Q. 2008-06-10 June 10th 2008 Twp RegularA. ALMENA TOWNSHIP
27625 CR 375
PAW PAW MI 49079
TOWNSHIP BOARD
REGULAR MEETING MINUTES
JUNE 10, 2008
The Almena Township Board met at the Township Hall. The meeting was called to order at 7:00 p.m. by Supervisor Stiles. The Pledge of Allegiance was led by Supervisor Stiles.
Roll call: Marv Flick, Jim Rickli, Jim Manning, Jo Burns, Wayne Nelson, Jerry Lentz, and Doug Stiles. Attorney Kelly Page was also in attendance.
AGENDA APPROVAL:
Treasurer Wayne Nelson added, under New Business, consideration of the new 2008 property tax resolution.
MOTION: Motion by Doug Stiles to approve the agenda as amended, second by Jim Rickli. Motion approved.
MEETING MINUTES APPROVAL:
MOTION: Motion by Doug Stiles to approve the meeting minutes of May 13, 2008 as presented, second by Jim Rickli. Motion approved.
PRESENTATION/APPROVAL OF BILLS:
Wayne Nelson explained that regarding the double payment of last month, the vendor has acknowledged the correct amount. They owe us money back as both checks were received at different times, so both had been applied on different dates as received from Almena.
MOTION: Motion by Wayne Nelson to approve bills for period from 3/12/2008-4/8/2008 in the amount of $68,116.16 second by Doug Stiles. Motion approved.
MOTION: Motion by Wayne Nelson to approve bills for period 5/14/2008-6/10/2008 in the amount of $257,331.92 second by Jim Rickli. Motion approved.
A budget transfer will be made from the general fund to the road fund.
Correspondence and Announcements: Clerk Jo Burns shared many items of correspondence, some, of which, follow. Fire works information as requested by someone at the township has been received from MTA;Clerk Accreditation Training is being offered June 16 and June 17 in Berrien County, Bridgman, located in Lake Charter Township, to be attended by Clerk Jo Burns, Deputy Clerk Jeannette Dusseljee, and Sandra Rickli. There is a citizens planner seminar being offered June 18-19 in East Lansing, featuring keynote speaker, Charles Ballard, speaking on Michigan’s Economic Future.
REPORTS:
Road Commission: Supervisor Stiles reported that Larry Hummel will be here at the July regular board meeting. He intended to be here tonight but had double scheduled himself.
Commissioner: Jim Ray in attendance, announced that Svilipe/Sheriff’s Dept. is the newest appointed member of the Road Commission. He shared that the 2007 audit shows an increasing cash balance, within 18% of where they should be; much better for the county. Marv Flick commended the county for doing a much better job of mowing at the intersections.
Sheriff’s Department: Deputy Travis Bernatche presented his report.
Planning Commission:Marv Flick gave a brief report, and questioned what the board would do upon being handed the Zoning Ordinance after completion and recommendation by the PC, if it lacked certain items. Attorney Kelly Page shared that this dialogue should not be happening. He suggested allowing the PC to do their job with no stipulations attached, no deliberation should be done ahead of time.
State Police: No representative from the State Police in attendance.
Parks-n-Recreation: Doug Stiles reported that a meeting was recently held, the committee is in the process of starting to install the slide.
Supervisor Stiles: Doug Stiles reminded the board of the upcoming road commission meeting on June 25, 2008 from 3:00-6:30 at the ISD conference Center; literature regarding such should be in the board members mail boxes. Two (2) bids have been obtained for repairs to the shutters on the historic township hall building. Upon review, Richard Coombs bid is $900, and the bid of Bommerscheim Construction is $440, to replace all the hinges and to allow for repair of the shutter openings for smoother opening and closing. Building repairs on the historic town hall is the responsibility of the board.
MOTION: Motion by Jim Manning to accept the bid of Bommerscheim Construction for shutter repairs at the historic township hall, second by Marv Flick. Motion passed.
Stiles reported that the Oh So Clean window washing company will wash all windows, inside and out, including the outside of the tower, for a total of $170.
Stiles suggested the possibility of hiring a handy-man, possibly in the near future, for the township. This will possibly include restructuring and painting the outbuildings at the cemetery, which Marv Flick would like to see done.
In regards to stand-up voting booths, 13 are needed, Doug has researched and found them for a total of $2600, which would improve the travel flow for elections and are easier to store, specifically for the upcoming August primary and November general election. Deputy Clerk Jeannette Dusseljee has given approval.
MOTION: Motion by Doug Stiles for the purchase of 13 stand up voting units, second by Jim Rickli. A vote was taken, motion approved by a 5-2 margin. Marv Flick and Jo Burns voting no. It was also reported that the trustees office has been cleaned up.
NEW BUSINESS
1- Possible purchase of land up for delinquent taxes (parcel # 80-01-021-013-00).
Treasurer Nelson explained that these are unpaid taxes from 2005, as turned over to the County. It is a 15 acre parcel. The township must have a very valid reason for purchase, and must not make a profit; purchasing only because it is in the best interest of the township. Attorney Kelly Page acknowledged that proper procedure, has and is, being done.
MOTION: Motion by Wayne Nelson to approve the resolution to purchase real estate parcel # 80-01-021-013-00 for the purchase price of $2,135.00, second by Jim Manning. Roll call vote was taken as follows:
Marv Flick - yes Jo Burns - yes Doug Stiles - yes
Jim Rickli - yes Wayne Nelson -yes
Jim Manning - yes Jerry Lentz -yes
Motion approved unanimously.
MOTION: Motion by Wayne Nelson to take the purchase price for the sale of the delinquent tax parcel from the general fund, to be charged appropriately, second by Jerry Lentz. Motion passed.
2 - Consideration of new 2008 property tax resolution:
MOTION: Motion by Wayne Nelson for adoption of the new 2008 property tax levy resolution, second by Doug Stiles.
Roll call vote:
Marv Flick - yes Jo Burns -yes Doug Stiles - yes
Jim Rickli -yes Wayne Nelson - yes
Jim Manning - yes Jerry Lentz - yes
OPEN PUBLIC COMMENT - Five (5) minute limit.
Bob Henson, 26th Ave., is always an advocate for open space, but he believes five (5) acres is too much for minimum lot size, he feels that should be cut down to two (2) acres, keep the acreage small. This in regards to the work of the Planning Commission on the Zoning Ordinance regarding minimum lot size.
NON-AGENDA ITEM - Supervisor Stiles brought up a personnel issue for discussion.
PERSONNEL:
Supervisor Doug Stiles brought to the attention of the board an issue from January. Two (2) office girls were sent for election training during normal township business hours at which they made $10/hr, instead of their normal rate of pay, whereby the deputy clerk attended the same training, but was paid her regular rate of pay. Supervisor Doug Stiles questioned why. Clerk Jo Burns answered that the two office girls paid $10/hr were made aware of the rate of pay ahead of time.
Stiles indicated that on March 11, 2008 the deputy clerk approached the board during the open comment portion during the regular board meeting, in, he felt, a disgusted manner stating she was resigning following the May school election. Stiles questioned Clerk Jo Burns if she has received that resignation. Burns answered she would not accept the resignation anyway.
Clerk Burns has contacted John Lohrstorfer Attorney for Michigan Township Association, who has assured the Clerk that the Supervisor is supervisor for the township, but is not in charge of the deputies.
Clerk Burns also shared that, at the Human Resources Seminar she attended last week, she asked and was told, that the Supervisor has no authority over deputies. The board sets the hourly wages for the deputies at budget time.
Supervisor Stiles questioned if the cemetery manager (deputy clerk) is paid $140/month, what if more than $140 worth of work is done? Because, he shared, that the hourly time sheets of the deputy indicate additional cemetery wages. Clerk Burns answered that it is difficult to sort out all the differences of her job.
Stiles asked if there were any records at the home of the deputy.
Burns answered that the deputy clerk keeps a set of books at her home; where most of her work is done.
Burns said that she would not accept the resignation of her deputy, nothing has been accepted. The deputy has been here fourteen (14) years, her knowledge is very valuable.
Stiles questioned Burns if she felt the board deserved an apology from the deputy clerk for her outburst at the March 11th board meeting?
Burns answered if anybody deserves an apology it is the deputy clerk, due to your (Supervisor) conduct, it is very inappropriate. The deputy is just trying to do her job, this is not appropriate conduct. Burns said she can show the responsibilities of the deputy clerk.
Burns would like to know what the Supervisor expects to come out of this.
Burns acknowledged that an employee was paid for 57 ½ hrs, but only 51 ½ hrs was worked, which has been remedied and taken care of.
Stiles had requested time sheets of all the office girls, including the deputy clerk, hours have always been indicated on the time sheets prior to February, now the hours worked are not shown, simply a total number of hours for a particular day, not start and end time, why?
Burns indicated that the deputy clerk has not worked much because of what you (Supervisor) have done.
Burns indicated that it would be good for the Trustees to attend some of the seminars offered to help to learn some of the guidelines to follow in an office, particularly human resources.
Stiles shared that the Clerk made a policy book back in January 1, 2006, which indicates the Supervisor has a right to look at the time sheets of the employees.
Stiles requested from the alarm company the in and out access punches into the township. Upon comparison of the alarm company report and the time sheet of the deputy clerk, there appears to be several deficiencies as to the punch in time versus the written down time on the time sheets. One particular example was referenced, copies were provided to the township board.
Stiles stated that he asked repeatedly to sit down and discuss this issue outside of a meeting, but was refused.
Burns stated that is not appropriate to question this of me in a public forum, she would be glad to look over this information and sit down to discuss it.
Stiles shared that the Clerk has, in the past, immediately brought up a question regarding a 15 minute difference for the deputy treasurer as per her time sheet.
Stiles shared that since the board is the steward of the peoples money, he does not think it is inappropriate to question work by the deputy.
Trustee Jim Rickli again asked, for the record, if the resignation of the deputy clerk has been received by the Clerk, regardless of she would accept it?
Clerk Burns answered no, she has received nothing.
Burns has requested a letter from the deputy clerk regarding the discussion between the deputy clerk and the Supervisor that occurred on March 11th, prior to the board meeting. Upon receipt of the discussion, Clerk Burns will then go to Lansing to discuss this issue with Evelyn David of MTA.
Trustee Jim Manning shared that, upon review of the alarm company report and time sheet of the deputy clerk, there seems to be quite a discrepancy regarding the hours. Is this something to ask of the auditors regarding procedure/protocol? The auditors are coming for their annual audit June 18,19,20.
Burns stated that she has no objections to the auditors looking at her records/payroll.
Trustees Manning and Rickli both shared that the time sheets do not seem adequate for the deputy clerk, it also seems to lack job descriptions.
Supervisor Stiles said that these type of time sheets are questionable.
Burns answered that the system can be changed after she is gone.
Supervisor Stiles said that Clerk Burns has refused to talk about this with him in the office, so he felt this issue needed to be addressed at this time, attention to this is needed.
Clerk Burns shared that the deputy clerk does not record (write) the actual work being done anymore, her hours are recorded on a calendar style time sheet.
Trustee Rickli recommended to have input from the auditors regarding proper protocol required in this issue.
Attorney Kelly Page responded that the auditors will not tell employees how/if to do their work, nor when it should be done or how recorded. Page shared that the deputy clerk and deputy treasurer both ultimately work for the township, not just individual Clerks or Treasurer’s. The township board does have control over each employee. The people involved in such a conflict, within the office, should sit down and discuss it with each other, and work it out. Page shared that the board can establish policy within the office, possibly establish that all work be done in the office, if that, is, in-fact, something the board would ant. Page gave a few other examples. Deputies within the township are responsible to the board and the public. This board is like a family, by which, it is better to sit down and discuss an issue.
Clerk Burns shared that she feels this board has a policy of getting together to discuss issues prior to the meeting.
Trustee Rickli spoke that he takes exception to the comment of getting together to discuss items prior to board meetings, he very rarely even comes into the office outside of a board meeting, maybe once
or twice, but very seldom.
Clerk Burns stated that members of the board cannot make informed decisions on issues based on information not known. Why do some members of the board know information prior to the meeting, and some don’t.
Trustee Rickli stated that we are responsible for the townships money.
Clerk Burns shared that auditors come in to confirm that the monies are where they should be.
Trustee Marv Flick said that where this started was that the hours punched in and out per the deputy clerk are not the same as those she recorded on her time sheet.
Trustee Jerry Lentz shared that one would have a difficult time proving that work time recorded on a time sheet was actually worked.
Trustee Lentz stated that there is no time clock to punch in and out, only the alarm clock punch in and out board.
Trustee Flick questioned if the board has a right to question this issue if no policy is in place?
Attorney Kelly Page stated that the board always has the right to question funds in or out of the township. Apparently, per Page, there is a check system between the security system printout report and the recorded time sheet. The board has a legitimate responsibility to question in this situation.
Restated: The board always has a right to question.
Trustee Rickli questioned if this has become a dead issue?
Supervisor Stiles restated that Clerk Jo burns has answered all of the questions asked here tonight. Auditors may ask about any questionable issues.
Clerk Burns will distribute information regarding office policy taken from seminar attended on June 3, 2008.
Trustee Manning suggested a possible resolution for work policy.
Trustee Flick suggested possibly scheduling a special meeting to discuss policy.
Clerk Burns will make copies of the human resources/employee information she received at the seminar she recently attended. The discussion concluded.
Jim Rickli shared that there is a very good chance he will not be at the next regular board meeting, July 8th.
ADJOURNMENT -
MOTION: Motion by Doug Stiles, second by Jim Manning. Motion passed.
The meeting adjourned at 8:50 p.m.
ALMENA TOWNSHIP
