FINANCE & PHYSICAL RESOURCES COMMITTEE MINUTES
Tuesday, November 21, 2000 -7:30 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: Chair of the Board Steve Heacock; 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; Information Technology Director David Boehm; Purchasing Manager Jon Denhof; Fiscal Services Director David Waichum; Deputy Director of Fiscal Services Stephen Duarte; Facilities Management Director Jim Leach; County Clerk Terri Land; Deputy County Clerk Mary Hollinrake; Finance Director for the Health Department Bill Anstey; Human Resources Manager Gail Glocheski; Senior Human Resources Specialist Liz Hawkins; Director of Community Development Ron Stonehouse; Social Worker at Soldiers and Sailors Relief Don Seman; Assistant Manager for Fiscal Services for the City of Grand Rapids Bob White; Director of the Children's Assessment Center Susan Heartwell; and Senior Administrative Specialist Sandra Winchester.
Mr. Morren called the meeting to order at 7:32 a.m.
I. PUBLIC COMMENT
II. CONSENT AGENDA
- Approval of the Minutes of November 7, 2000
- Auditing of Checks and Purchase Order Activity - See
Road Commission - $2,485,550.74
Warrants - 2767 to 3558 for period ending November 3, 2000
- Clerk's Office - Appropriation of Funds Earmarked for Community Archives - Bd. 11/21
- Community Corrections - Contract Approval and Authorize Board Chair to Sign - Bd. 11/21
- Community Development - Approve Contract with Home Repair Services of Kent County, Inc. and Authorize Board Chair to Sign - Bd. 11/21
- Community Development - Approve Contract with Grand Rapids Center for Independent Living and Authorize Board Chair to Sign - Bd. 11/21
- Community Development - Approve Contract with Kent County Family Independent Agency and Authorize Board Chair to Sign - Bd. 11/21
- Community Development - Report on Contracts Awarded - September and October, 2000
- John Ball Zoo - Snowplowing/Removal Services - Bid #00-38
- Soldiers and Sailors Relief Office - Use of Contingency and Budget Amendment - Bd. 12/14
- Various - CIP Expenditures
Mr. Mast requested item 2d be removed from the Consent Agenda.
Ms. Kuhn moved to approve the remaining items on the Consent Agenda as presented.
Supported by Ms. Buege.
IId. COMMUNITY CORRECTIONS - CONTRACT APPROVAL AND AUTHORIZE BOARD CHAIR TO SIGN
Mr. Delabbio stated approval is recommended to the Board of Commissioners to authorize a contract with the Salvation Army Day Reporting Center for mental health services for offenders eligible for the program under PA511 of 1988, and to authorize the Board Chair to sign the contract. This item is proposed to go to the Board on November 21, 2000. A summary of the request follows.
- On April 27, 2000, the Board of Commissioners approved the Community Corrections FY2001 grant request and authorized contracts with eight vendors for services at the amounts not to exceed those provided for in the grant contract.
- One agency, Project Intervene, later withdrew its proposal. In September, the Kent County Office of Community Corrections issued a Request for Proposals for the mental health service for eligible offenders previously slated to be provided by Project Intervene. The Community Corrections Advisory Board (CCAB) set a funding level of $25,260 for this service.
- A total of eight proposals were received and reviewed by the Alternative Sentencing and Evaluation Committee.
- The Committee recommended the Salvation Army Day Reporting Center proposal based on the service description, prior CCAB contract performance, and the number of clients to be served.
- The recommendation was approved by the CCAB on November 15, 2000.
- The contract period is December 1, 2000, through September 30, 2001.
The cost is $25,260 and funds are available in the Community Corrections 2001 Budget.
Ms. Buege moved to recommended to the Board of Commissioners to authorize a contract with the Salvation Army Day Reporting Center for mental health services for offenders eligible for the program under PA511 of 1988, and to authorize the Board Chair to sign the contract.
Supported by Ms. Kuhn.
Mr. Mast asked where the location is of this particular program. He also questioned why this program is not funded under Community Mental Health
Ms. Buege explained that the Day Reporting Center is on Fulton Street.
Ms. Swanson added that the funds come through the Community Corrections program.
III. ADMINISTRATOR'S OFFICE - SERVICE AGREEMENT WITH CHILDREN'S ASSESSMENT CENTER
Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners a service agreement between the County and the Children's Assessment Center. This item is proposed to go to the Board on December 14, 2000. A summary of the request follows.
- Due to the potentially traumatic nature of juvenile sexual assault investigations, the Kent County Sheriff's Department requires the services of specially trained individuals and a suitable location to ensure that children are not unduly traumatized and to increase the likelihood of successful prosecution.
- The Children's Assessment Center (C.A.C.), a non-profit corporation, provides a centralized location and coordinated services for the assistance and support of child victims of sexual assault and the investigation of offenses.
- The C.A.C. is staffed by protective services workers of the Family Independence Agency, detectives of the Sheriff's Department and Grand Rapids Police Department, medical personnel, assessment specialists, and crisis counselors.
- The Sheriff's Department desires to enter into a two-year agreement with C.A.C. for preparation of child sexual abuse reports, law enforcement investigation of complaints, medical and psychological assessment, victim interviews, and crisis intervention and referral services.
- The C.A.C. shall provide the above-referenced services as requested by the Sheriff's Department, and shall provide office space, utilities, and office support services for Department detectives stationed at the facility.
- The agreement was prepared by Civil Counsel, reviewed by the Sheriff's Department, and signed by C.A.C.'s executive director.
The cost is $51,500 per year, and funds are available in the Sheriff's Department budget.
Mr. Wahlfield moved to recommend to the Board of Commissioners approval to execute a service agreement between the County and the Children's Assessment Center.
Supported by Mr. Mast.
Mr. Morren stated that Ms. Sue Heartwell is present to answer any questions.
Ms. Heartwell gave a brief overview of the magnitude of the services offered by the Children's Assessment Center.
IV. FACILITIES MANAGEMENT - RENOVATIONS TO THE FORMER CHILD HAVEN FACILITY AND USE OF CONTINGENCY
Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to grant an exception to the County's procurement policy and enter into a contract with Wolverine Building, Inc. for repairs and renovations to the former Child Haven building; to amend the 2000 CIP to account for the project, and to authorize the transfer of $449,500 to the CIP from contingency to fund the project. This item is proposed to go to the Board on December 14, 2000. A summary of the request follows.
- On July 18, 2000, the Finance and Physical Resources Committee approved acceptance of a bid from Boysville, Inc., to operate a staff secure facility for juveniles at the former Child Haven facility.
- At that time, it was agreed that Boysville, Inc. would undertake any renovations required at the facility, with final approval of the plans, contractors and budget by Facilities Management.
- Boysville, in consultation with Facilities Management, solicited bids for the renovations from three area firms. Both Boysville and Facilities Management staff supported the selection of Wolverine Building, Inc., based on their experience with similar types of projects, the ability to complete the project within the specified time frame, and the scope of the renovations proposed. The total project cost will be $449,500.
- Due to the nature of the work required at the facility, the level of involvement required by County staff, the final project cost, and limitations of the Child Care fund, staff from the County administration and Boysville have determined that it will be in the best interest of the project if the County directly manages the contract and the renovation project. The change will require the County to pay the renovation costs "up front," and to charge them to Boysville as a part of the lease agreement for the facility. Boysville will include the rental charge as part of the operating costs they submit to the Circuit Court - Family Division for the staff secure facility.
- In order to start the renovations as soon as possible to avoid complications due to weather, Facilities Management would like to enter into the contract with Wolverine Building Inc., without formally re-bidding the project through the County system, requiring an exception to the Fiscal Policy - Open Market Procedures for Goods and Services $20,000 and Over. Such an exception may be granted by the Finance Committee under Section 5.a.5 of the policy.
The cost is $449,500. Funds will be transferred from Contingency to the 2000 CIP for Child Haven Renovations. The current balance of the contingency is $630,986.
Mr. Mast moved to recommend to the Board of Commissioners approval to grant an exception to the County's procurement policy and enter into a contract with Wolverine Building, Inc. for repairs and renovations to the former Child Haven building; to amend the 2000 CIP to account for the project, and to authorize the transfer of $449,500 to the CIP from contingency to fund the project.
Supported by Ms. Kuhn.
Mr. Wahlfield asked how many juveniles can be housed in this facility.
Ms. Swanson answered that 20 juveniles can be housed in the facility.
V. HUMAN RESOURCES - 2001 MANAGEMENT PAY PLAN SCHEDULE
Mr. Delabbio stated approval is requested to approve a graduated market adjustment to the Management Pay Plan pay schedules: 3.5% for grades 14-21; 3.25% for grades 22 and 23; and 3.0% for grades 24-35, effective January 1, 2001, with a total cost of 3.14% of the salary base, and "Pay for Performance" adjustments up to a maximum possible 4.0% of individual base pay. A summary of the request follows.
- The Classification and Compensation Study authorized by the Board of Commissioners in August 1996, provides for periodic review and adjustment of the pay schedules for positions covered by the Management Pay Plan (MPP).
- The recommended increase to the pay grades is required to maintain the County's position in hiring and retaining qualified staff.
- A review of the MPP salary structure indicates the overall structure is competitive with the market, but the salary scale midpoints for grades 14 -21 are slightly below the market while those for grades 24 and higher are somewhat above the market.
- The recommended graduated increase will keep the MPP salary structure in line with the local salary market and re-balance the MPP salary structure.
- The recommended increase will also maintain internal equity between the Management Pay Plan pay structure and the pay ranges for bargaining unit positions.
- The recommended graduated increase in the pay structure will cost approximately 3.14% of the MPP salary base.
- Individual increases of up to 4.0 % for "Pay for Performance" will allow employees to progress through the salary ranges on the basis of merit, and will maintain the "incentive" portion of the Management Pay Plan.
- This recommendation meets the parameters set by the Finance and Physical Resources Committee for Budget Year 2001.
- The Legislative and Human Resources Committee approved this item on November 14, 2000.
Ms. Mast moved to recommend approval of a a graduated market adjustment to the Management Pay Plan pay schedules: 3.5% for grades 14-21; 3.25% for grades 22 and 23; and 3.0% for grades 24-35, effective January 1, 2001, with a total cost of 3.14% of the salary base, and "Pay for Performance" adjustments up to a maximum possible 4.0% of individual base pay.
Supported by Ms. Buege.
Mr. Sak asked how many people are affected by this plan.
Mr. Delabbio said approximately 325 employees are in the plan.
Mr. Sak stated he would like to see a list of how many employees met expectations, and how many exceeded expectations.
Ms. Liz Hawkins, Senior Human Resources Specialist, stated that she could provide the Commissioners a copy. She added, however, that the scale is really a continuous scale. The average performance rating for last year was about a 4., which is equivalent to "exceeds expectations. She added that "meets expectations" is not an "average" performance; the employee must do what is expected in that position.
Ms. Buege asked about the difference between the balance of the Contingency Fund, and Unreserved and Undesignated fund balance.
Mr. Delabbio stated the current balance of the Contingency Fund is referring to the current year's budget. The Undesignated, Unreserved Fund balance is not reserved for any specific budget year.
There being no other business for discussion, Mr. Morren declared the meeting adjourned at 7:58 a.m.