BOARD OF COMMISSIONERS2013/09/03 · BOARD OF COMMISSIONERS 9/3/2013 304 E Grand River, Board...

BOARD OF COMMISSIONERS9/3/2013

304 E Grand River, Board Chambers, Howell, Michigan 488437:30 PM

AGENDA

1. CALL MEETING TO ORDER2. PLEDGE OF ALLEGIANCE3. ROLL CALL4.

CORRESPONDENCE Alger Co - Oppose HB 4785

5. CALL TO THE PUBLIC6.

APPROVAL OF MINUTES Meeting Minutes of: August 19, 2013 Meeting Minutes of: August 28, 2013

7. TABLED ITEMS FROM PREVIOUS MEETINGS8. APPROVAL OF AGENDA9. REPORTS

10.

APPROVAL OF CONSENT AGENDA ITEMS (Roll Call) A. Consent Agenda - Res. 2013-09-236 thru 2013-09-251

11.

RESOLUTIONS FOR CONSIDERATION: A. Regular Agenda - Res. 2013-09-252 thru 2013-09-264

2013-09-236 CONSENT

Central Dispatch RESOLUTION AUTHORIZING THE INSTALLATION OF AN EMERGENCY POWER SUPPLY FOR THE UNADILLA TOWNSHIP FIRE DEPARTMENT –PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT

2013-09-237 CONSENT

Central Dispatch RESOLUTION AUTHORIZING THE REPLACEMENT OF LOW-STRAND-COUNT FIBER OPTIC CABLE ALONG MERRILL ROAD – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT

2013-09-238 CONSENT

Central Dispatch RESOLUTION AUTHORIZING THE INSTALLATION OF AN EMERGENCY POWER SUPPLY FOR THE PINCKNEY POLICE DEPARTMENT – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT

carolj

Revised

2013-09-239 CONSENT

Central Dispatch RESOLUTION AUTHORIZING THE PURCHASE OF KNOX BOXES FOR EMERGENCY ACCESS TO LIVINGSTON COUNTY SCHOOLS – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT

2013-09-240 CONSENT

Central Dispatch RESOLUTION AUTHORIZING THE PURCHASE OF TACTICAL BODY ARMOR FOR THE BRIGHTON-HAMBURG TACTICAL TEAM – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT

2013-09-241 CONSENT

Central Dispatch RESOLUTION AUTHORIZING THE PURCHASE OF AIR MONITORING DEVICES FOR LIVINGSTON COUNTY FIRE DEPARTMENTS – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT

2013-09-242 CONSENT

Central Dispatch RESOLUTION AUTHORIZING THE PURCHASE OF SPOTTING SCOPE NIGHT VISION SURVEILLANCE SYSTEMS FOR THE SHERIFF DEPARTMENT TACTICAL TEAM – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT

2013-09-243 CONSENT

Central Dispatch RESOLUTION AUTHORIZING THE PURCHASE OF REPLACEMENT 800 MHZ PUBLIC SAFETY RADIOS – 9-1-1 CENTRAL DISPATCH/EMERGENCY MANAGEMENT / PUBLIC SAFETY COMMITTEE / FINANCE COMMITTEE / BOARD OF COMMISSIONERS

2013-09-244 CONSENT

Central Dispatch RESOLUTION AUTHORIZING A 9-1-1 TELEPHONE SYSTEM MAINTENANCE SERVICE CONTRACT – 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT, INFRASTRUCTURE & DEVELOPMENT AND PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS

2013-09-245 CONSENT

Sheriff RESOLUTION AUTHORIZING THE SHERIFF DEPARTMENT AND THE COUNTY OF LIVINGSTON TO APPLY FOR AND ENTER INTO CONTRACT WITH THE STATE OF MICHIGAN, OFFICE OF HIGHWAY SAFETY PLANNING FOR FISCAL YEAR 2014 SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM GRANT.

2013-09-246 CONSENT

Sheriff RESOLUTION TO APPROVE THE PURCHASING OF A ROBOTIC TOTAL STATION FOR THE LIVINGSTON COUNTY TRAFIC SAFETY BUREAU

2013-09-247 CONSENT

Human Resources RESOLUTION AMENDING THE LIVINGSTON COUNTY DEFINITION OF A DEPENDENT FOR MEDICAL, DENTAL, AND VISION PLANS

2013-09-248 CONSENT

Human Resources RESOLUTION AUTHORIZING THE SIGNING OF AN UPDATED BUSINESS ASSOCIATE AGREEMENT BETWEEN LIVINGSTON COUNTY AND BROWN AND BROWN OF CENTRAL MICHIGAN IN COMPLIANCE WITH HIPAA AS AMENDED BY THE HITECH ACT

2013-09-249 CONSENT

Human Resources RESOLUTION AUTHORIZING THE SIGNING OF AN AMENDMENT TO THE BLUE CROSS BLUE SHIELD OF MICHIGAN ADMINISTRATIVE SERVICES CONTRACT

2013-09-250 CONSENT

Solid Waste Management RESOLUTION RECOMMENDING CONSISTENCY WITH THE LIVINGSTON COUNTY SOLID WASTE MANAGEMENT PLAN FOR A TYPE B TRANSFER STATION IN OCEOLA TOWNSHIP

2013-09-251 CONSENT

Airport RESOLUTION TO CONCUR WITH THE LIVINGSTON COUNTY AERONAUTICAL FACILITIES BOARD TO ENTER INTO AN OFFICE LEASE AGREEMENT WITH SUBURBAN AVIATION FOR OFFICE SPACE IN THE AIRPORT TERMINAL BUILDING -- AIRPORT

2013-09-252

Human Resources RESOLUTION TO CONCUR WITH THE LIVINGSTON COUNTY DEPARTMENT OF VETERANS AFFAIRS COMMITTEE REGARDING VETERANS COUNSELOR STAFFING

2013-09-253

Michigan Works RESOLUTION TO APPOINT PUBLIC SECTOR MEMBERS TO THE LIVINGSTON COUNTY WORKFORCE DEVELOPMENT COUNCIL

2013-09-254

Building Services RESOLUTION TO AUTHORIZE REQUEST TO USE COUNTY GROUNDS FOR A IRS PUBLIC AUCTION – Facility Services

2013-09-255

Emergency Medical Services RESOLUTION AUTHORIZING JUST CULTURE TRAINING EXPENDITURE FOR LIVINGSTON COUNTY MANAGEMENT STAFF-PERSONNEL/FINANCE/EMS

2013-09-256

Administration RESOLUTION APPROVING THE FILLING OF A FULL TIME ACCOUNT ASSISTANT POSITION IN ACCOUNTS PAYABLE - COUNTY ADMINISTRATION

2013-09-257

Sheriff RESOLUTION AUTHORIZING THE PROMOTION OF SERGEANT TO ACTING LIEUTENANT - SHERIFF

2013-09-258

Central Dispatch RESOLUTION AUTHORIZING OUT-OF-STATE TRAVEL AND TRAINING FOR A SUPERVISOR TO ATTEND COMPUTER AIDED DISPATCH SYSTEM ADMINISTRATOR TRAINING – 9-1-1 CENTRAL DISPATCH/EMERGENCY MANAGEMENT DEPARTMENT, PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS

2013-09-259

Central Dispatch RESOLUTION AUTHORIZING AN AMENDMENT TO THE 911 CENTRAL DISPATCH 2013 BUDGET – 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT, INFRASTRUCTURE & DEVELOPMENT AND PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS

2013-09-260

Central Dispatch RESOLUTION AUTHORIZING AN AMENDMENT TO THE 911 CENTRAL DISPATCH 2013 BUDGET – 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT, INFRASTRUCTURE & DEVELOPMENT AND PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS

2013-09-261

Probate Court RESOLUTION APPROVING THE MODIFICATION OF THE CONTRACT FOR GUARDIANSHIP REVIEW SERVICES BETWEEN THE LIVINGSTON COUNTY PROBATE COURT AND EUNICE KALLIO - Probate Court / Finance Committee

2013-09-262

Friend of the Court RESOLUTION APPROVING PART-TIME CONCILIATOR POSITION IN THE FRIEND OF THE COURT OFFICE - Friend of the Court

2013-09-263

LETS RESOLUTION TO AMEND RESOLUTION NUMBER 2013-07-196 AUTHORIZING CAPITAL EXPENDITURE AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF BUS CAMERA SYSTEMS AND TO AMEND THE L.E.T.S. FISCAL YEAR 2013 BUDGET - L.E.T.S.

2013-09-264 LETS

carolj

Highlight

RESOLUTION AUTHORIZING THE L.E.T.S. DIRECTOR TO SPONSOR PEOPLE’S EXPRESS OF WHITMORE LAKE, MI FOR THE PURPOSE OF APPLING FOR GRANT FUNDS TO PURCHASE ONE (1) LESS THAN 35 FOOT BUS FROM A FEDERAL TRANSIT ADMINISTRATION CAPITAL CONGESTION MITIGATION AND AIR QUALITY (CMAQ) AND AUTHORIZE A CONTRACT BETWEEN THE LIVINGSTON COUNTY BOARD OF COMMISSIONERS AND MDOT FOR THE EXPENDITURE OF FUNDS FOR THE PURCHASE OF ONE (1) LESS THAN 35 FOOT BUS AND TO AMEND THE L.E.T.S. FISCAL YEAR 2013BUDGET – L.E.T.S. / Ge

12. CALL TO THE PUBLIC13. ADJOURNMENT

NOTE: The Call to the Public appears twice on the Agenda:once at the beginning and once at the end. Anyone wishing to address the Board may do so at these times.

carolj

Highlight

LIVINGSTON COUNTY BOARD OF COMMISSIONERSREGULAR MEETING, August 28, 2013COMMISSIONERS CHAMBERS, 304 E. Grand River, Howell, MI.

The meeting was called to order by the Chairperson, Carol Griffith, at 11:05 a.m.

All rose for the Pledge of Allegiance.

Roll call by the Deputy Clerk indicated the presence of a quorum as follows:

Present: Kate Lawrence (1), William Green (2), David Domas (3), Ronald VanHouten (4), Donald Parker (5), Steven Williams (6), Carol Griffith (7), Dennis Dolan (8), Gary Childs (9)Absent: NoneAlso present: Dave Stoker (Counsel), Eric Sanborn (Sheriff), Belinda Peters (Administration), Debbie Warden

Call To The Public. No response.

Agenda. It was moved by Commissioner Childs that the agenda be accepted, as printed. Seconded by Commissioner Williams. MOTION CARRIED, 9-0-0.

Claims. It was moved by Commissioner VanHouten to accept the finance committee’s recommendation for approval of claims dated August 28, 2013. Seconded by Commissioner Childs. MOTION CARRIED, 9-0-0.

Payables. It was moved by Commissioner Parker to accept the finance committee’s recommendation for approval of payables dated August 8 through August 22, 2013. Seconded by Commissioner Lawrence. MOTION CARRIED, 9-0-0.

Adjournment. It was moved by Commissioner Williams that the meeting be adjourned. Seconded by Commissioner Lawrence. MOTION CARRIED, 9-0-0.

The meeting was adjourned at 11:09 a.m.

Margaret M. DunleavyLivingston County Clerk

LIVINGSTON COUNTY BOARD OF COMMISSIONERSAugust 19, 2013, Regular MeetingCOMMISSIONERS CHAMBERS, 304 E. Grand River, Howell, MI

The meeting was called to order by the Chairperson, Carol Griffith, at 7:30 p.m.

All rose for the Pledge of Allegiance.

Roll call by the Clerk indicated the presence of a quorum as follows:

Present: Kate Lawrence (1), William Green (2), David Domas (3), Ronald VanHouten (4), Donald Parker (5), Steven Williams (6), Carol Griffith (7), Dennis Dolan (8), Gary Childs (9)Absent: NoneAlso present: Peter Cohl, Matt Nordfjord (Counsel), Kevin Wilkinson, Jeff Boyd (Ambulance), Dianne McCormick, Elaine Brown, Ted Westmeier, Chelsea Moxlow (Health Department), Richard Malinowski (IT), Cindy Catanach (Finance), Chris Folts (Building & Grounds), Belinda Peters (Administration), Margaret M. Dunleavy, Debbie Warden

Correspondence. It was moved by Commissioner Williams to receive and place on file the correspondence from Oceana and Cheboygan County’s. Seconded by Commissioner Domas. MOTION CARRIED, 9-0-0.


Minutes. It was moved by Commissioner Lawrence to approve the minutes of the regularly scheduled meetings of August 5 and August 14, 2013. Seconded by Commissioner Williams. MOTION CARRIED, 9-0-0.

Tabled Items. None.

Agenda. It was moved by Commissioner Dolan to approve the agenda, as printed. Seconded by Commissioner Lawrence. MOTION CARRIED, 9-0-0.

Reports. Certificate of Recognition. St. Joseph recognition was signed and acknowledged by the Commissioners.Annual Report-Health Department. Chelsie Moxlow presented the Annual Report for 2012.

Consent Agenda. Commissioner Green presented the consent agenda and adopted each as follows:

Resolution No. 2013-08-212, Resolution Authorizing A Contract Between The Livingston County Board of Commissioners And MDOT, Project Authorization 2012-0118/P7 For The Expenditure Of Funds For Renovation And Resurfacing Of The Driveway And Parking Lots And Purchase And Install Of An Electric Backup Generator At The County Intermodel Building And To Amend The L.E.T.S. Fiscal Year 2013 Budget-L.E.T.S.

Resolution No. 2013-08-213, Resolution Authorizing A Contract Between The Livingston County Board Of Commissioners And MDOT For The Expenditure Of Funds For Preventative Maintenance Of L.E.T.S. Facility, Buses And Equipment-L.E.T.S.

Resolution No. 2013-08-214, Resolution Approving A Modification To The Current Workforce Investment Act Comprehensive 5-Year Local Plan- Michigan Works!

Resolution No. 2013-08-215, Resolution Approving The Submission Of The Michigan Works! Statewide Activities Service Center Operation Plan For The Period July 1, 2013 To June 30, 2014-Michigan Works

Resolution No. 2013-08-216, Resolution Approving The Renewal Of The Job Fit Assessment Program License For Use By Livingston County Michigan Works! For 7/1/13 Through 6/30/14.

Resolution No. 2013-08-217, Resolution Approving The Fiscal Year 2013 Workforce Investment Act Dislocated Worker-National Emergency Grant For Livingston County Michigan Works!- Michigan Works!

Resolution No. 2013-08-218, Resolution Authorizing The Purchase Of Panasonic Mobile Data Computers, Installation And Accessories For The EMS Department-Information Technology

Resolution No. 2013-08-219, Resolution Authorizing The Sharing Of GIS Data For The 4-H Platbook-Information Technology

Resolution No. 2013-08-220, Resolution Approving The Agreement Between The Multi-State Information Sharing And Analysis Center For The United States (MS-ISAC), A Division Of The Center For Internet Security (CIS)-Information Technology

Resolution No. 2013-08-221, Resolution Authorizing Entering Into An Agreement With The State Of Michigan Center For Shared Solutions And Technology Partnerships To Provide GIS Data For The Statewide 911 GIS Repository-Information Technology

Resolution No. 2013-08-222, Resolution Authorizing EMS To Sign Purchase Orders For Promotional Materials-Emergency Medical Services

Resolution No. 2013-08-223, Resolution Authorizing The Purchase Of Pediatric Disaster Response Equipment And Accessories Utilizing Matching District 1 Regional Medical Response Coalition Funds-Emergency Medical Services

Resolution No. 2013-08-224, Resolution Authorizing A Contract With The Edward W. Sparrow Hospital Association To Provide Medical Examiner And Forensic Pathology Services-Medical Examiner

Resolution No. 2013-08-225, Resolution Authorizing A Contract For Snow Removal Services With Progressive Irrigation, Inc.-Building Services

Resolution No. 2013-08-226, Resolution Authorizing The 53rd District Court To Apply For FY 2014 Funding For Its Intensive Treatment Mental Health Court Through The Michigan Mental Health Court Grant Program And For The 44th Circuit Court To Apply For FY 2014 Funding For Its Swift And Sure Sanctions Program Through The Swift And Sure Sanctions Probation (SSSP) Grant From The State Court Administrative Office-Circuit Court

Seconded by Commissioner Childs. Roll call vote: Ayes: Green, Domas, VanHouten, Parker, Williams, Griffith, Dolan, Childs, Lawrence. MOTION CARRIED, 9-0-0.

Commissioner Dolan presented Resolution No. 2013-08-227, Resolution Authorizing Attendance To Out-Of-State Training For EMS Department Tactical Team Medic-EMS, and moved its adoption. Seconded by Commissioner Lawrence. MOTOIN CARRIED, 9-0-0.

Commissioner Williams presented Resolution No. 2013-08-228, Resolution Authorizing The Filling Of A New Full Time Sanitarian Position Within The Environmental Health Division Of The Department Of Public Health, and moved its adoption. Seconded by Commissioner Domas. MOTION CARRIED, 9-0-0.

Commissioner VanHouten presented Resolution No. 2013-08-229, Resolution Authorizing The Hiring Of A Full-Time Assistant Maintenance Mechanic-Building Services, and moved its adoption. Seconded by Commissioner Dolan. MOTION CARRIED, 9-0-0.

Commissioner Dolan presented Resolution No. 2013-08-230, Resolution To Authorize The Acceptance Of The Name Change Of The Livingston County Building Services Department To Livingston County Facility Services-Building Services, and moved its adoption. Seconded by Commissioner Lawrence. MOTION CARRIED, 9-0-0.

Commissioner Williams presented Resolution No. 2013-08-231, Resolution Authorizing Out-Of-State Travel For The County Chief Information Officer To Attend The 2013 Gartner Symposium Information Technology Expo In Orlando, Florida-Information Technology, and moved its adoption. Seconded by Commissioner Green. MOTION CARRIED, 9-0-0.

Commissioner Lawrence presented Resolution No. 2013-08-232, Resolution Authorizing The Hiring Of The Information Technology Administrative Specialist To Replace Donna White Prior To Her Retirement In Order To Receive ERP Training-Information Technology, and moved its adoption. Seconded by Commissioner Childs. MOTION CARRIED, 9-0-0.

Commissioner Green presented Resolution No. 2013-08-233, Resolution Authorizing The Position Of A Public Safety Technology Specialist For The County Owned Public Safety Technology Solution With Sungard Public Safety Sector OSSI And Firehouse-Information Technology, and moved its adoption. Seconded by Commissioner Williams. MOTION CARRIED, 9-0-0.

Commissioner Dolan presented Resolution No. 2013-08-234, Resolution Authorizing Agreement For Financial Advisory Services With The PFM Group-Administration, and moved its adoption. Seconded by Commissioner Lawrence. MOTION CARRIED, 9-0-0.

Commissioner Childs presented Resolution No. 2013-08-235, Resolution Authorizing A Change In The Mileage Charge For Emergency Medical Services-EMS, and moved its adoption. Seconded by Commissioner Green. MOTION CARRIED, 9-0-0.


Adjournment. It was moved by Commissioner Williams that the meeting be adjourned. Seconded by Commissioner Childs. MOTION CARRIED, 9-0-0.

The meeting was adjourned at 8:10p.m.Margaret M. DunleavyLivingston County Clerk

RESOLUTION NO: 2013-09-236

LIVINGSTON COUNTY DATE: September 3, 2013

RESOLUTION AUTHORIZING THE INSTALLATION OF AN EMERGENCY POWER SUPPLY FOR THE UNADILLA TOWNSHIP FIRE DEPARTMENT – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT

WHEREAS, the Livingston County Board of Commissioners approved participation in the 2011 Homeland Security Grant Program (’11 HSGP) with Resolution 2013-05-123; and,

WHEREAS, the Local Planning Team (LPT) reviewed all submitted project funding requests and authorized submission of several applications against the county’s local ’11 HSGP allocation, inclusive of $14,700.00 to the Unadilla Township Fire Department toward the purchase of an emergency power supply to support the fire department’s 24/7 emergency communications and emergency response operations; and,

WHEREAS, the Unadilla Township Fire Department will oversee the installation of the generator; and,

WHEREAS, the application for reimbursement in the aforementioned amount with ’11 HSGP funds has been reviewed and approved by officials of the state of Michigan; and,

WHEREAS, the department has sufficient funds within its budget to cover expenses in line item 261-346-977.011 of the 911 Central Dispatch/Emergency Management 2013 approved budget.

THEREFORE, BE IT RESOLVED the Livingston County Board of Commissioners authorizes the

purchase and installation of an emergency power supply in the amount of $14,700.00,

subject to reimbursement from the 2011 Homeland Security Grant Program, for the 24/7

communication operations and emergency response operations of the Unadilla Township

Fire Department.

BE IT FURTHER RESOLVED that the Chair of the County Board of Commissioners is authorized

to sign contractual documents as deemed necessary for implementation of the project

after review and approval of civil counsel.

# # #

MOVED:SECONDED:CARRIED:

Memorandum

To: Public Safety CommitteeFinance CommitteeBoard of Commissioners

From: Michael D. Kinaschuk

Date: August 8, 2013

Re: Unadilla Township Fire Department Emergency Power, ’11 HSGP

The Livingston County Board of Commissioners approved participation in the 2011 Homeland Security Grant Program (’11 HSGP) May 6, 2013, with Resolution 2013-05-123. The Local Planning Team (LPT) met subsequently to evaluate an assortment of project submissions and authorize submission of grant funding applications against the ’11 HSGP local allocation. The allocation of $14,700.00 toward the purchase of an emergency power supply for the Unadilla Township Fire Department was one of the approved projects. The project was approved for reimbursement from ’11 HSGP funds by state of Michigan reviewers.

LIVINGSTON COUNTY, MICHIGAN911 CENTRAL DISPATCH/

EMERGENCY MANAGEMENT DEPARTMENT

300 S. Highlander Way, Howell, Michigan 48843Phone 517.546.4620 Fax 517.546.5008

Web Site: co.livingston.mi.us



RESOLUTION AUTHORIZING THE REPLACEMENT OF LOW-STRAND-COUNT FIBER OPTIC CABLE ALONG MERRILL ROAD – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT


WHEREAS, the Local Planning Team (LPT) reviewed all submitted project funding requests and authorized submission of a dozen applications against the county’s local ’11 HSGP allocation, inclusive of replacing the low-strand-count fiber optic cable along Merrill Road in Hamburg Township with a high-strand-count fiber to correct the current connections of the fire and EMS services, as well as increase capacity for future users; and,

WHEREAS, the replacement was put out to bid by the Livingston Educational Service Agency (LESA) with AmComm submitted a winning bid of $15,000.00; and,

WHEREAS, the application for reimbursement of the replacement of the low-strand-count fiber with a higher-strand-count cable ’11 HSGP funds has been reviewed and approved by officials of the state of Michigan; and,



replacement of the Merrill Road fiber optic cable with a higher strand-count cable for a

sum not to exceed $15,000.00, subject to reimbursement from the 2011 Homeland

Security Grant Program.




# # #


Memorandum




Re: Merrill Road Fiber Replacement, ’11 HSGP

The Livingston County Board of Commissioners approved participation in the 2011 Homeland Security Grant Program (’11 HSGP) May 6, 2013, with Resolution 2013-05-123. The Local Planning Team (LPT) met subsequently to evaluate an assortment of potential projects and authorize submission of grant funding applications against the ‘11 HSGP local allocation. The replacement of the existing low-strand-count fiber optic cable with a higher strand-count cable to correct the existing series connections for the fire and EMS services was one of the dozen authorized submissions. The application was made and ultimately approved by state of Michigan reviewers.

The project was put out to bid by the Livingston Educational Service Agency. The winning bidder was AmComm with a winning bid of $15,000.00. Cost of this project is reimbursable from the ‘11 HSGP and operating funds have been placed in the department’s budget on line 261-346-977.011 to fund this activity until such time as reimbursement is received.







RESOLUTION AUTHORIZING THE INSTALLATION OF AN EMERGENCY POWER SUPPLY FOR THE PINCKNEY POLICE DEPARTMENT – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT


WHEREAS, the Local Planning Team (LPT) reviewed all submitted project funding requests and authorized submission of several applications against the county’s local ’11 HSGP allocation, inclusive of $10,673.00 to the Pinckney Police Department toward the purchase of an emergency power supply to support the police department’s 24/7 emergency communications; and,

WHEREAS, the Pinckney Police Department will oversee the installation of the generator; and,

WHEREAS, the application for reimbursement in the aforementioned amount with ’11 HSGP fundshas been reviewed and approved by officials of the state of Michigan; and,



purchase and installation of an emergency power supply in the amount of $10,673.00,

subject to reimbursement from the 2011 Homeland Security Grant Program, for the 24/7

communication operations of the Pinckney Police Department.




# # #


Memorandum




Re: Pinckney Police Department Emergency Power, ’11 HSGP

The Livingston County Board of Commissioners approved participation in the 2011 Homeland Security Grant Program (’11 HSGP) May 6, 2013, with Resolution 2013-05-123. The Local Planning Team (LPT) met subsequently to evaluate an assortment of project submissions and authorize submission of grant funding applications against the ’11 HSGP local allocation. The allocation of $10,673.00 toward the purchase of an emergency power supply for the Pinckney Police Department was one of the approved projects. The project was approved for reimbursement from ’11 HSGP funds by state of Michigan reviewers.







RESOLUTION AUTHORIZING THE PURCHASE OF KNOX BOXES FOR EMERGENCY ACCESS TO LIVINGSTON COUNTY SCHOOLS – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT


WHEREAS, the Local Planning Team (LPT) reviewed all submitted project funding requests and authorized submission of several applications against the county’s local ’11 HSGP allocation, inclusive of $51,224.00 toward the purchase of Knox Boxes: and,

WHEREAS, the Knox Boxes will allow first responders emergency access to building entry devices and emergency plans for Livingston County schools; and,



THEREFORE, BE IT RESOLVED the Livingston County Board of Commissioners

authorizes the purchase and installation of Knox Boxes at Livingston County

schools in the amount of $51,224.00, subject to reimbursement from the 2011

Homeland Security Grant Program.

BE IT FURTHER RESOLVED that the Chair of the County Board of Commissioners is

authorized to sign contractual documents as deemed necessary for implementation

of the project after review and approval of civil counsel.

# # #


Memorandum




Re: School Knox Boxes, ’11 HSGP

The Livingston County Board of Commissioners approved participation in the 2011 Homeland Security Grant Program (’11 HSGP) May 6, 2013, with Resolution 2013-05-123. The Local Planning Team (LPT) met subsequently to evaluate an assortment of project submissions and authorize submission of grant funding applications against the ’11 HSGP local allocation. The allocation of $51,224.00 toward the purchase of School Knox Boxes was one of the approved projects. The project was approved for reimbursement from ’11 HSGP funds by state of Michigan reviewers.







RESOLUTION AUTHORIZING THE PURCHASE OF TACTICAL BODY ARMOR FOR THE BRIGHTON-HAMBURG TACTICAL TEAM – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT


WHEREAS, the Local Planning Team (LPT) reviewed all submitted project funding requests and authorized submission of several applications against the county’s local ’11 HSGP allocation, inclusive of $12,282.00 toward the purchase of tactical body armor: and,

WHEREAS, the tactical body armor will allow the Brighton-Hamburg Tactical Team the needed protection to provide on-scene security, protect members of the public and to respond to a plethora of volatile and dangerous situations; and,




authorizes the purchase of tactical body armor in the amount of $12,282.00,

subject to reimbursement from the 2011 Homeland Security Grant Program, for the

Brighton-Hamburg Tactical Team.




.

# # #


Memorandum




Re: Body Armor – Brighton-Hamburg Tactical Team, ’11 HSGP

The Livingston County Board of Commissioners approved participation in the 2011 Homeland Security Grant Program (’11 HSGP) May 6, 2013, with Resolution 2013-05-123. The Local Planning Team (LPT) met subsequently to evaluate an assortment of project submissions and authorize submission of grant funding applications against the ’11 HSGP local allocation. The allocation of $12,282.00 toward the purchase of Point Blank Dragon Fire Tactical Body Armor and hard plates was one of the approved projects. The project was approved for reimbursement from ’11 HSGP funds by state of Michigan reviewers.







RESOLUTION AUTHORIZING THE PURCHASE OF AIR MONITORING DEVICES FOR LIVINGSTON COUNTY FIRE DEPARTMENTS – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT


WHEREAS, the Local Planning Team (LPT) reviewed all submitted project funding requests and authorized submission of several applications against the county’s local ’12 HSGP allocation, inclusive of $40,564.00 toward the purchase of Air Monitoring Devices: and,

WHEREAS, the Air Monitoring Devices will allow fire department first responders greater capability to monitor atmospheric hazards; and,




authorizes the purchase of Air Monitoring Devices in the amount of $40,564.00,

subject to reimbursement from the 2012 Homeland Security Grant Program, for fire

department first responders in Livingston County.




# # #


Memorandum




Re: Air Monitoring Devices for Livingston County Fire Departments, ’12 HSGP

The Livingston County Board of Commissioners approved participation in the 2012 Homeland Security Grant Program (’12 HSGP) May 6, 2013, with Resolution 2013-05-124. The Local Planning Team (LPT) met subsequently to evaluate an assortment of project submissions and authorize submission of grant funding applications against the ’12 HSGP local allocation. The allocation of $40,564.00 toward the purchase of Multi-Gas Air Monitoring Devices for Livingston County Fire Departments was one of the approved projects. The project was approved for reimbursement from ’12 HSGP funds by state of Michigan reviewers.







RESOLUTION AUTHORIZING THE PURCHASE OF SPOTTING SCOPE NIGHT VISION SURVEILLANCE SYSTEMS FOR THE SHERIFF DEPARTMENT TACTICAL TEAM – PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS, 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT


WHEREAS, the Local Planning Team (LPT) reviewed all submitted project funding requests and authorized submission of several applications against the county’s local ’12 HSGP allocation, inclusive of tactical equipment for the Sheriff Department Tactical Team; and,

WHEREAS, two spotting scope night vision surveillance systems would be purchased for use by the Tactical Team; and,

WHEREAS, the application for reimbursement of the purchase of the spotting scope night vision surveillance systems with ’12 HSGP funds has been reviewed and approved by officials of the state of Michigan and the Region One fiscal agent.



authorizes the purchase of two spotting scope night vision surveillance systems

for the Sheriff Department Tactical Team for a sum not to exceed $19,034.30,

subject to reimbursement from the 2012 Homeland Security Grant Program.




# # #


Memorandum




Re: Sheriff Department Tactical Team Equipment, ’12 HSGP

The Livingston County Board of Commissioners approved participation in the 2012 Homeland Security Grant Program (’12 HSGP) May 6, 2013, with Resolution 2013-05-124. The Local Planning Team (LPT) met subsequently to evaluate an assortment of project submissions and authorize submission of grant funding applications against the ’12 HSGP local allocation. The purchase of two (2) spotting scope night vision surveillance systems on the authorized equipment list (AEL), is one of the several authorized submissions. The cost of the surveillance systems is $19,034.30. The project was approved for reimbursement from ’12 HSGP funds by state of Michigan reviewers.







RESOLUTION AUTHORIZING THE PURCHASE OF REPLACEMENT 800 MHZ PUBLIC SAFETY RADIOS – 9-1-1 CENTRAL DISPATCH/EMERGENCY MANAGEMENT / PUBLIC SAFETY COMMITTEE / FINANCE COMMITTEE / BOARD OF COMMISSIONERS

WHEREAS, the department was notified by a Motorola representative on September 27, 2010, specific models of 800 MHz radios, accounting for 283 of the county’s public safety radio fleet, would reach end-of-support in the forthcoming two years; and,

WHEREAS, the Board of Commissioners authorized the department to conduct a phased radio replacement program with the passage of Resolutions 2011-03-101, 2012-03-078 and 2012-09-246; and,

WHEREAS, the Board of Commissioners approved participation in the 2011 Homeland Security Grant Program (’11 HSGP) with Resolution 2013-05-123; and,

WHEREAS, replacement Motorola radios can be purchased at a discount price via the state of Michigan contract; and,

WHEREAS, the EMS Department and the Sheriff Department are due replacement of 32 obsolete portable radios; and,

WHEREAS, it is desirable to add ten units to the spares cache for replacement of failed and un-repairable mobile radio models; and,

WHEREAS, the department has sufficient funds within its budget to cover expenses in line item 261-346-977.011 of the Central Dispatch/Emergency Management 2013 approved budget.

THEREFORE, BE IT RESOLVED the Livingston County Board of Commissioners hereby

authorizes the purchase of radios in the amount of $17,500, subject to

reimbursement from the 2011 Homeland Security Grant Program.




# # #


Memorandum




Re: Purchase of Replacement 800 MHz Radios

In September 2010, we were informed by Motorola some models of 800 MHz radios would reach end-of-support in the forthcoming two years. The Board of Commissioners authorized the central dispatch department to conduct phased radio replacement with passage of resolutions 2011-03-101, 2012-03-078 and 2012-09-246. Cost of replacing obsolete radios was to be spread over a three-year period, 2011 thru 2013.

The EMS and Sheriff Departments are due replacement of 34 obsolete portable radios. It is also desirable to build up the department’s cache of spare mobile radios.

Purchase of the radios can be accomplished at discount and sale pricing via the state of Michigan contract.

Obsolete mobile radio replacement can be achieved via the spares cache as single units fail and are identified as un-repairable.

The Local Planning Team (LPT) met subsequently to evaluate an assortment of project submissions and authorize submission of grant funding applications against the ’11 HSGP allocation. The allocation of $17,500.00 toward the purchase of portable 800MHz radios for Livingston County EMS was one of the approved projects. The project was approved for reimbursement from ’11 HSGP funds by state of Michigan reviewers.







RESOLUTION AUTHORIZING A 9-1-1 TELEPHONE SYSTEM MAINTENANCE SERVICE CONTRACT – 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT, INFRASTRUCTURE & DEVELOPMENT AND PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS

WHEREAS, July 06, 2010, the Livingston County Board of Commissioners approved Resolution 2010-07-208 authorizing the central dispatch department to install and pay its fair share of a new 9-1-1 emergency telephone system in cooperation with Ingham, Eaton and Clinton Counties; and,

WHEREAS, a system, inclusive of post warranty service contracts for all four counties, was purchased through and installed by Advanced Wireless Technology of Wixom, a manufacturer authorized dealer; and,

WHEREAS, Livingston County went live on the system on or about May 5, 2012, with Ingham County following thereafter; and,

WHEREAS, subsequent system faults and bugs have been sufficiently problematic for the Ingham and Livingston County 9-1-1 centers to cause the 9-1-1 centers of Eaton and Clinton County to delay conversion to the new system; and,

WHEREAS, it is vital to system integrity a single provider service the entire four-county system; and,

WHEREAS, troubleshooting by system manufacturer Cassidian implicates installation, set-up, testing and service by AWT does not meet manufacturer design and specification, prompting Ingham County to lead an effort to select and contract an alternate manufacturer approved post-warranty maintenance and software support service provider.

THEREFORE, BE IT RESOLVED the Livingston County Board of Commissioners hereby authorizes the 9-

1-1 Central Dispatch/Emergency Management Department to enter into a 9-1-1 emergency

telephone system maintenance service contract as obtained and made available to the Counties

of Livingston, Eaton and Clinton by Ingham County in compliance with its purchasing policies

upon review and approval by County Civil Counsel.

BE IT FURTHER RESOLVED that the Chair of the County Board of Commissioners is authorized to sign

contractual documents as deemed necessary for implementation of the project.

# # #


Memorandum

To: Infrastructure & Development and Public Safety CommitteeFinance CommitteeBoard of Commissioners

From: Donald T. Arbic, Director


Re: 9-1-1 Telephone System Maintenance Service Contract

July 06, 2010, the Livingston County Board of Commissioners approved Resolution 2010-07-208 authorizing the 9-1-1 Central Dispatch to install and pay its fair share of a new 9-1-1 emergency telephone system sufficiently robust to support the 9-1-1 centers of Clinton, Eaton, Ingham and Livingston Counties. The system was purchased through and installed by Advance Wireless Technology (AWT) of Wixom. All four counties took post-warranty service and software update contracts with AWT as part of the original purchase contract.

Livingston’s central dispatch went live on the new system on or about May 5, 2012. Ingham’s central dispatch converted later the same year. Subsequently, the system has experienced outages sufficient to delay Clinton and Eaton Counties from converting from their legacy systems.

Ingham County has suffered more failures and greater dissatisfaction with AWT’s inability to resolve system bugs than has Livingston County. Ingham’s 9-1-1 Director, Lance Langdon, and his staff investigated a host of issues and escalated several to the attention of the phone system’s manufacturer, Cassidian.

Feedback from Cassidian implies reason to believe the phone system was not installed, tested or set up for daily operations by AWT as designed by the manufacturer’s engineering team. Moreover, AWT has not provided manufacturer technician training required to service this high-tech system.





Ingham County is leading the project to bring in the manufacturer’s troubleshooters to put the system to rights and get an RFP out to identify a service provider to replace AWT.

The telephone system is integrated. It is in the best interests of the four counties, but critical to the host sites of Ingham and Livingston Counties, the same service provider delivers system maintenance.

A 9-1-1 telephone system has a zero-outage-time-tolerance. At this writing, system maintenance remains in the hands of AWT technicians and will be until such time as a qualified replacement is identified and contracted.

Ingham County will identify a new provider via RFP; negotiate a service contract; submit said contract to review by Cohl, Stoker and Toskey; and perfect it as soon as possible. It will be critically important to reduce the transition time for the two host sites, Ingham and Livingston as much as possible.

Therefore, writer requests the Board of Commissioners approve a resolution authorizing the 9-1-1 Central Dispatch/Emergency Management Department to piggyback on the Ingham County 9-1-1 telephone system service contract upon approval of the Ingham County Board of Commissioners and civil counsel.



RESOLUTION AUTHORIZING THE SHERIFF DEPARTMENT AND THE COUNTY OF LIVINGSTON TO APPLY FOR AND ENTER INTO CONTRACT WITH THE STATE OF MICHIGAN, OFFICE OF HIGHWAY SAFETY PLANNING FOR FISCAL YEAR 2014 SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM GRANT.

WHEREAS, the Livingston County Sheriffs’ Department wishes to continue the operation of the Secondary Road Patrol and Traffic Accident Prevention Program for state fiscal year 2014; and

WHEREAS, the County of Livingston will be receiving up to $95,976.00 in reimbursement funds from the State of Michigan, Office of Highway Safety Planning for participation in the 2014 Secondary Road Patrol and Accident Prevention Program; and

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners

hereby approves the submission of application to enter into a contract with the

State of Michigan, Office of Highway Safety Planning wherein Livingston

County will receive a maximum of $95,976.00 in State reimbursement funds

effective October 1, 2013 through September 30, 2014; and

BE IT FURTHER RESOLVED that the Chair of the Livingston County Board of

Commissioners is authorized to sign all forms, assurances, contracts, agreements,

amendments and support documents related to the 2014 Secondary Road Patrol

and Accident Prevention Program upon review by Civil Counsel.

# # #MOVED:SECONDED:CARRIED:

OHS-401 (08/13)MICHIGAN STATE POLICE

SECONDARY ROAD PATROL AND

TRAFFIC ACCIDENT PREVENTION PROGRAM

GRANT APPLICATION

FOR FISCAL YEAR

2014

(OCTOBER 1, 2013 – SEPTEMBER 30, 2014)

Application also available atwww.michigan.gov/ohsp-srp

Office of Highway Safety Planning 333 South Grand Avenue, P.O. Box 30634

Lansing, Michigan 48909

AUTHORITY: 1978 PA 416, as amended;COMPLIANCE: Voluntary, but required for SRP funding

OHS-401 (05/11)MICHIGAN STATE POLICEPage 2 of 20

SECTION A: APPLICATION INSTRUCTIONS

The following items are required to be reviewed and completed for the County to be awarded Secondary Road Patrol funding. The completed application must be submitted to the Office of Highway Safety Planning (OHSP) in its entirety (all pages). Questions regarding the application may be directed to (517) 241-2520.

Section B. GRANT CONDITIONS & REQUIREMENTS…………………………………………… Pages 3 - 7

Section C. APPLICATION AND AGREEMENT SIGNATURE PAGE…………………………….. Page 8

Section D. MAINTENANCE OF EFFORT BASE DATA……………………………………………. Page 9

Section E. METHODS AND PROCEDURES………………………………………………………... Page 10

Section F. RESOLUTIONS, CONTRACTS, AND LAW ENFORCEMENT PLAN………………. Page 11

Section G. EQUIPMENT AND AUTOMOTIVE INVENTORY……………………………………… Page 12

Section H. BUDGET……………………………………….............................................................. Pages 13 -16

Section I. EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION………………………….. Page 17

Mail the application, with original signatures, and all supporting documentation to:

Michigan State PoliceOffice of Highway Safety Planning333 South Grand AvenueP.O. Box 30634Lansing, MI 48909-0634


SECTION B: GRANT CONDITIONS & REQUIREMENTS

I. Definitions

ACT 416 is Public Act 416 of 1978, as amended, MCL 51.76 and 51.77, which established the Secondary Road Patrol and Accident Prevention Program.

OHSP (Office of Highway Safety Planning) is the agent for the State of Michigan, acting through the Michigan Department of State Police.

MSP is the Michigan Department of State Police.

SRP is the Secondary Road Patrol Program.

The PROVIDER is the County Board of Commissioners as advised by the County Sheriff acting through a duly authorized contracting official, i.e., Chairperson of the County Board of Commissioners or County Executive Officer.

FISCAL YEAR denotes the fiscal year of the State of Michigan, beginning each October 1.

NONEXPENDABLE PERSONAL PROPERTY is tangible personal property having a useful life of more than one year and acquisition cost of $1,000 or more per unit.

EXPENDABLE PERSONAL PROPERTY is all tangible personal property other than non-expendable property.

COUNTY FUNDED ROAD PATROL OFFICER is a uniformed officer who responds to citizens’ requests, makes arrests, investigates traffic crashes and crimes, serves legal papers, patrols the county, and may occasionally be assigned to jail, marine/snowmobile, dispatch, court, prisoner transport, or other non-patrol related functions. Examples of who not to include are sheriff, undersheriff, command officers who supervise other divisions in addition to road patrol, full-time court detail, corrections, marine/snowmobile, detectives, DARE, etc.

ACT 416 FUNDED ROAD PATROL OFFICER is a uniformed officer who patrols the secondary roads (county primary and county local roads, excluding those portions within the boundaries of a city or village); monitors traffic violations; enforces the criminal laws of this state, violations of which are observed by or brought to the attention of the sheriff’s department while providing the patrolling and monitoring required by the Act 416; investigates crashes involving motor vehicles; and provides emergency assistance to persons on or near a highway or road patrolled and monitored as required by Act 416.

II. Law Enforcement Plan

Act 416 requires the sheriff, the Director of the Department of State Police, and the Director of the OHSP or their authorized representatives to develop a Law Enforcement Plan for the unincorporated areas of the county. The Law Enforcement Plan shall be updated at least every four years (after a sheriff’s election year). The plan may be updated in the interim at the discretion of the sheriff and the local MSP post commander. A copy of the most current Law Enforcement Plan must be included in the documents submitted with theapplication each year.

III. Services

The sheriff’s department shall be the law enforcement agency primarily responsible for providing the following services on county primary roads, county local roads, except within the boundaries of a city or village, and on any highway or road within the boundaries of a county park:

1. Patrolling and monitoring traffic violations.2. Enforcing the criminal laws of this state, violations of which are observed by or brought to the attention of

the sheriff’s department while engaged in Act 416 patrols.3. Investigating crashes involving motor vehicles.4. Providing emergency assistance to persons on or near a highway or road patrolled and monitored as

required by Act 416.

IV. City and Village Service Resolutions


Act 416 provides for service requests from a city or village to a county. If an agreement of this type is entered into, a copy of the resolution authorizing this action must be included in the documents submitted with the application each year.

Any or all of the following services may be provided:

1. Patrolling and monitoring traffic violations.2. Investigating crashes involving motor vehicles.3. Providing emergency assistance to persons on or near a highway or road being patrolled.

V. Accounting and Recordkeeping Requirements

The Provider must maintain accounting records, following generally accepted accounting procedures, to receive reimbursement for expenditures under this grant. Documentation supporting all expenditures shall be maintained for at least three years after the expiration of the fiscal year covering this agreement. The Provider agrees to expend funds obtained under this agreement only during the period covered by the agreement and only for purposes specified in the budget detail unless written approval is received from OHSP. ALL REVENUE AND EXPENDITURES SHALL BE RECORDED IN A FUND OR ACCOUNT SEPARATE FROM THE PROVIDER’SOTHER FUNDS OR ACCOUNTS.

A. Personnel Costs. Amounts expended under this agreement for Act 416-funded road patrol officers shall be based upon payrolls documented and approved in accordance with the policies and practices of the Providerand shall be supported by time and attendance records and daily activity logs for individual employees. The daily logs must detail all activities engaged in, locations of activities, and times engaged in each activity.

B. All automotive expenses, supplies, and equipment shall be authorized and procured in accordance with the general policies and practices of the county. Automotive expenses can be reported based either on the actual costs incurred for vehicles, gasoline, maintenance, insurance, and other vehicle costs, or on actual miles driven times a mileage rate. If the county chooses to use a mileage rate, they may either use the most recently published IRS business rate, in which case no further calculation is required, or, they can calculate their own mileage rate based on their county’s actual costs. Supporting documentation for the county’s calculated rate must be kept on file for review during monitoring.

Note: If using a mileage rate that includes an allowance for depreciation of the vehicle, including the IRS rate, the county may not also request reimbursement for a vehicle as an equipment purchase.

C. Property Management Standards

1. Accounting Requirement. The county agrees to maintain a readily identifiable inventory of nonexpendable personal property purchased in whole, or in part, with Act 416 funds. Inventory of this property shall be made a part of the county’s official Act 416 records and shall be available for review by authorized state personnel. At a minimum, property management records shall meet the following requirements:

a) Item descriptionb) Manufacturer’s serial number and, if applicable, an Act 416 control numberc) State’s Act 416 cost equity at time of purchased) Acquisition date and coste) Location of propertyf) Ultimate disposition date including sale price or method used to determine fair market valueg) Method of disposition

2. Recordkeeping Requirements. The county agrees to maintain, as a part of the financial records for Act 416, property management records for all nonexpendable personal property acquired in whole, or in part, with Act 416 funds. This includes copies of purchase orders, bid information, invoices and inventory records. Records shall be retained for three years beyond the useful life of the equipment.

VI. Standards for Acquiring, Using, and Disposing of Property Purchased with Funds Paid Under Act 416


The acquisition of expendable and nonexpendable personal property shall be pre-authorized by OHSP. Expendable property may be disposed of when, at the discretion of the Provider, it is no longer usable. For nonexpendable personal property acquired by a county in whole, or in part, with Act 416 funds, the following conditions apply:

A. Use of nonexpendable personal property is restricted to activities authorized by Act 416 and by personnel funded or authorized by OHSP in their grant with the county or by adjustments to this grant.

B. Disposition of Nonexpendable Personal Property. Proper sales procedures shall be established for unneeded property which would provide for competition to the maximum extent possible and result in the highest possible return. When a recipient of nonexpendable personal property purchased in whole, or in part, with Act 416 funds no longer has a need for the property in its Act 416 program, the county shall obtain prior approval from OHSP for the proposed disposition of the property. Requests for approval of the proposed disposition shall be submitted to OHSP within 30 days prior to the proposed disposition. The property, with concurrence of OHSP, may be disposed of in accordance with the following standards and order of priority:

1. OHSP reserves the right to require the county to transfer the property to the control of OHSP or directly to a third party at the discretion of OHSP. The county shall be reimbursed by the beneficiary county with an amount which is computed by applying the percentage of county participation in the original cost of the items(s) to the current fair market value.

2. OHSP may permit the county to retain the property for use other than that authorized in Act 416, provided compensation is made to the State of Michigan. The amount of compensation shall be computed by applying the percentage of state participation in the original cost of the item(s) to the current fair market value.

3. OHSP may instruct the county to sell the property and reimburse the State of Michigan an amount which is computed by applying the percentage of state participation in the original cost of the item(s) to the current fair market value. The county is permitted to retain five percent of the total proceeds to cover selling and handling expenses.

C. Replacement of Property. When an item of nonexpendable personal property with an acquisition cost of $1,000 or more is no longer efficient or serviceable but the county continues to need the property in its Act 416 program, the county may replace the property through trade-in or sale and purchase of new property, provided the following requirements are met:

1. Similar Function. Replacement property shall serve the same function as the original property and be of the same nature or character, although not necessarily of the same grade or quality.

2. Credits. Value credited for the property, if the property is traded in, shall be related to the fair market value.

3. Time. Purchase of replacement property shall take place soon enough after the sale of nonexpendable property to show that the sale and the purchase are related, but in any instance, during the same funding year.

4. Compensation. Replacement of property under this paragraph is not disposition of this property. The county is not required, at the time of replacement, to compensate the State for the state share of the property; rather, the state share is transferred to the replacement property with an appropriate adjustment as provided in VI.C.5. The replacement property is subject to the same instruction on use and disposition as the property replaced.

5. Calculation of State Share. The state share of the replacement property is calculated as follows:

a. The proceeds from the sale of the original property or the amount credited for trade-in is multiplied by the state share (percentage) to produce a dollar amount.

b. The percentage of the Act 416 dollar amount to the total purchase price of the replacement property is the state share of the replacement property.


6. Prior Approval. Recipients of Act 416 funds shall obtain written permission from OHSP to use the provision of VI.C prior to entering into negotiations for the replacement or trade-in of nonexpendable property.

VII. Financial Reports

The Provider agrees to submit a Quarterly Financial Report within 20 days of the completion of each quarterly period beginning with the date of this agreement. The Inventory Control Listing for nonexpendable property as identified in V.C.1. shall be maintained by the county for review during grant monitoring, and shall be submitted with each change to OHSP.

VIII. Program Reports

The Provider agrees to submit a Semi-Annual Program Report within 20 days following the end of each semi-annual reporting period. Further, the Provider agrees to submit an Annual Program Report by October 20 of each year covering the fiscal year just ended, as provided in Act 416.

IX. Amendment of Grant

Program modification or a budget revision shall be requested on the Grant Adjustment Request form provided, and be approved by OHSP prior to implementation.

X. Limitation Upon Timing of Expenditures

All obligations under this agreement shall be made subsequent to the project start date and prior to the project end date of the grant.

XI. Limited Availability of Indirect Costs

Indirect costs reportable for reimbursement are allowable providing they do not exceed 5% of the total direct program expenditures. Costs for clerical support personnel may be included in the budget as an indirect cost, not a direct cost.

XII. Method of Payment

The State of Michigan shall reimburse the county for expenditures incurred during the previous quarter. The county will receive the reimbursement approximately four weeks following receipt of the Quarterly Financial Report. Reimbursement may be delayed should the county fail to provide all required reports and other documentation, or is not in compliance with Act 416 and the Grant Conditions & Requirements.

XIII. Attribution

Any public dissemination of information under this agreement shall identify the State of Michigan as the source of the funding for the services provided.

XIV. Notice Regarding Position Reductions

The county shall immediately notify OHSP of any reductions in the working number of county funded road patrol positions if the remaining number of working road patrol positions is below the September 30, 1978, level. This notification shall include the latest county estimate of total county general fund revenue for the pertinent county fiscal year. Notification shall be in writing and include appropriate explanatory information.

XV. Termination

Termination of this grant will become effective based upon one or more of the following conditions:

A. The end date specified on the grant has been reached and all other conditions of funding have been satisfied.


B. Funds allocated are contingent upon an appropriation from the State of Michigan and sufficient citation surcharge collections. County allocations may be revised during the year based on revenue collected.

C. This agreement is void if the Provider reduces its expenditures or level of road patrol below that which the Provider was expending or providing immediately before October 1, 1978, unless the Provider is required to reduce general services because of economic conditions and is not merely reducing law enforcement services. If there is an allegation of non-compliance with the provisions of this subsection, the OHSP shall notify the Provider in writing and afford the Provider with an opportunity to demonstrate compliance. If compliance cannot be established, OHSP shall notify the Provider in writing of the termination of this agreement. This termination shall be effective as of the date on which the non-compliance originally occurred.

D. The Provider shall comply with the identified schedule for financial and programmatic reporting. Failure to comply will result in OHSP action to withhold the release of funds.

E. Non-compliance with Act 416 and/or Grant Conditions & Requirements is grounds for the termination of this grant and funding. Repayment of funds to the State of Michigan may be required for those funds expended on non-Act 416-related costs.

F. Upon 60 days notice, the Provider may terminate the grant. OHSP may waive this notification requirement.

XVI. Inspection, Audit, and Reporting

The OHSP, the Local Government Audit Division of the Michigan Department of Treasury, and the State Auditor General, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the Provider which are related to this agreement, for purpose of inspection, audit, and examination.

The Provider shall comply with the requests of OHSP for information on reports related to the manpower, expenditures, and services of the Provider and the traffic crash, traffic safety, and crime data of the county or areas of the county of the Provider.

XVII. Equal Employment Opportunity Requirements

In accordance with the Elliott-Larsen Civil Rights Act and the Michigan Handicappers Civil Rights Act, a grantee or contractor shall not discriminate against any employee or applicant for employment, with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, ancestry, age, sex, height, weight, marital status, or handicap. Failure to comply with this requirement is cause for termination of the grant.

In accordance with Executive Directive 1979-4 and Michigan Department of Civil Rights Standards and Procedures for Civil Rights Compliance in State and Federal Contracts, a grantee or contractor must have an established policy of equal employment opportunity without regard to race, color, religion, national origin, age, sex, or handicap. The grantee or contractor shall take steps necessary to correct any under representation and achieve a reasonably representative work force at all levels of employment. In addition, the grantee or contractor shall:

A. State in all recruiting materials and advertisements that all applicants will receive equal consideration for employment without regard to race, color, religion, national origin, age, sex, or handicap, and

B. Post in conspicuous places notices setting forth the law on equal opportunity in employment and public accommodations. (Posters are available from the Michigan Department of Civil Rights.)

A grantee or contractor shall inform OHSP of any federal or state actions taken against the grantee or contractor pertaining to equal employment opportunity requirements. A grantee or contractor shall keep employment or other recourse used in preparation of the Minority-Female-Handicapper Status Report, work force UtilizationAnalysis and EEO Plan six months beyond the life of the grant or contract to permit access by the OHSP, Michigan Department of Civil Rights, or other authorized persons as may be necessary to ascertain compliance.


The award of a grant is subject to acceptance of the required reporting forms and EEO Plan and a determination of compliance with Equal Employment Opportunity requirements by OHSP or the Michigan Department of Civil Rights.

XVIII. Legislative Mandate

“Any law enforcement entity receiving GF/GP funds from the budget shall not evaluate an employee or consider for promotion or assignment on basis of motor vehicle citations issued.”


SECTION C: SECONDARY ROAD PATROL ANDTRAFFIC ACCIDENT PREVENTION PROGRAM APPLICATION

I. Application & Agreement Signature Page

This application is made under Act 416, as amended, in the amount and for the purpose set forth. Failure to comply with Act 416, Grant Conditions & Requirements, or Generally Accepted Accounting Principles is cause for termination of the grant.

We certify that the information contained in this application, including the Methods and Procedures and Budget Detail, is true and correct to the best of our knowledge. We agree to comply with all Grant Conditions, Act 416 requirements, and the policies of the OHSP.

On the basis of the information provided in this application and detailed budget submitted by the county, an award will be made to the county in the amount and for the period stated and is subject to the Grant Conditions & Requirements. This agreement becomes effective as of the date county representatives are notified by OHSP.

A. REQUESTOR INFORMATION1. Applicant County 2. Federal Employer ID Number

Livingston County 38-6005819

3. Fiscal Year

October 1, 2013, to September 30, 2014

B. CHAIRPERSON, COUNTY BOARD OF COMMISSIONERS4. Name 5. Telephone Number

Carol S. Griffith 517-546-3520

6. Street Address 7. City 8. ZIP Code

304 E. Grand River Howell 48843

9. Signature of Chairperson 10. Date

C. SHERIFF11. Name 12. Telephone Number

Robert J. Bezotte 517-546-2440


150 S. Highlander Way Howell 48843

16. Signature of Sheriff 17. Date

D. FINANCIAL OFFICER (Person Responsible for Fiscal Accounting)18. Name 19. Telephone Number

Margaret M. Dunleavy 517-546-9816


200 E. Grand River Howell 48843

23. Signature of Financial Officer 24. Date

E. PRIMARY CONTACT PERSON FOR SRP PROGRAM25. Name and Title 26. Telephone Number

Chad Sell 517-540-4384

27. E-mail Address 28. Fax Number

[email protected] 517-552-2542

FOR OHSP USE ONLYDate Application Received Grant Number


AUTHORITY: 1978 PA 416, as amended; COMPLIANCE: Voluntary, but required for SRP funding


II. Maintenance of Effort Base Data

County Funded Deputies

Report the number of county funded, full-time certified deputies employed by, or budgeted for, the sheriff’s department as of the dates indicated below. The source of funding for the deputies (i.e., other grants, local contractual arrangements, etc.) is not a deciding factor in determining whether the county meets the maintenance of effort requirement. Do not include SRP funded deputies.

County Funded, Full-Time Certified Deputies 1) As of 9/30/78 2) Current3) Budgeted for UpcomingFiscal Year (October 1 –September 30)

Total Number 33 58 58

Number Whose Primary Duty is Road Patrol 15 33 33


III. Methods and Procedures

INSTRUCTIONS: Indicate how your department will utilize the funds allocated by selecting each box that describes an activity engaged in by your county’s SRP officers. If “other” is selected, provide a description of the activity. All activities must be allowable under the provisions of Act 416 and must be consistent with the submitted budget.

Patrol and monitor traffic violations on secondary roads.

Investigate crashes involving motor vehicles on secondary roads.

Provide emergency assistance to persons on secondary roads.

Enforce violations of criminal laws which are observed by or brought to the attention of the sheriff’s department while patrolling secondary roads.

Enforce laws in state parks and county parks within the county.

Provide a vehicle inspection program.

Provide traffic safety information and education programs.

Other (please describe) _________________________________________________________________

Additional Information


IV. Resolutions, Contracts, and Law Enforcement Plan

A. List each city or village which has requested by resolution that the sheriff’s department provide services within its boundaries. If none, note N/A.

Note: Include a copy of each resolution. If any new resolutions are adopted during the fiscal year, immediately forward a copy to OHSP.

N/A

B. List each township, city, or village that contracts with the sheriff’s department to provide law enforcement services. If none, note N/A.

Note: Include a copy of each contract. If any new contracts are acquired during the fiscal year, immediately forward a copy to OHSP.

Tyrone Township contract for policing service 56 hours/week

Putnam Township contract for policing service 40 hours/week

Copies of current contracts are attached

C. Include a copy of your most current Law Enforcement Plan with MSP for the unincorporated areas of the county.

Note: Law Enforcement Plans shall be updated at least every four years, following a sheriff’s election.


V. Equipment and Automotive Inventory

INSTRUCTIONS: List all equipment and automobiles purchased in full or in part with Act 416 funds.

QUANTITY

DESCRIPTIONSERIAL

NUMBER

DATE PUT IN SERVICE

OR PURCHASE

D

COSTDATE OF

DISPOSALDISPOSAL METHOD

1 2010 Chevrolet Tahoe

1GNLC2E03BR16

4602

04/01/2010 $25,477.00 N/A N/A

1 2011 Chevrolet Caprice

6G1MKT527BL54

4874

03/01/2012 $26,500.00 N/A N/A

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$

$


$


VI. Budget Detail

INSTRUCTIONS: The budget must be completed in detail and shall only cover the period for which this application is made.

Note: Round to whole dollar amounts.

A. PERSONNEL

SALARIES AND WAGES

POSITION TITLE SALARY RATE% OF TIME ON

ACT 416ACTIVITIES

COST

Deputy Brad Neff 5 year 100 $55,475.00

Deputy Bryan Harmison 5 year 100 $55,475.00

$

$

$OVERTIME

$12,000.00LONGEVITY

$

SUBTOTAL $122,950.00

FRINGE BENEFITSFICA PERCENT

7.65 $9,765.00RETIREMENT PERCENT

16.6 $21,189.00HOSPITALIZATION AVG/EMPLOYEE/MONTH

$1,019.00 $24,456.00WORKERS COMPENSATION RATE/$100 IN WAGES

$4.00 $5,106.00OTHER INSURANCE (please identify)

Life Insurance annual $144.00

Retiree Health Care annual $14,520.00

Holiday $2,560.00

Compensatory Time Pay Out $2,134.00

$SUBTOTAL

$79,874.00TOTALPERSONNEL $202,824.00


B. AUTOMOTIVE EXPENSES

INSTRUCTIONS: The County may choose to account for Automotive Expenses using ONE of the two following methods: Actual Automotive Expenses OR Mileage Reimbursement. The same method must be used to account for the costs in the SRP general ledger accounts.

ACTUAL AUTOMOTIVE EXPENSESDESCRIPTION OF EXPENSE(Include fuel, maintenance, insurance, etc.)

RATE COST

Annual Lease $30,720.00

(lease amount includes fuel, $

insurance, and maintenance of $

SRP assigned vehicles) $

$TOTAL AUTOMOTIVE EXPENSES $30,720.00

OR

MILEAGE REIMBURSEMENTCOUNTY COST PER MILE OF PATROL OPERATION

ESTIMATED MILES COST

$

$

$

$

$TOTAL AUTOMOTIVE EXPENSES $0.00


C. EQUIPMENT

DESCRIPTION QUANTITY PURCHASE PRICE COST

$

$

$

TOTAL EQUIPMENT $0.00

D. OPERATING EXPENSES

DESCRIPTION OF EXPENSE RATE COST

PRINTING/SUPPLIES $1,000.00

CLEANING/CLOTHING ALLOWANCE $1,100.00

TRAINING $1,500.00

RADIO MAINTENANCE CONTRACTS $3,250.00

MISCELLANEOUS (describe) $500.00

TOTAL OPERATING EXPENSES $7,350.00

TOTAL DIRECT COSTS(Personnel, Automotive, Equipment, & Operating) $240,894.00

E. INDIRECT COSTS

NOT TO EXCEED 5% OF TOTAL DIRECT COSTS $3,816.00

TOTAL PROJECT COSTS (Direct + Indirect) $244,710.00

STATE ALLOCATION $95,976.00


F. BUDGET NARRATIVE

INSTRUCTIONS: Provide a narrative justifying and detailing the basis for determining the cost of the items included in each budget category. Include calculations that aren’t apparent on previous pages. Additional pages may be attached as needed.

Personnel:

Salaries and Wages: Wages levels are determined by the labor agreement. The two officers assigned to the program are both top level pay. Overtime is estimated using historical data.

Fringe Benefits: Included in the category are: FICA, Retirement, Hospitalization, Workers Compensation, Life Insurance, Retiree Health Care, Holiday Premium, and Compensatory Time Payout.

Automotive: The County will be using the Actual Automotive Expense method of budgeting and reporting of the Automotive expenses incurred during the grant cycle. The budget amounts reflected in the grant application are derived from historical data and actual lease costs for each of the two vehicles listed.

Equipment: There is no entry for equipment purchases during this grant cycle.

Operating Expenses:

Printing and Supplies:

This category includes all office supplies including preprinted forms, case preparation supplies, replace/repair items of equipment that are used/worn by the officer (not including uniforms).

Cleaning/Clothing Allowance:

This category includes the annual cost to clean each officers uniforms and the amount used to replace worn or unserviceable uniforms.

Training:

This category includes the officers’ allotment for annual training.

Radio Maintenance Contracts:

This category includes an annual maintenance contract for computer hardware/software and the annual cost of cellular telephone service.

Miscellaneous:

Included in this category are annual membership dues and subscriptions and equipment repair/maintenance.

Indirect Costs:

The indirect costs reflects the amount charged for office space rental/maintenance used exclusively by the officer’s assigned to 416 duties.

Name and Title of Person Completing the BudgetSgt. Chad Sell

Telephone Number517-540-4384


VII. Equal Employment Opportunity (EEO)

COUNTYEQUAL EMPLOYMENT OPPORTUNITY

CERTIFICATION

I, _______________________________________, certify that (County Board Chairperson)

_________________________ County has formulated an equal (County Name)

employment opportunity program in accordance with the standards

established under Executive Directive 1979-4. The EEO Plan is

on file with the Michigan ____________________________________ (State Agency)

for review or audit by officials of that agency, or the Department of Civil

Rights, or OHSP as required by relevant laws, directives, and regulation.

Signature of County Board Chairperson Date

Memorandum

To: Livingston County Board of Commissioners

From: Sgt. Chad Sell


Re: 2014 Secondary Road Patrol Grant offered by the State of

Michigan Office of Highway Safety Planning

Livingston County Sheriff Department has been invited to participate in the State of Michigan, Office of Highway Safety Planning Secondary Road Patrol and Accident Prevention Program grant for State fiscal year 2014.

The State of Michigan, Office of Highway Safety Planning has offered Livingston County Sheriff Department up to $95,976.00 in state reimbursement funds for participation in the program.

Continued participation in this grant opportunity will allow the Sheriff to maintain two officers dedicated specifically to traffic enforcement and accident prevention within Livingston County.

The main purpose of the program is to increase traffic enforcement on secondary roads within Livingston County thereby reducing the number of traffic related incidents. The Livingston County Sheriff Department has participated in the Secondary Road Patrol and Accident Prevention Program for a number of years in the past. I am requesting that the Board of Commissioners support the submission of the application and enter into contract with the State of Michigan, Office of Highway Safety Planning for fiscal year 2014. Your support will allow the Sheriff Department to continue a vital service to our County.

If you have any questions regarding this matter please contact me.

LIVINGSTON COUNTY, MICHIGANSHERIFF DEPARTMENT

150 S. Highlander WayHowell, Mi 48843

Phone 517-540-4384 Fax 517-552-2542Web Site: co.livingston.mi.us



RESOLUTION TO APPROVE THE PURCHASING OF A ROBOTIC TOTAL STATION FOR THE LIVINGSTON COUNTY TRAFIC SAFETY BUREAU

WHEREAS, the Sheriff’s Department has determined a need to purchase a Leica TS12 Robotic Total Station from Leica Geosystems Inc.

WHEREAS, the Sheriff’s Department will be purchasing the Leica TS12 Robotic Total Station for $22,905.65; and

WHEREAS, the purchase of the Leica TS12 Robotic Total Station will be a one time expense; and

WHEREAS, the funds for the purchase have been set aside in contingency and approved in the 2013 Sheriff Department budget; and

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby

approves the issuance of a Purchase Order to LEICA Geosystems Inc, Fenton, MI for the

Leica TS12 Robotic Total Station in the amount of $22,905.65; and

THEREFORE BE IT FURTHER RESOLVED that the Sheriff Department budget be amended and the

funds set aside in contingency for this purchase be transferred into line item

239.351.747.000 in the amount of $22,905.65.

# # #

MOVED: SECONDED: CARRIED:

1 of 2

Equipment Proposal Leica Geosystems, Inc.Livingston County Sheriff's Department 10880 Ridge View Trail150 South Highlander Way Fenton, Mi. 48430Howell, Michigan 48843 Fax: (810) 714-3180Contact: Deputy Chad Sell Cell: (313) 670-3395Telephone: (517) 404-3090 [email protected]: [email protected]

21-Aug-13

Leica TS12 Total Station791305 TS12, 5" , R400, Total Station with Auto Target Recog. 1 17,735.00 17,735.00

Automatic Target Recognition Total Station,

1 Keyboard, Laser Plummet, Standard Applications,

User Manual & Carrying Case, Color Touch Screen

733256 MCF32, Compact Flash Card for TS12 1 100.00 100.00

639985 GRZ4 360 deg. Prism 1 990.00 990.00

667304 GDF122 Pro Tribrach non- optical plummet, pale green 1 385.00 385.00

733270 GEB221, Li-ion battery, 4Ah, rechargeable - 3 180.00 540.00

754389 GLS12F Plumbing Pole 1 300.00 300.00

CS15 Field Controller, SmartWorx Viva Software and Accessories

767869 CS 15 Field Controller, Win CE , Full VGA, Touch Display 1 3,700.00 3,700.00

767874 CBC01 Lemo Connector module with Power Jack & USB Host 1 150.00 150.00

772806 GEB212 Lithium Ion Battery 7.4v / 2.6 Ah 2 130.00 260.00

767909 SmartWorxs Viva Liscence Key 1 700.00 700.00

767856 MSD1000 Industrial Grade SD Memory Cards 1 GB 1 200.00 200.00

767879 GHT62 Pole Holder base plate for CS15 1 60.00 60.00

767880 GHT63 Clamp arrangement for attaching GHT62 to pole 1 100.00 100.00

788853 RH16 Radio Handle with integrated Radio 1 1,650.00 1,650.00

788855 CTR16 Communicaton Cap for CS15 1 950.00 950.00

791696 GVP660 Small sized hard container for Robotic access. 1 250.00 250.00

Smart Charger (to maintain Lithium battery health)

733271 GKL221 Pro Charger (charges all batteries) 1 550.00 550.00

733323 Charger Plates for GEB221 Batteries 2 60.00 120.00

Traverse Kit

667301 GST120-9 Geodetic Tripods with Locking Legs 1 350.00 350.00

Price of Leica TS12 Robotic Total Station Package 29,090.00

Less Livingston County Sheriffs Department Discount (6,254.35)

Shipping 70.00

Purchase Price with Trade in and Shipping 22,905.65

Note: Shipping F.O.B. Lawrenceville, GA

Signature & PO Number if Required :

The above is the equipment I would like shipped:

1 of 2 @[email protected]

2 of 2

Sign , Date & Fax to Rick Sauve @ (810) 714-3180

2 of 2 @[email protected]

LIVINGSTON COUNTY SHERIFF DEPARTMENT150 S. Highlander Way

Howell, Michigan 48843-2323517.540.2440

[email protected]

DATE: August 16th, 2013

TO: Livingston County Board of Commissioners

FROM: Sgt. Chad Sell

RE: Resolution authorizing purchase of a Leica TS12 Robotic Total Station

The Sheriff Department has identified a need to purchase a Leica TS12 Robotic Total Station package from Leica Geosystems, Inc. In the Sheriff Department 2013 approved budget, $28,863 was set aside in contingency for this purchase.

The total station will be used by the Sheriff’s Department traffic safety bureau for measuring and recording serious injury and fatal traffic crashes along with crime scenes.

Currently the total station owned by the Sheriff’s Department is almost twelve years old and is a two person operation. The Leica TS12 total station is a robotic unit that can be operated by one person on scene. This equipment will allow other investigators the opportunity to collect evidence and conduct a more thorough investigation in less time which in turn reduces overtime costs. It will also limit road closure times at crash scenes which reduce liability and safety concerns to department personnel and the general motoring public.

We will purchase the Leica TS12 Robotic Total Station package from the sole proprietor located in Tyrone Township, Livingston County for $22,905.65. The original amount placed in contingency for this purchase was $28,863.

Therefore, I am requesting that the attached resolution be approved. If you have any questions or concerns regarding this matter, please do not hesitate to contact me.

Sgt Chad SellShift Supervisor

LIVINGSTON COUNTY PURCHASINGREQUEST FOR QUOTE

150 S. Highlander WayHowell, Michigan 48823-2323

Phone (517) 546-2440 Fax (517) 552-2542

Buyer: Sgt. Chad SellPhone # (517) 540-2440Fax # (517) 546-1744Email [email protected]

VENDOR INFORMATION:

Leica Geosystems Inc.

10880 Ridge View Trail

Fenton, MI 48430

(313)670-3395

DATE OF REQUEST: 8/7/13 QUOTE DUE: 8/7/13

QTY UOM DESCRIPTION UNIT COST

TOTAL PRICE

1 Leica TS12 Robotic Total Station $22,835.65 $22,905.65

1.) Quote delivery in 5 calendar days after receipt of order.2.) All quotes are to be F.O.B. Destination. Livingston County reserves the right to reject other shipping

terms. If a delivery fee is not included on the quote form, no delivery fee will be allowed. Regardless of shipping terms, Seller will assume all responsibility for loss or damage during shipping.

3.) All quotes are to be valid for a minimum of 45 days.4.) For your quote to be considered, it must be received in the Purchasing Office no later than the above

deadline date specified.5.) Livingston County is tax exempt. Tax is not to be included on the quote form.6.) Livingston County reserves the right to award by item, by group or as a whole.7.) Payment Terms: Net 30 Days8.) Quote in US dollars only.

SPECIAL NOTES:FAX THIS COMPLETED FORM TO THE FAX NUMBER ABOVE NO LATER THAN THE SPECIFIED DUE DATE.

Purchasing Form 1005 Purchase Order 10-01-01

LIVINGSTON COUNTY PURCHASE ORDER Central Purchasing

304 E. Grand River, Howell, MI 48843

Phone: (517) 552-5002 Fax: (517) 546-7266

Purchase Order Number

Ship Via Delivery Date Terms Fund/Dept Line Item Date

Net 30 101-301 August 16th, 2013

ISSUED TO: SHIP TO & BILL TO:

Leica Geosystems Inc10880 Ridge View TrlFenton, MI 48430Fax 810-714-3180

Livingston County Sheriff Department150 S. Highlander WayHowell, MI 48843For further informationContact Sgt. Chad Sell @ (517)546-2440

INSTRUCTIONS TO THE VENDOR:

1. PO# must appear on all invoices, packing slips and

correspondence.

2. Send invoice to department placing order.

3. By accepting this PO, the seller agrees to the terms and

conditions on the front and reverse sides hereof.

4. Seller agrees to provide applicable material safety data sheets

as required by law.

5. Deliver all items to department indicated.

6. Vendor carries all risk of loss and/or damage to items ordered

occurring prior to their delivery to acceptance by the

department indicated.

I hereby certify that the above items ordered does not

exceed the line item budget of this department.

______________________________________ __________

Department Authorization Date

______________________________________ _________

Purchasing Authorization Date

QTY U/M ITEM NUM BER DESCRIPT IONUNIT

PRICEEXTENDED

PRICE

1 Leica TS12 Total Station Package $22,835.65 $22,835.65

This order is exem pt from sales & use tax SHIPPING/FREIGHT $70.00 Exem ption No. 38-6005819

TOTAL $22,905.65

Purchasing Form 1005 Purchase Order 10-01-01

RESOLUTION NO. 2013-09-247


--------------------------------------------------------------------------------------------------------------------------------------------

RESOLUTION AMENDING THE LIVINGSTON COUNTY DEFINITION OF A DEPENDENT FOR MEDICAL, DENTAL, AND VISION PLANS – Human Resources / Personnel Committee / Finance Committee

WHEREAS, Federal health reform legislation requires the County to amend its Definition of a Dependent for all medical, dental, and vision plans; and

WHEREAS, The Patient Protection and Affordable Care Act has specific guidelines requiring the County to expand its definition of dependent to include stepchildren; and

WHEREAS, the Personnel Committee has reviewed this matter and recommends approval by the Board of Commissioners; and


adopts the Definition of a Dependent as amended to include stepchildren, to take

effect January 1, 2014.

BE IT FURTHER RESOLVED that the Livingston County Board of Commissioners hereby

continues its authorization to the Human Resources Department to enforce

compliance with the definition to ensure that all covered dependents are eligible

for benefits under this revised Definition of a Dependent.

# # #

MOVED:

SECONDED:

CARRIED:

Definition of a Dependent

Employees electing to provide coverage for their spouse and children on the Livingston County medical, dental, or vision plans must provide proof of dependent status according to the “Definition Of A Dependent,” prior to the eligible dependent coverage becoming effective.

This policy has been amended to be compliant with the Patient Protection and Affordable Care Act and takes effect on January 1, 2014.

DEFINITION OF A DEPENDENT:

The legal Spouse of the Subscriber (employee)

Children/stepchildren of the Subscriber (employee) as follows:

Relationship - Child of the Subscriber by birth, legal adoption or legalguardianship; Child of the legal spouse of subscriber by birth, legal adoption or legal guardianship (Stepchildren)

Age – For children/stepchildren as defined above, coverage will end at the end of the year in which the adult child reaches age 26, unless in the case of permanentand total disability.*

Residence – Child/stepchild as defined above may enroll in the group health plan even if he or she is no longer living with a parent, or is not a dependent on a parent’s tax return.

Student Status – Child/stepchild as defined above need not be a full-time student to enroll on the plan.

Marital Status – Both married and unmarried children/stepchildren as defined above of the Subscriber (employee) can enroll on the Subscriber’s coverage, however, the coverage does not extend to the adult child’s spouse or children.

*NOTE: The term “permanently or totally disabled” as defined in subparagraph Age above, and for whom an application for coverage hereunder is submitted by the Subscriber to Blue Cross Blue Shield, includes any child defined hereafter: the terms “totally and permanently disabled” and “total and permanent disability” as used herein mean any medically determinable physical or mental condition which prevents the dependent from engaging in substantial gainful activity and which can be expected to result in death or to be a long-continued or indefinite duration. The Subscriber shall submit periodically to Blue Cross Blue Shield such evidence as is required of said child’s total and permanent disability and determination of eligibility by Blue Cross Blue Shield shall be conclusive.

Employees must provide appropriate documentation (marriage license, birth certificate, adoption order, proof of legal guardianship, complete divorce decree indicating responsibility for covering stepchildren of the employee and any subsequent court orders for any dependent(s) they wish to insure on Livingston County benefit plans.

Coverage for Dependent Children shall terminate upon the occurrence of any of the following events:

(1) The end of the year following the child’s 26th birthday; except in the case of “total and permanent disability”*;

(2) In the case of any such child who was totally and permanently disabled, and upon determination by Blue Cross Blue Shield that such child is no longer totally and permanently disabled;

(3) Upon date of death;

(4) At the time that the coverage of the Subscriber (employee) under this Certification is terminated.

Coverage for Dependent Stepchildren shall terminate upon the occurrence of any of the following events:

(1) The end of the year following the step-child’s 26th birthday; except in the case of “total and permanent disability”*;

(2) In the case of any such stepchild who was totally and permanently disabled, and upon determination by Blue Cross Blue Shield that such child is no longer totally and permanently disabled;

(3) Upon date of divorce of subscriber and the parent of stepchildren as defined

(4) Upon the death of the parent of stepchild


(6) At the time that the coverage of the Subscriber (employee) under this Certification is terminated.

Coverage for legal Spouse hereunder shall terminate as to any legal Spouse upon the occurrence of any of the following events:

(1) Upon date of divorce;


(3) At the time that the coverage of the Subscriber under this Certification is terminated.



RESOLUTION AUTHORIZING THE SIGNING OF AN UPDATED BUSINESS ASSOCIATE AGREEMENT BETWEEN LIVINGSTON COUNTY AND BROWN AND BROWN OF CENTRAL MICHIGAN IN COMPLIANCE WITH HIPAA AS AMENDED BY THE HITECH ACT– Human Resources / Finance / Full Board

WHEREAS, Livingston County contracts with Brown and Brown of Central Michigan to provide employee benefits consulting services and

WHEREAS, an updated Business Associate Agreement is needed in light of changes in federal Health Information Technology for Economic and Clinical Health (HITECH) Act which amends HIPAA; and

WHEREAS, as our benefits consultant, Brown and Brown of Central Michigan, is required to operate in accordance with the enhanced privacy and security guidelines in regard to protected health information; and

WHEREAS, Brown and Brown of Central Michigan has provided Livingston County with an updated Business Associate Agreement reflecting the required provisions under the HITECH Act.


authorizes the Board Chair to sign the updated Business Associate Agreement with

Brown and Brown of Central Michigan, as well as any and all related documents upon

review of civil counsel, to ensure compliance with HIPAA as amended by the HITECH

Act.

# # #



LIVINGSTON COUNTY DATE: September 3, 2013---------------------------------------------------------------------------------------------------------------------

RESOLUTION AUTHORIZING THE SIGNING OF AN AMENDMENT TO THE BLUE CROSS BLUE SHIELD OF MICHIGAN ADMINISTRATIVE SERVICES CONTRACT - Human Resources

WHEREAS, Blue Cross and Blue Shield of Michigan has requested the County sign an amendment to the Administrative Services Contract in order to comply with the Patient Protection and Affordable Care Act as well as to certify that the County’s Health Plan is exempt from ERISA as a nonfederal governmental plan and to certify the Plan Year; and

WHEREAS, compliance with federal law is mutually advantageous to both parties to the Administrative Services Agreement.


hereby authorizes the Board Chair to sign the attached Amendment to

Administrative Services Contract, ERISA Status Certification, and Customer Plan

Year Certification after approval as to form by civil counsel.

# # #

MOVED:

SECONDED:

CARRIED:

ERISA STATUS CERTIFICATION

I, __________________________, certify on behalf of ___________________ (Representative’s Name) (Group’s Name)

(“Group”) that the status of Group’s group health plan, as that term is defined in the Employee Retirement Income Security Act of 1974, as amended, 29 USC 1101, et seq, and regulations promulgated thereunder (collectively, “ERISA”), is as follows (please check the appropriate option):

� Group health plan is an employee benefit plan established or maintained by an employer or an employee organization (such as a union) that provides medical, surgical or hospital care for participants or their dependents directly or through insurance reimbursement.≠ Group health plan is a nonfederal “governmental plan.” A governmental plan is “a plan established or maintained for its employees by the Government of the United States, by the government of any State or political subdivision thereof, or by any agency or instrumentality of any of the foregoing.” (29 USC § 1002 (32))� Group health plan is an ERISA-exempt church plan (a plan established and maintained for its employees or their beneficiaries by a church or by a convention or association of churches exempt from tax under section 501 of Title 26 (29 USC 1002 (33)(A)).

I acknowledge that this information will be used to determine when Group must comply with certain requirements under ERISA, the Patient Protection and Affordable Care Act, as amended, and applicable regulations, and other laws, and that failure to comply with these laws could result in serious penalties being imposed on Group/Blue Cross Blue Shield of Michigan/Blue Care Network, in addition to litigation, complaints and other actions being brought against Group/Blue Cross Blue Shield of Michigan/Blue Care Network. I agree that should the above certification be incorrect, Group will indemnify and hold Blue Cross Blue Shield of Michigan/Blue Care Network harmless for any fines, costs (including attorney fees) expenses, liabilities or financial penalties that are imposed on Blue Cross Blue Shield of Michigan/Blue Care Network that result from their reliance on this certification.

I also certify that I am authorized to sign this document on behalf of Group.

____________________________ Date: ___________Group Representative

____________________________Title

CUSTOMER PLAN YEAR CERTIFICATION

I, __________________________, certify on behalf of ___________________ (Representative’s Name) (Group’s Name)

(“Group”) that Group’s Plan Year, as that term is defined in the Patient Protection and Affordable Care Act, as amended, and applicable regulations (collectively, “PPACA”), begins on _____________________ and ends on ___________.

To support this certification I have attached sections from Group’s current Plan Document that reflect Group’s Plan Year.

I acknowledge that Plan Year will be used to determine when Group must comply with certain PPACA requirements and other laws, and that failure to comply with these laws on Group’s Plan Year could result in serious penalties being imposed on Group/Blue Cross Blue Shield of Michigan/Blue Care Network, in addition to litigation, complaints and other actions being brought against Group/Blue Cross Blue Shield of Michigan/Blue Care Network.

On behalf of Group, I request that you use the above noted Plan Year for purposes of PPACA and other pertinent laws, and agree that should the above Plan Year be incorrect, Group will indemnify and hold Blue Cross Blue Shield of Michigan/Blue Care Network harmless for any fines, costs (including attorney fees) expenses, liabilities or financial penalties that are imposed on Blue Cross Blue Shield of Michigan/Blue Care Networkthat result from their reliance on this certification of Plan Year.

I also certify that I am authorized to sign this document on behalf of Group.

____________________________ Date: ___________Group Representative

____________________________Title



RESOLUTION RECOMMENDING CONSISTENCY WITH THE LIVINGSTON COUNTY SOLID WASTE MANAGEMENT PLAN FOR A TYPE B TRANSFER STATION IN OCEOLA TOWNSHIP-SOLID WASTE MANAGEMENT

WHEREAS, under the provisions of Part 115 of Act No. 451 of the Public Acts of 1994, as amended, known as the Natural Resources and Environmental Protection Act, Livingston County has prepared a Solid Waste Management Plan (“the Plan”); and

WHEREAS, this Plan addresses the solid waste management needs of Livingston County and ensures that all non-hazardous waste generated is collected, recovered, processed and disposed of in a manner consistent with state law; and

WHEREAS, the selected solid waste management system consists of the public collection of residential, commercial, and industrial waste through contracts with municipalities, subscription service with residents, and private sector contracts; and

WHEREAS, currently, waste is either transferred to the two current, licensed transfer and processing facilities in the county or directly exported to a Plan-authorized landfill or transfer station in other neighboring counties in which Livingston County is an accepted imported source of municipal solid waste; and

WHEREAS, San Marino Properties LLC has submitted a proposal for a determination of consistency with the Livingston County Solid Waste Management Plan in order to construct and operate a Type B transfer station in Oceola Township; and

WHEREAS, a Type B transfer station is a facility designed and operated to receive domestic and commercial solid waste from vehicles unloaded by hand and accepts less than 200 uncompacted cubic yards per day; and

WHEREAS, a Type B facility generally consists of a ramp or concrete pad-type operation, not necessarily enclosed, where waste is taken, generally uncompacted, from one vehicle and loaded directly onto another vehicle or container by hand for transporting purposes. It is unlikely that any Type B facility would require permits or licenses, though it would still fall under the authority of the Michigan Department of Environmental Quality; and

WHEREAS, the Livingston County Solid Waste Management has reviewed and determined that the submitted proposal from San Marino Properties, LLC, is consistent with the Livingston County Solid Waste Management Plan at its June 12, 2013, meeting; and

WHEREAS, the Solid Waste Management Committee recommends that the proposal be found consistent with the Livingston County Solid Waste Management Plan by the Livingston County Board of Commissioners ; and


PAGE: 2

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby finds

the proposal to locate a Type B transfer station by San Marino Properties, LLC in Oceola

Township to be consistent with the Livingston County Solid Waste Management Plan;

and

THEREFORE BE IT FURTHER RESOLVED that the Livingston County Board of Commissioners

directs that its findings be forwarded to the Director of the Michigan Department of

Environmental Quality for final determination of consistency.

# # #


LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF DRAIN COMMISSIONER

2300 E. Grand River Ave. Ste. 105

Howell Michigan 48843

Memorandum


From: Robert Spaulding, DPW/Solid Waste Coordinator

Date: 08/19/13

Re: RESOLUTION RECOMMENDING CONSISTENCY WITH THE LIVINGSTON COUNTY SOLID WASTE MANAGEMENT PLAN FOR A TYPE B TRANSFER STATION IN OCEOLA TOWNSHIP-SOLID WASTE MANAGEMENT

Under Part 115 of Act No. 451 of the Public Acts of 1994, as amended, known as the Natural Resources and Environmental Protection Act, Livingston County, as well as all Michigan counties, has prepared a Solid Waste Management Plan (the “Plan”) that addresses the solid waste management needs of the county and ensures that all the non-hazardous waste generated is collected, recovered, processed, and disposed of in a manner consistent with state law.

Livingston County evaluated and scored four selected alternatives and chose the system that consisted of private collection of residential, commercial, and industrial waste through contracts with municipalities, subscription service with residences and private sector contracts. Currently, disposal of collected waste is transferred to two licensed transfer stations and processing facilities in the county, one of which is still licensed but not in operation, or directly exported to a neighboring transfer station or landfill in a neighboring county that has agreed to accept imported municipal solid waste from Livingston County.

A local company, San Marino Properties, has submitted a proposal requesting determination of consistency with the Livingston County Solid Waste Management Plan, of a Type B transfer station in Oceola Township. In short, a Type B transfer station is a facility designed and operated to accept domestic and commercial solid waste from vehicles unloaded by hand and accepting less than 200 yards of uncompacted waste per day.

There is a decision making process detailed in the Plan for determining the consistency with our Plan of any proposals to site a transfer station, processing station, or landfill. The proposal must be found consistent with our Plan by the Livingston County Solid Waste Management Committee and the Livingston County Board of Commissioners. Final determination of consistency shall be made by the Director of the Michigan Department of Environmental Quality.

The Livingston County Solid Waste Management Committee has found the proposal submitted by San Marino Properties to site a Type B transfer station to be consistent with our Plan at its June 12, 2013, meeting and is recommending this same action by the Livingston County Board of Commissioners.

Please contact our office should you have any questions.

RESOLUTION No: 2013-09-251

LIVINGSTON COUNTY Date: September 3, 2013

RESOLUTION TO CONCUR WITH THE LIVINGSTON COUNTY AERONAUTICAL FACILITIES BOARD TO ENTER INTO AN OFFICE LEASE AGREEMENT WITH SUBURBAN AVIATION FOR OFFICE SPACE IN THE AIRPORT TERMINAL BUILDING --AIRPORT

WHEREAS, two areas in the new airport terminal building have been identified as office areas for lease to others; and

WHEREAS, Suburban Aviation of Ottawa Lake, MI has agreed to lease the smaller of the two offices for the sale of new and used aircraft; and

WHEREAS, the lease term is for one year and includes all utilities; and

WHEREAS, the monthly rent for the office space will be $350.00; and

WHEREAS, Civil Counsel has prepared a lease agreement for this purpose.

THEREFORE BE IT RESOLVED the Livingston County Board of Commissioners concurs with the

Livingston County Aeronautical Facilities Board to enter into a lease agreement with

Suburban Aviation for the lease of office space in the new terminal building.

BE IT FURTHER RESOLVED the Chair be authorized to sign the agreement as drafted by Civil

Counsel.

# # #

Moved:Supported:Carried:

Memorandum


From: Mark D. Johnson

Airport Manager


Re: Lease of Office space in new terminal building

During the design of the new terminal building, two rooms were identified that could be leased to others for office space. Suburban Aviation has agreed to lease one of these areas for the sale of new and used aircraft. Suburban Aviation is based in Ottawa Lake, MI and their main operation is at the Toledo Suburban Airport, just north of the state line. This office will replace the officespace that is presently leased from The Company Plane LLC on the airport.

The agreed to rent for the office will be $350 per month and will include all utilities. Use of the conference room up to 3 times per month is also included in the rental amount. The lease agreement is for one year. The office is slightly less than 90 square feet in area and I have highlighted the area in green on the attached drawing.


LIVINGSTON COUNTY, MICHIGAN

SPENCER J. HARDY AIRPORT

3399 County Airport DriveHowell, MI 48855

Phone 517.546.6675 Fax 517.546.6656 Web Site: co.livingston.mi.us



RESOLUTION TO CONCUR WITH THE LIVINGSTON COUNTY DEPARTMENT OF VETERANS AFFAIRS COMMITTEE REGARDING VETERANS COUNSELOR STAFFING–Human Resources / Finance / Full Board

WHEREAS, the Livingston County Board of Commissioners appoints members to the Department of Veterans Affairs Committee; and

WHEREAS, the Committee is responsible for oversight of the Department and appointment of the Director; and

WHEREAS, on a monthly schedule the Committee meets with the Director to make decisions not delegated to the Director, and to be briefed on affairs of the office; and

WHEREAS, since May 17, 2012 an employee in the office has had a medical condition which caused that employee to be unable to return to work for an extended period of time; and

WHEREAS, the Director and the Human Resource Department have worked as a team to keepthe Department fully staffed within the approved Board rules, and

WHEREAS, the Director and the Human Resource Department, along with outside State and Federal resources, have worked to determine if there are any possibilities to accommodate the return of the employee to active employment; and

WHEREAS, following standard recruitment and selection processes, a temporary employee was hired March 7, 2013, who has achieved National Accreditation training, a requirement of the position, and is satisfactorily performing the duties of the position.

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby authorizes

the Human Resources Department to change the status of the incumbent temporary employee to a

regular full-time employee.

BE IT FURTHER RESOLVED that if the employee who is on a long-term leave is able to return to work

due to changes in their condition, or state or federal governments make changes or technological

advances within one (1) year to permit that employee to work within the department, that employee

has the right to bump back to this position which could result in layoff for the employee.

# # #


RESOLUTION

TO THE LIVINGSTON COUNTY BOARD OF COMMISSIONERS

FROM THE LIVINGSTON COUNTY DEPARTMENT OF VETERANS AFFAIRS COMMITTEE

AUGUST 8, 2013

WHEREAS,

WHEREAS,

The Livingston County Board of Commissioners appoints members to the Department of

Veterans Affairs Committee, and

The Committee is responsible for oversight of the Department and appointment of the

Director, and

WHEREAS, On a monthly schedule the Committee meets with the Director to make decisions not

delegated to the Director, and to be briefed on affairs of the office, and

WHEREAS, Since May 17, 2012 the office has had a personnel issue when an employee had a

medical condition which caused that employee to eventually be placed on long term

leave of absence, and

WHEREAS, The Director and the Human Resource Department have worked as a team to keep the

Department fully staffed within the approved Board rules, and

WHEREAS, A temporary employee was hired March 7, 2013, and sent out of state for National

Accreditation training, a requirement of the position,

NOW THEREFORE BE IT RESOLVED,

It is the desire of the undersigned Committee members to have the Board of

Commissioners take the necessary steps to cause the full time temporary Veterans

Counselor to be made a full time regular employee.

John Colone

James Wallac

James Pratt

Laura Heatwole

Jennifer Atkins



RESOLUTION TO APPOINT PUBLIC SECTOR MEMBERS TO THE LIVINGSTON COUNTY WORKFORCE DEVELOPMENT COUNCIL

WHEREAS, There is a current opening on the Workforce Development Council (WDC) for an “Education” seat; and

WHEREAS, Nominations for this position have been solicited in accordance with provisions of the Workforce Investment Act (WIA), Workforce Development Agency, State of Michigan policy and WDC Bylaws; and

WHEREAS, The following nomination has been received and is being recommended by the Livingston Education Service Agency (LESA) for the open seat:

Wayne RoedelFowlerville Community Schools

Education Completing a 3 year term

ending 6/30/14


hereby appoints the Workforce Development Council members with the terms

and representative seats as outlined above.

# # #

MOVED:

SECONDED:

CARRIED:

Memorandum


From: Bill Sleight, Director, Livingston County Michigan Works!

Date: 8/16/2013

Re:RESOLUTION TO APPOINT PUBLIC SECTOR MEMBERS TO THE LIVINGSTON COUNTY WORKFORCE DEVELOPMENT COUNCIL

There is a current vacancy on the Workforce Development Council for an “Education” seat. The Workforce Investment Act (WIA) and state policy mandates that a majority of WDC members be representatives of the Private Sector with the remaining members coming from education, labor, public assistance, rehabilitation agencies, economic development and community-based organizations. Members are appointed for staggered three-year terms, with about one-third of the seats expiring each year.

The open seats will be in the following sector:

Education - 1 seat

Nominations for the open seat were solicited and the following was received for appointment to the Council:

Education Wayne Roedel Fowlerville Community Schools

A complete list of all nominees appears in the tables below. While the WDC nominating committee has made recommendations, the Board of Commissioners is not bound by these recommendations and can choose to appoint any of the nominees.

A resolution appointing individuals to the Workforce Development Council is also attached for your consideration.

LIVINGSTON COUNTY, MICHIGANLIVINGSTON COUNTY MICHIGAN WORKS!

1240 Packard Dr Howell, MIPhone 517-552-2100 Fax 517-546-2353

Web Site: www.lcmw.org

MEMBER NOMINATIONSLIVINGSTON COUNTY

WORKFORCE DEVELOPMENT COUNCIL 2013

NOMINEE SECTOR REPRESENTATION SOURCE OF NOMINATION

Wayne Roedel, Fowlerville Community Schools

Education Livingston Education Service Agency



LIVINGSTON COUNTY DATE: September 3, 2013 RESOLUTION TO AUTHORIZE REQUEST TO USE COUNTY GROUNDS FOR A IRS PUBLIC AUCTION – Facility Services

WHEREAS, IRS has requested the use of County grounds, specifically the Jury Room in the

Historic Courthouse for the purpose of holding a Public Auction from 10:00 am to

12:00 noon, on Tuesday, September 10, 2013.


approves the request for use of County grounds by the IRS, for the purpose of

holding a Public Auction from 10:00 am to 12:00 noon, on Tuesday, September

10, 2013.

BE IT FURTHER RESOLVED that requested use of county grounds will be in accordance with

existing county policy at the time of the event.

# # #

MOVED: Commissioner

SECONDED: Commissioner

CARRIED:

DEPARTMENT OF THE TREASURY

INTERNAL REVENUE SERVICE WASHINGTON, DC 20224

SMALL BUSINESS/SELF-EMPLOYED DIVISION Date: August 13, 2013

NOTICE OF SEALED BID SALE (OTHER THAN REDEEMED PROPERTY)

Under the authority contained in section 7506 of the Internal Revenue Code, the property described below will be sold at a public sale "on an open occupancy basis". The United States acquired the property from Scott Zeiter as a result of a distraint sale under provisions of section 6335 of the IRC on: September 11, 2007. Deed executed to the United States on: February 21st 2008.

The sealed bids will be opened on:

Date: September 10th 2013 Time: 11:00 AM local time

At: Livingston County Court House, 200 E. Grand River Avenue, Howell, MI 48843. Jury Room.

Description of Property: ½ INTEREST ONLY. Premises situated in the Township of Cohoctah, County of Livingston, State of Michigan to-wit: Part of the West ½ of the Southeast ¼ of Section 3, Town 4 North, Range 4 East, Cohoctah Township, Livingston County, Michigan, described as follows: Commencing at the South ¼ corner of said Section 3; thence North 01* 04’ 00” West 713.25 feet along the North-South ¼ line; thence South 89* 44’ 10” East 617 feet; thence South 01* 04’ 00” East 350.25 feet: thence North 89* 44’ 10” West 120 feet; thence South 01* 04’ 00” East 363 feet; thence North 89* 44’ 10” West 497 feet along the South line of Section 3 to the point of beginning. Vacant Parcel. Approximately 9 acres. Byron Road. Parcel Number: 4702-03-400-008.

To submit a bid, complete Form 2593, Sealed Bid for Purchase of Property Acquired by the United States, and give or send it to the person named at the end of this notice.

Include payment of 20 percent of the full amount of your bid. The terms of payment of the balance of the purchase price are: due NLT 09/19/2013 by 4:30 PM EST to the address indicated below. All payments must be by cashiers check, certified check, or treasurer’s check or by a U.S. postal, bank, express, or telegraph money order. Make checks or money orders payable to: United States Treasury.

If the highest bidder defaults in payment of the bid price, and the property is not sold for at

least the amount of the highest bid, the bidder's deposit will be retained pending final determination of the damages the Government sustained because of the bidder's default. If damages are more than the amount of the bidder's deposit, the bidder will be liable for the excess damages.

The Government reserves the right to reject any and all bids and to withdraw the property from the sale.

You may obtain information about the property and proposed sale, and Form 2593, by contacting the office at the address shown below:

Internal Revenue Service Cell Phone: 313-610-3661

917 N. Saginaw Street

Flint, MI 48503 Signature:____________

Attn: R. Biluk, PALS Name: Robert Biluk

Office Phone: 810-342-6114 Title, Property Appraisal & Liquidation Sp.



RESOLUTION AUTHORIZING JUST CULTURE TRAINING EXPENDITURE FOR LIVINGSTON COUNTY MANAGEMENT STAFF-PERSONNEL/FINANCE/EMS

WHEREAS, it has been determined that there is a need for Management Training in the EMSDepartment; and

WHEREAS, in compliance with the Livingston County Purchasing Policy, Outcome Engenuity, of Plano, TX has been selected for the purchase of Just Culture Training; and

WHEREAS, the EMS Department has secured pricing that will allow the entire Livingston County Management Staff to attend; and

WHEREAS, the Just Culture training will meet the Boards Strategic planning goal to provide training, education and succession planning for our future leaders; and

WHEREAS, the costs including travel and fees for services should not exceed $55,000.00; and

WHEREAS, pricing will be the same in the event EMS chooses to host the training in 2014; and

WHEREAS, a budget amendment may be required for the 2013 Budget; and

WHEREAS, funds will be in the 2014 Budget prior to expenditure; and

WHEREAS, this Resolution has been recommended for approval by the Personnel Committee.


approves a Purchase Order be issued to Outcome Engenuity for Management Training

Services for an amount not to exceed $55,000.00 for each of the years FY 2013 and FY

2014.

# # #


Memorandum


From: Jeffrey R Boyd Director

Date: 08/16/2013

Re: Just Culture Management Training

The EMS department will soon begin an accreditation process and part of that process includes initial and continued management training. We have evaluated multiple training programs for managers that address workforce change management and feel that Just Culture Training presents the best opportunity for the entire Livingston County management team to create an empowered and accountable workforce.

Originally we found the cost of the program for our 9 management team members ($4500.00 per person plus 6 days of travel) to be cost prohibitive and the time frame to send our staff would have been lengthy and unacceptable. After some tough negotiations EMS was able to secure a flat fee of $50,000.00 dollars plus travel expenses for a group of no more than 70 people here on our site. The course would be shortened to three days with online homework prior to the instructors coming to reduce the travel costs.

This presents an excellent management training opportunity for the entire county and if successful we were able to hold the pricing agreement for a second year.


LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF EMS

3950 W Grand River Howell MI 48855Phone 517-546-6220 Fax 517-546-6788


Recipient: Livingston County Michigan EMS Department Submittal Date: Thursday, July 25, 2013

Accelerated Just Culture Certification Course 2013-2014

' ' ; _^ : , ^- . . 1— — ■

Livingston County Michigan EMS Department will receive:

Description of Products and/or Services

1. One (1) Accelerated Just Culture Certification Course presented in Ml by an

Oe Advisor(s) in 2013, which includes:

• Digital copies of certain training resources, when applicable

• Setting of initial expectations and guidance through the Just Culture

Certification process for each participant: including proficiency exam

grading and verbal debriefing

• Recognition awards for Jusf Culture Certified Champions

• The following participant resources (including any printing):

o Training products

o Online training access

o Certification Course Resources Binder and Case Book

o Whack-A-Mole book. The Final Check Toolkit Brochure, The

Proposition (when available)

II. One (1) Accelerated Just Culture Certification Course presented in Ml by an

Oe Advisor(s) in 2014, which includes:

• Digital copies of certain training resources, when applicable

• Setting of initial expectations and guidance through the Just Culture

Certification process for each participant: including proficiency exam

grading and verbal debriefing

• Recognition awards for Just Culture Certified Champions

• The following participant resources (including any printing):

o Training products

o Online training access

o Certification Course Resources Binder and Case Book

• Whack-A-Mole book, The Final Check Toolkit Brochure, The

Proposition (when available)

III. Livingston EMS will be responsible for the following requirements for services

listed in paragraph 1:

• Travel and meals for Oe Advisor(s)

• Adequate facility

• Onsite meals for all participants

• Audio visual equipment

• Wireless internet access for Oe Advisorjs) when necessary

All service and product pricing is offered as a one-time arrangement and Is only

valid upon acceptance of all provisions within this proposal.

Estimated Quantity

"Up to 70 attendees

*Up to 70 attendees

Total Price

'$50,000

*$50,000

^Estimated Total 5100,000

PROVISIONS:

* Submission of payment in full for 'Estimated Total' is due net fifteen (15) from date of formal contract execution.



RESOLUTION APPROVING THE FILLING OF A FULL TIME ACCOUNT ASSISTANT POSITION - COUNTY ADMINISTRATION

WHEREAS, County Administration has a need to replace a full-time Account Assistant for the Accounts Payable unit due to a vacancy; and

WHEREAS, the Account Assistant position is an integral part of County Administration and is responsible for reviewing and processing accounts payable to ensure payments presented by County departments are appropriate, reasonable and required for County operations; and

WHEREAS, the Account Assistant position will serve as the Accounts Payable module lead for end users in the new ERP system so filling the position immediately is essential to ensure sufficient exposure and training within the new system; and

WHEREAS, for purposes of continuity and to keep the County functioning efficiently, the filling of this position is essential; and

WHEREAS, funding for this position is available in the County Administration Budget.


approves the filling of a full-time Account Assistant in County Administration.

CURRENT POSITIONS REQUESTED POSITIONS

POSITION TITLE FULL -TIME # POSITION TITLE

Account Assistant 1 Account Assistant 1County Administrator 1 County Administrator 1Executive Assistant 1 Executive Assistant 1Financial Analyst 0.20 Financial Analyst 0.20Financial Officer 1 Financial Officer 1Purchasing Agent 0.70 Purchasing Agent 0.70Purchasing Assistant 1 Purchasing Assistant 1

TOTALS: 5.9 TOTALS: 5.9

# # #

MOVED:

SECONDED:

CARRIED:

EMPLOYEE NAME: Hilery DeHate

JOB TITLE: ACCOUNT ASSISTANT

POSITION ID#: 101.215-009

EMPLOYEES SUPERVISED: None

IMMEDIATE SUPERVISOR: Cindy Catanach

TITLE OF IMMEDIATE SUPERVISOR: Financial Officer

FLSA STATUS: Non-Exempt - Administrative Support

DEPARTMENT: Finance LOCATION: Administration Building

EFFECTIVE: 09/02/13 GRADE: G RANGE: $14.55 - $18.43

WORKERS COMP. CODE: 8810

SUMMARY OF POSITION:This class is responsible for auditing invoices to ensure payments are appropriate, reasonable and required for the administration and operation of County departments. The audit will follow the guidelines of allowable and unallowable expenditures for a Governmental Unit as set forth in the Bulletin for Audits of Local Units of Government issued by the Michigan Department of Treasury. Maintains W9 records and issues 1099 forms for vendors, Federal and State authorities.

ESSENTIAL FUNCTIONS:1. Audits department invoices, vouchers and employee reimbursements for appropriateness and

reasonableness. 2. Reviews invoices to ensure proper purchasing policies are followed; matching quantity

ordered and price quoted to amount received and billed, goods or services have been received. Verify payment has not already been issued to vendor, appropriateness of expense account used, budget available and 1099 tax implications.

3. Verify all invoices, vouchers, and employee reimbursements have been approved by authorized department personnel and have proper supportive documentation.

4. Balances monthly procurement card statement to department procurement expense logs while auditing for appropriateness and reasonableness.

5. Inputs information from invoices into computerized accounting program. 6. Balances weekly and biweekly check runs. Prints checks and prepares for mailing to vendors.7. Maintains master vendor files. Requests W9 documentation from vendors. 8. Prepares year-end 1099 tax forms for vendors, State, and Federal authorities in compliance

with IRS regulations.9. Researches IRS tax implications for employee fringe benefits.10. Processes void check requests and reissues payment to vendors as needed.

Job Title: Account Assistant Incumbent’s Name: Star Kerr 4/2012 Page 2 of 4

11. Trains department staff to comply with Claims and Payables policies, data-enter invoices into accounting software. Assist staff with questions on policies, accounting software, and vendor payments.

12. Ensure internal control processes are followed. Assist auditors in providing support and documentation on internal processes.

13. Responds to vendor questions regarding payments.14. Prepares form letters, correspondence regarding department operations.15. Performs basic office duties, such as copying, filing, faxing, typing standard documents,

preparing, sorting, and distributing mail and entering data.16. Performs other duties of a similar nature or level.

GENERAL DUTIES:

Will behave and communicate in a manner that promotes a positive work atmosphere.

Will maintain an awareness to provide a safe and healthy environment and will report all hazards and/or concerns.

Will participate in approved staff development activities, in-services and supervisory sessions.

Will adjust work schedule, with supervisory approval, to meet County needs.

Will accept other responsibilities and duties required by the supervisor consistent with the objectives and essential functions of this position. Such responsibilities shall be incorporated into the position description if they involve a lengthy commitment of time or are on going.

Will advise supervisor if actual practice (activity) begins to deviate significantly from specified essential functions.

SUPPLEMENTARY FUNCTIONS:

May represent Livingston County on internal/external committees or work groups to enhance service delivery or service planning.

May participate in community education activities.

May be required to participate in the periodic evaluation of services and service planning.

May receive and assist in resolving complaints or inquiries related to services provided by Livingston County.

Will participate in approved emergency activities and/or preparedness drills in the case of a county declared disaster or emergency.

LICENSING or CERTIFICATIONS:

Valid Michigan License and a good driving record.

QUALIFICATIONS:1. Associate’s Degree in Accounting or related field. 2. Two years of accounting experience; or, an equivalent combination of education and

experience sufficient to successfully perform the essential duties of the job such as those listed above.


Knowledge of:

Accounting procedures;

IRS regulations in regards to accounts payable and 1099 tax implications.

Basic office principles;

Customer service principles;

Basic mathematical principles.

Skill in: Providing customer service;

Performing mathematical calculations;

Operating a computer and applicable software applications;

Performing basic office activities;

Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Ability to maintain records, prepare reports and answer questions.

Ability to maintain effective working relationships and productively serve as a member of a team with employees and the public plus have the ability to deal with problems courteously and tactfully.

Must be able to maintain cooperative working relationships and possess good interpersonal skills and be able to work within a team structure.

Must have ability to develop computer skills to manage implemented County documentation systems.

STAFF DEVELOPMENT/TRAINING:

Prevention of Harassment in the Workplace

Michigan Right to Know

For positions “at risk” for work-related musculoskeletal disorder (WMSD), will participate in Ergonomics Training minimally every three years.

WORKING CONDITIONS:Physical Requirements:

Positions in this class typically require: fingering, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amountof force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

May be exposed to hazardous materials found in a home or general office environment.

Use of household cleaning products and disinfectants may be required.


For positions “at risk” for work-related musculoskeletal disorder (WMSD):Will be aware of the risk factors and proper computer posture, as this position has been identified as a problem job for work-related musculoskeletal disorder (WMSD) risk.Must recognize the signs and symptoms of WMSDs and the importance of early reporting to Human Resources with recommendations for control.

CRITERIA FOR MERIT INCREASES:

Has developed specific efficiencies in performance of duties.

Exceeds performance objectives for the position.

Demonstrates on-going skill development through readings, journals, etc.

Initiates constructive ideas with supervisor for unit/position performance.

Assumes constructive leadership role with co-workers.

Assists in providing training to other staff, share skills with other staff.

Functions willingly as a training consultant/resource to colleagues.

Pursues appropriate certification/licensure.

I understand that failure to comply with all areas of this Position Description could result in disciplinary action. By signing below, I am indicating that I have read and understand all job requirements, agree to abide by them as written, and have received a copy of this document.

_________________________________ ________________________________Signature of Employee Signature of Supervisor

_________________________________ ________________________________Date Date

POSITION DESCRIPTION ESTABLISHED: 10/04

POSITION DESCRIPTION REVIEWED: 04/12

DATE: August 23, 2013

TO: Board of Commissioners

FROM: Cindy Catanach, Financial Officer

SUBJECT: Filling of Account Assistant Position

County Administration Account Assistant, Star Kerr, has recently retired. The Account Assistant position is an integral part of County Administration and is responsible for the processing of all Accounts Payable claims and pre-authorized payments for County Departments. This position audits all County Department’s incoming requests closely prior to Board authorization of payment to ensure what is being presented is appropriate, reasonable and required to support the operations of the department. This position will also act as lead for the Accounts Payable module in the new ERP system so filling this position as soon as possible would be very beneficial to ensure maximum exposure and training with the new system.

An Exception to Hiring Freeze form accompanies this request. If you have any questions, please do not hesitate to contact me.

LIVINGSTON COUNTY, MICHIGANCOUNTY ADMINISTRATION - FINANCE

304 East Grand River Ave, Ste 203Phone 517-540-8727 Fax 517-546-7266

Web Site: www.co.livingston.mi.usCindy Catanach, Finance Officer

LIVINGSTON COUNTY APPROVED: 1.17.12

VACANCY REVIEW POLICY Page 1 of 4 Pages RESOLUTION: #2012-01-019

REQUEST for EXCEPTION to the HIRING FREEZE

Request Submitted by: COUNTY ADMINISTRATION

Title of Position to be Filled: ACCOUNT ASSISTANT Salary: $30,255 - $38,326

Annual Cost of Budgeted Position (incl. fringe benefits):....................... $ 46,072Projected Cost for the next five years (incl. fringe benefits): ............... $ 249,521

New Position/Classification (Yes/No):………No If No: Name of Employee Last Occupying this Position: Star Kerr

When did the position become vacant? ……9/2/13

Has sufficient time been given to properly compensate for vacation and/or sick pay-offs to insure personnel expenses do not exceed the authorized budget?.......................... Yes

1. Briefly describe this position and why you believe that it is essential enough to warrant an exceptionto the overall Livingston County hiring freeze. Provide a copy of the job description.

This position is responsible for auditing invoices to ensure payments are appropriate, reasonable and required for the administration and operation of County departments. The Account Assistant also maintains W9 records and issues 1099 forms for vendors, Federal and State authorities. Please see Job Description attached.

2. Indicate if this is a mandated program/service by citing the act, rule, resolution, order, etc. that has necessitated this work. Also, if mandated, explain what effect this program/service has on current operations. If not mandated, outline the reason(s) for the department providing this task/work.

This position must follow the guidelines of allowable and unallowable expenditures for a Governmental Unit as set forth in the Bulletin for Audits of Local Units of Government issued bythe Michigan Department of Treasury.

3. Budgeted department head count for the past five years - Please explain changes:

2013: 5.9 2012: 5.7 2011: 5.7 2010: 7.4 2009: 7.4Financial Officer

increased from .80 to 1.0 FTY in

Admin

Included Labor Relations Manager and

Deputy County Administrator

- - - Prior to Job Sharing Prior to Job Sharing

Headcount includes Administration, Finance, and Purchasing.



4. Does the vacant position for which an exemption is being requested perform essential function(s)that cannot be performed with the existing staff resources within Livingston County? Identify all special skills, education and/or licensing requirements for the position.

YES: See ESSENTIAL FUNCTIONS on Job Description.

Required qualifications include, but are not limited to: Associate’s Degree in Accounting or related field; and, Two years of accounting experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job suchas those listed above. Knowledge of accounting procedures and IRS regulations in regards to accounts payable and 1099 tax implications are also crucial.

5. Recognizing that all Elected Officials/Department Heads are expected to provide quality supervisionand be creative problem solvers, how could the department reassign work and/or personnel to get all essential work of the department done without additional hiring?

All personnel in the Finance, Purchasing and Payroll departments are stretched in their duties at this time. The position’s tasks could be divided among the individuals, possibly requiring overtime hours (comp time) but the risk of untimely payments, errors in payment, and unreasonable expenses being processed for payment are possible.

6. Specifically list three reasonable options if your request to replace a position is denied.

In my opinion, I do not believe there are any other reasonable options to consider besides replacing the position.

7. What are the consequences of deferring the vacant position over the next several months and beyond?

The position processes all payments to vendors. If left vacant, vendors would not receive payment on a timely basis, therefore affecting all departments within the County. This position will also be the lead for the Accounts Payable module in the new ERP system. Without the lead we would have insufficient support to provide to end users.

8. What budget saving measures has this department implemented? Have additional measures been identified?

In July, 2008, the duties of a full time Financial Analyst were job split between two (2) existing employees.

In November, 2009, the HR Director resigned and the position was reclassified and combined with the Labor Relations Attorney, thereby eliminating one position.

In December, 2009, the County Administrator retired and was replaced by the Deputy County Administrator / Finance Director, whose position remains vacant.In January, 2013, the Financial Officer, who was splitting her time 20% Sheriff/80% Admin, moved 100% into Administration.



9. What position or other costs would you be willing to drop to enable hiring – if that becomes necessary to obtain approval for hire?

None – The current budget is at the bare minimum to properly operate the department.

10. Please provide additional information regarding the staff of this department (i.e. organizational charts, workflow chart, staff on leaves from work/job restrictions, employee training downtime, etc.) to determine the workforce available for accomplishing the necessary tasks/services.

11. Is the work required by statute to be performed at the County level or can it be shared with other Counties? with local governments?

Not Applicable

12. Explain what services can be provided by others, private sector or non-profit?

Not Applicable

13. Are there other County employees with the skills and knowledge that can be transferred from another department thereby shifting the vacancy to another department where the position will not be filled?

At this time I am not aware of any other departments that can shift a vacancy to cover this position.

14. Has the use of temporary employees been evaluated to handle the work? Please provide explanation(s).

Account Assistant 1

County Administrator 1

Executive Assistant 1

Financial Analyst 0.2

Financial Officer 1

Purchasing Agent 0.7

Purchasing Assistant 1

2013 FTEs 5.92005 FTEs 8.00

FTE COMPARISON



This is work of a primary nature to county government and cannot be solved on a temporary basis.

15. Has the use of part-time (less than 30 hours) employees been evaluated for feasibility and cost-effectiveness to accomplish the work? Please provide explanation(s).

Because of the complexity, quantity, and confidentiality of the job duties; it is recommended that the position be filled with one Full Time position.

16. Has current staff been working overtime and, if so, how much is currently being worked or how much is planned to be worked per week (on the average)?

Minimal overtime is authorized. As a rule of thumb, to reduce costs, comp time is used to off set overtime.

17. Has cross-trained staff been fully utilized to maximize the output of existing staff? Please provide explanation(s).

An employee in Payroll has been cross-trained and serves as the backup for the Account Assistant. Her Payroll duties are full time tasks, not allowing time for needed tasks in Accounts Payable.

PLEASE SEE JOB DESCRIPTION ATTACHED


LIVINGSTON COUNTY DATE: September 3, 2013_____________________________________________________________________________________

RESOLUTION AUTHORIZING THE PROMOTION OF SERGEANT TO ACTING LIEUTENANT - SHERIFF

WHEREAS, The Sheriff’s Department currently has one (1) Lieutenant who has announced his intent to use a substantial portion of his compensatory time; and

WHEREAS, this same individual has informed us of his intent to retire upon attaining his retirement age requirement in March, 2014; and

WHEREAS, the Sheriff’s Department has determined the necessity to replace this position in order to maintain the safety and security of our Jail facility; and

WHEREAS, the individual we desire to promote to Acting Lieutenant possesses extensive knowledge and has displayed exemplary performance within the Corrections Division throughout the past twenty-two years of employment; and

WHEREAS, funding exists in our 2013 budget as a result of several openings; and

WHEREAS, funding for this position will be included in our 2014 operating budget


authorizes and approves the promotion of one (1) full-time Sergeant to one (1) full-time

Acting Lieutenant within the Livingston County Sheriff’s Department and to full-time

Lieutenant upon the retirement of Lt. Jakrzewski.

# # #

MOVED:

SECONDED:

CARRIED:

Livingston County Sheriff’s DepartmentRobert J. Bezotte, Sheriff150 S. Highlander Way

Howell, MI 48843(517) 546-2440

(517) 552-2542 [email protected]

DATE: August 21, 2013TO: Livingston County Board of CommissionersFROM: Undersheriff Michael J. MurphyRE: RESOLUTION AUTHORIZING THE PROMOTION OF SERGEANT TO ACTING

LIEUTENANT

Lieutenant Don Jakrzewski has informed us of his intent to use compensatory time until attaining his retirement age requirement in March, 2014. It is our intention to fill this vacancy with the promotion of Sergeant Jeff Leveque.

In order to maintain an effective level of service to the public, it is important that this position be filled as soon as possible. To remain at our current authorized staffing level of two (2) Lieutenants assigned to our Jail Division, we seek authorization to promote Sergeant Jeff Leveque to Acting Lieutenant effective September 15, 2013 and to make it a permanent promotion upon the retirement of Lieutenant Don Jakrzewski.

Lt. Tom Cremonte is currently devoting much of his time toward the Jail Expansion project and it is imperative that a Lieutenant is available to address the day-to-day operations of our existing Jail facility. Lt. Eric Sanborn currently serves in this capacity. We plan on moving Lt. Sanborn to our Road Division. Sergeant Leveque has 22 years of experience in our Jail Division; first as a Corrections Officer. Jeff was very involved in the 1996 Jail Expansion and was promoted to Sergeant during that transition.

Thank you for your consideration of this request.

Respectfully submitted,

Michael J. MurphyUndersheriff



RESOLUTION AUTHORIZING OUT-OF-STATE TRAVEL AND TRAINING FOR A SUPERVISOR TO ATTEND COMPUTER AIDED DISPATCH SYSTEM ADMINISTRATOR TRAINING – 9-1-1 CENTRAL DISPATCH/EMERGENCY MANAGEMENT DEPARTMENT, PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS

WHEREAS, 9-1-1 Central Dispatch/Emergency Management Department has maintained an employee as a technician or system administrator since converting from punch card to a computer aided dispatch; and,

WHEREAS, the department’s current system administrator and representative on the system administration team, Lisa Beth Harvey’s promotion to Operations Manager does not allow enough time to sufficiently cover day-to-day maintenance; and,

WHEREAS, Julie Withers, supervisor, has been selected to assume system administrator duties from Operations Manager Harvey and create two-deep support for public safety; and,

WHEREAS, it is necessary for Supervisor Withers to complete the vendor’s system administrator training; and,

WHEREAS, the closest and most timely offering of this training is at SUNGARD Public Sector’s headquarters in High Point, North Carolina October 21 through October 23, 2013; and,

WHEREAS, the travel and training costs for Supervisor Withers’ attendance is estimated not to exceed $2,000.00 for which the department has sufficient funds within its training budget to cover expenses in line item 261-346-957.000 of the 911 Central Dispatch/Emergency Management 2013 approved budget.

THEREFORE, BE IT RESOLVED the Livingston County Board of Commissioners hereby authorizes

the out-of-state travel for Supervisor Julie Withers to attend SUNGARD’s system

administrator training in High Point, North Carolina October 21-23, 2013, at a cost not to

exceed $2,000.00.

# # #


Memorandum


From: Donald Arbic, Director


Re: Out-of-state Travel/Training

The 9-1-1 Central Dispatch/Emergency Management Department has had an employee in the role of computer aided dispatch (CAD) technician or system administrator since the department joined CLEMIS and converted from punch card dispatch records. The department’s current CAD system administrator and representative on the system administration team is Operations Manager Lisa Beth Harvey. Lisa Beth Harvey’s new duties as Operations Manager require the day to day administration given to another employee. The position as CAD system administrator will be filled by Supervisor Julie Withers. Supervisor Withers’ training is paramount to taking over the duties and maintenance.

Supervisor Withers has not yet attended a session of CAD system administrator training presented at various times and locations by the CAD system’s vendor, SUNGARD Public Sector. The closest, most timely forthcoming training session will be conducted at SUNGARD headquarters in High Point, North Carolina October 21 through October 23, 2013. The costs for travel, tuition, lodging, etc., for Supervisor Withers to enroll in and complete the training are approximately $2,000.00. The department has sufficient funds within its training budget to cover these travel and training costs.







RESOLUTION AUTHORIZING AN AMENDMENT TO THE 911 CENTRAL DISPATCH 2013 BUDGET – 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT, INFRASTRUCTURE & DEVELOPMENT AND PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS

WHEREAS, October 1, 2012, the Board of Commissioners approved Resolution 2012-10-280 authorizing a partnership between Livingston County and Green Oak Charter Township for the construction of a radio tower on Township property; and,

WHEREAS, Resolution 2012-10-280 also authorized amendment to the department’s 2012 budget bringing $275,000.00 from the department’s fund balance to line 261-347-819.000 for purposes of paying for the County’s portion of the project; and,

WHEREAS, the tower was not constructed during the 2012 budget year, therefore the Township did not invoice for the County’s contribution, resulting in the funds reverting back to the department’s fund balance; and,

WHEREAS, the department did not include this expenditure in its 2013 budget; and,

WHEREAS, the Township gave notice the tower has been constructed and it would be serving an invoice upon the County for its previously approved contribution to the project in the amount of $275,000.00.


transfer of $275,000.00 from the 9-1-1 Central Dispatch/Emergency Management

Department’s fund balance to line 261-347-819.000 of the department’s 2013 budget to

make payment for the County’s contribution.

BE IT FURTHER RESOLVED the Livingston County Board of Commissioners hereby authorizes the

following budget amendment to the 2013 Central Dispatch budget.

Fund 2013 Amended Budget Proposed Budget Amendment Proposed 2013 Amended Budget911 5,769,993.00 275,000.00 6,044,993.00

# # #


Memorandum




Re: Budget Amendment

October 1, 2012, the Board of Commissioners approved Resolution 2012-10-280 authorizing Livingston County’s partnership with Green Oak Charter Township for the construction of a radio tower on township property. Resolution 2012-10-280 further authorized the transfer of $275,000.00 from the 9-1-1 department’s fund balance to line 261-347-819.000 of the department’s 2012 budget to fund the county’s contribution to the project.

The Green Oak Charter Township did not invoice Livingston County for its contribution during the 2012 budget year, resulting in the funds reverting back to the department’s fund balance.

August 05, 2013, writer was notified by Green Oak Charter Township Clerk Michael Sedlak the radio tower has been constructed and the township would be submitting an invoice for the county’s contribution. This amount was not included in the department’s approved 2013 budget and, therefore, requires a budget amendment to re-transfer $275,000 from the department’s fund balance to line 261-347-819.000 of the department’s 2013 budget to pay for the forthcoming invoice.








RESOLUTION AUTHORIZING AN AMENDMENT TO THE 911 CENTRAL DISPATCH 2013 BUDGET – 9-1-1 CENTRAL DISPATCH / EMERGENCY MANAGEMENT, INFRASTRUCTURE & DEVELOPMENT AND PUBLIC SAFETY COMMITTEE, FINANCE COMMITTEE, BOARD OF COMMISSIONERS

WHEREAS, the 9-1-1 Central Dispatch Department pays all in-county public safety agency user fees on Michigan’s Public Safety Communications System (MPSCS); and,

WHEREAS, producing MPSCS user fee invoices is the responsibility of the state’s Department of Technology, Management and Budget (DTMB); and,

WHEREAS, the DTMB has been undercharging Livingston County MPSCS one-time and recurring user fees for approximately two years; and,

WHEREAS, the 9-1-1 Director has been working with DTMB’s Robert Parsons to produce accurate and understandable invoices to pay current and outstanding MPSCS fees back to 2011 for which the department was not invoiced, resulting in funds from both the 2011 and 2012 budget years reverting to fund balance; and,

WHEREAS, the forthcoming invoices will total approximately $315,000.00, an amount exceeding what the department budgeted for in 2013.


transfer of $115,000.00 from the 9-1-1 Central Dispatch/Emergency Management

Department’s fund balance to line 261.347-819.000 of the department’s 2013 budget to

make payment for the forthcoming MPSCS user fee invoices.

BE IT FURTHER RESOLVED the Livingston County Board of Commissioners hereby authorizes the

following budget amendment to the 2013 Central Dispatch budget.


# # #


Memorandum




Re: Budget Amendment

The 9-1-1 Central Dispatch Department covers all public safety user fees on Michigan’s Public Safety Communications System (MPSCS). Several years ago the state of Michigan transferred the MPSCS from the Department of State Police to the Department of Technology, Management and Budget (DTMB). Invoicing for MPSCS user fees fell into disarray in the wake of the sudden death of a key state worker. Subsequently, several efforts have been made to put the invoicing system to rights. Writer has been aware the state was undercharging for MPSCS user fees for more than two years.

Correction of the invoicing system fell to the state’s Robert Parsons earlier this year. Writer and Mr. Parsons have worked cooperatively to produce accurate invoices for outstanding one-time and recurring user fees accruing since 2011. Since those fees were not paid in 2011 and 2012, funds budgeted for those expenses fell to fund balance.

Current and outstanding user fees will be approximately $315,000.00 when final invoices are received by the department. The department did not budget for paying catch-up fees during the 2013 budget year. Therefore, the department requires a budget amendment to transfer $115,000 from its fund balance to line 261-347-819.000 of the department’s 2013 budget to pay for the forthcoming invoices.








RESOLUTION APPROVING THE MODIFICATION OF THE CONTRACT FOR GUARDIANSHIP REVIEW SERVICES BETWEEN THE LIVINGSTON COUNTY PROBATE COURT AND EUNICE KALLIO - Probate Court / Finance Committee

WHEREAS, the Michigan Court Rules require the Probate Court to, not less than 1 year after the

appointment of a guardian and not less than every 3 years thereafter, appoint a person to

visit individuals for whom a guardian has been appointed, investigate the guardianship,

and file a written report with the court that includes recommendations regarding whether

the guardianship should be modified; and

WHEREAS, prior to 2009, Eunice Kallio performed these guardianship reviews for the Livingston

County Probate Court without a contract for a fee of $40 per review plus mileage paid at

the IRS reimbursement rate; and

WHEREAS, on July 24, 2009, the Livingston County Probate Court and Eunice Kallio entered into a

contract to provide guardianship review services; the primary reason for this contract was

to provide liability coverage to both Eunice Kallio and to the Probate Court; and

WHEREAS, due to the county’s financial constraints and concerns regarding potential difficulties in

collecting review fees from guardians, Eunice Kallio agreed to accept a fee decrease to

$30 per review plus mileage paid at the IRS reimbursement rate, with the understanding

that this arrangement would be reviewed at a later time; and

WHEREAS, other counties that contact Ms. Kallio to perform guardianship reviews for legally

incapacitated individuals under their jurisdiction pay up to $65 per review plus mileage;

and

WHEREAS, in 2012, the Probate Court collected 83.9% of the total cost of the guardianship reviews,

including mileage, from the guardians of the incapacitated individuals for whom the

reviews were performed; and

WHEREAS, in order to cover both the requested increase per review and the cost of the workers’

compensation insurance and the employer share of FICA, the Probate Court shall

increase the amount billed to guardians for the performance of these services from $30

plus mileage to $45 plus mileage; and

WHEREAS, funding for same is available in the Guardianship Budget and by law must be used for

guardianship services.


PAGE: 2


approves increasing the amount paid per guardianship review to $40.00 plus the

reimbursement at the IRS rate for mileage.

BE IT FURTHER RESOLVED that the Chair of the Livingston County Board of Commissioners is

authorized to sign all forms, assurances, supporting documents, and contracts/

agreements related to the Contract for Guardianship Review Services or future

Amendments upon review by Civil Counsel.

# # #

MOVED:

SECONDED:

CARRIED:

Eunice N. Kallio8533 Ore ViewBrighton, Michigan 48116April 19, 2013

Mr. James DuquetLivingston County Probate Court204 S Highlander WayHowell, Michigan 48843

Dear Mr. Duquet:

I am writing to request that the Contract for Employment Services between me and the Livingston County Probate Court, dated July 27, 2009, be modified.

Specifically, I request that paragraph #5 be changed to state that the employee shall receive compensation at the rate of Forty and 00/100 Dollars ($40) for each guardianship review effective immediately.

I request that the reimbursement for travel expense remain unchanged and that the reimbursement be at the IRS rate for mileage.

This change in the contract will reinstate the rate of compensation I received in 2004 when I first began providing this service for the Livingston Probate Court.

I look forward to hearing from you soon.

Sincerely,

Eunice KallioGuardianship Reviewer

Probate Guardianship Review Costs & Collection Rates2009 2010 2011 2012 2013*

Fees collected 737.48$ 368.52$ 2,437.72$ 2,174.50$ 422.50$ Salary paid 1,720.00$ 1,535.00$ 2,350.00$ 1,920.00$ 390.00$ Mileage 388.85$ 627.20$ 730.21$ 468.16$ 206.23$ FICA 131.67$ 117.44$ 179.77$ 146.89$ 29.84$ Workers Comp -$ 57.96$ 54.30$ 57.96$ 6.00$ Total Cost of Reviews 2,240.52$ 2,337.60$ 3,314.28$ 2,593.01$ 632.07$ Collection Rate based on Salary + Mileage 35.0% 17.0% 79.1% 91.1% 70.9%Collection Rate based on total cost 32.9% 15.8% 73.6% 83.9% 66.8%

Mrs. Kallio has not performed reviews after 3/31/2013

Chief JudgeDavid J. Reader

Probate Court JudgeMiriam A. Cavanaugh Livingston County Probate Court

204 S. HIGHLANDER WAY, HOWELL, MI 48843(517) 546-3750 – FAX (517) 552-2510

Court Administrator/Probate RegisterJames M. Duquet

To: Livingston County Board of CommissionersFrom: James M. DuquetDate: 8/28/2013 – Finance CommitteeRe: RESOLUTION APPROVING THE MODIFICATION OF THE

CONTRACT FOR GUARDIANSHIP REVIEW SERVICES BETWEEN THE LIVINGSTON COUNTY PROBATE COURT AND EUNICE KALLIO

Michigan Court Rule 5.408 requires the Probate Court to appoint a person to investigate each open guardianship over an incapacitated adult at least once every three years. The investigator must visit the incapacitated adult and file a written report with the court that includes a recommendation whether the guardianship should be modified. In performing this mandated function, it is essential that the investigator possess the requisite skill and experience to recognize signs of potential abuse. Eunice Kallio, who has been performing guardianship reviews for the Probate Court for approximately the past 10 years, is a former caseworker for Adult Protective Services and has the knowledge and experience that a volunteer, or even Probate Court staff, would lack.

Prior to 2009, Mrs. Kallio performed Guardianship reviews for the Probate Court on a cash basis, as a de facto subcontractor. At that time, Mrs. Kallio received $40 per review, plus mileage paid at the IRS rate. When it was discovered in 2009 that this arrangement could expose both Mrs. Kallio and the county to potential liability, the decision was made to make Mrs. Kallio a contract employee, thereby bringing her within the county’s liability protection as well as providing Mrs. Kallio with Workers’ Compensation insurance if she were to be injured during the performance of her duties.

At the time of the contract in 2009, the county was just beginning to contract department budgets in response to declining tax revenues. While the court may charge the incapacitated person’s estate to defray the cost of guardianship reviews, this is not always possible where the individual is indigent – and the court has many guardianships over individuals on Medicaid. In light of these budget constraints and uncertainties regarding the possible collection rates from guardians, Mrs. Kallio agreed to a reduction of the review fee, with the understanding that the fee would be reviewed at a later time.

After nearly four years and hundreds of reviews, Mrs. Kallio informed the court that she could no longer afford to perform reviews for the court at the reduced $30 rate, and she would like to return to the $40 per review she received prior to the contract, which is modifiable upon written mutual consent of the parties. (See Attachment B.) The Probate Court believes Mrs. Kallio’s request is reasonable and ought to be granted. The Board should note that other counties regularly contact the Livingston Probate Court to find someone able to perform guardianship reviews for individuals under their jurisdiction who are residing in Livingston County, and the court refers them to Mrs. Kallio. Of all the counties who have contacted Mrs. Kallio to perform guardianship reviews, Livingston County currently pays the lowest rate at $30 per review (with Kent County being the highest at $65 per review).

In order to cover the increased cost of the guardianship reviews, the Probate Court plans to pass along these costs to the guardians in its billing. Specifically, the upon review of current billing practices, the court discovered that it was not factoring in the payroll costs of Mrs. Kallio’s reviews (FICA and Workers’ Compensation) to its billing. To remedy this, the Probate Court plans to charge $45, plus

mileage, to the estate of each non-indigent protected individual. Moreover, in addition to the guardianship review fees collected, the Board should note that the Probate Fees collected through guardianship and conservatorship filings are statutorily required to remain in the Guardianship Budget (Department 150). Any potential shortfalls in the collection of Guardianship Review Fees is more than made up for through the filing fees, as this department has had a net revenue for the past three years. (See Attachment D.)

The attached documentation is as follows:

RESOLUTION APPROVING THE MODIFICATION OF THE CONTRACT FOR GUARDIANSHIP REVIEW SERVICES BETWEEN THE LIVINGSTON COUNTY PROBATE COURT AND EUNICE KALLIO

ATTACHMENT A – REQUEST FOR MODIFICATION OF CONTRACT FROM EUNICE KALLIO

ATTACHMENT B – CONTRACT FOR GUARDIANSHIP REVIEW SERVICES –7/272009

ATTACHMENT C – GUARDIANSHIP REVIEW COSTS AND COLLECTION RATES

ATTACHMENT D – GUARDIANSHIP BUDGET REPORT AS OF 6/30/2013

If you have any questions regarding this matter please do not hesitate to contact me directly.

James M. DuquetProbate Court Administrator/Register



RESOLUTION APPROVING PART-TIME CONCILIATOR POSITION IN THE FRIEND OF THE COURT OFFICE - Friend of the Court

WHEREAS, the Friend of the Court Office has statutory duties to investigate, recommend and enforce Orders of the Court regarding Custody, Parenting Time and Support; and

WHEREAS, the Friend of the Court has a need to fill a vacant Conciliator position and that the Friend of the Court Office would function more efficiently and equitably if the resolution to approve the filling of the vacant Conciliator position were granted; and

WHEREAS, the duties the Conciliator position greatly assist parents to reach a mutual resolution that is beneficial to themselves and their children; and

WHEREAS, funding for same is available in the 2013 Friend of the Court Budget; and,

WHEREAS, this Resolution has been recommended for approval by the Finance Committee.


approves the filling of the vacant part-time Conciliator position in the Friend of the

Court Office.

# # #


Memorandum


From: Melissa A. Scharrer


Re: RESOLUTION APPROVING THE PART-TIME CONCILIATOR POSITION IN THE FRIEND OF THE COURT OFFICE

_____________________________________________________________________________

The Friend of the Court has a need for its services from the Courts in the areas of Custody, Parenting Time and Child Support. In order to process these cases, with limited judicial resources due to the growing population of Livingston County, the Friend of the Court Office is required to assist the Courts even more in resolving these matters. The current system involves an adversarial approach with attorneys and much litigation. Studies have shown that this approach can have long term negative effects on the parties and their relationships with each other and their children. New research has shown success through utilization of a Conciliator at the beginning of the divorce process.

With the legal system, parties go to Court to resolve their disputes and it is often the attorneys and the Court making decisions as opposed to the parties themselves. With a Conciliator position, the parties meet with a Conciliator, at the beginning of the divorce process, to try and resolve their disputes between themselves. In the vast majority of cases, an average of 85% in the last three years, through the assistance of the Conciliator, the parties reach a mutually agreed upon resolution that is unique to their family situation.

The Friend of the Court Office has inadequate resources to implement this approach without the Conciliator position. While conscious of the state of the economy from the County’s

LIVINGSTON COUNTY, MICHIGANFRIEND OF THE COURT

210 S. Highlander Way, Suite 3, Howell, MI 48843Phone (517)546-0230 Fax (517)552-2312

perspective, from the Court’s perspective, we have seen an even greater need to provide services, particularly with our in pro per litigants, to assist families and children on issues of child support, loss of employment, change of domicile, parenting time disputes and the myriad of emotional issues involving families who are separated and divorced. We respectfully request approval to fill this important position at the Friend of the Court. Thank you.

EMPLOYEE NAME: Bonnie Miller

JOB TITLE: Friend of the Court Conciliator

POSITION ID#: 215-141-028

EMPLOYEES SUPERVISED: 0

IMMEDIATE SUPERVISOR: Melissa Scharrer

TITLE OF IMMEDIATE SUPERVISOR: Friend of the Court

FLSA STATUS: Exempt

DEPARTMENT: Friend of the Court

LOCATION: Law Center

EFFECTIVE: June, 2008 GRADE: Non-Union, Gr. L

SALARY RANGE: $47,745 - $60,482 (Those hired 11/01/09 or later: $46,552 - $58,970)

WORKERS COMPENSATION CODE: 8810

SUMMARY OF POSITION: Under the supervision of the Friend of the Court, this position is responsible for meeting with parents, through court order, to assist in resolving disputes related to custody, parenting time, and child support at the beginning of the divorce and separation process. Prepares written reports to the Court with recommendations for temporary child support, custody, and parenting time that are based upon the best interests of the children.

ESSENTIAL FUNCTIONS:

1. Schedules Early Intervention Conferences as directed by court order to meet with parents regarding issues of child custody, parenting time, and child support.

2. Interviews parents together or separately, if there are Personal Protection Orders in place, at the Friend of the Court office. Reviews parent questionnaires, financial documents, and other related information to assist the parties in reaching temporary agreements for their children during the pendency of the divorce process.

3. Prepares written reports for the court regarding the where the children will reside, who will provide care and under what conditions, who will provide child support and in what amount, and what the parenting time arrangements will be during the pendency of the divorce process.

4. Confers with divorcing parties and their attorneys to educate them on the effects of divorce on children and assists them in developing skills necessary to resolving areas of difficulty.

FoC Conciliator Reviewed: August, 2013 Page 2 of 4

5. Works with parents to create better methods of communication in areas relating to their children and helps them to learn to co-parent both during the divorce process and after the judgment of divorce is finalized.

6. Performs any other duties as assigned including possible back-up coverage to the District Court Magistrate.

LICENSING or CERTIFICATIONS: Licensed to practice law in the State of Michigan and a member in good standing with the Michigan Bar Association for an attorney applicant. For an applicant with a Masters Degree in Social Work, must be licensed in the State of Michigan. Due to the flexibility to permit this position to possibly perform back up coverage for the Magistrate, a registered elector in Livingston County is preferred.

QUALIFICATIONS:Education:Minimum: Masters Degree in Counseling, Child Development, Social Work, Psychology, or related area. Preferred: Juris Doctorate degree with at least five years experience in domestic law.

Experience:Two to four years of substantial experience handling domestic relations cases in an investigative, administrative, and legal capacity. Must possess a familiarity with the court system, accounting, and computer applications.

Knowledge of: Applicable local, state and federal laws, rules, and regulations; Applicable court procedures; Office principles and practices; Customer service principles.

Skill in: Prioritizing and assigning work; Researching information; Providing customer service; Communication, interpersonal skills as applied to interaction with coworkers,

supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Ability to maintain records, prepare reports and answer questions. Ability to maintain effective working relationships and productively serve as a

member of a team with employees and the public plus have the ability to deal with problems courteously and tactfully.

Must be able to maintain cooperative working relationships and possess good interpersonal skills and be able to work within a team structure.

Must have ability to develop computer skills to manage implemented County documentation systems.

STAFF DEVELOPMENT/TRAINING: Prevention of Harassment in the Workplace Michigan Right to Know For positions “at risk” for work-related musculoskeletal disorder (WMSD), will

participate in Ergonomics Training minimally every three years.


WORKING CONDITIONS:Physical Requirements: Positions in this class typically require: fingering, grasping, talking, hearing, seeing

and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible

amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

May be exposed to hazardous materials found in a home or general office environment.

Use of household cleaning products and disinfectants may be required. For positions “at risk” for work-related musculoskeletal disorder (WMSD):

Will be aware of the risk factors and proper computer posture, as this position has been identified as a problem job for work-related musculoskeletal disorder (WMSD) risk. Must recognize the signs and symptoms of WMSDs and the importance of early reporting to Human Resources with recommendations for control.

I understand that failure to comply with all areas of this Position Description could result in disciplinary action. By signing below, I am indicating that I have read and understand all job requirements, agree to abide by them as written, and have received a copy of this document.

____________________________ ___________________________Signature of Employee Signature of Supervisor

____________________________ ____________________________Date Date

POSITION DESCRIPTION ESTABLISHED: June, 2008

POSITION DESCRIPTION REVIEWED: August, 2013

Friend of the Court Organization Chart1-1-2011

Friend of the Court

4 Attorney Referees Office Coordinator

2 Referee Secretaries Chief Support Specialist

Chief Account Clerk

Support Enforcement Officer

Investigator/Mediator

Investigator

2 Review/Modification Workers

1 Interstate Worker

5 Enforcement Caseworkers

5 FOC Clerks

FOC ConciliatorPermanent Part-Time

Attorney Referee

REQUEST FOR EXCEPTION TO THE HIRING FREEZE

Request Submitted by: Melissa A. Scharrer

Title of Position to be Requested: Permanent Part-time Conciliator

Salary: $23,276/year, part-time (20 hours/week)

Annual Cost of Budgeted Position: $23,276. However, as this position is eligible for reimbursement, the actual cost would be approximately $12,000.

Projected Cost for the next five years: $60,000

New Position/Classification (Yes/No): No.

When did the position become vacant? This position will be vacant on 9/03/2013.

Has sufficient time been given to properly compensate for vacation and/or sick pay-offs to insure personnel expenses do not exceed the authorized budget? Not applicable.

1. Briefly describe this position and why you believe that it is essential enough to warrant an exception to the overall Livingston County hiring freeze. Provide a copy of the job description.

The divorce process, especially at the initial separation stage, is a very difficult and emotional time for families. The Early Intervention program provides parents with an opportunity to meet with a neutral third party (Conciliator) and talk about their issues regarding their children, in a less formal setting than a courtroom, and arrive at some temporary resolutions that are acceptable to both and, with the assistance of the Conciliator, also in the best interests of their children.

2. Indicate if this is a mandated program/service by citing the act, rule, resolution, order, etc. that has necessitated this work. Also, if mandated, explain what effect this program/service has on current operations. If not mandated, outline the reason(s) for the department providing this task/work. This position is not mandated. However, it supports the statutory and court rule mandated functions of the Friend of the Court, primarily the required duties of the judges and attorney referees. Without the support of this position, the divorce process reverts again to a more adversarial and litigious process which studies have shown can have a long term negative effect on the parties and their relationships with each other and their children.

Vacancy Review PolicyPage 2 of 4

3. Budgeted department head count for the past five years: Jan., 2008: 25 Jan., 2009: 26 Jan., 2010: 26.5 Jan., 2011: 26.5 Jan., 2012: 26.5

Please explain changes: On October 1, 2007, when the State of Michigan eliminated funding for a Medical Clerk, the position was eliminated. In addition, we eliminated a File Clerk part-time position to save costs and restructured the duties amongthe FOC Clerks. In January 2009, we were granted funding for an additionalAttorney Referee position.

4. Does the vacant position for which an exemption is being requested perform essential function(s) that cannot be performed with the existing staff resources within Livingston County? Identify all special skills, education and/or licensing requirements for the position.

The preferred candidate for this position requires a law degree and specialized knowledge and experience in Family law. A candidate with a Master’s degree in Social Work, Psychology, Child Development, Counseling, or related filed would also be considered.

5. Recognizing that all Elected Officials/Department Heads are expected to provide quality supervision and be creative problem solvers, how could the department reassign work and/or personnel to get all essential work of the department done without additional hiring?

Workload analysis is done regularly to ensure that there is an even distribution of work and appropriate cross training is conducted to maximize staff resources. Current staff have assisted in the preparation of forms and clerical duties associated with this position so that the Conciliator has the ability to focus on the complex responsibilities of the position. With the requirement of the law degree and/or Master’s degree, and the high volume of the referee dockets, it would not be possible to offer Early Intervention services without the position of Conciliator.

6. Specifically list three reasonable options if your request to replace a position is denied.

Discontinue the Early Intervention program, however, this would increase the already high volume of cases on the dockets of the Judges and Attorney Referees. Possibly contract with an outside vendor but this would not allow for

reimbursement through the Cooperative Reimbursement program. In addition, as this position is without benefits, seeking an outside vendor would not be a cost savings.

7. What are the consequences of deferring the vacant position over the next several months and beyond?

Increases to the dockets of the Judges and Attorney Referees and increased wait time for children and families in receiving resolutions to their disputes. Long term, negative effects on the parties and their relationships with each other and their children from drawn out legal matters.


8. What budget saving measures has this department implemented? Have additional measures been identified? Since April 2007, we have operated without a part-time file clerk and re-distributed those duties. Since October 2007, we have operated without a 32 hour per week Medical Clerk and those duties, too, have been re-distributed. When the additional Attorney Referee was hired, no request was made for an additional Referee secretary due to budget realities. Currently, two secretaries serve four Attorney Referees and the Friend of the Court. These two secretaries are cross trained to operate the video equipment as well as scheduling and managing the FOC files for hearings. The Referees, Friend of the Court, as well as Custody Investigators all type their own work product.

In addition, the FOC is measured regarding their cost effectiveness. In other words, for every dollar spent, how much is collected in support. In Michigan, the average is for every dollar spent, $5.98 is collected. For the Livingston County FOC, for every dollar spent, $14.51 is collected.

9. What position or other costs would you be willing to drop to enable hiring – if that becomes necessary to obtain approval for hire?

The Friend of the Court is required to provide services to children and families that are mandated by law. The Court by nature is a reactive entity. It must use resources to meet demands of its caseload. The Court is conservative in managing its budget in all areas, but must accommodate the increased demand, particularly with in pro per litigants which this position primarily serves. It would be impossible to identify any additional areas where cuts can be made.

10. Please provide additional information regarding the staff of this department (i.e. organizational charts, workflow chart, staff on leaves from work/job restrictions, employee training downtime, etc.) to determine the workforce available for accomplishing the necessary tasks/services.

See attached organizational chart.

11. Is the work required by statute to be performed at the County level or can it be shared with other Counties? With local governments?

The work performed by these positions is assigned under the general supervision of the Chief Judge of the 44th Circuit Court. The work supports the statutory and court rule required duties of the Court, which are required of all circuit courts throughout Michigan. The specialized nature of the work to Livingston County courts make it impossible to share with other Counties or local governmental units.

12. Explain what services can be provided by others, private sector or non-profit? Not applicable for this position.


13. Are there other County employees with the skills and knowledge that can be transferred from another department thereby shifting the vacancy to another department where the position will not be filled?

Not applicable.

14. Has the use of temporary employees been evaluated to handle the work? Please provide explanation(s).

Yes, we initially created the position as a temporary position. However, as the duties and responsibilities developed, we requested and were granted approval to have the position classified as permanent part-time.

15. Has the use of part-time (less than 30 hours) employees been evaluated for feasibility and cost-effectiveness to accomplish the work? Please provide explanation(s).

Yes, this position is classified at 20 hours per week.

16. Has current staff been working overtime and, if so, how much is currently being worked or how much is planned to be worked per week (on the average)?

Not applicable for this position.

17. Has cross-trained staff been fully utilized to maximize the output of existing staff? Please provide explanation(s).

Yes, we have utilized existing staff to assist in the clerical duties associated with this position although, due to resource constraints, the conciliator types her own work product.



RESOLUTION TO AMEND RESOLUTION NUMBER 2013-07-196 AUTHORIZING CAPITALEXPENDITURE AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF BUS CAMERASYSTEMS AND TO AMEND THE L.E.T.S. FISCAL YEAR 2013 BUDGET – L.E.T.S.

WHEREAS, the Director of L.E.T.S. is a voting member of the Huron Valley Federal Aid Committee and their March 26, 2013 meeting L.E.T.S. was approved for funding to purchase camera systems for all L.E.T.S. vehicles; and

WHEREAS, the Director of L.E.T.S. has applied for the grant to cover 100% of the cost of the camera systems of which 80% will be paid by the Federal Transit Administration and 20% match from Michigan Department of Transportation; and

WHEREAS, L.E.T.S. with the help of the Purchasing Department prepared a Request for Proposals (RFP) and seven (7) proposals were received; and

WHEREAS, a committee comprised of Purchasing and L.E.T.S. employees reviewed and selected SEON as the best overall responder based on cost, availability, reliability, and positive reference checks; and

WHEREAS, the cost of the camera systems is not to exceed Eighty-Eight Thousand Eight Hundred and Fifteen dollars ($88,815); and

WHEREAS, monies were not budgeted for CY 2013 for the purchase of this project; and

WHEREAS, the proposed amendment ensures compliance with the Uniform Budgeting and Accounting Act, as amended; and

WHEREAS, the proposed amendment recognizes the cost of $88,815 for the purchase of the new camera systems for all L.E.T.S. vehicles.

THEREFORE BE IT RESOLVED that the Livingston County Board of Commissioners hereby authorizes a purchase order for the purchase of camera systems for all L.E.T.S. vehicles including installation and shipping from SEON of Coquitiam, BC, Canada upon grant award.

BE IT FURTHER RESOLVED that the cost of the camera system project is not to exceed Eighty-Eight Thousand Eight Hundred and Fifteen dollars ($88,815) to be reimbursed by a grant from both the Federal Transit Administration at 80% and a match from the Michigan Department of Transportation at 20%.

BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the following amendment to the L.E.T.S. Fiscal Year 2013 budget as illustrated below:

FUNDAPPROVED

2013 BUDGETPROPOSED AMENDED

PROPOSED 2013AMENDED BUDGET

588- L.E.T.S. $4,049,652 $88,815 $4,138,467

BE IT FURTHER RESOLVED that the budgetary worksheets showing the detailed line-item changes for the budget amendment will be attached as part of the resolution

BE IT FINALLY RESOLVED that the Livingston County Board of Commissioners hereby authorizes the Board Chair to sign all contract documents related to the bus camera project upon approval if James Dunn Jr. transit attorney for L.E.T.S.

# # #MOVED:

SECONDED:

CARRIED:


PAGE: 2

Memorandum


From: Doug Britz, L.E.T.S. Director


Re: RESOLUTION TO AMEND RESOLUTION NUBMER 2013-07-196

AUTHORIZING CAPITAL EXPENDITURE AND ISSUANCE OF A

PURCHASE ORDER FOR THE PURCHASE OF BUS CAMERA

SYSTEMS AND TO AMEND THE L.E.T.S. FISCAL YEAR 2013

BUDGET – L.E.T.S.

Attached is an amended resolution for your consideration and approval to purchase bus camera systems for the L.E.T.S. buses. The request to approve this resolution is a housekeeping request to add the original Resolution authorization for the Board Chair to said all documents relate to the bus camera project.

I am amending this resolution because I omitted the “THEREFORE BE IT RESOLVED THAT the Livingston County Board of Commissioners hereby authorized the Board Chair to sign all contract documents related to the bus camera project upon approval of James Dunn Jr. transit attorney for L.E.T.S.”Should you have any questions, please do not hesitate to contact me directly at 517-540-7847 or extension 7847.

LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF L.E.T.S.

3950 W. Grand River, Howell, MI 48855Phone 517-546-6600 Fax 517-546-5088




RESOLUTION AUTHORIZING THE L.E.T.S. DIRECTOR TO SPONSOR PEOPLE’S EXPRESS OF WHITMORE LAKE, MI, FOR THE PURPOSE OF APPLING FOR GRANT FUNDS TO PURCHASE ONE (1) LESS THAN 35 FOOT BUS FROM A FEDERAL TRANSIT ADMINISTRATION CAPITAL CONGESTION MITIGATION AND AIR QUALITY (CMAQ) AND AUTHORIZE A CONTRACT BETWEEN THE LIVINGSTON COUNTY BOARD OF COMMISSIONERS AND MDOT FOR THE EXPENDITURE OF FUNDS FOR THE PURCHASE OF ONE (1) LESS THAN 35 FOOT BUS AND TO AMEND THE L.E.T.S. FISCAL YEAR 2013BUDGET – L.E.T.S. / General Government

WHEREAS, the L.E.T.S. Director has agreed to sponsor People’s Express of Whitmore Lake, MI and apply for Federal Transit Administration (FTA) Section 5307 funds for 80% of the cost to purchase one (1) less than 35 foot bus from the Congestion Mitigation and Air Quality (CMAQ) grant; and

WHEREAS, in addition, the Michigan Department of Transportation (MDOT) has issued project authorization # 2012-0118/P12 (project code #118633) for MDOT’s 20% Capital match to the FTA Section 5307 funds for the cost to purchase and issuance of a purchase order for one (1) less than 35 foot bus; and

WHEREAS, a budget amendment in the amount One Hundred Thousand dollars ($100,000) is necessary to reflect the cost of the less than 35 foot bus; and

WHEREAS, monies were not budgeted in the L.E.T.S. FY 2013 budget for the purchase of this bus; and

WHEREAS, the proposed amendment ensures compliance with the Uniform Budgeting and Accounting Act, as amended; and

WHEREAS, the proposed amendment recognizes the cost of $100,000 for the purchase of one (1) less than 35 foot bus;

THEREFORE BE IT RESOLVED that the Livingston county Board of Commissioners hereby

approves the L.E.T.S. Director to sponsor People’s Express of Whitmore Lake,

MI to apply for a Federal Transit Administration Congestion Mitigation and Air

Quality (CMAQ) grant

BE IT FURTHER RESOLVED that the Livingston county Board of Commissioners hereby

approves Project Authorization # 2012-0118/P12 (project code #118633) with

MDOT in an amount not to exceed Eighty Thousand dollars ($80,000) from FTA

Section 5307 and Twenty Thousand dollars ($20,000) from MDOT with the total

not to exceed One Hundred Thousand dollars ($100,000) for the purchase of

one (1) less than 35 foot bus


PAGE: 2

BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the following

amendment to the L.E.T.S. FY 2013 budget as illustrated below:

FUNDAPPROVED

2013 BUDGETPROPOSED AMENDED

PROPOSED 2013AMENDED BUDGET

588- L.E.T.S. $4,294,668 $100,000 $4,394,668

BE IT FURTHER RESOLVED that the budgetary worksheets showing the detailed line-item

changes for the budget amendment will be attached as part of the resolution

BE IT FINALLY RESOLVED that Livingston County board of commissioners hereby

authorizes the Board Chair to sign the said required documents and contracts upon

approval of Mr. James Dunn Jr., transit attorney for LE.T.S.

# # #

MOVED:

SECONDED:

CARRIED:

Memorandum


From: Doug Britz


Re:RESOLUTION AUTHORIZING THE L.E.T.S. DIRECTOR TO SPONSOR PEOPLE’S EXPRESS OF WHITMORE LAKE, MI FOR THE PURPOSE OF APPLING FOR GRANT FUNDS TO PURCHASE ONE (1) LESS THAN 35 FOOT BUS FROM A FEDERAL TRANSIT ADMINISTRATION CAPITAL CONGESTION MITIGATION AND AIR QUALITY (CMAQ) AND AUTHORIZE A CONTRACT BETWEEN THE LIVINGSTON COUNTY BOARD OF COMMISSIONERS AND MDOT FOR THE EXPENDITURE OF FUNDS FOR THE PURCHASE OF ONE (1) LESS THAN 35 FOOT BUS AND TO AMEND THE L.E.T.S. FISCAL YEAR 2013BUDGET – L.E.T.S. / General Government

Attached is a resolution for your consideration and approval to authorize the L.E.T.S. Directorto sponsor People’s Express of Whitmore Lake, MI and apply for Federal Transit Administration(FTA) Section 5307 funds for 80% ($80,000) of the cost to purchase one (1) less than 35 footbus from the Congestion Mitigation and Air Quality (CMAQ) grant.

In addition, the Michigan Department of Transportation (MDOT) has issued projectauthorization # 2012-0118/P12 (project code #118633) for MDOT’s 20% ($20,000) Capitalmatch to the FTA Section 5307 funds for the cost to purchase one (1) less than 35 foot bus.

The L.E.T.S. Director is also requesting a budget amendment in the amount One HundredThousand dollars ($100,000) to reflect the cost of one (1) less than 35 foot bus. Monies for thispurchase were not budgeted in FY 2013 because this grant became available after the L.E.T.S.FY 2013 was adopted.

The proposed amendment ensures compliance with the Uniform Budgeting and Accounting Act,as amended and recognizes the cost not to exceed One Hundred Thousand dollars ($100,000) for

LIVINGSTON COUNTY, MICHIGANDEPARTMENT OF L.E.T.S.

3950 W. Grand River, Howell, MI 48855Phone 517-546-6600 Fax 517-546-5088


the purchase of one (1) less than 35 foot bus. The budgetary worksheets showing the detailed line-item changes for the budget amendment will be attached as part of the resolution

As always, thank you for your time and if you have any questions, please do not hesitate to contact me at your convenience at 540-8747.

BOARD OF COMMISSIONERS2013/09/03 · BOARD OF COMMISSIONERS 9/3/2013 304 E Grand River, Board...

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