Approved 6/6/06

COUNTY SERVICES

May 16, 2006

Minutes

 

 

Members Present:         Andy Schor, Debbie DeLeon, Dianne Holman, Dale Copedge, Mike Severino and Don Vickers

 

Members Absent:         None

 

Others Present:             Jared Cypher, Harold Hailey, Rodney Taylor, Sally Auer, Janeil Valentine and Paula Simon

 

The meeting was called to order by Chairperson Schor at 7:05 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.

 

Approval of the May 2, 2006 Minutes

MOVED BY COMM. DELEON, SUPPORTED BY COMM. HOLMAN, TO APPROVE THE MAY 2 MINUTES AS AMENDED.  MOTION CARRIED UNANIMOUSLY.

 

Comm. Severino expressed his concern about revising other people’s statements in the minutes.  The Committee held a brief discussion of this concern.

 

Limited Public Comment:          None

 

MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. DELEON, TO APPROVE A CONSENT AGENDA FOR THE FOLLOWING ITEMS:

 

2.         Drain Commissioner – Resolution Pledging Full Faith and Credit for the Briarwood Drain Drainage District 2006 Drainage District Bonds

 

5.         Human Resources Department

            a.         Resolution Approving the UAW-TOPS Collective Bargaining Agreement

            b.         Resolution Approving a Collective Bargaining Agreement with the Ingham County Employees’ Association for the Professional Employees

c.         Resolution Approving a Collective Bargaining Agreement with the Thirtieth Judicial Circuit Court and 55th Judicial District Court and Ingham County Employees’ Association for the Professional Court Employees

 

Ms. Auer, Chief Steward and Bargaining Chair, addressed the Committee regarding item 5a.  Employees ratified the agreement on April 10, 2006 with a 200 to 47 vote. She then expressed her appreciation to Mr. Hailey and Mr. Stoker for their diligence and hard work during the bargaining process.  The employees have a good contract.

 

MOTION CARRIED UNANIMOUSLY.

 

MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. DELEON, TO APPROVE THE ITEMS ON THE CONSENT AGENDA.  MOTION CARRIED UNANIMOUSLY.

 

1.         Advisory Board Presentation – Fair Board Interviews

 

Chairperson Schor stated the Fair Board’s membership has expanded by two positions.  Several of the applicants have already been interviewed.  Chairperson Schor encouraged the applicants to stay interested in County government if they are not recommended for appointment for the current vacancies.

 

The Committee interviewed the following individuals for a position on the Fair Board:

            Lowell Martin                           Derek Bajema

            Paul Morris                              Charlene Hyde

            Don Sherwood

 

3.         Housing Commission – Substitute Resolution Authorizing the Ingham County Housing Commission to Enter into a Contract with the City of Eaton Rapids

 

Chairperson Schor stated this item was referred back to this Committee by the Board of Commissioners due to concerns expressed by the County Attorney.  Mr. Cypher explained the statutory requirements were not included in the first Resolution.  The Substitute Resolution satisfies those requirements without changing the intent of the Resolution. 

 

Comm. DeLeon asked if the Health Department had a similar process regarding the Ingham Health Plan Board.  Chairperson Schor stated Mr. Cypher will look into this matter.  Comm. Vickers asked what will happen if the costs exceed $43,900.  Mr. Cypher explained that he believes Mr. Johnston has issued solid numbers.  The County’s costs will be fully refunded. 

 

The Committee consented to a Friendly Amendment to the first sentence in section (b) of the BE IT FURTHER RESOLVED paragraph:  The sum to be paid for the Housing Commission’s administrative services shall be $43,900.00, or 100% of the costs incurred.

 

MOVED BY COMM. DELEON, SUPPORTED BY COMM. SEVERINO, TO APPROVE THE SUBSTITUTE RESOLUTION AUTHORIZING THE INGHAM COUNTY HOUSING COMMISSION TO ENTER INTO A CONTRACT WITH THE CITY OF EATON RAPIDS AS AMENDED.  MOTION CARRIED UNANIMOUSLY.

 

4.         Purchasing Department – Substitute Resolution Entering into a Contract with AVI Systems for Upgrades and/or Purchases for Court Recording Equipment

 

MOVED BY COMM. VICKERS, SUPPORTED BY COMM. DELEON, TO APPROVE THE SUBSTITUTE RESOLUTION ENTERING INTO A CONTRACT WITH AVI SYSTEMS FOR UPGRADES AND/OR PURCHASES FOR COURT RECORDING EQUIPMENT.

 

Chairperson Schor asked if RFP’s were issued in this matter.  Ms. Valentine explained RFP’s were issued and two proposals were received by the Purchasing Department.  The product is nationally recognized and has been used by the Court for a few years.  Mr. Taylor stated the Court has used this product for four years, and they are very satisfied with its performance.  Ms. Valentine explained the financial implications of this item.

 

Chairperson Schor asked if any local vendors submitted proposals.  Ms. Valentine stated her Department did not receive proposals from local or minority vendors.  A mandatory pre-proposal conference was held.  Vendors from the local area and minority vendors did not attend this conference.  Comm. DeLeon suggested that staff include this type of information in future documents.

 

MOTION CARRIED UNANIMOUSLY.

 

9.         Resolution Authorizing Contract with the Jasper Group for Maintenance on the Unisys Mainframe

 

MOVED BY COMM. SEVERINO, SUPPORTED BY COMM. DELEON, TO APPROVE THE RESOLUTION AUTHORIZING CONTRACT WITH THE JASPER GROUP FOR MAINTENANCE ON THE UNISYS MAINFRAME.

 

Mr. Taylor, MIS, stated the MIS Department has been making an effort to move away from the Unisys Mainframe (Mainframe).  The primary reason for this is cost.  In 2004 the Department began implementation of a server based finance and payroll system.  This was completed in 2005.  Since then, the Department has been trying to reduce costs for the maintenance of this legacy hardware.

 

Due to the age of the Mainframe, the Department has had a number of cost increases over the last few years.  Currently, the Department is paying $84,946.56 in hardware maintenance per year.  An RFP was issued to solicit bids which would allow the Department to reduce its yearly maintenance costs.  The low bidder was Jasper Group.  Jasper Group will provide the same service for $48,981, or a reduction of 42%. 

 

The goal of the MIS Department is to decommission the Mainframe within two years.  Once the legacy data is moved off the Mainframe and/or the departments no longer need access, this contract and the associated costs will be terminated.

 

Comm. DeLeon asked why the Resolution approves a three-year contract if the Department’s goal is to decommission the Mainframe in two years.  Mr. Taylor explained there may be problems during the decommissioning process which would necessitate an extension of the deadline.  He then stated he would not be concerned if the Resolution is amended to two years. 

 

The Committee consented to a Friendly Amendment to the THEREFORE BE IT RESOLVED paragraph to read as follows: 

 

THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners authorize a contract with the Jasper Group for maintenance on the Unisys mainframe in an amount not to exceed $50,000 for one year and that the contract can be extended for an additional one-year period, with the total amount not to exceed $100,000 for the two year period.  

 

Comm. Copedge asked where the RFP’s were posted.  Mr. Taylor stated the RFP’s were posted in the Lansing State Journal, on the County’s website and on other national services.  A County vendor who is registered on the County’s website will automatically receive notice of an RFP.

 

MOTION CARRIED UNANIMOUSLY.

 

6.         County Services Committee – Communication from the County Services Committee Regarding Review of Process for Making Appointments to Boards, Committees and Commissions

 

Chairperson Schor asked of this Committee has any specific questions to add to the current application.  Comm. Vickers stated the Law Enforcement Committee forwarded ideas to this Committee for consideration.  Mr. Cypher stated the Law Enforcement Committee suggested this Committee consider asking for referrals and resumes for high-profile, paid board and commission applicants. 

 

Comm. Vickers expressed his concern of the financial implications of conducting back ground checks. 

 

Comm. Holman stated the Judiciary Committee has not yet completed this discussion.  Maybe when this Committee receives information from the liaison Committees, it will be more evident as to what needs to be done to improve the current process.  She then stated an additional application page could contain questions specific to the different boards and commissions. 

 

Comm. Copedge asked about the legality of asking questions such as if an applicant has a legal action pending against the County.  Mr. Hailey stated that would be an appropriate question.  Chairperson Schor stated an additional application page could contain questions regarding referrals, resumes, background checks and the disclosure of pending legal action against the County.

 

Comm. Severino stated his hope that an applicant would not be disqualified if he/she has a legal action pending against the County.  Chairperson Schor explained the answer to that question would not be used to qualify or to disqualify an applicant.  The legal action question could be specific to the board or commission an applicant is applying for. 

 

7.         Controller’s Office

a.         Discussion Item – 20007 Update on Fees:  Draft – Resolution Updating Various Fees for County Services

 

Mr. Cypher explained the Controller’s Office has completed its annual review of the County’s fees.  Fee recommendations from the Controller’s Office and the Departments are contained in the agenda information.  He then distributed a revised version of the fee analysis for this Committee.  The fee recommendations will be submitted to the liaison Committees for approval during the next round of meetings.

 

Chairperson Schor asked that this Committee be provided with the total revenue numbers.  Mr. Cypher indicated he would provide this Committee with that information.  Comm. DeLeon requested information also be provided regarding the number of new collected fees and how close the departments are to meeting the projections.  Mr. Cypher stated he would look into those issues.

 

b.         Information Item – List of Groups/Organizations Using County Office Space

 

Chairperson Schor explained this issue was generated from the Housing Commission’s recent space request.  He asked if this Committee has any suggestions regarding this matter.  He then asked if the County should establish a policy to assess space requests or if the current process is adequate.  Comm. Severino expressed his preference to maintain the current process.

 

The Committee held a general discussion regarding this item.  Comm. Holman suggested offices have signs indicating their relationship to the County.  Comm. Vickers stated this is a good idea.  

 

MOVED BY COMM. HOLMAN, SUPPORTED BY COMM. VICKERS, TO DIRECT STAFF TO HAVE SIGNS IDENTIFYING OFFICES IN INGHAM COUNTY FACILITIES.  MOTION CARRIED UNANIMOUSLY.

 

Mr. Cypher stated there will be costs associated with having signs made for the offices.  Chairperson Schor asked that staff submit that information to this Committee at its next meeting.

 

8.         Board Referral – Letter from DeWitt Charter Township Regarding the City of East Lansing’s Proposed Comprehensive Plan

 

The Letter was received and placed on file.

 

Announcements

Mr. Hailey informed the Committee that 11 of the 13 labor contracts have been settled or have tentative agreements.  The MAP contract is in arbitration.  The APA contract expired July 2005.  This contract is headed for mediation and should be settled soon.

 

Public Comment:          None

 

The meeting adjourned at 8:21 p.m.

 

Respectfully submitted,

 

 

 

Debra Neff