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Meeting Minutes

FINANCE & PHYSICAL RESOURCES COMMITTEE MINUTES

Tuesday, November 7, 2000 - 8:30 a.m.

Board Room - County Administration Building

MEMBERS PRESENT: Chair David Morren; Commissioners Jack Boelema, Elaine Buege, Harold Mast, Katherine Kuhn, Pat Malone, Paul McGuire, Michael Sak, and Fritz Wahlfield.

ALSO PRESENT: County Administrator Daryl Delabbio; Assistant County Administrator Alan Vanderberg; Executive Assistant to the Board Jim Day; Civil Counsel Sherry Farrens; Human/Community Services Coordinator Mary Swanson; Human Resources Director Frank Klus; Director of Community Development Ron Stonehouse; Information Technology Director David Boehm; Information Technology Quality Assurance Manager Jeff Allen; Purchasing Manager Jon Denhof; Fiscal Services Director David Waichum; Financial Supervisor Marvin VanNortwick; Prosecuting Attorney Administrator Nadine Mueller; Family Law Division Senior Attorney Jack Imhoff; Family Law Division Office Manager Rita Allen; Register of Probate Court John Flynn; Health Department Finance Director Bill Anstey; Undersheriff Larry Stelma; Captain Tom Hillen; and Director of Area Agency on Aging Tom Czerwinski.

NEWS MEDIA: None

Mr. Morren called the meeting to order at 8:30 a.m.

I. PUBLIC COMMENT

None.

II. CONSENT AGENDA

  1. Approval of the Minutes of October 17, 2000
  2. Auditing of Checks and Purchase Order Activity - See Attachment A

    Road Commission - $1,979,544.45

    Warrants - 2478, 2766, 3009-3270 for period ending October 20, 2000

  3. Community Development - Amend the 2001 Budget for the Housing Commission Voucher Program - Bd. 11/21
  4. Probate Court - Amend the 2001 Budget for Probate Court - Bd. 11/21
  5. Prosecutor's - Approve Lease with St. Mary's Mercy Medical Center and Authorize Board Chair to Sign - Bd. 11/9
  6. Sheriff - Approve Acceptance of a Local Law Enforcement Block Grant from the U.S. Department of Justice - Bd. 11/9
  7. Sheriff - Approve Acceptance of Emergency Management Performance Grant - Bd. 11/21
  8. Sheriff - 2001 Cruisers - Bid #00-37
  9. Various - CIP Expenditures

Mr. Boelema asked to remove item IIc, and Mr. McGuire asked to remove item IId from the consent agenda.

Mrs. Kuhn moved to approve the remaining items on the Consent Agenda.

Supported by Mr. Sak.

Motion carried.

IIc. COMMUNITY DEVELOPMENT - AMEND THE 2001 BUDGET FOR THE HOUSING COMMISSION VOUCHER PROGRAM

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to amend the 2001 Budget for the Housing Commission Voucher Program to account for revenues and expenditures associated with additional Federal funding. This request is proposed to go to the Board on November 21, 2000. A summary of the request is as follows:

  • The U.S. Department of Housing and Urban Development has made available $503,345 in additional funding under the Section 8 Family Unification Program.
  • These funds will be used for 37 additional Fair Share Housing Choice Vouchers, increasing the total to 87, and 50 additional Family Unification Program Housing Choice Vouchers increasing the total to 100.
  • The vouchers will be used to assist low and moderate income families to find and pay for affordable housing.

The cost is $503,345.

Ms. Buege moved to recommend to the Board of Commissioners to amend the 2001 Budget for the Housing Commission Voucher Program to account for revenues and expenditures associated with additional Federal funding.

Supported by Mr. Sak.

Mr. Boelema asked what the criteria is for participating in the voucher program.

Mr. Stonehouse replied the Fair Share Housing Choice Vouchers are a first-come, first-serve basis, and the Family Unification Program Housing Choice Vouchers are recommended by the Family Independence Agency.

Motion carried.

IId. PROBATE COURT - AMEND THE 2000 BUDGET FOR PROBATE COURT

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to approve the transfer of $34,500 from Contingency to Probate Court. This request is proposed to go to the Board on November 21, 2000. A summary of the request follows:

  • Following the preparation and adoption of the 2000 budget in October 1999, the rate for attorney fees increased 43% over 1999 levels.
  • In addition, Probate Court has experienced an unanticipated 15% increase over 1999 in guardianship and mentally incompetent cases.
  • As a result of the above, a shortfall in the Legal expenditure line item in the Probate Court budget exists, requiring the need for an additional allocation of $34,500.

The cost is $34,500. Funds will be transferred from Contingency to the Probate Court - Legal Account. The current Contingency Balance is $784,391.

Mr. Mast moved to recommend to the Board of Commissioners to approve the transfer of $34,500 from Contingency to Probate Court.

Supported by Mrs. Buege.

Mr. McGuire asked if there is a reason for the 15 percent increase in guardianship and mentally incompetent cases.

Mr. Flynn replied there is no specific reason why there has been such an increase. The Court has no control over the number of petitions that are filed and what cases come before the Court.

Mr. Wahlfield asked if there are repeat cases.

Mr. Flynn explained many cases are repeat cases, particularly with Mental Health area guardianships and many of these repeat cases are mandated.

Mrs. Kuhn asked how the rate for attorney fees increased.

Mr. Flynn replied the increase took place in June and the increase was a result of Circuit Court agreeing to increase the rate because there had not been an increase in over 15 years.

Mrs. Kuhn added that the attorney fee rates should be reviewed by Circuit Court on a regular basis.

Motion carried.

III. ADMINISTRATOR'S OFFICE - Senior Millage Services and Contracts for 2001

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners approval to allocate $4,342,417 in Senior Millage funds for 2001 as recommended by the Area Agency on Aging of Western Michigan, Inc. (AAAWM), and authorize an amendment to the budget to reflect the use of unspent 1999 allocations and interest earnings. This item is proposed to go to the Board on November 21, 2000. A summary of the request follows.

  • On July 19, 2000, Area Agency on Aging of Western Michigan, Inc., issued a request for proposals for senior services for 2001-2003.
  • The Kent County Senior Millage Review Committee reviewed the requests and made recommendations regarding funding for each agency. These recommendations were forwarded to the AAAWM Executive Committee on October 23, 2000, which is now recommending them to the County.
  • In addition to the annual contracts, senior millage funds will also be used to provide services to seniors through purchase of service and voucher arrangements. Amounts to be allocated through this process have been included on the attached bid tabulation and recommendation sheet.
  • The final recommendation includes use of interest and unspent funds from 1999 not included in the original 2001 budget recommendation.
  • AAAWM continues to provide care management services as allowed for by contract. The provision of Home Support services by AAAWM is currently under review by County and AAAWM staff. Recommendations regarding the delivery of service by AAAWM and the associated funding will be forthcoming prior to the award of funds for 2002.
  • Although the contract period will be from January 1, 2001, to December 31, 2003, only a one-year funding allocation is recommended at this time. Funding levels for 2002 will be forwarded in the fall of 2001, following an evaluation of current year operations and an evaluation of new program proposals.

The cost is $4,342,417, and funds are available in the 2001 Senior Millage Fund.

Mr. Wahlfield moved to recommend to the Board of Commissioners approval to allocate $4,342,417 in Senior Millage funds for 2001 as recommended by the Area Agency on Aging of Western Michigan, Inc. (AAAWM), and authorize an amendment to the budget to reflect the use of unspent 1999 allocations and interest earnings.

Supported by Mr. McGuire.

Mrs. Kuhn stated her concerns that perhaps the Area Agency on Aging and the Senior Millage Review Committee do not have as clear guidelines on determining what services are not working as well as they should be.

Ms. Buege commented that a needs assessment was done which provided the Review Committee with guidelines and the Area Agency on Aging also outlined priority services and targeted dollar amounts. Further, the Committee is designed to discuss each issue and is agreed upon by consensus of the Committee.

Mrs. Kuhn expressed concern regarding the Grand Rapids Older Learner Center and commented that the initial allocation required feasible cost-sharing be done. To be consistent with that allocation, people who work in the field should be asked to cost-share rather than seniors who are on a reduced income.

Mr. Mast added that more clearer guidelines would help clear up exactly where money should be spent and explained there are a lot of areas that the County does not receive compensation or shared costs when funds are given out.

Mrs. Jackie O'Connor explained AAA does not have a problem asking for cost-sharing for the services provided by the Older Learner Center. In the past year, anyone who participated in the programs paid for the programs and providers from Kent County did not pay.

Mr. Mast moved to amend the motion to direct the Area Agency on Aging to secure cost-sharing funds through the Grand Rapids Older Learner Center for training purposes.

Supported by Ms. Buege.

Ayes: Commissioners McGuire, Mast, Buege, Malone, Boelema, Kuhn, and Wahlfield

Nays: Commissioner Sak.

Motion to amend carried.

Mr. McGuire stated he is not in favor of providing funds to the Older Learner Center and considers it to be an indirect service and use of taxpayer funds to further the education of professionals. The senior millage funds were not intended for this service.

Mrs. Kuhn commented that the Board is responsible for making sure the intent of the millage funds is being met. Staff is encouraged to make firm recommendations on how the funds are being allocated for next year related to new services and expanding services for seniors. Mrs. Kuhn expressed her continued discomfort with AAAWM managing the senior millage funds.

Mrs. Buege expressed her appreciation to the many people involved.

Motion carried.

IV. DRAIN COMMISSIONER - REVISIONS TO DRAIN COMMISSIONER FEE SCHEDULE

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners revisions to the Drain Commissioner fee schedule effective January 1, 2001. This item is proposed to go to the Board on November 21, 2000. A summary of the request follows.

  • The Michigan Subdivision Control Act of 1967 allows the County Board of Commissioners to ". . . adopt a reasonable schedule of fees to be charged proprietors seeking approval of plats to compensate the county drain commissioner for his examination of those plat features which require approval of the county drain commissioner. . ."
  • As required by the County Fiscal Policy - Fees and Charges, departments are required to review their fees and charges annually and to forward recommended changes to the Board of Commissioners. A recent study conducted by DMG-Maximus, Inc. provided an evaluation of the fees charged by the Drain Commissioner for preliminary review and final inspection of new plats, as well as mobile home parks, apartments, and condominiums.
  • The Drain Commissioner is recommending that these fees be revised as recommended by DMG-Maximus as listed below.
Service Current Fee Recommended Fee
Preliminary Plat 22 or less lots $150.00 $200.00
Preliminary Plat 23 or more lots $7.00/lot $9.00/lot
Mobile Home Park/ Apartments/ Condominiums/ Site Condo $200.00 $250.00
Industrial/Commercial 10 acres or less $200.00 $250.00
Industrial/Commercial 11 acres or more $300.00 $350.00
Final Inspection $150.00 $200.00

There is no cost involved - revenues associated with the fees have been incorporated into the Drain Commissioner's 2001 budget.

Mr. Wahlfield moved to recommend to the Board of Commissioners approval of the revisions to the Drain Commissioner fee schedule effective January 1, 2001.

Supported by Mr. McGuire.

Motion carried.

V. FAMILY INDEPENDENCE AGENCY - FIA FUND AND BUDGET ADJUSTMENTS FOR YEARS ENDING SEPTEMBER 1999

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to appropriate an additional $153,405 to Fund 290 for the year ended 1999, and associated budget adjustments to reflect changing the fiscal year for the Health and Child Care Funds to a September 30 year end. This item is proposed to go to the Board on November 9, 2000. A summary of the request follows.

  • During the preparation of the 1999 budget for the FIA Fund 290, an error was made in giving the 100 percent County- funded portion credit for $203,000 revenues. This resulted in the budget being adopted authorizing expenditures of $768,720. Offsetting the requirements with this $203,000 reduced the County appropriation to $554,138.
  • Actual 100 percent County Expenditures during 1999 totaled $707,543. Therefore, an additional appropriation of $153,405 needs to be made from the General Fund to the FIA Fund.
  • During the 1999 budget process, the Health and Child Care Funds were submitted as calendar year funds. However, to more accurately manage the programs it was determined that all parties would be better served by having these funds report on a September 30 fiscal year to match the State's grant period.
  • Therefore, staff is asking to amend the budget to match revenues and expenditures for the period ending September 30, 1999. This will not increase or decrease revenue or expenditures for that period.

The cost of $153,405 is to be transferred from the Contingency Account to the FIA Fund - current contingency balance is $784,391.

Mr. Sak moved to recommend to the Board of Commissioners approval to appropriate an additional $153,405 to Fund 290 for the year ended 1999, and associated budget adjustments to reflect changing the fiscal year for the Health and Child Care Funds to a September 30 year end.

Supported by Mrs. Buege.

Mr. Sak asked if the error was caught during the audit process.

Mr. Waichum replied yes and explained an analysis that determined $200,000 plus in revenue in the budget that did materialize as County revenue.

Motion carried.

VI. MISCELLANEOUS

None.

VII. ADJOURNMENT

There being no other business for discussion, Mr. Morren declared the meeting adjourned at 8:55 a.m.