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Board of Commissioners MinutesCALHOUN COUNTY The Calhoun County Board of Commissioners convened in the Planning Retreat at 9:00 a.m., Friday, February 20, 2004 at the Marshall Utilities Services Building at 900 South Marshall, Marshall, Michigan. Present: Comrs. Austin, Miller, Moore, Segal and Strowbridge; General Counsel Nancy Mullett; Assistant County Administrator Wendee Woods; Administrative Services Director Bradley Wilcox; County Administrator/Controller Greg Purcell; Finance Director James Latham; Kalamazoo County Extension Director Ann Nieuwenhuis; Enquirer and News Reporter Nick Schirripa; and Deputy Clerk Mary Lou Barrett. Excused: Comrs. Frederick and Ivey. ADMINISTRATIVE STAFF UPDATES Financial Update Mr. Latham presented a FY 2003 Financial Update (ON FILE), advising that $380,000 of General Fund reserves was used leaving a balance of $577,000; however pointed out that for the 2004 budget, $600,000 is proposed which leaves a $23,000 shortfall. Mr. Latham addressed FY 2003 revenues, expenditures, fund balance history from 1993 through 2004; and discussed the state’s revenue sharing proposal and its effects. Mr. Latham advised that GASB 34 shall be discussed at the Audit Workshop. Chairman Austin advised that he is considering two committees for this year; i.e., a budget committee and a committee to focus on foundation and structural issues such as delinquent taxes, the Board’s legal counsel, the Board’s relationship to Community Development, etc. Chairman Austin stated that he anticipates creating the committees by mid March. Facilities and Services Update Mr. Wilcox presented an Information Technology Strategic Plan, Purchasing Policy Update, Facility Capital Reserve Funding Plan and Phone Upgrade Plan (ON FILE) outlining goals and key strategic actions. Mr. Purcell discussed the Sheriff’s information technology needs in relation to the need for another sergeant, and a proposed law enforcement services agreement with Pennfield Township. Comr. Strowbridge addressed the Sheriff Department’s records management system. Discussion continued regarding Administration’s need to be apprized of grants, proposals and contracts in advance of seeking them and the need to develop a review process for all grants/contract proposals; further, whether the county wishes to contract law enforcement services. Mr. Wilcox discussed additional responsibilities and stress placed upon the Information Technology Department in relation to the current number of positions. Mr. Wilcox addressed the county’s purchasing policy, issues regarding local preferencing, expense of public notice of bid proposals, and procurement cards. Concern was voiced regarding the utilization of procurement cards. Comrs. Miller and Moore supported establishment of a workshop to work with the Purchasing Department to develop a better purchasing policy. Chairman Austin assigned Mr. Wilcox, Commissioners Miller, Segal and Strowbridge, and General Counsel Mullett to present their recommendation to the Board regarding the purpose and assignment of such a committee. Mr. Wilcox addressed the Facility Capital Reserve Funding Plan advising that the Plan is a self-funding mechanism through the Energy Management Plan to be more proactive in maintenance of the facilities. Mr. Wilcox addressed the energy budget, cost projections, savings and proposed capital spending through the year 2013 pointing out that the Plan requires no additional General Fund contributions and provides a contingency for extraordinary events. Mr. Wilcox requested the Plan be considered in the next budget cycle. Mr. Wilcox advised that the phone system is ten years old and requires replacement as Siemens no longer supports the system, and addressed the Plan for upgrade. Mr. Wilcox stated that the decision to upgrade must be considered before the end of March to receive the trade in allowance of $135,000 to $150,000. E 9-1-1 Consolidated Dispatch Center Millage Mr. Purcell discussed the potential millage initiative for a E 9-1-1 consolidated dispatch center, which will require the Board’s vote in May for placement on the primary ballot, and issues related to the initiative; i.e., location of the Center and project labor agreement. Chairman Austin requested the Board be provided a summary update of progress regarding the issues at each Board meeting and requested that Board members provide Mr. Purcell and Commissioner Strowbridge with any questions or concerns they have regarding the initiative. Employee Benefits and Negotiations Update Ms. Woods provided an update of employees who have enrolled in the new health insurance plans and advised that next week Administration shall be meeting with McGraw Wentworth regarding the employee benefit plan for 2005. Comr. Moore requested Ms. Woods provide the information regarding enrollments in a written report. Ms. Woods responded that she will provide the report; however advised that the number of enrollments shall change with the settlement of the Command Officers Association of Michigan agreement and the Police Officers Labor Council agreement. Comr. Moore inquired whether utilization rates will also be provided. Ms. Woods advised that McGraw Wentworth shall be providing those reports. Ms. Woods advised that Chairman Austin, Mr. Latham and her met with the Judicial Council and that the Council would like the multiplier in the Defined Benefit Plan increased. Ms. Woods stated that Administration is proposing that all options be reviewed, therefore, Mr. Albaugh, Mr. Latham and her shall be meeting with MERS and shall come back to the Board and the Council with options. Ms. Woods advised that it may be a little while before the two Sheriff Department employee contracts come before the Board as merge of the two MERS plans is proposed and an actuarial evaluation from MERS is being reviewed to fully understand the future liability. A deadline of July 1 has been established. Ms. Woods further advised that when the two Sheriff Department contracts are settled, all ten unions will have a contract, with only A.F.S.C.M.E. to expire at the end of 2004, and Administration has a letter of understanding with A.F.S.C.M.E. for the health plan. Chairman Austin advised that General Counsel shall provide the Board with a written summary regarding the union agreements. Other Millages and Public Financing Update Chairman Austin advised that Administration has reviewed the request for a parks millage, however, does not intend to place it on a Board agenda. Comr. Moore reported that Mr. Bartlett, Ms. Chapman, Ms. Petredean and he met with the community foundation to discuss establishing an account to take in donations for the parks, and the foundation has agreed to administer the funds and publish one brochure to market it. Comr. Moore advised that they are working with General Counsel to establish the fund which will come back before the Board for approval. Chairman Austin advised that he shall remit the Parks Board a letter explaining why their request shall not be coming before the Board. Brief discussion regarding a millage initiative for Veterans Affairs. The Board determined that their highest priority is a millage for the E 9-1-1 Consolidated Dispatch Center at this time. Brief discussion regarding other possible millage initiatives; i.e., CISD Special Election, Marshall Ambulance, Marshall Library, and Marshall and Pennfield Schools; and payment of the Jail and Justice Center bonds. Comr. Miller was excused from the meeting. Adult Criminal Justice System Update Mr. Purcell reported that the jail population is drifting up and that he has sent out a memorandum to inquire what is occurring. Mr. Purcell addressed the Governor’s proposal for incarcerating for two years at the county level and the potential impact upon jail bed revenue. Mr. Purcell stated that he would like to have discussion with the Legislators regarding this issue. Mr. Purcell recommended that the Criminal Justice System Workshop resume its meetings. Chairman Austin addressed the Workshop’s lack of progress last year. Comr. Segal offered to contact someone in her district who has indicated interest in tracking caseload and population data. Juvenile Justice System Update Comr. Strowbridge reported that progress of the Juvenile Justice System Committee has stalled and that he has considered its reorganization. Chairman Austin advised that Commissioner Strowbridge and he have discussed the Committee’s lack of progress, which is similar to the problem of the Criminal Justice System Workshop; e.g., ingrained policy issues and resistance to providing information. Mr. Latham shall provide a report of federal and state funds going to the various programs. Discussion continued regarding establishing a grant process, and new programs that do not address recidivism and disproportionate minority representation. Public Health Update Brief discussion regarding strides made in providing services to residents on the eastern side of the county within the last five years. Discussion continued regarding the Healthy Community Access Program (HCAP) grant; the need for the Board to ensure that money being received is utilized properly to fund services for those intended to be served, not to fund the positions of those attending the meetings; and of requesting departments to come before the Board to advise what the grant funds are intended for, how they intend to provide the services and whether the goals of such grants are being achieved. Chairman Austin advised that he shall discuss the HCAP grant further with Commissioners Segal and Miller to determine what the Department expects to happen through the grant and how outcomes shall be measured. A presentation of the grant was recommended. Mr. Purcell advised that he shall request at Monday’s Board of Health meeting that a presentation regarding the grant be provided to the Commission. Chairman Austin requested Mr. Purcell advise the Board of Health that the Commission will have some specific questions regarding the grant. 2004 Budget Process Review The Board discussed the effectiveness of the 2004 Budget Review Workshop and determined to continue with a Workshop for the 2005 budget process. Commission Policy and Practices The Board shall further discuss its policy regarding the Delinquent Tax Fund, the Board’s legal counsel, criminal justice system “revenue sharing,” inmate boarding, and its relationship with the Road Commission. Issues Requiring Updates State Revenue Sharing Information Technology Department’s New Role with the Sheriff Department E 9-1-1 Consolidated Dispatch Center {at each Board of Commissioners Meeting} Commission’s 2004 Priorities
Juvenile Home Improvements Relationship with Elected/Appointed Officials Employee Benefits Calhoun County Community Development Relationship/Contracts Casino Baseline Study Public Health Facilities Board Legal Counsel County Legal Services {*Results of Four Commissioners [Austin, Moore, Segal, Strowbridge] Voting for Three Top Priorities} The meeting adjourned at 4:23 p.m. at the call of the Chair.
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