Minutes - Board of Trustees|

KIMBALL TOWNSHIP BOARD OF TRUSTEES

MUNICIPAL BUILDING, 2160 WADHAMS ROAD, KIMBALL, MI

REGULAR MEETING

APRIL 16, 2013

6:30 P.M.

Supervisor Usakowski opened the meeting at 6:30 p.m. with the Pledge of Allegiance.

 

ROLL CALL OF OFFICERS: Usakowski, Jackson, Hand, Ritter, Sturdevant, Kilroy.

ABSENT: Wrubel.

ALSO PRESENT: Chief Gorski, Gilbert Opaleski

 

INVOCATION BY:     PASTOR JEFF WHITE, CROSS CURRENT CHURCH,

            KIMBALL, MI

 

I.    APPROVAL OF AGENDA

Usakowski moved to approve agenda as presented, supported by Sturdevant. Motion Carried

 

II.    INTERVIEWS – ADMINISTRATIVE SECRETARY & CLERK 1

Applicants Abby Thourlby, Wendy O’Connor, and Lori Cesefske Ross.

 

(1) Connie Meddaugh, union member, is being moved to the Administrative Secretary position.

 

    INTERVIEWS – CLERK I POSITION

(1) Abby Thourlby presented work-related/educational background, experiences, and her reason for interest in Clerk I position.

 

(2) Wendy O’Connor explained her interest in Clerk I position. Overview of work-related/educational background and experiences.

 

(3) Lori Cesefske Ross gave her explanation of interest in Clerk I position. Overview of work-related/educational background and experiences.

 

Discussion on whom to hire. Jackson asked if we need additional information. Usakowski must post Clerk I position per union contract. Make decision contingent on all union members declining. Jackson would like to see motion.

 

Jackson moved to hire Wendy O’Connor as Clerk I, supported by Sturdevant.

 

Roll Call Vote: YES: Jackson, Sturdevant, Hand, Usakowski, Kilroy. NO: Ritter. ABSENT: Wrubel. (5-1-1) Motion Carried

 

Jackson explained motion made contingent upon no union employee putting in for this Clerk I position. W. O’Connor will put in 2 week notice on other job. Have to wait 5 days for union employees.

 

III.    PRESENTATION OF MINUTES OF MARCH 5TH, MARCH 19TH,


MARCH 27TH AND APRIL 2, 2013

 

March 5th – Sturdevant moved to approve as amended, supported by Hand. Motion Carried

 

March 19th – Usakowski moved to approve as amended, supported by Ritter.

Motion Carried

 

March 27th – Usakowski moved to approve as presented, supported by Jackson. Motion Carried

 

April 2nd – Usakowski moved to approve as presented, supported by Hand.

     Motion Carried

 

IV.    CONSENT AGENDA AND COMMUNICATIONS

    a. Revenue & Expenditure Report for Period Ending 4/30/2013

    b. Check Register from 03/25/2013 – 04/05/2013

Discussion on talking to accountants and then having the bookkeeper stop posting. Need to correct some postings put into the wrong accounts.

 

Usakowski moved to receive and file correspondence and bills be paid, supported by Jackson.

 

Roll Call Vote: YES: Usakowski, Jackson, Hand, Ritter, Sturdevant, Kilroy. NO: None. ABSENT: Wrubel. (6-0-1) Motion Carried

 

V.    BOARDS AND COMMISSIONS

    a. Fire Administrative Board Minutes of March 6, 2013

Usakowski moved to approve as presented, supported by Jackson.

 

Roll Call Vote: YES: Usakowski, Jackson, Hand, Ritter, Sturdevant, Kilroy. NO: None. ABSENT: Wrubel. (6-0-1) Motion Carried

 

VI.    PUBLIC COMMENT (Brief Comments)

Gilbert Opaleski, 4789 Lorwood asked if we have a plan if something happened to us like it did in the Boston Marathon. Usakowski replied “yes” and gave explanation. Discussion. Volunteers welcome to participate in KECC.

 

Mary Kennedy opened discussion on asking the Township Board to consider joining other townships in the area and receiving resident rates for the programs offered through the City of Port Huron Recreational Department. Money ($5,000) could be set aside through General Fund. Gave explanation of program. Usakowski commented that until strategic plan is in place we won’t have the money available. Discussion. Jill Russell commented on same topic.

 

Bring back to next meeting for further discussion.

 

VII.    FIRE CHIEF GORSKI REPORT

    a. Todd Todek, Goodells, MI – Motor Vehicle Accident – Invoice 12-422

Ritter moved to reduce bill to $100, supported by Sturdevant.

 

Roll Call Vote: YES: Ritter, Sturdevant. NO: Usakowski, Jackson, Hand, Kilroy. ABSENT: Wrubel. (2-4-1) Motion Denied

 

Jackson moved to reduce bill to $300, supported by Usakowski.

 

Roll Call Vote: YES: Jackson, Usakowski, Hand, Kilroy. NO: Ritter, Sturdevant. ABSENT: Wrubel. (4-2-1) Motion Carried

 

    b. Wm. Rostine – Application

Submitted application. Resigned in good status, still licensed, still certified paramedic.

 

Sturdevant moved to hire William Rostine as firefighter, supported by Usakowski.

 

Roll Call Vote: YES: Sturdevant, Usakowski, Jackson, Hand, Ritter, Kilroy. NO: None. ABSENT: Wrubel. (6-0-1) Motion Carried

 

    c. Impact Gas Detectors – $1,525.00

Sturdevant moved to approve $1,525 purchase of 2 units and calibration kit, supported by Kilroy.

 

Roll Call Vote: YES: Sturdevant, Kilroy, Usakowski, Jackson, Hand, Ritter. NO: None. ABSENT: Wrubel. (6-0-1) Motion Carried

 

    d. Annual Dinner

Reported on event.

 

VIII.    OLD BUSINESS

a. Administrative Policy & Procedure – Section 4.0

Discussion on 4.0, Financial Administration. 4.4(a) – does this section make sense? Teresa does building in Treasurer department. Deputy Clerk now does Planning and Zoning functions. 4.5 – not receiving periodic Balance Sheet report or investment performance reports. 4.6(c) – Inventory. Clerk Hand will begin working on bringing office inventory up to date. 4.7(b) – Add dates as listed. 4.8(a) – Purchase Orders not being used; need to start using them. Consider this addition to BS&A software. 4.8(c) – Discussion. 4.9(b) – Travel reimbursed at the published IRS mileage rate. Also add Township Board will authorize reasonable lodging and meals as necessary.

 

Usakowski moved to adopt with changes presented on written document, supported by Sturdevant.

 

Roll Call Vote: YES: Usakowski, Sturdevant, Hand, Jackson, Kilroy. NO: Ritter. ABSENT: Wrubel. (5-1-1) Motion Carried

Bring back Section 5.0 to next meeting.

 

b. Office Hours – Section 5.1 of Administrative Policy & Procedures

Option 1 – Have four 10 hour days and office open from 7 a.m. – 6 p.m., Monday-Thursday.

 

Option 2 – Remain open one night a weed until 7 p.m. Staff staying late would have a modified start time of 10:30 a.m. for that day.

 

Option 3 – Remain open one night a month until 7 p.m. Staff staying late would have a modified start time of 10:30 a.m. for that day.

 

Discussion on Option 2 or 3 being changed. Could close at 6 p.m. instead of 7 p.m. Noting in union contract to prevent moving in this direction. Could consider additional online services such as ability to make payments for utilities, etc. In staffing for extra hours would we fully staff to provide all services or staff minimally to meet the most demanded hours?

 

Deputy Clerk commented elected officials and contracted employees should also be available for after hour appointments. It’s not about paying a bill. Discussion on which day to stay open late. Right now (1) look to increase capability to make payment of website and (2) put in newsletter some officials are available for appointments after hours.

 

Will continue discussion on office hours at later date.

 

c. Fire Administrative Board Roles

Resolutions and Fire Administrative Board Policies & Procedures presented by Usakowski. He attended last Fire Board meeting; commented on meeting. Discussion on what Fire Board should be doing and their authority per resolutions. Also who should be handling discipline and appeals? Chief Gorski read section of Fire Dept. SOP’s and bylaws. Usakowski stated Fire Board should not be telling Chief Gorski what he should be doing as far as discipline. Is his department to make suggestions. Appeal process is available if needed. Need to review what FAB should be doing. Need some direction from Township Board. Drug and alcohol testing discussion. Review documents.

 

Bring back suggestions to next meeting and the following month meet with Fire Board.

 

Trustee Ritter left meeting at 8:45 p.m. due to prior commitment.

 

d. Capital Improvement Plan

Needs to be updated. Suggestions: Smiths Creek water, building fund software, new cemetery mapping, etc.

 

IX.     NEW BUSINESS

    a. Economic Development – Simplifying Process

One goal is to simplify the process in Economic Development. Reference to Shelby Township “Development Review Guidebook.” Simplify site plans, etc. Usakowski would like to see Kimball Township come up with a similar guidebook.

 

X.    AUDIENCE PARTICIPATION

None.

 

XI.    OFFICERS REPORT

    a. Supervisor Usakowski

(1) Smiths Creek sewer finalizing all of the right of ways. Are meeting the requirements of the Letter of Conditions. (2) Usakowski is meeting with two strategic planners. (3) Met with Energy Alliance to discuss lighting efficiency. (4) Met with all departments and told them for the month of May we need additional information/reports from them for agenda. (5) Fire Station committee held first meeting. Will meet the 1st Thursday of each month at Station #1 at 7:00 p.m. Will be talking about location, funding and style. Also need to consider that if we’re not using Station #1 what do we do with it?

 

b. Clerk Hand

(1) Clerk and Deputy Clerk attended 2 day Election Training in Lansing. (2) American flag is being repaired at cost of $15. (3) Welcome to Kimball billboard is rented until June. He is promoting it himself. (4) Brought to his attention that after working a few days in office some people develop a cough so suggesting that we should have ductwork cleaned. Will get bids for cleaning ductwork and bring back to board. (5) Had plumbing and heating workers do repair. (6) DPW – had 3 funerals, finished repair on valve of pump station on Griswold & Michigan; helped Murray Underground with it, have been repairing water meters, doing meter readings, done water shutoffs and turning water back on after payment of bill, installed 2 columbarium plaques on columbariums. (7) Have published job opening with DPW on Career Builders. Distributed 6 applications to board members. Were going to go through Kelly Services and they cannot provide this service to us due to possible dangerous situations.

 

Schedule special meeting for Monday, April 22nd at 6:30 p.m. for interviews.

 

Report on Kelly Services Temp – Abby Thourlby

Hand reported she has done a great job. Has done anything we asked. Would like to keep her longer. Still working on Planning stuff and could help on inventory.

 

Sturdevant moved to keep Abby Thourlby for 2 more weeks, supported by Usakowski.

 

Roll Call Vote: YES: Sturdevant, Usakowski, Jackson, Hand, Kilroy. NO: None. ABSENT: None. (5-0-2) Motion Carried

 

    c. Treasurer Jackson

(1) Discussed Standards & Poor’s. (2) Sent in report to Tom Traciak. (3) Figures in water department look good. (4) General Fund budget also looking good. (5) Reported on CD’s.

 

d. Trustee Kilroy

No report.

 

    e. Trustee Ritter

Absent.

 

    f. Trustee Sturdevant

Reported on Zoning Board meeting and the election of new officers. Marty Schweihofer now chairperson and Charles Strait is vice-chair.

 

    g. Trustee Wrubel

Absent.

 

XII.    ADJOURNMENT

Usakowski moved to adjourn meeting, supported by Sturdevant.

 

Adjourned at 9:25 a.m.

 

Submitted By,

Robert G. Hand, Clerk


 

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