PROPOSED MINUTES

OF THE SULLIVAN TOWNSHIP

BOARD OF TRUSTEES

TUESDAY, FEBRUARY 11, 2025

HELD DOWNSTAIRS IN THE COMMUNITY ROOM

 

1) The Sullivan Township Board of Trustees met Tuesday, January 14, 2025, and was called to order AT 5:30 p.m. by Supervisor Glavich. Glavich led in the Pledge of Allegiance to the Flag of the United States of America.

 

MEMBERS PRESENT: Courtney Glavich, Supervisor; Heather Brown, Clerk; Brooke VanHouten, Treasurer; Angela Himber, Trustee, Michael Hazekamp, Trustee

 

OTHERS IN ATTENDANCE: Michelle Hazekamp, County Commissioner; Nicki McWilliams, Twp. Admin; (5) residents.

 

SUBJECT: APPROVAL OF AGENDA

• Motion by VanHouten to add under New Business h. Payroll Services and approve the agenda of today as presented. Glavich supported the motion and the motion carried by the following votes: Ayes: (5)

 

SUBJECT: APPROVAL OF PREVIOUS MINUTES

• Motion by VanHouten to approve the January 14^th regular board meeting minutes. Himber supported the motion and the motion carried by the following votes: Ayes: (5)

 

• SUBJECT: TREASURER’S REPORT

1. Motion by Hazekamp to pay bills as presented. Himber supported the motion and the motion carried as shown by the following roll call votes: Ayes: Hazekamp, Himber, VanHouten, Brown, Glavich (5)
2. VanHouten presented the tax report, 79% of winter taxes have been paid to date.

 

• SUBJECT: PUBLIC COMMENT

None stated.

 

• SUBJECT: BUILDING REPORT

Glavich gave the building report. 3 building permits, 1 electrical permits, 2 mechanical inspections, 0 plumbing inspections. Total permit costs, $1,527.00 with 10% payable to the township for a total of $152.70 coming back to the township.

 

• SUBJECT: PLANNING COMMISSION REPORT

Himber went over the planning commission minutes. She is waiting for the Bylaws to be able to correct them and bring them back to the Board for approval. Glavich and Board agreed they would like to send the Planning Commission Secretary to a Meeting Minutes Training.

 

• OLD BUSINESS

1. SUBJECT: RENEWABLE ENERGY ORDINANCE MORATORIUM

Motion by VanHouten to extend the renewable energy ordnance moratorium for four more months. Brown supported the motion and the motion carried by the following votes: Ayes: (5)

1. SUBJECT: MTA CONFERENCE

Motion by VanHouten to approve to spend $1629 for the MTA training for VanHouten, Glavich and Brown.  Himber supported the motion, and it passed by the following votes: Ayes: (5)

1. SUBJECT: PEST CONTROL

Motion by Glavich to approve the pest control quote from Smitter Pest Control for $58 a month. Hazekamp supported the motion and the motion carried by the following votes: Ayes: (5)

1. SUBJECT: SOCIAL MEDIA POLICY

Motion by VanHouten to approve the social media policy, not allowing comments, used for information only. Brown supported the motion, and the motion carried by the following votes: Ayes: (5)

1. SUBJECT: ZONING ENFORCER -INSURANCE

Glavich is working on getting an insurance quote to employ a Zoning Enforcer, there isn’t this coverage under the current insurance. Motion by Van Houten to hire Dave Bonthuis for $29 an hour and to get insurance coverage not to exceed $5,000. Brown supported the motion and the motion carried as shown by the following roll call votes: Ayes: Himber, VanHouten, Hazekamp, Brown, Glavich (5)

1. SUBJECT: VOIP PHONE

Motion by VanHouten to use Comcast for their VOIP Phone increase of $45 per month, cancel FAX line decrease of $45 per month, installation fee of $199, will be able to transfer to cell phones. Glavich supported the motion and the motion carried by the following votes: Ayes (5)

1. SUBJECT: ZBA APPOINTMENT

Motion by Glavich to appoint Deanna Meyers to the Zoning Board of Appeals with term ending December 31, 2026. VanHouten supported the motion and the motion carried by the following votes: Ayes (5)

Motion by VanHouten to change Tom Anton’s term to ending 12/31/2026 instead of 12/31/2027 so there are staggered terms for the Zoning Board of Appeals. Brown supported this motion and the motion carried by the following votes: Ayes (5)

1. SUBJECT: CODIFICATION OF ORDINANCES

Motion by VanHouten to table this until April. Brown supported the motion and the motion carried by the following votes: Ayes (5)

 

• NEW BUSINESS

1. SUBJECT: FORENSIC AUDIT (please note: the term “forensic audit” was used incorrectly, as there is no suspicion of theft, only inaccurate accounting procedures, as explained in the meeting.)

Motion by Glavich to hire Maner Costerisan to provide accounting assistance, such as bank reconciliations, updating the Township chart of accounts, assisting with implementing policies/procedures to resolve the audit findings from the last audit, audit prep for next audit, etc, not to exceed $20,000. VanHouten supported the motion and the motion carried as shown by the following roll call votes: Ayes: Himber, Hazekamp, VanHouten, Brown, Glavich (5)

1. SUBJECT: MAMC

Motion by VanHouten to approve sending the Clerk to the Michigan Association of Municipal Clerk Institute for a cost of $1,310.50. Glavich supported the motion and the motion carried by the following votes: Ayes (5)

1. SUBJECT: HALL RENTAL

Bring back next month, a new policy for residents for monthly meetings, damage deposit.

1. SUBJECT: MI CLASS INVESTMENT POLICY

Motion by VanHouten to approve the Resolution to approve the addition of Michigan Cooperative Liquid Assets Securities System as an approved investment option. Brown supported the motion and the motion carried as shown by the following roll call votes: Ayes: Himber, Hazekamp, VanHouten, Brown, Glavich (5)

1. SUBJECT: JOURNAL ENTRY POLICY

The Supervisor read through the policy. Motion by VanHouten to approve the new journal entry policy. Himber supported the motion and the motion carried as shown by the following roll call votes: Ayes: Himber, Hazekamp, VanHouten, Brown, Glavich (5)

1. SUBJECT: BUDGET ADMENDMENT – HIGHWAY FUND

Motion by VanHouten to approve 2024/2025 budget amendment resolution 2025-2-11 (b). Himber supported the motion, and the motion carried as shown by the following roll call votes: Ayes: Himber, Hazekamp, Brown, VanHouten and Glavich (5) Motion by VanHouten to approve the Deficit Elimination Plan Resolution 2025-2-11 (b). Himber supported the motion, and the motion carried as shown by the following roll call votes: Ayes: Himber, Hazekamp, Brown, VanHouten and Glavich (5)

1. SUBJECT: SET BUDGET WORKSHOP DATE

Will need to set later and post according to OMA. A special meeting for budget amendments and a Budget Workshop.

1. SUBJECT: PAYROLL SERVICES

Received three quotes. Motion by Hazekamp to accept the quote from Spoelman, Hovingh & Feldt for payroll services and reporting. Glavich supported the motion and the motion as shown by the following roll call votes: Ayes: Himber, Hazekamp, Brown, VanHouten and Glavich (5)

 

• PUBLIC COMMENT

1. Butch Michelli would like to have us to look into how the property by his got rezoned from AG to RR. He wants it rezoned back to AG. Glavich to contact Twp attorney.
2. John Carr asked about meeting minutes, would like proposed minutes on website.

 

• BOARD MEMBER COMMENTS

1. Timber Sales – Glavich explained the next three properties they are considering for timber sales are as follows: 61-1-016-200-0010-00, 61-16-021-200-0004-00, 61-16-010-400-0012-00.
2. VanHouten asked for feedback on the draft newsletter.
3. MADL and Goodwill didn’t have enough volunteers to do a free income tax clinic at our location but residents can still call 211 to find a VITA clinic elsewhere.

Also if residents are having a hard time paying their property taxes, Charlotte Johnson, Housing Counselor, mid-Michigan Community Action, will help and connect them with certain programs etc. 231.557.7622.

1. Per auditor’s instructions we have been having to re-do all bank reconciliations for this fiscal year. Still working on this. Not going well. Previous Journal Entries were done incorrectly. Invoice codes are incorrect. Payroll isn’t right. We can’t even file the monthly Federal Payments. Auto pay- invoices weren’t ever created. Unemployment wage was being reported incorrectly for at least all of last year and probably longer. Heather has been working with them to get his corrected.

 

391. Senior Services- Previous Board didn’t spend the 2024 monies of $13,391. We just received the 2025 monies in the amount of $14,093. Total $27,484

For poverty eligible seniors: food, propane/heating, medical bills, back taxes

For all seniors: prescription donut hole, meals, gift cards, foot care, medical

transportation, food pantry

4. Renewed CD with Choice One 4.15% for 12 months.
5. Himber asked about a policy for the Hall to be used as a warming center if needed.

 

• ADJOURN

Motion by Glavich to adjourn at 7:02 p.m. VanHouten supported the motion and the motion carried by the following votes: Ayes: (5)