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Board of Commissioners MinutesCALHOUN COUNTY PROCEEDINGS OF THE BOARD OF COMMISSIONERS June 19, 2008 The Regular Session of the Calhoun County Board of Commissioners convened at 7:03 p.m., Thursday, June 19, 2008 in the Battle Creek City Commission Chambers, Battle Creek City Hall, 10 North Division Street, Battle Creek, Michigan. Roll Call: Present: Comrs. Rae, Segal, Solis and Todd. Excused: Comr. Bolger. Temporarily Excused: Comr. Arnquist (Arrived at 7:05 p.m.) and Comr. Moore (Arrived at 7:45 p.m.) INVOCATION AND PLEDGE OF ALLEGIANCE: A Moment of Silent Prayer was observed; followed by the Pledge of Allegiance, led by Comr. Todd. APPROVAL OF AGENDA/ADDENDUM:
CITIZENS’ TIME: Mr. Gardy Berezonsky, Marengo Township resident, addressed Agenda Item No. 11.A. (3) - Exception to County Policy No. 340, stating that he has a problem with granting an exception for one employee and not the other employees covered by the policy, and questioned whether the Board is setting a precedent by granting the exception. Mr. Berezonsky advised that he attended the last Road Commission meeting, and would like to see a written waiver from Clarence Township on the sewer project. SPECIAL ORDER OF BUSINESS: “Juneteenth National Freedom Day” Proclamation Comr. Todd read, and accompanied by Chairwoman Segal, presented the following proclamation to Juneteenth Chair Michelle Jackson and Co-Chair Samuel Gray.
Mr. Gray advised that festivities shall commence with a city-wide parade starting at 11:00 a.m. at McCamly Park descending to Claude Evans Park where the program ceremony and live entertainment will begin. Ms. Jackson added that there will be a lot of food and festivities and is a wonderful day of culture. Ms. Jackson stated that the Celebration Committee looks forward to everyone coming to the Sixth Annual Celebration. Kalamazoo River Watershed Protection Presentation Battle Creek Environmental Programs Coordinator Christine Kosmowski introduced Kalamazoo River Watershed Council Coordinator Jeff Spoelstra. Mr. Spoelstra advised that a lot of Calhoun County land is within the Kalamazoo River Watershed, which is comprised of ten counties; and that community groups are working on pollution prevention, clean-up and phosphorus reduction plans. Mr. Spoelstra advised that the Council is working on reducing phosphorus in lawn fertilizers, and that the City of Battle Creek has approved an ordinance to reduce the sale and use of phosphorus within fertilizers. Ms. Kosmowski advised that the ordinance takes effect March 2009 unless a soil test is taken that shows the need for phosphorus or someone is attempting to establish a new lawn. Ms. Kosmowski advised that the City shall require that dealers sell no phosphorus fertilizers. Ms. Kosmowski further advised that Drain Commissioner VanSickle supports the ordinance as a county-wide ordinance. Chairwoman Segal inquired how Allegan County is enforcing their ordinance. Ms. Kosmowski responded that the ordinance is not in effect yet, and that she is not sure how the county plans to enforce it. Mr. Spoelstra advised that within the ordinance is a fine schedule. Comr. Solis inquired what agencies test soil and the cost of such testing. Ms. Kosmowski responded that the Farm Bureau and Michigan State University Extension tests soil for approximately $15; further, advised that once a year on a date in April the City tests soil for free at several locations within the Watershed. Ms. Kosmowski advised that the City performed 500 free tests this year. FY 2007 County Audit Presentation Rehmann Robson Principal David Fisher introduced Nate Baldermann, who shall present the county’s single audit. Mr. Fisher advised that the Comprehensive Annual Financial Report reflects a clean opinion of the county’s FY 2007 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 $73.3 Million, of which $17.7 Million may be used to meet the county’s ongoing obligations. The county’s total net assets increased by $1.6 Million during 2007. Mr. Fisher further advised that the General Fund had an increase to its fund balance of $545,516 for 2007; and that the unreserved fund balance for the General Fund was $3,458,805 at the end of the year, or approximately 9.4 percent of total General Fund expenditures. Mr. Fisher addressed the proprietary funds, advising that the Medical Care Facility has very adequate working capital; e.g., $5,125,179, and the Delinquent Tax Revolving Fund has net assets totaling $18,821,424. Mr. Fisher stated that overall the county is in very good financial condition. County Administrator/Controller Greg Purcell pointed out that the county’s fund balance increased from 8 percent to 9.4 percent. Mr. Baldermann addressed the Single Audit advising that there was one significant deficiency identified, but not considered to be a material weakness; e.g., use of credit cards, which was also reported last year. Mr. Baldermann advised that during the Firm’s review of the county’s policies as a part of the Firm’s risk assessment process, it was noted that the county does not have a policy which addresses fraud, and recommended that the county adopt such a policy. Mr. Baldermann stated that the county’s purchasing policy requires the use of purchase orders for purchases over $500, however, there were certain purchases made that were in excess of $500 and violated the policy. Mr. Baldermann continued that it was noted during the audit that the Human Resource Department has the ability to change pay rates and step grades for employees, and also has the responsibility of reviewing the change report after each payroll. Mr. Baldermann stated that the report should be run and reviewed by an appropriate individual who does not have the ability to change pay rates and step grades. Mr. Baldermann further advised that it was also noted that the Finance Department has the ability to change pay rates and step grades. Mr. Baldermann recommended that the county designate an appropriate individual within the Human Resource Department to perform the task. Mr. Purcell advised that Administration shall be addressing the areas recommended and shall provide a written report to the Board. Mr. Purcell advised that last year an internal audit of the Clerk’s Office was conducted and that this year the Sheriff Department shall be audited. FY 2007 Road Commission, Park Trustees Fund and Board of Public Works Audit Reports Mr. Fisher advised that the audit reports were presented to the Road Commission Board last month and reflect a clean opinion of the FY 2007 financial statements without exception or qualifications. Mr. Fisher addressed the unreserved General Fund fund balance of $495,475 or 3 percent of total general fund expenditures, which is a decrease of 74 percent or $1,396,802 over the last fiscal year. Mr. Fisher advised that the decrease is due in part to a decrease in Public Act 51 monies and increased costs for petroleum products. Mr. Fisher addressed the Firm’s management letter, advising that there were a couple of items regarding information technology; e.g., password controls at the network and financial accounting software level and locking of work stations when vacant. Mr. Fisher further advised that the Firm cited the loan of the Board of Public Works as cited in previous audit reports. Mr. Fisher reported that the Board of Public Works audit reflects a clean opinion of the FY 2007 financial statements. Mr. Fisher stated that as recommended last year, fund balances for Solid Waste/Recycling activities were separated from the Public Works activities. The Solid Waste/Recycling Activity has a positive fund balance of $529,451, whereas the Board of Public Works portion of the fund reports a deficit fund balance of $509,590 related to the Duck Lake settlement. Mr. Fisher explained that the Board of Public Works borrowed monies from the Road Commission and that loan still exists. Mr. Fisher stated that it was the Firm’s understanding that bonds would be issued this year to take care of that loan, however, now the Firm is hearing that bonds will not be issued until 2009. Mr. Fisher recommended that the loan be taken care of either through bonds or reimbursement from the township. Mr. Purcell advised that if that debt is not paid, that debt will come to the County General Fund for payment. Mr. Purcell stated that he has a concern with the unauthorized loans, and advised that the new Road Commission managing director advises that it will not occur again. Mr. Purcell stated that the Board needs to establish a policy between the Board and the Road Commission that before any debt is incurred, that it be approved by the Board. Comr. Rae stated that it is his understanding that there are on-going discussions between the Road Commission and Clarence Township, and he would like the Board to receive monthly updates regarding how those discussions are progressing. Comr. Solis addressed the expansion of the Road Commission Board, and stated that he is confident with the new management that the county can recoup those funds. Comr. Rae inquired how much the Ott property land sold for. Mr. Fisher responded that he does not know the amount. Mr. Purcell offered to provide that information tomorrow. Comr. Rae inquired how much negative amoritization was paid out above the value of the property. Mr. Fisher responded that the amounts are listed in last year’s management letter. Mr. Purcell advised that the amount was significant, and offered to provide that information tomorrow also. Mr. Fisher reported that he has good news regarding the Park Trustees Fund. Mr. Fisher advised that through 2006 the fund had a deficit which had been in deficit for several years because of the operation of a museum, and in 2007 that deficit was eliminated and there is now a fund balance of $22,392. Mr. Fisher further advised that the golf course operation is no longer in business. Mr. Purcell advised that the audits shall be submitted to the state prior to the required submission date.
CONSENT AGENDA:
SPECIAL COMMITTEE/WORKSHOP/BOARD REPORTS: Budget Committee Committee Member Rae reported that the Committee met June 6 to commence the budget process, and that one issue discussed was Oaklawn County going to a four day work week and whether a four day work week is something that be done at Calhoun County. Comr. Rae stated that he believes it would cut down on the gas expense for employees and boost morale; further, advised that Governor Granholm recently made an announcement urging local units to consider the shortened work week. Comr. Rae further reported that there have been on-going meetings with the Sheriff to implement a teather program and progress has been made. Comr. Rae stated that hopefully there will be some good news regarding the program in the immediate future. PETITIONS AND NEW BUSINESS: County Administrator/Controller’s Report Resolutions Imposing 2008 Summer and Winter Property Tax Levies Deputy Equalization Director John Hippensteel advised that the resolutions are the authorization that allows the Department to place the amounts on the L-4029 Report.
Comr. Moore inquired when the resolution shall be remitted to the local units. Mr. Hippensteel responded “As soon as he receives the signed L-4029 form.”
Head Start Program Funding Resolution of Support Mr. Purcell advised that the Community Action Agency (CAA) is requesting support of their grant application for continuation funding of the Head Start and Early Head Start Programs. Mr. Purcell disclosed that his wife works for the CAA. CAA Chief Executive Officer Nancy MacFarland advised that the Head Start Program has been in existence in Calhoun County since 1965, and the Early Head Start Program since 2001; further advised that the Programs were reviewed this year for thirteen standards, and the Agency did not have one finding.
Comr. Arnquist advised that she shall abstain from voting because she is a member of the CAA Governing Board of Directors.
Exception to County Policy No. 340 - Employee Benefits Mr. Purcell requested that the Board authorize an exception to County Policy 340 to allow Ms. Woods to be paid out in full for her paid time off. Mr. Purcell advised that during Ms. Wood’s employment she has had to take care of county business during vacancies, in addition to her normal responsibilities, which limited her ability to take time off of work; further, that Ms. Woods has spent numerous evenings and weekend hours working. Mr. Purcell advised that the funding to cover the cost of pay out can be recouped by the savings accrued during the time Ms. Wood’s position is vacant.
Comr. Rae advised Ms. Woods that he shall be sorry to see her leave and thanked her for all her hard work. Comr. Todd concurred. Comr. Todd inquired whether granting the exception shall establish a precedent for the other employees covered under the policy, stating that he would hate to grant an exception for one employee and not the others. Mr. Purcell responded that the reason the limitation regarding payout for earned paid time off was established was because there were some employees that had a lot of accrued time; further, pointed out that the policy provides that exceptions can be made for special circumstances. Mr. Purcell stated that he believes the exception is warranted as Ms. Woods worked over and above her normal responsibilities with no additional compensation. Mr. Purcell stated that there could be a few other instances where exceptions could be considered as the county has been “running short-handed” and employees have had to accept additional responsibilities. Comr. Todd inquired why Ms. Woods had not been compensated for her overtime. Mr. Purcell responded that management positions are not paid overtime.
Comr. Arnquist advised Ms. Woods that it has been a pleasure working with her and wished her the best in her new position. Comr. Moore stated that it is hard to say goodbye to an outstanding employee. Comr. Moore advised Ms. Woods that she has been a tremendous asset to the county and wished her well in her new career. Chairwoman Segal thanked Ms. Woods for her guidance and expressed appreciation for her dedication and hard work. May 2008 Financial Statements Finance Director Mark Stuhldreher advised regarding the audits, that all comments by the auditors are being addressed, including the Board of Public Work’s negative fund balance. Mr. Stuhldreher advised that the biggest change in the new format of the report is the lack of detail provided, also graphs are provided whereby significant variances can be quickly viewed.
Request to Install Stage Pads in Kimball Pines Park Road Commissioner Scott Brown requested authorization to install three concrete pads in Kimball Pines Park to be used as stages for the Renaissance Faire. Mr. Brown advised that the Faire built the wooden pads which have now become unstable. Silver Leaf Renaissance Faire Manager Russ Gruber advised that the Faire wants to update three of six stages by pouring cement within the existing wooden structures. Mr. Purcell inquired when the Faire starts. Mr. Gruber responded “July 5.” Comr. Moore inquired whether the agreement with the Faire addresses whether the pads will be the property of the county. Corporation Counsel Nancy Mullett responded that she would have to review the agreement. Comr. Moore inquired what has been done to address the parking situation. Mr. Gruber responded that the Faire is negotiating with the Medical Care Facility and will use the Wattles parking lot again. Comr. Arnquist inquired regarding the duration of the agreement between the Faire and the Road Commission. Mr. Gruber responded “Thirty years.” Comr. Rae asked Mr. Gruber whether he would have any objection in reviewing the agreement. Mr. Gruber responded that the agreement has established review periods. Mr. Purcell pointed out that the Faire has been a positive arrangement for the Park and the county. Mr. Gruber advised that any structures placed in the Park becomes the property of the Park. Chairwoman Segal inquired whether others may use the stages. Mr. Gruber responded Yes. Chairwoman Segal inquired whether the stages shall interfere with disk golf. Mr. Brown responded No.
Geographic Information System County-Wide Fly Over Update Mr. Purcell reported that the fly over has occurred, and a letter of understanding regarding how the data base shall be utilized is required. Mr. Purcell advised that there will be a meeting to address the agreement in the near future. CITIZENS’ TIME: Mr. Berezonsky addressed Commissioner Rae’s report of Budget Committee meetings, advising Comr. Rae that he failed to post notice of last year’s Budget Committee meetings; and that if the meetings are not noticed this year, he is prepared to file a formal complaint. Mr. Berezonsky objected to the request to install stages being added to the agenda as it does not provide time for review. Mr. Berezonsky further advised that he personally takes offense to the county-wide fly over, as do others. COMMISSIONERS’ TIME: Chairwoman Segal wished Commissioner Bolger a happy anniversary. Chairwoman Segal announced that Saturday is the Juneteenth celebration; further, advised that the Strawberry Festival is this weekend also. CLAIMS PAYABLE LISTINGS:
ADJOURNMENT: The meeting adjourned at 8:56 p.m. at the call of the Chair.
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