The Delhi Charter Township Board of Trustees met in a regular meeting on Wednesday, May 3, 2006 in the Multipurpose Room at the Community Services Center, 2074 Aurelius Road, Holt, Michigan. Supervisor Goodrich called the meeting to order at 7:42 p.m.

PLEDGE OF ALLEGIANCE

ROLL CALL

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

Others Present:
John Elsinga, Twp. Mgr.
Al McFadyen, DDA Executive Dir.
Mark Jenks, Dir. of Parks & Recreation
Rick Royston, Fire Chief
Sandra Diorka, Superintendent of Public Services
Pete Stoughton, Planner
Tricia Vander Ploeg, Admin. Assistant/Dep. Supervisor
Amy Finch, Assistant Twp. Clerk/Deputy Clerk


SET AND ADJUST AGENDA

HOPE MOVED TO ADD ITEM NO. 9, LATE AGENDA ITEM - PETITION THE LANSING BOARD OF WATER AND LIGHT FOR WATER DISTRICT.

A voice poll was recorded as follows:
Ayes: All Ayes
MOTION CARRIED



2005 ANNUAL REPORT – TREASURER’S

Harry Ammon, Treasurer, gave his 2005 annual Treasurer’s report (ATTACHMENT I).



NEW BUSINESS

SET PUBLIC HEARING ON THE PROJECT PLAN FOR STATE REVOLVING FUND (SRF) FUNDING FOR POTW IMPROVEMENTS

The Board reviewed memorandums dated April 28, 2006 from Twp. Mgr. Elsinga and April 26, 2006 from Sandra Diorka, Superintendent of Public Services (ATTACHMENT II).

HAYHOE MOVED TO SET A PUBLIC HEARING FOR JUNE 6, 2006 AT 7:45 P.M. TO HEAR COMMENTS ON THE PROJECT PLAN FOR STATE REVOLVING FUND (SRF) FUNDING FOR POTW IMPROVEMENTS.

Twp. Mgr. Elsinga stated that this public hearing is in accordance with the State Revolving Fund (SRF) bonding opportunity that the Township will have. The bonding opportunity will be for an approximate 1⅝ percentage point rate of interest. The required public hearing is to hear comments from the public regarding the proposed project plan consisting of over $6,000,0000 in digester improvements and approximately $2,000,000 in lift station improvements.

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

PURCHASE OF CUES DATA SYSTEM UPGRADES

The Board reviewed memorandums dated April 28, 2006 from Twp. Mgr. Elsinga and April 25, 2006 from Sandra Diorka, Superintendent of Public Services (ATTACHMENT III).

AMMON MOVED TO APPROVE THE PURCHASE OF CUES DATA SYSTEM UPGRADES FOR THE CUES SEWER TELEVISION CAMERA SYSTEM IN THE AMOUNT OF $22,921.

Trustee Krepps asked Sandra Diorka, Superintendent of Public Services, how the video data gets converted to information that a computer can understand. Ms. Diorka stated that the video data does not get converted. Codes are entered into a data base to rate/grade the sewer. Ms. Diorka explained the process to the Board.

Supervisor Goodrich questioned if the system upgrades would require any additional equipment. Ms. Diorka stated that the additional software was included in the package.

Trustee Ketchum asked Ms. Diorka if information obtained from the laser profiler (discussed at the May 3, 2006 Committee meeting) would need to be entered manually into the computer. Ms. Diorka stated that the laser profiler would require another plug-in.

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

COMMERCIAL CARD AGREEMENT ADDENDUM FOR ONLINE CARD SERVICES – LaSALLE BANK

The Board reviewed memorandums dated April 26, 2006 from Twp. Mgr. Elsinga and Marian Frane, Director of Accounting (ATTACHMENT IV).

HOPE MOVED TO APPROVE THE COMMERCIAL CARD AGREEMENT ADDENDUM FOR ONLINE CARD SERVICES WITH LaSALLE BANK NATIONAL ASSOCIATION GRANTING THE DIRECTOR OF ACCOUNTING ONLINE ACCESS TO MONITOR TRANSACTIONS AND VIEW STATEMENTS.

Twp. Mgr. Elsinga stated that this addendum to the LaSalle Bank credit card agreement will enable the Director of Accounting the ability to directly link, with the computer, into the credit card program to monitor all Township credit card activity.

Trustee Hayhoe questioned if local businesses could continue to receive their payments via checks as opposed to a credit card. Twp. Mgr. Elsinga answered in the affirmative.

Trustee Sweet stated that the Holt Public Schools are implementing a program using a purchase card. The purchase card will take the place of purchase orders. Trustee Sweet stated that he would like to see the Township implement such a program.

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

RESOLUTION NO. 2006-011 – SET PUBLIC HEARING – APPLICATION FOR INDUSTRIAL FACILITIES EXEMPTION – FIBERTEC, INC.

The Board reviewed a memorandum dated April 19, 2006 from Evan Hope, Twp. Clerk (ATTACHMENT V).

KREPPS MOVED TO ADOPT RESOLUTION NO. 2006-011, TO SET A PUBLIC HEARING ON THE APPLICATION FOR INDUSTRIAL FACILITIES EXEMPTION CERTIFICATE BY FIBERTEC, INC. FOR JUNE 6, 2006 AT 8:00 P.M.

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

AWARD BID TO MOORE TROSPER CONSTRUCTION, INC. FOR CONSTRUCTION OF RESTROOMS/PAVILION FACILITIES AT VETERANS’ MEMORIAL GARDENS

The Board reviewed a memorandum dated April 27, 2006 from Twp. Mgr. Elsinga (ATTACHMENT VI).

KETCHUM MOVED TO AWARD THE BID FOR CONSTRUCTION OF RESTROOMS/PAVILION IN VETERANS’ MEMORIAL GARDENS TO MOORE TROSPER CONSTRUCTION, INC. IN THE AMOUNT OF $198,000 WITH THE DOWNTOWN DEVELOPMENT AUTHORITY CONTRIBUTING $193,700 TOWARDS THE PROJECT.

Mark Jenks, Director of Parks and Recreation, stated that the Parks Commission was asked by the DDA to have the restrooms/pavilion project bid out so that a true dollar amount for the construction was available. After the bidding process was completed, the figures were presented to the DDA. At their April 25, 2006 meeting, the DDA Board agreed to contribute $193,700 towards the project.

Mr. Jenks stated that the building will be approximately 900 square feet with men’s and women’s restrooms and a storage area for equipment. The front of the building will have a small pavilion that will allow over hang shelter. This cost also includes site work to connect the sidewalk to the amphitheater and some decorative outdoor lighting.

Trustee Krepps asked what the projected time line was for this project. Mr. Jenks stated that the project should be completed in 90 days, starting approximately the end of May.

Trustee Ketchum stated that he was pleased to see that this project is underway but was disappointed that he would not be able to donate his labor for roofing the restrooms/pavilion building.

Mr. Jenks stated that originally, the Parks Commission had submitted a grant application to the Department of Natural Resources (DNR) for a grant, which included some donor and in-kind services. The grant was not highly scored, as this was a secondary phase of a project that the DNR had already funded.

Trustee Sweet stated that the DDA Board’s vote for this item was 3 to 2 (4 DDA Board members were absent at the April 25th meeting). Trustee Sweet further commented that he spoke with several of the absent DDA Board members and is comfortable in supporting this item because he knows that more than 50% of the DDA Board is in support of this item.

Trustee Krepps stated that he would like to thank the DDA Board for their contribution to this project and other contributions they have made to support the Veterans’ Memorial Park.

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



PETITION FOR CHANGE OF ZONE – CASE NO. 06-809 – 1800 CEDAR STREET – TAX PARCEL #33-25-05-23-252-006 – CRAFT CARE HOMES – RM-1, MULTIPLE FAMILY RESIDENTIAL, TO C-1, LOW IMPACT COMMERCIAL, INTRODUCTION AND FIRST CONSIDERATION

The Board reviewed a memorandum dated April 25, 2006 from the Delhi Charter Township Planning Commission (ATTACHMENT VII).

HAYHOE MOVED UPON INTRODUCTION AND FIRST CONSIDERATION, TO APPROVE THE REZONING OF CASE NO. 06-809, 1800 CEDAR STREET, TAX PARCEL #33-25-05-23-252-006 (1.95 ACRES), FROM RM-1, MULTIPLE-FAMILY RESIDENTIAL, TO C-1, LOW IMPACT COMMERCIAL, AS RECOMMENDED BY THE PLANNING COMMISSION AT THEIR APRIL 24, 2006 MEETING, BASED ON THE PROPOSED ZONING BEING CONSISTENT WITH THE FUTURE LAND USE MAP.

Trustee Hayhoe stated that there was a fire at the Craft Care Home. To rebuild, the owners have to meet the new state code that did not exist when the home was originally built.

Pete Stoughton, Planner, stated that the reason for the steps that are being taken is due to the change in the zoning ordinance making the home a non-conforming site. In order for the owners to enlarge the facility, the zoning had to be changed.

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

CONSENT AGENDA

A.     Approval of Minutes – Committee of the Whole Meeting of April 18, 2006

B.     Approval of Minutes – Regular Meeting of April 18, 2006

C.    Approval of Claims – April 25, 2006 (ATTACHMENT VIII)

D.     Approval of Payroll – April 20, 2006 (ATTACHMENT IX)

E.     Acceptance of Sanitary Sewer System – Evergreen Development (ATTACHMENT X)

F.    Investment and Finance Transactions – H & R Block Financial Advisors (ATTACHMENT XI)

SWEET MOVED TO APPROVE THE CONSENT AGENDA ITEMS.

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



PETITION THE LANSING BOARD OF WATER AND LIGHT FOR WATER DISTRICT – LOOP WATER MAIN ALONG EDGAR ROAD TO CEDAR STREET

The Board reviewed a memorandum dated May 3, 2006 from Twp. Mgr. Elsinga (ATTACHMENT XII).

KREPPS MOVED TO PETITION THE LANSING BOARD OF WATER AND LIGHT TO CREATE A WATER DISTRICT TO LOOP THE 12” WATER MAIN WITHIN THE “L.D. CLARK INDUSTRIAL PARK” ALONG EDGAR ROAD TO THE 12” WATER MAIN ON CEDAR STREET.

Twp. Mgr. Elsinga stated that this water main currently runs up to the Davenport Masonry building located in the L.D. Clark Industrial Park. The Board of Water and Light wants a loop at the end of this water main to ensure fire flow for industrial use. With the water main looped, Stealth Technologies can move forward with their addition. It is Twp. Mgr. Elsinga’s opinion that the water improvement fund would be eligible to pay for most of this project, as it is consistent to the purpose of this fund. Stealth could possibly pay a cost sharing at a later date.

Trustee Ketchum questioned if this area was one of the problem areas from years back. Twp. Mgr. Elsinga stated that in 1999, the Engineering Department had conversations regarding this area as well as the Pine Tree Road area.

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



REPORTS


SUPERVISOR


LYNN HARVEY – GOALS AND OBJECTIVES

Supervisor Goodrich stated that sometime in June (date to be announced), Lynn Harvey will facilitate the Goals and Objectives workshop. The Board will meet with Department Heads on June 7, 2006.


CAPITAL AREA DISTRICT LIBRARY - HOLT BRANCH – GRAND OPENING

Supervisor Goodrich stated that the library will be holding a Grand Opening ceremony on Sunday, May 7, 2006.


SKATE/BIKE PARK UPDATE

Supervisor Goodrich stated that the concrete has been poured and the fence has been installed at the Skate/Bike Park. The apparatuses have been ordered and the ramps should be installed the week of May 22nd. The Skate/Bike Park grand opening will be held at the Holt Hometown Festival on August 26th.



TREASURER

1ST QUARTER 2006 INVESTMENT REPORT

Treasurer Ammon gave the 1st quarter investment report (ATTACHMENT XIII).



CLERK

ANNUAL SCHOOL ELECTION

Clerk Hope stated that the total turnout for the Annual School Election was 5.5%. Actual turnout at the polls was 1.47% (73% of the ballots cast for this election were absentee ballots). Five of the ten precincts have voters that are in the Mason school district; 94% of the ballots cast for the Mason School election were by absentee ballots.

Trustee Hayhoe asked if the Township is reimbursed for this election. Clerk Hope stated that all costs, with the exception of his time and his staff’s regular time, are reimbursed by the school districts.
Supervisor Goodrich asked what the cost of this election was. Clerk Hope stated approximately $15,000.



TRUSTEES

TRUSTEE HAYHOE

KIWANIS TOP TEN DINNER

Trustee Hayhoe thanked the Board members and staff that attended the Kiwanis Top Ten Dinner.



TOWNSHIP MANAGER

COMMUNITY ACTIVITY CENTER

Twp. Mgr. Elsinga stated that he received the report from Capital Consultants regarding the Community Activity Center (4610 Spahr). The report will be reviewed with Attorney J. Richard Robinson on Thursday, May 4, 2006.


ONONDAGA SANITARY SEWER DISTRICT

Twp. Mgr. Elsinga stated that there is a developer interested in working with the Township. The developer may be interested in developing approximately 60-66 units on the parcel located on the south side of Holt Road. The developer stated that they would be willing to contribute $300,000 up front to the project provided that they will receive some credits for connection fees once installed.


21ST CENTURY GRANT / MICHIGAN JOBS INITIATIVE GRANT

Twp. Mgr. Elsinga stated that in April 2006, application was made for the 21st Century Grant which may qualify the Township for 0% interest financing; however, the Township’s Financial Consultant is cautious relative to the 0% interest financing.


HARPER ROAD DEVELOPMENT

Twp. Mgr. Elsinga stated that he received a phone call from the Michigan Department of Environmental Quality (DEQ), Wetland Division. The DEQ considers the area of the Harper Road Development a wooded wetlands and would prefer to preserve this area. Wolverine Engineers and Land Surveyors, Inc. will look at into an alternative route.



ADJOURNMENT

Meeting adjourned at 8:56 p.m.