BOARD OF COMMISSIONERS MEETING William J. Bunek, Chairman NOTICE OF MEETING The Executive Board Session of the Leelanau County Board of Commissioners will be held on Tuesday, September 8, 2020, at 9:00 a.m. Due to COVID-19, this session will be held virtually via Zoom, and in the Commissioner Meeting Room, Leelanau County Government Center, Suttons Bay, Michigan
A live streaming of this meeting will be available for viewing via the following link – https://www.youtube.com/channel/UCNQTgIgcTedF2qB8floC1GQ?view_as=subscriber If you would like to provide comment during the meeting, please watch the livestreamed video, and call in during one of the two public comment portions on the agenda, to 231-256-8109. There will be no queue, and calls will be taken in the order they are received. Emailed comments are also welcomed prior to the meeting, and can be addressed to [email protected]
(Please silence any unnecessary cellular/electronic devices) (Proceedings of the meeting are being recorded and are not the official record of the meeting; the formally approved/accepted written copy of the minutes will be the official record of the meeting.) TENTATIVE AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE / MOMENT OF SILENCE ROLL CALL COMMUNICATIONS, PROCLAMATIONS, PRESENTATIONS: PAGE # • Administrator Update • Northwest Michigan Community Action Agency Update 2-12 • Veterans Affairs Update 13-31 APPROVAL OF AGENDA / LATE ADDITIONS OR DELETIONS PUBLIC COMMENT ACTION ITEMS 1. Benzie/Leelanau District Health Department – Early Childhood Program Update, Proposal. 32-72 2. Sheriff’s Office – a. Request to Establish a LCSO Marine Safety Fund. 73-74 b. Potential Renewal of Law Enforcement Agreement with Sutton Bay Village. 75-80 c. Acceptance of CESF Grant Award, Purchase of Decontamination Units and Supplies. 81-98 3. Prosecuting Attorney/Courts – Acceptance of CESF Grant Award, Computer Equipment Purchase. 99-116 4. Planning/Community Development – RAP (Risk Avoidance Program) Grant Application, Aerial Photos. 117-133 5. Equalization – Approval of 2020 L-4029 Tax Rate Request. 134-135 6. Equalization/Treasurer – Potential Approval of Addendum for Title Search Services, A.S.K., Inc. 136-138 7. Grant Updates – CARES Act Hazard Pay and Michigan Economic Development Corporation CDBG Grant. 8. Leelanau County Towers – Proposed Government Center Tower RFP Update. 9. Administration – a. Indigenous Peoples Day – Thursday, October 1, 2020. 139 b. Commissioner/Staff Professional Development Anti-Bias Training. c. Non-Union Personnel Policy Revisions. 140-161 d. Road Commissioner Applications Review Update. e. Board Reorganization Options – i. Leland Dam Authority. ii. Board of Public Works. REVIEW OF FINANCIALS SPECIAL REPORTS BY STAFF, COMMISSIONERS, AND AFFILIATED AGENCIES PUBLIC COMMENT COMMISSIONER COMMENTS APPROVAL OF FINANCIALS • Amendments & Transfers • Miscellaneous Fund Transfers and Amendments • Claims and Accounts • Post Audit ADJOURNMENT 1 Helping People by Linking Services, Resources and Opportunities
NMCAA leads in strengthening our communities by empowering people to overcome barriers, build connections and improve their quality of life. 1 2 Community Action
¢ Nearly 1,000 CAAs across the Country
¢ 28 CAAs in Michigan
¢ All Counties are covered
¢ Most are Private Non-Profits
Northwest Michigan Community Action Agency (NMCAA) 10 County Region 349 Employees $21,914,276 Annual Budget (2019)
3 Program Areas
Financial Management Services
Homeless Prevention
Weatherization & Home Repairs
Food & Nutritional Services
Early Childhood Programs 3 4 Empowering People 60,577 Volunteer Hours in 2019
96 Employees former Head Start parents
Case Management Approach
Community Services Block Grant (CSBG) Act requires administration by tripartite board:
1/3 (Public) Elected officials 1/3 (Private) Members from the community at large 1/3 (Consumer/Target) Low Income
4 5 Overcoming Barriers
39 homeowners assisted with either an emergency repair or major rehabilitation to their home. $333,489 of funding was used towards these projects. (2019)
41 young people 18-24 years old experiencing homelessness were assisted through a HUD Rapid Rehousing programs.
For the past few years we have needed to replace our well. After many failed attempts to service, it was determined we needed to replace it which is costly. I contacted NMCAA and started the process for them to assist us with our well. Now, we no longer have to worry about it going out and not having water. ~Lenore S. 5 6 Building Connections 50 Member Head Start Policy Council
104 Employees with 10 years or more at NMCAA
My son has had such a good time in this program... I like that he’s had this opportunity to socialize with kids who are not part of his family. ~Early Head Start Family Valentines for Meals on Wheels from Troop 8544 6 7 Improving Quality of Life 3,175 households received free income tax preparation totaling in $6,814,418 in credits and refunds (2019)
346 Participants attended Financial Capability Workshops (2019) Meals on Wheels-Leelanau Week of August 24-28 472 Meals served to 80 Clients Since March 16, 2020 – 10,540 Meals delivered
“My family and I partnered with Habitat for Humanity and NMCAA to build and purchase our forever home. My husband and I took classes at NMCAA for Financial Fitness as well as Homebuyer’s Education.”
“Not having to worry about the safety of my family is a dream come true.”7 8 NMCAA Services During Covid-19 Uninterrupted services Clients by appointment
Many new programs: • Eviction Diversion Program • Barrier Busters • Mask Up Michigan • Quarantine Boxes
8 9 What Can We Do For You?
Visit Our Website at www.nmcaa.net
The Emergency Food Assistance Program (TEFAP) Leelanau Christian Neighbors 7322 E. Duck Lake Road Leelanau, MI 3rd Tues. of November, March, June, September 12:00 pm - 1:00 pm 9 10 Customer Feedback
Visit Us on Facebook Live Events
Online Workshops 10 11 THANK YOU FOR YOUR TIME
11 12 2019 Annual Report
13 This 2019 annual report is a compilation of data from various sources to show the direct impact that Veterans and their families have on Grand Traverse County.
Our office assists them in applying for compensation, pension, healthcare, education and a wide variety of other benefits for which they are entitled.
This, in turn, affords them the opportunity to maintain a livelihood and take advantage of the many things Grand Traverse County has to offer.
14 BACKGROUND The Grand Traverse County Department of Veterans Affairs (GTCVA) was created November 27, 1991 by Grand Traverse County Commissioners resolution 277-91 of adoption of Michigan Act 192 of 1953 “An act to create a county department of veterans’ affairs in certain counties, and to prescribe its powers and duties; to create the county veteran service fund and to provide for contributors to and expenditures from that fund; and to transfer the powers and duties of the solider’s relief commission in those counties.”
The Grand Traverse County VA Committee is comprised of 7 veterans appointed by the Grand Traverse County Commissioners for 2-4 year terms. The office is comprised of a Director, an Office Specialist and 3 Benefit Counselors (Veteran Service Officers).
The Grand Traverse County Board of Commissioners established a levy of .1185 mills in 2016. This millage provided $ 549,700 (FY 2017), $ 564,770 (FY 2018), $ 587,900.90 (FY 2019).
Our office has a Memorandum of Understanding (MOUs) with Leelanau county to provide services for veteran in their counties. During this MOU, GTCVA provides staff for their Administrator’s office one day a week (Tuesday) in their county to visit and assist their veterans. The annual cost of the contract is $46,618.
While the FY 2019 Operating Budget was $669,000.00, but actual 2019 Expenses were only $462,113.22.
15 BACKGROUND cont’d
In the middle of 2019, I worked with the County Administrator and Finance Director to lower the millage for our office.
This not only was a savings to taxpayers, but helped align our income closer to our expenses.
Throughout this report, you will notice statistics and information regarding our workload and the amount of funds which are expended on veterans’ benefits in Grand Traverse County.
16 Numbers don’t lie! In 2019, the number of monthly clients coming into our office saw a 5.5% increase from FY 2018. This can be attributed to the number of outreach opportunities. Through public radio, newspaper, social media and GATHER Veterans magazine, we have been able to grow. 17 The Leelanau office is staffed only one day a week through set appointments and walk-ins. As you can see from the graph, there was significant growth in office contacts.
In FY 18, there were only 92 office visits. 18 Leelanau Other Benzie Manistee 6% 2% 2% 5% Antrim 1% Wexford 1%
Kalkaska Grand Traverse 1% Lake Emmet 0% Charlevoix Missaukee Missaukee 0% Lake Charlevoix 0% Kalkaska Wexford Emmet Antrim 0% Manistee Other Benzie Leelanau Grand Traverse 82%
The Grand Traverse Veterans Affairs Committee believes that our office should assist any veteran or dependent that visits our office.
Due to our funding, our office is restricted to only assist Grand Traverse County Veterans and dependents with financial assistance or Michigan Veterans Trust Fund. 19 Burial Expenses $14,500.00 $14,275.17
$14,000.00
$13,500.00
$13,000.00
$12,500.00 $12,083.10 Grand Traverse $12,000.00
$11,500.00
$11,000.00
$10,500.00 2018 2019
County Burial Expenditures Approved Applications Grand Traverse $ 12,083.10 Grand Traverse 54 Leelanau $ 6,900.00 Leelanau 24
In FY 2019, we processed 77 applications for burial benefits. Our office approved 54 County Burial Allowance applications for a total expenditure of $ 18,183.10
20 Veterans' Relief $25,000.00
$20,000.00 $19,115.45 Emergency Relief Applications 22 Approved
$15,000.00 $14,214.08
Annual Relief Expenditures $10,846.60 $10,846.60 $10,000.00
$5,000.00
$- 2017 2018 2019 Veterans' Relief $19,115.45 $14,214.08 $10,846.60
In previous years expenditures were slightly higher due to first utilizing the Veterans Relief ahead of MVTF. The office policy has now changed to try to provide financial assistance through the MVTF first before expending local GTC VA funds. This will continue to saving money within our line items locally.
21 Grants/ Awards -GT Band 2%
The GTCVA was awarded $10,000 to expand outreach and provide Peacetime veterans with financial assistance.
Durango vehicle wrap Tent with back wall Table cloth Stand up banners Two complete bus wraps Peacetime veterans’ assistance
22 MVTF Applications 70 Withdrawn 1 58 60 Approved 17
50 Partial Approval 3 41 40 36 Disapproved 4
30 # of People Assisted 41 24 23 20 17 # of Paid Grants 23 9 Total # of Apps 10 4 28 1 1 2 3 0 Withdrawn Approved Partial Approval Disapproved # of People #of Paid Grants Assisted
2018 2019
TYPES OF ASSISTANCE
2019 2018 $26,315.07 $26,315.07 Shelter $ 26,315
Utilities $ 2,519
Transportation $ 4,841 $13,856.96 $13,856.96
Medical $ 1,922 $6,297.51 $6,297.51 $5,642.99 $5,642.99
Total $ 35,597 $4,841.01 $2,518.93 $2,518.93 $1,921.50 $1,921.50 $1,884.00 $1,884.00 23 SHELTER UTILITIES TRANSPORTATION MEDICAL Grand Traverse GDX
102 Pension 90
1391 Comp 1290
6298 Vet Population 6167
0 1000 2000 3000 4000 5000 6000 7000 Vet Population Comp Pension 2018 6298 1391 102 Leelanalu GDX 2019 6167 1290 90
15 2018 2019 Pension 18
238 Comp 299
1826 Vet Population 1764
0 200 400 600 800 1000 1200 1400 1600 1800 2000 Vet Population Comp Pension 2018 1826 238 15 2019 1764 299 18
2018 2019 24 Total Comp & Pen Payments $30,000,000.00
$25,000,000.00 $24,418,000.00 $25,000,000.00
$20,000,000.00
$15,000,000.00
$10,000,000.00
$4,353,000.00 $4,345,000.00 $5,000,000.00
$- 2018 2019 Grand Traverse $25,000,000.00 $24,418,000.00 Leelanau $4,353,000.00 $4,345,000.00 $4,353,000.00 $4,345,000.00
In Grand Traverse County, veterans receiving Compensation or Pension payments has lowered accordingly with the veteran population. While in Leelanau County, there has been an increase in the total amount of payments while their veteran population declined. This could be attributed to the amount of new outreach being done in that region. 25 Grand Traverse Leelanau 85, 6% 17, 5%
300, 95% 1295, 94%
Male Female Male Female
26 2019 Review
Veterans & Spouses Forums Our office established the Veterans & Spouses Forums. This was due to the fact that many spouses do not know what federal, county or state benefits they are able to receive upon the passing of the veteran. During this forum, staff members presented information on how to prepare for the passing of loved one to include: burial benefits, burial flag, survivor’s pension, aid & attendance, etc.
GATHER Veterans Magazine Our office partnered with GATHER Media LLC to produce a bi-monthly magazine for veterans. This was done at no cost to our office and our office receives 1,000, free of charge. The magazine is paid for through advertising partners, sponsors and subscriptions.
GATHER Veterans is meant to be an educational publication for veterans and their dependents in Northern Michigan.
27 Outreach Vehicle
The purchase of a 2019 dodge Durango allowed the office to have a “rolling billboard”. The Durango serves as the main mode of transportation for department employees while carrying our tent, table cover, and stand up banners for outreach events
28 Veterans Only Coupon Program
A new partnership with Grand Traverse County Senior Center Network has helped to provide and pay for various health classes for area senior veterans.
These classes are provided at a low cost of $2 - $5 per class. A punch card is provided to veterans for $2 off any class at the Senior Center. This is to help promote active living among veterans who are on a fixed monthly budget.
This program was renamed to Wellness for Veterans Program in November 2019.
29 STRATEGIES FOR 2020
Senior Facilities
Vet Center
GATHER Veterans Magazine
Coast Guard Outreach
GT Band / Peshawbestown Outreach
Community Health Outreach
30 Questions ?
31 Leelanau County Early Childhood Plan
8 September 2020 32 Agenda
• Refresh, The Situation & Challenges • Early Intervention & Systems • Vision, Mission, Values • Supporting Change, Parenting Communities Focus, Overall Goals & Objectives • Resources Questions & Discussion
33 Refresh
Health Dept Community Budget Early Childhood Interim Advisory Mtgs Co Committee Public Ballot Contract Committee Launch April-July19 Nov 2019 March 20 July-Aug20 Sept 20 Jan21
34 The Situation & Challenges
Pre-birth and early childhood experiences influence children, families and our communities – for decades. Challenges Here • prenatal care, Thoughtful Leelanau County leadership & residents have chosen to invest in ALL our children. • vaccination rates, • housing insecurity, • daycare shortages and costs, Leelanau County has 22,000 residents. • • rural isolation, • We are home to about 1100 infant-to-six years. About • inadequate mental health service access, 160 births occur each year. • low participation in preschool, Our County is diverse: we include Hispanic, Native • • child abuse and neglect, American, African American, Caucasian and others in our communities. • poor oral healthcare, • low wages/unemployment, • parental stress, • and other issues
35 Early Intervention
Effective Efficient • lower substance abuse rates, • Research indicates for every $1 invested in early learning childhood programs those efforts can yield returns between fewer criminal arrests, • $4 and $16 in value. • better problem-solving skills, • Nurse home visiting programs can return up to $5.70 for each • less depression, dollar expended. • lower divorce rates, • fewer teen pregnancies, • less special education services, • higher graduation rates, • reduced welfare dependency, • better chances for college participation, • better workforce participation and higher lifelong earnings 36 Early Childhood Systems
37 Vision, Mission, Values
Our vision is thriving children and families in Leelanau County.
Our mission: a comprehensive, responsive system of opportunities accessible for all families and children (pre-birth to six years).
We expect to think and act consistently with these values:
• Earlier is Better • Parents are Leaders
• Universal Access • Evidence & Data
• Family-focused • Collaboration
38 Goals & Objectives
I. Goal area: Health (H) II.Goal area: Early Learning Experiences (ELE)
Strategy: Expand existing and establish new parent, Strategy: Foster positive cognitive, social-emotional infant and pediatric services which improve health. and physical experiences to promote infant and child development. Objectives: 1. Expand access to vision & hearing screenings for Objective(s): all children. 1.Identify & enable high quality, safe experiences for 2. Conduct child development & family screenings. parents, infants and children which contribute to 3. Expand breastfeeding support services. healthy development. 4. Explore, identify and expand oral health options 2. Foster connections to relevant systems which and utilization. support healthy development. 5. Explore and expand immunization awareness, 3. Support child & family readiness for common access & utilization. educational entities. 6. Explore and create better access for mental health services (see also, Strong Families goal area).
39 more Goals & Objectives
III. Goal area: Strong Families (SF) IV. Goal area: Systems of Support (SOS)
Strategy: Sustain and strengthen the full constellation of parents Strategy: Increase the coordination and integration of services, and caregivers who support infants and young children. policies and practices to serve all families, infants and young children (0-6). Objective(s): 1.Expand and improve home visiting programming. Objective(s): 2.Support the social-emotional needs of parents, infants and 1. Develop structures, processes and tools to create comprehensive, children. accessible services. 3.Support for social determinants of health. 2.Identify, select, retain and train paid staff, advisers and volunteers to implement services. 3.Inform, educate, promote and support navigation among stakeholders in the early childhood system. 4.Secure and expand resources (connections through partners, collaboration, and other links, including funds) for a sustainable and responsive continuum of services. 5.Build public will and policies which support early childhood services. 6.Create a learning environment with data to tend quality and improvements. 40 Supporting Change
41 Launch Focus: Parenting Communities
42 copyright, Parents as Teachers, 2017 as Teachers, Parents copyright, Workplan Focus
43 Budget
Leelanau Early Childhood $8380 (1%) Budget Breakdown
$160,525 (27%)
Parenting Communities $461,025 (72%) Systems Development
Administration
44 Questions & Dialogue
45 46 Benzie County Office Leelanau County Office 6051 Frankfort Hwy, Ste 100 7401 E. Duck Lake Rd Benzonia, MI 49616 Lake Leelanau, MI 49653
Phone: 231-882-4409 Phone: 231-256-0200 Fax: 231-882-0143 Fax: 231-882-0143 www.bldhd.org
PERSONAL HEALTH DIVISION ______
9/8/2020
TO: Leelanau County Board of Commissioners FROM: Lisa Peacock, Health Officer
We are pleased to present our proposal for improving the health and well-being of young children and their families in Leelanau County. This proposal was created in collaboration with a planning advisory committee consisting of representatives from health, early education, human services, local government, the Hispanic community and the Grand Traverse Band of Ottawa and Chippewa Indians. Thank you for the opportunity to share this comprehensive proposal for implementation of the Early Childhood millage.
The overarching vision and mission are thriving children and families in Leelanau County through a comprehensive, responsive system of opportunities accessible for all families and children (pre-birth to six years). Early engagement, universal access, family-focused, collaborative, and evidenced-informed are terms that describe the core values of the proposed work. Specifically, we strive to: • Expand access to existing and establish new, parent, infant and pediatric services and supports aimed at improving health • Foster positive cognitive, social-emotional and physical experiences to promote infant and child development • Sustain and strengthen the full constellation of parents and caregivers who support infants and young children • Increase the coordination and integration of services, policies and practices to serve all families, infants and young children
The Statement of Work and budget included in the proposal identify specific activities to be accomplished in year one (2021). This is a multi-year project aimed at firmly establishing a strong and sustainable system of support for Leelanau County families so it is anticipated that each year will build upon the previous. Therefore, each year, a new statement of work and budget will be developed that builds on the work of the previous year, further advancing the goals listed above. This plan reflects the work we hope to do, although we recognize that adaptations may need to be made based on the restrictions and impact of COVID-19. The safety and health of staff and families is paramount, so the type and methods of providing opportunities for families may change.
The budget presented is an “up to” amount, with the understanding that staff capacity will be reinforced throughout the year as more families are engaged and as opportunities to address needs are identified. Opportunities to maximize funding through third-party billing, Medicaid match or partnerships with existing entities will also be pursued, with the potential to decrease the overall funding needed to carry out the work.
The Benzie-Leelanau District Health Department is excited for the opportunity to expand our role in improving the health and well-being of Leelanau County families. Our expansive knowledge in early childhood health, experience administering large programs, robust infrastructure, established partnerships with early childhood, health and resource organizations, and ability to leverage supplemental funding mechanisms ensure that we can deliver quality opportunities for parents, caregivers and children in our community.
47
Leelanau County Early Childhood Plan
This plan commences efforts to co-create a better system of support for all parents and children, 0- 6, in Leelanau County. It represents initial priorities with the expectation of adaptation to assure responsiveness.
JANUARY-DECEMBER 2021
1 48
The Situation 3 Our Challenges & Early Intervention 3-4 The Field Context: Systems 4 Leelanau County Early Childhood Services 4 Vision, Mission, Values 5 Supporting Change 6 Goal Areas, Strategies & Objectives 7 Capital Allocation 10 Appendices Resources 11 Work Plans 12-18 Home Visiting Program Model Detail 19 Budget Narrative 20-25
Acknowledgements
Important work only happens with many hands, heads and hearts. This product reflects the contributions of people and organizations which began many months ago with a single aim: thriving children and families in Leelanau County. It also stands on the pioneering efforts of the Early Childhood County Committee, established in February 2019 by the Leelanau County Commission. The Planning Work Group who guided this working document include:
Peachy (Carolyn) Rentenbach, Leelanau County Commissioner Ty Wessell, Leelanau County Commissioner Trista Erickson, Grand Traverse Band of Ottawa and Chippewa Indians Beatriz Cruz, Suttons Bay Schools English Learner/Migrant Specialist Maggie Sprattmoran, Infant Mental Health Specialist, Spratt LLC Mary Manner, Great Start Coordinator/5toONE Project Coordinator Autumn Jurek, Maternal-Child Supervisor, Benzie-Leelanau District Health Department Michelle Klein, Director, Benzie-Leelanau District Health Department Lisa Peacock, Health Officer, Benzie-Leelanau District Health Department Lisa Wyatt Knowlton, Wyatt Advisors
September 2020
2 49 The Situation
Pre-birth and early childhood experiences matter for a lifetime.
The health and well-being of mothers while pregnant, along with infancy and early childhood years shape the physiological and psycho-social status of all our children. The implications of those experiences – positive and negative – have substantial influence on a child, their family and our communities, too.
Through our commitment to create an active system of early childhood opportunities, thoughtful Leelanau leadership and area residents have recognized the first few years of life are a critical window in time for children and families.
Leelanau County is called home by about 22,000 residents. Our child population, 0-17 years, numbers about 3,600 and estimates indicate there are about 1100 whose ages are infant to six years.1 We delight in the birth of about 160 infants each year. While largely Caucasian, our county residential composition is diverse. We are fortunate to include Hispanic, Native American, African American and other families in our communities. Leelanau County is also home to the sovereign nation of the Grand Traverse Band of Ottawa and Chippewa Indians.
Our Challenges & Early Intervention
Infants and children in Leelanau county, like those across our nation, have a range of needs that present for all families in common developmental issues reflecting their respective psycho-social and physical health. The Early Childhood County Committee2, charged with identifying the status of and preparing recommendations for supportive services, found: prenatal care, vaccination rates, housing insecurity, daycare shortages and costs, rural isolation, inadequate mental health service access, low participation in preschool, child abuse and neglect, poor oral healthcare, low wages/unemployment and parental stress, among other issues, challenge families here.
In Michigan, the Midwest and our nation, families face increasingly complex challenges to participate in a dynamic world. Leelanau county, like others is shaped by local and state economic factors with implications for our residents. In an important November 2019 ballot, Leelanau County leaders and voters recognized the tremendous timely value of early childhood support. Conclusive studies across health disciplines and selected programs for families demonstrate early childhood services have a substantial financial return on investment.
We know investment in early childhood has yield for our families and communities. Research indicates3 support during early years has a big list of “wins” in both lower net costs and far greater social vitality. For example: lower substance abuse rates, fewer criminal arrests, better problem-solving skills, less depression, lower divorce rates, fewer teen pregnancies, less special education services, higher
1 Kids Count in Michigan, www.mlpp.org, Leelanau County 2016 population data
2 Established February, 2019 by the Leelanau County Board of Commissioners included representatives of 42 organizations in a broad range of sectors that affect children & families. This Committee studied, discussed and documented needs as well as opportunities in a multi-month effort as an input for the November 2019 ballot proposal. 3 Perry, Chicago, & Carolina Abecedarian Longitudinal studies. Garcia, 2016.
3 50 graduation rates, reduced welfare dependency, better chances for college participation, better workforce participation and higher lifelong earnings.
This well-known knowledge is shown below in a simple and smart “investment scheme.”4 It displays the highest rates of returns comes from the earliest efforts by parents and other influences. Heckman’s research indicates for every $1 invested in early learning childhood programs those efforts can yield returns between $4 and $16 in value.
Figure 1. Heckman Early Investment Curve
Fortunately, given both the size of our county population and trend data in child well-being, Leelanau County begins with some comparable strengths as we consider ways to improve services for all parents, infants and children. Helping all children reach their full potential means we invest early so babies are born healthy, families are strengthened and supported and children thrive. These efforts can contribute to Leelanau’s equitable and prosperous reality as well as reputation.
The Field Context: Systems
Building a “system” of early childhood support conveys a distinct intention. The three sectors of our county mirrors both our state and nation. They include private, public (governmental) and social entities. These sectors have authority, responsibility and resources for serving parents, infants, children and families which vary year-to-year and sometimes more frequently. It’s a dynamic context for many reasons.
Establishing a system intentionally offers a stable way to respond to Leelanau families’ needs early in life. Many communities, states and regions have been involved in similar work for several decades.
4 James Heckman, Ph.D., University of Chicago, Economics Nobel Prize Winner
4 51 There is common knowledge and a good understanding of what’s necessary to assure a system. The Early Childhood Services Work Group (ECSWG), a national collaborative of experts, identifies some important domains and functions for a system in their framework5.
As we begin our efforts in Leelanau County, the ECSWG evidence-based framework helps inform our preliminary workplan.
Figure 2. Field Infrastructure for Early Childhood Development
Note the field identifies three general domains in a system for early childhood services. They include: (1) health, (2) early learning and development along with (3) family leadership & support. Health aims at comprehensive services that promote physical, developmental and mental wellness. Early learning is about nurturing relationships, safe environments and enriching experiences that foster development. Families leadership is about resources, experiences and relationships that strengthen families and engage their capacity to support children’s well-being.
Leelanau Early Childhood Services
To begin our work, we’ve established a vision, mission, values, a theory of change, and identified objectives with preliminary work plans. Over the next five years, the planning work group suggests a starting focus on three program foci: home visiting, mental health services and oral healthcare. Necessarily, some programs/activities are more mature (therefore, clear) and others are in development (e.g, mental health services). The initial 18 months (CY 2021-22) will emphasize the maturation and expansion of Parenting Communities, our county home visiting and family support initiative. Necessarily,
5 See: https://www.buildinitiative.org/Our-Work/Early-Childhood-Systems-Working-Group
5 52 it will also include additional design and planning for a systems approach. And, we expect to attend the pressing and common needs of our families’ in both mental health services and oral healthcare.
We live and work in a dynamic context with a complex ecology. This means initiatives, plans, programs and related resources are always emerging and ending. These efforts all represent opportunities in an early childhood system that could align, integrate, coordinate and leverage for the benefit of families and public value. The commitment to creating a system assures flexibility, adaptation and collaboration with many other entities.
Vision, Mission & Values
Our vision is thriving children and families in Leelanau County.
Our mission: a comprehensive, responsive system of opportunities accessible for all families and children (pre-birth to six years).
Our primary values guide how we will work in behalf of the families we serve. Our values will consistently seek to include the following attitudes and actions:
• Earlier is Better To deliver best the public value, we will initiate supportive services at the first possible relative opportunity in the lives of infants, children and families.
• Universal access Services and opportunities, pre-birth to six years, are accessible to any and all families. With the intention of supporting relative needs, we intend to act in ways that are inclusive, equitable and responsive.
• Family-focused We genuinely recognize families are central to infants and children. They are diverse in composition, language and many other cultural factors.
• Parent Leadership We consider parents the best and first teachers, key decision makers and leaders in and on behalf of infants, children and families.
• Evidence and Data We employ facts and data in our decisions about programs, services, activities and communications.
• Collaboration Counts We support the design, creation, implementation and adaptation of services with other sectors, agencies, organizations and entities. We aim to work well together without boundaries for a shared intention: thriving children and families.
6 53 At the outset of this work, representatives of child-serving organizations and local leadership cited the vital value of a coherent system along with five protective factors for family success. They include: parent resilience, knowledge of parenting and child development, social and emotional competence of children, social connections and concrete support in times of need. These factors remain a foundational understanding for all three child and family goal areas.
Supporting Change
Simply put, the recipe we propose for Leelanau County is a common and proven combination reflected in communities, counties and states across the U.S. Planned efforts in health, early learning experiences, strong families and system-building all rely on field research and practice which suggest a braid of strategies (and relevant activities) with universal access6 in these areas. Together, they can create responsive services, healthy children outcomes and substantial return on investment.
Figure 3. Early Childhood Support in Leelanau County
6 Accessible to all, regardless of socio-economic status. Universal access means there are no “qualifications” to participate.
7 54 Governance, Goal Areas, Strategies & Objectives
Consistent with field practice, a representative governance structure will be established to offer guidance to this collective work. While management is the responsibility of the BLDHD, community engagement and many other practical contributions can come from stakeholders. Further, this can multiply resources and create vital synergies that serve families with improved efficiency and effectiveness. We suggest a Leelanau County Early Childhood Advisory Council (LCECAC) is established as a volunteer structure which offers guidance to support the early childhood services system.
As needed, we expect work groups or task forces will be charged with finite assignments which recommend services, programs, and other responses to support Leelanau families’ needs. We expect existing and new county staff, contractors, vendors and other parties will be engaged to work within the boundaries of these four goal areas in behalf of families, infants and young children (ages 0-6 years) to support the creation, eventually, of a system. The specified strategies are intended to affect four goal areas and include intended objectives (or planned outcomes).
At this time, a robust home visiting program effort is planned as a high priority and central to a systems approach. Why? Home Visiting is a proven intervention that has significant return on investment and is universally accessible to all families. Research indicates that high quality nurse home visiting programs, over time, yield returns of up to $5.70 per taxpayer dollar spent.7 Home visits create an important connection (in a valued place; home) by establishing a relationship with those responsible for infants and children. And, it offers an easy way for parents and other caregivers to participate in many other opportunities offered by agencies and institutions with responsibility for serving families.
After thorough exploration, Leelanau County Health Department staff and others expect to recommend the well-known Parents as Teachers (PAT) curriculum for their Home Visiting (known locally as Parenting Communities) initiative. PAT includes four elements: personal family visits in the home, group connections outside the home, child screenings (of several types) and resource referral. Importantly, the PAT model requires standards for quality including pre-determined measures for evaluation. A program logic model for this central initiative is attached in Appendix B. This evidence-based model provides additional detail for the program by describing resources, activities, outputs and outcomes.
Creating a vibrant home visiting program with high participation will require significant effort in the early years of this work. Exploration and planning for both mental and oral health are expected priorities in 2021, also. Concurrent work, early and throughout the contract period, will necessarily provide attention to support towards a system. This reflects all the administration, structures, processes, external relations, program design and related activities necessary to generate coherence in and among early childhood services in the county.
To assist in the vital development among Leelanau’s infants and children8, a summary of the goal areas along with relevant strategies and objectives are cited here:
7 L. A. Karoly, M. R. Kilburn, and J. S. Cannon. (2005). “Early Childhood Interventions: Proven Results, Future Promise.” Santa Monica, CA: The RAND Corporation. Retrieved from: http://www.rand. org/pubs/monographs/2005/RAND_MG341.pdf 8 Approximately 1100, infant to six years
8 55 I. Goal area: Health (H) Strategy: Expand existing and establish new parent, infant and pediatric services which improve health. Objectives: 1. Expand access to vision & hearing screenings for all children. 2. Conduct child development & family screenings. 3. Expand breastfeeding support services. 4. Explore, identify and expand oral health options and utilization. 5. Explore and expand immunization awareness, access & utilization. 6. Explore and create better access for mental health services (see also, Strong Families goal area).
II. Goal area: Early Learning Experiences (ELE) Strategy: Foster positive cognitive, social-emotional and physical experiences to promote infant and child development. Objective(s): (1) Identify & enable high quality, safe experiences for parents, infants and children which contribute to healthy development. (2) Foster connections to relevant systems which support healthy development. (3) Support child & family readiness for common educational entities.
III. Goal area: Strong Families (SF) Strategy: Sustain and strengthen the full constellation of parents and caregivers who support infants and young children. Objective(s): (1) Expand and improve home visiting programming. (2) Support the social-emotional needs of parents, infants and children. (3) Support for social determinants of health.
IV. Goal area: Systems of Support (SOS) Strategy: Increase the coordination and integration of services, policies and practices to serve all families, infants and young children (0-6). Objective(s):
(1) Develop structures, processes and tools to create comprehensive, accessible services. (2) Identify, select, retain and train paid staff, advisers and volunteers to implement services. (3) Inform, educate, promote and support navigation among stakeholders in the early childhood system. (4) Secure and expand resources (connections through partners, collaboration, and other links, including funds) for a sustainable and responsive continuum of services. (5) Build public will and policies which support early childhood services. (6) Create a learning environment with data to tend quality and improvements.
9 56 Greater detail about the planned work, including initial activities, related targets and measures are found in Appendix B. The BLDHD will revise and generate status updates on these goal areas and objectives for the Leelanau Early Childhood Advisory Council and the County.
Initially, staff will include an Early Childhood System Development Coordinator, lead staff and direct service providers (e.g. Community Health Workers, Social Worker) and related programming support. The BLDHD will complement these new resources by integration with a very modest allocation of existing staff resources in administration, supervision, and technical services (e.g., dietician). The staffing and associated capacity will evolve over the contract period to generate the optimal constellation for systems development.
Figure 4. Features of Early Childhood Services
Like the graphic above, we intend to create a system that surrounds our families and integrates important resources in their behalf.
Capital Allocation
Annual capitalization for Early Childhood Services, reflecting the special millage assessment is estimated at about $725,000. The year one, 2021 budget is projected at $640,910. For the year 2021, we expect the approximate allocation of resources as follows: Administration $8380 (1%), System Development $171,525 (27%), and Parenting Communities $461,000 (72%). Revenue leveraged through other sources, such as third-party billing or Medicaid Matching programs will be put back into early childhood programming to support unanticipated expenses or to reduce the amount requested from county funds. It is also important to note that requested funds will be based on actual expenses up to the amount of the projected budget. If the full amount of budgeted expenses are not realized, the amount requested will also be reduced.
10 57 Appendix A: Resources
The following materials and organizations are helpful resources that inform this plan and support its implementation.
BUILD, see: https://www.buildinitiative.org/ The BUILD Initiative helps states and other coalitions build systems of support for early childhood.
Early Childhood Systems Work Group, see: https://www.buildinitiative.org/Our-Work/Early-Childhood- Systems-Working-Group Volunteer group of experts in early childhood that reflect the field and its maturation.
James Heckman, PhD, Nobel Laureate Economist, University of Chicago with focus on early childhood investment research, see: https://heckmanequation.org/
The Hunt Institute, see: http://www.hunt-institute.org/ A child care-focused funder with substantive research on the development and status of child care.
Kids Count, see: https://mlpp.org/kids-count/ An initiative that profiles the status of children, by state and county.
Michigan Mother Infant Health Equity Improvement Plan 2020, see: https://www.michigan.gov/mdhhs/0,5885,7-339-71550_96967_97025---,00.html
Michigan Maternal and Infant Health Program, see: https://www.michigan.gov/mihp/ Michigan’s evidence-based home visiting support for Medicaid eligible Moms and infants.
National Home Visiting Research Center, see: https://nhvrc.org/
Pritzker Early Childhood Initiative, see: http://pritzkerchildrensinitiative.org/ Funding that supports early childhood development.
Urban Institute – research on Home Visiting, see: https://www.urban.org/policy-centers/center-labor- human-services-and-population/projects/early-childhood-home-visiting-research
11 58 Appendix B. Statement of Work
The table below offers guidance on how to read, understand and use the plan and work charts as a helpful tool to describe some of the work ahead.
Vision What Leelanau County residents and leaders seek for families and young children, pre-birth to six years.
Mission The focused commitment that will deliver progress on our vision.
Values The attitudes and beliefs which inform how we will consistently act.
Goal Area Areas of focused effort to change outcomes for infants, children and families.
Strategy High level efforts to drive change in the interests of infants, children and families.
Objective An intended outcome that supports the overall mission and vision of the system
Activities Actions or steps taken by individuals (staff/volunteers) of agencies, organizations, groups, the BLDHD and others.
Target Specific and measurable change. Many targets may include multiple measures and should cite data sources(s).
Proposed Reliable tool used commonly in health, early childhood development, Measure education or other relevant discipline. Also includes self-assessment with internal/external data collected through a qualitative or quantitative method.
System A coherent, intentional collection of resources that interact and function together to produce a common outcome. System-building refers to creating a new system or working to improve an existing one that is fragmented, informal and/or has significant gaps which preclude efficient and effective performance. An early childhood system typically includes but is not limited to health, education and human services.
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At this time, the specification of strategies and objectives represent the work ahead. However, given the dynamic context, activities are illustrative and generally approximate what’s necessary to serve objectives. Initial priorities are the development of the Parenting Communities program with extensive outreach and enrollment; oral and mental health care planning; and dedicated attention to systems of support which develop our response to all Leelanau county families.
NOTE: This plan outlines work to be done in year 2021. An updated plan will be created each year to reflect progressive movement toward overarching goals e.g. increasing engagement of Leelanau county families in early childhood opportunities; improvements in cohesion, quality and access to early childhood programs/services; and movement toward a community where all Leelanau families have access to the services, programs, resources and opportunities they need to thrive. By December 2021, we seek to have 30% of Leelanau children between the ages of birth to 6 (300-350 kids) engaged in at least one of the opportunities in the below activities. By 2025, our goal is to engage 75% or 750 kids per year.
EHR=Electronic Health Record Goal Areas
2021 Targets/ Early 2021 Activities Proposed Measure(s) Learning Strong Systems of Health Experience Families Support HOME VISITING SERVICES TARGET: 100 CHILDREN 1. Expand access to universal home visits using an evidenced- Target: 10% of eligible children informed model (approximately 100) participate in X X X X home visits during 2021 Measure: EHR generated report/# of children served. 1a. Home visiting families receive social-emotional, and protective Target: 90% of families enrolled in factor assessments. home visiting services complete X X X identified assessments Measure: EHR report/% who received assessments. Measure: Baseline and discharge comparison of assessment scores. 1b. Immunizations assessed for all children and family members Target: 90% of children enrolled in upon enrollment and as appropriate based on the immunization home visiting services have X schedule. Families provided with information about vaccines and documented assessment of accessing immunizations. immunization status and information. Measure: EHR Report/% who received assessment. Measure: % of participants up to date on vaccines at 24 months. 1c. Developmental Screenings provided for all children participating Target: 90% of children enrolled in in home visits within 30 days of enrollment and per screening tool home visiting services have X X guidelines. Follow-up and referral made for all screenings that documented developmental indicate a developmental delay. screening within 30 days. Referral documented for any screening that identifies a delay. Measure: EHR report/% with completed developmental screening. Measure: # referred due to identified delay.
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Goal Areas
2021 Activities 2021 Targets/ Early Proposed Measure(s) Learning Strong Systems of Health Experience Families Support 1d. All families participating in home visits are provided with Target: 90% of families enrolled in information about oral health and how to access appropriate care. home visiting service have X X documented oral health education. Measure: EHR report/% that received information. Measure: % of 12 month olds that received first dental visit. COMMUNITY EVENTS TARGET: 300-350 CHILDREN 2. Weekly playgroups held throughout the community (Northport, Target: 5 weekly playgroups held at Leland, Suttons Bay, Elmwood, Glen Arbor/Empire) least 9 months of the year. X X X Target: 100 kids participate in playgroups. Measure: # of playgroups in each location; average attendance at each location; total number of children participating in playgroups. 3. Developmental screening offered to all families attending Target: 15% of children 0-6 playgroups or other related events. (approximately 150) receive a X X developmental screening Measure: # of children provided developmental screenings. Measure: # of children referred due to identified delay 4. Hearing and vision screening offered to all 3-4 year old Target: 20 children between the ages children. of 3-6 yrs and not attending preschool X X receive hearing or vision screening Measure: # of children screened; # of children referred due to failed screening 5. Immunization information, including how to access Target: 55% of children 19-36 immunizations, provided to the community months are up to date on vaccines. X (Baseline: 52%) Measure: % of children 19-36 months up to date per MCIR report. 6. All breastfeeding families offered IBCLC or breastfeeding Target: 50 Breastfeeding visits support visits. provided. X Measure: Number of breastfeeding support visits conducted. 7. Community Events responsive to the interests/requests of Target: At least 4 community events Leelanau families are planned and implemented. held X X X X Measure: Summary of event, including topic and # attended.
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Goal Areas
2021 Target/ Early 2021 Activities Proposed Measure(s) Learning Strong Systems of Health Experience Families Support 8. A monthly newsletter is established and distributed to include Target: 12 newsletters created and topics relevant to Leelanau County families. distributed. X X X X Measure: # of newsletters and #/types of distribution methods. SYSTEMS DEVELOPMENT 9. A community assessment of oral health access will be compiled Target: Developed plan to increase to identify strengths, barriers, and opportunities for the number of children who receive a X X improvement. first dental visit by 1 year of age. Measure: Baseline % of children 1 year of age who receive a dental visit; Written plan for increasing the above %. 10. A community assessment of mental health access will be Target: Developed plan to increase compiled to identify strengths, barriers, and opportunities for access to mental health services. X X X improvement. Measure: Baseline data related to mental health access; Written plan reduce barriers. 11. Mom Power mental health intervention planned an Target: At least 10 women participate implemented. in Mom Power program. X X Measure: # of women participating in program; Pre/Post changes in assessment scores. . 12. Establish partnerships to identify and advance quality childcare Target: Partner with 5toOne Great and preschool opportunities for Leelanau children. Start to create and implement an X X X assessment of childcare/preschool opportunities and needs. Measure: Written summary of findings and potential advocacy activities.
13. Coordinate with preschools, kindergarten options (including Target: 75% of homeschool, public and private school) and other enrichment preschools/kindergarten options X X opportunities for young children to facilitate and enhance school surveyed to determine gaps in school readiness. readiness. Measure: Survey results; Written plan to address gaps. 14. Establish partnerships with community resources and facilitate Target: Partner with resource linking connections for families. programs to develop standardized X X X processes for connecting families to resources. Measure: Written procedure shared with all partners.
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Measure: Number of families assisted with connection to community resources. Goal Areas 2021 Target/ 2021 Activities Proposed Measure(s) Early Learning Strong Systems of Health Experience Families Support 15. Establish a Leelanau Early Childhood Advisory Council Target: At least 4 LECAC meetings (LECAC) to advise and facilitate creation of a seamless system are held, with representation from X X X X of early childhood services and opportunities that is responsive physical health, mental health, dental and relevant for Leelanau County families. health, schools, preschools, day care, human services, and parents. Measure: Meeting minutes, LECAC membership roster. 15a. Establish task-oriented subcommittees to assist and support Target: At least one LECAC staff to address identified needs. subcommittee formed. X X X X Measure: Meeting minutes and attendance records. 15c. Develop a clear visual representation of the integrated system Target: All early childhood for referral and enrollment between providers of early childhood services/programs/providers X X X X programs/services/providers identified. Measure: Mapping or matrix of programs/services/providers and referral mechanisms. 16. Conduct an annual assessment of programs, services, and Target: At least one assessment qualitative and quantitative indicators that enable/disable early conducted. X childhood success. Measure: Summary of data analysis 16a. Explore and employ data sharing options with early childhood Target: All early childhood partners partners. surveyed about data X collection/evaluation practices/systems. Measure: Summary of survey findings and opportunities for data sharing. 16b. Research and benchmark promising practices from other Target: At least 2 well established state/national initiatives. similar initiatives researched. X Measure: Summary of best practices, with applicable practices incorporated into current and/or future Leelanau County Early Childhood workplans. 17. Establish a marketing plan to inform families about early Target: All Leelanau families with childhood opportunities and to share information that improves children ages 0-6 know where to find X X X X the health and well-being of children, ensuring broad inclusion information about local opportunities of all Leelanau County families. and resources. Measure: Documented diversified distribution of outreach, including timeline, source of distribution, 16 63
estimated number of families reached. Goal Areas 2021 Target/ 2021 Activities Proposed Measure(s) Early Learning Strong Systems of Health Experience Families Support 17a. Create and maintain a monthly calendar of Target: Monthly calendar created events/opportunities available to families. and distributed through at least 2 X X X sources. Measure: Documented distribution of monthly calendars. 17b. Establish a social media presence to share information and Target: Social media postings occur create connections between families. at least weekly and include broad X X X X range of topics reflective of the interests/demographics of Leelanau County families. Measure: Quarterly list of topics presented via social media. 17c. Explore, and if feasible develop, a webpage linked to the Target: A webpage focused on Leelanau County website. information and opportunities X X X X targeted to families with young children is created and updated regularly. Measure: Fully functioning webpage in place. 18. Create strategies to articulate the value of early childhood Target: Creation of a document investment. highlighting key early childhood X investment strategies and outcomes. Measure: The above document is distributed to local and state stakeholders. 19. Partner with related entities to provide outreach to policy Target: Leelanau County Early makers to encourage constructive early childhood supports. Childhood Leaders participate in at X least one opportunity to provide information to policy makers about needed supports to improve the well- being of young children. Measure: Written summary of advocacy efforts.
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Goal Areas 2021 Target/ 2021 Activities Proposed Measure(s) Early Learning Strong Systems of Health Experience Families Support EVALUATION 20. Implement a mechanism to collect input from Leelanau County Target: At least 50% of families families on satisfaction with services/programs/opportunities participating in any X and desires for future use of funding. service/program/event complete a survey. Measure: % of participating families that completed the survey and summary of survey results. 21. Identify and implement a process to capture, analyze and Target: Data capture system is summarize evaluation data related to process, short-term and developed to facilitate X long-term goals impacted by the Leelanau Early Childhood analysis/evaluation indicators. Millage. Measure: Completed data analysis measuring progress toward identified indicators.
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Appendix C.
Parenting Communities (Home Visiting) Program Logic Model*
*copyright, Parents as Teachers, 2017
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Appendix D. Budget Narrative LEELANAU EARLY CHILDHOOD BUDGET SUMMARY AND JUSTIFICATION January-December 2021
Salaries + Fringe $397,049 Community Development Coordinator 1.0 FTE Administrative Assistant .5 FTE PC Supervisor .3 FTE Social Worker .5-1.0 FTE CHW 2.0-2.5 FTE Registered Dietician .03 FTE Biller .025 FTE Director of Personal Health .025 FTE Director of Admin Services .025 FTE Travel/Mileage 49,000 miles @.55 $26,950 Supplies/Materials $15,540 4 Laptop Computers + Software Licenses Zoom Subscription Marketing Materials Supplies for playgroups/community events Office Supplies Contractual $11,000 Data/Evaluation Technical Assistance Consultant Other Expenses $46,600 Communications/Phones/Data Space Reflective Supervison (PC Staff Requirement) Parents as Teachers (PAT)Start Up Program Fees PAT Assessment Tools Mom Power Program CHW Certification Website Indirect Costs $143,771 Total $640,910
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Leelanau Early Childhood Programming County-Wide Early Childhood System Development 1. Staff: Early Childhood Systems Development Coordinator, 1.0 FTE
Qualifications: Experience convening and facilitating community groups; Ability to seek, understand and communicate data and to use data for development and evaluation of early childhood programming; Skilled in the programs and design elements needed to create marketing materials, including paper, social media or website elements. Skilled communicator.
• Identifies and creates partnerships with entities that offer services/programs for families with young children to facilitate integration, coordination and cross referral for programs/opportunities that target these families. • Create procedures to assist families in navigating community resources to address social determinants of health needs. • Convene/facilitate a county-wide Leelanau Early Childhood Advisory Council and related sub- committees (4 quarterly meetings/year and sub-committee meetings as needed to accomplish specific tasks) • Facilitate the development and implementation/distribution of marketing/outreach for early childhood programs, services, and opportunities available to Leelanau County families (both those funded through Leelanau County and other early childhood partners) • Facilitate/maintain an early childhood focused social media presence • Facilitate an early childhood needs assessment (e.g. qualitative and/or quantitative) annually to identify gaps/barriers/needs to guide future early childhood planning. • Analyze the early childhood system and work with system partners to create a seamless system that addresses community needs and assures referral and enrollment of families into services, programs and opportunities. The early childhood system includes health care (mental health, physical health, dental health), addressing social determinants of health, supporting parents, school readiness, and other system components that lead to thriving families. • Partner with public and private schools to assess gaps in school readiness and ensure integration of strategies to close gaps through provided early childhood programs, services and opportunities. • Establish a robust communication network between all early childhood partners, including schools, childcare, health care, dental care, infant mental health providers, home visiting programs and others. • Represent Leelanau County Early Childhood on relevant local and reginal groups (e.g. LCFCC, Regional and Perinatal Collaborative Network, Regional Perinatal Substance Use Committee, Regional Home Leadership Group (LLG), etc.. • Compile and distribute reports of activities/progress to the community and provide input for reports to the Leelanau Board of Commissioners and the Benzie-Leelanau District Health Department Board of Health. • Facilitate establishment and maintenance of a webpage specific to early childhood topics on the county website.
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• Provide input to the BLDHD PH Director in the development of annual workplans and budgets Early Childhood Administrative Assistant: .5 FTE • Provide administrative support for the Leelanau Early Childhood Advisory Council and subcommittee meetings including sending out invitations, facilitating video or phone conferencing technology, meeting meetings, etc. • Create and distribute marketing/outreach materials • Develop and distribute a monthly calendar of activities and resources for families • Assist with data collection and tracking (e.g. Microsoft Excel or similar program) • Provide logistical support for opportunities/programs/services such as assisting with recruitment of participants; compiling printed materials, coordinating space, food, and other supplies. • Provide information for and assist with maintenance of social media and website support • Provide administrative support to the County Early Childhood Coordinator
2. County-wide Coordination Expenses • 1-year Premium subscription to Zoom, $180.00 • Meeting expenses (copies, snacks, etc): $100 • Marketing Materials: o Printing: $500 o Banner/Signage: $400 • Website development: $500 • Travel: Mileage for meetings, trainings: 1000 miles/$550 • 2 Laptop Computers with Office 365 licenses (Coordinator and admin assistant): $5230 • 2 Cell Phone(s)
Parenting Communities 1. Staffing
Supervisor: .3 FTE Qualifications: Experience overseeing all aspects of health-related programming, including infrastructure development, staff management, program evaluation and quality improvement. Proficient at using computers. Skilled communicator. • Evaluates and oversees current Parenting Communities Program • Develops policies and procedures for program implementation • Develops process and outcome measures and ensures data collection and reporting of measures • Supervises program staff, including hiring, evaluation, scheduling, etc.. • Ensures all program staff receive required trainings • Coordinates the acquisition of supplies needed for all program activities • Ensures programs expenses do not exceed budgets • Conducts quality assurance activities to ensure program fidelity • Conducts quality improvement activities to identify and respond to areas of improvement • Participates on the Leelanau County Early Childhood Advisory Council and the regional home visiting Local Leadership Group 22 69
Licensed Social Worker: .5 -1.0 FTE (will increase time as needed) Qualifications: Master’s Degree preferred, licensed in the state of Michigan; Experience working with families and young children; Infant Mental Health Endorsement preferred; knowledge of community resources and supports • Conducts intake assessments to assess family needs • Work with the family to identify goals and make a plan to achieve goals • Provide direct, home or office-based services for families with complex social or mental health needs. • Functions as part of the Parenting Communities team in coordination of care for families, identification and sharing of referral resources, identification and administration of social and mental health assessment tools, and other areas of planning within the mental health discipline. • Participates on the Leelanau County Early Childhood Advisory Council, and local and regional mental health coalitions/committees • Participate in team planning • Provide reflective supervision for Community Health Workers and participate in group reflective supervision activities. • Work with the Director of Personal Health and the BLDHD biller to develop systems and polices for third party billing for eligible services. • Create relationships with early childhood related referral partners, including mental health providers, physical health providers, schools, human services agencies, and others. • Provide expertise and leadership in county-wide work to identify needs and barriers related to mental health and mental health care and in the development and implementation of strategies to address identified needs. • Implement Mom Power, or similar evidenced based mental health interventions, annually
Community Health Worker: 2.5 FTE (Start with 2.0 and increase as needed) Qualifications: Experience working with families with young children; Knowledge of child development; knowledge of community resources and supports • Obtain certification as a Community Health Worker and Parents as Teachers • Using the Parents as Teachers model, conduct home visits based on family needs and interests, which may include parenting support and education; education about preventive health care for children and adults; assessment of physical/mental/social needs of the family and linking health care providers and community resources; assessment of physical/social/emotional development of the child; individualized assistance in addressing barriers to improve the health of the family. • Coordinate and facilitate weekly playgroups in each community • Coordinate community events based on parent interests (education, social, community service) • Participate in team planning and reflective supervision activities
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Registered Dietician: .03 FTE Qualifications: Certified Registered Dietician • Provide home or office visit based nutrition education for parents and children • Assist families in developing goals and activities to improve the nutrition of all members of the household. • Provide nutrition education at playgroups or community events as requested.
2. Parenting Communities Expenses • CHW Certification: $1200 x 3 = $3600 • Parents as Teachers o Start up Subscriber Fees and training $1575 per person x 4, + $330 renewal for already trained CHW = $5055 o Deca/ASQ screening tool fees: $650 • 2 Laptop Computer and software (for 3rd CHW and SW): $5230 • Cell phones x 4 • Mileage: 12 visits or playgroups/week x 4 (3 CHW, 1 SW) x 40 miles/visit = 1920/week x 50 weeks= 96,000 miles/year x .55 = $52,800 • Reflective Supervision: Monthly individual + twice monthly group = 8 hours/month @$125/hr x 12 months = $12,000 • Programmatic supplies/materials (e.g. community events, outreach, playgroup supplies, etc): $3500 Mental Health • Mom Power: $15,000 (Facilitator training, printing/outreach, mileage, meals, child care lead stipend, co-facilitator, Reflective Supervision) • Other changes/interventions to be included in subsequent budgets Administration 1. Staffing: Director of Personal Health: .05 FTE • Supervises Early Childhood County Coordinator and Parenting Communities Supervisor • Oversees the full project to ensure workplan requirements are on-target • Compiles quarterly reports for submission to the Board of Health and Board of Commissioners. • Monitors all budgets related to this Early Childhood project and works with the Director of Administrative Services to ensure accuracy and accountability for all expenses. • Seeks opportunities to maximize dollars, such as insurance billing, Medicaid match, or grant funding.
Director of Administrative Services: .025 FTE • Monitors and documents all expenses and revenues related to programs and services funded through the Leelanau early childhood millage. • Prepares Financial Status Reports and submits to the Leelanau County Board of Commissioners at least quarterly and upon request. • Prepares reports for auditors, as required
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Biller: .025 FTE • Explore options for third party billing of all provided services • Develop contracts with health plans as needed • Submit claims to third party plans, and mitigate rejected claims.
Contracted Services: • Data Analysis and Evaluation: $1000 Technical Assistance for data entry and analysis
• Consultant: $10,000 Subject matter expert in development of county-wide early childhood initiatives; benchmarking best practices from similar communities; assist with long term evaluation modeling; inform systems development process.
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STATE OF MICHIGAN DEPARTMENT OF STATE POLICE GRETCHEN WHITMER COL. JOSEPH M. GASPER GOVERNOR LANSING DIRECTOR
August 28, 2020
William J. Bunek, Chairman Leelanau County Board of Commissioners 8527 East Government Center Drive Suttons Bay, MI, 49682
RE: Coronavirus Emergency Supplemental Funding
Dear Mr. Bunek:
I am pleased to inform you that the Leelanau County Sheriff’s Office has been selected to receive an award from the Coronavirus Emergency Supplemental Funding (CESF) received by the Michigan State Police (MSP), Grants and Community Services Division, from the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance. The efforts made by your agency to maintain public safety while through prevention, preparation, and response during the coronavirus pandemic are valued and appreciated. The award for your project, pending the finalization of the Grant Agreement (contract), is $35,719.36. This funding is specifically for coronavirus-related expenses, as outlined in your application and contract.
It is crucial that you read through the entire contract to be sure you and your financial officer are aware of and able to abide by the grant requirements. Contract requirements will be enforced. Non-compliance of contract requirements may result in grant suspension and/or financial penalties. The deadline for returning your signed contract is November 30, 2020. Remember, this is a reimbursement-only grant, and reimbursements will not be approved for expenditures prior to the return of your signed contract.
If you have any questions or concerns about your award, please contact Ms. Libby Gorton at [email protected]. We look forward to working with you.
Sincerely,
Ms. Nancy Becker Bennett, Division Director Grants and Community Services Division
Enclosure
MICHIGAN STATE POLICE HEADQUARTERS ● 7150 HARRIS DRIVE ● DIMONDALE, MICHIGAN 48821 MAILING ADDRESS ● P.O. BOX 30634 ● LANSING, MICHIGAN 48909 www.michigan.gov/msp ● 517-332-2521 82 GRANTS-CESF AUTHORITY: 1935 PA 59; MICHIGAN STATE POLICE COMPLIANCE: Voluntary. Grants and Community Services Division Page 1 of 16
CORONAVIRUS EMERGENCY SUPPLEMENTAL FUNDING (CESF) GRANT CONTRACT Grant Agreement
hereinafter referred to as the “Agreement”
between
Michigan State Police
hereinafter referred to as the “Department” and Leelanau County Sheriff’s Office 8525 East Government Center Drive Suttons Bay, MI, 49682 Federal I.D. #: 46-1385335 hereinafter referred to as the “Contractor” for MSP Project Number: CESF-53-2020
I. Period of Agreement: This Agreement shall commence on 3/01/2020 and continue through 09/30/2021.
This Agreement is in full force and effect for the period specified.
II. Funding Source and Agreement Amount: This Agreement is designated as a subrecipient relationship with the following stipulations:
A. Including federal funds and required local match, the total amount of this Agreement is $35,719.36. B. The Department, under the terms of this Agreement, will provide federal pass-through funding not to exceed $35,719.36. C. The Catalog of Federal Domestic Assistance (CFDA) number is 16.034. D. The CFDA Title is Coronavirus Emergency Supplemental Funding (CESF). E. The federal agency name is U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance. F. The federal grant award number is 2020-VD-BX-0434. G. The federal program title is FY 20 Coronavirus Emergency Supplemental Funding Program.
III. Grant Summary: The Leelanau County Sheriff’s Office has instituted several measures to protect personnel from contracting COVID- 19. These measures include following Governor Gretchen Whitmer’s Executive Orders, wearing face coverings when contacting the public and within closed buildings, and working with the county court system to reduce the jail population and screen all incoming arrests.
IV. Program Budget: The agreed upon Program Budget for this Agreement is referenced herein as Attachment 1, which is part of this Agreement through reference. Any change to the Program Budget, by either the Contractor or Department, requires a formal Amendment submitted to the Department. FY2020 83
GRANTS-CESF MICHIGAN STATE POLICE Grants and Community Services Division Page 2 of 16
Budget deviation allowances are not permitted.
V. Amendments: Any change proposed by the Contractor which would affect the Department funding of any project, in whole or in part, must be submitted in writing to the Department for approval immediately upon determining the need for such change. Changes made to this Agreement are only valid if accepted by both the Contractor and the Department.
VI. Contractor Responsibilities: The Contractor, in accordance with the general purposes and objectives of this Agreement, will:
A. Publication Rights:
1. The Contractor shall give recognition to the Department in any and all publications, papers and presentations arising from the program (including from subcontractors) herein by placing the following disclaimer on any and all publications, papers and presentations: This project is supported by Michigan’s FY 20 Coronavirus Emergency Supplemental Funding Program # 2020-VD-BX-0434, awarded by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice (DOJ), and administered by the Michigan State Police (MSP). Points of view or opinions contained within this document do not necessarily represent the official position or policies of the DOJ or the MSP.
2. The Department shall, in return, give recognition to the Contractor when applicable.
3. Where activities supported by this Agreement produce books, films, or other such copyrightable materials issued by the Contractor, the Contractor may copyright such but shall acknowledge that the Department reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, and use such materials and to authorize others to reproduce and use such materials. This cannot include service recipient information or personal identification data.
4. Any copyrighted materials or modifications bearing acknowledgment of the Department’s name must be approved by the Department prior to reproduction and use of such materials.
B. Reporting Responsibilities: Failure to comply with any reporting responsibilities identified in this Agreement may result in withholding grant payment(s) or the cancellation of grant award. The Contractor’s lack of compliance will also be taken into account when considering future grant applications to, and awards from, the Department.
C. Uniform Crime Report (UCR): The Contractor, and all of its subcontractors, must comply with 1968 PA 319, as amended. This law requires county sheriff’s departments, as well as city, village, and township police departments to submit monthly UCR data to the Department.
D. Financial Reporting Requirements: Financial reporting requirements shall be followed as defined within this section.
1. Reimbursement Method/Mechanism:
a. All Contractors must register as a vendor to receive State of Michigan payments as Electronic Funds Transfers (EFT)/Direct Deposits. Vendor registration information is available on the State of Michigan SIGMA Vendor Self Service (VSS) website located at https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService.
b. This Agreement is reimbursement only. The Contractor must document that expenditures have been paid by local sources before requesting reimbursement from the Department.
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c. Reimbursement from the Department is based upon the understanding that Department funds will be paid up to the total Department allocation as agreed upon in the approved Budget. Department funds are the first source after the application of fees and earmarked sources unless a specific local match condition exists.
d. Should the Contractor discover an error in a previous reimbursement request, the Contractor shall immediately notify the Department and refund to the Department any funds not authorized for use under this Agreement and any payments or funds advanced to the Contractor in excess of allowable reimbursable expenses.
2. Financial Status Report (FSR) Submission: Once the Agreement has been signed and accepted, regardless of when this occurs, the Contractor is responsible for preparing and submitting an FSR for each quarter of the Agreement period. The various FSRs are outlined below:
a. FSR: FSRs must be prepared and submitted to the Department no later than 20 days after the close of each reporting period. An example is found in Attachment 2, which is part of this agreement through reference. Each reporting period’s reimbursement request may only contain expenses from that reporting period. Reimbursement requests that include more than one reporting period’s expenditures may not be granted and will be returned to the Contractor for explanation and/or correction and re-submission.
b. Obligation Report: An Obligation Report, based on annual guidelines, is a one-time FSR and must be submitted by the specified due date. In this report, the Contractor will provide to the Department an estimate of total expenditures for the date-specific Agreement period. The information from this report will be used to record the Department’s year-end accounts payables and receivables for this Agreement.
c. Final FSR: A Final FSR is due 20 days following the end of the fiscal year or Agreement period specified. Final FSRs not received from the Contractor by the due date may result in the loss of funding requested on the Obligation Report and/or a potential reduction in the subsequent year’s award, if/when applicable.
3. Unobligated Funds: Any unobligated balance of funds held by the Contractor at the end of the Agreement period will be returned to the Department or treated in accordance with instructions provided by the Department.
4. Program Income: The DOJ regulations allow Contractors to keep funds (program income) derived from grant activities, so long as these funds are used for the same purposes as the grant project. In the absence of such regulations, these funds would be required to be returned to the DOJ.
Program income means the gross income earned by the Contractor during the Agreement period as a direct result of the grant project.
All income generated as a direct result of a Department-funded project shall be deemed program income.
Program income may be used to further program objectives under this Agreement or may be refunded to the Department. Program income must be used for the purposes of, and under the conditions applicable to, the award specified in this Agreement. Program income may only be used for allowable program costs.
Asset forfeiture and treatment/lab fees are the most prominent program income derived from grant activity. The DOJ regulations require that program income be held in the custody of a governmental entity, with reporting on those funds to the State Administrative Agency (the Department).
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When applicable, Program Income Reports (GCSD-208B) are to be filed quarterly in.
Any program not earning program income must fill out and submit to the Department a Program Income Waiver Report (GCSD-208A) within 30 days of the acceptance of this Agreement.
5. Audits: This section applies to Contractors designated as subrecipients. Contractors designated as vendors are exempt from the provisions of this section.
a. Single Audit: Contractors that expend $750,000 or more in federal funds in a fiscal year after December 26, 2014, must submit a Single Audit prepared consistent with the Single Audit Act Amendments of 1996, and Office of Management and Budget (OMB) Circular A-133, “Audits of States, Local Governments, and Non-Profit Organizations,” as revised or 2 C.F.R. 200.501. Contractors must also submit a Corrective Action Plan for any audit findings that impact Department-funded programs and a management letter (if issued) with a response.
b. Financial Statement Audit: Contractors exempt from the Single Audit requirements that receive $500,000 or more in total funding from the Department in state and federal grant funding must submit to the Department a Financial Statement Audit prepared in accordance with generally accepted auditing standards (GAAS). Contractors exempt from the Single Audit requirements that receive less than $500,000 of total Department grant funding must submit to the Department a Financial Statement Audit prepared in accordance with GAAS if the audit includes disclosures that may negatively impact Department-funded programs including, but not limited to fraud, financial statement misstatements, and violations of contract and grant provisions.
c. Due Date and Submission Information: The required audit and any other required submissions (e.g., Corrective Action Plan and management letter with a response), must be submitted to the Department within nine months after the end of the Contractor’s fiscal year to:
Michigan Department of State Police Grants and Community Services Division Attn: Grants Coordination Unit P.O. Box 30634 Lansing, Michigan 48909-0634
d. Penalty:
i. Delinquent Single Audit or Financial Statement Audit: If the Contractor does not submit the required Single Audit reporting package, management letter (if issued) with a response, and Corrective Action Plan; or the Financial Statement Audit and management letter (if issued) with a response within nine months after the end of the Contractor’s fiscal year and an extension has not been approved by the cognizant or oversight agency for audit, the Department may withhold from the current funding an amount equal to five percent of the audit year’s grant funding (not to exceed $200,000) until the required filing is received by the Department. The Department may retain the amount withheld if the Contractor is more than 120 days delinquent in meeting the filing requirements and an extension has not been approved by the cognizant or oversight agency for audit. The Department may terminate the current grant if the Contractor is more than 180 days delinquent in meeting the filing requirements and an extension has not been approved by the cognizant or oversight agency for audit.
ii. Delinquent Audit Status Notification Letter:
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Failure to submit the Audit Status Notification Letter, when required, may result in withholding from the current funding an amount equal to one percent of the audit year’s grant funding until the Audit Status Notification Letter is received.
e. Other Audits: The Department or federal agencies may also conduct or arrange for “agreed upon procedures” or additional audits to meet their needs.
E. Equipment Purchases and Title: Any Contractor equipment purchases supported in whole or in part through this Agreement must be listed in an Equipment Inventory Schedule (attachment 5). Equipment means tangible, non-expendable, personal property having useful life of more than one year and an acquisition cost of $5,000 or more per unit. Title to items having a unit acquisition cost of less than $5,000 shall vest with the Contractor upon acquisition. The Department reserves the right to retain or transfer the title to all items of equipment having a unit acquisition cost of $5,000 or more, to the extent that the Department’s proportionate interest in such equipment supports such retention or transfer of title.
All purchases supported in whole or in part through this Agreement must use procurement procedures that conform to the Contractor’s local requirements.
F. Record Maintenance/Retention: Maintain adequate program and fiscal records and files, including source documentation to support program activities and all expenditures made under the terms of this Agreement, as required. Assure that all terms of this Agreement will be appropriately adhered to and that records and detailed documentation for the project or program identified in this Agreement will be maintained (may be off site) for a period of not less than four years from the date of grant closure, the date of submission of the Final FSR, or until litigation and audit findings have been resolved. All retention record guidelines set by the local jurisdiction (Contractor) must be adhered to if they require additional years beyond retention guidelines stated herein.
G. Authorized Access: Permit upon reasonable notification and at reasonable times, access by authorized representatives of the Department, Program Evaluators (contracted by the Department), Federal Grantor Agency, Comptroller General of the United States and State Auditor General, or any of their duly authorized representatives, to records, files, and documentation related to this Agreement, to the extent authorized by applicable state or federal law, rule, or regulation.
The Department may conduct on-site monitoring visit(s) and/or grant audit(s) any time during the grant period. All grant records and personnel must be made available during any visit, including subcontractors, if requested.
The Department may request that a funded program be evaluated by an outside evaluation team contracted by the Department. Contractors shall work cooperatively with the evaluation team in such a manner that the program be able to be fully reviewed and assessed.
H. Subcontractor/Vendor Monitoring: The Contractor must ensure that each of its subcontractors comply with the Single Audit Act of 1984, as amended, 31 U.S.C. 7501 et seq. requirements and must issue management decisions on audit findings of their subcontractors as required by OMB Circular A-133. The Contractor is responsible for reviewing all single audit adverse findings and ensuring that corrective actions are implemented. The Contractor will ensure subcontractors forward all single audits covering grant funds administered through the Department to the Contractor.
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The Contractor must ensure that subcontractors are expending grant funds appropriately as approved and as specified through this Agreement and must conduct monitoring activities to ensure compliance with all associated laws, regulations, and provisions as well as ensure that performance goals are achieved. The Contractor must ensure compliance for for-profit subcontractors as required by OMB Circular A-133, Section 210(e). The Contractor must ensure that transactions with vendors comply with laws, regulations, and provisions of contracts or grant agreements in compliance with OMB Circular A- 133, Section 210(f).
1. Subcontracts: Assure for any subcontracted service, activity, or product:
a. That the Contractor will submit copies of all executed subcontracts within 60 days of the execution of this Agreement. Subcontracts should cover all personnel contained in the “contractual” line item within the grant budget. Each listed agency shall have its own subcontract signed by the Contractor and an employee of the subcontracted agency that is authorized to enter into legally binding contracts for the entity receiving funds. The failure to submit these documents to the Department within 60 days may result in withholding future payment or other penalties, as determined by the Department.
b. That a written subcontract is executed by all affected parties prior to the initiation of any new subcontract activity. Exceptions to this policy may be granted by the Department upon written request within 30 days of execution of this Agreement.
c. That any executed subcontract to this Agreement shall require the subcontractor to comply with all applicable terms and conditions of this Agreement, including all Certifications and Assurances referenced in this Agreement.
d. That, in the event of a conflict between this Agreement and the provisions of the subcontract, the provisions of this Agreement shall prevail. A conflict between this Agreement and a subcontract, however, shall not be deemed to exist where the subcontract: i. Contains additional non-conflicting provisions not set forth in this Agreement; ii. Restates provisions of this Agreement to afford the Contractor the same or substantially the same rights and privileges as the Department; or, iii. Requires the subcontractor to perform duties and/or services in less time than that afforded the Contractor in this Agreement.
e. That the subcontract does not affect the Contractor’s accountability to the Department for the subcontracted activity.
f. That any billing or request for reimbursement for subcontract costs is supported by a valid subcontract and adequate source documentation on costs and services. All subcontractors must submit requests for reimbursement to the Contractor in a timely manner such that the Contractor can include these requests on the proper reporting period FSR. Subcontractors must be paid within 30 days of receipt of invoice by the subcontractor.
I. Notification of Modifications: The Contractor must provide timely notification to the Department, in writing, of any action by its governing board or any other funding source that would require or result in significant modification in the provision of services, funding, or compliance with operational procedures.
J. Software Compliance: The Contractor must ensure software compliance and compatibility with the Department’s data systems for services provided under this Agreement including, but not limited to: stored data, databases and interfaces for the production of work products, and reports. All required data under this Agreement shall be provided in an accurate and timely manner without interruption, failure, or errors due to the inaccuracy of the Contractor’s business operations for processing date/time data. FY2020 88
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K. Notification of Criminal or Administrative Investigations/Charges: If any employee of the Contractor associated with this grant project becomes aware of a criminal or administrative investigation or charge that directly or indirectly involves grant funds referenced in this Agreement, the Contractor shall immediately notify the Department's contract manager in writing that such an investigation is ongoing or that a charge has been issued.
VII. Department Responsibilities: The Department, in accordance with the general purposes, objectives, and terms and conditions of this Agreement, will provide reimbursement based upon appropriate reports, records, and documentation maintained by the Contractor.
VIII. Department Contract Manager/Administrator of the Agreement: The individual acting on behalf of the Department in administering this Agreement as the Contract Manager is:
Ms. Nancy Becker Bennett, Division Director Telephone: (517) 898-9496 Michigan State Police Fax: (517) 284-3216 Grants and Community Services Division Email: [email protected] P.O. Box 30634 Lansing, MI 48909-0634
IX. Agreement Suspension/Termination: The Department and/or the Contractor may suspend and/or terminate this Agreement without further liability or penalty to the Department for any of the following reasons:
A. This Agreement may be suspended by the Department if any of the terms of this Agreement are not adhered to. Suspension requires immediate action by the Contractor to comply with the terms of this Agreement; otherwise, termination by the Department may occur.
B. Failure of the Contractor to make satisfactory progress toward the project completion.
C. Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding.
D. Filing false certification in this Agreement or other report or document.
E. This Agreement may be terminated by either party by giving 15 days written notice to the other party. Such written notice will provide valid, legal reasons for termination along with the effective date.
F. This Agreement may be terminated immediately if the Contractor, an official of the Contractor, or an owner is convicted of any activity referenced in Section VI, M, of this Agreement during the term of this Agreement or any extension thereof.
X. Final Reporting Upon Termination: Should this Agreement be terminated by either party, within 30 days after the termination, the Contractor shall provide the Department with all financial, performance, and other reports required as a condition of this Agreement. The Department will make payments to the Contractor for allowable reimbursable costs not covered by previous payments or other state or federal programs. The Contractor shall immediately refund to the Department any funds not authorized for use and any payments or funds advanced to the Contractor in excess of allowable reimbursable expenditures.
XI. Severability: If any provision of this Agreement or any provision of any document attached to or incorporated by reference is waived or held to be invalid, such waiver or invalidity shall not affect other provisions of this Agreement. FY2020 89
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XII. Liability:
A. To the extent allowed by law, all liability to third parties, loss, or damage as a result of claims, demands, costs, or judgments arising out of activities, such as direct service delivery, to be carried out by the Contractor in the performance of this Agreement shall be the responsibility of the Contractor, and not the responsibility of the Department, if the liability, loss, or damage is caused by, or arises out of, the actions or failure to act on the part of the Contractor, any subcontractor, or anyone directly or indirectly employed by the Contractor, provided that nothing herein shall be construed as a waiver of any governmental immunity that has been provided to the Contractor or its employees by statute or court decisions.
B. All liability to third parties, loss or damage as a result of claims, demands, costs, or judgments arising out of activities, such as the provision of policy and procedural direction, to be carried out by the Department in the performance of this Agreement shall be the responsibility of the Department, and not the responsibility of the Contractor, if the liability, loss, or damage is caused by, or arises out of, the action or failure to act on the part of any Department employee or agent, provided that nothing herein shall be construed as a waiver of any governmental immunity by the state of Michigan, its agencies (the Department), or employees as provided by statute or court decisions.
C. In the event that liability to third parties, loss, or damage arises as a result of activities conducted jointly by the Contractor and the Department in fulfillment of their responsibilities under this Agreement, such liability, loss, or damage shall be borne by the Contractor and the Department in relation to each party's responsibilities under these joint activities, provided that nothing herein shall be construed as a waiver of any governmental immunity by the Contractor, the state of Michigan, its agencies (the Department), or their employees, respectively, as provided by statute or court decisions.
XIII. Special Conditions:
A. This Agreement is valid upon approval and execution by the Department.
B. This Agreement is conditionally approved subject to and contingent upon the availability of funds.
C. The Department will not assume any responsibility or liability for costs incurred by the Contractor prior to the full execution of this Agreement.
D. All special conditions placed on the Department by the Department of Justice federal grant award document for grant 2020-VD-BX-0434 are agreed to by the Contractor. A copy of award 2020-VD-BX-0434 is included as an attachment for reference.
E. The Contractor agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project.
XIV. Certifications and Assurances: These Certifications and Assurances are applicable to the Contractor and all subcontractors of the Contractor. It is the Contractor’s responsibility to ensure that subcontractors are adhering to the Certifications and Assurances. Failure to do so may result in termination of grant funding or other remedies.
A. Certifications: Contractors should refer to the regulations cited below to determine the certification to which they are required to attest. Acceptance of this Agreement provides for compliance with certification requirements under 28 C.F.R. Part 69, "New Restrictions on Lobbying," 28 C.F.R. Part 67, "Government-wide Debarment and
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Suspension (Non-procurement),” and 28 C.F.R. Part 83, “Government-wide Requirements for Drug-Free Workplace (Grants)."
B. Lobbying: As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28 C.F.R. Part 69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 C.F.R. Part 69, the Contractor certifies that:
1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement;
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal grant or cooperative agreement, the Contractor shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in accordance with its instructions; and,
3. The Contractor shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all sub-recipients shall certify and disclose accordingly.
C. Debarment, Suspension, and Other Responsibility Matters (Direct Recipient): Pursuant to Executive Order 12549 (Debarment and Suspension), and implemented at 2 C.F.R. Part 2867, for prospective participants in primary covered transactions, as defined at 28 C.F.R. Part 2867, Section 2867.20(a):
1. The Contractor certifies that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of federal benefits by a state or federal court, or voluntarily excluded from covered transactions by any federal department or agency;
b. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
c. Have not within a two-year period preceding this application been convicted of a felony criminal violation under any federal law, unless such felony criminal conviction has been disclosed in writing to the Office of Justice Programs (OJP) at [email protected], and, after such disclosure, the applicant has received a specific written determination from OJP that neither suspension nor debarment of the applicant is necessary to protect the interests of the Department and U.S. Government in this case.
d. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and,
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e. Have not within a three-year period preceding this application had one or more public transactions (federal, state, or local) terminated for cause or default.
D. Federal Taxes: If the applicant is a corporation, the applicant certifies that either (1) the corporation has no unpaid federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, or (2) the corporation has provided written notice of such an unpaid tax liability (or liabilities) to OJP at [email protected], and after such disclosure, the applicant has received a specific written determination from OJP that neither suspension nor debarment of the applicant is necessary to protect the interests of the Department and U.S. Government in this case.
E. Drug-Free Workplace:
1. As required by the Drug-Free Workplace Act of 1988, and implemented at 28 C.F.R. Part 83, Subpart F, as defined at 28 C.F.R. Sections 83.620 and 83.650 the Contractor certifies that it will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition.
b. Establishing an ongoing drug-free awareness program to inform employees about: i. The dangers of drug abuse in the workplace; ii. The Contractor's policy of maintaining a drug-free workplace; iii. Any available drug counseling, rehabilitation, and employee assistance programs; and, iv. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace.
c. Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a) of this section.
d. Notifying the employee in the statement required by paragraph (a) of this section that, as a condition of employment under the grant, the employee will: i. Abide by the terms of the statement; and, ii. Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction.
e. Notifying the agency, in writing, within ten calendar days after receiving notice under subparagraph (d) (ii) of this section from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to:
Department of Justice Office of Justice Programs Attn: Control Desk 810 7th Street, N.W. Washington, D.C. 20531
Notice shall include the identification number(s) of each affected grant.
f. Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(ii) of this section, with respect to any employee who is so convicted:
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i. Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or, ii. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency.
g. Making a good faith effort to continue to maintain a drug-free workplace through implementation of subparagraphs (a), (b), (c), (d), (e), and (f) above.
F. Standard Assurances: The Contractor hereby assures and certifies compliance with all applicable federal statutes, regulations, policies, guidelines, and requirements, including OMB Circulars A-21, A-87, A-102, A-110, A-122, A-133; Executive Order 12372 (Intergovernmental Review of Federal Programs); and, 28 C.F.R. Parts 66 or 70 (administrative requirements for grants and cooperative agreements). The Contractor also specifically assures and certifies that:
1. It has the legal authority to apply for federal assistance and the institutional, managerial, and financial capability (including funds sufficient to pay any required non-federal share of project cost) to ensure proper planning, management, and completion of the project described in this application.
2. It will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain.
3. It will give the awarding agency or the Government Accountability Office, through any authorized representative, access to and the right to examine all paper or electronic records related to the financial assistance. It will comply with all lawful requirements imposed by the awarding agency, specifically including any applicable regulations, such as 28 C.F.R. Parts 18, 22, 23, 30, 35, 38, 42, 61 and 63, and the award term in 2 C.F.R. § 175.15(b).
4. It will assist the awarding agency, if necessary, in assuring compliance with section 106 of the National Historic Preservation Act of 1966, 16 U.S.C. § 470, Executive Order 11593 (Protection and Enhancement of the Cultural Environment), the Archeological and Historical Preservation Act of 1974, 16 U.S.C. § 469 a-1 et seq., and the National Environmental Policy Act of 1969, 42 U.S.C. § 4321.
5. It will comply with Executive Order 13279 (Equal Protection of the Laws for Faith-Based and Community Organizations), Executive Order 13559 (Fundamental Principles and Policymaking Criteria for Partnerships With Faith-based and Other Neighborhood Organizations), and the DOJ regulations on the Equal Treatment for Faith-Based Organizations, 28 C.F.R. Part 38, which prohibits recipients from using DOJ financial assistance on inherently or explicitly religious activities and from discriminating in the delivery of services on the basis of religion. Programs and activities must be carefully structured to ensure that DOJ financial assistance is not being used for literature, classes, meetings, counseling sessions, or other activities that support twelve-step programs, which are considered to be religious in nature. The twelve-step programs must take place at a separate time or location from the activities supported with DOJ financial assistance and the participation of beneficiaries in twelve-step programs is strictly voluntary. It must make clear to any and all vendors and program participants that twelve-step programming is separate and distinct from DOJ-funded activities. It must also ensure that participants are not compelled to participate in twelve-step programs and cannot penalize a participant who chooses not to participate in a twelve-step program. It must ensure that employees fully funded by the DOJ are not involved with twelve-step programs whereby they are instructing or indoctrinating clients on the twelve steps. Employees of the Contractor or subcontractor shall clearly document the number of hours spent on secular activities associated with the DOJ-funded program and ensure that time spent on twelve-step programs is completely separate from time spent on permissible secular activities.
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In addition, at least one secular program must be provided as an alternative to twelve-step programming.
6. It will provide meaningful access to grant-funded programs and activities to Limited English Proficient (LEP) persons in accordance with Title VI of the Civil Rights Act of 1964 and the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C § 3789d. For a detailed discussion of the requirement to provide meaningful access to LEP persons, refer to the guidance issued by the DOJ on this matter entitled, “Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons,” 67 FR 4155-01 (June 18, 2002).
It will comply and require any and all subcontractors to comply with any applicable statutorily-imposed nondiscrimination requirements, including the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. § 3789d; the Victims of Crime Act of 1984, 42 U.S.C. § 10604(e); the Juvenile Justice and Delinquency Prevention Act of 2002, 42 U.S.C. § 5672(b);the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq.; the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart C; the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart D; Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794); the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart G; Title II of the Americans with Disabilities Act of 1990 (42 U.S.C. § 12132); the DOJ implementing regulations at 28 C.F.R. Part 35; the Rehabilitation Act of 1973, 29 U.S.C. § 794; the Americans with Disabilities Act of 1990, 42 U.S.C. § 12131-34; Title IX of the Education Amendments of 1972, 20 U.S.C. §§1681, 1683, 1685-86; and, the Age Discrimination Act of 1975, 42 U.S.C. §§ 6101-07; The DOJ regulations on the Equal Treatment for Faith-Based Organizations, 28 C.F.R. Part 38; The Michigan Elliott-Larsen Civil Rights Act, MCL 37.2101 et seq.; and the Michigan Persons With Disabilities Civil Rights Act, MCL 37.1101 et seq.
a. Notification: It may not discriminate in employment on the basis of race, color, national origin, religion, sex, and disability and may not discriminate in the delivery of services or benefits on the basis of race, color, national origin, religion, sex, disability, and age. These laws also prohibit retaliation against an individual for taking action or participating in action to secure rights protected by these laws. It shall notify all clients, customers, program participants, or consumers of the types of prohibited discrimination, as well as the complaint procedures, in writing. Notification may include placing posters in an area that may be easily viewed by all and/or providing a paper copy to each of the listed types of individuals. It shall forward all discrimination complaints to the Department as described in the complaint procedures in Attachment 7. Subcontractors, clients, customers, program participants, or consumers may also report complaints to the Office of Justice Programs (OJP)/Office for Civil Rights (OCR) or the Michigan Department of Civil Rights (MDCR) directly, as outlined in Attachment 7, but the Contractor shall notify the Department of the complaint as soon as the complaint is known. In the event that a Federal or State court, or Federal or State Administrative Agency, makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against the Contractor or subcontractor, the Contractor shall forward a copy of the finding to the OJP/OCR and the Department.
b. Training: Any and all DOJ-funded employees of the Contractor and subcontractors shall receive periodic training at least once every contract year regarding the responsibility of the entities to comply with applicable federal civil rights laws as a recipient of federal funds. The Department shall provide the Contractor with access to training developed by the OJP/OCR, which may be found at https://www.ojp.gov/about/ocr/ocr-training-videos/video-ocr-training.htm. The DOJ-funded employees of the Contractor shall complete the required training within 90 days of the start date of this Agreement and certify that the required training has been completed by signing the OCR Compliance Training Form. New employees shall complete the required training and provide a signed OCR Compliance Training Form to the Department within 90 days of the date of hire.
c. Monitoring: FY2020
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The Department shall ensure that the Contractor is complying with all applicable civil rights laws and procedures by completing the Federal Civil Rights Compliance Checklist, see Attachment 8, with the Contractor during site monitoring visits and desk audits.
7. It shall determine if an Equal Employment Opportunity Plan (EEOP) is required, pursuant to 28 C.F.R. 42.301 et seq. If the Contractor is not required to formulate an EEOP, a certification form shall be sent to the OJP/OCR and the Office of Personnel Management (OPM) indicating that an EEOP is not required. If the Contractor is required to develop an EEOP, but is not required to submit the EEOP to the OCR, a certification form shall be sent to the OCR and the Department certifying that an EEOP is on file which meets the applicable requirements. If the Contractor is awarded a grant of $500,000 or more, and has 50 or more employees, a copy of the EEOP shall be submitted to the OJP/OCR and OPM. Non-profit organizations, Indian Tribes, and medical and educational institutions are exempt from the EEOP requirement, but are required to submit a certification form to the OCR to claim the exemption (a copy of the form shall be submitted to the OPM). Additional information about the EEOP requirements may be found at https://www.ojp.gov/about/ocr/eeop.htm.
8. If the Contractor is a governmental entity:
a. It will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Policies Act of 1970, 42 U.S.C. § 4601 et seq., which governs the treatment of persons displaced as a result of federal and federally-assisted programs; and,
b. It will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-26, which limit certain political activities of state or local government employees whose principal employment is in connection with an activity financed in whole or in part by federal assistance.
G. Non-Supplanting: It is imperative that the Contractor understand that the nonsupplanting requirement mandates that grant funds may be used only to supplement (increase) a Contractor’s budget, and may not supplant (replace) state, local, or tribal funds that a Contractor, inclusive of any subcontractors, otherwise would have spent on positions and/or any other items approved in the Grant Budget if it had not received a grant award.
This means that if your agency plans to:
1. Hire new positions (including filling existing vacancies that are no longer funded in your agency’s budget), it must hire these additional positions on or after the official grant award start date, above its current budgeted (funded) level of positions.
2. Rehire personnel who have already been laid off (at the time of application) as a result of state, local, or tribal budget cuts, it must rehire the personnel on or after the official grant award start date, and maintain documentation showing the date(s) that the positions were laid off and rehired.
3. Maintain personnel who are (at the time of application) currently scheduled to be laid off on a future date as a result of state, local, or tribal budget cuts, it must continue to fund the personnel with its own funds from the grant award start date until the date of the scheduled lay-off and maintain documentation showing the date(s) and reason(s) for the lay-off. For example, if the grant award start date is July 1 and the lay-off is scheduled for October 1, then the grant funds may not be used to fund the officers until October 1, the date of the scheduled layoff.
Please note that as long as your agency can document the date that the lay-off(s) would occur if the grant funds were not available, it may transfer the personnel to the grant funding on or immediately after the date of the lay-off without formally completing the administrative steps associated with a lay-off for each individual personnel.
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4. Documentation that may be used to prove that scheduled lay-offs are occurring for local economic reasons that are unrelated to the availability of grant funds may include (but are not limited to) council or departmental meeting minutes, memoranda, notices, or orders discussing the lay-offs; notices provided to the individual personnel regarding the date(s) of the layoffs; and/or budget documents ordering departmental and/or jurisdiction-wide budget cuts. These records must be maintained with your agency’s grant records.
H. Hatch Political Activity Act and Intergovernmental Personnel Act: The Contractor will comply with the Hatch Act of 1939, 5 U.S.C. 1501-08, and the Intergovernmental Personnel Act of 1970, as amended by Title VI of the Civil Service Reform Act of 1978, 42 U.S.C. 4728. Federal funds cannot be used for partisan political purposes of any kind by any person or organization involved in the administration of federally-assisted programs.
I. Health Insurance Portability and Accountability Act of 1996: To the extent that the Health Insurance Portability and Accountability Act (HIPAA) of 1996 is pertinent to the services that the Contractor provides to the Department under this Agreement, the Contractor assures that it is in compliance with the HIPAA requirements including the following:
1. The Contractor must not share any protected health data and information provided by the Department that falls within the HIPAA requirements except to a subcontractor, as appropriate under this Agreement.
2. The Contractor must require the subcontractor not to share any protected health data and information from the Department that falls under the HIPAA requirements in the terms and conditions of the subcontract.
3. The Contractor must only use the protected health data and information for the purposes of this Agreement.
4. The Contractor must have written policies and procedures addressing the use of protected health data and information that falls under the HIPAA requirements. The policies and procedures must meet all applicable federal and state requirements including the HIPAA regulations. These policies and procedures must include restricting access to the protected health data and information by the Contractor’s employees.
5. The Contractor must have a policy and procedure to report to the Department unauthorized use or disclosure of protected health data and information that falls under the HIPAA requirements of which the Contractor becomes aware.
6. Failure to comply with any of these contractual requirements may result in the termination of this Agreement in accordance with Section XI, Agreement Suspension/Termination, above.
7. In accordance with the HIPAA requirements, the Contractor is liable for any claim, loss, or damage relating to unauthorized use or disclosure of protected health data and information received by the Contractor from the Department or any other source.
XV. Unallowable Expenses and Activities:
• Costs in applying for this grant (e.g., consultants, grant writers). • Any expenses incurred prior to the date of this Agreement. • Any administrative costs not directly related to the administration of this Agreement. • Indirect cost rates or indirect administrative expenses (only direct costs permitted). • Personnel, including law enforcement officers, not connected to the project to which this Agreement refers. • Hazard pay. FY2020
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• Lobbying or advocacy for particular legislative or administrative reform. • Fundraising and any salaries or expenses associated with it. • Legal fees. • All travel including first class or out-of-state travel, unless prior approval by the Department is received. • Promotional items, unless prior approval by the Department is received. • One-time events, prizes, or entertainment (e.g., tours, excursions, amusement parks, sporting events), unless prior approval by the Department is received. • Honorariums. • Contributions and donations. • Management or administrative training or conferences, unless prior approval by the Department is received. • Management studies or research and development (costs related to evaluation are permitted). • Fines and penalties. • Losses from uncollectible bad debts. • Purchases of land. • Memberships and agency dues, unless a specific requirement of the project, unless prior approval by the Department is received. • Compensation to federal employees. • Military-type equipment such as armored vehicles, explosive devices, and other items typically associated with the military arsenal. • Purchasing of vehicles, vessels, or aircraft, including unmanned aerial systems, commonly referred to as UAS or drones. • New construction. • Service contracts and training beyond the expiration of this Agreement. • Informant fees, rewards, or buy money. • Expert witness fees. • Canines and horses, including any food and/or supplies relating to the upkeep of law enforcement animals. • Livescan devices for applicant prints including any related supplies. • Weapons, including tasers. • Food, refreshments, and snacks.
Note: No funding can be used to purchase food and/or beverages for any meeting, conference, training, or other event. Exceptions to this restriction may be made only in cases where such sustenance is not otherwise available (e.g., extremely remote areas), or where a special presentation at a conference requires a plenary address where there is no other time for sustenance to be attained. Such an exception would require prior approval from the Department and the DOJ. This restriction does not apply to water provided at no cost, but does apply to any and all other refreshments, regardless of the size or nature of the meeting. Additionally, this restriction does not impact direct payment of per diem amounts to individuals in a travel status under your organization’s travel policy.
XVI. Conditions on Expenses: Costs must be reasonable and necessary. If required by the local jurisdiction, costs must be sustained by competitive bids. All contracts and subcontracts require prior approval by the Department. If detailed information is not included as part of the application process, the Contractor must submit a request seeking approval once the subcontractors are identified.
Individual consultant fees are limited to $650 (excluding travel, lodging, and meal costs) per day, which includes legal, medical, psychological, and accountant consultants. If the rate will exceed $650 for an eight-hour day, prior written approval is required from the Department. Compensation for individual consultant services is to be responsible and consistent with that paid for similar services in the marketplace.
XVII. Conflict of Interest: The Contractor and the Department are subject to the provisions of 1968 PA 317, as amended, MCL 15.321 et
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seq., and 1973 PA 196, as amended, MCL 15.341 et seq.
XVIII. State of Michigan Agreement: This is a state of Michigan agreement and is governed by the laws of Michigan. Any dispute arising as a result of this Agreement shall be resolved in the state of Michigan.
XIX. Compliance with Applicable Laws: The Contractor will comply with applicable federal and state laws, guidelines, rules, and regulations in carrying out the terms of this Agreement. The Contractor will also comply with all applicable general administrative requirements such as OMB Circulars covering cost principles, grant/agreement principles, and audits in carrying out the terms of this Agreement.
XX. Special Certification: The individual electronically accepting this Agreement certifies by his/her acceptance that he/she is authorized to sign this Agreement on behalf of the Contractor.
XXI. Contractor Signature: The Authorized Official’s signature below represents the Contractor’s legal acceptance of the terms of this Agreement, including Certifications and Assurances.
Name of Contractor’s Authorized Official Signature of Contractor’s Authorized Official Date
Name of Department’s Authorized Official Signature of Department’s Authorized Official Date
Ms. Nancy Becker Bennett
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STATE OF MICHIGAN DEPARTMENT OF STATE POLICE GRETCHEN WHITMER COL. JOSEPH M. GASPER ANSING GOVERNOR L DIRECTOR
August 31, 2020
Mr. William J. Bunek , Chairman Leelanau Board of Commisoners 8527 East Government Center, suite 202 Suttons Bay, MI 49682
RE: Coronavirus Emergency Supplemental Funding
Dear Mr. Bunek:
I am pleased to inform you that the Leelanau County Prosecuting Attorney’s Office has been selected to receive an award from the Coronavirus Emergency Supplemental Funding (CESF) grant received by the Michigan State Police (MSP), Grants and Community Services Division, from the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance. The efforts made by your agency to maintain public safety through prevention, preparation, and response during the coronavirus pandemic are valued and appreciated. The award for your project, pending the finalization of the Grant Agreement (contract), is $6,471.22. This funding is specifically for coronavirus-related expenses, as outlined in your application and contract.
It is crucial that you read through the entire contract to be sure you and your financial officer are aware of and able to abide by the grant requirements. Contract requirements will be enforced. Non-compliance of contract requirements may result in grant suspension and/or financial penalties. The deadline for returning your signed contract is November 30, 2020. Remember, this is a reimbursement-only grant, and reimbursements will not be approved for expenditures prior to the return of your signed contract.
If you have any questions or concerns about your award, please contact Mr. Scott Butler at [email protected]. We look forward to working with you.
Sincerely,
Ms. Nancy Becker Bennett, Division Director Grants and Community Services Division
Enclosure
MICHIGAN STATE POLICE HEADQUARTERS ● 7150 HARRIS DRIVE ● DIMONDALE, MICHIGAN 48821 MAILING ADDRESS ● P.O. BOX 30634 ● LANSING, MICHIGAN 48909 www.michigan.gov/msp ● 517-332-2521 100 GRANTS-CESF AUTHORITY: 1935 PA 59; MICHIGAN STATE POLICE COMPLIANCE: Voluntary. Grants and Community Services Division Page 1 of 17
CORONAVIRUS EMERGENCY SUPPLEMENTAL FUNDING (CESF) GRANT CONTRACT Grant Agreement
hereinafter referred to as the “Agreement”
between
Michigan State Police
hereinafter referred to as the “Department” and Leelanau Prosecuting Attorney’s Office 8527 East Government Center Drive, suite 202 Sutton’s Bay, MI 49682 Federal I.D. #: 46-1385335 hereinafter referred to as the “Contractor” for MSP Project Number: CESF-8-45-0106
I. Period of Agreement: This Agreement shall commence on 3/01/2020 and continue through 09/30/2021.
This Agreement is in full force and effect for the period specified.
II. Funding Source and Agreement Amount: This Agreement is designated as a subrecipient relationship with the following stipulations:
A. Including federal funds and required local match, the total amount of this Agreement is $6,471.22. B. The Department, under the terms of this Agreement, will provide federal pass-through funding not to exceed $6,471.22. C. The Catalog of Federal Domestic Assistance (CFDA) number is 16.034. D. The CFDA Title is Coronavirus Emergency Supplemental Funding (CESF). E. The federal agency name is U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance. F. The federal grant award number is 2020-VD-BX-0434. G. The federal program title is FY 20 Coronavirus Emergency Supplemental Funding Program.
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III. Grant Summary: The Leelanau PAO does the large majority of previously in person meetings via Zoom. The employees work remotely on many occasions to prevent in person interactions. At the beginning, and for two months, only about 30% of the employees were in the office on a rotation to prevent any possible virus spread.
IV. Program Budget: The agreed upon Program Budget for this Agreement is referenced herein as Attachment 1, which is part of this Agreement through reference. Any change to the Program Budget, by either the Contractor or Department, requires a formal Amendment submitted to the Department.
Budget deviation allowances are not permitted.
V. Amendments: Any change proposed by the Contractor which would affect the Department funding of any project, in whole or in part, must be submitted in writing to the Department for approval immediately upon determining the need for such change. Changes made to this Agreement are only valid if accepted by both the Contractor and the Department.
VI. Contractor Responsibilities: The Contractor, in accordance with the general purposes and objectives of this Agreement, will:
A. Publication Rights:
1. The Contractor shall give recognition to the Department in any and all publications, papers and presentations arising from the program (including from subcontractors) herein by placing the following disclaimer on any and all publications, papers and presentations: This project is supported by Michigan’s FY 20 Coronavirus Emergency Supplemental Funding Program # 2020-VD-BX-0434, awarded by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice (DOJ), and administered by the Michigan State Police (MSP). Points of view or opinions contained within this document do not necessarily represent the official position or policies of the DOJ or the MSP.
2. The Department shall, in return, give recognition to the Contractor when applicable.
3. Where activities supported by this Agreement produce books, films, or other such copyrightable materials issued by the Contractor, the Contractor may copyright such but shall acknowledge that the Department reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, and use such materials and to authorize others to reproduce and use such materials. This cannot include service recipient information or personal identification data.
4. Any copyrighted materials or modifications bearing acknowledgment of the Department’s name must be approved by the Department prior to reproduction and use of such materials.
B. Reporting Responsibilities: Failure to comply with any reporting responsibilities identified in this Agreement may result in withholding grant payment(s) or the cancellation of grant award. The Contractor’s lack of compliance will also be taken into account when considering future grant applications to, and awards from, the Department.
C. Uniform Crime Report (UCR): The Contractor, and all of its subcontractors, must comply with 1968 PA 319, as amended. This law requires county sheriff’s departments, as well as city, village, and township police departments to submit monthly UCR data to the Department.
D. Financial Reporting Requirements: Financial reporting requirements shall be followed as defined within this section.
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1. Reimbursement Method/Mechanism:
a. All Contractors must register as a vendor to receive State of Michigan payments as Electronic Funds Transfers (EFT)/Direct Deposits. Vendor registration information is available on the State of Michigan SIGMA Vendor Self Service (VSS) website located at https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService.
b. This Agreement is reimbursement only. The Contractor must document that expenditures have been paid by local sources before requesting reimbursement from the Department.
c. Reimbursement from the Department is based upon the understanding that Department funds will be paid up to the total Department allocation as agreed upon in the approved Budget. Department funds are the first source after the application of fees and earmarked sources unless a specific local match condition exists.
d. Should the Contractor discover an error in a previous reimbursement request, the Contractor shall immediately notify the Department and refund to the Department any funds not authorized for use under this Agreement and any payments or funds advanced to the Contractor in excess of allowable reimbursable expenses.
2. Financial Status Report (FSR) Submission: Once the Agreement has been signed and accepted, regardless of when this occurs, the Contractor is responsible for preparing and submitting an FSR for each quarter of the Agreement period. The various FSRs are outlined below:
a. FSR: FSRs must be prepared and submitted to the Department no later than 20 days after the close of each reporting period. An example is found in Attachment 2, which is part of this agreement through reference. Each reporting period’s reimbursement request may only contain expenses from that reporting period. Reimbursement requests that include more than one reporting period’s expenditures may not be granted and will be returned to the Contractor for explanation and/or correction and re-submission.
b. Obligation Report: An Obligation Report, based on annual guidelines, is a one-time FSR and must be submitted by the specified due date. In this report, the Contractor will provide to the Department an estimate of total expenditures for the date-specific Agreement period. The information from this report will be used to record the Department’s year-end accounts payables and receivables for this Agreement.
c. Final FSR: A Final FSR is due 20 days following the end of the fiscal year or Agreement period specified. Final FSRs not received from the Contractor by the due date may result in the loss of funding requested on the Obligation Report and/or a potential reduction in the subsequent year’s award, if/when applicable.
3. Unobligated Funds: Any unobligated balance of funds held by the Contractor at the end of the Agreement period will be returned to the Department or treated in accordance with instructions provided by the Department.
4. Program Income: The DOJ regulations allow Contractors to keep funds (program income) derived from grant activities, so long as these funds are used for the same purposes as the grant project. In the absence of such regulations, these funds would be required to be returned to the DOJ.
Program income means the gross income earned by the Contractor during the Agreement period as a direct result of the grant project.
All income generated as a direct result of a Department-funded project shall be deemed program income. FY2020 103
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Program income may be used to further program objectives under this Agreement or may be refunded to the Department. Program income must be used for the purposes of, and under the conditions applicable to, the award specified in this Agreement. Program income may only be used for allowable program costs.
Asset forfeiture and treatment/lab fees are the most prominent program income derived from grant activity. The DOJ regulations require that program income be held in the custody of a governmental entity, with reporting on those funds to the State Administrative Agency (the Department).
When applicable, Program Income Reports (GCSD-208B) are to be filed quarterly with Contractor’s FSR.
Any program not earning program income must fill out and submit to the Department a Program Income Waiver Report (GCSD-208A) within 30 days of the acceptance of this Agreement.
5. Audits: This section applies to Contractors designated as subrecipients. Contractors designated as vendors are exempt from the provisions of this section.
a. Single Audit: Contractors that expend $750,000 or more in federal funds in a fiscal year after December 26, 2014, must submit a Single Audit prepared consistent with the Single Audit Act Amendments of 1996, and Office of Management and Budget (OMB) Circular A-133, “Audits of States, Local Governments, and Non-Profit Organizations,” as revised or 2 C.F.R. 200.501. Contractors must also submit a Corrective Action Plan for any audit findings that impact Department-funded programs and a management letter (if issued) with a response.
b. Financial Statement Audit: Contractors exempt from the Single Audit requirements that receive $500,000 or more in total funding from the Department in state and federal grant funding must submit to the Department a Financial Statement Audit prepared in accordance with generally accepted auditing standards (GAAS). Contractors exempt from the Single Audit requirements that receive less than $500,000 of total Department grant funding must submit to the Department a Financial Statement Audit prepared in accordance with GAAS if the audit includes disclosures that may negatively impact Department-funded programs including, but not limited to fraud, financial statement misstatements, and violations of contract and grant provisions.
c. Due Date and Submission Information: The required audit and any other required submissions (e.g., Corrective Action Plan and management letter with a response), must be submitted to the Department within nine months after the end of the Contractor’s fiscal year to:
Michigan Department of State Police Grants and Community Services Division Attn: Grants Coordination Unit P.O. Box 30634 Lansing, Michigan 48909-0634
d. Penalty:
i. Delinquent Single Audit or Financial Statement Audit: If the Contractor does not submit the required Single Audit reporting package, management letter (if issued) with a response, and Corrective Action Plan; or the Financial Statement Audit and management letter (if issued) with a response within nine months after the end of the Contractor’s fiscal year and an extension has not been approved by the cognizant or oversight agency for audit, the Department may withhold from the current funding an amount equal to five percent of the audit year’s grant funding (not to exceed $200,000) until FY2020 104
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the required filing is received by the Department. The Department may retain the amount withheld if the Contractor is more than 120 days delinquent in meeting the filing requirements and an extension has not been approved by the cognizant or oversight agency for audit. The Department may terminate the current grant if the Contractor is more than 180 days delinquent in meeting the filing requirements and an extension has not been approved by the cognizant or oversight agency for audit.
ii. Delinquent Audit Status Notification Letter: Failure to submit the Audit Status Notification Letter, when required, may result in withholding from the current funding an amount equal to one percent of the audit year’s grant funding until the Audit Status Notification Letter is received.
e. Other Audits: The Department or federal agencies may also conduct or arrange for “agreed upon procedures” or additional audits to meet their needs.
E. Equipment Purchases and Title: Any Contractor equipment purchases supported in whole or in part through this Agreement must be listed in an Equipment Inventory Schedule (attachment 5). Equipment means tangible, non-expendable, personal property having useful life of more than one year and an acquisition cost of $5,000 or more per unit. Title to items having a unit acquisition cost of less than $5,000 shall vest with the Contractor upon acquisition. The Department reserves the right to retain or transfer the title to all items of equipment having a unit acquisition cost of $5,000 or more, to the extent that the Department’s proportionate interest in such equipment supports such retention or transfer of title.
All purchases supported in whole or in part through this Agreement must use procurement procedures that conform to the Contractor’s local requirements.
F. Record Maintenance/Retention: Maintain adequate program and fiscal records and files, including source documentation to support program activities and all expenditures made under the terms of this Agreement, as required. Assure that all terms of this Agreement will be appropriately adhered to and that records and detailed documentation for the project or program identified in this Agreement will be maintained (may be off site) for a period of not less than four years from the date of grant closure, the date of submission of the Final FSR, or until litigation and audit findings have been resolved. All retention record guidelines set by the local jurisdiction (Contractor) must be adhered to if they require additional years beyond retention guidelines stated herein.
G. Authorized Access: Permit upon reasonable notification and at reasonable times, access by authorized representatives of the Department, Program Evaluators (contracted by the Department), Federal Grantor Agency, Comptroller General of the United States and State Auditor General, or any of their duly authorized representatives, to records, files, and documentation related to this Agreement, to the extent authorized by applicable state or federal law, rule, or regulation.
The Department may conduct on-site monitoring visit(s) and/or grant audit(s) any time during the grant period. All grant records and personnel must be made available during any visit, including subcontractors, if requested.
The Department may request that a funded program be evaluated by an outside evaluation team contracted by the Department. Contractors shall work cooperatively with the evaluation team in such a manner that the program be able to be fully reviewed and assessed.
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of their subcontractors as required by OMB Circular A-133. The Contractor is responsible for reviewing all single audit adverse findings and ensuring that corrective actions are implemented. The Contractor will ensure subcontractors forward all single audits covering grant funds administered through the Department to the Contractor.
The Contractor must ensure that subcontractors are expending grant funds appropriately as approved and as specified through this Agreement and must conduct monitoring activities to ensure compliance with all associated laws, regulations, and provisions as well as ensure that performance goals are achieved. The Contractor must ensure compliance for for-profit subcontractors as required by OMB Circular A-133, Section 210(e). The Contractor must ensure that transactions with vendors comply with laws, regulations, and provisions of contracts or grant agreements in compliance with OMB Circular A- 133, Section 210(f).
1. Subcontracts: Assure for any subcontracted service, activity, or product:
a. That the Contractor will submit copies of all executed subcontracts within 60 days of the execution of this Agreement. Subcontracts should cover all personnel contained in the “contractual” line item within the grant budget. Each listed agency shall have its own subcontract signed by the Contractor and an employee of the subcontracted agency that is authorized to enter into legally binding contracts for the entity receiving funds. The failure to submit these documents to the Department within 60 days may result in withholding future payment or other penalties, as determined by the Department.
b. That a written subcontract is executed by all affected parties prior to the initiation of any new subcontract activity. Exceptions to this policy may be granted by the Department upon written request within 30 days of execution of this Agreement.
c. That any executed subcontract to this Agreement shall require the subcontractor to comply with all applicable terms and conditions of this Agreement, including all Certifications and Assurances referenced in this Agreement.
d. That, in the event of a conflict between this Agreement and the provisions of the subcontract, the provisions of this Agreement shall prevail. A conflict between this Agreement and a subcontract, however, shall not be deemed to exist where the subcontract: i. Contains additional non-conflicting provisions not set forth in this Agreement; ii. Restates provisions of this Agreement to afford the Contractor the same or substantially the same rights and privileges as the Department; or, iii. Requires the subcontractor to perform duties and/or services in less time than that afforded the Contractor in this Agreement.
e. That the subcontract does not affect the Contractor’s accountability to the Department for the subcontracted activity.
f. That any billing or request for reimbursement for subcontract costs is supported by a valid subcontract and adequate source documentation on costs and services. All subcontractors must submit requests for reimbursement to the Contractor in a timely manner such that the Contractor can include these requests on the proper reporting period FSR. Subcontractors must be paid within 30 days of receipt of invoice by the subcontractor.
I. Notification of Modifications: The Contractor must provide timely notification to the Department, in writing, of any action by its governing board or any other funding source that would require or result in significant modification in the provision of services, funding, or compliance with operational procedures.
J. Software Compliance: FY2020 106
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The Contractor must ensure software compliance and compatibility with the Department’s data systems for services provided under this Agreement including, but not limited to: stored data, databases and interfaces for the production of work products, and reports. All required data under this Agreement shall be provided in an accurate and timely manner without interruption, failure, or errors due to the inaccuracy of the Contractor’s business operations for processing date/time data.
K. Notification of Criminal or Administrative Investigations/Charges: If any employee of the Contractor associated with this grant project becomes aware of a criminal or administrative investigation or charge that directly or indirectly involves grant funds referenced in this Agreement, the Contractor shall immediately notify the Department's contract manager in writing that such an investigation is ongoing or that a charge has been issued.
VII. Department Responsibilities: The Department, in accordance with the general purposes, objectives, and terms and conditions of this Agreement, will provide reimbursement based upon appropriate reports, records, and documentation maintained by the Contractor.
VIII. Department Contract Manager/Administrator of the Agreement: The individual acting on behalf of the Department in administering this Agreement as the Contract Manager is:
Ms. Nancy Becker Bennett, Division Director Telephone: (517) 898-9496 Michigan State Police Email: [email protected] Grants and Community Services Division P.O. Box 30634 Lansing, MI 48909-0634
IX. Agreement Suspension/Termination: The Department and/or the Contractor may suspend and/or terminate this Agreement without further liability or penalty to the Department for any of the following reasons:
A. This Agreement may be suspended by the Department if any of the terms of this Agreement are not adhered to. Suspension requires immediate action by the Contractor to comply with the terms of this Agreement; otherwise, termination by the Department may occur.
B. Failure of the Contractor to make satisfactory progress toward the project completion.
C. Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding.
D. Filing false certification in this Agreement or other report or document.
E. This Agreement may be terminated by either party by giving 15 days written notice to the other party. Such written notice will provide valid, legal reasons for termination along with the effective date.
F. This Agreement may be terminated immediately if the Contractor, an official of the Contractor, or an owner is convicted of any activity referenced in Section VI, M, of this Agreement during the term of this Agreement or any extension thereof.
X. Final Reporting Upon Termination: Should this Agreement be terminated by either party, within 30 days after the termination, the Contractor shall provide the Department with all financial, performance, and other reports required as a condition of this Agreement. The Department will make payments to the Contractor for allowable reimbursable costs not covered by previous payments or other state or federal programs. The Contractor shall immediately refund to the Department any funds not authorized for use and any payments or funds advanced to the Contractor in excess of allowable reimbursable FY2020 107
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expenditures.
XI. Severability: If any provision of this Agreement or any provision of any document attached to or incorporated by reference is waived or held to be invalid, such waiver or invalidity shall not affect other provisions of this Agreement.
XII. Liability:
A. To the extent allowed by law, all liability to third parties, loss, or damage as a result of claims, demands, costs, or judgments arising out of activities, such as direct service delivery, to be carried out by the Contractor in the performance of this Agreement shall be the responsibility of the Contractor, and not the responsibility of the Department, if the liability, loss, or damage is caused by, or arises out of, the actions or failure to act on the part of the Contractor, any subcontractor, or anyone directly or indirectly employed by the Contractor, provided that nothing herein shall be construed as a waiver of any governmental immunity that has been provided to the Contractor or its employees by statute or court decisions.
B. All liability to third parties, loss or damage as a result of claims, demands, costs, or judgments arising out of activities, such as the provision of policy and procedural direction, to be carried out by the Department in the performance of this Agreement shall be the responsibility of the Department, and not the responsibility of the Contractor, if the liability, loss, or damage is caused by, or arises out of, the action or failure to act on the part of any Department employee or agent, provided that nothing herein shall be construed as a waiver of any governmental immunity by the state of Michigan, its agencies (the Department), or employees as provided by statute or court decisions.
C. In the event that liability to third parties, loss, or damage arises as a result of activities conducted jointly by the Contractor and the Department in fulfillment of their responsibilities under this Agreement, such liability, loss, or damage shall be borne by the Contractor and the Department in relation to each party's responsibilities under these joint activities, provided that nothing herein shall be construed as a waiver of any governmental immunity by the Contractor, the state of Michigan, its agencies (the Department), or their employees, respectively, as provided by statute or court decisions.
XIII. Special Conditions:
A. This Agreement is valid upon approval and execution by the Department.
B. This Agreement is conditionally approved subject to and contingent upon the availability of funds.
C. The Department will not assume any responsibility or liability for costs incurred by the Contractor prior to the full execution of this Agreement.
D. All special conditions placed on the Department by the Department of Justice federal grant award document for grant 2020-VD-BX-0434 are agreed to by the Contractor. A copy of award 2020-VD-BX-0434 is included as an attachment for reference.
E. The Contractor agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project.
XIV. Certifications and Assurances: These Certifications and Assurances are applicable to the Contractor and all subcontractors of the Contractor. It is the Contractor’s responsibility to ensure that subcontractors are adhering to the Certifications and Assurances. Failure to do so may result in termination of grant funding or other remedies.
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A. Certifications: Contractors should refer to the regulations cited below to determine the certification to which they are required to attest. Acceptance of this Agreement provides for compliance with certification requirements under 28 C.F.R. Part 69, "New Restrictions on Lobbying," 28 C.F.R. Part 67, "Government-wide Debarment and Suspension (Non-procurement),” and 28 C.F.R. Part 83, “Government-wide Requirements for Drug-Free Workplace (Grants)."
B. Lobbying: As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28 C.F.R. Part 69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 C.F.R. Part 69, the Contractor certifies that:
1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement;
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal grant or cooperative agreement, the Contractor shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in accordance with its instructions; and,
3. The Contractor shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all sub-recipients shall certify and disclose accordingly.
C. Debarment, Suspension, and Other Responsibility Matters (Direct Recipient): Pursuant to Executive Order 12549 (Debarment and Suspension), and implemented at 2 C.F.R. Part 2867, for prospective participants in primary covered transactions, as defined at 28 C.F.R. Part 2867, Section 2867.20(a):
1. The Contractor certifies that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of federal benefits by a state or federal court, or voluntarily excluded from covered transactions by any federal department or agency;
b. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
c. Have not within a two-year period preceding this application been convicted of a felony criminal violation under any federal law, unless such felony criminal conviction has been disclosed in writing to the Office of Justice Programs (OJP) at [email protected], and, after such disclosure, the applicant has received a specific written determination from OJP that neither suspension nor debarment of the applicant is necessary to protect the interests of the Department and U.S. Government in this case.
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d. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and,
e. Have not within a three-year period preceding this application had one or more public transactions (federal, state, or local) terminated for cause or default.
D. Federal Taxes: If the applicant is a corporation, the applicant certifies that either (1) the corporation has no unpaid federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, or (2) the corporation has provided written notice of such an unpaid tax liability (or liabilities) to OJP at [email protected], and after such disclosure, the applicant has received a specific written determination from OJP that neither suspension nor debarment of the applicant is necessary to protect the interests of the Department and U.S. Government in this case.
E. Drug-Free Workplace:
1. As required by the Drug-Free Workplace Act of 1988, and implemented at 28 C.F.R. Part 83, Subpart F, as defined at 28 C.F.R. Sections 83.620 and 83.650 the Contractor certifies that it will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violation of such prohibition.
b. Establishing an ongoing drug-free awareness program to inform employees about: i. The dangers of drug abuse in the workplace; ii. The Contractor's policy of maintaining a drug-free workplace; iii. Any available drug counseling, rehabilitation, and employee assistance programs; and, iv. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace.
c. Making it a requirement that each employee who will be engaged in the performance of the grant be given a copy of the statement required by paragraph (a) of this section.
d. Notifying the employee in the statement required by paragraph (a) of this section that, as a condition of employment under the grant, the employee will: i. Abide by the terms of the statement; and, ii. Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction.
e. Notifying the agency, in writing, within ten calendar days after receiving notice under subparagraph (d) (ii) of this section from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to:
Department of Justice Office of Justice Programs Attn: Control Desk 810 7th Street, N.W. Washington, D.C. 20531
Notice shall include the identification number(s) of each affected grant.
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f. Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(ii) of this section, with respect to any employee who is so convicted: i. Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or, ii. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency.
g. Making a good faith effort to continue to maintain a drug-free workplace through implementation of subparagraphs (a), (b), (c), (d), (e), and (f) above.
F. Standard Assurances: The Contractor hereby assures and certifies compliance with all applicable federal statutes, regulations, policies, guidelines, and requirements, including OMB Circulars A-21, A-87, A-102, A-110, A-122, A-133; Executive Order 12372 (Intergovernmental Review of Federal Programs); and, 28 C.F.R. Parts 66 or 70 (administrative requirements for grants and cooperative agreements). The Contractor also specifically assures and certifies that:
1. It has the legal authority to apply for federal assistance and the institutional, managerial, and financial capability (including funds sufficient to pay any required non-federal share of project cost) to ensure proper planning, management, and completion of the project described in this application.
2. It will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain.
3. It will give the awarding agency or the Government Accountability Office, through any authorized representative, access to and the right to examine all paper or electronic records related to the financial assistance. It will comply with all lawful requirements imposed by the awarding agency, specifically including any applicable regulations, such as 28 C.F.R. Parts 18, 22, 23, 30, 35, 38, 42, 61 and 63, and the award term in 2 C.F.R. § 175.15(b).
4. It will assist the awarding agency, if necessary, in assuring compliance with section 106 of the National Historic Preservation Act of 1966, 16 U.S.C. § 470, Executive Order 11593 (Protection and Enhancement of the Cultural Environment), the Archeological and Historical Preservation Act of 1974, 16 U.S.C. § 469 a-1 et seq., and the National Environmental Policy Act of 1969, 42 U.S.C. § 4321.
5. It will comply with Executive Order 13279 (Equal Protection of the Laws for Faith-Based and Community Organizations), Executive Order 13559 (Fundamental Principles and Policymaking Criteria for Partnerships With Faith-based and Other Neighborhood Organizations), and the DOJ regulations on the Equal Treatment for Faith-Based Organizations, 28 C.F.R. Part 38, which prohibits recipients from using DOJ financial assistance on inherently or explicitly religious activities and from discriminating in the delivery of services on the basis of religion. Programs and activities must be carefully structured to ensure that DOJ financial assistance is not being used for literature, classes, meetings, counseling sessions, or other activities that support twelve-step programs, which are considered to be religious in nature. The twelve-step programs must take place at a separate time or location from the activities supported with DOJ financial assistance and the participation of beneficiaries in twelve-step programs is strictly voluntary. It must make clear to any and all vendors and program participants that twelve-step programming is separate and distinct from DOJ-funded activities. It must also ensure that participants are not compelled to participate in twelve-step programs and cannot penalize a participant who chooses not to participate in a twelve-step program. It must ensure that employees fully funded by the DOJ are not involved with twelve-step programs whereby they are instructing or indoctrinating clients on the twelve steps. Employees of the Contractor or subcontractor shall clearly document the number
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of hours spent on secular activities associated with the DOJ-funded program and ensure that time spent on twelve-step programs is completely separate from time spent on permissible secular activities. In addition, at least one secular program must be provided as an alternative to twelve-step programming.
6. It will provide meaningful access to grant-funded programs and activities to Limited English Proficient (LEP) persons in accordance with Title VI of the Civil Rights Act of 1964 and the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C § 3789d. For a detailed discussion of the requirement to provide meaningful access to LEP persons, refer to the guidance issued by the DOJ on this matter entitled, “Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons,” 67 FR 4155-01 (June 18, 2002).
It will comply and require any and all subcontractors to comply with any applicable statutorily-imposed nondiscrimination requirements, including the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. § 3789d; the Victims of Crime Act of 1984, 42 U.S.C. § 10604(e); the Juvenile Justice and Delinquency Prevention Act of 2002, 42 U.S.C. § 5672(b);the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq.; the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart C; the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart D; Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794); the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart G; Title II of the Americans with Disabilities Act of 1990 (42 U.S.C. § 12132); the DOJ implementing regulations at 28 C.F.R. Part 35; the Rehabilitation Act of 1973, 29 U.S.C. § 794; the Americans with Disabilities Act of 1990, 42 U.S.C. § 12131-34; Title IX of the Education Amendments of 1972, 20 U.S.C. §§1681, 1683, 1685-86; and, the Age Discrimination Act of 1975, 42 U.S.C. §§ 6101-07; The DOJ regulations on the Equal Treatment for Faith-Based Organizations, 28 C.F.R. Part 38; The Michigan Elliott-Larsen Civil Rights Act, MCL 37.2101 et seq.; and the Michigan Persons With Disabilities Civil Rights Act, MCL 37.1101 et seq.
a. Notification: It may not discriminate in employment on the basis of race, color, national origin, religion, sex, and disability and may not discriminate in the delivery of services or benefits on the basis of race, color, national origin, religion, sex, disability, and age. These laws also prohibit retaliation against an individual for taking action or participating in action to secure rights protected by these laws. It shall notify all clients, customers, program participants, or consumers of the types of prohibited discrimination, as well as the complaint procedures, in writing. Notification may include placing posters in an area that may be easily viewed by all and/or providing a paper copy to each of the listed types of individuals. It shall forward all discrimination complaints to the Department as described in the complaint procedures in Attachment 7. Subcontractors, clients, customers, program participants, or consumers may also report complaints to the Office of Justice Programs (OJP)/Office for Civil Rights (OCR) or the Michigan Department of Civil Rights (MDCR) directly, as outlined in Attachment 7, but the Contractor shall notify the Department of the complaint as soon as the complaint is known. In the event that a Federal or State court, or Federal or State Administrative Agency, makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against the Contractor or subcontractor, the Contractor shall forward a copy of the finding to the OJP/OCR and the Department.
b. Training: Any and all DOJ-funded employees of the Contractor and subcontractors shall receive periodic training at least once every contract year regarding the responsibility of the entities to comply with applicable federal civil rights laws as a recipient of federal funds. The Department shall provide the Contractor with access to training developed by the OJP/OCR, which may be found at https://www.ojp.gov/about/ocr/ocr-training-videos/video-ocr-training.htm. The DOJ-funded employees of the Contractor shall complete the required training within 90 days of the start date of this Agreement and certify that the required training has been completed by signing the OCR Compliance Training Form. New employees shall complete the required training and provide a
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signed OCR Compliance Training Form to the Department within 90 days of the date of hire.
c. Monitoring: The Department shall ensure that the Contractor is complying with all applicable civil rights laws and procedures by completing the Federal Civil Rights Compliance Checklist, see Attachment 8, with the Contractor during site monitoring visits and desk audits.
7. It shall determine if an Equal Employment Opportunity Plan (EEOP) is required, pursuant to 28 C.F.R. 42.301 et seq. If the Contractor is not required to formulate an EEOP, a certification form shall be sent to the OJP/OCR and the Office of Personnel Management (OPM) indicating that an EEOP is not required. If the Contractor is required to develop an EEOP, but is not required to submit the EEOP to the OCR, a certification form shall be sent to the OCR and the Department certifying that an EEOP is on file which meets the applicable requirements. If the Contractor is awarded a grant of $500,000 or more, and has 50 or more employees, a copy of the EEOP shall be submitted to the OJP/OCR and OPM. Non-profit organizations, Indian Tribes, and medical and educational institutions are exempt from the EEOP requirement, but are required to submit a certification form to the OCR to claim the exemption (a copy of the form shall be submitted to the OPM). Additional information about the EEOP requirements may be found at https://www.ojp.gov/about/ocr/eeop.htm.
8. If the Contractor is a governmental entity:
a. It will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Policies Act of 1970, 42 U.S.C. § 4601 et seq., which governs the treatment of persons displaced as a result of federal and federally-assisted programs; and,
b. It will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-26, which limit certain political activities of state or local government employees whose principal employment is in connection with an activity financed in whole or in part by federal assistance.
G. Non-Supplanting: It is imperative that the Contractor understand that the nonsupplanting requirement mandates that grant funds may be used only to supplement (increase) a Contractor’s budget, and may not supplant (replace) state, local, or tribal funds that a Contractor, inclusive of any subcontractors, otherwise would have spent on positions and/or any other items approved in the Grant Budget if it had not received a grant award.
This means that if your agency plans to:
1. Hire new positions (including filling existing vacancies that are no longer funded in your agency’s budget), it must hire these additional positions on or after the official grant award start date, above its current budgeted (funded) level of positions.
2. Rehire personnel who have already been laid off (at the time of application) as a result of state, local, or tribal budget cuts, it must rehire the personnel on or after the official grant award start date, and maintain documentation showing the date(s) that the positions were laid off and rehired.
3. Maintain personnel who are (at the time of application) currently scheduled to be laid off on a future date as a result of state, local, or tribal budget cuts, it must continue to fund the personnel with its own funds from the grant award start date until the date of the scheduled lay-off and maintain documentation showing the date(s) and reason(s) for the lay-off. For example, if the grant award start date is July 1 and the lay-off is scheduled for October 1, then the grant funds may not be used to fund the officers until October 1, the date of the scheduled layoff.
Please note that as long as your agency can document the date that the lay-off(s) would occur if the grant funds were not available, it may transfer the personnel to the grant funding on or immediately
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after the date of the lay-off without formally completing the administrative steps associated with a lay-off for each individual personnel.
4. Documentation that may be used to prove that scheduled lay-offs are occurring for local economic reasons that are unrelated to the availability of grant funds may include (but are not limited to) council or departmental meeting minutes, memoranda, notices, or orders discussing the lay-offs; notices provided to the individual personnel regarding the date(s) of the layoffs; and/or budget documents ordering departmental and/or jurisdiction-wide budget cuts. These records must be maintained with your agency’s grant records.
H. Hatch Political Activity Act and Intergovernmental Personnel Act: The Contractor will comply with the Hatch Act of 1939, 5 U.S.C. 1501-08, and the Intergovernmental Personnel Act of 1970, as amended by Title VI of the Civil Service Reform Act of 1978, 42 U.S.C. 4728. Federal funds cannot be used for partisan political purposes of any kind by any person or organization involved in the administration of federally-assisted programs.
I. Health Insurance Portability and Accountability Act of 1996: To the extent that the Health Insurance Portability and Accountability Act (HIPAA) of 1996 is pertinent to the services that the Contractor provides to the Department under this Agreement, the Contractor assures that it is in compliance with the HIPAA requirements including the following:
1. The Contractor must not share any protected health data and information provided by the Department that falls within the HIPAA requirements except to a subcontractor, as appropriate under this Agreement.
2. The Contractor must require the subcontractor not to share any protected health data and information from the Department that falls under the HIPAA requirements in the terms and conditions of the subcontract.
3. The Contractor must only use the protected health data and information for the purposes of this Agreement.
4. The Contractor must have written policies and procedures addressing the use of protected health data and information that falls under the HIPAA requirements. The policies and procedures must meet all applicable federal and state requirements including the HIPAA regulations. These policies and procedures must include restricting access to the protected health data and information by the Contractor’s employees.
5. The Contractor must have a policy and procedure to report to the Department unauthorized use or disclosure of protected health data and information that falls under the HIPAA requirements of which the Contractor becomes aware.
6. Failure to comply with any of these contractual requirements may result in the termination of this Agreement in accordance with Section XI, Agreement Suspension/Termination, above.
7. In accordance with the HIPAA requirements, the Contractor is liable for any claim, loss, or damage relating to unauthorized use or disclosure of protected health data and information received by the Contractor from the Department or any other source.
XV. Unallowable Expenses and Activities:
• Costs in applying for this grant (e.g., consultants, grant writers). • Any expenses incurred prior to the date of this Agreement. • Any administrative costs not directly related to the administration of this Agreement. • Indirect cost rates or indirect administrative expenses (only direct costs permitted). FY2020
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• Personnel, including law enforcement officers, not connected to the project to which this Agreement refers. • Hazard pay. • Lobbying or advocacy for particular legislative or administrative reform. • Fundraising and any salaries or expenses associated with it. • Legal fees. • All travel including first class or out-of-state travel, unless prior approval by the Department is received. • Promotional items, unless prior approval by the Department is received. • One-time events, prizes, or entertainment (e.g., tours, excursions, amusement parks, sporting events), unless prior approval by the Department is received. • Honorariums. • Contributions and donations. • Management or administrative training or conferences, unless prior approval by the Department is received. • Management studies or research and development (costs related to evaluation are permitted). • Fines and penalties. • Losses from uncollectible bad debts. • Purchases of land. • Memberships and agency dues, unless a specific requirement of the project, unless prior approval by the Department is received. • Compensation to federal employees. • Military-type equipment such as armored vehicles, explosive devices, and other items typically associated with the military arsenal. • Purchasing of vehicles, vessels, or aircraft, including unmanned aerial systems, commonly referred to as UAS or drones. • New construction. • Service contracts and training beyond the expiration of this Agreement. • Informant fees, rewards, or buy money. • Expert witness fees. • Canines and horses, including any food and/or supplies relating to the upkeep of such animals. • Livescan devices for applicant prints including any related supplies. • Weapons, including tasers and any supplies for weapons. • Food, refreshments, and snacks.
Note: No funding can be used to purchase food and/or beverages for any meeting, conference, training, or other event. Exceptions to this restriction may be made only in cases where such sustenance is not otherwise available (e.g., extremely remote areas), or where a special presentation at a conference requires a plenary address where there is no other time for sustenance to be attained. Such an exception would require prior approval from the Department and the DOJ. This restriction does not apply to water provided at no cost, but does apply to any and all other refreshments, regardless of the size or nature of the meeting. Additionally, this restriction does not impact direct payment of per diem amounts to individuals in a travel status under your organization’s travel policy.
XVI. Conditions on Expenses: Costs must be reasonable and necessary. If required by the local jurisdiction, costs must be sustained by competitive bids. All contracts and subcontracts require prior approval by the Department. If detailed information is not included as part of the application process, the Contractor must submit a request seeking approval once the subcontractors are identified.
Individual consultant fees are limited to $650 (excluding travel, lodging, and meal costs) per day, which includes legal, medical, psychological, and accountant consultants. If the rate will exceed $650 for an eight-hour day, prior written approval is required from the Department. Compensation for individual consultant services is to be responsible and consistent with that paid for similar services in the marketplace.
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XVII. Conflict of Interest: The Contractor and the Department are subject to the provisions of 1968 PA 317, as amended, MCL 15.321 et seq., and 1973 PA 196, as amended, MCL 15.341 et seq.
XVIII. State of Michigan Agreement: This is a state of Michigan agreement and is governed by the laws of Michigan. Any dispute arising as a result of this Agreement shall be resolved in the state of Michigan.
XIX. Compliance with Applicable Laws: The Contractor will comply with applicable federal and state laws, guidelines, rules, and regulations in carrying out the terms of this Agreement. The Contractor will also comply with all applicable general administrative requirements such as OMB Circulars covering cost principles, grant/agreement principles, and audits in carrying out the terms of this Agreement.
XX. Special Certification: The individual electronically accepting this Agreement certifies by his/her acceptance that he/she is authorized to sign this Agreement on behalf of the Contractor.
XXI. Contractor Signature: The Authorized Official’s signature below represents the Contractor’s legal acceptance of the terms of this Agreement, including Certifications and Assurances.
Name of Contractor’s Authorized Official Signature of Contractor’s Authorized Official Date
Name of Department’s Authorized Official Signature of Department’s Authorized Official Date
Ms. Nancy Becker Bennett
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116 Save/Print RESET EXECUTIVE DOCUMENT SUMMARY
Submittal Dates Department: Planning/Comm. Dev. Executive Board Session Contact Person: ______Trudy Galla 09/08/2020 Telephone No.: ______231-256-9812 Source Selection Method VENDOR: ______F BidSelect One F Other: ______Address/ Account Number Phone: (Funds to come from):d ______573 (Mapping) & General Fund Phone: ______
Budgeted Amount: ______$ 43,000.00 Contracted Amount: ______$0.00
Document Description
F Board/CommitteeGrant Application Recommendation F Other ______
F Request to Waive Board Policy on Bid Requirements
Attached is a grant application to Michigan Municipal Risk Management Authority (MMRMA). This application is a request for reimbursement of 50% of the cost for new 6" aerials to be flown in the spring of 2021. The grant deadline is October 2. The estimated cost of the new aerials is $43,000. Final cost will be determined around December, after MiSAIL bids the aerials and contracts for the work. As noted during the Budget session of August 18, the Mapping Fund (573) includes $43,000 from the General Fund to cover the aerials. Any grant funds received for aerials would help to offset this cost. Additional Letters of Support from agencies/departments will be included with this application before it is submitted. If the Board approves this application, the RAP grant needs to be signed and dated and a copy of the motion from the meeting will be attached to the application.
Suggested Motion to approve the MMRMA RAP grant for 2021 aerials and submit it prior to the deadline of October 2, 2020. Recommendation:
08/25/2020 Department Head Approval: ______Date: ______117 Risk Avoidance Program (RAP) Certification/Accreditation Program (CAP)
Grant Application Submission Checklist
All applications must be COMPLETE by the published deadline in order to receive consideration for funding by the Membership Committee. MMRMA recommends that applications are submitted prior to the deadline in order for a timely review of your funding request and before presentation to the committee. Any applications that are incomplete or submitted past current deadlines will be held for review at a future committee meeting.
MMRMA reserves the right to refuse/return incomplete applications. All of the following MUST be completed/included with your grant application:
܆✔ Contact Information – The Membership Services Department welcomes a review prior to the grant deadline, applicant contact information will facilitate any follow-up discussion.
տ✔ Member Representative – The Member Representative is an individual within your municipality who has been designated as the primary contact with MMRMA. If you do not know the name of your Member Representative, please contact MMRMA.
տ✔ All sections of the application are answered completely, and address how grant funding for the product or service will reduce risk to your entity. One sentence answers are not sufficient. The quality and breadth of information contained in the grant application has an impact on the Membership Committee’s decision of whether to approve or deny funding.
տ✔ The application is typed. No exceptions.
տ✔ The budget page is complete.
տ✔ Supporting documentation is attached. Supporting documentation may consist of quotes, bids, invoices, purchase orders, sales agreements, board/commission meeting minutes or other documents that provide additional information about the project described in your application and the budget associated with that project.
տ✔ Applicant signature.
տ✔ Member Representative signature – As defined previously, this individual is MMRMA’s primary contact; the Member Representative must sign the grant application indicating approval to submit for grant funding.
118 Risk Avoidance Program (RAP) NEW PROJECT APPLICATION FORM
PROJECT NAME: Leelanau County 2021 Aerials
MUNICIPALITY NAME: Leelanau County
DEPARTMENT INVOLVED: 9-1-1 / Building Safety / Planning / Equalization
ADDRESS: 8527 E. Government Center Dr.
PROJECT CONTACT: Trudy Galla, AICP, Planning Director
DIRECT DIAL PHONE: 231-256-9812 E-MAIL*: [email protected]
ALTERNATE CONTACT (If Any): Chet Janik, County Administrator
DIRECT DIAL PHONE: 231-256-8100 E-MAIL: [email protected]
MMRMA MEMBER REPRESENTATIVE**: Chet Janik, County Administrator
PROJECT START DATE: March 2021 PROJECT END DATE: August 2021
*MMRMA will email confirmation of receipt and date of application review. If you do not receive this information, please check with MMRMA to ensure your application was received.
**The Member Representative is an individual within your municipality who has been designated as the primary contact with MMRMA. If you do not know who your designated Member Representative is, please contact MMRMA.
Submit completed applications to: Cara Ceci, Manager of Risk Management Services Email: [email protected] Mail: 14001 Merriman Road Livonia, MI 48154
Page 1 of 6 RAP Grant Application Form Version #RAP-72019 119 MMRMA Risk Avoidance Program (RAP)
Please understand and be aware that MMRMA’s Membership Committee reviews your grant prior to determining whether or not they will support the described project. Please take the time and effort to explain to them how your project will reduce claims or mitigate risk, exposure to litigation, etc. The quality and breadth of information provided can impact the Membership Committee’s decision to approve or deny funding. All pages and sections of the application form MUST be complete prior to submission. Incomplete applications will not be accepted.
1. Provide a detailed description of project (if necessary, attach separate pages):
The State of Michigan has been working since 2004 to acquire high resolution digital aerial photography. The Michigan Statewide Authoritative Imagery & LiDAR (MiSAIL) program, has been the State of Michigan's imagery program for 6 years and has contracts to obtain high resolution statewide digital aerial photography and LiDAR services. One of the goals with these contracts is to create an avenue for State, Local and Federal government entities to acquire high quality imagery and LiDAR data.
Leelanau County is one of 21 counties that will be flown in spring of 2021 under the MiSAIL program. The MiSAIL program divides the state into four (4) different regions for aerial acquisition. If Leelanau County does not participate in the 2021 acquisition, it will be 2025 before the county is flown again.Leelanau County is interested in purchasing 6" resolution aerials which will be added to the county's website (www.leelanau.cc) and available for use by various county agencies, local municipalities, and the general public. The cost of the 6" aerials for Leelanau County is estimated by MiSAIL at $43,000. (Final costs will be determined around December of 2020 once MiSAIL obtains bids and completes a contract with a vendor for the aerial flight).
Leelanau County has utilized 6" aerials for the last three (3) aerial flights. The county's most recent aerials are from spring of 2017. The county has recently switched to a 'point' file system for placing addresses on structures. This is a new system and a more accurate system that places the numbers on the structures, not on the parcel. Putting this point system into use has resulted in the discovery of numerous errors: structures that do not have addresses, structures which have no record of permits being pulled, structures identified as a storage unit when in fact they are being used for residential use, etc. New aerials will allow staff to work at home or in the office to review these issues. COVID-19 has decreased much field work for county and local officials. There are also 25,866 parcels in the county so it is not feasible to do site visits all the time.
Another example where new aerials would be beneficial is shoreline erosion. We can use existing data and leverage the new data to measure and assess the impact of elevated water levels throughout the County. Leelanau County is a Peninsula and few counties can boast the shoreline responsibility of Leelanau. Purely for that reason, it is imperative we obtain the 2021 aerial photography so that we can use that data as a reference to the all-time historical high water mark. The aerials can also afford us the ability to assess preventative measures implemented by the Michigan Department of Transportation (MDOT) and private landowners to protect their infrastructure and/or property from rising waters. We will be able to see which solutions were most effective and those that were perhaps not so successful.
The project timeline and budget are set; the aerials are taken at specific times and we are asking for funds to obtain the most recent aerial information within our 2021 budget. Leelanau County may be one member within MMRMA, but this project directly affects at least a third of the County Departments, as well as local townships and villages.
The County is requesting 50% of the cost under this RAP grant and will explain in this application how new aerials will help mitigate risk, and exposure to litigation, as well as enhance the county's ability to provide accurate services through various agencies.
(See attached information from the MiSAIL website).
Page 2 of 6 RAP Grant Application Form Version #RAP-72019 120 Keweenaw MiSAIL Regional Imagery Acquisition Planning
Keweenaw
Houghton
Ontonagon Baraga
Gogebic Marquette Luce Alger Chippewa Iron Schoolcraft Mackinac Dickinson Delta
Charlevoix Menominee Emmet Cheboygan Presque Isle Charlevoix Leelanau Otsego Alpena Antrim Montmorency Leelanau Grand Traverse Kalkaska Crawford Oscoda Alcona Benzie
Iosco Manistee Wexford Missaukee Ogemaw Roscommon
Acquisition Regions Arenac Mason Lake Osceola Clare Gladwin Huron
Year - Sq. Miles Bay Oceana Mecosta Isabella Midland Newaygo 2020 - 18,020 Tuscola Sanilac Saginaw 2021 - 16,327 Muskegon Montcalm Gratiot Lapeer Kent Genesee St. Clair 2022 - 12,371 Ottawa Ionia ClintonShiawassee
Macomb 2023 - 11,659 Oakland Allegan Barry Eaton Ingham Livingston
Van Buren Wayne Kalamazoo Calhoun Jackson Washtenaw
Monroe Berrien Cass St. Joseph Branch Hillsdale Lenawee
Produced by: Everett Root, DTMB/CSS, August 20, 2019 121 8/25/2020 SOM - Michigan Statewide Authoritative Imagery & LiDAR Program
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122 https://www.michigan.gov/som/0,4669,7-192-78943_78944_78949_78952_63834---,00.html 1/1 2. What is the problem you are trying to solve?
1.) Accurate location of structures for emergency and fire response.
2.) Accurate location of structures to confirm the permit process has been followed properly and structures have been constructed and inspected prior to occupancy.
3.) Accurate location and identification of structures (and additions) for assessing property values and the corresponding tax values for collection of taxes.
4.) Accurate location of structures for mapping in order to identify setbacks from roads, right-of-ways, and shoreline, along with tracking changes in high water levels and potential erosion areas.
3. How will this project & plan of action help to solve the problem?
9-1-1 Dispatch utilizes aerial photography to provide accurate identifying information for responding Emergency Services personnel. Accurate information is imperative to responder safety, improves response times to citizens in need, and lessens the threat to the lives and/or property of Leelanau County citizens and visitors. Location of access roads and the existence or removal of outbuildings changes frequently; it is essential for Emergency Services personnel to have the most accurate information to eliminate risks or delays while responding to the scene. As an example, we recently identified eight (8) homes that are using a private easement to access their homes yet they are all numbered off the main (county) road. This could have resulted in delays and confusion getting to the proper address. This private easement will now be identified and properly signed as a private road with the homes addressed off this private road.
Emergency Management also utilizes aerial photography to include in emergency and response planning. Many locations around the County have hazardous chemicals on site and the planning process requires all residences within a specific radius be included in plans for emergency response. It is essential to have accurate aerial photography so any new construction is included in these response plans. Emergency Management also utilizes aerial photography for Damage Assessment during a disaster response. Damage Assessment Teams have a responsibility to complete preliminary damage assessment within 72 hours of the onset of a disaster and accurate aerial photography is fundamental in ensuring these teams fulfill their responsibility effectively and efficiently, otherwise Leelanau County may not be eligible for any Disaster Assistance from the State and Federal Government. (use example of March 2015 storm)
The Building Safety department would avoid legal entanglements and the risk of lawsuits by using enhanced aerial photos to identify structures which were not properly permitted, and are now hazardous or potentially hazardous structures.
Property assessments must be at 50% of True Cash Value in Michigan and assessment roll postings by assessors such as adjustments, additions and losses are critical for millage reduction fractions which are compounding and affect budgets which are strained by COVID-19. Failure to properly identify new structures and additions results in an over-reduction in millage rates. One of the tools used by assessor’s and the Leelanau County Equalization Department to identify new construction is building permits to assist with proper assessment roll postings. Often, building permits are not obtained. If those parcels sell and the sales ratio indicates it is not at 50% then the assessor adjusts the parcel which rolls back the millage. With COVID-19, it has become difficult for assessors to be in the field. There is technology using aerials called sketch verification. Sketches are validated based on current imagery and a product is delivered with geoferenced building layer where each building is scored according to its variance of what actually exists on each parcel. This technique allows assessors to focus on the problems and not have to do a site visit to those parcels that have no issues. The statistics for one company (Apex) found that after processing more than 2 million parcels in over 50 jurisdictions, on average, 43% of the sketch data did not match what’s currently on the ground. This business cannot afford to be 43% wrong! Current, good resolution imagery is critical to the assessing world for fairness and equity. This equates to proper taxes being applied to properties which results in proper taxes distributed to the local schools, road commission, senior services, public transportation, townships, villages and the county. Errors mean less tax money going to these agencies.
The use of new 6" aerials allows work to be done in the office to determine slopes of hillsides where driveways or residential homes are planned and whether or not soil erosion permits or special requirements are needed for the construction and for driveways. It also enables the Drain Commissioner to identify where water levels have changed and there is increased risk of erosion, run-off, and other problems that need to be handled with permits and proper installation of silt fencing and other preventative measures during construction or remodeling.
Page 3 of 6 RAP Grant Application Form Version #RAP-72019 123 4. Does the project duplicate or incorporate previous attempts to solve the problem? (If yes, please explain.)
YES ✔ NO
5. If benefits of this project will aid or involve other departments, agencies, municipalities, or organizations, please describe and list (Letters of support are encouraged; please attach):
9-1-1 Emergency Management / Sheriff's office - better response time, accurate location of roads and buildings, especially with regard to situations involving hazardous materials or requiring evacuation.
Local Fire and Ambulance Departments - better response time, accurate location of roads and buildings, especially with regard to situations involving hazardous materials or requiring evacuation.
Drain Commissioner - newer 6" aerials allows comparison with prior years in determining high water areas, flooding or flooding concerns, and issues of erosion.
Planning & Community Development - these aerials will allow more accurate location of structures for attaching addresses (to a point file on the structure), and will also be used for planning and zoning purposes.
Equalization Department - proper identification of structures and additions for assessing and tax purposes.
Building Safety Department - reduce the risk of lawsuits by identifying (through aerials) structures that have been built without proper permits.
Page 4 of 6 RAP Grant Application Form Version #RAP-72019 124 6. Additional Information:
Better data through the use of new aerials means better capabilities for making decisions and better decisions result in saving money, and reducing risk of errors, lawsuits and legal issues. The County is currently using aerials from 2017 for use and decision making by many departments, agencies, private businesses, and the general public. Field checks of every parcel (25,866) in the county by staff are not feasible; therefore, new aerials are vitally important.
Better data allows fire and emergency personnel to determine how difficult it may be to get to a home in the case of an emergency and to provide input on slopes and access during construction. New aerials allow equalization department and local assessors to be able to verify construction and any additions on sites in order to properly access parcels for taxes - which then benefits local communities and the schools and other taxing jurisdictions by having appropriate taxes applied to property. Our aerials have also been used for: * Creation of maps with aerial overlay to print and use for search and rescue operations. * Creation of maps with aerial overlay to print as Exhibits in court cases involving vehicle accidents, breaking/entering, etc.
Leelanau County is a Peninsula and bordered on 3 sides by Lake Michigan, plus there are many inland lakes and hills and valleys. Many areas of the county have little or no internet capabilities. There are areas where cellular service and online mapping just don't work, and hard copies of maps and aerials are especially important when trying to navigate these areas, find structures, or conduct search and rescue/recovery. After the straight line wind storms in August of 2015, the Damage Assessment team was required to go out in the field and report damage within 72 hours of the event. Because of the extensive damage to trees, power lines, infrastructure and buildings, it was difficult to identify locations from the ground, and it was easy to get turned around in many areas. The use of printed maps/aerials allowed the Damage Assessment team to navigate most areas, interact with homeowners, and report their findings. Accurate aerials can provide us a better understanding when power lines and other above ground utilities are affected. Attached photos from the 2015 storm (Alligator Hill, S Dune Hwy, S Glen Lake Rd, W Glen Eden Dr) illustrate the importance of accurate aerials in order to estimate the amount of destruction to public and private land. New aerial photos would allow us to best predict the number of trees taken down in a storm, the number of structures involved, and the roadways and driveways impacted.
The Damage Assessment documents can help explain why accurate aerials are important for assessing and reporting damage to our state and/or federal partners. The Leelanau County Damage Assessment document is a generic overlay of the County with crude indications of damaged locations. The Glen Arbor BS&A document is an example of why higher resolution is necessary when mapping areas of destruction, which would have provided us with a tighter zoom and overlay of the area. The DAMAGE ASSESSMENT FINAL document is a representation of the financial losses that widespread damage created from the August 2015 storm. The ability to accurately report this damage is of utmost importance - it is the different between getting financial assistance, or not.
Finally, the NWS Time-lapse Slide document is an animated time-loop of the storm passing through the state. We could use this data along with our aerial photos to do preliminary assessments and plan our team strategies for deploying Damage Assessment personnel.
Page 5 of 6 RAP Grant Application Form Version #RAP-72019 125 Grant Application Budget Worksheet Please provide supporting documentation that aligns with the budgetary information. Supporting documentation may consist of quotes, bids, invoices, purchase orders, sales agreements, board/commission meeting minutes, or other documents that provide additional information about the project described and the budget associated with that project. Large project funding requests should include an itemized list of budget expenses that cross-reference supporting attachments so that it is clear what various components of the project cost. Grant funds requested should not exceed 50% of the overall project budget. If grant is approved, MMRMA requires a copy of the invoice (not a purchase order or purchase requisition) and the cancelled check in order to provide grant reimbursement.
TOTAL PROJECT COST: $ 43,000
OTHER SOURCES CONTRIBUTING FUNDS: (Please list below) Organization: Amount: Leelanau County
TOTAL FROM OTHER SOURCE: $
RAP FUNDS REQUESTED: $ 21,500
Signature of applicant: Date:
Print Name (Member Representative): Chet Janik Title:
Signature (Member Representative): Date:
Page 6 of 6 RAP Grant Application Form Version #RAP-72019 126 ZŽĂĚƐĐůŽƐĞĚŝŶ'ůĞŶƌďŽƌ͕ƵŐƵƐƚϮϬϭϱ^ƚŽƌŵ͘dƌĞĞƐĂŶĚƉŽǁĞƌůŝŶĞƐĚŽǁŶ͘ĐĐƵƌĂƚĞĂŶĚƵƉͲƚŽͲĚĂƚĞ ĂĞƌŝĂůƐĂůůŽǁďĞƚƚĞƌĐŽŵƉĂƌŝƐŽŶŽĨ͚ďĞĨŽƌĞĂŶĚĂĨƚĞƌ͛ĂŶĚŐƵŝĚĞĨŝƌĞĂŶĚĞŵĞƌŐĞŶĐLJƌĞƐƉŽŶĚĞƌƐĂƐǁĞůůĂƐ ĂŵĂŐĞƐƐĞƐƐŵĞŶƚƚĞĂŵƐĞŶƚĞƌŝŶŐƚŚĞĨŝĞůĚ͘DŽƐƚŽĨƚŚĞĐŽƵŶƚLJǁĂƐǁŝƚŚŽƵƚƉŽǁĞƌ͕ĂŶĚǁŝƚŚŽƵƚĐĞůů ƐĞƌǀŝĐĞ͘,ĂƌĚĐŽƉŝĞƐŽĨĂĞƌŝĂůƐĂŶĚŵĂƉƐĂƌĞĞƐƐĞŶƚŝĂůĚƵƌŝŶŐƚŚĞƐĞƚLJƉĞƐŽĨĞǀĞŶƚƐ͕ĂŶĚĐƌŝƚŝĐĂůĨŽƌƌĞƐƉŽŶĚŝŶŐ ǁŝƚŚŝŶϳϮŚŽƵƌƐǁŝƚŚĚĂŵĂŐĞĂƐƐĞƐƐŵĞŶƚƌĞƉŽƌƚƐĂŶĚĞƐƚŝŵĂƚĞƐŽĨƚŚĞĐŽƐƚŽĨĚĂŵĂŐĞ͘
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128 Damage Assessment Incident: 2015-08-02-Statewide-Severe Thunderstorms
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Cat E Cat B Cat C Cat D Cat G Cat A (Public Cat F Est Dollar (Emergency (Roads (Water (Parks and Est Dollar Total # # Major # Minor (Debris Buildings (Public EM Program # Affected Loss Protective and Control Rec. Loss Estimated Last Updated Destroyed Damage Damage Removal and Utilities (Private) Measures Bridges Facilities Facilities (Public) Dollar Loss Sites) Equip. Sites) Sites) Sites) Sites) Sites) Sites) County of $32,000 $0 $0 $0 $0 $600,000 $0 08/19/2015 03410 $0 $632,000 $632,000 Antrim (1) (0) (0) (0) (1) (0) (0) 11:19:37 County of $6,000 $800 $4,212 $0 $0 $0 $0 08/06/2015 0000 $0 $11,012 $11,012 Benzie (20) (4) (0) (0) (0) (0) (0) 09:57:40 County of $65,746 $0 $0 $0 $0 $1,100,000 $0 08/27/2015 0 10 37 44 $920,327 $1,165,746 $2,086,073 Crawford (0) (0) (0) (0) (0) (0) (0) 09:12:52 County of $1,851,096 $0 $100,000 $38,158 $35,500 $900,000 $200,000 08/28/2015 Grand 9 35 144 215 $12,263,589 $3,124,754 $15,388,343 ( 276 ) (0) (0) (0) (1) (0) (12) 12:32:10 Traverse County of $25,000 $0 $0 $0 $10,000 $0 $0 08/20/2015 6 1 3 2 $330,000 $35,000 $365,000 Huron (3) (0) (0) (0) (1) (0) (0) 15:29:11 County of $35,000 $0 $0 $0 $0 $0 $0 08/05/2015 0 0 41 0 $45,000 $35,000 $80,000 Kalkaska ( 102 ) (0) (0) (0) (0) (0) (0) 22:13:59 County of $5,312,500 $0 $0 $0 $15,000 $225,000 $200,000 08/25/2015 2 19 74 626 $23,995,829 $5,752,500 $29,748,329 Leelanau (0) (0) (0) (0) (0) (0) (0) 08:56:26 County of $762,000 $65,000 $0 $0 $28,500 $68,000 $2,000 08/25/2015 0 3 6 345 $32,675,450 $925,500 $33,600,950 Ogemaw ( 381 ) (69) (0) (0) (3) (71) (2) 18:28:46 County of $0 $0 $0 $0 $5,000 $0 $0 08/05/2015 0 0 0 1 $1,000 $5,000 $6,000 Wexford (0) (0) (0) (0) (1) (0) (0) 13:34:18 - 17 71 346 1,233 $70,231,195 $8,089,342 $65,800 $104,212 $38,158 $94,000 $2,893,000 $402,000 $11,686,512 $81,917,707
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133 134 135 Save/Print RESET EXECUTIVE DOCUMENT SUMMARY
Submittal Dates Department: Treasurer ✔ Executive Board Session Contact Person: ______John Gallagher/Laurie Spenc 09/08/2020 Telephone No.: ______231-256-9838 Source Selection Method VENDOR: ______A.S.K. Services, Inc. F BidNegotiated F Other: ______Address/ Account Number Phone: (Funds to come from):d ______516.000.000.801.000 Phone: ______
Budgeted Amount: ______$0.00 Contracted Amount: ______Ψϭϴ͕ϬϬϬͲΨϮϱ͕ϬϬϬ______
Document Description
F■ Board/CommitteeProfessional Service Recommendation F Other ______
F Request to Waive Board Policy on Bid Requirements
The Leelanau County Board of Commissioners approved a contract with ASK Services, Inc. in June for the purpose of identifying ownership to place 40 parcels on the tax roll. ASK Services has done preliminary research and has identified approximately 33 parcels that require more complex title searches and has requested an Addendum to the contract estimating the total project to be between $18,000 and $25,000.
Suggested To approve the Addendum to the agreement with ASK Services, Inc. in an amount Recommendation: not to exceed $25,000 with funds to come from 516.000.000.801.000.
09/03/2020 Department Head Approval: ______Date: ______136 ASK Services, Inc. 40600 Ann Arbor Road East Suite 200 Plymouth, MI 48170 734-983-9040 (phone) 734-983-9041 (fax) [email protected]
Proposal for Title Search Services for
Leelanau County
Addendum
Submitted to County of Leelanau Administrator’s Office, Michigan RFP LCAO-RFP-2020-002
137 Quotation for Determining Ownership of Parcels with Unknown Ownership
The Leelanau County Treasurer has requested that we quote on the determination of ownership for a list of approximately 33 parcels whose ownership is unknown.
ASK Services, Inc. has done preliminary research on these parcels. We divide the parcels into three groups: • Most of the parcels would be $750. • Two of them are clearly more complex and would be at least $1500. • Six of them might be somewhere between $200 and $1000, depending on the railroad involvement or the usefulness of the plat. • In total, we estimate that this project would be between $18,000 and $25,000.
Results cannot be guaranteed. The quote for the first group includes up to 8 hours of research time. If we have expended 8 hours of research without identifying the owner, we will come back to you and: • Report our findings up to this point • Project what we believe it will take to complete the search and estimate the fees • Recommend what the course of action should be according to our judgment
For the second group, if during the process of the research, it becomes clear that we will not be able to complete the research for the quoted amount, we will call and give a refined estimate before going over the $1500 figure.
For the third group, we will complete the research since you would be approving an expenditure of up to $1000 each.
Research on these parcels would be completed before the end of the year provided that approval to start the project is granted on or before October 1st.
A.S.K. Services, Inc. CONFIDENTIAL pg. 2
138 139
LEELANAU COUNTY BOARD POLICY
GENERAL SUBJECT: Administration (Administrator)
SPECIFIC SUBJECT: Non-Union Personnel Policy Adopted: 01/14/1986 Formatted: Tab stops: 4.38", Left + 6.44", Right + Not Revised: 02/02/1994 at 4.62" + 5.62" Revised: 01/01/2000 Formatted: Left, Tab stops: 4.38", Left + 6.44", Right + Revised: 05/17/2005 Not at 4.63" + 6.42" Revised: 11/18/2008 Formatted: Left, Tab stops: 4.38", Left + 6.44", Right Revised: 01/01/2010 Revised: 04/21/2015 Revised: 02/19/2019 Revised: 09/15/2020 Formatted: Left, Tab stops: 4.38", Left + 6.44", Right
APPLIES TO: Non-Union County Employees This policy is not applicable to elected county positions.
PURPOSE: This policy should not be construed as creating a contract between the County and any of the applicable employees. The interpretation and operation of the benefits noted herein are within the sole discretion of the Leelanau County Board of Commissioners (hereinafter referred to as the “County Board.”) Benefits outlined in this policy may be added to, expanded, reduced, deleted, or otherwise Deleted: deleted modified by the Leelanau County Board of Commissioners and any such modifications in this policy shall be solely within the discretion of the County Board.
The County reserves and retains, solely and exclusively, all rights to manage and operate its affairs and neither the constitutional nor the statutory rights, duties and obligations of the County shall in any way whatsoever be abridged by the terms of this policy.
Just as any employee may resign at any time for any reason, the County reserves the right to terminate an employee with or without cause, and with or without notice, at any time. The County/Employee relationship is one of employment “at will” and no representative of the County has authority to enter into any agreement for employment for any period of time or to make any agreement contrary to the foregoing. An employee shall not rely upon custom or prior practice. The fact that this policy may have been applied differently in the past does not affect their current or future enforcement.
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Table of Contents
1. Types of County Positions ...... 3 A. Regular Full Time Positions ...... 3 B. Regular Part Time Positions ...... 3 C. Grant Positions ...... 3 D. Temporary Positions ...... 3 2. Pay Periods and Overtime ...... 3 A. Pay Period ...... 3 B. Overtime Compensation ...... 3 C. Time Records ...... 4 3. 401(a) Plan/Longevity Pay, and Retirement Plans ...... 4 A. 401(a) Plan/Longevity Pay ...... 4 B. Retirement Plans ...... 4 4. Normal Workweek ...... 5 5. Legal Holidays ...... 5 6. Leaves of Absence ...... 6 A. Vacation Leave ...... 6 B. Personal Days ...... 7 C. Bereavement Leave ...... 9 D. Leave for Jury or Court Duty ...... 10 E. Military Leave ...... 10 F. Family and Medical Leave ...... 10 G. Unpaid Personal Leave ...... 10 7. Insurance Benefits...... 11 A. Health Insurance ...... 11 B. Sick and Accident Insurance ...... 11 C. Workers Compensation ...... 12 D. Life Insurance ...... 12 8. Travel Expenses ...... 13 9. Inclement Weather...... 13 10. Tuition Reimbursement ...... 14 11. Rules of Conduct ...... 14 12. Complaint Procedure ...... 18 Acknowledgment ...... 21
Attached hereto are: Drug Free Work Environment Policy Equal Employment Opportunity Policy Family Medical Leave Act Policy Information Technology Resources Policy Sexual Harassment Policy Travel Policy
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1. Types of County Positions
A. Regular Full-Time Positions. Employees hired to perform year-round work and who Deleted: year round work a normal workweek shall be considered regular full-time employees.
Generally, regular full-time employees are regularly scheduled to work a thirty-five (35) hour workweek.
Certain specifically designated regular full-time employees are scheduled to work a thirty-seven and one half (37½) hour workweek and/or a forty (40) hour workweek.
B. Regular Part-Time Positions. Employees hired to perform year-round work but who Deleted: year work less than the normal workweek shall be considered regular part-time employees.
C. Grant Positions. Employees hired to perform work pursuant to a state or federal grant shall be considered grant employees.
D. Temporary Positions. Employees hired for a limited period of time for either full or part-time employment shall be considered temporary employees. A temporary employee shall be hired for a period not to exceed twenty-six (26) weeks, and shall receive Social Security and Workers’ Compensation benefits and are not eligible for any other fringe benefits.
2. Pay Periods and Overtime
A. Pay Period. The County payroll shall be prepared on a bi-weekly basis and payroll checks shall be issued no later than 4:00 p.m. on the Thursday following the close of the payroll period. When emergency conditions make this impossible, paychecks shall be issued and distributed as soon as possible thereafter.
B. Overtime Compensation. Leelanau County generally attempts to discourage overtime. However, on rare occasions when overtime is required, the County will compensate employees eligible under the Fair Labor Standards Act (“FLSA”) as follows: Work in excess of forty (40) hours per week will be considered overtime and shall be compensated at a rate of one and one half (1½) times the base hourly rate computed and paid in the payroll period in which the time was worked.
All overtime must have prior approval of the employee’s Supervisor and shall be based on hours worked.
The above-described compensation for hours worked beyond the normal workweek does not apply to managerial and professional employees of the County who are exempt from overtime by the FLSA.
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C. Time Records. At the completion of a payroll period, each employee shall prepare, submit, and sign an approved timesheet. Timesheets shall be the basis for preparing payroll and recording deductions from accumulated vacation, personal and other types of leave taken by employees. Timesheets shall be submitted to the Accounting Department by 10:00 a.m. the Monday following the end of the pay period, unless requested earlier due to a holiday.
3. 401(a) Plan, Longevity Pay, and Retirement Plans
A. 401(a) Plan or Longevity Pay.
Employees hired on or after January 1, 2015, will not be eligible for Longevity Pay.
For employees hired before January 1, 2015, Leelanau County will match employee contributions for those regular full-time employees who choose to participate in an approved 401(a) Plan as the schedule below illustrates. For those regular full-time employees who do not choose to participate in an approved 401(a) Plan, the Longevity Pay for the calendar year is shown under the column marked “Longevity Pay.” Annual contributions shall be made on the employee’s anniversary date provided the employee’s contribution has matched the longevity amount. Thereafter, bi-weekly payments will be made matching the employee’s contribution until the longevity payment is complete.
Employees must indicate their plan selection (401(a) Plan or Longevity Pay) prior to December 15 of the year preceding the year in which they will reach their 2nd anniversary with the County on a form provided by the Accounting Department. This one-time only decision is irrevocable.
Length of Employee Max. County Longevity Employment Contribution Contribution OR Pay
2-4 Years $300.00 $300.00 $200.00 5-9 Years $600.00 $600.00 $500.00 10-14 Years $800.00 $800.00 $700.00 15+ Years $1,000.00 $1,000.00 $800.00
Part-time employees are not eligible for the 401(a) Plan or for Longevity Pay. If an employee changes from part-time to full-time status, the employee’s start date of full-time employment will be used for the purpose of computing benefits.
B. Retirement Plans.
1. Municipal Employees Retirement System. All regular full-time and regular part-time employees shall be members of the Michigan Municipal
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Employees Retirement System. The County shall offer the MERS B-4 Plan (Defined Benefit), 50/25, FAC 5, vesting 10 years, no member contribution.
For new employees hired on or after March 21, 2012, the County shall offer the MERS B-2 Plan (Defined Benefit), age 60, FAC 5, vesting 10 years, member contribution of 2%.
2. Deferred Compensation. The County shall make available to all regular full- time and regular part-time employees a plan for deferred compensation until such time that the employee terminates his/her employment with the County by retirement or otherwise. This benefit is voluntary on the part of the employee.
4. Normal Workweek
Leelanau County offices shall normally be open five (5) days each week, Monday through Friday, from 9:00 a.m. to 5:00 p.m., except for legal holidays designated in this policy. Employees will receive a one (1) hour unpaid lunch break.
The normal workweek for Leelanau County employees shall be thirty-five (35) hours per week, except for employees specifically designated to work a thirty-seven and one half (37½) hour workweek and/or a forty (40) hour workweek.
5. Legal Holidays
A. The following holidays shall be observed as legal holidays by the County:
1. New Year’s Day 7. Labor Day 2. Martin Luther King, Jr. Day 8. Veterans Day 3. Presidents’ Day 9. Thanksgiving Day 4. Good Friday - Four (4) hours 10. Friday after Thanksgiving Day in the afternoon 11. Workday before Christmas Day 5. Memorial Day 12. Christmas Day 6. Independence Day
B. Most County offices shall be closed on these designated holidays except those offices furnishing continuous services seven (7) days per week or where circumstances make such work necessary.
C. Whenever one of the above-designated holidays falls on a Sunday, the Monday following shall be considered the official holiday and whenever one of the above- designated holidays falls on a Saturday, the immediate preceding workday shall be considered as the official holiday.
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D. Whenever a legal holiday falls within a period an employee is on authorized personal days or vacation leave, that legal holiday shall not be deducted from the employee’s personal days or vacation leave accumulation.
E. To be eligible for holiday pay, an employee must work a full regular scheduled workday before and after the holiday, unless the employee is on authorized vacation leave or personal days.
F. Regular part-time employees, who are regularly scheduled to work on the day a holiday is observed, shall observe the holiday and be compensated for the number of hours they were scheduled to work.
6. Leaves of Absence
A. Vacation Leave.
1. Regular full-time employees who have completed one (1) year of continuous employment with the County since their last hiring date shall earn vacation leave as set forth below: After: Maximum 1 year 6 days 2 years 12 days 5 years 18 days 10 years 20 days 15 years 22 days Vacation leave shall be accrued on the employee’s anniversary date. Vacation leave may be taken in increments.
2. Vacation leave shall be taken with the permission of the employee’s Supervisor and shall be scheduled as far in advance as possible.
3. Employees shall not be entitled to take vacation leave the first year Deleted: take of employment with the County.
4. Vacation leave may not be taken prior to being earned.
5. Employees, while on personal days, shall continue to earn vacation leave.
6. Employees on a 35-hour workweek shall not be permitted to accumulate unused vacation leave beyond two hundred ten (210) hours, (thirty (30) days.)
7. Employees on a 37½-hour workweek shall not be permitted to
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145 accumulate unused vacation leave beyond two hundred twenty-five (225) hours, (thirty (30) days.)
Employees on a 40-hour workweek shall not be permitted to accumulate unused vacation leave beyond two hundred forty (240) hours, (thirty (30) days.)
8. Regular part-time employees shall earn vacation leave based upon their length of continuous service to the County, such vacation leave being prorated on the ratio of regularly scheduled hours worked to the normal hours of the workweek.
9. Vacation leave shall apply to regular full-time and regular part-time employees only.
10. Benefits Upon Separation. After completing one (1) year of service, employees who leave the employ of the County prior to their anniversary date in any year will receive prorated pay for accrued, but not yet credited, vacation time for that year, in addition to any other unused accrued vacation time earned.
Employees who leave the employ of the County may receive pay for accrued but unused vacation leave in any of the following circumstances:
• If an employee retires in accordance with the retirement plan currently in effect.
• If an employee resigns from employment and a minimum of two (2) Commented [CG1]: See comment below regarding use of weeks advance notice is given. days verses hours. Deleted: D • If an employee is laid off and requests payment of vacation leave Deleted: six pay, provided, however, that such vacation leave pay shall be Deleted: 6 designated to the period of the layoff. Deleted: six
6 Employees who are terminated from their employment with the County Deleted: are not entitled to receive pay for accrued but unused vacation leave. Commented [CG2]: Is time accrued or is time credited automatically? If going to accrue, it has to be at the rate of 1 hour for every 35 worked. Based on the below, it’s not clear B. Personal Days. This Section shall be subject to the Michigan Paid Medical Leave if the preference is accrual or the automatic deposit of time. Act, 2018 PA 369. During the first three (3) months of employment with Leelanau I ask this because there’s a presumption of compliance with County, an employee shall not be entitled to take personal days. However, after the Act if the County provides at least 40 hours of paid leave an employee has completed three (3) months of employment with the County, to eligible employees each benefit year (the12-month he/she shall be entitled to take personal days. An employee must notify his/her period used by the County to calculate an eligible employee’s benefits). This includes, but isn’t limited to, paid Supervisor prior to taking personal days. vacation time, time off and personal days. Deleted: the 1. Effective January 1, 2015, new hires shall receive eight (8) personal days Deleted: accrued from the date of employment File Name: Board Policy re Non-Union Personnel Policy Page 10 of 21
146 annually. Hourly personal time has been eliminated. Commented [CG3]: Was this intended to mean use of personal time in hourly increments is eliminated? Or intended to mean the accrual of hours has been eliminated? 2. Regular full-time employees hired prior to January 1, 2015, who are scheduled to work a thirty-five (35) hour workweek, shall be credited on Deleted: Section Break (Next Page) January 1st of each year with twelve (12) personal days, and an additional Deleted: each seven (7) personal hours of leave to be used on an hourly basis.
3. Regular full-time employees hired prior to January 1, 2015, who are Deleted: scheduled to work a forty (40) hour workweek, shall be credited on January 1st of each year with twelve (12) personal days, and an additional eight (8) personal hours of leave to be used on an hourly basis.
4. Regular part-time employees shall be credited with personal days on a prorated basis. Commented [CG4]: Need to make sure part-time employees are eligible based on hours worked and term of st employment. Under the Act, there are 12 exemptions from 5. New hires employed after January 1 of each year shall receive prorated eligibility. personal days in relation to the number of months left in the year. Two of the main ones incude:
6. One (1) personal day shall equal seven (7) hours, seven and one half (7½) 1) An individual employed by the County for 25 weeks or hours, or eight (8) hours, depending on the employee’s work schedule, at fewer in a calendar year for ajob scheduled 25 weeks or the employee’s regular hourly rate of pay when he/she takes a personal day. fewer, and 2)An individual who worked, on average, fewer than 25 hours per week during the immediately preceding 7. Employees shall normally give the Employer at least forty-eight (48) hours calendar year.
advance notice of their intent to use a personal day unless sickness or injury Commented [CG5]: The Act requires that paid medical prevents same. Personal days will normally be granted unless an emergency leave be used in 1-hour increments unless the employer has exists or required staffing cannot be scheduled. a different increment policy in place. Do you want to continue to mandate personal time be used by the day rather than by the hour? 8. Employees who leave the employ of the County, other than for retirement, Deleted: Personal days may be taken in shall have that year’s personal leave pro-rated in relationship to the number increments. of months worked in the year the employee leaves. Any excess Personal Leave taken will be deducted from the final paycheck.
9. Accumulation of Personal Days. No accumulation or carryover shall be allowed from year to year. All unused personal days and hours shall be forfeited.
10. Holiday. If a holiday as defined in this policy falls within an employee's personal day off, it shall not be counted as a personal day unless the employee was scheduled to work on a holiday.
11. Leave of Absence. Personal days shall not accrue during periods of leave of absence.
12. Personal Day Schedules. Personal day schedules for time off for employees shall be developed and approved by his/her Supervisor. Each
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147 Supervisor shall schedule personal days over as wide a period as possible
in order to maintain required services. A personal day may be taken with Deleted: ¶ ... forty-eight (48) hours advance approval by the Supervisor, unless due to sickness, weather emergency, or the Supervisor approves less notice.
13. Verification of Illness.
• If an employee is unable to come to work because of sickness, he/she shall notify their Supervisor prior to the work shift, but no later than two (2) hours after the normal workday has commenced.
• An employee who is unable to work may be required to present verification of illness to return to his/her regular job duties. Employees shall have no more than three (3) days to provide his/her Supervisor with appropriate documentation.
• Employees returning to work from an illness or leave of absence may be required by his/her Supervisor to submit a statement from his/ her physician qualifying his/her ability to work or to verify the illness.
• In the event of a dispute involving an employee’s physical or mental ability to perform his/her job or to return to work after a leave of absence of any kind and the Employer is not satisfied with the determination of the employee’s doctor, the Employer may require a report from a medical doctor of the Employer’s choosing at the Employer’s expense if not covered by the employee’s insurance. If the dispute still exists, the Employer’s doctor and the employee’s doctor shall agree on a third doctor to submit a report to the Employer and the employee. Any expense of the third doctor shall be borne equally by the Employer and the employee, if not covered by the employee’s health insurance.
C. Bereavement Leave.
1. Bereavement leave is a paid absence from work due to the death of a member of the employee’s family or household.
2. An employee must notify his/her Supervisor immediately if it is necessary to use Bereavement Leave.
3. Employees will be paid for up to four (4) days absence in the case of a death of the following family member:
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148 Father Mother Sister Brother Formatted Table Deleted: Section Break (Next Page) Child Step-child Spouse
Employees will be paid for up to three (3) days absence in the case of a death of the following family member:
Grandparent Grandchild Grandparents-in-law Mother-in-law Father-in-law Brother-in-law Sister-in-law Daughter-in-law Son-in-law Step-parent Step-brother Step-sister Dependents living in the home
Additional time may be taken from accrued vacation leave or personal days upon approval from the employee’s Supervisor.
4. Time taken off with pay as Bereavement Leave shall not be deducted from either the employee’s Annual Vacation Leave or Personal Day accumulation.
5. Verification of Death. The Supervisor may require verification of death for employee to receive bereavement benefits.
6. Bereavement Leave may be used intermittently upon approval from the employee’s Supervisor.
D. Leave for Jury or Court Duty. An employee called upon to serve on a jury or who is subpoenaed to appear in court on a work-related matter shall continue to receive Deleted: work related his/her regular compensation while so engaged. In the event the employee is awarded a fee for such service, the employee shall surrender those fees to the County. The employee shall be required to return to work if one (1) or more hours remain in the normal workday. Deleted: work day
E. Military Leave. See Family and Medical Leave Act Policy.
F. Family and Medical Leave. See Family and Medical Leave Act Policy.
G. Unpaid Personal Leave other than FMLA. For reasons other than illness, all regular full-time and regular part-time employees who have completed six (6) months of employment may request an unpaid personal leave of absence for a period not to exceed thirty (30) days in any one (1) calendar year. All requests must be in writing, must give the reason for the request, must give the expected duration of the leave and must be approved by the employee’s Supervisor and County Administrator. Requests can be for more than thirty (30) days, if approved by the Board of Commissioners. A personal leave of absence may be granted to attend an
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149 educational institute, or for other reasons deemed appropriate by the Supervisor and County Administrator. All personal leaves of absence shall be without pay and benefits.
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150 An employee will not accumulate personal days or vacation leave, nor will the employee be paid for holidays which may fall during the leave period.
When a leave of absence is granted for more than thirty (30) calendar days, for any reason, the County does not guarantee that the employee will be reinstated in his/her former position or to the same grade and step level when he/she is ready to return to work. That decision will be at the discretion of the Supervisor.
7. Insurance Benefits
A. Health Insurance. Leelanau County provides health insurance, which includes medical, vision and/or dental insurance. Employees electing to receive health insurance should see the County Clerk for eligibility requirements.
Part-time employees who work a minimum of twenty-one (21) hours per week may elect to receive health insurance. Part-time employees electing such coverage shall reimburse the County for the difference in the premium of the prorated benefit for the employee and may purchase spousal or family coverage through the employer at the full cost to the employee, subject to federal law.
Upon separation of employment, the County shall pay the premium for health insurance through the end of the premium month such separation becomes effective.
If health insurance is available for an employee through another source, the employee may receive payment in lieu of obtaining health insurance. The employee must provide documentation of enrollment in alternative coverage before receiving opt out payments.
The payment in lieu of health insurance shall be 50% of the County’s share of the premium that is actually paid by the County. Employees who opt out of the health care shall be permitted to purchase dental and vision coverage with the total cost being borne by the employee.
If an employee’s dependent is no longer eligible for coverage, it is the employee’s responsibility to notify the County Clerk in writing so that the proper adjustments may be made. If the employee fails to notify the County Clerk of the fact that the dependent is no longer eligible for coverage within thirty (30) days of the event, the employee may be subject to discipline, up to and including termination, and may be billed for expenses incurred by the County.
B. Sick and Accident Insurance. All full-time and regular part-time employees shall be eligible for sickness and accident insurance coverage in an amount equal to sixty
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percent (60%) of their normal gross weekly wage (up to $500.00 per week.) These benefits shall be payable from the first (1st) day of disability due to accidental bodily injury, or the eighth (8th) day of disability due to sickness or hospitalization for the first twenty-six (26) weeks. Contact the County Clerk’s office for appropriate forms.
Long-term disability insurance will begin on the one hundred eighty-first (181st) day of injury/illness upon certification of the disability. Long-term disability shall provide for sixty percent (60%) of an employee’s gross weekly wage (based upon the employee’s work week) up to $5,000.00 per month. Long-term disability shall continue as outlined in the carrier’s policy.
Employees eligible for health insurance shall continue to receive fully paid health insurance for the first six (6) months of disability.
Seniority for any non-duty related disability shall continue for twenty-four (24) months from the date of injury or illness.
C. Workers’ Compensation.
1. Employees are covered by the Workers’ Compensation Laws of Michigan.
Any employee involved in a work-related accident or injury must report that accident or injury to his/her Supervisor and the County Administrator by the end of the work day to fill out the proper reporting forms. Failure to properly report an injury may disqualify an employee for benefits under Workers’ Compensation Insurance.
2. An employee receiving Workers’ Compensation payments shall not earn vacation and personal days credit while on Workers’ Compensation nor shall he/she be eligible to receive holiday pay. The County will continue for eligible employees, to pay the premiums on health and life insurance for a maximum of one hundred eighty (180) days from the date of the injury, where applicable and this time shall count toward FMLA. Thereafter, the employee may make arrangements to pay the premiums to continue those insurances, provided that the insurance carrier permits the same. All other fringe benefits shall cease while on Workers’ Compensation. The above benefit is supplemental in nature only and is not intended to supersede or adjust any primary coverage.
D. Life Insurance. All regular full-time employees are covered by a life insurance policy effective on the first month following thirty (30) days of continuous employment in the amount of Fifty Thousand and no/100 Dollars ($50,000.00.) The entire premium is paid for by the County.
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152 All regular part-time employees are covered by a life insurance policy effective on the first month following thirty (30) days of continuous employment in the amount of Ten Thousand and no/100 Dollars ($10,000.00.) The entire premium is paid for by the County.
Upon separation of employment, the life insurance policy is portable. The employee is responsible for premiums thereafter.
8. Travel Expenses See Travel Policy.
9. Inclement Weather
A. When the County buildings are officially closed by the Chairperson of the Board of Commissioners, or the Vice Chairperson in his/her absence, in consultation with the County Administrator, due to inclement weather or other acts of God and employees are instructed to return home, they will be paid for their regularly scheduled hours.
Prior to the opening of the County buildings on any regularly scheduled workday, the Chairperson of the Board of Commissioners, or the Vice Chairperson in his/her absence, in consultation with the County Administrator, may officially close the County buildings due to inclement weather or other acts of God. In such event, employees shall be paid for their regularly scheduled hours. Employees who do not return to work because of continuing inclement weather conditions after the County has been officially reopened must use personal days or vacation leave in order to be paid.
The decision to close the County will be broadcast on the following local media if possible:
RADIO WTCM 580 AM and 103.5 FM WCCW 107.5 FM WKLT 97.5 FM
TELEVISION WPBN and WTOM Channels 7 and 4 WWTV Channels 9 and 10
B. When an employee is on vacation leave or personal days, he/she shall not be charged with the time if an inclement weather day occurs during that period if they are compensated for the entire day before and the entire day after the inclement weather day.
C. This inclement weather policy shall not apply to employees who provide emergency services or who are called into work by their Supervisor.
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10. Tuition Reimbursement
Any regular full-time, full-time grant, and regular part-time employees covered by this policy (non-union) are eligible for financial assistance for tuition costs for college or university courses taken in an approved technical, undergraduate, or graduate program after one (1) complete year of full-time County employment.
The County shall reimburse the employee fifty percent (50%) of tuition costs if:
A. Recommended by the employee’s Supervisor and the County Administrator and approved by the Board of Commissioners prior to enrollment in the course.
B. The college or university is approved by the Supervisor and the County Administrator. The course taken must be directly job related, as determined by the Supervisor and the County Administrator.
C. Prior to being reimbursed for tuition expenses, the employee must present the County Administrator a receipt for payment and proof of a grade of “C” (or its equivalent) or higher.
D. Employees eligible for education compensation under the Veterans G.I. Bill or other government sponsored programs will have to exhaust their other benefits prior to being eligible for County education benefits.
E. Reimbursement includes tuition, registration, books, lab fees, and administrative fees but not meals or travel expenses.
F. Reimbursement is subject to and conditioned upon money being appropriated in the employee's Department budget for this specific purpose.
G. Tuition reimbursement is subject to all IRS required tax withholding.
11. Rules of Conduct
Leelanau County employees are expected to adhere to the following rules of conduct. The following list is for illustration purposes only and is not intended to be all-inclusive, and employees may be disciplined for matters not listed below. Further, the list may be added to, modified or supplemented by the County Board of Commissioners. The purpose of the rules is to set forth some guidelines for conduct, violation of which will result in disciplinary action, including possible discharge. Other types of behavior can subject an employee to disciplinary action including discharge. Further, all employees serve at the will and pleasure of the County, and may be terminated with or without cause.
A. Tardiness. Employees who are late may be docked for time lost and disciplined.
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B. Absenteeism. Employees are required to notify their immediate supervisor prior to any absence as soon as possible.
C. Dress and Grooming. Employees are expected to maintain a neat and professional appearance in accordance with their position and working conditions. The Supervisor may implement a dress code for his/her department. Some jobs may have additional restrictions for safety reasons.
D. Public Decorum. All employees must maintain a pleasant and helpful attitude in dealing with members of the public and co-workers, whether by telephone or in person.
E. Acceptance of Gifts. Employees shall not accept any gifts or gratuity from any individual or agency that may be construed as influencing a decision of a County employee. Using one’s position of employment with the County for personal gain or receiving anything of value other than regular compensation is prohibited.
F. Personal Mail and Packages. Personal mail and packages should not be addressed to the County address. Employees shall not use County postage or other property for personal business.
G. Visitors. Friends, relatives and children of employees are not allowed in the working areas without the approval of the Supervisor.
H. Sexual Harassment. See Sexual Harassment Policy.
I. Stealing, attempting to steal, misusing, or deliberately destroying County property, tools and equipment or the property of other County employees is prohibited.
J. Unauthorized use of County property, equipment or facilities (including telephones, vehicles and duplicating equipment) is prohibited.
K. Falsification or unauthorized altering of employment application information, records (payroll or program records), or County records is prohibited.
L. Refusal to obey or willful failure to carry out the instructions of supervisory personnel, including the assigned duties of the job is prohibited.
M. The following are prohibited:
1. Failing to report to work when scheduled.
2. Improper use of personal leave or other leaves of absence.
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155 3. Falsification of information to secure personal time off or other leaves of absence.
4. Abuse of lunch periods.
5. Violation of departmental rules on confidentiality.
6. Inefficiency, incompetence, or neglect of duty.
7. Reporting to work or working in an intoxicated condition. Consumption or possession of alcohol or illegal drugs or substance (such as marijuana) on County premises or property while on or off duty. See Drug Free Work Environment Policy.
8. Use of obscene language in public office areas.
9. Threatening other persons or instigating a fight.
10. Unauthorized possession of firearms, dangerous weapons or personal protection devices.
11. Verbally abusing or physically attacking customers, clients, visitors or County personnel.
12. Conduct disruptive to the work of other employees.
13. Carelessness or negligence, which results in an injury to another employee, client or visitor.
14. Illegal activity on County premises (misdemeanor or felony) during work or non-work hours.
15. Violation of rules concerning outside supplemental employment.
16. Instigating, aiding, or participating in any illegal strike or work stoppage.
17. Disrespect, verbal abuse or insubordination to any Supervisor.
18. Operating vehicles or equipment without a valid operator’s license.
N. Personal Equipment and Valuables. It is impossible to secure insurance coverage for personal equipment and valuables brought on County premises. Employees are discouraged from having personal items in their office and the County cannot be responsible for any loss or damage to such items.
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156 O. County Property. Employees shall conform to all rules for use and treatment of County facilities and property, not use any County property, equipment, vehicles, facilities or staff for personal matters or gain.
P. Felony and Misdemeanors. Conviction or pleading guilty or nolo contendere to a felony may result in automatic termination of employment. Conviction or pleading guilty or nolo contendere to a misdemeanor may result in automatic termination of employment.
Q. Telephone Calls. Use of County telephones is not permitted for personal long- Deleted: long distance distance calls except in emergencies. Supervisors may require employees to log all telephone calls. Personal calls shall be kept to a minimum.
R. Change of Name, Address, Telephone Numbers, or Dependents. For employees who have a name change, marry, have children, divorce, change telephone numbers, or change of address, they must inform their Supervisor and the County Administrator in writing NO LATER THAN 30 DAYS AFTER THE FACT so that the personnel records and insurances may be adjusted. It is the employee’s responsibility to keep the County Administrator up to date regarding these matters.
Forms may be obtained from the County Clerk’s office or the Accounting Department.
S. Resignation. Should an employee leave employment, a minimum notice of fourteen (14) calendar days in writing must be given to his/her Supervisor.
T. Employment of Relatives. It is the policy of the County to permit the employment of qualified individuals who are related to an existing employee provided a supervisory-subordinate relationship would not exist as a result of that employment. Relatives are defined as spouse, brothers, sisters, parents, in-laws, and natural or adopted children.
If a supervisory-subordinate relationship occurs as a result of a marriage between two (2) employees working in the same department , then the County will attempt to transfer one (1) of the individuals but it is not required to do so. If a transfer does not occur, one (1) of the employees will be required to resign within sixty (60) days of the marriage.
U. Personnel Records. Personnel records are maintained in the County Administrator’s Office for employees and some records may be kept by the employee’s Supervisor. Personnel records include information on initial employment or re-employment, professional credentials, wage increases, promotions, demotions, disciplinary actions and other pertinent employment information. Employees may have access to review and have a copy made of their personnel file provided the County
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Administrator, or his/her designee, is present during the review. Formatted: Left, Right: 0.94"
V. Outside Employment. While outside or supplemental employment is discouraged, employees may engage in outside or supplemental employment in accordance with the following limitations. In no case shall outside or supplemental employment conflict with, or impair an employee’s responsibilities to the County. Any employee desiring to participate in outside or supplemental employment must inform his/her Supervisor. The following guidelines shall be applicable to all employees engaged in outside or supplemental employment.
1. Employees engaged in outside or supplemental employment shall:
• Not use County facilities as a source of referral for private customers or clients.
• Not be engaged in during the employee’s regularly scheduled working hours.
• Not use the name of the County or any County agency as a reference or credential in advertising or soliciting customers or clients.
• Not use County supplies, facilities, staff or equipment in conjunction with any outside or supplemental employment or private practice.
• Maintain a clear separation of outside or supplemental employment from activities performed for the County.
• Not cause any incompatibility, conflict of interest, or any possible appearance of conflict of interest, or any impairment of the independent and impartial performance of the employee’s duties.
2. The County shall not be liable, either directly or indirectly, for any activities performed during outside or supplemental employment.
W. Smoking. All Leelanau County Buildings have been designated as smoke free buildings.
X. Information Technology Resources. See Information Technology Resources Policy.
12. Complaint Procedure
A. General. This complaint procedure shall be applicable to regular County employees covered under this policy, alleging a violation of these County personnel policies. Excluding, however, employees employed by Elected County Officials (Sheriff,
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158 Treasurer, Clerk, Register of Deeds, Drain Commissioner, Prosecutor, Circuit Court and District Court) for disciplinary or discharge matters.
Complaints of employees working for Elected Officials for disciplinary or discharge matters who are not covered by a collective bargaining agreement may be considered under this procedure if such Elected Official, at his/her option, permits the same and requests processing of the complaint in writing to the Board.
This complaint procedure is also not applicable to any County Elected Official or County employees who receive direct appointments by the County Board of Commissioners such as appointed Supervisors.
A complaint shall be reduced to writing and shall state the facts giving rise to the complaint, the sections of this policy alleged to have been violated, the remedy requested, and must be signed by the employee involved. All complaints must be brought to the Supervisor’s attention within three (3) working days from the date of the action giving rise to the complaint, or within three (3) working days after the employee should have had knowledge of the action giving rise to the complaint.
B. Procedure.
Step 1. An employee alleging a complaint shall submit his/her complaint within three (3) working days of its occurrence or when the employee should reasonably have obtained knowledge of its occurrence. If not so submitted, the complaint shall be considered automatically closed.
The Supervisor shall write his/her disposition within two (2) working days.
The Supervisor does not have the authority to alter benefits as set forth in this Personnel Policy.
Step 2. Any complaint, which is not resolved in Step 1, may be submitted to the County Administrator within two (2) working days after receipt of the written disposition in Step 1.
The Administrator shall investigate the complaint and shall respond in writing to the complaint within ten (10) working days following receipt of the complaint, with copies to the Leelanau County Board of Commissioners.
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159 The Board of Commissioners shall investigate the complaint and make recommendations to resolve the complaint.
The Board has the authority to revoke written warnings, transfers, demotions, and to reverse decisions on suspensions and/or discharge of employees and award back pay.
The Board’s decision on such matters will be final and binding on all parties.
C. Time and Procedural Limitations. No complaint shall be considered at any step unless it has been filed and processed within the respective time limits and procedures set forth above.
If said time limits and procedures are not adhered to by the employee, the complaint shall be considered dropped and not subject to further appeal.
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ACKNOWLEDGMENT
The undersigned employee of Leelanau County hereby acknowledges that he/she has received a copy of the following:
- Drug Free Work Environment Policy - Equal Employment Opportunity Policy - Family Medical Leave Act Policy - Information Technology Resources Policy - Non-Union Personnel Policy - Sexual Harassment Policy - Travel Policy
The undersigned employee understands that nothing in this policy is intended in any way to create a contract of employment, and agrees to follow all applicable policies.
Employee Signature Date
ATTACHED HERETO: DRUG FREE WORK ENVIRONMENT POLICY Deleted: : EQUAL EMPLOYMENT OPPORTUNITY POLICY FAMILY MEDICAL LEAVE ACT POLICY INFORMATION TECHNOLOGY RESOURCES POLICY SEXUAL HARASSMENT POLICY TRAVEL POLICY
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