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Board of Commissioners MinutesCALHOUN COUNTY April 19, 2005 The Equalization Session of the Calhoun County Board of Commissioners convened at 7:02 p.m., Tuesday, April 19, 2005 in the Commissioners' Meeting Room, County Building, Marshall, Michigan. Roll Call: Present: Comrs. Bolger, Miller, Segal, Solis, Strowbridge and Todd. Temporarily Excused: Comr. Moore (Arrived at 7:08 p.m.) INVOCATION/PLEDGE OF ALLEGIANCE: A Moment of Personal Prayer was observed; followed by the Pledge of Allegiance, led by Comr. Bolger. APPROVAL OF AGENDA/ADDENDUM:
REVISITED ON PAGE NO. 64 SPECIAL ORDER OF BUSINESS: Alcohol Awareness Month Proclamation
APPROVAL OF AGENDA/ADDENDUM REVISITED: General Counsel Nancy Mullett advised that the agenda requires amendment to include Item 9.A. - Administrator’s Review Workshop 2004 Performance Evaluation Report for Administrator/Controller Greg Purcell.
SPECIAL ORDER OF BUSINESS CONTINUED: 2005 Equalization Report Equalization Director Richard Gruber reported that the real property valuation increased 5.47 percent, or approximately $187 Million, however, that personal property valuation decreased 5.26 percent, or approximately $28 Million. Overall growth in equalized value is 4.01 percent or $158 Million. Comr. Bolger voiced concern regarding agricultural land value increases and the decline within the personal property classification. Comr. Bolger questioned whether his understanding of Proposal A is that while the taxable valuations increased, property taxes will not increase. Mr. Gruber responded “Right.” Comr. Bolger inquired where Calhoun County ranks among the other counties regarding development of agricultural property. Mr. Gruber responded that there is a 20 percent increase in development of agricultural property. Comr. Bolger inquired whether the decrease in personal property valuation is another indicator of economic decline in Calhoun County. Mr. Gruber responded yes, and advised that the decrease is across the state.
Base Realignments and Closures Presentation Ms. Jan Burland, Director of Corporate Projects for Battle Creek Unlimited, Inc., addressed the history of the base realignment and closure process, advising that the legislation was enacted in the 1980s and was intended to take the politics out of downsizing Department of Defense facilities. Previous rounds of closures and realignments in 1988, 1991, 1993 and 1995 closed 97 bases nationwide. Ms. Burland stated that approximately 25 percent of excess infrastructure is to be closed, with defense logistics agencies tagged at 17 percent, army 29 percent, air force 24 percent, and navy 21 percent. Ms. Burland addressed the Base Realignment and Closure Commission’s criteria, advising that the criteria has been accepted and approved by Congress. Ms. Burland advised regarding Hart-Dole-Inouye Federal Center and Battle Creek military assets, that within a 30 mile radius approximately 40 military units employ more than 3,000 people; the Federal Center federal employee payroll is $82.5 Million, contractors have a $16.5 Million payroll, and there is a $26.6 Million indirect economic effect; further that there could be the loss or reassignment of 1,468 federal employees, 274 contract employees and 721 indirect jobs. Ms. Burland continued that the Air National Guard Base supports $28 Million of income in Calhoun County and a total of $16.4 Million in construction projects either underway or receiving funding. Ms. Burland advised that at the Fort Custer Training Center there are 30 full-time jobs; at the US Navy Reserve, 8 full-time positions and 122 drilling reservists; and at the US Marine Corps Reserve, 25 active duty positions and 280 reserves. Ms. Burland advised regarding the history of the Federal Center and services and programs housed in the Center. Ms. Burland further advised of the Center’s assets; e.g., knowledge and skills of government supply chain management processes, in-place human capital from cataloging through disposal, proven successes, competitive telecommunications system, capacity to receive additional personnel, abundant cost-competitive office space within one half mile in Battle Creek’s central business district, and evolved culture of jointness. Ms. Burland pointed out that training costs to reconstitute the Defense Logistics Information and HQ Defense Reutilization & Marketing Services workforces would be more than $36 Million and equivalent to 404 full-time employees; further, that comparable information technology staff elsewhere in the United State has a typical cost differential of 7.5 percent. Ms. Burland addressed Southwest Michigan DOD joint integration and the blending of assets, personnel and resources of 40 military units within the 30 mile radius of Battle Creek which has created cost-effective options for joint training, exercise and interoperable communications. Ms. Burland addressed post 9/11 risks, advising that the Defense Logistics Agency is decentralizing operational expertise and assets to reduce vulnerability; further, that Battle Creek has a well-developed anti-terrorism initiative with a 20 year history of shared mutual aid agreements, joint writing, training and exercising with Battle Creek Emergency Services; the 51st Civil Support Team; assets of Battle Creek Emergency Services available to the Federal Center in time of a weapons of mass destruction event; partnership with the Battle Creek Police Department for community-wide bomb squad assets; and the presence of US Customs and Border Protection personnel. Ms. Burland addressed the assets of the Southwest Michigan community partnership; e.g., public and private funding of the $1.2 Million Oc-48 optical Ethernet fiber ring with dedicated strands; Battle Creek City emergency services available in time of need, Battle Creek City Planning Commission action which established an Airport Overlay Committee, Battle Creek City’s authorization for the Battle Creek TIFA to acquire property around the airport to preclude encroachment and the establishment of a Citizens Base Retention Committee. Ms. Burland highlighted important BRAC dates within the time line provided; e.g., May 13 when the Secretary of Defense sends the closure/realignment list to the BRAC Commission; September 23 when the President shall review the Commission’s list of recommendations; and November 7 when the President certifies the list or the process is terminated. Comr. Segal inquired whether age of the employees at the Federal Center shall be an issue with the BRAC Commission. Ms. Burland responded that all she has heard discussed concerned the payroll cost and downsizing. Comr. Moore inquired whether there is concern regarding the individuals appointed to the BRAC Commission. Ms. Burland responded “Yes, because of the lack of mid-west representation;” however advised that Battle Creek City has been working with Senator Levin all along, who has been a great supporter of the Federal Center and the Guard facilities in this area; and Congressman Schwarz, whose position on the House Armed Services Committee is bound to be helpful too. CONSENT AGENDA:
SPECIAL COMMITTEE/WORKSHOP/BOARD REPORTS: Administrator’s Review Workshop Workshop Chairman Moore thanked Workshop members for their work. Comr. Moore reported that 22 evaluations were sent out and that 16 were completed and returned. Comr. Moore advised that upon evaluation of the responses, Mr. Purcell received a rating of 2.02 out of a possible 3.00 which is the second year in a row in which the overall score has fallen; however, pointed out that Mr. Purcell’s overall rating remains consistent with the Board’s expectations. Comr. Moore pointed out that Section 4.01 of Mr. Purcell’s employment agreement specifies that Mr. Purcell is eligible to receive contingent compensation of not more than 4 percent of base salary. Comr. Moore addressed Mr. Purcell’s strengths and areas identified as needing additional attention, advising that the areas identified are similar to last year’s and that Mr. Purcell will work to improve areas requiring additional attention. Comr. Moore pointed out that Mr. Purcell’s work on a Michigan Association of Counties’ task force to draft a compromise regarding the state’s proposed revenue sharing property tax shift plan spared the county from having to make millions of dollars in cuts to the 2005 budget; further that despite provision of up to $4,000 of reimbursable expenses and time off to attend various state and national conferences, Mr. Purcell has restricted his travel limiting expenditures to less than 25 percent of the contract amount. Comr. Moore continued that the Workshop noted that Mr. Purcell has a management team oriented approach which carries an inherent risk that those in the county organization, as well as others, may believe that the Administrator/Controller is too detached from the day-to-day operations. The Workshop discussed with Mr. Purcell the need for increased communication and clarification of the management structure. Comr. Moore addressed the status of 2004 strategic priorities; and advised that with the modification of this year’s Board retreat process and establishment of 2006 budget priorities, the Workshop recommends Mr. Purcell continue work on the following priorities for the remainder of 2005 and that any priorities established later this year for 2005 be in addition:
Comr. Moore advised that the Workshop further recommends approval of contingent compensation in the amount of 1.5 percent of Mr. Purcell’s 2004 base salary.
Comr. Todd expressed appreciation to Mr. Purcell for keeping the Board informed on issues. County Administrator/Controller Greg Purcell thanked the Workshop for due diligence in their review. Mr. Purcell stated that he takes the charge of the Commission seriously and shall do his utmost to achieve the goals outlined. Mr. Purcell advised that he utilizes a team oriented approach as his management structure and that his management team is comprised of excellent individuals.
PETITIONS AND NEW BUSINESS: County Administrator/Controller’s Report Clerk’s Office FY 2005 Budget Adjustment Mr. Purcell advised that the amount has been revised to address unallocated carry-over funds. Chief Deputy Clerk Diane Withers stated that the proposed adjustment will provide funding for contractual services for imaging, travel, equipment maintenance and equipment purchases. Ms. Withers advised that the technology fund went into effect in 2003 and that funds carried over shall be used for the expenditures, therefore, there shall be no impact on the General Fund.
Imaging Services Bid Award Ms. Withers explained the process of keeping records throughout the years; e.g., large books, little cards and microfilm. Ms. Withers advised that the Office is presently imaging current documents and shall start working backwards with the microfilm and then the cards. Administrative Services Director Bradley Wilcox advised that the Purchasing Division worked with the Clerk’s Office to issue a request for proposal to secure the services of a firm to perform conversion of microfilmed records to digital images to provide on-line services to the public. ImageMax was selected as the most responsible proposer by the evaluation committee after review of the proposals, samples of work and interviews. Mr. Wilcox pointed out that ImageMax was not the low bidder, however, best met the evaluation criteria with primary consideration placed on quality and accuracy. Mr. Wilcox advised that Data Conversion Services, Inc. provided an all inclusive bid amount and did not provide cost for re-takes; further, that the sample received from ImageMax was much better than the sample from Data Conversion Services. Mr. Wilcox recommended bid award to ImageMax in the amount of $139,651.60.
Comr. Segal inquired regarding the time frame before a new system shall be required again in the future. Ms. Withers responded that she does not know, however, stated that imaging is the way of the future. Comr. Segal inquired whether most of the counties are changing to imaging. Ms. Withers responded “Absolutely.” Comr. Bolger inquired what would occur should the bid be awarded to the lowest bidder. Ms. Withers responded that care was not taken in microfilming and that ImageMax can enhance and crop the images from the microfilm. Ms. Withers stated that the documents need to be recorded correctly, therefore, she believes to utilize a vendor that will not provide that enhancement would be a waste of money.
Chairman Miller inquired when the County Directory shall be available. Ms. Withers responded that she believes the directories will be ready within a week, advising that the covers are being printed now. Prosecutor’s Office Request to Hire Above Start Salary Level Prosecutor John Hallacy advised that Mr. Puzzuoli shall be replacing a position which was at the top of the salary scale and that he would like to place him in Step 1 of the APA 2 classification. Prosecutor Hallacy stated that the funds for the difference shall come from another line item which shall be worked out with the Finance Department.
Comr. Segal inquired how long the position has been vacant. Prosecutor Hallacy responded that the position has been held open since January 21, which has resulted in a savings for the county. Comr. Bolger inquired from what line item the budget adjustment shall come from. Prosecutor Hallacy responded that the funds shall be transferred from office supplies. Comr. Todd inquired whether Mr. Puzzuoli shall be involved with the cold case team. Prosecutor Hallacy responded no, that there are two Assistants still “on board” on the team. Chairman Miller inquired whether Mr. Puzzuoli retired from his position in Charlevoix County. Prosecutor Hallacy responded that Mr. Puzzuoli’s boss lost the election. Roll call vote: Yes - 7 Motion CARRIED Unanimously March 2005 Financial Statements Finance Director James Latham reported that the budget is behind last year’s pace by $936,000 due to timing differences. Mr. Latham advised that because the county is not receiving revenue sharing payments from the state, state grants are lower; however, the revenue loss will be offset by transfers from the Revenue Sharing Reserve Fund. Mr. Latham continued that property tax collections are higher due to the timing of the receipts for real and personal property taxes and the rise in taxable valuations. Mr. Latham further reported that expenditures are higher for this year because of the timing of the principal and interest payment for the Justice Center bonds and an additional payroll. Mr. Latham advised that next month he shall report regarding the vacation and sick and accidents savings. Mr. Purcell advised that departments are going to be notified that the savings from those accounts shall be coming out of their budgets for the first quarter, and that a report shall be provided to the Board at that time. COMMISSIONERS’ TIME: Comr. Todd thanked everyone that attended the Future Leaders Award Banquet Sunday, April 17. Comr. Todd stated that the students’ families were very touched by the acknowledgment of their kids’ academic achievements. Comr. Todd advised that the awards banquet shall be continued in the future. Comr. Todd announced that there shall be an addition to the Todd household on August 23, his third child. Comr. Todd stated that he and his wife are hoping for a boy, however, will be happy with a girl. Comr. Segal reported that Saturday was National Youth Services Day and the Youth Council participated by cleaning up the grounds at the Veterans Administration Hospital. Comr. Segal advised that the veterans organizations provided breakfast and lunch for the kids. Comr. Segal stated that the grounds looked very nice when the Council finished. Comr. Segal addressed the Annual Juvenile Home Golf Outing, advising that this year there shall be a rain date. Comr. Segal advised that the date is June 10 or June 16 if it rains, and encouraged Board members to come up with a team. Comr. Moore announced that the Republican and Democratic Parties shall be working together on April 27 from 6:00 p.m. to 8:00 p.m. at the Arcadia Brewery to raise funds for the “Anybodies Playground” that shall be built in Bailey Park. Comr. Moore invited everyone to come and assist with raising funds. Chairman Miller announced that a joint meeting with the Economic Development Corporation is scheduled for May 5 at 6:00 p.m. in the Law Library. CLAIMS PAYABLE LISTINGS: Res. 59-2005
RECESS: The meeting recessed at 8:32 p.m. at the call of the Chair.
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