Amended 1/15/08
COUNTY SERVICES
December 4, 2007
Minutes
Members Present: Debbie DeLeon, Deb Nolan, Dale Copedge, Tim Soule, Steve Dougan and Board Chairperson Marc Thomas
Members Absent: Mike Severino
Others Present: Matthew Myers, Tony Lindsey, Becky Bennett, Eric Schertzing, Rick Terrill, David Easterday, Maureen Winslow, Jim Hudgins, Sally Auer, Stacy Sheridan, Tom Shewchuk, Dr. Sienko, Sue Pigg, Mr. Gentilozzi, Randy Mayville and others
The meeting was called to order by Chairperson DeLeon at 7:00 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.
Limited Public Comment
Ms. Pigg informed the Committee that agenda item 4a should be pulled from tonight’s agenda. Once Meridian Township approves the Plan, the item will be rescheduled.
Ms. Auer spoke as union representative on behalf of Ms. Parker. She stated Ms. Parker was employed at Project Sentry. She has been a County employee for 19 years. Ms. Auer requested the Human Resources Department to place Ms. Parker in a County position. The union recognizes that if the Department goes outside the normal hiring process to place Ms. Parker in a position, it will not set a precedent.
Ms. Parker stated she has enjoyed working for the County. She can provide references to the Human Resources Department if necessary. Ms. Parker stated she understands and appreciates the position the Department is in regarding trying to place her in an open position.
Chairperson DeLeon stated she believes Ms. Parker should be placed in a position before the end of this year. This is the hope of this Committee.
Mr. Guenther, Ingham County Road Commission, spoke about the process for selecting the new Director. The position has been offered and the Commission is waiting for a response from the applicant. Mr. Guenther then updated the Committee on a few of the Commission’s projects.
Comm. Nolan asked Mr. Guenther when he expects to receive an answer from the applicant. Mr. Guenther stated the Commission should receive the answer this week. Comm. Nolan asked if the Committee could receive copies of the plan for the person they selected. She then complimented Mr. Guenther and his fellow Commissioners for their work and their friendly approach to the public.
(Comm. Copedge arrived at 7:10 p.m.)
Comm. Nolan asked Mr. Guenther to comment on the possible expansion of the Road Commission members. Mr. Guenther stated he would like to give the new Director a year before the Commission is expanded. He then stated a new member should be a team player.
Board Chairperson Thomas stated he appreciated contacting the Road Commission a few weeks ago with a concern. Mr. Guenther listened to his concerns about Hagadorn Road and followed up on their discussion.
Chairperson DeLeon stated the Road Commission has gone out of its way to address Board Chairperson Thomas’s concerns as well as other concerns.
Approval of the November 13, 2007 and November 20, 2007 Minutes
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. NOLAN, TO APPROVE THE NOVEMBER 13 MINUTES AS SUBMITTED AND THE NOVEMBER 20 MINUTES AS AMENDED. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
November 20 Minutes:
Page 3; item 5, last paragraph: Chairperson DeLeon stated she supports the Department’s efforts to help people quit smoking; however, some people use tobacco (“smoking” was removed) for ceremonial purposes.
Page 4; 8th paragraph: Comm. Copedge stated he wants additional information before he votes on the Resolution. This statement was changed to “Comm. Copedge stated he wants to know if the computer equipment is disposed of properly and if a log is maintained which documents this information.
Page 4; 11th paragraph: Comm. Copedge stated the County needs to ensure that it’s in the right position to give computers to the public without strict monitoring. This statement was changed to: Comm. Copedge stated the County needs to ensure that when it gives away computer and related equipment, to the public, that it follows the proper procedure.
Page 4; Motion to Table was not withdrawn. Motion to table Failed with Comms. Copedge and DeLeon voting YES.
Page 6; Announcements: Comm. Copedge stated some of the agenda material is not sufficient to make an informed determination. He then stated this statement does not relate to the new Human Resources Director. This statement was changed to: Comm. Copedge stated, in general, some of the agenda material is not sufficient for him to make an informed determination. It would be helpful to receive Department information prior to the meetings.
Additions to the Agenda
9a. Resolution was amended by the Judiciary Committee to reflect the following:
THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners does hereby authorize an appropriation from the Juvenile Justice Millage Fund for the . .
2a. Circuit Court - Resolution to Enter into an Agreement for a Policy for the Operation of
Computer Network, Internet Access and Email with the Circuit Court – This item was pulled from the agenda.
2b. Circuit Court – Request for an Additional Ninety Day Extended Leave of Absence for Ameilia Myers
4a. Economic Development Corporation - Resolution Approving an Amendment to the Ingham County Brownfield Redevelopment Authority Brownfield Plan for Shaw’s on Newton LLC and Ingham County Fast Track Land Bank Authority – This item was pulled from the agenda
7b. Resolution Authorizing MIS to Renew Symantec Anti-Virus and Anti-Spam Software License for a Three Year Period
11c. Road Commission – Discussion of Road Commission Compensation and the possible expansion of the Commission.
Public Comment – Continued
Mr. Mayville spoke about the possible expansion of the Road Commission. He stated he wonders why the County would want to expand the Commission when it functions well. He also stated new members would have to be paid out of the Commission’s fixed set of funds.
Chairperson DeLeon asked Mr. Guenther if he would have supported an expansion prior to the new Road Commission. Mr. Guenther stated he probably would not have supported the expansion then.
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SOULE, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:
3. Ingham County Agricultural Preservation Board – Resolution Authorizing a Contract Extension with Sheridan Land Consulting to Provide Technical Assistance to the Ingham County Agricultural Preservation Board
4. Economic Development Corporation
b. Resolution Requesting the Ingham County Board of Commissioners to Approve a Contract for Business Retention Services Between the County of Ingham and Dru Mitchell
7. Management Information Services
a. Resolution Rescinding Resolution #82-167 and Establishing a New Claims Processing Procedure
b. Resolution Authorizing MIS to Renew Symantec Anti-Virus and Anti-Spam Software License for a Three Year Period
10. Human Resources Department
a. Request to Start Attorney Natalie M. Clinkscales at Step 5
b. Request to Start Attorney Jennifer V. Lamp at Step 5
MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SOULE, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
1. Interviews
a. Fair Board
The Committee interviewed Stan Jordan and Maria Enriquez for a position on the Fair Board.
b. Women’s Commission
Ms. Bennett informed the Chair that Ms. Hager will not be present this evening for her interview.
The Committee interviewed Dorice Carlice and Jennie Gies for a position on the Women’s Commission.
5. Health Department
a. Resolution to Eliminate the Position of Public Health Risk Communication Specialist and Establish the Position of Health Educator II/Emergency Preparedness
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. NOLAN, TO APPROVE THE RESOLUTION TO ELIMINATE THE POSITION OF PUBLIC HEALTH RISK COMMUNICATION SPECIALIST AND ESTABLISH THE POSITION OF HEALTH EDUCATOR II/EMERGENCY PREPAREDNESS.
Dr. Sienko explained the reasons for the proposed changes. The Emergency Preparedness program requirements have changed. The program now requires someone with a more generalized background and who can perform a variety of functions.
Comm. Dougan asked if the position is occupied or vacant. Dr. Sienko stated the position is vacant at this time.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
b. Resolution to Change a Job Title and Classification within the Health Department
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SOULE, TO APPROVE THE RESOLUTION TO CHANGE A JOB TITLE AND CLASSIFICATION WTHING THE HEALTH DEPARTMENT.
Comm. Copedge asked for an explanation of the position. Dr. Sienko explained the position will involve number crunching. He then stated the dollar amounts in the material do include benefits. Comm. Dougan stated the Committee normally receives position costs without the benefits included.
Comm. Copedge asked if the Department could provide position descriptions with future requests of this nature. Dr. Sienko indicated this information can be provided.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
6. Facilities Department - Facilities Contracted Service Report
Mr. Terrill stated the increased communication with our service contractors has resulted in improved services. Efforts continue to elevate the janitorial services beyond “meets expectations.”
Chairperson DeLeon asked how the Facilities Department determines if a contractor is meeting the contract requirements. Mr. Terrill explained his Department receives feedback from the Department heads regarding the service contracts.
Comm. Copedge stated he likes the categories that are assigned to the contractors, i.e., “meets expectations” or “below expectations.” He then asked about the Dietz Janitorial Services contract. Mr. Terrill stated he is providing an overall summary of the contractors’ services. Comm. Copedge requested a copy of the surveys that were used to determine if a contractor met the required expectations.
Comm. Nolan stated she is pleased with this first report. She then asked if the report covers all of the County’s service contracts. Mr. Terrill stated the report does not include contracts which typically meets or exceeds expectations. Comm. Nolan asked Mr. Terrill if he discusses the evaluation concerns with the specific vendors. Mr. Terrill stated he meets with the vendors and documents the discussions. When a corrective action is required, he requires an acknowledgment that the action was taken to correct the problem.
Comm. Dougan asked Mr. Easterday if he is happy with the new security vendor. Mr. Easterday indicated the Court is very happy with the new vendor.
Mr. Myers stated Mr. Terrill has conducted an extensive survey of the departments regarding the service contracts.
Mr. Terrill asked if the Committee would like quarterly or bi-annual reports. The Committee consented to a bi-annual report.
8. County Services Committee - Resolution Honoring Dr. Martin Luther King, Jr.
MOVED BY COMM. NOLAN, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE RESOLUTION HONORING DR. MARTIN LUTHER KING, JR.
After a brief discussion, the Committee consented to the following FRIENDLY AMENDMENTS:
4th WHEREAS: Dr. King’s concept of somebodiness gave people of color and the disenfranchised people . . .
BE IT FURTHER RESOLVED, that the citizens of Ingham County are encouraged to celebrate and join the Board of Commissioners in the celebration of this notable holiday in honoring this great American hero and role model.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
9. Controller’s Office
a. Resolution Authorizing the Purchase of Our Savior Lutheran Church and School for the Purpose of Housing the Continuum of Care Facility
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. NOLAN, TO APPROVE THE RESOLUTION AUTHORIZING THE PURCHASE OF OUR SAVIOR LUTHERAN CHURCH AND SCHOOL FOR THE PURPOSE OF HOUSING THE CONTINUUM OF CARE FACILITY.
Comm. Dougan asked if a special use permit will be required from the City of Lansing. Mr. Gentilozzi stated the current use of the facility will not change; therefore, a special use permit should not be necessary.
Mr. Terrill stated Mr. Meyer’s firm has provided a cost estimate to inspect the site and to provide a written report. The purchase of the property is contingent on the inspection report.
Comm. Copedge asked if the Court spoke with the Church neighborhood. Board Chairperson Thomas stated this issue came up during the Judiciary Committee meeting last week. There was a general sense that the community is okay with the proposed use of the property. Board Chairperson Thomas stated he informed the Judiciary Committee that the neighborhood notification would be conducted in conjunction with Comm. Copedge. Comm. Copedge stated he asked this question to ensure that there will not be any problems which may terminate the agreement.
Mr. Gentilozzi explained that the County is allowed to walk away from the agreement for any reason during the 90 day time period. Comm. Copedge stated the members of his neighborhood would like to be a part of the process versus hearing about it afterwards. Board Chairperson Thomas stated the Commission should determine who approaches the neighborhood. He then stated a Commissioner should approach the neighborhood. Comm. Copedge stated staff should generate a letter to the neighborhood centers and a public forum should be held.
Board Chairperson Thomas stated he would speak informally with a few of the neighborhood associations. Comm. Copedge stated a letter to the associations would be a better approach. The letter should be signed by the Chairs of the involved Committees and the Board Chair. Comm. DeLeon stated the letter should inform the neighborhood of the County’s intent to purchase the building and its intended use. The neighborhoods should be asked for their input. Comm. Copedge stated he would like to discuss the particulars of this issue before the letter is drafted and mailed.
Comm. Dougan asked if Mr. Gentilozzi will receive a commission on this sale. Mr. Gentilozzi stated his company will receive a commission from the seller. He then distributed a timeline of the purchase process to the Committee.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
10. Human Resources Department
c. Office of the Prosecutor – Personnel Matter – Closed Session
MOVED BY COMM. SOULE, SUPPORTED BY COMM. COPEDGE, FOR THE PURPOSE OF DICUSSING THE PERSONNEL MATTER WITH THE PROSECUTOR. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SOULE, TO CONCUR WITH THE RECOMMENDATION OF THE PROSECUTOR PER THE COUNTY ATTORNEY. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
9b. Resolution Authorizing Adjustments to the 2007 Ingham County Budget and Authorizing the Controller to Make Year End Budget Adjustments
MOVED BY COMM. NOLAN, SUPPORTED BY COMM. SOULE, TO APPROVE THE RESOLUTION AUTHORIZING ADJUSTMENTS TO THE 2007 INGHAM COUNTY BUDGET AND AUTHORIZING THE CONTROLLER TO MAKE YEAR END BUDGET ADJUSTMENTS.
Chairperson DeLeon asked how this situation came about and why is this Committee just now learning of same. Mr. Lindemann stated this Committee approved two Resolutions regarding this matter. The County approved a 20-year assessment for the Towar Gardens projects. He explained the County pays for the drain benefits to the County roads. Mr. Lindemann distributed copies of the multi-year assessments to the Committee for their review. All of the assessments have been approved by the Board of Commissioners.
Comm. Copedge asked if there is a payment schedule for the assessments. Mr. Lindemann stated the County’s Budget Office should have all of this information. Chairperson DeLeon asked what new projects will cost the County. Mr. Lindemann stated the costs will depend on the specific projects.
Comm. Copedge asked for a copy of the payment schedules. Mr. Lindemann stated he would provide the requested material to Ms. Bennett on Wednesday. He then stated the Board of Commissioners knew this was coming years ago.
Mr. Myers stated Mr. Lindemann is correct. The assessments were approved through Board resolutions. Mr. Myers explained the adopted Drain Tax at Large budget was $150,000. The total payments for 2007 are anticipated to be approximately $550,000. The additional cost will require a $400,000 appropriation from the 2007 Contingency Fund. Mr. Myers further stated the Budget Office did not have the correct payment number. The 2008 Contingency Fund will also be hit hard due to the Drain Tax. The correct information will be included in the 2009 budget.
Mr. Lindemann stated the County’s share is only $237,000, not $400,000. He then stated he will verify this amount. Chairperson DeLeon stated the County needs to be very careful of how it burdens the budget over the next few difficult financial years. Mr. Lindemann stated other counties have separate budgets for multi-year bonds.
Comm. Nolan asked if the Commissioners could be assured of the correct amount by their Tuesday night caucus meeting. Mr. Myers stated the correct number will be submitted to the Finance Committee tomorrow evening. Comm. Nolan stated the communication process should be improved to avoid this same situation in the future. Chairperson DeLeon requested that staff provide this Committee with a presentation in the near future to help it understand this process. Mr. Lindemann stated he could provide that presentation.
Mr. Lindemann stated his Office is very happy with the MIS Office and the new Director. He then spoke about his Office’s new software program.
The Committee held a discussion regarding the Drain Tax numbers. Mr. Myers stated the $400,000 figure came from the Drain Office. Ms. Morton had confirmed this number with the Drain Office.
Comm. Dougan asked if the Road Commission can afford their share of the payment. Mr. Myers stated the Road Commission will pay their portion. Chairperson DeLeon stated the Road Commission is not aware of the $400,000 amount. Mr. Myers stated he will contact the Road Commission regarding this issue.
Mr. Myers suggested the Committee approve the Resolution as submitted and it can be amended by the Finance Committee if appropriate.
Board Chairperson Thomas asked when the assessment bill is due. Mr. Myers indicated the bill is due by the end of this year.
DOUGAN STATED HE WOULD LIKE TO SPLIT THE DRAIN TAX FROM THE REMAINING ITEMS. CHAIRPERSON DELEON GRANTED THIS REQUEST.
MOTION ON ALL ITEMS, EXCLUDING THE DRAIN TAX: MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
MOVED BY COMM. NOLAN, SUPPORTED BY COMM. COPEDGE, TO APPROVE THE DRAIN TAX ($400,000). MOTION CARRIED with Comm. Dougan voting NO. Absent: Comm. Severino
Mr. Lindemann spoke briefly regarding agenda item 11b. He stated the unionized labor contracts pay prevailing wages on all the Drain Office’s projects.
11. Board of Commissioners
a. Resolution for the Ingham County Board of Commissioners to Join as a Member of the
Lansing Area Economic Partnership (LEAP)
MOVED BY COMM.DOUGAN, SUPPORTED BY COMM. NOLAN, TO APPROVE THE RESOLUTION FOR THE INGHAM COUNTY BOARD OF COMMISSIONERS TO JOIN AS A MEMBER OF THE LANSING AREA ECONOMIC PARTNERSHIP (LEAP)
Comm. Dougan asked about the 2008 membership costs. Ms. Pigg stated if the County joins LEAP this year, the next bill will be due in December 2008.
Comm. Soule asked Ms. Pigg to explain the County’s advantages and disadvantages for joining LEAP. Ms. Pigg stated a disadvantage is that the County will be paying more money on economic development. An advantage is that LEAP is a regional effort. This is a new organization with a lot of potential. LEAP’s staff is sharp and it has excellent skills which can only benefit this area. LEAP will significantly enhance what her office can do for the Lansing area.
Comm. Copedge asked Ms. Pigg if she has any tools which can measure the success of being a member of LEAP. Ms. Pigg stated she has a business retention program which is a critical component in keeping businesses in this County. This program is limited. LEAP has already initiated a program to enhance the current program.
Comm. Copedge asked if new businesses will pay prevailing wages. Ms. Pigg stated when a business comes to the County to receive approval for their business plan, the County can ask them if they intend to pay prevailing wages. Comm. Copedge asked about environmental organizations and businesses. Ms. Pigg stated the land use and environmental concerns are regulated at the local level. LEAP will be working, in a sense, with these organizations to address low growth areas.
Comm. Copedge asked if Ms. Pigg’s office works closely with the Drain Office. Ms. Pigg stated she works with the Drain Office on a weekly basis. This relationship will only grow and expand with LEAP.
Comm. Nolan asked Ms. Pigg to provide this Committee with the measurements so that we will know if the measurements have been met in a year. Ms. Pigg stated she provides this Committee with a yearly report which includes measurements. LEAP’s information will be included in her reports.
Board Chairperson Thomas requested clarification regarding the due dates for the membership dues. Ms. Pigg stated she would provide this information to the Committee. Comm. Dougan suggested the Resolution be amended to indicate the $35,000 is for the County’s 2008 membership.
The Committee consented to a FRIENDLY AMENDMENT to clarify that the $35,000 will be for the County’s 2008 Membership in LEAP.
MOTION CARRIED with Comm. Soule voting NO. Absent: Comm. Severino
Board Chairperson Thomas requested a summary of the purpose of the position in agenda item 4b. Ms. Pigg stated the Business Retention employee will visit companies and will assist them with any potential expansions or other needs. The employee will be paid on a per visit basis. Ms. Pigg further explained a database will be maintained which contains information from the business visits.
c. Road Commission – Compensation and Expansion
Chairperson DeLeon stated she would like to know this Committee’s position on the possible expansion of the Road Commission as well as a possible compensation increase. She further stated the Road Commission has more than earned a pay increase.
Comm. Nolan stated she would like to honor the current Road Commission request to allow them to have six months to work with the new Director before expanding the Commission. Chairperson DeLeon agreed with Comm. Nolan’s statement and also stated an expansion should be phased in according to a plan.
Chairperson DeLeon stated she has received comments from local jurisdictions which indicated the Road Commission membership number should remain unchanged.
Comm. Nolan stated the Road Commission has been well compensated. An increase is not warranted at this time. The Road Commission’s salary should keep parody with the Board of Commissioner’s salary. Chairperson DeLeon stated the Road Commissioners currently earn less than the Board of Commissioners.
Comm. Dougan stated he does not support a membership increase or a compensation increase without additional information.
Board Chairperson Thomas stated he doesn’t believe the County is in a position to increase the membership or the compensation at this time. Chairperson DeLeon stated the Road Commission has earned a pay increase this year. Board Chairperson Thomas stated the normal process is for this Committee to make a recommendation to the Finance Committee. This discussion would be an informational item at a Board Leadership meeting.
Comm. Soule stated he would prefer to defer this discussion to a later date. The new Director should be given the opportunity to work with the current staff.
Board Chairperson Thomas stated he would like to see what the Road Commission is doing and how much time their putting in before determining if they should receive a compensation increase. He then stated the Road Commission should eventually be expanded to five members.
Comm. Copedge stated it would not be prudent to increase the membership at this time. He also stated a vote on a compensation increase would probably fail tonight.
Chairperson DeLeon stated she values the work of the current Road Commission. They have made major improvements. Board Chairperson Thomas stated the Road Commissioners should write up a week in the life of a Road Commissioner for this Committee.
MOVED BY COMM. COPEDGE, SUPPORTED BY COMM. DOUGAN, TO TABLE THE DISCUSSION UNTIL JANUARY 2008. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Severino
b. Discussion Related to Using Unionized Labor for Major Projects
Chairperson DeLeon stated some contractors subcontract to other vendors who do not monitor the work. Project labor agreements would provide assurances for the County that projects would be done on time and often under budget. The threshold could be that a $50,000 contract, or greater, should use unionized labor.
Board Chairperson Thomas asked if Mr. Myers and his staff could develop a proposal and provide the information on how this would affect the County. Comm. Soule supported this request. He then stated a project labor agreement would save administrative time.
Comm. Copedge asked if this Committee should determine how to prevent a local company who contracts with the County from subcontracting to a non-local company. Chairperson DeLeon stated this issue could be addressed separately from the project labor agreements.
The Committee agreed to move forward on the project labor agreements discussions.
Announcements
Board Chairperson Thomas informed the Committee that the next Board Leadership meeting is scheduled for Thursday at 6:00 p.m.
Mr. Myers stated he will be the liaison for this Committee in 2008. He also thanked the Committee and its Chair for its patience in dealing with a number of issues.
Chairperson DeLeon thanked Mr. Myers and the Committee for a good and productive year.
Comm. Copedge stated Chairperson DeLeon did a wonderful job leading this Committee. The Committee accomplished a lot this year.
Comm. Copedge stated he has forwarded manifestation information to Mr. Shewchuk. Changes will be made to the current process. He then stated his concern that this issue was not addressed by the Finance Committee. We should not rely on the County Attorneys for everything. We need to be careful to not put ourselves in jeopardy.
Public Comment
Ms. Auer stated she is delighted that this Committee is pursuing the unionized issue.
The meeting adjourned at 10:03 p.m.
Respectfully submitted,
Debra Neff