FINANCE

Approved 8/17/05

FINANCE

July 20, 2005

Minutes

Members Present: Lisa Dedden, Chris Swope, Curtis Hertel, Andy Schor, Steve Dougan and Board Chairperson Grebner

Members Absent: Marc Thomas

Others Present: Jerry Ambrose, Eric Schertzing, Bruce Bragg, Jeff Venn, Nervy Oliver, Paula Johnson, Paul Kindel, Susan Hull, Pam Cook and others

The meeting was called to order by Chairperson Dedden at 6:03 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.

Approval of the June 22, 2005 Minutes

MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SCHOR, TO APPROVE THE JUNE 22 MINUTES AS SUBMITTED. MOTION CARRIED UNANIMOUSLY. Absent: Comms. Thomas and Swope

Additions to the Agenda

13a. Substitute Resolution

13b. Substitute Resolution

14c. Additional Information

10f. Resolution to Authorize the Purchase of Emergency Event Notification Software and Services

Informational Item – In April, the County Services and Finance Committees recommended a resolution to exempt County property tax revenues from capture in the expanded East Lansing DDA. On the advice of the County Attorney, this was pulled from the April 26 Board agenda because the Public Hearing to be held by East Lansing was scheduled for May 17. This resolution will be back on the County Board agenda July 26.

(Comm. Swope arrived at 6:04 p.m.)

MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SWOPE, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:

1. Circuit Court/Family Court – Resolution Authorizing a Budget Amendment to the Circuit Court/Family Court Family Court Juvenile Division 2004/05 Budget

2a. District Court – Resolution Authorizing Office Furniture and Equipment for the New 55^th District

3. Drain Commissioner

a. Resolution Pledging Full Faith and Credit for the Towar Gardens & Branches Drain Drainage District 2005 Drainage District Bonds

b. Resolution Pledging Full Faith and Credit for the Towar Snell Drain Drainage District 2005 Drainage Bonds

5b. Sheriff’s Office – Resolution for the Sheriff’s Office to Purchase a Speed Trailer and Accept a $4,000 Reimbursement Grant from the Office of Highway Safety Planning

7. Agricultural Preservation Board – Resolution Authorizing a Contract between Sheridan Land Consulting and Ingham County to Provide Technical Assistance to the Ingham County Agricultural Preservation Board

8. Community Corrections Advisory Board – Resolution Authorizing Submission of a Grant Application and Entering into a Contract with the Michigan Department of Corrections for the Ingham County/City of Lansing Community Corrections for Fiscal Year 2005-2006

9. Facilities Department – Resolution Authorizing a Contract with Spartan Asphalt Paving Co. to Construct New Parking and Roadway at the Ingham County Animal Control

10. Health Department

a. Resolution to Adjust the Staffing in Women’s Health Services

b. Resolution to Authorize a Public Health Nursing Letter of Understanding with the Ingham County Intermediate School District

c. Resolution to Authorize a Year Two Medical Reserve Corps Grant and Subcontract

d. Resolution to Authorize Administrative Support Services Agreements with County Health Plans

e. Resolution Appointing Duane G. Mayhew, M.D. as Deputy Medical Examiner and to Authorize a Contract

12a. Human Resources Department - Resolution Certifying Representatives for the MERS Annual Meeting

14a. Controller’s Office – Resolution Authorizing a Contract with Health Management Associates for a Review of Jail Medical Expenses

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SWOPE, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

2b. District Court – Resolution Authorizing the Approval of a New Court Appointed Attorney Payment Contracts and Fee Schedules

MOVED BY COMM. SWOPE, SUPPORTED BY COMM. HERTEL, TO APPROVE THE RESOLUTION AUTHORIZING THE APPROVAL OF A NEW COURT APPOINTED ATTORNEY PAYMENT CONTRACTS AND FEE SCHEDULES.

The Committee held a general discussion regarding this item. Comm. Schor asked what would happen if a defendant did not pay his/her assessed fines. Ms. Brewer stated cases will not be resolved until all fines have been settled.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

3c. Drain Commissioner - Resolution Approving Drain Commissioner’s Special Assessment Roll for Lake Lansing Lake Level Special Assessment District

MOVED BY COMM. SWOPE, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE RESOLUTION APPROVING DRAIN COMMISSIONER’S SPECIAL ASSESSMENT ROLL FOR LAKE LANSING LAKE LEVEL SPECIAL ASSESSMENT DISTRICT.

Chairperson Grebner asked if the County is obligated to pay this assessment. Mr. Ambrose stated it is the practice of this County to be a good neighbor. He will check the obligation issue.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

4. Register of Deeds – Resolution Authorizing an Amendment to the Contract with HTC Global Services for Indexing Services for Register of Deeds Records

MOVED BY COMM. SWOPE, SUPPORTED BY COMM. HERTEL, TO APPROVE THE RESOLUTION AUTHORIZING AN AMENDMENT TO THE CONTRACT WITH HTC GLOBAL SERVICES FOR INDEXING SERVICES FOR REGISTER OF DEEDS RECORDS.

Ms. Johnson, Register of Deeds, stated the technology update is going great. She then explained there have been unanticipated occurrences. The occurrences resulted in an expenditure of time and computer programming. These problems have been resolved. Ms. Johnson further stated the job is now done and the office can move on with the completion of its computerization and on-line information.

Chairperson Grebner stated the Board of Commissioners needs to remember it is not obligated to pay this expense. Municipalities cannot be bound by representations of its agents. Mr. Ambrose stated the County’s contract with HTC Global stated no expansion of work would be conducted without the approval of all involved parties. All of the funds should have come from the Automation Fund.

Comm. Dougan asked for the current balance of the Automation Fund. Ms. Johnson stated approximately $300,000 remains in the Fund. Enhancing the Office’s on-line presence would be the next project. Ms. Johnson then explained that some of the remaining funds would be used to help determine ‘how much public information is too public.’

Mr. Ambrose stated the five-year sunset on the Automation Fund was removed.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

5a. Sheriff’s Office – Resolution Authorizing Ingham County to Enter into a One (1) Year Inter-Local Agreement with the City of Lansing to Share Proceeds from the 2005 Byrne Justice Assistance Grant (JAG) Program Award

MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. HERTEL, TO APPROVE THE RESOLUTION AUTHORIZING INGHAM COUNTY TO ENTER INTO A ONE (1) YEAR INTER-LOCAL AGREEMENT WITH THE CITY OF LANSING TO SHARE PROCEEDS FROM THE 2005 BYRNE JUSTICE ASSISTANCE GRANT (JAG) PROGRAM AWARD.

Comm. Dougan asked for clarification as to which courts and mobile units would benefit from this Agreement. Mr. Ambrose stated he would email this information to the Committee members prior to the next Board meeting.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

6. Treasurer – Resolution Authorizing the County Treasurer to Enter into an Intergovernmental Agreement with the State Land Bank Fast Track Authority to Create the Ingham County Land Bank Fast Track Authority, and to Provide for the Exercise of the Powers, Functions and Responsibilities of a Land Bank Fast Track Authority

MOVED BY COMM. SWOPE, SUPPORTED BY COMM. SCHOR, TO APPROVE THE RESOLUTION AUTHORIZING THE COUNTY TREASURER TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH THE STATE LAND BANK FAST TRACK AUTHORITY TO CREATE THE INGHAM COUNTY LAND BANK FAST TRACK AUTHORITY, AND TO PROVIDE FOR THE EXERCISE OF THE POWERS, FUNCTIONS AND RESPONSIBILITIES OF A LAND BANK FAST TRACK AUTHORITY.

Comm. Swope stated the non-discrimination clause in this Agreement does not reflect the County’s non-discrimination policy. Mr. Ambrose stated this subject was discussed by the County Services Committee last night. He explained the Committee would be approving the contract in substantially the final form. Mr. Ambrose further stated he would ensure that the final agreement matches the County’s policy regarding non-discrimination.

Mr. Schertzing stated he wants this Committee to be comfortable with this matter. Chairperson Grebner stated this Agreement has a remarkably wide range of powers. It would be dangerous for the Board of Commissioners to become deeply engrossed in this issue. He suggested that Commissioners serve a single four year term on a rotational basis.

Comm. Dougan suggested that at least one public member should be on the Authority. Chairperson Grebner stated the positions on the Authority will have a lot of discretion and control. The Agreement should be made as fool proof as possible. Mr. Ambrose stated it is well within the Board of Commissioner’s authority to determine how best to do this.

This item was discussed further. Comm. Dedden expressed her appreciation for Mr. Schertzing’s efforts on this matter.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

10f. Health Department – Resolution to Authorize the Purchase of Emergency Event Notification Software and Services

MOVED BY COMM. HERTEL, SUPPORTED BY COMM. SCHOR, TO APPROVE THE RESOLUTION TO AUTHORIZE THE PURCHASE OF EMERGENCY EVENT NOTIFICATION SOFTWARE AND SERVICES.

Mr. Bragg stated this is a recommendation to utilize 2004 Homeland Security Grant funds to purchase an emergency event notification system. The system will communicate with employees and designate businesses and individuals in an emergency.

The recommended system is the second-lowest response to the RFP which was issued by the County’s Purchasing Department. The lowest response was received from a company located in Louisiana. Codespear SmartMSG, the recommended response, is a Michigan-based company. Codespear is currently being used by other Michigan municipalities. It is being considered by the Michigan State Police as the best solution to their needs.

Funding is available to purchase the software, the installation and the first year’s calling capacity. The ongoing cost would be $8,194. This compares to a $6,500 annual cost from the Louisiana company. Mr. Bragg stated the Health Department’s Emergency Preparedness team has recommended that the County approve the purchase the Codespear SmartMSG system.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

11. Department of Human Services/Controller’s Office - Resolution Authorizing a Contingency Appropriation to the Department of Human Services 2004-2005 Child Care Fund Budget

MOVED BY COMM. HERTEL, SUPPORTED BY COMM. SWOPE, TO APPROVE A RESOLUTION AUTHORIZING A CONTINGENCY APPROPRIATION TO THE DEPARTMENT OF HUMAN SERVICES 2004-2005 CHILD CARE FUND BUDGET.

Comm. Schor asked what would be done with a surplus of funds. Mr. Ambrose stated unspent funds would go into the County’s General Fund. Comm. Dougan asked for the current balance in the Contingency Fund. Mr. Ambrose stated the balance would be just under $400,000 after this appropriation.

Comm. Hertel thanked the Department of Human Services for their earlier notification to the County regarding this matter. The overruns were not the fault of the Department. State law has changed the ratio regarding placements.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

12b. Human Resources Department - Resolution Approving a Collective Bargaining Agreement between the ICEA Park’s Unit and County Board of Commissioners

MOVED BY COMM. SWOPE, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE RESOLUTION APPROVING A COLLECTIVE BARGAINING AGREEMENT BETWEEN THE ICEA PARK’S UNIT AND COUNTY BOARD OF COMMISSIONERS.

In response to Comm. Swope, Mr. Ambrose stated the issue of retiree health insurance will be discussed during the 2006 budget process.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

13. Ingham County MSU Extension/Youth Violence Prevention Coalition

a. Substitute Resolution to Authorize a Contract between Ingham County MSU Extension/Youth Violence Prevention Coalition and the Michigan Department of Human Services (MDHS) for a Summer/Before and After School Programming Grant and Associated Subcontracts

MOVED BY COMM. HERTEL, SUPPORTED BY COMM. SWOPE, TO APPROVE THE SUBSITUTE RESOLUTION TO AUTHORIZE A CONTRACT BETWEEN INGHAM COUNTY EXTENSION/YOUTH VIOLENCE PREVENTION COALITION AND THE MICHIGAN DEPARTMENT OF HUMAN SERVICES (MDHS) FOR A SUMMER/BEFORE AND AFTER SCHOOL PROGRAMMING GRANT AND ASSOCIATED SUBCONTRACTS.

Mr. Ambrose explained the Substitute Resolution includes the finalized costs of the temporary positions.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

b. Substitute Resolution to Authorize a Third Year Contract between the Ingham County/City of Lansing Youth Prevention Coalition/Ingham County MSU Extension and the Michigan Department of Human Services for a Juvenile Justice V Prevention Grant and Associated Subcontracts

MOVED BY COMM. SCHOR, SUPPORTED BY COMM. HERTEL, TO APPROVE THE SUBSTITUTE RESOLUTION TO AUTHORIZE A THIRD YEAR CONTRACT BETWEEN THE INGHAM COUNTY/CITY OF LANSING YOUTH PREVENTION COALITION/INGHAM COUNTY MSU EXTENSION AND THE MICHIGAN DEPARTMENT OF HUMAN SERVICES FOR A JUVENILE JUSTICE V PREVENTION GRANT AND ASSOCIATED SUBCONTRACTS.

In response to Comm. Dougan, Mr. Ambrose stated he would clarify the financial aspects of this matter prior to the Board meeting.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

14. Controller’s Office

b. Resolution Authorizing the County Clerk to File a Notice of Intent to Function as a PSAP within the Clinton County 911 Services District

MOVED BY COMM. SWOPE, SUPPORTED BY COMM. HERTEL, TO APPROVE THE RESOLUTION AUTHORIZING THE COUNTY CLERK TO FILE A NOTICE OF INTENT TO FUNCTION AS A PSAP WITHIN THE CLINTON COUNTY 911 SERVICES DISTRICT.

In response to Comm. Dougan, Comm. Swope explained that the term PSAP refers to Public Safety Answering Point.

Comm. Schor asked for clarification of the financial aspects of this matter. Mr. Ambrose explained that Ingham County will cover a specific area of Clinton County. 911 funds will be used to operate the East Lansing center. Ingham County will be able to collect some portion of the telephone surcharge from Clinton County. Mr. Ambrose stated he would clarify how this arrangement will work prior to the next Board meeting.

MOTION CARRIED UNANIMOUSLY. Absent: Comm. Thomas

2a. District Court – Resolution Authorizing Office Furniture and Equipment for the New 55^th District Court Judge and a Contingency Appropriation

This item was included on the Consent Agenda.

Comm. Schor asked why the funds are needed. Mr. Ambrose explained that the out-going Judge was using her own furniture. That furniture will leave when that Judge leaves. Comm. Swope stated he spoke with the new Judge and the Judge advised him that the $10,000 appropriation would be more than necessary.

Mr. Ambrose stated the dollar amount is an ‘up to’ amount. Funds will be transferred to cover the amount actually used to purchase furniture.

Chairperson Grebner stated he spoke with the Senior Judge regarding this matter. She indicated that when she leaves office, her personally owned office furniture will remain with the court.

c. Budget Update

Mr. Ambrose distributed the following information to the Committee for their review:

- 2006 Ingham County Budget – General Fund Revenue Summary

- 2006 Proposed Budget by Long Term Objective

- Status of Budget Development – Update from July 11, 2005

He stated most department budget projections have been completed. Mr. Ambrose then reviewed the above information. Revenue projections are being revised upward. During this budget process, staff is mindful of the Board’s priorities. Staff is considering extending the hiring freeze for another two months. The recommended spending plan should be ready by the beginning of August.

Comm. Hertel asked how Service Enhancement Requests are determined. Mr. Ambrose stated they are determined based on the Board’s priorities. Comm. Hertel then asked about funding for lead assessment. Mr. Ambrose stated this matter is under consideration. Comm. Hertel explained that he wants to ensure the County is ready to handle lead cases.

Comm. Dougan asked about retiree health care costs. Mr. Ambrose stated this issue is a matter of concern. At this Committee’s next meeting, or one thereafter, the analyses of the financial reserves will be ready. If reserves are above the policy minimum, decisions will have to be made as to what to do with those reserves. The funds could be placed into areas such as retiree health care costs. Mr. Ambrose also explained that he has discussed the idea of creating a trust with the Treasurer’s Office to deal with retiree health care costs.

Mr. Ambrose encouraged the Committee to contact him with any questions it may have regarding the 2006 budget.

15. Board Referrals

a. Letter from DeWitt Charter Township Regarding the East Lansing Village Master Plan

b. Letter from the City of Lansing Department of Planning and Neighborhood Developing Announcing a Public Hearing on July 11, 2005 to Consider Requests from Ambassador Steel Corporation to Create a Rehabilitation Development District; Request from Symmetry Medical Inc. for Approval of an Industrial Facilities Certificate; and an Obsolete Property Rehabilitation District for Property Located at 200 and 202 E. Grand River

The Board Referrals were received and placed on file.

Announcements: None

Public Comment: None

The meeting adjourned at 7:36 p.m.

Respectfully submitted,

Debra Neff