Meeting Notes 6-13-23
Meeting Notes from the June 13, 2023 Meeting of the Ottawa County Board of Commissioners.
Meeting Packet: https://www.miottawa.org/CalendarDocs/2023/1686324663198-packet.PDF
Meeting Video: https://www.youtube.com/watch?v=MqoHYdzUnLk&t=3733s
Sentinel Roundup: https://www.hollandsentinel.com/story/news/politics/county/2023/06/14/ottawa-county-officially-oks-communications-director-job-in-narrow-6-5-vote/70317018007/
Flooring at the Fillmore Administration Building: The Board approved a contract with River City Flooring, Inc. for flooring installation on the lower-level hallway, main entryway, and Sheriff's waiting room/lobby area at the Fillmore Administration Building in the amount of $142,495.89
Ottawa Sands Phase One Change Order: The Board approved Change Order #1 for the Ottawa Sands Phase One construction contract.
Summary:
Parks staff have worked with our consultant and local jurisdictions and recommend several revisions to the plans and specifications that impact the final cost of the project as detailed in this change order. These changes have already been accounted for in the project budget. The main changes are as follows:
1. Construction of a barrier-free kayak launch and renovation of an existing building into an office and welcome center including utilities, parking, and various amenities were added back into the project. These items had been included in the originalprojectbidbutwereexcludedduetobudgetconstraints. Additional grant funding secured since that time now allows these key components of the phase one plan to be implemented. This amounts to $308,000 of the total change order amount.
2. During final permitting and plan approval by the City of Ferrysburg, it was determined that new water main, fire hydrants, road improvements, and other changes would be required to provide adequate first responder and fire access in order to ensureapromptresponseinthecaseofanemergency. This replaces the original plan of a less expensive system of wells to provide water to the park facilities. Although more expensive initially, the water main will reduce operational costs as well as provide a future cost savings for construction projects which will now have access to public water. These costs totaled $242,500.
Virtual Chief Information Security Officer: The Board approved a contract with Naya Group LLC to provide virtual CISO/Cybersecurity consulting services. A virtual CISO is a skilled and experienced cybersecurity professional who provides the same level of expertise and guidance as an in-house CISO but on a remote and on-demand basis. The CISO will work with IT and other departments to design and implement effective threat management strategies by assisting and developing an overall IT strategic security plan, perform risk assessments, evaluate systems and business resilience. The total 3-year cost is $122,900.
FY2024 Michigan Department of Corrections Plan and Application: The Board approved the FY2024 Michigan Department of Corrections Plan and Application.
Grant for New Environmental Sustainability Center: The Board approved a $1 million grant from the Michigan Department of Environment, Great Lakes, and Energy (EGLE).
Summary:
Ottawa County's Environmental Sustainability Program is developing a new Environmental Sustainability Center that will assist in serving an area that currently doesn't have easy access to services we currently provide as well as a location to grow educational and other sustainability programs that the county may need. The new center would be located in Allendale Charter Township in partnership with Grand Valley State University, one of the county's largest growing populations. This location would be a drop-off location for recycling and hard-to-recycle items for residents, local college, and apartment populations located in this area. This Environmental Sustainability Center would also be the hub of the other 4 centers located throughout the county.
St. Vincent De Paul Contract: The Board approved a contract with St. Vincent De Paul to conduct a food choice survey related to their food pantry redesign, in the amount of $5,100.
Administrator’s Office Personnel Request: The Board approved 6 to 5 the Administrator’s request to change one, 1.0 FTE full-time, benefited Communications Manager position at universal paygrade 12 to a Communications Director at universal paygrade 15 for a total cost of $20,353. The position also lays the groundwork for the establishment of a new Communications Department.
I voted no on the request, as I had done in Finance Committee, because I am concerned that this position as well as the possibility of an entirely new Communications Department represent a fairly radical change that will end up being cost-burdensome to residents and not being as responsive as it has been in the past. I believe our approach over the past years of having subject expertise Communications personnel located within each department, with the assistance and resources of a Communication Manager, has served staff and County residents well.
Community Action Agency Personnel Request: The Board approved a proposal to change one Assessment & Eligibility Specialist at .75 FTE and universal paygrade 5 to a Grant & Development Coordinator at 1.0 FTE at a universal pay scale 10 for a total cost of $34,809.
Clerk/Register of Deeds Personnel Request: The Board approved a proposal to change one, 1.0 FTE full-time, benefited Elections Coordinator position at universal paygrade 10 to an Elections Supervisor at universal paygrade 12 for a total cost of $11,555.
Clerk/Register of Deeds Personnel Request: The Board approved a proposal to upgrade the one, 1.0 FTE Full- time, benefited Chief Deputy Register of Deeds (Unclassified) position from a universal paygrade 13 to a universal paygrade 14 for a total cost of $3,838.
Facilities Department Reorganization: The Board approved the request to reorganize the Facilities Department at a cost of $83,339 for Fiscal Year 2023.
Summary-
The requested Facilities Department reorganization aligns the department with industry standards and to be successful in meeting organizational goals, such as proactive planning and response to capital improvement plans.
The remaining cost for Fiscal Year 2023 is $83,339 and the full reorganization will be included in the Fiscal Year 2024 budget. Additional details are attached.
1. Upgrade Custodian to Lead Custodian
2. Upgrade Custodial Supervisor to Operations Supervisor
3. Upgrade Maintenance Worker to Operations Coordinator
4. Upgrade Project/Compliance Manager to Project/Compliance Coordinator 5. Add Assistant Facilities Director
6. Upgrade Maintenance Technician to Lead Asset Technician
7. Upgrade Housekeeper to Custodian
8. Add Project Assistant
Community Mental Health Personnel Request Correction: The Board approved the correction of the Mental Health Prescriber position, at a total cost of $5,327 paid for with CCBHC grant funds and Medicaid.
Parks and Recreation Pay Increase Request for Stewardship Crew: The Board approved a request to increase the pay of the seasonal Stewardship Crew to a starting rate of $16.8795 to attract talent at no additional cost for Fiscal Year 2023.
FY2023 Budget Adjustments: The Board approved the 2023 budget adjustments per the attached schedule.
