OSCEOLA COUNTY

BOARD OF COMMISSIONERS

COMMITTEE OF THE WHOLE

January 22, 2008

Minutes

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

Present-Commissioner Hoaglund, Sikkema, Tiedt and Emig.

Also present: Susan VanderPol-County Coordinator and Karen Bluhm-County Clerk.

Regular committee business was called to order at 9:10 a.m.

Motion by Commissioner Tiedt, support by Commissioner Hoaglund to approve the agenda with additions. Motion carried.

Public Comment: None.

Employee Comment: None.

Motion by Commissioner Tiedt, support by Commissioner Hoaglund to approved the January 8, 2008 committee minutes as presented. Motion carried.

Commissioner Faber arrived at 9:12 a.m.

Mark Watkins, EMD Director, Jerry Lindquist-MSU Extension Director, Cyndi Hunt-Friend of the Court, Charles Brooks-Brooks Security, Cliff Youngs-Road Commission, Stan Gregory-Road Commissioner, Don Lewis-Road Commissioner, John Atkins-Road Commissioner, Bill Huss-Road Commission, Thomas Sage-Surveyor, Matthew Miles-Surveyor and Brent Clough-Surveyor all arrived at 9:12 a.m.

Recommendation by Commissioner Hoaglund, support by Commissioner Sikkema to approve the claims for 2007 in the amount of $34,949.48 and 2008 in the amount of

$33,001.76. Recommendation carried.

Lance Cornelius, Maintenance Supervisor, arrived at 9:16 a.m.

Commissioner Brooks arrived at 9:18 a.m.

Soil Erosion Fees

Susan VanderPol, County Coordinator, shared information with committee members from Mike Solomon the County’s Soil Erosion & Sedimentation Control Officer regarding the current fee structure. The program is supposed to pay for itself based on fees collected, however the program is currently being subsidized by the County General Fund. Mike is recommending a $25.00 increase for soil erosion fees on commercial permits at this time. Discussion was held briefly on turning this program into a contracted services program.

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January 22, 2008

Recommendation by Commissioner Tiedt, support by Commissioner Faber to increase the Soil Erosion permit fee on Commercial permits by $25.00 taking it from $175.00 to $200.00. Recommendation carried.

Courthouse Building Security

Lance Cornelius, Maintenance Supervisor, and Charles Brooks from Brooks Security were present regarding questions from anyone about the newly installed security system in the main Courthouse. Mr. Brooks reported that their periodic testing shows between 32 to 40 seconds for response time. Cyndi Hunt, Friend of the Court, asked how the calls were routed and how the Sheriff’s Department received notification of a call. Mr. Brooks reported that the call generally goes through the Lansing station which then routes it to the local Sheriff’s Department. Jerry Lindquist, MSU Extension Director, asked if more buttons might be available and the cost for additional buttons. Mr. Brooks will get back on the cost for additional buttons.

Robin Fuerneisen, Meals Coordinator, arrived at 9:34 a.m.

Road Commission Emergency Mutual Aid Policy

Cliff Youngs, Road Commission, was present with a Mutual Aid Policy which the County Road Commission plans on adopting later today at their meeting. Cliff read the proposed policy to those present. He noted this policy has been in place, but never actually put in written form. Because of recent incidents involving Central Dispatch, Michigan State Police and the county’s Emergency Management Department, Cliff feels a written policy needs to be adopted by their Board and shared with the various agencies. A brief discussion was held regarding the possibility of billing for cost recovery in an emergency situation. Mark Watkins, EMD Director, advised those present that a cost recovery ordinance needs to be in place before Cliff could do this and then he explained how the fire departments accomplish cost recovery.

Nancy Crawford, Register of Deeds arrived at 9:45 a.m.

John Atkins, Stan Gregory and Don Lewis, Cliff Youngs and Bill Huss left at 9:47 a.m.

O.C.O.A. Senior Center Renovations

Lance Cornelius, Maintenance Supervisor, and Robin Fuerneisen, COA Meal Coordinator, were present to discuss the remodeling of the restrooms at the Senior Center in Tustin. Lance explained that remodeling of the restrooms have begun and they are ready to be dry walled, however the size of the restrooms is in question due to the occupancy capacity at the site. Current capacity is 203 and anything over 150 requires the restrooms to be larger than they currently are to bring us in compliance with ADA laws. Discussion was held on whether to increase the size of the restrooms or leave them the same size and downsize building capacity for the time being. After further discussion the committee advised Lance and Robin to proceed with remodeling the existing restrooms and downsizing capacity at this time.

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Maintenance Tractor

Lance Cornelius, Maintenance Supervisor, reported finding a 2007 Case tractor at the Ina Store when researching the previous bid received on a tractor for the department. The Ina Store offered the 2007 Case for a bid of $5800.00 and an additional $1400.00 for the snow blower attachment and chains for a total bid of $7200.00. Lance advised the committee members that this piece of equipment was far superior to the equipment he had been looking at previously and explained the difference in equipment to those present. Discussion was also held on funds available in the budget for this purchase.

Carol Halladay, County Treasurer, arrived at 10:17 a.m.

Recommendation by Commissioner Hoaglund, support by Commissioner Brooks to purchase the 2007 Case tractor from the Ina Store with snow blower and chains for a total cost of $7200.00.

Further discussion on the tractor purchase was held, with the recommendation being tabled to allow Lance time to contact the other bidders to submit new bids for “like” equipment.

Lance left the meeting at 10:23 a.m.

Remonumentation Program Presentation

Thomas Sage, Thomas H. Sage, P.S., P.E., Matthew Miles, of Bob Mitchell & Associates, P.C. and Brent Clough, of CC Land Surveying, Inc. were present regarding the Remonumentation Program. Mr. Sage spoke on behalf of the three surveyors asking they be allowed to be part of the County’s Remonumentation program. He shared information with the Board noting that in other counties private surveyors are allowed to be involved with the program. Susan VanderPol, Remonumentation Grant Administrator, noted they could be added to the vendor list for future bids. She noted they have bid the project out in the past and found the current vendor to be the best bid.

Thomas Sage, Matthew Miles and Brent Clough left the meeting at 10:37 a.m.

Bill Sikkema, County Surveyor, was asked to explain how the Remonumentation program has been operating and after some further discussion the committee felt past practice was appropriate.

Bill Sikkema and Nancy Crawford left the meeting at 10:42 a.m.

Cash Investment Report Review

Carol Halladay, County Treasurer, shared a 2007 cash investment report with committee members. She explained the break down of interest by funds. All present were happy with the investments returns for year 2007.

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Carol Halladay left the meeting at 10:50 a.m.

Emergency Management Staffing

Mark Watkins, EMD Director, reported that another of his part-time regional planners may be leaving for full-time employment elsewhere. He advised committee members he hopes to have a new administrative assistant in place by February 4, 2008. He then talked about currently having two Local Planner positions and recommended combining one of the Local Planner positions with the Regional Coordinator position making the Regional Coordinator a temporary full-time

position. The position would be totally funded by the grant and would eliminate one Local Planner.

Recommendation by Commissioner Tiedt, support by Commissioner Hoaglund to make the Regional Coordinator position at EMD a temporary full-time at 40 hours per week, with funding to come totally from the grant. Recommendation carried.

Mark then spoke to the committee About some of the extra projects currently being done by the local planner. Mark advised that he has enough money left in the grant to fund that position for the duration of the grant at a full-time level.

Recommendation by Commissioner Faber, support by Commissioner Tiedt to establish the Local Planner position in EMD as a temporary full time position until the grant expires March 31, 2008. Recommendation carried.

Mark Watkins left the meeting at 11:02 a.m.

Non-Union Employee Un-paid Leave Benefit Invoicing

Committee members discussed the invoicing of employees for their benefits when they are absent from work on an un-paid leave of absence. Karen Bluhm, County Clerk, advised that this is not an issue as related to Short Term Disability or Family Medical Leave. A lengthy discussion regarding interpretation of the Personnel Policy by various employees followed. Karen also spoke to the committee about their Short Term Disability policy needing updates. She will work on some language changes in the policies and bring them back for committee review.

Extended public comment: None.

Motion by Commissioner Hoaglund, support by Commissioner Tiedt to adjourn at 11:41 a.m.

______________________________ ________________________

Karen J. Bluhm, County Clerk Larry Emig, Chairman