Genoa Township Trustee Bill Reiber repeatedly challenged an $85.27 mileage reimbursement to a clerk’s office employee Monday before casting the only vote against paying the township’s $155,907.08 bill package.
The package, which ultimately passed, included $55,306.23 in payroll, $61,772.07 in general township expenses, and $38,828.78 in expenses from special assessment, parks and recreation, Lake Edgewood and Oak Pointe funds.
But it was the inclusion of an $85.27 reimbursement to Deputy Clerk Pamela Przybyla — roughly five-hundredths of 1% of the package — that specifically drew Reiber’s objection.
The issue came up during the first action item of Monday’s meeting. The township’s check register identified check No. 40444 as an $85.27 reimbursement to Przybyla for “miles for driving for election” — a reimbursement township officials said is covered by the township’s travel and mileage policy for regular employees.
Reiber specifically questioned Przybyla’s reimbursement, saying, “I am just fuzzy on the payment on Election Day for driving for election for $85.27. That is not the clerk.”
“That’s not just on Election Day, by the way,” Clerk Rick Soucy interjected. “That’s all the election period, going to the post office, going to the fire station. They do these trips every day.”
Treasurer Robin Hunt clarified that the mileage expenses were for Przybyla and clerk’s assistant and elections coordinator Susan Domen.
Although Reiber was focused on Przybyla’s expense, he briefly questioned Soucy’s $122.44 reimbursement for Election Day mileage. Using what he said was the IRS mileage rate, Reiber calculated that the reimbursement represented about 160 miles of driving.
“Yep,” Soucy said. “You’re welcome to see the log.”
Reiber then turned to the township’s policy governing mileage reimbursements.
“Is there anything in our expense log that requires you to leave Livingston County before you get paid mileage?” Reiber asked, before pausing and adding, “I think so.”
“For other elected officials, yes, with one exception and that’s the clerk on Election Day,” said Township Manager Kelly VanMarter.
“So you actually have to leave Livingston County to get paid mileage?” Reiber asked.
VanMarter referred Reiber back to the township policy.
“Do you have it in front of you?” she asked.
“I have the email that I can open up,” Reiber said.
“Ok, it specifies the provisions for the elected officials, and I believe the elected officials driving within the county (get) no mileage reimbursement,” VanMarter said. “If they leave the county, then there is mileage reimbursement. For the clerk, treasurer, supervisor they would only get mileage – the clerk on Election Day, or if they leave the county.”
“But Pamela is neither the clerk, the supervisor, or the treasurer,” Reiber said.
“Correct. So, regular employees are eligible for mileage (reimbursement),” VanMarter said.
“And when they leave Livingston County?” Reiber asked.
“Even within the county,” VanMarter clarified.
VanMarter then read the beginning of Section 2.01 aloud:
“The first sentence of section 2.01: persons utilizing a personal vehicle for travel for conducting official township business will be reimbursed at the IRS rate for the use of privately owned or leased automobiles.”
“And that covers Pam and Susan, and my deputy gets it for driving to the bank and to the post office as well,” Hunt said.
“I’m really hung up when it says ‘the clerk,’” Reiber said. “It doesn’t say anything about the deputy clerk, or any other salaried (employees). It specifies one unique person. Sorry, it just seems like it identifies a person.”
After some crosstalk, Reiber continued, “The clerk. Is that Pam or who is the clerk?”
“Rick is the clerk,” Trustee Jodie Valenti interjected.
“Ok,” Reiber said.
“Are you for real, Bill?” Trustee Todd Walker said.
Turning to Walker, Reiber said, “I’m just breaking it down, ok? Breaking it down real small and simple. So I just have a question about 40444. That disbursement – does that comply with our reimbursement policy for mileage as stated?”
“Yes, that’s how it reads,” Valenti said.
“It sounds like it just says ‘the clerk,’” Reiber said.
“No, it says ‘persons,’” Valenti said. “So, if you’re an employee – I mean, do you not get reimbursement … do you not have mileage reimbursement programs where you work?”
“If I travel, well, no because we are forced to use rental cars,” Reiber said.
“Ok, well, most companies have mileage reimbursement. I mean, it says persons,” Valenti said, pointing to the big screen. “It doesn’t say anything except for under salaried. It says salaried, elected officials and the clerk would be outside of Livingston County, except for the clerk who on the day of elections can travel within Livingston County. But everything else says ‘persons.’ And it doesn’t say anything about being within Livingston County there.”
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Township Supervisor Kevin Spicher turned to Township Attorney Joe Seward.
“Joe, do you have any concerns with this policy?”
“No, I think Trustee Valenti nailed it,” Seward said.
“OK,” Spicher said. “Any further questions or concerns?”
Reiber continued to look at the policy on his screen and, in a hushed tone, read it out loud to himself.
“This was the mileage policy adopted by the township board,” said Hunt, who is in her ninth consecutive four-year term. “And we are following those guidelines.”
A few moments later, Reiber returned to the policy language.
“I will read this five, or six, or seven times to get over the fact that it says ‘clerk,’ and not everybody else,” Reiber said, hitting the table multiple times with his forefinger for emphasis. “I’m sorry, I’m hung up on clerk.”
Reiber then attempted to ask questions about the Aug. 3 meeting minutes before Spicher stopped him.
“Actually, we need to approve the bills before we move onto the minutes,” the supervisor said before entertaining a motion to pay them.
Reiber then cast the only vote against paying the $155,907.08 in township payroll and bills.
