Middlebury Township PO Box 622, Ovid, Michigan 48866 Regular Board Minutes Middlebury Township Hall 7627 W M21, Ovid Michigan Wednesday, October 14, 2015 at 7:00 pm Call to Order: Supervisor Herendeen called the meeting to order at 7:00 pm with a pledge to the flag and a prayer led by Richard Semans. Board Members Present: Supervisor Michael Herendeen, Clerk Susan Tomasek-Swan, Treasurer Carolyn Stevens, Trustee Gary Kiger and Trustee Richard Semans Supervisor made a motion to accept Richard Semans as new trustee on the Middlebury Township Board, Stevens seconded the motion. Yes: All Nay: None Carried Guests Present: Hartmann Aue, Brent Jones from SEPD Shiawassee Economic Professional Development , Lynn Givens, Lynn Bowne, Township Attorney, Richard Semans, Mike and Diane Dowler Scheduled Comments: 1. Hartmann Aue reported that the budget is in process one issue emergency management just don’t have the funds for the program awaiting approval of the budget to pass Thursday October 15th, 2015. Partner with RESD until 2017. IT updates and it will be $17K less a year to partner with RESD. Light arrow mapping will be done this year for free with government grant received. This will leave more money for employees, and other things going on. Tim Hill from city of Owosso will be joining the board. Waiting to see if the budget will pass Thursday October 15th, 2015. 2. Brent Jones – Quick update on what is going unemployment is currently down 4.8% since May of 2000. There are about 2500 new jobs Asked board to continue support for the upcoming New Year. Public Comments: Opened at 7:20 pm Closed at 7:20pm Motion to Approve Agenda: Clerk Tomasek-Swan made a motion to approve the agenda with the addition of meetings to attend approval. Treasurer Stevens seconded the motion. Yes: All Nay: None Carried Motion to Approve Minutes: Clerk Tomasek-Swan made a motion to approve the minutes with the following corrections striking Richard Semans from leading the prayer, correcting Treasurer Stevens and Hartmann Aue names from September 9th regular meeting. Treasurer Stevens seconded the motion. Yes: All Nay: None Carried Motion to Approve Bills: Trustee Semans made a motion to approve paying the bills with checks 3856-3870 and 2 EFT in an amount of $8,779.45. Clerk Tomasek-Swan seconded the motion. Yes: All Nay: None Carried Communications: Park and recreations: None OMESA: Trustee Semans reported they had a couple of meetings to increase medium wage. They are talking about purchasing a new fire truck. Reviewed a demo and gave a reasonable price, 2016 Chasity chassis. Will transfer equipment from old vehicle to the new fire truck. Also talking about going to a Fire and Rescue vehicle to take the place of an Ambulance which will be a cost savings. The percentage of calls for ALS is continually increasing. Planning: No meeting Library: No meeting MTA Meetings: Burton Township Hall had a great attendance. Get an idea of roads for the upcoming year. Annual MTA banquet is Saturday November 7th. Lt. Governor Calley will be there to speak. Prayers for Sid Grinnell, who was in a serious car accident. Assessor Communication: Diane Dowler reported that the taxable income increase will be .3%. Clerk Retreat: Clerk Tomasek-Swan presented that Deputy Clerk Rose and Clerk attended the Clerk retreat in Boyne. Learned about FOIA, library, election, learning to get along, etc. Clerk Tomasek-Swan stated it was a good thing they talked about FOIA because we received a FOIA request which is in the packet for the Board to review. Business: 1.) Gradall: Road Commission needs to handle this issue. The gradall machine was there all day Wed, waiting for pipe line people to continue. Stevens reported on the 40 hour work day and this machine was there Wednesday, Thursday and again on Tuesday. 2.) Culverts: If the county doesn’t want to pay for the ditches. The board could not find a resolution on this. Not sure who need to pay for it if the County, Township, or owners. If we did decide to pay for the ditches. What is the desire by the board to pay for this, at this time there was no desires by the board to pay for the culverts. 3.) Cemetery Survey update: Supervisor Herendeen reported that he authorized the surveyors to return for two more additional days to complete their study on the cemetery. Plots are 20 feet by 20 feet with aisles running between them. The surveyors stated they can create a Millar not oil skin where we can write in the information. We are close to having the survey completed. 4.) Cemetery – Ordinance, expanding and signage: Clerk Tomasek-Swan reported from the clerk retreat the board need to prepare an ordinance for the cemetery. As we stand we have no legal law on our cemetery rules and regulations without an ordinance in place. If we have an ordinance then we will have a legal right to enforce the rules of our cemetery. The board will contact Ron and Matt to make sure they have insurance to cover them when working on the cemetery and any people working for them are covered as well. Clerk Tomasek-Swan mentioned a couple of ways the board can expand the cemetery by adding a Pet Cemetery, have a separate section for a cremations garden or columbarium. Clerk Tomasek-Swan would like to look into signs to place on the cemetery with the board support. 5.) Electronic payment of bills: Clerk Tomasek-Swan would like to pay some of the bills like consumers, frontier, Verizon, etc. to pay online electronically. Nothing should be electronically take without the clerk approving for the transfer of funds. The board needs to pass a resolution to pay a listing of bills before the board meets. Authorization by the Clerk needs to put in place before the bill. Supervisor made a motion to give Clerk permission to pay monthly bills electronically and that routine monthly bills are paid by the clerk in the monthly meeting to be paid before the meeting. Clerk Tomasek-Swan seconded the motion. After further discussion Supervisor withdrawn his motion pending further discussion with the auditor on the process. 6.) Dissolution of Planning Commission Board: Supervisor Herendeen discussed the idea of dissolving the planning commission board based on the fact that it is hard to keep the positions on the board filled as well as that they only meet sporadically and don’t have a corium. Clerk Tomasek-Swan will construct a letter to the Planning Commission board members. Resolution 2015 to dissolve the Planning Commission Board: Stevens made a motion to dissolve the planning commission board, Trustee Semans seconded the motion. Tomasek-Swan Yes, Stevens Yes, Semans Yes, Kiger Yes, Herendeen Yes 7.) Shiawassee MTA annual dinner: MTA banquet will be held on November 7th, if any member wishes to attend get with the Clerk before November 1st. Final Comments: Opened at 8:55 pm Closed at 8:57 Motion to adjourn the meeting: Adjourned at 8:57 pm Without objection the supervisor adjourned the meeting at pm. X Rose Brown Deputy Clerk