PRELIMINARY * AGENDA GAINES CHARTER TOWNSHIP BOARD Township...¢  Gaines Charter Township is committed

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    __________________________________________________________________________________________________

    Items Highlighted are Action Items

    A COPY OF THE TOWNSHIP BOARD MEETING RULES OF ENGAGEMENT CAN BE FOUND ON THE COUNTER AT THE

    BACK OF THE ROOM

    Meeting called by Supervisor Rob DeWard

    Attendees: Supervisor Rob DeWard, Clerk Michael Brew, Treasurer Laurie Lemke, Trustees Tim Haagsma, Crystal

    Osterink, Kathy VanderStel

    Absent with prior notice: Trustee Dan Fryling

    CALL TO ORDER AND ATTENDANCE AT 3:00 PM

    Declaration of any Conflict of Interest

    Approval of Agenda

    Recognition of Individuals and/or Delegations Limit 3 Minutes

    I. New Business – Action items

    a. Township’s continued reaction to COVID-19.

    i. Directive to Supervisor

    b. Consent to Grade Agreement – Temporary Construction Easement Cook’s Crossing South

    c. Allow casual attire for employees while building is closed to general public

    d. Schoen Property – Phase II Environmental Assessment

    e. Building Department administrative position

    i. Permission to proceed with hiring

    f. Township Manager Position

    i. Decision was made to proceed – There was no discussion regarding recruiting. Draft

    recruiting brochure is attached.

    g. Sanitizing of office building

    i. Meyer Cleaning is taking extra steps (sanitizing all door knobs, surfaces, etc.) each

    cleaning at no extra charge. They can “fog” our building if we would like, quote

    attached.

    II. Informational Items:

    a. MTA Q&A on Township considerations for COVID-19 planning

    b. Governor’s directive on allowing teleconferencing

    c. No water service shut-offs during COVID-19 Pandemic

    PRELIMINARY * AGENDA

    GAINES CHARTER TOWNSHIP BOARD OF TRUSTEES

    MEETING

    March 20, 2020

    Opening Prayer 2:55 ~ Rob DeWard

    Pledge of Allegiance to the Flag

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    III. COMMENTS & DISCUSSION

    1) Township Board

    2) Supervisor

    3) Miscellaneous

    IV. ADJOURNMENT

    1) The next regular Township Board meeting will be held April 13, 2020

    Any interested persons are invited to attend and participate. Persons with disabilities needing any special

    accommodations should contact the Township offices one week prior to the meeting to request mobility, visual

    or any other assistance. *Preliminary Agenda – Subject to Change*

  • Gaines Charter Township

    Memo To: Gaines Charter Township Board

    From: Robert DeWard, Township Supervisor

    Date: March 19, 2020

    Re: Township’s Continued reaction to COVID-19

    ACTIONS TAKEN TO DATE: March 9th Fire stations closed to general public and went to emergency only respond status March 13th Reserved lower level of Township hall to help employees who were in position that they had to bring their children to work

    March 13th Encouraged social distancing (employees/residents/visitors to Township Hall) – notification posted on website and notices hung on doors

    March 13th KDL closed all branches

    March 17th Closed Township hall to general public – notification posted on website and notices hung on doors

    March 17th Salaried employees began to revise schedules and/or work from home to accommodate

    child care and/or health related circumstances (i.e. immunocompromised). March 18th All community room reservations thru the end of April canceled and/or rescheduled March 18th Cleaning company contacted to ensure “higher level” of sanitation, inquire about

    “fogging” of building March 18th Township Board of Trustees meeting called to determine continued reaction to COVID-

    19

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    QUERIES AND SUGGESTED SOLUTIONS:

    • Thresholds: o Do we set thresholds for further action? o If so, do we follow Federal/State/County guidelines?

    Suggested action: Give Supervisor authority make this decision calls using Federal/State/County alerts, restrictions as guidelines, without calling a special Board meeting. Reasoning – Supervisor is very familiar with each individuals’ “special” circumstances.

    • Reduce Staff level: o How do we determine which employees stay/leave? o Allow more employees to work from home? o Close building and allow all employees to work from home?

    Suggested action: Give Supervisor authority to decide if and when to close the building, using Federal/State/County alerts, restrictions as guidelines, without calling a special Board meeting. Where feasible allow employees to work from home. It is very easy to set-up remote access to their computers. If building is closed: Allow all employees one week (equal to their normal number of scheduled hours) additional paid personal time off. Not all employees can conduct all their work at home. Individuals who work from home or have to come in (payroll, record payments, etc.) will still be granted one additional week of paid personal time off.

    Scenario: Office building closed for one week. Employee A – works from home 12 hours of the one week (3 half days). At the end of the week they will still have 1 ½ days of the additional paid personal time off remaining, which will be added to their existing personal paid time off. This paid leave will not carry over to the following year.

  • ALL KDL FACILITIES ARE CLOSED UNTIL FURTHER NOTICE

    Digital downloads of books, movies, music, magazines, online services and more are available online at KDL.org

  • Gaines Charter Township is committed to the safety and well-being of the public and our employees and,

    therefore, effective March 17, 2020 the Gaines Charter Township offices, including the Building Department, will

    be closed to the public to help stop the spread of COVID-19.

    The Township will:

    1. Continue to function and provide necessary services to the best of our ability. However, staffing levels

    may be reduced to minimize exposures.

    2. Emergency Fire and Rescue services will continue without reduction or interruption. (Fire stations are

    closed to the general public).

    3. We encourage you to contact us via phone or email. Visit our website www.gainestownship.org , look

    up the department you need to connect with to obtain contact information. If you aren’t sure who you

    should talk to, you may also call 616-698-6640 and press * for an operator, or email

    info@gainestownship.org.

    EMERGENCY NOTIFICATION

    OFFICES CLOSED TO PUBLIC

    Visit gaineschartertownship.org

    • Report an issue online • Complete a Permit form • Browse Help Me (FAQ’s) • Make Utility payments • Pay for a permit • Contact us with general inquiries

    Call us at 616-698-6640

    • Listen to recording for appropriate department or press * for an operator

    • Use the online personnel directory to locate employee’s contact number

    We will continue to be fluid with our response as this issue is continuously changing. As always, we remain committed to our residents, businesses, visitors and employees. The Township will follow the recommended steps, and we ask that our residents follow established best practices while in the community:

    PAYMENTS

    • Use the after-hours drop box • Utilize your bank on line payments feature • Make payments via our website at www.gainestownship.org • Phone in your payments at 616-499-2045

    Email Us!

    • Use the online personnel directory to locate employee’s email address

    • Don’t know who to email? Email info@gainestownship.org and we’ll

    direct your inquiry to the right person

    http://www.gainestownship.org/ https://www.gainestownship.org/departments/index.php mailto:info@gainestownship.org http://www.gainestownship.org/ mailto:info@gainestownship.org

  • March 17, 2020 3:10PM

    EMERGENCY NOTIFICATION

    Gaines Charter Township is committed to the safety and well being of the public and our

    employees and, therefore, effective immediately the Gaines Charter Township offices, including

    the Building Department, will be closed to the public to help stop the spread of COVID-19.

    The Township will:

    1. Continue to function and provide necessary services to the best of our ability. However,

    staffing levels may be reduced to minimize exposures.

    2. Emergency Fire and Rescue services will continue without reduction or interruption. (Fire

    stations are closed to the general public).

    3. We encourage you to contact us via phone or email. Visit the page for the department

    you need to connect with to obtain contact information. If you aren’t sure who you

    should talk to, you may also call 616-698-6640 and press * for an operator, or email

    info@gainestownship.org.

    4. For payments:

    a. Use the after-hours drop box

    b. Utilize your bank on line payments feature

    c. Make payments via this website, visit ONLINE SERVICES

    d. Phone in your payments at 616-499-2045

    5. Building Department:

    a. Use the online application forms and payment options b. Application/plan submittals may be dropped off (a collection box will be provided

    in the main entrance lobby). Phone inqui