Gratiot County Board of Commissioners

George Bailey, Chairperson

Jan Bunting
Tim Lambrecht
John Renneberg
Sam Smith
Jeff Huff, County Administrator
Carol A. Vernon, Clerk
214 E. Center Street
Ithaca, MI 48847
989-875-5215 (Clerk)

Regular Full Board Meeting

TENTATIVE AGENDA
Tuesday, January 19, 2016 at 4:30 PM
A. Call to Order
B. Roll call of commissioners
C. Invocation
D. Pledge of Allegiance to the Flag of the United States of America.
E. Additions/Deletions to Agenda and Approval of Agenda
1.
2.
3.
F. Approval of the Agenda
G. Brief public comment
The Board welcomes all public input and appreciates adherence to the time limits
established. Each period shall be limited to one 3 minute comment per period.
H. Consideration of Consent Calendar: Board Minutes, Communications and
recommendations from committees.
1. Commissioner Minutes of January 5, 2016.

2. Communications:
a. Drain Notices No.111 and #090

I. Consideration of Finance Matters.

1. Budget discussions.
J. Consideration of Unfinished Business.
1. Clerk's Request to Restructure Office.

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K. Consideration of New Business.

1

1. Administrator Huff's Report.

2. Application for Zoning Board of Appeals from Mike Browne. One vacant
position for a three year term ending 12/31/2018. Also one partial terming
ending 12/31/2017 to replace Bernie Barnes.

23

3. Consideration to approve North Star's Resolution regarding approval of

the deferral of late penalty charges to April 30, 2016.

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4. Greater Gratiot Tax Track presentation.

5. Appointment of Commissioner Smith to the Greater Gratiot Board in place of
Chair Bailey.
L. Consideration of new business added at the meeting.
1.
2.
3.
M. Additional public comment and board comments.
N. Adjournment

Gratiot County Board of Commissioners

George Bailey, Chairperson
Jan Bunting
Tim Lambrecht
John Renneberg
Sam Smith
Jeff Huff, County Administrator
Carol A. Vernon, Clerk
214 E. Center Street
Ithaca, MI 48847
989-875-5215 (Clerk)

Tuesday, January 5, 2016 at 4:30 PM

Organizational/Full Board Meeting
Minutes Proposed for Approval on January 19, 2016
A. Call to Order of the Organizational/Regular Meeting by Clerk Carol Vernon.
B. Roll call of commissioners. Present: George Bailey, Jan Bunting, Tim Lambrecht,
John Renneberg and Sam Smith. Absent: None. Also present: Deputy
Administrator Rose Hubbard and Clerk Carol A. Vernon.
C. Invocation by Commissioner Bailey.
D. Pledge of Allegiance to the Flag of the United States of America.
E. Election of County Board Chairperson for current year in accordance with Gratiot
County Board of Commissioners Policies and Procedures. Nominations received, or
upon the adoption of a motion, the election of the chairperson may be conducted by
secret ballot (MCL46.3).
Nomination by Renneberg for George Bailey as Chairperson for a one year term
ending 12/31/2016.
Motion by Renneberg, second by Bunting to elect Bailey as Chairperson for a one
year term ending 12/31/2016. Yes: Bailey, Bunting, Lambrecht, Renneberg and
Smith. No: None. Motion carried 5-0.
1. Chairperson presented the gavel by Clerk Vernon and presided over the meeting.
F. Election of Vice-Chairperson. Nominations for Vice-Chairperson received and
selected by majority vote of all the members present.
Nomination by Renneberg for Jan Bunting as Vice Chair for a one year term ending
12/31/2016.
Board Action: Motion by Renneberg, second by Smith to approve. Yes: Bailey,
Bunting, Lambrecht, Renneberg and Smith. No: None. Motion carried 5-0.
G. Appointment of Finance Committee Chairperson by Board Chairperson with the
1
3

consent of the majority of the Board.

See below at H.
H. Appointment of Finance Vice-Chairperson by Board Chairperson with the consent of
the majority of the board present.
Board Action: Motion by Renneberg, second by Lambrecht to appoint Bailey as
Finance Chair and Lambrecht as Finance Vice Chair to keep the status quo. Motion
carried 5-0.
I. Consideration to adopt Gratiot County Board of Commissioners Policies and
Procedures.
Board Action: Motion by Renneberg, second by Bunting to approve. Motion carried
5-0.
J. Consideration to adopt Robert's Rules of Order (Newly Revised).
Board Action: Motion by Renneberg, second by Bunting to approve. Motion carried
5-0.
K. Appointment of Commissioner to the Mid-Michigan District Board of Health for a
partial term ending 12/31/2016 to replace Laura McCollum.
See below at L.
L. Appointment to the Saginaw Bay Research Conservation & Development to replace
Laura McCollum.
Board Action: Motion by Renneberg, second by Lambrecht to approve Smith for
replacement of Laura McCollums appointments of Saginaw Bay Research, MidMichigan District Health Department, EightCap and Michigan Works (has been
dissolved). Motion carried 5-0.
M. Consideration to set Regular Meeting Schedule for 2016 Current Year with a change
from August 2 to August 1 due to the Primary election.
Board Action: Motion by Renneberg, second by Bunting to approve the schedule
with the noted change. Motion carried 5-0.
N. Consideration to set the holiday schedule for the year as presented.
Board Action: Motion by Renneberg, second by Bunting to approve. Motion carried
5-0.
O. Consideration to adopt the IRS mileage rate as presented.
Board Action: Motion by Renneberg, second by Lambrecht to approve. Motion
carried 5-0.
P. Commence regular meeting agenda.

2
4

Q. Additions/Deletions to Agenda and Approval of Agenda.

1. None.
R. Approval of the Agenda.
Board Action: Motion by Renneberg, second by Lambrecht to approve the agenda.
Motion carried 5-0.
S. Brief public comment
The Board welcomes all public input and appreciates adherence to the time limits
established. Each period shall be limited to one 3 minute comment per period.
Sheriff Wright described the Emergency Management Coordinator position and
introduced Dan Morden as retiree Richard Harrells replacement.
T. Consideration of Consent Calendar: Board Minutes, Communications and
recommendations from committees.
1. Commissioner Minutes of December 22, 2015.
2. Communications:
a. Greater Gratiot Development Reports.
b. Personal Property Tax Notice.
c. Drain No. 111 Notice of Letting of Drain
d. Veterans Affairs Report.
Board Action: Motion by Renneberg, second by Lambrecht to approve the
Minutes and receive the communications. Motion carried 5-0.
U. Consideration of Finance Matters.
1. Budget discussions.
2. Accounts Payable Reports.
Board Action: Motion by Renneberg, second by Lambrecht to approve. Motion
carried 5-0.
V. Consideration of Unfinished Business.
1. Appointment to the Construction Board of Appeals for a 3 year term ending
12/31/2018. Three current vacancies. Application from Dale Sherman for
reappointment.
Board Action: Motion by Smith, second by Renneberg to approve Dale
Sherman. Motion carried 5-0.
2. Appointment to the Parks & Recreation Commission for a 3 year term ending
12/31/2018 for one position. Memo of interested received from Jaccii
Maylee. (Note - Jaccii Davis is currently serving member and whose last known
address the letter was sent to regarding the application.)
Board Action: Motion by Lambrecht, second by Renneberg to reappoint Jaccii
Maylee. Motion carried 5-0.
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5

3. Appointment to the Planning Commission for a 3 year term ending 12/31/2018

for one position. Interested parties include Danny Manley and Karla Childers
(commissioner vacancy applicants.)
Board Action: Motion by Renneberg, second by Smith to approve Karla
Childers. Motion carried 5-0. (See W-2 below.)
4. Appointment to the Zoning Board of Appeals for a 3 year term ending
12/31/2018, three positions are vacant. No applications received.
W. Consideration of New Business.
1. Administrator Huff's Report.
2. Appointment to the Commission on Aging Board, District 3 for one position for a
partial term ending 12/31/2017, to fill the vacancy left by Josephine Kissane.
Application from Karla Childers.
Board Action: Motion by Lambrecht, second by Renneberg to appoint Karla
Childers to the Commission on Aging board to replace Josephine Kissane and
appoint Dan Manley to the Planning Commission instead of Karla Childers with
the notation that the Planning Commission does have a partial term available for
Childers as well. Motion carried 5-0.
3. Appointment of Breckenridge Village President Charles Seeley to the Brownfield
Redevelopment Authority, Economic Development Authority and Hospital
Finance Board for a 6 year term ending 12/31/2021.
Board Action: Motion by Bunting, second by Renneberg to approve Charles
Seeley. Motion carried 5-0.
4. Appointment of Administrator Huff to the Hospital Finance Board for a 6 Year
Term ending 12/31/2021.
Board Action: Motion by Renneberg, second by Bunting to approve
Administrator Huff. Motion carried 5-0.
5. Information on Restructure of Clerk's Office for discussion at second January
2016 meeting.
Chair Bailey asked Clerk Vernon to contact the Sheriff and the Courts to get their
response regarding the restructure.
X. Consideration of new business added at the meeting.
Y. Additional public comment and board comments.
None.

4
6

Z. Adjournment.
Board Action: Motion by Renneberg, second by Lambrecht to adjourn at 5:02 p.m.
Motion carried 5-0.

Carol A. Vernon, Gratiot County Clerk

Approved:

5
7

OFFICE OF THE GRATIOT COUNTY DRAIN COMMISSIONER

BRIAN DENMAN
Phone (989) 875-5207

214 E Center St., Ithaca, MI.

Fax (989) 875 -5262

NO. 111 DRAIN

GRATIOT COUNTY, M ICHIGAN
DAY OF REVIEW OF APPORTIONMENTS
Noti ce is furth er g iven, th at o n T uesd ay, January 26, 2016, at the Office of the Grati ot C ounty Drain Co mmi s ioner, 2 14
East Ce nter Street, Ith aca, Mi chi gan or at such time and pl ace thereafter, to whi ch I, the Grati ot County Drain Ca mmi sioner
or my designated represe ntati ve may adj ourn the same, a day o f rev iew will be co nducted to rev iew tentati ve apporti onment
fo r benefits rece ived and la nds co mpri sed within the No. 111 Drain and said te ntati ve apporti onme nt and la nd s w ill be
subj ect to rev iew on said day from 9:00 a. m. until 5 :00 p.m. local time.
At the meetin g to rev iew the apporti onme nt o f be nefits, the Drain Co mmi ss ioner will have avail able to rev ie w the tentative
apporti onments aga inst parcels and muni c ipalities with in the drain age di stri ct. The co mputati on of cos t of co nstructi on of the
Drain will also be ope n fo r public inspec ti on by any parties interested .
The drain assess me nts against land in the drain age district will be co ll ec ted in the same manner as property taxe . If the drain
assess me nts against land are co ll ec ted by installme nt, the landow ner may pay the assess ments in full with any interes t to date
at any time and thereby avo id furth er interes t char ges. Please co ntac t the office of the Grati ot C ounty Drain Co mmi ss ioner
with any questi o ns about payments of drain assess ments.
Pursuant to Sec ti on 155 of the Michi gan Drain Code of 1956, as ame nded, any owner o f land within the spec ial assess me nt
di stri ct for the NO. 111 DRAIN or a ny muni c ipality aggri eved by the apportionments of bene fits made by the Drain
Commi ss ioner may, w ithin te n ( 10) calend ar days o f January 26, 2016, make application to the G rati ot C ounty Pro bate
C ourt for appointment o f a Board of Rev iew.
The followin g is a descripti on of the la nd co nstitutin g the No. 111 Drain Drainage Di stri ct:
That part of Sumner T ow nship , T.11 N .-R.4W . as described :
Southeast 1A of Sec ti on 24 ; Sec ti on 25 ; So utheast 1A of Sec ti on 26; South Yi o f Sec ti on 34; Sec ti o n 35 ; Secti on 36.
That part of Arcad a Tow nship , T. I IN.-R.3W. as described :
Southwest 1A of Sec ti on 17 ; Southeast 1A o f Southeast 1A o f Secti on 18; South 1/2 and Eas t 1/2 of Sec ti o n 19; W est 1/2 of Secti on
20 ; W est Yi of Sec ti on 29 ; Secti on 30 ; North 1/2 and South wes t 1A o f Sec ti on 3 1; W est 1/2 of W es t 1/2 o f North wes t 1A Secti on
32.
That part of New H ave n T o wn ship , T. I ON.-R.4W . as described:
North 1/2 of Secti on 2; Section 3; South 1/2 and South Yi of N ortheast 1A o f Sec ti o n 4; East % o f Sec ti on 9 ; W est Yi and W e t 1/2
of Northeast 1A of Secti o n 10.
The fo ll o wing is a listin g of th e Public Corporati ons to be assessed at large fo r a porti on of the cost of co nstructing said drain:
SUMNER TOWNSHIP, ARCADA TOWNSHIP, NEW HA VEN TOWNSHIP, COUNTY OF GRATIOT (for be nefit to
county roads), and MICHIGAN DEPARTMENT OF TRANSPORTATION .

NO W THEREFORE, all own ers a nd persons interested in the above-described spec ial a ess me nt di tri ct are hereby
notifi ed that, at the time and place afo resaid , or at such time and pl ace thereafter to whi ch said bid lettin g may be adj ourn ed , I
shall proceed to rece ive bids fo r the constructi on of the No. 111 Drain , in the manner hereinbefore stated , and , al o, that at
such time and place as stated above from 9 :00 a.m . until 5 :00 p.m. local time, the apporti onme nt of benefits fo r the lands
compri sed within No. 111 Drain spec ial assess me nt di stri ct will be subj ect to rev iew.
Proceedings conducted at the pre-bid confere nce, bid opening and day o f rev iew are subj ec t to the Mi chigan Open Meetings
Act. Persons with di sabilities needin g acco mmodati ons for e ffec ti ve partic ipati o n should contact Brian De nman, the Grati ot

Co unty Drai n Commi ssioner at (989) 875-5207, or thro ugh the Michi gan Relay Center at "7 11 " at least fo urtee n ( 14) days
before each meeting to request mobility, visual, hearin g or other ass istance.

AND YOU AND EACH OF YOU, ow ners and persons interested in the aforesaid lands and Publ ic Corporati ons are cited to
appear at the time and pl ace of such bid letting and day of review of apporti onments aforesaid, and be heard with respect to
such spec ial assess ments and your in terests in relati on thereto, if you so desire.
nn.~~me nt s

is consistent with Section 154 of the Michi ga n Drain Code of 1956, as amended.

Brian Denman
Gratiot County Dra in Commi ss ioner

STATE OF MICHIGAN

OFFICE OF THE GRATIOT COUNTY DRAIN COMMISSIONER

In the Matter of

#090 County Drain

NOTICE OF MEETING OF BOARD OF DETERMINATION

Notice Is Hereby Given to you as a person liable for an assessment that the Board of
Determination, composed of Howard Poindexter, Clare McCollum, and Scott Friesen or alternate Fran
Barnes, will meet on January 28, 2016 at 9:00 AM at Lafayette Township Hall , 2909 Barry Rd. ,
Breckenridge, Michigan, to hear all interested persons and evidence and to determine whether the #090
Drain, as prayed for in the Petition for cleaning out, relocating, widening, deepening, straightening, tiling,
extending or relocating along a highway of the following drain: #090 Drain and all established tributary
drains, located and established in the Townships of Emerson, Hamilton, and Lafayette, County of Gratiot,
State of Michigan, dated Augu st 25, 2014 is necessary and conducive to the public health, convenience or
welfare of said Townships in accordance with Act No. 40, P.A. 1956, as amended, and for the protection
of the public health of the following cities, villages and townships: Emerson, Hamilton, and Lafayette
Townships.
Proceedings conducted at this public hearing will be subject to the provision of the Michigan
Open Meetings Act and you are further notified that information regarding this meeting may be obtained
from the Gratiot County Drain Commissioner. Persons with di sabilities needing accommodations for
effective participation in the meeting should contact the County Drain Commiss ioner at the number noted
below (voice) or through the Michigan Relay Center at 1-800-649-3777 (TDD) at least 24 hours in
advance of the meeting to request mobility, visual, hearing or other assistance. Minutes of the meeting
will be on file in the office of the Gratiot County Drain Commi ssioner.

You Are Further Notified, that persons aggrieved by the deci sion s of the Board of Determination
may seek judicial review in the Circuit Court for the County of Gratiot within ten (I 0) days of the
determination .

Brian Denman
Gratiot County Drain Commi ss ioner
214 E. Center Street
Ithaca, MI 48847
989-875-5207

10

Carol A. Vernon
Gratiot County Clerk
214 E. Center Street, Ithaca, MI 48847
989-875-5215 Fax: 989-875-5254
gratiotcountyclerk@yahoo.com
Chief Deputy: Rene Rubin
Deputies: Teresa Bushre,
Jan Donley and Alyssa Lynch

MEMORANDUM

To:

Administrator Jeff Huff

Commissioners: Jan Bunting, Tim Lambrecht, John Renneberg,
George Bailey and Sam Smith.

From:

Carol A. Vernon, Gratiot County Clerk

Date:

December 29, 2015

RE:

For Discussion at the January 19, 2016 Board Meeting

Request to Restructure County Clerks Department to Accommodate
All Court Duties in the Current Clerks Office and Relocate Vital
Records to New Location as Noted in the Building Utilization Plan

Purpose: To create efficiencies and expertise in handling all court duties by three
designated court clerks rather than duties spread across four employees and myself
to ensure consistency and accuracy of document preparation, processing and
reporting of court records. Reassign management of bonds, restitution and jury to
the three court clerks on a rotating basis to promote cross-training. Separate the
telephone inquiries, mail and walk-in traffic congestion of vital records to just
Court duties. Reduce the number of different computer software programs trying
to run on each work station to alleviate issues with different programs requiring
different versions for each program.

11

Support: Three cross-trained court clerks will provide support to all four
judiciary, MDOC and Specialty Courts by attending required court hearings,
documenting all court actions, preparing Judgments of Sentence, imaging and
filing all court records, preparing notices for Judge McDonald, entering all
scheduled hearings for Judges Tahvonen and Rick and managing all bonds and
restitution accounts. Their concentration on court records will provide the
expertise needed to stay in compliance with reporting requirements,
fines/costs/fees assessments, bond management, restitution distribution and
transmittals. Clerk staff will be prepared to handle additional duties and
responsibilities in conjunction with legislation to reduce the number of judges in
the Circuit.
Consideration: Due to the increased duties of Concealed Pistol Permits and high
traffic and telephone call volume of processing births, deaths, marriages, military
discharge and assumed names, two clerks are required to handle the volume and
allow for cross-training. These duties require knowledge and expertise totally
separate from court expertise and follow an entirely different set of statutes and
procedures, while the responsibility level meets that of court clerks. Staff can
concentrate on statutory requirements and ensure compliance across all vital
records responsibilities and attend trainings specific to vital records. The
separation channels non-court customers to their own area of the courthouse and
reduces the number of computer software programs trying to run at work stations.
The separation creates efficiencies and consistency in processing confidential
records, reporting requirements and legislative updates of vital records. In
addition, the separation provides accurate revenue and cost data associated with
court versus non-court duties assigned to the County Clerk.
Fiscal Impact: Increase staff by one to accommodate three court clerks and two
vital records clerks working in different locations. Relocation to suitable office
space. Possible purchase of a small copy machine. The Clerk CPL Fund chart
attached provides information on current and future monies available to assist with
additional staff funding.
Overview: The Clerks Office has been impacted by the following changes made
by administration, addition of other departments and recent legislation:
1. Accounts Payables. Administration took over Accounts Payable in 2005/06, the
Circuit Court accounting duties remained with the Clerk. A third to a half a
persons work load was absorbed and included all bonds, restitutions, jury pays,

12

billings, jury notices, assumed name expiration notices, some court filings and
election work.
2. Addition of Voucher Entry by Departments. Administration required
departments to enter their own vouchers into accounts payable. This had a
substantial impact. Data entry includes input of names, addresses, amounts,
descriptions, line items and scanning into BS&A for each bond, restitution, juror
pay and bill payment, including report verification.

3. Addition of Assignment of Judge McDonald to Circuit Court Cases. Clerk staff

now performs Assignment Clerk duties of scheduling and sending notice of
hearings for Judge McDonald, attends hearings held in District Court and prepares
Judgments of Sentence, abstracts and creates criminal history reporting for a third
judge.
4. Addition of Swift & Sure Program, Specialty Courts and Office of Community
Corrections. These programs have impacted my office with an increase in court
hearings, specialized filings and documentation.
6. Addition of Collections Department Under Administration. All Circuit Court
monies are received in the Clerks office. Restitution is the bulk of the monies due
and restitution monies received must be disbursed to victims within 30 days even
if small amounts are received. Staff time increased to accommodate the processing
of restitution checks to victims through entering information into our MiCourt
system, creating vouchers, entering data into accounts payable system, verifying
reports and balancing to general ledger and researching returned restitution checks
and tracking down victim information for set up.
7. MiCourt. The new court system required substantial initial and on-going
training. Scheduled hearings are not being entered into MiCourt at the time
hearings are set, Clerk staff must first enter the scheduled hearings, then enter the
actions taken before documents can be entered and imaged for each courtroom
event increasing staff time.
8. Concealed Pistol Permits. The new legislation assigning CPL duties to the
County Clerk had an overwhelming impact on staff, the second legislation that
changed pistol premises exemptions has had an even greater impact. Those who
now qualify to carry in no-carry zones are seeking updated permits along with new
applications and reapplications. Additional duties include full review of

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applications, photo identification, verification of valid CPL training certificate,

entering all application data into the MSP portal, checking the portal for approvals,
denials, suspensions, revocations and pending applications. Updating status and
sending out renewal letters, denial letters or notifications of revocation/suspension
were added duties.
9. Future Reduction of Judiciary In the Circuit. Legislation to reduce the number
of judges in our Circuit will create situations where Clerk staff will be covering
hearings in more than one courtroom/hearing room at a time.
The above-named staff duties do not take into account the responsibilities that are
performed by myself. Staff is not crossed trained because of the volume of their
workloads: Board of Commissioner packets, Board Minutes, advertisements for
board vacancies, expiring term letters to members, letters of approval denial to
applicants and the boards, notice of meetings, county directory and updates,
election inspector/clerk trainings, campaign finance reporting, filing for office
procedures, review of petition signatures and filing materials, mandatory election
advertisements, ordering precinct kits, updating, billing precincts, submitting
reimbursements to state and schools, Election Magic programming, qualified voter
file reports, verifying election candidates and proposals for ballot production in
SOS E-Wizard program, determining number of ballots for precincts, ballot
proofing, burning of memory packs for voting machines and AutoMARK,
uploading election night results, Board of Canvasser procedures and Minutes,
distribution of canvass to state, precincts and schools, including out of county,
preparation of Certificates of Nomination and Certificates of Determination,
mailing of proof ballots to candidates, conducting recounts, post-election audits
and I currently handle all restitution disbursements in Circuit Court cases. The
separation will allow staff to assist with these duties as needed.
Please consider this as a request to create the necessary efficiencies to provide
professional mandated services to your Board of Commissioners, District, Circuit,
Family Division and Specialty Courts, federal, state and local candidates and your
constituents.
Please contact me with questions, discussions, a tour of the office or anything I can
provide to assist you in this request.

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Carol A. Vernon
Gratiot County Clerk
214 E. Center Street, Ithaca, MI 48847
989-875-5215 Fax: 989-875-5254
gratiotcountyclerk@yahoo.com
Chief Deputy: Rene Rubin
Deputies: Teresa Bushre, Jan Donley
Kendra Beard

Clerks Annual Report 2015 Amended for Courthouse Building Use Assessment
The yellow highlights below designate Vital Records processing.
Many counties have separate offices for Vital Records and court business. The separation of
these two high volume divisions will create efficiencies in both areas. Court record processing
requires significant detail and numerous steps must be followed to accurately prepare, receive
and file legal documents. Additionally, the assessment of costs, receipt of monies and proper
distribution is essential. The Vital Records division processes over 2,000 documents a year and
brings in heavy traffic flow and telephone calls to our office. Vital Record processing also calls
for attention to detail and verification. The constant flow of work from these two unrelated
duties into one office space creates continuous interruptions and an inability to concentrate on
essential details and effectively complete all required steps.
The number of Vital Records walk-in, telephone and internet customers come in to our office
to request and receive their vital record while they wait. This creates heavy traffic flow
through the Courthouse building. Youll note on the information listed below, most of the
monies receipted in for Vital Records remains in the county through the general fund.
The current vacant office space next to the main entry door would be an ideal location for the
Vital Records division. It would allow for two work stations, a transaction window and a small
waiting area. It would allow high traffic volume to be contained at the entrance door. An
open window to accept requests, documents and allow for payment would be ideal, with the
potential for accepting court payments at the same counter in the near future. The Clerks
office vault would still house the permanent records as the vault meets state requirements.
These details must be considered when assessing Vital Records processing:
Room for two small work stations with a computer, scanner, telephone accessible to a
transaction window; small copy machine; customer counter space for completing forms
request; locking cash drawer and receipt printer; locking file cabinets for in-process requests,
safety paper and embossers and small waiting area.

15

Gratiot County Clerks Office August 2015

Elected Official: Carol Vernon, Elected 2005; Employed January 1982
Chief Deputy: Rene Rubin Hired March 2013
Deputy: Teresa Bushre Hired May 2014
Deputy: Jan Donley Hired September 2014
Deputy: Kendra Beard Hired June 2015
Annual Co-Op Student
Monies Processed:
Receipts for 10/1/2013 through 9/30/2014
$539,854.96 Grand Total on 6,009 receipts
$290,871.67 to General Fund
$ 11,010.00 to FOC
$ 24,273.59 Fines
$213,699.70 Balance to State

New Vital Records Received and Processed:

540 New Births
425 New Deaths
257 New Marriages
248 New Assumed Names
490 New Concealed Weapons Permits
72 New Notary Records
2,032 New Vital Records Processed

Badges and ID Cards:

Prepare Badges For: Employees, Commission on Aging Volunteers, Juvenile Transporters, Juvenile
Volunteers, St. Louis PD, Sheriff Department Employees and other Law Enforcement Employees as
Requested and Veterans ID cards.
Court Caseload:
Appeals
Criminal
Civil
*Domestic
PPOs
TOTALS

Pending 1/1/2013
7
48
40
84
0
179

Opened:
27
251
63
343
132
816

Closed:
126
282
62
360
132
962

Attended Circuit Court hearings for criminal matters and processed Judgments of Sentence and abstracts.
Attended District Court hearings for criminal matters Judge McDonald is hearing for Circuit Court and
prepared notices to appear. Attended jury selection for ten jury trials.
*Domestic cases with children are closed at the time of the Judgment, but remain active for collections until
the last child support is paid for the last child in the case. Paperwork continues to generate well after the
cases are closed, in some cases for years. The above numbers do not reflect the post judgment activities and
filings for child support collections as they occur after a case is closed.
Court Document Records: Need Images
14,379 Documents Filed (Does not include individual pages)
26,871 Data entries in JIS Through Audit Report by Username

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Juror Questionnaire Forms Mailed, Returned, Entered into JIS, Sorted, Paneled, Attended Jury Board
Meetings, Entered Juror Vouchers and Jury Board Payroll:
2,800 Juror Questionnaires
Commissioner Packets for October 2013 September 2014:
Prepared 12 packets Clerked 12 Meetings, Prepared Minutes, Prepared Letters and Advertisements for
Boards & Commission Members Upon Appointment and Terms Ending, Updated County Directory
Conducted Elections October 2013 September 2014:
Trained 182 Election Inspectors July 2014
November 2013 Cities & Gratiot-Isabella RESD
May 2014 Special Election 9-1-1 & Sumner Township Proposals, along with Alma, St. Louis,
Carson-City Crystal, Ovid-Elsie and Montcalm RESD Proposals
August 2014 Primary with County Senior Citizens & Library Millages, along with Township and
Ithaca High School Proposals

Carol A. Vernon, Gratiot County Clerk

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Gratiot County Clerks Office

Sample Monthly Snapshot
Apr. 28 May
28, 2015
Telephone Calls
Counter Clients
Data Entries
There is no way
to track
incoming
paperwork
5/1/15-5/29/15
538 Receipts
FY 2013/2014
6009 Receipts

Vital Records
269
285
132

$11,496.19
To General
Fund
$108,171.63
To
General
Fund

Other DBA
CPL Notary
161
116
59

Court
Records
176
253
2,648

$1,207.93
To General
Fund
$21,338.70
To General
Fund

$6,623.33
To
General Fund
$206,257.57
To
General
Fund

Transferred

Total

223
121

829
775
2,839

$36,218.80 Total
$19,327.45 GF
$16,89.35 State
$$539,854.96 Total
$290,871.67 GF
$48,983.29 State

Computers are trying to run all these programs,

software, websites all at the same time as we are waiting on customers
through the telephone, e-mail, counter and by mail. All programs
must be open and ready to wait on the next customer.
Word
Excel
Adobe Full Version
CherryLAN Imaging & Filer
Deketo & Imaging
MiCiJIN
EDRS
Vital Check
Gov Pay
Dymo Labelwriter
Receipt Printer

JIS & Court Imaging

MiCOURT & Court Imaging
Citrix
Xerox
IceWarp E-Mail
QVF
Boardbook
Election Magic
General Ledger
Accounts Payable
Identiphoto Printer

18

CLERK'S OFFICE

19

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
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27
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44

GRATIOT COUNTY

2003-04

2004-05
Elected

2005-06
1st Budget

2006-07

2007-08

2008-09

2009-10

2010-11

2011-12

BUSINESS PERMIT FEES (Passports/DBA/Notary

* 20,600
* 17,763
MARRIAGE LICENSE FEES ($15 to FOC/$5 Clerk)
* 9,757
* 13,909
DRUG CASEFLOW-CIRCUIT COURT
0
0
ATTORNEY FEES
3,284
2,334
Assessed Atty Fees - New 10/2014 Actual Reimb.
JURY FEE REIMBURSEMENT - From State
12,828
14,951
BOND FORFEITURES
1,304
200
CLERKS PATERNITY FEE
0
18
COURT COSTS
55,670
58,999
Court Costs H.A.M. - New 10/2014
SERVICE FEES - CLERK (Certified/Copies/MF/Jury)
80,468
97,966
PHOTO FEES (Was passports, then only CCW
0
270
CPLs Using Driver's License Photos
SERVICE FEES - PROBATE COURT
90
340
Death Certificate Postage Fee
MARRIAGE CEREMONY FEE $25 - If Clerk Performs
FORENSIC LAB FEES
583
265
DNA RETAINAGE - 10%
433
143
DNA Sample - Eff. 7/1/2015 $60 Each
20% PENALTY=-CIRCUIT COURT
0
0
GUN PERMIT FEES (Renew Every 5 Years) $26 to CPL Fund Starts
0
6/2/2015)
4,586
Gun Permit Fees to #263 Fund for Clerk
CCW-Fingerprints - Only if Clerk takes Prints
101-215-653.03
CELL PHONE REIMBURSEMENT - Use Own
0
0
101-215-656.01
10% FORFEITURE-CIRCUIT CT
720
550
101-215-675.01
COMM. FOUNDATION GRANT STIPEND
101-215-680.00
REIMB. FOR ELECTIONS
1,059
0
101-215-682.02
VICTIMS RIGHTS - 10%
1,228
950
Totals for Dept 215-COUNTY CLERK
188,024
213,244
TOTAL REVENUES
188,024
213,244
TOTAL APPROPRIATIONS
298,613
332,109
NET OF REVENUES/APPROPRIATIONS - FUND 101 -$110,589
-$118,865
Removing the Audits
(31,855)
(27,575)
(78,734)
(91,290)
* Payment Coding was Incorrect to Reflect Marriage Licenses
Tax Intercepts Started
Fee Increased to $26/12; Passports Increased & Proof of Dependents for Insurances
Passports moved to Register of Deeds
New Services/Fees Started - Total $68,753

* 21,572
* 11,026
0
3,681

34,030
4,057
0
1,360

21,638
3,577

17,174
4,020

13,238
3,408

8,649
3,360

$4,546
$3,495

2,027

2,023

2,267

2,008

$980

10,921
10,500
18
65,755

3,700
650
145
89,545

11,604

9,883
2,500

7,534

96,308

96,201

77,927

57,504

122,294
3,852

137,193
7,938

140,689
5,580

127,816
6,537

118,330
5,736

261

392

300

112
80

69
25

12

31
2,366

363
1,482

0
1,600

0
40

GL NUMBER
REVENUES
101-215-476.03
101-215-478.00
101-215-544.02
101-215-602.01
101-215-602.02
101-215-603.00
101-215-606.00
101-215-607.00
101-215-607.02
101-215-607.01
101-215-607.03
101-215-607.04
New Dec 2015
460
101-215-607.10
101-215-607.12
101-215-607.19
101-215-607.22
101-215-607.23
101-215-607.36
101-215-650.00
New 6/2/2015

BUDGET REPORT FOR GRATIOT COUNTY CLERK

DESCRIPTION

Passport Photos moved to Register of Deeds

\\Bdbk-file-p11.dmz.tasb.org\appsdata\BBookv3\data\1000504\50186253\data\Uploads38129001.xls

2003-2011

2015/16 Budget Forecast

2013/14

134 4/15

$4,149
$3,503

$3,580
$3,792

$4,009
$4,113

$3,600
$3,500

$889
$3,685

$1,035
$510
$7,973

$2,547
$5,429
$6,087

$500
$3,500
$5,000

$80,776

$214
$84,881

$396
$108,565

114,487
4,633

$110,636
$4,596

$115,271
$9,468

$116,444
$5,076

$786.00
$73,342
$20,094
$126,566
$5,412

$500
$85,000
$18,000
$116,000
$400

354

270

$310

$690

$180
$175

475
51
10

595
23
18

$775
$8

$150
$2

$460
$117
$25
$25

$400
$100
$50
$25

1,043
2,444

3,739
7,436

4,262
7,748

3,159
7,514

$2,615
$6,942

$2,936
$19,240

$2
$4,634
$12,818

100

1,450
1,375

$1,980

$6,865

1,500

44
1,250
3,000

768
280,097
280,097
252,191
$27,906

757
281,903
281,903
262,349
$19,554

717
249,731
249,731
279,728
-$29,997

$1,505
$248,563
$248,563
$312,145
-$63,582

$1,915
$274,232
$274,230
$320,145
-$71,582.00

4,100

310

2012-13

$3,4,35

$2,500
$0
$9,412 FUND money

$4,005

0
736
254,805
254,805
328,913
-$74,108

0
842
281,831
281,831
245,786
$36,045

882
$1,476
210,636 $221,160
210,636 $221,160
287,347 $293, 074
-$49,798
-$71,914

$1,000
$2,090
$260,242
$260,242
$325,367
($65,125)

$1,800
$241,875

CLERK'S OFFICE

20

45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87

GRATIOT COUNTY

APPROPRIATIONS - Clerk's Office

2003-04
101-215-702.00
DEPARTMENT HEADS SALARY
43,101
101-215-703.00
SALARIES & WAGES
110,018
101-215-703.10
PER DIEM Y
520
101-215-704.10
BONUS PAY
101-215-705.00
TEMPORARY EMPLOYEE WAGES
101-215-712.00
LONG-TERM DISABILITY
237
101-215-715.00
SOCIAL SECURITY MATCH
10,130
101-215-715.10
MEDICARE
2,369
101-215-716.00
HOSPITALIZATION - Varies with Employee
13,933
101-215-716.02
HEALTH INS. BUY-OUT - Changed
8,800
101-215-716.10
RETIREE HEALTH INSURANCE
3,121
101-215-717.00
LIFE INSURANCE
348
101-215-717.10
RETIREE LIFE INSURANCE
28
101-215-718.00
RETIREMENT
19,048
101-215-718.01
RETIREMENT-DEFINED CONTRIBUTION
4,771
101-215-719.00
WORKMAN'S COMPENSATION
721
101-215-720.00
UNEMPLOYMENT COMPENSATION
0
101-215-721.00
DENTAL/OPTICAL
1,802
101-215-727.05
SOFTWARE & UPDATES - CherryLAN, Boardbook, Deketo,
9,245
Jury
101-215-727.10
OFFICE SUPPLIES -POSTAGE
8,066
101-215-727.12
OFFICE SUPPLIES-COURT
3,011
101-215-727.25
OFFICE MACHINE LEASE & MAINT - Xerox, Scanners
8,886
101-215-801.00
AUDITS Y - Removed to Admin.
31,855
101-215-815.00
MEMBERSHIP DUES - MACC, UCOA, Newspapers
310
101-215-818.15
COMMUNITY FOUNDATION STIPIEND
101-215-818.00
CONTRACTUAL SERVICES - Co-Op - Now Temporary
704
101-215-825.00
JURY FEES & MILEAGE Y
8,519
101-215-825.02
JURY FEE PRISONERS - (Will be Riembursed)
101-215-825.01
JURY BOARD Y (Cost savings measures)
8,176
101-215-850.01
CELL PHONE EXPENSES (Use my own)
0
101-215-860.00
TRAVEL - Conference, trainings
702
101-215-900
ADVERTISING - Board of Commissioners
101-215-930.00
REPAIRS & MAINTENANCE
0
101-215-931.00
OFFICE EQUIPMENT REPAIRS
0
101-215-940.00
MICROFILM STORAGE RENTAL - File Safe & Retrievals
192
Totals for Dept 215-COUNTY CLERK
298,613
TOTAL APPROPRIATIONS
298,613
Removing the Audit from Clerk's Budget
(31,855)

2003-2011

2004-05
44,394
114,068
0

2005-06
45,726
123,480
50

2006-07
45,726
86,940
150

2007-08
46,412
87,631
300

2008-09
47,340
93,674
300

2009-10
47,340
92,600

2010-11
49,161
94,920
1,096
2,100

241
10,445
2,443
28,827
9,575
3,037
324
26
24,301
3,232
801
0
2,406
9,953
19,323
7,934
8,955
27,575
668

240
10,956
2,562
35,772
7,000
3,003
324
40
26,727
2,376
543
7,852
2,372
12,440
17,368
0
5,970
0
485

172
8,476
1,982
25,346
3,500
2,568
259
33
21,227
2,483
343
0
2,000
8,439
15,078
0
5,665
0
575

171
8,548
1,999
32,175
3,375
2,568
258
33
22,043
2,161
412

170
8,796
2,057
39,995
1,500
3,000
243
33
15,826
2,505
503

172
8,632
2,019
43,149
1,500
3,000
235
33
22,277
2,548
507

172
9,066
2,120
47,408
1,500
3,000
235
33
24,875
(101)
415

170
8,862
2106
48,492
1,500
3,000
233
38
29,282
2,658
389

1,162
6,732
12,402

1,185
6,795
15,999

1,250
8,572
15,265

1,504
9,212
17,774

5,460

3,779

3,795

631

0
3,897

0
20,170

1,556
9,943

556
1,500
1,500
13,045

3,481
8,563

7,397
231
1,690

1,766
220
1,029

1,633
252
736

753
339
471

824
253
900

0
250
192
328,913
328,913

518
0
186
245,786
245,786

186

996

0
174
192
332,109
332,109
(27,575)

252,191

262,349

\\Bdbk-file-p11.dmz.tasb.org\appsdata\BBookv3\data\1000504\50186253\data\Uploads38129001.xls

2013-14
$48,291
$118,909
$100

2014-15
$50,774
$120,666
$200

$206
$10,233
$2,393
$38,229
$1,591
$3,000
$243
$38
$34,698
$4,054
$447

$5,365
$186
$10,859
$2,540
$20,030
$3,750
$3,541
$249
$35
$36,320
$3,838
$468

$9,173
$215
$11,592
$2,711
$28,225
$8,141
$3,658
$301
$55
$23,000
$7,336
$514

1,160
9,400
16,025

$1,808
$7,649
$14,459

$1,547
$14,322
$14,164

$2,182
$14,438 $
$15,992 $

17,000.00
16,000.00

3,568

6,109

$3,516

$3,504

$3,545 $

4,000.00

585

624

350

$873

$623

$577 $

1,000.00

3,341
10,749
5,010
818

5,305
6,707
1,048
1,368

$4,800
$13,305

$163
$24,262

$16,347 $

18,000.00

$1,152

$3,328

$859 $

4,000.00

507

2,866
7,474
2,446
276
130
904

678

$1,897

$1,281

$1,448 $
$1,165 $

2,500.00
1,000.00

4,174

4,569

3,024

$2,242

$2,472

$2,253 $

4,200.00

279,728

287,347

293,074

$312,145

$320,145

Accounts Payable to Administrator. This position also provided Circuit Court Accounting & Transmittals/Jury/Elections/Assumed Named assistance for Clerk's Office.
Accounts Payable back to Clerk = Increase of $34,492 & Payroll Training in Travel Line Item

2011-12 2012-13
47,340
$47,813
97,830 $116,813
$150

$325,367

CLERK'S OFFICE

A
88

GRATIOT COUNTY

2003-04

21
\\Bdbk-file-p11.dmz.tasb.org\appsdata\BBookv3\data\1000504\50186253\data\Uploads38129001.xls

2004-05

2005-06

2006-07

2007-08

2003-2011

2008-09

2009-10

2010-11

2011-12

2012-13

CPL Fund 263

Created by Carol A. Vernon
12/30/2015

CCW Applications Set to Expire - $36 Each

Plus New Ones - $26 Each
Estimated Revenue by Year for CPL Fund 263
Current Balance as of 12/30/2015 $7,978

2016
2017
553 x 36 = $19,908 267 x 36 = $9,612
150 x $26 =$ 3,900 150 x 26 = $3,900
$23,808

$13,512

2018
2019
515 x 36 = $18,540 553 x $36 = $19,908
150 x 26 = $ 3,900 150 x 26 = $ 3,900
$22,440

$23,808

2020
498 x 36 = $17,928
150 x 26 = $ 3,900
$21,828

22

APPLICATION FOR APPOINTMENT TO BOARDS AND COMMISSIONS

GRATIOT COUNTY BOARD OF COMMISSIONERS

PLEASE RETURN THIS APPLICATION TO:

Gratiot County Clerk's Office,
214 E. Center St., Ithaca, MI 48847
Phone (989) 875-5215; Fax (989) 875-5254

l ._~2~0_/?_t_\r-z.-------,7
________ 3. _ __ __ _ _ _ _ _ __ _ __
2.

- - - - - - - - - - - - - - 4. - - - - - - - - - - - - - -- Name of Board or Commission to which appointment is desired .

(If more than one, please list in order of preference.)

I. Name

)JC h

~lv ;u.__

3. Employer_ __ __ _ _ __
5. Homeaddress

//,JZ

2. Occupation _

4. E-mail address _ _ _ _ _ _ _ __

TJ/1~5

Street

6. Home Telephonef]:"f8

__._~_
. " " '-J- -'- - ';::___/.__~---'----

5ufr\M.ev-;
City

7Y) YbtP 7.

8. Length of residency in Gratiot County

Lf!86/)

/ zip

Business Telephone_ _ _ _ _ __

b if

9 County Commissioners District_ _ __

l 0. List other community organizations/commissions that you are a member.

Z>oe

11. Please indicate on a separate page the experience you have which will have value if
you are appointed. Also, indicate any reasons for desiring to serve on the requested
board or commission.

/ - //-!?
Date of Application

Signature

23

Resolution #2016-1-11
RESOLUTION: Payment of Tax Penalties Extension

BE IT RESOLVED, that the North Star Township Board approves the deferral of late penalty
charges to April 30, 2016, for the Winter Property Taxes, for senior citizens of 65 years or older,
paraplegic, quadriplegic, veterans, qualified service persons, widows and permanently disabled
persons, who make claim to the North Star Township Treasurer, that they made proper
application to the State of Michigan for a property tax credit before February 29, 2016.

The foregoing resolution was offered by Board Member Heidi Drowley

and supported by Board Member John Hardman
Upon a roll call vote, the following voted
aye 5
nay 0
absent

I hereby certify that this is a true and complete copy of a resolution offered and adopted by the
North Star Township Board at a regular meeting held on January 11, 2016.

Heidi Drowley
Heidi M. Drowley, Clerk
North Star Township
3064 S. Crapo Rd.
Ithaca, MI 48847

24