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VILLAGE OF VANDERBILT REGULAR COUNCIL
MEETING MINUTES AUGUST 2, 2010
The meeting was called to order by President Posgate at 7:00 p.m.
Invocation was the Lord’s Prayer followed by the Pledge of Allegiance
Members Present: Bush, Matelski, McMillion, Munson, Musall, Posgate
Others Present: Herman Hawn, Erma O’Rourke, Tom Serino, Paul Liss, Debbie Whitman,
Sandra Boyd, Tom Heintz, Frank & Cheri Proulx, Treasurer Elizabeth Haus, Clerk/ S.Hawn.
ADDITIONS &/ DELETIONS TO AGENDA: Discussion on garage sales will be deleted.
MOTION: by Munson support by Matelski to accept the minutes7/6/10as written. All in Favor
PUBLIC COMMENTS: Frank Proulx (Owner of the Higgins Building) spoke on the possibility of a property trade with the village for the Higgins Building, for village owned property. The Council discussed this option noting only one piece of village property without strings attached would be available. Discussion continued, was the Village interested in a trade for this building. Musall questioned bringing the building up to codes, what about septic-well would there be problems as far as room. Trading even up with the parcel the village has available was not of interest to Proulx. K. Matelski added this option should not be dropped but discussed further. Bush questioned the strings for other parcels. E. Haus explained one parcel was purchased per tax sale with certain rules. The council will continue to discuss this option. The decision was made for the Treasurer and the President to review options for next months meeting.
Erma O’Rourke question, concerning (Great Lakes Auto) progress was discussed. The Planning Commission meeting July 19, 2010 talked with the owner reviewing complaints received.
Brian Daubenspeck was very willing and has been working on the complaints. A follow up for his progress is scheduled.
COMMISSIONER’S REPORT: Paul Liss reported the animal control facility is looking to purchase property on Fairview Rd. Livingston Twp. Rotary Club Committee phase 2- is doing an environmental study for a park. Resolution was passed recognizing Traverse City as a Coast Guard City. A request was sent to the Justice Public Safety Committee-to form a sub committee to look at Ordinance Language concerning growing of Medical Marijuana. County Clerk reported Jury Duty questionnaires returned response was good. County Clerk Office will be open after election polls close for anyone wanting results.
OFFICE MANAGER/ZONING REPORT: E. Haus received a response from the attorney on garage sales time limits. The planning commission hasn’t had the opportunity to review this and will address this issue at their next mtg.
Haus reported the Auditor hasn’t sent our Audit Report This has been three months since the village audit. The Memorial Park is done- looks good- the work crew with E. Haus & Al Haus worked very hard. Reminder: the Village taxpayers pay for every item (no county money) put in the Village Parks. One zoning permit was issued for the month.
STREET ADMINISTRATOR REPORT: Bush reported on the paving of the roads.
Bush requested approval for a Chain Saw from Lappans $143.96- Signs from Evangeline Specialties -3 stop signs- Local Street $69.00- 3 stops sign Major Street $69.00- 4 handicap- Major Street $46.60-4 signs for snow plowing- Major Street-$180.48 total $409.08 Blinker light from Alpine Electric $2,640.00
Next month discussion concerning repair on Village Roof. Painting stripes on Main St. suggestion to do Main St. this year wait till next year for the rest.
Suggestion to sweep roads before snow fall. Bush reported tree on Main St needs to be cut down- Main St. trees need trimming. Bush will have bids for next months meeting.
Hours discussed for DPW driver plowing in the winter. The decision time for DPW to snow plow was approved- 2 a.m. Discussion to have a contingent driver set up in case of Stan being unavailable.
MOTION: by Musall support by McMillion to approve the amount of $143.96 for a chain saw- $409.08 for signs. All in Favor
Karen Matelski suggested expanding our bidding pool by contacting Grand Traverse Builders Exchange of Northwest Michigan Inc.
CODE ENFORCEMENT REPORT: Question on who is responsible for the mowing of the grass at the water well. Answer- the property owner which is the Twp. Bush thanked the fire dept. for the use of the water from the fire hydrant when the street was being done.
PARKS & REC. REPORT: Musall thanked Elizabeth and Al Haus for the work at the park and to Stan for keeping the plants watered.
FIRE BOARD REPORT: Andy Noeske was sworn in on the fire board.
SCHOOL LIAISON: Matelski reported officers were appointed: President-Bernie Matelski-Gayle Embree-Vice President-June Heintz –Secretary- Next year the Meeting will start at6:p.m
PLANNING COMMISSION REPORT: Munson reported on an amendment to the fence section Ordinance 2008-2 only an addendum regarding to picket fence was necessary for clarity.
MOTION: by Bush support by Matelski to approve the Amendment to the Ordinance 2008-2 allowing placement of decorative fences in the front yard of R-1-R-2 Zones.
ROLL CALL: YES: Bush, Matelski, McMillion, Munson, Musall, Posgate. Motion carried.
CLERK’S REPORT: Hawn stated she will work at the election in the afternoon.
TREASURER REPORT: MOTION: by Bush support by Munson to accept the treasurer’s report as read (read by Posgate) All in Favor.
UNFINISHED BUSINESS: President Posgate read a letter of resignation from Henry (Bill) Russ from the Village Council and the Fire Board due to personal medical reasons. Effective 8/1/10
MOTION: by Bush support by Munson to accept Henry (Bill) Russ resignation and thank him for his service. All in Favor
MOTION: by Bush support by Munson that Posgate replace Russ on the fire board.
All in Favor.
MOTION: by Munson support by Bush to place a vacancy ad for a Village Trustee to serve the remainder of a 4 year term ending September 2013. Replies due by 4 p.m. September 3.
All in Favor
MOTION: by Matelski support by Posgate to accept the July due to’s for Labor & Equipment Rental Funds and record in the General Ledge for payment at a later date. All in Favor
MOTION: by Matelski support by Posgate to pay the bill in the amount of $6,133.33All in Favor
MOTION: by Bush support by Matelski to adjourn. All in Favor 8:05p.m.
Next Meeting September 7, 2010 (Tuesday)
Minutes unapproved as of August 17, 2010
Shirley Hawn- Village Clerk
VILLAGE OF VANDERBILT REGULAR COUNCIL MEETING MINUTES JULY 6, 2010
The meeting was called to order by President Posgate at 7:00 p.m.
Invocation was the Lord’s Prayer followed by the Pledge of Allegiance
Members Present: Bush, Matelski, McMillion, Munson, Musall, Russ, Posgate
Others Present: Herman Hawn, Erma O’Rourke, Tom Serino, Bernie Matelski,
Paul Liss, Debbie Whitman, Debbie Babbitt (Equalization) Clayton Boone,
Treasurer Elizabeth Haus, Clerk/ S.Hawn,
Additions/to Agenda: K. Matelski- update on web site in- Unfinished Business.
MOTION: by Bush support by Matelski to accept the minutes 6/7/10 as written. All in Favor
PUBLIC COMMENTS: There were no public comments.
COMMISSIONER’S REPORT: Paul Liss reported the animal control facility is still looking for a suitable building. The new animal control director from the finance dept. is Mrs.Fitzgerald The Rotary Club request permission to develop a park at the old DNR Property. The air show was a success also the Friday night dance was a huge success plans are in place to add Saturday night next year.
PRESIDENTS REPORT: Memorial Park events were discussed as to liability for the village.
E. Haus reminded the board they are keeper of the park, the park is an asset, the council manages and protects tax investments. The Village liability insurance only covers events sponsored by the village which also requires a waiver to protect the village. The board needs to set rules including permission to use the park with insurance coverage-waiver. A schedule with date for event and services required for event needs to be approved and recorded.
OFFICE MANAGER/ZONING REPORT: E. Haus reported on complaints received regarding Great Lakes Muffler since this is a zoning issue dealing with a special use permit involved the Planning Commission will work on this at the July 19th meeting. The owner will be contacted and be asked to attend this meeting addressing these complaints received. Haus sent letter in response to the complaints received stating this will be taken care of.
Haus received complaint of month long garage sale. Residents of home and owner will receive a letter regarding zoning (7days) with a violation notice following.
STREET ADMINISTRATOR REPORT: Bush remarked on the new windows installed in the village office. All the street poles at the dump have been taken. In response to this, usage of the dump- brush pile, etc. will have to contact Stan or Ron Bush due to the dump will be locked.
MOTION: by Matelski support by Musall to approve the amount of $6,350.00 to replace the blinker light on Main St. with estimates from three different companies. Roll Call: Yes: Matelski,
Musall, Bush, McMillion, Munson, Russ, Posgate Motion Carried
Bush had tree limb questions which he stated he will be checking trees this week.
CODE ENFORCEMENT REPORT: One complaint concerning truck parking on the side of road blocking view. Street Administrator Bush will have a stop sign put on the corner of Berry and Cedar.
PARKS & REC. REPORT: Musall reported the basketball court lines are painted. Porta Potties are cleaned for up coming events. Vacation Bible School July 12 thru the 16th Music in the Park July10 and Bikers coming July 18.
FIRE BOARD REPORT: No meeting was held.
SCHOOL LIAISON: Matelski reported science teacher is leaving, Pat McMillion is retiring.
Budget Hearing Meeting Negative $45,000.00 Next year to be back Positive $25,000.00
William Construction will be doing construction for the soffit and fascia for a bid of $12,800.00. Wolverine and Vanderbilt will continue with sports.
PLANNING COMMISSION REPORT: Munson reported the fence ordinance has a few minor details to be worked out which will be addressed at the July 19th meeting.
Jeff Ratcliffe O.C.E.A. attended the June meeting to inform the board the grants applied for the road improvement project is still on the table with Jeff working on any possible grants for the village to comply to.
CLERK’S REPORT: Hawn stated she had attended an election refresher class. Hawn also stated due to the office closed on the 4th checks would be ready on Friday.
TREASURER REPORT: MOTION: by Munson support by Posgate to accept the treasurer’s report as read All in Favor.
UNFINISHED BUSINESS: K. Matelski informed the board on the county web site
O C Mi.gov can be found the Vanderbilt Village minutes & the names of the board. In the future the Ordinances and other documents can be added.
Denise Babbitt-Equalization Dept. (address changes) the change of address for the village is still on going. At a prior meeting (May 3rd 2010) a Motion was made to approve the equalization dept.to send letters to village residents that need change. The motion wasn’t made clear for the equalization with Denise Babbitt asking the board to make a new motion for the address change with support from the council. Numbers that are 9 or more numbers off need to be changed. Support or non-support from the village won’t stop this change. Procedures will be followed by equalization. According to equalization due to incorrect house numbers emergency service, fire and law enforcement has a problem etc. This action probably won’t be addressed till fall. Equalization will provide the council with list change. Small sections will be addressed at a time.
MOTION: by Matelski support by Munson to support equalization sending out letters to residents with address changes doing quarter sections at a time. Roll Call: Yes: Matelski, Munson, Bush, McMillion, Musall, Posgate, Nays: Russ- Motion Carried
NEW BUSINESS: President Posgate recommendation to fill Planning Commission Vacancy.
Al Haus had submitted an application of interest to fill the vacancy. President Posgate made the
recommendation to appoint Al Haus to the Planning Commission Board-Munson stated his support.
MOTION: by Posgate support by Munson to approve the appointment of Al Haus to fill the vacancy on the Planning Commission. All in Favor
MOTION: by Bush support by Matelski authorization to sign L4029 Tax All in Favor
MOTION: by Bush support by Munson to accept and record in the General Ledger the Labor-Equipment Rental for June All in Favor
MOTION: by Bush support by Munson-labor for 1st quarter payment – Routine-Major Street Fund owes General Fund $1,907.54- Routine-Local Street Fund owes General Fund $1,952.60 All in Favor
MOTION: by Munson support by Bush for Major/Local/General to not make any payments at this time to Equipment Fund All in Favor
BUDGET AMENDMENT/REQUIRED: Equalization informed the Village that after Board of Review- the budget would have to be lowered $3,200.00 on tax revenue. President Posgate with Treasurer E. Haus made a decision that this is not the time to raise the millage to 8.3 mills from 7.8 mills. The proposed budget amendments to lower the property tax revenue and the necessary expenditures to bring budget to balance.
MOTION: by Matelski support by Munson to approve the amended budget of $173,117.53
MOTION: by Matelski support by Russ to pay the bill in the amount of $9,496.16All in Favor
MOTION: by Bush support by Russ to adjourn All in favor 8:45p.m.
Next Meeting August 2nd 2010
Minutes unapproved as of July 13, 2010
Shirley Hawn- Village Clerk
VILLAGE OF VANDERBILT
REGULAR COUNCIL MEETING MINUTES JUNE 7, 2010
The meeting was called to order by President Posgate at 7:00 p.m.
Invocation was the Lord’s Prayer followed by the Pledge of Allegiance
Members Present: Bush, Matelski, Munson, Musall, Russ, Posgate
Absent: McMillion
Others Present: Herman Hawn, Barbara Simeck, Linda Simeck, Tom Serino, Cathy Heintz, Jack Deming, Fred Gorny, Bernie Matelski, Debbie Whitman, Pam & John Bifoss,
Treasurer Elizabeth Haus, Clerk/ S.Hawn,
MOTION: by Matelski support by Bush to close regular meeting/open budget hearing
All in Favor
Proposed budget amendments for Local, Major, & General Funds
MOTION: by Bush support by Posgate-Local Street Fund increase $5,000.00 in Routine Maintenance/Fund Balance. All in Favor
MOTION: by Munson support by Russ-Major Street Fund increase $20,000.00 in Routine Maintenance Contracted Service. All in Favor
MOTION; by Bush support by Munson-General Fund increased use of Fund Balance to cover $10,000.00 offered as fire payment. All in Favor
$50.00 for bank charges, and adjusting 1 Mill Allocation to coincide with entry on local street budget $100.00. All in Favor
MOTION: by Bush support by Matelski to close the budget hearing/reopen regular meeting
All in Favor
ADDITIONS/DELETIONS TO AGENDA: Add under New Business (G) Motion to adopt income for purchase orders.
MOTION: by Munson support by Musall to approve the minutes of 5/3/10 as written
All in Favor
PUBLIC COMMENTS: Jack Deming questioned the replacement to replace the blinker light? Street Administrator Ron Bush replied the light has holes from being shot at which leaks water, also the cable pin is worn & poles are in bad shape. Deming suggested contacting Consumer Power for any help and also underground wiring was mentioned. Cathy Heintz suggested inviting the Consumers Rep. to the council mtg. with questions on height of light and etc. Posgate will have the office contact the Consumers Rep with these suggestions and invite him to the July mtg. Property on 8021 Lafayette was discussed due to junk being piled up in yard. Council member Musall questioned the Village Ordinance to deal with this. The ownership of the property has moved with no address for the village to contact to issue any complaint. Zoning Administrator Haus stated the house is on two tax entities- the house is on one which is for the Code Enforcement- the pole barn/garden is a Zoning issue.
The residents now living at this address can be served a citation for the yard.
ZONING REPORT/ OFFICE MANAGER: Haus reported the audit went well. . Haus proposed to adopt a modified encumbrance system based on purchase orders which will require a motion. Haus informed the council of the purchase of flowers, and planting of flowers. The condition of the Memorial Park was a concern. The care of planting and overseeing of the park is not a one person endeavor. Volunteers are in need for the upkeep. Parks & Rec. Admin. primarily should be planning, ordering and overseeing volunteers. Sources for workers are Master Garden Club-students from the school- Volunteers are in much need to keep our parks up. Allan Haus worked with his wife on this project for 7 1/2 hrs. as a volunteer with Ray & Stan planting trees. The council thanked Al & Elizabeth for their volunteer work that was done. Haus stated the section of the council policy 7.4 public access to meeting records needs to be amended which requires a motion. Council Procedure section 5.1 agenda for regular mtgs. will be drafted by 4 p.m. on Friday preceding the mtg. & will include those items received by 12 noon as stated in the policy. This must be followed for the benefit of the council making decisions. Zoning Administrator Haus request the planning commission to complete the fence ordinance for the council approval by next months meeting.
Haus informed the council on the large cost amount in printing and publishing caused by the Consumers Ordinance which the village is required to be printed in the Gaylord Herald Times Paper. Payment for this will be paid by Consumers. Haus will prepare a package stating we also publish in the local paper with a portion of payment reimbursement possible. Legal cost will also be paid by Consumers.
STREET ADMINISTRATOR REPORT: Bids received for the following: Paving Main St.
Elm to Arthur. Elmer’s $58,380.00- Payne & Dolan-$46,980.00- Rieth-Riley- $54,000.00
MOTION: by Bush support by Musall to accept the bid of Payne & Dolan for $46,980.00
Paving Main St.-Elm & Arthur
Roll Call Vote: Yes: Bush, Musall, Matelski, Munson, Russ, and Posgate. Absent McMillion Motion Carried.
Bids for two windows for office: Paul’s Glass-$1,156.00- Guy Williams Construction- $1,100.00- Stan Siwecki- $610.00- Council recessed- 8:46 p.m.in order to contact one of the bids presented for more information.
8:50 p.m. council continued.
MOTION: by Munson support by Russ to approve the St. Admin. to purchase two garage door spring’s from Garage Door Specialist in the amount of $120.00 All in Favor
MOTION: by Munson support by Musall to approve the bid for seal coating from Otsego County Rd. Commission for five streets: Elm St. /Summit to Garfield- Dudley St./Summit to Donovan-Grant St./Maple to Arthur-Arthur St./Main St. to Donovan-Maple St. Summit to Garfield. $20,020.00- Roll Call: Yes: Munson, Musall, Bush, Matelski, Russ, and Posgate Absent McMillion Motion Carried.
Bush reported there were no bids submitted for drain field project at Main and Arthur.
MOTION: by Posgate support by Russ to approve Bush to purchase 2 flags from the American Legion at $23.00 per flag. All in Favor
PARKS & REC. REPORT: Musall accepted the responsibility of the planting of flowers and next year will be more informed and ready. Trees were planted in the park. Musall checked on the price for a handicap Porta Potty for the Memorial Park with the cost, size and usage factors not favorable. Musall reminded of July10 music in the park. Spartan will need to be informed about using units next year, if village will use them they will be tied off and left.
FIRE BOARD REPORT: Russ reported on fire runs. Pay cuts were brought up twice with none passing. Discussion on fire board at workshop mtg. There will be no July Mtg.
SCHOOL LIAISON: Matelski reported two teachers with 30/31 years of service will retire May 28. Donations of $1,500.00 from Tree Tops to school athletics and PTO $1,500.00 for K-8
teachers and $1,500.00 for 9-12 teachers. Senior Citizens will not be using the school for lunches.
Land on Alexander Rd. has been put on the market. Grant received from COPISD in the amount of $13,500.00 will be used mostly for Special Ed Programs.
PLANNING COMMISSION REPORT: Munson stated the approval of the latest bill received from Fleis & Vandenbrink for $1,177.00 that was itemized as requested.
Ratcliffe attended the last P.C. Mtg. to discuss the Blight Grant which deals with the purchase of property at the four corners that the P.C. has considered. Most T-Ball equipment has been received. The bid has been accepted from Guy Williams for the cement slab project for the Memorial Park.
TREASURER REPORT: MOTION: by Munson support by Matelski to accept the treasurer’s report as read All in Favor.
OLD BUSINESS: Inventory of Village Property: The discussion on a trade offer for the Mason Building with Village property –possibility of only 2 lots 66x264. Would that be of interest for trade is unsure. Discussion will continue on this.
DISCUSSION ON FIRE DEPARTMENT/BOARD: Discussion on options:
Dissolve the F.B.Authority.-Township take over the Fire Dept. would owe Village $95,000.00 which the Village will not forgive. Township /Village share running F. D. - Inter-local agreement Village 40-Twp. 60- Council members discussed the F. B. refusal to take cut in wages, purchase of training equipment cost and training of fire fighters. Dissolve the Fire Dept. isn’t the answer. Keep the authority keep the liability as is for protection for the Village and the Township. The decision for the village to present questions to the village lawyer and meet with the township.
APPRECIATION-MEMORIAL SERVICES: President Posgate with the council thanked Tom Serino and all who made the Memorial Service at the cemetery a success. Thanks to all.
MOTION: by Munson support by Matelski to accept the bid for the office window replacement to Paul’s Glass in the amount of $1,156.00 ROLL CALL: YES: Munson, Matelski, Bush, Musall, Russ, Posgate Motion Carried
MOTION: by Bush support by Matelski to accept the bid to replace the trim over the replacement of the office windows from Stan Siwecki for $610.00 Yes: Bush, Matelski, Munson, Musall, Russ, Nays: Posgate Motion Carried
Cathy Heintz voiced her opinion on issues that the council doesn’t follow up on. The
council addressed her comments.
MOTION: by Posgate support by Matelski to approve the treasurer to collect the property taxes- with the Treasurer of Otsego County to collect all real taxes due after the date September 15, 2010 Resolution 2010-1
Roll Call: Yes: Posgate, Matelski, Bush, Musall Munson, Russ- Absent McMillion
MOTION: by Bush support by Posgate to accept the change to Addendum to Council Policy 7.4 Public Access to Meeting Records. All in Favor
MOTION: by Matelski support by Musall to accept the due to’s for recording in the General Ledger for consideration at the end of the quarter. All in Favor
MOTION: by Matelski support by Posgate to adopt a modified encumbrance system based on purchase orders. All in Favor
MOTION: by Matelski support by Musall to pay the bill in the amount of $14,709.97
All in Favor
MOTION: by Munson support by Bush to adjourn 9:15 p.m. All in Favor.
Next Meeting July 6, 2010 (Tuesday)
Minutes unapproved as of June 11, 2010
Shirley Hawn- Village Clerk