Oshtemo Township’s board on October 27 adopted a policy setting how the township forms and staffs advisory committees.
Clerk Dusty Farmer presented the policy, which the board amended during discussion. The motion passed. According to the draft in the board packet, the policy sets a uniform process for creating, running and dissolving township committees, with the goals of transparency, accountability and alignment with board priorities. The draft says it was prepared with the assistance of artificial intelligence tools and reviewed and verified by the clerk and the township attorney.
The policy separates statutory committees, such as the planning commission and Zoning Board of Appeals, from advisory committees. The draft says advisory committees study issues the board assigns, gather information and make recommendations. They cannot direct employees, spend township money, sign contracts or set township policy. Each committee is created by board resolution, which spells out its name, purpose, membership, appointment process, reporting, meeting requirements, staff support and length of life. Every advisory committee must have either a sunset date or an annual board review.
Board members made two changes to the draft. Standard terms are now two years, staggered, instead of three. The board also changed the policy so it “shall” appoint at least one board member to each advisory committee, instead of “may.” The draft also makes the township supervisor an ex officio, non-voting member of all board committees.
The draft lists several ways the board can fill a committee: public notice of vacancies, applications, interviews, a recommendation from the supervisor or a designated committee, and a board vote. Board members said the board will choose among those for each committee, and appointments come to the board for approval. The board also sets each committee’s size, qualifications and residency requirements.
On public access, the draft says the board may require advisory committees to follow the Open Meetings Act. Board members said most committees should be open unless there is a clearly defined reason, such as security. During public comment, a resident suggested the policy state that residents can serve on committees. The clerk said that falls under the membership requirements the board sets for each committee.
The board plans to bring committees forward one at a time under the policy. The burn committee is the only one not yet formally established. Board members discussed whether to dissolve and recreate existing committees so they all follow the new policy.
