Meeting Notes 4-27-21

Meeting Notes from the April 27 Meeting of the Ottawa County Board of Commissioners.

Meeting Packet: https://www.miottawa.org/appImages/Calendar/1619209066870-packet.PDF

Meeting Video: https://www.youtube.com/watch?v=o7oCx9cL-go

Sentinel Roundup: https://www.hollandsentinel.com/story/news/politics/government/2021/04/28/ottawa-health-officer-asks-residents-understanding-during-pandemic/4858043001/

Update from Public Health: County Health Department personnel gave the Board an update on current Covid conditions in Ottawa County. As can be seen in the above graphic, case counts are slowly coming down off their recents highs. Health Department is asking for resident patience so that we can continue reducing community spread and enhance vaccine uptake.

2021 Budget Adjustments: The Board approved March budget adjustments per the above schedule.

County of Ottawa Financial Report: The Board voted to receive for information the Comprehensive Annual Financial Report of the County of Ottawa for the Year Ended September 30, 2020.

Summary:

The Uniform Budget and Accounting Act require that all local units of government complete an annual financial audit. A copy of the audit is submitted to the State of Michigan and on the County website.

Local Government Retirement System Annual Report: The Board voted to receive for information the Local Government Retirement System Annual Report as required by Public Act 202 of 2017.

Summary:

Public Act 202 of 2017 require that local units file form 5572 to report financial status of Retirement and Other Post Employment Benefit (OPEB) plans. Local units must submit the report to the governing body, although no formal vote of approval is required. Additionally, the form must be posted to the website.

The Act defines underfunded plans as follows:

Retirement: Less than 60% funded AND the actuarially determined contribution greater than 10% of Governmental Fund revenues.

OPEB: Less than 40% funded AND the actuarially determined contribution greater than 12% of Governmental Fund revenues.

Based on the uniform assumptions established by the State, the County of Ottawa Retirement and OPEB plan is 70.5% and 106.5% funded respectively and, therefore, will not require any additional action beyond filing this information with the Michigan Department of Treasury.

Fulton Street HVAC Replacement Project: The Board voted to approve the lowest responsive bid from Hurst Mechanical in the amount of $85,316.00 to replace three rooftop units and the building control system.

Summary:

The County received three bids to replace three rooftop units and the building control system for the Fulton Street facility in Grand Haven. These units provide heat and air conditioning to the Public Defender's Office, the main lobby, the CMH conference room and the CMH breakroom. The lowest bid from Mark of the Z Heating in the amount of $28,810.00 did not meet all of the requirements in the RFP. The next lowest bid from Hurst Mechanical does meet the requirements. If approved, this work would begin in June and should take only a few days to complete.

Facilities Maintenance Personnel Request: The Board voted to approve a proposal to hire three part-time, non-benefited housekeepers at an annual cost of $43,641.69.

Summary:

The County has previously contracted housekeeping services to clean the Fillmore Administration building. However, the contractors have demonstrated ongoing performance problems resulting in numerous complaints from both the County's custodial staff and from other employees. These complaints have identified deficiencies in the thoroughness of cleaning, the lack of staffing and the lack of supervision of the contracted employees.

Therefore, the Facilities Maintenance Department is proposing a pilot project to hire three part-time, non-benefited housekeepers to clean the Fillmore Administration Building in an effort to reduce turnover and provide more consistent service.

Currently, the County pays external contractors $65,280.00 per year to clean the Fillmore Administration Building three days per week. The cost to hire three part-time, non-benefited housekeepers to work three days per week (Monday, Wednesday, Friday), six hours per day is $43,641.69, resulting in a cost savings of $21,638.31.

County Treasurer's Department Personnel Request: The Board voted to approve the reorganization request from the County Treasurer to remove the 1.0 FTE Unclassified U4 position of Revenue Accounting Supervisor and add a 1.0 FTE Group T-6 Clerk position at a cost savings of $22.324.82.

Summary:

Upon the retirement of the Revenue Accounting Supervisor in 2020, the Treasurer's office reassessed their department needs and determined that instead of a middle management position, the office needed more front line clerical staff. The Department hired a temporary clerk in November 2020 to pilot this change. After several months of working with the additional clerk, the office has determined that the new arrangement is better serving the needs of the customer and the office. This request is to eliminate the Revenue Accounting Supervisor position and to permanently add an additional Clerk position.

This reorganization will result in a cost savings of $22,324.

Merit Contract for Broadband Data Collection: The Board approved the Contract with Merit Network, Inc. to complete Phase 1 data collection/analysis of the County’s Multi-phase Digital InclusionStrategies at a cost of $42,000.

Summary:

In December of 2020, the County released a Request for Proposals from qualified vendors to execute a strategy for comprehensive data collection and analysis to determine the current status and future needs of broadband service throughout Ottawa County. The mission of this County-wide initiative is to identify solutions that will create access to affordable and reliable broadband of sufficient speed to meet the needs of 100% of Ottawa County’s residents, students amd businesses. Comprehensive data collection is the essential and critical first step that will be used to help inform the strategies and solutions necessary to bridge the gap.

Waiver and Reduction of Food Establishment License Fees: The Board voted to approve the motion to waive the food license fee for 33 establishments that paid for a food license and have not operated during license year May 1, 2020 - April 30, 2021 in the amount of $13,611 and to reduce the license fee for all food establishments renewing a license in 2021 by 30% for a total amount of $141,611. A prior motion to increase that amount to 100% of 2021-22 fees using incoming American Rescue Plan funds failed 8-3, with myself, Commissioner Terpstra, and Commissioner Meppelink in the affirmative. I supported the motion because there are a number of entities, food trucks, school concessions, etc. that paid their fees but are not likely to receive American Rescue Plan, and this would be for me a move to more equitable relief for this hard hit sector of the economy here in Holland and throughout Ottawa.

Summary:

This motion would provide license fee relief for food establishments in two different ways.

1. Waiver of food license fees for 33 Ottawa County food establishments each of which paid to renew their food license on April 30, 2020 and did not operate between May 1, 2020 - April 30, 2021. These establishments would have food license fees waived for the upcoming 2021 year at an estimated total savings to them of $13,611. These establishments would still be required to purchase state licenses at a cost of $30 or less.

2. Reduction of food license fees by 30% for all other food establishments in Ottawa County. Approximatley 30% of Health Department Food Safety Program staff have time was spent on COVID-19 support activities for food establishments. The County was subsidized for the expenses. The proposal is essentially to pass this on to our food establishments in the amount of $141,611.