Middlebury Township PO Box 622, Ovid, Michigan 48866 Draft Regular Meeting 7627 W. M-21, Ovid, MI Tuesday, February 14, 2023 at 7:00 pm REGULAR MEETING Call to Order: Supervisor Swan called the meeting to order at 7: 00 pm. Board Members Present: Supervisor Jeffery Swan, Clerk Susan Tomasek Swan, Treasurer Jill Ruess, Trustee Greg Atwood and Trustee Gene Ruess Guests Present: 5 community Guests were present and Shawn Dilts, Deputy Clerk; Mike Herendeen, Deputy Supervisor Scheduled Comments: Sheriff states not many items to report. He has provided his business card for individuals to report traffic areas of concern. Public Comments: Opened at 7:02 pm Closed at 7:16 pm Resident returned to township meeting this month to review her request for initiating a SATA contract to service transportation needs for the residents of our township that live with a disability. Motion to Approve Agenda: Clerk Tomasek-Swan made a motion to approve agenda as amended. Trustee Atwood seconded the motion. Voice Vote: Ayes: All Nays None Carried Motion to Approve Minutes: Trustee Ruess made a motion to amend the January 10, 2023 minutes Clerk Tomasek-Swan seconded the motion. Voice Vote: Ayes: All Nays: None Carried Motion to Approve Budget Amendments Clerk Tomasek-Swan made the motion to approve the following amendments to the FY 2022-2023 budget. Increase in the following line items: 101-000-528.000 ARPA FEDERAL GRANT 45,000.00 101-000-573.000 LOCAL COMMUNITY STABILIZATION SHARE 3,000.00 101-000-574.000 STATE REVENUE SHARING 10,000.00 101-000-956.001 OVERAGES 10.00 101-101-702.002 OFFICE ADMINSTRATOR-SALARIES 1,000.00 101-101-727.000 SUPPLIES 300.00 101-101-727.002 COPIER EXPENSE 300.00 101-101-816.000 TOWNSHIP BOARD-DUES 300.00 101-215-727.000 SUPPLIES 500.00 101-215-860.000 CLERK-MILEAGE 150.00 101-253-860.000 TREASURER-MILEAGE 100.00 101-257-727.000 SUPPLIES 500.00 101-257-801.000 ASSESSOR CONTRACTED SERVICE 500.00 101-262-801.000 Election- Contracted Services 700.00 101-265-920.000 BUILDING & GROUNDS-UTILITIES 1,500.00 101-265-956.000 BUILDING & GROUNDS-MISC. 13,000.00 101-299-969.000 UNALLOCATED 38,660.00 101-862-715.000 FICA 300.00 101-862-715.002 STATE WITHHOLDING TAXES 200.00 Trustee Ruess second the motion. Roll Call Vote: The following voted AYE: Trustee Ruess, Clerk Tomasek-Swan, Treasurer Ruess, Trustee Atwood, Supervisor Swan The following voted NAY: None Carried Motion to approve Bills Treasurer Ruess made a motion to approve bills from General Funds in the amount of $9,504.28 with checks #5EFTs and Trustee Atwood seconded the motion. Roll Call Vote: The following voted AYE: Clerk Tomasek-Swan, Trustee Ruess, Supervisor Swan, Treasurer Ruess, Trustee Atwood The following voted NAY None Carried Communications: MTA- Supervisor Swan reported the annual conference in April is approaching. The county will be using space in different community locations while the county building is having renovations. Library- Minutes attached. Library is looking at accounting software options. OMESA- There is research on looking at vehicle options for either refurbishment of current equipment or buying new. Clerk- Information was provided on an offer from MI Class for LCSA funds disbursement. The township already uses ACH and does not recommend that a 3rd party be utilized for LCSA fund disbursement. Assessor- Board of Review is next month. Organizational meeting is on 3/7/2023 at 12 pm. The public appeals are scheduled on 3/14/2023 at 9 am-3 pm and 3/16/2023 at 3 pm-9 pm. Assessor is going to post public notice. Treasurer- Treasurer reports on CD’s Business: 1. SATA Supervisor Swan will reach out to SATA representative again to have them attend meeting and answer township questions. 2. Road Contract Supervisor Swan did not have current contracts available to review and approve. The contracts are higher than past years due to a project that could be a joint project with Owosso Township. There has not been a determination if Owosso Township is willing to complete the joint project. Supervisor Swan will consult with Road Commission for final determination on this project. Clerk Tomasek-Swan made a motion allowing the Supervisor to sign the completed brine contract and arm mowing contract and Trustee Atwood seconded the motion. Roll Call Vote: The following voted AYE: Clerk Tomasek-Swan, Trustee Ruess, Supervisor Swan, Treasurer Ruess, Trustee Atwood The following voted NAY None Carried 3. Land Bank Update Treasurer Ruess was able to resolve the issue with the county and the land bank. There will not be any fines assessed to the township. 4. 2023-2024 Budget Clerk Tomasek-Swan presented the draft budget to the board for their review to approve on 3/14/2023 at 6:45 pm. 5. MAMC Membership and BS&A Webinar Clerk Tomasek-Swan presented information on the statewide professional association group for the clerks in Michigan at an annual cost of $85. Treasurer Ruess made a motion to pay for the annual dues for MAMC and Trustee Atwood seconded it. It was carried on voice vote. Clerk Tomasek-Swan requested attendance to the BS&A webinar at a cost of $200. Clerk will obtain more information and discuss at next month meeting. 6. Tablets for board use in place of paper packets Across the state there is a trend that townships are utilizing tablets for monthly paperwork instead of printing paper packets and saving printing costs. Board member will research tablet options and discuss at March meeting. 7. OMESA Appropriation for software cost At January meeting OMESA decided to obtain BS&A software at a cost of approximately $17,000. Clerk Tomasek-Swan inquired if Middlebury Township could appropriate funds to offset future project costs to OMESA. This item will be reviewed at March meeting. 8. Treasurer Bonding Insurance Supervisor Swan was not able to contact the attorney regarding the treasurer bonding insurance. Treasurer Ruess will attempt to contact the attorney. 9. Cemetery Signs Trustee Atwood has obtained an estimate on a new cemetery sign at 36” x 96” size and 8 section signs at a size of 18” x 12”. The section signs to be installed on #2 steel posts (not included in service). The quote is from Johnson Sign Co from Lansing, MI. The quote includes the installation of the large sign at $4510.00. The board would like to have colors of burgundy and tan. The section signs are 2 A’s, 4 B’s, and 2 C’s. Treasurer Ruess made a motion to obtain a new quote with updated colors, oval section signs, and represent tax exempt status, up to $5000, and providing Clerk Tomasek-Swan authority to sign, and pay the required deposit. Trustee Ruess seconded the motion. Roll Call Vote: The following voted AYE: Clerk Tomasek-Swan, Trustee Ruess, Supervisor Swan, Treasurer Ruess, Trustee Atwood The following voted NAY None Carried Final Comments: Opened at 8:42 pm Closed at 8:49 pm Resident requested clarification of gravel trucks using Baldwin Road. . Motion to adjourn the meeting: Adjourned at 8:50 pm . Next meeting April 12, 2022 at 7:00pm X Shawn Dilts Deputy Clerk