Amended 4/17/07
COUNTY SERVICES
April 3, 2007
Minutes
Members Present: Debbie DeLeon, Todd Tennis, Dale Copedge, Mike Severino, Steve Dougan and Board Chairperson Marc Thomas
Members Absent: Deb Nolan
Others Present: Jared Cypher, Harold Hailey, Jim Hudgins, Rick Terrill, Bob Moore and Dr. Sienko
The meeting was called to order by Chairperson DeLeon at 7:02 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.
Approval of the March 12 and March 20, 2007 Minutes
MOVED BY COMM. TENNIS, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE MARCH 12 AND MARCH 20, 2007 MINUTES AS AMENDED. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Nolan
March 12:
Approval of the February 20, 2007 Minutes: First Page – State Department of Equality should be State Department of Environmental Equality.
March 20:
First Page: Limited Public Comment – Debbie Miller is a Vice Chair of the Ingham County Fair Board.
Page Three: Item 8, third paragraph, second sentence should state: Chairperson DeLeon apologized to the Committee for the numerous changes to the agenda.
Page Four: Announcements: Chairperson DeLeon apologized to the Committee for the numerous changes to the agenda.
Additions to the Agenda: None
Limited Public Comment
Mr. Lewis informed the Committee that he would like the opportunity to speak during agenda item #5b.
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. DOUGAN, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:
2. Equal Opportunity Committee – Resolution to Modify the Current Hiring Process under the County Equal Opportunity Employment Plan
3. Parks & Recreation Commission – Resolution Authorizing a Parks Police Services Agreement with Delhi Township
4. Health Department
b. Request to Start Above the Minimum Step – Bryan Wysko
c. Request to Start Above the Minimum Step – Carlos Moreno
6. County Services Committee
a. Resolution Honoring Thomas G. Clinton
b. Resolution Designation April 18, 2007 as “Holocaust Remembrance Day” in
Ingham County
MOTION CARRIED UNANIMOUSLY. Absent: Comm. Nolan
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Nolan
1. Interviews
a. Economic Development Corporation
The Committee interviewed the following candidates for a position on the Economic Development Corporation Board of Directors:
Michael Frederick Katherine Czarnecki
Brian Lynch Eric Hannah
Neal Barncard
(Board Chairperson Thomas arrived at 7:14 p.m.)
b. Historical Commission
The Committee interviewed the following candidates for a position on the Historical Commission:
Rodney Jewett
Chad Obenauf
4a. Health Department – Resolution to Amend the Plan of Organization and Authorize a Reorganization in the Health Department
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. TENNIS, TO APPROVE THE RESOLUTION TO AMEND THE PLAN OF ORGANIZATION AND AUTHORIZE A REORGANIZATION IN THE HEALTH DEPARTMENT.
Dr. Sienko addressed Comm. Dougan’s request for clarification regarding the positions affected by the reorganization. Comm. Dougan also requested information regarding the affect on the County’s General Fund. Dr. Sienko addressed additional questions from the Committee.
Dr. Sienko commended Mr. Hailey and his staff for their assistance in this matter.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. Holman
5. Facilities Department
a. Resolution Authoring a Contract with Great Lakes Window Cleaning for Window Cleaning at Various County Facilities
(7:51)
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. DOUGAN, TO APPROVE
Chairperson DeLeon asked if there are any minority owned companies within this area in this business. She then stated she would appreciate having this information included in the staff review at this time. Mr. Hudgins reviewed the information regarding the respondents to the RFP.
His Department will continue to post RFP’s in minority newspapers.
Comm. Dougan asked if Hudgins had contacted the businesses that did not respond to the RFP. Mr. Myers explained the County does not currently have a separate contract for this type of service; it is folded in with another contract for services.
Comm. Severino stated that, assuming the Department follows the County’s Purchasing Policy, it is unfair for this Committee to ask them to go over and above what the Policy requires. He then stated he doesn’t understand why the County should contract based on race. The County does not need to k now the race of the respondents and if outreach is to be made to minorities, the same should be made to everyone. The County Attorney should weigh in on this matter. (Proposal 2)
Comm. Copedge stated he is unfamiliar with the bidding process; he did not ask if the Department followed the Policy. He would like information that he can base his decision on when approving a select vendor.
Chairperson Thomas stated the County Attorney has reviewed the Proposal 2 implication on County matters. This is an ongoing process.
Comm. Tennis stated it is fine, under Proposal 2, to reach out to minorities. He would also like more information on the current process to determine if RFP’s are sent to as many people as possible.
Mr. Myers stated the County should send communication to vendors to encourage them to be included on the County’s vendor list. It has not been part of the normal process to contact vendors who have not responded to the RFP’s. He asked the Committee to respect the fact the Department deals with many RFP’s.
Comm. Severino stated the County should conduct broad outreach; however, the County should not include race in the vendor selection process. Chairperson DeLeon stated the County requires race information to determine if the current Policy is being followed.
Comm. Dougan stated it would be interesting to know why vendors don’t respond who normally responds.
Chairperson DeLeon stated this Committee could consider holding an annual information meeting with vendors regarding the County’s purchasing policy.
This is a part of the normal janitorial contract, which subcontracts for window cleaning, which is current in effect. Mr. Myers stated this contract will not take effect until the current contract expires.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. Nolan
b. Resolution Authorizing a Contract with Teachout Security Services, Inc. for Uninformed Unarmed Guard Services at Various County Facilities
MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. TENNIS, TO APPROVE THE RESOLUTION AUTHORIZING A CONTRACT WITH TEACHOUT SECURITY SERVICES, INC. FOR UNIFORMED UNARMED GUARD SERVICES AT VARIOUS COUNTY FACILITIES.
Mr. Terrill explained the RFP evaluation process in this matter. Cost is not the sole criteria in regard to this contract for security services. At times Moore security has answered the County’s concerns. However, the County has to review the concerns and to explain his reason for this recommendation to this County. He has names and contact references for all responders.
Concerns happened at the VMC and the 55th District Court. People leave post unattended, inappropriate language, improper training techniques. Moore Security has not been unsatisfactory all the time; however, problems have been fixed and then have reoccurred.
Mr. Terrill explained low cost is not the best criteria to evaluate a security service. Mr. Terrill reviewed several specific concerns with Moore Security at various County facilities. It is time for the County to determine if Moore Security is the right fit for Ingham County.
Mr. Myers stated he met with Mr. Terrill regarding this recommendation. He also spoke with Mr. Easterday and Mr. Spyke who recommended as change in the current vendor. He also went into the VMC building last Friday and set off multiple alarms, was checked and was allowed to go through. Guard was very unprofessional at that time. He was very surprised to find what he had found considering this resolution was coming.
Comm. Severino expressed his appreciation to Mr. Myers and Mr. Terrill for following through with the concerns. The Board of Commissioners will take the fault for the problems relating to security at County facilities. He then asked Mr. Terrill if the County will have better success with Teachout. Mr. Terrill stated the County will experience problems from time to time; however, the level of security will be greater than current. In the beginning of the new contract, a supervisor will review the County sites on a weekly basis and then on a monthly basis. The concerns will be minimal.
Mr. Terrill addressed questions from Comm. Copedge. Who conducts the background checks? Mr. Terrill stated he conducts those checks. Site specific trainings will be held and Mr. Terrill and his manager will be present for these trainings. Comm. Copedge asked if an evaluation system is in place so that the contract can be terminated if necessary prior to the end of the contract. Mr. Terrill stated the termination is normal language in County contracts.
Chairperson Thomas stated the Committee should keep in mind that cost is important but security is also important when dealing with the safety of residents and our staff.
Mr. Terrill stated he conducted a cost comparison between the two vendors. There is a $9,954 increase over the Moore Security contract.
Comm. Dougan stated he would like additional information as to why Allied Barton Security Services and Gallagher Security were not selected. Mr. Myers stated location of the vendor is weighted heavily in the evaluation process.
Chairperson DeLeon stated she heard that Teachout was formerly the F&M contract the County had for security services. Mr. Terrill stated Intercept was the former security firm prior to Moore Security.
Mr. Lewis, President and Owner of Moore Security, addressed the Committee regarding their contract with the County. He the distributed a reference letter to the Committee from the City of Lansing regarding Moore’s security services.
He then addressed specific breaches and changes made due to the breaches. It is the intent of Moore’s Security to not have a vacant post. His company should be given the same opportunity to have the new things, regular training and oversight, as the new contract will experience.
Moore Security has addressed every concern of the County seriously. His company has made mistakes, learned from them and have not repeated the same mistakes. Major incidents have not occurred due to the breaches in security at the County facilities. Changing vendors is not the best solution.
Mr. Lewis stated he is here tonight because Moore’s feels there are two sides to every story. It has embraced the philosophy of the Living Wage program. He disagreed with some of the assertions of Mr. Terrill regarding improvements made due to breaches. Moore’s would like the County to reach out to them as will be done with Teachout. The County should look at the weight of the mistakes made by Moore’s. A change in vendor is not warranted. Moore’s has provided security services to the County for seven years.
Comm. Dougan asked for the billable hourly cost if the Moore’s contract was extended for one year. Mr. Lewis stated the current price is $15.84 per hour. Mr. Terrill stated the one year cost is not provided for the subsequent two years. Comm. Dougan asked for number of staff terminated due to language, etc. Mr. Lewis stated one incident involved three security staff, another incident involved one officer relieved.
The Committee held a general discussion regarding law enforcement entering facilities with unarmed guards at County facilities. Mr. Lewis distributed referral letters from the Health Department and 55th District Court.
Chairperson DeLeon asked if there were many issues of concern when the contract was renewed in 2004. Mr. Terrill stated he could only speak to his experience with the vendor since becoming Facilities Director. He then explained the Department’s decision to change vendor is not personal. Five security personnel have been removed since becoming the Facilities Director.
Chairperson DeLeon stated we are all in a difficult situation since this regards security. We also recognize a number of employees will be displaced if the vendor is changed. How do we find a balance in this situation? What are some of the options?
Chairperson Thomas explained the process regarding the motion. Our role to accept or reject staff’s recommendation or delay it for a purpose. He then asked if the Controller’s recommendation still stands. Mr. Myers indicated his recommendation remains the same.
Comm. Dougan stated he would be comfortable deferring this issue until our next meeting as swell as additional analysis why bidders two three and four were not selected. Comm. Tennis stated he has learned to trust the advice of staff, it is hard to get past staff’s recommendation. He would like to vote tonight.
Comm. Severino deferred to Comm. Tennis’ statement, we should vote on this. It is important to have the court staffed by competent security personnel.
Mr. Lewis asked the Committee to consider the success of Moore’s security services. Mr. Terrill stated the County has given Moore’s Security Services many opportunities to correct problems.
Comm. Copedge asked if the contract contains language with specifies why a contract can be terminated i.e., performance evaluation. Mr. Terrill stated the contract does not include that type of language. Comm. Copedge asked if the new contract would contain language regarding performance evaluation re termination.
MOVED BY COMM. COPEDGE, SUPPORTED BY COMM. COPEDGE, TO TABLE THE RESOLUTION UNTIL THE COMMITTEE SEES THE LANGUAGE IN THE NEW CONTRACT AT THE NEXT MEETING.
Comm. Copedge stated performance evaluations are needed in order for this Committee to make decisions of this nature. He will no longer approve any resolutions dealing with contracts or employees unless there is a performance evaluation. Mr. Myers explained that contract language comes directly from corporate counsel. They probably would not approve of performance language in County contracts.
MOTION TO TABLE CARRIED WITH COMMS. COPEDGE AND SEVERINO VOTING NO. Absent: Comm. Nolan
Comm. Severino agreed performance evaluations are appropriate in specific contracts. Chairperson DeLeon stated a performance evaluation could be accomplished through a separate document from the contract. She also stated contract concerns should be brought before this committee prior to requesting a change.
7. Commissioner Todd Tennis – Resolution on the State Budget Crisis
MOVED BY COMM. TENNIS, SUPPORTED BY COMM. COPEDGE, TO APPROVE THE RESOLUTION ON THE STATE BUDGET CRISIS.
Comm. Tennis stated this is a nonbinding resolution which calls upon the state to get its fiscal house in order due to facing further losses of state support for county operations. Also to fully replace the single business tax and methods for addressing the current budget short fall.
COMM. TENNIS DISCLOSED THAT HE WORKS FOR A LOBBYING FIRM WHICH RESPRESENTS THE MICHIGAN ASSOCIATION OF SUBSTANCE ABUSE COORDINATING AGENCIES.
MOTION CARRIED with Comm. Severino voting NO. Absent: Comm. Nolan
8. Controller’s Office - Introduction of the 2008 Strategic Planning Information Report – Information from County Offices, Departments and the Courts Regarding 2008 Strategic Planning and Budget Process. This Report includes background information, activity indicators and performance measures.
Public Comment: None
Announcements: None
The meeting adjourned at 9:33 p.m.
Respectfully submitted,
Debra Neff