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FBWin Accounts Payable - Hillsd
Council Chamber Hillsdale City Hall 97 N. Broad Street Hillsdale, MI 49242 November 5, 2012 7:00 p.m. (517)437-6441 www.cityofhillsdale.org CITY COUNCIL AGENDA CITY OF HILLSDALE REGULAR MEETING 1. Call to Order and Pledge of Allegiance 2. Roll Call 3. Approval of Agenda 4. Public Comments on Agenda Items 5. Consent Agenda A. Approval of Bills from September 27, 2012: Claims of $101,881.62 Payroll of $85,035.18 B. Committee Reports (Pending Approval): 1. Zoning Board of Appeals Minutes of October 11, 2012 2. Finance Minutes of October 15, 2012 3. Planning Commission Minutes of October 16, 2012 4. Communications Minutes of October 22, 2012 C. Council Minutes of October 15, 2012 D. Traffic Control Orders – Permanent (Oak Street, Lumbard Street and Buena Vista) (Resolutions) 6. Communications/Petitions A. 7. Introduction and Adoption of Ordinance/Public Hearing A. Technology Overlay District Ordinance 8. Unfinished Business A. Local Streets Maintenance 9. Old Business A. 10. New Business A. Hillsdale Business Association “Light Up Hillsdale” Parade B. Social Media Policy C. Update of Storm Water Master Plan and Capital Improvement Plan 11. Miscellaneous A. Comcast Letter Regarding XFINITY 12. General Public Comment 13. Adjournment INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 1 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: GENERAL FUND Dept: 101-000.000-214.750 DUE TO IMP PAYROLL ACCOUNT 355 09/27/2012 61,493.82 PAYRLL & FICA FOR 9-27-12 ----------------Total 61,493.82 Dept: CITY MANAGER 101-172.000-715.000 HEALTH AND SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 13.60 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-172.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 55.00 LIFE/DISABILITY INS -OCT 2012 20894 10-12 ----------------Total CITY MANAGER 68.60 Dept: ADMINISTRATIVE SERVICES 101-175.000-801.000 CONTRACTUA NONIK TECHNOLOGIES, INC. 69709 09/27/2012 1,540.00 TECHNOLOGY SUPPORT 5112 101-175.000-806.000 LEGAL SERV MIKA MEYERS BECKET & JONES PLC 69707 09/27/2012 391.00 BARGAINING AGREEMENTS 564863 101-175.000-806.000 LEGAL SERV HILLSDALE COUNTY CLERK 69671 09/27/2012 150.00 FILING FEE-HILLSDALE VS. PISH ----------------Total ADMINISTRATIVE SERVICES 2,081.00 Dept: ASSESSING DEPARTMENT 101-209.000-715.000 HEALTH AND SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 13.60 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-209.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 40.65 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-209.000-726.000 SUPPLIES WALMART COMMUNITY 69725 09/27/2012 38.65 SUPPLIES - ASSRSSOR/LIBRARY XXXXXXXXXXXX4475 101-209.000-861.000 TRAINING & UPPER PENINSULA ASSESSORS ASSO 69669 09/21/2012 175.00 2012 Fall Seminar ----------------Total ASSESSING DEPARTMENT 267.90 Dept: CITY CLERK DEPARTMENT 101-215.000-715.000 HEALTH AND SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 6.80 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-215.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 14.91 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-215.000-726.000 SUPPLIES KSS ENTERPRISES 69701 09/27/2012 161.95 PAPER TOWELS/LINNERS/T-PAPER 799233 101-215.000-734.000 POSTAGE HILLSDALE POSTMASTER 69715 09/27/2012 839.00 POSTAGE 101-215.000-801.000 CONTRACTUA CURRENT OFFICE SOLUTIONS 69687 09/27/2012 201.98 Copier Lease Lanier, HP 229754 ----------------Total CITY CLERK DEPARTMENT 1,224.64 Dept: FINANCE DEPARTMENT 101-219.000-715.000 HEALTH AND SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 6.80 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-219.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 22.84 LIFE/DISABILITY INS -OCT 2012 20894 10-12 ----------------Total FINANCE DEPARTMENT 29.64 Dept: CITY TREASURER 101-253.000-715.000 HEALTH AND SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 6.80 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-253.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 7.28 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-253.000-810.000 DUES AND S APT US&C 69675 09/27/2012 145.00 MEMBERSHIP - ARNOLD 7731 ----------------Total CITY TREASURER 159.08 Dept: BUILDING AND GROUNDS 101-265.000-726.000 SUPPLIES GERKEN MATERIAL, INC 69693 09/21/2012 23.75 HOT MIX - COMMERCIAL TOP 82437 101-265.000-726.000 SUPPLIES HEFFERNAN SOFT WATER SERVICE 69696 09/27/2012 32.50 WATER 48013 101-265.000-801.000 CONTRACTUA EAST 2 WEST ENTERPRISES, INC. 69689 09/27/2012 80.00 MOP/BUFF DISPATCH OFFICE 4617 101-265.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 73.38 TEMP EMPLOYEES W/E 9/9/12 24581509 101-265.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 161.68 TEMP EMPLOYEES W/E 9/16/12 24611612 INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 2 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: GENERAL FUND Dept: BUILDING AND GROUNDS 101-265.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 20.00 RUGS FOR CITY HALL 351617513 101-265.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 20.00 RUGS FOR CITY HALL 351616859 101-265.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 20.00 RUGS FOR CITY HALL 351618191 101-265.000-920.000 UTILITIES MICHIGAN GAS UTILITIES 69706 09/27/2012 76.61 SEPT 2012 GAS UTILITY 4609268-0 9/12 101-265.000-920.000 UTILITIES MICHIGAN GAS UTILITIES 69706 09/27/2012 78.59 SEPT 2012 GAS UTILITY 5176359-7 9-12 101-265.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 2,024.81 UTILITIES FOR SEPTEMBER 2012 101-265.000-925.000 TELEPHONE AT&T 69676 09/27/2012 265.10 TELEPHONE SERVICE 9/2012 517437098309 9/12 101-265.000-930.000 REPAIRS & GELZER & SON INC. 69692 09/27/2012 5.59 SWITCH C22266 101-265.000-930.000 REPAIRS & GELZER & SON INC. 69692 09/27/2012 10.98 FLUOR TUBES FOR CITY HALL C22286 101-265.000-930.000 REPAIRS & SEMMLER ELECTRIC LLC 69719 09/27/2012 1,000.00 ELECTRICAL REPAIRS @ DPS 12907 ----------------Total BUILDING AND GROUNDS 3,892.99 Dept: PARKING LOTS 101-266.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 391.49 UTILITIES FOR SEPTEMBER 2012 ----------------Total PARKING LOTS 391.49 Dept: CEMETERIES 101-276.000-801.000 CONTRACTUA ABS RENTAL SERVICES, LLC. 69672 09/27/2012 160.00 PORTABLE RESTROOM RENTALS 5244 101-276.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 50.18 TEMP EMPLOYEES W/E 9/9/12 24581509 101-276.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 700.86 TEMP EMPLOYEES W/E 9/16/12 24611612 101-276.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 108.75 UTILITIES FOR SEPTEMBER 2012 ----------------Total CEMETERIES 1,019.79 Dept: AIRPORT 101-295.000-726.000 SUPPLIES HEFFERNAN SOFT WATER SERVICE 69696 09/27/2012 5.50 WATER 48013 101-295.000-801.000 CONTRACTUA HILLSDALE AERO, INC. 69697 09/27/2012 2,214.36 GROUNDS MAINTENANCE 46427 101-295.000-801.000 CONTRACTUA JAMES SCHEIBNER 69717 09/27/2012 2,833.33 AIRPORT MGR AGREEMENT 101-295.000-920.000 UTILITIES BRINER OIL CO., INC. 69683 09/27/2012 662.40 FUEL FOR AIRPORT TRACTOR 66141 101-295.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 508.38 UTILITIES FOR SEPTEMBER 2012 101-295.000-925.000 TELEPHONE AT&T 69676 09/27/2012 161.33 TELEPHONE SERVICE 9/2012 517437098309 9/12 101-295.000-925.000 TELEPHONE AT&T 69676 09/27/2012 49.91 TELEPHONE SERVICE 9-12 517439429109 9/12 101-295.000-930.000 REPAIRS & GODFREY BROTHERS, INC. 69695 09/27/2012 50.21 PARTS FOR AIRPORT TRACTOR S53599 101-295.000-930.000 REPAIRS & SPRATT'S 69720 09/27/2012 70.00 CHAIN SAW REAIR 149500 ----------------Total AIRPORT 6,555.42 Dept: POLICE DEPARTMENT 101-301.000-715.000 HEALTH AND SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 108.80 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-301.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 291.56 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-301.000-726.000 SUPPLIES NONIK TECHNOLOGIES, INC. 69709 09/27/2012 62.05 NETWORK REPAIRS/DPS FAX LINE/ NT-5103 101-301.000-726.000 SUPPLIES ADRIAN COMMUNICATIONS 69673 09/27/2012 321.00 RADIO CHARGER/SPEAKER MICS 116175 101-301.000-726.000 SUPPLIES CURRENT OFFICE SOLUTIONS 69687 09/27/2012 62.09 CASSETTE TAPES/RULER 166650 INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 3 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: GENERAL FUND Dept: POLICE DEPARTMENT 101-301.000-726.000 SUPPLIES CURRENT OFFICE SOLUTIONS 69687 09/27/2012 2.49 CLIPS 166961 101-301.000-726.000 SUPPLIES GALL'S, INC. 69691 09/27/2012 39.09 WEAPON CASE 7868 101-301.000-742.000 CLOTHING / NYE UNIFORM COMPANY 69711 09/27/2012 130.78 CLOTHING - PRATT 385455 101-301.000-742.000 CLOTHING / SUD-Z CLEANERS 69721 09/27/2012 177.14 DRY CLEANING SU1747 9/12 101-301.000-861.000 TRAINING & JANE ENGLEHART 69690 09/27/2012 200.00 TRAVEL ADVANCE MEALS/MILEAGE 101-301.000-861.000 TRAINING & HOLIDAY INN EXPRESS 69698 09/27/2012 161.70 LODGING - ENGLEHART/HEPHNER ----------------Total POLICE DEPARTMENT 1,556.70 Dept: FIRE DEPARTMENT 101-336.000-715.000 HEALTH AND SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 34.00 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-336.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 62.85 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-336.000-726.000 SUPPLIES BATTERY ZONE 69678 09/27/2012 386.64 3 VOLT BATTERIES 3677 101-336.000-726.000 SUPPLIES STEVE MCDOWELL 69705 09/27/2012 422.99 REIMBURSEMENT - OFFICE CHAIRS 101-336.000-726.000 SUPPLIES JONESVILLE LUMBER 69700 09/27/2012 7.99 STAKES 636360 101-336.000-726.000 SUPPLIES PERFORMANCE AUTOMOTIVE 69714 09/27/2012 4.39 GREASE 1040783 101-336.000-726.000 SUPPLIES TOM'S SMALL ENGINE REPAIR 69723 09/27/2012 20.16 CHISEL CHAIN 21630 101-336.000-742.000 CLOTHING / OUR DESIGNS, INC. 69670 06/30/2012 129.87 COLLAR BRASS/CUSTOM BADGE 1668193 101-336.000-742.000 CLOTHING / SCP, CORP 69718 09/27/2012 136.00 T-SHIRTS FOR PT FIREFIGHTERS 11954 101-336.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 5.71 CONTRACTUAL LINEN SERVICE 351616858 101-336.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 13.17 CONTRACTUAL LINEN SERVICE 351617512 101-336.000-920.000 UTILITIES MICHIGAN GAS UTILITIES 69706 09/27/2012 45.85 GAS UTILITIES 4609908-1 09/12 101-336.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 657.91 UTILITIES FOR SEPTEMBER 2012 101-336.000-930.000 REPAIRS & APOLLO FIRE EQUIPMENT COMPANY 69674 09/27/2012 558.78 HURST SERVICE TOOLS 36339 ----------------Total FIRE DEPARTMENT 2,486.31 Dept: PUBLIC SERVICES DEPARTMENT 101-441.000-715.000 HEALTH AND SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 13.60 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-441.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY 69722 09/27/2012 38.18 LIFE/DISABILITY INS -OCT 2012 20894 10-12 101-441.000-726.000 SUPPLIES NONIK TECHNOLOGIES, INC. 69709 09/27/2012 99.97 NETWORK REPAIRS/DPS FAX LINE/ NT-5103 101-441.000-726.000 SUPPLIES CURRENT OFFICE SOLUTIONS 69687 09/27/2012 9.46 COPY PAPER 607874 101-441.000-726.000 SUPPLIES CURRENT OFFICE SOLUTIONS 69687 09/27/2012 67.50 PAPER, RPT COVERS 166805 101-441.000-726.000 SUPPLIES GELZER & SON INC. 69692 09/27/2012 119.97 WHEELBARROW A12860 101-441.000-726.000 SUPPLIES KSS ENTERPRISES 69701 09/27/2012 311.39 LINERS, ROLL TOWELS, TOILET PA 799078 101-441.000-726.000 SUPPLIES HEFFERNAN SOFT WATER SERVICE 69696 09/27/2012 19.75 WATER 48013 101-441.000-742.000 CLOTHING / CINTAS CORPORATION 69685 09/27/2012 41.14 RUGS/UNIFORMS - DPS 351616865 101-441.000-742.000 CLOTHING / CINTAS CORPORATION 69685 09/27/2012 41.14 RUGS/UNIFORMS - DPS 351617518 101-441.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 38.40 RUGS/UNIFORMS - DPS 351616865 101-441.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 33.15 RUGS/UNIFORMS - DPS 351617518 INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 4 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: GENERAL FUND Dept: PUBLIC SERVICES DEPARTMENT 101-441.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 473.88 TEMP EMPLOYEES W/E 9/9/12 24581509 101-441.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 458.05 TEMP EMPLOYEES W/E 9/16/12 24611612 101-441.000-920.000 UTILITIES MICHIGAN GAS UTILITIES 69706 09/27/2012 20.23 GAS UTILITY - DPS 4614348-3 10/12 101-441.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 266.50 UTILITIES FOR SEPTEMBER 2012 101-441.000-955.588 MISC-CDL C E & A PROFESSIONAL SERVICES, 69684 09/27/2012 123.64 RANDOM DRUG/ALCOHOL TESTING 29534 ----------------Total PUBLIC SERVICES DEPARTMENT 2,175.95 Dept: STREET LIGHTING 101-448.000-920.202 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 4,727.48 UTILITIES FOR SEPTEMBER 2012 101-448.000-920.203 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 208.05 UTILITIES FOR SEPTEMBER 2012 ----------------Total STREET LIGHTING 4,935.53 Dept: PARKS 101-756.000-801.000 CONTRACTUA ABS RENTAL SERVICES, LLC. 69672 09/27/2012 480.00 PORTABLE RESTROOM RENTALS 5244 101-756.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 345.65 TEMP EMPLOYEES W/E 9/9/12 24581509 101-756.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 306.62 TEMP EMPLOYEES W/E 9/16/12 24611612 101-756.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 10.78 UTILITIES FOR PARKS 003-00013531-02 12 101-756.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 681.70 UTILITIES FOR SEPTEMBER 2012 ----------------Total PARKS 1,824.75 ----------------Fund Total 90,163.61 Fund: MAJOR ST./TRUNKLINE FUND Dept: 202-000.000-214.750 DUE TO IMP PAYROLL ACCOUNT PAYRLL & FICA FOR 9-27-12 355 09/27/2012 ----------------3,578.98 Total Dept: STREET SURFACE 202-450.000-726.000 202-450.000-801.000 SUPPLIES CONTRACTUA GERKEN MATERIAL, INC HOT MIX MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/16/12 69693 09/27/2012 71.25 09/27/2012 30.13 82660 69704 24611612 Total STREET SURFACE Dept: R.O.W. MAINTENANCE 202-460.000-801.000 202-460.000-801.000 CONTRACTUA CONTRACTUA MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/9/12 MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/16/12 69704 CONTRACTUA MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/16/12 09/27/2012 334.50 69704 09/27/2012 334.50 24611612 69704 09/27/2012 202-480.000-801.000 CONTRACTUA CONTRACTUA MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/9/12 MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/16/12 CONTRACTUA MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/9/12 22.30 ----------------22.30 69704 09/27/2012 107.73 09/27/2012 11.15 24581509 69704 24611612 ----------------118.88 Total DRAINAGE Dept: TRAFFIC 202-490.000-801.000 ----------------669.00 24611612 Total TREES Dept: DRAINAGE 202-480.000-801.000 ----------------101.38 24581509 Total R.O.W. MAINTENANCE Dept: TREES 202-470.000-801.000 3,578.98 69704 09/27/2012 24581509 27.88 INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 5 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: MAJOR ST./TRUNKLINE FUND Dept: TRAFFIC 202-490.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 55.76 TEMP EMPLOYEES W/E 9/16/12 24611612 202-490.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 361.64 UTILITIES FOR SEPTEMBER 2012 ----------------Total TRAFFIC 445.28 Dept: TRUNKLINE TRAFFIC 202-490.500-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 305.90 UTILITIES FOR SEPTEMBER 2012 ----------------Total TRUNKLINE TRAFFIC 305.90 ----------------Fund Total 5,241.72 Fund: LOCAL ST. FUND Dept: 203-000.000-214.750 DUE TO IMP PAYROLL ACCOUNT PAYRLL & FICA FOR 9-27-12 355 09/27/2012 ----------------1,155.53 Total Dept: STREET SURFACE 203-450.000-726.000 203-450.000-726.000 203-450.000-726.000 203-450.000-801.000 203-450.000-801.000 SUPPLIES SUPPLIES SUPPLIES CONTRACTUA CONTRACTUA GERKEN MATERIAL, INC HOT MIX - COMMERCIAL TOP GERKEN MATERIAL, INC HOT MIX - COMMERCIAL TOP GERKEN MATERIAL, INC HOT MIX MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/9/12 MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/16/12 69693 09/27/2012 47.50 09/27/2012 47.50 09/27/2012 71.25 09/27/2012 23.20 09/27/2012 36.15 82444 69693 82441 69693 82660 69704 24581509 69704 24611612 ----------------225.60 Total STREET SURFACE Dept: TREES 203-470.000-801.000 CONTRACTUA MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/16/12 69704 09/27/2012 CONTRACTUA MANPOWER OF LANSING TEMP EMPLOYEES W/E 9/9/12 ----------------39.01 69704 09/27/2012 Fund Total DUE TO IMP PAYROLL ACCOUNT PAYRLL & FICA FOR 9-27-12 355 09/27/2012 208-751.000-721.000 208-751.000-726.000 208-751.000-726.000 208-751.000-726.000 Fund: TAX INCREMENT FINANCE ATH. Dept: CAPITAL OUTLAY HEALTH AND DISABILITY SUPPLIES SUPPLIES SUPPLIES SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 CURRENT OFFICE SOLUTIONS TWIST STOP PHONE CORD SCP, CORP FOOTBALL COACHES SHIRTS SCP, CORP FOOTBALL COACHES SHIRTS 69722 ----------------12.05 ----------------1,432.19 2,827.79 ----------------2,827.79 Total Dept: RECREATION DEPARTMENT 208-751.000-715.000 12.05 24581509 Total DRAINAGE Fund: RECREATION FUND Dept: 208-000.000-214.750 39.01 24611612 Total TREES Dept: DRAINAGE 203-480.000-801.000 1,155.53 09/27/2012 6.80 09/27/2012 9.69 09/27/2012 6.49 09/27/2012 265.00 09/27/2012 66.00 20894 10-12 69722 20894 10-12 69687 607933 69718 11766 69718 11925 Total RECREATION DEPARTMENT Fund Total ----------------353.98 ----------------3,181.77 INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 6 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: TAX INCREMENT FINANCE ATH. Dept: CAPITAL OUTLAY 247-900.000-726.000 SUPPLIES GLEI'S, INC. 69694 09/27/2012 423.69 TIFA - DOWNTOWN BEAUTIFICATION ----------------Total CAPITAL OUTLAY 423.69 ----------------Fund Total 423.69 Fund: LIBRARY FUND Dept: 271-000.000-214.750 DUE TO IMP PAYROLL ACCOUNT PAYRLL & FICA FOR 9-27-12 355 09/27/2012 ----------------4,382.33 Total Dept: LIBRARY 271-790.000-715.000 271-790.000-721.000 271-790.000-726.000 271-790.000-726.000 271-790.000-801.000 HEALTH AND DISABILITY SUPPLIES SUPPLIES CONTRACTUA 271-790.000-860.000 TRANSPORTA 271-790.000-920.000 UTILITIES 271-790.000-930.000 REPAIRS & 271-790.000-930.000 271-790.000-982.000 271-790.000-982.000 271-790.000-982.000 271-790.000-982.000 271-790.000-982.000 271-790.000-982.000 271-790.000-982.000 REPAIRS & BOOKS BOOKS BOOKS BOOKS BOOKS BOOKS BOOKS SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 CURRENT OFFICE SOLUTIONS Paper & shipping material HEFFERNAN SOFT WATER SERVICE WATER CINTAS CORPORATION Floor Mats for Library LEANN BECKWITH TRAVEL-DIR WORKSHOP BOARD OF PUBLIC UTILITIES UTILITIES FOR SEPTEMBER 2012 BRAMAN ROOFING Repair to clock tower MAID FOR YOU STRIPPING/WAXING FLOORS BAKER & TAYLOR COMPANY Adult Book Order-September BAKER & TAYLOR COMPANY Adult Book Order-September RANDOM HOUSE, INC. Fall BOT order RANDOM HOUSE, INC. Fall BOT order RANDOM HOUSE, INC. Adult BOT Order for August RANDOM HOUSE, INC. Adult BOT Order for August RANDOM HOUSE, INC. Adult BOT Order for August 69722 09/27/2012 13.60 09/27/2012 28.18 09/27/2012 62.99 09/27/2012 15.00 09/27/2012 27.30 69680 09/27/2012 178.95 69681 09/27/2012 1,332.78 09/27/2012 330.00 09/27/2012 475.00 09/27/2012 363.56 09/27/2012 15.38 09/27/2012 37.50 09/27/2012 97.50 09/27/2012 44.96 09/27/2012 26.25 09/27/2012 33.75 20894 10-12 69722 20894 10-12 69687 414163 69696 48013 69685 351616860 69682 33113 69703 582 69677 2027383214 69677 2027367231 69716 1085181401 69716 1085153643 69716 1085117217 69716 1085042263 69716 1085062016 ----------------3,082.70 Total LIBRARY Dept: LIBRARY - CHILDREN'S AREA 271-792.000-726.000 SUPPLIES 271-792.000-726.000 SUPPLIES 271-792.000-726.000 SUPPLIES 271-792.000-726.792 271-792.000-982.000 271-792.000-982.000 Fund: CAPITAL IMPROVEMENT FUND Dept: 401-000.000-214.750 SUPPLIES-S BOOKS BOOKS CURRENT OFFICE SOLUTIONS Children's Supplies DAWN SHOCK PRESENTATION @ LIBRARY WALMART COMMUNITY SUPPLIES - ASSRSSOR/LIBRARY WALMART COMMUNITY SUPPLIES - ASSRSSOR/LIBRARY BAKER & TAYLOR COMPANY Summer 2012 Kids BAKER & TAYLOR COMPANY Summer 2012 Kids 69687 09/27/2012 6.59 09/27/2012 150.00 09/27/2012 70.97 607906 69688 69725 XXXXXXXXXXXX4475 69725 09/27/2012 69677 09/27/2012 12.74 09/27/2012 59.80 2027383213 69677 2027367232 Fund Total PAYROLL ACCOUNT PAYRLL & FICA FOR 9-27-12 61.34 XXXXXXXXXXXX4475 Total LIBRARY - CHILDREN'S AREA DUE TO IMP 4,382.33 355 09/27/2012 ----------------361.44 ----------------7,826.47 3,033.15 INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 7 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: CAPITAL IMPROVEMENT FUND Dept: ----------------Total 3,033.15 Dept: SIDEWALKS 401-443.000-726.000 SUPPLIES GERKEN MATERIAL, INC 69693 09/27/2012 142.03 HOT MIX - COMMERCIAL TOP 82451 401-443.000-726.000 SUPPLIES GERKEN MATERIAL, INC 69693 09/27/2012 285.00 HOT MIX - COMMERCIAL TOP 82444 401-443.000-726.000 SUPPLIES GERKEN MATERIAL, INC 69693 09/27/2012 427.03 HOT MIX - COMMERCIAL TOP 82442 401-443.000-726.000 SUPPLIES GERKEN MATERIAL, INC 69693 09/27/2012 94.53 HOT MIX - COMMERCIAL TOP 82441 401-443.000-726.000 SUPPLIES GERKEN MATERIAL, INC 69693 09/21/2012 118.75 HOT MIX - COMMERCIAL TOP 82437 401-443.000-801.000 CONTRACTUA DOUBLE A LAWNSCAPING & SUPPLY 69668 09/27/2012 35,355.28 RETAINING WALL ON STATE ST 104 401-443.000-801.000 CONTRACTUA MT ENGINEERING, LLC 69708 09/27/2012 1,330.00 ENGINERING - SIDEWALKS 1212-2 401-443.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 861.89 TEMP EMPLOYEES W/E 9/9/12 24581509 401-443.000-801.000 CONTRACTUA MANPOWER OF LANSING 69704 09/27/2012 370.19 TEMP EMPLOYEES W/E 9/16/12 24611612 ----------------Total SIDEWALKS 38,984.70 Dept: MAJOR STREET RECONSTRUCTION 401-452.000-801.000 CONTRACTUA MT ENGINEERING, LLC 69708 09/27/2012 13,087.00 ENGINERING - STATE S 1209-4 401-452.000-801.000 CONTRACTUA MT ENGINEERING, LLC 69708 09/21/2012 528.00 ENGINERING -FAYETTE ST AUDIT 9011-19 ----------------Total MAJOR STREET RECONSTRUCTION 13,615.00 Dept: DRAINAGE 401-480.000-801.000 CONTRACTUA MT ENGINEERING, LLC 69708 09/27/2012 246.00 ENGINERING -LEWIS ST DRAIN 1114-5 ----------------Total DRAINAGE 246.00 Dept: CAPITAL OUTLAY 401-900.000-975.014 MITCHELL B CURRENT OFFICE SOLUTIONS 69687 09/27/2012 54.48 PULVER COLLECTION - SUPPLIES 163050 401-900.000-975.014 MITCHELL B CURRENT OFFICE SOLUTIONS 69687 09/27/2012 61.02 PULVER COLLECTION - SUPPLIES 163480 401-900.000-975.014 MITCHELL B CURRENT OFFICE SOLUTIONS 69687 09/27/2012 36.32 PULVER COLLECTION - SUPPLIES 163900 401-900.000-975.014 MITCHELL B CURRENT OFFICE SOLUTIONS 69687 09/27/2012 238.78 PULVER COLLECTION - SUPPLIES 162507 401-900.000-975.018 MILLPOND D LODZINSKI & ASSOCIATES, LLC 69702 09/27/2012 250.00 SURVEY @ MILL POND DAM 523 401-900.000-975.040 COMPREHENS NONIK TECHNOLOGIES, INC. 69709 09/27/2012 186.41 NETWORK REPAIRS/DPS FAX LINE/ NT-5103 ----------------Total CAPITAL OUTLAY 827.01 ----------------Fund Total 56,705.86 Fund: DIAL-A-RIDE FUND Dept: 588-000.000-214.750 DUE TO IMP PAYROLL ACCOUNT PAYRLL & FICA FOR 9-27-12 355 09/27/2012 ----------------5,351.90 Total Dept: DIAL-A-RIDE 588-588.000-715.000 588-588.000-721.000 588-588.000-801.000 HEALTH AND DISABILITY CONTRACTUA 588-588.000-920.000 UTILITIES 588-588.000-920.000 UTILITIES SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 CINTAS CORPORATION RUGS FOR DART BOARD OF PUBLIC UTILITIES UTILITIES FOR SEPTEMBER 2012 MICHIGAN GAS UTILITIES GAS UTILITY 9-2012 69722 5,351.90 09/27/2012 24.82 09/27/2012 49.13 09/27/2012 55.35 09/27/2012 389.87 09/27/2012 38.01 20894 10-12 69722 20894 10-12 69685 351618175 69681 69706 4611064-9 9/12 INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 8 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: DIAL-A-RIDE FUND Dept: DIAL-A-RIDE 588-588.000-925.000 TELEPHONE AT&T 69676 09/27/2012 79.71 TELEPHONE SERVICE 9-12 5174373385509 9/12 ----------------Total DIAL-A-RIDE 636.89 ----------------Fund Total 5,988.79 Fund: PUBLIC SERVICES INV. FUND Dept: PUBLIC SERVICES INVENTORY 633-233.000-726.000 SUPPLIES NORTH AMERICAN SALT CO. REMAINING 2011/2012 SALT CONTR 69710 09/27/2012 Total PUBLIC SERVICES INVENTORY Fund Total Fund: REVOLVING MOBILE EQUIP. FUND Dept: 640-000.000-214.750 DUE TO IMP PAYROLL ACCOUNT PAYRLL & FICA FOR 9-27-12 355 09/27/2012 640-444.000-721.000 640-444.000-726.000 640-444.000-726.000 640-444.000-726.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 640-444.000-730.000 DISABILITY SUPPLIES SUPPLIES SUPPLIES VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP VEH./EQUIP SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 GELZER & SON INC. PAINT/HOSE ENDS/KNIFE BLADES JACKSON TRUCK SERVICE INC. PARTS CLEANER/FILTERS PERFORMANCE AUTOMOTIVE TIRE COMENT BECKER & SCRIVENS SAW BLADES GODFREY BROTHERS, INC. RECTIFIER JACKSON TRUCK SERVICE INC. RETURNS JACKSON TRUCK SERVICE INC. WIPER BLADES JACKSON TRUCK SERVICE INC. FILTERS/TRINGLE JACKSON TRUCK SERVICE INC. FILTERS, JACKSON TRUCK SERVICE INC. BATTERIES & CORES FOR #16 JACKSON TRUCK SERVICE INC. TRIANGLE KITS JACKSON TRUCK SERVICE INC. PARTS CLEANER/FILTERS JACKSON TRUCK SERVICE INC. TSAIL LIGHTS PERFORMANCE AUTOMOTIVE BATTERIES FOIR #34 PERFORMANCE AUTOMOTIVE BATTERY CORE RETURN PERFORMANCE AUTOMOTIVE SWITCH RETURNED FOR #11 PERFORMANCE AUTOMOTIVE STARTER FOR #11 PERFORMANCE AUTOMOTIVE SWITCH FOR #10 PERFORMANCE AUTOMOTIVE SPRG HNGRS FOR #11 PERFORMANCE AUTOMOTIVE CAP/ROTOR/SENSOR/INJECTOR PERFORMANCE AUTOMOTIVE BATTERY FOR #1 PERFORMANCE AUTOMOTIVE SENSOR FOR #11 69722 ----------------10,027.76 ----------------10,027.76 2,514.70 ----------------2,514.70 Total Dept: MOBILE EQUIPMENT MAINTENANCE 640-444.000-715.000 HEALTH AND 10,027.76 55917912 09/27/2012 13.60 09/27/2012 30.31 09/27/2012 9.76 09/27/2012 73.68 09/27/2012 7.79 09/27/2012 100.00 09/27/2012 55.88 09/27/2012 -64.31 09/27/2012 36.20 09/27/2012 89.68 09/27/2012 16.86 09/27/2012 357.45 09/27/2012 31.84 09/27/2012 17.03 09/27/2012 24.50 09/27/2012 199.98 09/27/2012 -28.00 09/27/2012 -92.61 09/27/2012 117.39 09/27/2012 3.09 09/27/2012 111.38 09/27/2012 110.84 09/27/2012 103.09 09/27/2012 76.49 20894 10-12 69722 20894 10-12 69692 A12266 69699 PC01226853:001 69714 1040540 69679 59500 69695 S53534 69699 PC01226841:001 69699 PC01226909:001 69699 PC0122716:001 69699 PC01227135:001 69699 PC01227323:001 69699 PC01227355:001 69699 PC01226853:001 69699 PC01226906:001 69714 1040360 69714 1040368 69714 1040412 69714 1040409 69714 1040645 69714 1041116 69714 1041082 69714 1041149 69714 1041177 INVOICE APPROVAL LIST BY FUND SEPTEMBER 27, 2012 Date: 09/27/2012 Time: 5:34pm Hillsdale City Offices Page: 9 --------------------------------------------------------------------------------------------------------------------------------------------------------Fund Department GL Number Vendor Name Check Invoice Due Account Abbrev Invoice Description Number Number Date Amount --------------------------------------------------------------------------------------------------------------------------------------------------------Fund: REVOLVING MOBILE EQUIP. FUND Dept: MOBILE EQUIPMENT MAINTENANCE 640-444.000-730.000 VEH./EQUIP SPRATT'S 69720 09/27/2012 24.82 SPRING & HANDLE 149511 640-444.000-730.000 VEH./EQUIP VERMEER OF MICHIGAN, INC 69724 09/27/2012 225.00 KNIFES FOR #32 CHIPPER P23737 640-444.000-730.000 VEH./EQUIP WELCH AUTO PARTS, INC 69726 09/27/2012 75.00 USED STEERING COLUMN #11 129358 640-444.000-742.000 CLOTHING / CINTAS CORPORATION 69685 09/27/2012 14.16 RUGS/UNIFORMS - DPS 351616865 640-444.000-742.000 CLOTHING / CINTAS CORPORATION 69685 09/27/2012 14.16 RUGS/UNIFORMS - DPS 351617518 640-444.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 23.53 RUGS/UNIFORMS - DPS 351616865 640-444.000-801.000 CONTRACTUA CINTAS CORPORATION 69685 09/27/2012 23.53 RUGS/UNIFORMS - DPS 351617518 640-444.000-801.301 POLICE VEH PARNEY'S CAR CARE 69712 09/27/2012 30.45 SERVICE REPAIRS 2-7 52800 640-444.000-801.301 POLICE VEH PARNEY'S CAR CARE 69712 09/27/2012 462.34 SERVICE REPAIRS 2-7 52803 640-444.000-920.000 UTILITIES MICHIGAN GAS UTILITIES 69706 09/27/2012 20.23 GAS UTILITY - DPS 4614348-3 10/12 640-444.000-920.000 UTILITIES BOARD OF PUBLIC UTILITIES 69681 09/27/2012 247.73 UTILITIES FOR SEPTEMBER 2012 ----------------Total MOBILE EQUIPMENT MAINTENANCE 2,562.87 ----------------Fund Total 5,077.57 Fund: DPS LEAVE AND BENEFITS FUND Dept: 699-000.000-214.750 DUE TO IMP PAYROLL ACCOUNT PAYRLL & FICA FOR 9-27-12 355 09/27/2012 ----------------696.98 Total Dept: PUBLIC SERVICES DEPARTMENT 699-441.000-715.000 HEALTH AND 699-441.000-721.000 DISABILITY SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 SUN LIFE ASSURANCE COMPANY LIFE/DISABILITY INS -OCT 2012 69722 696.98 09/27/2012 47.60 09/27/2012 102.79 20894 10-12 69722 20894 10-12 Fund Total ----------------150.39 ----------------847.37 Grand Total ----------------186,916.80 Total PUBLIC SERVICES DEPARTMENT VENDOR APPROVAL SUMMARY REPORT SEPTEMBER 27 2012 Date: 09/27/2012 Time: 5:19pm Hillsdale City Offices Page: 1 ---------------------------------------------------------------------------------------------------------------Vendor Vendor Name Number Description Check Amount Hand Check Amount ---------------------------------------------------------------------------------------------------------------ABS RENTAL SERVICES, LLC. 2866 PORTABLE RESTROOM RENTALS 640.00 0.00 ADRIAN COMMUNICATIONS 0406 RADIO CHARGER/SPEAKER MICS 321.00 0.00 APOLLO FIRE EQUIPMENT COMPANY 3830 HURST SERVICE TOOLS 558.78 0.00 APT US&C 3683 MEMBERSHIP - ARNOLD 145.00 0.00 AT&T 0048 TELEPHONE SERVICE 9-12 556.05 0.00 BAKER & TAYLOR COMPANY 0011 Adult Book Order-September 451.48 0.00 BATTERY ZONE 2654 3 VOLT BATTERIES 386.64 0.00 BECKER & SCRIVENS 0378 SAW BLADES 100.00 0.00 LEANN BECKWITH 1811 TRAVEL-DIR WORKSHOP 178.95 0.00 BOARD OF PUBLIC UTILITIES 0013 UTILITIES FOR SEPTEMBER 2012 12,223.77 0.00 BRAMAN ROOFING 2472 Repair to clock tower 330.00 0.00 BRINER OIL CO., INC. 1110 FUEL FOR AIRPORT TRACTOR 662.40 0.00 C E & A PROFESSIONAL SERVICES, 3401 RANDOM DRUG/ALCOHOL TESTING 123.64 0.00 CINTAS CORPORATION 0020 Floor Mats for Library 390.74 0.00 CURRENT OFFICE SOLUTIONS 0035 PAPER, RPT COVERS 810.19 0.00 DAWN SHOCK 2066 PRESENTATION @ LIBRARY 150.00 0.00 DOUBLE A LAWNSCAPING & SUPPLY 3846 RETAINING WALL ON STATE ST 0.00 35,355.28 EAST 2 WEST ENTERPRISES, INC. 1299 MOP/BUFF DISPATCH OFFICE 80.00 0.00 JANE ENGLEHART 2981 TRAVEL ADVANCE MEALS/MILEAGE 200.00 0.00 GALL'S, INC. 2158 WEAPON CASE 39.09 0.00 GELZER & SON INC. 0027 PAINT/HOSE ENDS/KNIFE BLADES 146.30 0.00 GERKEN MATERIAL, INC 0384 HOT MIX 1,328.59 0.00 GLEI'S, INC. 0374 TIFA - DOWNTOWN BEAUTIFICATION 423.69 0.00 GODFREY BROTHERS, INC. 2132 RECTIFIER 106.09 0.00 HEFFERNAN SOFT WATER SERVICE 3248 WATER 72.75 0.00 HILLSDALE AERO, INC. 0236 GROUNDS MAINTENANCE 2,214.36 0.00 HILLSDALE COUNTY CLERK 2430 FILING FEE-HILLSDALE VS. PISH 0.00 150.00 HOLIDAY INN EXPRESS 1246 LODGING - ENGLEHART/HEPHNER 161.70 0.00 JACKSON TRUCK SERVICE INC. 0086 TSAIL LIGHTS 582.93 0.00 JONESVILLE LUMBER 2326 STAKES 7.99 0.00 KSS ENTERPRISES 0255 LINERS, ROLL TOWELS, TOILET PA 473.34 0.00 LODZINSKI & ASSOCIATES, LLC 0385 SURVEY @ MILL POND DAM 250.00 0.00 MAID FOR YOU 2046 STRIPPING/WAXING FLOORS 475.00 0.00 MANPOWER OF LANSING 3088 TEMP EMPLOYEES W/E 9/16/12 4,836.74 0.00 STEVE MCDOWELL 2964 REIMBURSEMENT - OFFICE CHAIRS 422.99 0.00 MICHIGAN GAS UTILITIES 0081 GAS UTILITY - DPS 279.52 0.00 MIKA MEYERS BECKET & JONES PLC 1889 BARGAINING AGREEMENTS 391.00 0.00 MT ENGINEERING, LLC 1690 ENGINERING -LEWIS ST DRAIN 15,191.00 0.00 NONIK TECHNOLOGIES, INC. 1392 TECHNOLOGY SUPPORT 1,888.43 0.00 NORTH AMERICAN SALT CO. 2782 REMAINING 2011/2012 SALT CONTR 10,027.76 0.00 NYE UNIFORM COMPANY 0092 CLOTHING - PRATT 130.78 0.00 OUR DESIGNS, INC. 1070 COLLAR BRASS/CUSTOM BADGE 0.00 129.87 PARNEY'S CAR CARE 2412 SERVICE REPAIRS 2-7 492.79 0.00 PAYROLL ACCOUNT 0242 PAYRLL & FICA FOR 9-27-12 0.00 85,035.18 PERFORMANCE AUTOMOTIVE 0961 GREASE 613.83 0.00 HILLSDALE POSTMASTER 0055 POSTAGE 839.00 0.00 RANDOM HOUSE, INC. 1388 Adult BOT Order for August 239.96 0.00 JAMES SCHEIBNER 3302 AIRPORT MGR AGREEMENT 2,833.33 0.00 SCP, CORP 0547 FOOTBALL COACHES SHIRTS 467.00 0.00 SEMMLER ELECTRIC LLC 0398 ELECTRICAL REPAIRS @ DPS 1,000.00 0.00 SPRATT'S 0088 SPRING & HANDLE 94.82 0.00 SUD-Z CLEANERS 1067 DRY CLEANING 177.14 0.00 SUN LIFE ASSURANCE COMPANY 1239 LIFE/DISABILITY INS -OCT 2012 1,063.79 0.00 TOM'S SMALL ENGINE REPAIR 0082 CHISEL CHAIN 20.16 0.00 UPPER PENINSULA ASSESSORS ASSO 1930 2012 Fall Seminar 0.00 175.00 VERMEER OF MICHIGAN, INC 2715 KNIFES FOR #32 CHIPPER 225.00 0.00 WALMART COMMUNITY 3104 SUPPLIES - ASSRSSOR/LIBRARY 170.96 0.00 WELCH AUTO PARTS, INC 0231 USED STEERING COLUMN #11 75.00 0.00 ------------------ -----------------Grand Total: 66,071.47 120,845.33 Zoning Board of Appeals October 11, 2012 Re-scheduled from October 9, 2012 5:30 p.m. City Hall Council Chambers Hillsdale, Michigan The meeting was called to order by the Chair at 5:32 p.m. Those members present were Darin Sheffer, , Ruth Brown, Mark Parker & Tim Auseon Absent: Joe Wollet Richard Kneen Others present: Debra Sikorski, Dick Ford & David Yanokeff Other items received by the Board included: a list of staff permits issued since their last meeting an aerial photograph of the subject property petition applications, submitted by petitioner drawings depicting the proposed construction/placement a narrative prepared by the petitioner minutes from the August, 2012 meeting minutes from interim Planning Commission meetings agenda for this evenings meeting copy of the permit request as denied A motion was made by Auseon and seconded by Brown to approve the minutes of August, 2012. Motion passed unanimously. Joe Wollett arrived at 5:35 p.m. Case # 12-10-9 David Yanakeff, owner of property located at 25 W. Fayette St. presented the project, construction of a secondary residence on the property that would face McClellan St. Petitioner claims that a forty foot setback will look awkward in the neighborhood as all of the other residences that face McClellan are not 40 ft setback. Auseon asked about the topography of the lot and the elevation change between Park & McClellan. Petitioner agreed that part of the request was so that a minimum amount of grading would take place for a walkout basement. The requested setback of 25 ft. would place the structure in line with the other homes in the neighborhood. Sikorski asked about the types of construction. Yanakeff said that it would be a single story stick built home set on a walk out basement. Sikorski said there had been only 1 phone call that included questions, but no opposition. A motion was made by Auseon and supported by Wollett to approve the variance as requested. Roll call vote. Ayes – unanimous, Nays – none. Motion carries. The Board recorded their deliberation in the attached findings of fact for case # 12-10-9. Case 12-10-92 The Board reviewed a request for temporary placement of an office trailer during a renovation of offices located at 3191 W. Carleton Rd. Representative Dick Ford presented background on the property and the need for renovation of the current offices. He amended his original request by opting for a 12 x 60 trailer and extending the time period to accommodate construction. Sikorski asked if any parking would be displaced. Ford responded that mostly display area would be displaced, but there was adequate parking available. Motion made by Auseon and seconded by Wolett to approve the temporary placement of a trailer not to extend past Jan. 1 2013. Roll call vote. Ayes – unanimous, Nays – none. Motion carries. The board adjourned by the Chair at 5:57 p.m. _________________ Darin Sheffer, Chairman City of Hillsdale Finance Committee Meeting Minutes Monday, October 15, 2012 2nd Floor Conference Room Hillsdale City Hall 6:30 PM Call to Order: 6:30 p.m. by Councilperson Scott Sessions Present: Finance Committee Councilpersons: Mary Beth Bail, Sally Kinney, Scott Sessions, and City Manager Linda Brown Absent: Director Bonnie Tew Finance Public: Councilperson Ruth Brown and Ted Jansen There was no public discussion. Nomination for Finance Committee Chair was motioned by Councilperson Kinney and 2nd by Councilperson Bail to recommend Councilperson Sessions to be Finance Committee Chair. Recommendation approved Ayes: 3 Nays: 0 Invoices and vendor approval for checks printed on October 11, 2012 were reviewed and discussed by the committee. Explanation provided by City Manager Linda Brown or: $68,907.69 to Parrish Excavating, (Drainage). These costs were paid to Parrish Excavating as final payment of the Lewis Street Project. $716.18 To CDW-G Computer Centers (City Manager and Police Department). These costs were paid to CDW-G Computer Centers for the purchase of five printer cartridges. Motion made by Councilperson Kinney to recommend approval of bills to Council; 2nd by Councilperson Bail. Ayes: 3 Nays: 0 Motion by Councilperson Kinney to adjourn the meeting, 2nd by Councilperson Bail. Meeting adjourned: 6:50 p.m. Respectfully submitted by: Chairperson Sessions City of Hillsdale Planning Commission City Hall 97 N Broad St. Hillsdale, MI 49242 October 16, 2012 5:30 p.m. Chair Williams called the meeting to order at 5:33 p.m. Present: Dave Williams, Amber Yoder, Jim Pruitt, Kevin Hicks & Laura Smith Absent: Doug Moon & Linda Brown Others present: Debra Sikorski, Assessor Chair Williams wished to add discussion of a workshop to item 2 of unfinished business. A motion was made by Pruitt and seconded by Smith to approve the agenda as amended. Motion passed unanimously. Member Hicks announced that work had begun to conflict and he felt he would need to resign from the commission. He was asked to submit his resignation in writing. Chair Williams opened a public hearing for the reading of an amendment to include a Technology overlay district as Division 17 to Chapter 36 of the Hillsdale Municipal Code. There were no public comments. A motion was made by Pruitt & supported by Smith to close the public hearing. Motion approved unanimously. A motion was made by Yoder and supported by Hicks to forward a recommendation of approval to Council. Roll Call vote – Ayes -- Hicks, Williams, Yoder, Smith, & Pruitt Nays – none. Motion passes. A motion was made by Pruitt & supported by Hicks to approve the consent agenda. Motion passed unanimously. Item #1 of unfinished business included an update from Sikorski on the update of the land use plan. Sikorski reported that Tim Anderson who had been working on the demographics update at Region II Planning was no longer with them. She also presented sample survey questions for the Commission to review. A tentative survey was produced and staff instructed to create a draft for the next meeting. Sikorski presented a tentative budget for the proposed workshop as was being offered by Region II Planning. She reported that the Hillsdale County Planning Commission would be interested in helping to sponsor a training session in Hillsdale County up to$200.00. The Commission talked about the fees, if any, and presentation of planning/zoning basics. They agreed that a workshop should be scheduled for a Thursday evening in January, 2013. There was some discussion of dilapidated building on S. Wolcott. Smith moved to adjourn at 6:55 p.m. Pruitt supported, Motion passed unanimously. ___________________________ David Williams, Chairman Communication Committee Minutes for October 22nd, 2012 Meeting called to order at 7:37am in the 2nd floor conference room of City Hall. Members Present : Linda Brown, Michelle Loren, Eric Macy & Brian Watkins Absent : Sally Kinney Public: None Social media policy discussion- led by Linda Brown A recent National Labor Relations Board (NLRB) ruling changes the impact of social media policy as it relates to employees. Current policy (in review) prohibits employees from discussing nonpublic information (city or staff). The NLRB determined in a similar case that the policy prevented discussion about salary or other employment details. Discussion covered what is and isn't permitted to be posted by city staff on social media, inflammatory statements, confidential information, etc. Eric Macy suggested using FOIA as a standard for what information should / should not be published. Linda commented that malicious or abusive comments or speech wouldn't be knowingly allowed. Michelle discussed the policy in regards to the City facebook page being tied to her department email. Keeping the personal facebook account of staff separate from the official city page is important to prevent confusion or conflict. Discussion followed regarding the right / ability to monitor personal (public facing) blogs or social media of staff. It was determined that the city should state that while it may monitor such information, it would not be standard practice or policy to do so. Brian discussed Toyota's social media / electronic communications policy. Linda asked to see specifics, if they existed, regarding Toyota's standards for social media and the rights of the company vs. the rights of the individual in regards to official communications. Discussion regarding council's use of electronic devices during meetings was discussed in brief. Activities by council members / elected officials on social media discussed- elected officials should be sure to remember that even when posting as a private individual, their comments and actions reflect on themselves as council members and on the City just as their actions on the street would. Linda will share committee discussion with attorney Melissa Jackson who is handling the legal aspects of the social media / electronic communications policy for the City. VIDEO POLICY DISCUSSION Committee discussion regarding what video should and shouldn't be posted on the city website once the Granicus appliance is in operation. Years ago when the City aired content via Comcast, the City would receive requests from citizens to have their videos aired on the City channel. The pros and cons of accepting video content from citizens to be published on the City website was discussed. While numerous negative aspects such as copyright and privacy issues, video quality, etc were discussed, there were no clear benefits to the City should we make a practice of accepting videos from citizens or groups for publication on the City website. It was agreed that if a citizen has a video they would like published online, there are numerous free outlets to broadcast their videos to a worldwide audience (I.e., YouTube, Vimeo, Facebook, etc.). Eric Macy made a motion that only video content generated by the City and authorized by the City Manager will be published on the City website or by other official City communication. Seconded by Michelle. Motion passed unanimously. Meeting adjourned at 9:18am Submitted by Brian Watkins, Communications Committee Chair. Council Chambers Hillsdale City Hall 97 N. Broad St. Hillsdale, MI 49242 October 15, 2012 7:00 p.m. (517)437-6441 www.cityofhillsdale.org CITY COUNCIL MINUTES City of Hillsdale Regular Meeting Call to Order and Pledge of Allegiance Mayor Doug Moon opened the meeting with the pledge of allegiance. Roll Call Mayor Doug Moon called the meeting to order with the following Council members present: Council members Brian Watkins and Casey Sullivan representing Ward One; Council members Ruth Brown and Sally Kinney representing Ward Two; Council member Scott Sessions and Mary Wolfram representing Ward 3; Mary Beth Bail and William Arnold representing Ward 4. Also present were City Clerk Julie Kast, Russ Martin-WCSR, Lew Loren-City Attorney, Linda Brown-City Manager, Keith Richard-Director of Public Services, Michele Loren- Recreation Director, Nicole Dominique – HDN, Ed Crouch, Judy Buzo, Alexis Kozub, Eric Macy, Matt Taylor, Doug Solergrew, Mary Crouch, Doug Sodergren, Ted Jansen, Jack Butler, Amy England. Approval of Agenda Councilperson Sessions wanted Halloween Party added to New Business C. A Motion was made by Councilperson Watkins to approve the amended Agenda, supported by Councilperson Sessions. All Ayes Motion Carried Public Comments on Agenda Items Ted Jansen – 104 Hillsdale St. Business Item C. Would like to come back up and talk during the Halloween Party New Ed Crouch would like to be called up during Old Business A. Crouch Request Regarding State Street Project. Consent Agenda The items listed in the Consent Agenda are considered to be routine by the City Council and the City Manager and will be enacted by one motion. There will be no separate discussion of these items unless requested by a Councilmember. In this event, the item will be removed from the Consent Agenda and Council action will be taken separately on said item. A. Approval of Bills from September 13, 2012: Claims of $166,073.91 Payroll of $89,450.34 B. Committee Reports (Pending Approval): 1. Finance Minutes of September 17, 2012 2. Finance Minutes of October 1, 2012 3. O & G Minutes of October 1, 2012. 4. BPU Minutes of October 9, 2012 C. Council Minutes of October 1, 2012 D. Approval of Joint Recreation Plan (Resolution #3113) A Motion was made by Councilperson Sessions supported by Councilperson Watkins to approve the Consent Agenda. Roll Call: Council members Wolfram-yes, Arnold-yes, Brown-yes, Kinney-yes; Watkins-yes; Sullivan -yes; Bail-yes Sessions-yes and Mayor Moon-yes. Approved 9-0 Motion carried. Unfinished Business A. Local Streets Maintenance – State Street Project is complete. The stairs council discussed at the last meeting were removed and all restoration has been finished. Under “Old Business” Council will discuss the request from Mr. Crouch regarding the requested wall in the area of his property at State and Buena Vista. Speeds on State Street are now being monitored to make a determination as to whether or not the speed limits need to be adjusted. The City Manager Linda Brown thanked Keith Richard and the employees at the Department of Public Services for their assistance with the project. Mayor Moon has heard many good comments regarding the project. B. Code Enforcement Report City Manager Linda Brown has been working with Dave Turnbill in code enforcement on a user friendly way to report code violations similar to the police department. Councilperson Watkins asked if they are still going out to look for violations or are they only looking reacting when a complaint comes in. City Manager Brown replied that Dave is going out several times a week looking for violations. Council person Wolfram still thinks the current report is hard to track. The dates of some of the actions are not on the report for example when the Waldron Street complaint went to the City Attorney no date for that action is on the report. Mayor Moon agreed that when this report is transferred to a spreadsheet similar to the Police Department then it will be easier to keep track of. Councilperson Wolfram made a comment that we are making progress with the residential issues but we have more commercial buildings that are in even worse disrepair. The city now needs to look at these properties for blight. Councilperson Watkins wanted the new spreadsheet to have actions taken when deadlines are past due. City Manager Brown has already spoken to Dave on that particular issue. Old Business A. Crouch Request Regarding State Street Project – This matter was tabled at the last meeting to allow members of Council to actually Visit the site and make an independent determination regarding Mr. Crouch’s retaining wall. Mayor Moon wanted the Council to know that the purpose of the council should be to set policy not Engineering to determine if a wall is put in or not. The Council should be to set policy and have the heads of the various departments make these decisions. Mayor Moon said the goal was to have the slope as near to the previous grade of slope as possible before the road was moved back to the original area. Public Service Director Keith Richard offered to grade the area down more but a longer grade easement would be needed with Mr. Crouch to make the slope less steep. Mr. Crouch already gave the city one easement and he is unwilling to give up more of his property for a bigger easement. The grade it is now is the best that can be accomplished with the current easement. City Engineer Matt Taylor handed out a visual diagram of the area to the City Council. This diagram pictured what area he recommended for the retaining wall. Keith Richard, Ed Crouch and Matt Taylor all met together and discussed all the options. The city Engineer recommended that if they made the wall two feet shorter than the wall could be extend down Buena Visa and still stay around the $5000 area for cost. Mayor Moon asked the City Engineer weather this wall was a want or a need. City Engineer Matt Taylor stated that by the sidewalk ramp the wall is a need. The wall down Buena Vista is a want. Council person Mary Wolfram would like to respectfully disagree with the Mayor on whether this issue is a council decision or not. She believes that the additional $5300 cost should be a Council decision. Mayor Moon agrees the additional cost should be a Council decision but the City Engineer should be the one to recommend if a wall should go in or not. Councilperson Wolfram would like to ask the City Engineer on what did you base the answer to weather this retaining wall is a want or a need. City Engineer Matt Taylor said the slope next to the sidewalk is a need due to there is nothing else around that area that has a slope as steep so the need is that the slope is worse now then before the work was done. The retaining wall is not a need in the scope that it will erode or that the owner will be unable to maintain. The area down Buna Vista is more of a want then a need. Council person Ruth Brown asked the City Engineer if his opinion changed since the last meeting. The City Engineer thought the Council wanted him to go out and try and compromise so that everyone is happy. After talking to Mr. Crouch this diagram is what I came up with. Mr. Crouch actually would like to see the wall extended even further then my recommendation. Mayor Moon wanted to know if Mr. Crouch wanted a longer wall then would Mr. Crouch be willing to pay for the extended length. Mr. Crouch would like the wall to be another 14 feet past the Engineer’s recommendation. The main issue is that when they moved the street over the hill is now almost twice the steepness of the slope then before. Now I cannot mow my lawn with my riding lawnmower I will have to go out a purchase a push mower or landscape it in a way that will not require mowing. Mr. Crouch has entertained the thought of paying for the wall himself. Mayor Moon asked Mr. Crouch if the retaining wall would make the area equal to, better or worst then before the construction. Mr. Crouch replied that in some areas it is better and others it is worse. It just depends upon what area you look at. The main reason for the wall is that I can no longer maintain my lawn the same way as before the road moved. Councilperson Watkins would like to make a motion to approve the retaining wall as presented by the City Engineer that will cost around $5350 not including the work the City will have to perform in the area. The motion was supported by Councilperson Bail. Roll Call: Wolfram-no, Arnold-no, Brown-no, Kinney-yes; Watkins-yes; Sullivan -no; Bail-yes Sessions-no and Mayor Moon-yes. Failed 5-4 Motion Failed Mayor Moon asked the Council what to do now. We have a disgruntled homeowner and no solution. Please go back and if another solution comes up we can put it on the agenda. New Business A. Leaf Collection – Leaf collection is a routine service provided to residents. In the past there have been complaints regarding the lack of communication regarding dates and the whole process in general. The information is routinely posted on our web site, provided in the newspaper and on the radio. The city still receives complaints about the lack of communication. The City Manager would like the Council to speak with individuals in your ward and please advise them of the necessity to meet the schedule and not put the leaves or brush in the road or in the terrace after the pickup is complete. Mayor Moon would like to see everyone help Keith out and get cooperation with enforcement. B. Hillsdale College Fireworks Display – Hillsdale College would like to have fireworks/bonfire as part of their annual homecoming festivities. Chief Gutowski remarked that we have allowed this in the past and did not have any issues. Councilperson Watkins made a motion to approve the permit request from Hillsdale College for their Homecoming Fireworks/Bonfire, supported by Councilperson Arnold. Council members Wolfram-yes, Arnold-yes, Brown-yes, Kinney-yes; Watkins-yes; Sullivan -yes; Bail-yes Sessions-yes and Mayor Moon-yes. Approved 9-0 Motion carried. C. Halloween Party – Ted Jansen has been working diligently to put on the Halloween party. It will be put on with donations from various local businesses and non profits. The Knights of Columbus does a lot of the work for this event. He is asking the city to support this event and be a co-sponsor. He is still looking for judges to judge the costume contest. Chief Gutowski went over the history of this event and is very glad that Ted Jansen is willing to take up the torch and continue to put on this event. The Hillsdale Police Department is donating money to help offset some of the costs. He will also help Ted Jansen any way he could on advice or how it was previously run. Mayor Moon is willing to be a judge and in his opinion it does not matter if the City’s name is on the sign or not the important thing is to do the right thing. Councilperson Brown wanted everyone to know that Ted Jansen acted quickly and put this event on in a very short period of time. Everyone is very grateful that Mr. Jansen is willing to put in his time to Chair this event. Councilperson Wolfram made a motion to support the Halloween Party, supported by Councilperson Brown. All ayes Motion passed Miscellaneous A. BPU Resolution Regarding Ballot Proposal 3 - BPU issued a press release regarding the negative effects which could impact the City’s Board of Public Utilities as well as all residents and businesses located in Michigan if Proposal 3 is passed by the voters on November 6. The BPU passed a resolution stating its opposition to Proposal 3 for not only the above reason but also the fact that the passage of the proposal to change the Constitution could usurp local authority regarding the regulation of such things as wind turbines. Hillsdale’s BPU Board strongly opposes Ballot Proposal #3. B. Police Quarterly Report – Linda Brown looking at the report could see that overall crime is down in Hillsdale from the same time frame last year. Mayor Moon let everyone know that the report shows what a good job our police department is doing. General Public Comment Ted Jansen – 104 Hillsdale Street. Made a suggestion that maybe some yard signs would be a good way to let people know about the brush and leaves pickup dates. Mr. Jansen would also like to thank the Chief for all of his support in helping with the Halloween Party. Judy Buzo – Dial A Ride – Our first trip to Wal-mart was completed today. We took in $22.50 for 5 people. Loading/ unloading everyone it took about an hour. Our next trip is November 5, 2012. Ed Crouch – State Street. Wants the people that voted against the City Engineer’s recommendation to know what are their suggestions are. If there are none then you think that it is safe for me to ride my lawnmower down it. I would have to assume that from this decision. Mayor Moon let Mr. Crouch know that he probably would not get any response for that answer now that the voting has already been taken. Council made no comment. Council Comment Council person Wolfram would like to encourage the other council members to come up after the meeting and possibly volunteer to station themselves around town at some of the businesses and talk to the public about the proposed City Income Tax. Information is also on our City Web site. Mayor Moon let everyone know that there is a group of citizens that is against the Income Tax and they are putting out fliers that have a lot of falsities. Some of this stuff is not true. 1. The income tax raises only a fraction of the funds needed to fix the roads. Mayor Moon - This is because we are first trying this out for 7 years to see if it will work. 2. The City Council protected itself from the new tax. A month before this was approved the city Council approved a 3% raise for non-union city employees including themselves. Mayor Moon - This is a lie because no one on the City Council received a raise., 3. The City Income tax will drive businesses away. Mayor Moon - Go ask Paragon. They just moved into Hillsdale. Mayor Moon urges the city residents to go online and read through all the facts and see how this will affect each individual. He also urges the City Council members to be available to let the public know of the facts. Motion by Councilperson Arnold to Adjourn supported by Councilperson Watkins. All Ayes Motion Carried. Adjournment at 8:40 pm __________________________________ Mayor Doug Moon ___________________ Date ___________________________________ City Clerk, Julie Kast _______________________ Date City of Hillsdale Agenda Item Summary Meeting Date: November 5, 2012 Agenda Item #7: Introduction & Adoption of Ordinance/Public Hearing Technology Overlay District BACKGROUND: The Planning Commission has worked for quite some time on developing an ordinance to designate a portion of the industrial park as a Technology Overlay District. This type of district is designed to promote development of research and technology-related businesses, limited light manufacturing and assembly and other business and uses that are compatible with this type of district. It includes, as most zoning ordinances do, the definition, principal and special uses, prohibited uses and required conditions, development standards as well as guidance on the use of such a district. RECOMMENDATION: As indicated in Ms. Sikorski’s attached memo, the ordinance has been approved by the City Attorney and the required public hearing was held at the Planning Commission level. There were no objections from the public at the time of the hearing. Accordingly, I recommend that Council adopt the ordinance as presented, authorize the Mayor and Clerk’s signatures and order it published by the Clerk as adopted. City of Hillsdale Agenda Item Summary Meeting Date: November 5, 2012 Agenda Item #10: New Business A – HBA Light Up Hillsdale Parade BACKGROUND: The Hillsdale Business Association has requested approval by the City of certain street closures to accommodate a parade on December 1, 2012 at 5:00 p.m. They have also requested the City to allow them to use the necessary barricades to safely accomplish the temporary closures. The theme for the parade is “Light Up Hillsdale”. I have attached a map of the proposed parade route. I am told they wish to stage the parade in the Midtown parking lot as well. Accordingly, I am asking Council to consider approval of the parade route and use of the Midtown lot as well as the City’s provision of barricades on Friday before the parade with pickup on Monday. I have been assured by HBA that volunteers will be provided for the setup and take down of the barricades before and after the parade. While the City would incur cost in the delivery and pickup of the barricades, City personnel would not be participate in the placement or removal of barricades on Saturday and accordingly, would not incur any overtime hours as a result of the request. If Council approves the request, I will direct Chief Gutowski to prepare the appropriate temporary traffic control orders and right-of-way permit inclusive of barricade placement and process same through Keith Richard for approval and drop-off of barricades. I recommend approval. City of Hillsdale Agenda Item Summary Meeting Date: November 5, 2012 Agenda Item #10: New Business B – Social Media Policy BACKGROUND: Pursuant to Council direction, a policy has been developed by Attorney Melissa Jackson regarding social media. The policy was presented to the Communications Committee for review and following receipt of some additional information regarding certain portions of the policy, was modified slightly to more properly align it with some recent decisions in a rapidly changing environment. A copy of the policy is enclosed. RECOMMENDATION: I recommend that Council adopt the policy as presented. CITY OF HILLSDALE POLICY REGARDING SOCIAL MEDIA The City of Hillsdale (City) has the right and duty to protect itself from unauthorized disclosure of information. Therefore, the City’s social networking/media policy includes rules and guidelines for personal social networking, to the extent that it affects the City. In administering this policy, the City will, of course, honor the First Amendment's protection of an individual's right to free speech. Applicability This policy applies to all employees, staff, and interns, who will be referred to collectively in this policy as "Affected Individuals." The policy should serve as guidance for elected officials and as a statement regarding the City’s position on Social Media, as it relates to the City. Definition Social Media, as it is used in this policy, includes blogging, use of social networks, and use of other forms of technology (via the Internet or cellular networks) such as texts, images, audio, video or wiki postings. Social networks include but are not limited to: WordPress, Facebook, MySpace, Twitter, chat rooms, personal blogs, LinkedIn, podcasts, YouTube, Flickr, Photobucket, online journals, diaries, personal newsletters, and social bookmarking (e.g. Digg and Delicious), that are not affiliated with the City. Considerations in Use The City respects the right of Affected Individuals to use blogs and social networking sites as a medium of self-expression and public conversation and does not intend to discourage Affected Individuals from such uses. The City understands that Affected Individuals may use Social Media for personal interests and affiliations, to comment on matters of public concern, or other lawful purposes. Affected Individuals, however, are expected to follow the guidelines in this policy, as well as other related policies. Affected Individuals must comply with the City’s Equal Employment Opportunity Policy and the Prohibited Harassment Policy. No use of Social Media may discriminate against or harass another person on the basis of any characteristic protected by applicable law. Unless specifically instructed, Affected Individuals do not have the authority and therefore are restricted from speaking/communicating on behalf of the City. Any Affected Individual who chooses to identify himself or herself as affiliated with the City may be viewed as a spokesperson for the City. Therefore, the City requires that the Affected Individual state that the views expressed are his or her own and may or may not reflect those of the City, nor of any person or organization affiliated or conducting business with the City. Affected Individuals are expected to protect the privacy of the City and its employees, and are prohibited from disclosing personal and private information of others, without their express authorization to do so, and any other proprietary and nonpublic information to which Affected Individuals have access. Affected Individuals cannot post on personal blogs or other sites the logo of the City, unless they have prior approval for use by the City Manager. Affected Individuals cannot post privileged information, including trademark, copyrighted, proprietary, or other intellectual property information, or internal City-issued documents. Affected Individuals cannot post on personal blogs and Social Media any advertisements for or photographs of City services. Affected Individuals cannot link from a personal blog or Social Media site to the City’s internal or external web site. Affected Individuals cannot post on personal blogs or Social Media photographs of other City employees, Council members, vendors or suppliers, without their prior consent. Affected Individuals also may not post photographs of persons engaged in City business or at City events without the prior expressed written consent of such persons and/or the City. Affected Individuals cannot use City time or City-owned equipment, including computers, Citylicensed software, or cell phones, to conduct personal blogging or social networking activities unless specifically authorized in advance by the City Manager or the City Manager’s designee. All Affected Individuals should safeguard and maintain the City's positive image and reputation To the extent that the City is involved, Affected Individuals should have no expectation of privacy while using any City communication equipment or facilities for any purpose. All postings over City equipment, authorized or not, may be monitored and/or reviewed by the City. The City also reserves the right to monitor Social Media; websites visited; postings; and comments and discussions that occur on the City’s equipment. The City may use blog-search tools and software to monitor Social Media and forums such as blogs and other types of personal journals, diaries, personal and business discussion forums, and social networking sites, provided those sites are publicly viewable or searchable. The City reserves the right to use content management tools to monitor, review or block content on Social Media, including blogs that violate the City’s blogging rules and guidelines. The City will not require Affected Individuals to disclose personal passwords. Authorized Use The City may specifically authorize an Affected Individual to engage in social networking and blogging to: share municipal-related events, information and ideas; promote the City services; communicate with the public; and issue or respond to breaking news or publicity. When Social Media is utilized, the Affected Individual must ensure that all communications maintain the City's integrity and reputation, while minimizing actual or potential legal risks. Affected Individuals should immediately correct any published mistakes and may not alter previous published posts to Social Media without specifically stating what change has been made. When the City Manager authorizes an Affected Individual to use Social Media, the rules and guidelines in this policy apply, as they apply to all Affected Individuals’use of Social Media, including but not limited to the City-related blogs and social networking entries. Only Affected Individuals authorized by the City Manager, may prepare and modify content for any of the City’s Social Media, including blogs and the social networking entries. The content must be relevant, add value and meet at least one of the specified goals or purposes developed by the City. Questions or concerns regarding content, information, material or conversation should be discussed with your immediate supervisor/manager or Human Resources. All Affected Individuals must identify themselves and their affiliation with the City when posting comments or responses on the City's Social Media. Any copyrighted information that has not been pre-authorized by the City for dissemination or publication in Social Media cannot be posted. Any Affected Individual that is contacted by anyone regarding a posting that is related to the City should direct the inquiry to the City Manager. Questions or concerns relating to this policy, a personal blog or Social Media should be directed to your manager, supervisor, or the City Manager. Any guest who has prior authorization from the City Manager, or the City Manager’s designee, to use the City's Social Media will be expected to abide by all rules and guidelines set forth in this policy. The City reserves the right to remove, without advance notice or permission, any and all guest content considered inaccurate, offensive or in violation of this policy. The City reserves the right to take appropriate action against guests who engage in prohibited or unlawful conduct. Responsibilities and Consequences of Non-Compliance All the City supervisors and managers are responsible for ensuring all activity on the City's Social Media complies with the City’s policies. The City Manager and/or the City Manager’s designee is authorized to take appropriate action to address (which includes removing) any content on the City's equipment and Social Media that does not meet the rules and guidelines addressed in this policy, or that may be illegal or contrary to this policy. Such action can occur without advance notice and without consent of the individual responsible for the posting of the content. All Affected Individuals are expected to comply with this policy. Violation of this policy may result in appropriate action, including disciplinary action up to and including termination; consistent with personnel policies and applicable collective bargaining agreements, and may also be subject to criminal or civil prosecution under applicable laws. Affected Individuals are personally responsible for their commentary on blogs and social networking sites. Affected Individuals may not violate this policy and may be held personally liable for commentary that is considered defamatory, obscene, proprietary, threatening, harassing, abusive, hateful, embarrassing or libelous by any offended party, person, or organization. Any Affected Individual who has reason to believe that any individual may be violating any aspect of this policy may voice his/her concern to his/her department manager, supervisor, or the City Manager. The City will investigate and respond to reported violations of the Social Networking/Media policy. Managers and supervisors are responsible for reporting to the City Manager any policy violations of which they are made aware. Approved by the City Council: __________________________ Douglas G. Moon – Mayor Motion by:__________________________ Second by:______________________________ Date: November______, 2012 16531:00002:1429035-2 City of Hillsdale Agenda Item Summary Meeting Date: November 5, 2012 Agenda Item #10: New Business C – Update of Storm Water Master Plan and Capital Improvement Plan BACKGROUND: As a part of accomplishing Council’s first priority goal of street improvements, having an updated Capital Improvement Plan and Storm Water Plan are necessary in determining some type of order for improvements to the infrastructure. Accordingly, I have requested Craig Shumaker from Fleis & VandenBrink to prepare a project proposal for updating both plans. As you can see from the enclosed proposal, the methodology for developing the Capital Improvement Plan would include developing a prioritized list of projects for the next five (5) years, evaluating surface conditions as well as drainage improvement coordination. The plan would create a prioritized list of projects by year based on anticipated City budget available inclusive of major rehabilitation as well as preservation projects. Itemized project budget estimates would be developed for each road segment. I believe now is the time to obtain this “roadmap” for necessary street improvements so as to have it ready when the income tax is in place and monies are being generated to pay for the improvements. The cost for the update of both plans is $13,000.00. I am advised by Finance Director Tew that that amount is available in the Capital Improvement Budget. RECOMMENDATION: I recommend Council authorize the Mayor and Clerk’s signatures on the Authorization to Proceed under the Agreement we already have with Fleis & VandenBrink.
