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Village of Nashville Money/Property Policies
- 1. Policy Regulating Costs
- 2. Park Cost Policy
- 3. Lakeview Cemetery Policy
- 4. Investment Policy
- 5. Purchasing and Sales Procedure Policy
- 6. Depreciation Policy
- 7. Capital Out Lay Policy
- 8. Annual Employee Pay Recommendation Policy
- 9. Contingency Fund Policy
- 10. Bill Payment Policy
- 11. Returned Check Policy
- 12. Water/Sewer Deposit & Payment Policy
- 13. Village Property Receipt Policy
- 14. Grant Application and Administration Policy
POLICY REGULATING COSTS
It is the policy of the Village of Nashville that the costs of the following
products of the Village shall be as stated:
General
Village Ordinance Book................ $50.00
Village Zoning Ordinance Book...... $25.00
Village Charter Book.................... $25.00
Village Policy Book…………….........… $25.00
Copy on Village copy machine....... $0.25 per copy
Fax out on Village Fax machine..... $2.00 for first page
$1.00 for each additional page
Police report............................... $5.00
PBT test…………………………............... $5.00
Paper Service.............................. $35.00
Employee Handbook not for sale – for employee use only
Zoning Compliance Permit Fees
ZBA001 – Zoning Permit……….............…. $ 10.00 (ZA approval
needed)
ZBA002 – Variance Request……...........… $100.00 (Zoning Board public hearing
needed)
ZBA003 – Rezoning Request..................$100.00 (Planning approval needed &
Council public hearing needed) (plus $10 per acre over five (5) – up to $150)
ZBA004 – Special Use Permit…..........…. $100 .00 (Zoning Board public hearing
needed)
ZBA005 – New Business Registration……. $ 20.00 (ZA approval
needed)
ZBA006 – Sign Application…………….....…. $ 20.00 (ZA approval needed)
ZBA007 – Temporary Use Permit……..…… $ 5.00 (ZA approval needed – good for 6
months)
ZBA008 – Private Street Permit…………... $ 75.00 (Planning approval needed –
includes site plan review)
ZBA009 - Site Plan Review ………………….. $ 75.00
(Required for: Private streets in PUD developments/New construction on empty
lot/Razing of old building and replacing it with new structure/Change of use of
current building in business district – ie residential to business use)
Land Division……………………………… $200.00
over 3 splits…………………... $ 25.00 per additional split
Any action requiring a special meeting……. $150.00
Parking License........................... $10.00
PARK COST POLICY
This policy is to set charges for various uses concerning Village Parks as
follows:
It is the policy of the Village of Nashville that when the ball fields in
Riverside Park are used for tournaments the charge will be $25 for one field per
day and $10 for the second field per day (for same day use). This charge does
not apply to Little League tournaments or tournaments held as a nonprofit fund
raiser.
It is the policy of the Village of Nashville that when the electrical box is
used by a vendor during an event in Riverside Park, Putnam Park, or Central Park
the charge for such use will be $15 per day per vendor. Amount of vendors
allowed is limited to 12 - 115 Volt users only – Riverside Park; 1 – 115 volt
user only – Putnam Park and Central Park (due to limited amount of boxes
available). Allowed vendors include only the following - small food vendor
trailers, speaker systems, and other small needs that do not exceed the limited
voltage available.
Carnival rides or other large need vendors (220 volt users) ARE NOT ALLOWED!
It is the policy of the Village of Nashville that when the faucet located in
Riverside Park is used by a vendor or other special event the charge will be $25
per vendor per day. (Riverside Park only)
It is the policy of the Village of Nashville that an Event Sponsor will pay a
deposit of $50 when setting up an event in Riverside Park, Central Park, or
Putnam Park. This deposit is to cover any cleanup required by village employees
and any damage done to village property during the event.
• If no cleanup is required or damage done, the village will return the deposit
in full to the Event Sponsor after an inspection is completed. (no longer than
one month after the event takes place).
• If there is cleanup required and/or damage done to village property that is
directly related to the event, the amount needed to cleanup the property and/or
repair damage will be taken out of the deposit paid. Any amount left after
cleanup/damage is paid for will be refunded to the Events Sponsor. Any amount
due over the deposit paid for cleanup/damage will be billed to the Events
Sponsor upon completion of cleanup and/or damage repair and will be due upon
receipt.
Insurance certificate must be presented before an event takes place and must
include the following:
• $1,000,000 coverage
• Name the Village of Nashville as additional insured
Carnival Rides, Fireworks, or alcohol sale/consumption are not allowed on
village property.
All events must register/apply for permit with the Village Clerk’s office and be
approved by the Village Council before the event is allowed to take place.
LAKEVIEW CEMETERY POLICY
Section 1 – Costs
a) Purchase price and transfer fees
1) The cost of each adult burial space shall be as follows:
a) $300.00 each for village residents
b) $350.00 for the first space/$300.00 for each additional space for non village
residents
2) The cost of each burial space in the Memorial Garden shall be $150 each
3) The cost of each infant or stillbirth burial space shall be $200.00 each.
4) Any transfer of one or more burial spaces from an original purchaser to a
qualified assignee shall cost $25.00.
b) Grave opening charges
The opening and closing of any burial space, prior to and following a burial
therein, and including the interment of ashes shall be as follows:
a) Monday – Friday Normal burial $300.00 – Cremation $150
b) Saturday Normal burial $325.00 – Cremation $175
c) Sunday Normal burial $350.00 – Cremation $200
d) Extra winter charge - $75 (for grave blanket use/frozen ground)
e) DPW workers help in moving casket to the grave - $50 per burial
(flat rate for one or more workers help)
c) Payment
The foregoing charges shall be paid to the Village of Nashville and shall be
deposited in the cemetery fund.
Section 2 – Headstones / Markers
a) Time line
The village requires that a headstone/marker must be placed on a burial site
within 12 months of the burial date.
b) Placement
A headstone/marker will be placed at the west end of the burial site. Before
placement is made the Sextant is to be advised of the size and placement of
headstone/marker so that a foundation can be placed on the site.
c) Foundations
Foundations are poured in May and October of each year. All orders placed during
other times of the year will be placed on the schedule for the next available
time slot.
Section 3 – Flowers on gravesite
Any flowers, ornaments, or decoration of any type that are not attached to the
headstone must be removed by October 31st to allow the leaves to be cleaned up
in the cemetery. Any items left in the cemetery will be removed when leaves are
removed.
INVESTMENT POLICY
PURPOSE
It is the policy of the Village of Nashville to invest its funds in a manner
which will provide the highest investment return with the maximum security while
meeting the daily cash flow needs of the Village of Nashville and comply with
all state statutes governing the investment of public funds.
SCOPE
This investment policy applies to all financial assets of the Village of
Nashville. These assets are accounted for in the various funds of the Village of
Nashville and include the general fund, special revenue fund, debt service
funds, capital project funds, enterprise funds, internal service funds, trust
and agency funds and any new fund established by the Village of Nashville.
OBJECTIVES - safety, diversification, liquidity and return on investment
The primary objectives, in priority order, of the Village of Nashville's
investment activities shall be:
Safety - safety of principal is the foremost objective of the investment
program. Investments shall be undertaken in a manner that seeks to insure the
preservation of capital in the overall portfolio.
Diversification - the investments will be diversified by security type and
institution in order that potential losses on individual securities do not
exceed the income generated from the remainder of the portfolio.
Liquidity - the investment portfolio shall remain sufficiently liquid to meet
all operating requirements that may be reasonably anticipated.
Return on investment - the investment portfolio shall be designed with the
objective of obtaining a rate of return throughout the budgetary and economic
cycles, taking into account the investment risk constraints and the cash flow
characteristics of the portfolio.
DELEGATION OF AUTHORITY TO MAKE INVESTMENTS
Authority to manage the investment program is derived from the following: State
statute MCL 64.9 and Village Charter section XIV 74.2. Management responsibility
for the investment program is hereby delegated to the Village Treasurer per MCL
64.9, who shall establish written procedures and internal controls for the
operation of the investment program consistent with this investment policy.
Procedures should include references to; safekeeping, delivery vs. payment,
investment accounting, repurchase agreements, wire transfer agreements,
collateral/depository
agreements and banking service contracts. No person may engage in an investment
transaction except as provided under the terms of this policy and the procedures
established by the Village Treasurer. The Village Treasurer shall be responsible
for all transactions undertaken and shall establish a system of controls to
regulate the activities of subordinate officials.
LIST OF AUTHORIZED INVESTMENTS
The Village of Nashville is limited to investments authorized by Act 20 of 1943,
as amended, and may invest in the following: Bonds, Securities, and other
obligations of the United States or an agency or instrumentality of the United
States; Certificates of Deposit, savings accounts, or deposit accounts of a
financial institution, but only if the financial institution is located in the
State of Michigan.
SAFEKEEPING AND CUSTODY
All security transactions, including collateral for repurchase agreements and
financial institution deposits, entered into by the Village of Nashville shall
be on a cash basis. Securities may be held
by a third party custodian designated by the treasurer and evidenced by
safekeeping receipts as determined by the treasurer.
PRUDENCE
Investments shall be made with judgment and care, under circumstances then
prevailing, which persons of prudence, discretion and intelligence exercise in
the management of their own affairs, not for speculation, but for investment,
considering the probable safety of their capital as well as the probable income
to be derived.
PURCHASING PROCEDURE
PURCHASING OF EQUIPMENT AND SERVICES:
The purchasing of new or used equipment or the purchasing of services by all
departments of the Village of Nashville shall follow the following procedures:
A. The department supervisor or department head shall draw up a list of
specifications for each purchase.
B. If the purchase is $500 or less, the department supervisor or head may make
the purchase; the standing committee for that department may approve a purchase
up to $1,000. Any purchase over $1,000 must be brought to the Village council
for its approval, (it is RECOMMENDED but not REQUIRED that bids be taken on any
purchase over $1,000).
C. Commitments being entered into by any department or committee of the Village
of Nashville requiring the signing of a lease, rental agreement exceeding 30
days, or involves paying interest or time payments, must be approved by the
Village council prior to entering into the agreement. Subparagraph (B) above,
dealing with monetary purchase limits by department heads or committee, does not
apply to any agreement involving rentals exceeding 30 days or payments with
interest. All transactions concerning titled vehicles or equipment must be
approved by the Village council prior to entering into an agreement.
D. The Council, at its discretion, shall decide the manner of letting bids for
the purchase of new or used equipment or services by the Village of Nashville.
The letting of bids can either be by publishing the bid; or by contacting the
individual dealers for that equipment or services.
E. All purchases must be paid by a Village check written by the Village
Treasurer. The treasurer must receive the invoice before a check can be written.
F. The Village reserves the right to accept or reject any or all bids it
receives on the purchase of new or used equipment or services needed.
G. The purchase of all promotional material using village funds must be
requested through a department committee and approved by the Village Council.
SALE OF EQUIPMENT
A. The Council shall decide the procedure to use when the Village plans to sell
equipment.
B. All money from the sale of Village equipment, in all departments, shall be
given to the Village Treasurer and then deposited in the appropriate Village
account(s). At no time will a transaction of barter / trade take place with
village equipment except when trade-in value is included in a purchase of a new
piece of equipment.
Note: All purchases of a municipality that requires time payments with interest
cannot exceed 1 1/4 % of the total SEV of the municipality.
DEPRECIATION POLICY
We the Village of Nashville will depreciate our general and infrastructure fixed
assets using the straight-line depreciation method. Any general or
infrastructure fixed asset placed into service during any month will be
considered in place for the entire month.
The Village is recognizing depreciation on general and infrastructure fixed
assets in order to be in compliance with GASB 34 that requires, among other
things, that depreciation be recognized for these assets on the financial
statements of the Village. The Village has always depreciated Enterprise Fund
fixed assets (i.e. Water and Sewer funds). This policy does not address those
particular fixed assets.
The Village establishes a salvage value for each general and infrastructure
fixed asset in order to recognize that the life of the asset continues past the
useful life contained in this document. For ease of calculation, the Village
elects not to continue to depreciate these assets beyond their calculated useful
life; alternatively, the value of the asset will remain on the financial
statements at the salvage value until the asset is taken out of service.
The salvage value and useful life shall be determined by the following schedule:
Salvage Value
Asset Type (%of original purchase price) Useful Life
General Assets
Buildings 15% 40 years
Furniture 10% 10 years
Equipment 10% 7 years
Data Processing Equipment 5% 5 years
Infrastructure Assets
Roads 10% Varies
Bridges 10% Varies
Drains, Curbs, Gutters 10% Varies
The Clerk or Treasurer have discretion, within reasonable and customary
boundaries, to alter the salvage value percentage or useful lives on any
individual general or infrastructure fixed asset based on a particular set of
circumstances.
CAPITAL OUTLAY POLICY
We, the Village of Nashville, propose that the capital outlay monetary threshold
shall be $1,000.00 for equipment purchased and $1,000.00 for improvements. Any
item purchased below this dollar amount shall be recorded (coded) to either
supplies or repairs and maintenance accounts. All items purchased that are equal
to or greater than this amount shall be recorded in the CAPITAL OUTLAY accounts
(for the specific activity for which the purchased item is used) and added to
the General Fixed Assets Account Group (historical listing of all assets owned).
ANNUAL EMPLOYEE PAY RECOMMENDATION POLICY
The following policy insures a timely and complete process for Department Heads
and committee use when determining annual pay recommendations for action by the
Nashville Village Council. The policy will ensure that a recommendation will be
made with sufficient time for the Village Council to review and act upon prior
to commencing a new fiscal year.
Procedures to follow are:
• The Department Head prepares pay recommendations for the following fiscal year
and presents that recommendation to the committee chairperson before the last
full week in December.
• The perspective committee will meet with the Department Head and discuss the
pay recommendations and then submit recommendations to the Finance Committee
before the first council meeting in January.
• The Finance Committee or a temporary sub-committee appointed by the Village
President with council approval will meet and make recommendations for pay
increases for the following year. This will be completed not later than the
second meeting in January.
• If an unforeseen problem arises that prevents the adherence to the above
timetable for submission of pay recommendations, the Village President or
President Pro Tem can grant approval for a delay until the next regularly
scheduled council meeting. Request for a delay should be in writing to the
Village Clerk as soon as possible.
CONTINGENCY POLICY
WHEREAS, in the interest of prudent fiscal management, the Village Council
desires to establish a contingency policy by designating part of the General
checking cash balance, and
WHEREAS, the Village Council wishes to give guidance to staff in order to
maintain adequate reserves for working capital; cash flow for daily financial
needs, unforeseen operating expenditures; revenue declines due to downturns in
the economy; and unforeseen natural disaster expenditures;
THEREFORE, BE IT RESOLVED that the council adopts the following Contingency
Policy:
1. The Village wishes to set up a savings/limited access checking account
(Contingency) which will begin with a balance of $175,000. The starting balance
of this account will be designated out of the General checking.
2. To maintain and increase the Contingency Account the Village will transfer
(on a yearly basis) 2 % of the Revenue Sharing income and 2% of the General
Taxes income.
3. Any expenditure out of the Contingency Account must be approved by a 2/3 vote
of the Village Council and fall under the accepted uses of this account.
4. The following are examples (but not inclusive) of uses not allowed for the
Contingency Account:
a. non-emergency purchase of equipment (police or DPW)
b. non-emergency general maintenance / repairs
c. entertainment purposes
5. The following are examples (but not exclusive) of accepted uses for the
Contingency Account:
a. emergency use for monthly village bills due to revenue declines
b. health hazard/ public safety issues
6. The dissolving of the Contingency Account must be approved by a 2/3 vote of
the Village Council and the remaining amount in the account would be placed into
the General checking.
BILL PAYMENT POLICY
The Village Clerk and Village Treasurer are hereby authorized to make the
following disbursements on behalf of the Village without further specific
council authority, provided said disbursements are clearly within budget
appropriations and no controversy or disagreement exists with respect to the
amount or recipient of such disbursements:
1) The payment of bills that are subject to a penalty for late payment where
such payment is necessary to take advantage of such discount or to avoid such
penalty
2) The payment of re-occurring routine village expenses regularly incurred in
the operation of the village such as, but limited to utility expenses, insurance
premiums, publication costs, operating supplies, necessary operating repairs,
established salaries and wages of village employees and officials.
3) Distribution of escrow funds, intra-governmental service funds, trust and
agency funds, enterprise funds or special assessment funds in accordance with
the purpose for which such funds have been received, and the statutory or local
regulations governing the same.
All above listed bills and payments will be listed on the monthly bills list
that is given to the council at the first meeting of the month for their
information along with all additional bills that need to be approved by the
council for payment.
RETURNED CHECK POLICY
This policy is to set charge for returned check for the Village of Nashville as
follows:
It is the policy of the Village of Nashville if a check is returned to the
village for non-sufficient funds there will be a charge of $25.
WATER – SEWER DEPOSIT AND PAYMENT POLICY
This policy is to set deposits and payments for the water – sewer billing of the
Village of Nashville as follows:
It is the policy of the Village of Nashville that if a landlord wishes to have
the water bill placed into a renter’s name they must properly notify the village
office in accordance with state law that a tenant/lessee is responsible for
water service charges at a specific address. (including providing a copy of the
lease with such wording included) Each new renter will be required to pay the
deposit amount of $200 before the water can be turned on for said address.
If a landlord request the water – sewer bill be placed in the renter names, the
village will send out bills to the renter directly and a copy of said bill will
also be sent to the landlord.
When said renter leaves the premises for which they have paid a deposit for the
water – sewer bill, the village will return any remaining amount of the deposit
that is left after all bills that are due from said renter are paid in full. If
the last payment is made by check, there will be a thirty (30) day waiting
period after the last payment is made before any deposit amount due to the
renter will be returned, to allow for all payments to clear the bank. If
payments are paid in cash, the deposit amount will be returned within one week.
It is the policy of the Village of Nashville that the payments on delinquent
water – sewer bills will be as follows:
All past due amounts must be paid by thirty (30) days after the due date (10th
of month billed) or the water to the premises will be TURNED OFF.
*an exception to the above payment schedule will be made in extreme cases only
and will be left up to the discretion of the Village Clerk as to what payments
will be allowed and the time frame allowed to complete the payments of
delinquent bills.
VILLAGE PROPERTY RECEIPT POLICY
This policy was established by the Village of Nashville to identify the rules
and regulations concerning village property distributed to all village
representatives. Which include: Village President, Village Council Trustees,
Village employees, (including: DPW, Police, Office staff), Village Zoning
Administrator, Village Zoning Board members, and Village Planning Commission
members.
The village realizes that all village representatives are entitled to receive a
copy of the following items if they want them:
Village Charter (available on CD – PDF)
Village Official Handbook (available on CD - PDF)
Village Ordinance book
Village Policy book
Zoning Ordinance book
And some village representatives need to receive a key to the Village Office.
Personnel entitled to a key are as follows:
Village Clerk
Village Treasurer
Water Billings Clerk
Police Chief
DPW Superintendent
Village President
Council Committee Chairpersons
Zoning Board Chairperson
Planning Commission Chairperson
It is now the policy of the Village of Nashville that all personnel receiving
any of the above listed items will sign a “Village Property Receipt
Acknowledgement” form. This form and all items needed must be received from the
Village Clerk at the Village Office during regular office hours. (9 am to 5 pm –
Monday thru Friday)
All items received by a village representative will be returned to the Village
Office when the person is no longer a village representative.
Any items not returned to the Village Office will be subject to a fee as
indicated on the acknowledgement form.
Any person receiving a key to the Village Office will not lend out this key to
anyone or copy it for any reason. All lost keys must be reported to the Village
Office and a fee paid before another copy is released to the person responsible
for that key.
GRANT APPLICATIONS AND ADMINISTRATION POLICY
Applicability.
This policy applies to those departments considering grant opportunities for new
or renewing programs that are not a continual funding source for the department.
Definitions.
1 Grant. The award of resources from a public or private source for developing,
enhancing, or continuing a program, service, or facility.
2 Matching Funds. The amount of money or in-kind services required by the
grantor.
Communication Process.
Departments heads will be the grant opportunity contact person. The village
council will notify the department head of grant opportunities. Department heads
are to notify the village council of grant opportunities for dissemination to
other applicable/eligible departments.
Initial Assessment.
Departments are to assess grant opportunities for compatibility with its mission
and values, and administration feasibility, program logistics, implementation
capabilities, cost versus benefits, and ability to comply with the grant’s
requirements. Departments are to consult with the village council to determine
the source and availability of required matching funds. Departments are to
notify the village council if it is not going to pursue a grant opportunity, and
to provide the determining criteria.
Grant Application Review and Approval Process.
Village council’s approval is required to submit a grant application only under
the following circumstances. All other applications may be submitted without
outside review or approval.
a. The grantor requires the governing body’s authorization and/or the signature
of a Village official.
b. Matching funds are required (unless the funding source was previously
approved by the council).
c. Electronic applications that include a contractual agreement. The contract
must be reviewed and approved as to form by the finance committee prior to
placement on the council’s agenda.
1 Retroactive Board Approval. A department may submit an application without the
required prior council approval in order to meet an application deadline only
if: 1) special, unavoidable circumstances prevented the department from making a
timely request to the council; and 2) the departments committee reviewed the
proposal and noted that it will recommend application approval to the council;
and 3) any required concurrent contract has been approved by council as to form.
Departments are required to seek retroactive council approval at its next
regularly scheduled meeting. If the council does not approve application
submission, the department will withdraw its application.
2 Electronic Applications. The village clerk is responsible for submitting
electronic applications. Departments will be required to timely provide the
necessary data.
3 Notification of Results. Departments are to notify the village council of an
application’s results, whether or not the grant was funded.
Grant Contract/Agreement Process.
Grant contracts and agreements require review and approval by village council.
Grant Administration.
The village council is responsible for administering the grant within the terms
of the grant agreement but the department heads, village clerk and the village
treasurer oversee the day to day administration of any grant and advise the
council when needed.
1 Change in Project or Agreement Amendments. The department committee must
review any change in the grant project and/or an amendment to the agreement
prior to the department seeking council approval.
2 Implementation Difficulties. The department head and/or village clerk must
notify the village council if there is difficulty implementing the grant program
or in meeting the terms of the grant agreement.
3 Grant reimbursement request.
a. The Department head is responsible for reviewing the accuracy of grant
reimbursement requests before they are turned into the village clerk for
payment.
b. The village clerk is responsible for processing any grant reimbursement
requests.
c. All payments must be approved by the village council before they can be made.
4 Audit Requirements. Most grant agreements require periodic and/or final audit
reviews for agreement compliance. The village clerk is responsible for
maintaining the necessary data to comply with required audits. The village clerk
will be responsible for keeping a file on all grants and participate in audit
reviews as necessary.
The department must maintain a file within the village clerk’s office of the
following:
a. Grant application
b. Grant contract/agreement
c. Budget estimate and actual costs incurred (grant and County match)
d. Periodic progress reports if required by the grantor
e. Revenue and expense documentation
f. Copy of program assessments and audits.
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VILLAGE
OF NASHVILLE, MICHIGAN
