Meeting Notes 2-22-22
Meeting Notes from the February 22nd Meeting of the Ottawa County Board of Commissioners.
Meeting Packet: https://www.miottawa.org/appImages/Calendar/1645217759374-packet.PDF
Meeting Video: https://www.youtube.com/watch?v=k3RKV9o2-UE
Sentinel Roundup: https://www.hollandsentinel.com/story/news/politics/government/2022/02/23/ottawa-county-approves-wage-bump-effort-bolster-talent-retention/6891153001/
Port Sheldon Sports Complex Stormwater Easement: The Board approved the Declaration of Drainage Easement.
Summary:
A developer is developing the Blendon Meadows Condominium project in the City of Hudsonville. The stormwater management pond in the southwest corner of the property is proposed to be connected to Rush Creek. In order to do this, an underground storm sewer pipe needs to be constructed over a small portion of the back (southeast) corner of the Port Sheldon Sports Complex property and will need an easement for drainage granted by the County. This corner of the property is undeveloped and will not affect any of the existing soccer fields.
In consideration of $500 to offset the County's legal fees, the Declaration of Drainage Easement will allow the developer to construct this storm sewer and maintain it in the future.
Ottawa Sands Development Professional Services: The Board approved the proposal from VIRIDIS Design Group in the amount of $251,600.00 for project management, design, construction documents, and construction administration of the Idema Explorers Camp and associated development in accord with the funding received from the Bill and Bea Idema Foundation.
Summary:
Following the formal award of funds from the Bill and Bea Idema Foundation in November for the development of the Greenway Campground and related support facilities as Ottawa Sands totaling $3,480,000.00, park staff have been developing a strategy to implement these elements in a timely and cost effective manner. The first step in this process is securing professional design and engineering services to develop and detail the designs and ideas from the master plan and lead the implementation of those plans through construction. Working with the County's purchasing department, park staff propose that the consultant who completed the master plan, VIRIDIS Design Group, be retained to complete the remainder of the design tasks. Specifically,VIRIDIS will focus their efforts on the Idema Explorers Camp and other sensitive design features with additional consultants selected in conjunction with Parks staff to meet other needs such as surveying, geotechnical and utility engineering.
FY2022 Budget Adjustments: The Board approved the Board of Commissioners the 2022 budget adjustments.
2023 Budget Calendar: The Board approved the 2023 Budget Calendar as shown above.
Resolution to Appoint New Equalization Director: The Board approved a resolution to accept Michael Galligan's retirement as Ottawa County Equalization Director effective June 30, 2022 and to appoint Brian Busscher as Ottawa County Equalization Director effective July 1, 2022.
Summary:
Michael Galligan plans to retire as Ottawa County's Equalization Director effective June 30, 2022. Deputy Equalization Director Brian Busscher has the required certifications and experience to qualify for the Equalization Director position and has performed well in his current position. The appointment of Brian Busscher as the Equalization Director effective July 1, 2022 will enable the Equalization Department to continue running efficiently and effectively as it has done under Michael's capable leadership.
Parks Department Personnel Request: The Board approved the Parks Commission recommendation to increase the Parks seasonal employee wage scale for the 2022 season and to be adjusted annually in proportion to increases in the minimum wage at a cost of $65,068.
Summary:
For the past few years Ottawa County Parks has not been able to recruit and retain enough seasonal employees to provide the level of service needed to meet the high standards of our department. As a result, the Parks Management team worked cooperatively with the Ottawa County Human Resources department to conducted a wage survey of both local employers from whom we might compete for staff and Park agencies in the State of Michigan. We found that the average starting hourly rates for these seasonal or part-time positions varied from about $12.50 to $16.50. The following proposed new seasonal wage scale is being recommended to keep us competitive and fair in the current job market.
Implementation of these wages will cost $65,068 in the remainder of FY 2022. The additional funds needed to cover the cost of these wage increases will be completely covered by the reduction of staff positions associated with the implementation of the fee machines, the increase in annual revenues, and the reallocation of funds originally intended for capital purchases which now is covered by a grant. After these budget adjustments, the wage increases will not only be covered, but there will be a net positive effect on the overall budget.
Public Health Personnel Request: The Board approved the request from Public Health to split one 1.0 FTE full time, benefited Community health Nurse position into two 0.6 FTE part-time benefited Community Health Nurse Positions at a cost of $27,318 to be paid out of the 2022 Public Health Fund Balance.
Summary:
The Maternal and Infant Health Program (MIHP) in the Department of Public Health requests a 0.2 FTE increase to split the current 1.0 FTE Community Health Nurse position into two 0.6 FTE positions.
Due to the ongoing growth of Ottawa County along with the impact of the pandemic, referrals to MIHP are at an all-time high. In fiscal year 2021 the program received over 2100 referrals, a 65% increase since 2018. Case managers are currently receiving an average of 35 new referrals each month. Because they work with families up to a year, it is challenging to enroll new families while maintaining their current caseloads. The additional nurse will allow the MIHP team to serve more Ottawa County families.
Additionally, the labor market is experiencing a critical nursing shortage; registered nursing is the fourth most in-demand job in the American workforce. The MIHP team has experienced difficulty in recruiting qualified nurses interested in full-time work. The change to part-time positions is anticipated to result in improved recruitment and retention since many nurses seek the profession for its flexibility and opportunity to work part-time.
Although the additional position will require Public Health Fund dollars during the implementation period, once both part-time nurses are recruited, hired and trained, the program will be able to cover these additional expenses through a combination of cost-based reimbursement, regional grants and Medicaid revenue. It is anticipated that for FY 2023 the costs will be partially funded and by FY 2024 the position will be generating sufficient income to pay for the full amount of the increased expenses.
Human Resources Personnel Request Item: The Board approved the request from Human Resources to add one (1.0 FTE) Assistant Human Resources Director at a Unclassifed paygrade 16, at a cost of $35,606.
Summary:
The Human Resources Department currently has 10 full-time positions and performs all mandated HR functions for over 1,200 employees. This includes recruiting, hiring and onboarding employees, administration of all employee benefits, bi-weekly payroll, training and development, labor relations, discipline management, and union negotiations for over 1,200 employees. Typically, an HR department should have a 1 to 100 ratio, if it is only providing basic HR functions, which typically would not include employee development and training along with payroll.
With the current labor shortages and the turnover rate skyrocketing, the department was seeking to add an additional Employment Analyst position, as the department currently has 4-5 employees, including the HR Director, active in the interviewing and recruitment area. All COVID tracking of employees and management of on-going COVID mandates and changes have been taken on by the department and, with no end in sight for COVID, this is creating an additional strain on the ability to perform HR functions. We have seen a significant increase in the amount of coaching and discipline management of employees and changes in the labor relations area specifically in a rise of grievances filed and demands to bargain with COVID-related mandates. Ottawa County is also experiencing a significant decline in overall employee satisfaction, which has added to the strain on the Human Resources Department to assist employees as they navigate these unprecedented times.
In adding an Assistant Human Resources Director, the department can not only complete mandated services that have grown to a capacity that cannot be sustained, but also focus on performance management, succession planning, employee and department development and ongoing payroll implementation.
In order to accommodate this position, a vacant Employment Analyst position, which the County has been unable to fill, will be eliminated in this year's budget.
Proposed Bond Project Resolution: The Board approved a Resolution Approving the Project Area, Establishing the Project District Area, and Confirming the Appointment of Two Additional Directors to the Ottawa County Economic Development Corporation Board, in order to initiate the process of issuing Limited Obligation Revenue Bonds not-to-exceed $75,000,000 for the benefit of The Farmstead by Resthaven project located in the City of Holland.
Summary:
Resthaven (the Borrower) operates multiple senior living and care facilities in Ottawa County. A new facility has been planned for construction in the City of Holland. When complete, the facility will offer 128 units for independent and assisted living.
As allowed under Public Act 338 of 1974, the Borrower is requesting that the Ottawa County Economic Development Corporation (EDC) issue Limited Obligation Revenue Bonds to finance the proposed project, which meets the stated purposes of the Act. Tax-exempt bonds such as these lower the cost of capital eligible projects. The Borrower is a Michigan non-profit organization and therefore eligible to utilize the bonds. The aggregate bond amount will not exceed $75,000,000 (seventy-five million and zero/100).
All costs incurred, including fees for Bond Counsel, will be paid either by the Borrower or the proceeds from the bonds, not the County. Neither the County nor the EDC have any liability for the bonds in the event of default. The EDC charges an Issuance Fee of 1/4 of 1% of the face value of the bonds, which will be calculated at closing but is currently estimated to be $187,500. The bonds are not backed by the full faith and credit of the County.
On February 3, 2022 the EDC passed the required Resolution of Inducement and Intent to Issue Bonds for this project. The City of Holland has indicated support for the project and will be presented with a resolution to approve the Project Plan in March 2022. Two additional directors named in the Resolution will be appointed to the EDC for the duration of the project.
Courtroom Presentation Solution: The Board approved the authorization to purchase and install 10 Wolfvision Cynaps to be deployed in the six Circuit and Probate Courtrooms and 4 Hearing Rooms in Grand Haven and West Olive at a total cost of $82,837.50.
Summary:
This project would replace the "Pointmaker" hardware in each Circuit & Probate Court courtroom and hearing room, which have been failing and requiring significant IT attention. The Wolfvision Cynaps to be purchased would allow for the recording of physical evidence presented in court as well as recording Zoom video. We have experienced frequent issues with the Pointmakers, and BIS is encouraging the replacement of those devices with Wolfvision Cynaps, as they will no longer support the Pointmakers. The Wolfvision Cynap would give increased ability to record new forms of evidence presented in the courtrooms and hearing rooms. A Capital improvement project was applied for with regard to this purchase.
Temporary Non-Benefited Wages: The Board approved the request from Human Resources to match all temporary, non-benefited positions who have a benefited equivalent to Step 1 of the correlating grade on the Universal Pay Scale, as shown above.
Summary:
Temporary, non-benefited position wages are not included in cost of living adjustments. Moving these position wages to Step 1 of the correlating grade of the benefited position keeps them current and in line with their benefited counterparts and the labor market.
Adjustments to Compensation for Benefited Employees: The Board approved the issuance of a one-time payment to benefited employees (excluding elected officials) in the not-to-exceed amount of $2,000 and to increase the wages in the 2022 wage scale by 2% for all benefited employees (excluding elected officials).
Summary:
Like many other employers, the County has experienced challenges in retaining employees in today's unprecedented job market. The County has lost employees to other employers who offer higher wages and/or sign-up bonuses. The County provides numerous essential services to the citizens of Ottawa County, which requires having a dedicated and professional workforce. We conservatively estimate that it costs the County over $20,000 to replace each employee that leaves the County.
In an effort to retain our quality workforce and maintain our level of services, The County will issue a one-time payment to benefited employees (excluding elected officials) in the not-to-exceed amount of $2,000. This amount would be pro-rated based on the number of months an employee worked during the two-year duration of the pandemic. The retention payments would also be pro-rated to the extent of the employee's work hours. For example, a 0.6 FTE benefited employee would receive 60% of the eligible one-time payment. The one-time payment would not be offered to non-benefited or seasonal employees.
Based on the recommendation from the consultant who completed the 2022 wage scale, the County will also increase the wages in the 2022 wage scale by 2% for all benefited employees (excluding elected officials). This increase would be in line with what other comparable counties in Michigan and some of the local units of government in Ottawa County are doing.
The total cost of the pay adjustments for this year is $2.5 million with 60% of it ($1.5 million) funded from vacancy savings in the current budget from unfilled positions. The remaining amount will be paid from ARPA lost-revenue savings and dedicated revenue sources, such as CMH Medicaid, grants and millage funds.
Ottawa County government provides many essential services to the citizens of Ottawa County, which requires having a dedicated and professional workforce. I am grateful for all the hard work and effort put in by our staff these past two years and was happy to vote yes on both measures.
