Minutes Archive

Board of Commissioners Minutes

CALHOUN COUNTY
PROCEEDINGS OF THE
BOARD OF COMMISSIONERS
May 15, 2003

The Regular Session of the Calhoun County Board of Commissioners convened at 7:05 p.m., Thursday, May 15, 2003 in the Commissioners' Meeting Room, County Building, Marshall, Michigan.

Roll Call: Present: Comrs. Austin, Frederick, Ivey, Moore, Segal and Strowbridge. Temporarily Excused: Comr. Miller (Arrived at 7:07 p.m.).

INVOCATION AND PLEDGE OF ALLEGIANCE:

A Moment of Personal Prayer was observed; followed by the Pledge of Allegiance, led by Comr. Moore.

APPROVAL OF AGENDA/ADDENDUM:

“Motion by Comr. Ivey, supported by Comr. Segal, adopt the following: Resolved by the Calhoun County Board of Commissioners approve the May 15, 2003 agenda and addendum as presented.”

Voice Vote: Motion CARRIED

APPROVAL OF MINUTES:

“Motion by Comr. Strowbridge, supported by Comr. Ivey, adopt the following: Resolved by the Calhoun County Board of Commissioners approve the April 15, 2003 minutes as presented.”

Voice Vote: Motion CARRIED

SPECIAL ORDER OF BUSINESS:

Special Tribute to June H. Hindenach

Chairman Austin read and presented the following tribute to June Hindenach.

Res. 79-2003

“Motion by Comr. Segal, supported by Comr. Moore, resolved by the Calhoun County Board of Commissioners approve the following Special Tribute:

WHEREAS, JUNE H. HINDENACH, Administrative Assistant for the Clerk-Register, retires from her employment with the Clerk-Register on May 29, 2003; and

WHEREAS, June was hired by the Treasurer’s Office on April 19, 1990 and served 9 years until October 24, 1999 as an Administrative Secretary in the Treasurer’s Office. June also served 4 years as Administrative Assistant in the Clerk-Register’s Office from October 25, 1999 until May 29, 2003. Prior to June’s employment with Calhoun County, she served 20 years as the Marshall Township Treasurer. June has served the citizens of Calhoun County consistently and has received numerous letters of appreciation from the public; and

WHEREAS, June’s 13 years of employment have been marked by loyalty and commitment to public service; and

WHEREAS, June will be greatly missed by the Clerk-Register’s administration and employees as well as the public she served.

NOW, THEREFORE, BE IT RESOLVED by the Calhoun County Board of Commissioners that JUNE H. HINDENACH, is hereby honored and thanked for her many years of dedicated service to Calhoun County and its citizens. We offer her our best wishes for a healthy, happy, and well-deserved retirement.”

Voice Vote: Motion CARRIED

Ms. Hindenach thanked the Board for the tribute and stated that she has really enjoyed working for the county and with her friends. Ms. Hindenach further thanked her family for attending the presentation.

“Buckle Up America! Week” Proclamation

Chairman Austin read and presented the following proclamation to Battle Creek Transportation Study Director Patricia Karr.

Res. 80-2003

“Motion by Comr. Ivey, supported by Comr. Miller, resolved by the Calhoun County Board of Commissioners approve the following proclamation:

WHEREAS, May 19-26, 2003 has been declared National “Buckle Up America! Week”; and

WHEREAS, motor vehicle crashes are the greatest single cause of death in the United States for American children; and

WHEREAS, when used, lap and shoulder safety belts reduce the risk of fatal or serious occupant injury to front seat passengers by 45 to 55 percent; and

WHEREAS, research has shown that if a driver is unbuckled, 70 percent of the time children in the vehicle are also unbuckled; and

WHEREAS, through continued public awareness, education and enforcement of safety belt laws and usage, death and serious injury should be significantly reduced.

NOW, THEREFORE, I, Marvin B. Austin, Chairman of the Calhoun County Board of Commissioners, in recognition of this national life-saving opportunity, join with others across the country to proclaim our support for

“Buckle Up America! Week”

and encourage the community to support and endorse public education initiatives, public-private partnership efforts to ensure restraint use, and enforcement of current seat belt and child safety seat laws.”

Voice Vote: Motion CARRIED

Ms. Karr advised that the big promotion this year is Buckle Up or Pay Up. Ms Karr stated that the state is paying for commercials to raise safety belt usage which is at 80 percent presently. Ms. Karr thanked the Board for the proclamation.

Water Quality Awareness Month Proclamation

Chairman Austin read and presented the following proclamation to Drain Commissioner Blaine Van Sickle.

Res. 81-2003

“Motion by Comr. Moore, supported by Comr. Frederick, resolved by the Calhoun County Board of Commissioners approve the following proclamation:

WHEREAS, groundwater and surface water quality affect the everyday lives of all Calhoun County residents; and

WHEREAS, the Southwest Michigan Clean Water Partners, including Calhoun County Community Development, the Cities of Battle Creek and Springfield, the Calhoun County Drain Commissioner, the Townships of Bedford, Emmett, Leroy, Newton and Pennfield, along with several other conservation groups, have joined forces to promote water quality education in our region; and

WHEREAS, Calhoun County Community Development, the City of Battle Creek and the City of Springfield, were recognized by the U.S. Environmental Protection Agency as the first place winner in the Stormwater Category in the 2002 Clean Water Act Recognition Awards for The Greater Battle Creek Watershed Management Plan; and

WHEREAS, National Drinking Water Week is the first full week in May; and

WHEREAS, the Southwest Michigan Clean Water Partners believe that by raising water quality awareness and providing education on clean water issues, a positive impact on the ground and surface water resources in our area will be achieved.

NOW, THEREFORE, BE IT RESOLVED BY THE CALHOUN COUNTY BOARD OF COMMISSIONERS that the Month of May 2003 is hereby proclaimed as:

WATER QUALITY AWARENESS MONTH IN CALHOUN COUNTY, MICHIGAN”

Voice Vote: Motion CARRIED

Mr. Van Sickle thanked the Board on behalf of Calhoun County Community Development, the Drain Office and the communities.

Michigan Week Proclamation

Res. 82-2003

“Motion by Comr. Miller, supported by Comr. Strowbridge, resolved by the Calhoun County Board of Commissioners approve the following proclamation:

WHEREAS, Michigan achieved statehood on January 26, 1837, becoming the nation’s 26th state and uniting two peninsulas; and

WHEREAS, from that momentous day on, the citizens of the Great Lakes State have endeavored to create a better place in which to live; and

WHEREAS, for more than 160 years, Michigan residents have exhibited unique resilience in adapting to obstacles and challenges, and have demonstrated skill and innovation that has earned our state the respect of the nation and the world; and

WHEREAS, Michigan is blessed beyond measure with natural wonders, man-made marvels, colorful seasons and diverse recreations making all citizens proud of our majestic state and ready to share with others the many reasons why we call it home; and

WHEREAS, each year since 1954, the people of this state have celebrated MICHIGAN WEEK as a time to encourage greater knowledge and awareness of Michigan and its history; to afford an inspired view of our state’s advantages to the world; and to foster a spirit of cooperation among all communities that will make the Great Lakes State a better place to live, work and raise a family; and

WHEREAS, the Governor of Michigan has declared Michigan Week from May 17-26, 2003, with the theme, “Great Lakes, Great Traditions: Celebrating Michigan’s Heritage.”

NOW, THEREFORE, WE, the Calhoun County Board of Commissioners do hereby pledge our support of and participation in Michigan Week activities in order to learn more about our state and county, understand the connections between our collective past and future, and celebrate the unique qualities about our small corner of the Great Lakes State.”

Voice Vote: Motion CARRIED

Marshall Area in Focus: 2007 Presentation

Mr. Chris Wigent advised that he is the Superintendent of the Calhoun Intermediate School District, and introduced Ms. Amy Shalley of State Farm Insurance. Mr. Wigent addressed the goals, the process and the top five priorities.

Ms. Shalley advised that during the past year a steering group of 30 was established that launched into small group meetings to discuss important values and the vision of the community. Forty-three group meetings were conducted throughout the community, and two community-wide meetings were conducted in the summer at which 150 people participated. Ms. Shalley stated that 14 areas of focus were determined and that those areas were narrowed down to 5 top priorities; e.g., Cooperation, Diversity and Inclusiveness, Downtown, Economic Development, and Education. Ms. Shalley advised that 5 resource teams of 20 to 30 people were established who have met 3 times and developed specific action plans.

Mr. Wigent stated that the plan is very action oriented, and that the county’s cooperation and involvement is required. Mr. Wigent requested that the Board include the Marshall Area in Focus: 2007 Plan within the county’s strategic plan.

Family Independence Agency 2002 Annual Report Presentation

Family Independence Agency Director Gwain McCree advised that he has been employed by the Agency for 30 years, came to the Battle Creek Agency in October 2002 as the Acting Director, and became the Director on March 30, 2003. Mr. McCree addressed the Agency’s financial assistance programs, pointing out that all are federally funded with the exception of three; e.g., State Disability Assistance, State Medical Program and State Emergency Relief. Mr. McCree advised regarding child, adult and family service programs available; program statistics; the Food Assistance Program, Low Income Energy Assistance Program; Medical Assistance Program; Supplemental Security Income Program and Child Day Care Services.

Mr. McCree reported that the number of Child, Adult and Family Services Program cases is 1,295 with 64 community placements for delinquency. Mr. McCree advised that 35 adoptions were finalized in 2002, and addressed Title IV-E Foster Care placements. Mr. McCree addressed the summary of expenditures totaling $42 Million.

Mr. McCree advised that between June 1, 2002 through November 2003 60 employees took an early retirement and that the most impacted areas were administrative support staff and management. Those providing direct services were the least affected, and Childrens Services remained staffed at 100 percent. Mr. McCree addressed state spending reductions, stating that the reductions shall not affect Calhoun County and that he anticipates still being able to effectively assist those in the county.

County Administrator/Controller Greg Purcell thanked McCree for providing the report and complimented him for his accomplishments at the Agency. Mr. Purcell noted that expenditures for institutional care have increased. Mr. McCree advised that the Agency has three juveniles in institutional care, one out of state; however, that the cost for that juvenile is shared with Summit Pointe. Mr. McCree stated that those individuals have some behavioral problems that make it necessary to have them in those facilities. Mr. McCree further stated that the overall institutional care expenditures for the county should not go over budget for the fiscal year.

Chairman Austin requested Mr. McCree advise regarding the Family Independence Agency Board’s action of March 31 related to unspent administrative funding from the county. Mr. McCree advised that the Agency Board in reviewing the budget determined that there is $13,000 of administrative funding for the Child Care Fund which has not been spent, and the Board decided that rather than spend the money the Board would request that the Board of Commissioners not give the administrative funding for 2004 and shall request the balance for 2005. Chairman Austin expressed the Board’s appreciation for the Family Independence Agency Board’s action, and advised that he shall share a copy of the Family Independence Agency Board’s communication with the other Board members.

CONSENT AGENDA:

Res. 83-2003

“Motion by Comr. Miller, supported by Comr. Segal, adopt the following: Resolved by the Calhoun County Board of Commissioners approve the following May 15, 2003 Consent Agenda as presented:

A. Petitions, Communications, Reports:

(1) Resolution received from Baraga County requesting the Federal Government commence efforts to retrieve U.S. veterans buried in France. (Referred to the Legislative Liaisons, with a copy remitted to Veterans Affairs Director Scott Losey)

(2) Resolutions received from Antrim and Hillsdale Counties urging action at the state and federal level to address increasing health care costs. (Referred to the Legislative Liaisons)

(3) Notice of a public hearing scheduled for June 4, 2003, if requested, regarding Eaton Proving Ground’s Permit to Install Application No. 34-98A received from the Michigan Department of Environmental Quality. (Received and placed on file, with a copy remitted to Solid Waste Specialist Whitney Goodnoe)

(4) Resolution received from Lake County requesting the State of Michigan restore the MI Choice Medicaid Waiver Program. (Referred to the Legislative Liaisons)

B. Resolutions:

(1) Summit Pointe Board of Directors Appointment (Term Shall Expire April 5, 2004)

{a} Mary Mathieu {Replacing Shelby Johnson}”

Voice Vote: Motion CARRIED

SPECIAL COMMITTEE/WORKSHOP/BOARD REPORTS:

Legislative Liaisons

Workshop Chairman Moore reported that the Legislative Liaisons met Monday to discuss several items; i.e., Bills 4609 to 4612 regarding casinos, and slot machines at race tracks. Comr. Moore requested authorization to draft a communication to the Legislature to request that a portion of those revenues be put towards farmland preservation. Comr. Moore advised that an amendment to the package of bills will be coming up in a sub-committee next Thursday. Comr. Moore stated that the Legislative Liaisons may not request that 10 percent of the revenue be set aside, however, would like to go on record to encourage a steady revenue stream, which may include the full 10 percent, be set aside for farmland preservation. Comr. Moore advised that he shall draft the communication and remit it by email to all Board members by Sunday or Monday.

Chairman Austin advised Commissioner Moore that he may prepare the draft to share with Board members.

PETITIONS AND NEW BUSINESS:

County Administrator/Controller’s Report

Calhoun County Youth Council Creation

Comr. Segal advised that there had been one small change on the first page of the proposal to provide that the release form be turned in at the time of the application.

Res. 84-2003

“Motion by Comr. Strowbridge, supported by Comr. Frederick, resolved by the Calhoun County Board of Commissioners adopt the following:

Whereas 26.1% of the residents of the State of Michigan are under the age of 18, slightly higher than the national average; and

Whereas more than 10,700 residents of Calhoun County are between the ages of 15 and 19; and

Whereas youth hold a unique perspective on issues facing Calhoun County; and

Whereas the Calhoun County Youth Council will provide a forum for the young people of Calhoun County to express their views and influence the decisions of key policy makers, businesses and providers of services across the county on such matters; and

Whereas all residents have a vital stake in the healthy development of today’s youth who will become tomorrow’s leaders.

BE IT THEREFORE RESOLVED that the Calhoun County Board of Commissioners approve the creation of the Calhoun County Youth Council for the purpose of raising youth concerns in county government, educating students on the role of government, and representing the needs of young people to the County Board of Commissioners.”

Roll call vote: Yes - 7 Motion CARRIED Unanimously

Chairman Austin thanked Commissioner Segal for her fine presentation at the previous Board meeting and for pulling together the partnerships; further, thanked Commissioner Miller for his support in developing the process.

Designation of a Portion of the General Fund Balance

Mr. Purcell stated that the resolution is to designate a portion of the General Fund balance for future year expenditures. Mr. Purcell advised that last year the Board voted to establish a Budget Stabilization Fund by resolution, and that in reviewing the statute General Counsel advised that the Fund must be established by ordinance which would be a two year process. Mr. Purcell stated that as an alternative, a portion of the General Fund balance can be set aside for a specific purpose such as expenditures in future years, which was the intent of establishing a Budget Stabilization Fund.

Finance Director James Latham advised that the amount to be designated is the same amount requested for the Budget Stabilization Fund. Mr. Latham stated that as of December 31, 2002 the fund balance of the General Fund should be in excess of $3.6 Million, well within the parameters set forth in County Policy No. 280 which established a goal of 8 to 12 percent of budgeted revenues.

Res. 85-2003

“Motion by Comr. Miller, supported by Comr. Frederick, resolved by the Calhoun County Board of Commissioners adopt the following:

WHEREAS, it is in the best interests of the Calhoun County government; its taxpayers, and its residents to maintain sufficient financial reserves to provide for the stable operation of the County government; to assure that the County’s financial obligations will be met; and to assure continuance of a strong credit rating; and

WHEREAS, it has been recommended by the County Administrator/Controller and the County’s consultants, as set forth in the July 2002 Strategic Plan and Financial Overview, that policies be adopted providing for the stable operation of the County government; to assure that the County’s financial obligations will be met; and to assure continuance of a strong credit rating; and

WHEREAS, the Board of Commissioners is committed to maintaining the County’s financial reserves at an appropriate level and to managing its expenditures as necessary to adjust to its revenues.

THEREFORE, BE IT RESOLVED, that the Board of Commissioners designate $343,200 of the Fund Balance of the General Fund as of December 31, 2002 for future year expenditures.”

Roll call vote: Yes - 7 Motion CARRIED Unanimously

FY 2002 Budget Adjustment

Mr. Purcell advised that the adjustment is a reversal of the adjustment for the Budget Stabilization Fund.

Mr. Latham stated that the original budget adjustment to the Budget Stabilization Fund must be reversed since the Fund does not exist.

Res. 86-2003

“Motion by Comr. Miller, supported by Comr. Strowbridge, adopt the following: Resolved by the Calhoun County Board of Commissioners approve the 2002 budget adjustment (ATTACHMENT A) as presented by the Finance Director.”

Roll call vote: Yes - 7 Motion CARRIED Unanimously

Flexible Benefits Insurance Consultant Agreement

Administrative Services Director Bradley Wilcox advised that he has rejected all the proposals for the consultant to go out with an expanded request for proposals on Monday and shall come back in June with a recommendation.

April 2003 Financial Statements

Mr. Latham reported that for the first four months of the year the contribution to the General Fund Balance is $1,779,000 less than for the same period in 2002 due to timing differences. Mr. Latham advised that property tax collections are lower due to the timing of the receipts, federal grants are lower because of the termination of the Justice Benefits, Inc. agreement, charges for services are higher due to additional Clerk/Register of Deeds revenues and the timing of State Court Fund reimbursements, fines and penalties are less because criminal and traffic violations are not at the same level as the prior year, other revenues are lower because of less jail bed rental, other services and charges are higher due to timing of inmate health costs and meals and increased drain assessments, capital outlay increased which reflects the purchase of three patrol vehicles, and transfers are higher due mostly to the timing of transfers out to the Friend of the Court, Road Patrol, Debt Service and the Child Care Fund. Mr. Latham continued that expenditures are approximately $1,562,000 more than April 2002 expenditures mainly due to increased wages and fringe benefits, which were budgeted for. Mr. Latham advised that he has created a watch list of certain items to monitor.

Mr. Purcell advised that he received a report which indicates that court caseloads are down. The only exception is the Sheriff Department where traffic violations are up. Mr. Purcell stated that he has discussed this issue with the city managers, and advised that Chairman Austin and he shall be meeting with the city police departments. Mr. Purcell stated that he will make sure the city managers are aware of the projected decrease in revenues if the trend continues. Mr. Purcell stated that Administration is looking closely at all the items, and at this point feel reasonably well that jail bed rentals will increase.

Series II Jail Bond Redemption

Mr. Purcell stated that the bond issue is being paid off early which is good news for the county.

Mr. Latham stated that the Finance Department is proposing that the remaining principal balance of the 1989 Unlimited Tax General Obligation Law Enforcement and Correctional Center Bonds Series II be redeemed as of July 1, 2003. Mr. Latham advised that the funding for the construction of the Justice Center was done in two issues of which the 1989 issue is one. In 1997 this issue, except for the principal due July 1, 2005, was refinanced by the 1997 Jail Series III. The original issue is callable with proper notice to the bond holders. Mr. Latham advised that there are two more principal payments on the 1997 bond issue, and stated that after which, the debt will be totally relieved and any millage for repayment of that debt will not be necessary.

Mr. Latham continued that there is still debt which the county shall be paying through the year 2018 for the Justice Center through the City of Battle Creek, however, that pay off of the 1989 issue takes care of the county’s direct portion of the debt.

Res. 87-2003

“Motion by Comr. Strowbridge, supported by Comr. Miller, resolved by the Calhoun County Board of Commissioners adopt the following:

WHEREAS, the County of Calhoun, Michigan (the “County”) has previously issued its 1989 Unlimited Tax General Obligation Law Enforcement and Correctional Center Bonds, Series II, in the original principal amount of $15,750,000, dated December 1, 1990 (the “Jail Bond Series II”); and

WHEREAS, the County wishes to call the Jail Bond Series II maturing on July 1, 2005 for maturity prior to redemption on July 1, 2003.

NOW, THEREFORE, BE IT RESOLVED THAT:

1. Call for Redemption. The Board of Commissioners of the County hereby directs the County Treasurer’s Office to call the Jail Bond Series II maturing on July 1, 2005 for maturity prior to redemption on July 1, 2003. The Treasurer’s Office is hereby directed to transfer to the Transfer Agent for the Jail Bonds Series II from the Debt Retirement Funds for the Jail Bonds Series II, sufficient monies to pay the principal of and interest on the Jail Bonds Series II at redemption prior to their maturity on July 1, 2003.

2. Conflicting Resolutions. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution be and the same hereby are rescinded.”

Roll call vote: Yes - 7 Motion CARRIED Unanimously

COMMISSIONERS’ TIME:

Comr. Segal presented an application form for the Youth Council and encouraged Board Members to encourage the youth in their districts to participate. Comr. Segal advised that she will be working with Calhoun Intermediate School District on visiting the high schools and working to get the application on the web site.

Comr. Miller advised that there is a tradition in Lansing when a Legislator passes a bill, that the Legislator has to provide a treat, and stated he has a number of suggestions for Commissioner Segal.

CLAIMS PAYABLE LISTINGS:

Res. 88-2003

“Motion by Comr. Segal, supported by Comr. Miller, adopt the following: Resolved by the Calhoun County Board of Commissioners approve payment of the list of claims against the county in the total amount of $450,293.44 for the week of April 29, 2003; further, approve payment of the list of claims against the county in the total amount of $702,429.43 for the week of May 6, 2003.”

Roll call vote: Yes - 7 Motion CARRIED Unanimously

ANNOUNCEMENTS:

Comr. Segal announced that Thursday, May 22 she is holding a forum at 5:30 p.m. regarding emergency preparedness.

RECESS:

The meeting recessed at 8:34 p.m. at the call of the Chair.

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Marshall, MI 49068
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