FINANCE & PHYSICAL RESOURCES COMMITTEE MINUTES Tuesday, - 8:30 a.m. Board Room - County Administration Building MEMBERS PRESENT: Chair Roger Morgan; Commissioners Jack Boelema, Gary Rolls, Art Tanis, Richard VanderMolen, James Vaughn, Harold Voorhees, and Fritz Wahlfield. MEMBERS ABSENT: Commissioner Dean Agee (excused). ALSO PRESENT: County Administrator Daryl Delabbio; Deputy Administrator Alan Vanderberg; Assistant Administrator Mary Swanson; Executive Assistant to the Board Jim Day; Civil Counsel Sherry Batzer; Management Analyst Erika Rosebrook; Purchasing Manager Jon Denhof; Fiscal Services Director Bob White; Budget Coordinator Marvin VanNortwick; Facilities Management Director Bob Mihos; Director of Information Technology David Boehm; Quality Assurance/Special Projects Manager for Information Technology Jeff Allen; Administrative Health Officer Cathy Raevsky; Deputy Administrative Health Officer Bill Anstey; Finance Director at the Health Department Gail Brink; Sheriff Larry Stelma; Captain Ed Westhouse; Interim Human Resources Director Gail Glocheski; Benefits Human Resources Manager Marilyn Beemer; Labor Relations Attorney Tom Drenth; Director of Community Development Ronald Stonehouse; Director of Cooperative Extension Betty Blasé; Administrator for Cooperative Extension Helen Gutierrez; Horticulture Agent at Cooperative Extension Rebecca Finneran; Director of Parks Department Rober Sabine; and Senior Administrative Specialist Sandra Winchester. NEWS MEDIA: Kyla King, Grand Rapids Press; David Czurak, Grand Rapids Business Journal. Mr. Morgan called the meeting to order at 8:30 a.m. I. BUDGET DISCUSSION - NONE II. PUBLIC COMMENT None. III. CONSENT AGENDA a) Approval of the Minutes of April 15, 2003 b) Auditing of Checks and Purchase Order Activity See Attachment A Road Commission - $1,397,904.41 Warrants - #21383-21648 for the period ending April 23, 2003 c) Community Development - Report on Contracts Awarded - February and March 2003 d) Various - Bid Award e) Various - CIP Expenditures Mr. VanderMolen moved to approve the Consent Agenda as presented.
Page 2 Supported by Mr. Wahlfield. IV. ADMINISTRATOR'S OFFICE/FISCAL SERVICES - 1 ST QUARTER FINANCIAL REPORT Mr. Bob White, Fiscal Services Director, reviewed with the Committee the 1 st Quarter Financial Report. A copy is attached to the minutes as Attachment B. Mr. VanderMolen moved to receive and file the report. Supported by Mr. Voorhees. V. ADMINISTRATOR'S OFFICE - ADDENDUM TO DIGITAL ORTHOPHOTOGRAPHY PROFESSIONAL SERVICES AGREEMENT Mr. Delabbio stated approval is requested to approve an amendment to the Digital Orthophotography Professional Services Agreement with Woolpert Design, LLP, for $265,000 for development of contour maps. A summary of the request follows. The Board of Commissioners appropriated $1,000,000 to a Special Projects Fund for the orthophotography project on September 12, 2002. The Committee approved the award of RFP 02-11 Digital Orthophotography Project to Woolpert Design, LLP on December 3, 2002 for a total cost of $898,714. The original contract did not include completion of 2 contour maps, a valuable tool for engineering and planning purposes. Woolpert Design will complete the 2 contour maps for a total price of $265,000. Road Commission staff will propose to the Road Commission that they pay $40,000 of the project expense and the REGIS Agency Board has committed to pay $125,000. Approval of this request is contingent on the commitment of the Kent County Road Commission or some other funding source of the additional $40,000 to complete project funding. The cost and funding recommendation is as follows: total - $265,000/$100,000 coming from the Orthophotography Special Projects Fund; $125,000 from Regis; and $40,000 from the Road Commission or other source.
Page 3 Mr. Boelema moved to approve an amendment to the Digital Orthophotography Professional Services Agreement with Woolpert Design, LLP, for $265,000 for development of contour maps. Supported by Mr. Tanis. County. Mr. Rolls asked what the value of the contour maps is to the residents of Kent Mr. Vanderberg stated that they provide a valuable planning tool to the various cities, townships, and villages. Otherwise, these agencies would have to hire an engineering firm for the maps. be used. Mr. Wahlfield added that water drainage is another area where these maps would VI. HEALTH - CHILD PASSENGER SAFETY EDUCATION AND CAR SEAT DISTRIBUTION Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to approve the Health Department s application to State Farm Insurance Company for a child passenger safety seat program, and to appropriate an additional $10,000 to the 2003 Health Department budget from State Farm contingent upon award and execution of a contract. This item is proposed to go to the Board on May 8, 2003. A summary of the request follows. Earlier in the year, State funding for the child passenger safety seat was eliminated. When the program elimination was announced, Commissioner Koorndyk noted that continuation funding may be available from State Farm Insurance Company. State Farm Insurance Company was contacted, and the Health Department was invited to submit an application. Funds would be used for purchasing convertible child safety seats; providing training sessions on child passenger safety to staff, disseminating up-to-date child passenger safety education and information materials and child safety seats to clients; and conducting child safety seat inspection clinics. It is anticipated that the funds will provide car seats to 160 low-income families, individual instruction, and three child passenger safety clinics. Company. The funding recommendation is to accept $10,000 from State Farm Insurance Mr. Rolls moved to recommend to the Board of Commissioners to approve the Health Department s application to State Farm Insurance Company for a child passenger safety
Page 4 seat program, and to appropriate an additional $10,000 to the 2003 Health Department budget from State Farm contingent upon award and execution of a contract. Supported by Mr. VanderMolen. Mr. Vaughn asked where the distribution sites are for the car seats. Ms. Gail Brink, Finance Director at the Health Department, explained that the seats will be distributed to clients at the Health Department. VII. KENT/MSU COOPERATIVE EXTENSION/FACILITIES MANAGEMENT - EDUCATIONAL GARDEN Mr. Delabbio stated approval is requested to use the County-owned SW corner lot on Ball Avenue and Bradford for an educational garden by Kent/MSU Cooperative Extension Service. A summary of the request follows. The new Kent/MSU Cooperative Extension Service Facility at 775 Ball Avenue will be completed in mid-may 2003. The County-owned lot to the north of the facility (SW corner of Ball/Bradford) is vacant. Cooperative Extension staff has developed a master plan for an educational garden lab on the lot with the Master Gardener Program being responsible for the installation and maintenance of the garden through donations and volunteer work efforts. The unfenced garden would be phased-in over a period of 5-10 years beginning this fall. No County General Funds will be required to fund any of the expenses to install or maintain the garden. The garden's intent is to be an asset to the community and complement the services provided by the Cooperative Extension Service, primarily a horticultural teaching resource for youth and adults. There are no County General Funds required. Mr. Tanis moved to approve the use of the County-owned SW corner lot on Ball Avenue and Bradford for an educational garden by Kent/MSU Cooperative Extension Service. Supported by Mr. VanderMolen. Mr. Voorhees asked what the value is of the lot on the County's inventory list.
Page 5 Mr. Vanderberg explained that the inventory lists all of the property that the County owns, but a value is not listed for this piece of property. Mr. Morgan felt the garden is a great use for this piece of property. VIII. PARKS - PARKLAND ACQUISITION - MILLENNIUM PARK Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to authorize the purchase of a parcel of land for Millennium Park from Gerald Van Dam for a sum of $115,070, plus transaction expenses and realtor's fees. This item is proposed to go to the Board on May 8, 2003. A summary of the request follows. The subject parcel consists of 3.11 acres of vacant land for a negotiated price of $115,070. Grubb & Ellis Paramount is the real estate firm representing the County for most Millennium Park purchases. Grubb & Ellis staff has prepared a comparable analysis that supports the negotiated price for the property. Per the purchase agreement, the County will pay other property transaction expenses. Chair Morren has signed the purchase agreement pursuant to Board Policy. The cost is $115,070 plus transaction expenses and realtor's fees; funds are available in the Millennium Park special project CIP. Mr. Wahlfield moved to recommend to the Board of Commissioners authorization of the purchase of a parcel of land for Millennium Park from Gerald Van Dam for a sum of $115,070, plus transaction expenses and realtor's fees. Supported by Mr. Voorhees. IX. SHERIFF - LABOR AGREEMENT - KENT COUNTY LAW ENFORCEMENT ASSOCIATION (POAM) Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners approval of a four-year labor agreement for the period of January 1, 2002, through December 31, 2005, between the County of Kent, the Sheriff, and the Kent County Law Enforcement Association (POAM). This item is proposed to go to the Board on May 8, 2003. A summary of the request follows.
Page 6 The Negotiating Committee recommends approval of a four-year labor contract with the Kent County Law Enforcement Association (POAM). The agreement summary is attached as Attachment C. The current total wages and benefits for this unit is: $11,098,312. The salary and fringe benefit increases will result in a cost of $1,556,947 for the length of this contract. The estimated economic impact of the contract is also attached. The contract affects 189 full-time employees assigned exclusively to the Sheriff s Department. The classifications represented are: County Patrol Officer, Emergency Communications Operator, Emergency Communications Supervisor, and Sergeants represented by the POAM. The proposed contract has been ratified by the membership. The Legislative and Human Resources Committee approved this item on April 22, 2003. The funding recommendation is as follows: 2003 - $999,000/$686,695 is available in 2003 Sheriff Department budget; $313,305 from Unreserved, Undesignated General Fund balance. Current balance is $36,692,938. Funding will be made available in the 2004 and 2005 budgets. Mr. Wahlfield moved to recommend to the Board of Commissioners approval of the four-year labor agreement for the period of January 1, 2002, through December 31, 2005, between the County of Kent, the Sheriff, and the Kent County Law Enforcement Association (POAM). Supported by Mr. Rolls. X. MISCELLANEOUS None. XI. ADJOURNMENT There being no other business for discussion, Mr. Morgan declared the meeting adjourned at 9:17 a.m. ADMINISTRATIVE APPROVAL FOR DISTRIBUTION slw