During a virtual special meeting on Nov. 30, the Sumpter Township Board of Trustees approved taking up Michelle Cole’s offer to help for eight hours a week during the transition caused by her resignation as township administrator.
The first item on the agenda was acceptance of Cole’s resignation letter that she presented Nov. 22 and which took effect Nov. 29.
Trustee Peggy Morgan asked that the motion to accept the resignation have the words “with regret” added to it and that was agreed to. When she cast her vote, Trustee Morgan said, “Yes, with a heavy heart.”
Supervisor Tim Bowman voted yes and added, “with a very, very heavy heart.”
Clerk Esther Hurst asked that the board add to the motion that they accept Cole’s resignation from other positions she also held, namely financial director and deputy supervisor. The motion was amended.
The board then discussed the vacancy for more than an hour and unanimously decided to pay Cole $95 an hour not to exceed eight hours a week for three months. Township attorney Rob Young said the length of the agreement could be shortened or lengthened in the future.
Meanwhile, the board will post the position and refer it to the hiring committee
The board also voted to divide up responsibilities with accounting and payroll under the clerk’s office, water and building departments under the supervisor’s office, IT under Public Safety Director/Police Chief Eric Luke, and continuation of Mackenzie Glinski of Huron Township doing payroll at a rate of $30 per hour under the clerk’s department.
Attorney Young was directed to draft a contract for Cole to work eight hours a week with directions from the supervisor, treasurer, clerk, and Chief Luke.
When the board was first deciding Cole’s pay to help, $45 an hour was suggested and Cole said she would have to think that over. She said $45 is low, since they are paying $30 for payroll. She said Cari Ford, who has credentials similar to Cole’s, was being paid $95 an hour.
Trustee Matthew Oddy made the motion to pay Cole a rate of $95 an hour and this was passed by the board.
Young said he would write a contract that would detail that Cole would be called determined by the needs of the four officials and they would focus on the Wednesday she has off from her new job. Oddy reminded him they have to limit it to eight hours.
Cole said on other days she would be able to help on her lunch break or other breaks and could call them back.
“She should be compensated for her time,” stated Supervisor Bowman.
Trustee Morgan said she trusts Cole to keep honest records and let the township know the time spent.
Oddy said she should be scheduled and they need to know her lunch hours and what hours she is available on a Wednesday.
Bowman repeated it is important that she is compensated for her time, but this should not be considered “open ended,” as stated by Trustee Don LaPorte.
Young said if there is an emergency, the person who put her beyond the eight hours would explain the details of the emergency.
“Is Michelle going to be turning in all of the keys since she won’t be coming in any more?” asked Clerk Hurst.
Trustee Tim Rush said security issues should not be discussed publicly and the board can discuss that on Wednesday.
Oddy made another motion to ask Cole to write a summary for the board on grants, contracts, when they were submitted, when they were due, to help the board determine which issues to tackle first with the resources they have.
Young said Cole will start the next day, a Wednesday, even though the contract is not signed.
During the discussion, Trustee Morgan said she read the email from financial consultant Cari Ford to the board members and, “She’s not willing to take on more.”
Ford was hired Sept. 1 as an independent contractor to take on finance and accounting duties that she originally handled when she worked at the township for Post, Smythe, Lutz & Ziel of Wayne.
Morgan said it’s a shame the township had to lose Cole because they didn’t hire a financial director and didn’t hire a fulltime payroll person.
Oddy disagreed with Morgan, saying he talked to Ford and Ford is excited that Glinski will be doing payroll. Oddy said he thinks the township did quite well in providing support for Cole. He said now Cole can help, but not lead, and they have to have leadership. He suggested the supervisor, clerk, and treasurer, along with Luke taking over the leadership for the things Cole was doing.
Morgan asked Cole if she read Ford’s email and Cole said she had. Morgan asked her if she agreed with her comments and Cole replied, “Cari Ford is a very truthful person.”
Trustee LaPorte asked if Ford is capable of transferring money and Cole said yes, she was capable, “But, you’d have to talk to her. I don’t know if she has time” to do more than she’s doing now for Sumpter. Cole said, actually, the money is transferred in the treasurer’s department.
She said she just wants to put the tools in place for Sumpter Township to take off running and be successful.
Morgan said she knows Cole worked the previous night so payroll could go through. Cole said the township has Glinski through the end of the year.
Trustee LaPorte said they could ask Glinski to stay longer.
Rush insisted that Chief Luke be given a chance to speak and Luke said he would be glad to take up the slack in IT and it is vital that they be able to use the information Cole has. He said she’s been “in this since the beginning … and I’d like to continue working with Michelle … She’s been our main IT for years and saved us a lot of money … She talked to me earlier today and last week” and she can continue to help.
Luke said completing the new phone system is a huge project that needs to be completed and fiber optics need to be completed for the police department. He’s not sure what the MERS issue is that was mentioned by Rush, but he will do whatever he can to help the township.
This is the letter sent to the township board on Nov. 22 commenting on the resignation of Michelle (Elle) Cole
To the Sumpter Township Board:
Elle has desperately needed HR/Payroll help which she has not been able to get. I believe she is now on her way out the door because she has not been able to get the support she needs. Asking for a Finance Director/HR has just slowed the process because that is a lot harder position to fill and really not the support she needs.
It is very, very hard to get good finance people, and Elle has been amazing. Her commitment to the Township has been unequaled.
I want to make sure that the Board understands that if the Township loses her, we are in HUGE trouble. I do not have the knowledge or availability to step in and cover what she has been doing. I am struggling to catch up the general ledger work after being locked out of the Township during COVID.
Sadly, I’m not sure anything can be done at this point. I think she has gone too long feeling unsupported, unappreciated, and disrespected.
I am sending this because I care about the Township and want to make sure you fully understand what it may be facing. I will do what I can if requested, but I do not have any more availability than I have been offering. It will not be like when I came in and picked up where Scott Holtz left off. I am panicked at the thought of even trying to cover her…
Cari Ford