HomeMy WebLinkAboutInterlocal Agreements - 2016.03.17 - 31136
Memorandum
To: Pat Davis, Oakland County Corporation Counsel
CC: Deanna Fett-Hylla, Oakland County Corporation Counsel
From: Ida Logan – Clerk/Register of Deeds – Elections Division
Date: 6/8/2016
Re: MR #16034
Enclosed is a copy of the Department of Economic Development & Community Affairs – Approval of 2016 No Haz Interlocal Agreement. They have been sent to the Office of the
Great Seal.
If you have any questions, please call 248-858-9454.
Memorandum
To: Whitney Calio, Waste Resource Management
CC:
From: Ida Logan, Oakland County Elections Division
Date: 6/8/2016
Re: MR #16034
On March 17, 2016, the Oakland County Board of Commissioners adopted Resolution #16034 – Department of Economic Development & Community Affairs – Approval of 2016 No Haz Interlocal Agreement. A copy of the agreement is enclosed. They have been filed
with the Office of the Great Seal. If you have any questions, please call 248-858-9454.
June 8, 2016
Michigan Department of State Office of the Great Seal
108 South Washington Square, Suite 1 Lansing, MI 48918
Dear Office of the Great Seal:
On March 17, 2016, the Board of Commissioners for Oakland County entered into an agreement per MR #16034 –
Department of Economic Development & Community Affairs – Approval of 2016 No HAZ Interlocal Agreement.
As required by Urban Cooperation Act 7 of 1967 - MCL 124.510(4), a copy of the signed agreement with the County of Oakland and Charter Township of Independence and the authorizing Board of Commissioners Resolution are enclosed for
filing by your office.
Send confirmation of receipt of this agreement to:
Mr. Joseph Rozell, Director of Elections Oakland County Clerk/Register of Deeds
County Service Center, Building #12 East 1200 N. Telegraph Rd.
Pontiac, MI 48341
(Please include our Miscellaneous Resolution number on the confirmation of receipt letter for filing purposes.)
Contact our office at (248) 858-0564 if you have any questions regarding this matter.
Sincerely, COUNTY OF OAKLAND
Joseph J. Rozell
Director of Elections
Cc: Pat Davis, Corporation Counsel, Oakland County Deanna Fett-Hylla, Corporation Counsel, Oakland County
Whitney Calio, Waste Resource Management Patrick J. Kittle, Supervisor, Charter Township of Independence
Enclosures
Memorandum
To: Patrick J. Skittle, Supervisor, Charter Township of Independence
CC:
From: Ida Logan – Oakland County Clerk/Register of Deeds – Elections Division
Date: 6/8/2016
Re: MR #16034
On March 17, 2016 the Oakland County Board of Commissioners adopted Resolution #16034 – Department of Economic Development & Community Affairs – Approval of 2016 No HAZ Interlocal Agreement. A copy of the agreement is enclosed. They have been filed
with the Office of the Great Seal. If you have any questions, please call 248-858-9454.
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 1 of 18
REGULAR MEETING CHARTER TOWNSHIP OF INDEPENDENCE TOWNSHIP BOARD MINUTES December 22, 2015
A. CALL TO ORDER:
Supervisor Kittle called the meeting to order at 7:00 p.m. at the Independence Township Hall, 6483 Waldon Center Drive, Clarkston, Michigan.
B. PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES
C. ROLL CALL:
Present: Patrick J. Kittle, Supervisor Barbara A. Pallotta, Clerk
Paul A. Brown, Treasurer Ronald A. Ritchie, Trustee
Andrea K. Schroeder, Trustee
Absent: Jose Aliaga, Trustee David A. Lohmeier, Trustee
Others Present: Stacey Bassi, Director of Assessing
Kevin Daniels, Superintendent - Safety Path Wendy Hillman, Finance Director
David McKee, DPW Director Rick Yaeger, Budget Analyst
Joe Heffernan, Plante Moran Steven P. Joppich, Johnson, Rosati, Schultz & Joppich, PC
There was a quorum present.
D. APPROVAL OF AGENDA: Motion #2015-12-245: Trustee Ritchie moved to APPROVE the December 2, 2015 Regular Meeting Agenda as
presented. Seconded by Treasurer Brown. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
E. CLOSED SESSION: None F. BOARD / PUBLIC ANNOUNCEMENTS: None
G. PUBLIC COMMENT: None
H. PUBLIC HEARING: None I. PRESENTATIONS AND REPORTS: 1. PRESENTATION: Department Reorganization - DPW (David McKee, DPW Director)
David McKee, DPW Director provided an electronic presentation summarizing the proposed changes for the DPW
Department. He presented a new organizational chart which clarifies daily responsibilities to increase productivity and maximize man hours. He added that he is trying to streamline processes and work more efficiently. He
summarized the proposed organizational chart and explained responsibilities of all employees represented in the chart.
Regular Meeting
Charter Township of Independence
Township Board Minutes – FINAL
December 22, 2015
Page 2 of 18
Supervisor Kittle asked if what was shown was budgeted for in 2016. Mr. McKee responded yes; all of the
employees are in the budget for 2016.
Supervisor Kittle asked if there has been any pushback after the creation of a management structure within the
AFSCME organization. Mr. McKee answered that he thinks it is appreciated.
Trustee Schroeder asked about the new employee shown and if this person was administrative or clerical. Mr.
McKee answered that this positon is a laborer and he explained this person’s responsibilities.
2. REPORT: Supervisor’s Update (Patrick J. Kittle, Supervisor)
Patrick J. Kittle, Supervisor stated that the AFSCME contract is going to a vote after the first of the year. They
have agreed upon a two percent increase for 2016, 2017 and 2018. This is a conservative approach and also
competitive with the industry. There would also be a $500 signing bonus upon ratification in 2016. For new
retirees, they are changing the way that the health care is paid for and the retirees would be responsible for 20%
of the cost of the premiums up to $250.00 a month. They will also be switching all Medicare eligible retirees to a
Medicare Health Plan specifically for them and this will be a sizeable cost savings for the Township. If the
Township sees an excess of $100,000 annual savings, the Township will share $500 in 2017 and $500 in 2018,
per employee. If they do not meet this savings threshold and the savings are between $50,000 and $100,000,
then the share amount would drop to $250. If they do not meet the $50,000, the share amount would drop to $0.
This allows the Township to share the benefit without having to bump up the salary structure. The Holiday
schedule would swap Veteran’s Day with New Year’s Eve and this allows them to be more consistent with the
schedule but honorably discharged Veterans would still get Veteran’s Day off. If there are employees that want
to pay their respects, the Township will provide a two hour PTO allowance during Veteran’s Day. Supervisor Kittle
continued with the non-union contract summary. It is very similar and they would make the same allowances over
the next three years effective January 1. The AFSCME and non-union contracts would be identical.
The Fire Contract will have the ratification vote next Monday, December 28. The contract includes a 2% increase
in 2016 and 2017. The Fire Unions are different because there is no incentive to ratify and they are retroactive.
They Fire Contract includes a signing bonus of $250 in 2016 and they bumped the MERS contributions up over
the next several years taking it to 11% in 2016 and 12% in 2017. The MERS functions are changing and they are
taking more contribution from the employees to keep the fund afloat. The Township and IAFF are committed to
finding a new hybrid retirement program to better contain the costs. For new hires, there is a defined contribution
retirement plan which is new. For new retirees, they would have the healthcare co-pay at 20% of the cost up to
$250. For Medicare eligible retirees, they will be switched to a Medicare Healthcare Plan. The Medicare savings
that they are going to see are being used to fund the unfunded OPEB accounts. They are also using the savings
to create some wellness programs for the employees.
Supervisor Kittle stated that there has been a lot of talk about the gas station on Dixie Highway and the leaking
of petroleum products into residence water sources. In 2002 they found gas leaking from some of the tanks and
in 2011, they replaced the tanks but there is a movement of petroleum products from the station to the west. The
Township has been working with the State to rectify the situation. The State has offered to come in and dig one
home a new well but because every house in this area has been found to have traces of petroleum by-product it
will be difficult to ever sell these houses. The Township is now working with the State and DEQ to get a water
main put in and provide all the homes affected with Township water. The main and the tapping estimate is between
$300,000 and $350,000 and he is willing to approach the Board to get the money fronted as long as they are
going to get the money back by suing the gas station owner or from the State. The State is swamped currently
with environmental issues but the Township is trying to come up with a solution as best they can.
Supervisor Kittle stated that there are going to be some changes that are going to be proposed for the Building
Department in 2016. The Building Department is very busy with growth and they are making sure that they are
prepared to handle all needs. He provided the summary of the Department that is budgeted for in 2016. He is
proposing changes that include additional administration with the ultimate goal of having a succession plan for
the future and they are also looking at adding to the clerical staff. He displayed the current Department model
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 3 of 18
alongside the proposed Department model and summarized the differences. He explained the upcoming projects
that will make 2016 a very busy year for the Building Department.
Supervisor Kittle stated that the wooden stanchions that the Board considered at an earlier meeting were placed on EBay and there were no bids received. Based on the motion, these stanchions will be sent to the facility in
Oxford.
Supervisor Kittle stated that he was in Circuit Court in Oakland County and provided a statement regarding the two individuals who were being sentenced for the destruction and vandalism of the Sashabaw Cemetery. He
summarized the judge’s sentencing.
J. CARRYOVER/POSTPONED AGENDA ITEMS: None K. CONSENT AGENDA: Motion #2015-12-246: Clerk Pallotta moved to APPROVE the December 22, 2015 Consent Agenda as amended to include corrections made to the regular meeting minutes of December 8, 2015. Seconded by Trustee Ritchie.
VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. 1. Approval of the Board of Trustees Regular Meeting Minutes of December 8, 2015 and the Special Meeting Minutes of December 12, 2015. (Barbara A. Pallotta, Clerk) Motion #2015-12-246-1: Moved to APPROVE the Board of Trustees Regular Meeting Minutes of December 8,
2015 with corrections made to the motion numbers for approval of D. Approval of Agenda and E. Closed Session by STRIKING “11” and INSERTING “12” to reflect the proper month and INSERT Resolution No. “2015-021” to
agenda item 6. Adoption of Resolution Setting Township Board of Trustee 2016 Regular and Budget Meeting Schedule, and APPROVE the Special Meeting Minutes of December 12, 2015 as presented.
2. Approval of Payroll of December 18, 2015 and the Check Run of December 16, 2015, for a Total Amount of $395,511.97 (Barbara A. Pallotta, Clerk) Motion #2015-12-246-2: Moved to APPROVE the Payroll of December 18, 2015 in the amount of $205,894.43 and the Check Run of December 16, 2015, in the amount of $189,617.54 for a total amount of $395,511.97. 3. Approval of 2016 Regular Meeting Schedules – Planning Commission & Zoning Board of Appeals (Barbara A. Pallotta, Clerk) a. Approval of 2016 Planning Commission Regular Meeting Schedule Motion #2015-12-246-3a: Moved to APPROVE the 2016 Planning Commission Regular Meeting Schedule, as approved by the Planning Commission at their December 10, 2015 Regular Meeting, to be held at the
Independence Township Hall Meeting Room – 6483 Waldon Center Drive – Clarkston, Michigan 48346 at 6:30 p.m. on the second Thursday of each month with the fourth Thursday of each month reserved as needed, except
as modified, as indicated below: January 14, 2016 July 14, 2016 February 11, 2016 August 11, 2016
March 10, 2016 September 8, 2016 April 14, 2016 October 13, 2016
May 12, 2016 November 10, 2016 June 9, 2016 December 8, 2016
b. Approval of 2016 Zoning Board of Appeals (ZBA) Regular Meeting Schedule
Motion #2015-12-246-3b: Moved to APPROVE the 2016 Zoning Board of Appeals Regular Meeting Schedule,
as approved by the Zoning Board of Appeals at their December 2, 2015 Regular Meeting, to be held at the
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 4 of 18
Independence Township Hall Meeting Room – 6483 Waldon Center Drive – Clarkston, Michigan 48346 at 6:30
p.m. on the second Thursday of each month with the fourth Thursday of each month reserved as needed, except as modified, as indicated below:
January 6, 2016 July 13*, 2016
February 3, 2016 August 3, 2016
March 2, 2016 September 7, 2016 April 6, 2016 October 5, 2016 May 4, 2016 November 2, 2016
June 1, 2016 December 7, 2016 *2nd Wednesday of the Month
4. Approval of Budget Amendment – SAW Grant Activity (Rick Yaeger, Budget Analyst)
Motion #2015-12-246-4: Moved to APPROVE the following budget amendment reflecting adjustments to
accounts associated with SAW Grant activity to actual levels expected by year-end as presented:
SEWER FUND INCREASE
Revenues Account /(DECREASE) - DECREASE #590-000-568.000 (Grants) ($960,685.01)
- INCREASE #590-000-568.000-SAW (Grants) $594,165.00 Expenditures - DECREASE #590-548-818.000-SAW (Contractual Services - SAW) ($163,000.00)
- INCREASE #590-548-933.002 (R & M - Sewer Mains) $206,000.00 - INCREASE #590-548-933.002-SAW (R & M - Sewer Mains-SAW) $430,000.00
- DECREASE #590-548-933.002 (R & M - Sewer Mains) ($415,000.00) 5. Approval of 2015 Budget Amendment #12a (Rick Yaeger, Budget Analyst) Motion #2015-12-246-5: Moved to APPROVE 2015 Budget Amendment #12a as presented: GENERAL FUND INCREASE/ Revenues Account (DECREASE)
- INCREASE #101-000-476.000 (New Builder License) $600.00 - INCREASE #101-000-478.000 (Building Permits) $35,000.00
- INCREASE #101-000-479.000 (Electric Permits) $10,500.00 - INCREASE #101-000-480.000 (Heating Permits) $12,500.00
- INCREASE #101-000-481.000 (Plumbing Permits) $3,700.00 - INCREASE #101-000-610.000 (Site Plan Review) $600.00
- INCREASE #101-000-614.000 (Bldg. Dept. Admin) $1,650.00 - INCREASE #101-000-620.000 (Re-Inspection Fees) $1,150.00
- INCREASE #101-000-625.000 (Bldg. App. Fees) $3,500.00 - INCREASE #101-000-633.000 (Cemetery - Foundations) $1,150.00
- INCREASE #101-000-634.000 (Opening and Closing) $4,350.00 - INCREASE #101-000-642.215 (Sales - Clerk Voter Lists) $2,500.00
- INCREASE #101-000-645.000 (Cemetery - Misc) $900.00 - INCREASE #101-000-651.253 (Chg for Services Tax Coll) $5,000.00
- INCREASE #101-000-664.000 (Interest & Rents) $5,300.00 - DECREASE #101-000-477.000 (Performance Deposits) ($15,000.00)
- INCREASE #101-000-477.000 (Performance Deposits) $56,163.00 - INCREASE #101-000-662.000 (Bond Forfeitures) $71,536.00
- DECREASE #101-000-676.910 (Reimbursement - Insurance) ($34,660.00)
Expenditures
- DECREASE #101-380-818.050 (Performance Deposits) ($15,000.00)
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 5 of 18
FIRE FUND Expenditures
- INCREASE #206-336-719.000 (OPEB-RHFV) $95,000.00
SAFETY PATH FUND Expenditures
- DECREASE #297-460-980.005 (Pathways) ($200,000.00) SEWER FUND Expenditures
- DECREASE #590-548-974.000 (Land Improvement) ($62,500.00) - DECREASE #590-548-976.000 (Building Improvements) ($200,000.00) WATER FUND Expenditures - DECREASE #591-556-974.000 (Land Improvement) ($65,000.00)
- DECREASE #591-556-976.000 (Building Improvements) ($200,000.00) 6. Approval of 2015 Budget Amendment – Tennis Court Grant (Ken Elwert, Parks, Recreation & Seniors Director) Motion #2015-12-246-6: Moved to APPROVE the following budget amendment to account for the USTA Tennis
Court grant revenue for improvements at Clintonwood Park as presented: CIP FUND INCREASE/ Revenues Account (DECREASE)
- INCREASE #400-000-570.000 (Capital Projects Revenue) $20,000.00 Expenditures
- INCREASE #400-757-974.656-TennisCt (Land Improv – Tennis Courts) $20,000.00
L. ITEMS REMOVED FROM THE CONSENT AGENDA: None
M. REGULAR BUSINESS:
1. Approval of the Amendment to the Neighborhood Road Incentive Program (NRIP) – Motion #2014-07-132 and Approval of Informational Packet and Application (Stacey Bassi, Director of Assessing)
Stacey Bassi, Director of Assessing, stated that the only changes that have been made is increasing the
percentage from 5% to 10% and also the maximum from $10,000 to $20,000. There is $50,000 budgeted for this
program for 2016. Supervisor Kittle stated that there is a statute that limits the ability of the Township from doing anything on private
roads with public funds.
Mr. Joppich concurred; this program is only for public roads.
Supervisor Kittle explained that the Township can still help with private roads by helping with the SADs.
Motion #2015-12-247: Trustee Ritchie moved to AMEND the Neighborhood Road Improvement Program (NRIP) Motion #2014-07-132 and APPROVE the associated informational packet and application. Seconded by
Treasurer Brown. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
2. Adoption of Resolution Establishing Guidelines for Granting of Hardship Exemptions from Property Taxes and Establish Beginning Date for the Board of Review (Stacey Bassi, Director of Assessing)
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 6 of 18
Stacey Bassi, Director of Assessing, stated that the Resolution includes the beginning date for Board of Review
which will be March 8, 2016 and it also includes the poverty guidelines which have stayed the same over the last few years. Motion #2015-12-248: Trustee Ritchie moved to ADOPT the following Resolution and “Attachment A”
establishing guidelines for granting of hardship exemptions from property taxes pursuant to MCL 211.7u and ESTABLISH the beginning date for the Board of Review as Tuesday, March 8, 2016 as presented:
STATE OF MICHIGAN COUNTY OF OAKLAND CHARTER TOWNSHIP OF INDEPENDENCE
RESOLUTION 2015-022
WHEREAS, P.A. 390 of 1994, which amended Section 7u of Act 206 of the Public Acts of 1893, as amended
by Act 313 of the Public Acts of 1993, being section 211.7u of the Michigan Compiled Laws, requires the governing body of the assessing unit to determine and make available to the public the policy and guidelines
for granting of poverty exemptions under MCL 211.70;
THEREFORE, BE IT RESOLVED, That to be eligible for consideration of a hardship exemption pursuant to MCL 211.7u in the Township of Independence, a person must be the owner and must occupy the property as
a homestead, as defined, for which the exemption is requested; file a completed and notarized application; submit copies of federal and state income tax returns for ALL persons that resided in the homestead including
property tax credit forms and/or Statement of Benefits paid from Michigan Department of Social Services or Social Security Administration; and meet Independence Township poverty income standards;
BE IT FURTHER RESOLVED, That the applicant and ALL qualifying persons that resided in the home must
have an annual adjusted income less than the amounts shown in Attachment A;
BE IT FURTHER RESOLVED, That the applicant must have an annual taxable and/or non-taxable dividend income less than $3,000;
BE IT FURTHER RESOLVED, That the applicant’s asset level, excluding the homestead, may not exceed
$100,000;
BE IT FURTHER RESOLVED, That the applicant may not have ownership interest in any real estate other than the homestead, nor shall anyone else living outside of the household have interest in this homestead;
BE IT FURTHER RESOLVED, That a hardship exemption may be granted for only one year at a time;
BE IT FURTHER RESOLVED, That for the 2016 tax year the Independence Township Board of Review will begin its proceedings on Tuesday, March 8, 2016;
BE IT FURTHER RESOLVED, That the board of review shall request identification of the applicant and/or proof of ownership of the homestead under consideration for hardship exemption;
BE IT FURTHER RESOLVED, That the board of review may request from the applicant any supporting
documents which may be utilized in determining a hardship exemption request;
BE IT FURTHER RESOLVED, That the completed hardship exemption application must be filed after January 1, but before the day prior to the last day of the board of review in the year for which exemption is sought; BE IT FURTHER RESOLVED, That the board of review shall administer an oath wherein the applicant testifies
as to the accuracy of the information provided;
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
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BE IT FURTHER RESOLVED, That the Board of Review may deviate from the established policy and
guidelines only for substantial and compelling reasons. The applicant will be notified, in writing, the reasons for deviating from the policy and guidelines for hardship exemption;
BE IT FINALLY RESOLVED, That to conform with the provisions of P.A. 390 of 1994, this resolution is hereby
given immediate effect. ATTACHMENT A
POVERTY LEVEL GUIDELINES
HOUSEHOLD UNIT ADJUSTED INCOME
Household allowance is the number of persons
dwelling under one roof
Household allowance of 1: $21,600.00
Household allowance of 2: $23,800.00
Household allowance of 3: $26,200.00
Household allowance of 4: $28,800.00
Household allowance of 5: $31,700.00
Household allowance of 6: $34,900.00
Household allowance of 7: $38,400.00
Household allowance of 8: $42,200.00
Seconded by Treasurer Brown. ROLL CALL VOTE: Yes: Kittle, Pallotta, Brown, Ritchie, Schroeder; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. 3. Acceptance of Proposal for Professional Services – Annual Financial Audit for Fiscal Years 2015-
2016-2017 (Wendy Hillman, Finance Director)
Wendy Hillman, Finance Director, stated that an RFP for the annual audit for the Township went out in October and they received five bids. The Audit Committee consisted of the Township Supervisor, Township Clerk and
Trustee Ritchie plus Ms. Hillman. The Committee met and went over the bids and narrowed the selection to two. They brought in both firms for a face to face interview. The Audit Committee reached a consensus to select Plante
Moran for the 2015, 2016 and 2017 financial audits. She stated that the Audit Partner from Plante Moran is here to answer any questions that the Board may have.
Trustee Schroeder stated that she is horrified that the Township even accepted a bid from them. Plante Moran
has proven over and over again that they are unprofessional, untrustworthy and have not only done a disservice to this community but have cost the Township more and more money to go back and review their work. The Board
has sat at the table numerous times and went over mistakes from the past and it is a matter of the culture of their company. She stated that putting this firm in charge of the audit is a horrible disservice. She does not trust them.
She continued to summarize her dissatisfaction with Plante Moran.
Trustee Ritchie stated that as a member of the Audit Committee, he takes exception to this. He stated that there was information brought to light by Plante Moran through the evaluation process including documentation which
showed that they did inform employees in charge at that time of many issues. He stated that they saw documentation on many issues that were brought up. He disagrees with Trustee Schroeder that Plante Moran is
incapable. He stated reviewing all of the packets from auditors that were submitted and the face to face presentations proved that Plante Moran by far was more diligent and detailed than any other firm.
Treasurer Brown stated that one of the things that they brought up when they had talked about this was
information that had been communicated to the prior Board. The position then was it was difficult to lay that blame when they do not know what was said to the elected officials and what direction they gave to the auditors. He
appreciates the fact that the Audit Committee took the time to collect that information and documentation and
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
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added that the accusations made by Trustee Schroeder were strong. The Audit Committee has addressed many
of the concerns.
Trustee Schroeder asked if they were saying that Plante Moran came forward with information and after consultation with Township personnel went forward without addressing this information in the comments.
Trustee Ritchie stated that he saw documentation where they had brought up previous instances of items at
different meetings.
Ms. Hillman clarified that Trustee Ritchie saw the management letters that were presented.
Trustee Ritchie stated that these are the letters he saw and they do have those letters for Trustee Schroeder to review if needed.
Clerk Pallotta stated that she disagrees with Trustee Schroeder. She stated that Plante Moran is one of the most
professional firms that she has ever dealt with. She stated that Ms. Hillman has cleaned up a lot and she came from Plante Moran. They put the Audit Committee in place to protect the Township, employees and the
consultants that work for us. She stated when she saw the letters it confirmed that the Board at that time was not doing their job. At that time, the Board was not interested in reading those and hearing what the auditors had to
say. They now have a Board that is engaged with full disclosure. She stated that Plante Moran disclosed what they were supposed to disclose and they followed the law performing the audit.
Treasurer Brown stated that the financial statements of the Township are prepared by the Township and belong
to the Township. The job of the auditor is to go through the books and perform certain functions to give an opinion as to whether or not the financial statements are accurately reflective of the Township’s financial position. A lot of
the issues that they had were not material to the overall position of the Township and the prior Board said they were going to pass on that and the auditor handled it with a management letter. They have not uncovered any
instances of misappropriation or fraud. He likes the direction that they are going in now and he is happy that management letters were presented for the prior situation.
Supervisor Kittle stated that in working with Ms. Hillman over the last year, he is aware that the number of
unsubstantiated journal entries that she discovered shows that things were done without a lot of backup or explanation. This is the information that was given to the auditors. He stated that they have made it clear to Ms.
Hillman that they don’t care how big or small, this Board wants to know what is going on. Plante Moran has the confidence of the Audit Committee.
Trustee Schroeder stated that they know from their own experience in this Township that having Plante Moran
as their auditor has caused issues and she thinks it is insane to give these people more money. She stated that the Audit Committee’s choices are limited.
Treasurer Brown stated that Plante Moran cannot assume the position of management. He disagreed with Trustee
Schroeder and stated that he has never seen Plante Moran be unprofessional or dishonest and to say that is completely inappropriate without specific examples being presented to prove it.
Ms. Hillman stated that they have had a lot of interesting things comes up in the last year with OPEB, the library,
the wetland bank, lawful versus unlawful expenditures and she has made sure that as she cleans things up that things are accounted for properly and are completely transparent. Going forward, in 10 to 20 years, people should
be able to look at the accounts and know exactly how things were done. She stated that when she has contacted anyone from Plante Moran to help her clean up these items, she has gotten an answer back in 24 hours if not
sooner and has received a lot of assistance. The audit is very important but the help outside of the audit has been invaluable to her and this was something that was lacking in the other bids.
Mr. Joe Heffernan stated that he believes that both himself and the firm are as good as it gets and he suspects
that this is a disconnect about what auditing is. He does not know if it is appropriate to meet with Trustee Schroeder and talk through what she thinks an auditor should be, but he would be happy to do it. He knows what
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
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auditing is and should be and feels really good about the work that Plante Moran has done here in the Township.
He stated that he has seen a gigantic change in the attitude of the Board and when they have discussions, this Board wants a high level of excellence and he appreciates that.
Supervisor Kittle referred to the management letters in question and he asked if there were footnotes in the audit
regarding those. Mr. Heffernan responded that the comments would have been in the management letters.
Trustee Ritchie clarified that the audit does not mean that every piece of paper was touched.
Mr. Heffernan stated that an audit does not re-create the accounting records. It has two attributes. It looks at the Township’s internal controls to prevent errors from happening or once errors are detected, how are they corrected.
He stated that they also look at a sample of the balances and transactions including those that are the most sensitive like cash accounts.
Supervisor Kittle stated that he would like to join Trustee Schroeder, Wendy and Joe in their discussions.
Motion #2015-12-249: Trustee Ritchie moved to ACCEPT the proposal received from Plante Moran of Southfield,
Michigan for professional services to conduct the annual financial audit for fiscal years 2015, 2016 and 2017 as presented in the technical proposal and in an amount not to exceed the professional fees as they appear in the
fee proposal. Seconded by Clerk Pallotta. VOTE: Yes: All-4; No: Schroeder; Abstain: None. Absent: Aliaga, Lohmeier. Motion CARRIED 4 to 1. 4. Adoption of Resolution – Establishment of an Improvement Revolving Fund (IRF) (Wendy Hillman, Finance Director)
Wendy Hillman, Finance Director stated that the idea came about after speaking to the auditors and the attorney and addressing some of the old special assessments that are on the financial statements. Townships are able to
create an Improvement Revolving Fund with the purpose of helping defray the cost of future special assessments. This fund would be created as a capital projects fund and as they close out old special assessment funds after
determining that it is a true special assessment fund. If the remaining fund balance is proven to be the Township’s, they would then transfer the balance into this Improvement Revolving Fund and use it to help fund other special
assessments. This Act also gives the General Fund the ability to transfer funds into this Revolving Fund and the limitations to that are presented in the Resolution.
Clerk Pallotta pointed out changing the term “taxable value” to “State Equalized Value” in the document.
Ms. Hillman concurred.
Motion #2015-12-250: Clerk Pallotta moved to ADOPT the following resolution to ESTABLISH a Township
Improvement Revolving Fund (IRF) as amended by STRIKING “taxable value” and INSERTING “state equalized value” in paragraph 4:
STATE OF MICHIGAN
COUNTY OF OAKLAND CHARTER TOWNSHIP OF INDEPENDENCE
RESOLUTION TO ESTABLISH THE IMPROVEMENT REVOLVING FUND (IRF) RESOLUTION NO. 2015-023
WHEREAS, The Township is authorized by Public Improvements Act 188 of 1954 (the “Act”), MCL 41.735b
to create a Township Improvement Revolving Fund ("IRF").
WHEREAS, The Township is authorized by the Act to make certain improvements and to fund those improvements through issuing bonds, levying taxes or by assessing the whole or part of the cost of an
improvement against the property benefited through the establishment of a Special Assessment District (SAD).
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 10 of 18
WHEREAS, Pursuant to MCL 41.735a of Act 188, the Township may use amounts in the IRF fund to pay
the cost of public improvements to be financed by special assessments, and collect interest on such amounts advanced at a rate not exceeding five (5%) percent per annum; and
WHEREAS, Pursuant to MCL 41.735b, the Township has authority to transfer into the IRF fund from the general fund such amounts not exceeding two (2) mills of the state equalized taxable value of the
Township in each year, and a total of five (5) mills of the taxable value of the Township; and ·
WHEREAS, The Township deems that it would be in the best interest of the public health, safety and general welfare to create the Improvement Revolving Fund as provided above and allowed by law.
THEREFORE, BE IT RESOLVED, That the Charter Township of Independence Board of Trustees hereby
AUTHORIZES:
1. The creation of an Improvement Revolving Fund ("IRF") in accordance with Act 188.
2. The periodical transfer from the general fund to the IRF fund in any one year an
amount not exceeding 2 mills of the Township's taxable value and not more than a
total of 5 mills of the Township's taxable value.
3. Using the amounts in the IRF fund to pay for the cost of public improvements in the Township that will be financed by the collection of special assessments, and such
amount advanced shall bear interest at a rate not exceeding 5% per annum.
4. Utilizing discretion to return any amounts in the IRF fund to the general fund when, in
the judgment of the Board, such funds should be transferred.
Seconded by Trustee Ritchie. ROLL CALL VOTE: Yes: Pallotta, Brown, Ritchie, Schroeder, Kittle; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
5. Rescission of Motion #2015-07-125 – Approval of Petty Cash Policy and Request to Adopt Resolution –
Procurement, Petty Cash and Credit Card Policy (Wendy Hillman, Finance Director
Wendy Hillman, Finance Director, stated that the Petty Cash Policy was brought before the Board in July. It then went to legal review and after speaking with the attorney, they decided to incorporate the Petty Cash Policy with
the Procurement, Petty Cash and Credit Card Policy. This policy will give the Township stability in tracking expenditures and tracking purchases. She stated that this policy gives direction on the approval process to allow
employees and Department Heads the ability to monitor usage. They now have a policy to fall back on and the process is based on the policy.
Clerk Pallotta stated that they made a conscientious effort not to be reactionary in this policy. She likes the fact
that it gives the Department Heads more guidance when they go to get a contract approved, for example, when do they have the Township Attorney look at it the contract first. It will help with the bidding process and will touch
on all aspects. She is sure that there will be amendments in the future, but she likes that it is all together and there is only one source.
Treasurer Brown stated that the size is intimidating but there are a lot of pieces to it and having it all together is a
good idea. He stated that Clerk Pallotta and Ms. Hillman did a great job with this.
Supervisor Kittle concurred.
a. Rescission of Motion #2015-07-125 – Approval of Petty Cash Policy
Motion #2015-12-251a: Clerk Pallotta moved to RESCIND Motion #2015-07-125 moved by Trustee Schroeder and Seconded by Trustee Aliaga at the Township Board of Trustees Regular Meeting of July 7, 2015 to adopt the
Charter Township of Independence’s Petty Cash Policy establishing procedures and guidelines for the proper handling and accounting of petty cash funds and start-up cash funds effective immediately subject to legal review.
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 11 of 18
Seconded by Trustee Ritchie. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
b. Adoption of Resolution – Procurement, Petty Cash and Credit Card Policy Motion #2015-12-251b: Clerk Pallotta moved to ADOPT the following Resolution to ESTABLISH a Procurement,
Petty Cash, and Credit Card Policy and the following Appendices: A. Questionable Expenditures; B. Quick Reference Guide: Procurement Policy; C. Sample Contract Wording-Contractor Insurance Requirements; and D.
Acknowledgement of Credit Card Issuance and Receipt of Credit Card Policy as presented: STATE OF MICHIGAN COUNTY OF OAKLAND
CHARTER TOWNSHIP OF INDEPENDENCE RESOLUTION TO ESTABLISH A PROCUREMENT, PETTY CASH, AND CREDIT CARD POLICY
RESOLUTION NO. 2015-024 WHEREAS, Public Act 266 of 1995 authorizes a township to be a party to a credit card arrangement if the
township board has adopted by resolution a written policy governing the control and use of credit cards;
WHEREAS, The Charter Township of Independence Board deems that it is in the best interest of the township to make certain financial transactions by using a credit card as described in the Act;
WHEREAS, The Charter Township of Independence desires to establish procedures and guidelines governing
the procurement of goods and services, the handling and accounting of petty cash funds and start-up cash funds, and the allocation and use of credit cards, and
WHEREAS, The Credit Card Policy has been incorporated into a Procurement, Petty Cash, and Credit Card
Policy.
THEREFORE, BE IT RESOLVED, That the attached Procurement, Petty Cash, and Credit Card Policy presented on December 22, 2015 is hereby ADOPTED by the Charter Township of Independence.
Seconded by Treasurer Brown. ROLL CALL VOTE: Yes: Brown, Ritchie, Schroeder, Kittle, Pallotta; No: None;
Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. 6. Approval of Transfer of Fund Balance – Flemings Lake SAD Fund to the General Fund (Wendy Hillman, Finance Director) Wendy Hillman, Finance Director stated that this was a Special Assessment Fund that was in the past financial
statements. The SAD had a cash and fund balance of approximately $315,000.00. After investigation, Ms. Hillman discovered that this was never a true Special Assessment because there was never a unit of benefit given and
there were no parcels. There is no potential refund because there was no assessment. It was a five part project including tri-party and school-Township sharing based on which part of the project it was. She summarized the
five parts of the project which were all paid for from different sources. She stated that it became apparent that the Flemings Lake SAD fund was in a deficit in 2002 of $385,000.00. The deficit elimination plan that they found
included a motion for the General Fund to transfer that amount of money in to cover the deficit and this was supported by the financial statements. Once the school paid their portion back on the project, the money sat there
so the General Fund over-transferred to clear the deficit and then never took the money back. She stated that she is requesting that they move the money back into the General Fund including the interest accumulated and
close this fund after this year. Motion #2015-12-252: Trustee Schroeder moved to APPROVE the transfer of Fund Balance from the Flemings
Lake CP Fund to the General Fund and APPROVE the associated budget amendment recognizing that revenue
as presented:
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 12 of 18
GENERAL FUND INCREASE/ Revenues ACCOUNT (DECREASE) - INCREASE #101-000-699.823 (Trans from Flemings Lk CP) $316,000.00
FLEMINGS LK CP FUND
Expenditures - INCREASE #823-101-965.101 (Transfer to General) $316,000.00
Seconded by Trustee Ritchie. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. 7. Adoption of Resolution – Renewal of North Oakland County Household Hazardous Waste (NO HAZ)
Program FY 2016 (David McKee, DPW Director)
David McKee, DPW Director stated that this is the same program that they have been involved in through Oakland County. It is a very successful program and has had a good response from the residents.
Motion #2015-12-253: Trustee Ritchie moved to ADOPT the Resolution to approve the North Oakland County
Household Hazardous Waste Interlocal Agreement for 2016 between Oakland County and the Charter Township of Independence as presented: STATE OF MICHIGAN COUNTY OF OAKLAND CHARTER TOWNSHIP OF INDEPENDENCE
RESOLUTION 2015-025
THE NORTH OAKLAND HOUSEHOLD HAZARDOUS WASTE CONSORTIUM
WHEREAS, The northern cities, villages, and townships in Oakland County are committed to protection of the
natural environment and preventing toxic materials from entering our waterways and landfill resources.
WHEREAS, The improper handling and disposal of toxic and poisonous household chemicals also poses a health risk to our citizens.
WHEREAS, Recognizing there is a need to provide regular and easily accessible household hazardous waste collection services to North Oakland County residents.
WHEREAS, Collection events for household hazardous waste have become widely accepted as the best way
to provide citizens with a safe method of disposal of these toxic and poisonous household chemicals, and for the communities to realize the economies of scale.
WHEREAS, Oakland County, through its Waste Resource Management Division, has joined these northern Oakland County communities in creating the North Oakland Household Hazardous Waste Consortium (NO HAZ).
WHEREAS, The NO HAZ Consortium has developed a household hazardous waste collection program. WHEREAS, A NO HAZ Interlocal Agreement has been drafted to address necessary legal, liability, and
responsibility issues for both the County and the participating communities, and identifies Oakland County’s role in administering and managing the NO HAZ program, and
WHEREAS, The NO HAZ Interlocal agreement establishes a NO HAZ advisory board to assist and advise
Oakland County in the development of the NO HAZ program.
NOW THEREFORE BE IT RESOLVED, That the Charter Township of Independence hereby APPROVES the
attached NO HAZ Interlocal Agreement and DIRECTS the Supervisor to sign the agreement as the authorized representative of the Township; and
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 13 of 18
BE IT FURTHER RESOLVED, That the Charter Township of Independence hereby APPOINTS David McKee,
DPW Director as the Township’s official representative to the NO HAZ Advisory Board, to work with the Oakland County Waste Resource Management Division as needed to plan the NO HAZ program for 2016.
Seconded by Treasurer Brown. ROLL CALL VOTE: Yes: Ritchie, Schroeder, Kittle, Brown, Pallotta; No: None;
Absent: Aliaga, Lohmeier: None. Motion CARRIED 5 to 0. 8. Acceptance of Authorization for Change in Work; SAW Grant - Pipeline Management Company (David McKee, DPW Director)
David McKee, DPW Director stated that this is part of the SAW Grant. After a meeting with Pipeline Management,
they discovered that there were parts of the Township sewer that were not part of the original scope of services. He stated that they determined that while the company was out there doing the work and they have the funds
available, it made sense to authorize the additional work areas. They saved money by doing these areas then instead of waiting until a later date.
Motion #2015-12-254: Trustee Ritchie moved to ACCEPT the Authorization for Change in Work received from
Pipeline Management Company for the additional SAW grant eligible work. DIRECT the DPW Director to sign the Authorization as the authorized representative of the Township, and APPROVE the following associated 2015
budget amendment: SEWER FUND ACCOUNT INCREASE INCREASE #590-548-933.002 (Saw Grant) $15,186.00
Seconded by Trustee Schroeder. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to
0. 9. Approval to Purchase Snow Removal Equipment – Safety Path (David McKee, DPW Director)
Mr. McKee provided an electronic presentation about the proposed purchase of a Wacker-Neuson SL32 Loader which is equipment used for snow removal on the Safety Paths. He summarized the need of snow removal on
these safety paths including mapping of the proposed paths to be cleared.
Kevin Daniels, Superintendent Safety Path clarified the areas on the maps that would be cleared.
Clerk Pallotta asked how long the distance was that was proposed to be cleared. Mr. McKee and Mr. Daniels
replied that is was more than a mile.
Mr. Daniels provided a video summary of different snow removal equipment available and emphasized the need
for the recommended equipment.
Mr. McKee added that this is a machine that is drivable and equipped with appropriate lighting. In the summertime,
they could use it in the cemetery around the headstones and around water tap areas.
Supervisor Kittle asked how they separate funds if it is going to be purchased with Safety Path funding and used
in the cemetery. Mr. McKee replied that they could charge back to the appropriate accounts.
Supervisor Kittle summarized that there were processes in place to protect the integrity of the safety path fund.
He added that doing sidewalks has been talked about for years and he asked what has changed such that they are going to follow through now.
Mr. McKee stated that Mr. Joppich indicated there has been a change by the Michigan Supreme Court law that says the Township liability is no different if you plow the paths or don’t plow the paths and this was the deciding
factor.
Clerk Pallotta clarified that the liability insurance carrier confirmed this fact.
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 14 of 18
Trustee Ritchie agreed with the school routes being done but he hopes that they have a game plan so that other
paths are being cleared.
Mr. McKee answered that the school paths are the initial areas cleared after a snow fall. After that, he summarized
all of the other paths that will be done.
Trustee Ritchie added that this snow removal is used on many other path areas.
Mr. McKee stated that the Safety Path Committee will be able to give input on the higher traffic areas that will need to be done.
Trustee Ritchie indicated that there were other items that can be attached to this equipment.
Mr. Daniels answered with a list of other useful equipment that can be added and used with this proposed
equipment purchase. It also uses some equipment that the Township already has.
Clerk Pallotta asked if it runs on diesel fuel and what about the maintenance of it. Mr. Daniels replied diesel fuel.
He added that the general maintenance can be done in house. The distribution center is on the west side of Michigan so if they needed parts, they would be easy to get.
Motion #2015-12-255: Trustee Ritchie moved to APPROVE the purchase of a Wacker-Neuson WL32 Loader from Klochko Equipment of Melvindale, Michigan for the purpose of year-round use, including snow removal,
in the Safety Path division of DPW as the best value due to its versatility and compatibility with accessories already purchased in an amount not to exceed for $58,894.00 and APPROVE the following associated budget
amendment as presented:
SAFETY PATH FUND ACCOUNT INCREASE/ (DECREASE)
- INCREASE #297-460-980.000 (Equipment) $58,900.00
Seconded by Clerk Pallotta. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. 10. Approval to Transfer Project Funds from FY2015 to FY 2016 - DPW (David McKee, DPW Director)
Mr. McKee stated that at the Board meeting on October 20, 2015, the Board approved the purchase and installation of a couple of pumps. They thought it was going to be done in 2015 but because of the time needed
to get the pumps, it will be done in 2016. Motion #2015-12-256: Trustee Ritchie moved to APPROVE the following budget amendment transferring unspent project funds from FY2015 to FY2016 for the 2015 Morning Mist and Canterbury Pump Station projects
as presented:
SEWER FUND INCREASE/ Fiscal 2015 ACCOUNT (DECREASE) - DECREASE #590-548-980.000 (Equipment) ($75,020.00)
Fiscal 2016
- INCREASE #590-548-980.000 (Equipment) $75,020.00
Seconded by Clerk Pallotta. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. 11. Approval of Previously Approved Motion #2015-09-179 – Clarkston Area Youth Assistance (CAYA) (Barbara A. Pallotta, Clerk)
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
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Barbara Pallotta, Clerk stated that the Board approved the agreement in September 2015 but did not approve the
money tied to the agreement and this action will correct this oversight. a. Amendment of Previously Approved Motion #2015-09-179
Motion #2015-12-257a: Clerk Pallotta moved to AMEND previously approved Motion #2015-09-179 as moved by Clerk Pallotta and seconded by Trustee Ritchie to APPROVE an Agreement to Provide Youth Programs and
Services to the Public between the Charter Township of Independence (Township) and Clarkston Area Youth Assistance (CAYA) for financial assistance in support of providing youth programs and services to the residents
of the Township for the 2015-2016 CAYA budget year SUBJECT to an annual renewal of the agreement and DIRECT the Supervisor to sign the agreement as the authorized representative of the Township. Seconded by
Trustee Ritchie. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. b. Approval of Amendment to Motion #2015-09-179 Motion #2015-12-257b: Clerk Pallotta moved to AMEND previously adopted Motion #2015-09-179 by INSERTING “and APPROVE payment, in the amount of $4,000.00, to Clarkston Area Youth Assistance for
sponsorship funding as allocated under Community Promotion, Account #101-101-880.000 in the FY2015 budget” AFTER “. . . . authorized representative of the Township”. Seconded by Trustee Schroeder. VOTE:
Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. c. Approval of Motion #2015-09-179 as Amended Motion #2015-09-179: Clerk Pallotta moved to APPROVE an Agreement to Provide Youth Programs and Services to the Public between the Charter Township of Independence (Township) and Clarkston Area Youth
Assistance (CAYA) for financial assistance in support of providing youth programs and services to the residents of the Township for the 2015-2016 CAYA budget year SUBJECT to an annual renewal of the agreement and DIRECT the Supervisor to sign the agreement as the authorized representative of the Township, and APPROVE payment, in the amount of $4,000.00, to Clarkston Area Youth Assistance for sponsorship funding
as allocated under Community Promotion, Account #101-101-880.000 in FY2015 budget. Seconded by Trustee Ritchie. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
12. Appointment/Reappointment of Members to Boards and Committees (Patrick J. Kittle, Supervisor and Barbara A. Pallotta, Clerk)
Patrick J. Kittle, Supervisor summarized the appointments and reappointments for Boards and Committees. a. Reappointments to Investment Advisory Committee Motion #2015-12-258a: Supervisor Kittle moved to REAPPOINT Nathan Sealey and Robert M. Whitcomb as a member of the Investment Advisory Committee for 3-year terms scheduled to expire on December 31,
2018. Seconded by Trustee Ritchie. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
b. Reappointments to Planning Commission Motion #2015-12-258b: Supervisor Kittle moved to REAPPOINT Brian Galley and Samuel Moraco, as
recommended by the Township Supervisor, a members of the Planning Commission for 3-year terms scheduled to expire on December 31, 2018. Seconded by Trustee Ritchie. VOTE: Yes: All-5; No: None; Absent: Aliaga,
Lohmeier. Motion CARRIED 5 to 0. c. Reappointments to Sashabaw Corridor Improvement Authority (CIA) Motion #2015-12-258c: Supervisor Kittle moved to REAPPOINT Chip Robinson, as a representative of a business owner, and Ken Winship, as a property owner, as recommended by the Township Supervisor to the
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 16 of 18
Sashabaw Corridor Improvement Authority (CIA) for 4-year terms scheduled to expire on December 31, 2019.
Seconded by Schroeder. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0. d. Reappointments to Senior Adult Activity Center Advisory Committee
Motion #2015-12-258d: Supervisor Kittle moved to REAPPOINT Pat Edwards and Jean Pachuta to the Seniors Adult Activity Center Advisory Committee for 3-year terms scheduled to expire on December 31, 2018.
Seconded by Treasurer Brown. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
e. Reappointment to Zoning Board of Appeals – Planning Commission Representative
Motion #2015-12-258e: Supervisor Kittle moved to REAPPOINT Brian Galley as the Planning Commission
Representative to the Zoning Board of Appeals for a term scheduled to expire on December 31, 2018 to be concurrent with his term on the Planning Commission pursuant to Article 14 - Zoning Board of Appeals; Section 14.02 - Membership of the Charter Township of Independence Zoning Ordinance. Seconded by Trustee Ritchie. VOTE: Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
13. Adoption of Resolution - Retirement Healthcare Benefits for Full-Time Elected Officials (Paul A. Brown, Treasurer)
Paul Brown, Treasurer stated that the Board talked about this at a prior meeting and this was reviewed by Township legal counsel to insure that it is allowed. He stated that newly hired Township employees haven’t had
lifetime health care since 2007. He clarified that this is going to give current and new full time elected officials the same benefit that AFSCME and non-AFSCME and new firefighters have for retirement health care. Motion #2015-12-259: Treasurer Brown moved to ADOPT the following Resolution Approving Modifications
to the Retirement Healthcare Benefits Applicable to the Township Supervisor, Clerk and Treasurer as amended:
STATE OF MICHIGAN COUNTY OF OAKLAND CHARTER TOWNSHIP OF INDEPENDENCE RESOLUTION APPROVING MODIFICATIONS TO THE RETIREMENT HEALTHCARE BENEFITS APPLICABLE TO THE TOWNSHIP SUPERVISOR, CLERK, AND TREASURER RESOLUTION NO. 2015-026
WHEREAS, The package of benefits provided by the Township for the offices of Supervisor, Clerk, and
Treasurer (referred to in this Resolution as the “full-time elected officials”) and their spouses has traditionally included Township provision of retirement healthcare benefits.
WHEREAS, The Township Board desires to modify and amend the Township’s retirement healthcare benefits
in order to add a defined contribution option for the current full-time elected officials (and their spouses, if any), and to make solely the defined contribution retirement healthcare benefits applicable to all other persons
elected in the future as full-time elected officials and their spouses
WHEREAS, Supervisor Kittle, Clerk Pallotta and Treasurer Brown have informed the Township Board that they desire to have the retirement healthcare plan modified in the manner set forth in this Resolution and to
have such modifications, and the proposed defined contribution plan option, applicable and immediately effective as to them and their spouses at this time, and consent to same; and
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
Page 17 of 18
WHEREAS, The Township Board, as a whole, has no objection to and desires to have the retirement
healthcare plan modified in the manner set forth in this Resolution and to have such modifications applicable and effective as to the three current full-time elected officials (and their spouses, if any) at this time and to all
persons elected in the future as the full-time elected officials and their spouses.
NOW, THEREFORE BE IT RESOLVED, the Charter Township of Independence Board of Trustees approves amending the current retirement healthcare benefits applicable to the current and future full-time elected
officials as follows:
1. the retirement healthcare benefits applicable to the current full-time elected officials (being Supervisor Patrick J. Kittle, Clerk Barbara A. Pallotta, and
Treasurer Paul A. Brown) and their spouses if any during each such official’s current term of office and any term(s) of office held consecutively after the
current term shall be amended to add the option of a defined contribution plan option under which the official township contributes three (3%) of his/her
annual salary into a retirement healthcare savings account, and such current full- time elected officials shall not be entitled to any payment for any cost savings to
the Township from such official’s choice of either this added option or the pre- existing retirement healthcare benefit plan applicable to the current full-time
elected officials; and
2. the retirement healthcare benefits applicable to the full-time elected officials elected in the future (not including the current full-time elected officials during
future consecutive terms of office, if any) shall be amended to solely provide a defined contribution plan under which the official township contributes three (3%)
of his/her annual salary into a retirement healthcare savings account; and
IT IS FURTHER RESOLVED, That the Township Supervisor, Clerk and Treasurer are hereby authorized and directed take all steps and sign all benefit plan documents necessary to implement the changes to the
retirement healthcare benefit plan applicable to the current and future full-time elected officials set forth in this Resolution, and the amendments to such benefits set forth in this Resolution shall not become effective until
such implementation has been completed; and
IT IS FINALLY RESOLVED, That effective as of the date on which the above implementation of this Resolution has been completed, the provisions in the 2004 Employee Handbook and any other employee
benefit materials regarding the retirement healthcare benefit plan for the full-time elected officials are hereby amended to include the provisions of this Resolution and to delete any provisions that are inconsistent with
the provisions of this Resolution
Seconded by Trustee Ritchie. ROLL CALL VOTE: Yes: Schroeder, Kittle, Pallotta, Brown, Ritchie; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
14. Amendment of Special Rules of Procedure for Township Board of Trustees and Discontinue Outsourcing
Transcription of Board of Trustee Meeting Minutes (Barbara A. Pallotta, Clerk) – No Action Taken
Clerk Pallotta stated that the amendments that are now incorporated into the Rules of Procedure for the meetings are to be used more as a guide. She asked for the Board’s input on how to improve the meetings. She stated that
since Independence Television keeps all of their meetings on video and audio as a permanent record, she would recommend discontinuing outsourcing the transcription of the minutes. If they have a FOIA request, they can copy
the meeting to a disk and provide this disk to the requesting party. She stated that many Townships are ending the transcription if they have the support of cable and video systems.
Trustee Schroeder stated that the minutes would then be a summary of the motions and without any detailed
descriptions.
Regular Meeting Charter Township of Independence Township Board Minutes – FINAL December 22, 2015
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Jacqueline Kennedy-Moriarty stated that the transcribed minutes are an audit of what is said. She stated that she
uses them and she does not want to sit through the entire meeting to go to the area of the meeting that she is interested in. She feels like they are historical data and when they are not here anymore, people will want to
reflect on what was said. She stated that when people in her neighborhood were doing some research, some of the tapes were missing and she doesn’t know how long the videos will be online. She stated that there are older
people that do not have the capacity to look at video. She stated that they just spent $58,000 for snow removal equipment and hired Plante Moran and they are only talking about $200 per meeting. She feels that the Board
may not feel that it is worth it to the citizens, but as Trustee Schroeder said earlier, they owe the people that they serve more than that. She stated she understands that they are only required to do something by law, but why
stop it now when it is a valuable tool. She asked how long the videos are going to be available because the minutes are something that are true and can be saved. She stated that she hopes they don’t take it away tonight
because $200 is not a lot of money to spend for such a valuable record.
Clerk Pallotta stated that she is not prepared to take action tonight on this item but believes that they need to do some more research on this item. She stated that she does not want to get in legal trouble. The video and audio
says exactly what has gone on during the meetings. She stated that you cannot capture in words the emotion and intent of what is happening during the meeting.
Trustee Schroeder clarified that when watching a Board meeting video, the viewer is able to advance the sound
file to the area of interest by clicking on the agenda item that they are interested in since the video is indexed to the agenda. Therefore, the viewer does not have to watch the entire meeting. She stated that they want the public
to have easy access to accurate records.
Supervisor Kittle stated that they have to make sure that the integrity of the storage of these audio and video meetings is maintained.
N. COMMUNICATIONS / FUTURE AGENDA ITEMS / REPORTS: 1. Report: Treasurer’s 2015 3rd Quarter Investment Report (Paul A. Brown, Treasurer) 2. Report: Monthly Actual to Budget Financial Update – November 2015 3. Communication: Steven P. Joppich, Johnson, Rosati, Schultz & Joppich, PC; Re: Township Attorney Legal
Services 4. Communication: City of Royal Oak - Certified Resolution Opposing Senate Bill 13
(Noted and Filed) O. BOARD MEMBER COMMENTS: P. ADJOURNMENT: Motion #2015-12-260: Trustee Ritchie moved to ADJOURN the Charter Township of Independence Board of Trustees Regular Meeting at 9:13 p.m. on Tuesday, December 22, 2015. Seconded by Trustee Schroeder. VOTE:
Yes: All-5; No: None; Absent: Aliaga, Lohmeier. Motion CARRIED 5 to 0.
Barbara A. Pallotta, Clerk Patrick J. Kittle, Supervisor