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Board of Commissioners MinutesCALHOUN COUNTY PROCEEDINGS OF THE BOARD OF COMMISSIONERS May 19, 2005 The Calhoun County Board of Commissioners convened in Board Priorities Retreat at 6:00 p.m., Thursday, May 19, 2005 in the Law Library, Marshall County Building, 315 West Green Street, Marshall, Michigan. Roll call: Present: Comrs. Bolger, Miller, Segal, Solis, Strowbridge and Todd. Temporarily Excused: Comr. Moore (Arrived at 6:05 p.m.). Also Present: Assistant County Administrator Wendee Woods, Administrative Services Director Bradley Wilcox, County Administrator/Controller Greg Purcell, Finance Director James Latham, and Marengo Township resident Gardy Berezonsky. INTRODUCTIONS/COMMENTS FROM CHAIRMAN MILLER Chairman Miller advised that Mr. Latham shall review the financial trends, Administration has some possible ideas for the Board’s consideration as well as their priorities; and that after the Regular Session, the Board shall come back and determine what priorities should be established. REVIEW OF FINANCIAL TRENDS Finance Director James Latham presented a summary of the county’s current financial situation, and advised that later in the meeting he shall compare the 2004 numbers with the 2005 budget and address projections for 2006. Mr. Latham stated that he attempted to adjust the projected 2006 budget for items that he is aware of; i.e., property taxes, revenue sharing, personnel costs and flexible benefits. Mr. Latham stated that the bad news is that the projected 2006 budget reflects over a $1 Million shortfall. REVIEW OF POTENTIAL ISSUES FOR BOARD PRIORITIES County Administrator/Controller Greg Purcell presented a listing of 31 Board priorities (ON FILE). Mr. Purcell stated that the E 9-1-1 consolidation shall not move forward, and addressed related issues still “out there;” i.e., a two-tiered E 9-1-1, and a surcharge agreement with the City of Battle Creek that expires this year. Comr. Bolger added communication for the Sheriff Department and other agencies. Comr. Bolger stated that he believes E 9-1-1 is the county’s responsibility and should be a high priority, and that the Board should address as many of the unresolved issues with funding that is presently available without going back to the taxpayers. Mr. Purcell stated regarding employee relations, that he believes the county has done a good job; however, that there is still room for further improvement. Mr. Purcell addressed staffing for the Information Technology Department, and accomplishments/improvements within the juvenile justice system; i.e., air conditioning, new doors, and new director. Mr. Purcell advised that the Purchasing Policy Review Workshop shall be providing a recommendation regarding a local vendor development program in June; therefore, he does not believe that this is a priority requiring a lot of work. Mr. Purcell continued that the grant review process has been a priority for a number of years, with the desire to have a grant writer within the county. Comr. Moore stated that a grant writer is not as much a priority as a review of the results of the grants that the county accepts. Mr. Purcell advised that he just provided Ms. Woods and Mr. Latham with a form for conducting such a review, and that Administration shall be providing a recommendation of an internal or perhaps a county policy in that regard. Mr. Purcell addressed the priority of public health and a new Calhoun County health plan through a non-profit board. Mr. Purcell advised that the priority of a delinquent tax policy resolution has also been on the priorities listing for a number of years and that the Treasurer would have to be involved in the discussions. Mr. Purcell stated regarding relationships with elected officials, that this is an issue that he has discussed and shares with his fellow administrators. Mr. Purcell stated that he believes this is an issue for himself, the Board and the management team. Mr. Purcell advised that legal services is a priority of the management team and has been discussed for the past two years. Mr. Purcell pointed out that virtually all of the other counties he has addressed the issue with have separate counsel. Comr. Segal pointed out that there would be some serious financial implications with the Board having its own counsel, however, that it could create some additional problems should departments commence hiring outside counsel. Mr. Purcell addressed facilities and items still on the capital improvement list, pointing out that it has constantly been an issue with costs involved. Mr. Purcell stated that consolidation of facilities has progressed and that administrative staff has come a long way in meeting the departments’ needs. Mr. Purcell listed priorities recommended by employees; i.e., open and honest communication, accountability, and consistency. Mr. Purcell advised that enhancement of the retirement plan is an issue of on-going discussion and that Mr. Latham and Ms. Woods have been working on how to increase the multiplier. Mr. Purcell stated that the retirement plan is clearly a priority of the courts which the Board shall have to deal with. Mr. Latham pointed out that the county’s plan is only 20 percent funded. Comr. Segal inquired whether government pension plans are supposed to be 100 percent funded. Mr. Purcell responded yes, and stated that the county cannot even begin to meet the 100 percent, pointing out that the plan is an unfunded liability of $8 Million. Mr. Purcell addressed the priority of a casino baseline study which was budgeted two years ago, but still has not been done. Mr. Purcell stated that he believes the study is important and should be conducted, and that Mr. Randolph probably should be commissioned to commence work on the study. Comr. Moore stated that he believes the Board should press forward with the study, however, that the study should be a joint priority with the United Way, the City of Battle Creek and others. Mr. Purcell stated “Perhaps the Kellogg Foundation as well.” Mr. Purcell advised that a employee assistance program would be very costly. Comr. Segal inquired whether a disease management program is provided through the county’s insurance. Asst. County Administrator Wendee Woods responded No. Mr. Purcell stated that such a program is a good idea, however, would be expensive. Comr. Moore inquired whether the county offers crisis counseling. Ms. Woods responded that the county would call Summit Pointe and would have to pay for the counseling. Mr. Purcell addressed maintaining local jail population to meet revenue projections. Comr. Moore stated that the county must maintain a certain amount of flexibility as the state is attempting to saddle counties with more and more prisoners. Comr. Strowbridge stated that the Department of Corrections is proposing in exchange for more prisoners, more money for programs. Chairman Miller advised that one suggestion which he raised, is that the counties assigned more prisoners be allowed to sell them to someone else if they can accept them; i.e., Branch County. Comr. Bolger inquired whether the Sheriffs Association is involved in the issue. Mr. Purcell responded Yes. Mr. Purcell addressed county-wide consolidation of emergency services, haz-mat and animal control, advising that the City of Battle Creek has decided to raise taxes and has taken all three “off the table.” Mr. Purcell advised that several years ago the county relocated the Planning Department to the Road Commission, and that the agreement for planning services expires this year and in August the county must renegotiate the agreement or bring the Department back into the county. Mr. Purcell stated that he would like to bring the Department back under the responsibility of the county, however, that financially he does not see it happening. The expense of $155,000 to $190,000 to bring the function in-house was discussed. Mr. Purcell stated regarding re-authorization of the senior millage in 2006, that he believes the millage should be re-authorized or that the county should request a roll back; however, pointed out that the notice to the taxpayers would have to have verbiage in it stating that it would be a tax increase. Mr. Purcell addressed drug court funding, advising that the funding has been coming from grants and shall continue to be grant funded for at least the next year and probably longer; however, that at some point the grants shall run out. Mr. Purcell stated that another priority issue is increasing employee health insurance contribution to ten percent. Ms. Woods advised that four contracts currently have that provision and that five contracts expire this year. Comr. Strowbridge inquired whether any of the expiring contracts provide for co-payment. Ms. Woods responded “Yes, five percent.” Ms. Woods advised that a couple of the contracts have provision for a co-payment of up to fifteen percent. Mr. Purcell advised that implementation of a new security system at the jail to replace the VonDuprin system is in the process and requested Mr. Wilcox advise. Administrative Services Director Bradley Wilcox advised that administration just met with the command staff today, that the basic design is finished, and that a budget shall be discussed at next Thursday’s meeting. Homeland security grants and funding through the Treasurer are being reviewed. Mr. Wilcox advised that as soon as the design is finalized and the budget determined, implementation shall proceed. Mr. Purcell stated that replacement of the financial management system is a high priority. Mr. Purcell advised that the J.D. Edwards system was purchased in a hurry up mode because of Y2K coming on, and addressed problems encountered when the City of Battle Creek does programming changes. Mr. Wilcox advised that the agreement with the City was renegotiated through 2008. Mr. Purcell stated that the county will need to replace the system as the City is discussing migrating to a new system, and that the clear consensus from the staff is that the county should have its own system. Comr. Strowbridge inquired whether the $850,000 estimated replacement cost shall be required up-front or can be paid in installments. Mr. Wilcox responded that the expense would include some financing and would be spread out over a ten year period. Mr. Purcell addressed a two year budget process; e.g., actual for 2006 and a planned budget for 2007, stating that he believes the Budget Workshop can review this priority. Mr. Purcell advised that Mr. Latham and he have discussed a five year financial analysis and plan which the Rehmann group did for the City of Battle Creek for $25,000. Mr. Purcell stated that the plan is a pretty neat idea because a lot of “what if” scenarios can be explored. Mr. Latham stated that he believes the analysis/plan is something that needs to be looked into. Mr. Latham advised that some of the work could be done in-house and that perhaps there could be some cost savings since some of the work has already been done with the City’s plan. Comr. Moore inquired whether the cost includes software or just a study. Mr. Latham responded that he does not know all the details yet, however, that Mark Kettner is supposed to place him in touch with the consultant. Comr. Moore inquired whether the county can acquire a copy of the City’s plan. Mr. Latham responded that he believes the county could. Mr. Purcell addressed David Rusk’s “Cool Cities Study,” stating that there is interest by the Governor in doing a similar study for a county, and that there is some interest by the Kellogg Foundation who could fund a portion of it. Mr. Purcell stated that the project should be a county-wide effort with the planning commissions involved. Mr. Purcell advised that he has received an email from Mr. Randolph regarding this topic, however, has not had an opportunity to read it yet. MANAGEMENT TEAM TOP TEN GOALS Mr. Purcell presented the management team’s priorities (ON FILE). RECESS:
The Board recessed at 6:53 p.m. until 7:02 p.m. The Calhoun County Board of Commissioners convened in Regular Session at 7:02 p.m. in the Commissioners' Meeting Room, County Building, Marshall, Michigan. Roll call: Present: Comrs. Bolger, Miller, Moore, Segal, Solis, Strowbridge and Todd. INVOCATION AND PLEDGE OF ALLEGIANCE: Comr. Todd gave Invocation; followed by the Pledge of Allegiance, led by Comr. Solis. APPROVAL OF AGENDA:
CITIZENS’ TIME: Mr. Gardy Berezonsky, Marengo Township resident, advised that he attended a Planning Commission meeting last night at which the Anderson Plant in Sheridan Township was discussed. Mr. Berezonsky stated that most of those present are against the plant, with the only one in favor of the plant being a contractor. Mr. Berezonsky addressed health, safety and environmental concerns; e.g., pollution of the Kalamazoo River and/or eruption of the plant. Mr. Berezonsky stated that he believes the issue will come before the County Commission and urged Board members to research the issue. SPECIAL ORDER OF BUSINESS: “Buckle Up America! Week” Proclamation Chairman Miller advised that the proclamation shall be mailed to Battle Creek Area Transportation Study Executive Director Patricia Karr.
“Buckle Up America! Week”
W.K. Kellogg Foundation 75th Anniversary Proclamation
Ms. Woods advised that the Kellogg Foundation is celebrating their anniversary on August 5 and 6 with public events in Battle Creek and that this proclamation shall be included in their media. Ms. Woods stated that the Foundation appreciates the Board’s support and expressed their appreciation for the proclamation. 211 Service Data Presentation Volunteer Center of Battle Creek Executive Director Nichole Shugars presented an evaluation of service calls for the period of August 2003 to January 2004, advising that the Center received a net total of 19,000 calls. Ms. Shugars stated that the highest number of requests were for gas, rent and utilities assistance. Ms. Nancy Macfarlane, Vice President of the Community Impact Program of United Way of Greater Battle Creek, reported that of 2,700 requests for heating assistance, 1,500 requests were met and 1,200 were unmet because the funding was not available. Ms. Macfarlane advised that the distribution of calls by age is fairly even and drops off after the age of 60. Ms. Macfarlane stated that the majority of requests from the senior population were for home rehabilitation and maintenance, gas, food, electric service and assistance with prescriptions. Ms. Macfarlane advised that the Volunteer Center and United Way shall be working with people in the community to develop some system strategies that may reduce the amount of money required for the program. Comr. Todd addressed Battle Creek City’s gas rate increase and current unmet gas payment requests, inquiring what the program shall do to ensure peoples’ needs are being met. Ms. Macfarlane responded that the City negotiates the Semco Energy rates, however, that as part of the negotiation process United Way and the Volunteer Center negotiated $150,000 of low income assistance. Ms. Macfarlane stated that this amount is something that has never been negotiated before, and that while it is not a solution for the entire issue, it is a good step. CONSENT AGENDA:
SPECIAL COMMITTEE/WORKSHOP/BOARD REPORTS: Calhoun County Youth Council Council Chairperson Segal reported that the Council is accepting membership applications for next year. Comr. Segal stated that an updated application shall be available on the web site soon; further, that applications have been remitted to the schools. Comr. Segal advised that the deadline for receipt of applications is June 10. Chairman Miller announced that county employees shall be meeting this Friday at Moonrakers for karaoke. Chairman Miller advised that Commissioners will be participating also. PETITIONS AND NEW BUSINESS: County Administrator/Controller’s Report December 2004 Budget Adjustments Mr. Purcell advised that the adjustments are to cover Police Officers Labor Council (P.O.L.C.) retroactive pay. Mr. Latham stated that the P.O.L.C. Act 312 arbitration settlement required retroactive pay from January 2004 to present and that it was necessary to record an accrual for presentation in the December 31, 2004 financial statements accompanied by the budget adjustments. Mr. Latham advised that the amendments only change the expenses within the Sheriff Department and do not require the use of the General Fund fund balance.
December 2004 Pre-Audit Financial Statements Mr. Purcell advised that the December 2004 Financial Summary are the amounts used by the auditors to prepare the audit. Mr. Latham advised that the auditors have not issued a report yet, however, that the report should be forthcoming shortly. Mr. Latham stated that there was a delay in presenting the pre-audit financial statements due to the arbitration within the Sheriff Department. Mr. Latham reported that the General Fund spent a little over $36 Million for the year with expenditures exceeding revenues by $875,000. Mr. Latham pointed out that the amended budget anticipated use of $1,010,542 of reserves for the year, therefore, the actual budget ended with approximately $135,000 more in reserve than anticipated. The fund balance as of December 31, 2004 is $2,373,000. Mr. Latham continued that total revenues increased by five percent from the prior year, however, included one-time transfers from other funds totaling $1,450,000. Mr. Latham pointed out that if the revenues were reduced by the extra transfers, revenues only increased by approximately $1.7 percent from the prior year. Mr. Latham advised that expenditures increased 2.6 percent from the prior year. Mr. Latham stated that no department overspent and that no funds administered by the county are in deficit. Mr. Latham advised that there is still a deficit within the Parks Fund. 2005 Budget Adjustments Mr. Purcell advised that the adjustments are a result of vacant positions and sick and accident savings which are transferred on a quarterly basis. Mr. Purcell stated that the savings came from the Sheriff Department, the Prosecutor’s Office, Circuit Court and the District Court. Mr. Latham advised that the 2005 budget included an expense reduction of $225,000 for vacancies and sick and accident savings, and that with the first quarter the Finance Department has estimated that $99,896 in savings exists.
Comr. Bolger thanked the elected and appointed officials, the department heads and the employees. Chairman Miller echoed Commissioner Bolger’s expression of appreciation. April 2005 Financial Statements Mr. Latham advised that the report is the result of the first four months of the year, and reflects that the General Fund Balance is $701,000 more than the contribution for the same period in 2004 due to higher property tax collections due to timing of receipts and rise in taxable value, and higher charges for services due to the Pennfield Township agreement which commenced in July 2004. Mr. Latham reported that expenditures are “on track” for the year; advising that his only concern is regarding jail bed rental, which is down a little from last year’s level. CLAIMS PAYABLE LISTINGS:
ANNOUNCEMENTS: Comr. Strowbridge offered his condolences to the family of LaVern Brann. Comr. Strowbridge advised that his wife knew Detective Brann and his wife and children very well. Comr. Strowbridge pointed out that Detective Brann is the first police officer violently killed in 150 years in Battle Creek, and that being a police officer is the third most dangerous occupation in the United States. Comr. Strowbridge further wished Detective Huggett a speedy recovery. Chairman Miller requested a moment of silence for Detectives Brann and Huggett. CLOSED SESSION:
The Board met in Closed Session commencing at 7:50 p.m. until 9:11 p.m. with General Counsel Nancy Mullett; County Administrator/Controller Greg Purcell; Assistant County Administrator Wendee Woods; Attorney Michael Hodge of Miller, Canfield, Paddock and Stone, P.P.C.; Administrative Services Director Bradley Wilcox; Calhoun Intermediate School District Superintendent Chris Wigent; and Deputy Clerk Mary Lou Barrett present. OPEN SESSION -- CONTINUATION OF BOARD PRIORITIES RETREAT:
Chairman Miller requested as a friendly amendment, that the resolution be to recess the Board Priorities Retreat, rather than to table the Retreat. The friendly amendment was not supported. Comr. Moore pointed out that a presentation by Michigan State Extension has been scheduled for the June 2 Board Meeting. Comr. Segal advised that the Priorities Retreat must be conducted prior to June 24. Comr. Solis requested the Priorities Retreat only continue for one more hour. Chairman Miller inquired whether Commissioner Strowbridge would stay as long as he could. Comr. Strowbridge responded no, stating that the retreats always run longer than scheduled and that he has a meeting early in the morning. Chairman Miller requested the Priorities Retreat continue. Comr. Strowbridge stated that he believes the Retreat shall take longer than an hour.
The meeting recessed at 9:16 p.m. until reconvening in the Law Library, Marshall County Building, 315 West Green Street, Marshall, Michigan. at 9:23 p.m.
ADJOURNMENT:
The meeting adjourned at 9:26 p.m.
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