Meeting Notes 11-23-21
Meeting Notes from the November 23rd Meeting of the Ottawa County Board of Commissioners.
Meeting Packet: https://www.miottawa.org/appImages/Calendar/1637328281475-packet.PDF
Meeting Video: https://www.youtube.com/watch?v=ZP8u-wm1--w
FY2021 and FY2022 Budget Adjustments: The Board approved the 2021 and 2022 budget adjustments per the above schedule.
Ottawa County Correctional Facility - Telecommunications: The Board voted 9 to 1 to approve the proposal from Smart Communications to provide telecommunications, tablets, and additional services within the Ottawa County Adult Correctional Facility.
The Contract calls for commissions to Ottawa County between 90 and 100% for phone calls and voicemails, video calls at 50% and e-messages at 10%. I definitely appreciate the Sheriff Department’s desire to show revenue where possible, but I do think we need to be re-examining whether we should be focused on that right now, especially when it comes at the expense of many Ottawa County families at a time when they may least be able to afford it, and when we have over $56 Million in excess funds. I made a motion to waive those fees in favor of corresonding rate reductions in our offered services. That motion failed for lack of a second.
I voted no on the overall communications contract because, while I do believe it is a better contract than we currently have, I also believe that it could be improved by seeking further rate reductions so that Ottawa County families will have the opportunity to more readily communicate with their loved ones.
Security Enterprise Agreement: The Board approved a 3-year Security Enterprise Agreement with contracted vendor Sentinel Technologies, Inc. for a total cost of $376,369.06 (3 annual payments of $125,456.35).
Summary:
This agreement includes all hardware/software/support for security applications (AMP, DUO, Malware, Umbrella, etc.) on all County devices (laptops, desktops, email, mobile devices, internet, firewall, etc.). These items have been purchased individually in the past. This agreement will include additional DUO licenses and save approximately $14,000 annually.
Wage and Benefit Adjustments: The Board approved the following wage and benefit adjustments for Unclassified, Group N, and Group T Employees for 2022:
a.) Wages: Effective January 1, 2022 increase the existing salary schedule by 2%. (Excluding Elected Officials, Judges, and Board of Commissioners)
b.) Benefits: In 2022 the employee co-pay on the 100/80 (High) plan would remain at 20%. The High Deductible Health Plan with a Health Savings Account would have a zero co-pay, and the deductibles in 2022 would be $1400 (single) and $2800 (family) and the Employer will fund the deductible for 2022 at 50% ($700 single/$1400 two person/family). (Including Elected Officials and Judges)
Summary:
This recommendation is to provide for a 2% wage increase effective January 1, 2022 for Unclassified, Group N, and Group T Employees. The wage adjustments for 2022 for the Elected Officials and the Board of Commissioners was completed by the Officer's Compensation Committee and approved by the Board of Commissioners on March 24, 2020.
Holstege Conservation Easement Option Agreement: The Board approved a Conservation Easement Option Agreement with Thomas W. Holstege and Janice L. Holstege in the amount of $272,000 for+/-36.1 acres located in Zeeland Township, Michigan.
Summary:
On November 3, 2021, the Agricultural Preservation Board approved the Conservation Easement Option Agreement for a total appraised value of $272,000.
An application for a $133,280 grant from the USDA Agricultural Conservation Easement Program (ACEP) will be submitted. If awarded, the grant will cover 49% ($133,280) of the total purchase cost of the development rights to the parcel. The remaining cost will be funded through a landowner donation of 26% ($70,720) and 25% ($68,000) will be provided by the non endowed Farmland Preservation Fund managed by the Community Foundation of Holland/Zeeland. If the grant is not awarded, the option will not be exercised.
5-Year Agreement for Copier and Print Management: The Board approved a 5-year agreement with Copy Tech for a countywide equipment assessment, replacement and printer management services at a not to exceed cost of $650,000.
Summary:
Fiscal Services initiated a cross-departmental project to review available cooperative contracts with the State of Michigan for copiers and printer management services. The project team met with two finalists based on an evaluation of pricing, equipment and services provided: Michigan Office Solutions/Xerox and Copy Tech/Toshiba. As a result of the evaluation, the team arrived at a recommendation to continue print services with Copy Tech and Toshiba copiers for an additional 5-years. As part of the agreement, Copy Tech will perform a comprehensive assessment of the County's fleet and develop a replacement plan to align the majority of copiers into the same 5-year replacement cycle. At this time, 83% (72 of 87) of copiers at the county are 5 years or older and will be prioritized for replacement in FY22. The remaining 15 copiers will be scheduled for replacement within the next 5 years, as appropriate.
The copier assessment is to be completed by December 31, 2021 and copiers that are 60-months or older should be replaced by no later than March 1, 2022, bulk pricing to apply. The Duplicating Fund has a sufficient balance to cover the cost of the replacement copiers in FY22 and departments will be charged starting in FY23.
Based on the assessment the five-year contract will be based on need, not to exceed $650,000.
Spoonville Trail Ownership & Maintenance Issues: The Board approved assuming ownership of the Spoonville Trail and accept $3,000 per year contribution from Crockery Township for 25 years for routine maintenance expenses of the Spoonville Trail.
Summary:
The County had previously obtained grants on behalf of Crockery Township to construct the Spoonville Trail. Both the County and the Township have taken the position that the other party owns the trail. This has led to questions as to who is responsible for both routine maintenance and more extensive maintenance costs in the future. In an effort to resolve this dispute, the Crockery Township Board approved on a 4-1 vote an offer to pay the County $3,000 per year for 25 years for routine maintenance expenses of the Spoonville Trail in return for the County to assume ownership of the entire trail. The County would be responsible for any expenses above this $3,000 annual contribution. This would require the Township to 1) assign over to the County all easements that the Township has obtained from property owners to permit the trail to run through their properties; and 2) provide a Quit Claim Deed to sign over any property interest that the Township may have along the trail route to include a reverter clause in the event that the Township stops making the $3,000 annual maintenance contribution. While it is possible that the annual routine maintenance cost could be higher than $3,000, the Township does not have the staff to properly maintain this newly constructed trail going forward. The Parks & Recreation Fund would cover any maintenance costs above the $3,000 annual contribution from the Township.
Community Mental Health Personnel Request: The Board approved a request from CMH to add 6 full-time, benefited positions and to increase the FTE of 2 part time positions to full-time at a cost of $622,466 paid for with Medicaid, millage and grant funds.
Summary:
Community Mental Health (CMH) continues to see an increase in demand for behavioral health services. CMH believes this rise is due to pandemic-related increases in stress and anxiety. In particular, substance abuse services, support for children with Autism and services to persons with intellectual and developmental disabilities are at an all-time high.
These additional positions will allow CMH to provide the necessary treatment to these individuals while meeting the contractual timeline obligations for MDHHS.
These positions will be funded through a combination of Medicaid, grant, and millage funds. To fulfill these program needs, CMH is requesting the following additional positions:
1. Add 1 Mental Health Clinician for CCBHC at a 1.0 FTE at a cost of $98,017.
2. Add 1 Mental Health Clinician for SUD at a 1.0 FTE at a cost of $98,017.
3. Add 1 Mental Health Clinician for DD Services at a 1.0 FTE at a cost of $98,017.
4. Add 1 Mental Health Specialist for Autism at a 1.0 FTE at a cost of $88,286.
5. Add 1 Mental Health Specialist for Respite and Self-Determination at a cost of $88,286.
6. Add 1 Mental Health Specialist for the Access/Navigator Program at a cost of $88,286.
7. Increase the System of Care Grant Peer Support/Lead Family Coordinator from .75 FTE to 1.0 FTE at a cost of $15,888. 8. Increase the System of Care Grant Youth Peer from .25 FTE to 1.0 FTE at a cost of $47,664.
Stearns Creek Expansion Purchases Agreement: The Board approved the purchase agreement of a property for $242,000 as part of the Stearns Creek Expansion.
Summary:
The Stearns Creek Park site was acquired and opened to public use in the spring and summer of 2019. This initial purchase preserved extensive areas of valuable ecological lands including wetlands along Stearns Creek containing a significant population of wild rice. At that time, it was recognized that it would be desirable to expand the park property to further protect its natural features as well as to preserve the view shed of the creek valley and shoreline opposite of the park property. As a result, staff engaged the owner of a key 28-acre property on the north side of the corridor to initiate the park expansion project. At that time, the purchase price was estimated to be $210,000. The property contains approximately 15.5 acres of wetland and 12.5 acres of upland for a total of 28 acres of mostly natural land with some areas of overgrown field and pine plantations.
The owner was willing to sell and follow the Michigan Natural Resources Trust Fund process. A grant application was submitted for $95,000 in April 2020 with match proposed to come from philanthropic funds and the Parks Millage. The grant was awarded in 2021 and staff is confident in securing philanthropic funding. Due diligence and an appraisal has been completed. The appraisal found the market value at $242,000, which is $32,000 above budget included in the grant application. Given current real estate market conditions, Staff believe the value is appropriate and the Parks Commission concurred. The property owner has signed a purchase agreement based on this price. In order to achieve the goals of this project, it is recommended that the Board of Commissioners approve the agreement with the additional funding coming from the Parks Millage.
Idema Explorers Trail - Jenison Mill Segment: The Board approved a bid from Riverworks Construction in the amount of $1,283,936.5 for construction of the Jenison Mill Segment of the Idema Explorers Trail.
Summary:
The Jenison Mill Segment of the Idema Explorers Trail is a key link in the expanding paved multi-use trail system along the south side of the Grand River. This segment provides the final connections between existing trail along Cottonwood Drive.
