The Delhi Charter Township Board of Trustees met in a regular meeting on Wednesday, September 27, 2006 in the Multipurpose Room at the Community Services Center, 2074 Aurelius Road, Holt, Michigan. Supervisor Goodrich called the meeting to order at 6:04 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, Township Manager
Al McFadyen, DDA Executive Dir.
Marian Frane, Dir. of Accounting
Mark Jenks, Dir. of Parks & Recreation
Tracy Carney-Miller, Dir. of Community Development
Amy Finch, Assistant Twp. Clerk/Deputy Clerk


COMMUNITY DEVELOPMENT FUND

Tracy Carney-Miller, Director of Community Development, presented the Board with the proposed Fiscal Year 2007 Community Development Budget (ATTACHMENT I).

Resources Needed
A 2006 shortfall of revenue in the amount of approximately $65,030 is anticipated, but will attempt to reduce expenditures, if possible. In 2007, it is anticipated the use of fund balance in the amount of $8,340.

Ms. Miller stated that the Community Development function in the Township was set up as an enterprise fund in 2005. As an enterprise fund, a fund balance has been established with the understanding being that in years when the revenues outpace the expenditures the fund would be able to hold those funds for when the conditions are not so favorable.

Ms. Miller stated that the 2006 projected budget shows a $70,900 transfer in from the DDA due to the DDA share of a couple of employees. Operating expenses for 2006 were projected at $473,610, which come primarily from permit activities. For 2007, the operating revenues are up slightly with a $50,400 transfer in from the General Fund. In 2007, there has been a substantial increase from the DDA due to funding 50% of all of the Community Development staff with the exception of the Building Inspectors.

Ms. Miller stated that due to the drop in construction during the last half of 2006, only $218,840 is shown in 2007 Revenues for the Building Permits budget.

Ms. Miller stated that in 2006, part-time help has been added to help with GIS projects.

Ms. Miller stated that her department is in need of seasonal employment to help with Code Enforcement. Ms. Miller spoke of the benefits of hiring internships. Funds have been added for a Code Enforcement Student Intern.

Ms. Miller stated that the total cost of the Non-Motorized Transportation Study is $58,900. Community Development and the DDA will be splitting the cost of this study. For 2006, Community Development budgeted $22,088 for the study and in 2007, $7,363 will be budgeted for the study.

Ms. Miller spoke about a Cost of Community Services Study.

Trustee Krepps stated that he appreciates that Ms. Miller is thinking about this type of study but questioned if the current ratios could be applied instead of hiring a company to complete a study. Ms. Miller stated that she did some basic analysis and if the Township could get cost ratios, she could apply them directly to the land uses and could relatively accurately predict out 10 to 20 years what the budget would look like. However, she could not do that without community specific figures.

Trustee Ketchum stated that he felt a Cost of Community Services study is a good idea.

If the study is done, Ms. Miller stated that the Township Zoning Ordinance is in need of a re-write. Thirty-three percent of the re-write was budgeted for; however, Ms. Miller stated that she might rethink the re-write of the Zoning Ordinance until the study is completed. It was discussed to remove $6,000 from the Zoning Ordinance line item and place it in Publishing/Legal Notices increasing the total for that fund to $14,000.

Ms. Frane stated that the budget would be amended as follows:

A reduction of $7,000 will reduce the contribution from the General Fund as opposed to remaining in the Community Development Fund Balance and the monies that were budgeted to transfer from the General Fund to Community Development and Parks is the upper limit, that if in fact they do not need that much, the General Fund will not transfer in that much.

Trustee Krepps asked if an RFP could be put out for this type of study. Ms. Miller answered in the affirmative; however, she stated that she did not feel that it could be done for less.

Ms. Miller gave an overview of how the Inspectors currently perform their inspections and explained how the new Mobile Solutions/Web Access for Code Compliance works. Ms. Miller stated that they will beta test this software and in turn the Township will receive a discounted price on the program.

Trustee Sweet questioned how the reduction in the amount of building activity is affecting the Community Development staff. Ms. Miller stated that her staff has been able to complete items that they have not had time to complete in the past.


PARKS AND RECREATION FUND

Mark Jenks, Director of Parks & Recreation, presented the Board with the proposed Fiscal Year 2007 Parks & Recreation Budget (ATTACHMENT II).

Resources Needed
The year 2007 budget requests expenditures of $712,340 which is a decrease of $470,140 from the projected 2006 expenditures of $1,182,480. The decrease is the result of the completion of both the Veterans Memorial Gardens Restrooms and the Skate & Bike Park projects. The budget reflects four full-time positions, and two part-time positions and approximately 50 seasonal employees. This budget will allow the Parks & Recreation Department to provide quality parks, recreation programs, and social activities that add to the quality of life in Delhi Township and serves as a model of cooperation between the Township and Holt Public Schools.

Mr. Jenks stated that he and Pete Stoughton, Planner, are representatives for Delhi Township on the Heart of Michigan Trails and Greenway Partnership. This is a Tri-County effort on connecting the trail system.

Trustee Ketchum stated that the number of lifeguards at Valhalla Park is the same as last year. Mr. Jenks stated that the number of lifeguards will remain the same but lifeguards will now be responsible for light maintenance duties.

Originally, $15,000 was budgeted in the Parks Administration budget for a Township newsletter; however, during the September 13, 2006 Board meeting it was decided to remove the funding for a Township newsletter.

T-shirts and uniforms listed under the Recreation budget have increased. Mr. Jenks stated that the Parks Department will be using a universal shirt that can be used from sport to sport and year to year. There will be an additional cost for the shirt at registration.

Mr. Jenks stated that under the Parks budget, the 1998 Toro mower would be replaced with a new mower.

Supervisor Goodrich stated that he would like Mr. Jenks to accompany him to Dimondale to see if they would help offset some of the costs.

Mr. Jenks stated that the Parks Debt Service budget shows the Valhalla Park land purchase (Nash property).


DOWNTOWN DEVELOPMENT AUTHORITY

Al McFadyen, DDA Executive Director, presented the Board with the proposed Fiscal Year 2007 Downtown Development Authority Budget (ATTACHMENT III).

Administration
Mr. McFadyen stated that there is very little change under the DDA Administration budget.

Marketing & Promotion
Mr. McFadyen stated that this year, street banners would be added. The DDA will be sponsoring a contest in the schools to design new banners. Through the Miscellaneous budget, the DDA has put in a matching fund of $5,000 for the Hometown Festival advertising.

CRRP Program
Mr. McFadyen stated that the DDA has broadened both the amount of CRRP dollars that will be put into individual projects and the type of activities that will be funded but still concentrating primarily on non-residential properties and exterior improvements.

Infrastructure Projects
Mr. McFadyen stated that the total budget for 2007 is $7,565,000. Mr. McFadyen stated that the Cedar Street Decorative Lighting Project would cost approximately $900,000. This amount includes 55 lights and the burying of as many of the utilities as possible.

The Cedar/Holt By-Pass has been re-budgeted. There will not be any significant expenditure on the road for this year. The major item will be real estate acquisition. Trustee Hayhoe asked if this property would be used as an Industrial Park in the future. Mr. McFadyen stated that he felt that it might be better as an Office Park or a mixed use Office/Residential.

The DDA put together some design concepts for the Holt/Aurelius Corner Improvements. Currently DTN is negotiating with a major national tenant at this point which could modify these designs; however, the DDA would like to preserve as much of the corner as possible for public open space.

The Sam Corey Park Improvements is for the replacement of the Sam Corey Senior Center Building with a Farmer’s Market and Senior Center.

The transfer from the General Fund-Holt Road is actually not a transfer, but a project that the DDA will undertake. This project involves the extension of the sidewalk and low impact treescaping from the Aspen Lakes property to approximately Summit Street.

The Sanitary Sewer Extension is the sanitary sewer that the Township is negotiating with Rose Development. This is the DDA’s portion of the extension that will run from the College Road Pump Station north to and underneath Holt Road to get to that development.

The Non-Motorized Study is not for the study, but for the pathway construction within the DDA area.

Mr. McFadyen stated that under the Traffic and Build-out Engineering Study budget the DDA would like to take a look at a couple of long range analyses of the traffic going across Sections 1 and 2.

The DDA is still working on the Fiber Optic Extension. The communications consultant that the DDA is working with gave a presentation on the possibility of extending fiber optics down Holloway Road from the existing ACD.net lines.

The Cedar Reconstruction budget is for the portion of Cedar Street from Dallas Road south to Holbrook Road including the Holbrook Traffic Circle.

The Street Resurfacing budget item is allowable to the Township for any street resurfacing projects within the DDA area.

Trustee Krepps questioned the Cedar Lakes Improvement. Mr. McFadyen stated that nothing was budgeted for the Cedar Lakes Improvement. The design development work was completed and three to four development scenarios were created. At this point the DDA Board will not pursue developing the Cedar Lakes property.

DDA Other Functions
Mr. McFadyen stated that this budget includes the RED Team dues. Additionally, cell tower proceeds contributed to the Park and the contribution to the Township for the Community Policing Officer are included in this budget. Mr. McFadyen stated that the dollar allocations have changed quite significantly for the Maintenance personnel, the Zoning Officer, the Planner and the Community Development Director and two clerical positions in Community Development that have been added in addition to the DDA’s contribution for streetlighting and the maintaining the DDA/Sheriff’s office.

DDA Capital Outlay
Mr. McFadyen stated that this budget is all undesignated capital outlay for this year.

DDA Debt Service
This fund lists all the various scheduled principal and interest payments for the debts that the DDA has.


BROWNFIELD REDEVELOPMENT AUTHORITY

Al McFadyen, DDA Executive Director, presented the Board with the proposed Fiscal Year 2007 Brownfield Redevelopment Authority Budget (ATTACHMENT IV).

Mr. McFadyen stated the revenues are coming from one property (Woodland Lakes property). The DDA will not realize any revenue from the Medawar property for approximately two years. The site plan has been filed but there are some problems with the plan. Mr. McFadyen stated that they have been working with Community Development and these issues will be worked out. The only issue that the Township does not have control over is the access to Cedar Street. The property owner would like two driveways and the Road Commission has a policy that does not allow that; however, that is subject to appeal.



TREASURER

Treasurer Harry Ammon presented the Board with the proposed 2007 FY Treasurer’s Office Budget (ATTACHMENT V).

Resources Needed
The year 2007 budget requests expenditures of $229,270, an increase of $11,180 from 2006 projected due to increased wages and benefits as well as an anticipated photo copier purchase. The Treasurer’s office creates approximately $460,000 of income, which covers the budget of the Assessing Department and leaves approximately $147,000 to offset this budget. This budget reflects a full-time Treasurer, Assistant Treasurer, Senior Account Clerk, full-time Cashier/Account Clerk as well as payment for 700 hours of part-time help and a Deputy Treasurer.

Trustee Sweet questioned the Court Filing fees. Treasurer Ammon stated that the difference was due to the number of cases filed.

DDA
Treasurer Ammon gave a Power Point presentation that covered the past eight years (as far back as the Township’s electronic records go) in regards to the DDA’s relationship with the Township on how funding is developed. (ATTACHMENT VI).

Treasurer Ammon stated that some of the activities the DDA can undertake as part of their program includes appraisal of real estate; surveying and environmental assessment; acquisition of fee simple or via installment purchase contracts of real and personal property and demolition. The DDA is expecting to spend $5 million over the next 21 years for the development of public facilities and properties conveyed to the authority.

Treasurer Ammon stated that the DDA has undertaken drain projects, improvements to the Veterans Memorial Gardens, recreation spaces, walkways, lighting, parking, etc. The DDA can undertake any project that fits into their area.

Treasurer Ammon stated that in the past eight years, the Township’s income on a taxable value basis has remained at approximately $50 million. The DDA started at just over $50 million and has risen to over $200 million.

Treasurer Ammon stated that the Township’s revenue from the residential properties in the DDA District has remained constant, whereas the DDA revenues have increased 300% in that same time period. Treasurer Ammon stated that it would appear logical that the DDA should participate in neighborhood restorations and upgrades in the DDA district.

Treasurer Ammon stated that in 1987 all the property in the DDA District had a value and that value is what the Township continues to collect. The DDA gets the Tax Increment Financing from each of those parcels from 1987 on.

Supervisor Goodrich asked Al McFadyen, DDA Executive Director, if he thought it would be beneficial to show this presentation to the DDA Board. Mr. McFadyen stated that he could give the members a printout of the presentation. Mr. McFadyen stated that he sits down with new DDA Board members and explains to them how tax increment financing works. Mr. McFadyen suggested adding a slide to the presentation showing percentage-wise what property class the increment comes from.


INGHAM COUNTY ROAD COMMISSION VACANCY

Supervisor Goodrich stated that there will be a vacancy on the Ingham County Road Commission. Paul Goulet has applied for the position. Supervisor Goodrich would like a resolution approving the support of Mr. Goulet on the October 3, 2006 Board agenda.


LIMITED COMMENTS

There were no written or verbal responses from the public.


ADJOURNMENT

Meeting adjourned at 9:38 p.m.