Meeting Notes 3-24-22
Meeting Notes from the March 24 Meeting of the Ottawa County Board of Commissioners.
Meeting Packet: https://www.miottawa.org/appImages/Calendar/1647636417691-packet.PDF
Meeting Video: https://www.youtube.com/watch?v=Jfeig8LkWOA
Family Justice Center Budget Amendment: The Board approved 10-1 a revised budget of $32 million to cover all costs associated with the Family Justice Center project.
Summary:
The Board of Commissioners previously approved a $30 million budget to cover all costs associated with the proposed Family Justice Center project to construct a new courthouse to house the Juvenile Court and Friend of the Court staff. After numerous planning meetings, it has become apparent that a new building that meets the County's needs cannot be designed and constructed within the $30 million budget. The significant increase in construction costs (labor and materials) has had a major effect on the cost per square footage price on this project. The most recent cost model from Granger Construction shows the total project costs (design, construction and soft costs) at about $31.7 million.
This was the final vote before construction begins this spring.
I voted no on this because I feel the the idea relocating Friend of the Court (FOC) offices from Grand Haven and place them together with the Juvenile Court facilities at Fillmore in a new, stand alone building to be not only financially onerous but one without obvious net operational positives for FOC. Without strong positives for the FOC move, there is not, for me at least, sufficient justification to complete a stand-alone building at Fillmore for the two tenants.
I do recognize that our current Juvenile Court facilities are not optimal. However, I do believe that many of the issues could adequately be addressed through a less financially extensive buildout at our current facility. This rebuild would not only be less expensive initially, but also save money in annual operational costs over a separate, stand-alone facility.
We are currently at a point of unknowns regarding both future juvenile caseloads as well as the possibility and desirability of virtual courtrooms as well as remote work for support staff for FOC and the Court. I am not convinced that the construction of a new stand alone facility, given the above, is the absolute best course of action at this time.
Allocation of 2021 Unassigned Fund Balance: The Board approved the recommendation to transfer $2,000,000 and $906,011 of the General Fund unassigned fund balance to the Family Justice Center Building Authority project and to the Capital Projects Fund, respectively.
Summary:
The County's policy allows the fund balance of the General Fund in excess of 25% to be allocated for other uses. As of 9/30/2021, the fund balance in the General Fund in excess of the 25% cap totals $2.9 million. The additional $2 million for this project would be paid from this $2.9 million balance, so the County would not borrow more than $30 million. In May, the County will be requesting the Insurance Authority to make a $1.5 million contribution towards the portion of this project that reduces the County's risk and liability exposure. If the Insurance Authority agrees to this contribution, then the additional General Fund contribution would decrease from $2 million to $500,000.
I voted yes because the project was approved by a majority of the Board previously, and I do believe that if we are going through with the project, using excess General Funds dollars is preferable to additional bonding.
Contract of Lease and Ground Lease: The Board approved to approve the Contract of Lease and Ground Lease with the Ottawa County Building Authority.
Summary:
This action item is a Contract of Lease and Ground Lease between the County of Ottawa and the Ottawa County Building Authority. The lease term provides for a 25 year term, and termination not later than May 1, 2048.
The County will be obligated to make cash rental payments to the Ottawa County Building Authority in amount sufficient to pay the principal and interest on the bonds to be issued by the Ottawa County Building Authority and that the full faith and credit of the County of Ottawa will be pledged for the making of said cash rental payments as a limited tax first budget obligation.
I voted yes because the project was approved by a majority of the Board previously, and I do believe that that if we are going through with the project, placing the building inside of the Building Authority and leasing it back from them is the preferred option.
Resolution to Set a Public Hearing Date for EDC Bond Project: The Board voted to approve a A public hearing upon the proposed Project Plan on April 12, 2022, at 1:30pm in the Board Room at the Administration Building, 12220 Fillmore Street, West Olive, Michigan.
Summary:
The Project Plan contemplates the issuance in one or more series of not to exceed $80,000,000 revenue bonds by the EDC to finance all or a portion of the costs of the acquisition, construction, furnishing and development of Phase I of an entrance fee, life plan senior living community to be known as "The Farmstead" to be located on an approximately 39 acre site with an address of 875 E. 24th Street, City of Holland, Michigan and expected to include 80 congregate apartments, 24 cottages, and 24 assisted living suites and common amenities, including parking, dining facilities, fitness center, clubhouse, activity rooms, multipurpose rooms and other common living areas (collectively, the "Project"), and to pay expenses incurred in connection with the financing.
Community Mental Health Personnel Request: The Board approved the request from Community Mental Health to increase the part-time, benefited Prevention Specialist position at pay grade 8 from 0.6 FTE to 1.0 FTE at a cost of $37,484 paid for with PA2 and grant funding.
Parks and Recreation Personnel Request: The Board approved the request from the Ottawa County Parks Department to add one, seasonal, non-benefited Program Lead position and one seasonal, non-benefited Project Support Specialist position at a total cost of $46,374 paid for with funding included in the approved FY22 Parks budget.
Contract to Provide Assessing Services for Hudsonville City, Grand Haven City, and Crockery Township: The Board approved the contract to provide Assessing Services for the City of Hudsonville.
Data Conversion from Legacy Case Management System: The Board approved the proposed agreement with White Box Technologies for data conversion from the Circuit and District Courts’ legacy case management system to a new case management system at a total cost of $263,790.
Certification for FY21 Filing of Qualifying Statement: The Board approved the authorizion of the certification of a Qualifying Statement for bonding purposes.
Grand Haven Courthouse Boiler Stack Replacement Project: The Board approved the low bid from Mall City Mechanical in the amount of $161,425 to replace ..
FY2022 Budget Adjustments: The Board approved the 2022 budget adjustments per the above schedule.
Grose Park Maintenance Building Reconstruction: The Board approved the revised proposal from Pride Builders Group LLC in the amount of $96,500 for reconstruction of the Grose Park Maintenance building.
2023 MNRTF Grant Application for Ottawa Sands Lake Loop and Idema Explorers Trail Connector: The Board approved the application to the Michigan Natural Resources Trust Fund (MNRTF) program for funding assistance to construct the Ottawa Sands Lake Loop Project and Idema Explorers Trail Connector.
Summary:
Following the recent gift of the Bill and Bea Idema Foundation to construct amenities associated with the Idema Explorers Camp at Ottawa Sands, park staff have been reviewing opportunities to further leverage this funding in order to construct complementary amenities. In considering the priority amenities from the 2021 Ottawa Sands Master Plan, the 1.6-mile accessible paved "Lake Loop" around the 80-acre mining lake and a modern restroom facility at the day-use parking area were identified as the most desirable amenities.
This motion sheet focuses on a recommended $300,000 MNRTF development grant proposal for the "Lake Loop" project. In order to create a logical project that maximizes MNRTF grant scoring criteria, the Lake Loop has been combined with the segment of the Idema Explorers Connector pathway (this name is a placeholder) that is being constructed from North Shore Drive to the day-use parking area. Trail wayfinding items could also be installed along North Shore Drive as part of this project (the City of Ferrysburg has approved future installation of Idema Explorers Trail branded wayfinding sign). The day-use parking area is also included with this grant application in order to add available grant funding match and since it also makes a logical and stand-alone project with the planned pathways.
The resolution commits the total match of $691,900 for the project. However, $227,900 in funding still needs to be identified. Staff is recommending moving forward in the anticipation that the Ottawa County Parks Foundation or other funding (such as federal stimulus funding) could be secured by the end of the year.
More from Mlive here.
Restroom facility at the Ottawa Sands: The Board approved the application to the Land and Water Conservation Fund (LWCF) program for funding assistance to construct the modern restroom facility at the Ottawa Sands Day Use Area as per the Ottawa Sands Master Plan.
2023 MNRTF Grant Application for Rosy Mound Expansion: The Board approved the application to the Michigan Natural Resources Trust Fund (MNRTF) program for funding assistance for the Rosy Mound Expansion project.
Summary:
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 that transition process started for the sand mine, 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.
Given the exceptional natural value of the property (it includes 108 acres of critical dunes), staff is recommending an application seeking 70% of funding from the Trust Fund in the expectation that it will rank highly according to Trust Fund grant review standards and be more likely to be awarded funding. The match will be 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).
More from Mlive here.
Investment Policy: The Board approved the revised Investment Policy for review and comment.
Public Health Receivables Write-off Rule: The Board approved the revised Public Health Receivables Write-off Rule for review and comment.
Military Service Credits Policy: The Board approved the Internal Policy Review Team’s recommendation to retire the Military Service Credits Policy.
Participating in Conferences and Conventions Policy: The Board approved the Internal Policy Review Team’s recommendation to retire the Participating in Conferences and Conventions Policy.
County Administrator Hiring: The Board voted unanimously to approve the hiring of interim Administrator John Shay as our new Administrator. I voted yes believe I appreciate John’s management style and his ability to communicate effectively with both staff and the Board.
