PENTLAND TOWNSHIP

REGULAR MEETING

AGENDA

NOVEMBER 10, 2015

Call to Order and Roll Call

Changes to the Agenda

Brief Public Comment

Approval of Minutes

Regular meeting of October 13, 2015

Approval of Bills

Treasurer’s Report

New Business:

Old Business:

Wastewater agreement with the Village

County Club assessment - proceeding to Michigan Tax Tribunal

Vacancy on Tahquamenon Area Recreation Authority board

Future Hall Bookings

Liquor Inspection Reports

Water and Sewer Update

Open for Other Reports

Communications

Extended Public Comment

Next Regular Meeting

Adjournment

PENTLAND TOWNSHIP

REGULAR MEETING

October 13, 2015

Page 1 of 3 October 13, 2015

Tonight’s meeting was held at the Pentland Township Hall: 15474 M-28, Newberry, MI 49868.

The meeting was called to order at 7:00 pm by Supervisor Janet Maki.

Board members present: Jean Foley, Martin Lehto, Janet Maki, Gregory Rathje, and

August Walker. Absent: none.

Also present: Mike Richards, Utilities Superintendent and Christine Rathje.

The Board added several items to the agenda under new business: liquor fund enforcement

payments, payment of the sewer treatment bills, and a discussion about several of the township’s

Certificates of Deposit (CD)

There was no brief public comment.

Clerk Rathje presented the minutes of the September 8, 2015, regular meeting.

Motion by Walker, seconded by Lehto, to approve the minutes as amended. Ayes: All. Motion

carried.

The bills were presented by Clerk Rathje.

Motion by Lehto, seconded by Walker, to approve the following five items in one motion:

1. General Fund check number 1872; Sewer Fund check number 5034, and Water Fund

check number 6034, per Pentland Township’s “Post Audit” policy.

2. General Fund check numbers 1873 through 1906, and EFT03 for payment today.

3. Sewer Fund check numbers 5035 and 5036 for payments approved today.

4. Water Fund check number 6035 for payments approved today.

5. Transfer $38,178.12 from First National Bank of St. Ignace’s Municipal Account to the

Checking Account.

The vote on all of the above items - Ayes: All. Motion carried.

As part of the discussion on this item, Clerk Rathje thanked the Board for last month’s motion

giving himself and Treasurer Foley permission (for that monthly only) more latitude in the

payment of any bills that would have arrived after the September meeting. It turns out however,

there were not any bills to be paid were outside of the township’s routine “post audit” policy.

The Treasurer’s Report was read by Treasurer Foley. Motion by Lehto, seconded by Walker, to

receive the Treasurer’s Report. Ayes: all. Motion carried.

The Board then moved on to new business.

Page 2 of 3 October 13, 2015

Clerk Rathje informed the Board that we received our annual payment from the State for liquor

enforcement. After a brief discussion, the Board moved to vote.

Motion by Lehto, seconded by Rathje, to pay the Luce County Sheriff’s Department the Liquor

Enforcement funds the Township recently received in exchange for the Sheriff’s Department

continuing to do our Township’s required liquor inspections. Ayes: all. Motion carried.

The Board then turned to a discussion about several Certificate of Deposit (CD).

Clark Rathje and Treasurer Foley reported they re-invested the Water Fund CD for $41,708 per

the Board’s wishes last month. It is now a three-year CD, and the interest from the CD will go

into the Water Fund annually as revenue from the General Fund to the Water Fund.

The Board then discussed a CD in the General Fund for $31,000 that was set aside for

unforeseen expenses. This CD matures tomorrow.

Motion by Rathje, seconded by Lehto, to re-invest the General Fund Certificate of Deposit for

$31,000 for a three-year term, and to have the interest be re-invested back into the CD itself.

Ayes: all. Motion carried.

The Board then moved on to old business.

Clerk Rathje reported to the Board his meeting with Charlie Cleaver, the Newberry Village

Manager. We finally received the quarterly bills for sewer treatment that were considerably late

from the Village.

There was a discussion about paying these bills – while we have the funds to pay these bills, and

it makes good sense to pay them to bring our account current with the Village (now that we have

the bills in hand to pay them), there was a question if there were any legal reason to not pay them

in light of the Village’s torpor in the creation of these bills and their inaction on the sewer

agreement.

Motion by Rathje, seconded by Lehto, to pay the first and second quarter sewer treatment bills to

the Village of Newberry if the Clerk, Treasurer, and our attorney concur in doing so. Ayes: all.

Motion carried.

We also received the Village’s reply to our proposed sewer agreement from January of this year.

That reply will be forwarded to our attorney for his counsel.

Clerk Rathje also informed the Board that the Village, according to Mr. Cleaver, just raised their

sewer rates for residential customers by 38% to help pay the cost for the long-needed repairs to

the sewer treatment plant. A hike this large for their own residents bodes ill for our township as

we negotiate our rates.

The Board had a brief discussion about Newberry Country Club’s appeal to the Michigan Tax

Tribunal. Clerk Rathje reported that, per the Board’s direction last month, he contacted attorney

Craig Rolfe to ask him to represent us in this matter. Mr. Rolfe is gathering the necessary

information to move forward on this case.

Page 3 of 3 October 13, 2015

The Board had another discussion about the vacancy on the Tahquamenon Area Recreation

Authority (TARA). Supervisor Maki held the township’s seat on that board until she resigned

from TARA this summer.

There was consensus to revisit this topic next month in the hopes that someone can be found to

serve on behalf of the residents of Pentland Township.

The Board then turned its attention to the township hall.

Clerk Rathje and Treasurer Foley reported they had been working on the hall rental agreement.

They expect a final draft will be ready next month for the Board to review.

There was a discussion about what projects are left to be done at the hall before winter arrives. It

was the sense of the Board that with winter approaching, the township was done with major

projects at the township hall for the moment.

Treasurer Foley reported several upcoming bookings at the township hall in the Fall.

Clerk Rathje reported the township received a set of liquor inspection reports from the Sheriff’s

department for the month of September. This was the second time in a row.

Mike Richards gave his monthly utility report. Repairs are almost done on the various systems

damaged by the July lightning strike. In fact, the last part needed to complete the repairs arrived

today. Clerk Rathje and Mr. Richards will submit a list of the damage and repairs to the

insurance company once this last repair is done.

Aside from the remaining damage from the lightning strike, the township’s water and sewer

systems continue to be in generally good shape.

Clerk Rathje shared several items of correspondence with the Board.

Supervisor Maki told the Board she received information on a grant to help pay for the removal

of tires. To the best of her knowledge however, there was no need for this grant in our township.

The next regular meeting of the township board is scheduled for Tuesday, November 10, 2015,

at 7:00 pm at the Pentland Township Hall.

Motion by Lehto, seconded by Maki, to adjourn the meeting. Ayes: All. Motion carried.

The meeting adjourned at 7:36 pm.

____________________________ ____________________________

Gregory Rathje Janet Maki

Pentland Township Clerk Pentland Township Supervisor

CHECK #PAYEE AMOUNT DESCRIPTION

General Fund checks paid ahead of time: (legally known as "post audit" payments)None this month!

Total ‐$ ‐$ ‐$ ‐$ ‐$

General Fund checks to be paid today:Payroll:1907 Deborah Burbach 1,352.07$ Office Assistant 270.41$ 540.83$ 540.83$ 1908 David Carmody 142.83$ Deputy Clerk 142.83$ ‐$ ‐$ 1909 Jean Foley 585.71$ Treasurer 585.71$ ‐$ ‐$ 1910 Martin Lehto 302.29$ Trustee & Property 302.29$ ‐$ ‐$ 1911 Janet Maki 1,815.32$ Supervisor & Assessor 1,815.32$ ‐$ ‐$ 1912 Gregory Rathje 887.49$ Clerk 727.74$ ‐$ 159.75$ 1913 Michael Richards 2,839.08$ Utilities Supervisor ‐$ 709.77$ 2,129.31$ 1914 Larry Sieggreen 185.47$ Labor ‐ Utilities ‐$ 92.74$ 92.74$ 1915 Dawn Stephenson 152.46$ Deputy Treasurer 152.46$ ‐$ ‐$ 1916 August Walker 404.01$ Trustee & Hall Maintenance 404.01$ ‐$ ‐$ 1917 Linda Walker 174.96$ Hall Custodian 174.96$ ‐$ ‐$

Total 8,841.69$ 4,575.74$ 1,343.33$ 2,922.62$

Remittances:EFT04 US Government 2,795.73$ Electronic Fund Transfer (EFT) 1,498.26$ 374.74$ 922.73$ 1918 Michigan Dept. of Treasury 497.25$ State Withholding 270.25$ 68.47$ 158.53$

Total 3,292.98$ 1,768.51$ 443.21$ 1,081.26$

Accounts Payable:1919 Anderson, Tackman & Co. 1,000.00$ Finishing up audit 370.00$ 380.00$ 250.00$ 1920 AT&T 460.59$ Phone bill 96.78$ ‐$ 363.81$ 1921 BS&A Software 790.00$ Assessing and utility software 547.00$ 121.50$ 121.50$ 1922 Cloverland Electric 1,559.91$ Electric bill ‐ "regular" items 587.11$ 414.39$ 558.41$ 1923 Cloverland Electric 29.84$ Pentland School H20 Tower ‐ used to be annual. ‐$ ‐$ 29.84$ 1924 Cloverland Electric 151.65$ Twp hall ‐ used to be annual. 151.65$ ‐$ ‐$ 1925 Deborah Burbach 59.80$ Mileage ‐ 104 miles 59.80$ ‐$ ‐$ 1926 DEQ 968.00$ Water testing ‐$ ‐$ 968.00$ 1927 ETNA Supply 547.61$ Copper coil and parts for new water customer ‐$ ‐$ 547.61$ 1928 Jean Foley 144.00$ Election Worker 144.00$ ‐$ ‐$ 1929 Fosters Ace Hardware 6.38$ Fuses for control panel from lightning strike ‐$ ‐$ 6.38$ 1930 Gregory Rathje 3.55$ Stamps for AV ballots 3.55$ ‐$ ‐$ 1931 Becky Gribbell 100.00$ Hall refund 100.00$ ‐$ ‐$ 1932 Natalie Holmberg 100.00$ Hall refund 100.00$ ‐$ ‐$ 1933 Linda Maki‐Griffis 135.00$ Election Worker 135.00$ ‐$ ‐$ 1934 Pentland Utilities 3,550.00$ Hydrant Rental 3,550.00$ ‐$ ‐$ 1935 Kay Pfieffer 135.00$ Election Worker 135.00$ ‐$ ‐$ 1936 Roese Contracting 2,500.00$ Bored under a road for new water customer. ‐$ ‐$ 2,500.00$ 1937 Rolfe, Craig (lawyer) 2,081.61$ Village sewer agreement & country club tax case 1,363.30$ 718.31$ ‐$ 1938 Sarah Schultz 135.00$ Election Worker 135.00$ ‐$ ‐$ 1939 Security Benefit Group 605.00$ 457 Plan 605.00$ ‐$ ‐$ 1940 Semco 28.14$ Heating for water office ‐$ ‐$ 28.14$ 1941 Sault Ste. Marie 30.00$ Water Testing ‐ including extra tests ‐$ ‐$ 30.00$ 1942 Verizon Wireless 47.77$ Cell phone ‐$ ‐$ 47.77$ 1943 Village of Newberry 2,180.33$ 3rd Quarter 2015 Fire Contract 2,180.33$ ‐$ ‐$ 1944 Village of Newberry 18,687.89$ 1st Quarter 2015 Wastewater Treatment Costs ‐$ 18,687.89$ ‐$ 1945 Village of Newberry 14,120.30$ 2nd Quarter 2015 Wastewater Treatment Costs ‐$ 14,120.30$ ‐$ 1946 Village of Newberry 11,440.03$ 3rd Quarter 2015 Wastewater Treatment Costs ‐$ 11,440.03$ ‐$

1947 Visa 1,659.35$ Fuel for truck ($162.00), postage ($294.00), lightning repairs ($1,089.35), website renewal ($99.00), and new credit card fee ($15.00)

99.00$ 235.50$ 1,324.85$

Total 63,256.75$ 10,362.52$ 46,117.92$ 6,776.31$ ‐$ `

Grand Total for Today (checks 1907 ‐ 1947)

75,391.42$ 16,706.77$ 47,904.46$ 10,780.19$ ‐$

TURN OVER!!

NOVEMBER 2015 MONTHLY BILLSLast updated November 10, 2015.

General Fund Sewer Fund Water Fund Liquor Fund

Last printed 11/11/2015 10:31 AM Page 1 of 2

CHECK #PAYEE AMOUNT DESCRIPTION

NOVEMBER 2015 MONTHLY BILLSLast updated November 10, 2015.

General Fund Sewer Fund Water Fund Liquor Fund

Sewer Fund Checks (post audit and today)5037 Pentland Twp General Fund 1,820.86$ 11/10 Repay General Fund Advance 1,820.86$ 5038 Pentland Twp General Fund 47,904.46$ 11/10 Repay General Fund for today's bills 47,904.46$

Water Fund Checks (post audit and today)6036 Pentland Twp General Fund 10,780.19$ 11/10 Repay General Fund for today's bills 10,780.19$

End of List!

Last printed 11/11/2015 10:31 AM Page 2 of 2

Date

Sewer

Fund

Check # Amount Balance

Paid back

so far

% current

FY budget Note

1 11/12/2013 na -$ 343,000.00$ -$ NA Starting amount

2 2/11/2014 435 1,775.38$ 341,224.62$ 1,775.38$ NA

First check - for January 2014. Repyament

plan assumes $1,430/month for 20 years.

3 3/11/2014 438 1,946.70$ 339,277.92$ 3,722.08$ NA For February 2014

4 4/8/2014 440 1,974.65$ 337,303.27$ 5,696.73$ 12% For March 2014

5 5/13/2014 443 1,945.68$ 335,357.59$ 7,642.41$ 23% For April 2014

6 6/10/2014 445 1,993.78$ 333,363.81$ 9,636.19$ 34% For May 2014

7 7/8/2014 448 2,039.79$ 331,324.02$ 11,675.98$ 46% For June 2014

8 8/12/2014 451 1,918.55$ 329,405.47$ 13,594.53$ 58% For July 2014

9 9/9/2014 455 1,954.16$ 327,451.31$ 15,548.69$ 69% For August 2014

10 10/14/2014 458 1,855.15$ 325,596.16$ 17,403.84$ 80% For September 2014

11 11/11/2014 5000 2,107.35$ 323,488.81$ 19,511.19$ 92%For October 2014.

First check from new sewer checks.

12 12/9/2014 5002 1,754.70$ 321,734.11$ 21,265.89$ 102% For November 2014

13 1/12/2015 5005 1,825.02$ 319,909.09$ 23,090.91$ 113% For December 2014

14 2/10/2015 5009 1,937.29$ 317,971.80$ 25,028.20$ 124% For January 2015

15 3/10/2015 5013 2,047.38$ 315,924.42$ 27,075.58$ 136% For February 2015

16 4/14/2015 5017 1,916.62$ 314,007.80$ 28,992.20$ 11% For March 2015

17 5/12/2015 5020 1,913.18$ 312,094.62$ 30,905.38$ 22% For April 2015

18 6/9/2015 5022 1,927.05$ 310,167.57$ 32,832.43$ 34% For May 2015

19 7/14/2015 5025 2,024.11$ 308,143.46$ 34,856.54$ 45% For June 2015

20 8/11/2015 5029 1,921.89$ 306,221.57$ 36,778.43$ 57% For July 2015

21 9/8/2015 5032 1,830.21$ 304,391.36$ 38,608.64$ 67% For August 2015

22 10/13/2015 5035 2,026.47$ 302,364.89$ 40,635.11$ 79% For September 2015

23 11/10/2015 5037 1,820.86$ 300,544.03$ 42,455.97$ 90% For October 2015

24

25

26

27

28

29

30

31

32

33

34

35

36

General Fund Repayment Status

(to repay monies advanced to the Sewer Fund)

11/11/2015 10:30 AM

Difference

Date Amount Balance Amount Balance Note

1 11/12/2013 -$ 343,000.00$ -$ 343,000.00$ Starting amount

2 2/11/2014 1,775.38$ 341,224.62$ 1,430.00$ 341,570.00$ 345.38$ First check - for January 2014. Repyament plan

assumes $1,430/month for 20 years.

3 3/11/2014 1,946.70$ 339,277.92$ 1,430.00$ 340,140.00$ 862.08$ For February 2014

4 4/8/2014 1,974.65$ 337,303.27$ 1,430.00$ 338,710.00$ 1,406.73$ For March 2014

5 5/13/2014 1,945.68$ 335,357.59$ 1,430.00$ 337,280.00$ 1,922.41$ For April 2014

6 6/10/2014 1,993.78$ 333,363.81$ 1,430.00$ 335,850.00$ 2,486.19$ For May 2014

7 7/8/2014 2,039.79$ 331,324.02$ 1,430.00$ 334,420.00$ 3,095.98$ For June 2014

8 8/12/2014 1,918.55$ 329,405.47$ 1,430.00$ 332,990.00$ 3,584.53$ For July 2014

9 9/9/2014 1,954.16$ 327,451.31$ 1,430.00$ 331,560.00$ 4,108.69$ For August 2014

10 10/14/2014 1,855.15$ 325,596.16$ 1,430.00$ 330,130.00$ 4,533.84$ For September 2014

11 11/11/2014 2,107.35$ 323,488.81$ 1,430.00$ 328,700.00$ 5,211.19$ For October 2014

12 12/9/2014 1,754.70$ 321,734.11$ 1,430.00$ 327,270.00$ 5,535.89$ For November 2014

13 1/12/2015 1,825.02$ 319,909.09$ 1,430.00$ 325,840.00$ 5,930.91$ For December 2014

14 2/10/2015 1,937.29$ 317,971.80$ 1,430.00$ 324,410.00$ 6,438.20$ For January 2015

15 3/10/2015 2,047.38$ 315,924.42$ 1,430.00$ 322,980.00$ 7,055.58$ For February 2015

16 4/14/2015 1,916.62$ 314,007.80$ 1,430.00$ 321,550.00$ 7,542.20$ For March 2015

17 5/12/2015 1,913.18$ 312,094.62$ 1,430.00$ 320,120.00$ 8,025.38$ For April 2015

18 6/9/2015 1,927.05$ 310,167.57$ 1,430.00$ 318,690.00$ 8,522.43$ For May 2015

19 7/14/2015 2,024.11$ 308,143.46$ 1,430.00$ 317,260.00$ 9,116.54$ For June 2015

20 8/11/2015 1,921.89$ 306,221.57$ 1,430.00$ 315,830.00$ 9,608.43$ For July 2015

21 9/8/2015 1,830.21$ 304,391.36$ 1,430.00$ 314,400.00$ 10,008.64$ For August 2015

22 10/13/2015 2,026.47$ 302,364.89$ 1,430.00$ 312,970.00$ 10,605.11$ For September 2015

23 11/10/2015 1,820.86$ 300,544.03$ 1,430.00$ 311,540.00$ 10,995.97$ For October 2015

24

25

26

27

28

29

30

31

32

33

34

35

36

General Fund Repayment Status - Actual versus Predicted

(to repay monies advanced to the Sewer Fund)

Actual Predicted

PENTLAND TOWNSHIP - SUMMARY OF ACCOUNTS AT MONTH END MONTH END

Ending October 31, 2015 10/31/2015

GENERAL FUND Notes

First National Bank of St. Ignace - Checking 2,400.00$

First National Bank of St. Ignace - Money Market 83,199.00$

First National Bank of St Ignace CD - Fire Truck 2015 37,500.00$ Created 04-2015First National Bank of St Ignace CD - General Fund 31,860.30$ Matures 10/14/2015

SEWER FUND

mBank Checking - Operating 68,073.08$

First National Bank of St Ignace CD - Sewer Fund Pickup Truck 2015 10,000.00$ Created 04-2015mBank CD - Sewer Reserve 12,000.00$ Funds set aside for repair

WATER FUND

Cash in Bank 17,588.51$

Water Bond & Interest Redemption 16,397.08$ required by USDA loan

Equipment Reserve 91,387.17$ required by USDA loan

Total 125,372.76$

First National Bank of St Ignace CD - Water Fund Pickup Truck 2015 10,000.00$ Created 04-2015First National bank of St. Ignace CD - Water Reserve 41,813.28$ 36 mo. Matures 09/30/2018

TAX COLLECTIONmbank Checking 41,366.73$

mBank Checking

Last printed 11/11/2015 10:40 AM

Fire Committee MeetingMeeting Minutes

October 20, 2015Present: Buzz Medelis, John DeWitt, Art Schultz, Greg Rathje, Tom Rahilly,

Charlie Cleaver, Jack Olson, John WendtNext meeting: May 17, 2016

I. Turn out Gear,

John Wendt reported Gloves, Boots and Helmets are in. Total cost of Turn out Gear is $49,805.00. John to submit Bill to Village by Oct.31 2015

II. Engine 2

Engine 2 will be 30 years old in 2020, it was discussed weather to replace it or not, it was decided Pentland, McMillan, and the Village would put money aside for the purchase of a new truck when needed. A resolution will have to be made for the Budget so the money can be put away for a new Fire Truck in the future.

III. Cascade Systen

Tom Rahilly asked if any money had been put into the Cascade System, John W. stated he didn’t think any had. The committee then went to look at the system and it had been serviced in September with a clean bill of health until September of 2016. John DeWitt stated Cascade systems now come on Fire Trucks, this may be considered.

IV. Rescue Equiptment

John Wendt stated he would like to see the Fire Dept. get ropes and a rescue basket for the Rescue truck. He is going to look into the price of these items.John W. also said the Department needed a Thermal Imaging Camera. He stated the price for a camera was between $5000.00 and $10,000.00.John W. asked for a Department Computer to keep track of Department functions and Bill paying.

NEXT MEETING Tuesday, May 17, 2016 @6:00 P.M. at the Village Offices

Adjournment 7;20 P.M.

Page 1 of 2

PENTLAND TOWNSHIP CLERK’S REPORT NOVEMBER 10, 2015

1. Financial Notes:

a. Recently, we received the third quarter sewer treatment bills. We should have the funds to pay this, and the first two quarters of the year tonight.

b. We also received the third quarter fire bill from the Village. We have the funds to pay this bill handily.

c. We received as tate revenue payment coming at the end of last month.

d. I’ve been in contact with Cloverland to reduce our now three bills each month (our routine bill, the Pentland School water tower, and the township hall). Based on our emails back and forth so far, this might be a bigger challenge than I first thought!

2. We received the September liquor inspection reports from the Sheriff’s department.

3. The Luce County EDC invited us to attend the meetings of the new “Rising Tide” group in the community. You might have seen it mentioned in our local newspaper or in the state newspapers. Governor Snyder set aside from funds to help ten struggling communities with their Economic development.

a. I’ll let you know of their next meeting when they set the date.

4. I contacted Cloverland about a street light that was burned out at the intersection of M-28 and County Road 425 (also called Merner Road). It’s the dirt road just past the ‘flowing well’ rest area.

5. The Bureau of Elections gave us an early heads up to set aside about $2,000 for new election equipment in 2017.

a. I’ll bring this up in the winter when we start building next year’s budget.

6. We received notice of a small change about the liquor license of Pickleman’s Petro on M-28. Ranae Carlson is adding her husband David to the license.

a. We have the right to comment if we choose, but are not required to do so.

7. I went to a Fire Committee meeting last month. We had a great tour of the hall, and learned a lot about the long term needs of the department. I took notes, and we should take some of that into consideration as we set aside funds to help pay for future fire engines.

8. The State Bureau of Elections informed us there will be changes to the forms for the AV applications, and the ballots themselves. These changes should be just for the March election.

Page 2 of 2

a. As of tonight, the law does not allow any local body (i.e. the school district) to put an item on the ballot, but I expect the legislature to pass a change to that law in the next few weeks to allow just that.

9. I’ve had several phone calls and emails with our attorney about the ongoing issues with the Village about the sewer agreement. Please see if you’d like more information.

10. Our attorney has been busy filing several preliminary papers with the Tax Tribunal about the Newberry Country Club. I will share what he said at our Board meeting.

11. I went to a Prison Community Liaison meeting last week. Not much happened there, but I asked a few questions about how the proposed release of inmates statewide who already met the minimum of their sentences might impact facilities, including Newberry. Nobody had any answers yet.

12. Reminder - I’m now including our board packets on the township’s website. Look for them on the “minutes” page (under “Township Board”).

That’s it!