appointing an individual to serve on the Utility Review Committee, and 4) having someone attend the annual Michigan Township Association meeting April 1-4, 2019 in Grand Rapids with early registration receiving a price decrease. Road Projects Gary Wommer noted the largest road construction project in Township history had been closed out. Work is being done to plan for next year and the next five year period as a whole, with shoulder maintenance also being taken into consideration. Brownfield Authority No report. Wellhead Protection Committee No report, but a meeting is anticipated to be held in February, 2019. Advisory Trail Committee Al Reynolds was in attendance, and it was noted 12/19/18 is the date of possible grant awards including the requested grant for a new trail head in Negaunee Township. Personnel Committee Rachel Sertich, Chairperson of the Personnel Committee, noted a meeting was held on December 6, 2018 to review job descriptions of which three were recommended to the Township Board for approval. Personnel Manual Updates Job Descriptions Board members reviewed proposed revisions to three current / new Township job descriptions. Upon motion of Kathy Carlson, seconded by Patrick Moyle, the following revised / new Personnel Policy job descriptions were approved effective immediately. Parks and Recreation Maintenance Lead Worker Recreation Coordinator Recreation Assistant Employee Purchase of MERS Service Credits Board members discussed the desire of a Township employee to purchase (at their own expense) additional service credit from MERS. Although the employee would be responsible for the payment, the Township Board needed to authorize the same. Upon motion of Gary Wommer, seconded by Patrick Moyle, approval was given for Russell Williams to purchase 3-5 years of MERS service credits at his own expense. Emergency Management Report Supervisor. Carlson noted address changes had been updated. Negaunee Township Board Meeting Page 6 of 7
Correspondence Letters to State Representatives, Senator and Governor Public Comment Information Item Marquette Brownfield Authority Minutes Marquette County Solid Waste Management Authority Marquette Board of Light & Power Record Management Policy (for January, 2019 Board Meeting) Board Member Comments Gary Wommer: 1) John Estes from WI Electric noted the Postmaster wants their mailbox to be located on Co.Rd. 492 rather than Eagle Mills Road. With the UMERC site to be on a public road, the Township Supervisor will contact the Postmaster to discuss the issue. 2) As part of the UMERC facility start-up, the 3 transformers had been backfed of 12/13/18. 3) While the Marquette power generating facility has issues pertaining to sound, the generators and building are different than the one being built in Negaunee Township including the fact the engines in Negaunee Township do not use diesel fuel Next meeting The next regularly scheduled Township Board Meeting will be held on Thursday, January 10, 2019 at 7 p.m. at the Negaunee Township Hall. Adjournment With no further business appearing and upon motion of Rachel Sertich, seconded by Kathy Carlson, the meeting was adjourned at 9:25 p.m. Respectfully submitted, Rachel Sertich Negaunee Township Clerk Negaunee Township Board Meeting Page 7 of 7