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Board of Commissioners MinutesCALHOUN COUNTY PROCEEDINGS OF THE BOARD OF COMMISSIONERS October 15, 2009 The Regular Session of the Calhoun County Board of Commissioners convened at 7:00 p.m., Thursday, October 15, 2009 in the Commissioners Meeting Room, County Building, 315 West Green Street, Marshall, Michigan. Chairman Rae called the meeting to order and requested the Clerk call the roll. Roll Call: Present: Comrs. Camp, Gerow, Haadsma, Lee, Rae, Rocho and Todd. Staff Present: Corporation Counsel Richard Lindsey, Jr., County Administrator/Controller Kelli Scott, Assistant County Administrator Bradley Wilcox, Senior Services Manager Carl Gibson, Human Resources Manager Kim Archambault, Water Resources Commissioner Larry Cortright, Deputy Equalization Director John Hippensteel, Family Court Administrator Michael Boltz, Finance Director Mark Stuhldreher, Emergency Management Coordinator Durk Dunham and Deputy Clerk/Board Executive Secretary Mary Lou Barrett. INVOCATION AND PLEDGE OF ALLEGIANCE: Invocation was given by Iman Hassan Mateen of Biliel Islamic Center of Battle Creek; followed by a Moment of Silent Prayer for the family of Steve Kratz. The Pledge of Allegiance was led by Comr. Haadsma. APPROVAL OF AGENDA:
APPROVAL OF MINUTES:
CITIZENS’ COMMENTS: Mr. Gerry Keller, Battle Creek resident, advised that he shall be contacting the Attorney General by the first Board Meeting in January if the Board refuses to answer questions from the public at public meetings of the Board. SPECIAL ORDER OF BUSINESS: National Business Women’s Week Proclamation
CONSENT AGENDA:
SPECIAL COMMITTEE/WORKSHOP/BOARD REPORTS: Substance Abuse Council of Greater Battle Creek Comr. Gerow reported that the Council’s Underage Drinking Prevention Forum is inviting everyone to send a no alcohol drinking message through planting of tulip bulbs on October 23 through 31. PETITIONS AND NEW BUSINESS: County Administrator/Controller’s Report County Administrator/Controller Kelli Scott reported that there was a Calhoun County Consolidated Dispatch Center Authority meeting this morning and that the Budget Committee met this week. Notes shall be sent out for both. Ms. Scott advised that the budget directives have gone out to the departments and the departments have been requested to attempt to decrease their budgets to share a five percent deficit within the General Fund. The Budget Committee shall be requested to met in November for budget hearings and at the beginning of December. 2008 Homeland Security Grant Program Intergovernmental Funding Agreement
Chairman Rae inquired whether the Agreement is an annual agreement. Emergency Management Coordinator Durk Dunham responded Yes. Mr. Dunham advised that he received state notification to purchase a prime mover four for the command centers out of the 2007 funding. Comr. Camp inquired whether any purchases have been designated for the 2008 or 2009 funding. Mr. Dunham responded that some communication equipment for the vehicles shall be purchased.
Honeywell Energy Savings Program Letter of Intent Ms. Scott advised that the letter of intent is the first step to improve the county’s infrastructure and take advantage of some funding from the federal government to reduce the county’s energy costs. Honeywell Account Representative Dick Williams provided a presentation regarding the project and addressed the state grant and methods of financing the project. Comr. Rocho inquired whether there is a $45,500 liability if the county does not go forward with the project. Assistant County Administrator Bradley Wilcox responded that if the county does not proceed, the county must reimburse Honeywell International for the study. Comr. Rocho noted that the potential of the grant is $650,000, however, that the presentation stated $351,450. Mr. Wilcox advised that the funding to which Calhoun County is eligible is based upon population. Comr. Camp inquired whether the individual projects shall come back before the Board prior to proceeding. Mr. Williams responded that the Firm shall work with Administration and then present the projects to the Board.
Indigent Defense Attorney Services Bid Award Mr. Wilcox addressed the bid process and advised that this is the fourth cycle of bidding starting from 1999. Family Court Administrator Michael Boltz stated that the judges met and reviewed the bids, and that all but one attorney met the qualifications. Mr. Boltz advised that the request for appointments was more than the court was able to award this year. Comr. Rocho inquired whether past service before the bench is an example of the criteria utilized by the judges in making their recommendation. Mr. Boltz responded Yes. Comr. Rocho inquired regarding the term of the agreements. Mr. Wilcox responded “Three years, plus two optional years.” Comr. Haadsma advised that he spoke to a couple of attorneys who had some concerns regarding the evaluation process. Comr. Haadsma voiced concern that there are no clear standards for why some bidders are granted what they request and some are not. Comr. Haadsma stated that he would like to see the standards that the judges utilize. Mr. Boltz advised that he shall pass that request on to Chief Judge Garbrecht. Chairman Rae stated that he believes the county needs a more transparent selection process. Mr. Boltz advised that the scoring grid was provided. Chairman Rae advised that the Board does not have it, and he believes it is critical; therefore, he would like bid award tabled.
Comr. Camp stated that she is usually in favor of tabling issues to receive more information; however the Board typically does not receive that type of information, and if this is going to be a change of procedure for just this issue, she is opposed to tabling bid award.
FY 2010 Health Department Budget Adjustment Ms. Scott advised that the adjustment is to account for pandemic flu monies the Department is receiving. The amount was not known when the Department’s budget was adopted at the previous Board meeting.
FY 2009-2010 Substance Abuse P.A. 2 Program Budget Ms. Scott advised that the Board approves the Public Act 2 alcohol tax allocation to be used for substance abuse services. There is a slight increase in the amount from last year. Ms. Scott recommended that the Board adopt the budget in the amount of $354,844 to partially fund the prevention and treatment programs administered by the Kalamazoo County Mental Health and Substance Abuse Coordinating Agency.
Community HealthCare Connections Office Lease Agreement Mr. Wilcox advised that the 18-year lease is a full-service lease and shall require the relocation of Community Corrections, which has yet to be resolved. Comr. Rocho inquired whether the lease provides for remodeling cost recovery. Mr. Wilcox responded that the lessee will pay the cost of the remodeling which will offset some of the annual obligation. Chairman Rae inquired how many additional employees will be in the Toeller Building. Mr. Wilcox responded “Approximately 19 employees.” Chairman Rae stated that the reason the county can enter into such a lease is due to the county reaching out to the Battle Creek Downtown Development Association to collaborate in renovating the outside of the building.
2009 Apportionment Report Ms. Scott advised that the Apportionment Report is prepared each October in compliance with Michigan law and that adoption of the Report authorizes the taxing authorities to levy property taxes.
September 2009 Financial Statements The statements were received as an informational item. COMMISSIONERS’ TIME: Comr. Todd advised that he attended a briefing from the Health Department last week regarding H1N1, and the Department shall be setting up multiple clinics for immunizations. Immunizations shall commence with first responders. Comr. Todd reported that Commissioner Haadsma and he have been active with some issues in Battle Creek and Emmett Township regarding housing, and attended a meeting this evening regarding abandoned homes. Comr. Todd advised that substandard housing issues are being addressed. Chairman Rae advised that the Treasurer has publically stated that she will work with the City of Battle Creek to leverage monies that are available through the Land Bank to make a significant dent in the housing problem. Comr. Haadsma addressed Commissioner Camp’s comment regarding receipt of information, advising that Board members have always been provided information from Administration in a timely fashion. CLAIMS PAYABLE LISTING:
ANNOUNCEMENTS: Comr. Rocho announced that the Marshall F.F.A. shall be celebrating its 80th anniversary in December. Comr. Todd announced that there shall be a “Lights On’ event on October 22 from 4:30 p.m. to 6:30 p.m. at the Multi-Sports Complex in Battle Creek to recognize after school activities and those who provide them. CLOSED SESSION:
The Board met in Closed Session commencing at 8:23 p.m. until 9:08 p.m. with County Administrator/Controller Kelli Scott, Corporation Counsel Richard Lindsey, Jr., Human Resources Manager Kim Archambault, Assistant County Administrator Bradley Wilcox, Finance Director Mark Stuhldreher and Deputy Clerk/Board Executive Secretary Mary Lou Barrett present. OPEN SESSION -- ADJOURNMENT: The meeting returned to Open Session and adjourned at 9:08 p.m.
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