Board Answers....

December 12, 2010

To: Lou Fitz

From: L. VanDolsen, Supervisor

Subject: Public Comment Questions

Attached please find the answers to the questions you submitted from public comment. I was not sure what date you were referring to for the "town hall meeting", and thus, I was not sure when the 2 week's deadline would be. If by town hall meeting you meant our regularly scheduled 14 December board meeting, I could not respond 2 weeks before that date. If you meant a future special or open forum meeting on this project, then I have complied with your 2 week request. If I don't see you at the 14 December meeting, I will mail this to you instead of handing it to you personally. Thanks for your questions.

Sincerely,

Linda J. VanDolsen, Supervisor Elk Township, Lake County,MI

/ljv

Bid Process: Competitive bidding is not required by state law. MT A was consulted to confirm this. We are not using federal funds nor are we encumbering the township with a mortgage. The board accepted the recommendations of the subcommittee as regards the choice of general contractor and civil engineer.

Money: This township board has spent $350 on drawings and $1,500 for a survey of the site done my Abonmarche, Manistee, plus $300 on trustee's salaries for an open forum and special meeting for this current project. Total $2,150. Mr. Peterson has not yet billed us for his services for this most recent set of drawings, meetings, and site visit that have taken place in the September to November timeframe. The site had to be resurveyed because the survey done for the previous proposed building project was incomplete. The previous survey did not include the entire site out to Toma and up to Bass Lake Rd. so the precise location of the easements at the comer of Toma and Bass Lake were not shown.

The law states that a licensed civil engineer's or a licensed architect's stamp/seal must be on all building plans. Ivan Peterson is a licensed civil engineer in good standing and can therefore do the working drawings and stamp the plans.

Township funds will be built back up as they have always been - by our annual revenue accumulation. Our goal is to maintain one year's operating cost in the general fund.

Cost Proposal: All code requirements for this project have been met. Underground electrical costs will be determined by Great Lakes Energy. This cannot be done until the site stakes are placed for the building footprint.

Old Building (current Township Hall): The Proposed Development Plan for the Elk Township Site was adopted by the board in April 2010. Phase II of the plan addresses the repurposing of the old hall and adopts the most popular ideas from the community. The most popular idea is to repurpose the building to serve as the historical and cultura center for Elk Township where the township's historical records can be properly preserved, archived and displayed. Once the hall is vacated, renovation and preservation can begin as revenues become available. Old building's safety: As has been explained many times, the combination of the weights of the filing cabinets, office furniture and the people attending a meeting are too heavy a load for the current structure.

Contract Document: Contract dates and payment schedules TBD because at the 18 November, meeting nothing was decided except to have another meeting. The subject of liens was discussed by Mr. Riggs, Mr. Fairbanks and the Supervisor at length on 18 November. It is the supervisor's responsibility to consult with the contractor and verify that the waiver of liens is correct before payment is made.

Floor Plan Document: Interior floor plan and design derived from inputs from the entire board and contractor. Interior materials include ceramic tile flooring, with a neutral color palate for walls and trim. Everything is to code.

SidelEnd View: It is proposed that exterior colors will be pale gray siding, white trim on windows, and the natural gray of the exterior stone with a black metal roof. There will be no double entry door because it is not energy efficient. There will be a handicap accessible single door with sidelights. Entry is situated to open on the parking lot and allow for easy drop off and pick up of persons, deliveries, etc., and facilitate handicap access and snow removal. Landscaping will be minimal because of woodland setting, but there will be low maintenance shrubbery on either side of the front porch/door. The entire circumference of the building will have stone mulch from the slab edge to the end of the overhang. The proposed exterior colors will match those of the old building and give a feeling of continuity to the site.

Site Plan: There is no danger of sprawl; remember our population and where we are. As far as siting the building to make it easier to sell off property, that is not a consideration, but rather it is sited to facililate and lower the cost of a future addition should future growth require it. A separate septic system is required because: (1) The current one cannot handle the "highest and best use" of the proposed building as well as the requirements of the old building. (2) The proposed building is too far from the current septic and the fall is not adequate to ensure proper flow. Per the code a well upgrade is not required.

Questions from the community to the Board

Open Letter to the Elk Township Board:

Date: November 28, 2010

To: Linda VanDolsen, Elk Township Supervisor

From: Elk Township Citizens

Subject: Questions about the Elk Township building project

Cc: All Elk Township Board members

Linda,

In regards to your statement at the Elk Township Special Board Meeting on 11/18/10, “Please submit your questions in writing”, a group of Elk Township citizens are taking this opportunity to respond to your request for written questions. Attached are two pages of questions that the Elk Township Citizens (ETC) have compiled. We respectfully request that answers be provided in writing, so that we may share the information with each member of this group. We are submitting these questions now to avoid a lengthy and confusing town hall meeting and, by doing this now, provide you time to prepare and deliver the answers a minimum of two weeks prior to the town hall meeting.

Our intent is not to try to stop a building project and not to be negative. Rather, it is to better understand if the township Board is acting in the best interest of the taxpayers when considering a project and expenditure of this magnitude.

Your prompt attention to this request is greatly appreciated. Please call me with your questions. (231-266-5040)

Lou Fitz (Spokesperson for ETC)

The Questions:

November 23, 2010

• Bid Process

• At a special meeting held 11/18/10, Elk Township Supervisor, Linda VanDolsen, stated (paraphrase) “Legally, no open bids are necessary because no money will be borrowed from a banking institution.” Understanding that competitive bidding is in the best interest of the township, why is there no competitive bidding on this building? We strongly urge the board to use competitive bidding in this building project.

• Money
• Has any money been spent on this project as of this date?
• Did the Board pay for the architectural drawing given to Board at the 11/18/10 Special Meeting? And is an architect going review and affix his/her stamp on this drawing?
• How are you planning to build reserve township funds back up after spending for this building project?
• Is the board willing to reduce the township savings to less than one year’s operating cost and sign the proposed contract?
• If yes (this will reduce savings to less than 1 yr. operating cost), by how much is the board willing to reduce the Township savings?
• $238,000 (current savings) – $155,584 (total listed on cost proposal sheet) = $83,000 would be left in savings. $83,000 is 2/3 of the annual budget. (All figures are approximate.)

• Cost Proposal Sheet document (from 11/18/10 meeting)
• Why is there no provision for a fire suppression system on Proposal Sheet? (required on any commercial building)
• Why was no specification sheet submitted with the bid? (i.e. electrical service, insulation thickness, furnace capacity, etc.)
• Why are the underground electrical costs not part of the bid ($155,584 not correct total amount without this cost?)
• Volunteers on this project.
• How is the township going to be compensated for volunteer labor? And who’s going to keep track of volunteers’ time? I.e. if framing-in, roof, siding cost is estimated at $16,800 and less time is needed to complete tasks because of volunteer labor, how is a new, lower cost figured?
• Does Township have insurance for volunteer labor – proof?
• Who are the subcontractors?
• Names of subcontractors and how were they selected?
• We request that subcontractor’s bids give a breakout of estimates as to labor and material costs separately.
• Is the General Contractor shown on the Cost Proposal sheet licensed, insured and bonded to build a Class C Commercial building? Does the Civil Engineer meet the same requirements?
• Chapter 13 Public works projects reads;
• Under MCL339.2011, a township may not engage in a public works project costing $15,000 or more, unless the plans and specifications for the project are prepared by a licensed architect or licensed professional engineer, the land is surveyed by a licensed land surveyor and the work is supervised by either a licensed architect or a licensed engineer.
• Furthermore, under MCL 129.201, if the public works project exceeds $50,000, the principal contractor is required to furnish both a performance bond and a payment bond to the township for the completion of the project in accordance with the plans and specifications and for the payment of all subcontractors, laborers and material suppliers.

• Old Building:
• What’s going to happen with the old building (if it’s so unsafe i.e. electrical, floor unsafe etc.)

• Missing from specs provide at 11/18/10 meeting
• Basement! Why no basement? (it’s the cheapest part of the building and overwhelming supported by the citizens at previous town hall meetings held about this type of building)

• Contract Document (acceptance of proposal) (from 11/18/10 meeting)
• Lien releases: What provisions are going to be made for release of liens conditional and unconditional, partial and full? (Partial Lien Release)
• What is the start date of the contract?
• What is the completion date of the contract?
• What is the payment schedule (how and when will monies be paid)?

• Floor Plan Document (from 11/18/10 meeting)
• Building size is 28 X 60 (1680 sq ft) is $92.61 sq ft to build at $155,584.
• Who decided on interior design?
• Floor – wood ceramic or vinyl tile?
• Walls – wood, woodwork, colors?
• Meeting room size: Is meeting room adequate for future use?
• Approximately 702 sq. ft. wall to wall - allocated to meeting space, including coffee area.
• Bathroom – Need a urinal in bathroom
• Building inspector will require two entrance/exit doors in the meeting room area.

• Side / End View Document (from 11/18/10 meeting)
• What color is exterior siding?
• Comments and suggestions about outside of building.
• Outside should blend with the land (not just tan)
• Landscaping on outside = what is design?
• Is rock on outside real rock? Real rock is a natural resource of this community and should be used.
• Roof – shingles or metal? If metal, is it seamless? (It should be seamless!)
• Entry door
• Why oriented on North side of building?
• This group of citizens would like to see a double door entry on the west side of building with a second (required) exit from the meeting room on north side of building?

• Site plan (from 11/18/10 meeting)
• Building orientation on lot
• Why is it located on the center lot (of 3 owned lots) and not on the North lot (to avoid sprawl)?
• This group of citizens would like to see the new building on the same lot as the old building (Would make 2^nd lot available for resale if township decided to sell it later)
• Why is the septic system not common use for both buildings?
• Do we need to upgrade our well pump? Previous building investigation showed that pump needed upgrading.

The township residents hope for answers to the above questions in writing.

Special Board Mtg...Nov. 18, 2010

All board members were present for this special board meeting, which mostly was called to review documents for a new building project. A building project? Wasn't that voted down by the majority of the voting populous of Elk Township, you ask. This is a valid question, but one which has not been answered by this board. In fact, not very many questions were answered at this special board meeting. The current supervisor, Linda VanDolsen, has made it abundantly clear that she does not answer to the people of Elk Township, she answers for them. The board dealt with many of their own questions, including the cost of the bid...only one bid, by the way...which was $155,584.
This amount is more than half of our current undesignated funds, and will leave less than one year of operating expenses in the budget.
This bid includes some things, but not everything for a turn-key operation:
It includes a "civil engineer" to draw up building plans, and oversee the project at $60/hour + mileage.
It includes earth moving by Tim Fischer.
It includes general contractor, Steve Riggs, and whatever subcontractors he decides to use.
It includes electrical by Bob Nalbach of Harper Lake Electric.
It includes framing, roofing, concrete, drywall, interior finishing, insulation, tiles for flooring, and siding.
It does not include extra parking, building excavation, a basement, a fire suppression system, underground electric service, well pump upgrade, a specification sheet for materials, a breakdown of labor vs. materials, or a urinal in the unisex bathroom.

The board spent plenty of time answering it's own questions with Steve Riggs, such as why this bid is $100,000 over that of board member John Fairbanks, who was investigating a slightly smaller building with mostly volunteer labor. Oh, wait, that question was not really ever answered, just some smoke blown about like, there was no labor cost involved in Fairbank's bid. So the public is left wondering are labor costs really $100,000 for a 28' x 60' building?

The public is left wondering many questions because the super, VanDolsen, informed the public at the special meeting that no questions would be answered at the meeting. If you wanted answers, you must submit questions to the board, and they would answer in writing at their leisure.

So, the questions of multiple bids... why will there be no multiple bids on such a large project?
budget... do we actually have the monies for such a large project?
how will the board recover from such a large investment... we will be left with less than one year of operating expenses, is this wise?
these questions have yet to be answered, oh, yes, they must be put in writing.
So, the public is left with the impression that the current board does not really care about what the public thinks is responsible governmental spending.

The super finished this part of the meeting, closing down public comment as soon as possible, with a request for a motion.
What she received was a motion by board member, John Fairbanks, to table such discussion (super wanted a vote to proceed with building plans) until after a public hearing in an open forum/ townhall style meeting. The super was quite willing to let this motion die for lack of a second, but she did her civic duty and asked for a second when prompted by the public. Arquette seconded the motion, and VanDolsen requested a roll call vote on the motion:
VanDolsen-NO
VanVleet-NO
Draper-YES
Arquette-YES
Fairbanks-YES
Motion passed 3-2 to have a public hearing in an open forum with question and answer time for the frustrated public.
The only other business to come before the board was a decision to purchase a new copy machine. Wonder if they got competitive bids?

Will try to keep you informed of the date of the hopefully upcoming public meeting, but it was overheard out of the super's mouth, that her calendar is too busy until after the holidays, so rest easy, we'll see...

November 2010

Proposed office bldg: Special Board Mtg. on Thursday, Nov. 18, 2010, at 2pm at the hall.
The board will review "Working Drawings" on the proposed office building.

Other business:
Toma Rd. grading done

Snowplowing with heavy equipment, 50.00 per hr. by Steve Riggs, approved.

Homestead Classification/Clairification:

Assessor charged to review list of businesses prepared by former CAC to see if revisions are needed. Report due by Feb. 2011 Board Mtg.

Board authorized $148.00 for new numbers and letters for event sign in front of hall.

"Neighborhood Watch" Mtg. scheduled for 11/30/10 at 6:30pm at Sauble Twp. Hall. People interested in setting up a neighborhood watch should attend.

Elk Township Historical Society...

Sonny Miller was introduced by Ann Chase (head of the Elk Twp Historical Society) to talk about the railroad history in and around Elk Twp/Lake County



Sonny proved to be a wealth of information and brought many artifacts and documents relative to the history of railroads...thanks for the info...and hopefully the historical society will be bringing us more speakers of like caliber.

A Pat on the Back...And a Kick in the Butt

Well, hopefully you have had a nice summer...like me! It's taken me all summer to get back in the swing of things...including this blog...so here goes:
Random thoughts, old & new, no order of importance:
Apparently the audit has been finished for Elk Twp, although there is no record of it on the michigan.gov website under lake county. (hmmm...maybe we've moved)
There will be a hazardous waste removal/pick up day on Oct 9th, down in Baldwin again for 2010, same place as 2009.
Elk Twp now has an historical society and will host an informational talk by Sonny Miller on the Railroad history of this area...Tuesday, Sept 21st.
Apparently Linda VanDolsen and Marilyn VanVleet comprise a subcommittee looking into building a new and bigger twp building...they asked for, and received, permission (by a vote this time) to request bid proposals from Steve Riggs (who will canvas local contractors)...there is NO floor plan as of yet, and there are NO parameters to be shared with the public...VanDolsen mentioned that they will be going off a previous floor plan drawn by Peterson "with the counter." (apparently that means a kitchen-type counter somewhere)
Granger Road project is going forward as planned.
A new twp hall furnace will go in this week.
Lighting was put in at Turner Rd & 11 Mile Rd.
The Citizen's Advisory Committee was disbanded by a vote of the board after turning in a detailed map of land usage for our township, hence the title, "A Pat on the Back...And a Kick in the Butt." They were thanked for their help on this and previous projects, but the board does not believe they can assist the board in any way in the future.
What do you think?????

June...The Good, The Bad, and The Ugly

The Good:
The Sauble/Elk/Eden Twps fire department continues to work tirelessly on behalf of the citizens of our township---
new fire truck coming soon
Fireman's Ball to be held at Skinner Park on Aug. 7th

The Cemetery Board continues to work hard on behalf of .... hmmm ... our township ... our peace of mind for those who have gone on before us---
a work crew was helpful in cleaning up the cemetery, tree trimming, chipping, clearing brush

The Citizen's Advisory Committe (CAC) continues to be active in and around the township doing work that the township officials would rather not be bothered to do---
completed a physical viewing of all roads around the township to assess signage and safety, and generated a report to the board detailing needs, wants, and issues

The Bad:

Numerous times during this meeting, the super made decisions unilaterally or without motions:
once during the CAC report, when a vote was asked for regarding coloring-in a land use map to be used in township planning, the super said just do it the "Norman Township" way.
Another time when a furnace, which was previously tabled, came up for discussion, the super called for a voice vote without the benefit of a motion and second for public records...this is the same furnace that the board received two bids on and decided not to do anything about because of the possibility of building a new office building.
One more time during discussion of a new Michigan regulation which requires the townships to sell permits for Michigan fireworks displays, the super expressed a desire to maintain a file for permits.
While this issue of proper procedure may seem banal and petty, it is actually a necessary part of an elected supervisory role-leadership which can be trusted to keep accurate township record of the ways and means of expenditures and processes.

The Ugly:
This administration has come to the conclusion that listening to the public is too difficult and will not net them the office building they desire in a timely manner. Therefore, according to some previously agreed upon but largely invisible dance step, the board wants to go back to "plan A": a $37,000/materials only, pole barn style building to house offices only. This board seems to feel that the township money is theirs to spend, and as long as they don't go over "budget," it doesn't matter what they do with that money; after all they know what is best for all of the citizens.
Some of the board's question/responses were as follows:
Arquette-"You're talking about building something that we don't even know who's going to build it."
Fairbanks-"This ain't brain surgery."
VanDolsen-"Working drawings are needed."
VanVleet-"I like the smaller plan."
Draper-"I am still concerned about volunteers...before you spend money how much is labor going to cost?"
Fairbanks-"I actually do think, once there's some activity out there...I can get some local boys to help."
(((hmmmm...just like they are NOT helping during trash clean up?????)))))
After discussion, Arquette made a motion to contact Mr. Peterson, a licensed engineer, for a working drawing. This motion was passed by the entire board.

May 11, 2010 Regularly Scheduled Mtg

Well, okay, this seems a bit boring and since I'm not getting any feedback, and may just be doing this blog for myself, I am taking it over...I hate boring, and it doesn't serve any purpose if people fall asleep while reading this, so I will only tell you what I think you want to know, or maybe just what I think I want you to know...
This month's meeting was attended by all board members in various forms and levels of involvement...the meeting didn't get heated until the end when Linda VanDolsen ended up swearing at Johnel Buckingham, but more on that later...

Nothing noteworthy until you get to the supervisor's report:

Apparently Milfoil (an aquatic pesky plant) was "more entrenched than we realized," so there will be another two treatments this summer using more 24D. The good news is that Sauble Twp has also established a SAD (special assessment district) which will generate more funds to be used for the eradication treatment on Big Bass Lake.

Other noteworthy happenings, under Old Business:

The Granger Road paving project will be put on hold until 3 owners who are negotiating possible sales and land splits can work out details for moving of easements in order for the road to avoid going through their living rooms, or something like that.

The BIG news is of course the Office Building Project which will be going forward although John Fairbanks is attempting to distance himself from the ballooning costs. His comments were, "This building is getting expensive," and "The reason I am pushing is because I want a museum here." He also mentioned, "This is too expensive for me to feel comfortable with," and "I'm open for suggestions."
Well, this current administration seems to be willing to listen to suggestions, but the same suggestions are not acted upon, nor investigated. The rest of the board's time was used in defending the plans that they favored regardless of the suggestions and concerns of the citizens.
Linda VanDolsen's comments were, "I prefer were we started...let's get us out of here (meaning the current building).
"I've listened to all the people, but I really feel it should be the board's decision on the size.
"We won't be adding on to a 100 year old building."
VanDolsen finally made a motion to revisit the smaller plan for just an office building with no public meeting space; revise floor plan to include a coffee area and offices; return to the 28 x 40 original size. Carol Draper seconded, and Marilyn VanVleet asked for a roll call vote.
Draper-Yes
VanVleet-Yes
VanDolsen-Yes
Arquette-Yes
Fairbanks-Abstain with reason given, "We asked the public for what they wanted, they wanted a bigger building, I think we should go with what they want."
Fairbanks went on to say that he, "Would beat the numbers up again (for 28 x 40)."
Fairbanks further mentioned he needs a legal description to orient the new building on the south side of the property.
Draper made motion to allow Fairbanks to take action to get extension on survey for the property and make if official; seconded, and approved.

In New Business, the board discussed and made motion to put a light on a pole at 8 Mile & Mac Rd for safety sake (especially since this is a school bus stop for multiple buses).

Resolution adopted to place millage language on ballot for fire department equipment. This would simply be a renewal for fire equipment, not additional millage. We voted to approve a renewal for fire operating millage in 2008, but this is a different existing millage for equipment.

The meeting ended roughly and raucously as citizens voiced concerns and questions regarding a new office building which would effectively benefit the three officers of the court. Voting and meetings would still need to be held in the ancient town hall, and no one is telling the total cost of the new building YET! The board has budgeted $90,000 for the project which would be a separate facility with offices and bathrooms only (maybe a conference room).
Again, keep in mind that the current budget allows for an actual income of $101,658, but the actual expenses (without the building fund) is $121,147....
so this is not a sustainable budget! We will run out of money unless expenses are brought in line with income without using savings.

What NOW...?...

Well, I am glad you asked...
Another non-publicly attended meeting...
This one was for discussion of a Proposed Office Building & Site Planning.
All board members present, but no one else.
The renovation of the current township hall was discussed as was the furnace installation.
John Fairbanks gave an overall design and cost estimate of some building plans, and authorization was given to consult with Mr. Peterson, Engineer, on an initial set of schematic drawings plus two elevations of a proposed building...and the deadline...May 7, 2010...happens to be the next regularly scheduled board meeting.

It may be noteworthy that $90,000 was designated in the 2010-2011 Budget for a Capital Outlay/ Building Fund...
This would be $90,000 of your hard earned dollars with no input from you whatsoever. This board seems to be operating on the understanding that they can spend anything within the checking, savings, and money market accounts without any oversight on the part of the tax payers. While this might be technically true and legally undertaken, this money was accrued over years and years of careful planning and frugal spending. Now this large chunk of change may be spent by 5 persons elected by you, and without your say-so. This is representative form of government gone bad...oops, that just my editorializing...isn't this how we got in debt with the federal government?

Anyway, The Mission Statement of the Proposed Development Plan for Elk Township Hall Site, for April 2010, reads as such...

• To preserve the historical significance of the site, maintain the site's existing natural character, and lay a sustainable foundation for future development
• To be as "green" as possible in the planning and execution of all projects through the choice of structure, building materials, fixtures, furnishings, and energy systems
• To revitalize and rededicate his site as the historical and cultural center for the community of Elk Township

Ain't that Sweet....

The Phases...
Phase 1

• Build a new office building that will house the Elk Township offices and records and provide a temporary meeting and polling place
• Construct the office building so that it can be easily and cost effectively added on to in the future

Phase 2

• Renovate and preserve the 97-year old Elk Township Hall once it is vacated
• Convert it to the Elk Township museum
• Properly preserve, archive, and display the township's historical records

Phase 3

• Construct an addition to the (new) office building as required by the future growth and needs of the township
  

And the Proposed Schedule...

• Phase 1 - 2010 Beginning May 2010
• Phase 2 - 2010-2011 Beginning October 2010
• Phase 3 - TBD (to be determined)

ok, wow, that is aggressive....considering that the current budget allows for an actual income of $101,658, but the actual expenses (without the building fund) is $121,147....
so this doesn't look like a sustainable budget! We will run out of money unless expenses are brought in line with income without using savings. Just my thoughts, let me know what you think!

Wow, We Are Behind...

ANNUAL MEETING(s), March 27th, were actually short meetings mostly because the time was changed and people missed the meeting(s)....
interesting facets of the meeting(s) were...

There were two meetings at one time...
The first being an Annual Budget Hearing, where...
Raises happened for Super of $1,000/ year, and $20./mtg for the two trustees....

? when did the board issue a Salary Resolution which is required by law to change Board Salaries?
Oh, that came at a Budget Hearing which was not attended by GQ Public.

The second meeting was the Annual, Annual Meeting where nothing noteworthy happened because it had all happened at the previous meeting.

Now why do I sound slightly sarcastic?
Well, that is probably due to the fact that I was one of those persons who got the time wrong, thus missing both meetings, but it is also due to the idea of the current board sharing information only via the great white sign out front of the township hall. Only if you pass by on the correct days, or have another avenue of connection, can you keep abreast of what the current township board is up to. That makes it imperative for taxpayers who would like to be in the know, to work harder at staying informed of things that are happening in their township.
That means YOU!

Open Forum Meeting on Potential New Office Building

This meeting was in a different format than usual township meetings which are comprised of the township board doing business of the township in front of the members of the township. In this town hall style meeting, emphasis was on hearing and responding to the township citizens as equals for the betterment of the community. Despite having had little forewarning (the notice was in the Lake County Star only days before the Saturday meeting), there were roughly 20 citizens present and the full board. After the pledge of allegiance, John Fairbanks spoke for awhile on his vision for a new township building. In his words, he would like to "build something low key, subdued, blends into the woods...my building that I've designed is post and beam construction...with a 6 inch concrete slab with hydronics" for a heated floor. The idea is to build something small and affordable, preferably under $50,000 so a licensed engineer would simply be able to stamp architectural drawings instead of overseeing the entire project. Fairbanks also spoke of the history of our area and the fact that our current township hall will be 100 years old in three more years. After Fairbanks spoke, Linda VanDolsen added her thoughts that the project would "probably be under $50,000...but nothing is cut in stone." There were many ideas spoken of by citizens, and many questions raised.
Some ideas involved adding on to the current structure vs. building a separate building and trying to get grants to renovate the current township hall as an historical museum. Other thoughts were to build a bigger structure to benefit the entire community with the idea of renting out the new facility for family get togethers or weddings and funerals. It was pointed out that these accumulated monies were generated and saved through many years of frugality, and we hope to see a good return that everyone can be proud of and benefit from its usage. Later talk turned to doing the work desired in phases on a pay as you go basis. It was remembered that the previous building plans which people voted down included phase options but it was determined that it cost more overall to do a project in phases. Other concerns were for how big of a building is actually needed and how many people should be accommodated. Only one bathroom is included in the new building plan, and no kitchen facilities are provided. The long and short of the meeting was that people would like to see something affordable built, but within a reasonable budget, and that they would like to have input and say-so. Suggestions for another survey to be filled out by citizens was dubiously regarded by VanDolsen, but the general feel in the community is for more informative meetings. I would love to hear your feedback and ideas...

Remember the Annual Meeting next Saturday, March 27th at 2pm!!! Stay informed and involved.

March 9, 2010

SPECIAL MEETING PLANNED FOR PROPOSED OFFICE BUILDING-MARCH 20, 2010 @ 10am @ TOWNSHIP HALL

March 9, 2010

Pledge began at 7 pm with all board members present.

Minutes for February approved with corrections.

Reports:

Treasurer’s Report by C. Draper showed 195 parcel paid for the Bass Lake SAD out of 207 total parcels.

Assessor’s report: None

Clerk’s report: None

Commissioner’s report: None

Cemetery report: None

Fire Board report by Marilyn Zdebski showed 47 runs/year as of Feb 16th; there will be an Easter egg hunt on April 3rd at Skinner Park in Irons at 11am; we now have two CPR certified instructors; the new assistant chief is Greg Bombich who comes to the area with great experience in fire fighting; and there is a fire board meeting every month on the third Tues at Station 1, Bass Lake.

Citizens Advisory Committee report by L. Fitz: Feb 15th mtg was canceled due to lack of quorum, but the March 1st mtg continued work on a land use map; next mtg will be March 15th at 2pm.

Supervisor report: none

Correspondence: none

Public comment:

Marilyn Zdebski found Chris Bunch to be very informative concerning brownfield management.

Jane Drake from Fremont informed the citizens she is running for State Rep 100th District (Geoff Hansen's seat)

Under Old Biz:

Jay, super of Lake County Road Commission stated Elk twp portion of paving Granger Rd would be $105,644.40, and VanDolsen asked board if they wanted to proceed with the project. VanVleet made a motion to sign the contract with the road commission with 50% up front and 50% after paving is completed, after discussion VanVleet tabled the motion, then after more discussion VanVleet untabled the motion and Fairbanks seconded, and vote passed to go forward with a contract.

Under New Biz:

1 Poverty Exemption Resolution for 2010-2011

Draper made motion to accept as written (with Elk twp citizens complying with federal guidelines with exemptions for 1 vehicle and principle home), Arquette seconded, and motion passed.

2 USDA presentation on grants/loans-Sept 30th is deadline for stimulus $$$, and there is $ available for low income households for necessary repairs.

3 Proposed Rustic Sportsman's Cabin Ordinance-Lake county has adopted such ordinance for more uniformity including sanitary codes and better structural integrity, maximum square footage is 400 feet.

4 Salary resolution for trustees at the annual mtg (March 27th, 2pm)-tabled.

5 Midget Lake homeowners 911 concerns-Tom Elenbaas, fire chief, detailed 3 problems with Midget Lake area: there is already a Twin Lake rd down in Sauble twp, both directions from the T are labeled as W. Twin Lake Dr, this direction becomes confusing when searching for homes during an emergency)-Solutions: rename one or all of W. Twin Lake Dr, or put up a sign at T detailing which numbers go which way. VanDolsen will give such info to equalization.

6 Resolution for Poicy & Procedures of twp administration-Draper made motion to accept resolution, Arquette seconded, and motion passed (Elk Twp will be audited this year).

Public Comment:

Jackie McKellar requested to go to equalization, VanDolsen responded she wouldn't be going down, but she will talk to property owners at Midget Lake concerning problems with signage on their road.

V. Gates requested a notice published in the paper for the March 20th discussion of proposed office building and site planning, VanDolsen said it would be in the paper this week (incidentally, this notice was not in the paper until the following week which was only two days before said meeting).

Motion to adjourn was seconded, and passed at 8:10pm.

February 9, 2010

SPECIAL MEETING PLANNED FOR PROPOSED OFFICE BUILDING-MARCH 20, 2010 @ 10am @ TOWNSHIP HALL

February 9, 2010

Pledge began at 7 pm with all board members present.

Minutes for January approved with corrections.

Reports:

Treasurer’s Report by C. Draper showed a complete township balance of $360,899.21

Assessor’s report: None

Clerk’s report: None although M. VanVleet mentioned applications were available for election workers.

Commissioner’s report: None

Cemetery report: None

Fire Board report by fire chief, Tom Elenbaas: 18 runs for the year including one house fire; all 7 fire dept trucks are available for service; Eden twp has agreed to host the annual Easter egg hunt; a new cadet program has begun for 16-18 year olds.

Citizens Advisory Committee report by L. Fitz: Jan. 18^th meeting was cancelled due to lack of quorum, but planning continued at the Feb 1^st meeting, and next meeting will be on Feb 15th at 2pm.

Supervisor report by L. VanDolsen: about road brining, seems the county has its own brine tank and last summer one tank was down for repairs to a pump, so brining was sketchy; Elk twp may request full brining but the first brine will always be a spot brine.

ORV letter sent to the county to remain the same for Elk.

Midget Lake complimented the board on the hearing for their SAD.

Correspondence: letter from Heritage LLC for crop dusting for gypsy moths (set aside)

Letter from Bob Englebrecht to Lake County Equalization containing a list of properties not included in 911 because there are outbuildings but no permanent residents.

Public comment:

Jackie McKellar requested the list from Bob Englebrecht that he sent to the equalization dept (L. VanDolsen will look into it).

Under Old Biz:

1 MTA seminar which J. Fairbanks & V. Gates attended was very professional and informational, it was concluded by both that the board must have priorities for projects before grants are pursued.

2 Granger Road project-discussion about seal coat prices fluctuating, no contract because of this.

3 Proposed Office Building-special meeting set for input from citizens, March 20^th at 10 am at township hall.

Under New Biz:

1 Assessor’s contract-same dollar amount as last two years.

F. Arquette made motion to accept the assessor’s contract for another two years, seconded and passed unanimously ($23,500 for May ’10 – April ’12)

2 Lake County Broadband initiative-Paul Bigford from Sweetwater twp is spearheading this initiative and has asked twps to sign a non-binding letter of interest.

C. Draper made a motion to fill out the letter of interest, passed.

3 July 10^th annual trash day with J & S services.

J. Fairbanks made a motion to accept this contract, passed.

Public Comment:

Suggestion to publicize the proposed office building meeting on March 20^th, L. VanDolsen said she would put it in the Star and/or the Bulletin Board News.

Suggestion to have a curbside pickup for trash was dismissed due to cost.

Motion to adjourn was seconded, and passed at 8:07pm.

January 12,2010

BUILDING PLANS CONTINUE....
January 12, 2010

Pledge began at 7 pm with all board members present.
Minutes for Dec. 8th approved.

Reports:
Treasurer’s Report by C. Draper showed a complete township balance of $340,240.71.
Assessor’s report by Bob Englebrecht mentioned that our tax base is decreasing.
Clerk’s report: None
Commissioner’s report by P. Maiville, nothing noteworthy.
Cemetery report: None
Fire Board report by M. Zdebski: None.
Citizens Advisory Committee report by L. Fitz:
This committee has been meeting to discuss board directives, and next meeting will be held at the town hall on Jan. 18, 2010 at 2pm
Supervisor report by L. VanDolsen, nothing noteworthy.
Correspondence: None

Public comment:
Johnel Buckingham read a letter of concern regarding new building plans.

Under Old Biz:
1 The bid for furnace installation was awarded to Jack VanMannen Heating.
2 Land use objectives were approved as written by the CAC
3 Proposed Office Building-it was moved and supported that Mr. Peterson, a licensed engineer be retained for $60/hr to produce building plans, not to exceed 9% of cost of the building. There was some discussion by the board concerning a special meeting of the public to get input for or against a new building, but no date was set. (hmmmm....)

Under New Biz:
1 ORV ordinance-no change for Elk
2 PeachTree software update approved for $250
3 Election scanner for ballots approved for $271
4 MTA seminar and instruction for new Board of Review member approved
5 Official transfer of documents to the township clerk
6 MTA grant seminar approved for one board member (J. Fairbanks) and one CAC member

Public Comment-None

Motion to adjourn was seconded, and passed at 8:43pm.

Extras:
Budget meeting by the board on Jan. 14, 2010
Midget Lake SAD meeting set for Jan. 16, 2010 at 10am
Brownsfield grant meeting at Elk on Jan. 19, 2010 at 6:30pm