COUNTY OF OSCEOLA

BOARD OF COMMISSIONERS

COMMITTEE OF THE WHOLE

MINUTES

NOVEMBER 20, 2007

Chairman Emig called the meeting to order at 9:00 a.m. for the purpose of reviewing the claims presented.

Regular business of the committee began at 9:15 a.m.

Present: Commissioners Hoaglund, Brooks, Sikkema, Tiedt and Emig.

Also present: Tracy Logan-Reed City Public Library, Pauline Marsh-Orient Twp. Treasurer, Darlene Schroeder-Osceola Township Treasurer, Susan VanderPol-County Coordinator, and Karen Bluhm-County Clerk.

Motion by Commissioner Hoaglund, support by Commissioner Brooks to approve agenda with an addition. Motion carried.

Brief public comment: None.

Employee comment: None.

Motion by Commissioner Tiedt, support by Commissioner Sikkema to approve the committee minutes as presented from November 6, 2007. Motion carried.

Recommendation by Commissioner Brooks, support by Commissioner Sikkema to approve payment of the claims in the amount of $55,516.24. Recommendation carried.

Child Care Fund Budget

Kaye Frederick, Family Court Administrator, was present to discuss the projected Child Care Fund budget. She shared a copy of the proposed 2007-2008 projected Child Care Fund budget noting the state will reimburse 50% of many of these costs. Kaye is waiting for Maximus to complete their cost study and stated she anticipates these projected costs will likely increase once the study is finished. Kaye briefly explained how the reimbursement from the State works. She asked for authorization for the Board Chair to sign the tentative budget for submission to the State.

Rosie McKinstry, Equalization Director, arrived at 9:28 a.m.

Recommendation by Commissioner Tiedt, support by Commissioner Brooks, to approve the 2008 Child Care Fund budget and authorize the Chairman to sign. Recommendation carried.

Kaye Frederick left at 9:30 a.m.

Carol Bennet-Hartwick Township Treasurer, arrived at 9:33 a.m.

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Emergency Medical Services Update

Ed Nettle, EMS Director, gave a brief departmental update. Ed reported that revenues are down for the year, noting transports are down 142 from this time in 2006. He shared information regarding meetings and events he has attended. He reported budget amendments are being done regarding payroll line items of the budget and explained the reasons behind them. He reported working with Spectrum Health and the Med Control Policy Committee to update necessary department policies. Ed reported a good working relationship with both Spectrum & Med Control. He updated the committee on the status of his research on purchasing a new ambulance. He hopes to have the new specifications ready soon for the committee to review. Discussion was held regarding maintenance issues on the ambulances. Discussion was also held on the need for vehicles to be driven over the speed limit when no emergency lights are engaged. Ed reported only one deer accident at this time. Some discussion was held on the reasons for transfers being down. Staffing issues were discussed briefly. Ed reported the data links are complete and he commends Jon-Thomas Burgess, Technology Coordinator, for the project completion saving time and money for the department. He reported working with Baker College utilizing their students for riding along as part of their college education experience.

Sharon Black, Sherman Township Treasurer, arrived at 9:35 a.m.

Ed Nettle left at 10:03 a.m.

Printing of Tax Receipts

The following Township Treasurers were present to discuss the decision by the County to eliminating the printing of tax receipts this year: Sharon Black-Sherman Township, Carol Bennett-Hartwick Township, Pauline Marsh-Orient Township and Darlene Schroeder-Osceola Township. Sharon Black, Sherman Township Treasurer, presented a letter from their Township Supervisor, which Commissioner Emig read to those present. The treasurers expressed their concern that they felt the changes were in fact recommendations from BS&A software and wonder why the County is letting a software vendor set our County’s standards for operation. Equalization Director, Rosie McKinstry, was also present for the discussion. Sharon Black commented that they believe BS&A says they cannot do some of the changes required by some of the individual townships and they are making the rules. Treasurers were also concerned that the printing of receipts was included in the fee set by the County in conjunction with the printing of tax rolls. Susan VanderPol, County Coordinator, shared briefly the reasons for the County switching to the BS&A software this year and noted that the fee set for printing of tax rolls has not been increased since early 2000’s and yet costs for the Equalization Department have increased over $45,000. Sharon Black stated they have always had a great working relationship with the Equalization Department and believes that this may all be attributed to poor communications with the initiation of the change and the meeting held with BS&A. Discussion was also held on the need for Orient and Osceola Township to have their tax receipts numbered as in the past. Rosie McKinstry, Equalization Department, reported they are printing receipts for

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the three townships that are not computerized. Rosie also noted that she has surveyed surrounding counties and found that many of them no longer print the tax receipts. She noted

that if the numbers are printed on these receipts, it will probably require programming and asked who would pay for that cost. Pauline Marsh, Orient Township Treasurer, said they do not have a problem paying for the programming to number their receipts.

Jennifer Willis-MERS arrived at 10:20 a.m.

Carol Bennett, Hartwick Township Treasurer, noted that several other Township Treasurers who are not able to be present at today’s meeting are concerned about how they are being treated by BS&A. It seems to several treasurers that BS&A is setting the standards for a job the local treasurers are elected to do. A brief discussion was held on setting a standard for all printing of tax rolls and bills, because the county can no longer customize printing for each individual unit of government. Discussion was held on how the County can get through this tax season efficiently and set up a meeting in early 2008 to address future printing in a timely manner. Rosie McKinstry and Susan VanderPol will contact BS&A regarding the printing of the numbers on the tax receipts for those units of government not computerized.

Rosie McKinstry, Equalization Director, asked for direction from the committee regarding an insert presented by Sherman Township regarding the Townships notification to their tax payers regarding their tax receipts. Susan VanderPol, County Coordinator, noted there is a concern from MMRMA, the County’s Liability Insurer, regarding the flyer. After some discussion Sharon Black, Sherman Township Treasurer, said they would withdraw the insert. Susan VanderPol, County Coordinator, asked permission from the committee members to draft a new insert for Hartwick and Sherman Township regarding the tax receipt return. Committee members were favorable to this suggestion.

The four Township Treasurers left at 11:07 a.m.

Reed City Public Library Carpeting-Tracy Logan

Tracy Logan, Librarian for Reed City Public Library, was present to discuss new carpeting for the library. The Library Board believes it is a safety issue, because the glue is gone and the carpeting is buckling. Ms. Logan noted their lease is done in 4 ½ years and they are moving ahead with plans for their own building. They are concerned about putting $10,000 for carpeting in a building they are not going to remain in for more than 5 years. She asked if the County would be willing to help pay for the replacement of the carpet in full or at least in part. Susan VanderPol, County Coordinator, shared the lease agreement with committee members. The lease states it is the responsibility of the lessee for this type of improvement and reminded committee members that this would in essence be a “break” of the lease. Commissioner Brooks was concerned that by going “outside” this lease, it might invite others who have a lease with the county to ask for special treatment. Tracy shared two bids for carpet removal and replacement. The bid from Sunshine Carpet was $,9,368.06 and the bid from Big Rapids Furniture was for

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$10,203.59. Discussion was held on the possibility of prorating the cost of the carpet when the Library actually vacates the building as well as possible fund raising to generate funds for the new carpeting. The Library Board is not in favor of fund raising with upcoming fundraisers scheduled for a new facility. Ms. Logan asked for permission to take the carpeting out and just paint the cement floor, if they are unable to come to an agreement on how to pay for carpeting. Committee members were favorable to her request, suggesting Community Corrections might be able to remove the carpet.

Tracy Logan left at 11:27 a.m.

Sick Benefit Utilization

Commissioner Emig asked this issue be placed back on the December committee agenda.

MERS Benefit Program E

Jennifer Willis, Customer Service Representative from MERS and Erin Boertman, MERS trainee, were present to present information requested by Commissioners for adding County Commissioners to the MERS program. Ms. Willis presented two options requested by Commissioners for their review. She gave them the financial data needed for deciding on funding the addition in part or in whole. Discussion was also held regarding making Commissioners a part of the non-union general division and how it would benefit the liability of the group. Ms. Willis noted the current Board of Commissioners has the flexibility to choose whether they wish to participate or not, but future Commissioners must be participants. Ms. Willis explained the Commissioners will need to decide which option they wish to choose, how to fund, request an actuary and complete individual application forms. After further discussion the following recommendation was made.

Recommendation by Commissioner Tiedt, support by Commissioner Hoaglund to give County Clerk, Karen Bluhm, permission to sign all resolutions and complete all paperwork for the inclusion of the Commissioners in the MERS System. Recommendation carried.

Recommendation by Commissioner Hoaglund, support by Commissioner Sikkema to establish the B-3, FAC5, F55/15, 8 year vesting with all prior service and member contribution rate at the difference between the B-2 and B-3 level for the County Board of Commissioners effective December 1, 2007 with 100% funding of liability for the benefit program. Recommendation carried.

MERS Benefit E

Karen Bluhm, County Clerk, along with Jennifer Willis, MERS Representative, explained the annual option the County has to award an increase to current County retirees. Ms. Willis explained the long term liability issue to those present. Last year the County went back and picked up an option awarding a 10% increase in retirement benefit to retirees currently on the

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plan. After some discussion it was decide to leave it alone this year, but review it again next year.

Policy Change under “Leave Without Pay” Policy

Karen Bluhm, County Clerk, shared a concern about the wording in the Personnel Policy under Leave Without Pay, in conjunction with MERS service credit. After a brief discussion the following recommendation was made.

Recommendation by Commissioner Brooks, support by Commissioner Tiedt to approve the Leave without Pay policy as presented. Recommendation carried.

Animal Control Staff Hours

Susan VanderPol, County Coordinator, reminded committee members that Alan Benson, Animal Control Director, worked his last day on November 7, 2007. However as Alan had accumulated benefit time through the end of the year, he continues on the payroll. Susan reported that the two part-time employees who are allowed only 4 hours per day per employee continue to keep the department running. Both employees have been working more than the allotted number of hours to continue the departmental operations and Susan wants to know how to handle this issue. After some discussion Susan was directed to move forward with hiring a new Director as soon as possible.

Recommendation by Commissioner Tiedt, supported by Commissioner Sikkema to increase the hours of Animal Control through the remainder of the year as needed. Recommendation carried.

MMRMA Electric Choice Program

Susan VanderPol, County Coordinator, shared information on the Electric Choice Program through MMRMA. This is an alternative offered to MMRMA members helping them to reduce the price of electricity. MMRMA has negotiated rates for this area of the state and they are recommending the County consider this change. Susan asked committee members to review the information and we will look at this at an upcoming meeting.

Adoption of 2008 Appropriation Act

Susan VanderPol, County Coordinator, asked the committee members to adopt the 2008 appropriation act as presented.

Recommendation by Commissioner Tiedt, support by Commissioner Hoaglund to adopt the 2008 Appropriation Act and allocate the funds. Recommendation carried.

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Budget Amendments, Cash Transfers and Budget Amendment Report

The following budget amendments and cash transfers were presented for approval.

Line Item Description Increase Decrease

245.120.644.001 Grants/Reimb. $ 10,000

245.120.695.102 Trans. Other Funds $ 5,020

245.120.695.000 Trans. In. Gen. Fund $ 5,060

101.890.999.003 Transfer-Utilities $ 5,060

101.965.999.028 Public Impr.-Transfer Out $ 5,060

245.903.971.005 Sheriff Dept.-Equipment $ 20,080

265.000.699.001 Approp. Fund Balance $ 5,020

265.000.999.000 Transfer Out $ 5,020

245.120.695.000 Transfer In-Gen. Fund $ 500

101.268.702.005 ROD-Overtime $ 500

245.902.970.004 Data Processing-IT $ 190

245.903.970.031 Courthouse Renovations $ 690

101.965.999.028 Transfer Out-Capital $ 500

210.000.702.001 Payroll Elect/Appt. Offc. $ 17,000

210.000.980.016 Capital Lease $ 20,000

210.000.702.003 Permanent Employees $ 30,000

210.000.702.005 Overtime $ 7,000

Cash transfer of $5,020 from the 265 Drug Fund to the 245 Capital

Recommendation by Commissioner Brooks, support by Commissioner Tiedt to approve the cash transfers and budget amendments presented. Recommendation carried.

Employee Comment: None.

Extended Public Comment: None.

Moved by Commissioner Hoaglund, support by Commissioner Tiedt to adjourn at 1:21 p,m.

_______________________________ _____________________________

Karen J. Bluhm, County Clerk Larry Emig, Chairman