General Board Meeting
September 13th, 2016
7:00 p.m. Meeting called to order by: Terry Acton
Pledge of Allegiance: Respected by all
Roll Call of Officers: Present: Terry Acton, Maye Rood, John Scherrer, Betty Laskowsky, Nancy Austin
a. Jim Gelios County Commissioner was not present.
b. Clare County Sheriff Dept: Deputy not present to speak but Terry Acton did mention that a new deputy was being assigned to Hayes Township.
a. Unapproved Minutes (August 16, 2016, August 25th, September 1st & Resolution #16-6 for the brining of the roads. , Bills Paid Prior, Bills to Be Paid, Treasurerís Report, and Sheriffís Incident Report. Motion by Terry Acton to approve the Consent Agenda, supported by Betty Laskowsky, all ayes, M/C.
Department Reports: Rod Williams /Ordinance & Zoning Dept. Terry Acton said that 170 letters had gone out about our grass cutting ordinance to residence here and many have complied, with only 15 that had to be cut for non- compliance. We thank the residences who are keeping up their property. The goal is to continue to rid blight and high grass/weeds from the township for a better appeal to others. This helps to encourage sales of property in the area. Rod Williams schedule will be in the office on Mondays and Fridays from 9 a.m. to 3 p.m. Complaints can be filed in our office from Mondays thru Fridays from 9 a.m. to 3 p.m. and will be followed up by Rod.
a. The gym/exercise room membership agreement was changed by adding an additional family card at the cost another 10 for Hayes Township residents and 20 for non-residents for convenience reasons, with the limit being two per household. Motion by Maye Rood, supported by Terry Acton, all ayes, M/C.
b. Ordering paint for the massive township generator was discussed, hoping to get it painted before winter to match the building. Less expensive to have our maintenance men do it.
c. Maye Rood and Betty Laskowsky have finished evaluating the job descriptions and Policy Book with changes to be discussed at the next workshop in October, 2016.
d. The Police Department contract was commented on by Terry Acton, the pros and cons of keeping it and getting our own police department.
e. The brining of the roads has been passed by the board members on September 1st, 2016 at a special meeting, it will affect those with dirt roads only. This meeting was posted for the public.
f. Special workshop was scheduled for October 4th, 2016 to discuss new schedule for our Ordinance Director in the office and on the road.
g. The Soccer Field needs to be aerated to keep it in good condition. Terry Acton made a motion to approve the contract of 480 for the aeration, supported by Nancy Austin, all ayes, M/C
h. There was a problem with the new Convection Oven in the kitchen, good thing It was tested by Maye Rood and it was covered under our the contract insurance.
i. Annual inspections for the 11 fire extinguishers in the building are set annually for the month of August, they are now certified by Northern Fire.
a. Terry Acton spoke about Control Net and the contract of 9,000 with a minimum of 10 hours a month @ 90.00 an hour. This is intertwined with the Facilities ManagerJob description and the camera that Terry would like installed in the mezzanine upstairs to observe the mechanical room remotely. Control Net monitors the building, but Terry monitors it too from his home and his cell phone at all times, 24 hrs a day he can look at it and gets alerts when something is out of wake and can adjust what needs to be done. Therefore the contract is up for discussion at the meeting in October.
b. The Facilities Manager position ties in with (a) above as this person would monitor the whole building and would need knowledge of the system to do so on a 24 hour
schedule from anywhere they are at. Terry Acton already does this from his homeand his cell phone and can be at the building in minutes if need be.
c. Terry Acton told of the necessity of having a camera upstairs in the mezzanine where all the machinery for the building is stored like the heating and cooling, the
security system and other machinery, which also ties in with (a) and (b) above. The camera would cost 430.00 from Norther Fire. Motion by Terry Acton to approve this purchase, supported by Maye Rood, all ayes, M/C.
d. Discussion of the cemetery and whether to keep it open for the winter months hasbeen put on hold for further discussion at a special workshop on October 4th,2016as further information was needed regarding what other cemeteries do and what the law states.
e. It seems the city had voted to put a driveway at the park around the corner by thelight on Townline Lake Rd. for ORV traffic leading to and from the park. It seems DNR and the State Park believe this would be a help, but Terry Acton stated that It would do nothing but cause confusion and accidents. That traffic would also deter into the Hayes Township Complex parking lot causing a probability of accidents with anyone using the facilities here. As of now, this has been put on hold by the City for further discussion.
f. Further discussion of ORVís, ATVís and snowmobiles on township property has been and will be a continued problem for the township as they are not allowed on the property. Motion by Terry Acton to post signs stating a 800 fine or 500 fine depending on the vehicle, will be posted, the motion supported by Betty Laskowsky, all ayes, M/C
g. Hayes Township is part of the Hazard Mitigation Plan that Jerry Becker is heading and because Hayes Township has chosen to be a part of that process we would be at the top of the list for faster help for FEMA Funds.
h. SCS Systems LLC is the Waste Water Treatment System
i. Attorney Dryer had sent information of a land issue regarding a Hayes Township property owner,the board members feel there was no real issue and the Clerk was to send a reply back.
a. A secure night drop box for the treasurer and the assessor was brought up by Maye Rood. This would enable residents to leave info for quick delivery for both offices. Motion by Maye Rood
To purchase the drop box at the cost of approximately 540 to 700, supported by Terry Acton,
all ayes, M/C
b. RESD had contacted us regarding having their young adults come to the Township Complex for
Training purposes on Mondays with supervision for the school year, Motion by Maye Rood to approve this request, supported by Terry Acton, all ayes, M/C.
a. A recycling day at the City Park had been set for the residents of Harrison City and Hayes Township. Date set is Saturday, September 17th, 2016 @ 8 a.m. to 2 p.m. and free of charge to
get rid of 7 tires at a time, household items, clothes and electronics. Faith Lutheran Church will receive the clothes to give out for free on certain days of the month with Love Inc. receiving the household items that they wish to sell in their new facility north of Harrison on Clare Ave. See brochure to see what is not allowed.
A Four wheelers and certain residents on Camino and Niemi street were brought up by some Hayes Township residents again. Comment was that the Township ordinance officer and police are working on this issue. Another day will be scheduled for residents to rid their households of certain liquids like cans of paint and so forth for free, a notice will be posted when known. Brining was brought up again and that the township uses Michigan Chloride because they use a salt brine that is safer.
8:10 p.m. Motion to adjourn by John Scherrer, supported by Terry Acton, all ayes, M/C.
Nancy Austin/Hayes Township Clerk _____________________