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Meeting Minutes

FINANCE & PHYSICAL RESOURCES COMMITTEE MINUTES

Tuesday, December 19, 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; Management Analyst Deborah Kauffman; Human/Community Services Coordinator Mary Swanson; Information Technology Director David Boehm; Purchasing Manager Jon Denhof; Fiscal Services Director David Waichum; Financial Supervisor Marvin VanNortwick; Director of the Bureau of Equalization David Jager; Director of Property Description and Mapping Matt Woolford; Quality Assurance/Special Projects Manager for Information Technology Jeff Allen; Deputy Director of Fiscal Services Stephen Duarte; Attorney for Varnum, Riddering, Schmidt & Howlett Tom Lockhart; Sheriff-elect Larry Stelma; Captain Jon Hess; Commissioner-elect Roger Morgan; and Senior Administrative Specialist Sandra Winchester.

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 December 5, 2000
  2. Auditing of Checks and Purchase Order Activity - See Attachment A

    Road Commission - $1,120,408.74
    Warrants - 3846 to 4045 for period ending December 1, 2000

  3. Various - CIP Projects

Mr. Sak moved to approve the Consent Agenda as presented.

Supported by Mr. Boelema.

Motion carried.

III. INFORMATION TECHNOLOGY - REAFFIRM ACTION ON PTAS CONTRACT

Mr. Delabbio stated approval is requested to reaffirm an earlier approval of a contract with Convergent Group for development of the Property Tax Administration System. A summary of the request follows.

  • On March 23, 2000, the Board of Commissioners authorized staff to negotiate a contract with Convergent Group, recommend approval of a Memorandum of Understanding with local units of government on the PTAS effort, and to authorize the Chair to sign the final version of this agreement contingent upon legal counsel review and approval for the Property Tax Administration System (PTAS) Upgrade Project.
  • A contract was signed on March 31, 2000, and included a base contractual agreement, as well as attachments dealing with software licensing, support, scope of work, deliverables and timeline. The first work tasks of the new PTAS were to be a detailed "process fit evaluation" determining how to configure the Ascend Software to meet the needs and expectations of Kent County and its local units, as well as State of Michigan requirements. It was understood via a contract provision that the findings of the process fit evaluation could cause the scope of work, deliverables or timeline to be amended.
  • In October 2000, a comprehensive document was prepared detailing all modifications to the software and project plans as well as the original contract and supporting documents. Appropriate contract amendments were prepared or reviewed by the County's legal counsel.
  • The original project budget has not changed. The original cost for application development per the contract will not change. The project timeline will be extended by two months until December 2001. The supporting documentation that will direct this effort has been enhanced significantly by the process fit evaluation and subsequent contract revisions.
  • Reaffirmation is requested to ensure the enforceability of all portions of the contract, including those negotiated after the March 23, 2000, approval.

No funding is required, as there is no cost change.

Mr. Mast moved to reaffirm an earlier approval of a contract with Convergent Group for development of the Property Tax Administration System.

Supported by Mrs. Buege.

Motion carried.

IV. PROPERTY DESCRIPTION AND MAPPING - REQUEST TO SUBMIT AN APPLICATION FOR A SURVEY AND REMONUMENTATION GRANT

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners the submission of a grant application for a Survey and Remonumentation Grant. This item is proposed to go to the Board on January 11, 2001. A summary of the request follows.

  • The County began its Remonumentation program in 1980.
  • Pursuant to Public Act 345 of 1990, the State offers an annual grant to counties for providing survey, monumentation, and remonumentation of public land survey corners consistent with the County's plan. The County has participated in the State-offered grant since its inception.
  • The County will complete the resetting of its monuments in 2001, however, the State of Michigan continues to provide grant funds for monument maintenance.
  • The County will contract with outside parties for the provision of these services.

The cost is $247,236 with funds being provided by a grant.

Mr. Wahlfield moved to recommend to the Board of Commissioners approval to submit a grant application for a Survey and Remonumentation Grant.

Supported by Mrs. Buege.

Motion carried.

V. SHERIFF'S DEPARTMENT - 2001 JAIL PER DIEM AND ARREST PROCESSING FEES

Mr. Delabbio stated approval is requested to approve the Jail Per Diem fee of $43.43 and the Arrest Processing fee of $17.29 for 2001. A summary of the request follows.

  • Kent County charges several local units of government and other agencies a Jail Per Diem fee and an Arrest Processing fee for costs associated with housing prisoners at the Correctional Facility. The annual rates are based upon a methodology that considers the capital and operational costs of the facility, the millage proceeds the County receives, as well as the capital and operational costs of fingerprinting and photographing of arrestees.
  • The current Jail Per Diem fee is $40.36; the current Arrest Processing fee is $15.08.
  • In 1998, a Memorandum of Understanding was signed with the five local units (Grandville, Grand Rapids, Kentwood, Walker and Wyoming) that provided terms and conditions for calculating the Jail Per Diem and Arrest Processing fees. Based upon those terms and conditions, a Jail Per Diem fee of $43.43 and an Arrest Processing fee of $17.29 are proposed for 2001.

There is no funding required.

Mr. McGuire moved to approve the Jail Per Diem fee of $43.43 and the Arrest Processing fee of $17.29 for 2001.

Supported by Ms. Kuhn.

Ms. Buege asked if the proposed figures are reviewed with the respective communities.

Mr. Delabbio explained that each community is given the supporting documentation, and given an opportunity to sit down to discuss the issue with County officials. County staff did not receive any feedback from the cities.

Mr. Sak asked if the outlying townships are charged these fees.

Undersheriff Stelma noted that the fees are for arrests made due to ordinances in the five cities.

Mr. Waichum added that the townships are not charged because the violations are handled in 63rd District Court, a County function mandated by the State.

Mr. Malone pointed out that a few years ago, County staff met with various city officials to determine a fair methodology to determine these costs. It has worked out well.

Motion carried.

VI. ADJOURNMENT

There being no other business for discussion, Mr. Morren declared the meeting adjourned at 8:50 a.m.