BOARD COORDINATOR GENESEE COUNTY BOARD OF COMMISSIONERS 1101 BEACH STREET, ROOM 312 FLINT, MICHIGAN 48502

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BOARD COORDINATOR GENESEE COUNTY BOARD OF COMMISSIONERS 1101 BEACH STREET, ROOM 312 FLINT, MICHIGAN 48502 TELEPHONE: (810) 257-3020 FAX: (810) 257-3008 JON CARE COORDINATOR GOVERNMENTAL OPERATIONS

1 BOARD COORDINATOR GENESEE COUNTY BOARD OF COMMISSIONERS 1101 BEACH STREET, ROOM 312 FLINT, MICHIGAN TELEPHONE: (810) FAX: (810) JON CARE COORDINATOR GOVERNMENTAL OPERATIONS COMMITTEE Wednesday, April 9, 2014, 9:00 a.m. AGENDA I. CALL TO ORDER II. ROLL CALL III. MINUTES March 26, 2014 IV. PUBLIC COMMENT TO COMMITTEE V. COMMUNICATIONS Genesee County 4-H Citizenship Academy Prosecutor David Leyton Memo in Support of Recommendation of the Circuit Court to Continue to Contract with Westlaw for Electronic Legal Research VI. VII. OLD BUSINESS NEW BUSINESS A. G040914VIIA: County Bills Attached B. G040914VIIB: Burial Claims Attached C. G040914VIIC: Travel Claims Attached D. G040914VIID: Circuit Court: Request Approval to Continue to Contract with Westlaw for Electronic Legal Research (RFP ) Attached E. G040914VIIE: Circuit Court/Family Division: Request Approval to Accept Juvenile Accountability Block Grant Award in the amount of $42,360 Attached (ROLL CALL VOTE REQUESTED) F. G040914VIIF: Treasurer: Request Approval for Isaiah Matan to attend Michigan Municipal Treasurers Association Basic Institute Training from May 4-8, 2014 (total cost not to exceed $1,200) Attached G. G040914VIIG: Controller s Office: Request approval of April, 2014 Overtime Requests Attached VIII. IX. OTHER BUSINESS ADJOURNMENT

2 REQUEST TO APPEAR BEFORE GOVERNMENTAL OPERATIONS COMMITTEE TO: FROM: Omar Sims, Chair Governmental Operations Committee David Leyton, Prosecuting Attorney DATE: April 4, 2014 Request: I respectfully request to appear before the Governmental Operations Committee on April 9, 2014 in support of the recommendation from the Circuit Court that the county continue to contract with Westlaw for electronic legal research. Explanation: As the April 4, 2014 Memo from Chief Judge Yuille indicates, an ad hoc group has been evaluating bids from Westlaw and Lexis Nexis for the county s electronic legal research contract, and that this group is recommending Westlaw. The Prosecutor s Office participated in this ad hoc group and agrees with the recommendation. We plan to attend the committee meeting at which this recommendation will be discussed and seek permission to participate in the discussion if necessary. Specifically, we want to point out that if the county were to choose Lexis Nexis, the Prosecutor would incur approximately $13,000 in additional costs for essential legal research subscriptions. Thank you for your consideration.

3 Genesee County, Michigan Summary of Payments-Week Ending 03/21/14 Finance/Budget Committee Beginning Ending Total General Check Check Number Total Fund Agency Number Number Of Checks Amount Amount General Unit-GEMS $2,755, $162, EFT Deposits $101, Parks and Recreation , EFT Deposits Planning Insurance Trust , Restitution Payments Jury Payments , , Jury Payments-68th DC , (Reimb. By City of Flint) Total NA NA 598 $2,919, $169, g:\fms\finrep.xls

Genesee County, Michigan Summary of Payments-Week Ending 03/28/14 Finance/Budget Committee Beginning Ending Total General Check Check Number Total Fund Agency Number Number Of Checks Amount Amount

4 Genesee County, Michigan Summary of Payments-Week Ending 03/28/14 Finance/Budget Committee Beginning Ending Total General Check Check Number Total Fund Agency Number Number Of Checks Amount Amount General Unit-GEMS $1,238, $158, EFT Deposits $139, Parks and Recreation , EFT Deposits Planning Insurance Trust Restitution Payments , Jury Payments , , Jury Payments-68th DC (Reimb. By City of Flint) Total NA NA 710 $1,546, $165, g:\fms\finrep.xls

Genesee County Board of Commissioners 1101 BEACH STREET, ROOM 312 FLINT, MICHIGAN 48502 TELEPHONE: (810) 257-3020 FAX: (810) 257-3008 GOVERNMENTAL OPERATIONS COMMITTEE Omar Sims, Chairperson April 9,

5 Genesee County Board of Commissioners 1101 BEACH STREET, ROOM 312 FLINT, MICHIGAN TELEPHONE: (810) FAX: (810) GOVERNMENTAL OPERATIONS COMMITTEE Omar Sims, Chairperson April 9, COMMISSIONERS- OMAR A. SIMS DISTRICT 1 BRENDA CLACK DISTRICT 2 JAMIE W. CURTIS DISTRICT 3 JOHN NORTHRUP DISTRICT 4 MARK YOUNG DISTRICT 5 BURIAL CLAIMS Submitted April 2, 2014: Burial Claims: $3, Headstone Claims: $0 TOTAL CLAIMS: $3, TONY BROWN DISTRICT 6 ARCHIE H. BAILEY DISTRICT 7 TED HENRY DISTRICT 8 TOTAL BURIAL CLAIMS $3, PEGGE L. ADAMS DISTRICT 9 kc Approved Omar Sims, Chair Governmental Operations Committee Date

Soldiers Relief Commission Jeanne Thick, Director 1101 Beach Street Monica Kannai, Secretary Phone: (810) 257-3068 Flint, Michigan 48502 Berta Campbell, Secretary Fax: (810) 237-6172 Burial and

6 Soldiers Relief Commission Jeanne Thick, Director 1101 Beach Street Monica Kannai, Secretary Phone: (810) Flint, Michigan Berta Campbell, Secretary Fax: (810) Burial and Headstone Claims, submitted on APRIL 2, 2014 Governmental Operations Committee Meeting APRIL 9, 2014 DECEASED MORTUARY CLAIMANT PAYMENT GWILLIM, JR., ALFRED SHARP FUNERAL HOME GWILLIM, THOMAS $ NOBLE, OLLIE SWARTZ FUNERAL HOME NOBLE, BETTY $ JENSEN, GARY SHARP FUNERAL HOME PELC, CHERYL $ GRUNDY, BENNY LAWRENCE E. MOON WELLS, CAROLYN $ HEIT, JR., FRANK SHARP FUNERAL HOME HEIT, MAJORIE $ GRAHAM, JR., IRVING MARTIN J. BANKS FH KLINE, LAMARA $ BELL, JOSEPH SWANSON FH SLAUGHTER, KATIE $ WHITE, SR., WALTER ALLEN FUNERAL HOME WHITE, JR., WATER $ WILCOX, BARRY MARTIN FUNERAL HOME WILCOX, MARTHA $ HOLDORF, MARVIN SWARTZ FUNERAL HOME JOHNSON HOLDORF, KATHERINE $ VANDEUSEN, DONALD SHARP FUNERAL HOME VANDEUSEN, MARIAN $ TOTAL $3, HEADSTONE CLAIMS DECEASED CLAIMANT PAYMENT TOTAL TOTAL BURIAL AND HEADSTONE CLAIMS $0.00 $3,300.00

7 GENESEE COUNTY, MICHIGAN OVERNIGHT TRAVEL MARCH, 2014 EXPENSES DUE TOTAL LESS PRE-PAID TO BE EMPLOYEE NAME DATE NATURE of BUSINESS/LOCATION EXPENSES CHARGES APPROVED ADVANCED (COUNTY) HEALTH DEPARTMENT Gary Johnson 03/11/14-03/12/14 STD Update Conference Grand Rapids Mi Almeta Milow 10/14/13-10/18/13 Nurse Family Partnership Admin Training 1, (16.34) Denver CO Total Health Department 1, , (16.34) FAMILY COURT Dexter Clark 02/27/14-02/28/14 Residential Placement Visit-Boys Town Chicago IL Dexter Clark 03/06/14-03/07/14 Residential Placement Visit Woodward Academy Atlanta GA Dexter Clark 03/20/14-03/21/14 Residential Placement Visit-George Jr Grove City PA TOTAL FAMILY COURT GRAND TOTAL OVERNIGHT: $ 1, $ 1, $ $ $ $

10 Memorandum Kenda Watson Casework Supervisor Genesee County Circuit Court, Family Division 630 South Saginaw St., Flint, MI (810) To: Commissioner Omar Sims, Chairperson Governmental Operations Committee From: Kenda Watson Date: April 2, 2014 Re: FY 2014/15 JAIBG grant award acceptance On January 29, 2014, the Genesee County Circuit Court, Family Division, requested permission to submit a grant application to the Michigan Department of Human Services for continuation funding of the Juvenile Accountability Block Grant program. The Genesee County Board of Commissioners approved the submission on that same date. An award of $42, has been granted. This grant requires a 10% local match in the amount of $4, which will be met by Circuit Court through the same line item transfer as last year. I am requesting permission to accept this award. I am also requesting a roll-call vote as execution of the contract is required as soon as possible. The court will be represented at the meeting scheduled April 9, 2014 at 9:00 a.m.

11 AGREEMENT NUMBER: AMENDMENT NUMBER: 2 JAIBG Between THE STATE OF MICHIGAN DEPARTMENT OF HUMAN SERVICES And CONTRACTOR County of Genesee CONTRACTOR ADDRESS 900 S. Saginaw Street, Flint, Michigan CONTRACTOR dmelton@co.genesee.mi.us AGREEMENT SUMMARY SERVICE DESCRIPTION Juvenile Accountability; Intensive Probation; Expedited Processing of Probation Violations and Search Response. GEOGRAPHIC AREA Genesee County INITIAL EFFECTIVE DATE April 1, 2012 CURRENT EXPIRATION DATE March 31, 2014 CURRENT AGREEMENT VALUE $111, CONTRACT TYPE Actual Cost AMENDMENT DESCRIPTION EXTEND EXPIRATION DATE YES NO NEW EXPIRATION DATE March 31, 2015 AMENDMENT AMOUNT ESTIMATED REVISED AGGREGATE AGREEMENT VALUE $42, INCREASE DECREASE $153, NATURE OF CHANGE The amendment is to utilize the second one-year option to extend, to add funding for Year 3 and to correct Article III in Amendment number 1. The undersigned have the lawful authority to bind the Contractor and DHS to the terms set forth in this Agreement. FOR THE CONTRACTOR: FOR THE STATE: County of Genesee Contractor DEPARTMENT OF HUMAN SERVICES Signature of Director or Authorized Designee Print Name Signature of Director or Authorized Designee Susan Kangas Print Name Date Date

12 Agreement Number: JAIBG Amendment Number: 2 1 st Year Amount: $41, nd Year Amount: $69, rd Year Amount: $42, Total Contract Amount: $153, Check all contract years affected by this amendment: Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 STATE OF MICHIGAN DEPARTMENT OF HUMAN SERVICES WHEREAS, the Department of Human Services of the state of Michigan (hereinafter referred to as DHS ) entered into a contractual Agreement effective April 1, 2012, with County of Genesee (hereinafter referred to as Contractor ), having a mailing address of 900 S. Saginaw Street, Flint, Michigan , for the provision of certain services as set forth therein; and, WHEREAS, it is mutually desirable to DHS and to the Contractor to amend the aforesaid Agreement. THEREFORE, in consideration of the promises and mutual covenants hereinabove and hereinafter contained, the parties hereto agree to the following amendment of said Agreement. This amendment shall be attached to the Agreement, said Agreement being hereby reaffirmed and made a part hereof. Article I This amendment shall be effective on the date of DHS signature or April 1, 2014, whichever is later. Article II DHS will exercise the second of two, one-year options to extend. Therefore, the end date of the Agreement shall be changed from March 31, 2014 to March 31, Rev

13 Agreement Number: JAIBG Amendment Number: 2 Article III The maximum dollar amount of the Agreement shall be increased by $42, from $111, to $153, for the period April 1, 2012, through March 31, From the total amount the maximum amount that may be expended during the following periods is: Agreement Period Amount April 1, 2012, through March 31, 2013 $41, April 1, 2012, through March 31, 2014 $69, April 1, 2012, through March 31, 2015 $42, Payment shall be made in accordance with the attached budget. Article IV Article III of Amendment Number 1 shall be deleted and replaced with: Service # 1 of 4: Intensive Probation Supervision 1. Activities the Grantee shall perform: The Grantee shall: a. Accept referrals from the 7 th Circuit Court, Family Division for youth requiring Intensive Probation Services. b. Provide an Intensive Probation Officer to manage a maximum caseload of 20 referred youth at any one time for a minimum of 16 weeks. The Intensive Probation Officer shall: 1) Maintain an electronic file in the Global Vision Technologies FamCare Management Information System for each youth. 2) Enter all newly referred cases into the FamCare case management system within 72 hours of referral. 3) Enter case notes into the FamCare case management system within 5 business days of each contact. Case progress notes shall include youth s progress towards goals; youth s attendance at regular required sessions; and a description of youth s current behavior. Rev

14 Agreement Number: JAIBG Amendment Number: 2 4) Develop an individual case plan for each youth and monitor their compliance to the case plan. Case plans should at a minimum include: A narrative description of the family home situation and problem identification that led the youth to being on probation. A statement of goals and a list of activities to be performed to address probationary requirements with time frames identified. The level of probationary supervision. Identification of community resources that address the youth s need as observed by the Probation Officer. Any court ordered classes and counseling. Drug screen scheduling. Primary caregiver and/or relative involvement. Written evaluations and recommendations by Probation Officer and/or other personnel involved in youth s delivery of services. 5) Conduct frequent and regular contact with each youth to monitor and assess youth s progress and challenges in meeting case plan goals and probationary requirements. 6) Make referrals to appropriate community agencies, including follow-up and assist youth and parents with transportation or bus passes when warranted. 7) Monitor youth s progress and behavior by making weekly contact with a least one of the following individuals involved with the youth s case plan: Youth s primary caregiver Youth s relative(s) Youth s employer (if applicable) School officials Treatment provider Referred service providers 8) Perform random drug tests on each youth to determine illegal drug usage by youth. Drug testing shall: Be performed in the field or at court at the discretion of the Probation Officer. Use testing supplies which are patented and valid testing instruments designed by a manufacturer with demonstrated accuracy with regard to results. Rev

15 Agreement Number: JAIBG Amendment Number: 2 Document and report all test results to the court as required. Documents shall be placed in a secure format. Make arrangements for additional testing at a local substance abuse provider with laboratory confirmation when results are contested or upon a court request for confirmation. 9) Use these expedited measures to reduce or extend lengths of stay as appropriate for each youth. 2. Volume of Service a. Clients The estimated number of unduplicated eligible clients to be served during the period of this Agreement shall be: 45 b. Unit Definition(s): One unit equals a minimum of one (1) hour of intensive case monitoring between the probation officer and youth for a minimum of 16 weeks. c. Units: The estimated number of units of service to be provided during the period of this Agreement shall be: 540 Service #2 of 4: Expedited Processing of Probation Violations 1. Activities the Grantee shall perform: The Grantee shall: Process expedited probation violations on youth per week who fail to adhere to terms of probation, court orders, or agreed upon case plans and make appropriate recommendations for graduated sanctions to be imposed upon non-compliant youth. 2. Volume of Service a. Clients The estimated number of unduplicated eligible clients to be served during the period of this Agreement shall be: 8 b. Unit Definition(s): One unit equals one (1) hour of administrative time to process violations, recommend graduated sanctions, and expedite detention release for technical violators. c. Units: The estimated number of units of service to be provided during the period of this Agreement shall be: 384 Service #3 of 4: Expedited Search Response Rev

16 Agreement Number: JAIBG Amendment Number: 2 1. Activities the Grantee shall perform: The Grantee shall: Assist Probation Department with an immediate search for youth per week who fail to adhere to terms of probation, court orders, or agreed upon case plans. 2. Volume of Service a. Clients The estimated number of unduplicated eligible clients to be served during the period of this Agreement shall be: 10 b. Unit Definition(s): One unit equals a minimum of one (1) hour of search time per youth who fail to comply with court orders, probationary terms, or agreed upon case plans. c. Units: The estimated number of units of service to be provided during the period of this Agreement shall be: 120 Service #4 of 4: Fiduciary Services 1. Activities the Grantee shall perform: The Grantee shall: a. Act as fiduciary for funds received under this Agreement, for purposes specified in this Agreement and administer Agreement funds for the purpose of managing a service delivery system and fulfilling oversight responsibilities. The Grantee as fiduciary shall ensure funds are expended in compliance with federal and state laws and with Agreement requirements. b. Make purchases, process invoices, and make payments to subcontractors in accordance with the Grantee s agency wide written purchase, contract, and competitive bid policies. The Grantee shall be exclusively restricted to purchases of those services and/or commodities that are reasonable and necessary to the provision of services identified herein. c. Be specifically prohibited from subcontracting fiduciary responsibility under this Agreement, in whole or in part, to other entities. d. Determine reimbursement, authorize payments, and document subcontractors expenses. Rev

17 Agreement Number: JAIBG Amendment Number: 2 e. Comply with all Federal and state policies and rules to which the funds are subject including but not limited to fiscal and non-fiscal monitoring. f. Make prompt payment to all providers for services provided upon receipt of an approved billing statement. g. Perform the following activities with each subcontractor funded through this agreement. 1. Identify Federal awards made by informing each subcontractor of CFDA title and number, award name and number, award year and name of federal agency. 2. Advise subcontractors of requirements imposed on them by Federal laws, regulations and the provisions of contracts as well as any supplemental requirements imposed by the Grantee. 3. Monitor the activities of subcontractors as necessary to ensure that Federal awards are used for the authorized purposes in compliance with laws, regulations and the provisions of contracts and that performance goals are achieved. 4. Ensure that subcontractors expending five hundred thousand dollars ($500,000.00) or more in Federal awards during the sub-contractors fiscal year have met the audit requirements for that fiscal year. 5. Issue a management decision on audit findings within six months after receipt of the subcontractors audit report and ensure that the subcontractors take appropriate and timely corrective action. The management decision shall clearly state whether or not the audit finding is sustained, the reasons for the decision and the expected subcontractor action to repay disallowed costs, make financial adjustments or take other action. If the subcontractor has not completed corrective action, a timetable for follow-up shall be given. Prior to issuing the management decision, the Grantee may require additional information or documentation from the subcontractor including a requires for auditor assurance related to the documentation, as a way of mitigating disallowed costs. The management decision should describe any appeal process available to the subcontractor. 6. Consider whether subcontractor audits necessitate adjustment of the Grantee s own records. Rev

18 Agreement Number: JAIBG Amendment Number: 2 7. Require each subcontractor to permit the Grantee and auditors to have access to the records and financial statements as necessary for the Grantee to comply to this part. Article V In Section I., CONTRACTOR RESPONSIBILITIES, Item H., Services to be Delivered, Service #2 of 4 Expedited Processing of Probation Violations shall be deleted. Article VI The estimated number of units to be provided by the Contractor during the specified funding period(s) shall be as follows: Unit Title Number of units # Agreement Year Expedited Search Response 120 4/1/2014 3/31/2015 Rev

BOARD COORDINATOR GENESEE COUNTY BOARD OF COMMISSIONERS B E A C H S T R E E T, R O O M F L I N T, M I C H I G A N

BOARD COORDINATOR GENESEE COUNTY BOARD OF COMMISSIONERS 1 1 0 1 B E A C H S T R E E T, R O O M 3 1 2 F L I N T, M I C H I G A N 4 8 5 0 2 TELEPHONE: (810) 257-3020 FAX: (810) 257-3008 AMY ALEXANDER COORDINATOR