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/ 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.

• Beginning in Fiscal Year 2009, the CPBC agreement includes the local public health operations funding for the Michigan Department of Environmental Quality Drinking Water and On-Site Sewage monitoring programs.

• Funding for CPBC activities is consistent with last year’s levels.

• Revenues and expenses related to the CPBC agreement were used to prepare the Health Department’s 2009 budget.

The cost funding recommendation is as follows: Total: $19,386,162. (CPBC funds of $7,091,339; Fees and Permit Income of $5,289,295; County General Fund of $7,005,528). Funds have been included in the Health Department 2009 budget.

Mr. Vaughn moved to recommend to the Board of Commissioners approval of the Health Department’s Comprehensive Planning and Budgeting Contract (CPBC) for FY 2009.

Supported by Mr. Mast.

Mr. Bulkowski asked Ms. Raevsky to expand on the comment that “funding is consistent with last year’s levels” since it looks like programs are being added.

Ms. Cathy Raevsky, Administrative Health Officer, explained that administrative moves are being made with the Michigan Department of Environmental Quality for ease of reporting only; there are no program changes.

Motion carried.

V. PARKS – GIFT FROM THE MEIJER FOUNDATION FOR THE M-6 TRAIL PROJECT

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to accept and appropriate $300,000 from The Meijer Foundation to support the design and construction of the Fred Meijer M-6 Trail. This item is proposed to go to the Board on October 23, 2008. A summary of the request follows.

Finance & Physical Resources Committee Minutes October 7, 2008 Page 6

• The Fred Meijer M-6 Trail is currently under construction and, when complete, will connect Kent Trails in Byron Township to the Paul Henry in the City of Kentwood.

• Trail design and construction is being funded by a transportation enhancement grant of $2,600,000 provided by the Michigan Department of Transportation, which requires a local match of at least $650,000.

• The Board of Commissioners previously appropriated $3,250,000 to the Fred Meijer M-6 Trail CIP account established in 2005.

• The Meijer Foundation has generously agreed to contribute $300,000 in support of this project.

• The project supports the County’s long range plan for regional trail development.

The cost is $300,000 and the funding recommendation is to accept the funds from The Meijer Foundation and appropriate it to the M-6 Trail CIP account.

Mr. Voorhees moved to recommend to the Board of Commissioners approval to accept and appropriate $300,000 from The Meijer Foundation to support the design and construction of the Fred Meijer M-6 Trail.

Supported by Mr. Vaughn.

Motion carried.

VI. PARKS – 4-MILE ROAD CONNECTOR CIP PROJECT CREATION, APPROPRIATION, AND AGREEMENT

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to create a 4-Mile Trail Connector Project in the 2008 CIP, to accept and appropriate $1,920,000 in Federal High Priority Project Grant funds and $300,000 from The Meijer Foundation to the Project; to appropriate $180,000 in County funds originally appropriated to the M-6 Trail CIP project to the new project, and to approve an agreement with the Kent County Road Commission to allow for acquisition, design, and construction of the Fred Meijer 4-Mile Trail connecting the Fred Meijer White Pine Trail State Park in Comstock Park to the in Ottawa County. This item is proposed to go to the Board on October 23, 2008. A summary of the request follows.

• In 2006, Kent County Parks requested federal funding for trail development along the 4- Mile Road corridor, including acquisition of easements or right of way. With the assistance of Congressman Vern Ehlers, $1,920,000 in federal highway funds designated for High Priority Projects was awarded to the project through the Michigan Department of Finance & Physical Resources Committee Minutes October 7, 2008 Page 7

Transportation (MDOT) for the design and construction of a non-motorized pathway connecting the Fred Meijer White Pine Trail State Park with the Musketawa Trail. The pathway is located along the southern border of Alpine Township and in the village of Comstock Park, with a segment of approximately one-half mile in Ottawa County. • A local match of $480,000 is required. The Meijer Foundation is providing $300,000 toward this project. • The Meijer Foundation also recently awarded a separate grant of $300,000 to the M-6 Trail CIP Project, which will allow a portion of the County funding appropriated to that project to be transferred to the new 4-Mile Trail Connector Project. • The project supports the County’s long range plans for regional trail development. • Parks staff anticipates trail maintenance will consist of mowing the trail edge and, based on similar experience with non-motorized trails, can be absorbed into the existing Parks budget. • Because the funding of the project is awarded through the Michigan Department of Transportation, an agreement with the Road Commission is required. • Corporate Counsel has approved the agreement as to form.

The cost is $2,400,000 and the funding recommendation is as follows: Accept funds of $1,920,000 from the Michigan Department of Transportation; accept $300,000 from The Meijer Foundation; and transfer $180,000 from the M-6 Trail CIP Fund.

Mr. Mast moved to recommend to the Board of Commissioners approval to create a 4-Mile Trail Connector Project in the 2008 CIP, to accept and appropriate $1,920,000 in Federal High Priority Project Grant funds and $300,000 from The Meijer Foundation to the Project; to appropriate $180,000 in County funds originally appropriated to the M-6 Trail CIP project to the new project, and to approve an agreement with the Kent County Road Commission to allow for acquisition, design, and construction of the Fred Meijer 4-Mile Trail connecting the Fred Meijer White Pine Trail State Park in Comstock Park to the Musketawa Trail in Ottawa County.

Supported by Mr. Voorhees.

Motion carried.

VII. PARKS – PAUL HENRY THORNAPPLE TRAIL CIP ADDITIONAL APPROPRIATION

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to accept and appropriate an additional $512,500 in transportation enhancement grant funds from the Michigan Department of Transportation (MDOT), to appropriate an additional $144,339 from M-6 Trail CIP project to the Thornapple Trail Development CIP Project, and to approve an agreement with the Kent County Road Commission covering the design and construction of the Paul Henry Thornapple Trail along 60th St. and south of 76th St. to Caledonia. Finance & Physical Resources Committee Minutes October 7, 2008 Page 8

This item is proposed to go to the Board on October 23, 2008. A summary of the request follows.

• In 2000, the Board of Commissioners appropriated $480,000 ($355,000 from MDOT and $125,000 in County CIP funding) to the Thornapple Trail Project. The appropriation later was increased to $563,550 with $83,550 in private contributions through resolution 2-28- 08-25. • MDOT has since awarded an additional $512,500 in funding for the trail project. • A local match of $202,889 is now required. Non-grant expenses estimated at $150,000 also must be funded through local sources, for a total $352,889 in local funding. • Local funding of $208,550 has already been appropriated and the remaining $144,339 is available in the Parks Acquisition and Development Fund. • The affected segments of the pathway are located in the City of Kentwood, Gaines and Caledonia Townships, and the Village of Caledonia. The project supports the County’s long range plans for regional trail development. • Parks staff anticipates trail maintenance will consist of mowing the trail edge and, based on similar experience with non-motorized trails, can be absorbed into the existing Parks budget.

• Because the funding of the project is awarded through the Michigan Department of Transportation, an agreement with the Road Commission is required.

• Corporate Counsel has approved the agreement as to form.

The cost is $1,220,389 and funds are available in the Thornapple Trail Development CIP Project. The funding recommendation is to accept additional funds from MDOT of $512,500 and transfer $144,339 from the M-6 Trail CIP Project to the Thornapple Trail Development CIP Project.

Mr. Mast moved to recommend to the Board of Commissioners approval to accept and appropriate an additional $512,500 in transportation enhancement grant funds from the Michigan Department of Transportation (MDOT), to appropriate an additional $144,339 from M-6 Trail CIP project to the Thornapple Trail Development CIP Project, and to approve an agreement with the Kent County Road Commission covering the design and construction of the Paul Henry Thornapple Trail along 60th St. and south of 76th St. to Caledonia.

Supported by Mr. Rolls.

Motion carried.

VIII. PARKS – WAHLFIELD PARK – HARRY M. SKURKA LAND ACQUISITION Finance & Physical Resources Committee Minutes October 7, 2008 Page 9

Mr. Delabbio stated approval is requested to recommend to the Board of Commissioners to purchase two parcels adjacent to Wahlfield Park for $100,000, plus closing costs not to exceed $1,000. This item is proposed to go to the Board on October 23, 2008. A summary of the request follows.

• This action is part of an ongoing process which began in 1999 to purchase land contiguous to Wahlfield Park.

• Harry M. Skurka currently owns two parcels of property adjacent to Wahlfield Park. The parcels include wetlands, woods and open fields, and one parcel also includes frontage on M-37. Both parcels are part of the long-term plans for development of the Park.

• This purchase is consistent with the goals of the County’s Parks, Recreation and Natural Areas Master Plan.

• The purchase price of $100,000 is supported by appraisals.

Funds are available in the Parks Acquisition and Development fund; current balance: $940,389.

Mr. Voorhees moved to recommend to the Board of Commissioners approval to purchase two parcels adjacent to Wahlfield Park for $100,000, plus closing costs not to exceed $1,000. Supported by Mr. Vaughn.

Mr. Rolls questioned when the appraisals were done and if they are fairly accurate.

Mr. Sabine answered that the appraisals were done in the last year.

Mr. Bulkowski asked if the County is getting close to its goal of owning 7,500 acres of parkland.

Mr. Sabine said this purchase brings the County to 6,600 acres of parkland.

Motion carried.

IX. FISCAL SERVICES – 2009 GENERAL FUND BUDGET

Mr. Delabbio stated the Board of Commissioners has already adopted the budgets beginning October 1, 2008. The information before them today is the current status of the ongoing FY 2009 General Fund budget review. He asked Fiscal Services Director Bob White to review the information with the Committee. A copy of the memo and related budget sheets are on file in the Board of Commissioners’ Office. Finance & Physical Resources Committee Minutes October 7, 2008 Page 10

Mr. White reviewed the documents with the Committee, and stated that there are no significant changes in programs at this time.

Mr. Voorhees noted in the memo from Mr. White that there is the elimination of funding for nine currently authorized positions and asked if they are filled.

Mr. White answered that eight of the positions are vacant and one is filled at this time. (Mr. Boelema left the meeting for another commitment).

The Committee then briefly discussed the possible ramifications of House Joint Resolution 3 regarding assessed valuations vs. taxable valuations.

Mr. VanderMolen thanked Mr. White for his presentation.

X. MISCELLANEOUS

(A) Meijer Foundation

Mr. Rolls acknowledged the generous contributions from the Meijer Foundation to the Parks programs and also to the County staff for their hard work in obtaining these funds as well as grant funds.

XI. ADJOURNMENT

There being no other business for discussion, Mr. VanderMolen declared the meeting adjourned at 9:37 a.m.

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