WHITEWATER TOWNSHIP BOARD AGENDA FOR 2ND …...Oct 25, 2016 · 1. Application and/or resume...

WHITEWATER TOWNSHIP BOARD AGENDA FOR 2ND REGULAR MEETING – OCTOBER 25, 2016

7:00 p.m. at the Whitewater Township Hall 5777 Vinton Road, Williamsburg, MI 49690

Phone 231-267-5141/Fax 231-267-9020

At this time, the Board invites everyone to silence their electronic devices.

A. Call to Order B. Roll Call of Board Members C. Set/Adjust Meeting Agenda D. Declaration of Conflict of Interest E. Public Comment. Any person shall be permitted to address a meeting of the township board.

Public comment shall be carried out in accordance with the following board rules and procedures: 1. Comments shall be directed to the board, with questions directed to the chair. 2. Any person wishing to address the board shall speak from the lectern and state his or her

name and address. 3. Persons may address the board on matters that are relevant to township government

issues. 4. No person shall be allowed to speak more than once on the same matter, excluding the

time needed to answer board member’s questions. The chair shall control the amount of time each person shall be allowed to speak, which shall not exceed five (5) minutes.

F. Correspondence (none) G. Public Hearing (none) H. Reports/Presentations (none) I. Unfinished Business

1. Review Ordinance 22 Pension Plan (awaiting scheduling) 2. Review Whitewater Township Planning & Zoning Fees (awaiting input on elimination of

residential sign fee) 3. Review Emergency Services Building Renovations (waiting on land use permit) 4. Rural Fire 10/19/2016 Meeting Update 5. Update on Junk Complaint (report unavailable) 6. Zoning Administrator Job Disposition (review 3.9(c), 3.12, 5.2 A, and Policy #11)

J. New Business 1. Grand Traverse County Road Commission – Millage Presentation 2. Disposal of Park Truck 3. Battle Creek Natural Area/Lossie Road Nature Trail – Letter of Completion/Possible

Reopening of Parks 4. Approval of Expenditure for Replacement Water Heater

K. Tabled Items

1. Review Administrative Policy Section 5 (tabled 10/14/2014) 2. Rural Fire Station Lease (tabled 08/11/2015)

L. Board Comments/Discussion M. Announcements

1. Next Township Board meeting – Thursday, November 10, 2016

N. Public Comment O. Adjournment Whitewater Township will provide necessary reasonable auxiliary aids and services to individuals with disabilities who are planning to attend. Contact the township clerk at 231-267-5141 or the TDD at 800-649-3777.

1

Ron Popp

From: Josh Vey <[email protected]>Sent: Friday, September 09, 2016 10:34 AMTo: Cheryl A. Goss; Della Benak; Paul Hubbell; Lloyd Lawson; Ron PoppSubject: Zoning Administrator

Township Board Members,

This email is notification that I am resigning from my position as Zoning Administrator for WhitewaterTownship.I have not included a date, I am willing to continue work for a period of time which would allow youto make arrangements to fulfill the position with a qualified individual. If this is acceptable, I am able to committo an irregular schedule, and would ask that the hours be posted as "by appointment only", also strongly urgingquestions and comments to be addressed through e-mail, making it much easier to respond when not in theoffice. It has been a pleasure serving the people of Whitewater Township and working with the all electedofficials, as well as appointed commission and board members. I wish all of you the best of luck in the future.

Sincerely,

Joshua Vey

1

Ron Popp

From: mp wells <[email protected]>Sent: Saturday, October 15, 2016 9:41 AMTo: Ron PoppSubject: Re: Za scheduling

Hi Ron,

We received an email from Josh Vey two days ago saying he had approved our request and had sent it on tothe assessor for her approval.

I don't understand this but can it mean this is moving forward finally?

Mike

From: Ron Popp <[email protected]>Sent: Friday, October 14, 2016 10:25:59 AMTo: [email protected]; mp wellsCc: Cheryl GossSubject: Za scheduling

Hi Chris,

Thank you for working late yesterday on zoning issues here in Whitewater Township. Your help is greatly appreciated!

Yes, I will make arrangements to meet you at the Whitewater Township Hall Monday October 17, 2016 at Noon tocontinue the work. I will also let Mr. & Mrs. Wells know that we will be discussing their land request around 1:00PM inhopes they can meet with you to answer any questions.

I have meetings from 11:00am to 2:00Pm today and can be reached at 231-409-5059 outside of those hours with anyquestions.

Thank you again Chris.

Ron PoppWhitewater Township Supervisor5777 Vinton Road, P.O. Box 159Williamsburg, Michigan 49690231.267.5141 X [email protected]

3.0 Personnel Administration

3.1 Personnel Director

3.1(a) Designation of Personnel Director

To provide for efficient and uniform administration of personnel matters, the township board

appoints the township supervisor as the township personnel director.

3.1(b) Personnel Director’s Duties

The personnel director shall do the following:

1. Work with Personnel Administrator to develop and recommend to the township board

job descriptions for all township positions; update as needed.

2. Work with Personnel Administrator to recruit applicants for position vacancies in

accordance with Section 3.6.

3. Work with Personnel Administrator to recommend to the township board necessary

changes in the personnel policies manual.

4. Discuss with Personnel Administrator and provide interpretations of the township

personnel policies and procedures when requested by department heads or employees.

The interpretation of the personnel director shall be considered final, unless an appeal

of the interpretation is filed with the township board.

5. Work with the personnel administrator to recommend to the township board

appropriate pay grade or compensation for employees.

6. Develop and implement a standard employee evaluation form.

7. Oversee disciplinary actions for employee misconduct pursuant to the township

personnel policies manual.

8. Prepare and present letters of appreciation to terminating employees.

3.2 Personnel Administrator

3.2(a) Designation of Personnel Administrator

To provide for efficient and uniform administration of personnel matters, the township board

appoints the township clerk as the township personnel administrator.

3.2(b) Personnel Administrator’s Duties

The personnel administrator shall do the following:

1. Provide new employees with a current copy of the township personnel policies

manual; provide all employees with copies of amendments made to the township

personnel policies manual.

2. Maintain a permanent personnel record of each township employee.

3. Work with the personnel director to recommend to the township board appropriate

pay grade or compensation for employees.

4. Keep a record of paid holidays, vacation time, sick days, jury duty pay, and funeral

leave for employees pursuant to the township personnel policies manual.

5. Monitor changes in state and federal law that impact on township personnel practices.

6. Work with Personnel Director to develop and recommend to the township board job

descriptions for all township positions; update as needed.

7. Work with Personnel Director to recruit applicants for position vacancies in

accordance with Section 3.6.

8. Work with Personnel Director to recommend to the township board necessary

changes in the personnel policies manual.

9. Discuss with Personnel Director and provide interpretations of the township

personnel policies and procedures when requested by department heads or employees.

10. Designated as chief privacy officer, responsible for coordinating the township’s

privacy policies and compliance with those policies.

3.3 Employee Recordkeeping

3.3(a) Personnel Records

The township clerk (personnel administrator) shall maintain a permanent personnel record for

each township employee. Each employee’s personnel file shall contain the following:

1. Application and/or resume submitted

2. Licensure records, if applicable

3. Employment interview record, if available

4. Reference check

5. Offer of employment

6. Contract/salary resolution, if applicable

7. Job description

8. Applicant release form; employee release form(s), if applicable

9. Background and driver record checks

10. Physical examination information, if applicable (to be kept in separate file)

11. Employee information sheet

12. Record of township asset issued

13. Beneficiary information

14. Federal W-4, Michigan W-4, and I-9 forms and documentation

15. Signed acknowledgment page from personnel policies manual

16. New hire checklist

17. Record of positions held

18. Performance evaluations

19. Use of authorized leaves

20. Commendations and/or disciplinary actions

21. Insurance and pension records

22. Letter of resignation/notice of termination

3.3(b) Confidentiality of Personnel Files

The contents of the employee personnel files shall be considered confidential. Any employee

may examine the contents of his or her personnel file under the direct supervision of the clerk.

Board members and the personnel director shall be provided viewing of any personnel file. The

contents of an employee’s personnel file shall not be removed by anyone. Confidential

information contained in a personnel file shall be released to others only with the written

authorization of the employee. Personnel files will be kept for at least five years following an

employee’s termination.

3.3(c) Freedom of Information Act Requests for Personnel Files

Requests for copies of documents contained in the personnel files that are made pursuant to the

Freedom of Information Act will be released only after confidential information that may be

contained on the document is deleted. The clerk may contact the township attorney for advice in

responding to a Freedom of Information Act request involving personnel records. Pursuant to the

Michigan Freedom of Information Act, the township supervisor, after consulting with the

township attorney, shall notify in writing any party requesting confidential information that the

request is denied.

3.3(d) Social Security Number Privacy Policy

Only personnel who have legitimate business reasons to know will have access to records

containing Social Security numbers. The department heads having access to records containing

Social Security numbers shall determine which other personnel within their departments have a

legitimate reason in the Township’s ordinary course of business to have access to such Social

Security numbers. Personnel using records containing Social Security numbers must take

appropriate steps to secure such records when not in immediate use.

3.4 Classification and Compensation (Amended 5/18/2004)

The township board shall establish an equitable compensation system for township employees.

The board shall determine a pay range for all township positions. Each employee shall be

entitled to the annual salary or hourly wage determined by the township board and as

appropriated in the township budget.

Merit increases may be given at the employee’s anniversary date. A merit increase is one given

for a job performance that is clearly outstanding and is granted in addition to any adjustment or

progression increase for which the employee may otherwise be eligible. Requests for merit

increases shall be recommended by the department head and/or personnel director at the time of

the employee’s evaluation and shall be approved by the township board.

3.5 Employee Safety

It shall be the duty of the supervisor and clerk, working cooperatively, to assess the general

working conditions of the township on a continual basis and comply with related state and

federal laws.

3.6 Employee Selection

The personnel director and/or the official/committee designated by the personnel director shall

utilize the following procedures in filling any vacant employment positions (except for the

deputy supervisor, deputy clerk and deputy treasurer who are selected by the supervisor, clerk

and treasurer, respectively, and appointed officials who are selected in accordance with section

3.10):

3.6(a) A notice of position vacancy shall be developed based on the current job description. The

posting shall provide the title, brief position description, education and experience requirements,

application deadline and state that the township is an EOE.

3.6(b) The position vacancy shall be published in the Traverse City Record-Eagle and, with

board approval, in selected trade journals.

3.6(c) The applications and/or resumes submitted will be screened and a list of qualified

candidates will be developed.

3.6(d) Interviews will be conducted and references contacted.

3.6(e) The selected candidate shall be submitted to the township board, who may schedule an

interview with the candidate at a board meeting. Following board concurrence, the candidate

will be offered the position, pending a suitable background check, driver record check, when

applicable, and satisfactory completion of a physical examination, when applicable.

3.7 Employee Supervision

Department heads shall provide direction to employees in a manner that complies with the

provisions of this administrative policies and procedures manual, as well as all federal and state

laws, township ordinances, and the township personnel policies manual.

In the absence of a department head, the personnel director will assume this role.

3.8 Employee Evaluation

Employees shall be evaluated by their department head (or the personnel director in the absence

of a department head). During the ninety (90) day probationary period for all new employees, the

employee’s job performance shall be reviewed at thirty (30) days and sixty (60) days, with an

employee performance evaluation at ninety days. Following the probationary period, evaluations

will be done at the discretion of the department head, but at least yearly, within one month of the

employee’s anniversary date. An evaluation shall be signed by both the department

head/personnel director and the employee, and placed in the employee’s personnel file.

Department heads shall be evaluated by the personnel director.

3.9 Employee Discipline

3.9(a) Warnings

The personnel director and department heads may administer verbal or written warnings pursuant

to guidelines adopted in the township personnel policies manual. A warning shall be

documented, signed by both the personnel director/department head and the employee, and

placed in the employee’s personnel file.

3.9(b) Suspension

The application of suspension shall be authorized by the personnel director after consultation

with the department head, pursuant to guidelines adopted in the township personnel polices

manual. All relevant facts that gave rise to the suspension shall be documented, signed by both

the personnel director and the employee, and placed in the employee’s personnel file.

A suspension may be appealed within three (3) days or at the next township board meeting,

whichever comes first. An appeal shall be requested in writing to the personnel director, who

shall promptly notify the board of the appeal and all relevant facts that gave rise to the

suspension. The appeal shall be heard at the next township board meeting or at a special meeting

called for that purpose.

3.9(c) Discharge

The application of discharge shall be authorized by the personnel director after consultation with

the department head, pursuant to guidelines adopted in the township personnel policies manual.

All relevant facts that gave rise to the discharge shall be documented, signed by the personnel

director and the employee, and placed in the employee’s personnel file.

A discharge may be appealed within three (3) days or at the next township board meeting,

whichever comes first. An appeal shall be requested in writing to the personnel director, who

shall promptly notify the board of the appeal and all relevant facts that gave rise to the

suspension. The appeal shall be heard at the next township board meeting or at a special meeting

called for that purpose.

3.10 Appointments

The supervisor shall oversee the appointment of members to boards, commissions and

committees. Where procedure is not specified in state statute, the supervisor shall recommend

appointments to the township board for their approval.

3.11 Elected Officials

While recognizing that the duties of the supervisor, clerk, and treasurer are defined by state

statute, the township board expects that each official will devote sufficient hours of work,

including appropriate office hours, to effectively perform the duties of their office.

3.12 Employee Recognition

The supervisor will present a letter of appreciation from the township board to any township

employee, volunteer or appointed official who resigns from their township position.

Appointments, resignations and other special recognition given to any township employee,

volunteer or appointed/elected official will be published in the township newsletter.

3.13 Ethical Standards

All elected and appointed officials, employees and volunteers shall fulfill their duties with the

utmost attention to serving the best interests of the township citizens, and no official, employee

or volunteer shall participate in a decision or transaction on behalf of the township that would

result in a direct financial benefit to the township official, employee or volunteer.

Any official, employee or volunteer who believes that he or she may be placed in a potential

conflict of interest shall immediately notify the township board, and any subsequent action shall

be in conformance with state law.

No employee shall accept employment that conflicts with performing his or her township duties.

No officer or employee shall accept any gift or consideration from a person or company

providing goods or services to the township, or who is soliciting township business.

5.0 Property Management

5.1 Hours of Business

The township hall shall be open to the public during scheduled office hours on Monday through

Friday.

5.2 Security (Amended 5/18/2004)

5.2(a) Keys

The following positions are authorized to receive a key to the main township hall door:

supervisor, clerk, treasurer, trustees, deputy clerk, deputy treasurer, planning commission chair,

zoning board of appeals chair, planning/zoning administrator, assessor, fire department

administrative coordinator, ambulance coordinator, parks and recreation manager, and cleaning

person.

If a key is lost, the clerk shall be informed immediately. A replacement key shall be issued. If

the clerk had reason to believe that the missing key may be used for unauthorized entry, new

locks will be installed. Upon termination of employment, the employee shall return his or her

keys to the township clerk. No person shall duplicate a key without authorization from the clerk

or make a key available to any unauthorized person.

Each department head shall determine who shall be issued a key to the department’s door or any

secured facilities, such as a safe, cash drawer or filing cabinet, within the department.

A duplicate of all township keys shall be kept in a key safe located at the township hall. The

supervisor and clerk shall only have access to the key safe.

5.2(b) Buildings

Prior to leaving, each employee will make his or her work station secure by checking that office

machines and lights are turned off, filing cabinets and cash drawers are locked, and windows and

doors are locked.

The last person to leave shall check to see that the copier and other office machines are turned

off, all doors and common window areas are locked, and all lights are turned off except for

designated security lights.

5.2(c) Valuables

The township shall not be responsible for the loss of any employee’s personal property.

5.3 Use of Township Equipment, Labor or Premises

5.3(a) Lost or Damaged Equipment

Any lost or damaged equipment shall be reported immediately to the employee’s department

head.

5.3(b) Personal Use of Township Property

The personal use of the township premises, equipment, machines, tools, supplies, postage or

personal use of township labor shall be prohibited, except as noted in sections 5.3(c) and 5.3(d).

5.3(c) Phone Calls

Employees are permitted to make brief personal local/long distance phone calls. Long distance

calls must be billed to the employee’s home phone.

5.3(d) Copier

Employees may use the township copier for personal business, but shall reimburse the township

at the rate established by the board.

5.3(e) Bulletin Boards

Employees who wish to post notices on township bulletin boards must have the prior approval of

the supervisor.

5.3(f) Activity Calendar

The clerk shall maintain a township activity calendar and shall schedule use of the township hall.

5.3(g) Operation of Township Owned Vehicles

Operation of Township owned vehicles shall be limited to Township employees or elected

officials.

5.4 Public Use of Township Facilities

5.4(a) Township Hall (Amended 6/19/07)

The township hall shall only be used for township government purposes or for meetings of a

home owners association within the township provided a township official is in the building at

the time of the meeting.

5.4(b) Township Fire Hall

The township fire hall shall only be used for emergency services purposes and township board

approved community/fund raising events planned by the fire department or ambulance service.

5.4(c) Parks and Recreation Facilities

The township parks and recreation facilities include Whitewater Township Park, “Hi” Pray Park,

Lossie Road Nature Trail, Petobego Natural Area and Battle Creek Natural Area. In addition, the

township is allowed the use of the soccer and ball fields at Mill Creek School when school is not

in session per an agreement with Elk Rapids Public Schools.

The township parks and recreation facilities are available for use by the general public subject to

the rules, policies and fees set forth in Appendix D.

5.5 Township Cemeteries

The operation, control and management of Williamsburg Cedar Rapids Cemetery and Circle Hill

Cemetery is the responsibility of the township as specified in Whitewater Township Ordinance

No. 12 (see Appendix K).

The township clerk shall be responsible for keeping the records of the cemeteries.

All interment fees shall be paid to the township. Compensation for the cemetery sexton shall be

set by the township board.

The American Legion is authorized to place flags on veteran’s graves; flags and flag holders will

be supplied by the township.

5.6 Roads

All roads in the township, except for platted subdivisions, shall be named after old settlers of the

township or township historical landmarks.

5.7 Signs, Cars, Equipment and Other Materials on Township Property (Added 5/18/2004)

Placement of signs, cars, equipment and/or other materials on township property by the general

public shall be prohibited.

WHITEWATER TOWNSHIP

PERSONNEL POLICIES

MANUAL

WHITEWATER TOWNSHIP

PERSONNEL POLICIES

TABLE OF CONTENTS

Adoption

Scope of Personnel Policies

Exemption

Welcome to Employees

Policy #1

Equal Employment Opportunity Policy

Policy #2

Terms of Employment

Policy #3

Employment

Policy #4

Employee Benefits

Policy #5

Workers Compensation

Policy #6

Pension Plan

Policy #7

Pay and Expense Reimbursement Policies

Policy #8

Employee Guidelines

Policy #9

Sexual Harassment Policy

Policy #10

Disciplinary Action

Policy #11

Termination

Acknowledgement

Attachments

Ordinance No. 22- Pension Plan Ordinance

Application for Employment

Applicant Release Form

Employee Release Form

Offer of Employment

Employee Performance Evaluation

Notice of Termination

Record of Township Asset Issued

Expense Reimbursement Request

Mileage Reimbursement Request

Time Sheet

Parks and Recreation Time Sheet

Fire Department Payroll Form

Ambulance Payroll Form

EMS Run/Training Log

Zoning Administrator Timesheet

Attendance Sheet for Boards or Commissions

Social Security Number Privacy Policy

WHITEWATER TOWNSHIP PERSONNEL POLICIES MANUAL

ADOPTION

The following personnel policies manual was formally adopted by the Whitewater Township

Board at a regular meeting held December 16, 1997.

The following personnel policies manual may be amended at any time by action of the

Whitewater Township Board and the interpretation of this entire document shall be at the sole

discretion of the said township board.

SCOPE OF PERSONNEL POLICIES

These personnel policies apply to all township employees. They do not apply to elected officials

of the township.

EXEMPTION

Amended October 24, 2000, December 19, 2000, October 15, 2002

Considering the nature of the operations of the township paid per run fire department, these

personnel policies, except for policy #7 (pay and expense reimbursement policies), are not

intended to be applicable to their members. Separate policies and procedures are in place for the

conduct and operation of the fire department through the Grand Traverse Rural Fire Department.

WHITEWATER TOWNSHIP PERSONNEL POLICES MANUAL

WELCOME TO EMPLOYEES

Welcome to Whitewater Township. These offices exist for the purpose of carrying out the

mandated governmental functions of a general law township and such other services to area

residents as the Whitewater Township Board prescribes. Effective accomplishment of these

goals depends on interested, dedicated, and well-trained employees.

As one of these employees, you are now part of a team whose purpose is to serve the public as

efficiently and courteously as possible. This manual will provide you with a guide to the rules

under which you will be working and the standards of behavior that all employees are expected

to follow.

As your employer, the Whitewater Township Board recognizes its responsibility to you by

striving to provide the best possible working conditions and by adopting a uniformly

administered employee program based on the specific policies shown in this manual.

WHITEWATER TOWNSHIP PERSONNEL POLICY #1

EQUAL EMPLOYMENT OPPORTUNITY POLICY

Whitewater Township is an equal opportunity employer (EOE) that supports and subscribes to a

policy of nondiscrimination in all aspects of employment. Whitewater Township will not

discriminate on the basis of race, color, religion, national origin, sex, age, height, weight, marital

status, handicap or any other reason prohibited by applicable laws.

Under Michigan law, an employee may not be discriminated against in employment because of a

handicap that can be reasonably accommodated to enable the employee to perform the job.

Handicap employees who feel accommodation is needed to perform their job must notify the

township supervisor in writing of the need for accommodation within 182 days after the date the

employee knew or reasonably should have known that an accommodation was needed.


TERMS OF EMPLOYMENT

Whitewater Township is an at-will employer. This means that the employment relationship is for

an indefinite period of time and can be terminated by you or the township at any time, with or

without cause and with or without notice. Employment with the township shall be at such

compensation and conditions as the township board shall determine and may change from time to

time.

This employment manual does not constitute an employment contract between the township and

its employees. The provisions contained in this manual supersede any and all contrary

representations that may have been made either by the township or you in connection with your

employment. No member of the township board, another employee, or other person, except by

action of the township board in a writing signed by the township supervisor, has the authority to

enter into any employment agreement on behalf of the township for any specified period of time,

pursuant to any particular conditions, or to make any agreement contrary to the terms expressed

in this manual.


EMPLOYMENT

Amended October 24, 2000, May 21, 2002, October 15, 2002, September 19, 2006

There are different classifications of employees:

A full-time employee is an employee who is scheduled to work, year around, 35-40 hours per

week.

A part-time employee is an employee who is scheduled to work fewer than 35 hours per

week.

A seasonal employee is an employee who is employed on a temporary basis, either full-time

or part-time.

The personnel director and/or the official/committee designated by the personnel director shall

utilize the following procedures in filling any vacant employment positions (except for the

deputy supervisor, deputy clerk and deputy treasurer who are selected by the supervisor, clerk

and treasurer, respectively, and appointed officials who are selected in accordance with section

3.10 of the township administrative policies and procedures manual):

1. A notice of position vacancy shall be developed based on the current job description.

The posting shall provide the title, brief position description, education and

experience requirements, application deadline and state that the township is an EOE.

2. The position vacancy shall be published in the Traverse City Record-Eagle and, with

board approval, in selected trade journals.

3. The applications and/or resumes submitted will be screened and a list of qualified

candidates will be developed.

4. Interviews will be conducted and references contacted.

5. The selected candidate shall be submitted to the township board, who may schedule

an interview with the candidate at a board meeting. Following board concurrence, the

candidate will be offered the position, pending a suitable background check, driver

record check, when applicable, and satisfactory completion of a physical examination,

when applicable.

6. Upon receiving notification that the selected candidate has accepted an employment

offer, the township clerk will provide the proper orientation process for the new

employee to obtain understanding and concurrence with the policies and procedures

of the township.

Departmental defined physical examinations, including drug testing, may be required, based on

the nature of the work to be performed. Failure to meet the medical standards for a specific job

may be cause for rejection of an applicant. However, Whitewater Township will not fail, or

refuse, to hire, recruit or promote an individual because of a handicap that is unrelated to the job

or position, nor will the township fail, or refuse, to hire, recruit or promote an individual on the

basis of physical examinations that are not directly related to the requirements of the specific job.

Physical examinations will be at the township’s expense and will be administered at a township

designated site.

Employees may be required to submit to a background check, driver record check and physical

examination on a yearly basis or as the township deems necessary.

There is a ninety (90) day introductory period of employment for all new employees. The

purpose of the introductory period is to provide the township the opportunity to evaluate the

employee’s skills and other attributes so that it can be determined whether the employee can

become a successful regular employee.

Only full-time employees are entitled to receive employee benefits as defined in this manual or to

participate in an approved township pension plan. All new full-time employees will not be

eligible for benefits or the pension plan for a period of ninety (90) days until the introductory

period is completed. Eligible employees shall accrue vacation and sick time during their

introductory period; however, they shall not be eligible for payment of such benefits until their

introductory period is successfully completed.

During the introductory period, the employee’s job performance shall be reviewed at thirty (30)

days and sixty(60) days, with an employee performance evaluation at ninety(90) days. Should an

employee’s work performance be unsatisfactory, employment may be terminated by the township

board without prior notice. Successful completion of the introductory period will not change the

employment at-will status of each employee.

Following the introductory period, employee performance evaluations will be done at least

yearly, within one month of the employee’s anniversary date.

The contents of the employee personnel files shall be considered confidential. Any employee

may examine the contents of his or her personnel file under the direct supervision of the clerk.

Board members and the personnel director shall be provided viewing of any personnel file. The

contents of an employee’s personnel file shall not be removed by anyone. Confidential

information contained in a personnel file shall be released to others only with the written

authorization of the employee. Personnel files will be kept for seven years following an

employee’s termination.

Requests for copies of documents contained in the personnel files that are made pursuant to the

Freedom of Information Act will be released only after confidential information that may be

contained on the document is deleted.

Any employee who has a problem or complaint shall first discuss the matter with their

department head. If the problem is unresolved, the employee may ask for a hearing with the

personnel director. If the problem is not resolved, the employee may request a hearing before the

township board.


EMPLOYEE BENEFITS

Amended May 18, 1999, October 24, 2000, May 21, 2002, October 15, 2002, October 18, 2005,

February 26, 2013

Holidays. The township observes paid holidays as listed below. You will be permitted to take

these days off and will be paid at your regular rate of pay. If a recognized holiday falls on

Saturday, Friday would be the observed day; if it falls on Sunday, the observed day will be

Monday. The following days are recognized as paid holidays for full-time employees:

New Year’s Day

Good Friday (1/2 day)

Memorial Day

Independence Day

Labor Day

Day before or day after Thanksgiving

Thanksgiving Day

Day before or day after Christmas

Christmas Day

Vacations. Upon completion of ninety (90) days of employment, full-time employees will be

eligible for vacation with pay, based on their length of employment, according to the following

schedule:

0 to 1 years: 5 days



11 years and over: 20 days

Whitewater Township reserves the right to negotiate individual benefits with any full time

employee at any time.

Vacation time must be approved by the township supervisor two (2) weeks in advance except in

case of emergency. Employees will not receive vacation pay in lieu of vacation time. Vacation

time must be taken no later than six (6) months after the year in which it is earned.

Sick Days. Upon completion of ninety (90) days of employment, a full-time employee will be

entitled to a maximum of five (5) paid sick days per year. Any unused sick days may not be

carried over to subsequent years. It is understood that sick days are not to be considered as

additional vacation or holiday time; however, vacation time may be used in conjunction with sick

time, if approved.

You must call the township supervisor on each day that you are absent and prior to the time that

you would ordinarily report to work. The township supervisor will require a physician’s

statement after three (3) consecutive days of absence due to illness.

Jury Duty. If any full-time employee is ordered and reports for jury duty, that employee shall be

paid by the township at the rate of the difference between their regular pay and the jury duty pay

for each day of jury duty that the employee would have been scheduled to work. The employee

shall give prior notice to the township supervisor and present proper evidence as to the jury duty

performed.

Funeral Leave. A full-time employee will be allowed a paid leave of absence of three (3) days

funeral leave for a death in the immediate family, providing that he/she attends the funeral.

Immediate family is defined as the employee’s current spouse or any of the following relatives of

the employee or their current spouse: son/daughter, grandchild, parent, grandparent,

son/daughter-in-law, brother, sister, or a member of the employee’s immediate household.

Funeral leave will not be deducted from any other leave time. Additional leave may be granted

without pay or charged to sick leave. Time off for funeral leave will not count as hours worked

for the purpose of overtime.

Health Insurance. Upon completion of ninety (90) days of employment, the township shall

make available health benefits to full-time employees. The township will pay 80% of the cost of

said benefits for the employee and the employee will pay 20%.


WORKERS COMPENSATION

As required by Michigan law, Whitewater Township carries workers compensation insurance for

all employees. Benefits are paid under this coverage for on-the-job injuries.


PENSION PLAN

Amended May 21, 2002

Whitewater Township shall contribute a sum equal to ten percent (10%) of a full-time

employee’s annual salary to an approved township pension plan. All new full-time employees

must complete a ninety (90) day probationary period before becoming eligible for the township

pension plan.


PAY AND EXPENSE REIMBURSEMENT POLICIES

Amended June 20, 2000, December 19, 2000, October 15, 2002, May 18, 2004, June 8, 2010

Employees shall be paid wages as established by the township board on a biweekly basis

beginning the second Thursday in January 2001 third Friday in June 2010. The township

complies with all applicable state and federal requirements of the Fair Labor Standards Act.

For purposes of calculating overtime compensation, a work week shall be defined as Monday

through Sunday.

All time worked shall be recorded in ¼ hour increments by the employee on an appropriate

department time sheet. Time sheets will be signed by both the employee and the employee’s

department head. All completed time sheets shall be submitted to the township clerk in

accordance with the township clerk’s payroll processing schedule.

The township clerk shall be notified in accordance with the township clerk’s payroll processing

schedule of any changes in voluntary deductions or withholding allowances desired by an

employee. All voluntary deductions shall be authorized in writing.

Pay advances shall not be authorized under any circumstances.

Employees will immediately notify the township clerk of any problems or errors on their

paychecks.

The township shall reimburse employees for necessary expenses incurred in performing their job-

related duties. All requests for expense reimbursement shall be made on a township expense

reimbursement form which shall be submitted on a monthly basis to the township clerk at least

seven(7) days prior to the township board meeting at which requests will be audited.

Travel shall be reimbursed at the current IRS mileage rate. Commuting from employee’s

residence to the township hall or the employee’s official work station shall not be eligible for

reimbursement.

Receipts shall accompany expense reimbursement request. Reasonable meals and lodging

expenses will be reimbursed. Personal expenses that are unnecessary in conducting township

business, such as entertainment and alcohol consumed, shall not be eligible for reimbursement.

Fire and ambulance personnel may request lost time pay for responding to an emergency incident

or attending a required training session that cannot be scheduled at any other time. A request for

lost time pay must be accompanied by employer verification of the length of time lost on the job

and the employee’s salary/wage. Wages paid per run by the township will not be paid if lost time

pay is received. Lost time pay shall be approved by the township board. The request shall be

submitted within 30 days of the lost time to the township clerk and at least seven (7) days prior to

the township board meeting at which the request will be audited.


EMPLOYEE GUIDELINES

Amended October 15, 2002

Following are a list of employee guidelines. Imposing these guidelines is not intended to modify

the at-will employment relationship.

Each township employee shall perform the job assigned by the township board as detailed in

his/her job description.

Each township employee is expected to be fair, courteous, and cooperative in dealing with

the public and fellow employees.

All employees will respond to requests for township information from members of the

public with courtesy and efficiency and shall communicate with the public in a friendly,

helpful manner.

Complaints or other concerns received from a citizen shall be received with courtesy. The

employee will make every effort to resolve a complaint or problem, within the employee’s

scope of authority. Department heads will be notified of all complaints. If a citizen has a

problem that is outside the jurisdiction or responsibility of the employee, the citizen will be

directed to the appropriate office or official. The township supervisor shall also be notified

in writing of any citizen complaint arising from employee conduct or the administration of a

department or township board policy or procedure. The notice shall include the name,

address and phone number of the citizen, the nature of the complaint and how the complaint

was resolved.

Conduct that jeopardizes the personal safety, security, or welfare of Whitewater Township

or its employees is prohibited.

An employee shall fulfill his/her duties with the utmost attention to serving the best interests

of the township citizens, and no employee shall participate in a decision or transaction on

behalf of the township that would result in a direct financial benefit to him/her.

Any employee who believes that he/she may be placed in a potential conflict of interest shall

immediately notify the township board, and any subsequent action shall be in conformance

with state law.

An employee shall not accept any valuable gift, whether in the form of money, products, or

services, from any person or company that has a direct or indirect business interest with the

township.

An employee shall not accept employment that conflicts with performing his/her township

duties.

An employee shall not bring alcoholic beverages or illegal drugs onto township property nor

be under the influence of alcohol or drugs while on duty.

There shall be no smoking permitted within any part of any enclosed building, structure, or

vehicle owned, leased or operated by the township.

The township shall not be responsible for the loss of any employee’s personal property.

The township clerk shall be informed immediately if a township key is lost by any employee

who has been issued a key. Upon termination of employment, any employee who has been

issued a key shall return his or her key to the clerk. No person shall duplicate a key without

authorization from the clerk or make a key available to any unauthorized person.

Prior to leaving a township building, each employee will make his or her work station

secure by checking that office machines and lights are turned off, filing cabinets and cash

drawers are locked, and windows and doors are locked. The last person to leave shall check

to see that the copier and other office machines are turned off, all doors and common

window areas are locked, and all lights are turned off except for designated security lights.

Any lost or damaged equipment shall be reported immediately to the employee’s department

head.

The personal use of the township premises, equipment, machines, tools, supplies, postage or

personal use of township labor shall be prohibited, except as noted for phone calls and copier.

Employees are permitted to make brief personal local/long distance phone calls. Long

distance calls must be billed to the employee’s home phone.

Employees may use the township copier for personal business, but shall reimburse the

township at the rate established by the township board.

Employees who wish to post notices on township bulletin boards must have the prior

approval of the township supervisor.

Classes, seminars, business trips, etc. require the issuance of a purchase order by the

township clerk.

Employees shall not release any information which would be a violation of a citizen’s right to

privacy to the media or to members of the general public.

All items of information to be released to news media, radio, t.v., etc. must be cleared with

the township supervisor.


SEXUAL HARASSMENT POLICY

It is the policy of Whitewater Township that we will not tolerate sexual harassment against any

employee. This policy applies to all employees and other individuals who represent or serve the

township in any capacity.

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct or

communication constitutes harassment when:

1. Submission to the conduct or communication is made either an explicit or implicit condition

of employment,

2. Submission to or rejection of the conduct or communication by an individual is itself used

as a factor in an employment decision affecting the harassed employee, or

3. The conduct or communication has the purpose or effect of substantially interfering with an

individual’s employment or creating an intimidating, hostile, or offensive work

environment.

Any employee or applicant for employment who believes that this policy may have been

violated shall report the incident to the township supervisor or any other township board

member. Whitewater Township will not permit or tolerate any form of reprisal or retaliation

against an employee or applicant reporting any incident of claimed harassment.

Complaints of sexual harassment will be promptly and carefully investigated. If the township’s

investigation establishes that the complaint is valid, immediate and appropriate corrective action

will be taken.


DISCIPLINARY ACTION

Amended September 5, 2002, October 15, 2002

Whitewater Township shall assure that all disciplinary actions for employee misconduct are

administered for cause in a fair, timely, and consistent manner. Prior to any disciplinary action,

a thorough investigation shall be conducted.

Progressive discipline is not required. However, alternatives to discharge may be used at the

discretion of the township. One of the following disciplinary procedures will be administered

according to the severity of the misconduct.

Warnings. The personnel officer and department heads may administer verbal or written

warnings. A warning shall be documented, signed by both the personnel

officer/department head and the employee, and placed in the employee’s personnel file.

Suspension. The application of suspension shall be authorized by the personnel officer

after consultation with the department head. All relevant facts that gave rise to the

suspension shall be documented, signed by both the personnel officer and the employee,

and placed in the employee’s personnel file. A suspension may be appealed within three

(3) days or at the next township board meeting, whichever comes first. An appeal shall

be requested in writing to the personnel officer, who shall promptly notify the board of

the appeal and all relevant facts that gave rise to the suspension. The appeal shall be

heard at the next township board meeting or at a special meeting called for that purpose.

Discharge. The application of discharge shall be authorized by the personnel officer

after consultation with the department head. All relevant facts that gave rise to the

discharge shall be documented, signed by the personnel officer and the employee, and

placed in the employee’s personnel file. A discharge may be appealed within three(3)

days or at the next township board meeting, whichever comes first. An appeal shall be

requested in writing to the personnel officer, who shall promptly notify the board of the

appeal and all relevant facts that gave rise to the suspension. The appeal shall be heard

at the next township board meeting or at a special meeting called for that purpose.

The circumstances relating to each employee are unique and the use of discipline and/or

termination for one employee does not constitute a precedent for other employees.

It is the policy of the township to avoid unwarranted discharges. However, the existence of this

policy does not destroy the at-will employment relationship.


TERMINATION

Amended February 26, 2013

Resignation procedure is as follows:

1. The employee shall submit a written resignation to the township clerk that will be placed in

his/her personnel file.

2. The employee shall return all office keys and other township property.

Employees who desire to leave the township’s employ are expected to give at least fourteen (14)

calendar days notice in writing. An employee shall be paid earned salary to the date on which

employment terminates.

Resigning employees who give the requested notice and whose township property has been

returned to the Township Clerk will be paid for earned vacation time. Resigning employees who

fail to give the requested notice and employees whose employment is terminated by the

township will not be paid for earned vacation time. Terminating employees will not receive pay

in lieu of earned sick time.

The township’s pension plan contribution will be made through the date of termination.

Two (2) consecutive days of absence with no communication or reason for an absence will be

considered a voluntary resignation.


ACKNOWLEDGEMENT

I acknowledge that I have received and read the Whitewater Township Personnel Policies

Manual. I understand that I am bound by the policies and procedures described in this manual

and, in consideration for my employment, I agree to follow them.

Signature ____________________________________ Date _________________________


ATTACHMENTS

Added October 15, 2002


Amended December 20, 2005


Ordinance No. 22- Pension Plan Ordinance

Application for Employment

Applicant Release Form

Employee Release Form

Offer of Employment

Employee Performance Evaluation

Notice of Termination

Record of Township Asset Issued

Expense Reimbursement Request

Mileage Reimbursement Request

Time Sheet

Parks and Recreation Time Sheet

Fire Department Payroll Form

Ambulance Payroll Form

EMS Run/Training Log

Zoning Administrator Timesheet

Attendance Sheet for Boards or Commissions

Social Security Number Privacy Policy

2017 Road Project Limits Miles Fix Type

Strait Road, Cedar Run Rd to North Long Lake Rd 0.95 Crush & Shape

Prouty Rd, 5 Mile Rd to End of Pavement 1.32 Chip Seal

N Arbutus Rd, 4 Mile Rd to E Arbutus Lake Rd 1.24 Chip Seal

Summit City Rd, County Line Rd to M-113 5 Chip Seal

Bluff Rd, M-37 to Blue Water Rd 4.29 Ultra Thin

Total Miles 12.8

3-5 Year Priority List Miles Fix Type

East Duck Lake Rd, Co Rd 633 to M-37 5.32 Chip Seal

Fall Road, East Duck Lake Rd to Co Rd 633 1 Chip Seal

E Arbutus Rd, Hobbs Hwy to Highview Rd 2.64 Chip Seal 3-5 Year Priority List Miles Fix Type

Bluff Rd, Blue Water Rd to Smokey Hollow 2.4 Chip Seal Hilltop Rd, Co Rd 633 to M-37 2.05 Chip Seal

Seven Hill Rd, Center Rd to Peninsula Dr 0.9 Chip Seal Center Rd, Blackman Rd to M-37 4.9 Chip Seal

Peninsula Dr, Seven Hills Rd to Old Mission Rd 3.6 Ultra Thin Lake Shore Dr, US-131 to Grand Kal Rd 2.7 Chip Seal

Blue Water Rd, M-37 to Bluff Rd 1.05 Chip Seal Sparling Rd, Blackman Rd to Kingsley Rd 1 Chip Seal

Peninsula Dr, Camino Marina to Bowers Harbor Rd 1.57 Ultra Thin Walton Rd, Blackman Rd to Summit City Rd 2 Chip Seal

Bates Rd, .5 miles n of Hawley Rd to US-31 3.8 Chip Seal Hammer Rd, Blackman Rd to Bogard Rd 1 Chip Seal

Angell Rd, US-31 to Elk Lake Trl 3.05 Chip Seal Ranch Rudolph Rd, Hobbs Hwy to Brown Bridge Rd 3 Chip Seal

Bunker Hill Rd, US-31 to Lautner Rd 1.6 Crush & Shape Rennie Lake Rd, Ranch Rudolf to Supply Rd 3.4 Chip Seal

Yuba Rd, US-31 to Bates Rd 1.45 Chip Seal Walton Rd, Summit City Rd to Townline Rd 3 Chip Seal

Sayler Rd, Yuba Rd To Brackett Rd 2 Chip Seal Walton Rd, Townline Rd to M-113 2.05 Chip Seal

Townline Rd, Sparling Rd to Walton Rd 2 Chip Seal Silver Pine Rd, M-37 to Lake Dr 1.5 Chip Seal

Goodrick Rd, Cedar Run Rd to M-72 1.1 Chip Seal Potter Rd, Rusch Rd to Garfield Rd 0.65 Chip Seal

Tilton Rd, Cedar Run Rd to M-72 0.97 Chip Seal Potter Rd, Garfield Rd to 3 Mile Rd 1.3 Reconstruction

Church Rd, Cedar Run Rd to N Long Lake Rd 0.92 Chip Seal Potter Rd, 3 Mile Rd to 4 Mile Rd 1 Chip Seal

5 Mile, Hammond Rd to Holiday Rd 2.35 Crush & Shape 4 Mile Rd, Hammond to US-31 2.3 Chip Seal

3 Mile, So Airport to Hammond 1.5 Reconstruction 4 Mile Rd, Potter Rd to N Arbutus Lake Rd 0.52 Chip Seal

Wemple Rd, 5 Mile Rd to 6 Mile Rd 0.75 Chip Seal Skegemog Point Rd, Watson Rd to Fairview Ave 3 Chip Seal

Hamlin Rd, Co Rd 633 to M-37 2 Chip Seal South Airport, US-31 to Veterans Dr 1 Reconstruction

Clous Rd, M-37 to Bancroft Rd 3.6 Chip Seal Hammond Rd, Garfield Road to Town\line 1 Mill and Fill

Red School Rd, M-37 to Hannah Rd 1 Chip Seal Total Miles 90.46

Hannah Rd, Red School Rd to Clous Rd 0.5 Chip Seal 37.37

Schneider Rd, Clous Rd to M-113 1.02 Chip Seal

Blair Townhall Rd, Co Rd 633 to M-37 2 Chip Seal

Blair Townhall Rd, M-37 to end of pavement 1 Chip Seal

Vance Rd, Co Rd 633 to M-37 2 Chip Seal

53.09

Projected

2017-2022

Priority Improvement Projects

(primarily funded by Millage)

Grand Traverse County Road Commission

2016 Millage Renewal To Repair and Improve Local Streets,

Highways and Bridges

Millage Renewal Request When: November 8th 2016 Who: Grand Traverse County Road Commission, City of Traverse City, Village of Fife Lake, Village of Kingsley What: 1 Mill per year for a period of 4 years Why: To continue to improve and maintain local streets, roads, highways and bridges

1) 2013 voters approved a millage proposal

2) Millage generated approximately $4.5 million per year over a 3 year period shared between the agencies

3) Millage Funds have helped to significantly improve our fair to good (PASER) road ratings

4) Millage Funds have allowed general funds to expand routine maintenance activities

5) Millage Funds have provided local match dollars to secure grants and federal and state funding

Use of Millage Funds

PROJECT FUNDED BY COUNTY ROAD MILLAGE DRIVE SAFELY

2014 Road Improvements

a) County – 41.4 Miles/$4.1 Million

b) City – 2.4 Miles/$750,000

c) Village of Fife Lake – 0.75 Miles/$342,000

d) Village of Kingsley – 1.18 Miles/$347,000 (2014 – 2016)




b) City – 2.7 Miles/$764,249






b) City – 2.7 Miles/$779,129




Questions?

2016 ROAD MILLAGE

BALLOT PROPOSAL INCLUDING THE 2013 ROAD MILLAGE REVENUE & EXPENDITURE SUMMARY

City of Traverse City Martin Coburn, City Manager

400 Boardman Ave., Traverse City MI 49684231-922-4440

Village of Fife LakeLisa Leedy, Village President

616 Bates Street, Fife Lake MI 49633231-879-5153

Village of KingsleyJacob H. VanBoxel, Village Manager

207 South Brownson, Kingsley, MI 49649231-263-7778

Grand Traverse County Road CommissionJim Cook, Manager

1881 LaFranier Road,Traverse City MI 49696231-922-4848

Dear Registered Voters in Grand Traverse County,

Nearly three years ago, the residents of Grand Traverse County were presented with a road millage ballot proposal for road repairs and improvements. A simple majority of voters cast an approving vote to the tune of just over 50%. The November 8, 2016 ballot renewal requests asks the following question.

Shall the previously voted increase in the tax limitation on the total amount of taxes that may be levied against all taxable property within Grand Traverse County of up to and including 1 mill ($1.00 per $1,000 of taxable value) be renewed in the amount of up to and including 1 mill ($1.00 per $1,000 of taxable value) and levied for 4 years, beginning 2016 through 2019, inclusive, on all taxable property within Grand Traverse County for the purpose of repair and improvement of streets, roads, highways, and bridges within Grand Traverse County? If approved and levied in full, the renewal millage will generate an estimated $4,620,529 in revenue to be disbursed to the Grand Traverse County Road Commission, the City of Traverse City, the Village of Kingsley, and the Village of Fife Lake for road, street, highway, and bridge repairs and improvements when first levied in 2016.

Your Road Millage at Work! The intent of this brochure is to give a three-year account of the road millage projects beginning in 2014. Many projects may have been part of earlier multi-year programs. The millage funds enabled many of those projects to be completed sooner. It should also be noted every road project completed during this time is not listed; only those using millage funds. A point of interest would be to compare the amount of miles improved to the amount of miles each agency is responsible to maintain.

The project lengths listed in this brochure do not tell the whole story. Projects are generally more than just surface treatment. Intangible improvements such as drainage improvements, greater sight distance from tree removal, increased safety from improved intersections, fewer potholes and reduced grades from cutting back major hills can’t be tallied in miles.

In reviewing the charts, it should be noted most projects required funding in addition to the millage. Millage dollars can provide funds for programs requiring local matching dollars, such as federally funded projects which provide 80% of project costs and matching dollars for grant funded projects.

Millage dollars help free up General Fund dollars to expand routine maintenance activities. Over the last three years both City and County “fair-to-good” road ratings have improved significantly. These increases are attributable not only to completed millage road projects, but allowing regular road repair dollars to provide expanded routine maintenance ― fewer potholes on major roads allow funds to be reallocated to lower volume roads, and expanded activities such as improved drainage, tree removal, gravel road maintenance, ditching and shoulder improvements which extend a road’s life.

Those with questions should contact the appropriate agency. The phone numbers are listed in this brochure.

Vote on November 8, 2016 City

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County Road Commission 1,015 miles

2014 Road and Project Limits/ Millage Revenue - $3,494,691 Miles Fix Type Cost MillageCounty Line Rd., and Karlin Rd. 12.534 Chip Seal $596,136 $506,716South Long Lake Rd./West Long Lake Rd. 3.578 Resurface 196,958 167,414South Airport Rd., Cass Road to Veterans Dr. 0.66 Mill / Overlay 152,041 129,234Cass Rd., South Airport Rd. to City Limits 0.8 Mill / Overlay 106,397 90,437Hoch Rd., Keystone Rd. to Garfield Rd. 1.411 Asphalt 321,615 273,373Hobbs Highway, Garfield Rd. to Supply Rd. 6.465 Chip Seal 125,067 106,306Clark Rd. / Voice Rd., Garfield Rd. to M-113 3.453 Resurface 332,817 282,894Supply Rd./Fife Lake Rd. 16.171 Overlay 1,776,677 1,536,357Zimmerman Rd., Silver Lake Rd. to N Long Lake Rd. 1.363 Crush / Shape 472,894 401,960

TOTAL 41.435 $4,080,602 $3,494,691

2015 Road and Project Limits/ Millage Revenue - $3,582,462 Miles Fix Type Cost MillageCedar Run Rd., Barney Rd. to County Line 3.551 Chip Seal $515,581 $515,581Harris Rd., North Long Lake Rd. to Barney Rd. 0.755 Chip Seal 365,870 365,870County Rd. 633, County Line to M-37 10.891 Chip Seal 1,083,650 1,083,650Beitner Rd., Hoosier Valley Rd. to River Rd. 0.729 Overlay 186,555 186,555Garfield Rd., Hobbs Hwy to Potter Rd. 3.346 Crush / Shape 226,223 226,233Peninsula Dr., Center Rd. to McKinley Rd. 1.546 Overlay 208,323 208,323LaFranier Rd., South Airport Rd. to Hammond Rd. 1.958 Mill / Overlay 2,886,994 996,250

TOTAL 22.776 $5,473,196 $3,582,462

2016 Road and Project Limits/ Millage Revenue - $3,670,778 Miles Fix Type Cost MillageElk Lake Rd., Angell Rd. to Townline Rd. 2.0 Overlay $342,585 $325,455Herkner Rd., East Long Lake Rd. to North Long Lake Rd. 2.235 Chip Seal 442,537 420,410Peninsula Dr., Hawk Ridge Rd. to Gray Rd. 3.17 Chip Seal 535,275 508,511Williamsburg Rd., Supply Rd. to M-72 5.8 Overlay 1,424,920 1,353,579Garfield Rd., South Airport Rd. to Forest Lane Dr. 0.25 Mill / Overlay 449,558 427,080Keystone Rd., Beitner Rd. to Brimley Rd. 1.8 Overlay 321,452 305,380River Rd., Keystone Rd. to Garfield Rd. 6.0 Chip Seal 333,829 330,363

TOTAL 21.255 $3,850,156 $3,670,778

Village of Fife Lake 6.71 miles

2014 Road and Project Limits / Millage Revenue - $9,827 Miles Fix Type Cost Millage Fourth Street, Pierce to Turnaround 0.25 Pavel $35,000 $7,827 Pierce Road, State Street to Sixth Street (2015 carryover) 0.5 Pave 307,000 2,000

TOTAL .75 $342,000 $9,827

2015 Road and Project Limits / Millage Revenue - $9,417 Miles Fix Type Cost MillageClymene, Merritt and Martha 0.5 Gravel $1,800 $1,800 Lake Street 0.35 Gravel 1,850 1,850 Anthony Street, Bates to Merritt 0.1 Gravel 1,000 1,000 Front Street, Main to Oak 0.1 Shoulders 1,100 1,100 Bates Street, State to Martha 0.2 Shoulders 800 800 Fourth Street (second section) 0.5 Gravel 1,600 1,600Sixth Street, Howard Street Alley to Fife Lake (2016 carryover) 0.35 Gravel 1,300 1,267

TOTAL 2.1 $9,450 $9,417

2016 Road and Project Limits / Millage Revenue - $10,141 Miles Fix Type Cost MillageClymene, Merritt to Martha 0.5 Gravel $500 $500 Boyd Street, Morgan to Jane 0.35 Gravel 700 700Janet, Morgan to Boyd 0.5 Gravel 1,700 1,700Main, north of Front to curve 0.35 Pave 900 900 State Street near public access 0.5 Pave 2,200 2,200Lake Street, 2nd to 4th 0.35 Pave 7,800 800Janet St., Bates, Boyd, Shelby, Merritt, Anthony, Main, Maple, Front 2.7 Patch 2,200 2,200Canopy Clearanec - Bates, Janet, Shelby, Trimming 5,500 1,141

TOTAL 5.25 $21,500 $10,141

Village of Kingsley 9.03 miles

2014 -2015-2016 / Millage Revenue - $ 70,872 Miles Fix Type Cost MillageFenton, Franklin, George & Cottage Streets 1.18 Reconstruct $347,000 $70,872

GRAND TRAVERSE COUNTY 2013 ROAD MILLAGE BALLOT PROPOSAL REVENUE & EXPENDITURE SUMMARY

2016 GRAND TRAVERSE COUNTY ROAD IMPROVEMENT BALLOT PROPOSAL

FREQUENTLY ASKED QUESTIONSQ: Why is the County still asking for money for road improvements when the State passed a law to increase road funding?A: Good question and glad to answer it. The plan developed by our legislature envisions full funding by 2021. It is dependent upon increased registration fees and fuel taxes which are gradually being implemented over a five-year period. The largest increases are dependent upon improvements in Michigan’s economy with a resultant surplus in the General Fund. In the meantime, our goal of improving Grand Traverse County road ratings will begin to decrease during this five-year gap without additional funding. The ballot proposal, if passed, would maintain the current level of funding and allow the improvements on our county system to continue. At the end of the four-years, the funding law, if fully implemented, should provide the current level of funding provided by the millage.

Q: Don’t my property taxes already pay for County roads?A: The current one mill on your tax mill expires December 31, 2016. The road millage was approved by the majority of voters in 2013. No other taxes on your property tax bill fund road improvements.

Q: If approved, how will the additional money be spent?A: Millage monies must be and will continue to be spent in accordance with the ballot language - for improving existing roads, bridges and streets. It cannot be used for purchasing equipment, wage increases, buildings, etc.

2015 Pavement Preservation Project/ Millage Revenue - $776,915 Feet Fix Type Carver St, Garfield to End 1,980 Mill / 2" HMA OverlayEast Lane, Boughey to Nineteenth 486 Edge Mill / 2" HMA OverlayFern St, Carver to Hannah 2,650 Crush & Shape / 2" HMA Kewaunee Dr, Birchwood to City Limits 1,954 Crush & Shape / 2" HMA Cuyahoga Ct, Kaukauna to End 530 Crush & Shape / 2" HMA Aspen Ct, Birchwood to End 636 Crush & Shape / 2" HMA Kaukauna, City Limits to Kewaunee 553 Crush & Shape / 2" HMA E Timber Lane, Arrowhead to East Shore 3,110 Crush & Shape / 2" HMA Birchwood Ct, Birchwood Ave to end 712 Crush & Shape / 2" HMA Willow, Monroe to End 528 Crush & Shape / 2" HMA E Timber Lane 221 2" HMA Overlay S East Bay Blvd, N East Bay to end 607 2" HMA OverlaySpruce St, 6th to 7th 255 Edge Mill / 2" HMA Overlay

TOTAL: $764,249 TOTAL 14,222 / 2.693 mi

2016 Pavement Preservation Project/ Millage Revenue - $742,336 Feet Fix Type Birchwood Ave, Eastern to Aspen 665 Crush & Shape / 2” HMA Fair St., 8th to Titus 459 Edge Mill / 2” HMA Overlay E Front St, Munson to 343’ North 343 Edge Mill / 2” HMA Overlay Calvin Dr, Indian Trl to End 660 Crush & Shape / 2” HMA Coventry Trl, Kewaunee to End 713 Crush & Shape / 2” HMA Indian Trail Blvd, Airport Access to Calvin 1,209 Crush & Shape / 2” HMA Westminster Rd, Airport Access to Indian Trl 1,283 Crush & Shape / 2” HMA Centre Pl, Centre St to End 549 Crush & Shape / 2” HMA Beadle St, Fair to Davis 1,278 Mill / 2” HMA Overlay Cochlin St, Beadle to Munson 972 Edge Mill / 2” HMA Overlay Davis St, 8th to Munson 1,082 Edge Mill / 2” HMA Overlay Hamilton St, Fair to Munson 612 Mill / 2” HMA Overlay Leeward Ct, Full Length 391 Crush & Shape / 2” HMA Belmont Dr, Terrace to 8th 1,283 Mill / 2” HMA Overlay Cromwell Dr, Full Length 1,294 Mill / 2” HMA Overlay Woodland Dr, Terrace to 8th. 1,283 Mill / 2” HMA Overlay

TOTAL: $779,129 TOTAL 14,076 / 2.665 mi

City of Traverse City 77.69 miles

2014 Pavement Preservation Project / Millage Revenue - $747,874 Feet Fix Type Allouez Trail, Bloomfield to Highland Park 615 Mill / 2” HMA Overlay Boon St, Garfield to Woodmere 160 Mill / 2” HMA OverlayCarver St, Grant to E. of Hastings 2,646 Mill / 2” HMA OverlayCenter Lane, Nineteenth to End 240 Mill / 2” HMA OverlayS. High St, Boughey to Nineteenth 460 Mill / 2” HMA Overlay W. 17th St, Arnold to Pine 430 Mill / 2” HMA Overlay Alcona Ct., Kewaunee to End 180 Crush & Shape / 3” HMA Arrowhead Dr, Quail Ridge to Kewaunee 1,600 Crush & Shape / 3” HMA Cass St, City Limits to Fairway Hills 1,100 Crush & Shape / 3” HMA Cherry Lane, Bloomfield to Quail Ridge 720 Crush & Shape / 3” HMA Huron Hills Dr, Quail Ridge to Arrowhead 480 Crush & Shape / 3” HMA Nakoma Dr, Quail Ridge to Kewaunee 670 Crush & Shape / 3” HMA N. Quail Ct, Quail Ridge to End 200 Crush & Shape / 3” HMA Parsons Rd., Airport Access to Three Mile 1,716 Crush & Shape / 3” HMA Quail Ridge Dr, Bloomfield to Arrowhead 530 Crush & Shape / 3” HMA S. Quail Ct, Quail Ridge to End 200 Crush & Shape / 3” HMA Timber Lane Dr., Huron Hills to City Limit 810 Crush & Shape / 3” HMA

TOTAL $750,000 TOTAL 12,757 / 2.416 mi

Note: Other funds were used in addition to the Millage proceeds to complete the work. 2016 Work is anticipated to be complete by November 1, 2016.

To: Whitewater Township Board

From: Cheryl A. Goss, Parks & Recreation Administrator

Date: 10/19/2016

Re: Disposal of Park Truck

The pickup truck which has been available to the park rangers at Whitewater Township Park is a 1997 GMC Sierra 2WD 3500 regular cab truck with a dump bed and 111,096 miles. See attached recent pictures. In May of this year, it was discovered that the brakes were not working, likely due to rusting of brake lines. Hence, the vehicle has not been driven at all this summer. I stopped at Rog’s Garage in the past several days to inquire about having the truck towed to his location to get an estimate on fixing the brakes. Roger has seen the truck in the past. He did say the worst case scenario on fixing the brakes could approach $2,000. This is because, as a licensed mechanic, he cannot send a vehicle out on the road with any part of the brake system in unsafe condition, i.e., calipers, etc. He also said it would cost about $250 to take the brakes apart, diagnose what it needs, and put it back together, but this fee would not apply if it was decided to have brake work done. In order to determine what this vehicle is worth, I ran the specifications for it through the Kelley Blue Book website. Attached is a report showing the approximate trade-in value, which is approximately $1,300. The question becomes: Is it worth possibly paying more than what the vehicle is worth to get the brakes fixed? Other known problems include: The dump mechanism has not worked in a couple years. Rog’s Garage looked at it back then and

said it was not worth repairing. • The manual transmission is not particularly user friendly for our female park rangers. • The height of the bed makes it difficult to lift heavy 60-gallon garbage bags onto the truck. • There is no place to properly store the vehicle for the 7 months of the year that it is not used. As you

all know, lengthy outside storage, even with a cover, is not good for vehicles.

For all of the above reasons, it is my recommendation that the township dispose of this vehicle, first by listing it on Craigslist in as-is condition to see if there are any takers. If in a period of 2-3 weeks it does not sell, then to have Erickson’s Salvage tow it away. Don Erickson told me today that he would pay in the neighborhood of $100-200 for it. An appropriate motion would be: Motion to authorize the parks and recreation administrator to list the 1997 GMC Sierra on Craigslist for (asking price of your choice) and to accept the highest reasonable offer.

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1

Ron Popp

From: Corey Parshall <[email protected]>Sent: Monday, September 26, 2016 7:45 PMTo: Ron PoppSubject: update week 9-26-2016

Hello Ron,

I met out on the trails with Kyle again this morning and he made the corrections from last week but left someareas that still needed attention. He got the trail to elk lake a lot wider and up to par. Kyle also piled the logsneatly along trail section D like requested. I told Kyle he still needed to go back and flush cut the sharpbranches attached to the logs lining the trails and he said he would get on that asap.

He will almost be a hundred percent complete with the job in time but there will still be some small componentsagreed upon that will need to be completed after the fact. Kyle said he was going to plant grass on the trails likehe said he would, he also needed to cut off the sharp branches along the logs still. Kyle also stated that the logson trail section C did not have to be staked in one large pile and this was a verbal agreement made between himand the township. Kyle said this was agreed to avoid a large pile and that the township would rather have thelogs decompose along the trail instead.

I have written a letter of completing and will hand deliver it on the agreed upon date of Sept, 27th 2016 by 5:00pm. I will also include an invoice for Parshall Tree Services remaining charge.

Thanks--Corey C. ParshallCertified Arborist MI-4248AParshall Tree Service"Your Tree Care Experts"

9-27-2016

Letter of Completion

Hazardous Tree Removal and Mitigation Agreement

Avery Excavating has completed the agreed upon requirements set forth in the Hazardous Tree Removal

and Mitigation Agreement and this letter of completion can now be turned in on time.

Trail sections marked as A, B, C, D have all been completed in entirely and have been completed in a

manner that agreed to the written contract and verbal agreements made by Whitewater Township Board.

I Corey Parshall, am confident in issuing this letter of completion after walking the four trail sections and

inspecting the work performed.

'Chall Tree Servi~

¥ · By: C,or~'"'\ C. ~0-X'S~ \ \

To: Whitewater Township Board

From: Cheryl A Goss

Date: 10/19/2016

Re: Approval of Expenditure for Replacement Water Heater

The hot water heater at the campground is very old and was recently inspected for safety purposes. Inspection revealed that the bottom of the tank is rusting out and there is heavy lime buildup on the inside. Additionally, on 9/29, it was making so much noise that it could be heard from outside the mechanical room, at which point it was shut off. It is time to replace this hot water heater.

I have obtained three quotes for replacement. They are attached. All of them have quoted a price for a Lochinvar 1 00-gallon 199,000 BTU heater. This is the same size/BTU water heater that is currently at the park. The quotes are very close in price for the 80% efficient model. The D&W quote does show a price of $7,527 for the 90% efficient model, but since this is a seasonal application, I think the less expensive model will do.

Quotes are as follows:

D&W Mechanical (Traverse City) - $5,227

K&K Heating (Elk Rapids)- $5,500

Precision Plumbing (Traverse City)- $4,945

Warranties are the same for all three quotes: 1-year contractor warranty on labor, 1-year manufacturer warranty on parts, 3-year manufacturer warranty on the tank.

Park Ranger Brian Cobb provided access to the building to all three contractors. After conferring with him as to each contractor's knowledge and experience, I am recommending that D&W Mechanical be chosen to replace the hot water heater.

The township's purchase order policy states, "Any purchase for goods or services exceeding a contract cost of $5,000 shall require the department head to obtain township board approval prior to being issued a purchase order. Three written quotes shall be obtained unless there is only one known supplier or there is some other compelling reason to do so."

Also, I would recommend that all costs associated with the replacement hot water heater (equipment, labor, permits, inspections) be taken out of the Capital Expenditure account of the Park Fund. This account currently has a balance of $41,100. ·

An appropriate motion would be: Motion to hire D&W Mechanical to acquire and install a new Lochinvar 1 00-gallon 199,000 BTU water heater at Whitewater Township Park, and that all associated costs be taken out of the Park Fund Capital Expenditure account.

###

October 11, 2016

Whitewater Township Office 5777 Vinton Rd. PO Box 159 Williamsburg, Ml 49690

Attn: Cheryl

Re: Water Heater for Park Bathhouse

Cheryl,

0•00+

0. * I 7,527·00+ 2•300•00-5,22'/•0U *

This is our proposal which includes all labor, and materials for replacing the existing water heater at the above mentioned location

II{D I • CJ,O.~,.~n""""'eJf Rep ace existmg with Lochivar SNR 201-100 condensing water heater 'Vr·.,..r

Total for above work ... $7,527

For standard, gravity vent heater (current conflg.), DEDUCT ... $2,300 ~fJ:r;&<·A Relocate existing pressure tank to attic, ADD ... $100

Cheryl, please give me a call with any questions:

0: 231-941-1215 C: 231-463-8823

Respectfully,

Eric M. White D&W Mechanical

1266lndustry Drive, Suite A • Traverse City, Ml 49696 • (231) 941·1215 • Fax (231) 941-5007 • E-mail : [email protected]

K&K Heating and Cooling, LLC 945 Green Street - Elk Rapids, Ml 49629 (231 )264-8323 - [email protected]

Customized Proposal White Water Township Park 9500 ParkRd.

Sales Consultant: Proposal#:

Willaimsburg Ml 49690 Date:

267-5990 System I

Kevin Kuhn 100466 1010312016

We Hereby propose to furnish, install and service equipment for your home as specified below:

(1) Installation of Lochinvar 100 gallon 199,000 BTU Propane Water Heater (1) Gas piping, venting and water connection (1) Permits and Inspections

System /Investment $5,500.00 Down Payment

Meet All Local Codes Removal Of Existing Equipment Clean Work Area When Completed We also install WIFI thermostats We also install freeze alarms

$0.00

Check With Your Accountant For Any Tax Credits And Rebates

All material listed above is guaranteed as specified. All work will be completed in a professional manner. Any deviation from above specifications involving extra costs will be exetuted only upon written change orders, and will become an extra charge . AI

Authorized Signature

Sales Consultant: Kevin Kuhn

Note: This proposal may be withdrawn by 30 Days us if not accepted within - - --- ---

We hereby propose to furnish labor & material, complete in accordance with the above specifications , for the sum of: $ . Payment to be made as follows: - --- ----

The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do work as specified . Payment will be made as outlined above.

Acceptance Date:

Signature:

Signature:

Name I Address

WHITE WATER TOWNSHIP CHERYL GLOSS POBOX 159 WILLIAMSBURG, MI 49690

Description

Precision Plumbing and Heating Systems proposes to furnish and install the following unit and the White Water Township campground:

Lochinvar CGL199100 commercial water heater (100 gallon capacity, 199,000 BTUS Propane gas removal and disposal of the existing water heater connection to the current plumbing lines reconnect the gas line to the existing line connect to the existing venting system pennit to inspect water heater installation One year labor, One year parts, Three year tank warranty

Investment Price

Qty

231-947-0100

Date Estimate#

10113/2016 15-5945

Project

CAMPGROUND

Cost Total

4,945.00 4,945.00

I

Total $4,945.00

WHITEWATER TOWNSHIP BOARD AGENDA FOR 2ND …...Oct 25, 2016 · 1. Application and/or resume...

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