Victor Township Board and Administrative Policies Manual

Victor Township Policies and Procedures Revised November 2019

Victor Township

Board and Administrative Policies Manual

Introduction

1.1 Purpose

This policies manual is adopted to provide for the efficient and uniform application of policies and procedures in

Victor Township, where such procedures have not been provided for by law.

Compliance with and Enforcement of Township Policies

1.2 Elective or Appointive Positions

When a township board member or other elective or appointive official questions the applicability of a provision of

any township policy or procedure to a particular situation, they may apply to the township board for a decision. The

township board member or other elective or appointive official will have the opportunity to present his or her

interpretation of the facts at issue and the applicable provisions of the policy or procedure before such advisory

decision is made. The board may modify policy in light of facts presented.

A township board member or other elective or appointive official whose conduct does not comply with any township

policy or procedure, including its ethical code of conduct, may be subject to actions including, but not limited to,

board reprimand, board censure, loss of a non-statutory committee assignment, or budget restriction, where such

restriction is not prohibited by statute.

Violations of township policy may also be considered by the township board as just cause for removing members of

appointive township boards and commissions from office, where removal is authorized by law.

1.3 Non-statutory committees

Violations of township policy and procedures may be considered by the township board as just cause for removing

members of non-statutory township committees. Other actions may be taken by the township board according to the

other provisions of this policy, depending on whether the committee member is a township board member, other

elective or appointive official, township employee or volunteer.

1.4 Employees and volunteers

A township employee or volunteer who violates township policy may be subject to any of the following actions,

depending on the severity of the policy violation, the number and frequency of policy violations, and the degree of

adverse impact to the township or to the public:

• Counseling

• Verbal warning, accompanied by a written memo for the file

• Written reprimand

• Suspension without pay

• Termination of employment or termination of the volunteer position

1.5 Approval

The policies included in this manual were approved as official policy of Victor Township on March 22nd 2016. All

township officials and personnel are bound by these policies, and any deviation from established policy is prohibited.

Victor Township Policies and Procedures Revised November 2019

Township Board

2.1 Township Board Authority

The township board is empowered by the Michigan Constitution and state laws to govern Victor Township.

The township board has the exclusive authority, subject to applicable laws, to determine the scope, quality and

quantity of township programs and services, to establish parameters and expectations of employee

performance and conduct, to establish its own style of governance, and to require information from township

personnel necessary and convenient to monitor township operations and compliance with board policies and

directives.

The township board may authorize appointed officials and employees to take such actions and make decisions

that are consistent with applicable federal and state laws, local ordinances, and township board policies.

2.2 Township Board Authority is Exercised by the Board

The township board shall act only at a meeting held in compliance with the Open Meetings Act.

Township board authority shall be exercised only through official board decisions recorded as votes taken,

directives given or consensus established by the township board at a township board meeting.

No individual, committee or organization shall represent its authority or action in a matter as that of the

township board unless the township board has directed the individual, committee or organization to act on the

township board’s behalf in that matter.

2.3 Allocation of Resources

The township board shall allocate township resources through the annual adoption of the township budget and

periodic budget amendments. The board shall authorize the resources necessary to fulfill the township’s

mission as required by law and defined in the goals identified in the township strategic plan.

2.4 Budgeting for Results and Outcomes

The township board shall budget for results and outcomes by linking strategic planning, long-range financial

planning, performance measures, budgeting, and evaluation. The use of resources shall be linked to objectives

established or reaffirmed at the beginning of the budget development process. The township board shall

routinely monitor, evaluate and adjust budget allocations to align township resources with the strategic plan

goals and objectives.

2.5 Multi-Year Budgeting

The township board shall incorporate multi-year planning and budgeting in its budgeting and strategic

planning processes.

2.6 Strategic Planning

The township board shall focus its administrative and budgetary deliberations at a strategic level through the

adoption and updating of a strategic plan to provide long-range direction over five years.

The strategic plan shall:

• Define long-term outcomes that the township board wishes to achieve

• Facilitate introduction of new programs or services in a logical, rational manner

• Link program objectives to resource development

• Be adjusted annually for changes in environment

• Be reviewed as part of the budget process to align township resources with the strategic plan goals and

objectives

2.7 Evaluating Programs and Services

The township board shall establish, monitor and evaluate measurable objectives in the strategic plan that

define when success has been achieved. The township board shall use internal reviews to evaluate the

township’s programs and services.

Victor Township Policies and Procedures Revised November 2019

2.8 Responsibilities of Township Board Members

Township board members shall:

•

Keep current on issues affecting the township

•

Attend all board meetings unless there is a conflict or unforeseen emergency

•

Vote upon all questions unless there is a conflict of interest present

•

Encourage the free expression of opinion by all board members

•

Assist new members in understanding their role and responsibilities as board members

•

Take no individual action that will compromise the township and respect confidentiality of

privileged information

•

Openly share current and historical information with township members.

2.9 Board Consultants

The township board reserves to itself the authority to appoint the following consultants

1. Attorney

2. Auditor

3. Engineer

4. Labor negotiator

5. Planner

6. Risk manager

7. Accountant

A contract will be executed between the board and any consultant that identifies the:

1. Term/length of the agreement

2. Services to be provided

3. Payment method (retainer, hourly or by project)

4. Payment schedule

5. Documentation of services provided for payment (details to be included in statements)

6. Method of resolving disputes

7. Township officials/employees authorized to direct work or assign tasks to consultant

2.10 Contracts

All contracts entered into on behalf of the township must be authorized by the township board. As the legal

agent of the township, the supervisor has statutory authority to sign a contract that the township board has

approved. The township board may direct as appropriate, to sign a contract that the board has authorized, in

addition to or instead of, the supervisor. Contracts shall expire March 31 of the year following the boards term

expiration.

2.11 Property

A township board resolution adopted by a majority of the board members serving is required for the township

to acquire property for public purposes by purchase, gift, condemnation, lease, construction or otherwise, or to

convey or lease township-owned property or any part of township-owned property not needed for public

purposes.

2.12 Stewardship

The township board delegates to township officials and employees the responsibility to protect the township’s

assets, through such means that include insurance, and which include its land, buildings and property, as well

as protecting its image through positive public relations.

Victor Township Policies and Procedures Revised November 2019

2.13 Litigation

The initiation of any lawsuit, litigation, claim for injunctive relief, writ of mandamus or other legal proceeding

requires a majority vote of the township board, except when there are extenuating circumstances. The

Supervisor and the Clerk are authorized to remedy the circumstances as defined in this section.

“Extenuating circumstances” are defined as an emergency situation that cannot wait until a special or regular

meeting of the board or a situation in which a violation of any state, federal or local ordinance constitutes a

public nuisance or otherwise endangers the public and in which the continued existence of such a condition,

emergency or violation is detrimental to the health, safety and welfare of the township.

“Extenuating circumstances” also include any situation where the continued existence of any condition,

emergency or violation may jeopardize the legal position of the township in securing the intended remedy in

any lawsuit, litigation, claim for injunctive relief, writ of mandamus or other legal proceeding.

The township board reserves the authority to authorize and direct the course and conduct of any lawsuit,

litigation, claim for injunctive relief, writ of mandamus or other legal proceeding, notwithstanding its

initiation for extenuating circumstances.

Township Administration

2.14 Board Administration

The township board shall govern township administration through the adoption of policies and procedures.

Board policies and procedures shall define what the township is to accomplish, through the adoption of a

mission statement, strategic plan, and other adopted policies and procedures, in compliance with applicable

laws.

Board policies and procedures shall also define the manner in which the board will conduct its business, the

relationship of the board to the township officials and employees, and limitations on the actions of township

officials and employees.

2.15 Direction and Control of Administration

To promote efficient administration, the township board authorizes and shall designate an official or an

employee to provide direction and control over individual township activities and functions that are not

assigned by state law to another official, and to provide a liaison between the board and the various township

departments within the parameters established by the township board.

2.16 Board Member Concerns Regarding Township Employees

Township board members should make all inquiries, requests or complaints about department heads or

employees to the Supervisor. Any directives, complaints or requests made by a board member directly to a

department head or employee, other than from a board member with statutory authority over the department

head or employee, must be brought to the attention of the Supervisor prior to initiating any response.

Victor Township Policies and Procedures Revised November 2019

Township Board Meetings

2.17 Board Meeting Notices

The township clerk is responsible for all regular, special, work sessions, public hearings and rescheduled

township board meeting notice requirements in conformance with the Open Meetings Act and other state laws.

Notices shall be placed on the outdoor bulletin board and may also be posted at www.victortwp.org, social

media accounts and indoor bulletin boards. The date and time of the meeting shall also be placed on township

calendars.

The clerk shall also be responsible for publishing and mailing all public notices required by state law. The chairperson

shall notify the clerk when a public notice is required to be mailed or published with sufficient lead time for the notice

to be provided in compliance with applicable laws.

The township clerk shall be responsible for seeing that notice of the time, place and reason(s) for any special

meeting of the township is given to each township board member either in person or by email, at least 24

hours prior to the meeting time. The clerk is responsible for receiving confirmation of attendance from each

board member. If confirmation of receipt of the notice has not been received within 18 hours of the meeting,

the clerk shall contact each board member personally to confirm receipt of said notice.

2.18 Regular Board Meeting Agenda

The township supervisor shall prepare the agenda and board packet at least 5 days prior to every township

board meeting. Business items intended for board action may be placed on the agenda by any board member

by notifying the Supervisor at least 7 days prior to the meeting. Agenda items must be accompanied by a copy

of the motion or resolution that will be placed before the board, along with background information helpful to

board members for understanding the issue.

Board members who wish to bring an issue to the board’s attention, but are not seeking board action, shall

bring up such issues under the reports of board officer’s sections of the meeting.

A copy of the proposed agenda shall be delivered or made available to every board member, along with all

supporting documentation and correspondence addressed to the township board, at least 5 days prior to the

board meeting. When the need to place an item on the agenda arises after the deadline, the business item may

be added to the agenda by majority vote of the board.

The proposed agenda shall be approved by majority vote following the roll call of board members at each

board meeting. The agenda shall conform to the following format:

1. Call to order

2. Pledge to flag

3. Roll call

4. Brief public comment

5. Approval of meeting agenda

6. Approval of previous month’s minutes

7. Treasures report

8. Approve to pay bills

9. Reports from board officers

10. Reports from county officials

11. Items of public interest

12. Correspondence

13. Unfinished business

14. New business

15. Board member comments

16. Public comments

17. Adjournment

Victor Township Policies and Procedures Revised November 2019

2.19 Special Board Meeting Notice/Agenda Considerations

The purpose(s) for which a special meeting is called shall be stated in the special meeting notice. Special

meetings can be called by the supervisor or two board members.

If all township board members are present at a special meeting of the township board, then the board may add

any lawful business to the special meeting agenda. If any township board member is absent at a special

meeting of the township board, then the business shall be limited to the purpose(s) in the special meeting

notice. No other agenda items may be added.

Proposals for changes to township grounds must be submitted to the Township Supervisor or Township

Maintenance Manager at least 30 days in advance of the next scheduled Board Meeting date to allow members

enough lead time to review proposal and ask appropriate question.

2.20 Board Correspondence

Board members shall receive with the board packet a copy of any written correspondence that was addressed

to the board requesting board action at a regularly scheduled meeting. A motion may be made to consider the

correspondence request under new business. If no motion is made to consider the request, the correspondence

will be received and filed.

2.21 Board Meeting Logistics

The Clerk shall be responsible for determining that the township hall and the board meeting room is properly

set up for a public meeting. This includes, but is not limited to, ensuring that:

• The parking lot, sidewalks, ramps and stairs are clear of snow and ice during winter weather.

• Audio-visual equipment that may be used during the meeting is set up and tested.

• Adequate seating is available for the anticipated audience.

• Copies of the proposed agenda and any other public materials are placed on a table along with any

sign-in sheet and pens.

2.22 Board Member Meeting Conduct

All board meetings shall be conducted under Robert's Rules of Order in so far as possible.

If a quorum of the township board is present, a board meeting shall be called to order promptly at the time

announced for the meeting.

Each board member shall fully participate in board meetings by doing the following:

• Prepare for board meetings by reading their packets ahead of time in order to fully participate in

discussions

• Help the chair keep meeting moving

• Limit remarks to issue being considered

• Ask questions for clarification

• Respect colleagues’ rights

• Refrain from interrupting other speakers

• Actively listen

• Listen courteously and attentively to all public discussions before the board

• Extensive discussion before voting

• Raise concerns and objections at a meeting, rather than after

• Express disagreement verbally, rather than non-verbally

• Criticize constructively

• Vote with a clear audible voice

Victor Township Policies and Procedures Revised November 2019

2.23 Chairing Board Meetings

All board members will be treated with equal dignity and respect, and board members shall have equal access

to speak and to make motions. The moderator is charged with ensuring the will of the board majority prevails

on decisions, while giving board members who hold to a minority view an adequate opportunity to present

their positions to the other board members. The moderator will keep discussions focused on the agenda items.

The moderator will relinquish the gavel when he or she has a personal conflict of interest or is sufficiently

conflicted on an issue that impartiality cannot be assured. The moderator will maintain proper decorum among

board members and the public audience.

The moderator will:

• Open the meeting at the specified time

• Explain meeting procedures and decision-making processes so that board members and the audience

may appropriately participate

• Restate audience questions

• Apply time limits consistently

• Recognize and deal with procedural objections

• Protect members and staff from verbal attack unrelated to official duties

• Keep track of amendments to motions

• Restate motions before they are voted upon

• Call recesses during long meetings

• Reconvene at specified time

• Adjourn the meeting

2.24 Board Member Conflict of Interest

A township board member shall vote upon all matters that require a vote of the township board unless the

board member has a conflict of interest.

General law township:

If a township board member has a conflict of interest regarding a matter on which the

township board is required to vote, the board member will disclose that interest, and the township board

member shall recuse him- or herself, and refrain from participation in all deliberations, discussions and voting

on that matter.

2.25 Public Participation

Members of the public shall have an opportunity, under Public Comment or Extended Public Comment, to

address the board for no more than 3 minutes.

Persons shall be recognized in the order in which they entered their name on the provided public comment

sign-up sheet. Any additional persons desiring to address the board shall be recognized by the chairperson

and may address the board for no more than 3 minutes or within a timeframe deemed reasonable by the board.

2.26 Minutes

The clerk shall ensure that minutes of board meetings record:

•

Time, date and place of the meeting

•

Board members present and absent

•

Decisions made by the board at a meeting open to the public

•

Roll-call votes taken at the meeting

•

The purpose or purposes for which a closed session is held

The content of minutes shall reflect the collective will of the township board as expressed in official board

decisions. Minutes shall not include personal comments or opinions unless authorized by a two-thirds vote of

the township board members present. The board shall make any corrections in the minutes at the next meeting

after the meeting to which the minutes refer. Corrected minutes shall be available to the board at or before the

next subsequent meeting after correction. The corrected minutes shall show both the original entry and the

correction.

Victor Township Policies and Procedures Revised November 2019

Ethics

3.1 Code of Ethical Conduct

The township board recognizes that to carry out its mission of service to the community, the township board,

officials, employees and volunteers must earn the full confidence of the Victor Township community. The

residents and taxpayers expect, and are entitled to, a local government that conducts its affairs in a fair,

ethical, transparent and accountable manner.

To accomplish these ends, the township board expects compliance with the following Code of Ethical

Conduct:

• In conducting their official duties, township officials and employees shall observe both the spirit and

intent of all applicable laws, township ordinances, and township policies and procedures.

• Township officials shall act in a fair, impartial manner.

• Actions of officials and employees shall be consistent with the township's best interests, rather than

for personal gain.

• The township shall practice transparency in its affairs, unless there is a legal necessity for

confidentiality.

• Civility and respect will be demonstrated in all governance processes and in the delivering of

township programs and services.

3.2 Applicability

The Code of Ethical Conduct includes the following policies that shall apply to all elected and appointed

officials, employees and volunteers.

3.3 Implementation

As an expression of the standards of conduct for elected and appointed officials, employees and volunteers

expected by the township, the Code of Ethical Conduct is intended to be self-enforcing. It therefore becomes

most effective when everyone is thoroughly familiar with it and embraces its provisions. For this reason,

ethical standards shall be included in the regular orientation for township board candidates, board and

commissions applicants, newly elected and appointed officials, employees and volunteers. Township officials,

appointees, employees and volunteers shall sign a statement affirming they have read and understood the Code

of Ethical Conduct. The township board shall consider recommendations for updates to the Code of Ethical

Conduct and will update it as necessary.

3.4 Compliance and Enforcement

The Ethical Code of Conduct expresses standards of ethical conduct expected for township board members,

appointees, boards and commissions, employees and volunteers. Each person has the primary responsibility to

assure that ethical standards are understood and met, and that the public can continue to have full confidence

in the integrity of government.

The chairs of boards and commissions, department heads, managers and the supervisor have the additional

responsibility to intervene when an individual’s actions that appear to be in violation of the Code of Ethical

Conduct are brought to their attention. The township board may impose sanctions on those individuals whose

conduct does not comply with the township’s Ethical Code of Conduct standards, such as reprimand, formal

censure, loss of seniority or committee assignment, budget restriction, termination or other sanctions as

identified by the board. The township board may also have the option to remove members of boards,

commissions and committees as the law allows. A violation of this Ethical Code of Conduct shall not be

considered a basis for challenging the validity of a township board or commission’s decision-making

authority.

Victor Township Policies and Procedures Revised November 2019

3.5 Reporting Improper Actions of Elected and Appointed Officials

Members of the township board shall intervene when actions of elected and appointed officials are brought to

their attention and appear to be in violation of the Code of Ethical Conduct. A board official who is made

aware of the alleged violation shall report the complaint to the Victor township board. The Victor township

board will investigate the allegation and shall provide a report of their findings to the involved elected or

appointed official. The report shall be presented to the township board at a public meeting. The township

board will accept testimony on the matter and determine whether a violation of the code has occurred.

3.6 Conduct in Compliance with Laws

Township officials, employees and volunteers shall comply with the applicable provisions of state law related

to conflicts of interest and state laws regulating the conduct of public officials, employees and volunteers.

3.7 Uniformity of Enforcement

Township ordinances, policies, procedures, rules and regulations shall be uniformly applied and enforced,

unless consideration of extenuating circumstances, unintended consequences or undue hardship is explicitly

authorized in the applicable ordinance, policy, procedure, rule or regulation.

3.8 Actions Not for Personal Gain

The township board, appointees, boards and commissions, employees, and volunteers shall act in the best

interest of the township, rather than for personal gain.

3.9 Actions on Behalf of Third Parties

As stewards of the public interest, members of the township board, appointees, members of boards

and commissions, employees and volunteers shall not appear on behalf of the private interests of third

parties before the township board, or any board, commission, committee or proceeding of the

township, nor shall members of boards and commissions, or committees appear before their own

bodies or before the township board on behalf of the private interests of third parties on matters

related to the areas of service of their bodies.

3.10 Disclosure of Conflict of Interest

When a decision or action would create a personal financial impact, the official, appointee, employee or

volunteer shall promptly disclose the conflict of interest and shall not, directly or indirectly, participate in

the decision or in any manner influence others who participate in the decision or action.

3.11 Gifts and Special Benefits

Township officials, appointees, employees and volunteers shall refrain from accepting any gifts,

favors or promises of future benefits that might compromise their independence of judgment or

action, or give the appearance of being compromised.

3.12 Financial Relationships

Township officials, appointees, employees and volunteers shall disclose any personal transactions, in excess

of $1000.00 annually, entered into with any vendor that also does business with the township.

3.13 Township Resources

Township resources will be utilized efficiently and effectively, with waste avoided.

3.14 Personal or Political Benefit

Township resources will not be used for personal or political benefit.

Victor Township Policies and Procedures Revised November 2019

3.15 Maintaining the Integrity of Office

A township board member who intends to enter into an office or position that is incompatible with his or her

township board office shall resign from township board office by submitting a letter of resignation to the

township board stating the effective date of his or her resignation.

A township board member who intends to reside permanently outside the township shall resign from township

board office by submitting a letter of resignation to the township board stating the effective date of his or her

resignation.

3.16 Truthfulness

All information provided by township officials, appointees, boards and commissions, employees and

volunteers will be truthful and complete. The township board, appointees, boards and commissions,

employees and volunteers shall not knowingly make false or misleading statements, or use false or misleading

information as the basis for making a decision.

3.17 Confidential Information

Township officials, appointees, boards and commissions, employees and volunteers, shall respect the

confidentiality of information concerning the property, personnel or affairs of the township. They

shall neither disclose confidential information without proper legal authorization, nor use such

information to advance their personal, financial or other private interests.

3.18 Information Acquired

Information acquired in one’s public position will not be used for personal advantage.

3.19 Community Decisions

Community service is the prevailing role and responsibility in deciding matters of public policy and

conducting township operations. All decisions shall consider the greater good of the entire community. The

needs and concerns of the public, township officials and staff shall be monitored and considered in

deliberations and decisions.

3.20 Community Role Models

Township officials, appointees, boards and commissions, employees and volunteers shall conduct themselves

as role models for residents, business people and other stakeholders involved in public debate. Township

board members shall support the maintenance of a positive and constructive workplace environment for

township employees, and for citizens and businesses dealing with the township. Officials shall recognize their

special role in dealings with township employees and shall in no way create the perception of inappropriate

direction to staff.

3.21 Quality of Life

Township decisions and actions shall be intended to improve the quality of life in the community and shall

consider the unique needs of the less fortunate.

3.22 Community Commitment

The township’s care for and commitment to its community members shall be conveyed through township

decisions and actions.

3.23 Development of Public Policy

Policy decisions of board officials and appointees will be based on the merits of the issues, will consider

diversity of opinions and, whenever possible, shall reflect consensus of participants.

3.24 Transparency

Board officials and appointees shall publicly share substantive information that is relevant to a matter

under consideration by the board or boards and commissions, which they may have received from

sources outside of the public decision-making process to provide the utmost transparency.

Victor Township Policies and Procedures Revised November 2019

3.25 Avoiding Undue Influence on Other Township Boards and Commissions

Because of the value of the independent advice of boards, commissions and committees to the public

decision-making process, members of the township board shall refrain from using their position to

unduly influence the deliberations, outcomes or recommendations of board, commissions and

committee proceedings.

3.26 Participation in Decision-Making

Participants to policy decisions shall listen carefully to other participants and shall ask questions to gain

greater understanding of the positions, views and opinions of others.

3.27 Meeting Inclusion

Relevant staff shall be included in all meetings that affect their respective departments.

3.28 Public Input

Decisions made in an open meeting shall be accompanied by opportunities for public input as stated in policy

and in compliance with the Open Meetings Act.

3.29 Public Involvement

Expanded opportunities for public involvement in developing and evaluating township programs and services

shall be actively considered by all boards, commissions and committees.

3.30 Public Interactions

Interactions by the public with township processes shall be made as stress-free as possible.

3.31 Representation of Township Interests

When representing the township on a regional or multijurisdictional board or commission and confronted with

an issue that pits the township’s interests against the greater interests of the broader jurisdiction, the township

board shall be consulted for direction and guidance. When such guidance cannot be sought, representatives of

the township must consider the broader regional or statewide implications of that body’s decision and issues.

3.32 Interactions with Others

Interactions with others shall demonstrate fairness, respect, impartiality and equitable treatment.

3.33 Interactions with Citizens

Preferential consideration of the request or petition of any individual citizen or groups of citizens shall not be

given. No person shall receive special advantages, consideration or treatment beyond those that are available

to any other citizen under similar circumstances.

3.34 Responsibility of Actions

Township officials, appointees, employees and volunteers will take responsibility for their own actions and

decisions.

3.35 Promises

Township officials, appointees, employees and volunteers shall not make promises that one would reasonably

consider as unrealistic or which there are no intentions to ultimately honor.

3.36 Commitments

Township officials, appointees, employees and volunteer commitments shall be followed through, they will

keep others informed, and requests for information shall be promptly responded to.

Victor Township Policies and Procedures Revised November 2019

3.37 Credit

Township officials, appointees, employees and volunteers will give proper credit to those who contribute to

the township’s successes and accomplishments.

3.38 Discussions

Township officials, appointees, employees and volunteers’ discussions shall focus on the merits of positions,

and shall not include attacks on the motives, character or personality of others.

3.39 Communication of Township Positions

Township officials, appointees, employees and volunteers shall represent the official policies or

positions of the township board, or other township boards, commissions or committees to the best of

their ability when designated as delegates for this purpose. When presenting their individual opinions

and positions, it should be explicitly stated that they do not represent their board, commission or

committee or the township, nor will it be inferred that they do.

3.40 Meeting Attendance

Township officials, appointees, employees and volunteers shall come to meetings on time and be prepared to

deliberate and make decisions.

3.41 Meeting Attendance—Respect for Moderator

Board members shall honor the role of the presiding officer in maintaining order and ensuring equal

opportunity to provide input on matters of public policy. Board members will respect the role of the

supervisor as moderator to focus discussion on current agenda items. Objections to the supervisor’s

actions should be voiced politely and with reason.

Victor Township Policies and Procedures Revised November 2019

Financial Administration

4.1 Financial Administration

The township adopts the Michigan Department of Treasury’s Accounting Procedures Manual and shall

comply to the extent possible with both the required policies and the best practices identified in that manual.

The following policies are intended to represent compliance with the Accounting Procedures Manual and

Victor Township’s administrative structure and procedures. No policy manual can anticipate all possibilities

that may be encountered when administering the finances of the township. The following policies establish a

framework for adequate controls over the financial administration processes. When questions arise, the

township board must refer to this manual and agree to a solution to the question, and add, delete or amend this

manual.

Budget

4.2 Development

The township shall use the following approaches to develop the budget, as recommended by the Government

Finance Officers Association:

• The budget shall be based on expected revenues, including base revenues, any new revenue sources

and the potential use of fund balance.

• The results or outcomes that matter most to citizens will be identified, and based on that, the township

board shall determine what programs are most important to their constituents.

• The budget allocations shall be made in a fair and objective manner.

• The board shall budget available dollars to the most significant programs and activities to maximize

the benefit of the available resources.

4.3 Timetable

The proposed budget shall be developed according to the following schedule:

Meeting Activity

November Supervisor meets with clerk and treasurer

December Supervisor presents proposed budget to township board

January Township board adopts tentative budget

February Budget public hearing held by township board.

March General Appropriations Act adopted (See Sample Resolution Appendix B)

4.4 Methods

The township board shall use the line item approach when developing the proposed budget.

The budget shall be adopted at the revenue by source and expenditures by activity level.

4.5 Format

The proposed and adopted budgets shall:

• Provide financial data on revenues, other resources and expenditures for at least a three-year period,

including prior year actual, current year budget and/or estimated current year actual and proposed

budget

The proposed and adopted budgets shall also include a narrative that:

• Summarizes the major changes in priorities or service levels from the current year and the factors

leading to those changes

• Identifies the priorities and key issues for the new budget period

• Identifies and summarizes major financial factors and trends affecting the budget, such as economic

factors; long-range outlook; significant changes in revenue collections, tax rates or other changes;

current and future debt obligations; and significant use of or increase in fund balance or retained

earnings

Victor Township Policies and Procedures Revised November 2019

Budget Adoption

4.6 Adoption

Prior to the beginning of each fiscal year, the township board shall annually adopt a budget using a

departmental method of adoption unless otherwise directed in the General Appropriations Act.

The board shall monitor and amend the budget as needed to approve and control all expenditures.

4.7 Designation of Budget Officer

The supervisor shall be the township budget officer and shall be responsible for the development and

administration of the township budget.

4.8 Budget Monitoring

The township board shall review the budget quarterly and recommend amendments or expenditures revision to

maintain budget control.

Fund Balance

4.9 Fund Balance

The township board shall budget for a general fund balance that equals at least 30% of projected expenditures.

Capital Improvement Planning

4.10 Capital Improvement Plan

The township planning commission shall be responsible for the development and updating of the township

capital improvement plan, subject to final approval of the township board. The capital improvement plan will

be reviewed annually, with such review completed at least two months prior to initiating the development of

the proposed township operating budget.

4.11 Scope

The capital improvement plan shall address the medium- and long-range needs of the township regarding

building, lands, major equipment and infrastructure. The capital improvement plan shall prioritize such needs

for the next 6 years beyond the current fiscal year.

A capital improvement is defined as a major project or purchase that is generally not recurring, has a long life

expectancy, costs more than $5000.00 and generally fits into one of the following categories:

• Acquisition, lease or development of land

• Construction of new buildings and facilities and/or additions, including design, engineering and other

pre-construction costs. This includes major building improvements that are not routine expenses and

that substantially enhance the value of a structure by adding capacity or square footage.

• Playground equipment

• Construction or extension of roads or pathways

• Acquisition of large vehicles/equipment (fire truck, ambulance, backhoe, etc.)

4.12 Budget

The capital improvement budget shall constitute those projects programmed for the first fiscal year of the six-

year CIP. The capital improvement budget is enacted as a part of the annual budget adopted by the township

board and will be the basis upon which funds are appropriated during the budget year for identified projects.

Victor Township Policies and Procedures Revised November 2019

4.13 Project Requests

Elected officials shall submit any suggested projects to be included in the capital improvement plan to the

planning commission who shall develop a capital improvement plan that includes the following information

on each project:

1. Priority of need

2. Justification for priority ranking

3. Estimated year project to commence

4. Estimated year project should be completed

5. Total estimated acquisition or construction cost

6. Proposed method of financing acquisition or construction

7. Annual debt service requirements of the project

8. Estimated annual operating expenses after completion

9. Method of financing operating expenses

4.14 Public Hearing

The planning commission shall hold a public hearing on the capital improvement plan prior to submitting the

capital improvement plan to the township board. The township board may hold additional hearings on the

capital improvement plan.

4.15 Adoption

Prior to beginning the development of the proposed township budget for the ensuing fiscal year, the township

board shall adopt the capital improvement plan as recommended or following any alterations the township

board deems advisable. All parties involved in the development of the proposed township budget shall address

any implications of the capital improvement plan in the proposed budget.

Audit

4.16 Audit

The township board shall contract with a certified public accountant to annually audit the financial systems of the

township. Prior to release of the audit report, the supervisor and clerk must sign the audit representation document.

The audit contract may be for a period of up to three years and shall not exceed the current board’s term of office.

Fiduciary Bonds

4.17 Fiduciary Bonds

The township shall provide a surety bond for all township officials required by law to be bonded.

The township shall provide a public employee dishonesty bond for all employees authorized to handle money.

Treasurer $25,000.00

Deputy Treasurer $15,000.00

Clerk $10,000.00

Deputy Clerk $10,000.00

Supervisor $5000.00

Victor Township Policies and Procedures Revised November 2019

Financial Reports

4.18 Periodic Expenditure and Revenue Report

The clerk shall prepare a quarterly financial report for the board. The report will be current through the last

day of the previous month, and shall be presented to the board quarterly. The financial report for each fund

will show the following information for revenues and expenditures:

1. Account number

2. Description

3. Amended budget

4. Current period

5. Year to date

6. Budget balance

4.19 Periodic Balance Sheet Report

The clerk shall prepare a monthly balance sheet showing the assets, liabilities and equities for each fund.

4.20 Investment Performance Report

The treasurer shall prepare a quarterly report of all interest-bearing activities, including the name of the

financial institution, type of investment, anticipated yield and date of maturity.

4.21 Summary Report of Cash Activity by Fund

The treasurer shall provide the township board with a monthly summary report of cash activity by fund and a

summary report of cash activity by bank account, certificate of deposit and investment account.

4.22 Financial Reports Review

The clerk shall review the financial reports prior to the board meeting, and shall recommend to the board any

necessary budget amendments or fund transfers.

Internal Controls

4.23 Financial Employee Training

The township shall provide education and training for township officials and other personnel involved in

financial administration on accounting procedures, investments, budgeting and fraud prevention as annually

approved in the township budget.

4.24 Segregation of Duties

The functions of authorizations, recordkeeping and processing financial transactions shall be segregated where

possible.

4.25 Cross Training

Bookkeeping duties shall be periodically shifted between two or more employees (e.g., during vacations, etc.).

4.26 Reconciliations

The cash balances of the various fund ledgers shall be reconciled to the bank statements monthly. The

treasurer must keep track of the total cash and investments allocable to each fund and must reconcile these

amounts to each month’s bank statements.

The clerk and treasurer at least quarterly must reconcile the cash and investments recorded in the general

ledger to either the treasurer’s reconciliation or to the bank statements directly.

Bank statements and reconciliations shall be retained for audit purposes.

Victor Township Policies and Procedures Revised November 2019

Cash Handling and Receipting

4.27 Authorization to Receive Cash

The following employee positions are authorized to receive cash: office administrators, clerk, deputy clerk,

treasurer and deputy treasurer.

4.28 Prohibited Actions and Refunds

Loans, cash advances, making change and personal check cashing are prohibited. Cash refunds shall not be

issued for overpayments at the time of occurrence (i.e., either a credit should be issued or a check refund

generated through accounts payable).

4.29 Receipting of Cash Receipts

The treasurer is responsible for all cash receipts. If cash is received a receipt shall be printed and provided to

the payer at the time of transaction. Cash shall be placed in the safe with a copy of the receipt. An additional

receipt shall be placed in the treasurer’s mailbox.

4.30 Posting of Cash Receipts

The treasurer will post each receipt to the receipts journal in numerical order to the proper bank account, fund

and revenue account.

4.31 Deposit Procedures

Deposits shall be made intact, with no reductions to deposits made for expenditures, and must be reconciled to

official receipts. Deposit tickets (or attached listing) shall list checks by name or number, and amount, in the

appropriate township bank account. Undeposited funds shall be secured in treasurers locked drawer.

Victor Township Policies and Procedures Revised November 2019

Depositories

4.32 Bank Accounts

All bank accounts shall be in the name of the township and the township treasurer. The use of the township’s

tax ID number shall be strictly controlled by the treasurer, and it shall not be used to open non-township bank

accounts.

Tax collections shall be deposited in a separate bank account in the name of the treasurer.

Bank signature cards shall be kept current and the authorized signers limited to the township clerk, treasurer

and deputy treasurer.

4.33 Authorized Depositories

This policy is applicable to all public funds belonging to the township and in the custody of the township

treasurer. The treasurer is authorized to deposit funds in approved financial institutions and administration of

investments in conformance with state and federal law and policies as set forth in this resolution.

The township board authorizes the following financial institutions as depositories of township funds:

Independent Bank, Huntington Bank, Flag Star Bank and Mercantile Bank.

The treasurer shall recommend financial institutions for approval for the safekeeping of township funds based

on an evaluation of the performance and solvency of the institution, as well as past performance in exercising

due care and prudence in managing the custody of township funds held in trust, if applicable. The treasurer

shall periodically evaluate approved and potential financial depositories and shall make recommendations as

to appropriate changes in approved depositories when warranted.

In determining safekeeping and custody qualifications, financial institutions document a minimum capital

requirement of at least $10,000,000 and at least five years of operation. All financial institutions and

brokers/dealers shall be pre-qualified by supplying the following:

• Audited financial statements

• Proof of NASD certification, or FDIC or NCUA insurance

• Proof of state registration

• Certification of having read, understood and agreement to comply with the Victor Township

investment policy.

The treasurer shall annually examine the financial condition and registrations of qualified financial institutions

and brokers/dealers by obtaining annual updates of the information listed above.

4.34 Control of Cash and Investments

All cash and investments shall be under the control of the township treasurer. No other individual shall hold

cash of the township or open a bank account to hold township cash or investments.

4.35 Authority to Make Bank Deposits

The township treasurer is responsible for making all bank deposits. The treasurer may authorize other

township personnel to make deposits if the township board has agreed to incorporate that function in the job

description for that position.

The following positions are authorized by the treasurer to make bank deposits: treasurer, clerk and deputy

treasurer.

Victor Township Policies and Procedures Revised November 2019

Investments

4.36 Notice of Investment Policy

The senior management of any firm, dealer, broker or financial institution shall be given a copy of the

township’s investment policies prior to the treasurer investing or depositing any township funds in such

institution.

Depositories

The following financial institutions may be used as depositories of township funds: Independent Bank,

Huntington, Flag Star Bank and Mercantile Bank.

Investments

The treasurer may invest township funds in certificates of deposit, savings accounts, deposit accounts or

depository receipts of a bank, but only if the bank, savings and loan association, or credit union meeting all

criteria as a depository of public funds contained in state law. The standard of prudence to be used shall be the

“fiduciary” standard and shall be applied in context of managing an overall portfolio.

The prior approval of the township board shall be required for the treasurer to invest in any other lawful

investment instruments. The township board’s standard of prudence shall be the “fiduciary” standard, which

shall be applied in context of managing an overall portfolio.

The township board may authorize the treasurer to invest in the following:

(a) Bonds, securities, and other obligations of the United States or an agency or instrumentality of the United

States.

Commercial paper rated at the time of purchase within the 2 highest classifications established by not less than

2 standard rating services and that matures not more than 270 days after the date of purchase.

(b) Repurchase agreements consisting of instruments listed in subdivision (a).

(d) Obligations of this state or any of its political subdivisions that at the time of purchase are rated as

investment grade by not less than 1 standard rating service.

(e) Mutual funds registered under the Investment Company Act of 1940, Title I of chapter 686, 54 Stat. 789,

15 U.S.C. 80a-1 to 80a-3 and 80a-4 to 80a-64, with authority to purchase only investment vehicles that are

legal for direct investment by a public corporation. However, a mutual fund is not disqualified as a permissible

investment solely by reason of either of the following:

(i) The purchase of securities on a when-issued or delayed delivery basis.

(ii) The ability to lend portfolio securities as long as the mutual fund receives collateral at all times equal

to at least 100% of the value of the securities loaned.

(iii)The limited ability to borrow and pledge a like portion of the portfolio’s assets for temporary or

emergency purposes.

(f) Obligations described in subdivisions (a) through (g) if purchased through an interlocal agreement under

the Urban Cooperation Act of 1967, Public Act 7 of 1967 (Ex Sess), MCL 124.501, et seq.

(g) Investment pools organized under the Surplus Funds Investment Pool Act, Public Act 367 of 1982, MCL

129.111, et seq.

(h) The investment pools organized under the Local Government Investment Pool Act, Public Act 121 of

1985, MCL 129.141, et seq.

Levels of Risk

Decisions and actions involving the township’s investment portfolio shall meet the following criteria:

Safety:

Safety of principle is the foremost objective of the township’s investment practices.

Diversification:

The investments shall be diversified by avoiding over concentration in securities from a

specific issuer or business sector (excluding U.S. Treasury securities and insured certificates of deposits).

Liquidity:

The investment portfolio shall remain sufficiently liquid to meet all operating requirements that

may be reasonably anticipated.

Victor Township Policies and Procedures Revised November 2019

Return on Investment:

Return of investment is of secondary importance compared to safety and liquidity

objectives. Investments shall be selected to obtain a market average rate of return. The core of investments is

limited to relatively low-risk securities.

The treasurer may elect to have certificates and other evidence of investments held by a financial institution,

provided that the financial institution presents to the township treasurer on a quarterly basis, sufficient

documentation and acknowledgment of the investment instruments held on behalf of the township.

The treasurer shall provide on a quarterly basis a written report to the township board concerning the

investment of township funds.

Compliance with State and Federal Laws

The township shall comply with all applicable statutes related to public fund investments. Any provisions of

this resolution in conflict with applicable statutes is void.

Accounts Receivable

4.37 Accounts Receivable

The clerk, treasurer or supervisor shall be responsible for processing applicable to their department.

4.38 Invoice Preparation

The following positions shall be responsible for preparing invoices for revenues due to the township:

Official Revenue Source

Clerk Cemetery lots and grave openings

Clerk Freedom of Information Act requests, miscellaneous income

Supervisor Intergovernmental contracts

Clerk Parks and recreation activities

Clerk Facility Rentals

Clerk Voter registration list requests

All invoices shall include a remittance advice or invoice to be returned to the township with payment. The

remittance advice or invoice shall include the name, amount invoiced, purpose and that payment is to be made

to the township and mailed to the township treasurer.

4.39 Accounting for Accounts Receivable

For all payments received, the clerk and treasure shall credit the revenue. Any amounts not received shall be

reviewed and followed up on.

Victor Township Policies and Procedures Revised November 2019

Accounts Payable

4.40 Accounts Payable

The township clerk/deputy clerk shall be responsible for processing all accounts payable. The clerk may

designate other township personnel to process accounts payable if the township board has agreed to

incorporate that function in the job description of that position.

4.41 Processing of Claims

Requests for payments to vendors shall be documented in writing by a vendor invoice or, in the few instances

where no invoice is forthcoming, by a written request by the elected official requesting payment. Except for

rare exceptions, only original invoices shall be processed for payments, as statements or copies of invoices

may result in duplicate payments. Appropriate documentation (supporting invoices) shall be attached for all

disbursements. Original bills, not copies, must be used for documentation.

Employee expense reimbursements shall be documented on an expense voucher prepared by the employee. All

invoices, departmental check requests and expense vouchers shall include the following:

1. Vendor name

2. Purpose of payment request

3. Unit price and units delivered (if applicable)

4. Date goods delivered or services rendered

All requests for payments shall be approved by the department to which the expense shall be posted by

initialing the document.

All requests for payment shall be submitted to clerk at least 2 days prior to the board meeting at which claims

will be approved.

The clerk shall verify the payee, amount, purpose and the disbursing fund of each request. After verification,

the clerk shall prepare a warrant, enter it into the general ledger and make a copy for township records.

4.42 Claims Reports

The clerk shall prepare a claims report to the board showing the fund, vendor name, nature of the expense,

invoice number and warrant number (i.e., check number). Any items paid prior to board audit shall be noted

on the warrant report or on a separate report.

Invoices and bills supporting the claims report shall be available for board member review in board packets.

Board members are responsible for scrutinizing the bills prior to board approval.

4.43 Board Approval Required for all Claims

All claims shall be approved by the township board prior to payment, with the exception of tax collection

disbursements.

4.44 Board Post-Audit Authorized for Certain Claims

Only the following types of claims may be paid by disbursements made prior to board audit and approval:

1. Payroll

2. Utility bills

3. Invoices with penalties that would be incurred if payment is not received prior to the board meeting

where claims will be approved

4. The supervisor may authorize emergency expenditures, up to $1500.00, when deemed essential due

to the imminent threat to the health, safety and welfare of the township.

Any claims authorized under this policy prior to board approval shall be post-audited at the next board

meeting.

4.45 Check Controls

Numerically controlled, pre-numbered checks shall be used. Checks shall not be signed prior to being

completely filled out. Cleared checks are electronically stored.

Victor Township Policies and Procedures Revised November 2019

4.46 Authorized Check Signers

The following officials are the only persons authorized to sign checks:

• Clerk (to signify board approval)

• Treasurer or deputy treasurer (to make it a check)

4.47 Check Processing

Each check shall be signed by the clerk to document board authorization of that payment and forwarded to the

treasurer by the next business day following the board meeting at which they were approved. The treasurer or

deputy treasurer shall verify that the funds are available, sign the check and distribute it. Checks shall not be

returned to the clerk or the originating office for distribution.

4.48 Electronic Payments

Following township board approval or in compliance with the board policy for post-auditing payments, the

clerk shall initiate electronic payments and the treasurer or deputy treasurer shall review and accomplish.

Electronic payments or ACH agreements are authorized if in compliance with the following policy provisions.

4.49 Electronic Payment (ACH) Definitions

“Automated clearing house” or “ACH” means a national and governmental organization that has authority to

process electronic payments, including, but not limited to, the national automated clearing house association

and the Federal Reserve System.

An “ACH arrangement” means the agreement between the originator of the ACH transaction and the receiver

of an ACH transaction.

An “ACH transaction” means an electronic payment, debit or credit transfer processed through an automated

clearinghouse.

An “ACH policy” means the procedures and internal controls as determined under this written policy

developed and adopted by the township treasurer.

4.50 Authority to Enter into ACH Arrangements and Electronic Transfers of Public Funds

The township treasurer and clerk may enter into an ACH arrangement.

4.51 Responsibility for ACH Agreements

The treasurer or clerk is responsible for the township’s ACH agreements, including payment approval,

accounting, reporting and generally for overseeing compliance with the ACH policy.

The clerk shall submit to the township board documentation detailing the goods or services purchased, the cost

of the goods or services, the date of the payment, and the department levels serviced by each payment of

public funds made by electronic transfer. This report may be contained in the township’s electronic general

ledger software system or in a separate report to the township board.

4.52 Internal Accounting Controls to Monitor Use of ACH Transactions Made by Township

The following system of internal accounting controls will be used to monitor the use of ACH transactions

made by Victor Township:

The treasurer shall prepare a list of vendors authorized to be paid by ACH transaction and provide that list to

the clerk.

The clerk initiates the transaction upon receipt of an invoice included on the authorized ACH list approved by

the appropriate township official. ACH invoices must be approved before payment. The clerk signs the ACH

invoice, which then acts as the warrant.

The clerk presents the check a list of bills for payment, and a separate list of the electronic payments for

township board approval. The board approves all transactions prior to disbursement, unless payments pre-

authorized for post-audit by the board.

The treasurer shall retain all ACH transaction documents for audit purposes.

The clerk shall retain all invoices for audit purposes.

The clerk, treasurer and supervisor are authorized to have a township credit card.

Victor Township Policies and Procedures Revised November 2019

4.53 Credit Card Use Policy

The treasurer and clerk are responsible for issuing, accounting for, monitoring, retrieving and generally

overseeing compliance with the township’s credit card policy. A list of current credit cards, accounts and

authorized users will be kept in the clerk’s office.

Township credit cards may be used only by an officer or employee of the township for the purchase of goods

or services for the official business of the township.

Township officers and employees who use a township credit card shall, as soon as possible, submit a copy of

the vendor’s credit card slip to the clerk. If no credit card slip was obtained that described the transaction, the

employee shall submit a signed voucher that shows the name of vendor or entity from which goods or services

were purchased, the date and the amount of the transaction, the official business that required the transaction,

and the chart of account number indicating the line item to which the transaction is to be charged. All credit

card slips shall include this information as well. Vouchers shall also include a statement why a credit card slip

was not obtained.

An official or employee who is issued a credit card is responsible for its protection and custody. If a credit

card is lost or stolen, the treasurer or clerk shall be notified. The entity issuing the lost or stolen credit card

shall be immediately notified to cancel the card.

An officer or employee issued a credit card shall return the credit card to clerk upon termination of his or her

employment or service with the township.

The clerk shall maintain a list of all credit cards owned by the township, along with the name of the officer

and employee who has been issued the credit card, the credit limit established, the date issued, and the date

returned. Each employee shall initial the list beside his or her name to indicate agreement that the credit card

has been issued, and that the employee has received and read a copy of this policy.

The treasurer shall review each credit card statement as soon as possible to ensure that transactions comply

with this policy. Any transactions that appear on the statements that are not documented with a credit card slip

or a signed voucher shall be immediately investigated. Transactions that do not appear to comply with this

policy shall be reported to the township board.

The township board shall not approve a payment to the entity issuing the credit cards until all transactions

have been verified, including the approval of all transaction invoices if issued.

The balance, including interest due on an extension of credit under the credit card arrangement, shall be paid

for within not more than 60 days of the initial statement date.

Officers and employees who use a township credit card in a manner contrary to this policy shall be subject to

disciplinary action, including possible termination of employment, reimbursement to the township for

unauthorized expenditures, legal action or criminal liability.

Tax Account Disbursements

4.54 Tax Account Disbursements

The township treasurer shall create a separate bank account in the name of the treasurer and shall account for

the tax fund separately from other township funds. The treasurer shall provide the clerk with tax

disbursements to be made to taxing authorities. The clerk will issue checks, sign and give to treasurer for

mailing.

The clerk shall maintain records of checks and refunds issued for tax disbursements.

Victor Township Policies and Procedures Revised November 2019

Expense Reimbursements

4.55 Expense Reimbursements

The township shall reimburse all officials and employees for necessary expenses incurred in performing their

duties. Authorization for any travel or business expense shall be obtained prior to incurring the cost.

4.56 Expense Documentation and Requests

Expenses requested for reimbursement shall be substantiated with actual detailed receipts or other

documentation such as a mileage log. All requests for expense reimbursement shall be made on the proper

expense reimbursement form.

4.57 Allowed Expenses

All expenses requested for reimbursement shall be for amounts that a reasonable, prudent person would

conclude benefits the township. Personal expenses that are unnecessary in conducting township business, such

as entertainment and alcohol consumed, shall not be eligible for reimbursement. Commuting from residence to

the township hall or the official or employee’s official work location shall not be eligible for reimbursement.

Board and commission members shall not receive mileage to attend board meetings that are a statutory duty of

their office/position.

4.58 Travel Reimbursement

Travel shall be reimbursed at the IRS mileage rate when the employee uses his or her own vehicle to conduct

township business. Commuting from residence to the township hall or the employee’s official workstation

shall not be eligible for reimbursement. Township board and committee members shall not receive mileage to

attend board meetings that are a stautory duty of their office.

Identity Theft Prevention

Social Security Number Privacy Policy

4.59 Social Security Number Privacy Policy

It is the policy of the township to protect the confidentiality of Social Security numbers obtained in the

ordinary course of township business from employees, vendors, contractors, customers or others. No person

shall knowingly obtain, store, transfer, use, disclose or dispose of a Social Security number that the township

obtains or possesses except in accordance with the Michigan Social Security Privacy Act (Public Act 454 of

2004) and this privacy policy.

Social Security numbers shall be collected only where required by federal and state law or as otherwise

permitted by federal and state law for legitimate reasons consistent with this privacy policy.

Legitimate reasons for collecting a Social Security number include, but are not limited to:

• Applicants may be required to provide a Social Security number for purposes of a pre-employment

background check.

• Copies of Social Security cards may be obtained for purposes of verifying employee eligibility for

employment.

• Social Security numbers may be obtained from employees for tax reporting purposes, for new hire

reporting or for purposes of enrollment in any township employee benefit plans.

• Social Security numbers may be obtained from creditors or vendors for tax reporting purposes.

4.60 Public Display

The township shall not place more than four sequential digits of a Social Security number on identification

cards, badges, time cards, employee rosters, bulletin boards, permits, licenses, or any other materials or

documents designed for public display.

Documents, materials or computer screens that display all or more than four sequential digits of a Social

Security number shall be kept out of public view at all times.

4.61 Account Numbers

The township shall not use all or more than four sequential digits of a Social Security number as a primary

account number for an individual.

Victor Township Policies and Procedures Revised November 2019

4.62 Computer Transmission

The township shall not use or transmit all or more than four sequential digits of a Social Security number on

the Internet or on a computer system or network unless the connection is secure or the transmission is

encrypted.

4.63 Mailed Documents

Township documents containing all or more than four sequential digits of a Social Security number shall be

sent only in cases where state or federal law, rule, regulation, or court order or rule authorizes, permits or

requires that a Social Security number appear in the document. Documents containing all or more than four

sequential digits of a Social Security number that are sent through the mail shall not reveal the number

through the envelope window or otherwise be visible from outside the envelope or package.

4.64 Freedom of Information Act

Where all or more than four sequential digits of a Social Security number are contained within a document

subject to release under the Freedom of Information Act, the Social Security number shall be redacted

(blacked out) or otherwise rendered unreadable before the document or copy of a document is disclosed.

4.65 Storage

All documents containing Social Security numbers shall be stored in a physically secure manner. Social

Security numbers shall not be stored on computers or other electronic devices that are not secured against

unauthorized access.

4.66 Access to Social Security Numbers

Only personnel who have legitimate business reasons to know shall have access to records containing Social

Security numbers. The township official heads having access to records containing Social Security numbers

shall determine which other personnel within their departments have a legitimate reason in the township’s

ordinary course of business to have access to such Social Security numbers. Personnel using records

containing Social Security numbers must take appropriate steps to secure such records when not in immediate

use.

4.67 Disposal

Documents containing Social Security numbers shall be retained in accordance with the requirements of state

and federal laws. At such time as documents containing Social Security numbers may be disposed of, such

disposal shall be accomplished in a manner that protects the confidentiality of the Social Security numbers,

such as shredding.

4.68 Unauthorized Use or Disclosure of Social Security Numbers

The township shall take reasonable measures to enforce this privacy policy, and to correct and prevent the

reoccurrence of any known violations. Any employee, who knowingly obtains, uses or discloses Social

Security numbers for unlawful purposes or contrary to the requirements of this privacy policy shall be subject

to discipline up to and including discharge. Additionally, certain violations of Public Act 454 of 2004, the

Michigan Social Security Privacy Act, carry criminal and/or civil sanctions. The township will cooperate with

appropriate law enforcement or administrative agencies in the apprehension and prosecution of any person

who knowingly obtains uses or discloses Social Security numbers through the township for unlawful purposes.

Red Flags Rule Policy

4.69 Purpose

To establish an Identity Theft Prevention Program designed to detect, prevent and mitigate identity theft in

connection with the opening of a covered account or an existing covered account and to provide for continued

administration of the program in compliance with the Federal Trade Commission’s Red Flags Rule (Part 681

of Title 16 of the Code of Federal Regulations) implementing Sections 114 and 315 of the Fair and Accurate

Credit Transactions Act (FACTA) of 2003.

Victor Township Policies and Procedures Revised November 2019

4.70 Definitions

“Identifying information” means any name or number that may be used, alone or in conjunction with any

other information, to identify a specific person, including: name, address, telephone number, Social Security

number, date of birth, government-issued driver’s license or identification number, alien registration number,

government passport number, employer or taxpayer identification number, unique electronic identification

number, computer’s Internet Protocol address, or routing code.

“Identify theft” means fraud committed or attempted using the identifying information of another person

without authority.

A “covered account” means:

• An account that a financial institution or creditor offers or maintains, primarily for personal, family, or

household purposes that involves or is designed to permit multiple payments or transactions. Covered

accounts include credit card accounts, mortgage loans, automobile loans, margin accounts, cell phone

accounts, utility accounts, checking accounts and savings accounts; and

• Any other account that the financial institution or creditor offers or maintains for which there is a

reasonably foreseeable risk to customers or to the safety and soundness of the financial institution or

creditor from identity theft, including financial, operational, compliance, reputation or litigation risks.

A “red flag” means a pattern, practice or specific activity that indicates the possible existence of identity theft.

4.71 Identification of Red Flags

The township identifies the following red flags, in each of the listed categories:

Suspicious Documents

• Identification document or card that appears to be forged, altered or inauthentic

• Identification document or card on which a person’s photograph or physical description is not

consistent with the person presenting the document

• Other document with information that is not consistent with existing customer information (such as if

a person’s signature on a check appears forged)

• Application for service that appears to have been altered or forged

Suspicious Personal Identifying Information

• Identifying information presented that is inconsistent with other information the customer provides

(example: inconsistent birth dates)

• Identifying information presented that is inconsistent with other sources of information (for instance,

an address not matching an address on a credit report)

• Identifying information presented that is the same as information shown on other applications that

were found to be fraudulent

• Identifying information presented that is consistent with fraudulent activity (such as an invalid phone

number or fictitious billing address)

• Social Security number presented that is the same as one given by another customer

• An address or phone number presented that is the same as that of another person

• A person fails to provide complete personal identifying information on an application when reminded

to do so (however, by law Social Security numbers must not be required)

• A person’s identifying information is not consistent with the information that is on file for the

customer

Suspicious Account Activity or Unusual Use of Account

• Change of address for an account followed by a request to change the account holder’s name

• Payments stop on an otherwise consistently up-to-date account

• Account used in a way that is not consistent with prior use (example: very high activity)

• Mail sent to the account holder is repeatedly returned as undeliverable

• Notice to the township that a customer is not receiving mail sent by the township

• Notice to the township that an account has unauthorized activity

• Breach in the township’s computer system security

• Unauthorized access to or use of customer account information

• Notice to the township from a customer, identity theft victim, law enforcement or other person that it

has opened or is maintaining a fraudulent account for a person engaged in identity theft

Victor Township Policies and Procedures Revised November 2019

4.72 Detecting Red Flags

New Accounts:

In order to detect any of the Red Flags identified above associated with the opening of a new

account, township personnel shall take the following steps to obtain and verify the identity of the person

opening the account:

• Require certain identifying information, such as name, date of birth, residential or business address,

principal place of business for an entity, driver’s license or other identification

• Verify the customer’s identity (for instance, review a driver’s license or other identification card)

• Review documentation showing the existence of a business entity

• Independently contact the customer

Existing Accounts:

In order to detect any of the Red Flags identified above for an existing account, township

personnel shall take the following steps to monitor transactions with an account:

• Verify the identification of customers if they request information (in person, via telephone, via

facsimile, via e-mail)

• Verify the validity of requests to change billing addresses

• Verify changes in banking information given for billing and payment purposes

4.73 Preventing and Mitigating Identity Theft

In the event township personnel detect any identified Red Flags, such personnel shall take one or more of the

following steps to prevent and mitigate identity theft, depending on the degree of risk posed by the Red Flag:

• Continue to monitor an account for evidence of identity theft

• Contact the customer

• Change any passwords or other security devices that permit access to accounts

• Not open a new account

• Close an existing account

• Reopen an account with a new number

• Notify the township manager for determination of the appropriate step(s) to take

• Notify law enforcement

• Determine that no response is warranted under the particular circumstances

4.74 Protect Customer Identifying Information

In order to further prevent the likelihood of identity theft occurring with respect to township accounts, the

township shall take the following steps with respect to its internal operating procedures to protect customer

identifying information:

• Ensure that its website is secure or provide clear notice that the website is not secure

• Ensure complete and secure destruction of paper documents and computer files containing customer

information

• Ensure that office computers are password protected and that computer screens lock after a set period

of time

• Keep offices clear of papers containing customer information

• Request only the last four digits of Social Security numbers (if any)

• Ensure computer virus protection is up to date

• Require and keep only the kinds of customer information that are necessary for utility purposes

4.75 Program Updates

This program shall be periodically reviewed and updated to reflect changes in risks to customers and the

soundness of the township from identity theft. The clerk consider the township’s experiences with identity

theft situation, changes in identity theft methods, changes in identity theft detection and prevention methods,

changes in types of accounts the township maintains and changes in the township’s business arrangements

with other entities. After considering these factors, the clerk shall determine whether changes to the program,

including the listing of Red Flags, are warranted. If warranted, the clerk shall present the township board with

his/her recommended changes and the board shall make a determination of whether to accept, modify or reject

those changes to the program.

Victor Township Policies and Procedures Revised November 2019

4.76 Program Administration

Responsibility for developing, implementing and updating this program lies with an identity theft committee

for the township. The committee is headed by the clerk, with the comprising the remainder of the committee

membership. The clerk will be responsible for the program administration, for ensuring appropriate training of

township staff on the program, for reviewing any staff reports regarding the detection of Red Flags and the

steps for preventing and mitigating identity theft, determining which steps of prevention and mitigation should

be taken in particular circumstances, and considering periodic changes to the program.

4.77 Staff Training and Reports

Township personnel responsible for implementing the program shall be trained either by or under the direction

of the clerk in the detection of Red Flags, and the responsive steps to be taken when a Red Flag is detected.

Township personnel shall provide reports to the program administrator on incidents of identity theft, the

township’s compliance with the program and the effectiveness of the program.

4.78 Specific Program Elements and Confidentiality

For the effectiveness of identity theft prevention programs, the Red Flags Rule envision a degree of

confidentiality regarding the township’s specific practices relating to identity theft detection, prevention and

mitigation. Therefore, under this program, knowledge of such specific practices are to be limited to the

identity theft committee and those employees who need to know them for purposes of preventing identity

theft. Because this program is to be adopted by a public body and thus publicly available, it would be

counterproductive to list these specific practices here. Therefore, only the program’s general Red Flag

detection, implementation and prevention practices are listed in this document.

Expenditure Authorization

4.79 Expenditure Authorization

The township shall not be responsible for any obligations incurred by an official or employee that is contrary

to the provisions of these administrative policies and procedures or any other financial administration policies

adopted by the township board.

Township officials shall not consider appropriations contained in the budget as a mandate to expend township

funds. No obligations shall be incurred against, and no payment shall be made from, any appropriation

account unless there is a sufficient unencumbered balance in the appropriation and sufficient funds are or will

be available to meet the obligation.

The township board shall exercise supervision and control to ensure that expenditures are within

appropriations, and shall not issue any purchase order for expenditures that exceed appropriations.

Expenditures must follow the procedures set forth in the township’s expenditure control, purchasing or

bidding policies.

Township officials shall obtain authorization from township board before obligating the township for

expenditures of the following nature:

1. Seminars and conferences

2. Memberships

3. Out-of-state travel

4. Professional services

Bids and Quotes

4.80 Dollar Threshold Requiring Written Quotations

Any purchase for goods or services exceeding a cost of $1500.00 shall require the township officials to obtain

at least three written quotes prior to authorizing expenditures.

Separating the work of vendors into smaller invoices is a violation of this policy.

Victor Township Policies and Procedures Revised November 2019

4.81 Dollar Threshold Requiring Sealed Bids or Request for Proposals (RFPs)

Any purchase for goods or services exceeding an estimated cost of $10,000.00 shall require the solicitation of

sealed bids by RFP. The supervisor in consultation with the board shall develop bid specifications. Bid

specifications for purchases that will exceed $3000.00 shall be approved by the township board. A township

official may request permission from the township board to waive the bidding requirements when there is only

one known supplier or there is some other compelling reason to waive the bid procedures.

Separating the work of vendors into smaller invoices is a violation of this policy.

4.82 Exceptions

Quotes and competitive bids are not required for the following purchases

• Small purchases up to $1500.00. The supervisor in consultation with the board shall develop bid

specifications.

• Sole source procurement (where only a single source is available or when the township is participating

in a purchasing pool, such as the “Buy Michigan First” or MiDEAL programs provided by the State of

Michigan)

• Emergency purchases with a significant impact on township operations or finances. See Par.8.7

4.83 Request for Sealed Bids or RFPs

The invitation to bid, or the request for proposals for services, may be published in a local newspaper and

must be posted on the township’s website for the duration of the RFP. It must be (mailed or e-mailed) to

known vendors or other parties who have notified the township of their interest in submitting bids on the

goods or services being purchased.

4.84 Specifications for Requests for Proposals

In order to receive comparable and informative bids and proposals, the township shall prepare comprehensive

specifications for prospective candidates.

The request should state the following items:

• The length of the contract period

• Any required qualifications, such as a certified public accountant license

• If attendance is required at township board or other meetings, and the number of meetings per year

• The amount of anticipated consultation

• The titles of the township official(s) authorized to direct or request services

• Whether the activity, such as auditing or appraisal, is to be performed at the township hall

• That all documents and records created in a governmental function are property of the township and

will be subject to the Freedom of Information Act

As appropriate, a request for proposals will ask each candidate to describe:

• The individual or firm’s municipal and township experience

• Specific experience with the service or project

• The names, credentials and references of the specific individuals who will be assigned to work with

the township

• Specific certification, such as certified public accountant, or memberships in an appropriate

association, such as the Public Law Section of the Michigan Bar Association

• Potential conflicts of interest, such as township property owned, interest owned in businesses located

in the township, or other clients who may have interests that are potentially adverse to the township

• Services to be billed above the retainer amount, including the amount charged per hour, with a

maximum amount for specific types of services such as additional meetings not covered under the

retainer or whether the meetings are to be billed on a per diem or hourly basis

• The individual or firm’s policy regarding reimbursement for travel time, phone bills, mileage,

copying, postage and other incidental expenses

• The services the township requires and if those services are to be included in a retainer

4.85 Opening of Bids or RFPs

Sealed bids or RFPs shall be opened by person(s) identified in the invitation to bid or the request for proposals

at the stated time and place, and any interested party may be present for the bid or RFP opening.

Victor Township Policies and Procedures Revised November 2019

4.86 Award of Bids

Bids or requests for proposals for services shall be awarded by the township board.

The criteria for awarding bids or requests for proposals shall be as follows:

• Cost

• Experience

• Reliability

• Sufficiency of equipment

• Insurance

• References

• Good communication

4.87 Board Member Interest in Bidder

Any board member or department head who has any ownership or other interest in a company submitting a

bid shall disclose the conflict of interest to the board, and that official shall not participate in awarding the bid.

Personnel Administration

5.1 Authority for Personnel Matters

General Law Option

The township board reserves all authority to hire, supervise, provide direction, discipline and terminate

employees as collectively determined by the board of trustees.

5.2 Board Responsibilities for Personnel Duties

1. Develop job descriptions for all township positions

2. Update job descriptions as needed, and review the accuracy and currency of all job descriptions at

least once every three years

3. Recruit applicants for position vacancies

4. Provide all new employees with a current copy of the township personnel policies and procedures

manual

5. Monitor changes in state and federal law that impact on township personnel practices

6. Recommend to the township board necessary changes in personnel policies and procedures manual,

and provide all employees with copies of amendments to the personnel policies and procedures

manual

7. Provide interpretations of the township personnel policies and procedures when requested by

department heads or employees. The interpretation of the Board shall be considered final, unless an

appeal of the interpretation is filed with the township board.

8. Each department head will determine appropriate pay grade or compensation for all employees,

subject to board policies and appropriations

9. Authorize department heads to impose employee sanctions that exceed the severity of a verbal or

written warning

10. May develop and implement a standard employee evaluation form for use by department heads in

annually evaluating the performance of employees under their supervision

11. Authorize the use of extended leave by employees pursuant to the township personnel policies and

procedures manual

Victor Township Policies and Procedures Revised November 2019

5.3 Policy Manuals

The

township board shall develop and periodically review and update the policies and procedures manual to

help guide the board or its designated personnel officer, employee supervisors and managers in the

implementation of all employee workplace issues. The policies and procedures manual shall be saved to the

shared drive in the file folder Policies and Procedures. This shall be the only file referred to for review and

editing. The revision date and file name shall be listed on each page of the manual.

The provisions of the personnel policies and procedures manual may be changed at the discretion of the

township board. Township board members, officials and employees may submit any suggested changes or

additions to these policies and procedures to the township board.

The township board shall also develop and periodically update an employee handbook to answer employees’

questions and to advise them on township policies.

The provisions of the employee handbook may be changed at the discretion of the township board.

Employees may submit any suggested changes or additions to these policies and procedures to the township

board.

5.4 Authorized Work Force

The township board shall determine the number of employees assigned to the various township offices.

The following procedure shall be used to authorize new positions:

The proposed position should be recommended to the board by submission of a draft job description and

written position justification. The township board may accept or reject the implementation of the new position.

The board shall not create any new position without prior adoption of any necessary budget amendments.

5.5 Independent Contractors

The township board may hire independent contractors to provide specialized or requested services on a project

or as-needed basis. All independent contractors will have the following:

• A written contract between the township and the contractor

• A federal identification number or Social Security number if a sole proprietor

• Proof of liability and worker’s compensation insurance

• A completed W-9 form

5.6 Volunteers

The township board may utilize volunteers to provide services for civic, charitable or humanitarian reasons

without promise, expectation or receipt of compensation for the services rendered. Township volunteers shall

be reimbursed for mileage, reasonable expenses incurred at the expense reimbursement rates and expense

reimbursement policies adopted by the township board.

5.7 Equal Opportunity Employment

The township is an equal opportunity employer and shall not discriminate on the basis of race, color, religion,

sex, marital status, disability, age or national origin in services or accommodations offered or provided to our

employees, clients or guests.

Victor Township Policies and Procedures Revised November 2019

5.8 Employee Selection

The township shall employ, promote and transfer all employees and job applicants based on merit,

qualifications and competence in compliance with all applicable employment laws.

The department head shall utilize the following procedures in filling any vacant employment positions:

• A notice of position vacancy shall be developed, based on the current job description and discussions

with the department head. The posting shall provide the position title, brief description, education and

experience requirements, current pay grade, application deadline, and the township’s Equal

Employment Opportunity policy.

• The position vacancy notice shall be at a minimum posted at the Township.

• The applications or resumés submitted will be reviewed by the department head, and a list of qualified

candidates will be developed.

• Interviews will be conducted with the department head’s participation. Any additional screening

procedures, such as employment testing, shall require prior board approval.

• The department head shall select the candidate who best meets the job prerequisites for education,

experience and management style, if appropriate.

• The selected candidate shall be submitted to the township board. The board may schedule an

interview with the candidate at a board meeting.

5.9 Employee Classification

Each employee will be assigned to a particular job with its corresponding job description, pay range, and

classification as follows: Exempt or Nonexempt; Full-time, Part-time, Temporary or Seasonal.

5.10 Employee Compensation

Each employee shall be entitled to the annual salary or hourly wage determined by the department head and as

appropriated in the township budget.

5.11 Benefits

The township board, in its sole discretion, will determine what employment benefits may be provided to

township officials or employees. Township board members, officials, department heads or employees may

submit suggested changes or additions to the benefits to the township board.

5.12 Employee Supervision

Department heads shall provide direction to employees in a manner that complies with the provisions of the

township’s policies and procedures manual, employee handbook, as well as all federal and state laws, and

township ordinances.

5.13 Employee Recognition

Department heads shall bring to the attention of the township board any conduct of merit by any township

employee, volunteer or appointed official that deserves recognition. The township board, at its discretion, shall

recognize meritorious conduct through the adoption of a resolution of tribute.

5.14 Employee Safety

The township shall provide a safe workplace.

5.15 Non-Retaliation

The township shall not tolerate retaliation against any employee or other person who, in good faith, reports a

violation or perceived violation of township policies, or retaliation against any employee or other person who

participates in any investigation as a witness or otherwise. Retaliation is a serious violation of this policy and

is subject to discipline up to and including discharge. An employee must promptly report any acts of

retaliation to his or her department head or to the township supervisor.

Victor Township Policies and Procedures Revised November 2019

Payroll

5.16 Payroll

The township shall comply with Michigan wage and hour laws that regulate the method of payment of wages,

the payment of wages upon termination of employment, allowable deductions, income tax withholding and

payment of employment taxes, wage garnishments, recordkeeping and maintenance of payroll records.

5.17 Payment on Termination

An employee who voluntarily terminates employment will be paid all wages earned and due as soon as the

amount can be determined, or at the latest, on the next regularly scheduled payday.

5.18 Time Cards

All completed time cards for non-exempt employees shall be submitted to the clerk on the (day) following the

end of each pay period. Time cards will be signed by both the employee and the employee’s department head.

5.19 Deductions and Withholdings

The township shall comply with federal and state laws regarding income tax and Social Security

deductions. All voluntary deductions shall be authorized in writing. The clerk shall be notified at least 2 days

prior to the end of the pay period of any changes in voluntary deductions or withholding allowances desired

by an employee.

The township shall make appropriate deductions to satisfy any court orders for garnishments or for child or

spousal support orders.

5.20 Payroll Changes

A payroll change order or other documentation shall be used to make any employee changes (e.g., setting or

changing compensation, and deductions or withholdings) or to add a new employee to payroll. A payroll

change order or other documentation must be signed by the department head.

A new employee change order shall also be accompanied by the following:

• New Hire Reporting Form

• I-9 Form

• W-4 Form

5.21 Pay Advances

Pay advances shall not be authorized under any circumstances.

5.22 Payroll Problems

Employees shall immediately notify the clerk of any problems or errors on their paychecks. A written account

of the problem and its resolution shall be created by the clerk.

5.23 Intentionally Left Blank

Victor Township Policies and Procedures Revised November 2019

Personnel Recordkeeping

5.24 Personnel Files

The township clerk shall maintain a permanent personnel record of each township employee. The personnel

records shall be kept complete and accurate in compliance with federal and state laws and any applicable

general record retention schedules adopted by the State of Michigan.

Each employee’s personnel file shall contain the following:

1. Personnel data, including full name, Social Security number, current address, resumé or application

submitted and physical examination (if required)

2. Performance evaluations

3. Use of authorized leaves

4. Commendations or disciplinary actions

5. Tax withholding information

6. Beneficiary information

7. Record of positions held

8. Insurance and pension records

A personnel file shall

not

include:

1. Employee references supplied to an employer if the identity of the person making the reference

would be disclosed.

2. Materials relating to the employer’s staff planning with respect to more than one employee,

including salary increases, management bonus plans, promotions and job assignments.

3. Medical reports and records made or obtained by the employer if the records or reports are available

to the employee from the doctor or medical facility involved.

4. Information of a personal nature about a person other than the employee if disclosure of the

information would constitute a clearly unwarranted invasion of the other person’s privacy.

5. Information that is kept separately from other records and that relates to an investigation of the

employee by the employer regarding criminal activity that may result in loss or damage to the

employer’s property or disruption of the employer’s business operation.

6. Records limited to grievance investigations that are kept separately and are not used for the

purposes provided in this subdivision.

7. Records kept by an executive, administrative or professional employee that are kept in the sole

possession of the maker of the record, and are not accessible or shared with other persons. But a

record concerning an occurrence or fact about an employee may be entered into a personnel record

if entered not more than six months after the date of the occurrence or the date the fact becomes

known.

5.25 Employee Access to Personnel File

Upon written request that describes the personnel record, any employee may examine the contents of his or

her personnel file under the direct supervision of the clerk. If an employee demonstrates that he or she is

unable to review his or her personnel record at the township, then the township, upon that employee’s written

request, shall mail a copy of the requested record to the employee.

An employee may obtain a copy of the information or part of the information contained in the employee’s

personnel record

5.26 Employer Access to Personnel Files

Board members shall be allowed to view any personnel file when necessary within the scope of their authority

and responsibility. Confidential information contained in a personnel file shall be released to others only with

written authorization of the employee.

The contents of an employee’s personnel file shall not be removed from the township hall by anyone.

The contents of the employee personnel files shall be considered confidential.

Victor Township Policies and Procedures Revised November 2019

5.27 Release of Personnel Records to a Third Party

The clerk shall review an employee or former employee’s personnel record before releasing information to a

third party and, except when the release is ordered in a legal action or arbitration to a party in that legal action

or arbitration, shall delete disciplinary reports, letters of reprimand or other records of disciplinary action that

are more than four years old. All requests must be signed by the employee.

When notice is required by law, the clerk shall provide written notice to an employee or former employee of a

release of the employee’s personnel records.

5.28 Freedom of Information Requests for Personnel Records

Copies of documents contained in the personnel files that are requested pursuant to the Freedom of

Information Act may be released only after information that is exempt from FOIA disclosure that may be

contained on the document is redacted (deleted or edited out). The FOIA coordinator may contact the

township attorney for advice in responding to a FOIA request involving personnel records.

Records Management

6.1 Applicability

This records management policy shall apply to all officials, appointees, employees, agents, independent

contractors and volunteers of the township. Each individual who creates, sends or receives official records is

responsible for retaining those records in accordance with this policy.

6.2 Records Management Responsibilities

The clerk shall be responsible for coordinating all records management procedures and activities for township

offices. Duties include the:

• Distribution of approved general record retention schedules

• Development, review and approval of township-specific record retention schedules (optional)

• Distribution of policies, guidelines and standards published by the State of Michigan, the township

and other parties

• Arranging off-site storage facilities for inactive records

• Arranging the destruction of confidential records with a vendor

• Coordinating all litigation holds to prevent the destruction of records that are relevant to a Freedom of

Information Act request, investigation or litigation

6.3 Responsibility to Enforce

The clerk shall ensure that township officials, appointees and employees are aware of and implement the

township’s record management policies. They shall ensure that the township has the most updated record

retention schedules that cover all records (regardless of form or format) that are created and used by the

township.

The clerk shall ensure that the digital files and e-mail (and other records) of former officials, appointees,

employees, volunteers and consultants are retained in accordance with approved record retention schedules.

6.4 Separation from Township

Township officials, appointees, employees, volunteers and consultants/contractors shall not take public

records with them when they terminate office, employment or contract with the township, and they shall not

destroy records that have not yet fulfilled their approved retention period. The clerk is responsible for

ensuring that the records, including e-mail and other digital records, of employees who are separating from the

township are retained in accordance with the township’s record retention policies.

6.5 Failure to Adhere to This Records Management Policy

Failure to adhere to the township’s records management policies may result in applicable discipline, up to and

including discharge from employment, termination of the contractor status, or termination of the volunteer

relationship. Further, the removal, mutilation or destruction of public records may result in civil and criminal

liability, up to and including a penalty of not more than two years in state prison or a fine of not more than

$1,000.

Victor Township Policies and Procedures Revised November 2019

6.6 Records Are Maintained and Stored to Ensure Township Compliance with Law

Township officials, appointees, employees, volunteers and consultants/contractors shall create, develop,

organize, maintain, retain and store all township records to accommodate public inspection, FOIA compliance,

record retention requirements, and minimize the township’s exposure to litigation and risk. All township

records are maintained at the township office and are not to be kept at home.

6.7 Record Retention Schedules

All township records shall be retained in accordance with an approved record retention schedule. Records not

listed on an approved record retention schedule are considered permanent records and may not be disposed of

until a schedule is approved.

6.8 Litigation, Investigations and Freedom of Information Act Requests

The FOIA coordinator shall keep a copy of all written requests for public records on file for no less than one

year.

No records that are the subject of litigation, a pending investigation request or a pending FOIA request shall

be destroyed until the legal action or activity has ended, even if the records are otherwise scheduled for

destruction pursuant to a relevant record retention schedule.

Any individual with knowledge of pending litigation, a pending investigation or a FOIA request shall

immediately inform the FOIA coordinator. In consultation with the township attorney, the FOIA coordinator

shall direct all relevant individuals to immediately cease disposal of all records relevant to the pending

litigation, pending investigation or FOIA request. If the relevant records are in electronic form (including e-

mail), the FOIA coordinator shall notify (contacted information technology company) for the retrieval

procedures.

If questions arise as to what records are relevant to a pending litigation, pending investigation, or FOIA

request, the FOIA coordinator shall direct the immediate cessation of the disposal of

all

records. The

moratorium on the disposal of all records relevant to the pending litigation, pending investigation or FOIA

request shall remain in effect for the duration of the litigation or investigation, or until the FOIA request has

been fully processed.

Victor Township Policies and Procedures Revised November 2019

Inspection of Records

6.9 Public Inspection of Records

Upon receiving a verbal request to inspect township records, the township shall furnish the requesting person

with a reasonable opportunity and reasonable facilities for inspection and examination of its public records.

A person shall be allowed to inspect public records during usual business hours, not less than four hours per

day. The public does not have unlimited access to township offices or facilities, and a person may be required

to inspect records at a specified counter or table, and in view of township personnel.

Township officials, appointees, staff or consultants/contractors assisting with inspection of public records

shall inform any person inspecting records that only pencils, and no pens or ink, may be used to take notes.

In coordination with the official responsible for the records, the FOIA coordinator shall determine on a case-

by-case basis when the township will provide copies of original records, to allow for blacking out exempt

information, to protect old or delicate original records, or because the original record is a digital file or

database not available for public inspection.

The clerk is responsible for identifying if records or information requested by the public is stored in digital

files or e-mail, even if the public does not specifically request a digital file or e-mail.

A person cannot remove books, records or files from the place the township has provided for the inspection.

No documents shall be removed from the office of the custodian of those documents without permission of

that custodian, except by court order, subpoena or for audit purposes. The official shall be given a receipt

listing the records being removed. Documents may be removed from the office of the custodian of those

documents with permission of that custodian to accommodate public inspection of those documents.

6.10 Copies May Be Required to Enable Public Inspection of Records

In coordination with the official responsible for the records, the FOIA coordinator will determine on a case-

by-case basis when the township will provide copies of original records, to allow for blacking out exempt

information, to protect old or delicate original records, or because the original record is a digital file or

database not available for public inspection.

See Appendix C for Freedom of Information Act Procedures and Guidelines for Victor Township.

Victor Township Policies and Procedures Revised November 2019

Digital Files and E-mail Retention

6.11 Email Defined

Electronic mail (e-mail) is a means of exchanging messages and documents using telecommunications

equipment and computers. A complete e-mail message not only includes the contents of the communication,

but also the transactional information (dates and times that messages were sent, received, opened, deleted, etc.,

as well as aliases and names of members of groups), and any attachments.

6.12 Digital Files and E-mail Messages May Be Public Records

A digital file or e-mail message is a public record if it is prepared, owned, used, in the possession of or

retained by a public body in the performance of an official function, from the time it is created.

6.13 Digital Files and E-mail Messages Are Public Property

All digital files and e-mail messages that are created, received or stored by the township are the property of

the township. They are not the property of the township officials, appointees, employees, volunteers,

consultants/contractors, vendors or customers. E-mail accounts are provided to township staff for conducting

public business. No one should have an expectation of privacy when using the township’s computer resources.

6.14 Digital Files and E-mail Retention and Disposal Schedules

Digital files and e-mail shall be retained according to the applicable record retention schedule for the type of

record the digital file or e-mail represents.

Individual employees or consultants are responsible for deleting digital files and e-mail messages in

accordance with the appropriate record retention schedule. The (designated person) shall ensure that messages

deleted in compliance with the appropriate record retention schedule are rendered unrecoverable within (insert

time frame; one week is the suggested maximum) of deletion.

6.15 Digital Files and E-mail Storage and Maintenance

The township shall retain its digital files and e-mail by:

• Storing e-mail online in the active e-mail system for its entire retention period. E-mail account holders

are encouraged to establish folders for arranging e-mail according to their content, and they are

responsible for disposing of e-mail that has met all of its retention requirements.

Contracted information technology company will back up the township accounts nightly. Any deleted

email will be able to be recovered for a period of 6 months after date of deletion.

Victor Township Policies and Procedures Revised November 2019

Record Storage and Maintenance

6.16 Record Storage

Township officials, appointees, employees, volunteers, consultants/contractors and departments shall organize

records to promote fast and efficient retrieval of information. Appropriate and cost-effective office equipment,

indexes and tools shall be used to maintain records.

The township clerk shall periodically evaluate and make recommendations to the township board on the

method(s) to be used to maintain and store records for their minimum retention periods. Records that will be

retained for more than 10 years shall be stored in an environment that facilitates the security and stability of

the storage media. The township may utilize low-cost storage facilities for inactive records that have not

fulfilled their retention requirements.

The Clerk shall work in conjunction with the (hired information technology company) to determine the most

cost-effective and reliable method of maintaining digital and electronic records for their full retention period,

so technology changes do not render them in accessible and unusable.

When reproducing township records for storage purposes, the township shall comply with the applicable State

of Michigan standards and best practices for record reproduction, as authorized by the Records Reproduction

Act, MCL 24.401, et seq.

Records containing sensitive or confidential information shall be protected against unauthorized access,

especially records that are protected by state or federal laws, records containing private information, financial

information, background checks, medical information and Social Security numbers. Individuals and offices

shall employ appropriate locks, passwords and other devices to protect the privacy of this information.

6.17 Record Disposal

Public records that have reached their minimum retention period, and which are no longer required for the

efficient operation of the township, may be disposed of. All township offices shall routinely review all records

(regardless of format) to identify those that have fulfilled their retention requirements.

Disposal shall be made by a method that is guaranteed to ensure the privacy of sensitive or confidential

information. Records that contain confidential information will be disposed of in a manner that ensures they

cannot be reconstructed.

• The township shall destroy sensitive or confidential information by using a vendor.

• The township shall destroy open records by recycling or regular trash disposal.

Some records possess permanent or historical value. These records may be designated for eventual transfer to

the Archives of Michigan for permanent preservation. The township shall follow the Archives’ procedures for

transferring records.

6.18 Disaster Prevention and Recovery

Township records, books and papers shall not be kept where they will be exposed to an unusual hazard of fire

or theft or other damage.

In the event of damage to township records, township personnel, at the direction of the clerk shall:

• Contact the township’s risk manager and insurance agent

• Determine the type of damage to records (fire, smoke, chemical, clean water, dirty water, heat,

humidity)

• Determine which records have been damaged

• Determine the types of materials that have been damaged (paper, film/microfiche, computer files,

CDs/DVDs, etc.)

• Begin salvage according to applicable State of Michigan standards and best practices for document

salvage

Victor Township Policies and Procedures Revised November 2019

Public Information Officer

7.1 Public Information Officer

The clerk shall be the public information officer for the township.

The public information officer shall be responsible for supervising the content disseminated as approved by the

township board through the township newsletter, website, public service announcements and press releases on

township government events, and responding to inquiries from the media or referring contact to other appropriate

township officials. The public information officer shall review the content of these materials for:

• potential violations of the Campaign Finance Act

• political preference or support

• promotion of private interests

• misrepresentation of township board actions or policy

• statements that could expose the township to legal liability

The public information officer is authorized to determine in his or her sole discretion, whether such content will be

removed or edited out, submitted to the township legal counsel for a further opinion, directed to the township board

for a final determination, or returned to the author for revision.

The public information officer shall advise township board members and other appropriate staff of all press releases

and other media contacts at the time of release.

Township officials and department heads will notify the public information officer of all media contacts made in their

township capacity. Other township employees and volunteers will notify the public information officer prior to

making any statements to the news media in their township capacity.

See Appendix C for Freedom of Information Act Procedures and Guidelines for Victor Township.

Victor Township Policies and Procedures Revised November 2019

Public Notice

7.2 Public Notice

The clerk shall be responsible for giving public notice of all meetings of all public bodies of the township in

conformance with the Open Meetings Act and other state laws.

The chairperson of each public body shall notify the township clerk of that body’s regular meeting schedule within 10

days after it is adopted, and of any special, cancelled or rescheduled meetings at least 24 hours (at a minimum) prior to

that meeting.

The clerk shall also be responsible for publishing and mailing all public notices required by state law. The chairperson

shall notify the clerk when a public notice is required to be mailed or published with sufficient lead time for the notice

to be provided in compliance with applicable laws. Also reference Chapter 2 Par. 2.17.

Mail

7.3 Incoming Mail

ffice

administrators

shall receive all incoming mail and shall open and date all correspondence. Correspondence shall

be sorted and distributed immediately to the various township offices. Mail addressed to the township board shall be

forwarded to the clerk, who shall provide a copy to each board member.

Correspondence addressed to the board, but requiring action typically handled by a particular official (such as a

Freedom of Information Act request or subpoena), shall be immediately forwarded to that official, as well.

7.4 Township Letterhead

The township board shall approve the design of all letterhead stationery. Statements made on township stationery may

be construed as the official position of the township, so all officials, appointees and employees shall make written

statements representing the township only within the scope of their authority when using township stationery.

7.5 Outgoing Correspondence

All correspondence should be considered a public document, unless the contents are specifically excluded from

disclosure by state law. Copies of correspondence will be provided to any board member or the public on request.

Department heads shall provide the township board, via the clerk, with a copy of all correspondence that addresses a

citizen complaint or when the content may result in a lawsuit against the township. Where a department head is unsure

of the necessity to provide the board with a copy of correspondence, department heads should err on the side of

caution.

Victor Township Policies and Procedures Revised November 2019

Public Contacts

7.6 Courtesy and Customer Service

The primary goal of the township is to serve the public. All officials and employees will respond to requests for

township information from members of the public with courtesy and efficiency.

All officials and employees shall communicate with the public in such a way as to portray the image of the township

government as friendly, courteous and efficient.

Township officials and employees shall make every effort to see visitors who need their assistance. When workload or

other commitments do not allow for an immediate meeting, the visitor will be asked to make an appointment at a

mutually convenient time.

Board members and other key officials shall post office hours or contact information to arrange appointments. On the

township website and the bulletin boards outside of the office.

7.7 Complaints and Problems

If an official or employee receives a citizen complaint that is outside their authority or responsibility, the official or

employee shall direct the citizen to the appropriate official, employee or department.

Complaints or other concerns received from a citizen shall be received with courtesy. The official or employee will

make every effort to resolve a complaint or problem, within the official’s or employee’s scope of authority. Elected

officials will be notified of all complaints.

The township board shall also be notified in writing of any citizen complaint arising from official or employee

conduct or the administration of a department or township board policy or procedure. The notice shall include the

name and address of the citizen, the nature of the complaint and how the complaint was resolved. The township board

may make a subsequent inquiry with the citizen to determine whether the issue was resolved and whether any

additional action is required.

Property Management

8.1 Identifying Township Assets

Assets that have a value of at least $500.00 shall be identified and inventoried and safeguarded to prevent loss.

Assets valued $5000.00 or more are capitalized and reported annually to the auditor.

8.2 Inventory of Assets

The Supervisor shall maintain an inventory of the township’s assets and shall add or remove assets from the

inventory at the time of acquisition or disposal. Department heads shall inventory all assets assigned to their

department, at least annually and at the time of acquisition, and shall submit the inventory to the Supervisor.

The inventory of assets shall include the following information on each asset:

• Acquisition date

• Name and address of vendor

• Description of asset

• Responsible department

• Location

• Acquisition cost (if gift, estimated fair value at time of donation)

• Fund or cost center (from which it was purchased)

• How acquired (purchase, lease/purchase, construction, condemnation, tax foreclosure, gift)

• Estimated life

• Date and method of authorized disposition

Victor Township Policies and Procedures Revised November 2019

8.3 Lost or Damaged Township Property or Equipment

Any lost or damaged equipment shall be reported immediately to the supervisor.

8.4 Disposal of Fixed Assets

Department heads shall make note on the annual inventory, or shall notify the Supervisor sooner if desired, of

any equipment that would be appropriate for disposal. The Supervisor shall prepare a list of all such

equipment recommended for disposal and shall submit the recommended disposal of fixed assets list to the

township board for approval.

The township shall not make a gift or donation of township property with any remaining value, without board

approval.

The township board shall determine, on a case-by-case basis, the method of disposal, which may include

sealed bids, public auction, negotiated sale or disposal.

Township officials and employees are not eligible to purchase township fixed assets by negotiated sale

without the approval of the board. An elected official shall refrain from voting on any negotiated sale

involving the elected official.

Intellectual Property

8.5 Intellectual Property

Documents and files written or otherwise created by township officials, appointees, employees, volunteers and

consultants/contractors in connection with performing their township duties, or for the township’s use, are the

creative and intellectual property of the township.

Property Maintenance

8.6 Responsibility for Maintenance

The township supervisor or the township board shall be responsible for monitoring the need for repairs and

improvements to township property.

The township supervisor or the township board shall use the township purchasing and bidding procedures for

procuring the following services as applicable:

• Cleaning

• Lawn maintenance

• Snow removal

• Fire extinguisher inspections

• Building Maintenance (Non-emergency repairs to township buildings, land, equipment and vehicles)

• Sexton

Proposals for changes to township grounds must be submitted to the Township Supervisor or Township

Maintenance Manager at least 30 days in advance of the next scheduled Board Meeting date to allow members

enough lead time to review proposal and ask appropriate question.

8.7 Emergency Repairs

The township supervisor is authorized to contract for emergency repairs up to a cost of $1500.00 without prior

board approval, when a delay in initiating a repair will have a significant impact on township operations or

finances.

Victor Township Policies and Procedures Revised November 2019

Township Facilities

8.8 Township Board Authority for Township Facilities

Township facilities are public property, but they are not open to public use unless the township board has so

directed. The township board shall determine which township facilities will be open to public access and use,

and the degree of public access and use. The township board shall establish procedures for opening, closing

and the security of township facilities.

8.9 Hours of Business

The township office shall be open to the public 2:00-5:00 pm on every normal business day. In addition each

department may have additional hours of operation or set up appointments as needed. These will be posted on

the outdoor bulletin board and on the township website.

8.10 Office Holidays

The office will be closed the following Holidays.

•

New Year’s Day

•

Martin Luther King Day

•

Presidents’ Day

•

Good Friday

•

Memorial Day

•

Independence Day

•

Labor Day

•

Veterans’ Day

•

Thanksgiving Day and the Friday after

•

December 24th

•

Christmas Day

•

December 31

The treasurer’s office will be open at least one day from December 25

to December 31

, this date will be

posted on door.

8.11 Emergency Closing

The clerk with concurrence from the supervisor shall have the authority to close the township office in an

emergency situation. Emergency situations include, but are not limited to, severe weather, failure of

heating/mechanical systems, electrical failure, or any unusual situation that would either prohibit the normal

operation of the township offices, or jeopardize the safety of the officials, employees or public.

If a closing is deemed necessary prior to normal business hours, the clerk’s office shall notify the officials and

employees by telephone at least one-half hour prior to the usual starting time, or as soon as possible. The

township board members shall also be notified of any closing.

Victor Township Policies and Procedures Revised November 2019

8.12 Building Opening and Closing Procedures

The first person arriving should make sure that:

• All public access doors are unlocked

Prior to leaving, each employee will make his or her work station secure by checking that unnecessary

electronic equipment are turned off, filing cabinets and cash drawers are locked if applicable, and windows

and doors are locked.

The last person to leave the township hall shall check to see that:

• All doors and common area windows are locked

• All lights are turned off, except for designated security lights

• Coffee pots are unplugged

Persons working after hours are responsible for turning off the lights and checking that all doors and windows

are secure.

Outside lights shall be turned on prior to any evening meeting and shall be turned off by the last person

leaving the meeting.

8.13 Smoking

Smoking is prohibited at all township buildings and facilities, pavilions are considered township buildings. An

individual shall not smoke at a meeting of a township body, or in any enclosed, indoor/outdoor area owned or

operated by the township, including township facilities not open to the public or available only to township

staff. There is no exception for private functions held at township facilities.

The township shall clearly and conspicuously post “no smoking” signs or the international, “no smoking”

symbol at the entrances to and in every township building, and shall remove all ashtrays and other smoking

paraphernalia from indoor township facility.

Township staff shall inform individuals smoking in violation of this act that they are in violation of state law

and subject to penalties.

Persons wishing to smoke on township property shall smoke outside from buildings cigarette butts and

packaging shall not be left on the grounds.

Security

8.14 Keys

The following positions are authorized to receive a key to the main door: All board members, deputies, office

administrators, custodial and maintenance staff.

If a key is lost, the supervisor shall be informed immediately. A replacement key shall be issued. If the

supervisor has reason to believe that the missing key may be used for unauthorized entry, new locks will be

installed.

Upon termination of employment, the employee shall return his or her office keys to the township supervisor.

No person shall duplicate a key without authorization from the township supervisor or make a key available to

any unauthorized person.

Each department head shall determine who shall be issued a key to the department’s door or any secured

facilities, such as a safe, cash drawer or filing cabinet, within the department.

8.15 Valuables

Township personnel, appointees, employees, volunteers and consultants/contractors shall not keep money or

other valuables in their desks or at their work stations. The township shall not be responsible for the loss of

any personal property.

8.16 Safety

All township facilities will be maintained for compliance with MIOSHA and liability insurance standards as

they apply to fire hazards, flammable materials and other safety hazards.

In the event of a fire, all employees will immediately exit the building. All employees shall gather at cemetery

for a head count.

Victor Township Policies and Procedures Revised November 2019

Public Use of Township Facilities

8.17 Availability

Township facilities that are open to public use shall be used only in compliance with township policies and

procedures.

The township board authorizes limited public access to and use of the following township facilities.

Written security deposit waivers for nonprofit or government entities may be presented to the township board

at a regularly scheduled meeting prior to the requested date of facility use.

RENTAL RATES FOR TOWNSHIP FACILITIES

RENTAL TYPE

RENTAL RATE

Weekday (M-Thur) Rental Large Hall

(Includes kitchen, tables and chairs)

$50 (Security Deposit $50)

Weekend (Fri-Sun) Rental Large Hall - Resident

(Includes kitchen, tables and chairs)

$300 (Security Deposit $150)

Weekend (Fri-Sun) Rental Large Hall – Non-Resident

(Includes kitchen, tables and chairs)

$450.00 (Security Deposit $150)

Private Rental of Kitchen with Board Room (if available)

$15.00

Private Rental Board Room – Resident

$35 Security Deposit $35

Private Rental Board Room – Non-Resident

$50 Security Deposit $35

Non-Profit Facility Use (May request security deposit waiver)

NO CHARGE $50 Security Deposit

Governmental Facility (May request security deposit waiver)

NO CHARGE $50 Security Deposit

Off-site Rental Chairs --wooden folding, approx. 75 available

$1 each

Private Reservation of Pavilions

3 available, w/electrical and picnic tables

$20 each

Reed Church (fees used for upkeep of buildings) capacity 90

$175.00 (Security Deposit $150)

Dennison School House (fees used for upkeep of buildings)

$175.00 (Security Deposit $150)

Hall Rental for Funeral Events

NO CHARGE-NO DEPOSIT

Kitchen Rental for Funeral Events

NO CHARGE

8.18 REED CHURCH & DENNISON SCHOOL HOUSE RENTAL INFORMATION

DESCRIPTION/LOCATION

Reed Church and Dennison School House are historic buildings located on Victor Township property.

Reed Church has a very simple interior and is available for rental for events such as weddings and other celebrations.

Seating capacity is 90 people.

Dennison School House also has a very simple interior and is set up as if class is ready to start. The School house

can be rented for historical use, such as schoolhouse reunions.

RATES AND FEES

The rental fee for Reed Church and Dennison School House is $175 a day and is due 30 days in advance of the event.

A signed contract and $150 security deposit is required to confirm the reservation. The security deposit is refunded

following the event.

RULES AND REGULATIONS

We are trying to preserve the Reed Church/Dennison School House and have adopted reasonable rules and regulations

to assure its beauty today and for future generations. The contract therefore requires that the Lessee agree to the

following rules and regulations:

1. The church, schoolhouse and hall are smoke free buildings. Smoking is prohibited in all parts of the building.

2. The Lessee is responsible for compliance with all conditions of the Lease Agreement, including compliance

with all of the Rules and Regulations.

Victor Township Policies and Procedures Revised November 2019

3. Staples, nails, tacks, tape, etc. may not be used to attach anything to the walls, pews or desks. Nothing

may be attached to the walls.

4. In the event of damage to any part of the premises or grounds, repairs will be made by Victor Township or its

contractors. The Lessee shall be responsible for costs of repairs.

5. Please be advised pews and desks are very old and may snag clothing. Victor Township will not be

responsible for damage to clothing.

6. The windows of the church and schoolhouse are not to be opened.

7. The church and schoolhouse are not air-conditioned. The use of fans is permitted. Fans must be provided by

the Lessee.

8. The church and schoolhouse are not heated. The use of the woodstove or any other heating device is strictly

prohibited.

9. Tossing of rice on the premises is not permitted. Birdseed or bubbles may be used outside of the church.

10. Lights must be turned out prior to leaving the premises.

11. Doors must be locked when you leave the premises.

12. The Lessee is responsible to leave the church or schoolhouse as clean as you found them.

8.19 TOWNSHIP HALL RENTAL PACKAGE OPTIONS

Package A: Reception Only 24 Hour Rental (Midnight to 11:59pm)

Wedding Rental

Option A

Reception Only

Area

Resident Rate

Non-Resident

Rate

Deposit Required

Saturday Hall

300.00

450.00

150.00

Total

300.00

450.00

150.00

Package B: Reception Only w/ Early Start Friday @ 5pm/Extended stay thru Sunday @ noon

Wedding Rental

Option B

Reception Only

Early Start/Extended

Stay

Area

Resident Rate

Non-Resident

Rate

Deposit Required

Friday Set Up

50.00

75.00

Saturday Hall

300.00

450.00

150.00

Sunday Clean Up

50.00

75.00

Total

400.00

600.00

150.00

8.20 Denial of Facilities

The township board reserves the right to refuse use of the facilities for cause.

8.21 Reservations

Township facilities are available for use by any individual or organization on a first-come, first-served basis.

The clerk shall record each reservation on a facility calendar, on a first-come, first-served basis.

Victor township hall rental contract shall be used to secure use of township facilities and to establish the

terms, such reservations are subject to the facility rental usage and regulations, contracts shall include a waiver

that will hold the township harmless for any actions related to the event. This agreement may be amended

from time to time as determined appropriate by the township attorney.

Reservation forms, facility calendar, rental agreements, rules and regulations and facility lease contracts shall

be made available at the office of the township clerk.

Victor Township Policies and Procedures Revised November 2019

8.22 Fees and Deposits

The township board reserves the right to establish a fee schedule and periodically adjust the fees as necessary

for use of township facilities by township board resolution.

The fees listed above under section 8.17 shall be charged for use of township facilities.

The security deposit shall be paid at the time the reservation is made. The rental fees are due 30 days before

rental date.

Security deposit refunds will be requested upon satisfactory inspection of the facilities. Refunds will be

returned on the date of the next board meeting.

8.23 Cancelations

There will be a cancellation fee of $35.00 charged for any cancelation unless:

Cancelation within 30 days of signing the lease: no fee will be charged and the security deposit and

rental fee shall be returned.

Cancellations made within 45 days of rental date will forfeit the security deposit, and the rental fee

shall be returned.

8.24 Damages

A damage deposit shall be required as listed on fee schedule included with hall contract and rules and

regulations. The deposit will be returned after the clerk determines that damage to the facility has not

occurred and has been submitted to the board for approval.

If damage to the facility has occurred, the township shall use the deposit to repair the damage. If damage has

occurred, the renter shall be notified. The township shall repair the damage, and if damages exceed the

deposit, an invoice covering the cost of the repairs shall be submitted to the renter for payment.

Failure to reasonably clean the facility after use shall result in forfeiture of a portion of the deposit to pay for

cleaning expenses.

8.25 Charges for damages:

Description

Typical Charge

Appliances left unclean or not turned off (e.g., ovens, stove, refrigerator)

$30.00

Doors left open

$10.00

Lights left turned on

$10.00

Toilets not flushed

$10.00

Marred or marked walls or ceilings

$25.00

Restrooms left unclean

$25.00

Floors not swept and mopped/vacuumed

$65.00

Dust mops pushed through liquid

$20.00

Items not returned to original location (e.g., chairs, tables, bulletin board, coat

racks, etc.)

$10.00 each

Tables over stacked (limit is 12 per cart)

$5.00 per table over limit

Damage of premises, equipment or appliances due to misuse (e.g., walls, windows,

tables, chairs, etc.)

Determined by Board

Smoking in building

$100.00

Lost key

75.00

Victor Township Policies and Procedures Revised November 2019

8.26 Facility Use Rules

1. The Victor Township Hall is a smoke free building. Smoking is prohibited in all parts of the building. Smoking

is not permitted within 50’ of the building.

2. The Group Sponsor is responsible for compliance with all conditions of the Lease Agreement, including

compliance with all of the rules and regulations.

3. Only designated rooms stated on your permit may be used. If this is abused, a charge may be assessed to

your group.

4. Any items moved, or anything removed from the bulletin board must be replaced as it was prior to your use

of the facility.

5. The storage room is not to be used unless prior arrangements have been made.

6. Hall doors are not to be propped open except for loading and unloading.

7. Table carts and chair dollies are labeled for proper use. Only 12 tables may be stacked per cart. Please use

care, follow instructions on carts, and supervise guests when stacking tables and chairs. (Note: There have

been cases of excessive damage to tables and/or chairs due to improper stacking resulting in charges to

groups. We bring this to your attention to assure your event is as trouble free as possible.)

8. Tables and chairs may not be taken outside.

9. Staples, nails, tacks, etc. may not be used to attach anything to the tables or walls. Tape, if used, must be

removed without damage to facilities, equipment, appliances, ceilings or walls.

10. Do not attach or place streamers, ribbon, etc. near the exhaust fan on the ceiling. (Note: they have gotten

caught in the fan).

11. Hall telephones may not be used to make long-distance calls. Long-distance charges will be forwarded to

your group.

12. The premises, including any appliances used, must be cleaned prior to the end of your event. Basic cleaning

supplies are available in the janitorial closet. Any additional (or specialty) cleaning supplies needed must be

provided by the group.

13. Hard surface floors must be swept with a dust mop and wet mopped. Carpeted surfaces must be

vacuumed. (Note: Please do not push dust mop through wet surfaces or you will be charged the cleaning

fee.)

14. Trash must be removed from the premises and liners replaced. The dumpster outside of the Hall may be

used for disposal.

15. Toilets must be flushed prior to leaving the premises.

16. All lights must be turned off prior to leaving the premises.

17. Doors must be locked upon leaving the premises.

18. Occasionally over-use of the bathroom facilities results in an inoperable toilet. If it is not an emergency,

please discontinue use of the stall. If the plumbing issue causes any type of flooding please call the

emergency contact phone number given to you at the time you receive the door access code.

19. The soccer fields and parking lot are in use regularly during the months of May through June and September

through October, from 8:00am to 4:00pm on Saturday and Sundays.

20. Our facility includes options for renting the large hall, kitchen, small meeting room and the 3 pavilions.

Please be advised that unless you rent the entire facility it is possible that another group will be on the

premises at the same time as your event.

21. Alcohol Policy: If alcoholic beverages are served anywhere on township property, the renting party will

provide the township with a copy of a special event insurance policy, in the amount of $1,000,000.00, with

the township listed as a named insured on the policy.

Victor Township Policies and Procedures Revised November 2019

Use of Township Property by Township Personnel

8.27 Personal Use of Township Property

The personal use of the township premises, equipment, machines, tools, supplies, postage or personal use of

township labor, shall be prohibited.

8.28 Personal Mail

Personal mail and parcels may be sent from the township office by township personnel. The sender must

reimburse the township for all costs.

The township is a business address, and all mail and deliveries received at township facilities are subject to

township policies regarding how mail and deliveries will be received and whether mail or deliveries will be

opened by the township.

The township is a public entity, and mail and deliveries received at township facilities may be subject to

public disclosure if they constitute public records. Township officials, appointees, employees, volunteers and

consultants/contractors have no expectation of privacy regarding personal mail or deliveries at township

facilities.

8.29 Office Supplies

Township office supplies shall not to be used for non-township purposes

8.30 Vehicles (not applicable at this time)

8.31 Bulletin Boards

The township board shall establish policies and procedures governing the use of a township bulletin board for

public notices, township business, citizen requests and other notices as approved by township board.

Employees who wish to post notices on township bulletin boards must have the prior approval of the township

board.

8.32 Township Facility Phone Use

Employees are permitted to make brief personal local phone calls.

Computer and E-mail Use

8.33 Computer Use

The township’s computer systems (including all hardware and software) are the exclusive property of the

township and are provided for creating and transmitting business-related information. The township treats all

computer files, including e-mail sent or received, as business information belonging to the township. In that

regard, the township has the capability and reserves the right, with or without notice, to access, monitor,

review, copy or delete any computer files, including e-mail sent or received, and all website communications

and/or transactions. All computer users have the responsibility to use these resources in a professional, ethical

and lawful manner.

8.34 E-mail Use

Some employees may have access to the township’s e-mail system for township-related purposes. When

transmitting messages via e-mail, employees should consider that e-mail messages can be read by persons

other than the addressee and that the message may be later disclosed to outside parties or a court in connection

with litigation. The public may have a right to request a copy of e-mail sent or received via the township e-

mail system. Because of these concerns, employees shall maintain the highest standards of courtesy and

professionalism when transmitting e-mail.

8.35 Internet

Some employees may have access to the township’s Internet connection for township-related purposes. Any

incidental use of the Internet for personal use must be conducted with the highest levels of professionalism.

The public may have a right to request a record of the sites an employee has visited. The township has the

capability to review website access. Employees should not have any expectation of privacy regarding the

websites accessed through the computer system. Computer systems may “leave tracks” at websites visited.

Victor Township Policies and Procedures Revised November 2019

8.36 Online Forums

The township recognizes that participation in some forums might be important to the performance of an

employee’s job. For instance, an employee might find the answer to a technical problem by consulting

members of a news group devoted to the technical area. However, any messages or information sent on

township-provided facilities to one or more individuals via an electronic network—for example, Internet

mailing lists, bulletin boards and online services—are statements identifiable and attributable to the township.

The public may have a right to request a record of messages or information sent on township-provided

facilities.

8.37 Personal Use

Limited, occasional or incidental use of township computer systems for sending or receiving e-mail for

personal, non-business purposes is understandable and acceptable, but such personal use shall be kept to a

minimum and shall not interfere with work responsibilities or work time.

Employees should not expect personal files or e-mail to be protected from review by other employees. As a

result, employees should not use the township computer system to create or transmit any information they

wish to keep private.

8.38 Township Access to Employee Communications

Generally, electronic information created and/or communicated by an employee using e-mail, word

processing, utility programs, spreadsheets, voicemail, telephones, Internet and bulletin board system access,

and similar electronic media is not reviewed by the township. However, the following conditions should be

noted:

Electronic communications generated by township resources are potentially subject to Freedom of Information

Act requests.

The township reserves the right to gather logs for most electronic activities or monitor employee

communications directly, e.g., telephone numbers dialed, websites accessed, call length, and time at which

calls are made, for the following purposes:

1. Cost analysis

2. Resource allocation

3. Optimum technical management of information resources

4. Detecting patterns of use that indicate employees are violating township policies or engaging in

illegal activity

The township reserves the right, at its discretion, to review any employee’s electronic files and messages to

the extent necessary to ensure electronic media and services are being used in compliance with the law, this

policy and other township policies.

Employees should not assume electronic communications are completely private. Accordingly, if they have

sensitive information to transmit, they should use other means.

8.39 Software

The unauthorized use of township software is prohibited. Employees shall not make or use unauthorized

copies of software programs. Employees shall not install or run outside software on township computers

unless approved by the supervisor. All outside software or documents must be virus-scanned before being

installed or run on township equipment.

8.40 Passwords and Encryption

All passwords shall be disclosed to the clerk. Security passwords do not imply confidentiality.

Employees may use encryption software supplied to them by the clerk for purposes of safeguarding sensitive or

confidential business information. Employees who use encryption on files stored on a township computer must

provide the clerk with a sealed hard copy record to be retained in a secure location of all of the passwords and/or

encryption keys necessary to access the files.

8.41 Procedure for Reporting Abuse of Computer Privileges or Violation of This Policy

A township official, employee or volunteer who is harassed or discriminated against through the use of the

township computer system must immediately report this to the supervisor.

Victor Township Policies and Procedures Revised November 2019

8.42 Violations

Any township official, employee or volunteer who abuses the privilege of their access to e-mail or the Internet

in violation of this policy will be subject to corrective action, including possible termination of employment,

legal action and criminal liability.

8.43 Prohibited Uses of Township Property

An official or employee shall not use township facilities, property or equipment including, but not

limited to, township mail, township websites, bulletin boards, offices, cellular or other phones,

computers, e-mail, wired or wireless networks or the Internet, for the following prohibited uses:

• Visiting pornographic sites, or acquiring, possessing or transmitting pornographic, obscene or

sexually harassing material

• Knowingly creating, transmitting, retrieving, circulating, publishing or storing any

communication that is:

-Discriminatory, harassing or offensive. Offensive messages include any messages that

contain sexual implications, racial slurs, gender-specific derogatory or demeaning

comments, or other comments that offensively address race, age, sexual orientation,

religious or political beliefs, national origin, height, weight, marital status or disability.

Any unprofessional or harassing comments, regardless of whether they are covered by

legally protected classifications, are prohibited.

-Derogatory to any individual or group

-Obscene, sexually explicit or pornographic

-Defamatory or threatening

-In violation of any license governing the use of software

-Engaged in for any purpose that is illegal or contrary to the township’s policy or public

interests

• Violating copyright

• Unlawfully soliciting or promoting commercial ventures, religious or political causes, or

outside organizations

• Transmitting information to individuals who are not authorized to receive it

• Engaging in dialogue about confidential, proprietary or non-public information involving the

township or any employee, citizen or vendor

• Except in cases in which the township board has granted explicit authorization, employees are

prohibited from engaging in, or attempting to engage in:

-Monitoring or intercepting the files or electronic communications of other employees or

third parties

-Hacking or obtaining access to systems or accounts they are not authorized to use

-Using other people’s log-ins or passwords

-Breaching, testing or monitoring computer or network security measures

• Sending e-mail or other electronic communications that attempt to hide the identity of the

sender or represent the sender as someone else

• Using electronic media and services in a manner that is likely to cause network congestion or

significantly hamper the ability of other people to access and use the system