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December 2018

HAYES TOWNSHIP
UNAPPROVED MINUTES
GENERAL BOARD MEETING 
December 18, 2018

Supervisor Acton called the General Meeting to order at 7:00 p.m. at the Hayes Township Hall, 2055 E. Townline Lake Road.

Pledge of Allegiance was recited.

Members present Supervisor Acton, Trustee Buckley, Treasurer Rood, Trustee Haley, and Clerk Hoyt

Community reports
Clare County Commissioner Jeff Haskell was introduced
Harrison District Library Mike Haley
Yeo & Yeo, Certified Public Accountants Max Siler
i. Unmodified opinion
ii. No findings or recommendations
Motion Acton/Buckley to approve minutes from the following meetings:
November 20, 2018 general board meeting
All Ayes, motion carried.

Motion Acton/Rood to approve Consent Agenda
Bills paid prior
Bills to be paid
Treasurer report
All Ayes, motion carried.

Department Reports
Treasurer 
i. Office will be open on December 28 from 7 am to 7 pm to accept tax payments 
Zoning Administrator 
i. Zoning Ordinance book is in the process of being updated
New Business
Motion Hoyt/Acton to approve City of Harrison Fire Protection contract renewal in the amount of 73,434.  All ayes, Motion carried.
Motion Rood/Buckley to approve Attachment #2 Spectrum Mid-America LL Franchise agreement.  All ayes, Motion carried.
Motion Acton/Haley to 2019 Hayes Township Planning Commission meeting dates as presented.  All Ayes, Motion carried
Motion Rood/Haley to accept 2018 Audit as presented by Yeo & Yeo, Certified Public Accountants.  All ayes, Motion carried.
Motion Rood/Acton to approve purchase of water softener for Municipal Complex from Owens Soft Water 4,599.00. Four (4) Ayes, 1 Abstain Motion carried
Motion Acton/Rood to approve policy manual updates
i. Chapter 6 Records Management
ii. Chapter 7 Public Information
iii. Policy for Public Comment
All Ayes, Motion carried
Motion Hoyt/Buckley to approve FOIA Policy/Form updates
i. FOIA Summary of Procedures and Guidelines
ii. FOIA Procedures and Guidelines
iii. FOIA Request for Public Records
iv. FOIA Notice to Extend Response Time Form
v. FOIA Notice of Denial Form
vi. FOIA Detailed Cost Itemized Form
vii. FOIA Appeal of Denial Records Form
viii. FOIA Appeal of Excess Fee Form
All Ayes, Motion carried
Motion Hoyt/Rood to approve Sophos Cloud endpoint agreement and server subscription license agreement in the amount of 686.00. All ayes, Motion carried.
Motion Acton/Haley to reappoint Nola Hopkins to the Planning Commission. All ayes, Motion carried.
Motion Hoyt/Acton to issue a notarized letter to the Federal Service Desk appointing Debra Hoyt, Hayes Township Clerk, as the Hayes Township administrator for SAM.gov, which is the federal System Award Management. All ayes, Motion carried.

Correspondence
Clare County Sheriff report
Harrison Fire Department report
Public Comment 
Speed limit signs in Cranberry Lake area
i. Referred to the Road Commission and Clare County Safety Officer
Motion Buckley/Haley to adjourn meeting.  All Ayes, meeting adjourned at 7:45 p.m.


Debra Hoyt, Hayes Township Clerk

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