Members of the Board,

Good evening!

I want to start off by saying happy holidays and I hope you and your families enjoy the New Year!

I believe the time has come to shed some light on some questions that have been asked. I have been made aware some valid concerns some of you may have in regards to the page numbering of the zoning book. To clear things up a bit and to communicate some of the challenges I am faced with, I would like to give you a complete visual as to some of my obstacles on my end.

I would like to share with you the chain of events that have happened and the reasons why your request have not been conformed completely. Perhaps this will enlighten you and help with understanding the process of digital formatting.

I had received an attachment from Carolyn and I was asked to post this reprint on the website (sounds easy enough) but when I received the copy it was created in Microsoft Works (.wps format) which created huge issues with Microsoft word. I contacted Carolyn and asked her if she had a Microsoft word (.doc) format instead and after a day or so, I received another Microsoft Works document. So I worked with what I had which created large amounts of time and devoted days in cleaning up the zoning ordinance copy that I received. In a nutshell, Microsoft works is an outdated program that does not communicate with Microsoft word at all. When I converted the works copy (so that I could read the document) to a word copy, the tabs, margins, text alignment, garbled wording throughout the document, was evident.

Again, after many days of cleaning the 120 pages up I had to convert it to a readable document (.pdf) so that anyone that wants to view this they can. In another words, I have to accommodate anyone on the internet just in case they do not have programs such as Microsoft word, word perfect and Microsoft works. A .pdf is a standardized text document anyone can open using a reader such as adobe reader, open office and MAC users. This also allows disabled persons to hear the text as well.

The process would be two conversions, mark up with html, add book marks, cover sheet and add the Blight and map pdfs. When I converted the copies over to .pdf, it automatically adds pages it thinks it should have without my control so that the document pages are more than your ordinance book. I converted the document in a pdf uploaded it to the server and I thought all was well.

As time progressed, another issue came up about the page numbering being off. Page number 1 should start with Article 1 and not the table of contents (which makes sense to me). While I was fulfilling this request, I was contacted by Kevin to put a hold on any changes until I hear back from him. After sometime, I was instructed to change the page numbers to reflect Article I to page number 1, placed the original date of the ordinance on the cover sheet and place the original member’s names on the cover sheet. I made the changes and repeated the entire process and I thought the concern was resolved when I did not hear back from Carolyn. Recently, I was contacted and asked if there was a way to have the digital copy cloned if you will or duplicated exactly the same way as the hard copy…you would think that would be easy enough but it is not doable to do unless if I had a Microsoft word document to work with from the beginning. Again, the problem lies in the original format Microsoft works because of the garbled wording and text alignment issues this created much more work then it needed to be. After the Microsoft word converts over to pdf the page numbers are automatically configured and there is not an option to manually over ride this. I had given some solutions to resolve this issue as follows:

1. Suggestion 1: You can scan the documents you have currently in and save them as a word document and then forward them to me as an attachment. The only drawback to this is that it will not line up with the page numbers automatically (in digital format) and the bookmarks will not be accurate (that is why the page numbers have been always off even before this reprint) That is why I suggested using the online version of the ordinance book (it would be easier for me but you don’t have to, just a thought here) the copies I received were in word perfect and when I opened it using my Microsoft word, the tabs, margins, numbers, page alignments, misspelled words, etc. was not correct nor accurate. I went ahead and changed them to be as accurate as to the hard copy as possible without touching the wording. (I know not to :) Once that was done, I converted it to a .pdf, added bookmarks, coversheet, etc..then I posted that to the website. I was then told that the page number one should start on article I not table of contents to be one. That sounds easy but it is not. I went to my word document (mark up one) and realigned the page numbers (which you have to allow an inch for the header and inch for the footer, which is automatically configured in word) so that shifted some of the wording to be on the next page. I made the changes to the page numbers, converted again to a .pdf and then placed the bookmarks and cover sheet in.

Scanning the document in will take some time. I would need a scanned document saved in word so that I would not have to realign anything. All I would have to do on my part is mark it up in html, add bookmarks and coversheet and lastly add the blight and maps to the ending.

2. Suggestion 2: Since lots of time on my end was devoted to this project, I would suggest using the online version as the hard copy version, just a thought I am throwing out there since it has been changed, the pages are accurate and all is well. I am not sure why this is not doable for which the changes the board members made are still there and nothing is touched except the text alignment. This would be the easiest process to go through on my end…

3. Suggestion 3. As accurately as possible, I would need a list of corrections specifically to the document, outlining the deletions/additions along with what needs to be changed. From that list, I will make the changes since I have a markup of the document in word currently. An example would be page 17 needs to start with ….and ends with… or page 70 should be….and ends with….when I make the changes, I will forward them to you or the board for review then post it to the website. Perhaps get with the board and have the members that worked on this ordinance compile a list for me to go thru and use as a check list. By comparing the online version to the hardcopy gives me something to go by and it would tell me exactly what I would need to do I guess I am unclear as to what changes need to be made and I think that is where the disturbance is coming from. Communication is key factor to getting this resolved…

I made a few phone calls to some of my contacts with Alpena County and they agreed that I could use their copy machine to convert the hardcopy version to a pdf and skip out all together the word/works conversion. As many of you know, to scan each page on a flat bed scanner would take hours. The machine I used took about 10 mins to convert, email and make the necessary corrections so this would conform to the request to have the zoning book exactly as the hard copy version.

The only drawback to this entire process is that if there needs to be changes in the future, it would need to be created using a Microsoft word program and not works. I don’t believe they still make works but I could be wrong. Again, if one of the board members has the time, I would highly recommend converting the ordinance book into a word document for future changes. I believe this would conclude the requests, as I am about to upload the newest version online  If there is additional changes or concerns, it is preferred to contact the liaison for Krakow Township ; Kevin. This creates a communication trail, less room for error, and most importantly, it creates one stream of communication between me and Krakow Township.

I apologize for this disturbance for which I completed all requests but the conversion process was out of my hands. Bottom line, this is your website and your ordinance. I maintain the online content and abide by any instructions that are given to me. I am aiming to please and resolve this issue as quickly as possible. If you do have any concerns about this email or would like to talk with me, please feel free to contact me at any time: 255 2928. Thank you, Jeanette