Delhi Charter Township Board of Trustees Minutes

The Delhi Charter Township Board met in a regular meeting on Tuesday, March 15, 2005 in the Multipurpose Room at the Community Services Center, 2074 Aurelius Road, Holt, Michigan. Supervisor Goodrich called the meeting to order at 7:33 p.m.

PLEDGE OF ALLEGIANCE

ROLL CALL

Members Present: Supervisor Stuart Goodrich, Clerk Evan Hope, Treasurer Harry Ammon, Trustees John Hayhoe, Terri Jenks, Jerry Ketchum, Paul Krepps

Others Present:
John Elsinga, Twp. Mgr.
Rick Royston, Fire Chief
Pat Brown, Fire Marshal
Mark Jenks, Dir. of Parks & Recreation
Larry Woodard, Superintendent of Maintenance/Safety Coordinator
Sandra Diorka, POTW Superintendent
Pete Stoughton, Assistant Planner
Tricia Vander Ploeg, Administrative Sec’y./Deputy Supervisor
Amy Finch, Records Coordinator/Deputy Clerk

MINUTES COMMITTEE OF THE WHOLE – PUBLIC ADMINSTRATION MEETING – MARCH 1, 2005

General Fund	$ 72,677.20
Parks & Recreation Fund	12,384.77
DDA	4,917.67
Community Development Fund	11,950.72
Subtotal Common Savings	$101,930.36
Sewer Fund/Receiving	41,666.34
Total Payroll	$143,596.70

A Roll Call Vote was recorded as follows:
Ayes: Ketchum, Krepps, Ammon, Goodrich, Hayhoe, Hope, Jenks
MOTION CARRIED

General Fund	$231,312.18
Parks & Recreation Fund	9,151.59
Fire Equipment & Apparatus Fund	334.41
Water Improvement Fund	130.00
Downtown Development Authority	5,873.12
Trust & Agency Fund	550.00
Community Development Fund	5,349.36
Subtotal Common Savings	$252,700.66
Subtotal Sewer Fund Receiving	5,598.91
Grand Total	$308,299.57
Includes the following to be reimbursed from separate bank accounts:
DDA Savings Account	$ 5,873.12

A Roll Call Vote was recorded as follows:
Ayes: Krepps, Ammon, Goodrich, Hayhoe, Hope, Jenks, Ketchum
MOTION CARRIED

PRESENTATION OF FEMA CERTIFICATE

Supervisor Goodrich presented Fire Chief Rick Royston with a FEMA (Federal Emergency Management Agency) Certificate, for his participation and successful completion in the U. S. Fire Administration’s National Fire Academy’s Executive Fire Officer Program, which is a four-year program.

RECOGNITION OF STUDENTS

Supervisor Goodrich recognized four students in the audience from Holt High School government classes.

SET/ADJUST AGENDA

Remove Agenda No. 1. a) Transport Agreement between Delhi Charter Township and Genesis Surgical Center.

ENGINEERING SERVICES PROPOSAL FOR OUTFALL SEWER ABANDONMENT – HUBBELL, ROTH & CLARK, INC.

The Board reviewed memorandums dated March 10, 2005 from Twp. Mgr. Elsinga and March 1, 2005 from Sandra Diorka, POTW Superintendent (ATTACHMENT I).

A Roll Call Vote was recorded as follows:
Ayes: Goodrich, Hayhoe, Hope, Jenks, Ketchum, Krepps, Ammon
MOTION CARRIED

SET PUBLIC HEARING – ESTABLISHMENT OF AN INDUSTRIAL DEVELOPMENT DISTRICT

The Board reviewed memorandums dated March 9, 2005 from Evan Hope, Twp. Clerk and March 7, 2005 from Al McFadyen, Executive Director, DDA (ATTACHMENT II).

A Roll Call Vote was recorded as follows:
Ayes: Hayhoe, Hope, Jenks, Ketchum, Krepps, Ammon, Goodrich
MOTION CARRIED

AUTHORIZATION TO USE SURPLUS DRAIN FUNDS FOR 2004 STORM DRAIN EXPENDITURES

The Board reviewed two memorandums dated March 10, 2005 from Twp. Mgr. Elsinga and Jason Coker, Director of Accounting (ATTACHMENT III).

A Roll Call Vote was recorded as follows:
Ayes: Hope, Jenks, Ketchum, Krepps, Ammon, Goodrich, Hayhoe
MOTION CARRIED

PROPOSAL FOR ENGINEERING SERVICES FOR ONONDAGA ROAD SEWAGE LIFT STATION STUDY AND PRELIMINIARY DESIGN – CAPITAL CONSULTANTS

The Board reviewed a memorandum dated March 11, 2005 from Twp. Mgr. Elsinga (ATTACHMENT IV).

A Roll Call Vote was recorded as follows:
Ayes: Jenks, Ketchum, Krepps, Ammon, Goodrich, Hayhoe, Hope
MOTION CARRIED

RESOLUTION NO. 2005-006 – FUNDING OF THE VETERAN’S MEMORIAL GARDENS RESTROOM/CONCESSION BUILDING THROUGH GRANT APPLICATION AND LOCAL MATCH

The Board reviewed a location map and various drawings of the proposed Veteran’s Memorial Gardens Restroom/Concession Building (ATTACHMENT V).

A Voice Poll was recorded as follows: All Ayes
MOTION CARRIED

Mark Jenks, Dir. of Parks & Recreation, introduced Andy Linebaugh, Landscape Architects & Planners (LAP). Mr. Linebaugh and LAP have been the leading consultant on the entire project and they are assisting Mr. Jenks with the grant application for the Veteran’s Memorial Gardens Restroom/Concession Building.

Mr. Jenks and Mr. Linebaugh spoke about the location and specifications for the Veteran’s Memorial Gardens Restroom/Concession Building, as well as the grant application for $250,000 that is being submitted to the MI Department of Natural Resources (MDNR). A 50% match would qualify the Township for both the Land & Water Conservation Fund and the Michigan Natural Resources Trust Fund Grants.
If the Township’s Grant Application were accepted, the State of Michigan would match the Township’s local contribution of $125,000 for the construction of the restroom/concession building. The grant application is due on April 1, 2005 and grant recipients will receive notification in June 2005 with a two-year period to complete the project.

Mr. Jenks commented that the Township has received a pledge from a local resident for $10,000 cash toward the Veteran’s Memorial Gardens Restroom/Concession Building, and a couple of contractors have indicated that they are interested in providing their services toward the restroom/concession building.

Trustee Ketchum commented that the plans for the restroom/concession building call for asphalt shingles; however, they are more flammable than shingles containing fiberglass; therefore, the consultants may want to change the specifications. Mr. Linebaugh responded that they would take this into consideration.

Trustee Hayhoe asked about the hours for the restrooms. Mr. Jenks responded that all the restrooms in the Township owned parks open on April 1st and close on October 30th and they are open seven days a week from dawn until dusk, generally opened at 8:00 a.m.

Trustee Hayhoe asked about the possibility of the Delhi Downtown Development Authority (DDA) financially supporting the restroom/concession building project. Mr. Jenks responded that the DDA financially supported the first phase of the Veteran’s Memorial Park.

Twp. Mgr. Elsinga commented that he supports the restroom/concession building project since it is only a one-time cost to the Township’s budget, although the operating of the facility will have some cost. Providing a restroom/concession building would be very significant for the functional use of this park (events), and it would also encourage more use of the park by our local residents.

There were no written or verbal comments from the public.

Motion to Close the Public Hearing – 8:11 p. m.

SUPPLEMENTAL AGREEMENT NO. 191, WATER SERVICE AGREEMENT BETWEEN DELHI TOWNSHIP AND THE LANSING BOARD OF WATER AND LIGHT, CENTENNIAL ESTATES, PHASE I

The Board reviewed a memorandum dated March 9, 2005 from Twp. Mgr. Elsinga (ATTACHMENT VI).

A Roll Call Vote was recorded as follows:
Ayes: Ketchum, Krepps, Ammon, Goodrich, Hayhoe, Hope, Jenks
MOTION CARRIED

SUPPLEMENTAL AGREEMENT NO. 206, WATER SERVICE AGREEMENT BETWEEN DELHI TOWNSHIP AND THE LANSING BOARD OF WATER AND LIGHT, DELHI TOWNSHIP MAINTENANCE FACILITY EXPANSION

The Board reviewed a memorandum dated March 10, 2005 from Twp. Mgr. Elsinga (ATTACHMENT VII).

A Roll Call Vote was recorded as follows:
Ayes: Krepps, Ammon, Goodrich, Hayhoe, Hope, Jenks, Ketchum
MOTION CARRIED

RESOLUTION NO. 2005-006 – FUNDING OF THE VETERAN’S MEMORIAL GARDENS RESTROOM/CONCESSION BUILDING THROUGH GRANT APPLICATION AND LOCAL MATCH

The Board reviewed memorandums dated March 11, 2005 from Twp. Mgr. Elsinga and March 10, 2005 from Mark Jenks, Director of Parks & Recreation (ATTACHMENT VIII).

A Roll Call Vote was recorded as follows:
Ayes: Ammon, Goodrich, Hayhoe, Hope, Jenks, Ketchum, Krepps
MOTION CARRIED

PETITION FOR CHANGE OF ZONE, CASE NO. 2005-778, 2500 BLOCK OF MIRIAM ST., TAX PARCEL #33-25-05-11-354-011, MITCHELL FANNON, R-1D, ONE & TWO FAMILY RESIDENTIAL TO RM, MULTIPLE FAMILY RESIDENTIAL, SECOND CONSIDERATION, ZONING ORDINANCE NO. 576

The Board reviewed the recommendation of the Planning Commission.

Trustee Ketchum commented that he previously didn’t support the rezoning request for high density zoning of the 23 acres and he didn’t support the rezoning of this piece of property (2.84 acres) at first consideration; therefore, he will not be voting in favor of this rezoning request.

The following people spoke in opposition to the proposed high density rezoning and/or increased traffic flow:

Ray Miehlke, 4404 Harding Ave. Randy Yeadon, 4404 E. Willoughby Rd.
Maydell Wise, 4410 Harding Ave.

Twp. Mgr. Elsinga commented that the Township is sensitive to the road and traffic issues, and that he and Township staff would be meeting with the Ingham County Road Commission representatives regarding the traffic concerns relating to this proposed development.

A Roll Call Vote was recorded as follows:
Ayes: Goodrich, Hayhoe, Hope, Jenks, Krepps, Ammon
Nays: Ketchum
MOTION CARRIED

PETITION FOR CHANGE OF ZONE, CASE NO. 05-777, 2600 BLOCK OF EATON RAPIDS ROAD, TAX PARCEL #33-25-05-07-326-018, BARBARA SMITH, C-2, GENERAL BUSINESS, TO C-3, HIGHWAY SERVICE, INTRODUCTION AND FIRST CONSIDERATION

The Board reviewed the recommendation of the Planning Commission.

Treasurer Ammon commented that the applicant would like to combine the use of warehousing and office and is requesting C-3, Highway Service Zoning, which is compatible with the surrounding land uses.

A Roll Call Vote was recorded as follows:
Ayes: Hayhoe, Hope, Jenks, Ketchum, Krepps, Ammon, Goodrich
MOTION CARRIED

FINAL PLAT, GLENMOOR MANOR NO. 5 SUBDIVISION

The Board reviewed the recommendation of the Planning Commission.

A Roll Call Vote was recorded as follows:
Ayes: Hope, Jenks, Ketchum, Krepps, Ammon, Goodrich, Hayhoe
MOTION CARRIED

SUPERVISOR GOODRICH

HOLT EDUCATION FOUNDATION COMMUNITY RECOGNITION DINNER, MARCH 29, 2005

The Holt Education Foundation is sponsoring its 11th Annual Community Recognition Dinner on March 29, 2005 honoring outstanding school employees Mary Garrigus, Don Johnson, and Sherry Sullivan, as well as Community Member Sally Rae and Alumna Robin Malatinsky.

SPECIAL JOINT MEETING BETWEEN THE DELHI TOWNSHIP BOARD AND HOLT PUBLIC SCHOOLS BOARD OF EDUCATION – THURSDAY, APRIL 14, 2005 - 7:00 P.M.

Supervisor Goodrich commented that there are three optional dates for the Special Joint Meeting between the Township Board and the Holt Public Schools Board of Education: Tuesday, April 12; Thursday, April 14 and Monday, April 18, 2005.

The Board concurred to schedule the Special Joint Meeting with the Holt Public Schools Board of Education on Thursday, April 14, 2005 at 7:00 p.m. in the Multipurpose Room at the Community Services Center.

HOLT FOOD BANK

Supervisor Goodrich reported that the Holt Food Bank is now located in the garage behind the Holt Presbyterian Church, and that they are in the process of remodeling the garage to nearly double the size because of much needed space. The Holt Food Bank is serving between 120 – 130 families. The remodeling project will cost $3,131. On Thursday, March 17, 2005 the Holt Kiwanis will be giving the Holt Food Bank $500 towards the remodeling project, and they will also be fronting additional money for this project with the understanding that it will be refunded as contributions are received.

TREASURER AMMON

HOLT FOOD BANK SPONSORING FEAST OF HUNGER, SATURDAY, MARCH 19, 2005 – CHARLAR PLACE

The Holt Food Bank is sponsoring a “Feast of Hunger” on Saturday, March 19, 2005 Charlar Place, Holt. The doors will open at 5:00 p.m. with dinner at 6:00 p.m.

CLERK HOPE

HOLT PUBLIC SCHOOLS/LCC (LANSING COMMUNITY COLLEGE) ELECTION, TUESDAY, MAY 3, 2005

The Clerk’s Office has started preparing for the May 3, 2005 Holt Public Schools/LCC Election. Absentee ballot applications are being mailed out the week of March 14, 2005, and the Clerk’s Office is waiting for the delivery of the new voting equipment.

TRUSTEES

HAYHOE

EASTER EGG HUNT AT VALHALLA PARK, MARCH 26, 2005

An Easter Egg Hunt will be held on Saturday, March 26, 2005 at 1:00 p.m. at Valhalla Park, which is sponsored by the Holt Kiwanis Club and the Delhi Twp. Park and Recreation Department.

TOWNSHIP MANAGER ELSINGA

MONTHLY REPORT – FEBRUARY 2005

The Board reviewed Twp. Mgr. Elsinga’s February 2005 Monthly Report (ATTACHMENT IX).

The report includes updates on Cedar Lake, Dir. of Community Development position, CSC Building office utilization, labor negotiations with the International Association of Firefighters, and the February 28, 2005 meeting of the Middle of the Mitten City/Township Manager’s and their Fire Chiefs.

2005 ASSESSMENT CHANGE NOTICES

The Board reviewed a memorandum dated March 9, 2005 from Twp. Assessor Steve Hudson relative to a 2005 Assessment Change Notice. The BS&A Assessing Program printed some of the assessment notices where the taxable value changed but the assessed value did not change. Therefore, the Assessing Dept. has re-mailed all of the taxable value only changes.

NATIONAL CITIZENS SURVEY – MILLAGE QUESTION

The Board reviewed three alternative questions for the 2005 National Citizens Survey relative to a public safety services or a fire and ambulance services millage ballot proposal (ATTACHMENT XI).

The Board concurred with moving forward with this Alternative #3 Question, “Due to reductions in revenue, along with increased expenses for fire, ambulance and police services, a dedicated millage of 1.5 mills is needed to maintain these public safety services. A 1.5 millage will cost a homeowner $112.50 annually for a home valued at $150,000. Please indicate the degree to which you would support or oppose maintaining the current level of public safety services through a dedicated 1.5 millage ballot proposal.”

Mike Hamilton, 4541 Sycamore – asked if the letters that he submitted to Twp. Mgr. Elsinga, Fire Chief Rick Royston, and the Township Board constitute a grievance or if there is a form that has to be completed. Supervisor Goodrich responded that the Fire Department’s Grievance Procedure wasn’t followed. Twp. Mgr. Elsinga commented that the grievance procedure is meant to enable an employee to communicate to the Fire Chief, Twp. Manager, and to the Twp. Board following the outline identified in the Fire Department Personnel Manual. Mr. Hamilton commented that he doesn’t have a personnel manual, and Supervisor Goodrich provided Mr. Hamilton with a copy of the Grievance Procedure. Twp. Mgr. Elsinga commented that there are very specific steps and time frames that must be followed in the grievance process, which enables everyone to have a better understanding of the issue. Mr. Hamilton commented that he would follow the grievance guidelines. Mr. Hamilton spoke about the administration of the Fire Department and its testing requirements.

1. Letters dated February 2005 and March 1, 2005 from Comcast regarding channel lineup changes.
2. Accounts payables dated March 1, 2005

A Voice Poll was recorded as follows: All Ayes
MOTION CARRIED

Meeting adjourned at 9:05 p.m.