PRESQUE ISLE TOWNSHIP BOARD OF TRUSTEES
MINUTES OF THE SPECIAL MEETING
held June 28th, 2010

Supervisor Patrick Pokorski called the meeting to order at 5:15 pm.

The Pledge of Allegiance was recited.

Members Present: Supervisor Patrick Pokorski, Treasurer Bette Tadajewski, Clerk Karen Fournier, Trustee Cynthia Paavola, and Trustee Lynn Morrison.

Audience: Office Staff Erika Comerford, Clayton Peters, Attila & Sharon Paltelky, Dan Rivard, Debbie Trelfa, Ken Horn, Sharon Jacobs, Susan Brooks, Gene Campbell, Jeff Lewis, and three men at large.

2010-2011 Presque Isle Township Budget: B. Tadajewski had written year-to-date figures next to each of the proposed amounts for the budget to give an idea of where we ended up. Adjustments were discussed. P. Pokorski addressed the recommendation of the zoning administrator to increase the zoning budget by $6,000 to cover legal fees. Members agreed to take the additional amount from Capital Improvements. P. Pokorski provided a detailed breakdown of the $5,000 cemetery budget. Members had agreed to adjust the payroll administrators proposed budget from $2,500 to $2,000. Members also agreed to change the rate of pay for special meetings to that of the current per diem rates of $50/$100/$125 across all boards. C. Paavola asked about the decrease in the Planning Commission budget. K. Fournier explained that they did not need to budget as much for the consultant this year since the 5-Year Parks and Rec. Plan update is complete. C. Paavola also asked for clarification regarding the Parks and Rec. and Recreation and Culture budgets. It was explained that the budget for Parks and Rec. has increased to reflect a full year of wages plus training. It was also clarified that Recreation and Culture is a transfer out of the Capital Projects Fund to the Rec Long Range Fund which is done annually. There was also discussion regarding the office supplies budget which was over last year. It was agreed to decrease the membership/fees/dues budget and the capital outlay budget to increase the office supplies budget.

K. Fournier informed of a transfer that needed to be made in order to balance the 2009-2010 fiscal budget. The Supervisors budget was set at $17,000 and a total of $19,075.88 was expended. B. Tadajewski made a motion, in order to balance, to transfer $2,075.88 into the Supervisors budget from the Roads fund, and to only transfer $12,924.12 rather than $15,000 to Roads. C. Paavola seconded the motion. A roll call vote was taken. All ayes; motion carried. The 2009-2010 fiscal year budget was balanced. Upon confirming review of amendments, K. Fournier made a motion to accept the 2010-2011 budget as amended and shown below. L. Morrison seconded the motion. A roll call vote was taken. All ayes; motion carried.

EXPENDITURES

Township Board	$38,000
Supervisor	$18,400
Clerk	$29,000
Treasurer	$33,030
Assessor	$28,500
Zoning	$20,000
Office Staff	$15,000
Payroll Administrator	$ 2,000
Buildings and Grounds	$21,000
Cemetery	$ 5,000
Roads	$15,000
Street Lights	$ 4,000
Library	$ 1,000
Insurance and Bonds	$13,780
Office Improvements	$ 1,000
Election	$ 3,500
Liquor Inspector	$ 600
CDM Assessing	$ 2,400
Recreation and Culture	$ 5,000
Planning Commission	$23,000
Parks and Recreation Commission	$12,480
Board of Review	$ 3,700
Capital Improvements	$14,369
Hardware and Tech Support	$ 5,000
Cemetery Improvements	$ 0
Total	$314,759

INCOME

Property Tax- Current	$138,000
Delinquent Property Tax	$ 10,000
Administration Fee-Winter	$ 30,000
Administration Fee-Summer	$ 16,000
Summer Tax Collection	$ 12,800
Tax Penalties	$ 1,600
Misc. Fees	$ 500
State Revenue Sharing	$102,609
Liquor	$ 650
Swamp and Grass Tax	$ 600
Interest	$ 700
Rent	$ 500
Zoning Violation Penalties/Permit Fees	$ 800
Appropriation Money Fund balance Total	$314,759

Presque Isle Township Proposed Salaries/Wages for 2010-2011: The proposed wages were discussed and presented. Members agreed that figures would remain the same as the previous year. K. Fournier made a motion to accept the salaries and wages proposal for the 2010-2011 fiscal year and adopt the foregoing resolutions stated below; Second by L. Morrison. A roll call vote was taken; all ayes. Motion carried.

RESOLVED, Presque Isle Township, not having conducting an annual meeting of electors, the Supervisor's salary for the 2010-2011 fiscal year shall be $12,125.00 plus per diem for attendance at any additional meeting/class/seminar which is not a Township Board meeting at a rate of $125.00 for out of town meetings; $100.00 for those in town but more than four hours; and $50.00 for those less than four hours.

RESOLVED, Presque Isle Township, not having conducted an annual meeting of electors, the Clerk's salary for the 2010-2011 fiscal year shall be $13,125.00 plus per diem for any additional meeting/class/seminar which is not a Township Board meeting at a rate of $125.00 for out of town meetings; $100.00 for those in town but more than four hours; and $50.00 for those less than four hours.

RESOLVED, Presque Isle Township, not having conducted an annual meeting of electors, the Treasurer's salary for the 2010-2011 fiscal year shall be $17,085.00 plus per diem for any additional meeting/class/seminar which is not a Township Board meeting at a rate of $125.00 for out of town meetings; $100.00 for those in town but more than four hours; and $50.00 for those less than four hours.

RESOLVED, Presque Isle Township, not having conducted an annual meeting of electors, the Trustee's salary for the 2010-2011 fiscal year shall be $660.00, and the Trustees shall also be entitled for the 2010-2011 fiscal year, a per diem for each Township Board meeting attended by the Trustee of $80.00 per meeting, and for any special meeting/class/seminar which is not a Township Board meeting, a rate of $125.00 for out of town meetings; $100.00 for those in town but more than four hours; and $50.00 for those less than four hours.

Mileage Rate: The board discussed the mileage rate. K. Fournier made a motion to keep the mileage reimbursement rate at the current $.505 per mile. Second by L. Morrison A roll call vote was taken. All ayes, motion carried.

2010-2011 Breakdown of Wages: K. Fournier discussed the breakdown of wages. Members agreed that they are to remain the same as last year which were as shown below:

Supervisor	$12,125.00
Clerk	$13,125.00
Treasurer	$12,125.00
Trustee per year plus $80 per regular board meeting	$660.00
Trustee per year plus $80 per regular board meeting	$660.00
Plus per diem at a rate of: $125.00 for out of town meetings, $100.00 for additional meetings more than four hours that are not Township Board meetings, $50.00 for any outside meetings less than four hours.
Assessor per year	$23,386.36
Zoning Administrator per year	$7354.20
Deputy Zoning Administrator per duty day	$100.00
Liquor Inspector per year	$600.00
Sexton per year	$1,400.00
Hall Custodian per month not to exceed	$500.00
Hall Manager per year	$1,400.00
Payroll Administrator	2,000.00
Deputy Supervisor/Clerk/Treasurer not to exceed per hr	$10.00
Office Staff not to exceed per hr	$13.00
Summer Tax Collection	$4,960.00
Planning Commission Chairman per regular meeting	$125.00
Planning Commission Secretary per regular meeting	$90.00
-$100 when taking and preparing minutes
Planning Commission Member per regular meeting	$90.00
Zoning Board Chairman per meeting	$90.00
Zoning Board Secretary per regular meeting	$80.00
-$90 when taking and preparing minutes
Zoning Board Member per regular meeting	$80.00
Board of Review per day on Statutory Hearing days	$125.00
-per day on Organization Meeting days	$25.00
Election Workers per hour	$9.00
Election Chairman per election in addition to hourly	$50.00
Election Ballot Currier per election	$30.00
Township Board Appointments:
Planning Commission (12 per year)	$1,200.00
Park and Recreation Committee (12 per year)	$1,200.00
Zoning Board of Appeals (4 per year)	$400.00

K. Fournier made a motion to adopt the 2010-2011 salaries and wages. Second by L. Morrison. A roll call vote was taken, all ayes. Motion carried.

FISCAL YEAR RESOLUTIONS

Depository: Moved by K. Fournier, second by C. Paavola to adopt the following resolution:

RESOLVED, that Township funds be deposited in any federally insured institution either in Presque Isle County or Alpena County, in such amounts and upon such terms as may be decided by the Treasurer, but so that the township has sufficient ready funds available to meet obligations as they come due. Roll call vote: Ayes-P. Pokorski, C. Paavola, L, Morrison, K, Fournier, and B. Tadajewski. Nays- none. Motion carried; resolution adopted.

Regular Meeting Date: Moved by K. Fournier, second B. Tadajewski to adopt the following resolution:

RESOLVED, that all meetings of the Presque Isle Township Board shall be conducted pursuant to the procedures of Roberts Rules of Order, as interpreted or modified by the Chair, and for the date and time to remain as the second Monday of each month at 7:00 p.m.. Roll call vote: Ayes- P. Pokorski, C. Paavola, L, Morrison, K, Fournier, and B. Tadajewski. Nays- none. Motion carried, resolution adopted.

Township Attorney: Moved by K. Fournier, second by L. Morrison, to retain the law firm of Gillard, Bauer, Mazrum, Florip, Smigelski & Gulden et al by adopting the following resolution:

RESOLVED, that the Township appoint the law firm of Gillard, Bauer, Mazrum, Florip, Smigelski & Gulden as Township legal counsel and the Supervisor and Clerk are authorized to execute a retainer agreement of even date herewith. Roll call vote: Ayes-P. Pokorski, C. Paavola, L, Morrison, K, Fournier, and B. Tadajewski. Nays- none. Motion carried; resolution adopted.

Township Auditor: Moved by K. Fournier, second by C. Paavola to retain the firm of Straley, Isley & Lamp as the Township auditor by adopting the following resolution:

RESOLVED, that the Township appoint Straley, Isley, & Lamp as the Township auditing firm. Roll call vote: Ayes- P. Pokorski, C. Paavola, L, Morrison, K, Fournier, and B. Tadajewski. Nays- none. Motion carried; resolution adopted.

If necessary, the Board will balance out the 2009-2010 fiscal year accounts/funds at the July meeting.

Fire Department Budgets: P. Pokorski signed the contract for the East Grand Lake Volunteer Fire Department for 2010-2011.

Special Meeting Rate of Pay: L. Morrison made a motion to change the rate of pay for special meetings to match the per diem rate of $125.00 for out of town meetings, $100.00 for additional meetings more than four hours that are not Township Board meetings, and $50.00 for any outside meetings less than four hours for all committees all across the board. C. Paavola seconded the motion. A roll call vote was taken. All ayes; motion carried.

Maintenance Bills: P. Pokorski stated that he has concluded that the recent situation regarding the accumulated bills was due to lack of policies and procedures, and from miscommunication. He also informed that MTA has published a new handbook of policies and procedures which comes with a CD of blank templates. K. Fournier is attending the MTA seminar for policies and procedures tomorrow, and the purchase of one handbook has already been approved. He added that in order to be effective in getting policies and procedures created, we need to commit to getting it done. He suggested ad hoc committees, as well as the purchase of additional handbooks for committees to be able to reference. P. Pokorski made the motion for the Township to purchase two additional MTA policy and procedure handbooks at the cost of $35.00 each. K. Fournier seconded the motion. A roll call vote was taken. All ayes; motion carried. Members discussed ideas on how to set up ad-hoc committees. It was agreed that they should meet twice per month, and that the Parks and Rec chair as well as the Planning Commission chair should be on at least one of the committees, while all of them should be open to the rest of the Board members for input and/or participation. There was also discussion regarding how to oversee the work to ensure consistency. P. Pokorski expressed his desire to be a part of each of them for that purpose. K. Fournier agreed, and felt that all Township Board members should have access to all committees. L. Morrison made a motion to form three (3) ad-hoc committees to work on developing township policies and procedures, and for them to report back to the Board at each monthly Board meeting with progress reports. C. Paavola seconded the motion. A roll call vote was taken. All ayes; motion carried.
C. Peters organized the maintenance bills submitted at last month's meeting. He assigned work order #'s for projects, and itemized/organized receipts for each of the $2,000 and $3,000 projects that had previously been approved. He also apologized, and stated that he misunderstood the Board's intentions as to what he was able to ask Gene Campbell to do. He asked for clarification as to whether he was to be an "on-call" maintenance person, or if he was a "full-time" employee of the township who is available to work as he (Clayton) sees fit/necessary. Following discussion, the Board agreed that he is contracted on a per project basis. As projects are submitted and approved, he can work as approved. Upon review of the submitted work orders, K. Fournier made a motion to approve $2,002.34 for purchases of material, fuel, and labor plus $103.02 for mileage reimbursement for Gene Campbell through June 7, 2010. C. Paavola seconded the motion. A roll call vote was taken. All ayes; motion carried. L. Morrison apologized to G. Campbell, on behalf of the Board, for the misunderstanding, and thanked him for his good work. C. Peters also turned in a receipt from Ron Urban. The expenditure had already been approved, but the receipt was never turned in. Following review of additional submissions and breakdowns, K. Fournier made a motion to pay Mark Walker $160.00 for work done for bat control, which is part of the $250 that had been approved by Parks and Rec. (but not submitted to the Board), and to pay the $20.36 excess amount that was expended on the previously approved $2,000 project. L. Morrison seconded the motion. A roll call vote was taken. All ayes; motion carried.
P. Pokorski handed in work orders for work done at the cemetery. The total of all three (3) work orders was $546.00 which included mowing. C. Paavola made a motion to approve payment of the three work orders in the amount of $546.00. L. Morrison seconded the motion. A roll call vote was taken. All ayes; motion carried.
C. Peters requested approval for $245.00 to cover the cost of the chipper for tomorrow. They hope to have the rest of the areas cleaned up for the 4th. K. Fournier made a motion to approve $245.00 for chipper rental. C. Paavola seconded. A roll call vote was taken. All ayes; motion carried. C. Peters submitted the list of July projects and requested Board approval. The list was to also be presented to Parks and Rec. following this meeting. The total of all projects for July came to $3,911.00 which included labor. K. Fournier made a motion to approve $3,911.00 for July projects at the parks. C. Paavola seconded the motion. A roll call vote was taken. All ayes; motion carried.

Resignations: P. Pokorski had contacted MTA regarding the issue, and it was stated if no policy in regards to resignations is in place, then ruling reverts to statute, which states that resignations must be submitted to the Board, and a motion and support must be carried in order for the resignation to be accepted. It was concluded that since no motion to accept the resignation was ever made, C. Peters had never been officially resigned. K. Fournier added that she will pay him for the last meeting attended. It was also suggested that this point be addressed in the new policies and procedures.

Donajkowski Memorial: C. Peters reported that he has met with Mr. Donajkowski and his daughter. They have selected a location for the bench; it has been purchased, and the concrete slab and plaque will also be at no cost to the township. Approval is needed from the Board to place the bench on the property of the Old Lighthouse near the bell, looking out towards the water. L. Morrison made a motion to accept their proposed position for placement of the bench and concrete pad at no cost to the Township. C. Paavola seconded. A roll call vote was taken. All ayes; motion carried. It was informed that Parks and Rec is working on designating additional locations for memorials if it becomes requested again in the future.

Fireworks: Jeff Lewis gave a report on the status of the fireworks. It was confirmed that payment had been approved. He submitted a list of who was going to be involved in the shoot. The fireworks will be delivered on Friday, and he provided the location of where they will be stored. They will be setting up at 10:00 am on Saturday, and prepping for the shoot at 7:00 pm. He also stated that the ambulance driver will need a key to the gate since it will be locked prior to the shoot. C. Peters agreed to provide a key to the ambulance driver. J. Lewis will also provide a list of all the volunteers to have on file.

Other: D. Rivard presented proposed Budget Reimbursement Rules for Board members to review or reference. K. Fournier stated that she will be on vacation throughout most of the month of July starting on the 8th and requested that everyone get their pay sheets in early so that she can do payroll before she leaves. D. Trelfa stated she had been approached by private individuals who asked to spread fertilizer down at the cemetery. It would be paid for and spread by volunteers, and would be of no cost to the Township. She also asked whether G. Campbell was to be cutting the grass as needed or on a scheduled basis. P. Pokorski responded that it has yet to be determined. K. Fournier made a motion to allow for the spreading of fertilizer at the cemetery at no cost to the Township. C. Paavola seconded the motion. All ayes; motion carried.

Adjournment: With no other business to discuss, the meeting was adjourned at 6:47 p.m. The next regular Township Board meeting is scheduled for July 12th at 7:00 p.m.

Minutes submitted by: Erika M. Comerford, Presque Isle Township Office Staff