Oshtemo Township - September 29, 2026 Oshtemo Township Board Special Meeting

Updated about 17 hours ago

The Board considers the financial status and future of the Parks Department, strategies for public works and infrastructure development, and considerations for budget adjustments to address potential shortfalls. The board debates funding allocations, the impact of potential projects on the general fund, and the importance of planning for unexpected expenses. The meeting highlights the township's commitment to maintaining essential services while being fiscally responsible.

Chapters

Call to Order and Welcome (00:00:29)
The meeting was called to order and attendees were welcomed to the Oshtemo Charter Township Budget meeting.

The meeting began with the chairperson calling it to order and welcoming all attendees to the Oshtemo Charter Township Budget meeting.
Pledge of Allegiance (00:00:38)
Attendees were invited to join in the Pledge of Allegiance to the United States.

The chairperson invited all attendees to participate in the Pledge of Allegiance to the flag of the United States of America.
Roll Call (00:01:12)
Roll call was conducted and it was noted that one member was absent, while six members were present.

Roll call was conducted for the meeting, noting that one member was absent and six members were present to participate.
Approval of Agenda and Changes (00:01:32)
The agenda was approved with a noted change: removal of the IT discussion due to the director's absence.

The agenda for the meeting was presented for approval. A change was made to remove the IT discussion, as the IT director was on PTO and it was decided to discuss IT-related topics when he could be present.
Department Budget Discussions (00:02:32)
Budget discussions were held for various departments including assessing, building, and ordinance enforcement.

The meeting proceeded with discussions on the budgets for different departments. The assessing budget was reviewed with no major changes noted. The building department budget was discussed, highlighting predictions of fewer permits next year and the need for a midyear review. Ordinance enforcement was also touched upon.
Fire Department Budget and Fund Allocation (00:10:07)
Issues of budget allocation for fire department funds and potential deficit were discussed.

The board discussed the allocation of funds within the fire department's budget, focusing on the potential deficit in the fire operating fund. They considered whether reallocating the special assessment district (SAD) funds could address the issue or if other measures were necessary.
Facility Needs and Maintenance (00:29:50)
Maintenance and facility needs, such as furnace replacements and door repairs, were outlined.

Facility and maintenance needs were outlined, including the replacement of furnaces at station 53, bay doors at station 1, and addressing eavesdrop issues at station 52. The need for new lockers was also discussed to improve firefighter equipment storage.
Human Resources and Staffing Changes (00:34:38)
HR presented staffing changes, including making a legal assistant full-time and proposing an apparel stipend.

The HR department proposed several staffing changes, including moving a legal assistant from part-time to full-time, updating job descriptions, and introducing an apparel stipend for employees to purchase branded clothing. These changes were discussed along with their budget implications.
Employee Engagement Survey Discussion (00:46:10)
The board discussed the potential implementation of an employee engagement survey, its purposes, and how the results would be used to improve organizational effectiveness.

The discussion revolved around whether to pursue an employee engagement survey to gather insights on staff sentiment and organizational climate. The board considered various factors such as the survey's purpose, the importance of acting on the results, and whether to engage a third-party facilitator like Gallup. Concerns were raised about anonymity, the strategic value of survey data, and the need for a clear plan on using the findings to improve engagement and satisfaction. Timing and resources for conducting the survey were also deliberated.
Apparel Program Proposal (00:49:01)
The board discussed a proposal to provide a clothing allowance for employees required to wear branded apparel, considering budget impacts and organizational branding benefits.

The proposal to provide a clothing allowance for employees was discussed, focusing on the benefits of having employees wear branded apparel when representing the organization. The apparel program aims to improve public recognition and provide a sense of unity and professionalism among staff. The board debated whether this should be included in the budget as a funded item and considered the financial implications. There was consensus on the positive impact of the program, but discussions included whether it should be self-funded by employees or fully funded by the organization.
Job Description and Salary Amendments (01:02:19)
Amendments to job descriptions, promotions, and salary adjustments were discussed, focusing on budget impacts and alignment with organizational goals.

The board reviewed proposed amendments to job descriptions and corresponding salary adjustments, including promotions for certain roles. The discussion included considerations on how these changes would affect the budget, the rationale for timing these changes during the budgeting process, and ensuring salary adjustments align with market rates and organizational needs. The importance of maintaining competitive salaries and clear job roles was emphasized to ensure staff retention and satisfaction.
Legal Department Budget Review (01:12:26)
The legal department's budget was reviewed, highlighting the need for in-house legal resources and potential adjustments for contracted legal services.

The budget for the legal department was reviewed, with particular attention to the allocation for contracted legal services. The board discussed the benefits of having in-house legal counsel for routine matters and the necessity of outside counsel for specialized cases. Considerations were given to the trends in legal expenditures and the potential need for adjustments based on ongoing and anticipated legal challenges. The discussion aimed to ensure that the legal department is adequately funded to support the organization's needs while managing costs effectively.
Maintenance and Facilities Planning (01:31:12)
A strategic plan for township facilities maintenance and future improvements was proposed, focusing on comprehensive assessments of current conditions.

The maintenance director proposed a strategic plan to assess all township facilities comprehensively. The aim is to prioritize future improvements and ensure efficient use of resources. The board discussed the need for a thorough evaluation of infrastructure, including roofs, HVAC systems, and other critical components, to inform long-term planning and budgeting. The importance of addressing deferred maintenance and aligning facilities upgrades with organizational goals was emphasized.
Discussion on Building Maintenance (01:38:07)
Discussion on issues with water intrusion affecting windows and potential expansion of drainage solutions.

The meeting discussed the current state of the building's maintenance, focusing on water intrusion issues with the windows rather than the roof. A recent project involving the flag pole allowed the removal of soil from the building's perimeter, which helped reduce water intrusion during major storms. It was suggested that similar drainage solutions might be needed around the rest of the building.
Study on EV Vehicles and Solar Integration (01:39:00)
Consideration of a study on electric vehicles and solar integration as part of a comprehensive facilities plan.

The agenda item covered discussions about conducting a study on electric vehicles (EVs) and potentially including this as part of a larger facilities plan. There was mention of incorporating solar energy considerations, which were noted from a previous meeting. The comprehensive plan would cover various aspects like covered parking and electrical requirements with a forward-looking approach.
Budget Discussion: Double Budgeting Issue (01:40:17)
Addressed an issue of double budgeting within the budget documents, resulting in corrections and deletions.

The meeting addressed a budgeting issue where items were double budgeted. It was decided to correct these errors by removing redundant budget lines. The discussion involved identifying the items and ensuring that the budget reflects accurate accounting for expenses.
Future Facilities Planning (01:41:14)
Discussion on future-forward facilities planning involving multiple buildings with a significant budget consideration.

The discussion focused on the scope of planning for future facilities, emphasizing that the level of planning required involves more than just one building. The estimated cost for such a comprehensive plan was discussed, although exact figures were not determined. The planning aims to be future-forward, requiring significant effort and possibly consultation with experts.
Maintenance Department Update (01:42:05)
Maintenance department update including progress on current projects and anticipated timelines.

The maintenance department provided an update on ongoing projects. It was noted that some projects might take longer, with anticipated completion around October or early November. The department is working on several maintenance tasks to ensure that facilities are ready before winter, and there was positive feedback on the progress made.
Communication and Media Strategy (01:45:02)
Proposal for adding a media and communications consultant line to enhance marketing and public engagement.

The communications team presented a proposal to add a media and communications consultant line to the budget. This addition would provide marketing support and address increased demands for strategic communications. The team highlighted the need for specialized skills such as copywriting, photography, and videography to improve public engagement and information dissemination.
Police and Ordinance Enforcement Update (01:47:50)
Update on police and ordinance enforcement with a focus on staffing changes and budget considerations.

The police committee provided an update on ordinance enforcement, including staffing changes reflected in the new contract. There was a discussion about ensuring the budget accommodates these changes, with a meeting scheduled to finalize details. The budget for the police contract is believed to be sufficient, but further clarification is expected.
Parks and Recreation Budget Discussion (01:54:01)
Extensive discussion on parks and recreation budget, including maintenance and future funding strategies.

The discussion on the parks and recreation budget covered various aspects, including maintenance services, project reductions, and funding strategies. The need to address significant erosion in the disc golf course was highlighted, along with the importance of community involvement. There was also a focus on balancing the parks budget through strategic reductions and potential transfers from the general fund.
Budget Discussion on General Fund Impact (02:21:15)
Discussion about how current spending impacts the general fund, with a focus on potential fund reallocation.

The meeting starts with a discussion on how current decisions will impact what's available in the general fund. It is noted that there might be other departments returning money to the general fund, which could affect the budget.
Issues with Kalamazoo Community Foundation's Fund (02:22:47)
Concerns are raised about missing records for the Parks and Recreation fund at the Kalamazoo Community Foundation.

There is an issue with the Parks and Recreation fund managed by the Kalamazoo Community Foundation, as funds have been budgeted but are not reflected in records. This has been an ongoing issue for a couple of years, and the process for fund transfers might have been misunderstood.
Parks and Recreation Endowment Fund Discussion (02:23:30)
The board discusses the importance of funding the Parks and Recreation endowment fund and ensuring proper processes are followed.

The board emphasizes the need to continue funding the Parks and Recreation endowment fund, stressing the importance of proper processes and oversight to ensure the budgeted funds are actually transferred. The need for better information and reconciliation is highlighted.
Public Works and Planning Budgets Overview (02:32:00)
An overview of the planning director's budget proposals, focusing on master plan implementation and consultant usage.

The planning director presents budgets related to the continued implementation of the master plan, emphasizing high-priority items and the need for consulting services to assist with zoning ordinance rewrites and other planning efforts.
Discussion on Roads and Public Works Projects (02:45:00)
Public Works discusses ongoing and future projects, highlighting accomplishments and operational efficiencies.

The Public Works director provides an update on various projects, highlighting the department's efforts to improve efficiency and service delivery. The discussion includes details about construction projects, cost savings, and the strategic use of internal resources to minimize external expenditures.
Budget Discussion and Project Funding (02:57:50)
Discussion on budget setup, project prioritization, and funding allocation for internal project management.

The board discussed the budget setup with alpha codes for project management. Concerns were raised about hindering project opportunities. It was suggested to keep current budget allocations but reassign them to capital outlay instead of specific projects like Whitegate. The aim is to identify and prioritize projects at the forefront, bringing them forward as they progress. Various factors like project speed, user impact, environmental justice, and grant eligibility were considered. The discussion also included the Chime Street sidewalk project and policy limitations affecting space utilization.
Capital Improvement Plan and Asset Management (03:02:05)
Focus on long-term capital improvement planning, asset management, and sustainable funding methods.

The board emphasized a long-term focus on the capital improvement plan and asset management. They discussed transitioning to a sustainable funding method through the road fund, considering the fund balance, routine operations, and network connections. The importance of seizing opportunities for development partnerships and leveraging grants like safe streets was highlighted. The need for an asset management plan and maintaining invested assets was also discussed.
Non-Motorized Facilities and Lighting (03:03:00)
Addressing non-motorized facility lighting and comprehensive project approaches.

The community survey indicated inadequate lighting for non-motorized facilities. Efforts to improve street lighting and undertake comprehensive projects rather than isolated improvements were discussed. The approach includes addressing lighting and other aspects in a holistic manner to enhance public infrastructure.
USDA Bonds and Revenue Increases (03:03:53)
Plans to secure USDA bonds and increase revenues through development and connection fees.

The intention to secure USDA bonds for phase two was expressed, along with observing revenue increases from new developments and higher connection fees. The discussion focused on ensuring a self-sustaining utility fund and maintaining financial stability through strategic planning.
Wastewater Agreement and Rate Equalization (03:04:40)
Ensuring equitable wastewater rates and addressing operational costs.

The board discussed the wastewater agreement's goal of equalizing rates for city and outside city users, addressing current inequities. The importance of routine operations, maintenance, and system cost allocation was emphasized. The agreement aims to balance rates and ensure fair charges across different service areas.
Utility Financial Policy and Future Planning (03:05:38)
Reviewing financial policies for utility projects and future funding strategies.

The board considered the need to understand board priorities for advancing sewer projects and maintaining low connection fees. They discussed different debt management strategies and the use of municipal finance advisors to update cash flows. The focus was on aligning financial policies with board goals and preparing for future needs.
Water Fund Balance and Projects (03:06:46)
Discussion on water fund balance, revenue sources, and ongoing projects.

The board reviewed the healthy water fund balance, minimal revenue from interest, and construction potential for future system expansions. They examined how contributions and project relocations are funded, and the need for strategic management of water rates and regional dues.
Wellhead Protection Ordinance (03:07:34)
Wellhead protection ordinance and environmental standards discussion.

The focus was on the wellhead protection ordinance and performance standards. The ordinance aims to safeguard water resources and is part of a larger environmental ordinance reorganization effort. The board is currently presenting these standards to the planning commission.
Internal Systems and Staff Development (03:08:01)
Improving internal systems, staff coordination, and development across departments.

The board discussed building and implementing systems for efficient operations and leveraging professional staff. They considered merging committees into a capital improvement program committee to look at revenue sources and project implementation. The importance of communication and coordination across departments, and investing in staff development for effective service delivery, was emphasized.
Board Goals and Priorities (03:10:28)
Understanding board goals, priorities, and future project directions.

The board sought clarity on goals and priorities, given the changing direction since the master plan. Key areas include sewer projects, transportation planning, non-motorized projects, and property acquisition. The board aims to ensure alignment on development strategies and funding support.
Budget Adjustments and Fund Transfers (03:14:48)
Deliberation on budget adjustments, fund transfers, and financial policies.

The board discussed potential budget adjustments, including fund transfers to the parks department. They considered deferring maintenance, generator replacements, and assessing fund balance policies. The focus was on balancing immediate needs with long-term financial stability and planning for future projects.