Oshtemo Township - October 14, 2025 Township Board Meeting

Updated about 15 hours ago

The Board considers the final phases of the 2026 DRAFT Budget with presentations from Public Services Director Anna Horner and the Fire Department. The Board also honors a variety of staff reaching 5-45 years of service with the Township. Awardees include on-call emergency responders as well as HR Director and presenter Sara Feister who is celebrating 5 years.

Chapters

Welcome (00:00:28)
The meeting was called to order with a welcome from the chairperson. Members and attendees were greeted.

The chairperson welcomed attendees to the meeting, noting the absence of Trustee Cole who was traveling from out of town.
Pledge of Allegiance (00:00:39)
The Pledge of Allegiance was recited by those present at the meeting.

Attendees were invited to recite the Pledge of Allegiance, honoring the flag of the United States of America.
Remote Location Identification (00:01:09)
Trustee Cole was traveling and would join the meeting upon arrival. No other remote location identifications were noted.

Trustee Cole was acknowledged as traveling from out of town work. It was noted that she would join the meeting once back in town, with no other members requiring remote location identification.
Township Mission, Vision, and Core Values (00:01:32)
Trustee Chapman shared a core value of fair treatment for all people as part of the township's mission and values.

Trustee Chapman was invited to share a core value with the board, emphasizing fair treatment for all individuals as part of the township's guiding principles.
Approval of the Agenda (00:01:51)
The agenda was approved with no adjustments after a motion and a vote by the board members.

Members of the board were asked if there were any adjustments to be made to the agenda. With no adjustments requested, a motion was made by Trustee Ford, supported by Trustee Chapman, and the agenda was approved with six votes in favor and one absent.
Public Officials and Community Partner Updates (00:02:31)
The road commissioner provided a brief update, and the section was closed with no further updates from public officials or partners.

The road commissioner was present but had no specific updates to share. The session was noted for its brevity, and the chairperson humorously acknowledged the commissioner's presence to observe financial discussions.
Work Session: Budget Discussion (00:02:55)
The meeting's goal was to reach an agreement on the draft budget, involving reviews from the fire and public works departments.

The work session focused on finalizing the draft budget so that legal notices could be prepared. The fire and public works departments were invited to review their budgets, with department heads available for questions. Key expenditures were highlighted for discussion after the session.
Fire Department Budget Review (00:05:02)
Chief McComb presented the fire department's budget, noting operational and capital fund allocations and expected expenditures.

Chief McComb detailed the fire department's budget, covering operational expenses, capital fund allocations, and anticipated expenditures. He highlighted salary increases, equipment costs, and the strategic use of carryover funds to balance the budget.
Fire Department Operations Budget Details (00:16:05)
The fire department's operations budget was discussed, focusing on personnel costs, equipment maintenance, and training expenses.

Detailed discussion on the fire department's operations budget, including salary allocations, training programs, equipment maintenance, and the strategic use of carryover funds to manage increasing costs and operational needs.
Fire Department Equipment and Maintenance (00:32:11)
Maintenance and equipment needs were discussed, including vehicle upkeep and necessary repairs for operational readiness.

Chief McComb outlined the maintenance and equipment budget, noting the need for regular testing of equipment, vehicle maintenance, and handling of unexpected repairs. The possibility of hiring a full-time mechanic was considered to manage costs effectively.
Discussion on Budget Disbursement Rates (00:38:50)
Discussion on whether a vote is needed for changing budget disbursement rates for April's disbursements.

The conversation revolves around changing the budget disbursement rates and whether a vote is needed to finalize these changes. It is suggested that a vote would be good practice to ensure everyone is in agreeance, especially before disbursements are made in April.
Fire Department Budget Discussion (00:39:29)
Detailed review of the fire department's budget, including vehicle purchases, technical rescue team, and capital items.

The meeting covers a wide range of budgetary items for the fire department. Topics include the allocation of carryover funds, vehicle purchases for fire operations, the viability of the technical rescue team, and capital equipment needs. The discussion touches on the cost of maintaining vehicles, the need for a new rescue vehicle, and the potential for electric vehicles. There is also debate over the necessity and cost of the technical rescue team and whether it is justified given the current budget constraints.
Debate on Electric Vehicle Acquisition (01:03:00)
Debate over the merits and costs of acquiring an electric vehicle for the fire department.

The board debates the cost-effectiveness and practicality of acquiring an electric vehicle for the fire department. Arguments focus on potential savings in fuel and maintenance costs, and the suitability of electric vehicles for fire department operations. There is support for transitioning to electric vehicles to reduce long-term costs, but budget constraints and mission requirements are also considered.
General Budget Discussion and Adjustments (01:11:00)
General discussion on budget adjustments and the need to trim non-essential expenses.

The final discussion centers on the need to adjust the budget by trimming non-essential expenses and possibly reallocating funds. The board considers the financial health of their accounts and how to best manage savings versus operational needs, particularly in light of potential budget constraints and the desire to avoid increasing taxes.
Technical Rescue Team Discussion (01:12:51)
Discussion on the technical rescue team's responsibilities, mutual aid agreements, and equipment needs, including trench and water rescue capabilities.

The board discussed the responsibilities of the technical rescue team, particularly focusing on trench rescue capabilities and mutual aid agreements between communities. Concerns were raised about cutting back on the team's resources, as different communities have invested in training technical teams for various emergencies. It was highlighted that the city of Kalamazoo is acquiring more trench equipment, but if the team were cut, mutual aid would still provide the necessary services.
Electric Vehicle Budget Consideration (01:24:25)
Debate on including an electric vehicle in the budget, with considerations for charging infrastructure and future green energy plans.

The board considered whether to remove the electric vehicle from the budget and instead address it as a budget amendment in January. The discussion included the costs of installing charging stations and whether to pursue hybrid or electric vehicles for future purchases. There was a proposal to conduct a study to understand the costs and benefits associated with electric vehicles, particularly for emergency services.
Public Comment (01:36:14)
Public comment session with concerns about a battery energy storage system (BESS) proposal and its impact on the community.

During the public comment section, Katie Schneider, a resident and business owner, raised concerns about a proposed battery energy storage system in Oshtemo. She urged the board to engage more with the community and consider adopting a compatible renewable energy ordinance to maintain local control over energy projects. She warned against potential negative impacts and the fast pace at which these projects could be developed.
Resolution Support for Hispanic Heritage Month (01:40:00)
Adoption of a resolution supporting Hispanic Heritage Month, recognizing contributions of Hispanic Americans.

The board adopted a resolution to support Hispanic Heritage Month, acknowledging the rich histories, cultures, and contributions of Hispanic Americans to the United States. The resolution highlighted the importance of recognizing and engaging with Hispanic culture and history.
Staff Recognitions (01:42:33)
Recognition of staff members for their milestone anniversaries and contributions to the community.

The HR Director, Sarah Feaster, presented milestone anniversary recognitions for various staff members, highlighting their years of service and contributions to the township. Several employees were recognized for their dedication, including a special acknowledgment for Assistant Chief Jim Wiley's 45 years of service.
Discussion on Early Voting Program (01:56:24)
The board discussed the early voting program, its benefits, costs, and participation of other communities.

The board discussed the early voting program, noting the benefits of early voting for residents and the associated costs. Some communities have opted out, but those participating see it as a valuable service. The board members shared experiences and supported the program for its convenience to voters.
Motion to Approve Early Voting Agreement (02:00:00)
A motion was made to approve the early voting agreement and authorize the clerk to sign it, which passed unanimously.

A motion was made by Trustee Dusty to approve the early voting agreement and authorize Clerk Farmer to sign it. The motion was seconded and passed unanimously with a vote of 7 to 0, after which the board moved to the next agenda item.
Discussion and Consideration of Draft Budget (02:00:47)
The board discussed the draft budget, focusing on public works, non-motorized projects, and future plans.

Public Works Director Anna Horner led a detailed discussion on the draft budget, highlighting non-motorized projects such as sidewalk and path improvements. She explained the allocation of funds, the role of grants, and the planning process for future projects. The board discussed the need for continued investment in public infrastructure and the challenges faced in project execution.
Utility and Maintenance Updates (02:28:56)
Discussion on converting lights to energy-efficient models, restructuring of utility accounts, and snow removal contract estimates based on contractor consultations.

The board discussed the ongoing efforts to convert streetlights to more energy-efficient models. Zach has been working with consumers to restructure utility accounts to make them easier to manage, as they are currently separated across different departments. The maintenance services line item, which includes snow removal, was also addressed. The board received estimates from contractors, emphasizing that costs depend on whether contracts are set per event or as a lump sum. The snow removal is planned for non-motorized paths and sidewalks along major arterials.
Storm Water and Capital Outlay (02:31:14)
The board reviewed storm water costs now moved from the general fund, and capital outlay for streetlights and roads, adjusting for past billing issues.

Storm water costs, previously not shown in past years due to being under the general fund, were moved to the appropriate line item. The capital outlay for streetlights was discussed, noting past issues with billing that resulted in large end-of-year adjustments. Streetlight projects were increased due to ongoing infrastructure projects.
Road Funding and Projects (02:32:04)
Budgeting for road maintenance, potential changes in funding, and plans for new road connections, including design and acquisition for upcoming projects.

The board discussed the budgeting for road maintenance, noting that costs have been stable due to overmatching funds. They are awaiting details on a new road funding package that might change matching requirements. Plans were made for the Bluffton RuPaul connection and easement acquisitions necessary for future road projects, emphasizing the importance of these connections for access management, particularly during sewer projects.
Sewer and Water Fund Discussion (02:36:46)
Review of revenue from sewer agreements and new connections, discussing phase one projects, and the impact of government shutdown on payments.

The revenue from sewer is mainly from agreements and new connections, along with surcharges from the city of Kalamazoo. The board reviewed the status of current projects, and discussed the financial implications of the government shutdown, which affected the ability to process payments for contractors.
Budget and Departmental Updates (02:44:20)
Review of budget requests for various departments, including legal, building, and maintenance, focusing on administrative support and vehicle needs.

The board reviewed budget requests from different departments. The legal department requested a part-time administrative position to support increased workload. The building department highlighted the need for more administrative support due to high work volume. The maintenance department is fully staffed but requires an additional vehicle for operations such as plowing and towing.
Police and Public Works Equipment (02:50:00)
Consideration of adding a detective and community policing officers, purchasing a new speed trailer, emphasizing data collection for traffic management.

The board considered maintaining staffing levels for police, including a detective and community policing officers. The need for a new speed trailer was discussed, as the existing one is outdated and costly to repair. This trailer would help in traffic management by collecting data on vehicle counts and speeds, aiding in community safety and planning.
Communication and Technology Improvements (02:57:28)
Plans to enhance social media presence, upgrade technology infrastructure, and improve internal and external communications using Microsoft and Laserfiche tools.

The board discussed the need to maintain an improved social media presence following successful efforts by an intern. They also considered upgrading technology infrastructure with a Microsoft consultant to better utilize existing tools like Teams. Additionally, upgrading Laserfiche to a cloud version was proposed to enhance document management and accessibility.
Discussion on Cloud Migration and Server Cost Reduction (03:02:26)
Discussion about moving data to the cloud to reduce server costs and optimize resource use.

The discussion focused on migrating data to the cloud to save costs on current servers and optimize unused space. The goal is to reduce reliance on the current hosting vendor and achieve cost savings, although not a complete dollar-for-dollar reduction.
Training for Microsoft Teams Management (03:02:56)
Debate on whether to train existing staff or hire a contractor for Microsoft Teams management.

The members debated whether existing staff, specifically John, could manage Microsoft Teams after receiving training, rather than hiring a contractor. The discussion emphasized the availability of free training resources and the potential for internal capacity building.
Community Development Discussion (03:04:12)
Community development director position and related research on departments in other areas discussed.

The conversation included the need for a community development director, with David working on research regarding community development departments in other regions. The discussion also touched on early voting agreements and the general fund contribution to local parks.
Budget and Financial Discussions (03:05:07)
Detailed discussions on budget items, including fire department distribution and general fund use.

Members discussed various budget items, including the Oshtemo fire department SAD distribution, the impact of time and increased costs on surcharges, and the general fund's contributions and limitations. Different options were considered for balancing the budget, including connection fees and surcharges.
Vehicle Purchases and Planning (03:12:39)
Proposal to keep vehicles in the budget while forming a plan for purchases.

The discussion revolved around the necessity of new vehicles for multiple departments. The suggestion was to keep vehicle purchases in the budget but delay actual purchases until a comprehensive plan is developed, including decisions on vehicle types, such as electric or gas.
Police Staffing and Contracts (03:20:07)
Debate over maintaining current police staffing levels and contract terms.

The meeting covered the desire to retain the detective and two CPOs in the police budget, with strong support for their effectiveness. The financial health of the police fund was discussed, indicating it could support current staffing for a few years without increasing taxes.
Ordinance Enforcement and Budget Allocation (03:22:44)
Allocation of budget for ordinance enforcement actions like junk removal and compliance.

Allen's effective work as an ordinance enforcement officer was praised. A budget was allocated for actions like junk removal, mowing, and snow removal to ensure compliance without constant staff involvement, allowing charges to be levied for non-compliance.
SMS Texting Program Proposal (03:26:52)
Consideration of an SMS texting program for communications, requiring further policy development.

The potential use of an SMS texting program for alerts and communications was debated, with concerns about oversaturation and annoyance to residents. The suggestion was to develop a policy and gather more information before deciding on the program's implementation.
Part-Time Positions and Costs (03:32:00)
Introduction of part-time positions with discussions about cost and benefits.

The introduction of a part-time legal assistant and a building department administrative assistant was supported. There was a request for transparency in presenting the full cost, including benefits, for new staffing proposals.
Discussion on Project Management Software (03:36:09)
Discussion on implementing project management software across departments for better coordination and review processes.

The board discussed the need for a project management software to streamline processes from application to certificate of occupancy. The software would help coordinate reviews, revisions, and requirements across fire, building, and public works departments. The goal is to have a unified system that eliminates missed sign-offs and improves communication.
Laserfiche Cloud Upgrade Discussion (03:37:57)
Discussion on upgrading Laserfiche to the cloud and its benefits for internal and potential public access.

The board discussed the Laserfiche cloud upgrade, which is two versions behind. The upgrade would provide internal access from anywhere, but the public access benefits were questioned. The discussion focused on cost versus benefit and the potential for a citizen portal. Concerns were raised about metadata quality and the necessity of the upgrade without clear advantages over the current system.
Dependent Care Reimbursement Benefit (03:47:16)
Review of the dependent care reimbursement benefit pilot project and its utilization by eligible employees.

The board reviewed the dependent care reimbursement benefit pilot project. Utilization is close to 100% among eligible employees, indicating popularity. The discussion included whether to continue the benefit in light of recent compensation adjustments and the need for a comprehensive view of the overall benefits package before making final decisions.
Fire S.A.D. Distribution Amendment (03:54:07)
Discussion on amending the distribution of the fire special assessment district funds in the budget.

The board discussed amending the distribution of the fire special assessment district (S.A.D.) funds. The proposed amendment aligns with current budget allocations, and there was general support for the adjustment. The discussion included ensuring budget amendments are made if necessary.
Parks Department Budget and Funding (03:55:00)
Detailed discussion on parks department budget shortfall and funding strategies, including general fund transfer and community foundation.

The board engaged in a detailed discussion on the parks department's budget shortfall. Various funding strategies were considered, such as increasing the general fund transfer to the parks department and utilizing the endowment from the Kalamazoo Community Foundation. There was debate over funding a grant match for the Oshtemo Historical Society and whether parks should have dedicated funding. The importance of parks to the community and leveraging community support was emphasized.
Parks and Recreation Funding Discussion (04:08:38)
Discussion on the need for increased funding for parks due to high usage and upcoming master plans.

The discussion centered on the success of recent park events and the need for increased funding due to high community usage. It was noted that the more people use the parks, the more wear and tear occurs, necessitating better funding to implement agreed-upon master plans. There was a call for consensus to increase the general fund contribution to support these needs.
Historical Society Grant Match (04:10:18)
Debate over funding a grant match for the Historical Society's renovation efforts.

The Historical Society is seeking a grant match for renovations, and there was a debate about whether the township should fund this match since the property improvements benefit the township. Concerns were raised about staffing costs not being covered by the society and the uncertainty of grant success, but it was argued that the renovations improve township-owned property.
Budget Allocation and Adjustments (04:12:34)
Discussion on budget allocation, endowment funds, and social media consulting services.

The discussion included maintaining the general fund contribution, avoiding pulling from endowments, and keeping social media consulting services. It was noted that while funds can be added now, they can only be removed later in the process. There was a debate on the appropriate funding level and the need for a finalized budget plan.
Flagpole Area and Comprehensive Plan Proposal (04:18:41)
Proposal to enhance the area around the flagpoles as part of the comprehensive plan.

A proposal was made to enhance the area around the flagpoles, including cutting down non-native trees and making the area a community hub. This fits into the draft comprehensive plan to create a community space around the township hall, fire station, and library, potentially for events like tree lighting ceremonies.
EV Vehicles and Township Use Plan (04:25:01)
Proposal to create a plan for electric vehicle use within the township organization.

There was a proposal to create a plan for electric vehicle (EV) use within the township's organization. The idea is to hire a consultant to determine the needs and potential locations for EV use, aiming to provide the board and community with more information to facilitate the transition.
Public Comments and Adjournment (04:29:31)
Final public comments were invited, and the meeting was adjourned.

The meeting concluded with an invitation for public comment, which saw brief participation. Following this, the meeting was formally adjourned after confirming that all agenda items had been addressed.