TB Minutes Strategic March 20 2012 approved

Hamburg
Townshi
FAX 810-231-4295
PHONE 810-231-1000
a great place to grow
P.O. Box 157
10405 Merrill Road
Hamburg, Michigan 48139
HAMBURG TOWNSHIP BOARD OF TRUSTEES
Strategic Planning Meeting
Hamburg Township Hall Board Room
Tuesday, March 20, 2012
10:00 a.m.
1.
Call to Order
Supervisor Hohl called the meeting to order at 10:06 a.m.
2.
Pledge to the Flag
3.
Roll Call of the Board
Present:Dolan (arrived at 11:30 a.m.), Carlson, Hahn, Hohl, Neilson,
Semprevivo (left at 2:30 p.m.), Menzies
Also present: Mark Hogrebe, Fire Chief; Richard Duffany, Police Chief; Tony Randazzo, Director of
Technical Services; Patrick Hagman, Zoning Administrator; Susan Murray, Assessing; Angie Rabb,
Director of Accounting; Patricia Hughes, Deputy Clerk.
4.
Call to the Public
A call was made with no response.
5.
Approval of the Agenda
Motion by Hohl, supported by Menzies, to approve the agenda as presented.
AYES: 6
NAYS: 0
ABSENT: I (Dolan)
MOTION CARRIED
Voice Vote:
6.
Strategic Planning Meeting
Open Board Discussion
Hohl stated the 2011/2012 Fiscal Year Budget anticipates a $300,000 surplus from State Revenue
sharing at the end of the Fiscal year.
Semprevivo stated he would like to hear from the Auditor as relates to Reserves, and when it makes
sense to make those types of deposits.
Hohl gave history on the Hamburg Hotel property, and described the lease that was entered into with
the Ward family for the Township's use of this site. He stated the Hamburg Historical Society is
planning on developing a Village park on that site and will be presenting a plan to the Board for their
consideration. He stated the Ward family has agreed to the plans, and supports them.
Hamburg Township Board of Trustees
Strategic Planning Session
Tuesday, March 20, 2012
Page 2
Fiscal Year 2012-2013 Departmental Presentation of Goals & Objectives
Clerk, Election, Cemetery, Senior Center - Jim Neilson, Clerk
Neilson reviewed the Goals & Objectives for the Clerk's Department for the 2012/2013 Fiscal Year
including subcategories as follows: Elections, Human Resources/Personnel, Policies & Procedures,
Cemetery, Passports, FOIA, General Ordinances, Township Website.
Semprevivo asked about Election equipment needs for the upcoming fiscal year, and if upgrades or
additions are anticipated.
Hughes stated the Township discussed setting a reserve last year, and is unsure if that has been
done. She stated the equipment is getting older but is still in fairly good working order.
Neilson stated the equipment is currently covered under a maintenance agreement which was
purchased by the Township last year.
Hahn suggested that each Department Head should come up with an asset list, reflecting values, life
expectancy, and the suggested reserve to repair or replace the asset in order to justify the reserves
the Board has been setting aside.
Hohl stated all Department Heads have been working on that project since last fall, and it will be
presented to the Board in May along with the Budget.
Neilson announced that the Employee Handbook will be done before the end of the 2011/2012
Fiscal Year. He stated it will be available on the V drive once it is approved, and then will be
maintained on a regular basis.
Hahn stated he would like to see on the Clerk's Goals and Objectives that the current head count will
be maintained.
Hohl stated no Department Head will be bringing forward any plans for full-time head count
additions.
Neilson reviewed the cemetery functions and stated Eric Everett is currently in charge of the
Marketing for that effort.
Hohl stated the Clerk's office will renew Marketing efforts after the Employee Handbook and the
Employee Healthcare issues are resolved and their Department resources can be re-directed.
Neilson stated that Passports are now being processed in the Clerk's Department, with support and
assistance from the Treasury.
Semprevivo would like to know what it is costing the Township to provide this service.
Carlson reviewed his findings regarding the Passport camera and printer, which are in need of
replacement due to age and intermittent technical issues.
Semprevivo suggested a General Ordinance index that would be easier for the General Public to
navigate and help find the right Ordinance for their reference.
Hahn asked how the Clerk's Department feels they did on last year's objectives.
Hughes stated she feels the staff did well considering that a lot of large projects were given to the
Department that were unanticipated in last year's Goals and Objectives.
Hahn stated that he anticipates the Deputy Clerk will participate in the Employee Healthcare Benefit
process, similar to what was required last year.
Hamburg Township Board of Trustees
Strategic Planning Session
Tuesday, March 20, 2012
Page 3
Treasury - Al Carlson, Treasurer
Carlson reviewed the Goals & Objectives for the Treasury for the 2012/2013 Fiscal Year as outlined
in his memo dated March 13, 2012. He stated the Treasury has had an excellent year, and was
100% balanced last year. Accounting was fed information on a daily basis, and they were able to
reconcile in a timely manner.
Supervisor - Pat Hohl, Supervisor
Hohl reviewed the Goals & Objectives for the Supervisor's Office for the 2012/2013 Fiscal Year as
outlined in his memo. He stated a large project that will need to be discussed is a Records
Management and Retrieval Plan for the Township records. He stated Tony Randazzo is the lead on
this project, and will be working on a proposal for this effort. He stated there is a great deal of
documentation that is required to be stored, sometimes indefinitely, and the Township needs to
come up with a plan for future retention. He stated he will be actively working on developing and
implementing the long-term capital maintenance/replacement fund for all facilities and assets to be
adopted by the Board by June 2012.
Semprevivo requested that the Supervisor work with the Clerk to provide possible alternatives to the
current internal Human Resource effort by providing ideas and costs associated with resource
sharing, part-time staffing or outsourcing.
Dolan arrives 11:30 p.m.
Fire Department - Chief Mark Hogrebe
Chief Hogrebe reviewed the Fire Department Goals & Objectives for the 2012/2013 Fiscal Year.
Goals include: the replacement of thermal imagers, the purchase of a Rescue/Fire vehicle to be
delivered June 2012, increase Fire Prevention presence within the Township, continue and enhance
the Youth Fire Prevention education efforts, and pursue implementing a Residential Knox Box
program which will provide assistance to persons who are sick, terminally ill or who need FD
assistance by allowing the FD access to the home without damaging the locks/doors if the person in
need is alone and unable to open the door.
Semprevivo asked the Chief what impact the recent acquisition of the Fire Engine, or any anticipated
future needs for equipment will have on the Fire Fund, and asked if the Supervisor's estimated
amount of $1,000,000 was still attainable.
Hahn asked what the Chief was doing about developing an Inventory list of the Fire Department
assets, and the values associated with them, along with the life expectancy.
Hogrebe stated he has started reports for each of the Stations which list the equipment, value and
the estimated life expectancies. They have started setting funds aside anticipating replacement of
the equipment as it reaches its term.
Rabb stated reports from each of the Department Heads were submitted in the fall, and are
compiled, distributed and maintained by the Accounting Department.
Discussion took place regarding an early warning system for severe weather, and Hohl stated there
is discussion taking place now at Public Safety meetings, and a proposal will be brought forward.
Police Department - Chief Richard Duffany
Chief Duffany reviewed the Goals & Objectives for the 2012/2013 Fiscal Year. Goals include: the
expanded use of shared services and enhancing partnerships with other law enforcement agencies,
increasing departmental effectiveness and efficiencies through increased officer competency and
moral, to continue building community trust and support by being engaged with the residents and
being responsive to the needs of the community, and by reaffirming the Department's commitment
to combating the county-wide drug problem by maintaining a proactive drug enforcement policy.
Hamburg Township Board of Trustees
Strategic Planning Session
Tuesday, March 20, 2012
Page4
Discussion took place as relates to costs vs. revenues for the Police Department, what options are
being investigated for future services/equipment and how it will relate to our ability to fund them
with or without the General Fund money or a future increase in Police millage.
Hohl stated answers will be coming forward with the Forecast and Budget process which will be
coming up on May 15, 2012.
DPW, Tech Services, Building & Grounds, Cable TV & Computer - Tony Randazzo & Don Miller
Randazzo reviewed his Goals & Objectives for the 2012/2013 Fiscal Year, as outlined in his memos
provided in the packet. He reviewed goals for each Department including: DPW, Cable TV and
Computer, Building & Grounds, Tech Services.
Miller stated the bridges along the trail should be professionally inspected.
Semprevivo asked if Miller could develop a cost of services list for the DPW/Building & Grounds
Departments to be used as a tool by the Board in determining if projects could be handled less
expensively in house, or if it would benefit the Township to sub-contract it out. He would also like
Miller to investigate the possibility of doing some of the Operational Consultation that is taking place
currently, to be more on an in house basis and if that would benefit the Township.
Discussion took place relating to disaster recovery plan for the software, which is backed up weekly
and tested for its stability once a month. A Records Management, Retention and Retrieval plan is
being worked on and will be presented towards the end of 2012, for possible inclusion in the
2013/2014 Budget.
Planning/Zoning & H.E.R.B. - Pat Hagman
Hagman reviewed the Goals and Objectives for H.E.R.B. & the Planning and Zoning Department for
the 2012/2013 Fiscal Year, as outlined and provided in the packet. He stated H.E.R.B. has not met,
but he would like to continue to retain the members to serve on an "as needed" basis as they are a
very qualified and diverse group.
Hohl stated he will bring forward a list of members and suggested appointments for H.E.R.B. by the
April 6, 2012 board meeting.
Hagman stated the ZBA meets on an as needed basis, and application fees cover the costs of the
per diems for the Board and the charges for the Recording Secretary. He stated the Planning
Commission currently meets on an "as needed" basis as well, but is required to meet a minimum of
4 times per year due to statue.
Discussion took place on what if Planning and Zoning activity continues to grow, when would extra
assistance would be needed in his Department. Hagman stated if the current building/permit
demands doubled, some clerical help would be needed in order for him to maintain the current level
of service.
Assessing - Susan Murray
Murray reviewed the Goals and Objectives for the Assessing Department for the 2012/2013 Fiscal
Year, as outlined and provided in the packet.
Community Recreational Services Organization - Jim Neilson, Clerk
Neilson reviewed the Goals and Objectives for the CRSO for the 2012/2013 Fiscal Year, as outlined
and provided in the packet. He stated the focus group sessions are planned tentatively for the end of
March.
Hamburg Township Board of Trustees
Strategic Planning Session
Tuesday, March 20, 2012
Page 5
Accounting Department/Cashier - Angle Rabb
Rabb reviewed the Goals and Objectives for the Accounting Department for the 2012/2013 Fiscal
Year, as outlined and provided in the packet.
Hahn asked what Accounting needed from the Township Board in order to create a 2-year and 5-year
budget.
Rabb stated narratives are needed from the Board for a submission to apply for an award through
Government Finance Officers Association.
Hohl stated he will bring forward the criteria in order for the Board to get something drafted.
Open Discussion with Department Heads
Hughes asked if the Board had any interest in budgeting for Consultant fees for the Health Care
selection process, as she anticipates the Clerk's Department to be busy with the number of Elections
that will be taking place this calendar year.
Hohl suggested that concern be addressed at the Personnel Committee meeting.
Hagman asked if the Board would like to plan on a Joint meeting with Planning, Zoning and
HERB.
Hohl suggested planning on a joint meeting after the November Election.
Department Head meeting was scheduled for Thursday, March 29, 2012 at 1:30 p.m. to give input
on the Personnel Manual and to be given an update from Randazzo on the Records Retention
project.
Closing Call to the Public
A call was made with no response.
Motion by Semprevivo. supported by Hahn. to adjourn meeting at 3:30 p.m.
Voice Vote:
AYES: 6
NAYS: 0
ABSENT: (Semprevivo)
1
MOTION CARRIED
Respectfully submitted,
Debra Hen neman
Recording Secretary
James A. Neilson
Township Clerk
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