Approved 10/19/05
FINANCE
October 5, 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, Doug Stover, Bruce Bragg and Stefanie Zin
The meeting was called to order by Chairperson Dedden at 7:04 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.
Approval of the September 21, 2005 Minutes
MOVED BY COMM. SWOPE, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE SEPTEMBER 21 MINUTES AS AMENDED. MOTION CARRIED UNANIMOUSLY.
Additions to the Agenda
2. 2005 Apportionment Report
8. Resolution Authorizing 2005 Agreement for Gateway Community Services Medical Clinic Patient Transition Program – The Board of Commissioners referred the Gateway Community Services communication to the Human Services Committee. The Human Services Committee recommended a resolution be prepared by County Staff.
Limited Public Comment: None
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SCHOR, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:
1. Sheriff’s Office/Emergency Operations – Resolution to Approve the Michigan Department of State Police, Emergency Management Division 2005 State Homeland Security Grant/Law Enforcement Terrorism Prevention Program Grant Budget and Related Subcontracts
3. Health Department
a. Resolution to Authorize Staffing Changes in the Adult Health, Sparrow and St. Lawrence Community Health Centers
b. Resolution to Authorize a Teen Parent Program Grant Agreement with the Michigan Department of Human Services
MOTION CARRIED UNANIMOUSLY.
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SCHOR, TO APPROVE THE ITEMS ON THE CONSENT AGENDA. MOTION CARRIED UNANIMOUSLY.
2. Equalization – Resolution Approving the 2005 Apportionment Report
MOVED BY COMM. HERTEL, SUPPORTED BY COMM. SWOPE, TO APPROVE THE RESOLUTION APPROVING THE 2005 APPORTIONMENT REPORT.
Mr. Stover stated this is the annual report from his office which requires Board approval. He then explained that he distributed additional information to the Committee for review. That information included: Ingham County DNR Apportionment Report, Ingham County Apportionment Report and 2005 Individual Millage Rates by Township by School District. The term “Authorities” on the DNR Report was misspelled.
Mr. Stover reviewed the above information. The Committee held a general discussion regarding the information. Comm. Thomas asked if there were any surprises in this year’s report. Mr. Stover stated he had not noted any surprises, with the exception of the separation of the DNR parcels. The DNR parcels may be moved to separate assessment roles in the future.
In response to Comm. Dougan, Mr. Stover stated he wasn’t aware of any item on the coming November ballot which would effect the information contained in his reports. If he does discover any such issue, he will be back before this Committee.
MOTION CARRIED UNANIMOUSLY.
8. Resolution Authorizing 2005 Agreement for Gateway Community Services Medical Clinic Patient Transition Program
MOVED BY COMM. HERTEL, SUPPORTED BY COMM. THOMAS, TO APPROVE THE RESOLUTION AUTHORIZING 2005 AGREEMENT FOR GATEWAY COMMUNITY SERVICES MEDICAL CLINIC PATIENT TRANSITION PROGRAM.
Comm. Hertel informed the Committee that he offered to call the Eyde Co. to discuss Gateway’s rental concerns. He has scheduled a meeting with Eyde this Friday afternoon.
Ms. Zin explained Gateway’s Clinic services were discussed at a recent roundtable meeting. It was clear from the discussion that the current model Gateway Clinic was operating under was not one that would ensure ongoing financial sustainability. To be considered for any funding increase, the Clinic would have to change its operating model. Ongoing financial sustainability as well as an ability to meet contract numbers is necessary requirements for other health care community partners to consider providing supplemental financial support for the Clinic.
After further consideration by Gateway’s Board of Directors, it became evident that a significant amount of agency time and resources would need to be deployed to develop the infrastructure necessary to develop and maintain a viable operation model. Ms. Zin stated the Clinic does not have adequate resources to undertake such an initiative at this time. The Board of Directors has directed staff to cease any further efforts to invigorate the Medical Clinic Program as operated by Gateway Community Centers.
Ms. Zin further explained the Center needs to provide transition services to its patients. This effort is called the “Medical Clinic Patient Transition Program.” Program services include securing written releases of information and confirming the identity of the patient requesting the records, retrieving medical records, photocopying medical records, contacting patients regarding lab results, etc.
Ms. Zin stated Gateway does receive funding support from the County, and, that Gateway does have a 2006 Community Agency funding request on file with the County. This is a one-time request on behalf of the Clinic.
Chairperson Dedden stated the BOC approved funding in the amount of $98,000 for this fiscal year for the Clinic. Ms. Zin explained that Gateway has not received the entire appropriation. Those funds have not been expended by Gateway.
Comm. Schor asked if Gateway was receiving assistance from any other organization. Ms. Zin stated Gateway is not receiving any additional funding for the Clinic. However, in a revised contract, the City of Lansing is appropriating $10,000 toward the closing of the Clinic.
Chairperson Grebner stated the closing of the Clinic is a natural process within the community. Many clinics close their doors after some time. Ms. Zin stated Gateway still operates the homeless and runaway youth services. Chairperson Dedden stated this is a separate matter from the Clinic.
Comm. Dougan suggested that Gateway check into the Safe Records Center which is located on Jolly Road in regard to the storage of the Clinic’s medical records.
MOTION CARRIED UNANIMOUSLY.
4. Board of Commissioners – Commissioner Andy Schor – Resolution to Amend Resolution #05-093 “Resolution Establishing the Ingham County Parks and Recreation Commission under Public Act 261 of 1965”
This item was pulled from tonight’s agenda. It was replaced with a discussion of the roles of the Parks Board versus the Board of Commissioners in setting rental fees at the parks.
Chairperson Dedden informed the Committee that County Services would discuss this item tomorrow evening. This Committee will consider a recommendation from that Committee.
Comm. Schor stated the Parks Department submitted a Resolution to County Services to approve user, rental and shelter fees. Comm. Schor explained the BOC does not have authority over the proposed fee changes. He expressed his disagreement with this policy. An unelected board should not have the authority to approve fee changes without this Board’s approval.
Comm. Schor stated his two concerns with this issue are whether fees should actually be collected and if so, should the BOC have approval of such fees. These issues are addressed in his resolution which was pulled from tonight’s agenda.
Mr. Ambrose explained that once the Parks Department was created separately from the Road Commission, the BOC thought it should set user fees. Currently, the Parks Department has proposed fee changes and they were presented to County Services for their reaction. County Services directed Parks to review their proposed fee changes.
Comm. Hertel stated he believes it is reasonable for the BOC to set forth its responsibilities in the resolution. Chairperson Dedden explained that once County Services reviews the resolution, they will forward it to this Committee for its consideration. Comm. Schor clarified that his resolution does not involve vehicle entrance fees.
The Committee continued this discussion. Mr. Ambrose stated the BOC approves many department fees. Therefore, it would not be a big deal to address the Parks’ fees. He further stated he was surprised that Parks had not been adjusting their fees on an incremental basis. Comm. Thomas stated it would be appropriate for the Park fees to be included in the BOC’s master list of fees which are approved by the Board.
Comm. Thomas stated he received an email from Comm. Weatherwax-Grant which outlined the Parks Board’s rationale for setting the fees. Comm. Schor stated the Parks Board feels it’s better for them to set the fees, rather than the Board. Parks has the experience to set the fee rates. Comm. Schor stated he would prefer that the Park fees be added to the Board’s overall fee schedule.
Comm. Hertel stated the issue of who should approve the Park fees is a philosophical question. He stated his belief that it would be easier for the Board to receive fee recommendations from the Parks Board. The Board would review those recommendations and then would make a final determination.
Comm. Thomas stated his preference for a formal fee system as opposed to the Parks Board changing fees without BOC approval. He also agreed that County Services should take into consideration the feelings of the entire Board when considering this matter.
5. Controller’s Office/Steering Committee – Resolution to Authorize Entering into a Contract with Chinn Planning, Inc. for a Juvenile Justice System Assessment and Action Plan
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SWOPE, TO APPROVE THE RESOLUTION TO AUTHORIZE ENTERING INTO A CONTRACT WITH CHINN PLANNING, INC. FOR A JUVENILE JUSTICE SYSTEM ASSESSMENT AND ACTION PLAN.
Chairperson Dedden expressed her concern that Chinn conducted an assessment for the County in 1994. Also, $46,900 is a large amount of money when the County already has many experienced individuals who could develop an Assessment and Action Plan.
Mr. Ambrose explained that Chinn submitted the lowest proposal. The steering committee held a lot of discussions regarding not repeating what has already been done. He further stated it is important to have outside people with expertise determine what should be done. The steering committee voted unanimously to recommend Chinn Planning, Inc.
Chairperson Dedden asked for the timeline regarding this proposed contract. Mr. Ambrose stated the Plan should be drafted during the first quarter of 2006. Chairperson Dedden stated CMH has an assessment tool. Comm. Swope stated CMH and the Court are now using the same standardized assessment tool.
Comm. Schor expressed his concern that the County has funded a number of consultants with the Juvenile Justice Millage (JJM). Comm. Thomas stated JJM funds have been used for two consultants. Mr. Ambrose stated one of the consultants was the University of Cincinnati. They consulted the County regarding the need for an assessment tool. The second contract was for the development and implementation of an assessment tool.
Comm. Schor requested staff to provide this Committee with a JJM expenditure list. Comm. Thomas requested a summary of the goal for the Chinn report and the goal of the current contract. He stated he wants to understand where the County is headed. Chairperson Grebner explained that Chinn has already put a number of items in place which are currently being used by the County. The County must determine how to use the uncommitted JJM. Until that time, funds are being spent on out of County placements.
Mr. Ambrose explained that as local capacity expands, the out of County placements will decrease. This trend is already evident. Chairperson Grebner stated the purpose of the proposed contract is to develop in County placements.
Chairperson Dedden stated she would not be supporting this Resolution tonight because this Committee needs to send a message that the County is being taken advantage of. For what we are seeking, the proposed contract price is too high.
Comm. Dougan stated the original $30,000 amount was just a stab in the dark. The $46,900 price is not a surprise. Mr. Ambrose stated the County issued 15 RFP’s and received three responses. Comm. Dougan stated the County made a good faith effort to attract a broad interest in this matter.
Comm. Thomas asked what the County would receive for the $46,900. Mr. Ambrose explained that the contract will provide a study which is similar to a feasibility study which the County conducts before contemplating new construction. The consultant will determine what is in the best interest for the youth of this County. Mr. Ambrose further stated feasibility studies were conducted prior to the construction of the Hilliard Building in Mason and the Human Resources Building in Lansing.
In response to Comm. Hertel, Mr. Ambrose stated the other two proposals were in the amounts of $59,000 and $90,000. Chairperson Grebner stated the County has already resolved some major challenges such as the use of the same assessment tool for the Court system and CMH. The County will be setting up an institution. The use of a consultant will ensure that the institution meets our actual needs.
Comm. Thomas asked if the Family Court representatives were please with Chinn’s proposal. Mr. Ambrose stated the Family Court is pleased with the proposal. He further explained that many people came into the steering committee discussions with their own ideas. By the end of the discussions, everyone came to a consensus on the Chinn proposal. Comm. Thomas stated he would like to review the actual proposal before voting on this matter. He is undecided at this time and would like to conduct further research prior to the next Board meeting.
MOTION CARRIED with Comms. Dedden and Thomas voting NO.
6. Controller’s Office
a. Resolution Authorizing Adjustments to the 2005 Ingham County Budget
MOVED BY COMM. THOMAS, SUPPORTED BY COMM. SWOPE, TO APPROVE THE RESOLUTION AUTHORIZING ADJUSTMENTS TO THE 2005 INGHAM COUNTY BUDGET.
Comm. Dougan asked if County departments share resources. Mr. Ambrose stated some departments have shared their resources. He will check into this matter further. Mr. Ambrose further explained the Drain Office usually lists a number of items they would like and then don’t end up purchasing most of them.
Comm. Dougan stated the 2005 Contingency information does not reflect the actual numbers. Mr. Ambrose explained the current numbers meet the needs of the budget process. He will review this information and report back with additional numbers.
MOTION CARRIED UNANIMOUSLY.
b. Resolution Approving First Supplement to Lease Contract to Permit Refunding of City and County Joint Building Authority Bonds
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SWOPE, TO APPROVE THE RESOLUTION APPROVING FIRST SUPPLEMENT TO LEASE CONTRACT TO PERMIT REFUNDING OF CITY AND COUNTY JOINT BUILDING AUTHORITY BONDS. MOTION CARRIED UNANIMOUSLY.
c. Budget Update
Mr. Ambrose informed this Committee that it would be voting on the Appropriations Resolution at its next meeting. The Public Hearing for the budget will be held on October 25, 2005. Mr. Ambrose updated the Committee regarding the Oakland County situation. He hopes to have a report on this matter for the next Finance meeting.
In response to Comm. Dougan, Mr. Ambrose explained the recent court decision regarding Register of Deeds Offices is a win for the counties. The decision will be referred to the County Attorney for further clarification. This Committee will receive follow up information at a later date.
7. Board Referrals
a. Resolution and Notice of Public Hearing from City of Lansing Regarding a Proposed Agreement Between the city and the Charter Township of Delta
b. Letter from Department of Health 7 Human Services Regarding the Review of the Audit that Includes the consolidated Health Centers Program
c. Notice of Public Hearing from the City of East Lansing Regarding the Brownfield Plan Amendment (Attachments on File in the Clerk’s Office)
d. Notice of Public Hearing from the City of Leslie Regarding the Industrial Facilities Exemption Certificate by Len Industries, Inc.
e. Notice of Public Hearing from Delhi Charter Township Regarding Applications for Industrial Facilities Exemption Certificates (Attachments on File in the Clerk’s Office)
f. Notice of Public Hearing from Charter Township of Meridian Regarding a Request for Rezoning
g. Ingham County Comprehensive Annual Financial Report for the Fiscal Year Ended December 31, 2004 (distributed at Board meeting)
Mr. Ambrose stated the Comprehensive Annual Financial Report was distributed at the last Board meeting.
Announcements:
Comm. Schor informed the Commissioners that he was selling raffle tickets for the Tri-County Office on Aging.
Public Comment: None
The meeting adjourned at 8:35 p.m.
Respectfully submitted,
Debra Neff