Meeting Notes 7-25-23

Meeting Notes from the July 25, 2023 Meeting of the Ottawa County Board of Commissioners.

Meeting Packet: https://www.miottawa.org/CalendarDocs/2023/1689957715785-packet.PDF

Meeting Video: https://www.youtube.com/watch?v=ZTSAW3VDUO4

Sentinel Roundup: https://www.hollandsentinel.com/story/news/politics/county/2023/07/26/county-dips-into-contingency-funds-as-it-grapples-with-mounting-legal-costs/70469259007/

Sentinel Tweet Thread: https://twitter.com/SentinelLeach/status/1683973020464062466?s=20

Kirk Park Renovations: The Board approved the bid from Ryerson Brothers Excavating LLC in the amount of $88,677.09 for construction of a new septic field at Kirk Park.

Summary:

Necessary improvements and renovations at Kirk Park have been in the planning stages for several years. These include renovations to the existing restroom, construction of a new play area, and installation of a new septic field. A portion of costs will come from a Michigan Natural Resources Trust Fund Grant.

Environmental Sustainability Electronic Recycling Contract: The Board approved a contract with Padnos for recycling electronics, for a 3-year contract equaling $75,000.

Summary:

The Environmental Sustainability Program has four sustainability centers that collect electronic goods from Ottawa County residents. When those centers become full, we have a 3rd party vendor pick-up the goods to be recycled. This contract will allow for the continuing efforts of collecting hard to recycle electronic items such as CRTs (CathrayTube TVs-old large tube TVs), computers, printers, wires, etc. Electronics don't only contain precious metals but also hazardous materials, which makes it very import ant to keep these items out of the landfill.

Due to the high cost of CRT recycling and the need to continue other elements of the Sustainability Program and no to low cost to residents, a small fee is charged to the public for CRT TV disposal. CRTs under 30" are charged $10 and CRTs 30" and greater are charged S20. This contract will include a new (non-public) location at the Fillmore Complex to assist the Onawa County IT Department. with recycling the county's electronics. Pricing is based on how many items and what kind of items need to be recycled. This is a 3-vear contract with a budget of $25,000 a year.

FY2023 Budget Adjustments: The Board approved 10-1 the 2023 budget adjustments per the attached schedule.

In January, the Board approved a contract with the Kallman Legal Group and a Purchase Order was created for an amount of $210,600 for the remainder of the Fiscal Year. One of the Budget Adjustments today is for an additional $110,000 drawdown from Contingency Fund to be able to pay the estimated remaining invoices through the end of the Fiscal Year in excess of the $205,536 already allocated. This drawdown will leave us at less than $40,000 remaining in our Contingency Fund out of an initial $800,000 allocation.

While I do understand that costs sometimes exceed expectations, the additional $110,000 represents more than a 50% increase over the initial purchase order amount and a reduction in our contingency fund to less than 5% of its original amount with still over two months to go in the fiscal year. It would also allow Counsel to bill the remaining three months of the Fiscal Year at over $38,000 per month, when the average for this year has been a bit over $34,000 per month

I made a motion to reduce the Budget amendment from $110,000 to $98,000, an adjustment which would have allowed Counsel to continue billing at the $34,300 rate they have been billing, but would have provided some guideposts for the final three months to prevent excess billing. This motion failed 7-4. The adjustment at $110,000 then subsequently passed 10-1.

Water Resources Office Position Request: The Board approved a proposal to add one, 1.0 FTE full-time, benefited Water Resources Financial Analyst position at universal paygrade 10 for a total cost of $100, 507.

Summary:

Due to the growth of Ottawa County through various development, petitions, and overall public infrastructure, establishing and implementing a full-time accountant is vital to the Water Resources Commissioner and office staff. Since 2013, the Water Resources office has acquired more than 500 drains that the office now oversees throughout the county. Each drain has its own account. This full-time staff person will oversee the day to day accounts and maintain financial databases for each of these 1,300 drains. This also includes creating assessment roles for when work is petitioned and required for these drains.

Based on drain code, audits, IRS forms, drain notes, bonds, and the sheer fast growth of the county, which continues to increase, it is vital that a full-time staff member with the knowledge and skills in accounting, be added to the office. When compared to other counties within the state of Michigan of our size, these counties have a full-time staff person, or in some cases, may have two employees in this role.

Medical Examiner Contract for Morgue Transportation: The Board approved a contract with BJ Transport for transportation of the deceased to the morgue, for a 3-year contract equaling $180,000.

Summary:

All sudden, unexpected, or violent deaths in Ottawa County, and most unwitnessed deaths, are investigated through the Medical Examiner Program which is required by law and mandated by the State of Michigan. The Medical Examiner is responsible for providing an accurate cause and manner of death for a deceased individual. It may also be necessary to provide an estimation of the time the individual expired. This is completed through medical investigative techniques and assures that the final chapter in a decedent's life is documented properly on the death certificate.

Contractor will transport recently deceased individuals form the scene of death to Holland Hospital or Corewell Health morgue at the request of the Medical Examiner's office or the Police/Sheriff's office. Transportation is called by public safety officer or a medical examiner when an autopsy is required. Cases considered a natural death, or those who have passed away at a hospital or hospice, would not require this service. Examples of when transportation is needed includes, but is not limited to, homicide, suicide, unusual/suspicious death, partial body part or bones transported after discovery.

Contractor is on call 24 hours a day, 7 days a week and must respond to the scene of death within one hour of notification. Contractor tags and takes possession of the body and all items and materials necessary for the Medical Examiner's investigation for transport to the morgue.

In calendar year 2022, 187 individuals were transported. Since January 2023, 71 individuals have been transported.

Post-Execution Ratification of Contracts: The Board voted to ratify all contracts for the period of June 1, 2023 to June 30, 2023 currently pending on the post-execution ratification list, as shown below:

e.