Gaines Township Ordinance A. Rezoning of parcels in Dutton ......decided they would wait for contact from Leighton Township. 8. Motion by Lemke and seconded by VanLaan to adjourn the

Minutes of Gaines Township Board Meeting January 13, 2014

Present: Hilton, Lemke VanLaan, Fouch, Osterink, Fryling Absent with notice: Haagsma Engineer Gritter was also present at the meeting Clerk Osterink opened with prayer and the Pledge of Allegiance was recited Supervisor Hilton discussed the memo included before the agenda document which explained some of the history of the deliberations on the manufacturer’s license in regards to the LLC website inaccuracies. 1. Supervisor Hilton called the meeting to order at 7:00 p.m. 2. Motion by Fouch and supported by VanLaan to approve the agenda as presented. Ayes: All 3. Individuals in the audience were given opportunity to address the Board

Justin Buiter and Gim Lee updated the Board on the status of their business proposal

Ken Yonker, State Representative spoke about issues on the State level and their impact on Gaines Township

Gerald Gavin, attorney for Justin Buiter and Gim Lee and Gaines Township resident 2228 68th Street SE asked for continued movement on the revisions to the Liquor Control and Licensing Ordinance

Deputy McCutcheon updated the Board on the status in Gaines Township including a report on a “Church neighborhood watch”.

4. Motion by VanLaan and supported by Fryling to approve the consent agenda including payment of the bills for December 4, 2013 through January 8, 2014 in the amount of $355,253.13 Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan 5. Planning Department A. Rezoning of parcels in Dutton Proposed Ordinance 13-08-TWB. An Ordinance to Amend the Zoning Map for 9 properties (3526, 3530, 3544, 3554, 3564, 3574, 3598,3606 68th Street) in the Dutton Area along 68th Street to C-2 General Commercial. Motion by Osterink and seconded by Fryling to adopt Resolution 2014-03 approving ORDINANCE NO. 13-08-TB rezoning certain properties on 68th street as recommended by the Planning Commission and presented at the meeting. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Fryling

B. First Read: An Ordinance to Rezone 6123 Eastern Avenue Planned Unit Development for a Mini

Storage Facility

Dan Burrell, developer of the project answered questions from Board members on the proposed project.

6. Individuals in the audience were given opportunity to address the Board.

Deputy McCutcheon updated the Board on the status of the apartment projects in the Township

7. Supervisor’s Office

A. Resolution to Support Amendment No. 38 – Grand Valley Metropolitan Council

Motion by VanLaan and supported by Fryling to approve resolution 2014-02 to support Amendment number 38 to the Grand Valley Metro Council’s Articles of Incorporation.

Ayes: Osterink, Hilton, Lemke, VanLaan, Fryling, Fouch

B. Managed Print Environment Advanced Imaging

Hilton explained that the maintenance agreement would be expiring on the main hub printer/copier in April and after investigation it was his recommendation that the Township opts for the managed print environment as quoted in the documents in the Board packet. He stated that there is some flexibility in printers and that those details would be worked out later.

Motion by VanLaan and supported by Fouch to approve the recommendation of the Supervisor’s office and contract with Advanced Imaging as presented at the meeting.

Ayes: Hilton, VanLaan, Fryling, Fouch, Osterink Nays: Lemke

C. Division Avenue Corridor Improvement Authority

Motion by Lemke and supported by Fryling to adopt Ordinance 2013-09 An Ordinance to Rescind the Development Plan and Tax Increment Financing Plan for the Division Avenue Corridor Improvement Authority” (the “Ordinance”).

Ayes: Lemke, VanLaan, Fryling, Fouch, Osterink, Hilton

D. Recommendation to appoint Tom Wolfiss as Alternate for the Zoning Board of Appeals

Motion by Frylng and supported by VanLaan to approve the appointment of Tom Wolffis as the Alternate to the Zoning Board of appeals for the term ending December 2016.

Ayes: VanLaan, Fryling, Fouch, Osterink, Hilton, Lemke

E. Resolution to rescind the part of the Liquor License and Control Ordinance which prohibits off-premise sales of liquor on Sunday.

Clerk Osterink explained that even though the Board took action in December to amend the Ordinance, the Liquor Control Commission is requiring a resolution which rescinds the prohibition of on premise sales on Sunday.

Motion by Fouch and supported by Lemke to approve Resolution 2014-01 to rescind the prohibition of sales of liquor after noon on Sundays within Gaines Township.

Ayes: Fouch, Osterink, Lemke, VanLaan, Hilton Nays: Fryling

F. Discussion of memo regarding possible revisions to the Gaines Township Liquor Control and Licensing Ordinance

Supervisor Hilton worked through the items one at a time and the Board discussed them.

G. Resolution of Approval for Grinning Mitten LLC

The applicant, Justin Buiter requested that the resolution he presented be tabled until more information was received for possible revisions to the ordinance.

Motion by Lemke and supported by VanLaan to table the request to adopt the Resolution of Approval until the February 10 meeting when the first read of the amendments to the ordinance will be presented.

Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Fryling

H. Supervisor Hilton requested that the Board give direction on several of the items proposed for amendments to the Liquor Control and Licensing Ordinance

Removal of Kitchen requirement- motion by Fouch and supported by VanLaan. All members voted yes

Stand Alone requirement for tavern license removed with restrictions. Motion by Fouch and supported by VanLaan. All members voted yes

Consider Brewpubs and Microbreweries as separate items and restrictions. Motion made by Lemke and supported by Fouch Ayes: Osterink, Lemke, Fryling, Fouch Nays: Hilton, VanLaan

I. Supervisor Hilton asked for input into cooperating with Leighton Township on the paving of 108st between East Paris and Patterson. Since there were no details or proposals the Board did not act and decided they would wait for contact from Leighton Township.

8. Motion by Lemke and seconded by VanLaan to adjourn the meeting at 9:29 p.m.

Ayes: all

The next regular meeting of the Gaines Charter Township Board will be held on February 10, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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Don R. Hilton Sr., Supervisor Crystal Osterink, Clerk

Minutes of Gaines Township Board Meeting February 10, 2014

Present: Hilton, Lemke VanLaan, Fouch, Osterink, Fryling, Haagsma Engineer Gritter was also present at the meeting Supervisor Hilton opened with prayer and the Pledge of Allegiance was recited 1. The meeting was called to order at 7:00 by Supervisor Hilton Lemke asked that the agenda reflect 2013 4th quarter rather than 2014 4th quarter, Hilton stated that the resolution that was tabled during the January meeting would be discussed with a possible vote, and the memo on the current HSA would be discussed and then determined whether it would be an action item. Motion by VanLaan and supported by Haagsma to approve the agenda with those minor changes. Ayes: all 3. Public Comment

• Justin Buiter and Gim Lee asked that they could make their comment prior to the vote on the resolution regarding their request.

• Linda Wierenga, 6519 Millstream Loop reported her concern over the traffic that could be generated if the new microbrewery opened.

4. Consent Agenda Motion by Haagsma and supported by Fouch to approve the consent agenda including payment of the bills for December 13, 2013 through January 24, 2014 in the amount of $303,613.87 Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma 5. Planning Commission A. Grandview Ventures Mini Storage Trustee Haagsma described the proposed development and made the recommendation and motion on behalf of the Planning Commission to approve the Resolution 14-04-TWB and Ordinance 14-01 as presented. Fryling supported the motion. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling

• Hilton mentioned that he had received on phone call from a resident concerned about traffic B. Avalon Pointe Major PUD Amendment for Phase 3 Condominiums Trustee Haagsma explained the proposed amendment to the PUD and made the recommendation on behalf of the Planning Commission and moved to approve the Amendment as presented by adopting Resolution 14-05-TWB. The motion was supported by Fouch. Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch 6. Public Hearing on 2014 CDBG grant funds Motion by Fouch and supported by Haagsma to open the public hearing at 7:16 p.m. Ayes: all

• No one in the audience wished to comment on the proposed uses of the grant funds and there had been no written comment.

Motion by Haagsma and supported by VanLaan to close the public hearing at 7:18 p.m. Ayes: all 7. Engineer’s Department Caledonia Township Agreement- extension of sewer line

• Engineer Gritter explained that the process of this agreement which had been talked about and worked on for a long time and that it was coming to fruition.

Motion by Lemke and supported by Haagsma to approve Resolution 2014-06 a resolution to approve the sanitary sewage transportation agreement between Caledonia Township, Gaines Township and Byron Township as presented. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink 9. Treasurer’s Department A. Lemke presented the 4th quarter 2013 financial recap of funds Motion by Lemke and supported by Haagsma to accept the reports as presented. Ayes: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton B. HSA accounts

• Lemke presented a document that outlined contributions to the HSA accounts.

10. Supervisor’s Office A. Resolution to apply for CDBG funds for North Kent Transit Motion by VanLaan and supported by Haagsma to approve Resolution 2014-07 to allocate $20,000 to the North Kent Transit Service for transportation for residents of Gaines Township. Aye: VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke B. Resolution to apply for CDBG funds for Hanna Lake sidewalk Motion by Haagsma and supported by VanLaan to adopt Resolution 2014-08 to “allocate $39,587.50 of CDBG funds from the 2010-2011 allocation and $1,680.00 of the CDBG funds from the current year allocation to the Hanna Lake Avenue Sidewalk Improvement Project, as well as $20,115.00 of the funds projected to be available to designate to the Project in 2014” Ayes: Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan

C. Lakeshore Energy Contract

Motion by Haagsma and supported by Lemke to enter into the agreement with Lakeshore Energy for natural gas for the 3 locations owned by the Township- the office, the library building, and Dutton fire.

Ayes: Fryling, Fouch, Osterink, Hilton, Lemke VanLaan, Haagsma

11. Public Comment

Justin Buiter and Gim Lee spoke about their proposed microbrewery in Dutton

12. 1st read of proposed changes to the Gaines Township Liquor License and Control Ordinance

• Discussion followed on a few items within the proposed ordinance and Hilton stated he would take those items back to the committee for their input and/or decision.

13. Resolution 2014-09 to Grant Local Government Approval for Grinning Mitten

Motion by Fouch and supported by Haagsma to approve the application of Grinning Mitten to the Michigan Department of Licensing and Regulatory Affairs Liquor Control Commission for a Micro-Brewers License.

Ayes: Fouch, Osterink, Lemke, Haagsma Nays: Hilton, VanLaan, Fryling

14. Hilton explained the letter in the agenda packet in regards to the contribution to Kent County Parks Paul Henry Trail and also reported that the Court of Appeals upheld the lower court’s decision in our favor in regards to the billboard ordinance.

15. Motion by Fouch and supported by Fryling to adjourn the meeting at 8:33 p.m.

Ayes: All

The next regular meeting of the Gaines Charter Township Board will be held on March 17, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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Minutes of Gaines Township Board Meeting March 17, 2014

Present: Hilton, Lemke VanLaan, Fouch, Osterink, Fryling, Haagsma Engineer Gritter was also present at the meeting Trustee VanLaan opened with prayer and the Pledge of Allegiance was recited 1. The meeting was called to order at 7:00 by Supervisor Hilton 2. Motion by Fouch and supported by Haagsma to approve the agenda as presented. Ayes: all 3. Recognition of individuals in the audience who wished to address the Board

Shawn Abbey, 8116 Oldfield Ct spoke about retaining 24 hour coverage for the Cutlerville Fire Department

Officer Tom McCutcheon updated the Board on his involvement in the Township and programs that he hoped to see

4. Motion by Haagsma and supported by VanLaan to approve the consent agenda including payment of the bills for February 1 through March 11 in the amount of $242,624.32. Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma 5. Planning Commission request for budget amendment

Trustee Haagsma presented the request on behalf of the Planning Commission to amend the budget to include enough funds to hire a consultant for subarea planning and market survey for the area surrounding 84th Street and Kalamazoo Ave.

Motion by Haagsma and supported by Lemke to amend the budget for line item 101-412.000.808-000, using money budgeted into the Contingency line item to offset the requested $35,000.00 to hire a consulting firm as described in the request. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling 6. Engineering Department

Engineer Gritter explained that for many years the water and sewer department had been trying to secure an easement for Dutton Industrial Drive for water distribution. It had reached the point where “The landowner has indicated that they are unwilling to grant the full easement to construct the watermain in Dutton Industrial Drive and so attached you will find a resolution declaring the watermain necessary and to approve a declaration of taking for acquisition by condemnation for the project.”

Motion by Haagsma and supported by VanLaan to approve the resolution number 2014-10: Resolution of necessity and to approve declaration of taking for acquisition by condemnation of certain property rights for the Dutton Industrial Drive water distribution project.

Ayes: Osterink, Hilton, VanLaan, Haagsma Nays: Lemke, Fryling, Fouch

7. Treasurer’s Department

A. Request for Township Governance Academy

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Lemke explained that in order to qualify for a grant to attend the Michigan Township Governance Academy she would need to show support from the Township Board.

Motion by Haagsma and supported by VanLaan to approve the application of Treasurer Lemke both for the Academy and for the “grant” to attend it. Aye: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink B. Request from taxpayer for refund of interest and penalty

Lemke explained that a taxpayer whose check had never reached the office was requesting that she ask the Board if they would refund his interest and penalty.

Motion by Laurie and supported by Haagsma to deny the request for refund as presented by the Treasurer’s memo. Aye: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton 8. Opportunity for individuals to address the Board No one wished to speak. 9. Supervisor’s office

A Liquor License Renewals

Hilton reported that all of the necessary documentation and paperwork had been turned in and filed for each of the following locations:

Motion by Haagsma and supported by VanLaan to approve renewal of the Class C license for Applebees’ restaurant. (TSFR Apple Venture, LLC DBA: Applebee’s of Michigan) Ayes: VanLaan, Haagsma, Fouch, Osterink, Hilton, Lemke Nays: Fryling Motion by Haagsma and supported by VanLaan to approve renewal of the Class C license for Logans Roadhouse. Ayes: Haagsma, Fouch, Osterink, Hilton, Lemke, VanLaan Nays: Fryling Motion by Haagsma and supported by Fouch to approve renewal of the Class C license for Peppino’s (JD Holdings, LLC DBA: Peppino’s) Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma Nays: Fryling Motion by VanLaan and supported by Haagsma to approve renewal of the Tavern License for Briarwood Golf Club (DHS Holdings DBA: Briarwood Golf Club) Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma Nays: Fryling

B. JND Snowplowing Additional Pay for season

Supervisor Hilton explained his recommendation/request to add $1500.00 to the payment to JND above the contract amount due to the fact that he had to remove so much extra snow and ice from the sidewalks because of road plows plugging them up during the winter.

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Motion by VanLaan and supported by Lemke to approve payment of $1500.00 above contract to JND for the additional cost incurred due to the winter snow. Ayes: Osterink, Hilton, Lemke, VanLaan, Fouch Nays: Haagsma, Fryling

C. Division Avenue Corridor Improvement Authority

Resolution 2014-11 resolution to schedule public hearing on the Proposed Development Plan and Tax Increment Financing plan No. 2 for the Division Avenue Corridor Improvement Authority

Motion by Haagsma and supported by Lemke to approve Resolution 2014-11. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink D. Cutlerville Fire Authority recommendation for Cutlerville Fire Staffing

Hilton presented the recommendation of the Fire Committee to approve staffing for the Cutlerville Fire Station after the expiration of the Safer Grant. Comments were heard from Board members.

Motion by Haagsma and supported by Fouch to approve the recommendation of the Cutlerville Fire Authority as to staffing beginning September 20, 2014 with 4 full-time firefighters. Aye: VanLaan, Haagsma, Fouch, Hilton Nays: Lemke, Fryling, Osterink E. 1st read Liquor Licensing and regulation ordinance. Trustee Fouch mentioned several things in the draft that he would like to see addressed. Supervisor Hilton agreed to have them brought up for votes in order to have clarity for the adoption vote. 1. Motion by Fouch and supported by Haagsma to remove the requirement for “suitable partition” throughout the ordinance. Ayes: Haagsma, Fouch, Lemke Nays: Fryling, Osterink, Hilton, VanLaan 2. Motion by Fouch and supported by Haagsma to remove a paragraph from section 4-21 (a) which states the Board will not consider or act upon any request and/or application or any matter related to a request and/or application until a completed application and the application fee have been received by the Township. Ayes: Fouch, Haagsma Nays: Fryling, Hilton, Lemke, Osterink, VanLaan 3. Motion by Fouch and supported by Lemke to remove words in Section (17) which removes bona fide references to a tavern license. Ayes: Fouch, Lemke, Haagsma Nays: Osterink, Hilton, VanLaan, Fryling 4. Motion by Fouch and supported by Haagsma to remove parts of (19) c which adds further soundproofing to establishments that share a common wall with another business Ayes: Lemke, VanLaan, Haagsma, Fouch Nays: Osterink, Fryling, Hilton F. Consumers’ Energy Company Gas Franchise Ordinance 1st Read. 10. Motion by Fryling and supported by Haagsma to adjourn the meeting at 9:04. Ayes: All

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The next regular meeting of the Gaines Charter Township Board will be held on April 14, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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Minutes of Gaines Township Board Meeting April 14, 2014

Present: Hilton, Lemke VanLaan, Fouch, Osterink, Fryling, Haagsma Engineer Gritter was also present at the meeting Treasurer Lemke opened with prayer and the Pledge of Allegiance was recited 1. The meeting was called to order at 7:00 by Supervisor Hilton 2. Motion by Haagsma and supported by Fryling to approve the agenda as presented. 3. Public Hearings A. Division Avenue Corridor Improvement Authority Motion to open the public hearing was made by Fouch and supported by Fryling. Roll Call vote: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma

Mr. Ken Wierenga and Mr. Tom Stehouwer, business owners on Division Avenue asked for clarification on the Corridor Improvement plan and how they could give input into the proposed improvements.

Motion by Fryling and supported by Fouch to close the public hearing at 7:15 p.m. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling

B. Consumers Energy Gas Franchise

Motion by Fouch and supported by Haagsma to open the public hearing at 7:16 p.m. Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch

Karen McCarthy of Consumers Energy explained the need for the franchising ordinance with the addition of service to residents in the south eastern portion of the Township. McCarty mentioned that the whole franchise ordinance was readopted to include the new sections that would be serviced.

No one else in the audience wished to speak.

Motion by Haagsma and supported by VanLaan to close the public hearing at 7:20 p.m. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink

C. Amendments to the Liquor Control and Licensing Ordinance

Motion by Haagsma and supported by VanLaan to open the public hearing at 7:21 p.m. Ayes: Lemke, VanLaan, Haagsma, Fouch, Osterink, Hilton Nays: Fryling

No one in the audience wished to speak

Motion by Fouch and supported by VanLaan to close the public hearing at 7:22 p.m.

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Ayes: VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke

4. People wishing to address the Board

Tom McCutcheon, Community Policing Officer updated the Board on several initiatives he is undertaking in the Township.

Representative Ken Yonker spoke about various issues ongoing in the State Legislature

5. Motion by Haagsma and supported by VanLaan to approve the consent agenda including payment of

the bills for March 1 through April 14, 2014 in the amount of $176,133.28 Ayes: Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan

6. Planning Department

A. Avalon PUD #2 Condominium Setbacks.

Haagsma explained that the Planning Commission is recommending approval of the Amendment the Avalon PUD #2 for setbacks on Lots 46 and 47, 50 and 51 as detailed in the agenda. Haagsma made the motion and it was approved by Fouch to approve the Amendment as submitted. Aye: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma

B. The Crossings PUD Major Amendment, New Outdoor Activity at 1515 Eastport Drive

Haagsma explained that the Planning Commission was recommending approval for the Amendment to the PUD after reviewing the request

Motion by Haagsma and supported by VanLaan to approve the amendment as presented at the Board meeting. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling

C. Land Combination of Platted land for 44 & 50 Lilly Street

Haagsma explained that the Planning Commission is recommending approval of the request to combine lots 44 and 50 Lilly into a conforming lot for the business located on it.

Motion by Haagsma and supported by VanLaan to approve the recommendation of the Planning Commission and allow combination of the lots 44 and 50 on Lilly Street. Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch

D. RFP for Sub-Area Plan for 84th and Kalamazoo Ave.

Planner Waligora gave the progress on selecting a firm to help with the development of a sub-area plan for the 84th and Kalamazoo Ave vicinity. Trustee Eric Fouch agreed to be a part of the sub-committee to choose a company that will facilitate the process.

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7. Engineer’s Department

Gritter updated the Board on the progress of securing the water easement for Dutton Industrial Drive

8. Treasurer

Lemke explained that she would like to amend the purchase policy to require the clerk to affix GL numbers for invoices rather than the treasurer.

Motion by Lemke and supported by Haagsma to say “The Clerk shall affix the account number to the invoice or other payment request in accordance to the adopted budget and shall deliver payment warrants and all supporting documents to the Treasurer” Ayes: Lemke, Haagsma, Fouch, Osterink Nays: Hilton, VanLaan, Fryling 9. Opportunity for persons in the audience to address the Board. No one wished to speak 10. Supervisor’s Office A. Supervisor Hilton introduced the Ordinance for the DACIA. Motion by Haagsma and supported by Lemke to adopt the Ordinance to approve Plan 2 for the Division Avenue Corridor Improvement Association. Ayes: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton

*“Although a motion was made by Haagsma, supported by Lemke, and approved by the Board to adopt an ordinance to approve Plan No. 2, pursuant to Act 280, Plan No. 2 may be adopted by the Township Board only by resolution following expiration of the 60-day opt out period, which ends June 13, 2014” B. Consumers Energy Gas Franchise Ordinance Motion by Fouch and supported by Fryling to adopt ordinance 14-03, granting to Consumers Energy Company, its successors and assigns, the right, power and authority to lay, maintain and operate gas mains, pipes and services on, along, across and under the highways, streets, alleys, bridges, waterways, and other public places, and to do a local gas business in the se 1/4 of sec 1, the b 1/2 of sec 12, all of sec 13, all of sec 24, all of sec 25, and all of sec 36 in the Charter Township of Gaines, Kent County, Michigan, for a period of thirty years. Ayes: VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke C. Liquor License and Control Ordinance Motion by Haagsma and supported by Fouch to adopt Ordinance 14-04 an ordinance to replace chapter 4 of the code of ordinances for Gaines Charter Township regarding alcoholic liquors Ayes: Haagsma, Fouch, Osterink, Lemke Nays: Hilton, VanLaan, Fryling

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D. Fireworks Request submitted by the Crystal Springs Homeowners’ Association. Motion by Fouch and supported by Fryling to approve the request for fireworks as presented as all requirements have been met and submitted. Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma E. Hilton updated the Board on the status of the communication with Leighton Township over the paving of 108th street between East Paris and Patterson. 10. Motion by Fryling and supported by Fouch to adjourn the meeting at 8:16 pm. Ayes: All The next regular meeting of the Gaines Charter Township Board will be held on May 12, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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Minutes of Gaines Township Workshop Meeting May 19, 2014

Present: Hilton, Lemke VanLaan, Fouch, Osterink, Haagsma Absent: Fryling Engineer Gritter was also present at the meeting Supervisor Hilton opened with prayer and the Pledge of Allegiance was recited 1. The meeting was called to order at 7:00 by Supervisor Hilton 2. Motion by Fouch and supported by Haagsma to approve the agenda as presented. 3. Persons in the audience were given opportunity to comment. No one wished to speak. 4. Motion by Haagsma and supported by Fouch to approve the consent agenda as presented. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma 5. Discussion of future planning and possible expenditures especially in light of the proposed transfer from the 2013 year end budget. Various items were discussed 6. A second opportunity was given for comments from the persons in the audience

Mr. Eric DeGroot a current Cutlerville Firefighter spoke in regards to the staffing for the Cutlerville Fire Department

7. Motion by Lemke and supported by Haagsma to adjourn the meeting at 8:15 p.m. Ayes: all

The next regular meeting of the Gaines Charter Township Board will be held on June 9, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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MINUTES OF GAINES CHARTER TOWNSHP BOARD

FOR THE Regular MEETING

June 09, 2014

PRESENT: Hilton, VanLaan, Haagsma, Lemke, Fouch, Fryling

Also present was Township Engineer Jeff Gritter, Township Planner David Waligora, Township Assessor Vicki VanderLugt, Township Executive Secretary Kim Triplett

Absent with Prior Notice: Crystal Osterink, Township Clerk

Trustee Fryling offered opening prayer and the Pledge of Allegiance was recited

1. Call to order by Supervisor Hilton at 7:04pm

2. Motion by Fouch and supported by Fryling to approve the agenda as presented.

Ayes: All

3. Recognition of individuals in the audience who wished to address the Board a. Kent District Library: Shirley Bruursema, KDL Board Member, Cathy Neis, Gaines Township Branch

Manager, Lance Werner, KDL Director The annual report was presented, and they urged support of August millage request.

b. Kendra Shoemaker, Owner of SarahCare Adult Day Care Center spoke in favor of the Kent County Senior Millage request.

c. Dana Lehmann, Chair of the Township’s Parks and Rec Committee gave a brief presentation to update the Board on the different projects that have been completed or are underway at Prairie Wolf Park.

d. Emily Brieve introduced herself as a candidate for 10th District County Commissioner

4. Motion by Fouch and supported by Haagsma to approve the consent agenda including payment of the bills for May 20, 2014 thru May 30, 2014 in the amount of $218,998.79 Ayes: Fryling, Fouch, Hilton, Lemke, VanLaan, Haagsma

5. Clerk’s Office a. The YTD Revenue and Expenditure Report was submitted for Board review

1 | P a g e T u e s d a y , J u n e 1 0 , 2 0 1 4

6. Planning Commission a. Preservation Lakes Estates: Major PUD Amendment

Trustee Haagsma recapped the project and actions to date. A site plan was shown to the board by Mick McGraw of Eastbrook Homes, explaining any changes from original plan.

Based on the fact that changes to current plans vary very little from the original plans; the Planning Commission recommended to the Board that a 2nd public hearing be waived.

Motion by Haagsma and supported by VanLaan to waive 2nd public hearing on amendment

Ayes: Fryling, Fouch, Hilton, Lemke, VanLaan, Haagsma

Motion by Haagsma and supported by Fouch to approve Resolution No. 14-05-TB Preservation Estate Lakes PUD: Major Amendment


b. Kalamazoo Avenue & 84th Street Sub-area plan

Motion by Haagsma and supported by Fouch to support the choice of Wade Trim as Consultant for the Kalamazoo Avenue & 84th Street Sub-area plan


7. Treasurer a. The Treasurer, acting on behalf of the Parks and Rec Committee, requested approval to purchase

and install two barn quilts in Prairie Wolf Park

Motion by Lemke and supported by Fouch to approve the Parks and Rec Committee’s request to purchase and install two barn quilts in Prairie Wolf Park


8. Water and Sewer

a. The Water and Sewer Department’s May Financial Reports were submitted for Board review

9. Assessing a. Vicki VanderLugt, Township Assessor, presented a request to allow the Township to collect .8720

mills in 2014, resulting in the tenth consecutive year the Township millage rate has remained the same.

Motion by Fouch and supported by Fryling to approve the Assessors request to adopt a millage rate of .8720 mills for 2014.



10. Supervisor’s Office a. PNC Community Room Credit Request

Supervisor Hilton presented a request from PNC to receive a refund/credit of the community room rental fee for a cancellation without notice. Supervisor Hilton explained current community room rental rules require a 48 hour cancellation notice, or the rental fee is forfeited.

Motion by Lemke and supported by Haagsma to grant PNC a credit (no check to be issued) of $50, for the community room rental fee for a cancellation without notice.

Ayes: Fryling, Fouch, Lemke, Haagsma

Nays: Hilton, VanLaan

b. National Night Out – Road Closure Request Community Policing Officer, Tom McCutcheon, request the Township support the closing of East Port Drive to Ridge Brook, Tuesday, August 5, 2014 from 3:30pm – 8:00pm for the annual National Night Out event.

Motion by Fouch and supported by Fryling to support the closing of East Port Drive to Ridge Brook, Tuesday, August 5, 2014 from 3:30pm – 8:00pm for the annual National Night Out event.


c. KCRC – Proposed Township surface repairs Supervisor Hilton presented the 2014 Gaines Charter Township Surface Treatments proposed by the Kent County Road Commission

Motion by Fryling and supported by Fouch to accept the 2014 Gaines Charter Township Surface Treatments proposed by the Kent County Road Commission with the correction of the Ridgebrook Drive/Eastport Drive, S. of 60th Street improvement cost from $35,880 to $11,433.


d. Personnel Committees Recommendations to the Board regarding employee FSA Accounts Supervisor Hilton presented the Personnel Committee’s recommendations that Township adopt the practice of allowing individuals to “roll” up to $500 of FSA funds over to the next calendar year, and the Personnel Committee’s recommendation that starting in January 2015 employee FSA accounts be administered by a 3rd party.

Motion by Lemke and supported by VanLaan to adopt the practice of allowing individuals to “roll” up to $500 of FSA funds over to the next calendar year


It was noted by Treasurer Lemke that this change will require some further action by the board and she will submit the necessary paperwork at the next regularly scheduled board meeting.


Motion by Haagsma and supported by VanLaan that starting January 1, 2015 the Township change from a self-administered FSA to a third party administered FSA

Ayes: Hilton, VanLaan, Haagsma

Nays: Fryling, Fouch, Lemke

e. Restoration of Division Ave. Decorative Light Poles Supervisor Hilton presented a quote for restoration of the worn decorative light poles along the Division Avenue Corridor. Supervisor Hilton noted the quoted amount will be split equally with Byron Township

Motion by Haagsma and supported by VanLaan to accept the bid from River Town Painting & Construction in the amount of $19,680 for the restoration of 160 decorative light poles along the Division Avenue corridor


f. Annual Contract with North Kent Transit/Hope Network Supervisor Hilton recommended the annual renewal of the Township’s contract with Hope Network and (Kent County) North Kent Transit

Motion by Haagsma and Supported by Fouch to renew the contract between the Township/Hope Network/NKT for 2014-2015 contract year.


Motion by Fryling and supported by Haagsma to not authorize payment for rides allowed by Hope Network that do not meet the ride criteria spelled out in the contract


g. Strategic Initiatives The Board deferred this item to a future workshop meeting

h. Use of TIRF Funds for Cemetery signs (Per Clerk’s Request) Supervisor Hilton presented the Clerk’s request to use TIRF funds for new cemetery signs

Motion by Lemke and supported by Haagsma to approve the Clerk’s request to use TIRF funds to purchase signs for Blain Cemetery and Dutton Cemetery


i. Supervisor Hilton update the Board on the following:

• 2015 Employee Health Insurance • Kent County – Decision to Opt out of proposed tax capture for DACIA


• Thank you letter to Cutlerville Fire Department

Information provided:

• Kent County Sheriff Dept. – 2014 1st Qtr. Activity • GVMC Population Forecast • North Kent Transit Ride Reports • May 2014 Website Statistics • KDL June Newsletter

11. Motion by Lemke and supported by Fouch to adjourn the meeting at 9:33PM Ayes: All

The next regular meeting of the Gaines Charter Township Board will be held on July 14, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 616-698-6640 one week in advance to request mobility, visual, hearing or other assistance.


Kim Triplett, Executive Secretary

ADDENDUM

On Tuesday, June 10th, Supervisor Hilton reviewed a quote received late Monday, June 9th, from Great Lakes Painting & Decorating, Inc. The quote in the amount of $15,120.00 was received by Byron Township for the restoration of the decorative light poles along the Division Avenue Corridor. Byron Township accepted this quote, rather than the River Town quote the Gaines Charter Township Board accepted.

Comparing the two quotes it was noted that the Great Lakes quote included the Board’s preferred method of removal of the existing paint on the poles. The River Town quote included a lesser preferred removal method. Based on the removal method, with the approval of the Board of Trustees, the decision to accept the River Town quote was reversed and the quote from Great Lakes was accepted.


MINUTES OF GAINES CHARTER TOWNSHIP BOARD FOR THE Workshop MEETING

June 23, 2014 Present: Hilton, Osterink, VanLaan, Lemke, Fryling, Haagsma Absent with notice: Fouch Also present was Jeff Gritter, Township Engineer and Russ Jansen, Fire Chief Hilton offered opening prayer and the Pledge of Allegiance was recited. 1. The meeting was called to order by Supervisor Hilton at 7:00 p.m. 2. Motion by Lemke and supported by Haagsma to approve the agenda as presented. Ayes: all

3. Individuals to address the Board- no one was present who wished to speak at this time. 4. Supervisor’s Office A. Tanger Mall Request to release three easements.

Engineer Gritter explained that there were three easements for water and sewer on the property that the developer of Tanger Mall was purchasing. These three easements needed to be released as they would not be used for the new plan.

Motion by Haagsma and supported by Fryling to approve releasing three easements as presented in the documents included in the meeting agenda. Ayes: Fryling, Osterink, Hilton, Lemke, VanLaan, Haagsma B. Recommendation by Supervisor Hilton to rescind the June 9, 2014 motion to accept the quote from River Town Painting and Construction Inc. for “power wash to remove loose paint”, “Apply 2 coats of PPG Durathane” to the Division Ave. lightpoles as a second quote had been received in time but not transmitted to the Supervisor. Motion by Lemke to rescind the motion and vote from the June 9, 2014 meeting in regards to the painting of light poles on Division Ave.

Trustee VanLaan stated she would abstain as one of the companies is a personal friend of her family

Ayes: Osterink, Hilton, Lemke, Haagsma, Fryling Motion by Lemke to accept the quote of Great Lakes Painting and Decorating Inc. as the process is preferable and the cost much lower. Ayes: Hilton, Lemke, Haagsma, Fryling, Osterink Abstain: VanLaan

Lemke questioned whether some of the money saved between the two quotes could be

used for banners to go on the lamp posts. C. Division Avenue Corridor Improvement Authority Motion by Haagsma and supported by Fryling to adopt Resolution 2014-10 a resolution to adopt the development plan and tax increment financing plan No. 2 for the Division Avenue Corridor Improvement Authority Yes: VanLaan, Haagsma, Fryling, Osterink, Hilton Nays: Lemke D. Intergovernmental Agreement with Byron Township

The Board discussed the proposed wage sharing for the full-time Cutlerville Firemen as presented by the Supervisor.

Motion by VanLaan and supported by Haagsma to propose to Byron Township that the cost of wages and benefits (including insurances, pension, training) paid to the full time firefighters be allocated based on the breakdown of the percentage of calls made by the full time firefighters within each township and reimbursed to Gaines Township (as the entity doing payroll) on a mutually agreeable schedule -whether it be monthly or quarterly based on that calculated percentage.

Ayes: VanLaan, Haagsma, Fryling, Osterink, Lemke Nays: Hilton E. Discussion on Strategic Planning

The Board discussed various items for future expenditures and whether if at budget time it would be good to include some decisions and allocate money for them.

5. Motion by VanLaan and supported by Haagsma to adjourn the meeting at 8:40 p.m. Ayes: All The next regular meeting of the Gaines Charter Township Board will be held on July 14, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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MINUTES OF GAINES CHARTER TOWNSHIP BOARD FOR THE Regular MEETING

July 14, 2014 Present: Hilton, Osterink, VanLaan, Lemke, Fryling, Haagsma, Fouch Also present was Jeff Gritter Township Engineer, Russ Jansen, Fire Chief and Janice Boone water and sewer administrator VanLaan offered opening prayer and the Pledge of Allegiance was recited. 1. The meeting was called to order by Supervisor Hilton at 7:00 p.m. 2. Motion by Fryling and supported by VanLaan to approve the agenda as presented. Ayes: all

3. Individuals to address the Board- no one was present who wished to speak at this time. 4. Consent Agenda Motion by Fouch and supported by Haagsma to approve the consent agenda including payment of the bills for June 5 through July 1, 2014 in the amount of $221,227.11 Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma 5. Public Hearing for Eastern Woods Streetlighting District Motion by VanLaan and supported by Haagsma to open the Public Hearing for Eastern Woods Special Assessment Streetlighting District at 7:02 p.m.. Ayes: all

No one was present to address the Board on the matter Motion by VanLaan and supported by Haagsma to close the Public Hearing at 7:04 p.m. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling Motion by Haagsma and supported by VanLaan to adopt Resolution number 2014- 14 Declaration of intent to make Public improvements, Tentative Determination of Special Assessment District, Filing of Special Assessment Roll, Notice of Public Hearings. Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch 6. Engineer’s Department A. 901 Windrow Request for variance to the Water and sewer ordinance Motion by Haagsma and supported by Fouch to approve the recommendation of the water and sewer committee and grant a variance to the ordinance for 901 Windrow. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink B. 6925 Dutton Industrial Drive- Kamps Hardwood request for variance to the water and sewer ordinance

Motion by Haagsma and supported by Fryling to approve the recommendation of the water and sewer committee and grant a variance to the ordinance for Kamps Hardwoods on Dutton Industrial Drive. Ayes: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton C. 1870 Hollow Creek Drive Motion by Haagsma and supported by Fryling to approve the recommendation of the water and sewer committee and grant a refund to the sewer charge for 1870 Hollow Creek Drive Ayes: VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke D. 7179 Old Lantern Motion by Haagsma and supported by Fryling to approve the recommendation of the water and sewer committee and grant a refund to the sewer charge for 7179 Old Lantern Dr. Ayes: Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan E. 7035 Old Lantern Dr Motion by Haagsma and supported by Fryling to approve the recommendation of the water and sewer committee and grant a refund to the sewer charge for 7035 Old Lantern Drive. Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma F. 6461 Paris Ave Motion by Haagsma and supported by VanLaan to approve the recommendation of the water and sewer committee and deny the request of the owner of 6461 Paris as all due diligence was done and the committee could find no reason within the ordinance to reduce the charge for this residence. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling G. Cascade Die Casting Group request for a PA 198. Motion by Haagsma and supported by VanLaan to adopt Resolution 2014-11TB to set a Public Hearing for the requested IDD and to set a Public Hearing for this application for the August 11, 2013 Board meeting. Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch 7. Community Police Officer Tom McCutcheon report Officer McCutcheon gave an update on what he had been involved in within the Township for the past several months. He also mentioned a Hunters Safety Class that he would be teaching in the fall and encouraged attendance by youth and adults in the Township and beyond.

8. Treasurer’s Department Lemke explained that the Resolution that she presented was a result of a decision made by the Board the previous month. Resolution 2014-12 amends Section 125 Cafeteria Plan (specifically the Flex agreement) currently in place by Gaines Township to allow for a roll-over of up to $500.00 into the following year if requested by a participant. Motion by Haagsma and supported by Hilton to adopt Resolution 2014-12 to amend the 125 Cafeteria Plan of Gaines Township which includes the Flex benefits. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink 9. Supervisor’s Department A. Intergovernmental Agreement with Byron Township in regards to the Cutlerville Fire calls. Motion by Lemke and supported by VanLaan to adopt Resolution 2014-13 to amend the Intergovernmental Agreement with Byron Township as presented. Ayes: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton B. Planning Commission replacement member Motion by Fryling and supported by Haagsma to approve the recommendation of the Supervisor and appoint Brad Burns to fill Ted Essenberg’s place and appoint Tom Wolffis as a member of the ZBA of which he was an alternate. Ayes: VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton C. Supervisor Hilton reminded the Board that there would be a special meeting on July 21st which will deal with Long Range Planning. 10. Motion by Fouch and supported by VanLaan to adjourn the meeting at 7:56 p.m. Ayes: All The next regular meeting of the Gaines Charter Township Board will be held on August 11, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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Minutes of Gaines Township Workshop Board Meeting July 21, 2014

Present: Hilton, Lemke VanLaan, Fouch, Osterink, Fryling, Absent with notice: Haagsma Supervisor Hilton opened with prayer and the Pledge of Allegiance was recited 1. The meeting was called to order at 7:00 by Supervisor Hilton 2. Supervisor Hilton mentioned that he would like to add to the agenda a request from David Waligora, Township Planner that any Planning Commissioner or Zoning Board of Appeals Commission who would like to attend the Michigan State Citizen Planner class have the class fee paid by Gaines Township. Motion by approve the agenda with that addition was made by VanLaan and supported by Fouch Ayes: All 3. Individuals in the audience were given opportunity to address the Board. No one wished to speak. 4. Report from Lieutenant Jeff DeVries of the Kent County Sheriff’s Department

Lieutenant DeVries presented a power point which explained the County over view of the Sheriff’s Department and many Gaines Township statistics over the past years.

A time of questions followed the presentation. 5. Cutlerville Fire Personnel Recommendation. The Cutlerville Fire Committee is recommending that Jordan Sheely be retained as a full-time firefighter after the Safer Grant expires. Motion by Lemke and supported by Fouch to retain Jordan Sheely as a full time firefighter after the expiration of the Safer Grant under which he was hired. Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan 6. Planner’s request to fund Citizen Planner class for Planning Commissioners and ZBA membership Motion by Fouch and supported by Lemke to have Gaines Township fund the class fee for any member of the above committees who would like to attend the Citizen Planner Class put on by Michigan State University to be paid from the Planner’s seminar budget line and amended if necessary . Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Fryling

It was determined that there would be no per diem paid but mileage would be paid for anyone attending the class.

7. Individuals in the audience were given opportunity to address the Board. No one wished to speak 8. Board members discussed various projects within the Township –including but not limited to a new building on the property for community use, library issues, park and sidewalks, 9. Motion by Fryling and supported by Fouch to adjourn the meeting at 9:00 p.m. Ayes: all

The next regular meeting of the Gaines Charter Township Board will be held on August 11, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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August 11, 2014

Present: Hilton, Osterink, VanLaan, Lemke, Fouch Also present was Jeff Gritter Township Engineer, Russ Jansen, Fire Chief Trustee Fouch offered opening prayer and the Pledge of Allegiance was recited.

1. The meeting was called to order by Supervisor Hilton at 7:00 p.m. 2. Motion by VanLaan and supported by Fouch to approve the agenda as presented.

Ayes: all 3. Eastern Woods Special Assessment District for Streetlighting Motion by Fouch and supported by VanLaan to open the 1st public hearing at 7:00 pm to hear and consider any objections to the petitions filed, the proposed improvements, the proposed special assessment district, and all other matters relating to said improvements Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan

There was no one present to address the Board and no written comments had been received.

Motion by VanLaan and supported by Fouch to close the 1st Public Hearing for Eastern Woods Special Assessment District at 7:02 p.m. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan Motion by VanLaan and supported by Fouch to open the second public hearing for Eastern Woods at

7:05 p.m. to hear and consider any objections to the special assessment roll that has been tentatively made for the parcels in the proposed Eastern Woods street lighting special assessment district. Ayes: Osterink, Hilton, Lemke, VanLaan, Fouch

There was no one present to address the Board and no written comments had been received.

Motion by VanLaan and supported by Fouch to close the public hearing at 7:06 p.m. Ayes: Hilton, Lemke, VanLaan, Fouch, Osterink Motion by VanLaan and supported by Fouch to adopt Resolution 2014-15-TB Determination to make public improvements; sufficiency of petitions; approval of plans and specifications; final determination of special assessment district confirmation of special assessment roll, lien, payment and collection of special assessment Ayes: Lemke, VanLaan, Fouch, Osterink, Hilton

4. Individuals to address the Board- no one was present who wished to speak at this time.

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5. Motion by VanLaan and supported by Fouch to approve the consent agenda including payment of the bills for 07/02/2014 thru 07/28/14 the amount of $136,734.01

Ayes: VanLaan, Fouch, Osterink, Hilton, Lemke

6. Engineering Department

A. Bid Award for the Hanna Lake Sidewalk project

Motion by VanLaan and supported by Lemke to accept the bid of K&R Construction for the construction of the sidewalk and include an amount of $28,000.00 from the “sidewalk fund” of Gaines Township for the additional amount of cost above the Community Development block Grant money available for use.

Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan

B. IFT for Cascade Die Casting Group

Engineer Gritter explained the project and Mr. David Bowman from Cascade Die Casting

Group was present to answer any questions.

Motion by VanLaan and supported by Fouch to open the public hearing to take comments regarding the establishment of an Industrial Development District for the property at 7750 S. Division Avenue at 7:14 p.m. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan

There was no one in the audience who wished to address the Board on the matter nor were any written comments received.

Motion by Fouch and supported by VanLaan to close the public hearing at 7:16 p.m. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan Motion by Fouch and supported by VanLaan to adopt Resolution 2014-16-TB a resolution to establish an industrial development district for the property at 7750 S Division Avenue. Ayes: Osterink, Hilton, Lemke, VanLaan, Fouch

Motion by VanLaan and supported by Fouch to open the second public hearing at 7:17 p.m. for Cascade Die Casting Group to take Public Comments in regards to the granting of an Industrial Facilities Exemption Certificate for the proposed Building Expansion and New Equipment. Ayes: Hilton, Lemke, VanLaan, Fouch, Osterink

There was no one present to address the Board on the matter and no written comments had been received.

Motion by Fouch and supported by VanLaan to close the public hearing at 7:18 p.m. Ayes: Lemke, VanLaan, Fouch, Osterink, Hilton

Motion by Fouch and supported by VanLaan to adopt Resolution 2014-17-TB to approve the application of Cascade Die Casting Group, Inc. for an industrial facilities Exemption certificate for a building expansion and new equipment Ayes: VanLaan, Fouch, Osterink, Hilton, Lemke 7. Treasurer’s Department – 2nd Quarter Report

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Motion by VanLaan and supported by Fouch to accept the report subject to audit. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan 8. Public to Address the Board- No one in the audience asked to address the Board 9. Supervisor’s Department A. One Saved request to hold a raffle in conjunction with a fundraiser on September 29, 2014 Motion by Lemke and supported by Fouch to approve and sign the resolution to the State of Michigan for a one time raffle to be held by One Saved on September 29, 2014 Ayes: Fouch, Osterink, Lemke, VanLaan Nays: Hilton B. Contract for the Rapid

Motion by VanLaan and supported by Hilton to approve the contract with ITP for October 1, 2014 through September 30, 2015 with the annual cost is $47,811. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan C. Tavern License request for the Haru Sushi & Grill Corp at 1671 Marketplace Dr. SE

Supervisor Hilton introduced the request for a Tavern License for the restaurant Motion by VanLaan and supported by Hilton to deny the request for a tavern license due to the very limited size and seating proposed for the restaurant which would not nearly meet the requirements of the ordinance.

Ayes: Osterink, Hilton, Lemke, VanLaan, Fouch D. Proclamation of September 19, 2014 as POW/MIA day in Gaines Township Motion by VanLaan a supported by Lemke to adopt Resolution 2014-18 which designates September 19, 2014 as POW/MIA day in Gaines Township Ayes: All Motion by Osterink and supported by VanLaan to adjourn the meeting at 7:50 p.m. Ayes: All The next regular meeting of the Gaines Charter Township Board will be held on September 8, 2014 in

the Board room of the Township Offices. All interested persons are invited to attend and participate.

Persons with disabilities needing accommodation for effective participation in the meeting should

contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or

other assistance.

_______________________________ ________________________________


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September 8, 2014

Present: Hilton, Osterink, VanLaan, Lemke, Fouch, Fryling, Haagsma Also present was Jeff Gritter Township Engineer, Russ Jansen, Fire Chief Trustee Fryling offered opening prayer and the Pledge of Allegiance was recited.

1. The meeting was called to order by Supervisor Hilton at 7:00 p.m. 2. Motion by VanLaan and supported by Fouch to approve the agenda as presented. Ayes: all 3. Individuals in the audience were given opportunity to address the Board. No one wished to speak 4. Motion by Fouch and supported by VanLaan to approve the consent agenda including payment of the bills for July 29 through September 3, 2014 in the amount of $101,094.90.

Clerk Osterink mentioned that the copy of the minutes for August 11, 2014 that was presented before the meeting is the actual document to be approved.

Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma 5. Engineering Department A. Prairie Wolf Park Trail- Phase III Engineer Gritter explained that the bids for the project which would connect 84th Street to the exisiting trail in the park along the west property line were received and his recommendation is to award to the low bidder- Bultsma Construction in the amount of $49,892.00 plus 10% contingencies. Motion by Haagsma and supported by Hilton to approve the recommendation and award the bid for construction to Bultsma Construction in the amount of $49,892.00 plus 10% contingencies. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling B. Dutton Fire Parking Lot Repaving Project Engineer Gritter explained that the bid was for the north side of the Fire Station’s parking to repair and repave approximately 1260 sq. yards of asphalt. Only one bid was received but the bidder was qualified and therefore the Engineer recommends awarding the bid to Lobbezoo Trenching LLC in the amount of $29,787.00 plus 10% contingencies. Motion by Haagsma and supported by Fouch to approve the recommendation of the Township Engineer and award the bid for repaving and repairing the north side of the Dutton Fire Station’s parking lot to Lobbezoo Trenching LLC in the amount of $29,787.00 plus 10% contingencies. Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch C. Dutton Industrial Drive water main Engineer Gritter explained that the water and sewer committee/staff had been working on this project for quite a long time and now with the Engineering firm Vriesman and Korhorn were presenting the

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recommendation to award the project to Kamminga & Roodvoets, Inc. in the amount of $492,942.50 plus 10% contingencies which would include $84,050.00 of work under the responsibility of and payment by Kamps Hardwood. Motion by VanLaan and supported by Fryling to approve the recommendation of Vriesman and Korhorn and the Township engineer and award the project to Kamminga and Roodvoets in the amount of $492,942.50 plus 10% contingencies which would include $84,050.00 of work requested by and paid for by Kamps Hardwood. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink 6. Treasurer’s Department Lemke explained that she had been working with the Cutlerville-Gaines Chamber to replace the banners along Division Avenue and was presenting a recommendation that Gaines Township spend some of the money allocated to painting the lightposts for purchasing banners to replace those that were hung years ago.

Hilton mentioned that he thought the Division Avenue Corridor Improvement Authority should be informed before the Township moves forward.

Motion by Osterink and supported by Fouch that Gaines Township approves the purchase of the banners (bid and artwork) as presented from Appearance Products Inc. with the condition that the DACIA also approves the request at their next meeting. Ayes: Lemke, VanLaan, Fryling, Fouch, Osterink Nays: Haagsma, Hilton 7. Persons in the audience were again given opportunity to speak. No one wished to comment. 8. Supervisor’s Office A. FSA Hilton presented the request which was previously presented in June to contract with a third-party administrator for administration of Flex benefits. Due to additional information and a full board the recommendation was brought forward by the Personnel Committee. After much discussion a motion was made by Haagsma and supported by VanLaan to contract with a third-party administrator for administration of the FLEX program beginning January 1, 2015. Ayes: VanLaan, Haagsma, Hilton Nays: Fryling, Fouch, Osterink, Lemke B. Engineering Department request to retain intern Engineer Gritter explained that he had found the services of the intern to be very helpful and that he would like to continue with using him up to $5000.00 which would be absorbed within his department’s budget with no need of an amendment. Motion by Haagsma and supported by VanLaan to approve the recommendation of the Personnel Committee and allow Township Engineer Gritter to utilize the intern in his department for the remaining year up to $5,000.00 Ayes: Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan C. DACIA per diem

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Hilton explained that this committee was the only one that was not paid a per diem for meeting and that it was the recommendation of the Personnel Committee to include them in the policy for payment. Motion by Haagsma and supported by VanLaan to include the qualified members of the Division Avenue Corridor Improvement Authority in paying for meetings according to the schedule of Gaines Township. Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma

Hilton also mentioned that there was ongoing discussion of staffing of the Cutlerville Fire Department between Byron Township and Gaines Township.

Hilton also mentioned that some proposals had been brought to him for reconfiguration of the water and sewer and building inspections part of the office building.

9. Motion to adjourn the meeting was made by Fouch and supported by Fryling at 8:19 p.m. Ayes: All The next regular meeting of the Gaines Charter Township Board will be held on October 13, 2014 in the

Board room of the Township Offices. All interested persons are invited to attend and participate.



other assistance.

_______________________________ ________________________________


MINUTES OF GAINES CHARTER TOWNSHIP BOARD FOR THE Workshop MEETING

September 22, 2014

Present: Hilton, Osterink, VanLaan, Lemke, Fouch, Fryling, Haagsma Also present was Kim Triplett, Jeff Gritter Township Engineer, Russ Jansen, Fire Chief , department heads Boone, Stuyvzand, Waligora and VanderLugt Trustee Haagsma offered opening prayer and the Pledge of Allegiance was recited.

1. The meeting was called to order by Supervisor Hilton at 7:00 p.m. Persons in the audience were given opportunity to address the Board. There was no one to speak. 2. Hilton explained the proposed timeline for adoption of the 2015 budget. 3. Recommendation from the Cutlerville Fire Chief and Township Supervisor for purchase of two trucks for Cutlerville Fire Department

Hilton discussed the Kent County involvement in the purchase of trucks for those departments who are part of the Fire Commission assessment. He then said that the unit under the aerial equipment was due to be replaced along with another unit that the department had been working on specifications for.

It was his recommendation and that of the Fire Chief to accept the bid of Spencer Manufacturing for the new truck and also purchase the unit used for the ladder truck. Motion by Fryling and supported by Fouch to approve the recommendation of the Supervisor and Fire Chief and purchase the unit for the aerial and the new fire truck to be built by Spencer Manufacturing for an amount of $491,532 for the new truck and $14,500 for the unit under the aerial, with the intention of selling truck 35 to offset some of the costs. Ayes: Fouch, Hilton, Lemke, VanLaan Nays: Osterink, Haagsma, Fryling 4. Motion by VanLaan and supported by Haagsma to approve the agenda as presented with the addition of the Cutlerville Fire truck recommendations. Ayes: all 5. Recommendation from Cutlerville Fire Committee

Hilton explained that the Cutlerville Fire Committee had met and is recommending a part time administrator for the Department. He also presented a job description for the position and stated that the committee would like to have it published as soon as possible in order to fill the position in time for some concurrent work with the current fire chief.

Motion by Haagsma and supported by Fouch to approve the job description and hours recommended by the fire committee and to move ahead with publishing and interviewing for the position. Ayes: Fouch, Osterink, Hilton, VanLaan, Haagsma Nays: Lemke, Fryling 6. Proposed Budget document walkthrough

Supervisor Hilton went through the budget, explaining items and answering questions. Department heads were present to answer questions about their requests.

Hilton stated that additional changes would be coming on the budget and they would be presented at the next meeting.

7. Motion by Fouch and supported by VanLaan to adjourn the meeting at 9:29 pm. The next regular meeting of the Gaines Charter Township Board will be held on October 13, 2014 in the

Board room of the Township Offices. All interested persons are invited to attend and participate.



other assistance.

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NOTE FROM SUPERVISOR HILTON: For clarification purposes, the Board of trustees did approve the acceptance of the bid from Spencer Manufacturing for a new truck for the Cutlerville Department. The bid was $491,532.00. Of the $491,532.00, $190,000 will be covered by Kent County. Additionally an estimated $69,000 received from the sale of a unit no longer needed would be applied to the purchase price. The remaining balance would be split between Byron and Gaines – leaving each Township with a financial commitment of less than $120,000.00.

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October 13, 2014

Present: Hilton, Osterink, VanLaan, Lemke, Fouch, Fryling, Haagsma Also present was Jeff Gritter Township Engineer, Planner David Waligora Clerk Osterink offered opening prayer and the Pledge of Allegiance was recited.

1. The meeting was called to order by Supervisor Hilton at 7:00 p.m. 2. Dan Ophoff, advocate for the ballot initiative for the Senior Millage presented a report on the reasons for requesting the millage. 3. Supervisor Hilton asked if there was anyone in the audience who wished to address the Board on non-agenda items. No one wished to speak. 4. Motion by Fouch and supported by Fryling to approve the agenda as presented. Aye: all 5. Public Hearing for Creekside Storage Motion by Haagsma and supported by Fouch to open the public hearing at 7:11 p.m. Aye: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan Haagsma

Steve Witte of Nederveld Associates presented the project for owner/developer Rich Dykhouse which would rezone a piece of property from RL-10 to PUD.

People in the audience were then given opportunity to speak: Ken Mull 1335 Bentree, Doug Didion 1310 Bentree, Brooke Viola, 1220 Bentree, Gerda Didion, 1310 Bentree, and Valerie Marek, 1248 Bentree all spoke in opposition to the rezoning. Motion by Haagsma and supported by Lemke to close the public hearing at 7:46 p.m Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan Haagsma, Fryling 6. Public Hearing for Spica Rezoning

Motion by Fouch and supported by Fryling to open the public hearing at 7:48 p.m. Ayes: Osterink, Hilton, Lemke, VanLaan Haagsma, Fryling, Fouch

Planner Waligora explained the rezoning request for a piece of property currently zoned AR to RL-14 single family residential.

Don DeGroot of Excel Engineering represented the owners and answered questions of the Board as to the possible future plan.

People in the audience were then given opportunity to speak:

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Mark Jamesen, 7779 Thornburst Ct and Aaron Robinson 7815 Thornburst Ct spoke in opposition to the rezoning. Beth Spica, owner of the property gave a brief explanation of what she was considering for the development. Motion by Haagsma and supported by Fryling to close the Public Hearing at 8:07 p.m. Ayes: Hilton, Lemke, VanLaan Haagsma, Fryling, Fouch, Osterink 7. Consent Agenda Motion by Haagsma and supported by Fouch to approve the consent agenda including payment of the bills for September 10, 2014 through October 1, 2014 in the amount of $199,389.84 Ayes: Lemke, VanLaan Haagsma, Fryling, Fouch, Osterink, Hilton A. Creekside Storage Rezoning Request Motion by Haagsma and supported by Fryling to approve the rezoning for Creekside Storage subject properties from RL-10 to PUD as recommended by the Planning Commission.

Discussion followed on the project. Ayes: Haagsma, Fryling Nays: VanLaan, Fouch, Osterink, Hilton, Lemke Motion by Haagsma and supported by Fouch to deny the rezoning for Creekside Storage subject properties from RL-10 to PUD. Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan Nays: Haagsma

B. Spica Property Rezoning- is requesting a rezoning of the southern 6.7 acres of his property located at 7787 Thornburst Court, from A-R (Agricultural/Rural-Residential) to RL-14 (Single Family Residential).

Motion by Haagsma and supported by Hilton to approve the rezoning of the Spica property from AR to RL-14 as recommended by the Planning Commission Aye: Fryling, Osterink, Hilton, Lemke, Haagsma Nays: Fouch, VanLaan

C. South Creek East Preliminary Plat Review

Motion by Haagsma and supported by Fouch to approve the proposed residential plat which includes 31

lots as recommended by the Planning Commission with the condition that the applicant must apply for and complete the Special Assessment District process to cover the installation and operation costs for the streetlights within South Creek East. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling D. Preservation Lakes Estates Preliminary Plat Review Motion by Haagsma and supported by Hilton to approve the Plat of 33 lots on the Northern half of the property with the conditions that the sidewalk be installed as originally intended and that the two parks muse be complete before Phase 1 is completed. Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch

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E. Lot line Adjustment for Canary Grass -adjust the property lines between PPN: 41-22-05-458-004 (1310 Canary Grass Drive), known as Lot 4 of the Smith Farms Plat, and PPN: 41-22-05-458-008 (1306 68th Street), a platted parcel, known as Lot 5 of the Smith Farms Plat. Motion by Fryling and supported by Haagsma to approve the lot line adjustment as recommended by the Township Planner. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink F. Lot line Adjustment for 958 68th Street-between PPN: 41-22-08-103-019 (958 68th Street), an unplatted parcel and PPN: 41-22-08-103-010 (6844 Mildred Avenue), a platted parcel, known as Lot 71 of the Cutlerville Hills No.1 Plat.

Motion by Haagsma and supported by VanLaan to approve the lot line adjustment as recommended by the Township Planner.

Ayes: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton

G. Zoning Ordinance Amendment for Language- Chapter 19 Special Uses

Planner Waligora explained that in the process of approving a parcel for a Landscape business it came to

the Planning Commission’s attention that the Ordinance was vague in respect to requirements for

occupation of homes and the necessity for owner occupation on the property.

The board discussed the issue and a motion was made by Haagsma and supported by VanLaan to

approve the recommendation of the Planning Commission and Ordinance 14 – 07 TB Ayes: Haagsma, Lemke Nays: VanLaan, Fryling, Fouch, Osterink, Hilton

Motion by Haagsma and supported by Hilton to refer the issue back to the Planning Commission for further review and possible changes before returning it to the board. Ayes: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton

8. Engineering Department

Dutton Spur to Paul Henry Thornapple Trail

Engineer Gritter and Trustee Haagsma explained that the Kent County Road Commission was willing to

partner with Gaines Township in securing federal money for the “spur” on the trail from Caledonia to

Kentwood which would create access to Hammond in Dutton.

Motion by Lemke and supported by Haagsma to spend up to $64,500 plus 20% contingency for engineering and construction of the trail, using funds from the Parks Fund Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma

9. Treasurer’s Department

Lemke explained that a resident had requested a refund of the penalty for a late payment. Since only

the Board can approve that she was bringing the request to them.

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Motion by Fryling and supported by VanLaan to deny the request for refund of penalty for late payment Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling

10. Persons in the audience were given opportunity to address the Board. No one wished to speak.

11. Supervisor’s Office

A. Comcast Uniform Franchise Agreement

Motion by Lemke and supported by VanLaan to adopt the resolution 2014-19 a resolution approving and endorsing a change of control to Midwest Cable. Inc. and approving a uniform franchise and letter agreement Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch B. Motion by Haagsma and supported by Lemke to approve the “Letter Agreement” with Comcast. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink C. Consumers Energy

Motion by Haagsma and supported by Fouch to approve Resolution 2014-20 to enter into a standard

lighting contract with Consumers Energy.

Ayes: Lemke, VanLaan, Haagsma, Fouch, Osterink Nays: Fryling

Motion by Haagsma and supported by VanLaan to approve Resolution 2014-21 authorizing Consumers

Energy to make changes in the lighting service as provided in the standard Lighting when necessary.

Ayes: VanLaan, Haagsma, Fouch, Osterink, Hilton, Lemke Nays: Fryling

D. Scheduling of Public Hearing for 2015 proposed budget

Motion by Haagsma and supported by VanLaan to schedule the public hearing on the 2015 fund budgets

for November 10, 2014.

Ayes: All

The next regular meeting of the Gaines Charter Township Board will be held on November 10, 2014 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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Gaines Twp 11/10/14


November 10, 2014

Present: Hilton, Osterink, VanLaan, Lemke, Fouch, Haagsma Also present was Jeff Gritter Township Engineer, Planner David Waligora Supervisor Hilton offered opening prayer and the Pledge of Allegiance was recited.

1. The meeting was called to order by Supervisor Hilton at 7:00 p.m. 2. Motion by Haagsma and supported by VanLaan to approve the agenda as presented. Aye: all 3. Individuals in the audience were given opportunity to address the Board. No one wished to speak.

4. Motion by Fouch and supported by Haagsma to open the public hearing on the 2015 proposed budget for all funds was made at 7:08 p.m. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma

No one in the audience made comment on the budgets no had written comment been received.

5. Motion by Fouch and supported by VanLaan to close the public hearing on the proposed 2015 budgets at 7:10 p.m. Ayes: Fouch Osterink, Hilton, Lemke, VanLaan, Haagsma 6. Deputy Tom McCutcheon, Gaines Township Community Policing Officer gave an update on his work

and on the state of the Township as far as his responsibilities go.

7. Motion by Haagsma and supported by VanLaan to approve the consent agenda, including payment of the bills for October 17, 2014 through November 5, 2014 in the amount of $276,122.45 Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fouch

8. Planning Department

A. South Creek East Request for Final Preliminary Plan Approval Motion by Haagsma and supported by Fouch to give final preliminary plat approval for South Creek East as recommended by the Planning Commission Ayes: Hilton, Lemke, VanLaan, Haagsma, Fouch, Osterink 9. Engineer’s Department

Engineer Gritter explained that due to construction constraints, Caledonia Township is asking for an to amendment to the Existing Sanitary Sewage Transportation Agreement dated February 10, 2014 – Caledonia Township is asking for an time extension from the City of Grand Rapids for when they need to place this sewer line in service.

Motion by Haagsma and supported by VanLaan to adopt Resolution 2014-22 granting the extension as requested and recommended by the Township Engineer. Ayes: Lemke, VanLaan, Haagsma, Fouch, Osterink, Hilton 10. Treasurer’s Department

Gaines Twp 11/10/14

Motion by Lemke and supported by Haagsma to accept and file the third quarter financial statements as presented by the Treasurer subject to audit. Ayes: VanLaan, Haagsma, Fouch, Osterink, Hilton, Lemke 11. Supervisor’s office A. Cutlerville Fire Committee Recommendation to hire Fires Service Administrator Supervisor Hilton reported that the Committee is recommending to both Boards the hiring of Mr. Todd Szakac to be the Cutlerville Fire Service Administrator and to proceed toward an agreement to that effect. Motion by Fouch and supported by VanLaan to hire MR. Todd Szakac as Cutlerville Fire Administrator as recommended by the Fire Committee and as described in the job description for the position. Ayes: Haagsma Fouch, Hilton, VanLaan Nays: Lemke, Osterink B. Cutlerville Fire Committee’s recommendation to purchase 6 SCBAs Motion by Haagsma and supported by Lemke to approve the purchase of 6 SCBAs for the Cutlerville Fire Department with costs to be allocated between Byron and Gaines Townships. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma C. Personnel committee recommendation for Dutton Fire Staffing- chief and part time staff. Motion by VanLaan and supported by Fouch to approve the recommendation of the Personnel Committee as presented in the proposal presented at the meeting with Chief Jansen being ¾ time as Fire Chief and an additional 5 hours as Fire Inspector and adding a permanent 20 hour a week fire responder staff person. Ayes: Fouch, Osterink, Hilton, VanLaan, Haagsma Nays: Lemke D. Personnel Committee’s recommendation to hire an intern for the Planning Department Motion by Haagsma and supported by Lemke to approve the recommendation of the Personnel Committee as presented in the proposal at the meeting to hire an intern for the Planning Department Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fouch E. Dutton Fire Rescue Purchase Motion by VanLaan and supported by Lemke to approve the recommendation of the Dutton Fire Committee for purchases of SCBA bottles, Pak-Tracker, hose and nozzles as outlined in the document submitted at the Board Meeting. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fouch, Osterink F. Dutton Fire Department in regards to Paul Dykema Motion by Lemke and supported by VanLaan to approve the Chief’s recommendation and remove Paul Dykema from probationary status to permanent paid on call status. Ayes: Lemke, VanLaan, Haagsma, Fouch, Osterink, Hilton G. Resolution to opt out of PA 152 in regards to Health Insurance Motion by Haagsma and supported by Fouch to adopt Resolution 2014-23 Exemption from the Requirement of Public Act 152 of 2011 Ayes: VanLaan, Haagsma, Fouch, Osterink, Hilton, Lemke H. Officer’s Salary- Trustees Motion by Lemke and supported by Hilton to adopt resolution No 2014-24 setting the salary for Gaines Township Trustees for 2015

Gaines Twp 11/10/14

Ayes: Haagsma, Fouch, Osterink, Hilton, Lemke, VanLaan I. Officer’s Salary- Clerk Motion by VanLaan and supported by Haagsma to adopt resolution No 2014-25 setting the salary for Gaines Township Clerk for 2015 Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma J. Officer’s Salary- Supervisor Motion by VanLaan and supported by Haagsma to adopt resolution No 2014-26 setting the salary for Gaines Township Supervisor for 2015 Ayes: Fouch, Osterink, Lemke, VanLaan, Haagsma K. Officer’s Salary- Treasurer Motion by VanLaan and supported by Haagsma to adopt resolution No 2014-27 setting the salary for Gaines Township Treasurer for 2015 Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fouch L. Budget Approval. Motion by VanLaan and supported by Haagsma to adopt Resolution No 2014-29 to approve the 2015 budgets by fund for 2015 Ayes: Hilton, Lemke, VanLaan, Haagsma, Fouch, Osterink M. Motion by Osterink and supported by Haagsma to adopt Resolution 2014-28 to approve the Appropriations Act document as it references adoption of the budget on a functional level Ayes: Lemke, VanLaan, Haagsma, Fouch, Osterink, Hilton

Trustee Fryling entered the meeting at 8:30 p.m. N. Rich Dykhouse request to reopen the request for Creekside Storage Units.

Matt Zimmerman legal Counsel for Mr. Dykhouse presented the reason for their request to reopen the rezoning for Creekside Storage. It was also explained that if a member who voted to deny the requests makes a motion to bring it back to the table it opens it for renewed discussion.

Motion by Fryling and supported by Haagsma to reconsider the request for rezoning for Creekside Storage. Ayes: Haagsma, Fryling, Hilton Nays: Lemke, VanLaan, Fouch, Osterink Motion to adjourn the meeting was made at 8:45 p.m. by Fouch and supported by Haagsma Ayes: All The next regular meeting of the Gaines Charter Township Board will be held on January 12, 2015 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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Gaines Township Board Meeting Minutes December 8, 2014


December 8, 2014

Present: Hilton, Osterink, VanLaan, Lemke, Fouch, Haagsma, Fryling Also present was Jeff Gritter Township Engineer Treasurer Lemke offered opening prayer and the Pledge of Allegiance was recited.

1. The meeting was called to order by Supervisor Hilton at 7:00 p.m. 2. Individuals in the audience were wished to address the Board were given opportunity. No one wished to speak 3. Deputy Tom McCutcheon gave a report on the “shop with the sheriff” event in the Township. 4. Motion by Haagsma and supported by Fryling to approve the agenda as presented. Ayes: All 5. Motion by Haagsma and supported by Fryling to approve the consent agenda including payment of the bills for November 6 through December 2, 2014 in the amount of $61,666.50. Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma 6. Clerk’s Office A. Freedom of Information and Public Inspection of Records Policies. Osterink explained that although the Township had always followed the Freedom of Information Act we had never put a policy in place. The policy presented for both FOIA and public inspection of records is generic but covers the necessary points Motion by Haagsma and supported by Fryling to adopt both the Freedom of Information Policy and the Public Inspection of Documents policy as presented. Ayes: Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling B. KDL letter As a result of the passage of the millage for Kent District Library in August additional open hours would be added to several branches, Gaines being one. After a survey of the patrons of the Gaines branch it was decided by KDL to add both Monday and Thursday mornings from 9:30 to 12:00 to the open hours. KDL was requesting a letter of support from the municipalities affected by additional hours. Clerk Osterink presented a letter draft to Lance Werner which acknowledges the support of the Township for 5 additional open hours at Gaines Township Branch. Motion by Haagsma and supported by Lemke to approve sending the letter to Lance Werner, Director of Kent District Library. Ayes: Osterink, Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch 7. Planning Department


A. Lot Combination Request No. 141201KS Haagsma explained that this was a request to combine 44 Kenton and 7120 Division Ave and was recommended for approval by the Township Planner as noted in the agenda documents. Motion by Haagsma and supported by Fouch to approve the combination of 44 Kenton and 7120 Division as recommended. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink 8. Engineer’s Department A. 7350 Azalea review of water meter readings Engineer Gritter explained that there had been a lot of time spent in researching the water usage for 7350 Azalea and every test performed showed that the bills were actual usage. It was the recommendation of the water and sewer committee to deny the request for a refund of water usage payment. Motion by Haagsma and supported by Fryling to approve the recommendation of the water and sewer committee and deny the request for refund for 7350 Azalea. Ayes: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton B. 985 61st Street Request for payment plan for connection fees for water service Engineer Gritter explained that the house was purchased as a foreclosure and need a lot of work. The water and sewer committee reviewed everything and are recommending that a Voluntary Special Assessment District (or payment plan) be applied to the home at 985 61st Street as information provided at the Board meeting. Motion by Haagsma and supported by Fryling to approve the recommendation of the water and sewer committee and set up a special assessment district (payment plan) for 985 61st Street connection fees for water. Ayes: VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke C. Voluntary Special Assessment District for Dutton Industrial Drive Watermain Engineer Gritter explained that the project was wrapping up and it was time to offer property owners the ability to sign up for the voluntary special assessment. The Water & Sewer Committee has recommended by motion that the Township Board establish a Voluntary Special Assessment District for the Dutton Industrial Drive watermain project as detailed in the spreadsheet provided with an interest rate of 3.25%. Motion by Haagsma and supported by Fouch to establish a Voluntary Special Assessment District for Dutton Industrial Drive and presented in the documents in the agenda packet. Ayes: Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan D. Water and Sewer Rate Adjustment Engineer Gritter explained that the Water & Sewer Committee reviewed and discussed the Utility Rate Study for 2014 and a motion was made and approved recommending that the Township Board adopt the attached Resolution to Establish Water Supply and Sewer Rates and Charges. Motion by Haagsma and supported by Fouch to approve resolution no. 2014-29 upon the recommendation of the water and sewer committee in regards to the water and sewer rates for 2015 in Gaines Township. Ayes: Fryling, Fouch, Osterink, Hilton, Lemke, VanLaan, Haagsma 9. Treasurer’s Department


The Treasurer provided a copy of the current dashboard and the Citizens’ Guide to Local Unit Finances. She also inquired as to reinstating the Township newsletter and to begin a notebook of committee meeting minutes which would be accessible to anyone. 10. Parks and Trails Treasurer Lemke reported to the Board that a resident had come forward at the Heritage Days Festival and asked about the possibility of grooming cross country ski trails in Prairie Wolf Park. Lemke asked for the Board’s approval for that as well as a one time stipend of $250 to cover costs that may be incurred. Motion by Lemke and supported by Fouch to approve of Mr. Trippett grooming the cross country trails as needed for the winter season with a $250 stipend. Ayes: Fouch, Lemke Nays: Osterink, Hilton, VanLaan, Haagsma, Fryling Motion by Haagsma and supported by VanLaan to approve of Mr. James Trippett’s grooming of the Cross Country trails on a volunteer basis. Ayes: Osterink, Lemke, VanLaan, Haagsma, Fryling, Fouch Nays: Hilton 11. Individuals in the audience were given opportunity to address the Board. No one came forward. 12. Supervisor’s Office A. Budget Amendments to the 2014 General Fund Budget. Hilton explained that there were various amendments needed to cover unanticipated costs to several departments (cost centers). A document was provided which outlined the cost center, the amount of amendment and the source of the additional money for each-which is the contingency line (101.999.000.999.000) Motion by Osterink and supported by Hilton to approve of the budget amendments as presented. Ayes: Hilton, Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink B. Kent County Emergency Plan Motion by VanLaan and supported by Haagsma to adopt the Kent County Support Emergency Operations Plan with a minor change to the Cutlerville Chief information and update to the Dutton Chief’s email address. Ayes: Lemke, VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton C. Siegfried Crandall Letter of Understanding Motion by Haagsma and supported by VanLaan to approve the letter of understanding from the Township auditors for the fiscal year 2014 and instruct the Supervisor to sign and return the agreement. Ayes: VanLaan, Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke D. Advance 2015 Rates for publishing prices Motion by Lemke and supported by Haagsma to approve of the 2015 rates for publication as presented by the Advance Newspapers. Ayes: Haagsma, Fryling, Fouch, Osterink, Hilton, Lemke, Vanlaan E. Meeting Calendar for 2015


Motion by VanLaan and supported by Haagsma to approve the calendar of meetings for 2015 with the correction of the November Board meeting date to November 9. Ayes: All F. Committee Appointments for 2015 Motion by Fryling and supported by Haagsma to approve the committee appointments for 2015 as presented by the Supervisor. Ayes: All Motion by Haagsma and supported by Fouch to adjourn the meeting at 8:17 p.m. Ayes: All The next regular meeting of the Gaines Charter Township Board will be held on January 12, 2015 in the Board room of the Township Offices. All interested persons are invited to attend and participate. Persons with disabilities needing accommodation for effective participation in the meeting should contact the Township Office at 698-6640 one week in advance to request mobility, visual, hearing or other assistance.

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