Middlebury Township PO Box 622, Ovid, Michigan 48866 Draft Budget and Regular Meeting 7627 W. M-21, Ovid, MI Tuesday, March 14, 2022 at 6:45 pm BUDGET MEETING Call To Order Supervisor Swan called the meeting to order at 6:45 pm Board Members Present: Supervisor Jeffery Swan, Clerk Susan Tomasek Swan, Treasurer Jill Ruess, Trustee Greg Atwood Absent: Trustee Gene Ruess Guests Present: 5 Guests were present. Among the guests: Shawn Dilts; Deputy Clerk Public Comments: Opened at 6:46 pm Closed at 6:46 pm Motion to Approve Agenda Clerk Tomasek-Swan made the motion to approve the budget meeting agenda as presented. Trustee Atwood seconded the motion. Passed on a Voice Vote. Carried Absent: Trustee Gene Ruess Presentation of the FY 2023-2023 Budget Supervisor Swan reviewed the FY 2023-2024 Budget. Adjourned Clerk Tomasek-Swan made the motion to adjourned the budget meeting. Treasurer Ruess seconded the motion. Passed on Voice Vote. Carried Absent: Trustee Gene Ruess Adjourned : 7:52 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 Absent: Trustee Gene Ruess Guests Present: 10 Guests were present: Among the guests: Shawn Dilts; Deputy Clerk, Michael Herendeen, Deputy Supervisor; Scheduled Comments: 1. Commissioner-absent Public Comments: Opened at 7:01 pm Closed at 7:01 pm Motion to Approve Agenda: Trustee Atwood made a motion to approve agenda as amended. Clerk Tomasek Swan seconded the motion. Voice Vote: Ayes: All Nays None Carried Absent: Trustee Gene Ruess Motion to Approve Minutes: Clerk Tomasek Swan made a motion to accept the February 14, 2023 minutes Treasurer Ruess seconded the motion. Passed on Voice Vote. Carried Absent: Trustee Gene Ruess Motion to approve Bills Clerk Tomasek Swan made a motion to approve bills from General Funds in the amount of $13,242.13 with checks #5899-5919 1EFTs and Emergency Fund $83,307.45 ck 1049. To also approve the City of Owosso for ambulance and to approve payment of housing check for MTA annual conference. Treasurer Ruess seconded the motion. Roll Call Vote: The following voted Aye: Trustee Atwood, Treasurer Ruess, Supervisor Swan, Clerk Tomasek Swan The following voted Nay: None Absent: Trustee Gene Ruess Communications: MTA- Supervisor discussed that EGLE has made an emergency stop on brining. There is a moratorium for a year so township is able to brine this year. Discussion of the annual meeting in a month in Traverse City. Supervisor Swan is attending. Library- Clerk Tomasek Swan reviewed current status. Library board meeting minutes emailed to board members. Looking for accounting software. Vandalism is currently decreased. OMESA- Supervisor Swan reports that the funds are being distributed. The new accounting software has been implemented. Engine One is out for repairs. Engine Two is still in service. The frequency of runs has remained increased. Trustee Atwood identifies that the corner of M21 and Hollister remains a frequent spot for personal injury incidents. Clerk- Clerk Tomasek Swan reports cemetery sign down payment has been issued. The schedule of installation has not yet been determined. Assessor- Assessor Holley is not present. Supervisor Swan reported on Board of Review who had one person attend. Next meeting on 3/16/2023. Treasurer- Treasurer Ruess reports that we have received one NSF check for checks. Policy to be reviewed. Recommendation made to consult with the county to receive information on current practices. Treasurer Ruess reports that she renewed the CD’s for 1 year. Business: 1. Resolution 2023-01 FY 23-24 Budget 2023-01 Fiscal Year 2023-2024 Middlebury Township Budget Middlebury Township General Appropriations Act A resolution to establish general appropriations act for Middlebury Township; to define the powers and duties of the Middlebury Township officers in relation to the administration of the budget; and to provide remedies for refusal or neglect to comply with the requirements of this resolution. The Board of Trustees of Middlebury Township resolves: Section 1: Title This resolution shall be known as the Middlebury Township General Appropriations Act. Section 2: Chief Administrative Officer The Clerk shall be the Chief Administrative Officer and shall perform the duties of the Chief Administrative Officer enumerated in this act. Section 3: Fiscal Officer The Clerk shall be the Fiscal Officer and shall perform the duties of the Fiscal Officer enumerated in this act. Section 4: Public Hearings on the Budget For general law townships: Pursuant to MCLA 141.412, notice of a public hearing on the proposed budget was published in a newspaper of general circulation on February 26 and March 5 and a public hearing on the proposed budget was held on March 14,2023 at 6:45 pm. Section 5: Estimated Revenues Estimated township general fund revenues for fiscal year 2023-2024, including an allocated millage of .998 mills; voter-authorized millage of road fund of 2.0 mills and emergency fund of 2.45 mils; and various miscellaneous revenues shall total $ 621,560.00. Section 6: Millage Levy The Middlebury Township Board shall cause to be levied and collected the general property tax on all real and personal property within the township upon the current tax roll an amount equal to .998 mills as set forth by the Tax Allocation Board (or as authorized under state law and approved by the electorate). Section 7: Estimated Expenditures Estimated township general fund expenditures for fiscal year 2023-2024 for the various township activities (cost centers) are as follows: 03/13/2023 BUDGET REPORT FOR MIDDLEBURY TOWNSHIP GL NUMBER 2023-24 AND REQUESTE D DEPARTMENT DESCRIPTION BUDGET Dept 000 101-000-001.001 CARRYOVER INCOME 150,000.00 101-000-403.000 1 MILL TWP TAX 45,000.00 101-000-445.000 INTEREST & PENALTIES ON TAXES 100.00 101-000-447.000 1% ADMIN FEE 15,000.00 101-000-528.000 ARPA FEDERAL GRANT 31,600.00 101-000-573.000 LOCAL COMMUNITY STABILIZATION SHARE 3,000.00 101-000-574.000 STATE REVENUE SHARING 166,000.00 101-000-608.000 METRO ACT FEE 7,000.00 101-000-609.000 CABLE TV FRANCHISE FEES 7,000.00 101-000-618.000 COLLECTION FEES 300.00 101-000-641.000 SET FEE 2,200.00 101-000-642.000 CEMETERY LOTS 500.00 101-000-642.001 OPENING AND CLOSING FEES 1,500.00 101-000-642.002 FOUNDATION FEES 1,500.00 101-000-650.000 RENT 200.00 101-000-664.000 INTEREST & DIVIDENDS EARNED / RENT 500.00 101-000-665.000 INTEREST INCOME ON CD'S 20.00 101-000-694.000 DOG LICENSES 30.00 101-000-956.001 OVERAGES 10.00 NET OF REVENUES/APPROPRIATIONS - 000 - 431,460.00 101 TOWNSHIP BOARD 36,050.00 171 SUPERVISOR 15,750.00 215 CLERK 23,900.00 223 AUDITOR 12,000.00 228 TECHNOLOGY 1,000.00 247 BOARD OF REVIEW 3,900.00 253 TREASURER 27,700.00 257 ASSESSOR 22,900.00 262 ELECTIONS 10,650.00 265 BUILDING AND GROUNDS 55,500.00 266 ATTORNEY/COUNSEL 5,100.00 276 CEMETERY 26,550.00 299 UNALLOCATED 25,470.00 445 DRAINS AT LARGE 6,000.00 448 STREET LIGHTING 3,500.00 693 WEBPAGE 1,000.00 695 COMMUNITY SERVICE 2,000.00 751 PARKS AND RECREATION DEPARTMENT 1,500.00 790 LIBRARY 1,800.00 851 INSURANCE AND BOND 8,500.00 862 TAXES WITHHELD 7,700.00 999 CD INVESTMENT FOR FISCAL YEAR 132,990.00 ESTIMATED REVENUES - FUND 101 431,460.00 APPROPRIATIONS - FUND 101 431,460.00 NET OF REVENUES/APPROPRIATIONS - FUND 101 0.00 BEGINNING FUND BALANCE ENDING FUND BALANCE Fund 150 - CEMETERY PERPETUAL CARE FUND 000 100.00 150-000-665.001 INTEREST INCOME 100.00 NET OF REVENUES/APPROPRIATIONS - 000 - 0.00 ESTIMATED REVENUES - FUND 150 100.00 APPROPRIATIONS - FUND 150 100.00 NET OF REVENUES/APPROPRIATIONS - FUND 150 0.00 BEGINNING FUND BALANCE ENDING FUND BALANCE Fund 204 - ROAD FUND 000 223,000.00 204-000-402.000 CURRENT PROPERTY TAXES 90,000.00 204-000-402.001 GENERAL FUND APPROPRIATION 132,990.00 204-000-665.001 INTEREST INCOME 10.00 NET OF REVENUES/APPROPRIATIONS - 000 - 0.00 ESTIMATED REVENUES - FUND 204 223,000.00 APPROPRIATIONS - FUND 204 223,000.00 NET OF REVENUES/APPROPRIATIONS - FUND 204 0.00 BEGINNING FUND BALANCE ENDING FUND BALANCE Fund 205 - PUBLIC SAFETY FUND- EMERGENCY FUND Dept 000 205-000-001.001 CARRYOVER INCOME 50,000.00 205-000-423.301 EMERGENCY SERVICE TAX FUND 100,000.00 205-000-665.001 INTEREST INCOME 50.00 NET OF REVENUES/APPROPRIATIONS - 000 - 150,050.00 337 MILLAGE EMERGENCY SERVICE 150,050.00 ESTIMATED REVENUES - FUND 205 150,050.00 APPROPRIATIONS - FUND 205 150,050.00 NET OF REVENUES/APPROPRIATIONS - FUND 205 0.00 BEGINNING FUND BALANCE ENDING FUND BALANCE Section 8: Adoption of Budget by Reference The general fund budget of Middlebury Township is hereby adopted by reference, with revenues and activity expenditures as indicated in Sections 5 and 7 of this act. Section 9: Adoption of Budget by Cost Center The Board of Trustees of Middlebury Township adopts the 2023-2024 fiscal year general fund budget by cost center. Township officials responsible for the expenditures authorized in the budget may expend township funds up to, but not to exceed, the total appropriation authorized for each cost center, and may make transfers among the various line items contained in the cost center appropriation. However, no transfers of appropriations for line items related to personnel or capital outlays may be made without prior board approval by budget amendment. Section 13: Periodic Fiscal Reports The fiscal officer shall transmit to the board at the end of each of the first three quarters, and at the end of each month occurring during the fourth quarter, a report of financial operations, including, but not limited to: a. a summary statement of the actual financial condition of the general fund at the end of the previous quarter; b. a summary statement showing the receipts and expenditures and encumbrances for the previous quarter and for the current fiscal year to the end of the previous quarter; c. a detailed list of: i. expected revenues by major source as estimated in the budget; actual receipts to date for the current fiscal year compared with actual receipts for the same period in the prior fiscal year; the balance of estimated revenues to be collected in the then current fiscal year; and any revisions in revenue estimates resulting from collection experience to date. ii. for each cost center: the amount appropriated; the amount charged to each appropriation in the previous quarter for the current fiscal year and as compared with the same period in the prior fiscal year; the unencumbered balance of appropriations; and any revisions in the estimate of expenditures. Section 14: Limit on Obligations and Payments No obligation shall be incurred against, and no payment shall be made from any appropriation account unless there is a sufficient unencumbered balance in the appropriation and sufficient funds are or will be available to meet the obligation. Section 15: Budget Monitoring Whenever it appears to the Chief Administrative Officer or the Township Board that the actual and probable revenues in any fund will be less than the estimated revenues upon which appropriations from such fund were based, and when it appears that expenditures shall exceed an appropriation, the Chief Administrative Officer shall present to the township board recommendations to prevent expenditures from exceeding available revenues or appropriations for the current fiscal year. Such recommendations shall include proposals for reducing appropriations, increasing revenues, or both. Section 17: Board Adoption Motion made by Trustee Atwood, seconded by Treasurer Ruess to adopt the foregoing resolution. Upon roll call vote, the following voted aye: Clerk Tomasek Swan, Trustee Atwood, Treasurer Ruess, Supervisor Swan The following voted nay: None Absent: Trustee Gene Ruess The Supervisor declared the motion carried and the resolution duly adopted on the 14th day of March, 2023. 2. Owosso Speedway Liquor and Sign Variance Resolution Resolution 2023-02 (see attached document) Supervisor Swan offered the resolution to approve and recommends the application for a New Tavern License issued under MCL 436.1518 to Owosso Speedway Events and Activities, LLC. Treasurer Ruess supported the resolution. Roll Call Vote: The following voted Aye: Trustee Atwood, Treasurer Ruess, Clerk Tomasek-Swan, Supervisor Swan The following voted Nay: None Absent: Trustee Gene Ruess 3. SATA SATA representative attending in April. 4. Driveway Trustee Ruess has been working on this project. There have been some challenges procuring asphalt due to the small size of the job. Township will obtain concrete bids to explore as an option. 5. Road Contracts The revised budget from the road commission has been received. The prices are lower than initial quotes resulting in cost saving to the township. Road commission is working on contracts so those will be available at April meeting. The Baldwin Rd project timeline remains undetermined per the road commission. 6. Extra Appropriations to OMESA Clerk Tomasek Swan discussed the surplus emergency services funds and using that surplus to appropriate funds to OMESA. The board decided to table decision until April meeting. 7. Treasurer bonding insurance Matt McKone has agreed to be our new attorney. The treasurer bonding insurance issue is being tabled until April meeting. 8. Tablets Tablet functions pros and cons were discussed. Trustee Atwood made a motion to have Clerk Tomasek Swan research the cost of purchasing tablets for board members. Supervisor Swan seconded the motion. 9. Solar panels/farms Supervisor Swan has received multiple contacts from community members regarding solar panels/farms regarding concerns about the impact on their taxable values. There is discussion regarding the change in agricultural designation when contracts are signed. When the permit is pulled there could be a change in zoning to an industrial designation. This will result in an increase in taxes for that property. Final Comments: Opened at 8:26 pm Closed at 8:26pm . Clerk Tomasek Swan made a Motion to adjourn the meeting: Adjourned at 8:26 pm . Next meeting April 11, 2023 at 7:00pm X Shawn Dilts Deputy Clerk