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Board of Commissioners MinutesCALHOUN COUNTY PROCEEDINGS OF THE BOARD OF COMMISSIONERS July 20, 2006 The Regular Session of the Calhoun County Board of Commissioners convened at 7:00 p.m., Thursday, July 20, 2006 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: A Moment of Personal Prayer was observed; followed by the Pledge of Allegiance, led by Comr. Todd. APPROVAL OF AGENDA:
CITIZENS’ TIME: Mr. Gardy Berezonsky, Marengo Township resident, recommended the Board limit the length of presentations to ten minutes. Mr. Berezonsky addressed Agenda Item No. 10.A. (2), questioning why the Sheriff requires waiver of the county’s purchasing policy, pointing out that the E*Justice criminal justice information system agreement was received on June 9, 2006. ELECTED/APPOINTED COUNTY OFFICIALS’ COMMENTS: Sheriff Allen Byam reported that the Sheriff Department has received confirmation that the federal daily inmate boarding rate will increase from $51.25 per day to $58.14 effective August 1, 2006. Sheriff Byam stated that he is very pleased with the efforts of Mr. Summerill and Mr. Bryan and the assistance of Congressman Schwarz. Sheriff Byam advised that Mr. Summerill shall continue to address issues regarding the contract. Sheriff Byam stated that he believes more can be done and that the Department and the Board should work together during the budget process as there are a number of potential projects that could bring in more revenue to Calhoun County. Sheriff Byam thanked Board members and recognized the efforts of the Corrections Division staff. SPECIAL ORDER OF BUSINESS: Senior Millage Renewal Presentation Senior Services Coordinator Christine Schauer addressed the upcoming senior millage renewal proposition and what the millage provides for Calhoun County seniors. Ms. Schauer advised that the millage provides $2.4 Million to the county per year which is used to provide services to Calhoun County citizens age 60 and older to enable them to remain in their homes as long as possible. Ms. Schauer stated that the proposition is for a five year renewal of 3/4 mil. Ms. Schauer advised regarding services provided by the millage; e.g., health, dental, discount prescriptions, personal emergency response, hospice and respite care, whole person wellness, home delivered and congregate meals, access services, legal assistance, guardianship, minor home repairs, transportation, case management and purchase of in-home services. Ms. Schauer pointed out that without the millage half of the individuals receiving meals would have to go without as only 50 percent of the funding for that service is provided by state funding. Ms. Schauer further advised that one half of those receiving minor home repairs are Albion residents. Ms. Schauer continued that over 6,900 seniors receive services through the Senior Millage Program; and that all of the services, with the exception of the prescription discount card, are provided through ten service providers that received $2.1 Million last year, and $2.3 Million is allocated for this year. Ms. Schauer advised that the cost of the millage to the taxpayers equates to $37 a year on a $100,000 home. Ms. Schauer encouraged Board members to address the millage with their constituents and remind them to vote on August 8. PETITIONS AND NEW BUSINESS: County Administrator/Controller’s Report June Financial Statements Interim Finance Director Pam Kline reported that the June financial statements show a net decrease in the General Fund for the first six months totaling $2,804,341. Expenditures are pretty even and close to the 50 percent targeted level, however, the revenues are considerably less mainly due to collection of property taxes. Ms. Kline advised that the revenue should be coming in at the end of July or beginning of August. Waiver of County Policy No. 405 - Purchasing County Administrator/Controller Greg Purcell advised that waiver of the Purchasing Policy is requested to move the E*Justice Criminal Justice Information System Agreement forward more expeditiously to gain some incentives which will save the county money. Sheriff Byam stated that negotiations for the agreement have been on-going for several months, and that today some of the final details were put into place. Sheriff Byam advised that CrimeCog will provide the county with a special limited price which is 60 to 80 percent off the regular cost, plus there will no subscription cost until 2007 if the county enters into the agreement by tomorrow. Sheriff Byam further advised that other replacement software would be much more costly. Sheriff Byam advised that CrimeCog shall prove all the hardware, support, maintenance, and housing of the data.
Comr. Bolger disclosed that he has a conflict of interest regarding this issue as his father was a co-founder of CrimeCog Technologies, Inc., has stock ownership, and his immediate family would benefit financially by this decision. Comr. Bolger advised that he previously disclosed his conflict of interest to the Emergency Telephone District Board, the Purchasing Division and Administration at the time the issue was first discussed. Comr. Bolger advised that he shall abstain from voting regarding this issue and on Item 10.A. (3), the agreement.
Criminal Justice Information System Agreement Mr. Purcell stated that the agreement presented represents approximately 18 months of investigation. Mr. Purcell advised that the Albion City Police Department and the Marshall City Police Department are already using this system; further, that Prosecutor Hallacy uses the system as well. Administrative Services Director Bradley Wilcox advised that the Sheriff Department’s current FSG LEMS software was to be the platform for an initiative by the Sheriff to host a countywide centralized law enforcement information system which would facilitate the sharing of criminal data by a number of public safety agencies throughout Calhoun County; however approximately one year following the initial implementation, the participating agencies decided to evaluate other systems due to concerns regarding the functionality of LEMS. As part of that search, a contingency of public safety officers attended an on-site demonstration of the E*Justice system in Illinois and came back with raving reviews. The Marshall City Police Department and the Albion City Police Department signed an agreement with CrimeCog for the system and discontinued their participation in the Sheriff’s system. Mr. Wilcox continued that the Sheriff was faced with the probability of replacing LEMS as FSG could not respond with management changes and CrimeCog was considered as an option due to the favorable reviews and the fact that Marshall and Albion are current customers. Mr. Wilcox advised that in addition to the police departments in Marshall and Albion, the Prosecutor is also connected to CrimeCog through PAAM. Emmett Township’s Police Department and the Springfield City Police Department are committed to implementation as soon as the Sheriff Department “goes live,” and the Battle Creek City Police Department is also considering CrimeCog. Mr. Wilcox advised the CrimeCog’s system is fully integrated to allow information sharing while maintaining data ownership, autonomy, control with each agency, and can be integrated with existing criminal justice systems. Mr. Wilcox stated that in order to accomplish the Sheriff’s goal of a centralized criminal records system, CrimeCog’s E*Justice system is the only platform capable of linking all of the agencies. Mr. Wilcox pointed out that the E*Justice system provides a significant opportunity to also implement an integrated system with a single shared database for the Sheriff, the Prosecutor’s Office, the courts and the Juvenile Home. Mr. Wilcox advised that the evaluation team identified a number of risks associated with implementing the system as CrimeCog is a small company and the system is relatively untried, therefore, Administrative Services hired Plante & Moran to perform an independent viability analysis; and following a detailed investigation, Plante & Moran’s suggestions were incorporated into the agreement. As a contingency, the county has made arrangements to be recognized by Northrup Gruman, that developed the system, as a paid customer in the event CrimeCog is unable to fulfill their contractual obligations; also the Sheriff owns the FSG-LEMS program code whereby it could be implemented again if necessary. Mr. Wilcox continued that one change within the agreement is to provide, should the courts and the Juvenile Home decide to “come on” this product, that the same pricing is available for a period of 24 months. Mr. Wilcox addressed the budgeting implications, advising that the non-reoccurring implementation cost totaling $70,000 shall be funded entirely by grants; e.g., Justice Assistance Grant, Local Law Enforcement Block Grant, and MMRMA Risk Avoidance Grant. The annual reoccurring subscription fees for the Sheriff Department would not begin until April 2007 at $3,500 per month for 36 months, then $4,250 per month for the 37th month through the 60th month, and $5,200 per month for months 60 through 72. The annual fees will be funded by the Sheriff Department’s budget through savings from terminating the FSG LEMS maintenance and reduced direct charges from the county Information Technology Department. Mr. Wilcox advised that the net effect to the General Fund is to shift those IT costs previously charged to the Sheriff Department to other departments still using the AS400 such as the courts, pointing out that increased cost to the Friend of the Court will be state reimbursable. Mr. Wilcox estimated a net General Fund impact of $16,000 for the first year and $26,000 annually in years two and three. Mr. Wilcox recommended approval of the agreement.
Comr. Strowbridge advised that in his day job he has history with the system, and it is more user friendly than the LEM system and is windows based. Comr. Strowbridge stated that the technical support is immense, that CrimeCog addresses each and every problem immediately and completely, and that there has been no problem that has not been resolved. Comr. Strowbridge advised that the Albion Public Safety Department’s E*Justice system went on-line this year and CrimeCog’s technical support people spent the first 30 days with the Department to service the Department’s accounts. Comr. Strowbridge stated that he views going to this system as a tremendous opportunity to integrate all of the justice systems within Calhoun County, and encouraged the Board’s support. Comr. Segal inquired whether the software shall be constantly updated. Mr. Wilcox responded that there is a provision within the agreement whereby enhancements to the system are required, and advised as an example, that Administrative Services inquired regarding integrating the Juvenile Home to acquire population statistics and there is a module that can be adapted; however, CrimeCog developed a module for that function. Comr. Solis inquired whether the system shall create savings in terms of man hours; i.e., staff reduction. Mr. Wilcox responded that he cannot advise as that is not his area and that such a number really should be determined by someone else. Mr. Wilcox stated that the true efficiencies are that there will be an integrated system for coordinating activities, eliminating redundant data entry and improving the use of criminal information. Comr. Solis inquired regarding Homer. Mr. Wilcox advised that Homer has been approached and is interested in the product. Mr. Wilcox stated that he believes that the others will be coming to the system. Chairman Miller stated that he has no doubt regarding the potential of the E*Justice system. Chairman Miller inquired whether CrimeCog shall bring a server on site. Mr. Wilcox responded Yes. Comr. Segal inquired regarding cost should more Calhoun County units come “on board.” Mr. Wilcox responded that a site license was negotiated to cover that issue. The county will pay the same price regardless of the number of users.
CITIZENS’ TIME: Mr. Berezonsky questioned violation of the county’s purchasing policy, pointing out that the Administrative Services and Sheriff Departments have been negotiating the E*Justice system agreement for over a year. Mr. Berezonsky inquired when the Sheriff Department started providing private security. Mr. Berezonsky advised that an officer in a patrol vehicle provided security on his property with no contract. Mr. Berezonsky stated that he believes for the Sheriff Department to be providing private security services is an inappropriate use of taxpayers’ funds. Mr. Berezonsky further inquired where the Sheriff Department is keeping their boats, and whether the officers take the boats home with them. COMMISSIONERS’ TIME: Comr. Moore reported that the Emmett Township Planning Commission considered and unanimously approved the site plan for the Medical Care Facility. Construction should commence on schedule. Comr. Bolger congratulated the Sheriff and staff, and Congressman Schwarz for the increase in the jail inmate boarding rate. CLAIMS PAYABLE LISTINGS:
CLOSED SESSION:
The Board met in Closed Session commencing at 7:56 p.m. with Corporation Counsel Nancy Mullett, County Administrator/Controller Greg Purcell, Sheriff Allen Byam and Deputy Clerk Mary Lou Barrett present. OPEN SESSION -- RECESS: The Board returned to Open Session and recessed at 8:22 p.m. at the call of the Chair.
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