MINUTES LAKE CHARTER TOWNSHIP BOARD MEETING October 21, :00 p.m.

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1 MINUTES LAKE CHARTER TOWNSHIP BOARD MEETING October 21, :00 p.m. CALL TO ORDER AND PLEDGE OF ALLEGIANCE The meeting was called to order by Supervisor John Gast at 7:00 p.m. The meeting opened with the Pledge of Allegiance. ROLL CALL Clerk Payne called the roll. Board members present were John Gast, Supervisor, Gloria Payne, Clerk, Robert Clark, Treasurer, Terry Eichler, Trustee; Patricia Heyn, Trustee, James Stine, Jr., Trustee and Trustee John Wilk. Nine visitors were present in the audience. APPROVAL OF AGENDA It was moved by Eichler seconded by Heyn to add one item to the agenda. All ayes, motion carried. APPROVAL OF MINUTES September 16, 2014 It was moved by Clark seconded by Wilk to approve the September 16, 2014 meeting minutes. All ayes, motion carried. September 11, 2014 Special Meeting Minutes It was moved by Eichler seconded by Heyn to approve the September 11, 2014 special meeting minutes. All ayes, motion carried. September 18, 2014 Special Meeting Minutes It was moved by Stine seconded by Wilk to approve the September 18, 2014 special meeting minutes. All ayes, motion carried. PUBLIC COMMENT None. APPROVAL OF BILLS It was moved by Payne seconded by Clark to approve the September 2014 bills totaling $280, All ayes, motion carried. COMMUNICATIONS/CORRESPONDENCE The following information was included in board members packets: Michigan Township Insights; Galien River Sewer Authority meeting minutes; Medic I Ambulance meeting minutes; Bridgman Public Library Board meeting minutes; Lake Township Water Filtration plant report; Fund Balances as of September 30, 2014; Lake Charter Township Park Committee meeting minutes; Lake Charter Township Utility Committee meeting minutes; Lake Charter Township Planning Commission meeting minutes and Economic Growth Alliance meeting highlights. REPORTS Supervisor s Report Supervisor Gast reported: 1

2 a. Met with Berends-Hendricks & Slutt regarding liability insurance bid; b. Attended Galien River Sewer District Authority meeting; c. Attended Special Meeting on September 18, 2014; d. Attended Special Meeting on September 11, 2014; e. Attended Utility Committee meeting; f. Attended Board of Determination; g. Attended two budget workshops; h. Attended workshop meeting with Review Committee; i. Met with Tom Traciak regarding water fund review. Clerk s Report Clerk Payne reported: a. Attended Special Meeting on September 18, 2014; b. Attended Special Meeting on September 11, 2014; c. Attended two budget workshops; d. Chaired and attended the Southwest Michigan Planning Commission meeting; e. Attended election training; f. Met with Tom Traciak regarding water fund review; g. Met with Kurt Buursma regarding health insurance renewal. Mailed out approximately 400 absentee applications, to date, 266 have returned. Treasurer s Report Treasurer Clark reported: a. Attended Park Committee meeting; b. Attended two budget workshops; c. Met with Kurt Buursma regarding health insurance renewal; d. Attended two CGA meetings; e. Attended four workshop meetings with review committee; f. Attended Utility Board Committee meeting; e. Met with Tom Traciak regarding water fund review; f. Met with Edgewater regarding banking relationship and rates; g. Attended Open House at B&L Information Systems. Lake Charter Township tax collection has slowed way down, but spending time on automatic water/sewer payments, as well as the web site upgrade. Nearly twenty people have signed up for automatic water/sewer payments. The new website has a lot more information and hopefully we will be ready to launch it next month. The bond payment will be made this week and we have some budget amendments to approve at tonight s meeting. Planning Commission Report Trustee Wilk reported the Planning Commission welcomed Charles Eckenstahler who is in the process of helping the City of Bridgman review and update their master plan. Also, reviewed Lake Charter Township ordinance Chapter 3, titled General Provisions Subsection 3.06 Fences and Walls. Water Plant Superintendent s Report Water Plant Superintendent Mark Panzegrau reported: 2

3 a million gallons of water were pumped in the month of September; b. Installed two taps; c. Security cameras are up and running; d. Attended Utility Committee meeting; e. Attended Board meeting; f. Monitored the California Road water main project. GRSD Sewer Authority Report Supervisor Gast reported: a. Discussed summary of Interceptor at Four Winds Casino; b. Discussed the Master Agreement; c. Approved Lakeshore Lane sewer extension; d. Reviewed pricing for the overflow damage of the digester; e. Assessed Lift Stations #10, #30 and #54; g. GIS consolidation is underway. Police Department Trustee Eichler reported the Baroda-Lake Township Police board meeting is scheduled for November 12, Fire Department Fire Chief Harold Heyn reported 28 calls were dispatched in the month of September, 18 medical, ten fire calls, two motor vehicle accidents. Also, received a call regarding Chinese lanterns. Advised against allowing them, since nationally they are trying to ban them. They are uncontrollable and dangerous. Park Report Robert Clark reported the Park Committee will delay the sidewalks to the park pavilions and disc golf pads. Two bids for the drainage are to be submitted soon and hope to complete this project yet this year. Soccer season is winding down and a travel softball tournament was held on October 19, The Park official closes November 1, 2014, but will remain open as weather permits. Library Report Gretchen Evans, Library Director reported the library is hosting a costume party, as well as a Halloween Party. She thanked Lake Charter Township for their support of the Library. Cemetery Report Clerk Payne reported two cremations and two full burials occurred since our last meeting. Building Officials Report James Gast, Lake Charter Townships Building Official reported he issued nine building permits, three electrical permits, seven plumbing permits, five mechanical permits, one lot combination. Caught three people working without permits. Forwarded ordinance amendments to the County of Berrien and announced roofing permits would be required for Lake Township beginning January 1, Community Growth Alliance 3

4 Trustee Heyn reported the Community Growth Alliance took in $9, from the Beer Festival. Discussed improvements for next year s event. The Chamber of Commerce added three new members. Bridgman Holiday Village will be held December 6, 2014 and the bakery has closed and is for sale. Utility Committee Supervisor Gast reported: a. VFD pressure system worked well with the tower line; b. Updated the laboratory turbidity meter; c. New TV monitors have been put into place to work with the security system updates. Capital Improvement Committee Treasurer Clark reported the Committee meets November 5, 2014 at 10:00 a.m. AGENDA ITEMS Liability Insurance Renewal Supervisor Gast reported he has requested bids for the liability insurance renewal from EMC, our current carrier, and Berends-Hendricks & Slutt, which used to be the Par Plan. The quote from EMC is $53, and the quote from Berends-Hendricks & Slutt, never was submitted. After discussion, it was moved by Payne seconded by Eichler to accept the EMC liability insurance quote for $53, for Lake Charter Township. All ayes, motion carried. Health Insurance Renewal Supervisor Gast presented to board members the spreadsheet prepared by Kurt Buursma, Lake Charter Townships health insurance agent. At the October 15, 2014 board workshop, he presented three options. Blue Cross Blue Shield for a total cost of $415,913.24, United Health care at a cost of $457, or Priority Health PPO for $398, Priority Health PPO as an option for Lake Charter Township employees, would allow them to use doctors outside the State of Michigan, and give them better prescription drug coverage and their HSA plan contribution would remain at the same rate as Savings to the township is approximately $7, $8, It was moved by Gast seconded Heyn to accept Priority Health PPO as Lake Charter Townships health insurance coverage for All ayes, motion carried. Library Resignation/Appointment Supervisor Gast reported that he received the resignation of Ken Wood from the Bridgman Public Library Board. It was moved by Gast seconded by Stine to accept the resignation, with regret, of Ken Wood from the Bridgman Public Library Board. Supervisor Gast asked board members to review and accept his appointment of Aaron Noll to the Bridgman Public Library Board. Mr. Noll currently serves as the librarian at F.C. Reed Middle School. It was moved by Clark seconded by Payne to accept the appointment of Aaron Noll to the Bridgman Public Library Board. All ayes, motion carried. Trick or Treat Supervisor Gast made a motion, seconded by Clerk Payne to set Trick or Treat for October 31, 2013 from 5:30 p.m. to 7:00 p.m. All ayes, motion carried. 4

5 Fireman Application Supervisor Gast asked to allow him to abstain from voting on this agenda item, since the applicant is his son, Duncan Gast. It was moved by Payne seconded by Wilk to allow Supervisor Gast to abstain from voting on this agenda item. All ayes, motion carried. Included in board members packet was the application of Duncan Gast to serve on the Lake Charter Township Fire Department. Mr. Gast will complete Firefighter I and II training. It was moved by Wilk seconded by Stine to accept the application of Duncan Gast to serve on the Lake Charter Township Fire Department and complete Firefighter I and II training. Six ayes, motion carried. California Water Main Replacement Project #21237 Pay Request#3 and Merritt Engineering Invoice Supervisor Gast drew board members attention to the pay request #3, in the amount of $151,203.02, for the California Road water main replacement project. All pipe has been laid and the first bacteria test came back clear. The project is 85% complete. It was moved by Eichler seconded by Stine to pay California Road water main replacement project pay request #3 in the amount of $151, to D Agostino Custom Excavation and Trucking for the California water main replacement project. All ayes, motion carried. Supervisor Gast also presented Merritt Engineering invoice number #87910 in the amount of $11, for payment of the engineering services, to date, on the California Road water main replacement project. It was moved by Payne seconded by Eichler to approve Merritt Engineering invoice number #87910 in the amount of $11, for payment of the engineering services, to date, on the California Road water main replacement project. All ayes, motion carried. Supervisor Gast presented board members with California Road Water main Replacement Project No Change order #2. D Agostino Custom Excavation and Trucking is requesting a 15-calendar day extension for project completion. The extension requested is from the current completion date of October 31, 2014 to November 15, Conflicts with existing utilities in the work area slowed progress during installation of the new water main. It was moved by Gast seconded by Eichler to approve the California Road Water main Replacement Project No Change order #2, extending the completion date of October 31, 2014 to November 15, 2014, due to conflicts with existing utilities in the work area slowed progress during installation of the new water main. Restoration to include topsoil and seeding, gravel along the road and blacktop driveways. All ayes, motion carried. Water Fund Analysis Update Supervisor Gast asked board members to review the enclosed from Tom Traciak, who explained that the update for the rate fund analysis of October 26, Since the engagement letter was signed in 2012, a new contract is not needed because the conditions remain the same. The scope of the project, to include, comparing and analyzing the water fund performance, at a cost of $3,500.00, to refresh the numbers for It was moved by Payne seconded by Clark to allow Tom Traciak to refresh the water fund rate analysis for All ayes, motion carried Budget Amendments 5

6 Supervisor Gast turned the floor over to Robert Clark, Lake Charter Township Treasurer, who reported that due to some unforeseen expenses in certain areas of the 2014 budget, as follows: General fund $10, due to expenses associated with the compensation and operational review study. Cemetery fund $50, due to roof repairs, equipment purchases, dump truck, mini-excavator, columbarium and water spigot installation. Sewer fund $135,000 due to an abnormally wet year, unanticipated repairs due to storms and larger than anticipated capital assessment. It was moved by Gast seconded by Wilk to approve the 2014 budget amendments as follows $10, to general; $50, to cemetery and $135, to sewer. All ayes, motion carried. Michigan Townships Association Educational Conference Supervisor Gast made a motion seconded by Clerk Payne to pay the costs associated with the winter educational conference in Grand Rapids, Michigan in January 2015 for any board member wishing to attend. All ayes, motion carried. Moses Fire Equipment, Inc., - Service Invoices for work on Fire Trucks Supervisor Gast turned the floor over to Fire Chief Harold Heyn who presented to board members invoices from Moses Fire Equipment Inc., totaling $5, Worked was performed on 1991 Pierce Lance Pumper, 1978 Hendrickson Pierce Pumper and 2003 Freightliner. After discussion, it was moved by Stine seconded by Wilk to approve the service invoices for work on the fire trucks, by Moses Fire Equipment, Inc., in the amount of $5, All ayes, motion carried. 6

7 PUBLIC COMMENT Loren Berndt reported the lights are out on the east and west side of the Pumping Station at the Lake. The cost of living indicator is 1.6% or 1.8%, not 3% as previously reported. ANNOUNCEMENTS The next regular meeting is scheduled for November 18, 2014 at 7:00 p.m., Lake Township Hall, Bridgman, Michigan. Lake Charter Township Planning Commission is scheduled for November 3, 2014 at 7:00 p.m. Lake Charter Township Zoning Board of Appeals is scheduled for November 13, 2014, Lake Township Hall, Bridgman, Michigan. Baroda-Lake Township Police Board Meeting is scheduled for November 12, 2014, Public Safety Building, Bridgman, Michigan. Offices will be closed November 11, 2014 in observance of Veterans Day. Offices will be closed November 27 and 28, 2014 in observance of Thanksgiving. ADJOURNMENT With no further objection and no further business it was moved by Payne seconded by Clark to adjourn the meeting. All ayes. Motion carried. Meeting adjourned at 8:15 p.m. Dated: Dated: Gloria A. Payne, Clerk John Gast, Supervisor