Thursday, 17 September 2020 23:28

September 2020 Minutes

REGULAR MEETING OF THE CHIPPEWA TOWNSHIP BOARD

September 8, 2020

Supervisor Smith called the meeting to order at 7:00 p.m. 

Present: Rob Smith, Fran Ash, Gail Huber, Michelle Quakenbush
Absent: Jan Gill

PREVIOUS MINUTES

Motion by Huber, supported by Quakenbush, to approve minutes of August 3, 2020.
Motion carried.

TREASURER'S REPORT

Motion by Ash, supported by Huber, to approve the treasurer’s report of Sept. 8, 2020 balance of $1,867,899.04 and overall balance of $2,446,726,74.
Roll call vote—Yes: Huber, Quakenbush, Smith, Ash; No: None.
Motion unanimously carried.

PUBLIC COMMENT (AUDIENCE PARTICIPATION)

No comments.

UNFINISHED BUSINESS

FIREHALL ROOF
Supervisor Smith obtained a bid from JBS Contracting to replace the firehall’s metal roof. The bid to replace the roof is $18,538.00 and $1845.00 to repair wall, jamb and trim previously damaged by a firetruck.
Motion by Ash, supported by Quakenbush, to accept JBS Contracting’s bid to replace the roof and repair door for $20,383.00.
Roll call vote—Yes: Smith, Huber, Quakenbush, Ash; No: None.
Motion unanimously carried.

BLIGHT OFFICER
ZA Bebee was absent. Huber stated she talked to someone interested in the position and gave him Bebee’s phone number.

NEW BUSINESS

ZONNG ADMINSTRATOR – TIM BEBEE
Bebee was absent.

BUDGET AMENDMENTS AND CEMETERY OUTLAY
Motion by Ash, supported by Quakenbush, to approve the following budget amendments:
Township Board: books and magazines $100.00, dues $50.00; Election: postage $500.00; Treasurer: bond $270.00; Fire Protection: capital outlay $9000.00.
Roll call vote—Yes: Quakenbush, Smith, Ash, Huber; No: None.
Motion unanimously carried.

Ash stated there is no cemetery budget line item for the new mower.
Motion by Ash, supported by Huber, to add 101-270-970 cemetery capital outlay to the chart of accounts and amend cemetery capital outlay $7300.00.
Roll call vote—Yes: Ash, Quakenbush, Smith, Huber; No: None.
Motion unanimously carried.

ACCOUNTING SOFTWARE
Clerk Ash stated that Pontem, her accounting software, is discontinuing the payroll program and rumor has it that general ledger and accounts payable may also be discontinued. She obtained a proposal from BS&A Software for $25,710.00 with annual support fees of $2070.00 for payroll, accounts payable and general ledger and from Dynamics 365 for $19,600.00 with annual support fees of $1680.00 which does not include payroll.
Motion by Ash, supported by Quakenbush, to accept the BS&A proposal of $25,710.00 and $2070.00 annual support fees.
Roll call vote—Yes: Smith, Quakenbush, Huber, Ash; No:
Motion unanimously carried.

AUDIT
The board members were given copies of the audit report. The clerk reconciles the bank statements every month. The auditors suggested other board members review the bank reconciliations. Clerk Ash will provide the board members the bank statements each month for review.
The township was also not in compliance as some budget amendments for the 2019-2020 budget were approved in July due to cancellation of meetings due to Covid-19. Clerk Ash filed a corrective action plan with the State in regards to the budget amendments.

PAY THE BILLS

Motion by Huber, supported by Quakenbush, to pay the bills.
Roll call vote—Yes: Quakenbush, Ash, Smith, Huber; No: None.
Motion unanimously carried.

ADJOURNMENT

Motion by Ash, supported by Quakenbush, to adjourn.
Motion carried.
Meeting adjourned at 7:41 pm

Fran Ash
Chippewa Township Clerk