Meeting Notes 3-14-23

Meeting Notes from the March 14, 2023 Meeting of the Ottawa County Board of Commissioners.

Meeting Packet: https://www.miottawa.org/CalendarDocs/2023/1678742728643-packet.PDF

Meeting Video: https://www.youtube.com/watch?v=r_bBncKVhz4

Sentinel Roundup: https://www.hollandsentinel.com/story/news/politics/county/2023/03/15/ottawa-county-approves-mental-health-positions-after-month-long-delay/70011042007/

https://www.hollandsentinel.com/story/news/politics/elections/county/2023/03/14/ottawa-impact-boots-lone-democrat-commissioner-from-housing-panel-he-helped-revive/70008393007/

https://www.hollandsentinel.com/story/news/politics/county/2023/03/15/ottawa-impact-commissioners-approve-new-senior-aide-position-to-assist-john-gibbs/70006728007/

Ottawa County Housing Commission composition: The Board voted 8-3 to update the composition of the Ottawa County Housing Commission by removing myself, Tom Reinsma and Virginia Beard.

I am disappointed to no longer be able to serve Ottawa County residents and advocate for housing opportunity throughout the County as Housing Commissioner going forward, but I am grateful for the opportunity I have had these last three years to help reestablish the Commission and work to set it on a strong path for success going forward.

CIT Vehicle Addition: The Board approved the request to purchase a 2022 Chrysler Pacifica minivan (or equivalent) at an estimated cost of $28,000 for the Crisis Intervention Team (CIT) vehicle.

Summary:

The Community Mental Health Crisis Intervention Team is requesting approval to purchase a 2022 Chrysler Pacifica minivan (or equivalent) at an estimated cost of $28,000 with sufficent tow capacity to pull a trailer (eligible to purchase with grant funds). The Team is regularly traveling throughout the county to provide trainings to large and small groups, public/private safety organizations, and individuals/families needing guidance and support in dealing with crisis situations. The vehicle will pull a trailer holding eleven industrial sized totes of training supplies.

Additionally, this vehicle will be used during a response when a person requires transportation for treatment. Right now, the only vehicles on scene are patrol cars. No other vehicle in the Community Mental Health fleet has sufficient towing capacity to pull the trailer.

The team activity is funded from a COVID block grant, but the vehicle would be purchased from CMH millage funds through a reallocation from contractual services. No additional appropriation is required.

Support Services for Avigilon Systems: The Board approved the 3-year support agreement with Knight Watch in support of for Ottawa County's Avigilon Systems – Surveillance Video and Door Access.

Summary:

Innovation and Technology (IT) Department working with Purchasing, Facilities, and the Sheriff's Office, received proposals from 2 vendors to provide countywide technology-support services in support of the County's Avigilon Surveillance and Door Access Systems. This includes technical/professional support services, continued enhancement, and server capital replacement. After evaluating these proposals, the TI Department is recommending that the County enter into a Master ServicesAgreement with Knight Watch, low bid and best value, for these services for a period of one year with two, one-year renewal options. The annual not-to-exceed cost would be $296,250 - budgeted and approved by OCIA and CPTED. Initial engagement would include review and refresh of the servers supporting surveillance operations estimated at $269,450.

Michigan Medical Marihuana Operation and Oversight Grant: The Board approved the Michigan Medical Marihuana Operation and Oversight Grant agreement with the Michigan Department of Licensing and Regulatory Affairs (LARA).

Summary:

Grant funds will be used to educate health care providers, students, school staff, parents, school resource officers, those in recovery from substance use disorder, and the public on issues related to medical cannabis. Healthcare providers will receive information regarding the risks of using cannabis when pregnant and/or breastfeeding and the impact that cannabis use can have on youth/adolescent brain development as well as common signs of cannabis abuse.

We will provide community members with access to lock bags through retailers and health care providers and awareness through advertisements and prevention campaigns. New lock bags will be purchased and funded through this grant as well as a Covid Block Grant, and funding through Veterans Affairs. Additionally, advertisement for the lock it up/safe homes campaign, and youth cannabis use prevention will be promoted with these funds. OCDPH will continue to collaborate with regional partners to develop common messaging about cannabis that will be distributed through various mechanisms. OCDPH is working specifically with the Ottawa County Suicide Prevention Coalition, Ottawa Substance Abuse Prevention (OSAP) coalitions including CRAVE (Cannabis Reduction and prevention Education) and the OSAP Steering Committee (social media, billboards, ads, etc). OCDPH is also working cross-jurisdictionally with Muskegon, Kent, and Allegan County to spread the messages regarding Safe Homes and locking up cannabis in the home.

Parks & Recreation Personnel Requests: The Board approved the request from the Ottawa County Parks Department to reclassify the Head Naturalist, Park Naturalist, and Nature Center Secretary positions and add one 1.0 FTE Communications Specialist position at a cost of $95,180.34 funded by the Parks fund balance for fiscal year 2023.

Summary:

To meet goals set by the Ottawa County Parks and Recreation Commission, it is requested to:

1. Reclassify the Head Naturalist position from a Group T, pay grade 9, to a Program Supervisor, Unclassified, pay grade 9.

2. Reclassify the Park Naturalist position from a Group T, pay grade 8, to a Program Supervisor, Unclassified, pay grade 9.

3. Reclassify the Nature Education Center Secretary from a Group T, pay grade 2, to a Secretary, Group T, pay grade 3

4. To add a 1.0 FTE Communications Specialist, Group T, pay grade 8.

Housekeeping Services Contract: The Board approved the Enviro-Clean Services, Inc. contract for housekeeping services at the James St. Complex (A-D Buildings), Grand Haven Courthouse, Holland District Courthouse, and Fulton St (CMH) Building.

Strategic Impact Personnel Requests: The Board approved a proposal from Strategic Impact to change one, 1.0 FTE full-time, benefited Senior Secretary (Group T) position at universal paygrade 4 to an Administrative Assistant (Unclassified) at universal paygrade 7 for a total cost of $6,225.

Summary:

The Senior Secretary position has taken on many responsibilities with the newly established county boards (i.e. County Housing Commission, County Groundwater Board, JH Campbell Plant Closure Planning Committee). This position is now serving as financial administrative support for already established county boards (i.e. Agricultural Preservation Board and Brownfield Redevelopment Authority) and also assuming the responsibility for the administration of the specialized services grant pass-through program for the County which helps to support public transportation needs for seniors and persons with disabilities. With the additions of the new boards and the higher level of responsiblity needed to perform these roles, we are requesting to upgrade the current positon to an Administrative Assistant to provide these services.

Resolution to Authorize "Qualifying Statements" for Bonding Purposes: The Board approved the Resolution to authorize certification of a "Qualifying Statement" for bonding purposes.

Summary:

Pursuant to the requirements of the Uniform Budgeting and Accounting Act, the Chief Administrative Officer of the County must certify and file a "qualifying statement" with the Michigan Department of Treasury. This qualifies the County to issue securities.

10. FY2023 Budget Adjustments: The Board approved the 2023 budget adjustments per the below schedule.

Housekeeping Services Contract: The Board approved the Enviro-Clean Services, Inc. contract for housekeeping services at the James St. Complex (A-D Buildings), Grand Haven Courthouse, Holland District Courthouse, and Fulton St (CMH) Building.

Summary:

Enviro-Clean Services, Inc. is a Michigan-based company that has been providing cleaning services throughout the State for 45+years. Starting in Holland,Enviro-Clean now cleans across Michigan and employs 1,500+ custodial specialists with much of that staff being full-time.

Community Mental Health Personnel Request: The Board approved the request from Community Mental Health to add eight full-time new positions and remove two positions at a total cost of $572,307.20 to be funded by CCBHC grant and Medicaid.

Summary:

CMHOC continues to experience a significant increase in requests for services for all populations, but especially with children and youth and substance use disorders. To meet these demands CMH is asking to create several new clinical positions. The mental health specialist (SC for Autism) will help to distribute the current caseload size to a more manageable number. The mental health specialist (wrap around coordinator) will allow us to take additional SED Waiver cases. Caseloads for all of our teams have continued to grow including our services with adults with Mental Illness. We are asking for an additional Mental Health Specialist on both our MDT (Multi-disciplinary Team) in Grand Haven and on our Senior Reach team.

The Program Supervisor for Substance Use Disorder will manage the growing SUD internal services teams as well as manage all contracts for SUD. Requests for services in this area have grown over the last several years and the workload for the program coordinator has exceeded what one individual can manage. The current Program Coordinator position that is split between MI contracts and SUD will now only manage the MI contracts.

We are also experiencing increased demand for customer service response to grievances, need additional supports in our Recipient Rights office, as well as assistance with communications/marketing of CCBHC health and wellness initiatives.

Grant Application for Rosy Mound Expansion Phase II: The Board approved the Michigan Natural Resources Trust Fund (MNRTF) program for funding assistance for the Rosy Mound Expansion Phase II acquisition project.

Summary:

As explained in the attached Rosy Mound Expansion Project Sheet, the Parks Commission has intended to acquire the entire 291-acre dune and sand mining area known as Rosy Mound since the late 1980's. In 1994, the 164-acre site that became the Rosy Mound Natural Area was purchased, but even then the hope was to stay in contact with the sand mining operators to purchase the remaining 127-acres.

The sand mining operations have now been completed and reclamation is underway. As these operations were winding down, contact with the property representative was re-established and work begun to prepare for a Michigan Natural Resources Trust Fund acquisition grant application. An appraisal was completed to better establish a price, and the budget outlined on the Project Sheet is based on that appraisal with incidentals estimates based on costs of past similar projects.

In April 2022, a Michigan Natural Resources Trust Fund $3,291,800 grant application was submitted to help purchase the entire 127 property at a cost of over $4.7 million (with property value and incidentals). Given the exceptional natural value of the property (it includes 108 acres of critical dunes), staff recommended this application seeking 70% of funding from the Trust Fund in the expectation that it will rank highly according to Trust Fund grant review standards. The match was provided by the Parks Millage, a landowner donation of value (a commitment has been provided in writing), and funding from the Ottawa County Parks Foundation (staff is coordinating with the Parks Foundation to obtain a commitment letter). As expected, the grant application ranked highly. However, due to the challenging investment climate, there was less funding available from the Trust Fund in 2022 and the Michigan Natural Resources Trust Fund requested that the project be spread over two grant cycles. As a result, a grant for $1,650,000 was recommended in December 2022 to purchase half of the 127-acre property with the expectation that a second grant application will be submitted in April 2023. Therefore, staff is requesting that the Parks Commission forward the required grant application resolution for approval by the Board of Commissioners for Phase 2 of this project. In addition to background information, a concept plan for the site that will be submitted with the plan is attached. However, if the acquisition is successful, a public master plan update process will be undertaken.

Grant Application Upper Macatawa Natural Area: The Board approved the application to the Michigan Natural Resources Trust Fund (MNRTF) program for funding assistance for Upper Macatawa Natural Area - Greenway Trailhead project.

Summary:

In the 2021 Ottawa County Parks and Recreation Open Space Plan, a capital improvement project was proposed for development of a modern restroom at the 84th Avenue day-use area for the Upper Macatawa Natural Area park in Zeeland Township. This entry is one of the more popular sites in the Ottawa County Parks system, in part since it provides access to the mountain biking trails through the park. It is also a critical location along the developing Macatawa Greenway Trail and the trail network from Holland to Grand Rapids (which includes the Fred Meijer Kenowa Trail, which commences at the northern end of the Upper Macatawa Natural Area). With the planned development of and funding secured for the "Middle Macatawa" trail connection to Hawthorn Pond and Hawthorn Pond improvements to the west, it is important to provide these enhanced amenities on the eastern end of this portion of the Macatawa Greenway. The proposed modern restroom will provide amenities for Macatawa Greenway users and mountain bikers as well as sustainable and universal design features. This includes men's and women's restrooms, a family restroom with an adult changing table, two changing rooms with showers targeted for mountain bikers, a rainwater harvesting system, and paved connections to the parking area. This project meets many of the criteria for a successful Michigan Natural Resources Trust Fund development project. This funding allows for the inclusion of enhanced features for this project such as the rainwater harvesting system and the adult changing table. Therefore, staff is recommending preparation and submission of a $275,000 grant application to assist with funding this project.

Ottawa County Housing Commission composition: The Board voted 8-3 to update the composition of the Ottawa County Housing Commission by removing myself, Tom Reinsma and Virginia Beard.

I am disappointed to no longer be able to serve Ottawa County residents and advocate for Housing Opportunity throughout the County as Housing Commissioner, but I wish Administrator Gibbs and the addintional two new Commissoners well and hope they are able to continue the vital work that the Commision has pursued these past three years.

Administration Personnel Request: The Board voted 6 to 5 to approve a request from the Office of the Administrator to reclassify the Executive Assistant position as Senior Executive Aide to the Administrator, at a cost of $37,349.08, funded by the General Fund contingency for fiscal year 2023.

Summary of Request:

The Office of the Administrator requested to reclassify and upgrade the Executive Assistant position, which is currently vacant, as Senior Executive Aide to the Administrator, moving it from Unclassified Pay Grade 9, Step 1, to Unclassified Pay Grade 13, Step 4.

Administrator’s justification for the position is as follows:

Total cost for the position is as follows:

I voted no because I do not believe the upgrade to the position of Executive Assistant is warranted. We have operated for many years with the Administrator, Deputy Administrator and Executive Assistant model and I believe it has served us well. We have even recently done with a single Administrator and Executive Assistant for well over a year before the hiring of current Deputy Administrator Waterman. I disagree with the Administrator that the Administrator and Deputy Administration postion “do not have enough bandwidth to handle all that is required to successfully manage the County”.

Annual Reports: The Board received for information the Annual Reports of the Department of Innovation and technology, Department of Parks and Recreation.

Countywide Broadband: The Board voted 11-0 to approve a $7.5M ARPA contribution to the Realizing Opportunities with Broadband Infrastructure Networks (ROBIN) grant bid being managed by 123Net for Countywide Broadband.

I voted yes because achieving more connectivity to more parts of Ottawa County will be an important aspect of our future success.

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