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Meeting Minutes

FINANCE & PHYSICAL RESOURCES COMMITTEE MINUTES

Tuesday, October 17, 2000 - 8:30 a.m.

Board Room - County Administration Building

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

MEMBERS ABSENT: Commissioners Elaine Buege and Fritz Wahlfield (excused).

ALSO PRESENT: County Administrator Daryl Delabbio; Assistant County Administrator Alan Vanderberg; Executive Assistant to the Board Jim Day; Civil Counsel Sherry Farrens; Management Analyst Deborah Kauffman; Human/Community Services Coordinator Mary Swanson; Information Technology Director David Boehm; Purchasing Manager Jon Denhof; Financial Supervisor Marvin VanNortwick; Facilities Management Director Jim Leach; Administrator of Circuit Court Family Division Jack Roedema; Director of Property Description and Mapping Matt Woolford; Director of Bureau of Equalization David Jager; Airport Civil Engineering Manager Ken Klomparens; Family Independence Agency Planning Manager David Schroeder; Director of Community Development Ron Stonehouse; and Senior Administrative Specialist Sandra Winchester.

NEWS MEDIA: Kyla King, Grand Rapids Press.

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 3, 2000
  2. Auditing of Checks and Purchase Order Activity - See Attachment A

    Road Commission - $1,921,160.16
    Warrants - 2768 to 3006 for period ending October 6, 2000

  3. Aeronautics - Landside Snow Removal - RFP - #00-08
  4. Community Development - Approve Contract with Fair Housing Center of Greater Grand Rapids and Authorize Board Chair to Sign - Bd. 10/26
  5. Community Development - Approve Contract Amendment with Fair Housing Center and Authorize Board Chair to Sign - Bd. 10/26
  6. Various - CIP Expenditures

Mr. Sak asked to remove item c, and Mr. Mast requested to remove items d and e.

Mr. Malone moved to approve the remaining items on the Consent Agenda.

Supported by Mr. Sak.

Motion carried.

IIc. AERONAUTICS - LANDSIDE SNOW REMOVAL - RFP #00-08

Mr. Delabbio stated approval is requested to award Proposal #00-08 for landside snow removal to Grandville Tractor for the Gerald R. Ford International Airport for a readiness-to-serve amount of $48,000 for the 2000-2001 winter season. A summary of the request follows.

  • Proposals were received from three firms on September 27, 2000, for a one-year contract for the landside snow removal with two, one-year extension options.
  • Grandville Tractor and Equipment was recommended by a review committee comprised of staff from the Purchasing Division, Airport Field Maintenance, and Airport Operations and was based upon the following factors: proposed snow removal equipment and readiness-to-serve charge.
  • The apparent low hourly rate was submitted by Natural Lawn. However, Airport staff determined that the equipment offered by Grandville Tractor and Equipment is better suited to the needs of the airport.

The cost is $48,000 and funds are available in the 2000/2001 Airport - Operating and Maintenance Budget.

Mr. Sak moved to award Proposal #00-08 for landside snow removal to Grandville Tractor for the Gerald R. Ford International Airport for a readiness-to-serve amount of $48,000 for the 2000-2001 winter season.

Supported by Mr. McGuire.

Mr. Sak asked for additional details about the bidding process.

Mr. Denhof explained the process used, and added that they specifically wanted to ensure the proper equipment is readily available in the winter months.

Motion carried.

IId. COMMUNITY DEVELOPMENT - APPROVE CONTRACT WITH FAIR HOUSING CENTER OF GREATER GRAND RAPIDS AND AUTHORIZE BOARD CHAIR TO SIGN

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to approve Community Development's request to enter into a contract with the Fair Housing Center (FHC) of Greater Grand Rapids to promote equal housing opportunity throughout the Grand Rapids metropolitan area; and to authorize the Board Chair to sign the agreement. This item is proposed to go to the Board on October 26, 2000. A summary of the request follows.

  • As a recipient of Community Development Block Grant (CDBG) funds, the County is committed to fair housing in its service area.
  • FHC's mission is to promote equal housing opportunity throughout the Grand Rapids metropolitan area.
  • This is the seventeenth year that the Community Development Department will use the services of FHC.
  • FHC is the sole provider of fair housing services in Kent County.
  • The contract period is October 1, 2000, to September 30, 2001.

Grant Funds: $48,000. No County General Funds are required. Funds are available in the 2001 Community Development Budget - Other Contractual Services (831-280-711-6909-00000-2001).

IIe. COMMUNITY DEVELOPMENT - APPROVE CONTRACT AMENDMENT WITH FAIR HOUSING CENTER (FHC) AND AUTHORIZE BOARD CHAIR TO SIGN

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to approve Community Development's request to amend the contract with the Fair Housing Center (FHC) of Greater Grand Rapids to promote equal housing opportunity throughout the Grand Rapids metropolitan area; and to authorize the Board Chair to sign the agreement. This item is proposed to go to the Board on October 26, 2000. A summary of the request follows.

  • The CDBG funding agreement with HUD requires Kent County to provide a method to investigate and deal with fair housing complaints.
  • To comply with this requirement, the Board authorized (Resolution 10-28-99-162) Community Development to enter into a contract with the Fair Housing Center of Greater Grand Rapids to conduct fair housing tests.
  • FHC completed all 48 fair housing tests required under the original contract prior to June 30, 2000.
  • FHC has completed an additional 17 fair housing tests between July 1 and September 30, 2000.
  • The Community Development Department recommends amending the original agreement to compensate FHC for conducting the additional fair housing tests.

Grant Funds: $12,000. No County General Funds are required. Funds are available in the 2001 Community Development Budget - Other Contractual Services (831-280-711-6909-00000-2001).

Mr. Mast moved to recommend to the Board of Commissioners approval of items 2d and 2e as listed above.

Supported by Mr. Sak.

Mr. Mast asked Mr. Stonehouse for an overview of the Fair Housing Center contracts.

Mr. Ron Stonehouse, Director of Community Development, explained one action request is to the approve the contract for services of the Fair Housing Center for a one-year period, and the other is to amend the original agreement to compensate FHC for conducting additional fair housing tests done during a three month period from July to September 2000.

Motion carried.

III. ADMINISTRATOR'S OFFICE - AUTHORIZATION TO NEGOTIATE CONTRACT WITH WONDERGEM COMMUNICATIONS, INC.

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to authorize the County Administrator/Controller to negotiate a contract with Wondergem Consulting, Inc. to provide advice and assistance with developing communications materials and activities for the County for a period of six months and for a cost not to exceed $25,000. This item is proposed to go to the Board on October 26, 2000. A summary of the request follows.

  • It is the duty and responsibility of County government to ensure that the programs and services of the County are being clearly communicated both internally and externally.
  • In 1999 County staff prepared and distributed a plan for improving communications between the County and the public. The plan included a recommendation to contract with a firm with the qualifications necessary to improve the County's communication efforts. A review committee comprised of the Board chair, the chair of the Aeronautics Board, the Administrator/Controller, staff from the Administrator's Office, and the Purchasing Manager issued a request for qualifications and price proposals to communications firms in the area.
  • The process of competitive qualifications, bidding, and screening, resulted in the review committee identifying Wondergem Consulting, Inc. as the firm best qualified to perform the Scope of Services.
  • Wondergem will be asked to advise the County on communications issues, to develop informational materials, and to review and refine procedures for responding promptly to requests for information. County officials will continue to serve as spokespersons for the County, and to respond to inquiries from the public or the news media regarding County issues.
  • The review committee recommends that the Board of Commissioners authorize the County Administrator/Controller to negotiate a contract with Wondergem for a six-month trial period for a cost not to exceed $25,000. The trial period will enable the Board of Commissioners and staff to evaluate the benefits of using a communications firm prior to committing additional resources to the task. A report on the experience with the firm and a recommendation on future use of the firm's services will be provided to the Board one month prior to the conclusion of the trial period.

The cost is $25,000 and funds are available in the 2000 General Fund Operating Budget.

Ms. Kuhn moved approval to recommend to the Board of Commissioners to authorize the County Administrator/Controller to negotiate a contract with Wondergem Consulting, Inc. to provide advice and assistance with developing communications materials and activities for the County for a period of six months and for a cost not to exceed $25,000.

Supported by Mr. McGuire.

Mr. Sak asked how many other firms were involved.

Mr. Delabbio explained that six or seven firms submitted proposals. The Interview Committee then interviewed 4 firms. When they looked at all of the information submitted by the firms, Wondergem scored the highest.

Mr. Mast asked if Wondergem would replace what the Airport is currently doing.

Mr. Delabbio said this proposal is for the County in general and that the Airport would enter into a separate agreement with Wondergem using the same terms as the County.

Ms. Kuhn added that the Airport was represented on the interview team in order to save time in its process to hire a firm.

Mr. Morren noted this contract is for a six-month trial period.

Yeas: Commissioners Kuhn, Boelema, Mast, Malone, McGuire.

Nays: Commissioner Sak.

Motion carried.

IV. BUREAU OF EQUALIZATION - 2000 APPORTIONMENT REPORT

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners the 2000 Apportionment Report. This item is proposed to go to the Board on October 26, 2000. A summary of the request follows.

  • The General Property Tax Law, (PA 206 of 1983), outlines the responsibility of the Board of Commissioners with respect to the annual Apportionment Report.
  • The Board of Commissioners examines certificates of each local taxing jurisdiction and directs millage rates to be spread on taxable valuations.
  • The Board of Commissioners also determines the dollar requirements necessary to fund the assessment for drains to be spread on the respective township and city rolls.

No funding is required.

Mr. McGuire moved to recommend to the Board of Commissioners approval of the 2000 Apportionment Report.

Supported by Ms. Kuhn.

Mr. David Jager, Director of the Bureau of Equalization, stated that his staff thoroughly reviews the certificates of each unit of government to make sure they comply with the laws.

Mr. Jager noted that the highest millage (non-homestead) rate is in the City of Wyoming - Godfrey-Lee School District at 60.18 mills. The lowest rate is in Alpine Township - Kenowa Hills School District at 23.46 mills.

Mr. Mast asked how Kent County's SEV compares to the other 82 counties.

Mr. Jager replied that Kent County is fourth. He added that Kent County's growth of over $1 billion exceeds the total SEV of 35 other counties in the State. He added that he does not really see this growth slowing down.

Mr. Morren thanked Mr. Jager for the information and the report.

Motion carried.

V. CIRCUIT COURT - FAMILY DIVISION AND FIA - CHILD CARE FUND ANNUAL PLAN APPROVAL

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to approve the Child Care Fund Annual Plan for FY2001 and to authorize the Board Chair to sign the document. This item is proposed to go to the Board on October 26, 2000. A summary of the request follows.

  • Each year the Kent County Circuit Court - Family Division and Family Independence Agency (FIA) are required to prepare a plan showing how the Child Care Fund dollars will be spent by the two agencies. The plan encompasses in-home and out-of-home placement costs (e.g., foster care, detention, etc.) for children at risk of abuse or neglect as well as children determined to be delinquent.
  • The law provides that each county will receive a reimbursement from the State of 50 percent of the annual expenditures for all costs related to placement and efforts to reduce placement of abused children.
  • The plan represents a 26 percent increase over last year, resulting primarily from increases in in-home and placement services provided by the FIA for abused and neglected children, and an increase in institutionalization for juveniles through the Court. Expenditures of $1.2 million for the operation of a staff secure facility at the former Child Haven site are also included. The contract for the facility is still being negotiated with the State and the proposed vendor.

Grant funds: $11,008,968; County General Funds: $10,983,968; Other Revenues: $275,000. Total: $22,267,936. Funds were included in the Child Care Fund Budget (Fund 292) for 2001.

Mr. Mast moved to recommend to the Board of Commissioners to approve the Child Care Fund Annual Plan for FY2001 and to authorize the Board Chair to sign the document.

Supported by Mr. McGuire.

Motion carried.

VI. FAMILY INDEPENDENCE AGENCY - AMENDMENTS TO THE SOCIAL WELFARE AND CHILD CARE FUND BUDGETS

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners the transfer of $18,400 from the Social Welfare Fund and $37,270 from the Contingency Account to the Child Care Fund. This item is proposed to go to the Board on October 26, 2000. A summary of the request follows.

  • Following adoption of the Child Care Fund budget, the State indicated that it would no longer reimburse the County separately for Family Independence Program (FIP)-eligible children in emergency shelter care. Discussions with the State seeking to reverse the decision have been unsuccessful.
  • In addition, general funds were only requested to cover 50 percent of certain non-reimbursable expenses relating to avoiding out-of-home placement. These expenses (totaling $90,341) should have been budgeted at 100 percent County cost.
  • FIA has identified unanticipated revenues of $39,000 in the Child Care Fund and an under-expenditure of $18,400 in the Social Welfare Fund to cover a portion of the shortfall.
  • The revised revenue figures have been used to prepare the 2001 Budget.

Net additional funding required: $55,670. Transfer $18,400 from the Social Welfare Fund to the Child Care Fund and $37,270 from the Contingency Account to the Child Care Fund for 2000. Contingency Current Balance: $821,661.

Mr. McGuire moved to recommend to the Board of Commissioners the transfer of $18,400 from the Social Welfare Fund and $37,270 from the Contingency Account to the Child Care Fund.

Supported by Mr. Mast.

Mr. Sak suggested that staff contact our area legislators for assistance in this matter.

Motion carried.

VII. FACILITIES MANAGEMENT - SHERIFF'S DEPARTMENT CONSTRUCTION MANAGEMENT - RFP - #00-09

Mr. Delabbio stated approval is requested to award RFP #00-09 to Owen-Ames-Kimball Company to provide pre-construction and construction management services for the Sheriff's Department at a pre-construction fee of $30,000 and a construction management fee of $409,000. A summary of the request follows.

  • Ten proposals to provide pre-construction and construction management for the Sheriff's Department renovation project were received on September 21, 2000.
  • An evaluation team composed of members from the Building Authority, Sheriff's Department, Facilities Management, Tower Pinkster Titus Associates, and Purchasing evaluated all proposals and interviewed the top four firms on October 4, 2000.
  • The evaluation team requested sealed, flat fee proposals for pre-construction and construction management services to be submitted at the time of the interview.
  • Based upon the background of the firm's assigned management team, experience in the Grand Rapids area, and its specific understanding of the County's construction management needs for the Sheriff's Department project, the evaluation team unanimously recommends Owen-Ames-Kimball Company.

Cost is $439,000. $30,000 (pre-construction costs) available in Facilities Management 2000 CIP. $409,000 available via the project's financing plan.

Mr. Mast moved approval to award RFP #00-09 to Owen-Ames-Kimball Company to provide pre-construction and construction management services for the Sheriff's Department at a pre-construction fee of $30,000 and a construction management fee of $409,000.

Supported by Mr. Sak.

Motion carried.

VIII. PROPERTY DESCRIPTION AND MAPPING - PROPOSED INCREASED FEE SCHEDULE FOR PROPERTY DESCRIPTION AND MAPPING

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners Property Description and Mapping's fee schedule. This item is proposed to go to the Board on October 26, 2000. A summary of the request follows.

  • The County engaged DMG-Maximus, Inc. to conduct a detailed Cost of Service Analysis for fees Countywide. This analysis included calculating the full cost of providing specific services, comparing costs with the revenues received for these services, and recommending fee levels to recover more of the full cost of services when such fees are practical.
  • Staff recommends revisions to the Property Description & Mapping fee schedule as recommended by DMG-Maximus, with one exception: instituting the parcel copy fee for 0-5 pages at this time. Staff believes that the increased staff time to receive money for this service is not worth the inconvenience to homeowners who consider this a service paid for by their tax dollars. Also, the method of delivery will likely change after REGIS is fully implemented.
  • The estimated increased revenue due to the proposed fee increases is $12,500 and has been included in the PD&M proposed revenue budget for 2001. This estimate assumes that the current map sales level will be maintained.
  • The proposed fee increase will narrow the gap between cost of providing the service and revenues collected.

No funding is required. Anticipated $12,500 in revenues included in PD&M's proposed 2001 revenue budget.

Mr. Mast moved to recommend to the Board of Commissioners Property Description and Mapping's fee schedule.

Supported by Mr. McGuire.

Motion carried.

IX. BOARD OF COMMISSIONERS- COURTHOUSE HISTORICAL EXHIBIT CONTRACTS

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to 1) approve a budget of $195,000 for the curatorial work for, and the design, and installation of historical and educational exhibits in the new Courthouse; to 2) award the exhibit design consultant work to Envisions Design, Inc.; and to 3) authorize the Board Chair to sign the applicable agreements. This item is proposed to go to the Board on October 26, 2000. A summary of the request follows.

  • After the plans for the new courthouse were finalized and approved, it was realized that several areas in the new building would lend themselves to a display of information about the court system, information related to the history of the court and the building site (which is the site of the old City Hall), and other related historical materials.
  • The Board of Commissioners appointed a Courthouse Historical Committee, which has been working for the last year on plans to include an exhibit of historical materials in the new Courthouse. The Committee has identified a curator and a design firm to undertake the development, design, and to oversee the installation of two exhibits in the Courthouse: one to be located inside the first floor public entrance and one located outside the twelfth floor "ceremonial courtroom."
  • The total project budget is estimated to be $195,000. The breakdown of expenses for the budget is:

Curator $ 15,000
Design/Fabrication/Installation $150,000
Special lighting and other building considerations $ 30,000

  • The Historical Committee has drafted an agreement for the services of a curator, Joseph Kapler, at a rate of $35 per hour not to exceed $15,000, which has been approved as to form by Civil Counsel.
  • The Historical Committee, through the County's competitive qualifications process and an interview, recommends Envisions Design as the firm best qualified to provide the concept and design of the exhibit and to oversee its fabrication and installation.
  • Facilities Management Director, Jim Leach, will act as project manager and has projected that the exhibit may require special lighting and other building considerations at an estimated cost of $30,000.

Cost is $195,000. Transfer $195,000 from Contingency to the 2000 Facilities Management CIP budget. Current contingency balance: $821,661.

Ms. Kuhn moved to recommend to the Board of Commissioners to 1) approve a budget of $195,000 for the curatorial work for, and the design, and installation of historical and educational exhibits in the new Courthouse; to 2) award the exhibit design consultant work to Envisions Design, Inc.; and to 3) authorize the Board Chair to sign the applicable agreements.

Supported by Mr. Malone.

Mr. Malone thanked the Historical Courthouse Committee for all of their hardwork on this project. The Committee will continue to meet until the Courthouse is complete.

Yeas: Commissioners Kuhn, Boelema, Mast, Malone, McGuire.

Nays: Commissioner Sak.

Motion carried.

X. MISCELLANEOUS

  1. Probation Officers

    Mr. Sak commented on the informative article in the Grand Rapids Press in regards to Kent County's Probation Officers and their interaction with our youth.

  2. Financial Report for the Third Quarter

Mr. Delabbio provided the Committee members with a copy of the financial report for the third quarter. He noted that 64 percent of the budget has been expended through the third quarter. He added that it appears that the County will not have to used any of its fund balance for 2000.

XI. ADJOURNMENT

There being no other business for discussion, Mr. Morren declared the meeting adjourned at 9:10 a.m.