Approved 2/4/04
Members Present: Calvin Lynch, Mark Grebner, Lisa Dedden, Marc Thomas, Thomas Minter and Board Chairperson Victor Celentino
Members Absent: Debbie DeLeon
Others Present: Jerry Ambrose, Harold Hailey, Rodney Taylor, Doug Stover, Janeil Valentine, Nervy Oliver, Jim Hudgins, Brian Klebba, Travis Faulds, Don Reisig and others
The meeting was called to order by Chairperson Lynch at 7:13 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.
Approval of the September 24, 2003, November 19, 2003 and December 3, 2003 Minutes
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. THOMAS, TO APPROVE THE SEPTEMBER 24 AND NOVEMBER 19 MINUTES AS SUBMITTED AND THE DECEMBER 3 MINUTES AS AMENDED. MOTION CARRIED UNANIMOUSLY. Absent: Debbie DeLeon
Additions to the Agenda
First Be It Further Resolved paragraph was amended to change the dollar amount from $54,813 to $53,221.
Limited Public Comment: None
MOVED BY COMM. MINTER, SUPPORTED BY COMM. GREBNER, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:
MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
MOVED BY COMM. MINTER, SUPPORTED BY COMM. GREBNER, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. Absent: Debbie DeLeon
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. MINTER, TO APPROVE THE RESOLUTION TO AUTHORIZE ENTERING INTO A CONTRACT WITH MICHIGAN STATE UNIVERSITY OR THE ADOLESCENT DIVERSION PROGRAM.
In response to Comm. Dedden, Mr. Reisig explained the history of this item. This contract authorizes the same services. The difference is the total cost of the contract ($149,886) is paid as follows:
$74,943 Child Care Fund
$74,943 County General Fund
MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. THOMAS, TO APPROVE THE RESOLUTION TO AUTHORIZE STAFFING ADJUSTMENTS IN THE YOUTH CENTER.
Comm. Grebner explained that this is a necessary item as the staffing adjustments are required for State licensing.
Comm. Minter addressed the Financial implications of this matter. Mr. Ambrose explained the Circuit Court/Family Division will be able to stay within its adopted budget with this financial arrangement. The reduction of their budget is not recommended at this time. Mr. Faulds also stated the Circuit Court/Family Division will do whatever is necessary to stay within the over-time budget.
Comm. Thomas requested an update regarding the State licensing of the Youth Center. Mr. Faulds explained that the Youth Center is committed to keeping the numbers down to avoid over-crowding. Other issues of concern were easily addressed. Mr. Faulds stated he is sure the Youth Center will receive its State license.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. MINTER, TO APPROVE THE RESOLUTION AUTHORIZING THE COMMUNITY CORRECTIONS ADVISORY BOARD TO CONTINUE CONTRACT FOR STAFF CONSULTANT SERVICES.
Comm. Thomas asked why the salary was not increased for 2004. Mr. Ambrose explained that Comm. Holman thought that, due to the current financial climate and the fact that this has been a long-term temporary position, the salary should not be increased. There has also been some discussion about changing the position in question into a County position.
Mr. Ambrose stated the County pays Pro Temps, Inc. $28.37 per hour for the position. Pro Temps, Inc. receives 30% of this cost. This cost is not excessive when it is compared to like positions within the County. Paying for a County position would cost the County more money than its current arrangement. Also, the person in this temporary position does not request health insurance since he has own private insurance.
In response to Chairperson Lynch, Comm. Grebner stated this Committee could suggest that the Human Resources Director provide this Committee with information regarding the cost of a temporary position versus the cost of a County position. This information could be emailed to the Commissioners.
Mr. Ambrose explained it is in the best interest of the County to continue this temporary position. Comm. Grebner stated he was happy to leave the position as is unless the Department head requests a change. Comm. Dedden stated she would support this Resolution to continue the position. However, she also supports the cost review by the Human Resources Department.
Comm. Thomas suggested the person in the temporary position be notified that the disapproval of a salary increase is not a reflection of his performance.
MOVED BY COMM. MINTER, TO REQUEST THAT THE HUMAN RESOURCES COST REPORT BE PLACED ON A FUTURE AGENDA FOR CONSIDERATION BY THIS COMMITTEE.
Comm. Minter stated the intent of this amendment is to indicate that once the report is available, this Committee is willing to revisit the issue.
MOTION DIED due to lack of support. Absent: Comm. DeLeon
Comm. Thomas suggested the cost comparison be conducted during the next budget process. Comm. Minter agreed with this suggestion.
Mr. Ambrose explained this contract can be terminated at any time by the County. Currently, there are only two temporary positions. The second position is an IJIGS position. He further stated he would be surprised if the cost comparison indicates the County would pay less for a County position than a temporary position. The budget cycle is the appropriate time to visit the temporary contract issue. The County Services Committee can draft a temporary employee policy and forward it to all the Commissioners.
Comm. Grebner stated the Finance Committee should not change a recommendation from a liaison committee unless it feels the recommendation is wrong.
MOVED BY COMM. THOMAS, SUPPORTED BY COMM. GREBNER, TO AMEND THE RESOLUTION TO APPROVE A THREE-PERCENT INCREASE OVER THE 2003 RATE. MOTION FAILED with Comms. Thomas and Lynch voting YES.
MAIN MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
MOVED BY COMM. DEDDEN, SUPPORTED BY COMM. THOMAS, TO APPROVE THE RESOLUTION TO ENTER INTO CONTRACTS WITH DELHI CHARTER TOWNSHIP AND THE CITY OF EAST LANSING FOR THE PERFORMANCE OF PERSONAL PROPERTY AUDITS UNDER THE PERSONAL PROPERTY AUDIT GRANT PROGRAM ADMINISTERED BY THE MICHIGAN DEPARTMENT OF TREASURY.
Mr. Stover stated he submitted a grant application for Ingham County for a local unit grant from the Michigan Department of Treasury. The grant funds are to be used for the review, discovery and audit of omitted or incorrectly reported personal property. He was notified on December 5, 2003 that the application was approved. The County would receive grant funds in the amount of $84,414. Mr. Stover stated this amount is substantially less than he requested. Based on his analysis of the dollar amounts involved, he stated he does not believe it is financially feasible for the County to participate in the grant program.
Delhi Charter Township and the City of East Lansing also submitted grant applications which were subsequently approved. Each unit is asking the County to partner with them by sharing one-half the cost of performing audits under the grant program. Delhi is requesting $37,675 and East Lansing is requesting $15,900 for a total cost to the County of $53,575. Based on projections by Tax Management Associates, total vendor revenue to the County as a result of performing these audits could total $121,948. This equates a potential net revenue to the County of $68,373. Mr. Stover recommended the County approve the requests for partnership from Delhi Charter Township and the City of East Lansing.
The Committee discussed this item. Comm. Grebner stated if a municipality steps forth to protect our tax base, the County should assist that municipality.
In response to Chairperson Lynch, Mr. Stover explained the cost to the County should be reimbursed during this calendar year.
MOTION CARRIED with Comm. Minter voting NO. Absent: Comm. DeLeon
This item was tabled by the County Services Committee.
6b. Housing Commission - Resolution Authorizing Additional Funding to 2003 Comprehensive Fund Program for Carriage Lane Apartments
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. THOMAS, TO APPROVE THE RESOLUTION AUTHORIZING ADDITIONAL FUNDING TO 2003 COMPREHENSIVE FUND PROGRAM FOR CARRIAGE LANE APARTMENTS. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. THOMAS, TO APPROVE THE RESOLUTION TO AMEND THE 2004 HEALTH DEPARTMENT BUDGET AND ESTABLISH AN AMERICAN INDIAN OUTREACH WORKER POSITION.
Mr. Glandon explained this would be a new service through the Health Department.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. MINTER, TO APPROVE THE RESOLUTION TO AUTHORIZE A CONTRACT WITH MUNIS FOR FINANCE AND HUMAN RESOURCES HARDWARE AND SOFTWARE.
Mr. Taylor informed the Committee that several members of the working committee were present this evening to show support for this Resolution. This Resolution will establish a project budget of $975,000 and will authorize a contract with MUNIS for the purchase, installation, and support of the software. It will also authorize the purchase of additional equipment and supplies necessary for the new system. Funds for this item are included in the 2004 County General Fund budget, based on the assumption of a five-year lease.
Mr. Taylor explained the replacement of the current system is necessary because our current vendor notified us late in 2002 that support of our existing mainframe version was being discontinued. Given the age of the product, our experience with the vendor and the anticipated cost of converting to GEMS new Windows version, it was determined the Department should evaluate other applications now available for local governments.
An RFP was sent to 44 companies. Seven companies responded, including GEMS. Of the seven, three vendors were selected for further consideration. The three vendors were Eden, MUNIS and GEMS. On-site demonstrations, site visits and reference checks were conducted. The working committee unanimously selected MUNIS.
The MUNIS system will enable the County to more efficiently manage internal processes, including processing of account payables, generation of financial reports, processing of applicant information, administration of fringe benefits, tracking vendors and contracts and preparation and monitoring of county budgets.
Mr. Taylor recommended approval of this item and also commended the working committee for its work over the last year.
Comm. Grebner stated he was not aware the MIS Department was eliminating a mainframe. Mr. Taylor stated the Department has one mainframe at this time. In response to Comm. Thomas, Mr. Taylor stated the new system should be implemented in approximately 18 months. This time period includes necessary training.
Comm. Minter stated the Department took a good approach to replacing the current equipment. This matter was approved in the budget as part of a five-year lease. He then questioned the method of training. Mr. Taylor explained the company has a very detailed method of training. It will make three to five on-site visits. Costs for training and travel are included in the request.
Mr. Ambrose complimented the working committee for its efforts on this issue. This is a necessary evil. We don't want to replace the equipment. However, the current system is out-dated. This adventure will involve some pain over the next 18 months.
Comm. Grebner stated this type of replacement has to be done occasionally, every ten years or so. Chairperson Lynch asked if this MIS service could be out-sourced. Mr. Taylor stated he hopes to out-source many applications. This may not happen for at least another 17 years.
MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
Chairperson Lynch stated the review of the Community Agency process will involve a lot of time. Therefore, he suggested this Committee appoint a subcommittee for this review process.
Chairperson Lynch stated Comms. Dedden and Minter will serve on this Committee. Comm. Dedden asked if members from the other committees may serve on this subcommittee. Chairperson Lynch stated this issue would be up to the subcommittee to determine.
Comm. Grebner explained the County has never found a better community agency process over the past several years. Comm. Minter stated it is appropriate to review this policy occasionally. Comm. Thomas stated the current system should be simplified. Any modifications should not involve more paperwork or staff time.
In response to Comm. Thomas, Chairperson Lynch stated the subcommittee would report to this Committee. This discussion continued.
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. THOMAS, TO APPOINT COMMS. DEDDEN, MINTER AND DELEON TO THE COMMUNITY AGENCY SUBCOMMITTEE. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
MOVED BY COMM. GREBNER, SUPPORTED BY COMM. THOMAS, TO APPOINT COMMS. THOMAS AND MINTER TO THE EQUALIZATION SUBCOMMITTEE. MOTION CARRIED UNANIMOUSLY. Absent: Comm. DeLeon
The Board Referral was received and placed on file.
Announcements
Mr. Ambrose informed the Committee that the 2004 Contingency Fund will be reduced by half with the approval of tonight's agenda items. Ms. Younger stated the current amount in the Contingency Fund is approximately $260,000, after tonight's actions.
Public Comment: None
The meeting adjourned at 7:20 p.m.
Respectfully submitted,
Debra Neff