The Delhi Charter Township Board of Trustees met in a regular meeting on Tuesday, September 5, 2006 in the Multipurpose Room at the Community Services Center, 2074 Aurelius Road, Holt, Michigan. Supervisor Goodrich called the meeting to order at 7:30 p.m.


PLEDGE OF ALLEGIANCE

ROLL CALL

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

Members Absent: Trustee Paul Krepps

Others Present:
John Elsinga, Twp. Mgr.
Sandra Diorka, Superintendent of Public Services
Tracy Carney-Miller, Dir. of Community Development
Rich Miller, Maintenance Technician
Terry Powers, Maintenance Supervisor
James Lenon, POTW Maintenance Supervisor
Jeff Ranes, Chief Plant Operator
Allen Bryant, Environmental Coordinator
Eva Walacavage, Secretary
Wendy Thielen, Assist. Twp. Mgr. of Human Resources
Tricia Vander Ploeg, Admin. Assistant/Dep. Supervisor
Amy Finch, Assistant Twp. Clerk/Deputy Clerk


FY 2005 ANNUAL REPORT – DEPARTMENT OF PUBLIC SERVICES

Sandra Diorka, Superintendent of Public Services introduced and thanked her staff.

Rich Miller, Maintenance Technician; Terry Powers, Maintenance Supervisor; James Lenon, POTW Maintenance Supervisor; Jeff Ranes, Chief Plant Operator; Allen Bryant, Environmental Coordinator; and Eva Walacavage, Secretary, gave the Department of Public Services FY 2005 Annual Report. (ATTACHMENT I).

Supervisor Goodrich questioned why the Maintenance Department was maintaining the former Clark Gas Station property (1953 Cedar Street). Mr. Powers stated that Al McFadyen, DDA Executive Director, requested that the property be maintained. Supervisor Goodrich asked if the Township was being reimbursed for the maintenance. Mr. Powers stated that he was not sure.

Trustee Sweet commented that he was happy to see staff members at this presentation.

Twp. Mgr. Elsinga asked how many sanitary sewer backups the Township has had so far this year. Mr. Miller stated that there have not been any backups this year.


NEW BUSINESS

AMENDMENT NO. 1 TO THE PROPOSAL FOR PROFESSIONAL SERVICES FOR HOUSEHOLD WASTE RECYCLING DROP-OFF – HUBBELL, ROTH & CLARK, INC.

The Board reviewed memorandums dated August 25, 2006 from Sandra Diorka, Superintendent of Public Services and September 1, 2006 from Twp. Mgr. Elsinga (ATTACHMENT II).

SWEET MOVED TO APPROVE AMENDMENT NO. 1 TO THE PROPOSAL FOR PROFESSIONAL SERVICES FOR HOUSEHOLD WASTE RECYCLING DROP-OFF FROM HUBBELL, ROTH & CLARK, INC. IN THE AMOUNT OF $34,640.

Twp. Mgr. Elsinga stated that when the recycling center project was first discussed, portable containers were going to be used. After discussion with Granger Landfill, it was indicated that they (Granger Landfill) would take care of the containers with no cost to the Township. The engineering firm, Hubbell, Roth & Clark (HR&C) were directed to spend time with Granger to identify what the site plan should look like. Thicker concrete would be needed as well as a much larger site to accommodate Granger’s containers and trucks.

Tom Grant, Hubbell, Roth & Clark, Inc. (HR&C) stated that a few months ago, soil borings were done at the site. The soil borings came in with some layers of peat that makes for a potentially unstable site. To solve this problem, approximately 2.5 feet of the soil on top of the peat would be excavated out and topped with crushed concrete and granular gravel. The site would be available for recycling drop-offs over the winter and into next summer to allow the settlement of the peat material to occur before pouring the concrete.

Trustee Ketchum questioned how deep the peat is on this site. Mr. Grant stated that it ranges from two to five feet in depth. Trustee Ketchum asked if the crushed concrete would be solid enough to accommodate the recycling containers and trucks. Mr. Grant stated that a 1” x 3” geo grid would also be installed to prevent the crushed concrete from sinking into the peat.

Trustee Hayhoe asked if the substructure was discovered in the first engineering study. Mr. Grant answered in the negative. Trustee Hayhoe stated that the items were completed prior to coming to the Board for amendment approval. Mr. Grant concurred.

Supervisor Goodrich asked if “floating concrete” would be used. Mr. Grant stated that he is not familiar with that technology and has not investigated it for this site based on the soil borings.

Trustee Ketchum stated that when extra expenses come up they should come to the Board prior to the work being done. Trustee Hayhoe agreed with Trustee Ketchum.

Ms. Diorka stated that HR&C was first asked to design a site to source light trailers that would be hauled with ¾ ton pickup trucks, so the pad was designed with that in mind. Soon after that, talk began with Granger and the site needed to be changed to accommodate Granger’s needs of larger containers and trucks. Twp. Mgr. Elsinga stated that not all the work has been competed.

Supervisor Goodrich stated that if the original recycling site was to be designed; the original request for money would have been adequate. Ms. Diorka stated that the original request would have been adequate except for the need for the geo-grid that would still be needed.

Trustee Sweet stated that there would be operating savings to the Township as a result of Granger taking over the Recycling Center. Ms. Diorka stated that the Township would not incur any operating costs, as Granger will supply the containers and do the hauling.

Supervisor Goodrich asked if there was any way the Board could have been informed before the borings were done. Twp. Mgr. Elsinga stated that this could have been brought before the Board approximately a month ago.

Trustee Ketchum stated that his complaint is not with HR&C, but rather with the way that it was presented to the Board.

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

RESOLUTION NO. 2006-021 – AUTHORIZATION OF A SPECIAL CENSUS

The Board reviewed a memorandum dated August 31, 2006 from Twp. Mgr. Elsinga (ATTACHMENT III).

AMMON MOVED TO ADOPT RESOLUTION NO. 2006-021 WHICH WOULD AUTHORIZE A SPECIAL CENSUS TO BE CONDUCTED IN DELHI CHARTER TOWNSHIP FOR THE PURPOSE OF DETERMINING IF DELHI CHARTER TOWNSHIP IS ELIGIBLE FOR ADDITIONAL STATE MONIES.

Clerk Hope stated that the Township has the opportunity to conduct a mid-decade census. According to staff estimates, the Township is well above the 10% growth of the 2000 Census, which is needed to qualify for additional state monies. Additional revenue sharing monies, liquor licenses, the possibility for better rankings for state grants, etc. could be obtained by conducting this census.

Twp. Mgr. Elsinga estimated the price point for conducting a special census could be between $50,000 and $100,000. The return, if the Township gets full dollar for the change of at least 2,500 residents, could be approximately $200,000 per year in revenue sharing.

Trustee Ketchum asked what the process would be to conduct the special census. Ms. Miller stated that the Township is projecting to hire approximately 26 enumerators to go door-to-door collecting data. A database has been created to enter the names, addresses and number of people living at each residence. The database will be forwarded to the State of Michigan where the counts will be verified.

Clerk Hope stated that if a resident is not at home when the enumerator visits, a postage paid door hanger will be hung on the door for the resident to complete and return to the Township.

Treasurer Ammon questioned if the census will have any implication to the liquor license quota. Wendy Thielen stated that the breakdown is roughly one license to every 1,500 residents or major fraction thereof so the Township could possibly obtain more licenses.

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


RESOLUTION NO. 2006-022 – OPPOSE “STOP OVERSPENDING” BALLOT PROPOSAL

The Board reviewed a memorandum dated August 30, 2006 from Twp. Mgr. Elsinga (ATTACHMENT IV).

HAYHOE MOVED TO ADOPT RESOLUTION NO. 2006-022, WHICH WOULD OPPOSE THE “STOP OVERSPENDING” BALLOT PROPOSAL.

Twp. Mgr. Elsinga stated that if the voters adopt the “Stop Overspending” ballot proposal, approval would be required from the general population within the jurisdiction for any fee, bond issue, revenue structure, special assessment, etc.

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


APPOINTMENT TO THE TRI-COUNTY REGIONAL PLANNING COMMISSION GROUNDWATER MANAGEMENT BOARD (GMB)

The Board reviewed a memorandum dated August 31, 2006 from Twp. Supervisor Goodrich (ATTACHMENT V).

HAYHOE MOVED TO APPOINT STUART GOODRICH AS DELEGATE TO THE TRI-COUNTY REGIONAL PLANNING COMMISSION’S GROUNDWATER MANAGEMENT BOARD WITH SANDRA DIORKA AS ALTERNATE.

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


ZONING AND DEVELOPMENT

FINAL PRELIMINARY PLAT – COUNTRY CROSSROADS

The Board reviewed a memorandum dated August 8, 2006 from Tracy Miller, Director of Community Development (ATTACHMENT VI).

SWEET MOVED TO APPROVE THE FINAL PRELIMINARY PLAT FOR COUNTRY CROSSROADS SUBDIVISION.

Ms. Miller stated that earlier this spring the developer of Country Crossroads Subdivision requested an extension for the final preliminary plat of Phase I and II of this subdivision. The Planning Commission recommended that the extension be granted. After investigation, it became apparent that the plat never received the final preliminary approval from the Board.

Ms. Miller consulted with Township Attorney J. Richard Robinson and it was decided that the Board could grant approval to formalize the record that pertained to Phase I, (final plat approval was given in the Summer of 2005) in addition to giving final preliminary plat approval for Phase II. Because the Board took action to approve Phase I, it acknowledged that the final preliminary plat was acceptable.

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


AMENDMENT NO. 1 TO SPECIAL USE PERMIT NO. 95-138 – SUN TEK – 2064 CEDAR STREET – TAX PARCEL #33-25-05-14-303-029

The Board reviewed a memorandum dated August 29, 2006 from Tracy Miller, Director of Community Development (ATTACHMENT VII).

HAYHOE MOVED TO ADOPT AMENDMENT NO. 1 TO SPECIAL USE PERMIT NO. 95-138 FOR SUN TEK (DOUGLAS HAMILTON), 2064 CEDAR STREET, TAX PARCEL #33-25-05-14-303-029, AS RECOMMENDED BY THE PLANNING COMMISSION AT THEIR AUGUST 28, 2006 MEETING.

Ms. Miller stated that Sun Tek is an auto detailing business (no mechanic work would be performed on this property) and the existing SUP only covers auto sales. Community Development staff worked with the applicant to identify what the use of the property would be and to make recommended modifications to the existing SUP.

Ms. Miller stated that the Planning Commission modified Condition No. 1 to allow a total of eight vehicles on the site. This change was relative to some local residents that attended the public hearing who expressed concerns that historically employees and customers parked haphazardly around the property and on Bond Avenue.

Ms. Miller stated that Condition No. 7 was a result of some conversations with the immediate next door neighbor whose house adjoins this property in regards to noise and other activity not conducive to the residential use of the neighboring property.

Ms. Miller stated that there were a number of people who attended the public hearing and stated that she did not feel that the residents were 100% satisfied, but they were happier than when they first arrived, as was the applicant.

Supervisor Goodrich asked if the eight vehicles mentioned in Condition No. 1 were a total of vehicles on the property, including vehicles stored inside the building. Ms. Miller answered in the affirmative.

Supervisor Goodrich asked if there would be any chemicals used by this business. Ms. Miller stated that to her knowledge, there would not be any chemical use outside of what would normally be associated with a commercial business.

Trustee Ketchum asked how long this business has been in this building. Ms. Miller stated that the business has been there for a few months. Supervisor Goodrich asked how long the neighbors directly behind this building have lived there. Ms. Miller stated approximately 5-6 years. The concerns that these residents raised were in regards to the hours of operation and the placement of the fence mentioned in Condition No. 7.

Trustee Hayhoe agreed with Ms. Miller stating that this was not a win-win or lose-lose situation for either the residents or the applicant.

Trustee Sweet stated that during the approval process of the Rose City Motors Special Use Permit (SUP No. 247), the motion included all the conditions of the SUP; however, the motion for this SUP does not contain the conditions. Ms. Miller stated that staff is trying to improve the approval process for the Board.

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


CAPITAL IMPROVEMENT PLAN (2007-2012)

The Board reviewed a memorandum dated August 29, 2006 from Tracy Miller, Director of Community Development (ATTACHMENT VIII).

HOPE MOVED TO APPROVE THE 2007-2012 CAPITAL IMPROVEMENT PLAN BASED ON IT BEING CONSISTENT WITH THE MASTER PLAN, AS RECOMMENDED BY THE PLANNING COMMISSION AT THEIR AUGUST 28, 2006 MEETING.

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


CONSENT AGENDA

A. Approval of Minutes – Committee of the Whole Meeting of August 15, 2006

B. Approval of Minutes – Regular Meeting of August 15, 2006

C. Approval of Claims – August 15, 2006 (ATTACHMENT IX)

D. Approval of Claims – August 29, 2006 (ATTACHMENT X)

E. Approval of Payroll – August 24, 2006 (ATTACHMENT XI)

AMMON MOVED TO APPROVE THE CONSENT AGENDA AS PRESENTED.

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



REPORTS

SUPERVISOR

CEDAR HEIGHTS SUBDIVISION NEIGHBORHOOD WATCH MEETING

Supervisor Goodrich stated that on September 11, 2006 at 6:00 p.m. at the Ingham County Sheriff’s Office, Delhi Division, there will be a Neighborhood Watch meeting with the residents of Cedar Heights Subdivision.

MEETING WITH VIRG BERNERO

Supervisor Goodrich reminded the Board of the 8:30 a.m. meeting on September 6, 2006 with Virg Bernero, Mayor of Lansing, and the surrounding townships and cities.

RED TEAM MEETING

Supervisor Goodrich stated that on September 7, 2006 at 8:00 a.m. the RED Team will hold a meeting at Lansing Community College.


TREASURER

SUMMER PROPERTY TAXES

Treasurer Ammon stated that his office has collected $4.6 million in summer property taxes.

STATE REVENUE SHARING

Treasurer Ammon stated that on August 31, 2006 his office received a revenue sharing check in the amount of $338,620.00 which was $416.00 more than estimated. Treasurer Ammon stated that in regards to the mid-decade census, the constitutional portion of the revenue sharing is calculated by multiplying the population by a factor. If an additional 2500 people were added to the factor it would be a $30,000 increase for two months. Treasurer Ammon further stated that this is not exact because every two months, depending on the time of year, is a different estimate.


TRUSTEES

TRUSTEE SWEET

RIDE ALONG, INGHAM COUNTY SHERIFF’S OFFICE/DELHI DIVISION

Trustee Sweet stated that he had a chance to go on a ride along with the Ingham County Sheriff’s Department, Delhi Division, and encouraged the other members of the Board to do the same.


TRUSTEE KETCHUM

POWER PORTS

Trustee Ketchum stated that he appreciated the new power ports that were installed in the Board table.


TOWNSHIP MANAGER

MONTHLY REPORT – AUGUST

The Board reviewed the August 2006 monthly Manager’s report (ATTACHMENT XII).

Twp. Mgr. Elsinga stated that he had discussions with Tom Davis, Holt Public Schools Superintendent, regarding the transition out of supporting the D.A.R.E. officer position in the schools. Twp. Mgr. Elsinga stated that Mr. Davis will have conversations with teachers, Board members, etc. before he takes it to the School Board.

Twp. Mgr. Elsinga stated that he is expecting a draft agreement from Undersheriff Matt Myers within 30-60 days.

REMINDER OF FY 2007 BUDGET WORKSHOPS

Twp. Mgr. Elsinga reminded the Board of the 2007 Budget Workshops scheduled for September 6, 13, 20 and 27, 2006.


SUPERVISOR’S REPORT cont’d

2 FEATHERS ROADHOUSE

Supervisor Goodrich stated that during the Holt Hometown Festival held on Saturday, August 26, 2006, residents attending the movie showing in the Veteran’s Memorial Park Amphitheater were unable to hear the movie due to the load music coming from the beer tent hosted by 2 Feathers Roadhouse. Supervisor Goodrich approached the owner of the establishment and the music was turned down.

Further discussion with Tracy Miller, Director of Community Development, revealed that the beer tent event occurred in violation of the Township ordinance. Ms. Miller stated that Twp. Mgr. Elsinga and herself have just begun conversation regarding the language in the ordinance that regulates beer tents. Supervisor Goodrich asked if Champions Sports Bar violated the ordinance. Ms. Miller answered in the negative.

Supervisor Goodrich stated that the Township received late notification from the Liquor Control Commission of 2 Feathers Roadhouse beer tent (notification was not received until August 25, 2006).

Supervisor Goodrich asked if the Township could inform the Liquor Control Commission of 2 Feathers non-compliance.

Treasurer Ammon asked if there were additional changes, besides the penalty section of the ordinance, that needed reviewing. Ms. Miller stated that beer tents are not specifically called out in the ordinance and she felt that more than just the penalty section of the ordinance needed to be reviewed.


ADJOURNMENT

Meeting adjourned at 9: 13 p.m.