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SCIO TOWNSHIP BOARD OF TRUSTEES
Regular Meeting May 11, 2021
7:00 PM Remote
Pursuant to the MCL 15.263a Sec. 3(a)(1)(b) the Scio Township Board of Trustees will meet remotely, and the public may participate by joining https://us02web.zoom.us/j/89591632645 and entering Passcode: 272417; or http://zoom.us and entering Meeting ID 895 9163 2645 or by calling 1 (301) 715-8592 and entering Meeting ID 895 9163 2645. Members of the public may contact members of Board of Trustees by emailing [email protected] to provide input or ask questions on any business that will come before the Board of Trustees at the meeting. Persons with disabilities requiring any accommodation for participation in this meeting should contact the Township Clerk at (734) 369-9400 or [email protected] Advisements to the Board of Trustees from Clerk on Sat May 8th Noon: Several items on this agenda were placed on the agenda by the Supervisor despite my objections that doing so violates explicit direction by the Board. Therefore, I am posting this agenda with the following three advisements to the Board of Trustees. I expect the Board to resolve these during Item C. Adoption of the Agenda. Please Advise: J4 should be for Discussion Only, per April 27th Board motion. The language of motion states it shall be “for discussion.” The Board agendas note items as for “Discussion Only” or “Potential Action.” Plainly, “…for discussion” meant “Discussion Only” at this meeting. At no time during that Board deliberation, any Township Administration Committee since, was possible action considered or even mentioned. All discussions, preparations by Committee members, and written communications between Committee members reflect the shared understanding that this item was to be prepared by the Committee for discussion by the Board on May 11th. Please Advise: J5, J6, and J7 should be removed from the Agenda, per April 27th Board motion. All of these are parts of the omnibus proposals, per April 27th Board motion, and are for Discussion Only at this meeting. Please Advise: J4 materials are the complete proposal(s) that have been reviewed by the Scio Township Administration Committee and submitted to the Board of Trustees and that are posted for public review are those available here: Proposals submitted by the Township Administration Committee to the Board of Trustees. Some of the items posted in agenda items below have NOT been reviewed or discussed by the Committee, and they contain significant changes. I cannot at this point in time verify if they are the complete omnibus proposals--reviewed by committee, approved by attorney, or most current. So that everyone has the same information for this discussion, please use the single link above. This has been live since Friday morning as directed, with all information reviewed by Committee with any slight revisions received by Friday May 7 10am. I or the Supervisor or anyone else may choose to submit additional or revised information to the Board of Trustees during or after the discussion at this meeting. For now, use the link above so that we avoid confusion for all of us about what parts of each proposal have been reviewed, as Committee was directed to do by the Board of Trustees. For reference here below in quotations is the April 27th Board of Trustees motion on this item that was passed 6-0: "Motion by Flintoft, support by Knol, to direct the Township Administration Committee to submit complete proposal(s) reviewed by the Committee for Scio Township’s administrative structure to the Board of Trustees for public posting and review by May 7 10:00am. A complete proposal shall include an omnibus: outline of the outstanding needs being addressed; proposed job descriptions; proposal to
establish or modify authorized positions in the FYE22 budget; proposed resolution to establish Township Supervisor’s salary; proposed reporting structure (organizational chart); proposed resolution(s) to delegate certain authorities of the Board of Trustees to certain officers or staff. All actionable items shall be approved as to form by Township Attorney and include budgetary impact of all proposed costs including legacy costs, prepared by Township finance staff. The Board shall first discuss these proposals at its next regularly scheduled meeting of May 11."
AGENDA
A. CALL TO ORDER B. ROLL CALL
Supervisor Hathaway, Treasurer Palmer, Clerk Flintoft, Trustee Courteau, Trustee Jerome, Trustee
Knol, Trustee Vogel. C. ADOPTION OF AGENDA D. APPROVAL OF MINUTES
D.1 Possible Action Approval of Minutes of April 27, 2021 Regular Meeting
E. COMMUNICATIONS and WRITTEN REPORTS to the BOARD OF TRUSTEES
E.1 Correspondence and Communications received
E.2 Office Coordinator's Report for April 2021 F. PUBLIC COMMENT
This is the time for members of the public to speak for up to 3 minutes on any matter under the
purview of the Board of Trustees, including any items on this agenda. Later, throughout the meeting,
the Supervisor will ask for public comment on each item on this Agenda for Possible Action. We prefer
to hear the public comment on Possible Action items later when the item is discussed by the Board,
but if you prefer, you may speak on these Action items now of course. G. REPORTS
G.1 Discussion Only Regular Report from Fire Chief
G.2 Discussion Only Regular Reports from Officers and Committees Gelman
Supervisor
Downtown Development Authority
Clerk
Treasurer
Planning Commission
Land Preservation Commission
Transportation Alternatives Planning Committee
Parks Advisory Board
H. CONSENT AGENDA
H.1 Possible Action Payment of the Bills
I. UNFINISHED BUSINESS
I.1 Possible Action Washtenaw County Road Commission 2021 Second Agreement
ADJOURNMENTL.
purview of the Board of Trustees.
This is the time for members of the public to speak for up to 3 minutes on any matter under the
PUBLIC COMMENTK.
J.7 Possible Action Resolution to Set Supervisor Salary
J.6 Possible Action Shared Governance Model
J.5 Possible Action Township Administrator Model
Materials for this item are on website and now in the packet under J4J.4 Possible Action Discussion of Scio Township Administrative Structure
J.3 Possible Action Parkland Plaza Pathway Project Construction Contract
J.2 Possible Action Ann Arbor Track Club's Request for Road Closures
services
J.1 Possible Action Approve Short Term Contract with Diane Benson for Human Resources
NEW BUSINESSJ.
FOR MEETING DATE OF: May 11, 2021PREPARED BY: Jessica Flintoft
SUBMITTED BY: Clerk
AGENDA # D1.Scio Township Board of Trustees
Approval of Minutes of April 27, 2021 Regular Meeting
ITEM TYPE: Possible Action
FOR MEETING DATE OF: May 11, 2021PREPARED ON: April 28, 2021PREPARED BY: Jessica Flintoft
SUBMITTED BY: Clerk
AGENDA # E1.Scio Township Board of Trustees
Correspondence and Communications received
ITEM TYPE: Information
ATTACHMENTS:Fairchild Ronald 2021 04 28.pdfHedberg Nancy 2021 04 28.pdfSkjei Lila 2021 05 04.pdfSkjei Lila 2021 05 04 attachment 1.jpgSkjei Lila 2021 05 04 attachment 2.jpgSkjei Lila 2021 05 05.pdfStrieter Anne 2021 05 06.pdfStrieter Anne 2021 05 06 Attachment.pdfStrieter Anne 2021 05 06 re Audio.pdf
1
Jessica Flintoft
From: Ronald Fairchild <[email protected]>
Sent: Wednesday, April 28, 2021 12:39 PM
To: Nancy Hedberg
Cc: Will Hathaway; Township Board
Subject: Re: GFL Service
One small correction. The truck picked up the trash first and the same truck and driver came back 20 minutes later and picked up the recycling, to make it look like separate pickups I presume. Clearly not enough time to go to Northville and back, which was confirmed by the driver. -Ron Sent from my iPhone > On Apr 28, 2021, at 12:27 PM, Nancy Hedberg <[email protected]> wrote: > > > Will, > > Sadly, the promised service for recycling has once again gone by the wayside. We really appreciated your help a few weeks ago to work with GFL. Yesterday there was only one small truck servicing our driveway, and both the trash and the recycling bins were picked up at the same time and dumped into the same truck. > > Could the Township please work with GFL on behalf of my neighbors and us to rectify this issue? If they cannot provide the recycling service, we should be paying only half the rate (premium, for a small truck) that we are being charged. > > Thank you for your attention, > > Nancy Hedberg > 824 Honey Creek Dr. > Scio Township
1
Jessica Flintoft
From: Nancy Hedberg <[email protected]>
Sent: Wednesday, April 28, 2021 12:26 PM
To: Will Hathaway
Cc: Ronald Fairchild; Township Board
Subject: GFL Service
Will, Sadly, the promised service for recycling has once again gone by the wayside. We really appreciated your help a few weeks ago to work with GFL. Yesterday there was only one small truck servicing our driveway, and both the trash and the recycling bins were picked up at the same time and dumped into the same truck. Could the Township please work with GFL on behalf of my neighbors and us to rectify this issue? If they cannot provide the recycling service, we should be paying only half the rate (premium, for a small truck) that we are being charged. Thank you for your attention, Nancy Hedberg 824 Honey Creek Dr. Scio Township
1
Jessica Flintoft
From: Lila Skjei <[email protected]>
Sent: Tuesday, May 4, 2021 12:13 PM
To: Will Hathaway; Township Board; Jacqueline Courteau; Jane Vogel; Jessica Flintoft; Donna
Palmer; Alec Jerome; Kathleen P. Knol
Subject: Letter re: SAD
Attachments: 20210503_195843.jpg; 20210504_104044.jpg
Supervisor Hathaway, Yesterday, I received a letter from a "Lew Kidder" inquiring if I wanted my road repaired. I think it was mailed to others in my neighborhood. It is attached. I have some questions and major concerns: 1) What policy does Scio Township have to approach individual neighborhoods and solicit them to consider a SAD? 2) Who has given Lew Kidder the authority to act as a representation on these matters of Scio Township? In his letter he said he is the chair of the Road Commission. My understanding is that a previous board had appointed him but that he had retired from this role and after he left the Road Commission was disbanded. Has the New Board of Trustees formally approved his appointment? If so, when did that happen? Scio twp residents not informed. 3) Why does Lew Kidder have his home address, email and phone number at the bottom? If he was a true representative of the Township shouldn't he have a formal legal email address affiliated with the Township? How can you know what he is actually doing and saying if there is not a way for you to read email exchanges? How can residents FOIA those exchanges without the Township able to provide them?? Is Scio twp paying for distribution of these letters? Is this Scio twp postal meter # 0001330017? (See attached) 3) Do you and the Trustees understand the repercussions of neighborhood divisions regardings SAD/s? I have heard from friends in other parts of the Township there are many issues between neighbors because of road SAD's. Is this the intent of the Trustees to cause issues? Community should be working together. Seems like Scio BOT is doing everything they can in direct opposition of its residents and should be working for US!! 4) And does the Board of Trustees understand we are in the middle of a global pandemic and people's careers and financial stability is on the line? Are you trying to create more stress during this difficult time for residents? Are you trying to push out lower income residents? What about Seniors, like me, on a fixed income?? Do you even think about what would happen to us? Is the Twp trying to make more money off homeowners?? 5) Why does the Twp think my road needs repaving?? Where is the study, pictures or documents"? There are other roads in more dire need then us!! I am very upset about this!!!! Please respond asap! LILA M SKJEI [email protected] 5145 John Holmes Rd Ann Arbor, MI 48103
1
Jessica Flintoft
From: Lila Skjei <[email protected]>
Sent: Wednesday, May 5, 2021 7:56 PM
To: Township Board; Will Hathaway; Jacqueline Courteau; Donna Palmer; Alec Jerome;
Kathleen P. Knol; Jane Vogel; Jessica Flintoft
Subject: S A D
Supervisor Hathaway, I read and re-read your response. What I am understanding from your answers is your role as Supervisor is to 'walk' neighborhoods looking for road issues and then to instruct an unapproved committee member to solicit SAD's? Is this really about fixing roads or more about the Township making more money off property owners?? Because I have lived here for decades and walk in my neighborhood. Our roads are NOT falling apart!!! STOP SOLICITING! We do not need more taxes! LILA M SKJEI [email protected] 5145 John Holmes Rd Ann Arbor, MI 48103
1
Jessica Flintoft
From: Anne Strieter <[email protected]>
Sent: Thursday, May 6, 2021 10:13 AM
To: Will Hathaway
Cc: Dennis Strieter; Doug Lewan; Township Board; [email protected]; Paul Charles;
Betsy Blackmon; Bill Blackmon; Pat and Lesley Tracy; Tom Clemons; Jennifer Doemland;
Dean jones; Jillian Kerry
Subject: Re: Party barns
Attachments: Conditional Land Use for the Valley updated 1.1.19.pdf
Will, Misty Farm is one of the two barns that are on either side of us and this event was at the Valley. Noise is one factor, but having an event during the week Tuesday 5/4/21 after 10pm is against the Conditional Land Use #4. (See Conditional Land Use for the Valley attached.) Let alone the amount of people (4 buses and a lot of cars) attending an inside event during a pandemic. When the doors are closed the sound is manageable but when the doors are open all the sound travels. They are also advertising Misty for 250 people and Valley for 350 people. Misty is 150 and Valley is 250, how come the numbers have gone up? See attachment of ad. I also called this website and they said that its the owner of the event that puts the information on the website. https://www.eventective.com/ann-arbor-mi/the-valley-626853.html. This is also against the conditional land use under #5 Event capacity. The calendar on their website has to indicate of when they will have events and the event for May 4th was not noted on there. This is also against the conditional land use #4 attached. https://frutigfarms.com/calendar/
I will send a separate email of the audio recording. How is Scio Township going to monitor the events? What will be the process? If the ordinance officer has said he is not coming out in the evenings then who is? And who in Scio Township is keeping a record of this? We have been down this road previously over years. If Scio doesn’t want to monitor the situation, then why have the events? We would like to discuss this further with you since the season of events has started so we can have a nice peaceful summer for the neighbors and us. I can setup a zoom meeting. Anne
On May 5, 2021, at 11:04 PM, Will Hathaway <[email protected]> wrote:
2
Anne and Dennis, I am following up on your recent complaint about Misty Farms. I conferred with Doug Lewan in his capacity as Scio Township's Zoning Enforcement Officer. Doug explained the special use conditions that apply to Misty Farms. He has contacted the Frutigs to relay the recent complaints about noise. Doug obtained updated contact information for the designated event overseers at Misty Farms. He also reminded them of the need for noise level monitoring. Hopefully, this will resolve the problems that you experienced recently. Will Hathaway Supervisor, Scio Township
From: Anne Strieter <[email protected]> Sent: Wednesday, May 5, 2021 8:18 AM To: Will Hathaway <[email protected]> Cc: Dennis Strieter <[email protected]> Subject: Party barns
Will, It very difficult to give you one night event without all the history of several years behind it. I would suggest a zoom meeting. Anne Sent from my iPhone
1
Jessica Flintoft
From: Anne Strieter <[email protected]>
Sent: Thursday, May 6, 2021 10:21 AM
To: Will Hathaway
Cc: Douglas Lewan; Township Board; Dennis Strieter; Paul Charles; Betsy Blackmon; Bill
Blackmon; Pat and Lesley Tracy; Jennifer Doemland; Dean jones; [email protected];
Subject: Audio after 10:30pm on Tuesday evening 5/4/21
Attachments: IMG_4924.MOV
This is what I recorded at the Valley party barn after 10:30pm this past Tuesday May 4. That’s why us neighbors asked for events during the week to end at 8 pm and it was not granted by BOT.
Sent from my iPhone
MEMO
TO: Board of Trustees, Planning Commission
FROM: Kristy Aiken, Office Coordinator
DATE: April 30, 2021
RE: Submitted in April, 2021: Rezoning, Ordinance Amendment, Preliminary Site Plan, Final Site Plan, Private Road Permit, Private Road Variance, Conditional Use
Site Plan #21006, Ten Feet Properties, owner, H -08-19-200-020, 8110 Jackson Road, office addition for shop/warehouse space.
FOR MEETING DATE OF: May 11, 2021PREPARED ON: 5/6/2021
PREPARED BY: Andy HoudeSUBMITTED BY: Fire
AGENDA # G1.Scio Township Board of Trustees
Regular Report from the Fire Chief
ITEM TYPE: Discussion Only
ATTACHMENTS:April 2021 fire activity report.pdf
Scio Township Fire Department
1055 N. Zeeb Rd., Ann Arbor, MI 48103-1472.
(734) 665-6001
(734) 665-0825 (fax)
To: Scio Township Board of Trustees
From: Chief Houde
Date: May 11, 2021
RE: Monthly fire/rescue activity report
Board of Trustees,
The Scio Township Fire Department responded to 93 incidents in the month of April 2021, 90 of
those incidents were in Scio Township and 3 were outside Scio Township. A breakdown of the
incidents is as follows:
We requested mutual aid for 1 incident, and responded outside of the community 3 times, at the
request of a neighboring community.
Scio Township Fire Department
1055 N. Zeeb Rd., Ann Arbor, MI 48103-1472.
(734) 665-6001
(734) 665-0825 (fax)
Significant incidents:
A structure fire occurred in the Sherwin Williams paint store at 5204 Jackson Rd. The fire was
contained by the sprinkler system, we extinguished the fire and controlled the water from the
system, 2 sprinkler heads activated. This will likely be a large loss due to smoke damage, smoke
contaminated medicines at the pharmacy next door and Sherwin Williams is assessing how much
of their inventory can be saved. The origin and cause is still under investigation, but we suspect
an electrical malfunction caused the fire.
Our fire investigation team investigated one fire, a structure fire on Jackson Rd.
Response time data:
Total response time (from time of 911 call to our arrival on scene): 9:11
Total call processing time (from 911 call until we get dispatched): 2:55
Our alarm to arrival time (when we are dispatched to arrival): 6:16
Percentage of calls responded to in under 6 minutes: 52.5%
Alarms should be answered and processed in under 120 seconds 90% of the time.
April response comparison:
2018: 2019: 2020:
72 72 93
Scio Township Fire Department
1055 N. Zeeb Rd., Ann Arbor, MI 48103-1472.
(734) 665-6001
(734) 665-0825 (fax)
Responses per “zone’ in 2021:
1: 75
2: 152
3: 166
FOR MEETING DATE OF: May 11, 2021PREPARED ON: April 28, 2021PREPARED BY: Jessica Flintoft
SUBMITTED BY: Clerk
AGENDA # G2.Scio Township Board of Trustees
Regular Reports from Officers and Committees
ITEM TYPE: Discussion Only
SUGGESTED ACTION: Hear regular reports from officers and committeesGelmanSupervisorDowntown Development AuthorityClerkTreasurerPlanning CommissionLand Preservation CommissionTransportation Alternatives Planning CommitteeParks Advisory Board
ATTACHMENTS:2021 05 11 Deputy Clerk Report.pdf
Deputy Clerk’s Report for May 11, 2021 BOT Meeting
Prepared by Mary Gillis, Deputy Clerk
On May 4, 2021, two jurisdictions in Washtenaw County held elections:
1. City of Milan, Senior Services Millage Renewal and Restoration Proposal, was approved.
2. Pittsfield Charter Township, Public Safety Millage Proposal, was voted down.
A Special Election has been called for August 3, 2021, and the following jurisdictions in Washtenaw
County, have authorized elections:
1. Ann Arbor Township, Proposal to Renew Township Public Safety Millage
2. Northfield Township, Fire Service and Medical Rescue Millage Renewal and Increase Proposal
3. Ypsilanti Charter Township, these 4 Propositions:
a. Fire Protection, Prevention, Rescue Services and Equipment Reserves
b. Police Protection
c. Recreation, Bike Path, Sidewalk, Roads, Parks, General Operations Fund
d. Garbage, Refuse Collection, Recycling, Composting, Disposal of Solid Waste, Energy
Conservation, Alternative Energy, Water Quality, and Environmental Protection
November 2, 2021 is the last opportunity to have an election this year.
• July 27 Petitions to place proposals on ballot must be filed with Township or County Clerk.
• August 10 4:00pm Ballot wording of Township Board initiated proposals must be filed with County
Clerk.
FOR MEETING DATE OF: May 11, 2021PREPARED ON: March 7, 2021PREPARED BY: Rebecca Maute
SUBMITTED BY: Finance
AGENDA # H1.Scio Township Board of Trustees
Payment of the Bills
ITEM TYPE: Possible Action
BACKGROUND: MCL 41.74 requires that the Board of Trustees approves all claims at its regularmeetings. The Township Purchasing Policies and Procedures requires that the prior check run bepresented, and is included here with HIPAA protected items blacked out.
RECOMMENDATION: Finance Manager recommends approval.
MODEL MOTION: Motion by ______, support by ______, to approve the payment of claimspresented and accept the previous check run report.
ATTACHMENTS:Payment of Claims for 2021 05 12.pdfCheck Run Report of 2021 04 28.pdf
QUESTION: Shall this Motion by APPROVED?
Check #AmountInvoice DescriptionVendorInvoice Line DescGL Number
INVOICE GL DISTRIBUTION REPORT FOR SCIO TOWNSHIP 1/5Page:05/07/2021 01:49 PMUser: RebeccaDB: Scio
EXP CHECK RUN DATES 05/12/2021 - 05/12/2021BOTH JOURNALIZED AND UNJOURNALIZED OPEN AND PAID
BANK CODE: GENRL
Fund 101 GENERAL FUNDDept 101 GENERAL GOVERNMENT
570.00 APPLE PENCIL/IPAD/IPAD COVERCHASE CARD SERVICESOFFICE SUPPLIES101-101-727.00078.18 BLACK INK CARTRIDGELB OFFICE OFFICE SUPPLIES101-101-727.00058.00 ENCRYPED RUNASCHASE CARD SERVICESDATA PROCESSING101-101-730.00092.78 (4) APC BACK-UPS SURGE PROTECTOR & BATTERY BACKUPSCHASE CARD SERVICESDATA PROCESSING101-101-730.00055.09 APC REPLACEMENT BATTERY CARTRIDGECHASE CARD SERVICESDATA PROCESSING101-101-730.00010.00 ICHAT PEDDLER APPLICATION BACKGROUND CHASE CARD SERVICESCONTRACTED SERVICES101-101-823.000
4,047.00 GOVACCESS DESIGN & IMPLEMENTATION & ACTIVE DIRECTORY INTEGRATIONGRANICUSCONTRACTED SERVICES101-101-823.0001,501.00 GENERAL LABOR LEGAL SERVICES THROUGH 03/31/21DICKINSON WRIGHT PLLCLEGAL FEES101-101-826.000
13,312.50 JANUARY - MARCH GENERAL LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES101-101-826.00018.75 LEGAL SERVICES: 04/01/2021 - 04/30/2021VICTOR L. LILLICH, J.D. LEGAL FEES101-101-826.00060.00 02/23/21 BOT SYNOPSIS PUBLISHED 04/22/21WASHTENAW COUNTY LEGAL NEWSADVERTISING101-101-901.00035.00 03/04/21 BOT SYNOPSIS PUBLISHED 04/22/21WASHTENAW COUNTY LEGAL NEWSADVERTISING101-101-901.00055.00 03/09/21 BOT SYNOPSIS PUBLISHED 04/22/21WASHTENAW COUNTY LEGAL NEWSADVERTISING101-101-901.00060.00 03/23/21 BOT SYNOPSIS PUBLISHED 04/22/21WASHTENAW COUNTY LEGAL NEWSADVERTISING101-101-901.00035.00 03/25/21 BOT SYNOPSIS PUBLISHED 04/22/21WASHTENAW COUNTY LEGAL NEWSADVERTISING101-101-901.000
3,580.14 SHARP MX5070N CONTRACT FROM 05/02/21 - 05/01/22 UTECEQUIPMENT REPAIR & MAINTENANCE101-101-934.0001,096.19 SHARP MX5070N COLOR COPIES OVERAGE CHARGE FROM 05/02/20 - 05/01/21UTECEQUIPMENT REPAIR & MAINTENANCE101-101-934.000
24,664.63 Total For Dept 101 GENERAL GOVERNMENT
Dept 228 TECHNOLOGY83.40 03/25/21 - 03/25/22 ONLINE SCHEDULING TOOLCHASE CARD SERVICESDATA PROCESSING101-228-730.000
1,200.00 ASSESS APP SUBSCRIPTION: 06/01/21 - 05/31/22I.T. RIGHTDATA PROCESSING101-228-730.000
1,283.40 Total For Dept 228 TECHNOLOGY
Dept 257 ASSESSING28.00 ENCRYPED RUNASCHASE CARD SERVICESDATA PROCESSING101-257-730.00044.79 (4) APC BACK-UPS SURGE PROTECTOR & BATTERY BACKUPSCHASE CARD SERVICESDATA PROCESSING101-257-730.00026.60 APC REPLACEMENT BATTERY CARTRIDGECHASE CARD SERVICESDATA PROCESSING101-257-730.000150.00 04/29/21 - 05/28/21 ADVERTISMENTMICHIGAN ASSESSORS ASSOCIATIONADVERTISING101-257-901.00040.63 APRIL 2021 PHONE SERVICE/369-9400IVS COMM, INCTELEPHONE101-257-920.000
290.02 Total For Dept 257 ASSESSING
Dept 262 ELECTIONS14.00 ENCRYPED RUNASCHASE CARD SERVICESDATA PROCESSING101-262-730.00022.40 (4) APC BACK-UPS SURGE PROTECTOR & BATTERY BACKUPSCHASE CARD SERVICESDATA PROCESSING101-262-730.00013.30 APC REPLACEMENT BATTERY CARTRIDGECHASE CARD SERVICESDATA PROCESSING101-262-730.00027.08 APRIL 2021 PHONE SERVICE/369-9400IVS COMM, INCTELEPHONE101-262-920.000
76.78 Total For Dept 262 ELECTIONS
Dept 265 BUILDINGS & GROUNDS108.34 APRIL 2021 PHONE SERVICE/369-9400IVS COMM, INCTELEPHONE101-265-920.000411.57 03/23/21 - 04/22/21 GAS USAGE 827 N ZEEB RDDTE ENERGYGAS101-265-923.000
519.91 Total For Dept 265 BUILDINGS & GROUNDS
Dept 301 SHERIFF108,706.64 MAY 2021 LAW ENFORCEMENTWASHTENAW COUNTY TREASURERSHERIFF CONTRACT101-301-805.000
108,706.64 Total For Dept 301 SHERIFF
Dept 302 TRAFFIC ENFORCEMENT312.50 LEGAL SERVICES: 04/01/2021 - 04/30/2021VICTOR L. LILLICH, J.D. LEGAL FEES - TRAFFIC101-302-826.100
312.50 Total For Dept 302 TRAFFIC ENFORCEMENT
Dept 410 BOARDS & COMMISSIONS
Check #AmountInvoice DescriptionVendorInvoice Line DescGL Number
INVOICE GL DISTRIBUTION REPORT FOR SCIO TOWNSHIP 2/5Page:05/07/2021 01:49 PMUser: RebeccaDB: Scio
EXP CHECK RUN DATES 05/12/2021 - 05/12/2021BOTH JOURNALIZED AND UNJOURNALIZED OPEN AND PAID
BANK CODE: GENRL
Fund 101 GENERAL FUNDDept 410 BOARDS & COMMISSIONS
14.00 ENCRYPED RUNASCHASE CARD SERVICESDATA PROCESSING101-410-730.000312.50 JANUARY - MARCH GENERAL LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES101-410-826.000612.50 JANUARY - MARCH 2021 GENERAL LITIGATION LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES101-410-826.00027.08 APRIL 2021 PHONE SERVICE/369-9400IVS COMM, INCTELEPHONE101-410-920.000
966.08 Total For Dept 410 BOARDS & COMMISSIONS
Dept 701 PLANNING11.20 (4) APC BACK-UPS SURGE PROTECTOR & BATTERY BACKUPSCHASE CARD SERVICESDATA PROCESSING101-701-730.0006.65 APC REPLACEMENT BATTERY CARTRIDGECHASE CARD SERVICESDATA PROCESSING101-701-730.000
55.00 04/26/21 PRV#19001 N. WAGNER - FLEWELLING PUBLISHED 04/08/21WASHTENAW COUNTY LEGAL NEWSADVERTISING101-701-901.000
72.85 Total For Dept 701 PLANNING
Dept 702 ZONING11.20 (4) APC BACK-UPS SURGE PROTECTOR & BATTERY BACKUPSCHASE CARD SERVICESDATA PROCESSING101-702-730.0006.65 APC REPLACEMENT BATTERY CARTRIDGECHASE CARD SERVICESDATA PROCESSING101-702-730.000
787.50 LEGAL SERVICES: 04/01/2021 - 04/30/2021VICTOR L. LILLICH, J.D. LEGAL FEES101-702-826.000
805.35 Total For Dept 702 ZONING
137,698.16 Total For Fund 101 GENERAL FUND
Fund 206 FIRE DEPARTMENT FUNDDept 000
41.00 C-FOLD TOWELS/CLEANERANN ARBOR CLEANING SUPPLYBUILDING SUPPLIES206-000-729.000105.12 (2) BATH MATS / (2) HEAVY DUTY SHELVESCHASE CARD SERVICESBUILDING SUPPLIES206-000-729.00020.61 (2) ANTIFREEZE/PUSHBROOMHACKNEY ACE HARDWAREBUILDING SUPPLIES206-000-729.00042.00 ENCRYPED RUNASCHASE CARD SERVICESDATA PROCESSING206-000-730.00067.19 (4) APC BACK-UPS SURGE PROTECTOR & BATTERY BACKUPSCHASE CARD SERVICESDATA PROCESSING206-000-730.00039.90 APC REPLACEMENT BATTERY CARTRIDGECHASE CARD SERVICESDATA PROCESSING206-000-730.000375.00 HOSPITAL HUB ANNUAL FEEIMAGETREND, INC.DATA PROCESSING206-000-730.000
3,000.00 (20 - 5 GAL PAILS) F-500 FIRE SUPPRESSION AGENTAPOLLO FIRE EQUIPMENTFIRE EQUIPMENT EXPENDABLE206-000-741.000621.63 (2) RAPTOR CARBIDE 20" LOOPSAPOLLO FIRE EQUIPMENTFIRE EQUIPMENT EXPENDABLE206-000-741.000
1,214.10 GOVACCESS DESIGN & IMPLEMENTATION & ACTIVE DIRECTORY INTEGRATIONGRANICUSCONTRACTED SERVICES206-000-823.00062.50 JANUARY - MARCH GENERAL LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES206-000-826.00034.78 (2) DIESEL EXHAUST FLUID PARTS PEDDLER AUTO SUPPLYFUEL & LUBES206-000-861.00088.98 CHAINSAW FUEL & BAR OILWEINGARTZFUEL & LUBES206-000-861.00035.97 (2) ANTIFREEZE/PUSHBROOMHACKNEY ACE HARDWARETRUCK MAINTENANCE206-000-862.00067.71 APRIL 2021 PHONE SERVICE/369-9400IVS COMM, INCTELEPHONE206-000-920.000
5,816.49 Total For Dept 000
5,816.49 Total For Fund 206 FIRE DEPARTMENT FUND
Fund 208 PARKS & PATHWAYS FUNDDept 751 PARKS
107.50 ORD #2020-07 PARKS & PATHWAYS PUBLISHED 04/22/21WASHTENAW COUNTY LEGAL NEWSADVERTISING208-751-901.000
107.50 Total For Dept 751 PARKS
Dept 753 PATHWAYS644.70 JANUARY - MARCH GENERAL LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES208-753-826.000107.50 ORD #2020-07 PARKS & PATHWAYS PUBLISHED 04/22/21WASHTENAW COUNTY LEGAL NEWSADVERTISING208-753-901.000
752.20 Total For Dept 753 PATHWAYS
859.70 Total For Fund 208 PARKS & PATHWAYS FUND
Check #AmountInvoice DescriptionVendorInvoice Line DescGL Number
INVOICE GL DISTRIBUTION REPORT FOR SCIO TOWNSHIP 3/5Page:05/07/2021 01:49 PMUser: RebeccaDB: Scio
EXP CHECK RUN DATES 05/12/2021 - 05/12/2021BOTH JOURNALIZED AND UNJOURNALIZED OPEN AND PAID
BANK CODE: GENRL
Fund 230 BUS SERVICEDept 000
125.00 JANUARY - MARCH GENERAL LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES230-000-826.00015,710.37 MARCH 2021 BUS SERVICETHE RIDEBUS SERVICE230-000-872.000
15,835.37 Total For Dept 000
15,835.37 Total For Fund 230 BUS SERVICE
Fund 242 OPEN SPACE LAND PRESERVATIONDept 000
404.70 GOVACCESS DESIGN & IMPLEMENTATION & ACTIVE DIRECTORY INTEGRATIONGRANICUSCONTRACTED SERVICES242-000-823.000912.50 JANUARY - MARCH 2021 BOTSFORD EASEMENT LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES242-000-826.000362.50 APRIL 2021 BOTSFORD EASEMENT LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES242-000-826.000
2,000.00 APPRAISAL OF REAL PROPERTYWILLIAMS & ASSOCIATES, INC.LAND/EASEMENT ACQUISITION COST242-000-971.100
3,679.70 Total For Dept 000
3,679.70 Total For Fund 242 OPEN SPACE LAND PRESERVATION
Fund 431 FIRE STATION CAPITAL PROJECTDept 000
25.00 1055 N ZEEB RD 04/22/21 INVOICE FEE SESCWASHTENAW COUNTY SOIL EROSION ENGINEERING FEES431-000-821.000-FIRESTAT-PH125.00 1055 N ZEEB RD 04/22/21 INVOICE FEE SESCWASHTENAW COUNTY SOIL EROSION ENGINEERING FEES431-000-821.000-FIRESTAT-PH2
50.00 Total For Dept 000
50.00 Total For Fund 431 FIRE STATION CAPITAL PROJECT
Fund 590 SEWER FUNDDept 000
22.00 ENCRYPED RUNASCHASE CARD SERVICESDATA PROCESSING590-000-730.00035.20 (4) APC BACK-UPS SURGE PROTECTOR & BATTERY BACKUPSCHASE CARD SERVICESDATA PROCESSING590-000-730.00020.90 APC REPLACEMENT BATTERY CARTRIDGECHASE CARD SERVICESDATA PROCESSING590-000-730.000
1,214.10 GOVACCESS DESIGN & IMPLEMENTATION & ACTIVE DIRECTORY INTEGRATIONGRANICUSCONTRACTED SERVICES590-000-823.0004,020.00 JANUARY - MARCH GENERAL LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES590-000-826.000
850.00 MARCH RENTAL OF OXYGEN SUPPLY SYSTEMLESSORS, INC.EQUIPMENT RENTAL590-000-865.00027.08 APRIL 2021 PHONE SERVICE/369-9400IVS COMM, INCTELEPHONE590-000-920.000157.00 VOL 1 & 2 - OPERATION & MAINTENANCE OF WASTEWATER & WATER MANUALSCHASE CARD SERVICESPUBLICATIONS590-000-957.000
6,346.28 Total For Dept 000
6,346.28 Total For Fund 590 SEWER FUND
Fund 591 WATER FUNDDept 000
22.00 ENCRYPED RUNASCHASE CARD SERVICESDATA PROCESSING591-000-730.00035.20 (4) APC BACK-UPS SURGE PROTECTOR & BATTERY BACKUPSCHASE CARD SERVICESDATA PROCESSING591-000-730.00020.90 APC REPLACEMENT BATTERY CARTRIDGECHASE CARD SERVICESDATA PROCESSING591-000-730.000798.00 04/2021 LABORATORY SERVICES FOR STATE OF MI DRINKING WATER REQUIREMENTSANN ARBOR TECHNICAL SERVICES, INCCONTRACTED SERVICES591-000-823.000
1,214.10 GOVACCESS DESIGN & IMPLEMENTATION & ACTIVE DIRECTORY INTEGRATIONGRANICUSCONTRACTED SERVICES591-000-823.0002,920.00 JANUARY - MARCH GENERAL LEGAL SERVICESFINK & FINK, PLLCLEGAL FEES591-000-826.000
41.44 MILEAGE REIMBURSEMENT: 04/07/21MATTHEW KNAPPEXPENSE ACCOUNT591-000-860.000120.96 MILEAGE REIMBURSEMENT: 04/27/21 - 05/01/21MATTHEW KNAPPEXPENSE ACCOUNT591-000-860.00027.08 APRIL 2021 PHONE SERVICE/369-9400IVS COMM, INCTELEPHONE591-000-920.000198.00 VOL 1 & 2 - OPERATION & MAINTENANCE OF WASTEWATER & WATER MANUALSCHASE CARD SERVICESPUBLICATIONS591-000-957.000
5,397.68 Total For Dept 000
5,397.68 Total For Fund 591 WATER FUND
Check #AmountInvoice DescriptionVendorInvoice Line DescGL Number
INVOICE GL DISTRIBUTION REPORT FOR SCIO TOWNSHIP 4/5Page:05/07/2021 01:49 PMUser: RebeccaDB: Scio
EXP CHECK RUN DATES 05/12/2021 - 05/12/2021BOTH JOURNALIZED AND UNJOURNALIZED OPEN AND PAID
BANK CODE: GENRL
Check #AmountInvoice DescriptionVendorInvoice Line DescGL Number
INVOICE GL DISTRIBUTION REPORT FOR SCIO TOWNSHIP 5/5Page:05/07/2021 01:49 PMUser: RebeccaDB: Scio
EXP CHECK RUN DATES 05/12/2021 - 05/12/2021BOTH JOURNALIZED AND UNJOURNALIZED OPEN AND PAID
BANK CODE: GENRL
137,698.16 Fund 101 GENERAL FUND5,816.49 Fund 206 FIRE DEPARTMENT FUND
859.70 Fund 208 PARKS & PATHWAYS FUND15,835.37 Fund 230 BUS SERVICE3,679.70 Fund 242 OPEN SPACE LAND PRESERVATION
50.00 Fund 431 FIRE STATION CAPITAL PROJECT6,346.28 Fund 590 SEWER FUND5,397.68 Fund 591 WATER FUND
Fund Totals:
175,683.38 Total For All Funds:
04/28/2021 CHECK REGISTER FOR SCIO TOWNSHIP CHECK DATE FROM 04/28/2021 - 04/28/2021
Check Date Check Vendor Name Amount
Bank GENRL GENERAL04/28/2021 26(E) DEPARTMENT OF THE TREASURY 22,773.7604/28/2021 27(E) MICHIGAN DEPARTMENT OF TREASURY 7,842.8804/28/2021 57098 A3C COLLABORATIVE ARCHITECTURE 15,823.2004/28/2021 57099 ACCUSHRED, LLC 75.0004/28/2021 57100 ALADTEC, INC. 2,995.0004/28/2021 57101 ALERUS RETIREMENT SOLUTIONS 3,199.8904/28/2021 57102 ALTECH MECHANICAL SERVICE LLC 1,170.0004/28/2021 57103 AMERICAN MESSAGING 51.9404/28/2021 57104 CITY OF ANN ARBOR TREASURER 274,020.4704/28/2021 57105 CITY OF ANN ARBOR TREASURER 372,552.3004/28/2021 57106 BIO-CARE, INCORPORATED 35.0004/28/2021 57107 C.J. MARLIN, LLC 100.0004/28/2021 57108 CADILLAC ASPHALT, LLC 22,400.2804/28/2021 57109 CARLISLE WORTMAN ASSOCIATES 16,636.1604/28/2021 57110 VOID 0.00 V04/28/2021 57111 CHAPTER 13 TRUSTEE - T. TERRY 900.0004/28/2021 57112 COLONIAL LIFE 195.0204/28/2021 57113 COMCAST 899.0704/28/2021 57114 COMPLETE BATTERY SOURCE 18.0004/28/2021 57115 DTE ENERGY 8,988.1404/28/2021 57116 VOID 0.00 V04/28/2021 57117 EMERGENT HEALTH PARTNERS 1,628.9904/28/2021 57118 ENMET, LLC 100.0004/28/2021 57119 ETNA SUPPLY COMPANY 2,000.0004/28/2021 57120 FINK & FINK, PLLC 5,887.5004/28/2021 57121 ANDREA GARRETT 57.6804/28/2021 57122 GFL ENVIRONMENTAL 344.0004/28/2021 57123 GOVERNMENTAL CONSULTANT SERVICES 3,000.00
04/28/2021 57124 GUARDIAN TREE EXPERTS 3,100.0004/28/2021 57125 HOOPER HATHAWAY, P.C. 14,299.0804/28/2021 57126 JOHN HANCOCK 400.0004/28/2021 57127 KBK LANDSCAPING 300.0004/28/2021 57128 MATTHEW KNAPP 681.1904/28/2021 57129 MERS 14,615.1204/28/2021 57130 VOID 0.00 V04/28/2021 57131 MILLER, CANFIELD, PADDOCK AND STONE 3,180.0004/28/2021 57132 MISDU 288.2504/28/2021 57133 NATHANIEL SIDDALL 2,482.5004/28/2021 57134 OHM ADVISORS 99,316.5004/28/2021 57135 VOID 0.00 V04/28/2021 57136 VOID 0.00 V04/28/2021 57137 VOID 0.00 V04/28/2021 57138 VOID 0.00 V04/28/2021 57139 DONNA PALMER 1,352.0004/28/2021 57140 PHOENIX CONTRACTORS, INC. 151,400.6704/28/2021 57141 PRINT-TECH, INC. 2,836.5104/28/2021 57142 SMART HOMES, INC. 6,992.2004/28/2021 57143 STAPLES 956.7204/28/2021 57144 VOID 0.00 V04/28/2021 57145 SUBURBAN ANN ARBOR, LLC 96.7704/28/2021 57146 JULIE TANGUAY 100.0004/28/2021 57147 THE WOODHILL GROUP, LLC 6,517.5004/28/2021 57148 VERIZON WIRELESS 871.8504/28/2021 57149 VOYA INSTITUTIONAL TRUST COMPANY 6,346.2404/28/2021 57150 WASHTENAW COUNTY ROAD COMMISSION 792.5204/28/2021 57151 WASHTENAW COUNTY SOIL EROSION 650.0004/28/2021 57152 WASHTENAW ENGINEERING COMPANY 3,950.00
GENRL TOTALS:Total of 57 Checks: 1,085,219.90Less 8 Void Checks: 0.00Total of 49 Disbursements: 1,085,219.90
FOR MEETING DATE OF: May 11, 2021PREPARED ON: 5/7/21
PREPARED BY: Will HathawaySUBMITTED BY: Supervisor
AGENDA # I1.Scio Township Board of Trustees
Washtenaw County Road Commission 2021 Second Agreement
ITEM TYPE: Possible Action
SUGGESTED ACTION: Approval of agreement between Washtenaw County Road Commission(WCRC) and Scio Township for the repaving of Enterprise Drive and "fogseal" for Aprill Drive.
BACKGROUND: The Local Road agreement with WCRC is part of an ongoing working relationshipbetween the Township and the County Road Commission. The WCRC allocates a given amount ofmatching funds. The Township and the WCRC discuss potential projects and agree on those that willbe included in that year's work. For 2021, the BOT and the WCRC agreed on the dust control project ina first agreement. This proposal includes a second agreement for paving Enterprise Drive and "fogseal"on Aprill Drive (a final phase in earlier work).
FISCAL IMPACT: The DDA will share the cost of the Enterprise Drive work (pending DDA5/11/21 meeting)
RECOMMENDATION: Supervisor recommends approval.
MODEL MOTION: Moved by ________________ support by ________________ the Scio TownshipBoard of Trustees approves the Second 2021 Local Roads Agreement with the Washtenaw CountyRoad Commission.
ATTACHMENTS:2021_Scio Township Second Agreement_4-13-2021.pdf
QUESTION: Shall this Motion by APPROVED?
2021 SCIO TOWNSHIP SECOND AGREEMENT THIS AGREEMENT, made and entered into this _____ day of _______, 2021, by and between the Township Board of Scio Township, Washtenaw County, parties of the first part and the Board of Washtenaw County Road Commissioners, parties of the second part. WHEREAS, the parties of the first part desire that certain improvements be made upon the local roads in the Township of Scio, and WHEREAS, proper authority is provided to the parties of the agreement under the provisions in Act 51 of Public Acts of 1951 as amended, IT IS NOW THEREFORE AGREED, the parties of the second part will accomplish the improvements as specified herein, all in accordance with the standards of the parties of the second part. 1. Enterprise Drive, Jackson Road to end of road:
Work to include roadside berm removal, HMA base crushing, shaping and compacting, the placement of 4” HMA resurfacing, structure adjustments, aggregate shoulders and associated project restoration. Estimated project cost: $ 228,400.00
2. Aprill Drive, Jackson Road to end of road: Work to include fogseal. Estimated project cost: $ 4,800.00
AGREEMENT SUMMARY 2021 LOCAL ROAD PROGRAM Enterprise Drive, Jackson Road to end of road $ 228,400.00 Aprill Drive, Jackson Road to end of road $ 4,800.00 Subtotal $ 233,200.00 Less WCRC 2021 Conventional Matching Funds $ 64,750.68 ESTIMATED AMOUNT TO BE PAID BY SCIO TOWNSHIP UNDER THIS AGREEMENT DURING 2021: $ 168,449.32 FOR SCIO TOWNSHIP: ___________________________________ ____________________________________ Will Hathaway, Supervisor Witness ___________________________________ ____________________________________ Jessica Flintoft, Clerk Witness
2021 Scio Township Second Agreement Page Two FOR WASHTENAW COUNTY ROAD COMMISSION: ___________________________________ _____________________________________ Barbara Ryan Fuller, Chair Witness _________________________________ _____________________________________ Sheryl Soderholm Siddall, Managing Director Witness
FOR MEETING DATE OF: May 11, 2021PREPARED ON: April 24, 2021PREPARED BY: Jessica Flintoft
SUBMITTED BY: Clerk
AGENDA # J1.Scio Township Board of Trustees
Approve Short Term Contract with Diane Benson for Human Resources services
ITEM TYPE: Possible Action
BACKGROUND: Diane Benson is a community volunteer serving on the Township AdministrationCommittee. In the course of this work together, she has emerged as a true asset for the Township. TheTownship has urgent human resources needs, including open recruitments and key policies andprocedures that are outstanding. Diane is a proven human resources professional, already up tospeed on some of the key issues, and ready to work over the next several months. She has stated sheis uninterested in any permanent position with the Township, and so, will also assist us in refining anyhuman resources professional job description that the Board chooses to adopt.
FISCAL IMPACT: Requires appropriation of General Fund balance; sufficient fund balanceavailable.
RECOMMENDATION: Township Administration Committee, Supervisor, Treasurer, and Clerkrecommend approval.
MODEL MOTION: Motion by ________, support by ___________, to appropriate $35,000 in GeneralFund and General Government Activity increasing the expenditure budget funded with a use of fundbalance, and to authorize the Supervisor to execute the proposed contract for provision of humanresources administration services for the Township based on actual costs and in an amount not toexceed $35,000.
ATTACHMENTS:Proposed HR Administration Contract Benson Diane.docBenson Diane Resume w contact redacted.pdf
HUMAN RESOURCES ADMINISTRATIONSERVICES CONTRACT
THIS AGREEMENT is made this _______ day of _____________, 2021, by the Township of Scio, 827 N. Zeeb Rd., Ann Arbor, MI 48103 (“Township”) and Diane Benson, 4583 Breezewood Court, Ann Arbor, MI 48103 (“Contractor”) for human resources administration services (“the Contract’).
1. SERVICES: Contractor shall provide human resources administration services for Township as set forth in Appendix A attached.
2. FEES: Contractor shall be paid $125 per hour, as invoiced at the end of each month.
3. NO EMPLOYER/EMPLOYEE RELATIONSHIP: Contractor is not an employee of the Township and is not entitled to any township employee benefits, insurance, or workers compensation.
4. RECORDKEEPING: Contractor shall keep records of services provided and shall make recommendations for improved services from time to time as requested.
5. TERM and TERMINATION: The Term of this Contract shall be from May 24, 2021through August 31, 2021 and shall continue on a month-to-month basis until terminated. Either party may terminate this contract on 30 days prior written notice to the other party.
6. COMPLIANCE WITH LAWS AND REGULATIONS: Contractor will comply with all federal, state and local regulations, including but not limited to all applicable OSHA/MIOSHA requirements and the Americans with Disabilities Act.
7. INTEREST OF CONTRACTOR AND TOWNSHIP: Contractor promises that it has no interest which would conflict with the performance of services required by this contract. Contractor also promises that, in the performance of this contract, no officer, agent, employee of the Township, or member of its governing bodies, may participate in any decision relating to this contract which affects his/her personal interest or the interest of any corporation, partnership or association in which he/she is directly or indirectly interested or has any personal or pecuniary interest. However, this paragraph does not apply if there has been compliance with the provisions of Section 3 of Act No. 317 of the Public Acts of 1968 (MCL 15.321 et seq).
8. INFORMAL RESOLUTION OF DISPUTES: The parties agree that the informal resolution of any disputes arising out of this Contract is to be encouraged.
9. CHOICE OF LAW AND FORUM: This contract is to be interpreted by the laws of the State of Michigan. The parties agree that the proper forum for litigation arising out of this contract is in Washtenaw County, Michigan.
ATTESTED TO:
Contractor Township of Scio
____________________________________ By:________________________________Diane Benson (Date) Will Hathaway (Date)
Supervisor
By: ________________________________ Jessica M. Flintoft (Date) Clerk
Appendix A
1. Employment Law and Regulationsa. Finalize Draft Drug Free Workplace and Drug Treatment Policyb. Finalize Draft Background Checks Policyc. Advise on Implementation of Yet Proposed Mandatory COVID Vaccine Policy d. Compliance Review of Personnel and Medical Files and I-9s e. Review ADA and EEO Exemption Request Process and Recommend any Changesf. Review Procedures for Maintaining Compliance with OSHA and Similar
Requirements
2. Recruitmenta. Establish Recruitment and Posting Resourcesb. Revise Employment Application c. Employee selection tools such as interviewing best practices, questions to ask and not
ask, reference check toolkit, background check process, offer lettersd. Assist with open recruitments including for Assessor, Utilities Tech, and any other
positions that may become open.
3. Oversight and Administrationa. Draft position description, salary range, and time requirements of permanent Human
Resources staff person for the Township. Assist in Recruitment and Selection Process.
b. Provide advice on implementation of a Compensation Commission or similar body to recommend salaries of elected officials.
c. Develop recommendation of a Committee Charge for Personnel Committee or similar committee of the Board of Trustees.
4. May provide additional human resources services or advice as issues arise or need is identified by either party.
DIANE E. BENSON
CAREER SUMMARY
PROFESSIONAL EXPERIENCE
The University of Michigan
College of Literature, Science and the Arts 5/2006 to 11/2017Senior HR Representativeand Manager Outreach Staffing Services
■ As the senior member of a team of HR generalists in the College of LSA, offered advice and counsel to employees,management and administration on the full range of human resource issues including employee relations,recruitment, organizational effectiveness, performance management, rewards and recognition and compensation
■ Implemented University and College initiatives including eRecruit, employee self-entry timekeeping, e-Verify, workplanning and I-9 compliance
■ Worked with department managers on employee relations issues including performance management, leaves ofabsences, reduction-in-force, effective discipline practices and procedures, grievance and disciplinary reviewconferences
■ Reviewed and approved business cases for posting of vacancies and new positions, approved hires and startingsalaries
■ Participated in administrative reviews of departments – interviewing staff, faculty and administration on businessand human resource practices in order to provide leadership with recommendations for improvement
■ Classification review and administration of annual salary program for over 950 staff■ Utilized Business Objects and the LSA’s Management Reporting System to extract data and run reports to make
effective business decisions■ Designed and presented information sessions for staff on work planning, new employee orientation, recruitment
and selection, managing employee performance and I-9 compliance■ As Manager of Outreach Staffing Services supervised a staff of four regular employees who served in interim roles
in the areas of department administration, student services and office support
University Human Resources 7/1993 to 5/2006Manager ~ Recruitment and Employment Services 3/2003 to 5/2006
and Senior HR Representative
■ Managed the daily operations for Recruitment and Employment Services including Temporary Staffing Servicesand directed the Employment Process Coordinators and support staff in Staff HR Services (14 FTE) including theareas of supervising, hiring, training and evaluating both professional and support staff; budget projections andaccount management
■ Advised human resources managers and senior management on a broad-range of University policies, practicesand programs including labor/employee relations, compensation, performance evaluation, employee discipline,labor contract administration, training, SPG policy development, employee grievances and litigation
■ Provided interpretation and application of government laws and regulations covering employee compensation,equal pay, non-discrimination, labor relations and wrongful discharge
■ Conducted employee grievances and prepared or coordinated the investigation and preparation of final stepgrievance responses
■ Provided guidance to unit management regarding market-based classification system and salaries andUniversity-wide calibration
■ Member of the Classification System Project and Central Office Readiness for the Classification System Project■ Member of the University-wide Task Force on the Hiring of Foreign Nationals
Manager ~ Recruitment and Temporary Staffing Services 3/2002 to 3/2003
■ Managed the daily operations of Recruitment Services and Temporary Staffing Services including supervising,hiring, training and evaluating both professional and support staff; budget projections and account management
■ Managed the administrative activities of Temporary Staffing Serves including vendor relations with externaltemporary employment agencies
■ Consulted with University administrators and management on issues related to recruitment and placement ofregular and temporary employees; reduction-in-force; leaves of absences; and, other human resource relatedissues
■ Chaired the Solutions Delivery Team for the Transformation of HRAA■ Chaired the HRAA-wide RIF Readiness Planning Group
Manager ~ Employment Services 3/2000 to 3/2002
Employment Representative I/II~ Employment Services 8/1995 to 3/2000
Administrative Support 2/1992 to 8/1995
Metropolitan Federal Bank, fsb 1983 to 1989Fargo, North DakotaAssistant Supervisor-Teller OperationsFinancial Services Representative IISavings Administration AssistantMarketing Secretary
American Federal Savings and Loan 1979 to 1982Moorhead, MinnesotaSavings Counselor
EDUCATION
■ B.A. Business Administration, 1979, Concordia College, Moorhead, MN■ University of Michigan Business and Finance Management Institute■ Held both PHR and SPHR Certifications ~ Society for Human Resource Management
OTHER
■ Various Leadership Positions - American Association of University Women-Ann Arbor (current)■ Professional Membership – Society for Human Resource Management 2003-2017■ Presenter – LSA Work Planning, New Employee Orientation, Recruitment and Selection■ I-9 Compliance Offer■ Co-Developer /Presenter, Managing the I-9 Verification Process with Confidence■ Selected participant, New Millennium Leadership Series, Center for the Education of Women
FOR MEETING DATE OF: May 11, 2021PREPARED ON: May 4, 2021
PREPARED BY: Will HathawaySUBMITTED BY: Supervisor
AGENDA # J2.Scio Township Board of Trustees
Ann Arbor Track Club's Request for Road Closures
ITEM TYPE: Possible Action
BACKGROUND: This is Ann Arbor Track Club's annual request for road closures for the Dexter-AnnArbor Run on August 15, 2021.
MODEL MOTION: Moved by _____________ support by ______________ that the Scio TownshipBoard of Trustees adopts the Resolution supporting the Ann Arbor Track Club's Dexter-Ann Arbor Runon August 15, 2021, and its notification of the Washtenaw County Road Commission.
ATTACHMENTS:Ann Arbor Track Club.pdfRes 21 Dex-A2 Run.docx
SCIO TOWNSHIPWASHTENAW COUNTY, MICHIGAN
RES #21-__A RESOLUTION OF SUPPORT FOR THE ANN ARBOR TRACK CLUB
DEXTER-ANN ARBOR RUN ON AUGUST 15, 2021, AND NOTIFICATION TO THE WASHTENAW COUNTY ROAD COMMISSION OF SUPPORT FOR THIS EVENT
April 27, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan, held
via Zoom, on the 27th day of April 2021 at 7:00 p.m.
Members Present: Members Absent:
The following preamble and resolution were offered by Member ______________ and supported by Member _________________.
WHEREAS, the Washtenaw County Road Commission has been asked by the Ann Arbor Track Club to allow closure of Huron River Drive for the 2021 Dexter-Ann Arbor Run from 8:00 a.m. to 11:00 a.m. on August 15, 2021; and
WHEREAS, the Washtenaw County Sheriff’s Office has reviewed this request and found that there are no public safety concerns; and
NOW THEREFORE BE IT RESOLVED, that the Scio Township Board of Trustees has no objection to the closure of Huron River Drive for the 2021 Dexter-Ann Arbor Run from 8:00 a.m. to 11:00 a.m. on August 15, 2021.
BE IT FURTHER RESOLVED, that it is understood that the Ann Arbor Track Club will be responsible for any additional public safety costs during the event; and
BE IT FURTHER RESOVLED, that the Scio Township Clerk will send a copy of this Resolution to the Washtenaw County Road Commission and authorizes Doug Goodhue of the Ann Arbor Track Club to make this request from the Washtenaw County Road Commission.
ROLL CALL VOTE:
AYES: NAYS: ABSENT: ABSTAIN:
RESOLUTION DECLARED ______________.
_____________________________Jessica Flintoft, ClerkScio Township
DATED: April 27, 2021
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution adopted
by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at a Regular
Meeting held on, April 27, 2021, and that said meeting was conducted and public notice of said
meeting was given pursuant to and in full compliance with the Open Meetings Act, being Act 267,
Public Acts of Michigan, 1976, and that the minutes of said meeting were kept and will be or have
been made available as required by said Act.
______________________Jessica Flintoft, ClerkScio Township
DATED: April 27, 2021
FOR MEETING DATE OF: May 11, 2021PREPARED ON: 5/7/21
PREPARED BY: Will HathawaySUBMITTED BY: Supervisor
AGENDA # j3.Scio Township Board of Trustees
Parkland Plaza Pathway Project Construction Contract
ITEM TYPE: Possible Action
SUGGESTED ACTION: Approval of award of contract for construction of the Parkland Plaza PathwayProject.
BACKGROUND: Sealed bids for the Parkland Plaza Pathway project were received and publicly readaloud at 2:00 pm on Thursday, April 22, 2021 at the Scio Township offices. Proposals were receivedfrom two (2) bidders with as-checked results ranging from $329,562.38 to $342,392.00. The engineer’sestimate was approximately $288,000.00.
As this was a Quality Based Selection process, OHM fully evaluated both bidders: ET MacKenzie andFonson Company based on the Quality Based Selection (QBS) rating. Fonson Company scored highestand had a solid reputation with Township. The other bidder scored lower and within a tight range. Themain differentiator was in price. The lowest bidder, Fonson Company, located at 7644 Whitmore LakeRoad, Brighton MI, provided all required information, including bond surety, statement ofqualifications, and subcontractor listing.
RECOMMENDATION: It is recommended that the Township award the contract to Fonson Company.Construction in the amount of $329,562.38 with a contingency budget of $30,000.00 (just under 10%)for unforeseen circumstances or additional sidewalk connecting to the Co-op housing on the southend.
MODEL MOTION: Moved by ___________ support by _____________ that the Scio Township Boardof Trustees award the contract for the Parkland Plaza Pathway Project to Fonson Company.Construction in the amount of $329,562.38 with a contingency budget of $30,000.00
ATTACHMENTS:Recommendation of Award.pdfParkland Plaza Pathway_CE Services Proposal_2021-05-06.pdf
QUESTION: Shall this Motion by APPROVED?
May 6, 2021 Will Hathaway Township Supervisor Scio Township 827 N. Zeeb Road Ann Arbor, MI 48103 RE: Parkland Plaza Pathway Recommendation of Award Dear Mr. Hathaway:
Sealed bids for the Parkland Plaza Pathway project were received and publicly read aloud at 2:00 pm on Thursday, April 22, 2021 at the Scio Township offices. Proposals were received from two (2) bidders with as-checked results ranging from $329,562.38 to $342,392.00. The engineer’s estimate was approximately $288,000.00. As this was a Quality Based Selection process, OHM fully evaluated both bidders: ET MacKenzie and Fonson Company based on the Quality Based Selection (QBS) rating. Fonson Company scored highest and had a solid reputation with Township. The other bidder scored lower and within a tight range. The main differentiator was in price. The lowest bidder, Fonson Company, located at 7644 Whitmore Lake Road, Brighton MI, provided all required information, including bond surety, statement of qualifications, and subcontractor listing. Based on this information, it is recommended that the Township award the contract to Fonson Company. Construction in the amount of $329,562.38 with a contingency budget of $30,000.00 (just under 10%) for unforeseen circumstances or additional sidewalk connecting to the Co-op housing on the south end. Should there be any questions, please contact this office at (734) 522-6711.
Sincerely, OHM Advisors
Matthew D. Parks, P.E. Encl: Bid Tab (Quote) cc: Jessica Flintoft, Township Clerk Sally Bos, P.E., OHM Advisors
File
Tabulation for Bids Received on 4/23/2021 Fonson Company, Inc. E.T. Mackenzie Company
Parkland Plaza Pathway 7644 Whitmore Lake Rd 6400 Jacson Rd
Township of Scio, Washtenaw County, State of Michigan Brighton, MI Ann Arbor, MI 48103
OHM Job No.: 0159-16-0020
Phone: (810) 231-5188 Phone: (734) 761-5050
Item Estimated Unit Unit
No. Description Quantity Price Amount Price Amount
1) Audio Video Route Survey 1 LSUM $1,425.00 $1,425.00 $3,600.00 $3,600.00
2) Traffic Maintenance and Control 1 LSUM $10,100.00 $10,100.00 $8,100.00 $8,100.00
3) Mobilization, Max. 10% 1 LSUM $32,900.00 $32,900.00 $14,500.00 $14,500.00
4) Tree, Rem, 19 inch to 36 inch 1 Ea $2,700.00 $2,700.00 $3,200.00 $3,200.00
5) Tree, Rem, 6 inch to 18 inch 7 Ea $300.00 $2,100.00 $960.00 $6,720.00
6) Curb and Gutter, Rem 308 Ft $11.00 $3,388.00 $6.25 $1,925.00
7) Pavt, Rem 697 Syd $15.00 $10,455.00 $7.10 $4,948.70
8) Sidewalk, Rem 81 Syd $12.00 $972.00 $4.40 $356.40
9) Subgrade Undercutting, Type II 24 Cyd $100.00 $2,400.00 $110.00 $2,640.00
10) Station Grading 24 Sta $2,850.00 $68,400.00 $2,450.00 $58,800.00
11) Sprinkler Head, Salv and Reset 15 Ea $90.00 $1,350.00 $100.00 $1,500.00
12) Sprinkler Line, Salv and Reset 200 Ft $3.00 $600.00 $17.35 $3,470.00
13) Erosion Control, Inlet Protection, Fabric Drop 8 Ea $163.00 $1,304.00 $110.00 $880.00
14) Erosion Control, Silt Fence 1,915 Ft $2.50 $4,787.50 $2.85 $5,457.75
15) Aggregate, 21AA Limestone, Drive Approach (8") 362 Ton $38.00 $13,756.00 $30.50 $11,041.00
16) Aggregate, 21AA Limestone, Sidewalk (4") 43 Ton $53.00 $2,279.00 $33.65 $1,446.95
17) Maintenance Gravel 35 Ton $45.00 $1,575.00 $19.85 $694.75
18) Dr Structure Cover, Adj, Case 1 4 Ea $415.00 $1,660.00 $255.00 $1,020.00
19) Dr Structure Cover, Adj, Case 2 2 Ea $415.00 $830.00 1
$255.00 $510.00
20) Dr Structure Cover, Type B 3 Ea $600.00 $1,800.00 $470.00 $1,410.00
21) Dr Structure Cover, Type K 2 Ea $800.00 $1,600.00 $615.00 $1,230.00
22) Dr Structure Cover, Type Q 1 Ea $700.00 $700.00 $560.00 $560.00
23) Dr Structure, Adj, Add Depth 4 Ft $200.00 $800.00 $910.00 $3,640.00
24) Structure Reconstruct 2 Ea $950.00 $1,900.00 $5,300.00 $10,600.00
25) Hand Patching 4 Ton $300.00 $1,200.00 $300.00 $1,200.00
26) HMA, Drive Approach 417 Syd $34.50 $14,386.50 $48.35 $20,161.95
27) HMA, Repair 36 Syd $80.00 $2,880.00 $48.35 $1,740.60
28) Conc Pavt, Nonreinf, 6 inch 88 Syd $45.00 $3,960.00 $53.00 $4,664.00
29) Curb and Gutter, Conc, Det F4 335 Ft $30.00 $10,050.00 $35.25 $11,808.75
30) Detectable Warning Surface 25 Ft $40.00 $1,000.00 $51.95 $1,298.75
31) Sidewalk Ramp, Conc, 6 inch 188 Sft $7.50 $1,410.00 $8.10 $1,522.80
32) Sidewalk, Conc, 4 inch 11,308 Sft $5.40 $61,063.20 $5.50 $62,194.00
33) Sidewalk, Conc, 6 inch 1,250 Sft $6.40 $8,000.00 $5.40 $6,750.00
34) Sign, Salv and Reset 2 Ea $200.00 $400.00 $210.00 $420.00
35) Pavt Mrkg, Ovly Cold Plastic, 4 inch, White 5,188 Ft $3.25 $16,861.00 $3.95 $20,492.60
36) Pavt Mrkg, Ovly Cold Plastic, 12 inch, Crosswalk 130 Ft $5.95 $773.50 $7.20 $936.00
37) Pavt Mrkg, Ovly Cold Plastic, 24 inch, Stop Bar 40 Ft $12.95 $518.00 $15.65 $626.00
38) Pavt Mrkg, Ovly Cold Plastic, Sharrow Symbol 20 Ea $190.00 $3,800.00 $230.00 $4,600.00
39) Riprap, Plain 10 Syd $75.00 $750.00 $210.00 $2,100.00
40) WCRC Permit Allowance 5,000 Dlr $1.00 $5,000.00 $1.00 $5,000.00
41) Turf Establishment, Performance 23.72 Sta $1,169.00 $27,728.68 $2,050.00 $48,626.00
TOTAL BID AMOUNT $329,562.38 2
$342,392.00
CORRECTIONS1
Amount adjusted to reflect bidder's multiplication error2
Total adjusted to reflect bidder's above error
P:\0126_0165\0159160020_Parkland_Plaza_Pathway\PM\Bids\[Bid Tab 0159-16-0020 Parkland Plaza_rev.xls]Sheet1
Prepared by OHM Advisors Page 1 of 1 4/22/2021
May 6, 2021 Will Hathaway Township Supervisor Scio Township 827 N. Zeeb Road Ann Arbor, MI 48103 Regarding: Parkland Plaza Pathway Construction Engineering Services Proposal Dear Mr. Hathaway: OHM Advisors (OHM) is pleased to submit this proposal for professional services for the construction inspection and construction engineering services for the proposed sidewalk along the west side of Parkland Plaza from just south of Park Road to Eagle Point Drive. PROJECT UNDERSTANDING This project includes the construction of a 6-foot wide concrete sidewalk that extends from approximately 200 feet south of Park Road to the south side of Eagle Pointe Drive. The design complies with the most recent applicable sections of the Americans with Disabilities Act (ADA) and requirements of the Washtenaw County Road Commission (WCRC). SCOPE OF SERVICES Includes: Construction Layout/Staking, Construction Observation, Materials Testing (G2 Consulting Services), Construction Engineering, and Contract Administration. Construction Layout/Staking OHM Advisors will provide construction survey layout and staking services for the placement of the new sidewalk. OHM will also witness existing surfaces, as needed, to ensure new pavement surfaces will match existing conditions. Construction layout will include initial placement of the stakes upon request by the Contractor and, if removed by residents and/or the contractor, one (1) additional staking. Construction Observation OHM Advisors will provide full and part-time on-site observation services for paving activities. For this proposal, we anticipate five (5) weeks of full-time inspection and two (2) weeks of part-time, as-needed, inspection. The Construction Observation task also includes coordination time prior to the project commencing and on-going supervision of inspection, as well as part-time inspection at the end of the project for restoration activities. If the contractor requires more time than this for the major items of work, additional budget may be required. Coordination of materials testing services is also included under construction observation. Materials Testing (G2 Consulting Group) G2 Consulting Group (G2) will be used for material testing of the concrete, driveway HMA placement, and aggregate base (where needed). G2 will also review the concrete mix design from the contractor to ensure the correct specifications are followed. G2’s scope includes time for aggregate base compaction testing (as-needed), concrete testing, and HMA testing. This also includes the necessary equipment and lab testing fees.
Parkland Plaza Pathway May 6, 2021 Page 2 of 3
Construction Engineering OHM Advisors will provide construction engineering services for the paving portions of this project. These services will include, but are not limited to:
� Consulting with and advising the Owner or its designated representative during construction. � Reviewing shop drawings and material certifications provided by the contractor. � Attending one (1) preconstruction meeting and coordination with the Washtenaw County Road Commission
(WCRC) on the project. � Answering Requests For Information (RFIs) from the contractor. � Resolving construction conflicts (i.e. mismarked utilities, interpretation of the contract documents, etc.). � Providing bulletin information to the contractor and/or subcontractors as well as performing any potential
value engineering services. � Evaluating design changes and/or coordination with the WCRC on the potential culvert replacement project.
Contract Administration OHM Advisors will provide necessary contract administration services for the project. These services will include the following:
� Assisting the Owner in reviewing and processing payment estimates for the contractor. � Assisting with the preparation of change orders and a final balancing change order. � Performing preliminary and final reviews of the completed project and preparing substantial completion
certificates, along with the preparation of punch lists and confirmation of resolution for punch list items. � Supplying the Owner with a project record, including inspection reports, sketches, photos, and all other
pertinent information after the completion of the project. � Unless specifically requested by the Township, meetings with the residents will not occur without the
Township Supervisor present. Any involvement with the resident outside of the construction of the proposed plan can be performed on an hourly, as-needed, basis under a separate easement assistance project number.
� Close out project by securing required documentation and correspondence per the contract. FEE SCHEDULE OHM Advisors proposes to provide the above outlined professional services on an Hourly – Not to Exceed basis, in accordance with the fees outlined below. Invoices will be sent monthly as work is performed. Construction Layout/Staking $3,800.00 Construction Observation $27,400.00 Materials Testing (G2 Consulting Group) $9,660.00 Construction Engineering $4,800.00 Contract Administration $3,700.00 $49,360.00 (Estimated – Hourly, Not to Exceed) DELIVERABLES A final pay estimate and final acceptance letter will be issued upon project completion, as well as copies of the Inspector Daily Reports (with sketches if requested), for record information. We thank you for this opportunity to provide professional engineering services. Should there be any questions, please don’t hesitate to contact us. Sincerely, OHM Advisors
Matthew D. Parks, P.E. Sally L. Bos, P.E.
Parkland Plaza Pathway May 6, 2021 Page 3 of 3
Encl: Standard Terms and Conditions
TOWNSHIP OF SCIO Parkland Plaza Pathway
Construction Engineering Services Proposal
Accepted By:
Printed Name:
Title: Date:
P:\0126_0165\0159160020_Parkland_Plaza_Pathway\PM\Proposal\CE Services\Parkland Plaza Pathway_CE Services Proposal_2021-05-06.docx
Rev 11-2012\March 2003 Page 1 of 2
STANDARD TERMS and CONDITIONSSTANDARD TERMS and CONDITIONSSTANDARD TERMS and CONDITIONSSTANDARD TERMS and CONDITIONS 1. THE AGREEMENT – These Standard Terms and Conditions and the attached Proposal or Scope of Services, upon their acceptance by the Owner, shall constitute the entire Agreement between Orchard, Hiltz & McCliment, Inc. (OHM ADVISORS), a registered Michigan Corporation, and the Owner. The Agreement shall supersede all prior negotiations or agreements, whether written or oral, with respect to the subject matter herein. The Agreement may be amended only by mutual agreement between OHM ADVISORS and the Owner and said amendments must be in written form. 2. SERVICES TO BE PROVIDED – OHM ADVISORS will perform the services as set forth in the attached proposal or scope of services which is hereby made a part of the Agreement. 3. SERVICES TO BE PROVIDED BY OWNER – The Owner shall at no cost to OHM ADVISORS:
a) Provide OHM ADVISORS personnel with access to the work site to allow timely performance of the work required under this Agreement. b) Provide to OHM ADVISORS within a reasonable time frame, any and all data and information in the Owners possession as may be required by OHM ADVISORS to perform the services under this Agreement. c) Designate a person to act as Owners representative who shall have the authority to transmit instructions, receive information, and define Owner policies and decisions as they relate to services under this Agreement.
4. PERIOD OF SERVICE – The services called for in this Agreement shall be completed within the time frame stipulated in the Proposal or Scope of Services, or if not stipulated shall be completed within a time frame which may reasonably be required for completion of the work. OHM ADVISORS shall not be liable for any loss or damage due to failure or delay in rendering any service called for under this agreement resulting from any cause beyond OHM ADVISORS reasonable control. 5. COMPENSATION – The Owner shall pay OHM ADVISORS for services performed in accordance
with the method of payment as stated in the Proposal or Scope of Services. Method of compensation may be lump sum, hourly; based on a rate schedule, percentage of the construction cost, or cost plus a fixed fee. The Owner shall pay OHM ADVISORS for reimbursable expenses for subconsultant services, equipment rental or other special project related items at a rate of 1.15 times the invoice amount. 6. TERMS OF PAYMENT – Invoices shall be submitted to the Owner not more often than monthly for services performed during the preceding period. Owner shall pay the full amount of the invoice within thirty days of the invoice date. If payment is not made within thirty days, the amount due to OHM ADVISORS shall include a charge at the rate of one percent per month from said thirtieth day. 7. LIMIT OF LIABILITY – OHM ADVISORS shall perform professional services under this Agreement in a manner consistent with the degree of care and skill in accordance with applicable professional standards of services of this type of work. To the fullest extent permitted by law, and not withstanding any other provision of this Agreement, the total liability in the aggregate, of OHM ADVISORS and its Officers, Directors, Partners, employees, agents, and subconsultants, and any of them, to the Owner and anyone claiming by, through or under the Owner, for any and all claims, losses, costs or damages of any nature whatsoever arises out of, resulting from or in any way related to the project or the Agreement from any cause or causes, including but not limited to the negligence, professional errors or omissions, strict liability, breach of contract or warranty, express or implied, of OHM ADVISORS or OHM ADVISORS’ Officers, Directors, employees, agents or subconsultants, or any of them shall not exceed the amount of $25,000 or OHM ADVISORS fee, whichever is greater. 8. ASSIGNMENT – Neither party to this Agreement shall transfer, sublet, or assign any duties, rights under or interest in this Agreement without the prior written consent of the other party.
Rev 11-2012\March 2003 Page 2 of 2
9. NO WAIVER – Failure of either party to enforce, at anytime, the provisions of this Agreement shall not constitute a waiver of such provisions or the right of either party at any time to avail themselves of such remedies as either may have for any breach or breaches of such provisions. 10. GOVERNING LAW – The laws of the State of Michigan will govern the validity of this Agreement, its interpretation and performance. 11. DOCUMENTS OF SERVICE – The Owner acknowledge OHM ADVISORS’ reports, plans and construction documents as instruments of professional services. Nevertheless, the plans and specifications prepared under this Agreement shall become the property of the Owner upon completion of the work and payment in full of all monies due OHM ADVISORS, however, OHM ADVISORS shall have the unlimited right to use such drawings, specifications and reports and the intellectual property therein. The Owner shall not reuse or make any modifications to the plans and specifications without prior written authorization by OHM ADVISORS. In accepting and utilizing any drawings or other data on any electronic media provided by OHM ADVISORS, the Owner agrees that they will perform acceptance tests or procedures on the data within 30 days of receipt of the file. Any defects the Owner discovers during this period will be reported to OHM ADVISORS and will be corrected as part of OHM ADVISORS’ basic Scope of Services. 12. TERMINATION – Either party may at any time terminate this Agreement upon giving the other party 7 calendar days prior written notice. The Owner shall within 45 days of termination, pay OHM ADVISORS for all services rendered and all costs incurred up to the date of termination in accordance with compensation provisions in this Agreement. 13. OHM ADVISORS’ RIGHT TO SUSPEND ITS SERVICES – In the event that the Owner fails to pay OHM ADVISORS the amount shown on any invoice within 60 days of the date of the invoice, OHM ADVISORS may, after giving 7 days notice
to the Owner, suspend its services until payment in full for all services and expenses is received. 14. OPINIONS OF PROBABLE COST – OHM ADVISORS preparation of Opinions of Probable Cost represent OHM ADVISORS’ best judgment as a design professional familiar with the industry. The Owner must recognize that OHM ADVISORS has no control over costs or the prices of labor, equipment or materials, or over the contractor’s method of pricing. OHM ADVISORS makes no warranty, expressed or implied, as to the accuracy of such opinions as compared to bid or actual cost. 15. JOB SITE SAFETY – Neither the professional activities of OHM ADVISORS, nor the presence of OHM ADVISORS or our employees and subconsultants at a construction site shall relieve the General Contractor or any other entity of their obligations, duties, and responsibilities including, but not limited to, construction means, methods, sequences, techniques or procedures necessary for performing, superintending or coordinating all portions of the work of construction in accordance with the contract documents and the health or safety precautions required by any regulatory agency. OHM ADVISORS has no authority to exercise any control over any construction contractor or any other entity or their employees in connection with their work or any health or safety precautions. The Owner agrees that the General Contractor is solely responsible for jobsite safety, and warrants that this intent shall be made clear in the Owners agreement with the General Contractor. The Owner also agrees that OHM ADVISORS shall be indemnified and shall be made additional insureds under the General Contractors general liability insurance policy. 16. DISPUTE RESOLUTION – In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project, the Owner and OHM ADVISORS agree that all disputes between them arising out of or relating to this Agreement shall be submitted to nonbinding mediation, unless the parties mutually agree otherwise.
FOR MEETING DATE OF: May 11, 2021PREPARED ON: 5/7/21
PREPARED BY: Will HathawaySUBMITTED BY: Supervisor
AGENDA # J4.Scio Township Board of Trustees
Discussion of Scio Township Administrative Structure
ITEM TYPE: Possible Action
SUGGESTED ACTION: Discuss the two administrative models as described in the two subsequentagenda items. If the Board chooses, it may take action.
BACKGROUND: The Board of Trustees has discussed the question of township administrativestructure since taking office in late 2020. At the April 27 meeting, the Board unanimously approved amotion that brings two models forward for consideration. The approved timeline brings these modelsto the May 11 meeting for discussion. If the Board chooses, it may take action. Clerk Advises: The Correct Materials for this discussion only agenda item are here: Proposals for ScioTownship's Administrative Structure or may be accessed via home page of Scio Township's website,and are also available attached here to this item.
FISCAL IMPACT: detailed in the materials related to the two models.
MODEL MOTION: Moved by __________________ support by _________________ to adoptresolution _______.
ATTACHMENTS:Shared Governance Model as posted Friday May 7.pdfTownship Administrator Model as posted Friday May 7.pdf
QUESTION: Shall this Resolution be ADOPTED?
Table of Contents
Table of Contents
Outline of Outstanding Needs Being Addressed 2021 05 06
Proposed Structure and Responsibilities 2021 05 05
Resolution to Delegate Certain Authorities 2021 05 05 Atty Reviewed
Clerk 2021 05 06
Hours
Responsibilities and Duties
Deputy Treasurer 2021 05 05 Atty Reviewed
Definition
Duties
Knowledge Skills and Experience
Experience and Training
Administrative Services Manager 2021 05 04 Atty Reviewed
Definition
Distinguishing Features
Duties
Knowledge Skills and Abilities
Experience and Training
Human Resources Professional 2021 05 04 Atty Reviewed
Definition
Duties
Knowledge Skills and Abilities
Experience and Training
Sustainable Development Director 2021 05 05 Atty Reviewed
Definition
Distinguishing Features
Duties
Knowledge Skills and Attributes
Experience and Training
Resolution to Modify Authorized Positions 2021 05 05 Atty Reviewed
Total Full-time Equivalent FTE Employees April 27 2021
Proposed Modifications to Authorized Positions 2021 05 05
3
4
6
13
7
16
13
16
16
16
18
17
18
18
13
21
21
20
21
20
22
21
21
18
24
25
22
22
24
28
30
22
PROPOSED NEW HIRES 2021 as revised by SE after Committee meeting
Resolution to Set Supervisor Salary 2021 05 06 Atty Reviewed 33
31
Table of Contents
Outline of Outstanding Needs Being Addressed 2021 05 06 2
Proposed Structure and Responsibilities 2021 05 05 4
Resolution to Delegate Certain Authorities 2021 05 05 Atty Reviewed 5
1 CERTIFICATE 9
Clerk 2021 05 06 11
1 Hours 11
2 Responsibilities and Duties 11
Deputy Treasurer 2021 05 05 Atty Reviewed 14
1 Definition 14
2 Duties 14
3 Knowledge Skills and Experience 14
4 Experience and Training 15
Administrative Services Manager 2021 05 04 Atty Reviewed 16
1 Definition 16
2 Distinguishing Features 16
3 Duties 16
4 Knowledge Skills and Abilities 18
5 Experience and Training 18
Human Resources Professional 2021 05 04 Atty Reviewed 19
1 Definition 19
2 Duties 19
3 Knowledge Skills and Abilities 19
4 Experience and Training 19
Sustainable Development Director 2021 05 05 Atty Reviewed 20
1 Definition 20
2 Distinguishing Features 20
3 Duties 20
4 Knowledge Skills and Attributes 22
5 Experience and Training 22
Resolution to Modify Authorized Positions 2021 05 05 Atty Reviewed 23
1 CERTIFICATE 25
Total Full-time Equivalent FTE Employees April 27 2021 26
Proposed Modifications to Authorized Positions 2021 05 05 28
PROPOSED NEW HIRES 2021 as revised by SE after Committee meeting 29
Resolution to Set Supervisor Salary 2021 05 06 Atty Reviewed 31
Shared Governance Model: Outstanding Needs Being Addressed
Outstanding Needs Being Addressed as of 5/6/21 1
Outline of Outstanding Needs Being Addressed
Builds upon checks and balances built into Township design. The Clerk, Treasurer, and Board of
Trustees have the statutory responsibilities that provide the fundamental checks and balances of a
general law Township—appropriation, authorization, and disbursement of public monies. The Board of
Trustees is responsible for the administration of the Township; it is not simply an oversight body. To
that end, sharing the direct governance of the Township’s activities across officers in a way that
strengthens—and does not diminish—checks and balances is one critical way we can proactively
protect ourselves against fraud, waste and abuse.
Meets the outstanding needs identified in FYE22 budget requests, still pending: Fire Chief for general
administrative support; Office Coordinator for higher level administrative support; Transportation
Alternatives Planning Committee for staff resources to coordinate work on pathways, transportation
alternatives, and township road SADs; and Land Preservation Commission request for support
implementing a new Buy-Protect-Sell program.
Reduces the privatization of Township services by investing in diverse professionals who provide
shared services across the Township’s distinct areas of work. By investing in the positions of
Administrative Services Manager, Deputy Treasurer, Sustainable Development Director, and Human
Resources Professional, the Township will bring in-house required activities that it has increasingly
contracted out for, will improve the Township’s negotiating position with necessary ongoing contracts,
over time saving the Township money and improving services to residents. Savings and efficiencies will
be realized through management of the Township Planning Contract and Township Engineering Contract
by competent consistent staff person.
GIS mapping, project management, community engagement, and grant writing will be done by staff not
consultants. Shared administrative and information management services to Fire, Water and Sewer,
and the rest of Township Hall and its committees through a reorganized and up-leveled administrative
services team. Provides possibility of a standard of service not imaginable prior to the workplace
adaptations required by the pandemic: through the appropriate use of current technology and cross
training, we can more proactively provide residents with the information they need, when they need it.
Improving our information management allows the Township to be data driven and strategic.
Adapts our structure to respect and rely on our current workforce’s broader and deeper skill sets.
There have been significant changes in the Township’s workforce composition over the last 2 years
through new hires and retirements. In 2019 the Fire Chief retired, Jessica Flintoft was appointed Clerk;
Township Manager retired; and Utilities Director retired. Andy Houde was hired as Fire Chief in March
2020; Supervisor Hathaway took office in November 2020; and Steve Wyzogzki started as Utilities
Director in December 2020.
Trusts the professional expertise and management of Fire Chief and Utilities Director to our largest and
most essential, critical infrastructure services to directly manage their staff, budgets, and operations.
Fire and emergency response, access to potable water, and waste water treatment are our most
essential, critical infrastructure. It is essential that the Fire Department and Utilities Department
continue to report directly to an officer as a structural protection against the Township Board ever
Shared Governance Model: Outstanding Needs Being Addressed
Outstanding Needs Being Addressed as of 5/6/21 2
again being able to say “We didn’t know.” Not knowing about workplace safety issues at the Fire
Department, chronic losses year after year in the Water Fund, or a ballooning reliance on costly
contracted services and unpaid community volunteers largely because of lack of investment in
Township’s own human resources.
James Merte, Township Assessor and IT Director will be retiring after 40 years with the Township on
September 1, 2021. To fill the many gaps left by his departure, the Township is currently recruiting for a
Township Assessor and soliciting bids for an outside firm to provide IT Managed Services. Further, this
change provides an opportunity to further appropriately segregate duties by establishing a Deputy
Treasurer position to handle duties currently carried out by the Assessor, Finance Director, and Finance
Manager.
At the heart of the Township is its staff and community volunteers. Yet, the Township has never
assigned responsibility for human resources administration to a position with human resources
expertise. Establishing a largely independent, part-time professional human resources position
provides the Township with an opportunity to build its recruitment and retention, performance
management, training, and other key human resources activities to support workers and supervisors.
SupervisorSALARY
INCREASE
SustainableDevelopment
DirectorNEW POSITION
Assistant Assessor
Assessor
Engineer
Planner
CodeEnforcement
Officer
Zoning Official
Utilities & GroundsDirector
Field Supervisor
UtilitiesAdministrative
Assistant
GroundsMaintenance
Technician
Assistant Assessor
Utilities Technician
Utilities Technician
Utilities/ParksTechnician
Treasurer
Clerk Deputy Clerk(part-time)
Finance Director
Finance Manager
Deputy TreasurerNEW POSITION
Sheriff'sPatrol
Services
Fire Chief Fire Captain
Fire Captain
Fire Captain Fire Lieutenant
Fire Lieutenant
Fire Lieutenant
Firefighter
Firefighter
Clerk, Supervisor,and Treasurer jointly
AdministrativeServices Manager
NEW POSITION
Human ResourcesNEW PART-TIME
POSITION
IT ManagedServices
Office Coordinator
AdministrativeClerk
Firefighter
Assistant Chief(part-time)
Fire Investigator(part-time)
Boa
rd o
f Tru
stee
sco
mpr
ised
of 7
offi
cers
: Sup
ervi
sor,
Trea
sure
r, C
lerk
, and
four
Tru
stee
s
Board of Trustees Depth of Control: Essential Services of Township report directly through officers
Supervisor Span of Control: 3 FTE, 1 contractor
Clerk Span of C
ontrol: 3 FTE, 1 contractor
Joint Span of Control: 1.5 FTE
KEY
BOLD CASE denotes proposed new ormodified position
BOLD LINES show proposed lines of Boarddelegated authority, or new reportingstructure of positions
OVALS show Township roles filled byconsultants or contracted agencies
TownshipAttorney
currently appointedDeputy Treasureris Assistant Assessor
andPaid on CallFirefighters
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 1
SCIO TOWNSHIP WASHTENAW COUNTY, MICHIGAN
RES #2021-XX
RESOLUTION DELEGATING CERTAIN AUTHORITIES TO THE SUPERVISOR, CLERK, TREASURER, AND EMPLOYEES
MONTH DAY, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan,
held via Zoom, on the MONTH DAY 2021 at 7:00 p.m.
Members Present:
Members Absent:
The following preamble and resolution were offered by ___________and supported by
___________.
WHEREAS MCL 41.69 requires that the township clerk appoint a deputy clerk who shall serve at the pleasure of the Clerk; MCL 168.29 allows the township clerk to appoint a number of assistants as may be necessary to carry out the general provisions of the election law; MCL 41.77 requires that the township treasurer appoint a deputy treasurer who shall serve at the pleasure of the Treasurer; and MCL 41.61(2) allows the township supervisor to appoint a deputy supervisor who serves at the pleasure of the Supervisor; and WHEREAS, other than the appointments noted directly above, MCL 41.75a prescribes that township employees shall serve at the pleasure of the township board and shall perform duties lawfully directed by the township board, except those duties that are delegated by law to another township official, unless consent has been granted; and WHEREAS, the Scio Township Board of Trustees desires to retain responsibility for continuing and creating positions and authorizing appointments or continuation of appointments to positions and specifying and fixing the compensation for positions; and WHEREAS, the Scio Township Board of Trustees desires to retain responsibility for the hiring and firing of township employees, upon the recommendation of and carried out by direct supervisor, and in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and WHEREAS, MCL 41.2(b) prescribes that a township board may make contracts necessary and convenient to exercising corporate powers, that the Scio Township Board of Trustees desires to
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 2
retain responsibility for approving all contracts for services, but desires to delegate the coordination and management of major contracts to the Supervisor or the Clerk; and WHEREAS, pursuant to MCL 41.806 Scio Township contracts with the Washtenaw County Sheriff’s Office for police protection, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Clerk for the coordination with the Washtenaw County Sheriff for efficient, effective, and community-oriented patrol services within the Township; and WHEREAS, pursuant to MCL 41.806 Scio Township maintains an established fire department, employs a fire chief and other fire officers, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Clerk for the administration of Township fire services within the Township; and WHEREAS MCL 41.65 requires that the Clerk prepare and maintain the journals and ledgers necessary to reflect the assets, liabilities, fund equities, revenues, and expenditures for each fund of the township; and WHEREAS, the Scio Township Board of Trustees has established and maintains the positions of Finance Director and Finance Manager who jointly carry out the duties outlined in MCL 41.65, and per MCL 41.75a the Clerk does not grant consent to the township board to direct those duties to be overseen by someone other than the Clerk; and WHEREAS, MCL 41.78 requires the Treasurer keep an accurate account of the receipts and expenditures of township money in a book or by electronic means; and WHEREAS, the Treasurer is engaged in a concerted effort to improve the efficiency of tax collection and billing functions for which she has statutory responsibility, and the Scio Township Board of Trustees desires to establish a full-time permanent position of Deputy Treasurer to implement these improvements; and WHEREAS, MCL 41.65 requires the Clerk to have custody of all the records, books, and papers of the Township, when no other provision for custody is made by law, and to manage the retention and destruction of those records in accordance with all laws; and WHEREAS, the Scio Township Board of Trustees desires to improve access to usable information, use data to make decisions, improve services to residents, and implement shared administrative services and information management systems that move the Township forward; and WHEREAS, the Scio Township Board of Trustees does desire to delegate and assign jointly to the Treasurer, Clerk, and Supervisor ministerial duties that represent and carry out employer management rights in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements as detailed below; and
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 3
WHEREAS, the Scio Township Board of Trustees desires to improve the internal service of human resources for the Township by establishing a dedicated part-time human resources professional to provide centralized and objective support for the range of the Township’s human resources functions; and WHEREAS, MCL 41.61 designates the Supervisor as Chief Assessor, and as the currently elected Supervisor is not certified at the proper level, the Scio Township Board of Trustees provides for the appointment of properly certified assessors who shall be subordinate to the Supervisor; and WHEREAS, the Scio Township Board of Trustees desires to create and coordinate pathways, parks, preserves, roads, and other public and private infrastructure that are designed and maintained for a sustainable community and healthy futures for our residents; and WHEREAS, the Scio Township Board of Trustees desires to delegate and assign to the Supervisor the duties of coordination of Township’s planning, zoning, and code enforcement activities, in conjunction with the Planning Commission, Zoning Board of Appeals, Code Enforcement Officer, and Zoning Official; and WHEREAS, the Scio Township Board of Trustees desires to delegate and assign to the Supervisor the annual development and implementation of the Township Capital Improvement Plan as required by Scio Township Code 2-115, including the development and maintenance of township buildings, grounds, parks, pathways, water and sewer infrastructure, fire services infrastructure; and, WHEREAS, the Scio Township Board of Trustees desires to delegate and assign to the Supervisor the supervision of the administration of the Township’s water and waste water systems, including consideration of the continuing risks posed by the 1,4-dioxane plume from Gelman Sciences and future negotiations of service agreements with the City of Ann Arbor; and, NOW, THEREFORE, BE IT RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk to manage the contract and coordinate the Township’s relationship with the Washtenaw County Sheriff’s Office for patrol services and to collaborate with the Sheriff to implement reforms to prevent crime, improve safety, and improve relationships between law enforcement and communities within the Township; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk to supervise and discipline the Fire Chief; and the Fire Chief to supervise and discipline all other Fire Department employees; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk to supervise and discipline the Finance Director and the Finance Manager; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and,
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 4
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Treasurer to supervise and discipline the Deputy Treasurer; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk, Supervisor, and Treasurer to supervise and discipline the proposed Administrative Services Manager; and authorizes the proposed Administrative Services Manager to supervise and discipline the Office Coordinator and Administrative Clerk; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and authorizes the Administrative Services Manager to administer the information technology and services of the Township, including the management of any information technology managed services contracts; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk, Supervisor, and Treasurer to jointly represent employer management rights in the negotiation of proposed collective bargaining agreements, proposed employment contracts, and proposed employee and retiree benefits agreements that may come before the Board of Trustees for approval; and to jointly supervise and discipline proposed part-time Human Resources Professional; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisor as Chief Assessor to supervise and discipline the Township Assessor; and authorizes the Township Assessor to supervise and discipline all other employed assessors in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisor to supervise and discipline the proposed Sustainable Development Director; and authorizes the Sustainable Development Director to coordinate and manage major contracts with Township Planner and Township Engineer; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisor to develop and implement the Township Capital Improvement Plan as required by Scio Township Code 2-115; and to further delegate that authority to the Sustainable Development Director; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisor to oversee the activities of the Code Enforcement Officer and of the Zoning Official; and, BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisor to supervise and discipline the Utilities & Grounds Director; and authorizes the Utilities & Grounds Director to supervise and discipline all other water and waste water, and buildings and grounds employees, in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and,
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 5
FINALLY, BE IT RESOLVED THAT this resolution shall be effective on the date of adoption; and its implementation shall be formally reviewed by the Board of Trustees at the First Regular Meeting in May of each year, at which the Supervisor, Clerk, Treasurer, and staff as requested by the Board shall present reports on this resolution’s implementation, its benefits, and recommendations for any changes; FINALLY, BE IT RESOLVED THAT, unless the Board adopts a resolution continuing its provisions, all provisions of this resolution shall sunset at the adjournment of the first Board meeting held after November 20, 2024 at Noon. ROLL CALL VOTE:
AYES: NAYS: ABSENT: ABSTAIN:
RESOLUTION DECLARED ADOPTED.
_______________________ Jessica M. Flintoft, Clerk Scio Township DATED:
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution
adopted by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at
a Regular Meeting held on MONTH DAY, 2021 and that said meeting was conducted and public
notice of said meeting was given pursuant to and in full compliance with the Open Meetings
Act, being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were
kept and will be or have been made available as required by said Act.
______________________ Jessica M. Flintoft, Clerk
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 6
Scio Township DATED:
Shared Governance Model: Proposed Job Descriptions
Clerk as of 5/6/21 1
Clerk Funding: 101-215
Salary: full time, permanent, exempt $84,000 plus benefits
Report to: The People.
Supervises: Fire Chief, Deputy Clerk, Seasonal Election Inspectors, Finance
Director, Finance Manager; Jointly with Supervisor and Treasurer: Administrative
Services Manager and Human Resources Professional.
Hours Regularly available at Township Hall Monday through Friday 9:00am-5:00pm. Additional hours in evenings and weekends regularly, and as required.
Responsibilities and Duties 1) Serve as Member of the Board of Trustees
a) All statutory duties of the Board of Trustees. b) Clerk moderates meetings in Supervisor’s absence until Board selects moderator. MCL
2) Elections Administration and Maintenance of Voter Rolls MCLs
a) Administer all federal, state, local, or school elections held within any part of Scio Township. b) Maintain Voter Rolls, daily processing of transactions (electronic, in person, via mail). c) Recommend establishment and maintenance of polling places in the Township. d) Recruit, train, and appoint election inspectors. e) Serve on Township Election Commission with Treasurer and Supervisor. f) Faithfully enforce all election laws. g) Various elections-related duties as assigned by state and federal laws. h) Other related duties as Clerk interprets as fitting within this area of statutory responsibility.
3) Accounting and Fiscal Management MCLs
a) The township clerk shall prepare and maintain the journals and ledgers necessary to reflect the assets, liabilities, fund equities, revenues, and expenditures for each fund of the township (MCL 41.65)
b) Open and Keep separate Accounts (Fund Accounting, not Bank Accounts) for all Funds of the Township
c) Utilize state’s Uniform Chart of Accounts to best represent funds and activities of the Township, and ensure that Township is in compliance with the UCA.
d) Responsible for all detailed accounting records of the Township. Prepare all monthly and as needed financial reports for the Board and supervisors within the staff to manage budgets.
e) Authorize all Payments ordered by the Board including Payroll and all Accounts Payable; coordinate with Treasurer for disbursement.
Shared Governance Model: Proposed Job Descriptions
Clerk as of 5/6/21 2
f) Ensure Procurement Policy is followed; and ensure Personnel Policy is followed for payments related to compensation and benefits, including retiree benefits.
g) Responsible for annual or other audits of the Township h) Prepare annual financial reports for submission to state by Supervisor i) Clerk is Chairperson of Budget and Finance Committee, per Committee Charge. j) Board of Trustees annually designates the Clerk as Fiscal Officer per Uniform Appropriations and
Budget Act through Township budget adoption resolution. k) Supervise Finance Director and Finance Manager who carry out all of this work, as well as carry
out some duties of the Treasurer, and annually prepare the budget and other documents. l) Other related duties as Clerk interprets as fitting within this area of statutory responsibility.
4) Records, Books, and Papers of the Township MCLs
a) Clerk receives all general correspondence to Township, including subpoenas and similar. b) Clerk is custodian of all Township records the “Book of Records” unless otherwise designated. c) Responsible for compliance with public record retention and destruction schedules. d) Board of Trustees designates the Clerk as Township’s Public Records and FOIA Coordinator.
[proposed 5/11/21] e) Clerk is responsible for Book of Oaths, tracking appointments to committees. f) Clerk is responsible for maintaining Code of Ordinances—both general and zoning, including
recodification of the Code. g) Clerk is responsible for taking, or designating someone to take, Board minutes, and for
publishing Board Synopses. h) Clerk is responsible for posting Special Meeting Notices, Public Notices, Public Hearing Notices. i) Other related duties as Clerk interprets as fitting within this area of statutory responsibility.
5) Other Administrative or Enforcement Duties, including but not limited to:
a) Clerk serves as one of three Scio representatives on Loch Alpine Sanitary Authority (LASA). b) Clerk is Member of Township Administration Committee, per Committee Charge. c) Issue Permits for Peddlers; Notices for Solicitors; Permits for Marihuana Facilities; Licenses for
Massage Parlors, per various ordinances in our Code of Ordinances. d) Other related duties as Clerk interprets fitting within areas of ordinance or Board delegated
responsibilities.
6) Newly Requested Authorities to be delegated from Board of Trustees to Clerk a) Supervise and discipline the Fire Chief; and the Fire Chief to supervise and discipline all other
Fire Department employees; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements.
b) Manage the contract and coordinate the Township’s relationship with the Washtenaw County Sheriff’s Office for patrol services and to collaborate with the Sheriff to implement reforms to prevent crime, improve safety, and improve relationships between law enforcement and communities within the Township.
c) Jointly with Supervisor and Treasurer, supervise and discipline the proposed Administrative Services Manager; and authorizes the proposed Administrative Services Manager to supervise and discipline the Office Coordinator and Administrative Clerk; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and authorizes the Administrative Services Manager to administer the information technology and services of the Township, including the management of any information technology managed services contracts.
Shared Governance Model: Proposed Job Descriptions
Clerk as of 5/6/21 3
d) Jointly with Supervisor and Treasurer, represent employer management rights in the negotiation of proposed collective bargaining agreements, proposed employment contracts, and proposed employee and retiree benefits agreements that may come before the Board of Trustees for approval; and to jointly supervise and discipline proposed part-time Human Resources Professional.
Shared Governance Model: Proposed Job Descriptions
Deputy Treasurer as of 5/5/21 1
Deputy Treasurer Funding: 101-253 General Fund-Treasurer
Salary: full time, permanent, non-exempt $43,000 to $50,000 plus benefits
Report to: Treasurer
Supervises: None.
Definition Under general direction of the Treasurer, carry out generally accepted accounting practices in
support of the Township of Scio.
Duties
1. Provide support to the Treasurer in support of statutorily defined duties.
2. Process daily mail and drop box cash receipts for tax payments and utility payments.
3. Process miscellaneous receivables.
4. Balance daily cash drawer receipts.
5. Prepare bank deposits.
6. Maintains files on cash batch backup documentation.
7. Maintains accounts receivable records, preparing invoices based upon authorized requests. Follows up on delinquent accounts.
8. Provide support to utility billing as needed, know how to use Utility Billing module, respond to customer questions.
9. Serves residents by responding to walk-in/counter inquiries or over the phone regarding utility bills, property taxes, special assessments, accounts receivable, accounts payable, and the like.
Knowledge Skills and Experience 1. Knowledge of the best practices, procedures, methods and techniques associated with
accounting and finance. 2. Knowledge of local, State and Federal statutes, ordinances, regulations and procedural
requirements pertaining to municipal treasury and accounting.
Shared Governance Model: Proposed Job Descriptions
Deputy Treasurer as of 5/5/21 2
3. Skill in handling difficult public relations or customer services issues with tact and diplomacy.
4. Skill in the use of general office equipment, computer systems and related software. 5. Skill in preparing and organizing complex information and making effective public
presentations. 6. Skill in maintaining accurate and comprehensive records, accounts and other public
documents. 7. Ability to remain abreast of technical developments and best practices within professional
field of expertise, and willingness to participate in ongoing education and training. 8. Exceptional time management and verbal and written communication skills. 9. Professional manner and a strong ethical code. 10. Commitment to working efficiently and accurately. Software: BS&A, MS Office Suite.
Other: Ability to be bonded.
Experience and Training 1. At least 3 years of professional experience in accounting, bookkeeping, finance, or
related field. Experience in government finance preferred.
2. Preferred Possession of Associates level or higher in Accounting, Public Finance, or
related field.
Shared Governance Model: Proposed Job Descriptions
Administrative Services Manager as of 5/4/21 1
Administrative Services Manager Funding: 101-Planning, 101-General, Fire, Water/Sewer, Parks and Paths
Salary: full time, permanent, non-exempt $77,000 to $84,000 plus benefits
Report to: Jointly to the Clerk, Supervisor, and Treasurer
Supervises: Office Coordinator, Administrative Clerk, administrative activities of
Utilities Administrative Assistant (still reports to Utilities Director)
Definition Under general administrative direction of, the incumbent in this job functions as a senior manager
operating within a broad area of administration and information. The incumbent assumes sole
responsibility for a functional areas of service; coordinates and implements program planning; and
defines staffing requirements, resource allocation and identification of future resource needs.
Incumbents also interface with all managerial levels of Township government and outside agencies, and
serve as representative of the assigned areas in meetings involving administrative systems, policies or
procedures; and perform related duties as required.
Distinguishing Features Assigned significant responsibility to develop, coordinate, and execute policies, methods, and
procedures to deliver administrative services and information management across the Township’s areas
of responsibility. Workflow process redesign and staff training are essential responsibilities. Provides
technical leadership and direction for the Township. Performs or oversees all or most of the systems
development life cycle and ongoing administration functions, including needs analysis, feasibility
analysis, technology and software assessment, technical and procedural documentation, user training.
Decisions made by this incumbent directly impact the effective functioning of the Township’s services,
and incumbent develops procedures affecting the provision and delivery of public services.
Inappropriate decisions would negatively affect the health and welfare of a segment of the population
or the economic vitality of a segment of the Township.
Duties 1. Plans, monitors, evaluates, and supervises the Township’s administrative services and information
management across all areas of the Township including but not limited to Fire, Water and Sewer,
General Government, Planning and Zoning, Parks and Pathways, Open Space, and all other initiatives
of the Township.
2. Coordinates the development of a newly configured Township administrative shared services team,
consisting of existing staff and new contractors, to provide consistent administrative services across
distinct and diverse Township functions. Plan and oversee implementation of new schedule, work
sites, and procedures to deploy administrative support in the Utilities, Fire, and Township Hall. Set
Shared Governance Model: Proposed Job Descriptions
Administrative Services Manager as of 5/4/21 2
standard for response to telephone and in-person access services for residents at Fire Station,
Utilities Department, and Township Hall.
3. Conceptualize and develop cross-functional strategic objectives for administration and information
services, business processes, and initiatives.
4. Partner with the Clerk and Supervisor to manage Board of Trustees meeting logistics, develop
agendas, post agendas and materials for the Board of Trustees. Attend all Board of Trustees
meetings and take minutes. Initiate and track implementation of Board actions, maintaining ongoing
work plan for the Board of Trustees.
5. Serve as Township’s Chief Information Officer to develop and manage the Township’s ability to
collect and share usable information to increase efficiency and extend open data to the public.
6. Manage and/or administer the design and development of data structures and data extracts to
support comprehensive data collection, loading, and extraction for complex analyses.
7. Serve as Township’s Training Officer to provide access to required and recommended trainings
(including all current software and technology deployed by Township) and customized continuing
education for all Township employees, in partnership with directors of respective areas.
8. Monitor activities for contract compliance; direct the establishment of methods for project analysis
and preparation of performance reports; direct studies and make recommendations on program
modification and adjustments to assure contract adherence and responsiveness of programs to
Township needs, e.g., implementation of new Buy-Protect-Sell Program.
9. Develops and coordinates preparation of annual work program and operating budgets of
Information Technology, General Government, and any other revenue dedicated for the efficient
administration of Township activities.
10. Prepares, reviews, and executes contracts and subcontracts for authorized disbursements for
services rendered; prepares and processes all necessary documents for fiscal payments to vendors,
and provides appropriate fiscal budgetary control.
11. Seek and apply for funds from various governmental agencies, private foundations, and other
private contributors to augment established Township funding sources. Submit timely and accurate
reports for all existing grant funded projects.
12. Reviews and recommends information technology, office equipment, and training budgets; meets
staff and contractors to outline program requirements and procedures and resolve problems. Assists
in fleet management, resale or recycling of obsolete equipment.
13. Gives technical advice to staff, volunteers, and others at the Township in evaluating potential
software, hardware, and information management services.
14. Oversee and further develop Township’s GIS operations across Water and Sewer, Parks and
Pathways, Assessing, Open Space and Protected Natural Areas, all areas. Manage data collection and
get updates inhouse from Water and Sewer technicians while in the field during routine
maintenance. Log all trails, pathways, parks, fire apparatus, other new public infrastructure of the
Township. Oversee any GIS contractors, interns, or future employees working on GIS projects for the
Township.
15. Create and present reports, graphs, dashboards to meet user and program requirements; integrate
data sources to create new analyses, maps, and other data visualizations to support range of
Township initiatives.
Shared Governance Model: Proposed Job Descriptions
Administrative Services Manager as of 5/4/21 3
16. Develop and implement procedures for assuring the Township’s compliance with applicable federal,
state, and local laws and regulations related to Records Retention, Open Governance, and
Accessibility.
17. As assigned, attend program or project related meetings and represent the Township in explaining
and interpreting projects and objectives and their applicability to the Township.
18. Guide development of Township’s legislative agenda, and monitor areas related to Township’s
interest in technology, information, open governance, records retention, and related issues.
19. Provide regular technical guidance and content support, including staying abreast of current
research and practice, to committees of the Board as needed.
Knowledge Skills and Abilities Thorough knowledge of principles and practices of information management, complex administration,
and open governance.
Abilities and skills to: work within the Township governmental structure and external partners to plan,
organized, initiate, direct and review work of subordinates or consultants: apply principles to define
problems, collect data establish facts and draw valid conclusions; write clear and concise reports,
recommendations and correspondence; deal effectively with representatives of governmental
organizations and residents; speaking effectively before individuals and groups.
Software: ArcGIS, Tableau, BS&A, MS Office Suite.
Experience and Training 1. At least 7 years of administrative/professional experience in government administration,
information management, library services, data sciences, or related field.
2. Preferred Possession of Masters level or higher in Data Sciences, Urban and Regional Planning,
Public Administration, Public Policy, Public Health, or related field.
Shared Governance Model: Proposed Job Descriptions
Human Resources Professional as of 5/4/21 1
Human Resources Professional Funding: Spread across funds, per Cost Allocation Plan
Salary: part time, permanent, est. 20 hours/week @ $50/hour
Report to: Jointly to the Clerk, Supervisor, and Treasurer
Supervises: None.
Definition Under general administrative direction of the Board of Trustees, develop, coordinate, and execute
policies and procedures to support the Township’s human resources. Provide holistic and objective
support to all Township staff, supervisors, recruits, retirees, and volunteers.
Duties TBD by Human Resources consultant Diane Benson who shall deliver a complete job description and
support recruitment of the individual.
General Areas of Duties
1. Classification and Staffing Structure
2. Employment Law and Regulations
3. Performance Management
4. Learning and Development
5. Compensation
6. Recruitment and Retention (of staff and volunteers)
7. Staff a Township Compensation Commission and a Board Personnel Committee
Knowledge Skills and Abilities TBD
Software: MS Office Suite.
Experience and Training TBD
Shared Governance Model: Proposed Job Descriptions
Director of Sustainable Community Development as of 5/5/21 1
Director of Sustainable Community Development Funding: Parks and Paths (60%), Roads SAD (10%), Bus (5%), 101-701 Planning
(25%)
Salary: full time, permanent, non-exempt $65,000-$72,000 plus benefits
Report to: Supervisor
Supervises: May supervise subordinate personnel. None currently assigned.
Definition Under general direction performs difficult and complex program planning, development,
implementation, monitoring and evaluation assignments; coordinates monitoring and evaluation work
of subordinate personnel; coordinates the development of plans and programs of a major area of work
of the Township; conducts and coordinates studies and surveys; reviews more difficult projects to insure
compliance with applicable federal, state, and local laws, regulations and procedures; provides technical
assistance to staff, volunteers, and other agencies; and perform related duties as required.
Distinguishing Features Incumbents in these positions make decisions which typically involve program planning and directing, as
well as, organizing new and future resource needs. Assigned significant planning, development,
implementation, monitoring, and evaluation responsibilities in community, recreation, and
transportation infrastructure programs. Incumbents in these positions make decisions which typically
involve program planning and directing, as well as, organizing new and future resource needs. These
decisions directly impact the effective functioning of the Township’s services, and incumbent develops
procedures affecting the Township infrastructure or the provision and delivery of public services.
Inappropriate decisions would negatively affect the health and welfare of a segment of the population
or the economic vitality of a segment of the Township.
Duties 1. Plans, monitors, evaluates, and supervises the operation of the Township’s parks, paths, and
preserves; transportation alternatives programs; public transit; roads; and community development.
2. Coordinates the development of the Township’s parks, paths, preserves, transportation alternatives
programs, access to public transit, road maintenance, and other recreational and community
development projects. Staff community meetings for Road SAD, Pathway, or other potential project
in a neighborhood.
3. Serve as Township’s Climate Change Officer to develop and implement Township initiatives related
to resilience, sustainability, and environmental initiatives, e.g., staffing the Sustainability Task Force.
4. Implements project activities with other governmental agencies, concerned private entities,
community organizations, and residents ; develop effective program design and operating
procedures; provide directions to implementing contractors or other agencies.
Shared Governance Model: Proposed Job Descriptions
Director of Sustainable Community Development as of 5/5/21 2
5. Monitor activities for contract compliance; direct the establishment of methods for project analysis
and preparation of performance reports; direct studies and make recommendations on program
modification and adjustments to assure contract adherence and responsiveness of programs to
Township needs: reviews, presents and discusses program operational or policy programs with
Supervisor and other Township Officers.
6. Develops and coordinates preparation of annual work program and operating budgets of Parks and
Pathways Fund, Open Space Fund, Roads SAD Funds, Bus Fund, and any other revenue dedicated for
the development and operation of the Township’s efforts to develop sustainable public
infrastructure.
7. Prepares, reviews, and executes contracts and subcontracts for authorized disbursements for
services rendered; prepares and processes all necessary documents for fiscal payments to vendors,
and provides appropriate fiscal budgetary control. Provides Township oversight and management of
current contracts with Township Planner and Township Engineer to manage costs and performance.
8. Seek and apply for funds from various governmental agencies, private foundations, and other
private contributors to augment established Township funding sources. Submit timely and accurate
reports for all existing grant funded projects.
9. Reviews and recommends physical improvements and construction plans and budgets; meets with
agencies, architects, engineers, and contractors to outline program requirements and procedures
and resolve problems; monitors progress of construction and process payments.
10. Gives technical advice to staff, volunteers, and others at the Township in evaluating potential
projects.
11. Develop and implement procedures for assuring the Township’s compliance with applicable federal,
state, and local laws and regulations in the administration of parks, recreation, pathways, and
related activities.
12. As assigned, attend program or project related meetings and represent the Township in explaining
and interpreting projects and objectives and their applicability to the Township and its various
committees and commissions.
13. Serve as primary liaison for Township partnerships with the AAATA, WCRC, and WATS.
14. Guide development of Township’s legislative agenda, and monitor areas related to Township’s
interest in sustainability, transportation, land preservation, and related.
15. Provide regular technical guidance and content support, including staying abreast of current
research and practice, to assigned committees: Parks and Recreation Advisory Board, Transportation
Alternatives Planning Committee, any regular or ad hoc Roads Advisory committees, any
Sustainability Task Force or similar committee. As requested, provide support to Land Preservation
Commission, Downtown Development Authority, and Gelman remediation working groups.
16. Partner with Committee Chair to develop and guide the work agenda of assigned committees,
scheduling items for Board consideration, and implementing and managing projects approved by
the Board.
17. Partner with the Committee Chair to manage committee meeting logistics, develop agendas, memos
for committee, take minutes, post agendas and materials and minutes for the Committee.
Shared Governance Model: Proposed Job Descriptions
Director of Sustainable Community Development as of 5/5/21 3
Knowledge Skills and Attributes Thorough knowledge of principles, practices, purpose and scope of community development programs,
parks and recreation initiatives, equity initiatives, and sustainability programs; Federal, State, and local
rules and regulations applicable to such programs.
Abilities and skills to: work within the Township governmental structure and external partners to plan,
organized, initiate, direct and review work of subordinates or consultants: apply principles to define
problems, collect data establish facts and draw valid conclusions; write clear and concise reports,
recommendations and correspondence; deal effectively with representatives of governmental
organizations and residents; speaking effectively before individuals and groups.
Software: BS&A, MS Office Suite, Tableau or other data visualization or statistical analysis software.
Experience and Training 1. At least 7 years of administrative/professional experience in community development, parks
and recreation management, transportation planning, related area.
2. Preferred Possession of Masters level or higher in Urban and Regional Planning, Public
Administration, Public Policy, Civil and Environmental Engineering, Environmental Sciences,
Ecology, Environment and Sustainability, Public Health, Recreation and Parks Management,
Climate Science and Solutions, or related field.
3. Licenses and Accreditations Preferred: PE.
Shared Governance Model: Proposed Modifications to Authorized Positions
Resolution to Modify Positions as of 5/5/21 1
SCIO TOWNSHIP WASHTENAW COUNTY, MICHIGAN
RES #21-XX
RESOLUTION AMENDING GENERAL APPROPRIATIONS ACT APPROVING FY21-22 BUDGET TO MODIFY AUTHORIZED POSITIONS IN THE FYE22 BUDGET
MONTH DAY, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan,
held via Zoom, on the MONTH DAY 2021 at 7:00 p.m.
Members Present:
Members Absent:
The following preamble and resolution were offered by ___________and supported by
___________.
WHEREAS, the Board of Trustees has responsibility for continuing and creating positions and authorizing appointments or continuation of appointments to positions and specifying and fixing the compensation for positions; and WHEREAS, Scio Township adopted the General Appropriations Act for FY21-22 Budget on March 23, 2021 via Resolution 2021-11; and, WHEREAS, the number of authorized positions as presented in the budget document at the public hearing was adopted by reference and additional FTEs have required Board approval; and, WHEREAS, the Total Full-Time Equivalent (FTE) Employees approved as of April 27, 2021 are reflected in the attachment; and, WHEREAS, the Treasurer desires to enhance the tax collection, billing, and receipts functions for the Township by establishing a permanent non-exempt full-time Deputy Treasurer position; and, WHEREAS, the Board of Trustees desires to improve resident services, implement shared administrative services and improve information management systems across the Township by establishing a permanent exempt full-time Administrative Services Manager position; and,
Shared Governance Model: Proposed Modifications to Authorized Positions
Resolution to Modify Positions as of 5/5/21 2
WHEREAS, the Board of Trustees desires to improve the internal service of human resources for the Township by establishing a permanent non-exempt part-time Human Resources Professional position; WHEREAS, the Board of Trustees desires to create and coordinate pathways, parks, preserves, roads, and other infrastructure designed to promote sustainability by establishing a permanent exempt full-time Sustainable Development Director position; and, NOW THEREFORE BE IT RESOLVED THAT the proposed FYE22 budget be amended to increase the Total Full-Time Equivalents by 3.5 FTE positions consisting of 1.0 FTE Deputy Treasurer, 1.0 FTE Administrative Services Manager, 0.5 Human Resources Professional, and 1.0 Sustainable Development Director are hereby created, and compensation is specified and fixed, as referenced in the second attachment Proposed Modifications to Authorized Positions; and, BE IT RESOLVED, that the proposed FYE22 budget be amended to increase the General Fund General Government Activity (101-101), General Fund Treasurer Activity (101-253), General Fund Planning Activity (101-701), Fire Fund (206), Parks & Pathways Fund Parks Activity (208-751), Parks & Pathways Fund Pathways Activity (208-753), Bus Fund (230), Open Space Fund (242), Roads SAD Fund (400), Water Fund (590), Sewer Fund (591) by the amounts corresponding in the Proposed Modifications to Authorized Positions. FINALLY BE IT RESOLVED THAT this resolution shall be effective on the date of adoption. ROLL CALL VOTE:
AYES: NAYS: ABSENT: ABSTAIN:
RESOLUTION DECLARED ADOPTED.
_______________________ Jessica M. Flintoft, Clerk Scio Township DATED:
Shared Governance Model: Proposed Modifications to Authorized Positions
Resolution to Modify Positions as of 5/5/21 3
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution
adopted by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at
a Regular Meeting held on MONTH DAY, 2021 and that said meeting was conducted and public
notice of said meeting was given pursuant to and in full compliance with the Open Meetings
Act, being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were
kept and will be or have been made available as required by said Act.
______________________ Jessica M. Flintoft, Clerk Scio Township DATED:
Shared Governance Model: Proposed Modifications to Positions
Additional Compensation
Budgeted Activity Title
Number of
Positions Authorized byPerson is: Notes
FY22 Budgeted
Pay per Exempt Union
Perm or
Temp Additional Compensation and benefits
Board of Trustees Trustee 4 State Elected 7,000$ year yes no Permanent retirement
Supervisor Supervisor 1 State Elected 72,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance
Treasurer Treasurer 1 State Elected 65,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance
Treasurer Deputy Treasurer 1 State Appointed by Treasurer
Current
appointment filled -$
Clerk Clerk 1 State Elected 84,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance
Clerk Deputy Clerk 1 State Appointed by Clerk 25 hours/week 27.50$ hour no no Permanent Accrual of PTO
Elections Seasonal Election Inspectors
as many as
needed State Appointed by Clerk $12 to $15 hour no no Temporary None
Assessor Assessor 1 Township Hired by Board effective 9/1/21
$70,000 to
$110,000 year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Assessor Assistant Assessor 1 Township Hired by Board 67,081$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Assessor Assistant Assessor 1 Township Hired by Board 71,108$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Assessor Assistant 1 Township Hired by Assessor 12$ hour no no Temporary None
Assessor Board of Review Chair 1 Township Appointed by Board $125 meeting no no Temporary None
Assessor Board of Review Member 2 Township Appointed by Board $100 meeting no no Temporary None
General Government Office Coordinator 1 Township Hired by Board 59,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Buildings and Grounds Grounds and Facility Worker 1 Township Hired by Board 50,429$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Planning/Zoning Administrative Clerk 1 Township Hired by Board 55,006$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Planning/Zoning Transcription Assistant 1 Township Hired by Supervisor $12 hour no no Temporary None
Planning Planning Commission Chair 1 Township Appointed by Board $200 meeting no no Temporary None
Planning Planning Commission Secretary 1 Township Appointed by Board $105 meeting no no Temporary None
Planning Planning Commission Member 4 Township Appointed by Board $100 meeting no no Temporary None
Planning Intern 2021 1 Township Hired by Supervisor $4,000 total no no Temporary None
Zoning Zoning Board of Appeals Chair 1 Township Appointed by Board $100 meeting no no Temporary None
Zoning Zoning Board of Appeals Secretary 1 Township Appointed by Board $95 meeting no no Temporary None
Zoning Zoning Board of Appeals Member 3 Township Appointed by Board $90 meeting no no Temporary None
Finance Finance Director 1 Township Hired by Board 92,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Finance Finance Manager 1 Township Hired by Board 83,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Utilities Utilities Director 1 Township Hired by Board 90,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Utilities Field Supervisor 1 Township Hired by Board 61,000$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Utilities Utilities Technicians 3 Township Hired by Board $54,669/year and newest earning $17/houryear no no Permanent
retirement, health, life, disability insurance, PTO,
On-Call, OT
Utilities Utilities Administrative Assistant 1 Township Hired by Board 59,000$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Fire Fire Chief 1 Township Hired by Board 88,500$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Authorized Positions Regular Compensation Authorized Classification
Total Full-time Equivalent (FTE) Employees Approved as of April 27, 2021 1
Shared Governance Model: Proposed Modifications to Positions
Fire Fire Captain 3 Township Hired by Board 26$ hour no yes Permanent Benefits set by Union agreement, shift rate, OT
Fire Fire Lieutenant 3 Township Hired by Board varies hour no yes Permanent Benefits set by Union agreement, shift rate, OT
Fire Fire Fighter 3 Township Hired by Board varies hour no yes Permanent Benefits set by Union agreement, shift rate, OT
Fire Fire Investigator 1 Township Hired by Fire Chief $14 hour no no Temporary None
Fire Paid on Call Fire Fighter 11 Township Hired by Fire Chief $14, or $19.33 hour no no Temporary
Trainee FF without FF I&II, Shift Rate, Call rate.
Life insurance. Stipend of $375/month for
Parks Intern 2021 1 Township Hired by Supervisor $4,000 total no no Temporary None
Total Full-time Equivalent (FTE) Employees Approved as of April 27, 2021 2
Shared Governance Model: Proposed Modifications to Positions
Additional Compensation
Budgeted Activity Title
Number of
Positions Authorized byPerson is: Notes
FY22 Budgeted
Pay per Exempt Union
Perm or
Temp Additional Compensation and benefits
1 effective 8/1/21
$43,000 to
$50,000 year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
General Government 25%, Fire 25%,
Parks & Pathways 12.5%, Open
Space 12.5%, Water 12.5%, Sewer
12.5% Administrative Services Manager 1 Township Hired by Board effective 8/1/21
$77,000 to
$84,000 year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
General Government 100% Human Resources Professional 1 Township Hired by Board
effective 9/1/21;
20 hours/week 50$ hour no no Permanent Accrual of PTO
Planning 25%, Parks & Pathways
60%, Roads SAD 10%, Bus 5% Sustainable Development Director 1 Township Hired by Board effective 8/1/21
$65,000 to
$72,000 year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Authorized Positions Regular Compensation Authorized Classification
Propsoed Modifications to Authorized Positions as of 5/4/21 1
Deputy Treasurer Statute TreasurerAppointed by
Treasurer 100%
MEMO
TO: SCIO TOWNSHIP ADMINISTRATIVE COMMITTEE
FROM: SANDY EGELER, CFO
RE: COST ANALYSIS OF PROPOSED NEW POSITIONS
DATE: MAY 5, 2021
I have been asked by the Supervisor and Clerk to run a financial analysis of the cost of their proposed
new hires. Both are proposing hiring four new positions, three full time and one part time, permanent
employees. Their proposals are significantly similar. Their proposed splits of how much each fund
would contribute do have differences. Since both plans recommend the increase to full time by the
Supervisor, I have shown those additional cost as a point of reference. These are the only proposed new
wages that are included in the budget.
One of my concerns is charging a portion of expenses to two of our special revenue funds. The
Township wide road SAD expires in FYE 2023 and the Bus millage expires in FYE 2025. I am unclear if the
Board plans on renewing the road SAD and it is uncertain if the voters will approve a bus millage
renewal. I feel there should be a contingency plan in case either are not renewed.
Another concern is the Parks and Pathways 15% cap on administrative cost. The P & P ordinance says
administrative expenses are not to exceed 15% of estimated revenues. I calculated the 15% for this year
to be as follows: Budgeted tax revenue $851,760.00 x 15% = $127,764. I will not express an opinion of
what is intended to be classified as administrative, I just find it prudent to remind everyone of the
limitation. I have not included grants in the calculation because I have no way of knowing if any will be
obtained that allows funds to be spent on admin.
I am also very concerned about the Fire Departments budget being able to contribute to the funding of
these positions. This year it is anticipated the Fire Department will use nearly $160,000 of fund balance.
Some of this is attributable to the renovations currently under way. As you know the General Fund
loaned the Fire Department $1,500,000 with a payback period of no more than twenty years. In
speaking to the Fire Chief, he indicated that with the station still under construction he will not be able
to fill the fourth evening position. He also had built into his budget around $30,000 for a part time
admin clerk, but he still believes this is a needed position. He believes their will be enough this year
however, going forward it does not seem there will be sufficient funds. Both proposals include
significant cost to the Fire Department, and I cannot see how they will be able to absorb the proposed
new expenses. Another point to shed light on is the Fire Department is not in compliance with the new
Fund Balance Policy. Even though this policy does not mandate a level it says it is desirable for the Fire
Department to have nine months of expenses in Fund Balance. For fiscal year 2022 that equals
$1,500,000.00. The expected Fund Balance is $985,267. Given the current and future cost I do not see
any way for the Fire Department to operate at their current proposed structure, provide sustainable
contribution for these new positions and be in compliance with the Fund Balance Policy.
Another relevant consideration is the cost to fill these positions. There is a significant difference if you
simply advertise at a cost for a few hundred or if you hire a headhunter which could cost around
$20,000-$25,000. Another cost that is in both plans is a temporary contract for HR services. I have not
included that cost in my analysis.
From an accounting point of view we can spread the expenses for these new positions any way that the
Board feels is appropriate. The total cost of the two plans is very similar and the reality is at this point
we do not know what the bottom line cost will be. When calculating the cost of each person I looked at
what we are currently paying and used the worst-case scenario. Most of the cost for our benefits are
tied to age, wages and the number of family members being covered so it is impossible to say what the
actual cost will be. The numbers I have used should be the most these four positions will cost.
Hiring four new permanent positions will cost the Township between $400,000 and $450,000 (not
including the Supervisors increase) with the cost being shared by many funds. Care should be used
when determining which funds will contribute how much to ensure the appropriate funds are
contributing and the cost are sustainable each year.
TOWNSHIP OF SCIO
WASHTENAW COUNTY, MICHIGAN
RESOLUTION ESTABLSHING SALARY OF THE SUPERVISOR
Resolution #21-XX
At a Meeting of the Scio Township Board of Trustees, Washtenaw County, Michigan, held via Zoom, on the ---th day of _________ 2021, at _______ a.m/p.m.
The following preamble and resolution were offered by Member ______________ and supported by Member ____________:
WHEREAS, MCL 41.95 provides that the salary for officers composing the township board shall be determined by the township board; and WHEREAS, the Board previously established the Supervisor’s salary to be _________ per year; and WHEREAS, the current salary was set with the expectation that the office of Supervisor was a part-time job supported by full time staff, including a Township Manager; and WHEREAS, the Board of Trustee recognizes that the duties of Supervisor require more than part-time attention; and WHEREAS, the position of Township Manager is currently vacant, and WHEREAS, the Board recognizes that the Supervisor (and all township officials and staff) should be fairly compensated for their work; and WHEREAS, the Board is considering several organizational changes which may affect the amount of time required of the Supervisor; and WHEREAS, the salary of an elected township official may not be decreased during the official’s term of office; NOW, THEREFORE, BE IT RESOLVED THAT, the Scio Township Board of Trustees establishes the salary of the Supervisor to be $__________ per year, payable in accordance with the Township’s current payroll practices, through the end of the current term of office , and
BE IT FURTHER RESOLVED THAT in the event the Supervisor is a certified assessor at the proper level and performs assessor duties, the Supervisor shall receive additional compensation (but not a salary) of _____________, during such time as the Supervisor performs such duties; and BE IT FURTHER RESOLVED THAT when the position of Township Manager (or an equivalent position as established by the Board of Trustees) is vacant, the Supervisor shall receive additional compensation (but not a salary) for performing duties generally assigned to and performed by the Township Manager as established by the Board of Trustees.
TOWNSHIP OF SCIO, WASHTENAW COUNTY, MICHIGAN
________________________________
Will Hathaway, Supervisor
________________________________
Jessica Flintoft, Clerk
ROLL CALL VOTE:
AYES:
NAYS:
ABSENT:
ABSTAIN:
MOTION CARRIED/FAILED.
CERTIFICATION:
I, Jessica Flintoft, Clerk of the Township of Scio, County of Washtenaw, Michigan, do hereby certify that the
foregoing is a true and complete copy of a resolution approved by the Board of Trustees on the _____ day
of_________, 2021 The following members of the Scio Township Board of Trustees voted as follows in
connection with this resolution.
AYES:
NAYS:
ABSENT:
In witness hereof, I have hereunto affixed my official seal this ____ day of __________, 2021.
.
__________________________________
Jessica Flintoft, Clerk,
Township of Scio
Table of Contents
Overview_050521 (3)
Res_to_Delegate_HR_Functions_050621 (4)
Res_to_Mod_Auth_Positions_w_Deputy_Treas_Twp_Admin_050221_jaf (1)
Supervisor_Job_Description_042521 (2)
Township_Administrator_Job_Description_042521 (1)
PROPOSED NEW HIRES 2021 as revised by SE after Committee meeting (1)
NEW_POSITIONS_COST (3)
NEW_POSITIONS_COST
Resolution to Set Supervisor Salary 2021 05 06 Atty Reviewed (1)
3
14
17
18
8
31
19
21
30
Table of Contents
Overview_050521 (3) 2
Res_to_Delegate_HR_Functions_050621 (4) 7
1 CERTIFICATE 11
Res_to_Mod_Auth_Positions_w_Deputy_Treas_Twp_Admin_050221_jaf (1) 13
1 CERTIFICATE 15
Supervisor_Job_Description_042521 (2) 16
Township_Administrator_Job_Description_042521 (1) 17
PROPOSED NEW HIRES 2021 as revised by SE after Committee meeting (1) 18
NEW_POSITIONS_COST (3) 20
1 Will 20
2 Jessica 22
3 COST SPREAD 24
4 JESS HR & ACCT 25
NEW_POSITIONS_COST 29
Resolution to Set Supervisor Salary 2021 05 06 Atty Reviewed (1) 30
Draft 05/05/21
1
Overview – Outstanding Needs Scio Township has had a vacancy at the top of its administration for well over a year. The current Board of Trustees has been debating how best to fill that vacancy since we took office in November 2020 (see chronology below). More time, more experience: Some have argued that we need more time to thoroughly consider the question of the Township’s administration. As the chronology shows, the Board of Trustees has considered this question for many months. We have held multiple public meetings on administrative structure. Officers have done research and shared memoranda and given presentations. We conducted a survey to gather input from Township employees and appointees. The Township has been experiencing the absence of a Township Administrator for almost 20 months. Several of us newly elected to the BOT in 2020 have served in Scio Township government for years. We have been thinking deeply about this problem because we have experienced it directly. During public comments at the 4/27 BOT meeting, it was stated that those of us advocating for a township administrator should listen to those with more experience. If that commenter had done any research, they would know that the number of years of experience in Scio Township government are decisively on the side of those advocating for a township administrator. Likewise, the greater number of years of public service are with those who advocate for a township administrator. To claim otherwise is to misrepresent reality and dismiss many decades of public service. This debate is not about taking more time to reach some elusive, unanimous agreement, nor is it about who has more experience in public service. It is a straightforward choice between two approaches to administration. The irony is that the two options are very similar. Similarities of the two models:
• Human Resources: A part-time HR position is in both models.
• Sustainability Development: There is a full-time position in both models.
• Deputy Treasurer: This is a statutory position, dictated by law.
• Out-sourced Information Technology: This new contract is in both models.
• A full-time Supervisor: Compensation to reflect this reality is in both models. The reality is that the position of supervisor is not part-time. The current supervisor is consistently working 60+ hours per week on Township business.
The job descriptions and other supporting materials for the three new positions can serve for either of the two models. There are minor differences in the funds from which the positions are funded. The resolution adjusting the compensation for the supervisor is the same regardless of the model because the supervisor will continue to work full-time regardless.
Draft 05/05/21
2
What are the significant differences? 1) Township Administrator vs. Administrative Services Manager 2) Centralized professional operations vs. Decentralized operations under elected officers Personalization of a decision about administrative structure: These are fairly mundane differences: one type of upper-level administrative position or another, one set of reporting relationships or another. The complicating factor is that some people are dissatisfied with prior township managers. These negative memories animate this debate about administrative structures. Negative memories persist. They are much more influential than positive memories. However, we all need to rise above those bad memories, to move away from the personalization. This is about the future, not the past. Township Administrator – A Job Defined for Success What if the perceived problems with past township managers could be addressed, in part, by revising job descriptions? Even the best person won’t perform at their best if they are burdened with too many tasks. The township administrator model represents an effort to redistribute functions and responsibilities to respond to concerns about township managers who couldn’t follow through on commitments. The job should be defined so that a human can do it. The township administrator will be focused on internal operations of the Township. They will be responsible for the working relationships of the parts of Scio Township government, the implementation of organizational policies, including the new initiative to update human resource procedures. They will be the one who makes sure that everything works as it should. The supervisor will serve as the primary external contact, receiving inquiries and requests from the public, overseeing communications, and representing the township in discussions with outside, partner organizations such as the Washtenaw County Road Commission. The supervisor will focus on growth-oriented projects such as pedestrian pathways, public access to parks and nature preserves, road improvements, sustainability, and other initiatives to respond to the growing needs of Scio Township. Centralized, Professional Operations – Administration Designed for Success The centralized oversight of operations allows for efficient coordination of organization-wide initiatives such as performance evaluation. The township administrator’s singular focus on internal operations will provide greater attention to staff working relationships. The township administrator won’t be distracted by other functions that officers must balance (e.g. the supervisor’s responsibility to respond to external constituencies, or the clerk’s need to attend to the myriad statutory functions of that office). Checks and Balances Some have raised concerns about the need for checks and balances in Township government. This is an important concern, but it should be understood that the Township Administrator Model is a better one for maintaining checks and balances. Here is why:
Draft 05/05/21
3
The vital checks and balances are financial. By statute, the financial responsibilities are divided between the three officers:
• The treasurer is responsible for revenues
• The clerk is responsible for payables and keeping records
• The supervisor is responsible for the budget and reports In May 2019, when the clerk was hired to serve the remainder of Nancy Hedberg’s term, she asked for $20K salary increase and for sole line authority over the finance staff. The basis for the clerk’s authority was her statutory responsibility for the payables and keeping the books. However, placing the finance staff in a reporting relationship to the clerk alone created a problem with the checks and balances because it effectively meant that the supervisor relinquished his authority with regard to formulating the budget and reporting on it. The finance staff need to work for the supervisor as much as they need to work for the clerk. Another problem with checks and balances was the reliance of the treasurer on other staff to provide her with support for her statutory responsibilities. With the pending turnover in the assessing department, this is no longer possible. The treasurer needs to have a deputy. We are now in position to reestablish these important checks and balances by creating a deputy treasurer position reporting to the treasurer and finance staff reporting jointly to the clerk and supervisor. Expanded Support for Public Safety The clerk has expressed an interest in the public safety aspects of Township government. These functions reside in the Township’s Fire Department and through the Township’s contracted police services provided by the Washtenaw County Sheriff Department. While the clerk proposes to have line authority over these functions, that is only one way in which to influence those operations. This approach does not afford opportunity for others to be involved. Indeed, other trustees have expressed interest in this area of the Township’s services. As a more inclusive alternative, the Township could form a public safety advisory board on which the clerk and other interested trustees might serve along with other members of the community. That advisory board would be charged to work in support of the fire department and “to collaborate with the Sheriff to implement reforms to prevent crime, improve safety, and improve relationships between law enforcement and communities within the Township.”
Chronology of Key Events in Scio Township Administration 2019-2021 September 2019 Township Manager Bryce Kelley takes medical leave prior to planned retirement. The BOT hires consultant and conducts search for township manager. Search fails to result in hire. Position of township manager remains vacant at start of new year.
Draft 05/05/21
4
January 2020 The BOT approves salary increase for Supervisor Jack Knowles from $36K to $72K based on increased work load in absence of Township Manager. BOT temporarily assigns oversight of utilities to supervisor, and oversight of fire department to clerk. March 2020 COVID pandemic results in stay-at-home order and shift to virtual meetings. November 2020 Previous BOT votes to revert the supervisor’s salary back to $36K. The newly elected BOT takes office. Meets every week for six weeks in a row. December 2020 Special working session 12/15 devoted to administrative structure. Further discussions during special meeting on 12/28. Consensus on timeline and general process including plan to interview staff regarding their views. January 2020 At 1/6 management meeting staff oppose method for seeking employee input saying that many staff find it stressful to be interviewed by those who have authority over them. Decision is made to solicit staff input via a written, online survey. Survey is conducted and elicits a high response rate. Several key impressions from the questionnaire responses are 1) a generally positive sense of the Township’s government as a workplace, 2) an acknowledgement that the nature and breadth of the work has changed as the Township has grown and 3) strong concerns about leadership within the administration in the absence of a township manager. February 2020 Supervisor’s letter to BOT proposes redefined position of Township Administrator. Special working session held on administrative structure 2/16, survey results are discussed, township administrator position is discussed. Clerk requests time to offer a presentation of an alternative to township administrator at subsequent BOT meeting. Clerk makes presentation at BOT 2/23. March 2020 Supervisor places proposal to create township administrator position and conduct search for candidates on BOT agenda for 3/9. The BOT amends the motion to refer the question of the administration position along with other positions to a newly formed “administrative committee” with a 3/23 deadline for reporting back to the BOT. The committee fails to meet 3/23 BOT deadline. None of the positions are reflected in the 2021-22 budget. April 2020 After multiple meetings, the “administrative committee” reports to BOT on 4/13 that it will present two alternative models for discussion at the BOT meeting on 4/27. Some members of the public expressed concern that they were not provided the materials related to the two administrative models prior to the meeting 4/27 meeting. The supervisor decided to remove the report and related discussion from the agenda. The clerk made a motion for a detailed timeline for a specified bundle of materials related to each of the models to be published by 5/7 and placed on the BOT agenda for 5/11/21. May 2020 The Township begins its 20th month with a township manager vacancy.
Draft 05/05/21
5
Conclusion Scio Township needs to fill the void in professional administrative leadership since the township manager position became vacant in September 2019. There are other staffing needs that must be addressed as well. There are problems with the checks and balances between the financial responsibilities assigned by statute to the treasurer, clerk and supervisor. The township administrator model offers solutions to all of these problems. The other model does not.
SCIO TOWNSHIP WASHTENAW COUNTY, MICHIGAN
RES #20-XX
RESOLUTION ASSIGNING CERTAIN SUPERVISORY AND HUMAN RESOURCES FUNCTIONS TO THE SUPERVISOR, CLERK, AND TREASURER
MONTH DAY, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan,
held via Zoom, on the MONTH DAY 2021 at 7:00 p.m.
Members Present:
Members Absent:
The following preamble and resolution were offered by ___________and supported by
___________.
WHEREAS MCL 41.69 requires that the township clerk appoint a deputy clerk who shall serve at the pleasure of the Clerk; MCL 168.29 allows the township clerk to appoint a number of assistants as may be necessary to carry out the general provisions of the election law; MCL 41.77 requires that the township treasurer appoint a deputy treasurer who shall serve at the pleasure of the Treasurer; and MCL 41.61(2) allows the township supervisor to appoint a deputy supervisor who serves at the pleasure of the Supervisor; and WHEREAS, other than the appointments noted directly above, MCL 41.75a prescribes that township employees shall serve at the pleasure of the township board and shall perform duties lawfully directed by the township board, except those duties that are delegated by law to another township official, unless consent has been granted; and WHEREAS, the Scio Township Board of Trustees desires to retain responsibility for continuing and creating positions and authorizing appointments or continuation of appointments to positions and specifying and fixing the compensation for positions; and WHEREAS, the Scio Township Board of Trustees desires to retain responsibility for the hiring and firing of township employees, upon the recommendation of and carried out by direct supervisor, and in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and WHEREAS, MCL 41.2(b) prescribes that a township board may make contracts necessary and convenient to exercising corporate powers, that the Scio Township Board of Trustees desires to
retain responsibility for approving all contracts for services, but desires to delegate the coordination and management of major contracts to the Supervisor or the Clerk; and WHEREAS, MCL 141.424 requires the Supervisor to make an annual financial report of the Township and deliver it to the Treasurer of the State of Michigan in the form and pursuant to the schedule provided; WHEREAS, the Scio Township Board of Trustees has established and maintains the positions of Finance Director and Finance Manager who jointly help to prepare the annual financial report provided for in MCL 141.424 and the Supervisor does not grant consent to the Township Board to direct those duties to be overseen by someone other than the Supervisor; and WHEREAS, MCL 141.434 requires the Supervisor to have final responsibility for budget preparation, presentation of the budget to the Township Board of Trustees and all duties attendant to controlling expenditures of the funds of the Township and any proposed means of financing thereof; WHEREAS, the Scio Township Board of Trustees has established and maintains the positions of Finance Director and Finance Manager who jointly carry out the duties outlined in MCL 141.434 and the Supervisor does not grant consent to the Township Board to direct those duties to be overseen by someone other than the Supervisor; and WHEREAS MCL 41.65 requires that the Clerk prepare and maintain the journals and ledgers necessary to reflect the assets, liabilities, fund equities, revenues, and expenditures for each fund of the township; and WHEREAS, the Scio Township Board of Trustees has established and maintains the positions of Finance Director and Finance Manager who jointly carry out the duties outlined in MCL 41.65, and the Clerk does not grant consent to the township board to direct those duties to be overseen by someone other than the Clerk; and WHEREAS, MCL 41.78 requires the Treasurer keep an accurate account of the receipts and expenditures of township money in a book or by electronic means; and WHEREAS, the Treasurer is engaged in a concerted effort to improve the efficiency of tax collection and billing functions for which she has statutory responsibility, and the Scio Township Board of Trustees desires to establish a full-time permanent position of Deputy Treasurer to implement these improvements; and WHEREAS, the Supervisor, Clerk, Treasurer, and Budget and Finance Committee are engaged in concerted capacity building of the accounting and finance functions so that they can constitute a model internal service for the Township; and
WHEREAS, the Scio Township Board of Trustees does desire to delegate and assign certain administrative duties to represent and carry out employer management rights to the Supervisor, Clerk, Treasurer; and Township Administrator as detailed below; and WHEREAS, the Scio Township Board of Trustees desires to improve the internal service of human resources for the Township by establishing a dedicated part time human resources professional to provide centralized support for the range of the Township’s human resources functions; and WHEREAS, MCL 41.61 designates the Supervisor as Chief Assessor, and as the current Supervisor is not a certified assessor, the township board provides for the appointment of properly certified assessors who shall be subordinate to the Supervisor; and WHEREAS, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Supervisor for the administration of planning and zoning activities, in coordination with the Planning Commission, Zoning Board of Appeals, Zoning Official, Code Enforcement Officer, and Township Administrator; and WHEREAS, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Supervisor and Township Administrator for the annual development and implementation of the Township Capital Improvement Plan as required by Scio Township Code 2-115, including the development and maintenance of township buildings, grounds, infrastructure, parks, roads, and pathways; and WHEREAS, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Township Administrator for the administration of the Township’s water and waste water systems including consideration of the continuing risked posed by the 1,4-dioxane plume from Gelman Sciences and future negotiations of service agreements with the City of Ann Arbor; and WHEREAS, pursuant to MCL 41.806 Scio Township maintains a fire department, employs a fire chief and other fire officers, and contracts with Washtenaw County Sheriff’s Office for police protection, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Township Administrator for the administration of Township fire services and Sheriff patrol services within the Township; and WHEREAS, MCL 41.65 requires the Clerk to have custody of all the records, books, and papers of the Township, when no other provision for custody is made by law; NOW, THEREFORE, BE IT RESOLVED THAT, the Scio Township Board of Trustees authorizes the Supervisor, Clerk, Treasurer, and Township Administrator to jointly represent employer management rights in collective bargaining agreements, employment contracts, and employee and retiree benefits agreements; and to serve as the Township Personnel Committee as outlined in Scio Township Employee Handbook; and
BE IT FURTHER RESOLVED THAT, the Scio Township Board of Trustees authorizes the Supervisor as Chief Assessor to supervise and discipline the Head Assessor; and authorizes the Supervisor to supervise, discipline, hire and fire all other assessors in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements, and to further delegate this authority to the Assessor as appropriate; and BE IT FURTHER RESOLVED THAT, the Scio Township Board of Trustees authorizes the Supervisor and Township Administrator to negotiate and manage contracts with the Township Planner, Township Engineer, Zoning Official, Code Enforcement Officer; and authorizes the Supervisor to work in coordination with the Planning Commission to represent the Township’s interests in negotiations with private developers, the Washtenaw County Road Commission and other local and state government agencies in all development and planning activities; and acknowledges the Supervisor as ex-officio member of all Township committees in furtherance of these duties; and BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Township Administrator to supervise and discipline the Utilities Director and authorizes the Utilities Director Supervisor to supervise, discipline, hire and fire all other water and waste water, and buildings and grounds employees, in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and to further delegate that authority to the Utilities Director as appropriate; and BE IT FURTHER RESOLVED THAT, the Scio Township Board of Trustees authorizes the Supervisor and the Clerk to supervise and discipline the Finance Director; and authorizes the Supervisor and the Clerk to supervise, discipline, hire and fire Finance Manager and any other finance positions in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and to further delegate that authority to Finance Director as appropriate, and authorizes the Treasurer to supervise, discipline, hire and fire the Deputy Treasurer in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Township Administrator to supervise and discipline the Fire Chief; and authorizes the Fire Chief to supervise, discipline, hire and fire all other Fire Department employees in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements. BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Township Administrator to take the lead in negotiating and managing the contract with the Washtenaw County Sheriff’s Office for patrol services and to work with the Board of Trustees on a collaborative effort with the Sheriff’s Office to implement reforms to prevent crime, improve safety, and improve relationships between law enforcement and communities within the Township; and
Commented [JAF1]: This might be awkward
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Township Administrator to supervise, discipline, hire and fire all other administrative employees in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and authorizes the Township Administrator to administer the information technology infrastructure and any contracts to support its design and maintenance; and to further delegate that authority as appropriate; and BE IT FURTHER RESOLVED THAT this resolution shall be effective on the date of adoption; all provisions shall sunset at the conclusion of the first meeting following November 20, 2024; and its implementation shall be formally reviewed by the Board of Trustees at the First Regular Meeting in April of each year, at which time the Supervisor, Clerk, Treasurer, and Township Administrator shall present reports on this resolution’s implementation, its benefits, and recommendations for any changes. ROLL CALL VOTE:
AYES: NAYS: ABSENT: ABSTAIN:
RESOLUTION DECLARED ADOPTED.
_______________________ Jessica Flintoft, Clerk Scio Township DATED:
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution
adopted by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at
a Regular Meeting held on MONTH DAY, 2021 and that said meeting was conducted and public
notice of said meeting was given pursuant to and in full compliance with the Open Meetings
Act, being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were
kept and will be or have been made available as required by said Act.
Commented [JAF2]: You might want to have this run until
the conclusion of the first BOT meeting following November
20, 2024.
Commented [MOU3R2]:
______________________ Jessica Flintoft, Clerk Scio Township DATED:
SCIO TOWNSHIP
WASHTENAW COUNTY, MICHIGAN
RES #20-XX
RESOLUTION AMENDING GENERAL APPROPRIATIONS ACT APPROVING FY21-
22 BUDGET TO MODIFY AUTHORIZED POSITIONS IN THE FYE22 BUDGET
MONTH DAY, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan,
held via Zoom, on the MONTH DAY 2021 at 7:00 p.m.
Members Present:
Members Absent:
The following preamble and resolution were offered by ___________and supported by
___________.
WHEREAS, the Board of Trustees has responsibility for continuing and creating positions and
authorizing appointments or continuation of appointments to positions and specifying and fixing
the compensation for positions; and
WHEREAS, Scio Township adopted the General Appropriations Act for FY21-22 Budget on
March 23, 2021 via Resolution 2021-11; and,
WHEREAS, the number of authorized positions as presented in the budget document at the
public hearing was adopted by reference and additional FTEs have required Board approval; and,
WHEREAS, the Total Full-Time Equivalent (FTE) Employees approved as of April 27, 2021 are
reflected in the attachment to this Resolution; and,
WHEREAS, the Board of Trustees desires to improve the management of human resources of
the Township by establishing a permanent non-exempt part time human resources position to
provide centralized support for a range of human resources administration; and,
WHEREAS, the Board of Trustees desires to enhance the support for the work of the Treasurer
of the Township by establishing a permanent non-exempt full-time Deputy Treasurer position;
and,
WHEREAS, the Board of Trustees desires to improve the efficiency of Township management
of pathways, parks, roads, sidewalks and transportation alternatives projects by establishing a
permanent exempt full-time Sustainable Development Project Manager position; and,
WHEREAS, the Board of Trustees desires to improve the administration operations and
information across all areas of the Township by establishing a Township Administrator position;
THEREFORE BE IT RESOLVED THAT the proposed FYE22 budget be amended to increase
the Total Full-Time Equivalents by 3.5 FTE positions consisting of 0.5 FTE Human Resources,
1.0 FTE Deputy Treasurer, 1.0 FTE Sustainable Development Project Manager, and 1.0 FTE
Township Administrator are hereby created, and compensation is specified and fixed, as
referenced in the second attachment Proposed Modifications to Authorized Positions; and,
THEREFORE BE IT RESOLVED, that the proposed FYE22 budget be amended to increase the
General Fund General Government Activity (101-101), and General Fund Planning Activity
(101-701), Fire Fund (206), Parks & Pathways Fund Parks Activity (208-751), Parks &
Pathways Fund Pathways Activity (208-753), Bus Fund (230), Open Space Fund (242), Roads
SAD Fund (400), Water Fund (590), Sewer Fund (591) by the amounts corresponding in the
Proposed Modifications to Authorized Positions.
FINALLY, BE IT RESOLVED THAT this resolution shall be effective on the date of adoption.
ROLL CALL VOTE:
AYES:
NAYS:
ABSENT:
ABSTAIN:
RESOLUTION DECLARED ADOPTED.
_______________________
Jessica M. Flintoft, Clerk
Scio Township
DATED:
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution
adopted by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at
a Regular Meeting held on MONTH DAY, 2021 and that said meeting was conducted and public
notice of said meeting was given pursuant to and in full compliance with the Open Meetings Act,
being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were kept
and will be or have been made available as required by said Act.
______________________
Jessica M. Flintoft, Clerk
Scio Township
DATED:
Draft 4/25/21
Supervisor Duties Based on Statutory Authority
Meetings: Serve as moderator of any township meeting, deciding questions of order, granting authority to persons to speak at the meeting and making conduct-based interventions. The supervisor should vote on all issues upon which a vote is required unless there is some proper legal reason, approved by the BOT, for abstaining. Set a date and time for special meetings
Appointments: Nominate individuals to serve on Township boards, commissions and committees and as representatives of the Township to outside boards/committees
Enforcement: Work with enforcement officer to enforce the township ordinances
Representation: ex officio member of all BOT advisory committees and represent the Township on various outside organizations. Serve on board of elections commission
Budget: Prepare the annual budget under policies formulated by the township board and state law and work with the clerk and others to keep the board fully advised at all times as to the financial conditions and needs of the township Direct Reports: Supervise the assessing function including the determination of special assessments. Assessor reports to supervisor. Supervisor oversees hiring of assessor and recommends hire for BOT approval. With BOT approval, supervisor may oversee other staff. Supervisor Duties Based on Authority From BOT/other
Administration: Chief Administrative Officer for Township participating in regular management meetings. Chief executive officer (CEO) and a voting member of the Downtown Development Authority (DDA) Board, serve on the board and operating committee of Loch Alpine Sanitary Authority (LASA), Township’s budget and finance committee.... Participate in contract negotiation/oversight: GFL, Fire, A2 W/S, consultants....
Human Resources: Help guide hiring processes including recruiting, interviewing, and assessment of candidates for senior staff and other positions at the discretion of the supervisor. Help formulate policy for performance review and other human resource programs. Serve on HR committee if such committee exists
Township Growth: Supervise planning and development processes such as Land Use Master Plan, PUD negotiations, facilitate communications between various parties in development projects, supervise public improvements of the township, including capital improvements, Township-led SAD projects, sustainability initiatives, and collaboration with partner organizations
Legal: Serve as the Township’s designated point of contact for transacting legal business, implement administrative actions such as land divisions, help represent BOT in the Gelman effort
Meeting Agenda: In collaboration with the clerk and others, create and distribute the board of trustees’ agendas and meeting packets, supervisor has final approval
Legislation: Act as chief legislator, bringing recommendations for consideration by the board of trustees, seeking legislative actions by other bodies on behalf of the Township
Conflict Resolution: Receive and respond to complaints to the Township and/or requests for action by the Township. Mediate disagreement between interests
Communications: Serve as spokesperson for the Township, write communications on behalf of Township, review and approve for publication general communications, such as newsletter
Draft 4/25/21
Township Administrator
Meetings: Attend all meetings of the township board, with the right to take part in discussions, but without the right to vote, assist the supervisor in creation of BOT agenda and meeting packet, track implementation of BOT decisions
Budget: Assist in preparing and administering the annual budget under policies formulated by the township board and state law and work with the supervisor and clerk to keep the board fully advised at all times as to the Township’s financial conditions
Administration: Be responsible to the township board for the efficient administration of all departments of the township, track implementation of BOT approved actions to implementation, organize and chair the biweekly management meetings
Human Resources: Assume all duties and responsibilities as personnel director of all township employees, including overseeing human resources functions such as hiring, training, performance review, etc.
Facility Management: Responsible for the preservation and maintenance of township property, tools and equipment
Contracts: Coordinate and administer township contract negotiations, applications to the township such as zoning applications, industrial facility tax, farmland agreements, and all others as may come to the township, see that all terms and conditions imposed in favor of the township or its inhabitants in any public utility franchise or in any contract are faithfully kept and performed, monitor relationships with outside consultants to ensure effective communication and to make wise use of Township resources
Business Transactions: Act as the purchasing agent for the township, work with others to guide compliance with bidding procedures, conduct all sales of personal property which the township board may authorize to be sold
Direct reports:
• Fire Chief (existing)
• Director of Utilities (existing)
• Human Resources Coordinator (new position)
• Office Coordinator (existing)
• Oversee contract with Washtenaw Sheriff (existing)
• Oversee contract with CWA Planning (existing)
• Oversee contract with OHM Engineering (existing)
• Oversee contract for IT (new)
MEMO
TO: SCIO TOWNSHIP ADMINISTRATIVE COMMITTEE
FROM: SANDY EGELER, CFO
RE: COST ANALYSIS OF PROPOSED NEW POSITIONS
DATE: MAY 5, 2021
I have been asked by the Supervisor and Clerk to run a financial analysis of the cost of their proposed
new hires. Both are proposing hiring four new positions, three full time and one part time, permanent
employees. Their proposals are significantly similar. Their proposed splits of how much each fund
would contribute do have differences. Since both plans recommend the increase to full time by the
Supervisor, I have shown those additional cost as a point of reference. These are the only proposed new
wages that are included in the budget.
One of my concerns is charging a portion of expenses to two of our special revenue funds. The
Township wide road SAD expires in FYE 2023 and the Bus millage expires in FYE 2025. I am unclear if the
Board plans on renewing the road SAD and it is uncertain if the voters will approve a bus millage
renewal. I feel there should be a contingency plan in case either are not renewed.
Another concern is the Parks and Pathways 15% cap on administrative cost. The P & P ordinance says
administrative expenses are not to exceed 15% of estimated revenues. I calculated the 15% for this year
to be as follows: Budgeted tax revenue $851,760.00 x 15% = $127,764. I will not express an opinion of
what is intended to be classified as administrative, I just find it prudent to remind everyone of the
limitation. I have not included grants in the calculation because I have no way of knowing if any will be
obtained that allows funds to be spent on admin.
I am also very concerned about the Fire Departments budget being able to contribute to the funding of
these positions. This year it is anticipated the Fire Department will use nearly $160,000 of fund balance.
Some of this is attributable to the renovations currently under way. As you know the General Fund
loaned the Fire Department $1,500,000 with a payback period of no more than twenty years. In
speaking to the Fire Chief, he indicated that with the station still under construction he will not be able
to fill the fourth evening position. He also had built into his budget around $30,000 for a part time
admin clerk, but he still believes this is a needed position. He believes their will be enough this year
however, going forward it does not seem there will be sufficient funds. Both proposals include
significant cost to the Fire Department, and I cannot see how they will be able to absorb the proposed
new expenses. Another point to shed light on is the Fire Department is not in compliance with the new
Fund Balance Policy. Even though this policy does not mandate a level it says it is desirable for the Fire
Department to have nine months of expenses in Fund Balance. For fiscal year 2022 that equals
$1,500,000.00. The expected Fund Balance is $985,267. Given the current and future cost I do not see
any way for the Fire Department to operate at their current proposed structure, provide sustainable
contribution for these new positions and be in compliance with the Fund Balance Policy.
Another relevant consideration is the cost to fill these positions. There is a significant difference if you
simply advertise at a cost for a few hundred or if you hire a headhunter which could cost around
$20,000-$25,000. Another cost that is in both plans is a temporary contract for HR services. I have not
included that cost in my analysis.
From an accounting point of view we can spread the expenses for these new positions any way that the
Board feels is appropriate. The total cost of the two plans is very similar and the reality is at this point
we do not know what the bottom line cost will be. When calculating the cost of each person I looked at
what we are currently paying and used the worst-case scenario. Most of the cost for our benefits are
tied to age, wages and the number of family members being covered so it is impossible to say what the
actual cost will be. The numbers I have used should be the most these four positions will cost.
Hiring four new permanent positions will cost the Township between $400,000 and $450,000 (not
including the Supervisors increase) with the cost being shared by many funds. Care should be used
when determining which funds will contribute how much to ensure the appropriate funds are
contributing and the cost are sustainable each year.
SCIO TOWNSHIP
MANAGEMENT PROPOSAL
FROM SUPERVISOR HATHAWAY
FUND/ACTIVITY 101-191 MULTIPLE 101-253
TOWNSHIP
SUPERVISOR
TOWNSHIP
ADMINISTRATOR DEPUTY TREASURER
WAGES 36,000.00 104,000.00 57,700.00
FICA 2,754.00 7,956.00 4,414.05
HEALTH INSURANCE 27,000.00 27,000.00
SHORT TERM DISABILITY 410.40 410.40
LONG TERM DISABILITY 849.00 849.00
LIFE INSURANCE 480.00 480.00
EMPLOYEE REIMBURSED HEALTH 2,215.00 2,215.00
PENSION 2,880.00 8,320.00 4,616.00
OPEB 7,022.00 7,022.00
WORKERS COMP INSURANCE 355.68 1,027.80 60.12
TOTAL ADDITIONAL COST 41,989.68 159,280.20 104,766.57
101-101 GENERAL 25.00%
101-171 PLANNING
101-253 TREASURER 100.00%
206 FIRE 25.00%
208 PARKS & PATHWAY 12.50%
2330 BUS
242 LPC 12.50%
400 TWP ROAD SAD
590 SEWER 12.50%
591 WATER 12.50%
MULTIPLE MULTIPLE
SUSTAINABLE
PROJECT MANAGER
PART TIME
HUMAN
RESOURCES TOTAL
72,000.00 52,000.00 321,700.00
5,508.00 3,978.00 24,610.05
27,000.00 81,000.00
410.40 1,231.20
849.00 2,547.00
480.00 1,440.00
2,215.00 6,645.00
5,760.00 21,576.00
7,022.00 21,066.00
711.50 54.08 2,209.18
121,955.90 56,032.08 484,024.43
15.00% 50.00%
25.00%
20.00%
60.00%
0.00%
0.00%
15.00%
15.00%
SCIO TOWNSHIP
MANAGEMENT PROPOSAL
FROM CLERK FLINTOFT
FUND/ACTIVITY 101-191 MULTIPLE 101-253
TOWNSHIP
SUPERVISOR
ADMINISTRATIVE
SERVICES MANAGER DEPUTY TREASURER
WAGES 36,000.00 84,000.00 50,000.00
FICA 2,754.00 6,426.00 3,825.00
HEALTH INSURANCE 27,000.00 27,000.00
SHORT TERM DISABILITY 410.40 410.40
LONG TERM DISABILITY 849.00 849.00
LIFE INSURANCE 480.00 480.00
EMPLOYEE REIMBURSED HEALTH 2,215.00 2,215.00
PENSION 2,880.00 6,720.00 4,000.00
OPEB 7,022.00 7,022.00
WORKERS COMP INSURANCE 355.68 829.92 52.00
TOTAL ADDITIONAL COST 41,989.68 135,952.32 95,853.40
101-101 GENERAL 25.00%
101-171 PLANNING
101-753 TREASURER 100.00%
206 FIRE 25.00%
208 PARKS & PATHWAY 12.50%
2330 BUS
242 LPC 12.50%
400 TWP ROAD SAD
590 SEWER 12.50%
591 WATER 12.50%
MULTIPLE MULTIPLESUSTAINABLE
DEVELOPMENT
MANAGER
PART TIME
HUMAN
RESOURCES TOTAL
72,000.00 52,000.00 294,000.00
5,508.00 3,978.00 22,491.00
27,000.00 81,000.00
410.40 1,231.20
849.00 2,547.00
480.00 1,440.00
2,215.00 6,645.00
5,760.00 19,360.00
7,022.00 21,066.00
711.50 54.08 2,003.18
121,955.90 56,032.08 451,783.38
25.00%
60.00%
5.00%
10.00%
SUPERVISOR CLERK
GENERAL 101-101 86,129.48 33,988.08
SUPERVISOR 101-171 41,989.68 41,989.68
ACCOUNTING 101-191 15,883.28
PLANNING 101-701 30,488.98 30,488.98
TREASURER 101-253 104,766.57 95,853.40
FIRE 206 51,026.47 45,137.41
PARKS & PATHWAYS 208 93,083.57 92,800.70
BUS 230 7,371.27
LPC 242 19,910.03 18,371.22
PUBLIC IMPROVEMENT 245 197.38
TWP ROAD 400 12,510.83
SEWER 590 28,314.84 28,903.59
WATER 591 28,314.84 28,287.56
TOTAL 484,024.43 451,783.38
SCIO TOWNSHIP
SIDE BY SIDE COMPARRISION
NEW HIRE PLANS
MAY 2021
Allocated Department
General Government
Finance Director
Finance Director
Finance Manager
Finance Manager
Finance Manager
Finance Manager
Finance Manager-exclude-covered by tax admin fee
Audit
265-Building & Grounds
228-Technology
Method of Allocation
FY2020 Expenditures/FY2022 Budget for Parks & Pathways
Millage/Special Assessment-based funds for tax levy
# of employees
Size of fund balance/working capital
# of AP Checks
# of cash receipts
# of computers
% of Township Hall space
Method of Allocation
Level of
Effort
Dollars to
be
Allocated General Fund
$ spent in 2020 100% -$ -$
$ spent in 2020 75% 56,032$ 10,280$
# of employees 25% 5,603$
# of AP Checks 20% -$
# of employees 10% -$
# of Cash Receipts 40% -$
$ spent in 2020 10% -$
Millage/Special Assessment-based funds for tax levy 20% -$
$ spent in 2020 100% -$
% of Township Hall space 100% -$
# of computers 100% -$
56,032$ 15,883$
DIFFERENCE (0)$
General Fund
3,325,395$
Yes
16
8,810,222$
1557
906
16
87%
Fire Fund
Parks &
Pathways Fund Bus Fund
Tree
Mitigation
Fund Open Space Fund
Public
Improvement
Fund
-$ -$ -$ -$ -$ -$
4,846$ 2,633$ 1,273$ -$ 1,377$ 197$
6,304$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$
11,149$ 2,633$ 1,273$ -$ 1,377$ 197$
Fire Fund
Parks &
Pathways Fund Bus Fund
Tree
Mitigation
Fund Open Space Fund
Public
Improvement
Fund
1,567,494$ 851,760$ 411,943$ -$ 445,489$ 63,850$
Yes Yes Yes No Yes No
18 0 0 0 0 0
875,217$ -$ 397,261$ 220,204$ 2,639,915$ 523,321$
553 0 17 0 58 8
63 0 31 0 42 9
6 0 0
0% 0%
Special
Assessments
Funds Sewer Fund Water Fund Total
-$ -$ -$ -$
315$ 10,859$ 10,243$ 42,024$
-$ 1,051$ 1,051$ 14,008$
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
315$ 11,910$ 11,294$ 56,032$
29$
Special
Assessments
Funds Sewer Fund Water Fund Total
101,974$ 3,512,651$ 3,313,377$ 13,593,933$
Yes No No
0 3 3 40
1,314,393$ 14,482,100$ 5,186,757$ 34,449,390$
26 602 537 3358
344 7672 7839 16906
3 3 28
7% 7% 100%
SUPERVISOR CLERK
GENERAL 101-101 86,129.48 33,988.08
SUPERVISOR 101-171 41,989.68 41,989.68
ACCOUNTING 101-191 15,883.28
PLANNING 101-701 30,488.98 30,488.98
TREASURER 101-253 104,766.57 95,853.40
FIRE 206 51,026.47 45,137.41
PARKS & PATHWAYS 208 93,083.57 92,800.70
BUS 230 7,371.27
LPC 242 19,910.03 18,371.22
PUBLIC IMPROVEMENT 245 197.38
TWP ROAD 400 12,510.83
SEWER 590 28,314.84 28,903.59
WATER 591 28,314.84 28,287.56
TOTAL 484,024.43 451,783.38
SCIO TOWNSHIP
SIDE BY SIDE COMPARRISION
NEW HIRE PLANS
MAY 2021
TOWNSHIP OF SCIO
WASHTENAW COUNTY, MICHIGAN
RESOLUTION ESTABLSHING SALARY OF THE SUPERVISOR
Resolution #21-XX
At a Meeting of the Scio Township Board of Trustees, Washtenaw County, Michigan, held via Zoom, on the ---th day of _________ 2021, at _______ a.m/p.m.
The following preamble and resolution were offered by Member ______________ and supported by Member ____________:
WHEREAS, MCL 41.95 provides that the salary for officers composing the township board shall be determined by the township board; and WHEREAS, the Board previously established the Supervisor’s salary to be _________ per year; and WHEREAS, the current salary was set with the expectation that the office of Supervisor was a part-time job supported by full time staff, including a Township Manager; and WHEREAS, the Board of Trustee recognizes that the duties of Supervisor require more than part-time attention; and WHEREAS, the position of Township Manager is currently vacant, and WHEREAS, the Board recognizes that the Supervisor (and all township officials and staff) should be fairly compensated for their work; and WHEREAS, the Board is considering several organizational changes which may affect the amount of time required of the Supervisor; and WHEREAS, the salary of an elected township official may not be decreased during the official’s term of office; NOW, THEREFORE, BE IT RESOLVED THAT, the Scio Township Board of Trustees establishes the salary of the Supervisor to be $__________ per year, payable in accordance with the Township’s current payroll practices, through the end of the current term of office , and
BE IT FURTHER RESOLVED THAT in the event the Supervisor is a certified assessor at the proper level and performs assessor duties, the Supervisor shall receive additional compensation (but not a salary) of _____________, during such time as the Supervisor performs such duties; and BE IT FURTHER RESOLVED THAT when the position of Township Manager (or an equivalent position as established by the Board of Trustees) is vacant, the Supervisor shall receive additional compensation (but not a salary) for performing duties generally assigned to and performed by the Township Manager as established by the Board of Trustees.
TOWNSHIP OF SCIO, WASHTENAW COUNTY, MICHIGAN
________________________________
Will Hathaway, Supervisor
________________________________
Jessica Flintoft, Clerk
ROLL CALL VOTE:
AYES:
NAYS:
ABSENT:
ABSTAIN:
MOTION CARRIED/FAILED.
CERTIFICATION:
I, Jessica Flintoft, Clerk of the Township of Scio, County of Washtenaw, Michigan, do hereby certify that the
foregoing is a true and complete copy of a resolution approved by the Board of Trustees on the _____ day
of_________, 2021 The following members of the Scio Township Board of Trustees voted as follows in
connection with this resolution.
AYES:
NAYS:
ABSENT:
In witness hereof, I have hereunto affixed my official seal this ____ day of __________, 2021.
.
__________________________________
Jessica Flintoft, Clerk,
Township of Scio
FOR MEETING DATE OF: May 11, 2021PREPARED ON: 5/7/21
PREPARED BY: Will HathawaySUBMITTED BY: Supervisor
AGENDA # J5.Scio Township Board of TrusteesTownship Administrator Model
ITEM TYPE: Possible Action
FISCAL IMPACT: See Finance Director Memo
MODEL MOTION: Moved by ___________ support by _____________ that the Scio Township Boardof Trustees adopts Resolution _________________
ATTACHMENTS:Overview 050721.docxScio chart w twp adm 050621.pdfRes to Delegate HR Functions 050621.docRes to Mod Auth Positions w Deputy Treas Twp Admin 050221 jaf.docSupervisor Job Description 042521.docxTownship Administrator Job Description 042521.docxPROPOSED NEW HIRES 2021 as revised by SE after Committee meeting.docxNEW_POSITIONS_COST.xlsx
QUESTION: Shall this Resolution be ADOPTED?
Draft 05/07/21
1
Overview – Outstanding Needs
Scio Township has had a vacancy at the top of its administration for well over a year. The current Board of Trustees has been debating how best to fill that vacancy since we took office in November 2020 (see chronology below).
As the chronology shows, the Board of Trustees has considered this question for many months. We have held multiple public meetings on administrative structure. Officers have done research and shared memoranda and given presentations. We conducted a survey to gather input from Township employees and appointees.
The Township has been experiencing the absence of a Township Administrator for almost 20 months. Several of us newly elected to the BOT in 2020 have served in Scio Township government for years. We have been thinking deeply about this problem because we have experienced it directly.
We have clarified that Scio Township is presented with a choice between two approaches to administration. The irony is that the two options are very similar.
Similarities of the two models: Human Resources: A part-time HR position is in both models. Sustainability and Development: There is a full-time position in both models. Deputy Treasurer: This is a statutory position, dictated by law, in both models. Out-sourced Information Technology: This new contract is in both models.
A full-time Supervisor: This is in both models. The reality is that the position of supervisor is not part-time. The current supervisor is consistently working 60+ hours per week on Township business. The supervisor will serve as the primary external contact, receiving inquiries and requests from the public, overseeing communications, and representing the township in discussions with outside, partner organizations such as the Washtenaw County Road Commission. The supervisor will focus on growth-oriented projects such as pedestrian pathways, public access to parks and nature preserves, road improvements, sustainability, and other initiatives to respond to the growing needs of Scio Township.
The job descriptions and other supporting materials for the three new positions can serve for either of the two models. There are minor differences in the areas of the budget from which the positions are funded. The resolution adjusting the compensation for the Supervisor is the same regardless of the model because the Supervisor will continue to work full-time regardless.
What are the significant differences?1) Township Administrator vs. Administrative Services Manager2) Centralized Oversight vs. Decentralized operations under Elected Officers
Draft 05/07/21
2
Township Administrator – Professional Administration at Township HallThis township administrator model represents an effort to distribute functions and responsibilities to respond to concerns expressed about past township managers. The intent is to centralize operational authority for the business of the Township and thereby allow the elected officials to focus on their work serving the residents, performing their statutory duties, and fulfilling their commitment to move Scio Township forward.
The township administrator will be focused on internal operations of the Township. They will be responsible for the working relationships of the parts of Scio Township government, the implementation of organizational policies, including the new initiative to update human resource procedures. They will be the one who makes sure that everything works as it should.
The township administrator will report not just to the Supervisor-but to the whole Board of Trustees. We have listened to citizen concerns about problems that arose in the past under the manager model. Either, the manager was too closely aligned with the Supervisor and could stop information from getting to the Board of Trustees and the public, or the Manager was seen as a ‘lone wolf’ acting on their own. Neither is possible in this proposed model. Instead, with direct reporting to the entire Board of Trustees (which includes our Elected Officers), the township administrator will have to be responsive to all of them. That will force the township administrator to be sensitive to diverse voices across the political spectrum which is the best way to be responsive to the public who elected the Board. This Board of Trustees has listened to citizen concerns and understands our role in robust oversight of the township administrator so no one person will have outsize control and instead we are able to work towards consensus and the good government we seek.
Centralized, Professional Operations – Administration Designed for SuccessThe centralized oversight of operations allows for efficient coordination of organization-wide initiatives such as performance evaluation. The township administrator’s singular focus on internal operations will provide greater attention to staff working relationships. The township administrator won’t be distracted by other functions that officers must balance (e.g. the Supervisor’s responsibility to respond to external constituencies, or the clerk and treasurer’s needs to attend to the statutory functions of those offices).
Checks and BalancesSome have raised concerns about the need for checks and balances in Township government. This is an important concern, but it should be understood that the Township AdministratorModel is a better one for maintaining checks and balances. Here is why:
The vital checks and balances are financial. By statute, the financial responsibilities are divided between the three elected officers:
The Treasurer is responsible for revenues The Clerk is responsible for payables and keeping records The Supervisor is responsible for the budget, oversight (like audits) and reports
Draft 05/07/21
3
Placing the finance staff in a reporting relationship to only one of the elected officers can create a problem with the checks and balances because it effectively means that the officers tasked with specific tasks do not have the personnel assigned to them to do so.
Therefore, the finance staff need to work for the Supervisor as much as they need to work for the Clerk and we must also provide the Treasurer with a Deputy Treasurer to address the pending turnover in the assessing department and be responsive to her statutory responsibilities.
We are now in position to reestablish these important checks and balances by creating a deputytreasurer position reporting to the treasurer and finance staff reporting jointly to the clerk and supervisor.
Expanded Support for Public SafetyThe Clerk has expressed an interest in the public safety aspects of Township government. These functions reside in the Township’s Fire Department and through the Township’s contracted police services provided by the Washtenaw County Sheriff Department. While the clerk proposes to have line authority over these functions, that is only one way in which to influence those operations. This approach does not afford opportunity for others to be involved. Indeed, other trustees have expressed interest in this area of the Township’s services. As a more inclusive alternative, the Township could form a public safety advisory board on which the clerk and other interested trustees might serve along with other members of the community. That advisory board would be charged to work in support of the fire department and “to collaborate with the Sheriff to implement reforms to prevent crime, improve safety, and improve relationships between law enforcement and communities within the Township.”
Chronology of Key Events in Scio Township Administration 2019-2021
September 2019 Township Manager Bryce Kelley takes medical leave prior to planned retirement. The BOT hires consultant and conducts search for township manager. Search fails to result in hire. Position of township manager remains vacant at start of new year.
January 2020 The BOT approves salary increase for Supervisor Jack Knowles from $36K to $72Kbased on increased work load in absence of Township Manager. BOT temporarily assigns oversight of utilities to supervisor, and oversight of fire department to clerk.
March 2020 COVID pandemic results in stay-at-home order and shift to virtual meetings.
November 2020 Previous BOT votes to revert the supervisor’s salary back to $36K. The newly elected BOT takes office. Meets every week for six weeks in a row.
Draft 05/07/21
4
December 2020 Special working session 12/15 devoted to administrative structure. Further discussions during special meeting on 12/28. Consensus on timeline and general processincluding plan to interview staff regarding their views.
January 2020 At 1/6 management meeting staff oppose method for seeking employee input saying that many staff find it stressful to be interviewed by those who have authority over them. Decision is made to solicit staff input via a written, online survey. Survey is conductedand elicits a high response rate. Several key impressions from the questionnaire responses are 1) a generally positive sense of the Township’s government as a workplace, 2) an acknowledgement that the nature and breadth of the work has changed as the Township has grown and 3) strong concerns about leadership within the administration in the absence of a township manager.
February 2020 Supervisor’s letter to BOT proposes redefined position of Township Administrator. Special working session held on administrative structure 2/16, survey results arediscussed, township administrator position is discussed. Clerk requests time to offer a presentation of an alternative to township administrator at subsequent BOT meeting. Clerk makes presentation at BOT 2/23.
March 2020 Supervisor places proposal to create township administrator position and conduct search for candidates on BOT agenda for 3/9. The BOT amends the motion to refer the question of the administration position along with other positions to a newly formed “administrative committee” with a 3/23 deadline for reporting back to the BOT. The committee fails to meet 3/23 BOT deadline. None of the positions are reflected in the 2021-22 budget.
April 2020 After multiple meetings, the “administrative committee” reports to BOT on 4/13 that it will present two alternative models for discussion at the BOT meeting on 4/27. Some members of the public expressed concern that they were not provided the materials related to the two administrative models prior to the meeting 4/27 meeting. The supervisor decided to remove the report and related discussion from the agenda. The clerk made a motion for a detailed timeline for a specified bundle of materials related to each of the models to be published by 5/7 and placed on the BOT agenda for 5/11/21.
May 2020 The Township begins its 20th month with a township manager vacancy.
ConclusionScio Township needs to fill the void in professional administrative leadership since the township manager position became vacant in September 2019. There are other staffing needs that must be addressed as well. There are problems with the checks and balances between the financial responsibilities assigned by statute to the treasurer, clerk and supervisor. The township administrator model offers solutions to all of these problems.
SCIO TOWNSHIPWASHTENAW COUNTY, MICHIGAN
RES #20-XX
RESOLUTION ASSIGNING CERTAIN SUPERVISORY AND HUMAN RESOURCES FUNCTIONS TO THE SUPERVISOR, CLERK, AND TREASURER
MONTH DAY, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan,
held via Zoom, on the MONTH DAY 2021 at 7:00 p.m.
Members Present:
Members Absent:
The following preamble and resolution were offered by ___________and supported by
___________.
WHEREAS MCL 41.69 requires that the township clerk appoint a deputy clerk who shall serve at the pleasure of the Clerk; MCL 168.29 allows the township clerk to appoint a number of assistants as may be necessary to carry out the general provisions of the election law; MCL 41.77 requires that the township treasurer appoint a deputy treasurer who shall serve at the pleasure of the Treasurer; and MCL 41.61(2) allows the township supervisor to appoint adeputy supervisor who serves at the pleasure of the Supervisor; and
WHEREAS, other than the appointments noted directly above, MCL 41.75a prescribes that township employees shall serve at the pleasure of the township board and shall perform duties lawfully directed by the township board, except those duties that are delegated by law to another township official, unless consent has been granted; and
WHEREAS, the Scio Township Board of Trustees desires to retain responsibility for continuing and creating positions and authorizing appointments or continuation of appointments to positions and specifying and fixing the compensation for positions; and
WHEREAS, the Scio Township Board of Trustees desires to retain responsibility for the hiring and firing of township employees, upon the recommendation of and carried out by direct supervisor, and in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and
WHEREAS, MCL 41.2(b) prescribes that a township board may make contracts necessary and convenient to exercising corporate powers, that the Scio Township Board of Trustees desires to
retain responsibility for approving all contracts for services, but desires to delegate the coordination and management of major contracts to the Supervisor or the Clerk; and
WHEREAS, MCL 141.424 requires the Supervisor to make an annual financial report of the Township and deliver it to the Treasurer of the State of Michigan in the form and pursuant to the schedule provided;
WHEREAS, the Scio Township Board of Trustees has established and maintains the positions of Finance Director and Finance Manager who jointly help to prepare the annual financial report provided for in MCL 141.424 and the Supervisor does not grant consent to the Township Board to direct those duties to be overseen by someone other than the Supervisor; and
WHEREAS, MCL 141.434 requires the Supervisor to have final responsibility for budget preparation, presentation of the budget to the Township Board of Trustees and all duties attendant to controlling expenditures of the funds of the Township and any proposed means of financing thereof;
WHEREAS, the Scio Township Board of Trustees has established and maintains the positions of Finance Director and Finance Manager who jointly carry out the duties outlined in MCL 141.434 and the Supervisor does not grant consent to the Township Board to direct those duties to be overseen by someone other than the Supervisor; and
WHEREAS MCL 41.65 requires that the Clerk prepare and maintain the journals and ledgers necessary to reflect the assets, liabilities, fund equities, revenues, and expenditures for each fund of the township; and
WHEREAS, the Scio Township Board of Trustees has established and maintains the positions of Finance Director and Finance Manager who jointly carry out the duties outlined in MCL 41.65, and the Clerk does not grant consent to the township board to direct those duties to be overseen by someone other than the Clerk; and
WHEREAS, MCL 41.78 requires the Treasurer keep an accurate account of the receipts and expenditures of township money in a book or by electronic means; and
WHEREAS, the Treasurer is engaged in a concerted effort to improve the efficiency of tax collection and billing functions for which she has statutory responsibility, and the Scio Township Board of Trustees desires to establish a full-time permanent position of Deputy Treasurer to implement these improvements; and
WHEREAS, the Supervisor, Clerk, Treasurer, and Budget and Finance Committee are engaged in concerted capacity building of the accounting and finance functions so that they can constitute a model internal service for the Township; and
WHEREAS, the Scio Township Board of Trustees does desire to delegate and assign certain administrative duties to represent and carry out employer management rights to the Supervisor, Clerk, Treasurer; and Township Administrator as detailed below; and
WHEREAS, the Scio Township Board of Trustees desires to improve the internal service of human resources for the Township by establishing a dedicated part time human resources professional to provide centralized support for the range of the Township’s human resources functions; and
WHEREAS, MCL 41.61 designates the Supervisor as Chief Assessor, and as the currentSupervisor is not a certified assessor, the township board provides for the appointment of properly certified assessors who shall be subordinate to the Supervisor; and
WHEREAS, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Supervisor for the administration of planning and zoning activities, in coordination with the Planning Commission, Zoning Board of Appeals, Zoning Official, Code Enforcement Officer, and Township Administrator; and
WHEREAS, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Supervisor and Township Administrator for the annual development and implementation of the Township Capital Improvement Plan as required by Scio Township Code 2-115, including the development and maintenance of township buildings, grounds, infrastructure, parks, roads, and pathways; and
WHEREAS, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Township Administrator for the administration of the Township’s water and waste water systems including consideration of the continuing risked posed by the 1,4-dioxane plume from Gelman Sciences and future negotiations of service agreements with the City of Ann Arbor; and
WHEREAS, pursuant to MCL 41.806 Scio Township maintains a fire department, employs a fire chief and other fire officers, and contracts with Washtenaw County Sheriff’s Office for police protection, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Township Administrator for the administration of Township fire services and Sheriff patrol services within the Township; and
WHEREAS, MCL 41.65 requires the Clerk to have custody of all the records, books, and papers of the Township, when no other provision for custody is made by law;
NOW, THEREFORE, BE IT RESOLVED THAT, the Scio Township Board of Trustees authorizes the Supervisor, Clerk, Treasurer, and Township Administrator to jointly represent employer management rights in collective bargaining agreements, employment contracts, and employee and retiree benefits agreements; and to serve as the Township Personnel Committee as outlined in Scio Township Employee Handbook; and
BE IT FURTHER RESOLVED THAT, the Scio Township Board of Trustees authorizes the Supervisor as Chief Assessor to supervise and discipline the Head Assessor; and authorizes the Supervisor to supervise, discipline, hire and fire all other assessors in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements, and to further delegate this authority to the Assessor as appropriate; and
BE IT FURTHER RESOLVED THAT, the Scio Township Board of Trustees authorizes the Supervisorand Township Administrator to negotiate and manage contracts with the Township Planner, Township Engineer, Zoning Official, Code Enforcement Officer; and authorizes the Supervisor to work in coordination with the Planning Commission to represent the Township’s interests in negotiations with private developers, the Washtenaw County Road Commission and other local and state government agencies in all development and planning activities; and acknowledges the Supervisor as ex-officio member of all Township committees in furtherance of these duties;and
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Township Administrator to supervise and discipline the Utilities Director and authorizes the Utilities Director to supervise, discipline, hire and fire all other water and waste water, and buildings and grounds employees, in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and to further delegate that authority to theUtilities Director as appropriate; and
BE IT FURTHER RESOLVED THAT, the Scio Township Board of Trustees authorizes the Supervisor and the Clerk to supervise and discipline the Finance Director; and authorizes the Supervisor and the Clerk to supervise, discipline, hire and fire Finance Manager and any other finance positions in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and to further delegate that authority to Finance Director as appropriate, and authorizes the Treasurer to supervise, discipline, hire and fire the Deputy Treasurer in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Township Administrator to supervise and discipline the Fire Chief; and authorizes the Fire Chief to supervise, discipline, hire and fire all other Fire Department employees in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements.
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Township Administrator to take the lead in negotiating and managing the contract with the Washtenaw County Sheriff’s Office for patrol services and to work with the Board of Trustees on acollaborative effort with the Sheriff’s Office to implement reforms to prevent crime, improve safety, and improve relationships between law enforcement and communities within the Township; and
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Township Administrator to supervise, discipline, hire and fire all other administrative employees in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and authorizes the Township Administrator to administer the information technology infrastructure and any contracts to support its design and maintenance; and to further delegate that authority as appropriate; and
BE IT FURTHER RESOLVED THAT this resolution shall be effective on the date of adoption; all provisions shall sunset at the conclusion of the first meeting following November 20, 2024; and its implementation shall be formally reviewed by the Board of Trustees at the First Regular Meeting in April of each year, at which time the Supervisor, Clerk, Treasurer, and Township Administrator shall present reports on this resolution’s implementation, its benefits, and recommendations for any changes.
ROLL CALL VOTE:
AYES:NAYS:ABSENT:ABSTAIN:
RESOLUTION DECLARED ADOPTED.
_______________________Jessica Flintoft, ClerkScio Township
DATED:
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution
adopted by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at
a Regular Meeting held on MONTH DAY, 2021 and that said meeting was conducted and public
notice of said meeting was given pursuant to and in full compliance with the Open Meetings
Act, being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were
kept and will be or have been made available as required by said Act.
______________________Jessica Flintoft, ClerkScio Township
DATED:
SCIO TOWNSHIPWASHTENAW COUNTY, MICHIGAN
RES #20-XX
RESOLUTION AMENDING GENERAL APPROPRIATIONS ACT APPROVING FY21-22 BUDGET TO MODIFY AUTHORIZED POSITIONS IN THE FYE22 BUDGET
MONTH DAY, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan,
held via Zoom, on the MONTH DAY 2021 at 7:00 p.m.
Members Present:
Members Absent:
The following preamble and resolution were offered by ___________and supported by
___________.
WHEREAS, the Board of Trustees has responsibility for continuing and creating positions and authorizing appointments or continuation of appointments to positions and specifying and fixing the compensation for positions; and
WHEREAS, Scio Township adopted the General Appropriations Act for FY21-22 Budget on March 23, 2021 via Resolution 2021-11; and,
WHEREAS, the number of authorized positions as presented in the budget document at the public hearing was adopted by reference and additional FTEs have required Board approval; and,
WHEREAS, the Total Full-Time Equivalent (FTE) Employees approved as of April 27, 2021 are reflected in the attachment to this Resolution; and,
WHEREAS, the Board of Trustees desires to improve the management of human resources ofthe Township by establishing a permanent non-exempt part time human resources position toprovide centralized support for a range of human resources administration; and,
WHEREAS, the Board of Trustees desires to enhance the support for the work of the Treasurer of the Township by establishing a permanent non-exempt full-time Deputy Treasurer position; and,
WHEREAS, the Board of Trustees desires to improve the efficiency of Township managementof pathways, parks, roads, sidewalks and transportation alternatives projects by establishing a permanent exempt full-time Sustainable Development Project Manager position; and,
WHEREAS, the Board of Trustees desires to improve the administration operations and information across all areas of the Township by establishing a Township Administrator position;
THEREFORE BE IT RESOLVED THAT the proposed FYE22 budget be amended to increase the Total Full-Time Equivalents by 3.5 FTE positions consisting of 0.5 FTE Human Resources, 1.0 FTE Deputy Treasurer, 1.0 FTE Sustainable Development Project Manager, and 1.0 FTETownship Administrator are hereby created, and compensation is specified and fixed, as referenced in the second attachment Proposed Modifications to Authorized Positions; and,
THEREFORE BE IT RESOLVED, that the proposed FYE22 budget be amended to increase the General Fund General Government Activity (101-101), and General Fund Planning Activity (101-701), Fire Fund (206), Parks & Pathways Fund Parks Activity (208-751), Parks & Pathways Fund Pathways Activity (208-753), Bus Fund (230), Open Space Fund (242), Roads SAD Fund (400), Water Fund (590), Sewer Fund (591) by the amounts corresponding in the Proposed Modifications to Authorized Positions.
FINALLY, BE IT RESOLVED THAT this resolution shall be effective on the date of adoption.
ROLL CALL VOTE:
AYES:NAYS:ABSENT:ABSTAIN:
RESOLUTION DECLARED ADOPTED.
_______________________Jessica M. Flintoft, ClerkScio Township
DATED:
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution
adopted by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at
a Regular Meeting held on MONTH DAY, 2021 and that said meeting was conducted and public
notice of said meeting was given pursuant to and in full compliance with the Open Meetings Act,
being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were kept
and will be or have been made available as required by said Act.
______________________Jessica M. Flintoft, ClerkScio Township
DATED:
Draft 4/25/21
Supervisor Duties Based on Statutory Authority
Meetings: Serve as moderator of any township meeting, deciding questions of order, granting authority to persons to speak at the meeting and making conduct-based interventions. The supervisor should vote on all issues upon which a vote is required unless there is some proper legal reason, approved by the BOT, for abstaining. Set a date and time for special meetings
Appointments: Nominate individuals to serve on Township boards, commissions and committees and as representatives of the Township to outside boards/committees
Enforcement: Work with enforcement officer to enforce the township ordinances
Representation: ex officio member of all BOT advisory committees and represent the Township on various outside organizations. Serve on board of elections commission
Budget: Prepare the annual budget under policies formulated by the township board and state law and work with the clerk and others to keep the board fully advised at all times as to the financial conditions and needs of the townshipDirect Reports: Supervise the assessing function including the determination of special assessments. Assessor reports to supervisor. Supervisor oversees hiring of assessor and recommends hire for BOT approval. With BOT approval, supervisor may oversee other staff.
Supervisor Duties Based on Authority From BOT/other
Administration: Chief Administrative Officer for Township participating in regular management meetings. Chief executive officer (CEO) and a voting member of the Downtown Development Authority (DDA) Board, serve on the board and operating committee of Loch Alpine Sanitary Authority (LASA), Township’s budget and finance committee.... Participate in contract negotiation/oversight: GFL, Fire, A2 W/S, consultants....
Human Resources: Help guide hiring processes including recruiting, interviewing, and assessment of candidates for senior staff and other positions at the discretion of the supervisor. Help formulate policy for performance review and other human resource programs. Serve on HR committee if such committee exists
Township Growth: Supervise planning and development processes such as Land Use Master Plan, PUD negotiations, facilitate communications between various parties in development projects, supervise public improvements of the township, including capital improvements, Township-led SAD projects, sustainability initiatives, and collaboration with partner organizations
Legal: Serve as the Township’s designated point of contact for transacting legal business,implement administrative actions such as land divisions, help represent BOT in the Gelman effort
Meeting Agenda: In collaboration with the clerk and others, create and distribute the board of trustees’ agendas and meeting packets, supervisor has final approval
Legislation: Act as chief legislator, bringing recommendations for consideration by the board of trustees, seeking legislative actions by other bodies on behalf of the Township
Conflict Resolution: Receive and respond to complaints to the Township and/or requests for action by the Township. Mediate disagreement between interests
Communications: Serve as spokesperson for the Township, write communications on behalf ofTownship, review and approve for publication general communications, such as newsletter
Draft 4/25/21
Township Administrator
Meetings: Attend all meetings of the township board, with the right to take part in discussions, but without the right to vote, assist the supervisor in creation of BOT agenda and meeting packet, track implementation of BOT decisions
Budget: Assist in preparing and administering the annual budget under policies formulated by the township board and state law and work with the supervisor and clerk to keep the board fully advised at all times as to the Township’s financial conditions
Administration: Be responsible to the township board for the efficient administration of all departments of the township, track implementation of BOT approved actions to implementation, organize and chair the biweekly management meetings
Human Resources: Assume all duties and responsibilities as personnel director of all township employees, including overseeing human resources functions such as hiring,training, performance review, etc.
Facility Management: Responsible for the preservation and maintenance of township property, tools and equipment
Contracts: Coordinate and administer township contract negotiations, applications to the township such as zoning applications, industrial facility tax, farmland agreements, and all others as may come to the township, see that all terms and conditions imposed in favor of the township or its inhabitants in any public utility franchise or in any contract are faithfully kept and performed, monitor relationships with outside consultants to ensure effective communication and to make wise use of Township resources
Business Transactions: Act as the purchasing agent for the township, work with others to guide compliance with bidding procedures, conduct all sales of personal property which the township board may authorize to be sold
Direct reports: Fire Chief (existing) Director of Utilities (existing) Human Resources Coordinator (new position) Office Coordinator (existing) Oversee contract with Washtenaw Sheriff (existing) Oversee contract for IT (new)
MEMO
TO: SCIO TOWNSHIP ADMINISTRATIVE COMMITTEE
FROM: SANDY EGELER, CFO
RE: COST ANALYSIS OF PROPOSED NEW POSITIONS
DATE: MAY 5, 2021
I have been asked by the Supervisor and Clerk to run a financial analysis of the cost of their proposed new hires. Both are proposing hiring four new positions, three full time and one part time, permanent employees. Their proposals are significantly similar. Their proposed splits of how much each fund would contribute do have differences. Since both plans recommend the increase to full time by the Supervisor, I have shown those additional cost as a point of reference. These are the only proposed new wages that are included in the budget.
One of my concerns is charging a portion of expenses to two of our special revenue funds. The Township wide road SAD expires in FYE 2023 and the Bus millage expires in FYE 2025. I am unclear if the Board plans on renewing the road SAD and it is uncertain if the voters will approve a bus millage renewal. I feel there should be a contingency plan in case either are not renewed.
Another concern is the Parks and Pathways 15% cap on administrative cost. The P & P ordinance says administrative expenses are not to exceed 15% of estimated revenues. I calculated the 15% for this year to be as follows: Budgeted tax revenue $851,760.00 x 15% = $127,764. I will not express an opinion of what is intended to be classified as administrative, I just find it prudent to remind everyone of the limitation. I have not included grants in the calculation because I have no way of knowing if any will be obtained that allows funds to be spent on admin.
I am also very concerned about the Fire Departments budget being able to contribute to the funding of these positions. This year it is anticipated the Fire Department will use nearly $160,000 of fund balance. Some of this is attributable to the renovations currently under way. As you know the General Fund loaned the Fire Department $1,500,000 with a payback period of no more than twenty years. In speaking to the Fire Chief, he indicated that with the station still under construction he will not be able to fill the fourth evening position. He also had built into his budget around $30,000 for a part time admin clerk, but he still believes this is a needed position. He believes their will be enough this yearhowever, going forward it does not seem there will be sufficient funds. Both proposals include significant cost to the Fire Department, and I cannot see how they will be able to absorb the proposednew expenses. Another point to shed light on is the Fire Department is not in compliance with the new Fund Balance Policy. Even though this policy does not mandate a level it says it is desirable for the Fire Department to have nine months of expenses in Fund Balance. For fiscal year 2022 that equals $1,500,000.00. The expected Fund Balance is $985,267. Given the current and future cost I do not see any way for the Fire Department to operate at their current proposed structure, provide sustainable contribution for these new positions and be in compliance with the Fund Balance Policy.
Another relevant consideration is the cost to fill these positions. There is a significant difference if you simply advertise at a cost for a few hundred or if you hire a headhunter which could cost around $20,000-$25,000. Another cost that is in both plans is a temporary contract for HR services. I have not included that cost in my analysis.
From an accounting point of view we can spread the expenses for these new positions any way that the Board feels is appropriate. The total cost of the two plans is very similar and the reality is at this point we do not know what the bottom line cost will be. When calculating the cost of each person I looked at what we are currently paying and used the worst-case scenario. Most of the cost for our benefits are tied to age, wages and the number of family members being covered so it is impossible to say what the actual cost will be. The numbers I have used should be the most these four positions will cost.
Hiring four new permanent positions will cost the Township between $400,000 and $450,000 (not including the Supervisors increase) with the cost being shared by many funds. Care should be used when determining which funds will contribute how much to ensure the appropriate funds are contributing and the cost are sustainable each year.
SCIO TOWNSHIPMANAGEMENT PROPOSALFROM SUPERVISOR HATHAWAY
FUND/ACTIVITY 101-191 MULTIPLE 101-253
TOWNSHIP SUPERVISOR
TOWNSHIP ADMINISTRATOR DEPUTY TREASURER
WAGES 36,000.00 104,000.00 57,700.00FICA 2,754.00 7,956.00 4,414.05HEALTH INSURANCE 27,000.00 27,000.00SHORT TERM DISABILITY 410.40 410.40LONG TERM DISABILITY 849.00 849.00LIFE INSURANCE 480.00 480.00EMPLOYEE REIMBURSED HEALTH 2,215.00 2,215.00PENSION 2,880.00 8,320.00 4,616.00OPEB 7,022.00 7,022.00WORKERS COMP INSURANCE 355.68 1,027.80 60.12
TOTAL ADDITIONAL COST 41,989.68 159,280.20 104,766.57
101-101 GENERAL 25.00%101-171 PLANNING101-253 TREASURER 100.00%
206 FIRE 25.00%208 PARKS & PATHWAY 12.50%
2330 BUS242 LPC 12.50%400 TWP ROAD SAD590 SEWER 12.50%591 WATER 12.50%
MULTIPLE MULTIPLE
SUSTAINABLE PROJECT MANAGER
PART TIME HUMAN
RESOURCES TOTAL
72,000.00 52,000.00 321,700.005,508.00 3,978.00 24,610.05
27,000.00 81,000.00410.40 1,231.20849.00 2,547.00480.00 1,440.00
2,215.00 6,645.005,760.00 21,576.007,022.00 21,066.00
711.50 54.08 2,209.18
121,955.90 56,032.08 484,024.43
15.00% 50.00%25.00%
20.00%60.00%
0.00%
0.00%15.00%15.00%
SCIO TOWNSHIPMANAGEMENT PROPOSALFROM CLERK FLINTOFT
FUND/ACTIVITY 101-191 MULTIPLE 101-253
TOWNSHIP SUPERVISOR
ADMINISTRATIVE SERVICES MANAGER DEPUTY TREASURER
WAGES 36,000.00 84,000.00 50,000.00FICA 2,754.00 6,426.00 3,825.00HEALTH INSURANCE 27,000.00 27,000.00SHORT TERM DISABILITY 410.40 410.40LONG TERM DISABILITY 849.00 849.00LIFE INSURANCE 480.00 480.00EMPLOYEE REIMBURSED HEALTH 2,215.00 2,215.00PENSION 2,880.00 6,720.00 4,000.00OPEB 7,022.00 7,022.00WORKERS COMP INSURANCE 355.68 829.92 52.00
TOTAL ADDITIONAL COST 41,989.68 135,952.32 95,853.40
101-101 GENERAL 25.00%101-171 PLANNING101-753 TREASURER 100.00%
206 FIRE 25.00%208 PARKS & PATHWAY 12.50%
2330 BUS242 LPC 12.50%400 TWP ROAD SAD590 SEWER 12.50%591 WATER 12.50%
MULTIPLE MULTIPLESUSTAINABLE
DEVELOPMENT MANAGER
PART TIME HUMAN
RESOURCES TOTAL
72,000.00 52,000.00 294,000.005,508.00 3,978.00 22,491.00
27,000.00 81,000.00410.40 1,231.20849.00 2,547.00480.00 1,440.00
2,215.00 6,645.005,760.00 19,360.007,022.00 21,066.00
711.50 54.08 2,003.18
121,955.90 56,032.08 451,783.38
25.00%
60.00%5.00%
10.00%
SUPERVISOR CLERK
GENERAL 101-101 86,129.48 33,988.08SUPERVISOR 101-171 41,989.68 41,989.68ACCOUNTING 101-191 15,883.28PLANNING 101-701 30,488.98 30,488.98TREASURER 101-253 104,766.57 95,853.40FIRE 206 51,026.47 45,137.41PARKS & PATHWAYS 208 93,083.57 92,800.70BUS 230 7,371.27LPC 242 19,910.03 18,371.22PUBLIC IMPROVEMENT 245 197.38TWP ROAD 400 12,510.83SEWER 590 28,314.84 28,903.59WATER 591 28,314.84 28,287.56TOTAL 484,024.43 451,783.38
SCIO TOWNSHIPSIDE BY SIDE COMPARRISION
NEW HIRE PLANSMAY 2021
Allocated DepartmentGeneral GovernmentFinance DirectorFinance DirectorFinance ManagerFinance ManagerFinance ManagerFinance ManagerFinance Manager-exclude-covered by tax admin feeAudit265-Building & Grounds228-Technology
Method of AllocationFY2020 Expenditures/FY2022 Budget for Parks & PathwaysMillage/Special Assessment-based funds for tax levy# of employeesSize of fund balance/working capital# of AP Checks# of cash receipts# of computers% of Township Hall space
Method of AllocationLevel of Effort
Dollars to be
Allocated General Fund$ spent in 2020 100% -$ -$ $ spent in 2020 75% 56,032$ 10,280$ # of employees 25% 5,603$ # of AP Checks 20% -$ # of employees 10% -$ # of Cash Receipts 40% -$ $ spent in 2020 10% -$ Millage/Special Assessment-based funds for tax levy 20% -$ $ spent in 2020 100% -$ % of Township Hall space 100% -$ # of computers 100% -$
56,032$ 15,883$
DIFFERENCE (0)$
General Fund3,325,395$ Yes16
8,810,222$ 155790616
87%
Fire FundParks &
Pathways Fund Bus Fund
Tree Mitigation
Fund Open Space Fund
Public Improvement
Fund-$ -$ -$ -$ -$ -$
4,846$ 2,633$ 1,273$ -$ 1,377$ 197$ 6,304$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$
11,149$ 2,633$ 1,273$ -$ 1,377$ 197$
Fire FundParks &
Pathways Fund Bus Fund
Tree Mitigation
Fund Open Space Fund
Public Improvement
Fund1,567,494$ 851,760$ 411,943$ -$ 445,489$ 63,850$ Yes Yes Yes No Yes No18 0 0 0 0 0875,217$ -$ 397,261$ 220,204$ 2,639,915$ 523,321$
553 0 17 0 58 863 0 31 0 42 96 0 0
0% 0%
Special Assessments
Funds Sewer Fund Water Fund Total-$ -$ -$ -$ 315$ 10,859$ 10,243$ 42,024$ -$ 1,051$ 1,051$ 14,008$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 315$ 11,910$ 11,294$ 56,032$
29$
Special Assessments
Funds Sewer Fund Water Fund Total101,974$ 3,512,651$ 3,313,377$ 13,593,933$
Yes No No0 3 3 40
1,314,393$ 14,482,100$ 5,186,757$ 34,449,390$ 26 602 537 3358
344 7672 7839 169063 3 28
7% 7% 100%
FOR MEETING DATE OF: May 11, 2021PREPARED ON: 5/7/21
PREPARED BY: Will HathawaySUBMITTED BY: Clerk
AGENDA # J6.Scio Township Board of Trustees
Shared Governance Model
ITEM TYPE: Possible Action
FISCAL IMPACT: See Finance Director materials
MODEL MOTION: Moved by ________________ support by _________________ that the ScioTownship Board of Trustees adopt Resolution __________________
ATTACHMENTS:Outline of Outstanding Needs Being Addressed 2021 05 06.docxProposedStructureandRespon.pdfResolution to Delegate Certain Authorities 2021 05 05 Atty Reviewed.docClerk 2021 05 06.docxDeputy Treasurer 2021 05 05 Atty Reviewed.docxAdministrative Services Manager 2021 05 04 Atty Reviewed.docxHuman Resources Professional 2021 05 04 Atty Reviewed.docxSustainable Development Director 2021 05 05 Atty Reviewed.docxResolution to Modify Authorized Positions 2021 05 05 Atty Reviewed.docPROPOSED NEW HIRES 2021 as revised by SE after Committee meeting.docxTotal Full-time Equivalent FTE Employees April 27 2021.pdfProposed Modifications to Authorized Positions 2021 05 04.pdfNEW_POSITIONS_COST.xlsx
QUESTION: Shall this Resolution be ADOPTED?
Shared Governance Model: Outstanding Needs Being Addressed
Outstanding Needs Being Addressed as of 5/6/21 1
Outline of Outstanding Needs Being Addressed
Builds upon checks and balances built into Township design. The Clerk, Treasurer, and Board of Trustees have the statutory responsibilities that provide the fundamental checks and balances of a general law Township—appropriation, authorization, and disbursement of public monies. The Board of Trustees is responsible for the administration of the Township; it is not simply an oversight body. To that end, sharing the direct governance of the Township’s activities across officers in a way that strengthens—and does not diminish—checks and balances is one critical way we can proactively protect ourselves against fraud, waste and abuse.
Meets the outstanding needs identified in FYE22 budget requests, still pending: Fire Chief for general administrative support; Office Coordinator for higher level administrative support; Transportation Alternatives Planning Committee for staff resources to coordinate work on pathways, transportation alternatives, and township road SADs; and Land Preservation Commission request for support implementing a new Buy-Protect-Sell program.
Reduces the privatization of Township services by investing in diverse professionals who provide shared services across the Township’s distinct areas of work. By investing in the positions of Administrative Services Manager, Deputy Treasurer, Sustainable Development Director, and Human Resources Professional, the Township will bring in-house required activities that it has increasingly contracted out for, will improve the Township’s negotiating position with necessary ongoing contracts, over time saving the Township money and improving services to residents. Savings and efficiencies will be realized through management of the Township Planning Contract and Township Engineering Contract by competent consistent staff person.
GIS mapping, project management, community engagement, and grant writing will be done by staff not consultants. Shared administrative and information management services to Fire, Water and Sewer, and the rest of Township Hall and its committees through a reorganized and up-leveled administrative services team. Provides possibility of a standard of service not imaginable prior to the workplace adaptations required by the pandemic: through the appropriate use of current technology and cross training, we can more proactively provide residents with the information they need, when they need it. Improving our information management allows the Township to be data driven and strategic.
Adapts our structure to respect and rely on our current workforce’s broader and deeper skill sets. There have been significant changes in the Township’s workforce composition over the last 2 yearsthrough new hires and retirements. In 2019 the Fire Chief retired, Jessica Flintoft was appointed Clerk; Township Manager retired; and Utilities Director retired. Andy Houde was hired as Fire Chief in March 2020; Supervisor Hathaway took office in November 2020; and Steve Wyzogzki started as Utilities Director in December 2020.
Trusts the professional expertise and management of Fire Chief and Utilities Director to our largest and most essential, critical infrastructure services to directly manage their staff, budgets, and operations.Fire and emergency response, access to potable water, and waste water treatment are our most essential, critical infrastructure. It is essential that the Fire Department and Utilities Department continue to report directly to an officer as a structural protection against the Township Board ever
Shared Governance Model: Outstanding Needs Being Addressed
Outstanding Needs Being Addressed as of 5/6/21 2
again being able to say “We didn’t know.” Not knowing about workplace safety issues at the Fire Department, chronic losses year after year in the Water Fund, or a ballooning reliance on costly contracted services and unpaid community volunteers largely because of lack of investment in Township’s own human resources.
James Merte, Township Assessor and IT Director will be retiring after 40 years with the Township on September 1, 2021. To fill the many gaps left by his departure, the Township is currently recruiting for a Township Assessor and soliciting bids for an outside firm to provide IT Managed Services. Further, this change provides an opportunity to further appropriately segregate duties by establishing a Deputy Treasurer position to handle duties currently carried out by the Assessor, Finance Director, and Finance Manager.
At the heart of the Township is its staff and community volunteers. Yet, the Township has neverassigned responsibility for human resources administration to a position with human resources expertise. Establishing a largely independent, part-time professional human resources position provides the Township with an opportunity to build its recruitment and retention, performance management, training, and other key human resources activities to support workers and supervisors.
SupervisorSALARY
INCREASE
SustainableDevelopment
DirectorNEW POSITION
Assistant Assessor
Assessor
Engineer
Planner
CodeEnforcement
Officer
Zoning Official
Utilities & GroundsDirector
Field Supervisor
UtilitiesAdministrative
Assistant
GroundsMaintenance
Technician
Assistant Assessor
Utilities Technician
Utilities Technician
Utilities/ParksTechnician
Treasurer
Clerk Deputy Clerk(part-time)
Finance Director
Finance Manager
Deputy TreasurerNEW POSITION
Sheriff'sPatrol
Services
Fire Chief Fire Captain
Fire Captain
Fire Captain Fire Lieutenant
Fire Lieutenant
Fire Lieutenant
Firefighter
Firefighter
Clerk, Supervisor,and Treasurer jointly
AdministrativeServices Manager
NEW POSITION
Human ResourcesNEW PART-TIME
POSITION
IT ManagedServices
Office Coordinator
AdministrativeClerk
Firefighter
Assistant Chief(part-time)
Fire Investigator(part-time)
Boa
rd o
f Tru
stee
sco
mpr
ised
of 7
offi
cers
: Sup
ervi
sor,
Trea
sure
r, C
lerk
, and
four
Tru
stee
s
Board of Trustees Depth of Control: Essential Services of Township report directly through officers
Supervisor Span of Control: 3 FTE, 1 contractor
Clerk Span of C
ontrol: 3 FTE, 1 contractor
Joint Span of Control: 1.5 FTE
KEY
BOLD CASE denotes proposed new ormodified position
BOLD LINES show proposed lines of Boarddelegated authority, or new reportingstructure of positions
OVALS show Township roles filled byconsultants or contracted agencies
TownshipAttorney
currently appointedDeputy Treasureris Assistant Assessor
andPaid on CallFirefighters
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 1
SCIO TOWNSHIPWASHTENAW COUNTY, MICHIGAN
RES #2021-XX
RESOLUTION DELEGATING CERTAIN AUTHORITIES TO THE SUPERVISOR, CLERK, TREASURER, AND EMPLOYEES
MONTH DAY, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan,
held via Zoom, on the MONTH DAY 2021 at 7:00 p.m.
Members Present:
Members Absent:
The following preamble and resolution were offered by ___________and supported by
___________.
WHEREAS MCL 41.69 requires that the township clerk appoint a deputy clerk who shall serve at the pleasure of the Clerk; MCL 168.29 allows the township clerk to appoint a number of assistants as may be necessary to carry out the general provisions of the election law; MCL 41.77 requires that the township treasurer appoint a deputy treasurer who shall serve at the pleasure of the Treasurer; and MCL 41.61(2) allows the township supervisor to appoint adeputy supervisor who serves at the pleasure of the Supervisor; and
WHEREAS, other than the appointments noted directly above, MCL 41.75a prescribes that township employees shall serve at the pleasure of the township board and shall perform duties lawfully directed by the township board, except those duties that are delegated by law to another township official, unless consent has been granted; and
WHEREAS, the Scio Township Board of Trustees desires to retain responsibility for continuingand creating positions and authorizing appointments or continuation of appointments to positions and specifying and fixing the compensation for positions; and
WHEREAS, the Scio Township Board of Trustees desires to retain responsibility for the hiringand firing of township employees, upon the recommendation of and carried out by direct supervisor, and in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and
WHEREAS, MCL 41.2(b) prescribes that a township board may make contracts necessary and convenient to exercising corporate powers, that the Scio Township Board of Trustees desires to
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 2
retain responsibility for approving all contracts for services, but desires to delegate the coordination and management of major contracts to the Supervisor or the Clerk; and
WHEREAS, pursuant to MCL 41.806 Scio Township contracts with the Washtenaw County Sheriff’s Office for police protection, the Scio Township Board of Trustees desires to delegateand assign certain duties to the Clerk for the coordination with the Washtenaw County Sheriff for efficient, effective, and community-oriented patrol services within the Township; and
WHEREAS, pursuant to MCL 41.806 Scio Township maintains an established fire department, employs a fire chief and other fire officers, the Scio Township Board of Trustees desires to delegate and assign certain duties to the Clerk for the administration of Township fire services within the Township; and
WHEREAS MCL 41.65 requires that the Clerk prepare and maintain the journals and ledgers necessary to reflect the assets, liabilities, fund equities, revenues, and expenditures for each fund of the township; and
WHEREAS, the Scio Township Board of Trustees has established and maintains the positions of Finance Director and Finance Manager who jointly carry out the duties outlined in MCL 41.65, and per MCL 41.75a the Clerk does not grant consent to the township board to direct those duties to be overseen by someone other than the Clerk; and
WHEREAS, MCL 41.78 requires the Treasurer keep an accurate account of the receipts and expenditures of township money in a book or by electronic means; and
WHEREAS, the Treasurer is engaged in a concerted effort to improve the efficiency of tax collection and billing functions for which she has statutory responsibility, and the Scio Township Board of Trustees desires to establish a full-time permanent position of Deputy Treasurer to implement these improvements; and
WHEREAS, MCL 41.65 requires the Clerk to have custody of all the records, books, and papers of the Township, when no other provision for custody is made by law, and to manage the retention and destruction of those records in accordance with all laws; and
WHEREAS, the Scio Township Board of Trustees desires to improve access to usable information, use data to make decisions, improve services to residents, and implement shared administrative services and information management systems that move the Township forward; and
WHEREAS, the Scio Township Board of Trustees does desire to delegate and assign jointly to the Treasurer, Clerk, and Supervisor ministerial duties that represent and carry out employermanagement rights in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements as detailed below; and
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 3
WHEREAS, the Scio Township Board of Trustees desires to improve the internal service of human resources for the Township by establishing a dedicated part-time human resources professional to provide centralized and objective support for the range of the Township’s human resources functions; and
WHEREAS, MCL 41.61 designates the Supervisor as Chief Assessor, and as the currently elected Supervisor is not certified at the proper level, the Scio Township Board of Trustees provides for the appointment of properly certified assessors who shall be subordinate to the Supervisor; and
WHEREAS, the Scio Township Board of Trustees desires to create and coordinate pathways, parks, preserves, roads, and other public and private infrastructure that are designed and maintained for a sustainable community and healthy futures for our residents; and
WHEREAS, the Scio Township Board of Trustees desires to delegate and assign to the Supervisor the duties of coordination of Township’s planning, zoning, and code enforcement activities, in conjunction with the Planning Commission, Zoning Board of Appeals, Code Enforcement Officer, and Zoning Official; and
WHEREAS, the Scio Township Board of Trustees desires to delegate and assign to the Supervisor the annual development and implementation of the Township Capital Improvement Plan as required by Scio Township Code 2-115, including the development and maintenance of township buildings, grounds, parks, pathways, water and sewer infrastructure, fire services infrastructure; and,
WHEREAS, the Scio Township Board of Trustees desires to delegate and assign to the Supervisor the supervision of the administration of the Township’s water and waste water systems, including consideration of the continuing risks posed by the 1,4-dioxane plume from Gelman Sciences and future negotiations of service agreements with the City of Ann Arbor; and,
NOW, THEREFORE, BE IT RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk to manage the contract and coordinate the Township’s relationship with the Washtenaw County Sheriff’s Office for patrol services and to collaborate with the Sheriff to implement reforms to prevent crime, improve safety, and improve relationships between law enforcement and communities within the Township; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk to supervise and discipline the Fire Chief; and the Fire Chief to supervise and discipline all other Fire Department employees; in accordance with all governing statutes, ordinances,administrative rules and collective bargaining agreements; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk to supervise and discipline the Finance Director and the Finance Manager; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and,
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 4
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Treasurer to supervise and discipline the Deputy Treasurer; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk, Supervisor, and Treasurer to supervise and discipline the proposed Administrative Services Manager; and authorizes the proposed Administrative Services Manager to supervise and discipline the Office Coordinator and Administrative Clerk; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and authorizes the Administrative Services Manager to administer the information technology and services of the Township, including the management of any information technology managed services contracts; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Clerk, Supervisor, and Treasurer to jointly represent employer management rights in the negotiation of proposed collective bargaining agreements, proposed employment contracts, and proposedemployee and retiree benefits agreements that may come before the Board of Trustees for approval; and to jointly supervise and discipline proposed part-time Human Resources Professional; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisoras Chief Assessor to supervise and discipline the Township Assessor; and authorizes the Township Assessor to supervise and discipline all other employed assessors in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisorto supervise and discipline the proposed Sustainable Development Director; and authorizes the Sustainable Development Director to coordinate and manage major contracts with Township Planner and Township Engineer; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisor to develop and implement the Township Capital Improvement Plan as required by Scio Township Code 2-115; and to further delegate that authority to the Sustainable Development Director; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisor to oversee the activities of the Code Enforcement Officer and of the Zoning Official; and,
BE IT FURTHER RESOLVED THAT the Scio Township Board of Trustees authorizes the Supervisor to supervise and discipline the Utilities & Grounds Director; and authorizes the Utilities &Grounds Director to supervise and discipline all other water and waste water, and buildings and grounds employees, in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and,
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 5
FINALLY, BE IT RESOLVED THAT this resolution shall be effective on the date of adoption; and its implementation shall be formally reviewed by the Board of Trustees at the First Regular Meeting in May of each year, at which the Supervisor, Clerk, Treasurer, and staff as requestedby the Board shall present reports on this resolution’s implementation, its benefits, and recommendations for any changes;
FINALLY, BE IT RESOLVED THAT, unless the Board adopts a resolution continuing its provisions,all provisions of this resolution shall sunset at the adjournment of the first Board meeting held after November 20, 2024 at Noon.
ROLL CALL VOTE:
AYES:NAYS:ABSENT:ABSTAIN:
RESOLUTION DECLARED ADOPTED.
_______________________Jessica M. Flintoft, ClerkScio Township
DATED:
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution
adopted by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at
a Regular Meeting held on MONTH DAY, 2021 and that said meeting was conducted and public
notice of said meeting was given pursuant to and in full compliance with the Open Meetings
Act, being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were
kept and will be or have been made available as required by said Act.
______________________Jessica M. Flintoft, Clerk
Shared Governance Model: Proposed Resolution to Delegate Certain Authorities
Resolution to Delegate Board Authority as of 5/5/21 6
Scio Township
DATED:
Shared Governance Model: Proposed Job Descriptions
Clerk as of 5/6/21 1
ClerkFunding: 101-215
Salary: full time, permanent, exempt $84,000 plus benefits
Report to: The People.
Supervises: Fire Chief, Deputy Clerk, Seasonal Election Inspectors, Finance Director, Finance Manager; Jointly with Supervisor and Treasurer: Administrative Services Manager and Human Resources Professional.
HoursRegularly available at Township Hall Monday through Friday 9:00am-5:00pm. Additional hours in evenings and weekends regularly, and as required.
Responsibilities and Duties 1) Serve as Member of the Board of Trustees
a) All statutory duties of the Board of Trustees.b) Clerk moderates meetings in Supervisor’s absence until Board selects moderator. MCL
2) Elections Administration and Maintenance of Voter Rolls MCLsa) Administer all federal, state, local, or school elections held within any part of Scio Township.b) Maintain Voter Rolls, daily processing of transactions (electronic, in person, via mail).c) Recommend establishment and maintenance of polling places in the Township.d) Recruit, train, and appoint election inspectors.e) Serve on Township Election Commission with Treasurer and Supervisor.f) Faithfully enforce all election laws. g) Various elections-related duties as assigned by state and federal laws.h) Other related duties as Clerk interprets as fitting within this area of statutory responsibility.
3) Accounting and Fiscal Management MCLsa) The township clerk shall prepare and maintain the journals and ledgers necessary to reflect the
assets, liabilities, fund equities, revenues, and expenditures for each fund of the township (MCL 41.65)
b) Open and Keep separate Accounts (Fund Accounting, not Bank Accounts) for all Funds of the Township
c) Utilize state’s Uniform Chart of Accounts to best represent funds and activities of the Township, and ensure that Township is in compliance with the UCA.
d) Responsible for all detailed accounting records of the Township. Prepare all monthly and as needed financial reports for the Board and supervisors within the staff to manage budgets.
e) Authorize all Payments ordered by the Board including Payroll and all Accounts Payable; coordinate with Treasurer for disbursement.
Shared Governance Model: Proposed Job Descriptions
Clerk as of 5/6/21 2
f) Ensure Procurement Policy is followed; and ensure Personnel Policy is followed for payments related to compensation and benefits, including retiree benefits.
g) Responsible for annual or other audits of the Township h) Prepare annual financial reports for submission to state by Supervisori) Clerk is Chairperson of Budget and Finance Committee, per Committee Charge.j) Board of Trustees annually designates the Clerk as Fiscal Officer per Uniform Appropriations and
Budget Act through Township budget adoption resolution.k) Supervise Finance Director and Finance Manager who carry out all of this work, as well as carry
out some duties of the Treasurer, and annually prepare the budget and other documents. l) Other related duties as Clerk interprets as fitting within this area of statutory responsibility.
4) Records, Books, and Papers of the Township MCLsa) Clerk receives all general correspondence to Township, including subpoenas and similar.b) Clerk is custodian of all Township records the “Book of Records” unless otherwise designated. c) Responsible for compliance with public record retention and destruction schedules.d) Board of Trustees designates the Clerk as Township’s Public Records and FOIA Coordinator.
[proposed 5/11/21]e) Clerk is responsible for Book of Oaths, tracking appointments to committees.f) Clerk is responsible for maintaining Code of Ordinances—both general and zoning, including
recodification of the Code. g) Clerk is responsible for taking, or designating someone to take, Board minutes, and for
publishing Board Synopses.h) Clerk is responsible for posting Special Meeting Notices, Public Notices, Public Hearing Notices.i) Other related duties as Clerk interprets as fitting within this area of statutory responsibility.
5) Other Administrative or Enforcement Duties, including but not limited to:a) Clerk serves as one of three Scio representatives on Loch Alpine Sanitary Authority (LASA).b) Clerk is Member of Township Administration Committee, per Committee Charge.c) Issue Permits for Peddlers; Notices for Solicitors; Permits for Marihuana Facilities; Licenses for
Massage Parlors, per various ordinances in our Code of Ordinances. d) Other related duties as Clerk interprets fitting within areas of ordinance or Board delegated
responsibilities.
6) Newly Requested Authorities to be delegated from Board of Trustees to Clerka) Supervise and discipline the Fire Chief; and the Fire Chief to supervise and discipline all other
Fire Department employees; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements.
b) Manage the contract and coordinate the Township’s relationship with the Washtenaw County Sheriff’s Office for patrol services and to collaborate with the Sheriff to implement reforms to prevent crime, improve safety, and improve relationships between law enforcement and communities within the Township.
c) Jointly with Supervisor and Treasurer, supervise and discipline the proposed Administrative Services Manager; and authorizes the proposed Administrative Services Manager to supervise and discipline the Office Coordinator and Administrative Clerk; in accordance with all governing statutes, ordinances, administrative rules and collective bargaining agreements; and authorizes the Administrative Services Manager to administer the information technology and services of the Township, including the management of any information technology managed services contracts.
Shared Governance Model: Proposed Job Descriptions
Clerk as of 5/6/21 3
d) Jointly with Supervisor and Treasurer, represent employer management rights in the negotiation of proposed collective bargaining agreements, proposed employment contracts, and proposed employee and retiree benefits agreements that may come before the Board of Trustees for approval; and to jointly supervise and discipline proposed part-time Human Resources Professional.
Shared Governance Model: Proposed Job Descriptions
Deputy Treasurer as of 5/5/21 1
Deputy TreasurerFunding: 101-253 General Fund-Treasurer
Salary: full time, permanent, non-exempt $43,000 to $50,000 plus benefits
Report to: Treasurer
Supervises: None.
DefinitionUnder general direction of the Treasurer, carry out generally accepted accounting practices in support of the Township of Scio.
Duties
1. Provide support to the Treasurer in support of statutorily defined duties.
2. Process daily mail and drop box cash receipts for tax payments and utility payments.
3. Process miscellaneous receivables.
4. Balance daily cash drawer receipts.
5. Prepare bank deposits.
6. Maintains files on cash batch backup documentation.
7. Maintains accounts receivable records, preparing invoices based upon authorized requests. Follows up on delinquent accounts.
8. Provide support to utility billing as needed, know how to use Utility Billing module, respond to customer questions.
9. Serves residents by responding to walk-in/counter inquiries or over the phone regarding utility bills, property taxes, special assessments, accounts receivable, accounts payable, and the like.
Knowledge Skills and Experience1. Knowledge of the best practices, procedures, methods and techniques associated with
accounting and finance.2. Knowledge of local, State and Federal statutes, ordinances, regulations and procedural
requirements pertaining to municipal treasury and accounting.
Shared Governance Model: Proposed Job Descriptions
Deputy Treasurer as of 5/5/21 2
3. Skill in handling difficult public relations or customer services issues with tact and diplomacy.
4. Skill in the use of general office equipment, computer systems and related software. 5. Skill in preparing and organizing complex information and making effective public
presentations.6. Skill in maintaining accurate and comprehensive records, accounts and other public
documents.7. Ability to remain abreast of technical developments and best practices within professional
field of expertise, and willingness to participate in ongoing education and training.8. Exceptional time management and verbal and written communication skills.9. Professional manner and a strong ethical code.10. Commitment to working efficiently and accurately.
Software: BS&A, MS Office Suite.
Other: Ability to be bonded.
Experience and Training1. At least 3 years of professional experience in accounting, bookkeeping, finance, or
related field. Experience in government finance preferred.2. Preferred Possession of Associates level or higher in Accounting, Public Finance, or
related field.
Shared Governance Model: Proposed Job Descriptions
Administrative Services Manager as of 5/4/21 1
Administrative Services ManagerFunding: 101-Planning, 101-General, Fire, Water/Sewer, Parks and Paths
Salary: full time, permanent, non-exempt $77,000 to $84,000 plus benefits
Report to: Jointly to the Clerk, Supervisor, and Treasurer
Supervises: Office Coordinator, Administrative Clerk, administrative activities of Utilities Administrative Assistant (still reports to Utilities Director)
DefinitionUnder general administrative direction of, the incumbent in this job functions as a senior manager operating within a broad area of administration and information. The incumbent assumes sole responsibility for a functional areas of service; coordinates and implements program planning; and defines staffing requirements, resource allocation and identification of future resource needs. Incumbents also interface with all managerial levels of Township government and outside agencies, and serve as representative of the assigned areas in meetings involving administrative systems, policies or procedures; and perform related duties as required.
Distinguishing FeaturesAssigned significant responsibility to develop, coordinate, and execute policies, methods, and procedures to deliver administrative services and information management across the Township’s areas of responsibility. Workflow process redesign and staff training are essential responsibilities. Provides technical leadership and direction for the Township. Performs or oversees all or most of the systemsdevelopment life cycle and ongoing administration functions, including needs analysis, feasibility analysis, technology and software assessment, technical and procedural documentation, user training. Decisions made by this incumbent directly impact the effective functioning of the Township’s services, and incumbent develops procedures affecting the provision and delivery of public services. Inappropriate decisions would negatively affect the health and welfare of a segment of the population or the economic vitality of a segment of the Township.
Duties1. Plans, monitors, evaluates, and supervises the Township’s administrative services and information
management across all areas of the Township including but not limited to Fire, Water and Sewer, General Government, Planning and Zoning, Parks and Pathways, Open Space, and all other initiatives of the Township.
2. Coordinates the development of a newly configured Township administrative shared services team, consisting of existing staff and new contractors, to provide consistent administrative services across distinct and diverse Township functions. Plan and oversee implementation of new schedule, work sites, and procedures to deploy administrative support in the Utilities, Fire, and Township Hall. Set
Shared Governance Model: Proposed Job Descriptions
Administrative Services Manager as of 5/4/21 2
standard for response to telephone and in-person access services for residents at Fire Station, Utilities Department, and Township Hall.
3. Conceptualize and develop cross-functional strategic objectives for administration and information services, business processes, and initiatives.
4. Partner with the Clerk and Supervisor to manage Board of Trustees meeting logistics, develop agendas, post agendas and materials for the Board of Trustees. Attend all Board of Trustees meetings and take minutes. Initiate and track implementation of Board actions, maintaining ongoing work plan for the Board of Trustees.
5. Serve as Township’s Chief Information Officer to develop and manage the Township’s ability to collect and share usable information to increase efficiency and extend open data to the public.
6. Manage and/or administer the design and development of data structures and data extracts to support comprehensive data collection, loading, and extraction for complex analyses.
7. Serve as Township’s Training Officer to provide access to required and recommended trainings (including all current software and technology deployed by Township) and customized continuing education for all Township employees, in partnership with directors of respective areas.
8. Monitor activities for contract compliance; direct the establishment of methods for project analysis and preparation of performance reports; direct studies and make recommendations on program modification and adjustments to assure contract adherence and responsiveness of programs to Township needs, e.g., implementation of new Buy-Protect-Sell Program.
9. Develops and coordinates preparation of annual work program and operating budgets of Information Technology, General Government, and any other revenue dedicated for the efficient administration of Township activities.
10. Prepares, reviews, and executes contracts and subcontracts for authorized disbursements for services rendered; prepares and processes all necessary documents for fiscal payments to vendors, and provides appropriate fiscal budgetary control.
11. Seek and apply for funds from various governmental agencies, private foundations, and other private contributors to augment established Township funding sources. Submit timely and accurate reports for all existing grant funded projects.
12. Reviews and recommends information technology, office equipment, and training budgets; meets staff and contractors to outline program requirements and procedures and resolve problems. Assists in fleet management, resale or recycling of obsolete equipment.
13. Gives technical advice to staff, volunteers, and others at the Township in evaluating potential software, hardware, and information management services.
14. Oversee and further develop Township’s GIS operations across Water and Sewer, Parks and Pathways, Assessing, Open Space and Protected Natural Areas, all areas. Manage data collection and get updates inhouse from Water and Sewer technicians while in the field during routine maintenance. Log all trails, pathways, parks, fire apparatus, other new public infrastructure of the Township. Oversee any GIS contractors, interns, or future employees working on GIS projects for the Township.
15. Create and present reports, graphs, dashboards to meet user and program requirements; integrate data sources to create new analyses, maps, and other data visualizations to support range of Township initiatives.
Shared Governance Model: Proposed Job Descriptions
Administrative Services Manager as of 5/4/21 3
16. Develop and implement procedures for assuring the Township’s compliance with applicable federal, state, and local laws and regulations related to Records Retention, Open Governance, and Accessibility.
17. As assigned, attend program or project related meetings and represent the Township in explaining and interpreting projects and objectives and their applicability to the Township.
18. Guide development of Township’s legislative agenda, and monitor areas related to Township’s interest in technology, information, open governance, records retention, and related issues.
19. Provide regular technical guidance and content support, including staying abreast of current research and practice, to committees of the Board as needed.
Knowledge Skills and AbilitiesThorough knowledge of principles and practices of information management, complex administration, and open governance.
Abilities and skills to: work within the Township governmental structure and external partners to plan, organized, initiate, direct and review work of subordinates or consultants: apply principles to define problems, collect data establish facts and draw valid conclusions; write clear and concise reports, recommendations and correspondence; deal effectively with representatives of governmental organizations and residents; speaking effectively before individuals and groups.
Software: ArcGIS, Tableau, BS&A, MS Office Suite.
Experience and Training1. At least 7 years of administrative/professional experience in government administration,
information management, library services, data sciences, or related field. 2. Preferred Possession of Masters level or higher in Data Sciences, Urban and Regional Planning,
Public Administration, Public Policy, Public Health, or related field.
Shared Governance Model: Proposed Job Descriptions
Human Resources Professional as of 5/4/21 1
Human Resources ProfessionalFunding: Spread across funds, per Cost Allocation Plan
Salary: part time, permanent, est. 20 hours/week @ $50/hour
Report to: Jointly to the Clerk, Supervisor, and Treasurer
Supervises: None.
DefinitionUnder general administrative direction of the Board of Trustees, develop, coordinate, and execute policies and procedures to support the Township’s human resources. Provide holistic and objective support to all Township staff, supervisors, recruits, retirees, and volunteers.
DutiesTBD by Human Resources consultant Diane Benson who shall deliver a complete job description and support recruitment of the individual.
General Areas of Duties
1. Classification and Staffing Structure2. Employment Law and Regulations3. Performance Management4. Learning and Development5. Compensation6. Recruitment and Retention (of staff and volunteers)7. Staff a Township Compensation Commission and a Board Personnel Committee
Knowledge Skills and AbilitiesTBD
Software: MS Office Suite.
Experience and TrainingTBD
Shared Governance Model: Proposed Job Descriptions
Director of Sustainable Community Development as of 5/5/21 1
Director of Sustainable Community DevelopmentFunding: Parks and Paths (60%), Roads SAD (10%), Bus (5%), 101-701 Planning(25%)
Salary: full time, permanent, non-exempt $65,000-$72,000 plus benefits
Report to: Supervisor
Supervises: May supervise subordinate personnel. None currently assigned.
DefinitionUnder general direction performs difficult and complex program planning, development, implementation, monitoring and evaluation assignments; coordinates monitoring and evaluation work of subordinate personnel; coordinates the development of plans and programs of a major area of work of the Township; conducts and coordinates studies and surveys; reviews more difficult projects to insure compliance with applicable federal, state, and local laws, regulations and procedures; provides technical assistance to staff, volunteers, and other agencies; and perform related duties as required.
Distinguishing FeaturesIncumbents in these positions make decisions which typically involve program planning and directing, as well as, organizing new and future resource needs. Assigned significant planning, development, implementation, monitoring, and evaluation responsibilities in community, recreation, and transportation infrastructure programs. Incumbents in these positions make decisions which typically involve program planning and directing, as well as, organizing new and future resource needs. These decisions directly impact the effective functioning of the Township’s services, and incumbent develops procedures affecting the Township infrastructure or the provision and delivery of public services. Inappropriate decisions would negatively affect the health and welfare of a segment of the population or the economic vitality of a segment of the Township.
Duties1. Plans, monitors, evaluates, and supervises the operation of the Township’s parks, paths, and
preserves; transportation alternatives programs; public transit; roads; and community development. 2. Coordinates the development of the Township’s parks, paths, preserves, transportation alternatives
programs, access to public transit, road maintenance, and other recreational and community development projects. Staff community meetings for Road SAD, Pathway, or other potential project in a neighborhood.
3. Serve as Township’s Climate Change Officer to develop and implement Township initiatives related to resilience, sustainability, and environmental initiatives, e.g., staffing the Sustainability Task Force.
4. Implements project activities with other governmental agencies, concerned private entities, community organizations, and residents ; develop effective program design and operating procedures; provide directions to implementing contractors or other agencies.
Shared Governance Model: Proposed Job Descriptions
Director of Sustainable Community Development as of 5/5/21 2
5. Monitor activities for contract compliance; direct the establishment of methods for project analysis and preparation of performance reports; direct studies and make recommendations on program modification and adjustments to assure contract adherence and responsiveness of programs to Township needs: reviews, presents and discusses program operational or policy programs with Supervisor and other Township Officers.
6. Develops and coordinates preparation of annual work program and operating budgets of Parks and Pathways Fund, Open Space Fund, Roads SAD Funds, Bus Fund, and any other revenue dedicated for the development and operation of the Township’s efforts to develop sustainable public infrastructure.
7. Prepares, reviews, and executes contracts and subcontracts for authorized disbursements for services rendered; prepares and processes all necessary documents for fiscal payments to vendors, and provides appropriate fiscal budgetary control. Provides Township oversight and management of current contracts with Township Planner and Township Engineer to manage costs and performance.
8. Seek and apply for funds from various governmental agencies, private foundations, and other private contributors to augment established Township funding sources. Submit timely and accurate reports for all existing grant funded projects.
9. Reviews and recommends physical improvements and construction plans and budgets; meets with agencies, architects, engineers, and contractors to outline program requirements and procedures and resolve problems; monitors progress of construction and process payments.
10. Gives technical advice to staff, volunteers, and others at the Township in evaluating potential projects.
11. Develop and implement procedures for assuring the Township’s compliance with applicable federal, state, and local laws and regulations in the administration of parks, recreation, pathways, and related activities.
12. As assigned, attend program or project related meetings and represent the Township in explaining and interpreting projects and objectives and their applicability to the Township and its various committees and commissions.
13. Serve as primary liaison for Township partnerships with the AAATA, WCRC, and WATS.14. Guide development of Township’s legislative agenda, and monitor areas related to Township’s
interest in sustainability, transportation, land preservation, and related. 15. Provide regular technical guidance and content support, including staying abreast of current
research and practice, to assigned committees: Parks and Recreation Advisory Board, Transportation Alternatives Planning Committee, any regular or ad hoc Roads Advisory committees, any Sustainability Task Force or similar committee. As requested, provide support to Land Preservation Commission, Downtown Development Authority, and Gelman remediation working groups.
16. Partner with Committee Chair to develop and guide the work agenda of assigned committees, scheduling items for Board consideration, and implementing and managing projects approved by the Board.
17. Partner with the Committee Chair to manage committee meeting logistics, develop agendas, memos for committee, take minutes, post agendas and materials and minutes for the Committee.
Shared Governance Model: Proposed Job Descriptions
Director of Sustainable Community Development as of 5/5/21 3
Knowledge Skills and AttributesThorough knowledge of principles, practices, purpose and scope of community development programs, parks and recreation initiatives, equity initiatives, and sustainability programs; Federal, State, and local rules and regulations applicable to such programs.
Abilities and skills to: work within the Township governmental structure and external partners to plan, organized, initiate, direct and review work of subordinates or consultants: apply principles to define problems, collect data establish facts and draw valid conclusions; write clear and concise reports, recommendations and correspondence; deal effectively with representatives of governmental organizations and residents; speaking effectively before individuals and groups.
Software: BS&A, MS Office Suite, Tableau or other data visualization or statistical analysis software.
Experience and Training1. At least 7 years of administrative/professional experience in community development, parks
and recreation management, transportation planning, related area.2. Preferred Possession of Masters level or higher in Urban and Regional Planning, Public
Administration, Public Policy, Civil and Environmental Engineering, Environmental Sciences, Ecology, Environment and Sustainability, Public Health, Recreation and Parks Management, Climate Science and Solutions, or related field.
3. Licenses and Accreditations Preferred: PE.
Shared Governance Model: Proposed Modifications to Authorized Positions
Resolution to Modify Positions as of 5/5/21 1
SCIO TOWNSHIPWASHTENAW COUNTY, MICHIGAN
RES #21-XX
RESOLUTION AMENDING GENERAL APPROPRIATIONS ACT APPROVING FY21-22 BUDGET TO MODIFY AUTHORIZED POSITIONS IN THE FYE22 BUDGET
MONTH DAY, 2021
At a Regular Meeting of the Township Board of Scio Township, Washtenaw County, Michigan,
held via Zoom, on the MONTH DAY 2021 at 7:00 p.m.
Members Present:
Members Absent:
The following preamble and resolution were offered by ___________and supported by
___________.
WHEREAS, the Board of Trustees has responsibility for continuing and creating positions and authorizing appointments or continuation of appointments to positions and specifying and fixing the compensation for positions; and
WHEREAS, Scio Township adopted the General Appropriations Act for FY21-22 Budget on March 23, 2021 via Resolution 2021-11; and,
WHEREAS, the number of authorized positions as presented in the budget document at the public hearing was adopted by reference and additional FTEs have required Board approval; and,
WHEREAS, the Total Full-Time Equivalent (FTE) Employees approved as of April 27, 2021 are reflected in the attachment; and,
WHEREAS, the Treasurer desires to enhance the tax collection, billing, and receipts functions for the Township by establishing a permanent non-exempt full-time Deputy Treasurer position; and,
WHEREAS, the Board of Trustees desires to improve resident services, implement shared administrative services and improve information management systems across the Township by establishing a permanent exempt full-time Administrative Services Manager position; and,
Shared Governance Model: Proposed Modifications to Authorized Positions
Resolution to Modify Positions as of 5/5/21 2
WHEREAS, the Board of Trustees desires to improve the internal service of human resources for the Township by establishing a permanent non-exempt part-time Human Resources Professional position;
WHEREAS, the Board of Trustees desires to create and coordinate pathways, parks, preserves, roads, and other infrastructure designed to promote sustainability by establishing a permanent exempt full-time Sustainable Development Director position; and,
NOW THEREFORE BE IT RESOLVED THAT the proposed FYE22 budget be amended to increase the Total Full-Time Equivalents by 3.5 FTE positions consisting of 1.0 FTE Deputy Treasurer, 1.0 FTE Administrative Services Manager, 0.5 Human Resources Professional, and 1.0 Sustainable Development Director are hereby created, and compensation is specified and fixed, as referenced in the second attachment Proposed Modifications to Authorized Positions; and,
BE IT RESOLVED, that the proposed FYE22 budget be amended to increase the General Fund General Government Activity (101-101), General Fund Treasurer Activity (101-253), General Fund Planning Activity (101-701), Fire Fund (206), Parks & Pathways Fund Parks Activity (208-751), Parks & Pathways Fund Pathways Activity (208-753), Bus Fund (230), Open Space Fund (242), Roads SAD Fund (400), Water Fund (590), Sewer Fund (591) by the amounts corresponding in the Proposed Modifications to Authorized Positions.
FINALLY BE IT RESOLVED THAT this resolution shall be effective on the date of adoption.
ROLL CALL VOTE:
AYES:NAYS:ABSENT:ABSTAIN:
RESOLUTION DECLARED ADOPTED.
_______________________Jessica M. Flintoft, ClerkScio Township
DATED:
Shared Governance Model: Proposed Modifications to Authorized Positions
Resolution to Modify Positions as of 5/5/21 3
CERTIFICATE
I, Jessica Flintoft, hereby certify that the foregoing is a true and complete copy of a resolution
adopted by the Township Board of Scio Township, County of Washtenaw, State of Michigan, at
a Regular Meeting held on MONTH DAY, 2021 and that said meeting was conducted and public
notice of said meeting was given pursuant to and in full compliance with the Open Meetings
Act, being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were
kept and will be or have been made available as required by said Act.
______________________Jessica M. Flintoft, ClerkScio Township
DATED:
MEMO
TO: SCIO TOWNSHIP ADMINISTRATIVE COMMITTEE
FROM: SANDY EGELER, CFO
RE: COST ANALYSIS OF PROPOSED NEW POSITIONS
DATE: MAY 5, 2021
I have been asked by the Supervisor and Clerk to run a financial analysis of the cost of their proposed new hires. Both are proposing hiring four new positions, three full time and one part time, permanent employees. Their proposals are significantly similar. Their proposed splits of how much each fund would contribute do have differences. Since both plans recommend the increase to full time by the Supervisor, I have shown those additional cost as a point of reference. These are the only proposed new wages that are included in the budget.
One of my concerns is charging a portion of expenses to two of our special revenue funds. The Township wide road SAD expires in FYE 2023 and the Bus millage expires in FYE 2025. I am unclear if the Board plans on renewing the road SAD and it is uncertain if the voters will approve a bus millage renewal. I feel there should be a contingency plan in case either are not renewed.
Another concern is the Parks and Pathways 15% cap on administrative cost. The P & P ordinance says administrative expenses are not to exceed 15% of estimated revenues. I calculated the 15% for this year to be as follows: Budgeted tax revenue $851,760.00 x 15% = $127,764. I will not express an opinion of what is intended to be classified as administrative, I just find it prudent to remind everyone of the limitation. I have not included grants in the calculation because I have no way of knowing if any will be obtained that allows funds to be spent on admin.
I am also very concerned about the Fire Departments budget being able to contribute to the funding of these positions. This year it is anticipated the Fire Department will use nearly $160,000 of fund balance. Some of this is attributable to the renovations currently under way. As you know the General Fund loaned the Fire Department $1,500,000 with a payback period of no more than twenty years. In speaking to the Fire Chief, he indicated that with the station still under construction he will not be able to fill the fourth evening position. He also had built into his budget around $30,000 for a part time admin clerk, but he still believes this is a needed position. He believes their will be enough this yearhowever, going forward it does not seem there will be sufficient funds. Both proposals include significant cost to the Fire Department, and I cannot see how they will be able to absorb the proposednew expenses. Another point to shed light on is the Fire Department is not in compliance with the new Fund Balance Policy. Even though this policy does not mandate a level it says it is desirable for the Fire Department to have nine months of expenses in Fund Balance. For fiscal year 2022 that equals $1,500,000.00. The expected Fund Balance is $985,267. Given the current and future cost I do not see any way for the Fire Department to operate at their current proposed structure, provide sustainable contribution for these new positions and be in compliance with the Fund Balance Policy.
Another relevant consideration is the cost to fill these positions. There is a significant difference if you simply advertise at a cost for a few hundred or if you hire a headhunter which could cost around $20,000-$25,000. Another cost that is in both plans is a temporary contract for HR services. I have not included that cost in my analysis.
From an accounting point of view we can spread the expenses for these new positions any way that the Board feels is appropriate. The total cost of the two plans is very similar and the reality is at this point we do not know what the bottom line cost will be. When calculating the cost of each person I looked at what we are currently paying and used the worst-case scenario. Most of the cost for our benefits are tied to age, wages and the number of family members being covered so it is impossible to say what the actual cost will be. The numbers I have used should be the most these four positions will cost.
Hiring four new permanent positions will cost the Township between $400,000 and $450,000 (not including the Supervisors increase) with the cost being shared by many funds. Care should be used when determining which funds will contribute how much to ensure the appropriate funds are contributing and the cost are sustainable each year.
Shared Governance Model: Proposed Modifications to Positions
Additional Compensation
Budgeted Activity Title
Number of
Positions Authorized byPerson is: Notes
FY22 Budgeted
Pay per Exempt Union
Perm or
Temp Additional Compensation and benefits
Board of Trustees Trustee 4 State Elected 7,000$ year yes no Permanent retirement
Supervisor Supervisor 1 State Elected 72,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance
Treasurer Treasurer 1 State Elected 65,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance
Treasurer Deputy Treasurer 1 State Appointed by Treasurer
Current
appointment filled -$
Clerk Clerk 1 State Elected 84,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance
Clerk Deputy Clerk 1 State Appointed by Clerk 25 hours/week 27.50$ hour no no Permanent Accrual of PTO
Elections Seasonal Election Inspectors
as many as
needed State Appointed by Clerk $12 to $15 hour no no Temporary None
Assessor Assessor 1 Township Hired by Board effective 9/1/21
$70,000 to
$110,000 year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Assessor Assistant Assessor 1 Township Hired by Board 67,081$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Assessor Assistant Assessor 1 Township Hired by Board 71,108$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Assessor Assistant 1 Township Hired by Assessor 12$ hour no no Temporary None
Assessor Board of Review Chair 1 Township Appointed by Board $125 meeting no no Temporary None
Assessor Board of Review Member 2 Township Appointed by Board $100 meeting no no Temporary None
General Government Office Coordinator 1 Township Hired by Board 59,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Buildings and Grounds Grounds and Facility Worker 1 Township Hired by Board 50,429$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Planning/Zoning Administrative Clerk 1 Township Hired by Board 55,006$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Planning/Zoning Transcription Assistant 1 Township Hired by Supervisor $12 hour no no Temporary None
Planning Planning Commission Chair 1 Township Appointed by Board $200 meeting no no Temporary None
Planning Planning Commission Secretary 1 Township Appointed by Board $105 meeting no no Temporary None
Planning Planning Commission Member 4 Township Appointed by Board $100 meeting no no Temporary None
Planning Intern 2021 1 Township Hired by Supervisor $4,000 total no no Temporary None
Zoning Zoning Board of Appeals Chair 1 Township Appointed by Board $100 meeting no no Temporary None
Zoning Zoning Board of Appeals Secretary 1 Township Appointed by Board $95 meeting no no Temporary None
Zoning Zoning Board of Appeals Member 3 Township Appointed by Board $90 meeting no no Temporary None
Finance Finance Director 1 Township Hired by Board 92,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Finance Finance Manager 1 Township Hired by Board 83,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Utilities Utilities Director 1 Township Hired by Board 90,000$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Utilities Field Supervisor 1 Township Hired by Board 61,000$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Utilities Utilities Technicians 3 Township Hired by Board $54,669/year and newest earning $17/houryear no no Permanent
retirement, health, life, disability insurance, PTO,
On-Call, OT
Utilities Utilities Administrative Assistant 1 Township Hired by Board 59,000$ year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Fire Fire Chief 1 Township Hired by Board 88,500$ year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Authorized Positions Regular Compensation Authorized Classification
Total Full-time Equivalent (FTE) Employees Approved as of April 27, 2021 1
Shared Governance Model: Proposed Modifications to Positions
Fire Fire Captain 3 Township Hired by Board 26$ hour no yes Permanent Benefits set by Union agreement, shift rate, OT
Fire Fire Lieutenant 3 Township Hired by Board varies hour no yes Permanent Benefits set by Union agreement, shift rate, OT
Fire Fire Fighter 3 Township Hired by Board varies hour no yes Permanent Benefits set by Union agreement, shift rate, OT
Fire Fire Investigator 1 Township Hired by Fire Chief $14 hour no no Temporary None
Fire Paid on Call Fire Fighter 11 Township Hired by Fire Chief $14, or $19.33 hour no no Temporary
Trainee FF without FF I&II, Shift Rate, Call rate.
Life insurance. Stipend of $375/month for
Parks Intern 2021 1 Township Hired by Supervisor $4,000 total no no Temporary None
Total Full-time Equivalent (FTE) Employees Approved as of April 27, 2021 2
Shared Governance Model: Proposed Modifications to Positions
Additional Compensation
Budgeted Activity Title
Number of
Positions Authorized byPerson is: Notes
FY22 Budgeted
Pay per Exempt Union
Perm or
Temp Additional Compensation and benefits
Finance 100% Finance Assistant 1 Township Hired by Board effective 8/1/21
$43,000 to
$50,000 year no no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
General Government 25%, Fire 25%,
Parks & Pathways 12.5%, Open
Space 12.5%, Water 12.5%, Sewer
12.5% Administrative Services Manager 1 Township Hired by Board effective 8/1/21
$77,000 to
$84,000 year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
General Government 100% Human Resources Professional 1 Township Hired by Board
effective 9/1/21;
20 hours/week 50$ hour no no Permanent Accrual of PTO
Planning 25%, Parks & Pathways
60%, Roads SAD 10%, Bus 5% Sustainable Development Director 1 Township Hired by Board effective 8/1/21
$65,000 to
$72,000 year yes no Permanent
retirement, health, life, long term and short
term disability insurance, and PTO
Authorized Positions Regular Compensation Authorized Classification
Propsoed Modifications to Authorized Positions as of 5/4/21 1
SCIO TOWNSHIPMANAGEMENT PROPOSALFROM SUPERVISOR HATHAWAY
FUND/ACTIVITY 101-191 MULTIPLE 101-253
TOWNSHIP SUPERVISOR
TOWNSHIP ADMINISTRATOR DEPUTY TREASURER
WAGES 36,000.00 104,000.00 57,700.00FICA 2,754.00 7,956.00 4,414.05HEALTH INSURANCE 27,000.00 27,000.00SHORT TERM DISABILITY 410.40 410.40LONG TERM DISABILITY 849.00 849.00LIFE INSURANCE 480.00 480.00EMPLOYEE REIMBURSED HEALTH 2,215.00 2,215.00PENSION 2,880.00 8,320.00 4,616.00OPEB 7,022.00 7,022.00WORKERS COMP INSURANCE 355.68 1,027.80 60.12
TOTAL ADDITIONAL COST 41,989.68 159,280.20 104,766.57
101-101 GENERAL 25.00%101-171 PLANNING101-253 TREASURER 100.00%
206 FIRE 25.00%208 PARKS & PATHWAY 12.50%
2330 BUS242 LPC 12.50%400 TWP ROAD SAD590 SEWER 12.50%591 WATER 12.50%
MULTIPLE MULTIPLE
SUSTAINABLE PROJECT MANAGER
PART TIME HUMAN
RESOURCES TOTAL
72,000.00 52,000.00 321,700.005,508.00 3,978.00 24,610.05
27,000.00 81,000.00410.40 1,231.20849.00 2,547.00480.00 1,440.00
2,215.00 6,645.005,760.00 21,576.007,022.00 21,066.00
711.50 54.08 2,209.18
121,955.90 56,032.08 484,024.43
15.00% 50.00%25.00%
20.00%60.00%
0.00%
0.00%15.00%15.00%
SCIO TOWNSHIPMANAGEMENT PROPOSALFROM CLERK FLINTOFT
FUND/ACTIVITY 101-191 MULTIPLE 101-253
TOWNSHIP SUPERVISOR
ADMINISTRATIVE SERVICES MANAGER DEPUTY TREASURER
WAGES 36,000.00 84,000.00 50,000.00FICA 2,754.00 6,426.00 3,825.00HEALTH INSURANCE 27,000.00 27,000.00SHORT TERM DISABILITY 410.40 410.40LONG TERM DISABILITY 849.00 849.00LIFE INSURANCE 480.00 480.00EMPLOYEE REIMBURSED HEALTH 2,215.00 2,215.00PENSION 2,880.00 6,720.00 4,000.00OPEB 7,022.00 7,022.00WORKERS COMP INSURANCE 355.68 829.92 52.00
TOTAL ADDITIONAL COST 41,989.68 135,952.32 95,853.40
101-101 GENERAL 25.00%101-171 PLANNING101-753 TREASURER 100.00%
206 FIRE 25.00%208 PARKS & PATHWAY 12.50%
2330 BUS242 LPC 12.50%400 TWP ROAD SAD590 SEWER 12.50%591 WATER 12.50%
MULTIPLE MULTIPLESUSTAINABLE
DEVELOPMENT MANAGER
PART TIME HUMAN
RESOURCES TOTAL
72,000.00 52,000.00 294,000.005,508.00 3,978.00 22,491.00
27,000.00 81,000.00410.40 1,231.20849.00 2,547.00480.00 1,440.00
2,215.00 6,645.005,760.00 19,360.007,022.00 21,066.00
711.50 54.08 2,003.18
121,955.90 56,032.08 451,783.38
25.00%
60.00%5.00%
10.00%
SUPERVISOR CLERK
GENERAL 101-101 86,129.48 33,988.08SUPERVISOR 101-171 41,989.68 41,989.68ACCOUNTING 101-191 15,883.28PLANNING 101-701 30,488.98 30,488.98TREASURER 101-253 104,766.57 95,853.40FIRE 206 51,026.47 45,137.41PARKS & PATHWAYS 208 93,083.57 92,800.70BUS 230 7,371.27LPC 242 19,910.03 18,371.22PUBLIC IMPROVEMENT 245 197.38TWP ROAD 400 12,510.83SEWER 590 28,314.84 28,903.59WATER 591 28,314.84 28,287.56TOTAL 484,024.43 451,783.38
SCIO TOWNSHIPSIDE BY SIDE COMPARRISION
NEW HIRE PLANSMAY 2021
Allocated DepartmentGeneral GovernmentFinance DirectorFinance DirectorFinance ManagerFinance ManagerFinance ManagerFinance ManagerFinance Manager-exclude-covered by tax admin feeAudit265-Building & Grounds228-Technology
Method of AllocationFY2020 Expenditures/FY2022 Budget for Parks & PathwaysMillage/Special Assessment-based funds for tax levy# of employeesSize of fund balance/working capital# of AP Checks# of cash receipts# of computers% of Township Hall space
Method of AllocationLevel of Effort
Dollars to be
Allocated General Fund$ spent in 2020 100% -$ -$ $ spent in 2020 75% 56,032$ 10,280$ # of employees 25% 5,603$ # of AP Checks 20% -$ # of employees 10% -$ # of Cash Receipts 40% -$ $ spent in 2020 10% -$ Millage/Special Assessment-based funds for tax levy 20% -$ $ spent in 2020 100% -$ % of Township Hall space 100% -$ # of computers 100% -$
56,032$ 15,883$
DIFFERENCE (0)$
General Fund3,325,395$ Yes16
8,810,222$ 155790616
87%
Fire FundParks &
Pathways Fund Bus Fund
Tree Mitigation
Fund Open Space Fund
Public Improvement
Fund-$ -$ -$ -$ -$ -$
4,846$ 2,633$ 1,273$ -$ 1,377$ 197$ 6,304$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$
11,149$ 2,633$ 1,273$ -$ 1,377$ 197$
Fire FundParks &
Pathways Fund Bus Fund
Tree Mitigation
Fund Open Space Fund
Public Improvement
Fund1,567,494$ 851,760$ 411,943$ -$ 445,489$ 63,850$ Yes Yes Yes No Yes No18 0 0 0 0 0875,217$ -$ 397,261$ 220,204$ 2,639,915$ 523,321$
553 0 17 0 58 863 0 31 0 42 96 0 0
0% 0%
Special Assessments
Funds Sewer Fund Water Fund Total-$ -$ -$ -$ 315$ 10,859$ 10,243$ 42,024$ -$ 1,051$ 1,051$ 14,008$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 315$ 11,910$ 11,294$ 56,032$
29$
Special Assessments
Funds Sewer Fund Water Fund Total101,974$ 3,512,651$ 3,313,377$ 13,593,933$
Yes No No0 3 3 40
1,314,393$ 14,482,100$ 5,186,757$ 34,449,390$ 26 602 537 3358
344 7672 7839 169063 3 28
7% 7% 100%
FOR MEETING DATE OF: May 11, 2021PREPARED ON: 5/7/21
PREPARED BY: Will HathawaySUBMITTED BY: Supervisor
AGENDA # J7.Scio Township Board of Trustees
Resolution to Set Supervisor Salary
ITEM TYPE: Possible Action
SUGGESTED ACTION: Adjust the compensation for the supervisor to reflect the amount and natureof the work being done.
BACKGROUND: The upward adjustment of the Supervisor's compensation is an element in both theTownship Administrator and Shared Governance models. The Supervisor has consistently work 60+hours per week on Township matters. This trend has occurred since the term of office began inNovember, 2020. The Supervisor's salary was adjusted downward at the end of the prior Board's term.The assumption had been that the work was part time. It is apparent that work is, and will remain afull time commitment.
FISCAL IMPACT: The salary increase is contained in the current budget. For details of thefiscal impact see Finance Director memo.
MODEL MOTION: Moved by ___________________ support by _____________ that the ScioTownship Board of Trustees adopt Resolution _____ Establishing Salary of the Supervisor.
ATTACHMENTS:Resolution to Set Supervisor Salary 2021 05 06 Atty Reviewed.doc
QUESTION: Shall this Resolution be ADOPTED?
TOWNSHIP OF SCIO
WASHTENAW COUNTY, MICHIGAN
RESOLUTION ESTABLSHING SALARY OF THESUPERVISOR
Resolution #21-XX
At a Meeting of the Scio Township Board of Trustees, Washtenaw County, Michigan, held via Zoom, on the ---th day of _________ 2021, at _______ a.m/p.m.
The following preamble and resolution were offered by Member ______________ and supported by Member ____________:
WHEREAS, MCL 41.95 provides that the salary for officers composing the township board shall be determined by the township board; and
WHEREAS, the Board previously established the Supervisor’s salary to be_________ per year; and
WHEREAS, the current salary was set with the expectation that the office of Supervisor was a part-time job supported by full time staff, including a Township Manager; and
WHEREAS, the Board of Trustee recognizes that the duties of Supervisor require more than part-time attention; and
WHEREAS, the position of Township Manager is currently vacant, and
WHEREAS, the Board recognizes that the Supervisor (and all township officialsand staff) should be fairly compensated for their work; and
WHEREAS, the Board is considering several organizational changes which may affect the amount of time required of the Supervisor; and
WHEREAS, the salary of an elected township official may not be decreased during the official’s term of office;
NOW, THEREFORE, BE IT RESOLVED THAT, the Scio Township Board of Trustees establishes the salary of the Supervisor to be $__________ per year, payable in accordance with the Township’s current payroll practices, through the end of the current term of office , and
BE IT FURTHER RESOLVED THAT in the event the Supervisor is a certified assessor at the proper level and performs assessor duties, the Supervisor shall receive additional compensation (but not a salary) of _____________, during such time as the Supervisor performs such duties; and
BE IT FURTHER RESOLVED THAT when the position of Township Manager (or an equivalent position as established by the Board of Trustees) is vacant, the Supervisor shall receive additional compensation (but not a salary) for performing duties generally assigned to and performed by the Township Manager as established by the Board of Trustees.
TOWNSHIP OF SCIO,WASHTENAW COUNTY, MICHIGAN
________________________________Will Hathaway, Supervisor
________________________________Jessica Flintoft, Clerk
ROLL CALL VOTE: AYES: NAYS: ABSENT: ABSTAIN: MOTION CARRIED/FAILED.
CERTIFICATION:
I, Jessica Flintoft, Clerk of the Township of Scio, County of Washtenaw, Michigan, do hereby certify that the foregoing is a true and complete copy of a resolution approved by the Board of Trustees on the _____ day of_________, 2021 The following members of the Scio Township Board of Trustees voted as follows in connection with this resolution.AYES:NAYS:ABSENT:In witness hereof, I have hereunto affixed my official seal this ____ day of __________, 2021.
. __________________________________
Jessica Flintoft, Clerk, Township of Scio
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