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October 1, 2009 Special Meeting - Clerk Duties
TOWN OF UTICA TOWN BOARD MEETING MINUTES October 1, 2009 1. CALL TO ORDER. Chairman Nelson Hinz called the October 1, 2009 meeting to order at 7:00 p.m. at the Utica Town Hall. Nelson Hinz, Chairman, Kathy Paschke, Supervisor #1, Frederick Marohn, Supervisor #2, Brenda Morrell, Clerk, Shirley Gallert, Planning Commission, Thomas Thiel, Zoning Administrator and Steven R. Sorenson, Town Attorney were present. 2 citizens were in the audience. 2. DISCUSSION REGARDING DUTIES WITH CHANGE IN CLERKS WITH ATTORNEY SORENSEN. Zoning Ordinances Book maintained by Clerk as follows: Current book needs to be updated through 2009 Going forward a yearly binder needs to be set up and maintained with all proposed and passed ordinances Ordinance book will be updated yearly to incorporate changes Passed ordinances need to be published to be legal. Website should be updated with any new ordinances. Board Minutes Clerk needs to send a copy to Attorney; vote needs to be recorded ( i.e. 3-0, 2-1 etc.) Planning/Zoning Commission - Clerk needs to be sent these minutes once they are approved, can be posted on website. Welcome letter is to be sent to all new residents with their zoning describing what can and cannot be done on their property. Agendas Clerk needs to send copy to Attorney and put on the website. Resolutions Book maintained by Clerk as follows: Current book needs to be updated through 2009 Going forward a yearly binder needs to be set up and maintained with all proposed and passed ordinances Ordinance book will be updated yearly to incorporate changes Conditional Use Permits maintained by Clerk as follows: Current book needs to be updated/organized through 2009 Need to list: date, time, year, parcel #, and location Need to create a checklist and calendar for follow up Need to know consequences of violation Need to have a plan in place to enforce consequences These have no expiration date Variances maintained by Clerk as follows: Current book needs to be updated/organized through 2009 Need to list: date, time, year, parcel #, and location These will expire Retention of Records Minutes keep forever Conditional use permit until it runs out Invoices 7 years Cancelled checks 7 years Accounting records kept forever Audio tapes can get rid of after minutes are approved Tax Bill records 3 years Zoning 1 year Old Election results can purge Offsite backup of township records should be kept 3. ADJOURNMENT. Supervisor Marohn made a motion, seconded by Supervisor Paschke, to adjourn. Vote 3-0. Carried. Brenda Morrell, Clerk ____________________________________ Nelson Hinz, Chairman ____________________________________ Kathy Paschke, Supervisor #1 ____________________________________ Frederick Marohn, Supervisor #2 ____________________________________ Betty Messerschmidt, Treasurer ___________________________________Brenda Morrell, Clerk