TENTATIVE AGENDA CALL TO ORDER COMMUNICATIONS ... · TENTATIVE AGENDA . CALL TO ORDER PLEDGE OF...

BOARD OF COMMISSIONERS MEETING William J. Bunek, Chairman

NOTICE OF MEETING

The Executive Board of Commissioners Meeting of the Leelanau County Board of Commissioners will be held on Tuesday, June 13, 2017, at 9:00 a.m. in the Commissioner Meeting Room,

Leelanau County Government Center, Suttons Bay, Michigan

(Please silence cellular/electronic devices)

(Proceedings of the meeting are being recorded and are not the official record of the meeting; the formally approved/accepted written copy of the minutes will be the official record of the meeting.)

TENTATIVE AGENDA

CALL TO ORDER

PLEDGE OF ALLEGIANCE / MOMENT OF SILENCE

ROLL CALL

COMMUNICATIONS, PROCLAMATIONS, PRESENTATIONS: PAGE # • Administrator Update

AGENDA ADDITIONS OR DELETIONS

PUBLIC COMMENT

ACTION ITEMS: 1. Steve Peacock, Principal, Rehmann – 2016 Audit (no handout).

2. Sheriff’s Office – 2017 Marine Safety Program Grant Agreement Approval. 2-43. Treasurer – Foreclosed Parcel, First Right of Refusal Acquisition. 5-74. Brownfield Redevelopment Authority Public Hearing – Amendment to Brownfield Plan (Elmwood) (separate cover).

5. Leland Property Financial Update.6. Ordinance Designating State Construction Code Violations as Municipal Civil Infractions – Commissioner Soutas-Little. 8-127. Prosecuting Attorney – Crime Victims Act Grant Renewal Application. 13-268. Clerk –

a. Revision/Clarification of Motions (under separate cover).

b. Jury Commission Appointment (under separate cover).

9. MMRMA Reimbursement Distribution (under separate cover).

10. Administrator –a. Grand Traverse Band 2% Allocation Applications Approval: 27

i. Sheriff’s Office – Conducted Electrical Weapons Replacement, $23,683.44. 28-35ii. Equalization – Leica Zeno 20 GPS Unit purchase, $6,300.00. 36-40iii. Solid Waste Council (SWC) – Funding for GTB Recycling Site and County HHW Collections, $24,000.00. 41-45iv. SWC – Funding for Relocation of the Northport Recycling Site, $10,000.00. 46-49v. Emergency Management – Generator Inverter for Command Van, $2,500.00. 50-54vi. Senior Services – Unmet Needs/Home Respite Care, $65,000.00 (under separate cover).

b. Job Descriptions Review. 55-65c. Vehicle Auction Update (no attachment).

d. 2018 Budget Schedule and Update. 66-72e. Administrator Evaluation (under separate cover).

f. POAM Contract Negotiations (no handout).

g. Tower Access Easement – Potential Property Purchase (no handout).

REVIEW OF FINANCIALS

SPECIAL REPORTS BY STAFF, COMMISSIONERS, AND AFFILIATED AGENCIES

PUBLIC COMMENT

APPROVAL OF FINANCIALS • Amendments & Transfers• Miscellaneous Fund Transfers and Amendments• Claims and Accounts• Post Audit

ADJOURN 1

EXECUTIVE DOCUMENT SUMMARY

Department: Sheriff

Contact Person: Commander Charlie Belange

T I h N 231-256-8650e ep one o.: _________ _

D Select One [!] other: Marine Safety Grant Agreemen·

. 06/13/2017 [!] Executive Board: _______ _

06/20/2017[!] Regular Session: _______ _

VENDOR:-----------

Address: ------------

Phone: -------------

D Select One D Other Grant Agreement

D Request to Waive Board Policy on Bid Requirements

Suggested Motion: To recommend approval of the annual Marine Safety Program Grant Agreement in the amount of $29,600.

Suggested

Recommendation:

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EXECUTIVE DOCUMENT SUMMARY

Department:

Contact Person:____________________________

Telephone No.: ____________________________

Source Selection Method

Bid

Other: ____________________________

VENDOR: _____________________________

Address: _____________________________

Phone:_______________________________

Document Description

Board/Committee Recommendation Other_________________________________

SuggestedRecommendation:

Department Head Approval:________________________________ Date: ______________________

Submittal Dates

Executive Board: ____________________

Regular Session: ____________________

Budgeted Amount: ____________________ Contracted Amount: __________________

Request to Waive Board Policy on Bid RequirementsRequest to Waive Board Policy on Bid Requirements

Treasurer

John A Gallagher

231-256-9838

■06/13/2017

■06/21/2017

Select One

■

Select One ■

Presented before you today is the one foreclosed parcel from the 2017's Foreclosureprocess. The Leelanau County Land Bank Authority is requesting to exercise theCounty's First Right of Refusal to acquire parcel 002-011-001-01 for the foreclosedamount of $2,278.89.

Motion by the County Board of Commissioners to recommend approval of theLeelanau County Land Bank acquisition of parcel 002-011-001-01 under theCounty's First Right of Refusal in the amount of $2,278.89.

John A Gallagher III

Digitally signed by John A Gallagher III Date: 2017.06.05 12:11:46 -04'00' 06/05/2017 5

PARCEL DUE DUE DUE SEV TAX YEARS DELINQUENT TAX INTEREST/FEES TOTAL CURRENT

Fees Computed As Of: 04/11/2017All Records

jgallagherBY:

FORECLOSURE LIST FOR LEELANAU COUNTY

For 2017 Foreclosures of 2014 and prior taxes

Page: DB: Leelanau

04/11/2017 03:31 PM 1/1

------------------------------------------------------------------------------------------------------------------------------------------------ Property Address: E PINE KNOBBS DR LAKE LEELANAU MI 698.39 FT TH N 89 DEG 38'43" W 690.30 FT TO POB SEC 11 T29N R12W. 00 DEG 48'55" W 700.93 FT TH S 89 DEG 47'40" E 690.37 FT TH N 00 DEG 44'40" E NW COR SD SEC TH S 00 DEG 48'55" W ALG W LN SD SEC 1448.90 FT TO POB TH CONT S L894 P349/06 2007 DESC REVISED (SPLIT 001-65 & 001-70) PRT OF NW 1/4 SEC 11 COM

002-011-001-01 1,392.46 886.43 2,278.89 46,000 2016 2015 2014

PARCEL COUNT: 1 1,392.46 886.43 2,278.89 46,000 ------------- ------------- ------------- ----------

6

LEELANAU

0 0.1

Miles

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LEELANAU COUNTY, MICHIGAN

Ordinance No. ___

AN ORDINANCE TO DESIGNATE VIOLATIONS OF THE STATE CONSTRUCTION CODE TO BE MUNICIPAL CIVIL INFRACTIONS; TO DESIGNATE AUTHORIZED LOCAL OFFICIALS RESPONSIBLE TO ENFORCE VIOLATIONS OF THE STATE CONSTRUCTION CODE; TO ADOPT A SCHEDULE OF FINES; TO PLACE THE MUNICIPAL CIVIL INFRACTIONS VIOLATIONS BUREAU AT THE LEELANAU COUNTY CONSTRUCTION CODE AUTHORITY; TO ADOPT A SAVINGS CLAUSE; AND TO PROVIDE AN EFFECTIVE DATE.

THE COUNTY OF LEELANAU ORDAINS: SECTION 1. DESIGNATION OF VIOLATIONS OF THE STATE CONSTRUCTION CODE,

AS ADOPTED AND ENFORCEABLE THROUGH RULES OF THE MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS, BUREAU OF CONSTRUCTION CODES, AND ENFORCED BY LEELANAU COUNTY, AS MUNICIPAL CIVIL INFRACTIONS.

A. Pursuant to the authority set forth in 1972 PA 230, as amended, being MCL

125.1523(3), any violation of any provision of the State Construction Code, which includes the Michigan Building Code, the Michigan Residential Building Code, the Michigan Mechanical Code, the Michigan Plumbing Code, and the Michigan Electrical Code, which have been adopted through rules of the Michigan Department of Licensing and Regulatory Affairs, Bureau of Construction Codes, and which are enforceable by Leelanau County, or any exception granted thereunder, shall be a municipal civil infraction. A violation includes any act which is prohibited or made or declared to be unlawful or an offense, and any omission or failure to act where the act is required by the State Construction Code.

B. The sanction for any violation of the State Construction Code, which is a

municipal civil infraction, shall be a civil fine as provided herein, plus any cost, damages, expenses and other sanctions, as authorized under Chapter 87 of 1961 PA 236, as amended, and other applicable laws.

C. The Director of the Leelanau County Construction Code Authority, deputies

of the Leelanau County Sheriff, and other persons specifically designated by the Director of the Leelanau County Construction Code Authority, are the County officials authorized to issue municipal civil infraction citations and municipal civil infraction violation notices for violations of the State Construction Code.

D. In addition to enforcement of violations of the State Construction Code as municipal civil infractions, enforcement of violations of the State Construction

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Code may be accomplished by civil action, along with any other remedies provided by law, including criminal prosecution under State law. Violation of this Ordinance is hereby declared a nuisance, per se, and adjudication of responsibility for a municipal civil infraction violation of the State Construction Code shall not preclude other civil proceedings to abate such nuisance.

E. Each day that a violation exists constitutes a separate infraction.

SECTION 2. ADOPTION OF A SCHEDULE OF FINES FOR VIOLATIONS OF THE

STATE CONSTRUCTION CODE, AS ADOPTED AND ENFORCEABLE THROUGH RULES OF THE MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS, BUREAU OF CONSTRUCTION CODES, AND ENFORCED BY LEELANAU COUNTY.

A. Fines to be Established by County Board Resolution

The County Board of Commissioners shall by Resolution adopt a schedule of fines for violations of the State Construction Code, which may be amended by subsequent Resolution. For purposes of establishing an initial schedule of fines, the following schedule is adopted.

B. Fines for Municipal Civil Infraction Citations

1. A person, corporation or firm who violates any provision of the State

Construction Code and is found responsible at the district court for a municipal civil infraction citation, shall pay a civil fine of not less than $100.00 nor more than $500.00, plus costs and other sanctions, for each infraction.

2. Repeat offenses shall be subject to increased fines as set forth below. As

used in this subsection, “repeat offense,” means a second (or any subsequent) municipal civil infraction violation of the same requirement or provision of the State Construction Code, committed by a corporation, person or firm within any 24-month period and (b) for which the person admits responsibility or is determined to be responsible. The increased fine for a repeat offense shall be as follows:

(i) The fine for any offense that is a repeat offense shall be no less than

$200 plus costs and other sanctions.

(ii) The fine for any offense that is a second repeat offense shall be no less than $300 plus costs and other sanctions.

(iii) The fine for any offense that is a third or subsequent repeat offense

shall be no less than $500.00 plus costs and other sanctions.

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C. Fines for Violation Notices

A person, corporation or firm who, as a result of violating any provision of the State Construction Code receives a municipal civil infraction violation notice, upon a determination of responsibility thereon, shall pay an initial civil fine at the Leelanau County Municipal Civil Infractions Violations Bureau of $50.00.

(1) In the case of another offense within one year of the date of the initial

infraction, the civil fine shall be $75.00. (This shall be known as the second offense.)

(2) In the case of another offense within one year of the date of the

second offense, the civil fine shall be $150.00. (This shall be known as the third offense.)

(3) In the case of another offense within one year of the date of the third

offense, the civil fine shall be $500.00. (This shall be known as the fourth offense.) All subsequent offenses shall be subject to a civil fine of $500.00.

SECTION 3. ESTABLISHMENT OF MUNICIPAL CIVIL INFRACTIONS

VIOLATIONS BUREAU FOR DISPOSITION OF VIOLATIONS OF THE STATE CONSTRUCTION CODE, AS ADOPTED AND ENFORCEABLE THROUGH RULES OF THE MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS, BUREAU OF CONSTRUCTION CODES, AND ENFORCED BY LEELANAU COUNTY.

The Municipal Civil Infraction Violations Bureau, for disposition of violation notices issued under the State Construction Code, shall be located at the office of the Leelanau County Construction Code Authority, 8527 E. Government Center Dr., Suite 109, Suttons Bay, MI 48682.

SECTION 4. REPEALER.

All ordinances in conflict are repealed only to the extent necessary to give this ordinance full force and effect. SECTION 5. SEVERABILITY.

The various parts, sections and clauses of this ordinance are hereby declared to be severable. Should any part, clause, sentence, paragraph or section of this ordinance be

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found invalid or unconstitutional for any reason by any court of competent jurisdiction, any such decision shall not affect the validity of the remainder of this ordinance. SECTION 6. SAVINGS CLAUSE.

All proceedings pending and all rights and liabilities existing, acquired or incurred at the time this ordinance takes effect are saved and may be consummated according to the law in force when they were commenced. SECTION 7. EFFECTIVE DATE.

The provisions of this ordinance are ordered to take effect after publication.

I, Michelle Crocker, Leelanau County Clerk, certify that this ordinance was adopted by the Leelanau County Board of Commissioners and published on _____________________________.

________________________________ Michelle Crocker Leelanau County Clerk

n:\client\leelanau\ordinances\state construction code civil infraction ordinance.doc

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RESOLUTION NO:

LEELANAU COUNTY DATE:

RESOLUTION AUTHORIZING ADOPTION OF AN ORDINANCE TO DESIGNATE

VIOLATIONS OF THE STATE CONSTRUCTION CODE TO BE MUNICIPAL CIVIL

INFRACTIONS

WHEREAS, Leelanau County, through its Construction Code Authority, is responsible for

administering and enforcing the State Construction Code; and

WHEREAS, the County is authorized by the State Construction Code Act to adopt an ordinance

designating violations of the State Construction Code as municipal civil infractions; and

WHEREAS, the County desires to adopt an Ordinance designating violations of the State

Construction Code in Leelanau County as municipal civil infractions, a copy of which Ordinance

is attached as an exhibit and incorporated by reference.

THEREFORE BE IT RESOLVED that the Leelanau County Board of Commissioners hereby

adopts the Leelanau County Ordinance To Designate Violations of the State Construction Code

To Be Municipal Civil Infractions, attached hereto.

BE IT FURTHER RESOLVED that the Leelanau County Clerk is directed to cause notice of the

adoption of the Leelanau County Ordinance To Designate Violations of the State Construction

Code To Be Municipal Civil Infractions to be published in a newspaper of general circulation in

Leelanau County.

BE IT FURTHER RESOLVED that the Leelanau County Ordinance To Designate Violations of

the State Construction Code To Be Municipal Civil Infractions shall take effect following

publication in a newspaper of general circulation in Leelanau County.

# # #

MOVED:

SECONDED:

CARRIED:

12

To recommend approval for the County Prosecutor to renew the Victims' Rights Grant with the State of Michigan in the amount of $38,020 for the period of October 1, 2017, through September 30, 2018, and authorize the County Clerk to continue as the authorized official in the E-Grams System, as previously agreed upon by the Board.

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Revised 2% form - approved at the March 25, 2009, Tribal Council Special Session Page 2 of 4

6. Counties Impacted: Antrim Benzie Charlevoix Grand Traverse XX Leelanau Manistee

7. Brief Description (purpose of funding); include statement of need:

Leelanau County Recycling Program The purpose of the request is for funding from the Grand Traverse Band of Ottawa & Chippewa Indians (GTB) for relocation of a recycling site. The Solid Waste Council unanimously passed a motion to submit a request for 2% funds, at its May 2, 2017 meeting. Leelanau County has operated with eight (8) recycling locations in Leelanau County open 24 hours a day/7 days a week, for several years. The site located in the Village of Northport will need to be moved to a new location by mid summer 2018. The Village has sent correspondence to the county, informing them that this site will need to be relocated. Estimated cost for this work (grading, gravel/asphalt, signs, etc.) at a new recycling site is approximately $10,000. An additional $1,500 of staff time and administrative expenses is estimated in order to identify a new site, secure an Agreement with a property owner, and arrange for the proper permits and paperwork to be completed. The requested 2% Funds will be used to meet the above requirements for the site in Northport. Materials collected at each of the recycling sites in the county are: paper, cardboard, glass, tin, plastic, and aluminum.

8. This question only pertains to Public School Systems. If you are not a Public School system, skip to question 9.

(a) Program formula: (1) $5,000. Per school + ($1,000 x # of GTB member students) = allocation.

Please note: 1) In completing this section, only provide the student numbers of currently enrolled GTB members; do not include the general Native American data of your school system; and 2) there will be a cap of $100,000 per school, based on the school’s GTB membership count.

(b) Recommendation from Parent Committee: YES NO

(c) Describe parent involvement in project:

(d) Does the school receive Title IX Indian Education Funds? YES NO

If yes, how much:

9. What are the start and completion dates of the proposed project?

Start August 2017 Completion June 2018

10. Has applicant received prior awards through the Tribe’s 2% funding allocation?

X YES NO. If yes, please list the start and end dates and amount:

June 2016 - December 2016 and amounts: $12,000

June 2013 - December 2016 and amounts: $6,000

December 2008 - December 2010 and amounts: $20,000 47

Job Description – Deputy Building Official June 2017

Page 1 of 3

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County of Leelanau Job Description

DEPUTY BUILDING OFFICIAL

Supervised By: Building Official FLSA: Non-Exempt General Summary: Under the supervision of the Building Official, the Deputy Building Official is responsible for the administration and enforcement of the State Construction Code Act of 1972, 1972 PA 230. Subject to the other provisions of this act, an enforcing agency is any official or agent of a governmental subdivision that is registered under the Skilled Trades Regulation Act, Act 407 of 2016 and qualified by Article 10, Building Officials and Inspectors. The Deputy Building Official oversees and implements all aspects of the Leelanau County Construction Code Authority, both legal and administrative in the absence of the Building Official. In absence of the Building Official, the Deputy Building Official is responsible for minimum code enforcement, staff, budget, complaints, adherence to related acts and County policies, initiates and monitors formal legal actions for code enforcement, as well as actions regarding stop work orders and issue all Certificates of Occupancy. Functions as primary designated clerk to the Leelanau County Construction Board of Appeals. Essential Duties and Responsibilities (in absence of or under supervision of the Building Official): An employee in this position may be called upon to perform any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. An individual must be able to perform each essential function satisfactorily.

- Administers and implements budget preparation, fees and oversight of the Department. - The Deputy Building Official shall have the authority to render interpretations of the

code and to adopt policies and procedures in order to clarify the application of its provisions (as related to PA 230 of 1972).

- The Deputy Building Official shall receive applications, review construction documents and issue permits for the erection and alteration of buildings and structures, inspect the premises for which such permits have been issued and enforce compliance with the provisions of the code.

- The Deputy Building Official shall issue all necessary notices or orders to ensure compliance with this code.

- Oversees or coordinates the issuance of pertinent correspondence relating to inspections for the Department.

- Oversees and approves requests and coordinates the acquisition of necessary supplies, equipment and services for the individual Departments within the Construction Code Authority.

- Oversees daily reports for permits inspected and inspections performed.

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Page 2 of 3


- Approves all invoices (vouchers) for payment to insure compliance with budget. - Process permits, receives monies and helps with customer relations. - Helps with other similar jobs not specified, as needed. - At year-end, helps with transfer of Building Plans, vouchers, time sheets, etc., down to

storage room. - Answers phones, assists at counter, takes messages and directs them to the proper

personnel. - Is able to assist in the acquisition of needed office supplies for all Construction Code

Authority Departments. - Helps with the general needs of other Department staff when possible. - Inputs inspection slips and files documents when necessary. - Updates local contractors on Permits (mailings) and Registry with new licenses (filing). - Processes various records, enters data on computers, organizes and maintains office

files. - Tracks licenses and classes for State compliance of all inspectors. - Issue Certificates of Occupancy.

Employment Qualifications:

- Able to be certified by the State of Michigan for Building Official, inspector and plan reviewer in one of the respective trades, as referenced by PA 407 of 2016.

- Associate’s Degree in a building-related field or with comparable professional experience.

- Maintains licenses and attends classes required for their trade, plan review and Building Official.

- Works efficiently and courteously with property owners, occupants, contractors, construction professionals and other employees.

- Possesses and applies verbal, written and computer skills appropriate with the job. - Has knowledge and application of departmental and County rules, regulations,

procedures, State codes, and functions. - Is able to read maps for direction to and from job sites. - Is familiar with the BS&A program, Microsoft Word and other programs pertinent to the

daily running of the department. - Is familiar with terminology associated with the building industry and their respective

trade. - Is able to drive and maintain county vehicle and have valid driver’s license. - Is able to climb ladders, scaffolding, stairs, crawl in crawl spaces/attics and other

pertinent activities relative to properly inspecting an inspection. - Is able to read blueprints and deciphers submittal documents relative to information for

jobs. - Is able to read rulers and measurements as relating to jobs or blueprints. - Is able to use tools associated with the inspections of their trade or plan review.

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Education Requirements: - High school degree or equivalent, with course work or experience in their respective

trade, management, accounting or area of office management. Associate’s Degree level minimum or equivalent and a combination of training and experience that would provide the knowledge, ability and skill to meet the duties and responsibilities listed above and for the requirements of Act 407 of 2016, for the individual trades for licensing, as required by the State of Michigan.

Experience:

- Three years minimum experience and meets all aspects of requirements to be a registered code official and inspector for the State of Michigan. Must have accounting skills with knowledge of Microsoft Word, Excel spreadsheets and BS&A Software and other pertinent programs or have training to comply.

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Chief Deputy Treasurer July 2002; revised 6/6/2017

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COUNTY OF LEELANAU JOB DESCRIPTION

CHIEF DEPUTY TREASURER

Supervised by: County Treasurer Supervises: Deputy Treasurers, as directed FLSA: Non-Exempt General Summary: Under the supervision of the County Treasurer, assists that official performing the statutory duties of the office. Performs various account-keeping tasks such as collecting monies for taxes, license fees and services, issuing receipts, compiling data, and other clerical and financial-related tasks. Assumes the duties of the County Treasurer on departmental matters following well-defined policies and procedures in that person’s absence. Essential Job Functions: An employee in this position may be called upon to perform any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. An individual must be able to perform each essential function satisfactorily. 1. Receipts and maintain proper filing for money due the County for taxes, license fees,

services, and other accounts receivable, over-the-counter, by mail and by electronic funds transfer. Issues receipts and maintains related records.

2. Balance daily cash receipts to cash drawer and general ledger. Prepare the daily money for

the bank and process by electronic check scanning. Prepares cash drawer for the following day.

3. Prepare delinquent advalorem and personal property tax settlements for 11 townships and

3 villages, and disbursements to over 25 units. 4. Process and maintain records monthy for all Board of Reviews, Michigan Tax Tribunals,

Uncappings, State Tax Commissions, PRE’s and post changes to the general ledger.

5. Complete exports for property tax forefeiture/foreclosure process to contracted partners for mailings and postings.

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Deleted: Receives money, makes change, and balances cash drawer against various daily cash receipts.

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Deleted: <#>Provides assistance, both in person and over the phone to interested persons concerning taxes, billings payments and assessments.Supervises others on departmental procedures and policies, resolves routine problems and complaints, referring others to the County Treasurer as needed.¶



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6. Assists taxpayers, title and mortgage companies, real estate agents, financial institutions

and others regarding property within the County. Provides assistance with legal descriptions, taxable, assessed and State Equalized valuations of real and personal property tax, and special assessment information.

7. Prepares notices when taxes are due, which includes assignment of penalties. Types refund

listing where payment is due the taxpayer, due to Tax Tribunal or Board of Review Adjustment for overpayments.

8. Searches records to verify information for certification on deeds and land contracts, and

makes tax histories when necessary. 9. Assists County Treasurer with required reports and payments for P.A. 123. 10. Supervisorial assists in departmental procedure and policies, resolves routine problems and

issues and makes decisions while performing the duties of other Treasurer’s Office personnel as workloads, absences or emergencies dictate.

11. Handles various cash investments in the absence of the County Treasurer, as directed. 12. Performs related work as required. Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualification necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. Requirements include the following: A high school diploma or equivalent supplemented by vocational or specialized training in

bookkeeping, accounting, or a related field. Three years experience in an accounting, bookkeeping or financial capacity. Knowledge of the professional principles, practices and techniques of accounting and

bookkeeping, including cash handling procedures. Knowledge of the laws, ordinances and procedures related to the management of municipal

funds, tax collection and the tax system in general.

Deleted: <#>Types and processes records, statements, and correspondence as required and assists in compiling information for various reports. Prepares monthly reports and vouchers for payments due to other governmental entiOperates a computer terminal to compile data, run printouts and generate required reports. Check computer reports against all accounts posted daily to assure accuracy, making corrections and changes as needed.¶

Deleted: <#>Maintains special assessments records, prepares and mail statements, computes and posts interest and principal payments to accounts. Prepares vouchers for payment of refunds. Updates tax roll to reflect appropriate name and tax paymentCompares special assessment and delinquent rolls with the records. Identifies errors and submits changes as required.¶

Deleted: <#>Reconciles cash balance and bank statements for all checking accounts.¶

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Skill in operating standard office equipment, including a computer and related financial and tax system software.

Skill in maintaining accurate records, reconciling financial accounts, and preparing

comprehensive financial reports. Ability to complete mathematical computations quickly and accurately. Ability to coordinate, lead and direct the work of others. Ability to maintain attention to detail, establish priorities and work independently. Ability to establish effective working relationships and use good judgment, initiative and

resourcefulness when dealing with citizens, employees, or other governmental agencies and other municipal professionals.

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to communicate with others in person and on the telephone. The employee must write and read written and computerized documents, handle money, and file documents as needed. The employee must frequently lift and/or move objects of medium weight. While performing the duties of this job, the employee regularly works in a business office. The noise level in the work environment is usually moderate.

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Deputy Treasurer January, 1997; Rev. 6/20/17

Page 1 of 2


Moved (insertion) [1]




Moved up [1]: January, 1997


DEPUTY TREASURER

Supervised by: County Treasurer, Chief Deputy Treasurer FLSA: Non-Exempt General Summary: Under the supervision of the County Treasurer, assists that official, performing the statutory duties of the office. Performs various account keeping tasks such as collecting monies for taxes, license fees and services, issuing receipt. May represent the Treasurer’s office temporarily by following defined policies and procedures, as needed. Typical Duties:

1. Posts and balances accounts, prepares bank deposits and reconciles checking accounts.

2. Operates a computer terminal to compile data, run printouts and generate required reports. Checks computer reports against all accounts posted daily to assure accuracy, making corrections and changes as needed.

3. Prepares vouchers for payment of refunds.

4. Receives taxes, delinquent taxes, fees, payments and donations from County taxpayers. Issues receipts and posts payments to account ledgers; prepare and mail delinquent tax billing.

5. Assists walk-in visitors or phone callers with their accounts, answering various questions knowledgeably of needed action regarding their specific accounts, providing information about available requirements, fees and general tax information.

6. Calculates, compiles and issues tax descriptions containing up-to-date tax history information, issuing certificate to Register of Deeds Office for completion of various sales transactions.

7. Prepare tax histories, search real estate tax records and issues tax certifications.

8. Performs the duties of other Treasurer's Office personnel as workloads, temporary absences or emergencies dictate.

9. Performs various clerical functions such as filing, typing forms and letters and operating office machines. May be required to perform other supportive functions related to department assigned.

The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

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Deputy Treasurer January, 1997; Rev. 6/20/17

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Moved (insertion) [1]




Moved up [1]: January, 1997

Employment Qualifications: Education: Possession of a High School diploma or its equivalent, with courses in typing,

account keeping, computer operation/word processing and office procedures. Experience: A minimum of two years of account keeping experience or the equivalent. Six

month orientation period. The qualifications listed above are guidelines. Other combinations of education and experience which could provide the necessary knowledge, skills and abilities to perform the job should be considered.

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Deleted: ¶¶For purposes of Employment Standards, this classification is “Non-Exempt” from the overtime provisions of the Fair Labor Standards Act.

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PRINCIPAL RESIDENCE EXEMPTION AUDITOR

Supervised by: County Treasurer, Chief Deputy Treasurer FLSA: Non-Exempt GENERAL SUMMARY: Performs field inspections and investigations of Leelanau County properties to verify eligibility for property tax exemptions (HPRE). DISTINGUISHING CHARACTERISTICS: This position involves specialized work in determining or verifying property owner qualification for Principal Residence Exemption. The work involves review of property ownership records, research of other information sources, field inspection, documentation of findings and recommendation as to whether the property and/or owner(s) are qualified for new exemption or maintenance of any existing exemptions. PRIMARY DUTIES AND RESPONSIBILITIES (may include but are not limited to the following):

1. Reviews property records and obtains extracts of pertinent data for documentary evidence. Gathers information from a variety of sources to locate property owner and verify eligibility for homestead exemption.

2. Contacts and interviews witnesses and others involved in the issues of eligibility for one or more exemptions. This may include field inspections of subject property.

3. Processes, compiles researches and analyzes information, and prepares and verifies statements, and reports within established procedures.

4. Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance guidelines and standard practices to internal and external customer, both verbally and in writing.

5. Must have excellent telephone communications skills; computer literacy and ability to make field visits when necessary. Attention to detail is essential. Travel in employee's own vehicle is expected with mileage reimbursed. Possession of a current valid driver's license and auto insurance is required.

6. Performs a variety of specialized research and audits regarding accounts in assigned area of responsibility and resolves related discrepancies or erroneous data to ensure compliance with establishes rules, court orders, policies and laws.

7. Works collaboratively with other County employees and government entities to research and resolve issues.

8. Reviews technical and legal documents, determines and takes appropriate action within established guidelines.

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9. Enters, verifies and reconciles account information and customer data. Establishes, monitors, maintains, and closes customer accounts as necessary.

10. Sorts, files, and maintains material and filing systems (paper, computer or imaging), retrieves file material, and keeps a record of file movement.

11. Performs a variety of routine clerical activities in support of the assigned department.

12. Uses a wide variety of office machines such as printers, personal computers, facsimile machine, postage machine, adding machines, scanners, and copiers.

EDUCATION, FORMAL TRAINING AND EXPERIENCE: High School Diploma or G.E.D. One to two years directly related experience. Associates degree in related field may substitute for the experience requirement.

PHYSICAL DEMANDS, WORK ENVIROMENT, AND OTHER REQUIREMENTS: Work is performed in an office environment May be required to reach with hands and arms, sit; stand; talk and hear; use hands to

finger, handle, or feel May be required to lift/move up to 50 pounds (such as a box of paper)

KNOWLEDGE, SKILLS, ABILITIES, COMPETENCIES: Specialized knowledge related to the department or function Skill in use of personal computer software, including BS&A, Accurint, Michigan Tax

Tribunal, State of Michigan’s Principal Residence Exemption Division, Treasury Department, TAAR (Traverse Area Association of Realtors), Web Voter Center, and Assessor Link USA

Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers and representatives of other agencies

Skilled in researching and resolving problems in order to ensure compliance Ability to comprehend process and apply both verbal and written skills appropriate to the

job Ability to accurately organize and maintain paper documents and electronic files Ability to use County resources effectively and efficiently Defend findings before the Michigan Tax Tribunal

Deleted: {

Deleted: {

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LEELANAU COUNTY BOARD OF COMMISSIONERS Year 2018 – Proposed Budget Preparation Schedule

2017 Dates Action

June 14 Budget forms, instructions, and guidelines distributed to departments.

June 28 Department 2018 budget submission to Chief Deputy Clerk – 4:00 pm deadline.

July 10-14

1. Budget review; Administrator, Clerk, Treasurer, and Chief Deputy Clerk.

2. 2018 Preliminary Revenue Projection prepared by Treasurer and shared with Administrator, Clerk, and Chief Deputy Clerk.

July 17-21 1. Administrator, Clerk, Treasurer, and Chief Deputy Clerk

meet to complete budget proposal. 2. Forward to Department Heads.

July 25 (Suggested)

Prepared budget presented to the Board of Commissioners by Administrator w/full Board budget work session, 9:00 am C

August 10 (Suggested)

Revised budget to Board of Commissioners for further consideration w/full Board budget work session, immediate following the Executive Board of Commissioners Meeting.

C

August 14 – September 19

Administrator, Clerk, and Treasurer meet to review budget based on Board of Commissioners’ action. Additional Board of Commissioners review to be scheduled, if necessary.

September 20 (Suggested)

Finalized budget sent to the Board of Commissioners for review prior to October 3, 2017 meeting.

October 3 Final budget proposal to Executive Board for action. C

October 10 Annual Meeting. Budget approved. Appropriations Act approved. Public Hearing at 7:00 pm

C

C = commissioner attendance.

Notice of Public Hearing to the Enterprise by September 15 or 21, 2017, for publication on September 28, 2017; budget available for the public on October 2, 2017.

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Chet Janik, County Administrator

Leelanau County Government Center 8527 E. Government Center Drive, Suite #101

Suttons Bay, Michigan 49682 (231) 256-9711 (866) 256-9711 toll free

(231) 256-0120 fax leelanau.cc [email protected]

BOARD OF COMMISSIONERS Tony Ansorge, District #1

Debra L. Rushton, District #2 William J. Bunek, District #3

Ty Wessell, District #4 Patricia Soutas-Little, District #5

Casey Noonan, District #6 Melinda C. Lautner, District #7

MEMORANDUM

TO: Elected Officials Department Heads Other Leelanau County Funded Entities FROM: Chet Janik, County Administrator SUBJECT: 2018 Budget Process DATE: June 14, 2017 The 2018 Budget Process is officially beginning. Enclosed you will find a 2018 budget packet, along with a Proposed Budget Preparation Schedule, for your reference. Based on a review of the County’s current economic situation, I am recommending that each department or funded entity continue to anticipate flat revenues and budget as close as possible to approved 2017 budget levels. Please note that 2018 Revenue Projections will be compiled concurrently with the draft budget; therefore, it is very important the County Treasurer be provided with your department revenue projections by the submission deadline. When reviewing your packet, please note that the 2017 Adopted Budget amount has been carried over to the 2018 Proposed Budget column. You are required to only insert updated budget figures under the 2018 Exceptions column for only those budget lines that you are updating. Also, the enclosed Staffing Levels document reflects the positions your department currently has, less wages and fringe benefits. Please review these positions for accuracy and report any discrepancies. Remember not to enter dollar amounts for the Wage and Benefit expense accounts (703, 706, 717, 718, 719, 720 and 722), the 941 Computer Charges, 850 Telephone Charges, 943 Maintenance (Building and Grounds), or the 954 Workers Compensation expense accounts. These amounts will be compiled after you submit your initial budget request and you will be provided with a budget reflecting these costs. Your 2018 Budget Narrative should provide a brief overview of your department operations, any mandated or legally contracted services you wish to identify, and any planned or anticipated activities for 2018. This year we have included specific forms that you should list the following requests on individually for the ease of providing Commissioner information: Contractual Services; Capital Outlay;

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2

Travel, Education; Memberships, Dues and Fees; and Subscriptions. If you would like the form emailed to you to complete and then you can print it out, please let Jen or Michelle know. In additional you are free to include the information in your narrative as well. All supporting documentation will be provided to the Board of Commissioners for consideration during the budget process. Any requests without supporting documentation may not be considered. Draft budgets are due in the Accounting Department by 4 p.m. on Wednesday, June 28, 2017. As the budget process begins to unfold, I anticipate your attendance in budget workshops to answer questions and provide information to the Board of Commissioners concerning your departmental operations and budget requests. If you have additional questions, please contact the County Clerk, the County Treasurer, or me. I look forward to working with you on the 2018 budget process. Thank you. Attachments Copy: Board of Commissioners

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LEELANAU COUNTY 2018 BUDGET RULES (DRAFT) 1. Department heads and/or elected officials are responsible for assuring that expenditures do not

exceed approved budget(s) for their respective departments, and may authorize expenditures up to $2,000.00 per item. Payment for all expenditures, however, is subject to approval by the Board of Commissioners through the regular monthly claims payment process.

2. Capital purchases in excess of $5,000.00 shall be tagged and added to the county’s fixed asset

inventory. The department head and/or elected official are responsible for this requirement to occur after coordination of payment by the accounting department.

3. The County Administrator, on behalf of all departments, is responsible for procuring all capital

items and/or service contracts in excess of $5,000.00 according to county purchasing procedures and subject to proper advertising with all bids to be awarded by the Board of Commissioners at a regularly scheduled meeting.

4. The Chief Administrative Officer (County Administrator) together with the County Clerk shall

jointly be responsible for assuring that any transfer or expenditure in excess of an approved departmental budget is made only after approval of the Board of Commissioners and that all transfers or expenditures are charged to an approved departmental budget.

5. The Chief Administrative Officer (County Administrator) together with the County Clerk shall

jointly be responsible for assuring departmental budgets are charged for salaries and wages in accordance with the adopted Authorized Staffing Levels for their respective budgets.

6. The approved Authorized Staffing Level contained in the budget shall limit the number of

employees who can be employed and no funds are appropriated for any position or employee not on the Authorized Staffing Level. Further, the Board of Commissioners expressly prohibits department heads from utilizing personal service contracts to circumvent the intent of the Board of Commissioners in its action establishing Authorized Staffing Levels. The Board of Commissioners must specifically approve any deviations.

7. Certain positions contained in the Authorized Staffing Level which are supported in some part by

a grant, cost-sharing, or other source of outside funding, are only approved contingent upon the county receiving the anticipated revenues. In the event outside funding is not received, or the county is notified that funding will not be received, then said positions shall be considered not funded and removed from the Authorized Staffing Level.

8. The County Clerk shall be responsible for assuring that allotments to other agencies in excess of

25% of the approved annual budget in any calendar quarter are made only after the County Board of Commissioners has approved them.

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9. The County Clerk shall prepare and submit a monthly Budget Transfer and Expenditure Control Report to the Board of Commissioners prior to the regular monthly board meeting. The Clerk shall prepare the appropriate paperwork and submit it to the Board of Commissioners prior to the regular monthly board meeting. This report shall be in a format as prescribed by the Board of Commissioners and shall be reconciled to the County Treasurer’s monthly Trial Balance.

10. Any budget amendments or transfers of funds shall only occur after written recommendation of the

Executive Committee and after being approved by the Board of Commissioners, by resolution. 11. Pursuant to county policy, vendors who enter into a service contract with the county shall furnish

a certificate of insurance, unless waived, in acceptable form as determined by the Board of Commissioners and file the certificate with the County Clerk prior to the commencement of any work or delivery of service or product.

12. All invoices, travel vouchers and payment requests must be submitted to the accounting office for

processing of payment on a timely basis, within the quarter the request was made. 13. All mileage for county owned vehicles will be charged to the account 940 Rental Charges in each

respective budget using county owned vehicles. The Motor Pool Fund 661 will be credited with the mileage charges for county owned vehicles. Any purchases of county owned vehicles would be charged to the Motor Pool Fund 661. All repair and maintenance charges on county owned vehicles shall be charged to the respective budgets using county owned vehicles.

14. All capital items and professional services over $5,000.00 shall require the solicitation of

competitive written sealed bids. A minimum of three bids is encouraged. State bids may be utilized when applicable.

15. The County Administrator may authorize expenditures up to $5,000.00 for unexpected items or

services when according to the department head, the item or service requested can be paid from the department’s approved budget. The Board of Commissioners through the regular monthly committee process will review all claims for potential payment.

16. All donations received in excess of $500.00 on behalf of Leelanau County shall be approved by the

Board of Commissioners. The County Administrator shall provide monthly written reports outlining all donations received. a) Any non-cash donations, tangible goods and\or mercantile with an approximate value of over

$250.00 donated to Leelanau County shall be approved by the Board of Commissioners prior to acceptance.

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b) Any proactive fundraising effort, as well as fundraising activity administrated through an external organization or vendor, must have prior Board approval, a stated end date and a specific restricted goal. If there is an associated administrative fee associated with the fundraising method, there must also be Board approval of the fee. If an external organization or vendor is utilized, proper controls over the account must be established by the Leelanau County Treasurer and Leelanau County Clerk. When cumulative funds are received and exceed $500.00, they will be transferred from Trust and Agency to a special fund and held pursuant to Board Policy and Budget Rules. Once a special fund is created for the stated purpose, transfers may be for lesser amounts.

17. Per diem rates will be as follows:

$70.00/ Full Day $40.00/One Half Day

18. The Board of Commissioners shall pay claims made against Leelanau County once per month after

approval. Payments for post audit claims shall be authorized only under the following circumstances, for items within the approved budget:

a) Implementation of any and all provisions of collective bargaining agreements and other

compensation plans adopted by the Board of Commissioners including payroll, related county and employee taxes, and withholding payments.

b) Payment of premiums on insurance policies and self-insurance pool fees including, but not

limited to, health insurance, life insurance, dental insurance, unemployment insurance and others.

c) Payments provided for within the provisions of any and all contracts and grants authorized by

and approved by the Board of Commissioners or County Administrator under Item 15.

d) Replenishment of imprested funds within the various departments to the extent provided in departmental budgets.

e) Postage to the extent provided in departmental budgets.

f) Jury, witness and attorney fees by order of the Circuit Court, District Court and Probate Court.

g) Any invoices providing for a discount if paid within a specified period provided such invoices

shall not be paid in such time period will allow consideration by the Board of Commissioners without loss of discount and, further, provided that they have been budgeted in the departmental budget. Additionally, any invoices not paid within a specified period, will be assessed a late payment penalty provided that they have been budgeted in the departmental budget.

h) Any and all fuel charges.

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i) Any and all utility billings.

j) Travel advances, registration, and mileage reimbursement to the extent provided in departmental budgets.

k) Department of Health and Human Services (formerly known as Family Independence Agency)

payments.

l) State of Michigan payments.

m) Any emergency claim as authorized by the County Administrator requiring payment prior to the next Board of Commissioners meeting.

n) Any other payments prescribed by law.

o) Refunds.

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TENTATIVE AGENDA CALL TO ORDER COMMUNICATIONS ... · TENTATIVE AGENDA . CALL TO ORDER PLEDGE OF...

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