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Board of Commissioners MinutesCALHOUN COUNTY PROCEEDINGS OF THE BOARD OF COMMISSIONERS July 5, 2007 The Regular Session of the Calhoun County Board of Commissioners convened at 7:02 p.m., Thursday, July 5, 2007 in the Commissioners Meeting Room, Calhoun County Building, 315 West Green Street, Marshall, Michigan. Roll Call: Present: Comrs. Arnquist, Bolger, Segal, Solis and Todd. Temporarily Excused: Comrs. Moore and Rae (Arrived at 7:12 p.m.) INVOCATION AND PLEDGE OF ALLEGIANCE: A Moment of Silent Prayer was observed for Clerk Norlander’s Mother; followed by the Pledge of Allegiance, led by Comr. Arnquist. APPROVAL OF AGENDA/ADDENDUM:
ELECTED/APPOINTED COUNTY OFFICIALS’ COMMENTS: Request to Create and Fill an Electronic Archivist Position Clerk Anne Norlander thanked the Board for the moment of prayer for her Mother. Clerk Norlander requested the Board approve the position and allow her to hire an electronic archivist. Clerk Norlander advised that the Register of Deeds Office is developing an archival storage area for all county departments and estimated that $37,000 to $40,000 could be saved in off site storage fees. Clerk Norlander stated that since 1992 the Clerk’s Office has transferred its court records to a storage site at Fort Custer where it costs $20,000 a year in storage and retrieval costs. Clerk Norlander addressed improvements provided through the Technology Fund; e.g., a public terminal in the lobby of the Circuit Court Clerk’s Office, two scanners, a printer and three computers for the archival area, twenty-nine flat screen monitors, shelving and Register of Deeds records conversion. Clerk Norlander pointed out that the 19 inch flat screen monitors replaced the 17 inch monitors, which have been distributed to Mr. Wilcox to provide to other departments at his discretion. Clerk Norlander advised that the Technology Fund shall pay for the position this year and then shall split the expense, with the General Fund paying $20,000.
Comr. Rae inquired how many years the position shall be funded. Clerk Norlander responded “For perpetuity,” advising that the position is more of a records maintenance position and estimated that conversion shall take 15 to 20 years. Comr. Solis stated that the position is to assist all county departments, and questioned how that shall be accomplished. Clerk Norlander advised that she has sent an email to each department to acquire information regarding their records and that sometime this Summer shall invite them to view the document system. Comr. Solis inquired whether the Clerk’s Office utilizes a different system. Clerk Norlander responded yes, however, advised that the vendor has stated that the Clerk’s system is compatible with the other systems. Comr. Solis addressed the $20,000 to be expended from the General Fund, advising that as Chairman of the Budget Committee, without knowing what the 2008 budget will look like, the position’s funding shall be dependent upon what the budget numbers show. Comr. Moore stated that he believes an archivist would provide for greater efficiency and would perhaps save the taxpayers money. Comr. Moore stated that he hopes that the other departments shall take advantage of the position. Comr. Rae stated that he is pleased with the proposal. Comr. Arnquist noted the proposed salary, and advised that she is aware of some high school graduates and some individuals with master degrees that could do the work for that salary. Comr. Arnquist pointed out that once the position is filled on a permanent basis, the county shall have another employee, and requested the option of utilizing a document storage/retrieval company be considered. Clerk Norlander pointed out that each year there will be new documents requiring imaging, and advised that just within the Clerk’s Office there are boxes piled from the floor to the ceiling; further, pointed out that the Probate Court has started imaging their records and estimates it taking 15 to 20 years. Comr. Arnquist stated that perhaps the Purchasing Division should put out a request for proposals for a team to come in and perform the work more quickly. Clerk Norlander stated that there will still be the need for the other auxiliary services; further, pointed out that the salary of $10.82 an hour is minuscule. Comr. Arnquist inquired whether anyone has checked to determine the expense of having a company handle the work. Clerk Norlander responded that the departments do not even know what records are stored where. Clerk Norlander stated that she believes the position is the smoothest way to handle the imaging process. County Administrator/Controller Greg Purcell stated that he believes imaging is clearly the right way to go and concurred with the Clerk’s proposal. Comr. Todd inquired regarding the start date for the position. Mr. Purcell responded that with the Board’s approval tonight, the Clerk can request the Human Resource Department to post the position. Asst. County Administrator Wendee Woods stated that the position shall be filled as soon as possible, and that a person could start as early as two weeks.
SPECIAL ORDER OF BUSINESS: Special Tribute to Mary Delamarter Chairwoman Segal read, and accompanied by Senior Millage Allocation Committee Chairman Solis, presented the following tribute to Ms. Delamarter.
Ms. Delamarter stated that she has enjoyed serving on the Committee and shall miss it. FY 2006 County Audit Presentation Mr. Purcell advised that the audit has been submitted to the state in accordance with the end of June deadline. Rehmann Robson Principal David Fisher advised that the Comprehensive Annual Financial Report has been submitted to the Government Finance Officers Association, and stated that he is confident that Calhoun County shall receive the Certificate of Achievement for Excellence in Financial Reporting again this year. Mr. Fisher advised that the report reflects a clean opinion of the county’s FY 2006 financial statements without exception or qualifications. Mr. Fisher addressed the financial highlights listed under Management’s Discussion and Analysis, advising that the assets of the county exceeded its liabilities at the close of the year by $71.7 Million, of which $13.2 Million may be used to meet the county’s ongoing obligations. The county’s total net assets increased by $6.4 Million during 2006. Mr. Fisher further advised that the General Fund had an increase to its fund balance of $961,835 for 2006; and that the unreserved fund balance for the General Fund was $2,912,949 at the end of the year, or approximately 9.45 percent of total General Fund expenditures. Mr. Purcell advised that the county has a policy of maintaining an unreserved fund balance of 8 to 12 percent. Mr. Fisher addressed the Revenue Sharing Reserve Fund summary, advising that the fund balance is $9,767,852 which he anticipates shall last until 2010; further, pointed out that the other governmental fund balances have been increasing. Mr. Fisher also addressed the Single Audit advising that there were no questionable costs or any expenditures recommended for disallowance. Mr. Fisher advised that total federal awards amounted to $6,666,250, spent primarily by the Health Department and the Friend of the Court. Mr. Fisher advised that within the Firm’s management letter is a comment regarding use of credit cards. Mr. Fisher stated that the county’s purchasing policy establishes guidelines for their use and that it does not appear as though the credit cards currently be used were issued under the policy and appear to have been issued without the specific approval of the Board of Commissioners, as required by the policy and state law. Mr. Fisher continued that the policy requires the use of purchase orders for small purchases over $500, however, that there were certain credit card purchases made in excess of $500 in violation of the policy. Mr. Fisher further stated that the policy does not currently address the timing of payments on credit card statements, and that during the audit the Firm noted that credit cards were not being paid in a timely manner and that finance charges, including interest and late fees, were incurred. Mr. Fisher recommended the county review its policy to ensure that it meets all state requirements and that the policy is followed by all county departments. Mr. Fisher advised that he is aware that the county intends to go to a purchasing card system that shall have the necessary regulations in place. Mr. Purcell advised that the Budget Committee has discussed the use of purchase cards rather than credit cards, and that Mr. Wilcox is in the process of acquiring those cards. Mr. Purcell stated that the credit cards shall be rescinded and that this shall be accomplished prior to the end of the year. Comr. Rae asked Mr. Fisher whether it would be to the county’s advantage to have a mid-year audit conducted. Mr. Fisher responded that there would be additional expense for a mid-year audit, however, that a mid-year audit would be very good as far as monitoring financial results. Comr. Rae requested a cost estimate for conducting a mid-year audit. Mr. Fisher responded “Approximately 50 to 75 percent of the single audit cost, or $3,500.” Comr. Todd inquired whether the county incurred any penalties for credit card purchases over $500. Mr. Purcell responded no, however, advised that there were some late charges. Comr. Solis advised that the purchasing cards are designed to limit what is purchased and purchase amount limits can be established. Mr. Purcell advised that a mid-year audit of the Clerk’s Office was conducted this year, and that Administration has discussed with Rehmann Robson the possibility of doing that elsewhere. Comr. Solis addressed the parks deficit, stating that there are concerns regarding how long the deficit should exist or whether there should be a deficit elimination plan. Mr. Fisher advised that the deficit has existed since 1999, and that the county filed a deficit elimination plan with the state. Mr. Fisher stated that the plan needs to be revisited because there has been an increase to that deficit for the golf course operation. Road Commission Managing Director Dennis Randolph stated that the Road Commission got out of the golf course operation at the V.A. Mr. Randolph advised that the Road Commission has been working to establish a sticker program or gate fee program at the parks and is working on some proposals to establish a fee schedule for next year. Mr. Randolph further advised that the Road Commission shall also be having some funds coming in from the Renaissance Faire and is “looking at growing” that Faire. Mr. Randolph advised that he has a meeting July 18 with the Administrator and shall be discussing some funds within another fund. Mr. Randolph continued that the Road Commission is currently only cutting the grass in the parks to keep the fund deficit from becoming worse. Comr. Solis inquired whether Mr. Randolph has any projections of how long it will take to eliminate the deficit. Mr. Randolph responded that it is contingent upon the discussion with Mr. Purcell on July 18. Comr. Bolger stated that he would like to see a list of prohibited purchases. Mr. Fisher advised that he can provide a listing of what is allowed and what is not. Comr. Bolger requested that the Finance Department and the Budget Committee provide a specific list of prohibited purchases to the departments this year. Comr. Moore inquired whether Mr. Fisher is aware of any counties that partner to conduct internal audits. Mr. Fisher responded no, however, advised that the schools are discussing sharing services. Ms. Woods stated that Rehmann Robson was hired to review cash receipting and reporting procedures for the Clerk’s Office, and advised that the information shall be shared with all departments probably next week. Comr. Todd inquired whether the credit card late charges were assessed to the departments. Mr. Purcell responded Yes.
Special Tribute to the United States Air Force Band of Flight Chairwoman Segal advised that the tribute shall be presented to the Band when the Band comes to Battle Creek Friday night for a performance.
CONSENT AGENDA: Chairwoman Segal addressed Item B.(3) - Road Commission Workshop Creation/Appointments, advising that the Workshop shall review any potential impacts of moving to a five-member Road Commission. Comr. Moore inquired whether the Workshop is an extension of the Road Commission Composition Workshop. Chairwoman Segal responded that the Workshop is new.
PETITIONS AND NEW BUSINESS: County Administrator/Controller’s Report Foreclosed Properties First Right of Refusal Mr. Purcell advised that the county has the first right of refusal of any properties remaining after the state, and there are no appropriate properties which the county can use for public purposes. Treasurer Ann Petredean stated that the right of refusal shall be an annual item of business. Treasurer Petredean reported that this year foreclosures were up by 600 properties, and that the Office foreclosed on 25 more properties this year. Ms. Petredean advised that of the foreclosures, 68 are vacant lots, 47 have buildings; and that of those properties with buildings, approximately 37 are vacant. Ms. Petredean stated that the Office does not know of those properties with people living in them, how many are rental properties. Ms. Petredean advised that 5 buildings will be demolished. Ms. Petredean reported that the public auction of remaining properties shall be conducted September 5. Ms. Petredean reported that the Harvard Industries property has asbestos and chemical contamination, and the Environmental Protection Agency (E.P.A.) has been in and Mr. Bartlett showed them Dalrymple School which also has asbestos. The E.P.A. is submitting a grant application to clean up both properties.
Comr. Arnquist questioned the property with a minimum bid of $769,152.22. Ms. Petredean advised that the property is Harvard Industries which has 68 acres, a garage, and a park. Ms. Petredean advised that the park shall be turned over to Albion City.
FY 2006-2007 Health Department Budget Adjustments Mr. Purcell advised that the Board of Health approved the adjustments at their June 18 meeting. Health Officer Dottie-Kay Bowersox stated that the adjustments are mainly “housekeeping” items to make sure the budget is in-line with actual expenditures.
Chairwoman Segal stated that the agenda information provided is difficult to understand, and requested that future adjustments identify the programs and explain why the adjustments are required.
CITIZENS’ TIME: A representative of the Silver Leaf Renaissance Faire addressed the parks deficit, advising that last year the Faire brought in $218,000 and that every year the attendance increases. The representative advised that two new events have been added and a campground is being built, which shall be turned over to the Park Trustees. The representative advised that May 2 Silver Leaf submitted its development plan to the Road Commission, and offered to present the plan to the Board and present the organization’s budget plan for the next five years. Mr. Gardy Berezonsky, Marengo Township resident, reported that the Board of Health conducted a meeting at which he believes a quorum was not present. COMMISSIONERS’ TIME: Chairwoman Segal announced that the Silver Leaf Renaissance Faire “kicks off” this week in Kimball Pines Park. CLAIMS PAYABLE LISTINGS:
ADJOURNMENT: The meeting adjourned at 8:44 p.m. at the call of the Chair.
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