Amended 2/18/03
Members Present: Dianne Holman, Debbie DeLeon, Andy Schor, Mike Severino and John Nevin
Members Absent: Victor Celentino
Others Present: Jerry Ambrose, Harold Hailey, Calvin Lynch, Janiell Valentine, Rodney Taylor, Eric Schertzing, Naomi Gaynor, Mark Grebner and Judge Economy
The meeting was called to order by Vice Chairperson Holman at 6:03 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.
Vice Chairperson Holman informed the Committee that Chairperson Celentino was not present this evening due to illness.
Approval of January 21, 2003 Minutes
MOVED BY COMM. DELEON, SUPPORTED BY COMM. SEVERINO, TO APPROVE THE JANUARY 21 MINUTES AS APPROVED. MOTION CARRIED UNANIMOUSLY. Absent: Comms. Celentino and Schor
Additions to the Agenda
Limited Public Comment: None
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. NEVIN, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:
7. Board Referral - Letter from the U.S. Census Bureau Reporting Corrections to the
2000 Census Figures for Ingham County
MOTION CARRIED UNANIMOUSLY. Absent: Comms. Celentino and Schor
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. NEVIN, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. Absent: Comms. Celentino and Schor
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. NEVIN, TO APPROVE THE RECOMMENDATION TO START A DENTIST AT STEP FOUR.
In response to Comm. DeLeon, Mr. Hailey explained that the current dentist is a Dental Director. The Director position is a different classification. He also stated the Director is at the top of the pay scale.
MOTION CARRIED UNANIMOUSLY. Absent: Comms. Celentino and Schor
MOVED BY COMM. DELEON, SUPPORTED BY COMM. SEVERINO, TO APPROVE A RESOLUTION TO SET POLICY FOR CERTAIN DELINQUENT TAX PAYMENTS IN CONFORMANCE WITH THE GENERAL PROPERTY TAX ACT.
In response to Comm. DeLeon, Mr. Schertzing stated the Treasurer's Office has been using the Policy for many years. State Statute specifically defines the eligibility to qualify for this program. Mr. Schertzing explained the County would have to opt back into the foreclosure process in order for more people to qualify for the program. A joint decision between the Board of Commissioners and the County Treasurer is required to opt back into the foreclosure process.
Comm. DeLeon stated she looks forward to working with Mr. Schertzing regarding the opt in process. Mr. Schertzing will provide this Committee with information regarding the opt in process. The Committee discussed this issue further.
MOTION CARRIED UNANIMOUSLY. Absent: Comms. Celentino and Schor
MOVED BY COMM. DELEON, SUPPORTED BY COMM. SEVERINO, TO APPROVE THE RESOLUTION AUTHORIZING AN AGREEMENT WITH COMERICA FOR THE PROCUREMENT CARD PROGRAM.
Mr. Ambrose stated the Agreement will not change the County's current purchasing policy or the way the County pays claims. The Agreement will institute a new process for making approved purchases. The number of invoices and checks will decrease as a result of this Agreement. More information will be available to the County regarding purchases.
The credit cards will be limited as to which vendors are accepted by the County. Employees who are authorized to use such cards will be required to sign an agreement stating they understand the conditions of the using the card. Department heads and elected officials will still receive invoices for approval. Mr. Ambrose further stated the County will have more control over the current purchasing process. Use of the card will be phased in over time to different County departments.
In response to Comm. Severino, Ms. Valentine stated the new Program will consist of two program administrators. Fraud protection is included in this Program. Comm. Severino requested staff to report back regarding this Program in one year.
Mr. Schertzing explained departments heads can review credit card activity on a daily basis. Ms. Valentine stated employees will be reeducated regarding eligible vendors. Credit card bills will contain information regarding what purchase was made, where the purchase was made and which employee made the purchase. Chairperson Lynch expressed his concern regarding possible abuse of the program. This matter was discussed further.
MOTION CARRIED UNANIMOUSLY. Absent: Comms. Celentino and Schor
Mr. Ambrose stated the Ethics Policy has been reviewed pursuant to Resolution 99-220. There have not been any changes in State law which would require any amendments to the Policy. Mr. Ambrose further stated there is reference on page seven to the Director of Purchasing and Properties. This position is now Director of Purchasing. On page 18, there is reference to the Chairperson Pro Tem, which is now the Vice Chairperson. Multiple references are made to the Administrative Services/Personnel Committee on pages 18 and 20 of the Policy. Future printings of the Policy will include an explanation which indicates the names of the committees and positions.
Comm. Severino stated page seven, subsection 4 of the Policy should include a definition of "improperly advance the interest of a particular supplier." The language is ambiguous. Comm. Nevin stated exceptions are listed on page 6 subsections 1-5. Does this list obviate the language on page seven. The Committee discussed this matter further.
Ms. Gaynor stated the changes to the Policy have been highlighted in bold lettering. She reviewed the changes. Mr. Ambrose stated the County's Policy does not reflect the State's current Policy. Ms. Gaynor explained there are many requirements which are a part of State grants which the County is not required to pass on to subcontractors.
In response to Comm. Nevin, Mr. Ambrose explained that certain vendors within the State would be barred from State contracts if they were found in violation of a regulation. However, the same vendors would not necessarily be barred from County contracts. Ms. Gaynor stated the State's policy is very broad. Subjectivity is also built into their policy.
(Chairperson Lynch left the meeting at 6:46 p.m.)
Mr. Ambrose stated the County does not conduct immediate background checks on vendors. Background check are conducted on a random basis to assure that a vendor has not falsified his/her certification.
Comm. DeLeon stated the Board approved several changes to the Purchasing Policy recently. She believes it would be advantageous to add some language from the Governor's Executive Order to the County's Policy. Staff could review this issue and report back this Committee with their recommendations. This discussion continued.
In response to Comm. Nevin, Ms. Gaynor stated all County contracts include a termination clause as a protection measure. She further stated she would review the Executive Order in relation to the County's Purchasing Policy. In response to Comm. DeLeon, Ms. Gaynor stated language could be added to the County's Policy indicating the County's desire for vendors to strive for the same goals as the County regarding EOC and nondiscrimination.
(Comm. Schor arrived at 6:55 p.m.)
Mr. Ambrose stated the Administrative Services/Personnel Committee authorized a review of the Board Room layout in 2002. The only change made as a result to the discussions was to upgrade the video recording equipment (Base Upgrade). The Board did not wish to spend $7,000 last year to make further changes to the Board Room due to financial concerns.
Comm. Severino stated the second row seating in the Board Room is counter-productive to Board discussions. He hopes the Board can take some action to resolve this issue for current Board members or for future Board members. Comm. Severino suggested the Committee place this discussion on hold until the next meeting when all members will be present. Comm. Schor agreed with this suggestion.
Mr. Ambrose stated the City of Lansing has requested assistance from the County for infrastructure improvements. This was a last-minute notification. The City has indicated it may be possible for Lansing to receive a grant for a street-scape improvement on Washington Street if the County is the applicant on behalf of the City. In response to Comm. Schor, Mr. Ambrose stated the City understands the County will not risk its revenue sharing funds.
Announcements
Mr. Hailey updated the Committee regarding contract negotiations. Progress is being made regarding proposed holiday changes. UAW TOPS communicated its first contract proposal to the County on November 25, 2002.
Public Comment
Comm. Grebner stated he was present to take part in the Ethic's Policy discussion. He was not aware the meeting started at 6:00 p.m.
The meeting adjourned at 7:06 p.m.
Respectfully submitted,
Debra Neff