Approved 4/20/05
FINANCE
April 6, 2005
Minutes
Members Present: Lisa Dedden, Chris Swope, Curtis Hertel, Andy Schor, Marc Thomas, Steve Dougan and Board Chairperson Grebner
Members Absent: None
Others Present: Jerry Ambrose, Bruce Bragg, Karen Chadwick, Bob Moore, Eric Schertzing, Joss Merrill and Paula Johnson
The meeting was called to order by Chairperson Dedden at 6:05 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.
Additions to the Agenda
5a. Tabled by County Services until April 12, 2005
5b. Substitute Resolution and Amendment
6. Substitute Resolution
8a. Report Provided
Limited Public Comment: None
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SWOPE, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:
3b. Treasurer – 2005 Borrowing Resolution (2004 Delinquent Taxes)
4. 911 Advisory Board
a. Resolution Authorizing a Contract Change Order #5 for the Wireless Voice Communication System from MA/COM, Inc.
b. Resolution Authorizing Contract Amendments with Lansing and East Lansing for the 911 Center 2004/2005 Operations
7. Health Department – Resolution to Authorize an Amendment to 2004-2005 Comprehensive Planning, Budgeting and Contracting (CPBC) Agreement with the Michigan Department of Community Health and Accept a Physical Activity and Health Living Grant
8b. Mid-South Substance Abuse Commission – Resolution Authorizing the Transfer of Funds to the Mid South Substance Abuse Commission and a 2005 Contract for Accounting with Respect Thereto
MOTION CARRIED UNANIMOUSLY.
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SWOPE, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY.
1. Register of Deeds – Resolution Amending the Register of Deeds Automation Fund Budget and Approving the Purchase of Capital Equipment
MOVED BY COMM. SWOPE, SUPPORTED BY COMM. THOMAS, TO APPROVE THE RESOLUTION AMENDING THE REGISTER OF DEEDS AUTOMATION FUND BUDGET AND APPROVING THE PURCHASE OF CAPITAL EQUIPMENT.
Ms. Johnson, Register of Deeds, stated there is no cost to the County for this item. She then stated the Register of Deeds Office (Office) has been experiencing many more foreclosures than normal lately. The Office is trying to make sure the appropriate records are available and ready for the residents.
Ms. Johnson explained to Comm. Dougan that the document fees go into the Office’s technology fund.
Comm. Swope stated he is a frequent visitor of the Office’s website. It’s wonderful for the public to have access to this type of information.
MOTION CARRIED UNANIMOUSLY.
2. Sheriff’s Office – Resolution to Authorize a Reorganization in the Sheriff’s Medical Clinic
MOVED BY COMM. HERTEL, SUPPORTED BY COMM. SCHOR, TO APPROVE THE RESOLUTION TO AUTHORIZE A REORGANIZATION IN THE SHERIFF’S MEDICAL CLINIC.
In response to Comm. Dougan, Mr. Ambrose stated the Jail Nurses only provide their services to jail inmates. The Nurses’ positions are detailed in the agenda information.
MOTION CARRIED UNANIMOUSLY.
3. Treasurer
a. Resolution Authorizing 2005 Administrative Fund
MOVED BY COMM. THOMAS, SUPPORTED BY COMM. THOMAS, TO APPROVE THE RESOLUTION AUTHORIZING 2005 ADMINISTRATIVE FUND.
Comm. Swope expressed a concern regarding the language in the Resolution. He stated the term “his” should actually be “him.” Mr. Ambrose explained the Treasurer is waiving his right under the statute to receive such funds. The Treasurer’s Office receives the funds. Comm. Swope then stated the year of the Act (1893) should be included in the Resolution. Staff will make that change.
Chairperson Grebner stated the Treasurer has the right to receive the funds. The Board of Commissioners has the authority to set a depository and the amount to be placed in that depository. It’s important to know the Board has such authority in case it is ever needed.
MOTION CARRIED UNANIMOUSLY.
c. Land Bank Authority Grant Information
Comm. Dougan asked if the City of Lansing staff was involved with this matter, and if so, what their roll is. Mr. Schertzing explained the City and the County will work together to determine the appropriate roles of the parties.
5. Parks Board
a. Resolution Authorizing a Contract between Maurer & Parks Well Drilling and Ingham County for the Construction of Irrigation Well at Hawk Island County Park
Chairperson Dedden stated this item was tabled at the County Services’ meeting the previous evening. She then requested an update from Mr. Ambrose.
Mr. Ambrose explained staff’s recommendation to approve the second lowest bidder created concern for the Commissioners on the County Services Committee. The lowest bidder had been cited and fined by the MDEQ for serious and repetitive violations. Mr. Dyer of Dyer Well Drilling, Inc. was present at that meeting. He requested that staff’s recommendation be overturned by the County Services Committee and that his company, the lowest bidder, be recommended for the contract.
Mr. Ambrose further stated Mr. Dyer accepted responsibility for the violations of his company. Mr. Dyer believes he has an excellent working relationship with the Ingham County Health Department.
The County Services Committee tabled this matter until further information could be obtained regarding the violations. Comm. Copedge is speaking with the MDEQ and will report back to the Controller’s Office after his discussion. The RFP required the well be drilled by April 15, 2005. If the drilling is delayed, the calculated savings will be lessened.
Comm. Schor stated Mr. Dyer provided the MDEQ violations on his proposal. He was the lowest bidder by several thousand dollars. Mr. Dyer’s company has addressed the cause of the violations. Comm. Schor then stated the County Services Committee believes Mr. Dyer has paid his dues and he shouldn’t have been excluded from the bid process. The County Services Committee will meet prior to next week’s Board meeting to discuss this matter further. They will make a recommendation to the Board once they have reviewed the information from Comm. Copedge.
Chairperson Dedden asked this Committee about its preference on this matter. Comm. Hertel stated his preference would be to table this matter and allow the County Services Committee to conduct their investigation.
Chairperson Grebner stated the Board’s role is to review staff’s work and determine if more work should be done by staff before a recommendation is made. Liaison committees do not award contracts. Comm. Schor stated staff did a thorough job. If staff’s recommendation was determined by a committee to be wrong, a committee can investigate further.
Comm. Thomas stated he thought County Services rejected staff’s recommendation. He further stated he would prefer to wait a few weeks to act on this item until the County Services Committee has acted on the Resolution. Comm. Swope encouraged the County Services Committee to work within the provisions of the Ethic’s Policy.
Comm. Swope stated he would prefer to move forward on this item or to notify the County Services Committee that the Finance Committee is fine with this item going to the Board floor without action by this Committee. However, based on the information provided to this Committee by staff, he is ready to act on this item.
MOVED BY COMM. SWOPE, SUPPORTED BY COMM. THOMAS, TO APPROVE THE RESOLUTION AUTHORIZING A CONTRACT BETWEEN MAURER & PARKS WELL DRILLING AND INGHAM COUNTY FOR THE CONSTRUCTION OF AN IRRIGATION WELL AT HAWK ISLAND COUNTY PARK.
Comm. Swope asked if the local preference policy was considered in this matter. Mr. Ambrose stated the two lowest bidders were not located within this County.
MOVED BY COMM. HERTEL, SUPPORTED BY COMM. SCHOR, TO REFER THIS RESOLUTION TO THE COUNTY SERVICES COMMITTEE WITH THE EXPECTATION THAT THE ITEM WILL BE REFERRED BY THEM TO THE BOARD FLOOR.
Comm. Thomas stated it’s implicit that it is appropriate to discuss this item on the Board floor since this Committee is waiving action on this item.
MOTION TO REFER TO COUNTY SERVICES CARRIED UNANIMOUSLY.
b. Substitute Resolution Reorganizing the Ingham County Parks Board Under Public Act 261 of 1965
MOVED BY COMM. THOMAS, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE SUBSTITUTE RESOLUTION REORGANIZING THE INGHAM COUNTY PARKS BOARD UNDER PUBLIC ACT 261 OF 1965.
Mr. Ambrose stated the Blue Sheet changes to the Resolution focus primarily on the issue of stipends and whether or not they should be continued for the officers of the Commission. Comm. Schor stated County Services held a lengthy discussion regarding this issue. The Parks Board members receive per diems and then the officers are also paid a stipend at the end of their terms. County Services voted three to two to approve the amendment to remove the payment of stipends.
Mr. Ambrose stated staff would recommend that the stipends not be continued. The language in the current resolution reflects current practice.
The County Services Committee will hold a special meeting on April 12, 2005 at 6:00 p.m. to resume their discussion of this item.
Comm. Schor stated County Services recommended appointments to the new commission. Those recommendations are included in the substitute Resolution.
Chairperson Grebner explained the history of the payment of the stipends. Payment of the stipend helped to ensure the members remained on the commission until the end of their term. It was difficult to retain members on the commission in the past. Further consideration should be taken before taking action on other commissions which also receive a stipend.
Mr. Ambrose explained that Comm. Holman was contacted by telephone during the County Services meeting to determine her interest in serving on the new commission. Comm. Holman indicated that her position as liaison to the commission is fine with her. Chairperson Dedden expressed her preference to continue the current composition of the Parks Board.
Staff will review the compensation policy regarding full-time employees receiving per diems while serving on other commissions.
Chairperson Dedden asked if the County could save money if the Park Police did not carry guns. Mr. Moore stated the County could save a small amount of money. However, the Park Police need to be deputized by the Sheriff’s Office in order to write tickets. Being deputized by the Sheriff’s Office means the Park Police must carry guns.
Mr. Ambrose explained the Parks Board will continue its current practice and the Sheriff’s Office will continue to deputize Park Police under the reorganization. Comm. Swope stated the discussion over the past two years regarding this issue is whether or not the Park Officers should carry guns. Comm. Thomas stated there is most likely an interest by the public that the County parks are patrolled by sworn-in deputies. The Park Officers should act appropriately and display common sense when dealing with the public. Comm. Thomas stated he would support moving forward with this item.
Comm. Schor stated it’s a very good idea to have officers at the County parks to help keep the peace.
Comm. Thomas stated a discussion could be held regarding the need to have commissioner liaisons to commissions as well as having a commissioner appointed to the same commissions.
MOTION CARRIED with Comm. Dedden voting NO.
6. Economic Development – Substitute Resolution Revising the Policy on Tax Sharing Agreements
MOVED BY COMM. THOMAS, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE SUBSTITUTE RESOLUTION REVISING THE POLICY ON TAX SHARING AGREEMENTS.
Mr. Ambrose stated the Substitute Resolution reflects re-wording of the Resolution title; the addition of the last sentence in 2b (which is contained in the current policy); and the rescission of the current policy in the last BE IT FURTHER RESOLVED paragraph. The proposed changes have been forwarded to the EDC.
This Resolution opens the door for the Board of Commissioners to consider other activities, such as high technology, that it would allow its tax dollars to be captured for by other municipalities. Chairperson Dedden stated the Board may wish to enter into agreements which deal with technology. She further clarified that the Board is not obligated to enter in any such agreements.
Comm. Swope asked if this Resolution provides room to negotiate and are there current practices which should be included in this Resolution. Mr. Ambrose explained the Resolution provides the Board with more flexibility. Comm. Thomas asked how this matter evolved. Mr. Ambrose stated this discussion was a result of discussions with Lansing Township, Mason, East Lansing and the City of Lansing regarding tax sharing agreements.
Comm. Thomas stated the County should also consider the impact tax sharing agreements may have on land use and the environment in future discussions regarding tax sharing agreements.
MOVED BY COMM. THOMAS, SUPPORTED BY COMM. SWOPE, TO AMEND THE RESOLUTION BY INCLUDING LAND USE AND ENVIRONMENTAL CONCERNS WHICH ARE INCLUDED IN THE CURRENT RESOLUTION.
After some discussion, it was noted this matter is addressed in this Resolution. Comm. Thomas withdrew his motion and Comm. Swope withdrew his support of that motion. Mr. Ambrose suggested the Committee add a Resolved to apply this matter to both the traditional projects as well as the high technology projects.
MOVED BY COMM. THOMAS, SUPPORTED BY COMM. SWOPE, TO AMEND THE SUBSTITUTE RESOLUTION BY ADDING: BE IT FURTHER RESOLVED THE COUNTY COMMISISONERS MAY ALSO CONSIDER OTHER RELEVANT ISSUES REGARDING THE AGREEMENT PROPOSALS INCLUDING THE POSSIBLE ENVIRONMENTAL IMPACT OF THE PROJECTS PROPOSED IN THE AGREEMENTS. MOTION CARRIED UNANIMOUSLY.
MAIN MOTION CARRIED with Comms. Schor and Thomas voting NO.
Comm. Schor stated his vote on this matter supports his rationale that County tax dollars should not be captured at this time.
8a. Mid-South Substance Abuse Commission – Report on FY 2004 PA 2 Liquor Tax Expenditures and Planned Allocations for this Fiscal Year
Mr. Ambrose stated Ms. Reynolds could not be present this evening to address this item. She will be present at the Human Services Committee to address the same item.
Chairperson Dedden stated the Board is looking forward to efforts which are underway to improve cooperation between the Mid-South Substance Abuse Commission and Community Mental Health.
9. Controller’s Office
b. Introduction of 2006 Strategic Planning Information Report Information from County Offices, Departments and the Courts Regarding 2006 Strategic Planning and Budget Process. This Report includes background information, activity indicators and performance measures.
Mr. Ambrose explained the Report contains background information on County departments. He encouraged the Commissioners to read this information as it will be helpful during the upcoming budget hearings. At this Committee’s next meeting, it will discuss the Board’s priorities for 2006. Mr. Ambrose reviewed some of the information contained in the Report.
Mr. Ambrose informed the Committee that revenues will increase approximately three percent over the next five years. Expenses will, however, increase by approximately 3.5% over the same time frame. If any new substantial projects are considered by the Board, alternative funding sources will need to be identified to fund such projects or the Board will need to amend its Priorities for 2006.
a. Resolution Authorizing Adjustments to the 2005 Ingham County Budget
MOVED BY COMM. HERTEL, SUPPORTED BY COMM. SCHOR, TO APPROVE THE RESOLUTION AUTHORIZING ADJUSTMENTS TO THE 2005 INGHAM COUNTY BUDGET.
Comm. Dougan asked about the tax mapping expense for the Equalization Department as it is contained in the Adjustments. Mr. Ambrose explained the Department has been working for the past several years to switch from a manual process to a digital process. Funds have been appropriated for this process over the past several years. The project is to be completed this year. Tri-County Regional Planning’s maps will be separate but they can be used along with the Department’s maps for a more complete picture.
Comm. Dougan asked about the expense for the Optical Scan Voting equipment as contained in the Adjustments. Mr. Ambrose stated he would clarify if grant monies were received for this equipment. This information would be available prior to the Board meeting. In regard to the use of contingency funds for the digital aerial map process, Mr. Ambrose explained that Mr. Coleman approached MSU regarding their possible participation in the process. MSU appropriated funds to the Tri-County Regional Planning Commission for this process. County funds may not be needed for the process if other alternative funding sources are identified by the Commission.
MOTION CARRIED UNANIMOUSLY.
10. Board Referrals
a. Letter from City of East Lansing Regarding Public Hearings on April 5, 2005 Pertaining to the Expansion of the Existing East Lansing Downtown Development Authority and the Proposed Amendment No. 3 to the City Center Tax Increment Financing and Development Plan #2
b. Letter from Delhi Charter Township Regarding the Proposed Amendment to the Township’s Master Plan
The Board Referrals were received and placed on file.
Announcements
Comm. Dougan stated Mr. Merrill, a resident of Holt, was present this evening to observe this Committee.
Public Comment: None
The meeting adjourned at 7:32 p.m.
Respectfully submitted,
Debra Neff