Oshtemo Township - June 25, 2025 Township Board Budget Meeting

Updated about 5 hours ago

In the second Budget meeting session department heads present their achievements, goals, and visions as part of the budgetary planning process. The meeting includes discussions on infrastructure improvements, such as the installation of new HVAC systems and roof replacements, as well as updates on park facilities and public safety initiatives. The meeting emphasizes the importance of strategic planning and community engagement in guiding budgetary decisions for the upcoming year.

Chapters

Welcome and Call to Order (00:00:01)
The meeting was called to order with a welcome and invitation to join in the Pledge of Allegiance.

The meeting began with a welcome and the chair called the meeting to order, inviting attendees to join in the Pledge of Allegiance.
Pledge of Allegiance (00:00:19)
Attendees recited the Pledge of Allegiance to the flag of the United States of America.

The Pledge of Allegiance was recited by all attendees, pledging allegiance to the flag and the republic.
Core Values Sharing (00:00:42)
A board member shared a portion of the township's core values, focusing on increasing accessibility and improving services.

A member of the board shared the township's core values, emphasizing the importance of accessibility and improved services, and noted their relation to previous discussions.
Approval of Agenda (00:01:15)
The agenda for the meeting was approved without changes following a motion and vote.

The meeting agenda was approved as presented. There were no requests for changes, and the motion to approve the agenda passed unanimously.
Public Comment on Non-Regular Session Items (00:01:56)
No public comments were made for non-regular session items, and the session was closed.

The floor was opened for public comment on non-regular session items. Seeing none, the chair closed the public comment period.
Work Session: Department Presentations (00:02:09)
Department heads presented achievements, goals, and visions to inform budgetary decisions.

Department heads were invited to present their achievements, goals, and visions (AGVs) to inform future budgetary decisions. This included a detailed presentation by the IT Director on technology upgrades and future plans.
IT Department Report (00:02:09)
The IT department reported on completed projects and ongoing initiatives, including system upgrades and training.

The IT Director provided a comprehensive report on the department's activities, highlighting upgrades to meeting rooms, camera installations, cloud-based systems, and future goals such as improving remote work capabilities and completing system upgrades.
HR Department Report (00:27:43)
The HR department shared updates on staffing, new benefits, and compliance with labor laws.

The HR Director discussed the implementation of new HR systems, successful completion of annual reviews, introduction of new employee benefits, and compliance with labor laws. The report included updates on staffing positions and ongoing HR initiatives.
HR Department Report (00:33:36)
The HR department discussed various staffing updates, handbook revisions, union negotiations, and policy developments.

The HR department reported on the open enrollment process, hiring of a new HR coordinator, and ongoing handbook revisions with the Township board and legal department's assistance. Negotiations with the firefighters union are nearing completion. The department is also working on developing standard operating procedures and taking advantage of local professional development opportunities. Significant changes have been made in the HR department, such as implementing a new HR system, hiring a new coordinator, and changing benefits. There is a focus on retaining current staff and continuing to explore benefit offerings. Future goals include formalizing the onboarding process, developing a monthly training program with the safety committee, implementing retention strategies, and exploring diversity, equity, and inclusion (DEI) initiatives.
Discussion on Document Access and Policies (00:37:00)
Discussion on access to policies and procedures for trustees, including using OneDrive and a DP system.

The discussion revolved around access to policies and documents for trustees and staff. It was noted that trustees do not have direct access to certain policies through a DP system, and there was a suggestion to use OneDrive to share policies with trustees. The conversation included the limitations of OneDrive, such as the need to keep track of links and the possibility of losing access if someone leaves. The idea of creating a centralized intranet or public space for policy access was explored.
Parks Department Report (00:49:01)
The Parks Department provided updates on park improvements, volunteer activities, and future plans for various parks.

The Parks Department director reported on various projects and updates, including improvements at Drake Farmstead, such as a new kitchenette in the Carriage Barn and additional parking spaces. Other updates included plans to add gates to parking areas, rebuild a historic cupola, and improve accessible parking. Volunteer efforts were highlighted, including the removal of invasive species and trail maintenance. The department also discussed the success of music concerts at Flusher Field and the process of selecting bands for events. Challenges in attracting diverse audiences and plans for future park enhancements were also discussed.
Trail Improvements and Emergency Response (01:05:32)
Discussion on trail improvements at parks, including color-coded maps and markers to aid emergency response and encourage trail use.

The meeting discussed plans to improve trail systems at local parks by implementing color-coded maps and markers. These improvements aim to enhance user experience by providing clear information on trail distances and difficulty. Additionally, the markers are intended to assist emergency responders in quickly locating individuals who may need help on the trails. The project includes installing kiosks with maps at trail entrances and ensuring trails are accessible and welcoming to all users.
Fruit Belt Rail Trail Development (01:08:19)
Plans for developing the Fruit Belt Rail Trail, including trailhead facilities and historical signage.

The development of the Fruit Belt Rail Trail was discussed, focusing on establishing trailheads with parking, informational signage, and amenities such as porta-potties. The trail will feature historical signage to educate users about its past as a railroad, including tactile maps for visually impaired visitors. The project aims to create a welcoming and educational trail experience while preserving the trail's natural and historical elements.
Township Park Improvements (01:13:34)
Updates on improvements at Township Park, including new trash barrels and rebranding with a new entrance sign.

The meeting provided updates on several improvements at Township Park, including the replacement of old trash barrels with new, more user-friendly ones. Additionally, a new entrance sign was installed to reflect the park's official name, aiming to reduce confusion about its identity. These changes are part of ongoing efforts to enhance the park's facilities and user experience.
Vision for Future Park Enhancements (01:14:34)
Plans for future park enhancements, including a new walking path and disc golf course improvements.

Future plans for park enhancements were discussed, focusing on adding a new walking path to improve accessibility and safety at Township Park. Additionally, improvements to the disc golf course were proposed to address erosion and maintenance issues, ensuring a better experience for users. These plans reflect a commitment to continuous improvement of park facilities.
Public Programming and Events (01:21:27)
Introduction of new self-guided and volunteer-led programs to engage the community in park use.

The meeting highlighted new public programming initiatives aimed at increasing community engagement with local parks. Self-guided programs, such as the story walk at Township Park, allow families to enjoy park activities at their own pace. Volunteer-led programs, like the wildflower walk at Drake Farmstead, provide educational opportunities about the local environment. These programs aim to increase park usage and foster a sense of community involvement.
Call to Order After Break (01:44:46)
The meeting was called back to order after a short break. Department heads are presenting their achievement goals, starting with the maintenance director.

After a short break, the meeting was called back to order. The focus of this session is on department heads presenting their achievement goals. The first presenter is Greg Fountain, the maintenance director.
Maintenance Director's Report (01:45:01)
Maintenance Director Greg Fountain discusses various projects, achievements, and future plans, including HVAC upgrades, fire station improvements, and staffing needs.

Greg Fountain, the maintenance director, provides a comprehensive report on the maintenance department's activities and achievements. He covers several topics, including the completion of HVAC upgrades at fire station two, which improved comfort and efficiency. He discusses the need for replacing old systems at various facilities, the installation of solar panels, and the impact of these projects on energy savings. Fountain also highlights the importance of maintaining equipment, the process of diagnosing issues before calling vendors, and the ongoing need for infrastructure improvements. He mentions the collaboration with other departments, the efforts to keep facilities in good condition, and plans for future upgrades. Staffing needs and the importance of auditing township facilities for long-term maintenance planning are also addressed.
Discussion on Cemetery Expansion and Maintenance (02:17:11)
Discussion about the need for a solid plan for cemetery expansion, fencing, and repairs, highlighting the urgency due to space limitations.

The meeting discussed the need for a comprehensive plan regarding the cemetery's expansion and maintenance. With issues like fencing and repairs, there is a pressing need to prioritize these tasks. Genesee Prairie is seeking an expansion, and the urgency is due to space constraints. Collaborative efforts with Anna and Zach were suggested to address these concerns.
Door Lock System Upgrade Proposal (02:17:52)
Proposal to replace the current door lock system with a badge swipe system due to the end of life of the existing system.

The current door lock system is nearing the end of its life, prompting a proposal to replace it with a badge swipe system. The Board is expected to seriously consider this upgrade, and cost estimates will be gathered to facilitate the decision-making process. A subject matter expert is involved in providing ballpark figures and gathering quotes for the new system.
Budget Meeting Overview (02:20:04)
Overview of a PowerPoint presentation highlighting major budget items, aiming for a swift budget meeting process.

A PowerPoint presentation was used to highlight the major budget items to expedite the meeting process. The goal was to make this one of the fastest budget meetings by focusing on the essential points, with an opportunity for questions and discussions.
Fire Department Updates and Achievements (02:20:59)
Celebration of three probationary firefighters achieving full status and related departmental updates.

The department celebrated three probationary firefighters achieving full status after completing their probationary period. The ceremony included their families and was followed by refreshments. The department is proud of their hard work and dedication during their probationary period.
Fire Equipment Updates and Purchases (02:21:38)
Discussion on recent fire equipment purchases, including a used fire engine and a new EMS response vehicle.

Recent purchases for the fire department include a used fire engine, known as the Dutch wagon from Holland Township, which replaced the old engine five. This acquisition has been beneficial despite requiring some repairs. Additionally, a new pickup truck was purchased and outfitted for EMS response from station two.
Public Education and Community Initiatives (02:22:23)
Launch of public education initiatives including a public education trailer and training programs.

The department has launched several public education initiatives, including a new public education trailer for community engagement. Captain Fuller is working on getting it stenciled and is responsible for public education programs. The trailer will support various educational activities and community outreach efforts.
Technical Rescue Team and Training (02:24:30)
Revitalization of the Technical Rescue Team and training events involving regional participation.

The Technical Rescue Team has been revitalized, with cooperation from the city of Kalamazoo and surrounding areas. The team recently conducted a training event, 'Man vs. Machine,' which garnered positive feedback and involved multiple regional participants. The department is proud of its technical rescue capabilities and training efforts.
Internal and Public Training Enhancements (02:26:09)
Implementation of internal EMS education and a public training team to enhance community safety.

The department has certified EMS instructor coordinators, allowing for internal continuing education credits, reducing reliance on external entities. A public training team has been formed to focus on community education initiatives such as CPR and smoke detector installation, with plans for further engagement.
Fire Inspector Training and Certification (02:27:49)
Certification of fire inspectors and completion of the plans review course by a volunteer member.

One volunteer member has completed the plans review course for fire inspection, although they have not yet taken the state certification exam. This training is crucial for enhancing the department's inspection capabilities, with multiple levels of fire inspector certifications present within the team.
Community Risk Reduction Efforts (02:28:48)
Efforts by Captain Fuller in community risk reduction, including CPR training and car seat installations.

Captain Scott Fuller has been leading community risk reduction initiatives, providing CPR training to over a hundred citizens and facilitating public events. There is a focus on car seat installations, with an emphasis on safety and proper usage, supported by partnerships with local hospitals and organizations.
Fire System Self-Reporting Program (02:29:41)
Launch of a fire system self-reporting program for commercial businesses to improve compliance and reduce backlog.

A new fire system self-reporting program has been launched, allowing commercial businesses to electronically report required information, improving compliance and reducing backlog. This program includes the use of QR codes and was designed by Captain Fuller to streamline reporting processes.
Community Engagement and Public Events (02:33:53)
Discussion on community engagement through public events and the involvement of the fire department.

The fire department is heavily involved in community events, such as the touch-a-truck event, and has frequent interactions with the public, including school visits and neighborhood engagements. The board expressed interest in more detailed reporting on the department's community involvement.
Strategic Plan Implementation and Data-Driven Changes (02:37:51)
Continued implementation of the strategic plan focusing on data-driven changes and internal improvements.

The department is committed to implementing its strategic plan, focusing on data-driven changes to improve efficiency. A scorched earth approach has been taken to review all processes, aiming to find easier and more effective methods of operation. Data collection and analysis are central to these improvements.
Fire Code Transition and Policy Updates (02:40:05)
Transition from NFPA to the International Fire Code to improve user-friendliness and compliance.

The department is transitioning from the NFPA to the International Fire Code due to its user-friendliness and universal adoption. This change aims to improve compliance and streamline operations, with upcoming presentations to the board for final approval.
Weekly Communication and Policy Manual Updates (02:42:51)
Introduction of weekly emails to improve communication and updates to the policy manual.

A new initiative involves sending a weekly email update to all department members, detailing equipment status and other relevant information. This has been well-received and aids in keeping everyone informed. Additionally, the policy manual is being updated to reflect current practices and improve safety protocols.
Community Connect and Website Enhancements (02:44:42)
Enhancements to the department's website to improve community interaction and service requests.

The department's website has been updated to include a Community Connect portal, which allows citizens to apply for burn permits and request training sessions. This system is integrated with the department's record management system, streamlining service requests and improving community interaction.
Future Goals and Budget Considerations (02:46:02)
Discussion of future goals including locker upgrades, new EMS truck, and wellness initiatives.

Future goals include upgrading lockers at Station 1, acquiring a new EMS truck for Station 5, and implementing wellness and fitness initiatives. These initiatives are part of the strategic plan, with pending budget considerations to ensure these projects are feasible and support departmental priorities.
Fire Incident and Standard of Cover Updates (02:49:54)
Updates on recent fire incidents and progress on updating the standard of cover document.

Recent fire incidents were discussed, highlighting the need for continuous updates to the standard of cover document. This document outlines the department's commitments to the community and is undergoing significant revisions to reflect current capabilities and service standards.
Building Department Coordination Challenges (02:52:12)
Challenges in coordinating with the building department to improve plan review processes and documentation.

The department faces challenges in coordinating with the building department, particularly in plan review and document management. Efforts are underway to establish better systems for communication and plan submission to streamline these processes and improve efficiency.