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FINANCE & PHYSICAL RESOURCES COMMITTEE MINUTES Tuesday, October 7, 2008

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FINANCE & PHYSICAL RESOURCES COMMITTEE MINUTES Tuesday, October 7, 2008 FINANCE & PHYSICAL RESOURCES COMMITTEE MINUTES Tuesday, October 7, 2008 - 8:30 a.m. Board Room - County Administration Building MEMBERS PRESENT: Chair Richard VanderMolen; Commissioners Jack Boelema, Dick Bulkowski, Harold Mast, Gary Rolls, Harold Voorhees, James Vaughn, and Fritz Wahlfield. MEMBERS ABSENT: Commissioner Art Tanis (excused). ALSO PRESENT: Administrator/Controller Daryl Delabbio; Chair of the Board Roger Morgan; Assistant Administrators Wayman Britt and Mary Swanson; Executive Assistant to the Board Jim Day; Commissioner Carol Hennessy; Acting Corporate Counsel Linda Howell; Legal Analyst Sangeeta Ghosh; Management Analyst Jennifer DeHaan and Deb Kauffman; Purchasing Supervisor Cal Brinks; Fiscal Services Director Bob White; Budget Coordinator Marvin VanNortwick; Facilities Management Director Bob Mihos; Human Resources Director Donald Clack; Director of Parks Department Roger Sabine; Business Manager for the Parks Department Bob Papp; Administrative Health Officer Cathy Raevsky; Deputy Administrative Health Officer Bill Anstey; Director of Information Technology Craig Paull; Sheriff Larry Stelma; Undersheriff Jon Hess; Director of Kent/MSU Cooperative Extension Betty Blasé; Land Use Educator for Cooperative Extension Kendra Wills; Candidate for County Commissioner Jim Talen; and Senior Administrative Specialist Sandra Winchester. NEWS MEDIA: Rick Wilson, Grand Rapids Press; and David Czurak, Grand Rapids Business Journal. Mr. VanderMolen called the meeting to order at 8:30 a.m. I. PUBLIC COMMENT None. II CONSENT AGENDA a) Approval of the Minutes of September 16, 2008 b) Auditing of Checks and Purchase Order Activity – See Attachment A Road - $1,944,759.03 Warrants - #54258 - #54472 for period ending October 1, 2008 c) Various - Bid Awards d) Various - CIP Expenditures Mr. Bulkowski requested that item IIc be removed from the Consent Agenda. Mr. Wahlfield moved to approve the remaining items on the Consent Agenda as presented. Supported by Mr. Boelema. Motion carried. IIc. VARIOUS – BID AWARDS Finance & Physical Resources Committee Minutes October 7, 2008 Page 2 Mr. Wahlfield moved to approve the bid awards as presented. Supported by Mr. Boelema. Mr. Bulkowski noted that the bids for the boiler at the Zoo came in very close and asked if warranties are considered when awarding the bids. Mr. Cal Brinks, Purchasing Supervisor, answered yes, they do take the warranties into account. Typically, warranties are written into the bid specifications. In the case of the boiler, the manufacturer’s warranty is included and they are all bidding the same piece of equipment. Motion carried. (Commissioner Mast arrived at this time). III. KENT/MSU COOPERATIVE EXTENSION – MEMORANDUM OF UNDERSTANDING FOR FUNDING A LAND USE EDUCATOR POSITION Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners a Memorandum of Understanding (MOU) to fund 60 percent of a full-time position to conduct land use education activities, to administer and support the Purchase of Development Rights (PDR) program in Kent County, and to authorize the County Administrator/Controller or his designee to sign the Memorandum of Understanding. This item is proposed to go to the Board on October 23, 2008. A summary of the request follows. • In July 2002, the County approved a three-year agreement with Kent/Michigan State University Cooperative Extension (Kent/MSU) to fund 60 percent of a land use educator position to implement the 2001 Urban Sprawl Subcommittee recommendations, including administering the PDR program, providing land use education, and staff support for the United Growth Initiative. This agreement was renewed in 2005 for an additional three years. The agreement will end on December 31, 2008. • A review of the land use educator activities indicates that the program has preserved 758 acres of land and has provided information to local units resulting in changes to some local unit zoning and ordinances related to the reduction of urban sprawl and the preservation of green space. In addition, the Land Use Educator has been instrumental in leveraging significant funding from the state and federal governments, along with private and local government donors to support the PDR program. • A portion of the current grant funds the time the land use educator spends on staffing the United Growth Initiative; however, time spent on that activity is no longer needed. Continuation of the current level of funding by the County will allow the Land Use Educator to staff the Agricultural Preservation Board and administer the PDR program, which has come to demand a significant portion of the position’s time. Finance & Physical Resources Committee Minutes October 7, 2008 Page 3 • The term of the contract has been changed from three years to an automatic annual renewal, contingent upon annual appropriation of funding. Program performance will be reported annually as part of the performance measurement process to ensure that goals are being met before appropriations for the upcoming year are made. • The agreement has been reviewed and approved as to form by Corporate Counsel. The cost is $28,392 in 2009 and funds are included in Kent/MSU’s 2009 budget request. (Commissioner Rolls arrived at this time). Mr. Mast moved to recommend to the Board of Commissioners approval of a Memorandum of Understanding (MOU) to fund 60 percent of a full-time position to conduct land use education activities, to administer and support the Purchase of Development Rights (PDR) program in Kent County, and to authorize the County Administrator/Controller or his designee to sign the Memorandum of Understanding. Supported by Mr. Rolls. Mr. Voorhees stated he believes this position would best be funded by a non- governmental organization. He did not think it prudent to use tax dollars to fund a position to promote an idea that has not met the total approval of this board and of the community. He would rather use the money towards the creation of jobs. Mr. Voorhees commented he is in favor of land use, but has a lot concerns about this position. Again, he suggested the position should be funded by a non-governmental organization. Mr. Voorhees said he would urge this request be turned down by the Committee. Mr. Wahlfield asked what prompted this request to be an automatic annual renewal as opposed to a three-year agreement. Mr. Delabbio stated it is recommended the position be looked at on an annual basis through the budget and performance measurement process instead of coming back to the Committee every three years. Mr. Rolls pointed out that this position has been very successful in obtaining funds from private sources, grants, etc. for the PDR program. He added that funds have also been obtained from the farm bill. Mr. Rolls noted this is the first time he can remember the County passing an ordinance without providing funds to back it up; the least we can do is fund this position. Mr. Bulkowski noted that the outputs for the PDR program are listed on the memo provided to the Committee, but asked how the outputs of the educational piece of the position are evaluated. Finance & Physical Resources Committee Minutes October 7, 2008 Page 4 Ms. Betty Blasé, Director of Kent/MSU Cooperative Extension, explained that every township has an opportunity to benefit from the Land Use Educator position, and asked Kendra Wills to speak to the outputs for the education portion of the position. Ms. Kendra Wills, Land Use Educator for Cooperative Extension, explained that one of the outputs include providing workshops and training programs for the townships. She added that she would provide the performance measurements for the education portion of her position to the Committee members. Ms. Blasé pointed out that Cooperative Extension will be providing their performance measurements to the Legislative and Human Resources Committee on November 25. Mr. Mast stated that agriculture is the 2nd highest economic engine in our County. Kent County is getting a lot of “bang for its buck” if we are spending only $28,000 on the position. This position has been successful in tapping into dollars from various sources in order to preserve land in Kent County so he feels this is a good resource of money. Mr. Voorhees stated that the PDR program was passed in a lame duck session of the Board of Commissioners with certain caveats attached to it, i.e., the County would not provide funds to purchase farmland. There are a lot of negatives to this and he urged a no vote. Mr. Boelema commented that he is concerned about urban sprawl; once the land is gone, it’s gone forever. He supports the comments made by Mr. Mast and is in favor of this item. Mr. Vaughn questioned if there is a certain dollar amount this program will generate. Mr. VanderMolen explained it depends upon which farms meet the criteria and what dollars come in for the program. Historically, the Land Use Educator position has brought in quite a few dollars for the program. Mr. Wahlfield noted that a while back he delivered booklets to various farmers in his district who were interested in knowing the scoring criteria for farmland preservation. Some were not ready and some changed their minds, but at least they received the information. Yeas: Commissioners Bulkowski, Boelema, Mast, Rolls, Vaughn, and Wahlfield. Nays: Commissioner Voorhees. Motion carried. IV. HEALTH – APPROVAL OF THE COMPREHENSIVE PLANNING AND BUDGETING CONTRACT FOR FY 2009 Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners the Health Department’s Comprehensive Planning and Budgeting Contract Finance & Physical Resources Committee Minutes October 7, 2008 Page 5 (CPBC) for FY 2009. This item is proposed to go to the Board on October 23, 2008. A summary of the request follows. • The CPBC contract is an annual agreement between the State and the County to provide certain required Public Health services including immunizations, infectious and sexually transmitted disease control, hearing and vision screening, food protection, drinking water and on-site sewage monitoring, as well as several other state-funded programs.
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