CLINTON COUNTY BOARD OF COMMISSIONERS Chairperson Robert Showers Vice-Chairperson David Pohl Members Bruce DeLong Kenneth B. Mitchell Anne Hill Adam C. Stacey Kam J. Washburn COURTHOUSE 100 E. STATE STREET ST. JOHNS, MICHIGAN 48879-1571 989-224-5120 AGENDA Administrator Ryan L. Wood Clerk of the Board Diane Zuker CLINTON COUNTY BOARD OF COMMISSIONERS MEETING Board of Commissioners Room, Courthouse 100 E. State St., Suite 2200, St. Johns TUESDAY, SEPTEMBER 27, 2016 9:00 a.m. Call to Order Moment of Silence Pledge of Allegiance Roll Call Approval of Agenda Presentation of Minutes August 30, 2016 Communications 9:04 a.m. Administrator s Report 9:06 a.m. Public Comments 9:08 a.m. ZONING PC-13-16 MA Petition for Change of Zone/Map Amendment OR122-16 submitted by Don Potts, Searles Development, LLC/Searles Construction to rezone a vacant parcel located on the north side of Avery Road, approximately 2,000 feet west of Krepps Road, Section 2, Bingham Township, from A-2 General Agricultural District to MR Mineral Resource Extraction District. (TABLED ) 9:09 a.m. Approval of Commissioners Expense Accounts 9:10 a.m. COMMITTEE REPORTS: Building Committee September 22, 2016 Finance September 15, 2016 & September 22, 2016 Personnel September 22, 2016 Adjournment ALL TIMES ARE TENTATIVE. TO REQUEST ACCOMMODATIONS OR MATERIALS IN AN ALTERNATIVE FORMAT, PLEASE CONTACT ADMINISTRATION AT (989)224-5120 OR TDD USERS WITHIN CLINTON COUNTY MAY DIAL 9-1-1 FOR GENERAL COUNTY SERVICES OR USE MICHIGAN RELAY 1-800-649-3777 OR THE NATIONAL RELAY NUMBER OF 7-1-1 NO LATER THAN 48 HOURS PRIOR TO THE MEETING.
BUILDING COMMITTEE AGENDA THURSDAY, SEPTEMBER 22, 2016 AT 1:00 P.M. CLINTON COUNTY COURTHOUSE BOARD OF COMMISSIONERS ROOM 100 EAST STATE STREET, ST. JOHNS, MI 48879 1 1:00 CALL TO ORDER, ADDITIONS TO THE AGENDA 2 1:02 LIMITED PUBLIC COMMENTS 3 1:05 COMMUNICATIONS SYSTEM ENHANCEMENT PROJECT (PHASE 2 - SOUTHEAST TOWER) - PROJECT UPDATE: A) BUDGET UPDATE (ADMINISTRATION) B) PROJECT SUMMARY FROM CLARK CONSTRUCTION C) PROGRESS REPORT FROM C2AE D) APPROVAL OF PAYMENT APPLICATION NO. 5 4 1:40 COMMISSIONERS COMMENTS 5 1:45 ANY OTHER BUSINESS FINANCE COMMITTEE THURSDAY, SEPTEMBER 15, 2016 AT 2:00 P.M. CLINTON COUNTY COURTHOUSE BOARD OF COMMISSIONERS ROOM 100 EAST STATE STREET, ST. JOHNS, MI 48879 1 2:00 CALL TO ORDER, ADDITIONS TO THE AGENDA 2 2:02 LIMITED PUBLIC COMMENTS 3 2:05 SHERIFF - MDOC CONTRACT UPDATE (NO ATTACHMENT) 4 2:15 2017 RECOMMENDED BUDGET DISCUSSION (NO ATTACHMENT) 5 3:00 COMMISSIONERS COMMENTS 6 3:05 ANY OTHER BUSINESS FINANCE COMMITTEE THURSDAY, SEPTEMBER 22, 2016 AT 2:00 P.M. CLINTON COUNTY COURTHOUSE BOARD OF COMMISSIONERS ROOM 100 EAST STATE STREET, ST. JOHNS, MI 48879 1 2:00 CALL TO ORDER, ADDITIONS TO THE AGENDA 2 2:02 LIMITED PUBLIC COMMENTS 3 2:05 TREASURER INVESTMENT REPORT (TINA WARD) 4 2:20 CENTRAL DISPATCH - MOBILE DATA COMMUNICATIONS AGREEMENT WITH CITIES/TOWNSHIPS (CHRIS COLLOM) 5 2:35 REVIEW CAPITAL IMPROVEMENT PLAN (ADMINISTRATION) 6 2:55 HABITAT FOR HUMANITY REQUEST TO WAIVE FEES (ADMINISTRATION) 7 3:00 HOLIDAY/EMPLOYEE APPRECIATION LUNCHEON REQUEST (ADMINISTRATION) 8 3:05 PLANNING UPDATE (NO ATTACHMENT) 9 3:10 OCTOBER COMMITTEE MEETING CALENDAR (ADMINISTRATION) 10 3:15 ACCOUNTS PAYABLE INVOICES PAID TOTALS 11 3:20 COMMISSIONERS COMMENTS 12 3:25 ANY OTHER BUSINESS
PERSONNEL COMMITTEE THURSDAY, SEPTEMBER 22, 2016 AT 3:30 P.M. (OR IMMEDIATELY FOLLOWING THE FINANCE COMMITTEE MEETING) CLINTON COUNTY COURTHOUSE BOARD OF COMMISSIONERS ROOM 100 EAST STATE STREET, ST. JOHNS, MI 48879 1 3:30 CALL TO ORDER, ADDITIONS TO THE AGENDA 2 3:32 LIMITED PUBLIC COMMENTS 3 3:35 COMMITTEE/COMMISSION APPOINTMENTS (ADMINISTRATION) 4 3:40 COMMISSIONERS COMMENTS 5 3:45 ANY OTHER BUSINESS
CLINTON COUNTY BOARD OF COMMISSIONERS Chairperson Robert Showers Vice-Chairperson David Pohl Members Bruce DeLong Kenneth B. Mitchell Anne Hill Adam C. Stacey Kam J. Washburn COURTHOUSE 100 E. STATE STREET ST. JOHNS, MICHIGAN 48879-1571 989-224-5120 Administrator Ryan L. Wood Clerk of the Board Diane Zuker DATE The Clinton County Board of Commissioners met on Tuesday, August 30, 2016 at 9:00 a.m. in the Clinton County Board of Commissioners Room, Courthouse, St. Johns, Michigan with Chairperson Robert Showers presiding. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE ROLL CALL COUNTY PERSONNEL VISITORS AGENDA Chairperson Showers called for a moment of silence. The pledge of allegiance was given to the flag of the United States of America. Roll was called and a quorum reported. Present were Commissioners Kam Washburn, David Pohl, Bruce DeLong, Robert Showers, Anne Hill and Adam Stacey. Commissioner Kenneth B. Mitchell was excused. Doug Riley, Ryan Wood and Craig Longnecker. Harold Rappuhn, Patrick Huber, Diane Chapko, Richard Chapko, Donald E. Potts, John Malek, Darlene Malek, Warren Tack, Cami Harris, Mallory McClelland, Corissa Harris, Pete O Connell, Dick Ray, Judy Ray, Ron Pattison, Lyle Place, Mary Place, Jim Hazelman, Ray Fleischer, Karin Lusk, Chris Briggs, Tina McClung and Jeffrey D. Kramer. The agenda was reviewed. BOARD ACTION: Commissioner Pohl moved, supported by Commissioner DeLong to approve the agenda as printed. Motion carried. MINUTES OF 07/26/2016 The July 26, 2016 minutes were presented for review and approval. BOARD ACTION: Commissioner Pohl moved, supported by Commissioner Hill to approve the minutes as printed. Motion carried. COMMUNICATIONS The following Communications were reviewed: 1. Antrim County Resolution supporting legislation regarding Dark Stores 2. Allegan County Resolution supporting SB 39 Natural Resources and Environment Protection Act BOARD ACTION: Commissioner Stacey moved, supported by Commissioner Washburn to acknowledge receipt of the communications. Motion carried. 1
ADMINISTRATOR S REPORT PUBLIC COMMENTS ZONING PC-10-16 SLU/SP SPECIAL LAND USE/FINAL SITE PLAN LYLE PLACE NATURAL BRANDS LLC EAGLE TOWNSHIP APPROVED Ryan Wood, County Administrator had nothing new to report since the committee meeting last week. Chairperson Showers called for public comments on matters which are not specifically listed on the agenda. Kami Harris, Senior at Ovid-Elsie High School/Member of the Victor 4- H Club and Mallory McClelland, Senior at Ovid-Elsie High School/Member of the Farm Friends 4-H Club thanked the Board for their support of the 4-H Fair and supporting the entire 4-H program. Adam Stacey and Doug Riley presented the following zoning matters: PC-10-16 SLU/SP Special Land Use Permit/Final Site Plan submitted by Lyle Place, Natural Brands, LLC for a home based business to allow for repackaging and private labeling of products for consumers that will be sold over the internet at 12428 S. Wright Road, Section 11, Eagle Township. BOARD ACTION: Commissioner Stacey moved, supported by Commissioner Washburn to concur with the recommendation of the Planning Commission to approve the Special Land Use/Final Site Plan submitted by Lyle Place, Natural Brands, LLC. Chairperson Showers called upon Doug Riley, Community Development Director to provide a brief overview of this particular application. Doug Riley, Community Development Director noted that this matter was reviewed at two meetings of the Planning Commission to insure that all conditions can be met. Additionally, feedback was received from Eagle Township. The applicant will be taking orders over the internet for the sale of a product used to remove/reduce pet odor in homes. The business will be operated out of a detached garage on the property. Concerns regarding ground water contamination have been reviewed by the Health Department and they indicated that they do not have any specific regulations. In addition, Mr. Riley contacted the Department of Environmental Quality and as a result the Special Land Use contains a couple options to address any potential ground water contamination. Commissioner comments: Commissioner Stacey noted that there would be limited quantities of materials, so ground water contamination was not a significant factor in the review by the Planning Commission. Commissioner Washburn noted that Eagle Township Board took into consideration the concerns raised by neighboring property owners and have recommended approval. Lyle Place, applicant indicated that all issues have been resolved and he will be in compliance with all federal, state and local regulations. Voting on the motion by roll call vote, those voting aye were Washburn, Hill, Stacey, Pohl, DeLong and Showers. Six ayes, zero nays, one absent. Motion carried. 2
PC-13-16 MA CHANGE OF ZONE/MAP AMENDMENT OR122-16 DON POTTS SEARLES DEVELOPMENT LLC/SEARLES CONSTRUCTION GENERAL AGRICULTURAL DISTRICT TO MINERAL RESOURCE EXTRACTION DISTRICT BINGHAM TOWNSHIP TABLED PC-13-16 MA Petition for Change of Zone/Map Amendment OR122-16 submitted by Don Potts, Searles Development, LLC/Searles Construction to rezone a vacant parcel located on the north side of Avery Road, approximately 2,000 feet west of Krepps Road, Section 2, Bingham Township, from A-2 General Agricultural District to MR Mineral Resource Extraction District. Commissioner Stacey introduced discussion regarding the application for Change of Zone and invited Doug Riley, Community Development Director to provide additional details: Doug Riley noted that this is a 56 acre parcel of property whereby the applicants are seeking a change of zone for sand and gravel extraction. The rezone is the initial step in the process for the applicant, once approved, a site plan for the operation details is presented to the Planning Commission for approval. The land use patterns are mixed in the area including rural residential, along with other properties that have been rezoned previously to mineral resource. This is the largest vane in the county with sand and gravel. During the Planning Commission review, concerns were raised by neighboring property owners regarding Avery Road potentially being used as a haul route. The Clinton County Road Commission has indicated that Avery Road is not currently built to accommodate truck traffic. Bingham Township reviewed the application and did not make a formal recommendation as they had several questions in particular regarding the haul route. The Drain Commission indicated that they did not have any significant concerns related to the rezoning, however moving forward they have concern regarding potential ground water contamination depending on what the proposed mining operation will be. The seven components for rezoning the property were reviewed by the Planning Commission at their meeting on August 11, 2016 and they have recommended approval by the Board of Commissioners. Mr. Riley spoke regarding the zoning enabling act and the key factors for a rezone for a mining operation in addition to the standards set forth in a Court of Appeals case entitled Silva vs. Ada Township, 416 Mich153(1982) as follows: o Relationship of extraction and associated activities with existing land uses; o Impact on existing land uses in the vicinity of the property; o Impact on property values in the vicinity of the property and along the proposed haul route serving the property; o Impact on pedestrian and traffic safety in the vicinity of the property and along the haul route; o Health, safety, welfare of the local unit of government and community. Many concerns raised during the rezone process can be addressed in the next step during the final site plan review by the Planning Commission. Chairperson Showers called for public comments: Don Potts, applicant spoke regarding the property which has been owned by the Searles family for over 50 years. Searles builders built many of the homes in the area and knew where this was headed in the future. This is another step in the process for this property. Commissioner Stacey questioned whether the land owners knew 50 years ago whether this property would be mined. Mr. Potts indicated that the owners more than likely would not have guessed that is would be developed into a mining operation. Karin Lusk of 2549 Avery Road expressed concerns regarding the location of the haul route along her property. In particular, she is concerned about their health and welfare. She asked the Board to consider changing the location of the haul route in the site plan. 3
Pete O Connell of 2428 Avery Road noted that there are at least 50 homes in the area that will be impacted by this change in zoning. The extraction is expected to occur for the next 10 years, with gravel trains creating noise, dust and pollution in the neighborhood. This is the 2 nd gravel pit in the immediate vicinity of this area. He also expressed concerns related to safety of the neighborhood. He feels there are so many questions and issues with this proposal. Mr. O Connell closed by asking the Board to table or deny the request at this time. Jim Hazelman of 2417 Avery Road feels this is pre-ordained and the residents feel they won t have an opportunity to have their concerns addressed. Doug Riley, Community Development Director responded, noting that by law, the county cannot place conditions on rezoning of property, unless the property owner voluntarily agrees to some conditions. The Planning Commission can make discretionary decisions and establish conditions as part of the site plan review. The Board has the ability to approve, deny or table this rezoning pending further information. Mr. Hazelman stated the Board is ultimately going to make a decision to approve or disapprove the rezoning and once that is decided, it is going stand. He feels the entire plan for this property needs to be laid out before a decision is made on the rezoning as new information continues to surface. Kam Washburn spoke regarding the former process used by the county for rezoning and the site plan review in comparison to the process used today. He believes we have a much better process for handling these matters today. We can t change where the sand and gravel is located. Input during the site plan review will be desperately needed by everyone involved and that is the time to sort out the details. Commissioner Stacey questioned if the change of zone were approved to a mineral resource district whether it would give the applicant more legal standing to extract materials and compel action on the haul route at the time this matter is presented to the Planning Commission on the site plan review? What will be done if there is not an alternative haul route available? In response to Commissioner Stacey, Development Director Riley noted this may require legal interpretation; however the applicant cannot proceed with the site plan review until the rezoning is approved. Richard Chapko of 2547 Avery Road stated he was aware of the gravel in the area when they moved to their home 42 years ago and that they were told they should not worry the development of a gravel pit. He expressed concerns related to the water table, wells going dry, power lines going over the haul route and drain fields being impacted by the proposed mining operation. Mr. Potts, applicant noted that he has well logs that identify the depths of the wells in the area. He also stated that their equipment is not designed to dig 90 feet deep. If a well goes dry and the mining operation is responsible, they will take care of replacing it. Doug Riley stated there is a code standard that the interior of a haul route has to be at least 100 feet from any residence. In addition, the Health Department has regulations for the distance a drain field can be from the water created from the mining operation. Christopher Briggs of 4267 East Colony Road and owner of Trillium Creek Estates, which located immediately east of the proposed property. Trillium Creek Estates currently has 12 building lots available. Mr. Briggs primary concern is with regard to the dust, noise and property values. Owners purchased property many years ago with the intention that there would not be a gravel pit developed in the area. 4
Additionally, there are plans to put in a large processing plant at this location, creating an extremely noisy operation. Mr. Briggs asked what grounds the Board of Commissioners have to deny this application. Doug Riley outlined each of the 7 criteria established for rezoning property, which were considered by the Planning Commission as follows: o o o Criteria #1 - What, if any, identifiable conditions related to the petition have changed which justify the petitioned change in zoning. The petition is located in an area of the County that has been historically recognized for mineral resources. Criteria #2 - What if any error in judgment or, procedure, or administration was made in the original Ordinance which justifies the petitioned change in zoning. No error in judgment or procedure was determined by the Planning Commission. The mineral resource district is considered on a case by case basis and subject to the availability of a mineral resource on a particular property. Criteria #3 - What are the precedents and the possible effects of such precedent which might result from the approval or denial of the petition. Additionally the following factors: a) The relationship of extraction and associated activities with existing land uses. b) The impact on existing land uses in the vicinity of the property. c) The impact on property values in the vicinity of the property an along the proposed hauling route serving the property, based on credible evidence. d) The impact on pedestrian and traffic safety in the vicinity of the property and along the proposed hauling route serving the property. e) The impact on other identifiable health, safety, and welfare interests in the local unit of government. f) The overall public interest in the extraction of the specific natural resources on the property. The applicant indicated that the negative precedent would potentially be the haul route, which has also been identified by the public, however, the applicant has expressed a willingness to work on improving Avery Road and willing to look at alternatives for a haul route in the site plan. Criteria #4 - What is the impact of the amendment on the ability of the County, Township or Municipality and other governmental agencies to provide adequate public services and facilities, and/or programs that might reasonably be required in the future if the petition is approved. Mr. Riley noted that the key issue related to criteria #4 is the Avery Road haul route and the potential impacts. Criteria #5 Does the petitioned zoning change adversely affect the environmental conditions or value of the surrounding property? The applicant indicated at the Planning Commission meeting that they don t expect there will be any adverse effects on the environmental conditions or value of surrounding properties. Historically it has been shown that property values surrounding mining operations increase in value due to the future use of the petitioned property, however Mr. Riley noted that we do not know at this point what applicant is proposing for the end use of the property i.e. pond, fully re-claimed ground. Mr. Riley suggested that the applicant may be able to address this. Criteria #6 Does the petitioned zoning change generally comply with the adopted policies of the Comprehensive Development Plan of Clinton County? In the Comprehensive Plan, the property is identified and encouraged to be developed as rural residential in the future, as well as a number of other areas where there has been sand and gravel extraction operations. 5
Criteria #7 Are there any significant environmental impacts which would reasonably occur if the petitioned zoning change and resulting allowed structures were built; such as : a) Surface water drainage problems b) Wastewater disposal problems c) Adverse effect on surface or subsurface water quality d) Loss of valuable Natural Resources i.e. forest, wetlands, historic sites, wildlife, mineral deposits or valuable agricultural land e) Soils Mr. Riley noted that the above items are typically reviewed in the Site Plan process. Commissioner Stacey specifically identified Criteria #4 as being problematic in that the property is surrounded on three sides by an established community and the finding of a reasonable haul route is going to be difficult. The land owners are still driving the economic value of this property. He is very concerned about the access route and the residents that have been in this established community for 40+ years. He is not comfortable moving forward on approving this for a mineral resource district without additional facts. Mr. Briggs thanked Development Director Riley for outlining the criteria for approval of a rezoning. Mr. Briggs provided additional comments stating that there are no viable options for a haul route without having adverse effects on the surrounding property. Mr. Potts, applicant stated that prior to submitting his application for the change of zone, he met with the Road Commission to determine where the haul route should be and the costs associated with upgrading the roads for a haul route. He noted that the proposed haul route was determined to be the best location after applying the seven findings of fact and if there was another location available for the haul route, they would certainly use it. Pete O Connell expressed his appreciation for the ability to speak, noting that the process continues to generate additional facts and points. He questioned whether or not the site would include a processing plant. Mr. Potts, applicant indicated the site would include a processing plant. Warren Tack of 2997 Avery Road stated his concerns in particular with the dust, machinery and noise that will be created by the gravel extraction and processing plant being in the vicinity of their homes. Although, there is an existing pit currently in the area, the haul route does not affect their homes. Mr. Potts stated there are Michigan Occupational Safety and Health Administration (MIOSHA) regulations for noise, dust, fuel emissions etc., which are monitored on a regular basis. Chairperson Showers clarified what happens with this application from this point? Does the approval of the rezoning increase the likelihood that the mining operation will take place? Will the Board of Commissioners have an opportunity to ask more questions/obtain more information? Community Development Director, Doug Riley stated that the Board of Commissioners have the option to approve, deny or table this matter to allow more time to obtain additional information. He also noted that the site plan is reviewed by the Planning Commission and does not come back before the Board of Commissioners for approval, therefore the Board of Commissioners involvement in the process ends upon approval of the rezoning. Commissioner Stacey suggested that this matter be tabled and referred back to the Planning Commission to have further comment and review. 6
BOARD ACTION: Commissioner Stacey moved, supported by Commissioner DeLong to TABLE the Change of Zone/Map Amendment submitted by Don Potts, Searles Development, LLC/Searles Construction to rezone from A-2 General Agricultural District to MR Mineral Resource Extraction District and refer the matter back to the Planning Commission for further discussion. Chairperson Showers allowed for additional Commissioner s comments/discussion: Commissioner Washburn reminded the members that the process was changed many years ago to provide an opportunity for property owners to express their concerns at the Planning Commission level. The process leaves the details up to the Planning Commission to sort out and not the Board of Commissioners. Chairperson Showers would like a determination on what the practical problems are with this application and have an opportunity for more discussion to occur at the Planning Commission level between the applicant, the residents and the Planning Commission. Commissioner Pohl noted that zoning is to address the possible uses on property. The real issue in the particular matter is the haul route and that further discussion would be beneficial before the Board makes a final decision on the rezoning. We can t move a gravel pit to another location out of convenience. Provided the correct discussion takes place, he would more than likely support the request for rezoning. Motion carried unanimously. RECESS APPROVAL OF COMMISSIONERS EXPENSE ACCOUNTS COMMITTEE REPORTS BUILDING COMMITTEE MEETING ATTENDANCE AT COMMITTEE MEETING CALL TO ORDER Chairperson Showers declared a brief recess. Commissioners expense accounts were presented for review and approval. BOARD ACTION: Commissioner Stacey moved, supported by Commissioner DeLong to approve the expense accounts, subject to review by the Chair and Clerk. Motion carried. The following are reports of Committee meetings: Commissioner Pohl reported on a Building Committee meeting held August 25, 2016. Members Present Dave Pohl, Building Committee Chairperson Robert Showers, Adam Stacey Others Present Chad Riehl, Project Manager, Clark Construction Rusti Owens, C2AE Toby LePeak, Harris Corporation Staff Present Ryan Wood Craig Longnecker Chris Collom Penny Goerge 1. Building Committee Chairperson Pohl called the meeting to order at 1:00 p.m. COMMITTEE ACTION: Commissioner Stacey moved, supported by Commissioner Showers, to approve the agenda. Motion carried. 7
PUBLIC COMMENTS COMMUNICATIONS SYSTEM ENHANCEMENT PROJECT UPDATE BUDGET SUMMARY PROGRESS UPDATE FROM C2AE PROJECT SUMMARY FROM CLARK CONSTRUCTION APPROVAL OF PAYMENT APPLICATION NO. 4 2. Building Committee Chairperson Pohl requested limited public comments. There were none. 3. Communications System Enhancement Project (CSEP) Phase 2 (Southeast Tower) - Project Update: A. Building Committee Chairperson Pohl introduced Craig Longnecker, Deputy Administrator, to provide a budget update for the Communications System Enhancement Project. The budget is currently on target. No action taken. B. Building Committee Chairperson Pohl introduced Mr. Rusti Owens from C2AE to provide a progress update. Mr. Owens provided an update to the members and discussed the entry gate location; it was agreed that the entry gate should be moved back further off the road so that a large vehicle would have the capability of pulling off the road safely if necessary. No action taken. C. Building Committee Chairperson Pohl introduced Mr. Chad Riehl from Clark Construction to provide a project summary from Clark Construction. Mr. Riehl distributed photos that displayed the progress that has been made at the site location; All important pieces are there except for the tower and fencing; Tower delivery has been delayed until September 12 due to steel material back orders; construction will begin immediately after delivery; The tower is expected to be up by October 1st and operating by November 1st; Mr. Riehl noted that he is currently working with Smith Propane Company to get the propane hooked up. No action taken. D. Building Committee Chairperson Pohl introduced discussion regarding Payment Application No. 4 to Clark Construction Company. COMMITTEE ACTION: Commissioner Showers moved, supported by Commissioner Stacey, to approve Payment Application No. 4 to Clark Construction Company in the amount of $61,881.01. Motion carried. APPROVAL OF CHANGE ORDER NO. 3 E. Building Committee Chairperson Pohl introduced discussion regarding Change Order No. 3. The purpose of this change order is to issue a credit for using crushed concrete in lieu of crushed limestone on the new entry road. COMMITTEE ACTION: Commissioner Stacey moved, supported by Commissioner Pohl, to approve Change Order No. 3 for a credit amount of $(3,234.32). Motion carried. COMMISSIONERS COMMENTS 4. Building Chairperson Pohl requested Commissioners comments. There were none. 8
ADDITIONAL COMMENTS ADJOURNMENT OF COMMITTEE MEETING FINANCE COMMITTEE MEETING ATTENDANCE AT COMMITTEE MEETING CALL TO ORDER/APPROVAL OF AGENDA 5. Building Chairperson Pohl requested any additional comments. Ms. Collom notified the Members that the FCC has approved the licensing for the SE Tower; we are still waiting for fire paging approval which is currently being reviewed by Canada. 6. Building Chairperson Pohl adjourned the meeting at 1:15 p.m. Commissioner Stacey, Finance Chairperson reported on a Finance Committee meeting held August 25, 2016. Members Present Adam Stacey, Finance Chairperson Kam Washburn, Bruce DeLong Anne Hill, David Pohl, Ken Mitchell Robert Showers, Ex-Officio Member Others Present Natrenah Blackstock, Veterans Affairs Bob Davis, Derek Boyd, Dan Lowe Kevin Butts, Pam Butts, Earl Barks Mary Barks, Donald Sisung, Kurt Marvel Larry Phinney, Danny Chant, Richard Root Roger Dershem Staff Present Ryan Wood, Penny Goerge Craig Longnecker, Tom Olson Kate Neese, Phil Hanses Corissa Harris, Marilyn Thelen Fred Olmsted, Dan Gibson Barbara Moss, Sandra June Doug Riley 1. Finance Chairperson Stacey called the meeting to order at 2:00 p.m. COMMITTEE ACTION: Commissioner Washburn moved, supported by Commissioner Mitchell, to approve the agenda as amended. Motion carried. Addition to Agenda: Building Demolition at 305 Church Street 7C PUBLIC COMMENTS 2. Finance Chairperson Stacey requested limited public comments. Ms. Corissa Harris, 4-H Youth Development Program Associate and Mr. Bob Davis, President of the Clinton County Fair 4-H and Youth Fair Board provided an update to the Members regarding the 4-H Fair that took place during the first week in August; o Discussion followed regarding two safety structures that were built for use between the swine barn and livestock building and in the horse arena; these structures were donated and constructed by several volunteers involved with the 4-H programs; o These structures have since been taken down as there was a communication gap and the approval process was not completed for the construction of temporary platforms or structures at the Fairgrounds for the 4-H Fair. Kurt Marvel, Livestock Committee Chairman, spoke to the Members asking for their support to reconstruct the safety structures and utilize these platforms for other events; Mr. Larry Phinney expressed his support for the safety structures; Mr. Eric Voisinet expressed his support for the safety structures and inquired about a future rabbit barn; he would like to see communication improve between the 4-H Fair Board and County Board of Commissioners; Mr. Kevin Butts expressed his dissatisfaction with how this situation was handled; Mr. Roger Dershem spoke regarding his involvement with the 4-H Fair and Mint Festival; he emphasized the importance of investing 9
in our children; Mr. Earl Barks emphasized the importance of the safety structures and expressed his frustration with them being taken down; The Board Members expressed their appreciation to the 4-H volunteers for all that they do and for all of the hours they put into constructing these safety structures; discussion will take place later in the meeting (agenda item #4) on how to proceed with this matter. GREENHAVEN STAFFING 3. Finance Chairperson Stacey introduced Fred Olmsted, Lead Senior Juvenile Services Officer and Dan Gibson, Greenhaven Senior Juvenile Services Officer, to discuss staffing at Greenhaven due to the unexpected termination of a staffing agreement with Turning Point. Greenhaven is a collaborative county-owned, court-operated detention and residential facility licensed by the State of Michigan for up to ten youth, ages 10 to 17 years; Since 2012 it has been staffed by employees contracted through a private provider, Turning Point; On May 31, 2016 Turning Point notified the court that they would be closing in early June and as a result, the contract will be terminated effective August 26, 2016; Due to the unexpected termination of the staffing agreement with Turning Point, court staff was directed to examine possible staffing options and make a recommendation to the Court; Mr. Olmsted and Mr. Gibson presented four different management styles/staffing options to the members; Based on Judge Sullivan s personal experiences of court staff, research, best practices in juvenile justice, and financial analysis provided by private organizations and Clinton County Administration, it is recommended by the Court that the Board authorize Greenhaven as a county-owned, court-operated facility with court staff providing management, licensing, and direct care functions consistent with the staffing analysis and additional costs shown on attachment 1; furthermore authorizing Administration and Court to proceed with the filling of these staffing positions. COMMITTEE RECOMMENDATION: Commissioner Washburn moved, supported by Commissioner Pohl, to recommend authorizing Greenhaven as a county-owned, court-operated facility with court staff providing management, licensing, and direct care functions consistent with the staffing analysis and additional costs shown on attachment 1; furthermore authorizing Administration and Court to proceed with the filling of these staffing positions. Motion carried. BOARD ACTION: Commissioner Stacey moved, supported by Commissioner DeLong to concur with the Committee recommendation. Voting on the motion by roll call vote, those voting aye were Washburn, Hill, Stacey, Pohl, Delong and Showers. Six ayes, zero nays, one absent. Motion carried. 10
4-H FAIR 2016 REVIEW 4. Finance Chairperson Stacey introduced Ms. Corissa Harris, 4-H Youth Development Program Associate and Mr. Bob Davis, President of the Clinton County Fair 4-H and Youth Fair Board to discuss the construction of the safety structures at the Fairgrounds for the 4-H Fair. Discussion followed on how to improve the communication piece between everyone involved with the 4-H Fair and the Board of Commissioners; Discussion followed regarding the County s plan to take a comprehensive review of the Fairgrounds when putting together our future Capital Improvements Plan; Administrator Wood directed the Fair Board to submit their plans for the safety structures so that we can proceed with getting them approved and reconstructed. No action taken. VETERANS AFFAIRS UPDATE WASTE MANAGEMENT GRANGER MEMORANDUM OF UNDERSTANDING 5. Finance Chairperson Stacey introduced First Lieutenant Natrenah G. Blackstock, our new Veterans Affairs Director, to provide an update on services that are being provided to veterans in Clinton County. Ms. Blackstock introduced herself to the Board and answered questions regarding services being provided to veterans in Clinton County; It was noted that in 2015 there were a total of 1,013 cases in Clinton County. No action taken. 6. Finance Chairperson Stacey introduced Kate Neese, Waste Management Coordinator, to discuss a Memorandum of Understanding (MOU) with Granger. Our two rural recycling sites (Fowler and Maple Rapids) have seen an uptick in volume and Granger suggested adding another roll off container to help manage materials; the new containers have been delivered and, with input from the site managers, additional signage has been ordered; Because we are adding containers to the site, Granger requested a formal document regarding the changes; therefore the Board is being asked to review and consider approving an MOU with Granger for the changes in service at these two rural recycling sites. COMMITTEE RECOMMENDATION: Commissioner Pohl moved, supported by Commissioner DeLong, to recommend authorizing the Memorandum of Understanding (MOU) for change to container types for the recycling services contract between Clinton County and Granger. Motion carried. BOARD ACTION: Commissioner Stacey moved, supported by Commissioner DeLong to concur with the Committee recommendation. Motion carried. CAPITAL IMPROVEMENT REQUESTS 7. Finance Chairperson Stacey introduced discussion regarding capital improvement requests. 11
DRAIN COMMISSIONER VEHICLE REPLACEMENT A. Drain Commissioner Vehicle Replacement: Finance Chairperson Stacey introduced Phil Hanses, Drain Commissioner, to discuss the replacement of a pickup truck for the drain office. Drain Commissioner Hanses notified the members that he has requested the replacement of a 2002 Chevy pickup truck for the 2017 budget year; however, the truck currently requires a lot of repair including new tires; therefore he finds it necessary to move up the purchase to this budget year; It was noted that the 2002 would be traded in towards the purchase of a new model. COMMITTEE RECOMMENDATION: Commissioner DeLong moved, supported by Commissioner Washburn, to recommend authorizing the replacement of a pickup truck in the Drain Office. Motion carried. BOARD ACTION: Commissioner Stacey moved, supported by Commissioner Washburn to concur with the Committee recommendation. Voting on the motion by roll call vote, those voting aye were Stacey, Pohl, Washburn, DeLong, Hill and Showers. Six ayes, zero nays, one absent. Motion carried. SHERIFF S OFFICE CARPET REPLACEMENT B. Sheriff s Office Carpet Replacement: As outlined in the capital improvements section of the 2016 budget, the Sheriff s Office is requesting approval to replace the carpet in the lobby, administration office area, Sheriff s Office, administration area, conference room and squad room. COMMITTEE ACTION: Commissioner Washburn moved, supported by Commissioner DeLong, to authorize $20,000 for the replacement of carpet at the Sheriff s Office, as outlined in the capital improvements section of the 2016 budget. Motion carried. BUILDING DEMOLITION AT 305 CHURCH STREET C. Building Demolition at 305 Church Street: Pursuant to the capital improvements section of the 2016 budget, Administration is seeking approval of a proposal from C2AE for professional services relating to the demolition of the existing church and parsonage located at 305 Church Street; This property was acquired many years ago for the purpose of future parking; the buildings are located just south of the Wilson Center, adjacent to the existing parking lot. Discussion took place regarding C2AE s responsibilities under the contract; Administrator Wood noted that the kitchen cabinets may be salvageable, and if so, would be donated to the Habitat for Humanity. COMMITTEE ACTION: Commissioner Hill moved, supported by Commissioner Mitchell, to authorize execution of the proposal for professional services from C2AE relating to the demolition of the existing church and parsonage located at 305 Church Street in St. Johns, Michigan. Motion carried. 12
PARKS AND GREEN SPACE COMMISSION UPDATE PLANNING UPDATE COMMITTEE MEETING CALENDAR 8. Finance Chairperson Stacey introduced Tom Olson, Parks and Green Space Coordinator, to discuss potential future park sites in southern Clinton County. Mr. Olson presented a report to the Board Members providing insight into the Michigan Natural Resources Trust Fund (MNRTF) Acquisition Grant process and highlighting some potential properties in the southern region of Clinton County that may host a County Park site in the future. No action taken. 9. Finance Chairperson Stacey introduced Doug Riley, Planning Development Director, to provide a planning update. PC-10-16 SLU/SP Special Land Use Permit/Final Site Plan; Planning Commission recommends approval; PC-13-16 MA Petition for Change of Zone/Map Amendment; Planning Commission recommends approval. No action taken. 10. Finance Chairperson Stacey introduced discussion regarding the September 2016 Open Meetings and Events Calendar. COMMITTEE RECOMMENDATION: Commissioner DeLong moved, supported by Commissioner Mitchell, to recommend the approval of the September 2016 Open Meetings and Events Calendar. Motion carried. BOARD ACTION: Commissioner Stacey moved, supported by Commissioner Pohl to concur with the Committee recommendation. Motion carried. ACCOUNTS PAYABLE INVOICES PAID 11. Finance Chairperson Stacey introduced discussion regarding the Accounts Payable Invoices Paid. COMMITTEE ACTION: Commissioner DeLong moved, supported by Commissioner Hill, to approve the invoices paid from July 9 through August 5 in the amount of $1,465,462.42. Motion carried. COMMISSIONERS COMMENTS ADJOURNMENT OF COMMITTEE MEETING 12. Finance Chairperson Stacey requested Commissioners comments. There were none. 13. Finance Chairperson Stacey adjourned the meeting at 4:34 p.m. PERSONNEL COMMITTEE MEETING Commissioner Washburn, Personnel Chairperson reported on a Personnel Committee meeting held August 25, 2016. ATTENDANCE AT COMMITTEE MEETING Members Present Kam Washburn, Personnel Chairperson Adam Stacey, Bruce DeLong Anne Hill, David Pohl, Ken Mitchell Robert Showers, Ex-Officio Member Others Present Attorney Lauren Dunn, Foster Swift Staff Present Ryan Wood, Penny Goerge Craig Longnecker 13
CALL TO ORDER/APPROVAL OF AGENDA PUBLIC COMMENTS COMMITTEE/COMMISSION APPOINTMENTS RESOLUTION 2016-15 ADOPTING THE RESTATED POST-RETIREMENT HEALTH CARE PLAN AND TRUST AGREEMENT 1. Personnel Chairperson Washburn called the meeting to order at 4:35 p.m. COMMITTEE ACTION: Commissioner Mitchell moved, supported by Commissioner Pohl, to approve the agenda. Motion carried. 2. Personnel Chairperson Washburn requested limited public comments. There were none. 3. Personnel Chairperson Washburn introduced discussion regarding appointments to various Committees and Commissions. No action taken. 4. Personnel Chairperson Washburn introduced Attorney Lauren Dunn from Foster Swift to discuss the restated Clinton County Post- Retirement Health Care Plan and Trust Agreement. The restated Clinton County Post-Retirement Health Care Plan and Trust Agreement includes changes related to IRS regulations and the eligibility of retirees to obtain health insurance for themselves, their spouse and their dependents. There are currently 58 retirees and 21 spouses covered under the Trust Agreement. COMMITTEE RECOMMENDATION: Commissioner Pohl moved, supported by Commissioner DeLong, to recommend authorizing the Resolution adopting the restated Post-Retirement Health Care Plan and Trust Agreement. Motion carried. BOARD ACTION: Commissioner Washburn moved, supported by Commissioner Pohl to concur with the Committee recommendation. Motion carried.(insert RESOLUTION) COMMISSIONERS COMMENTS ADDITIONAL COMMENTS 5. Personnel Chairperson Washburn requested Commissioners comments. Commissioner Pohl provided an update on behalf of the Clinton Career Network and the Regional Recycling Coalition; Commissioner Hill: Notified the Members that she was very impressed with the Back to School/Project Connect event that she recently attended at Smith Hall; this event provides help to families to alleviate basic needs for a new school year and features all the resources a family might need to start school so that education can be their main focus; Provided an update on behalf of the Clinton Task Force on Employment stating that the unemployment rate as of June 2016 is at 3.4% for Clinton County; Notified the Members that she has been asked to serve on the CASA Board; Commissioner Stacey provided an update on behalf of the Tri- County Regional Planning Commission; Commissioner Washburn notified the Members that Dennis Scott has resigned from the Clinton County Soldiers and Sailors Relief Commission. 6. Personnel Chairperson Washburn requested additional comments. Administrator Wood provided an Administrator Update. 14
ADJOURNMENT OF COMMITTEE MEETING 7. Personnel Chairperson Washburn adjourned the meeting at 5:05 p.m. END OF COMMITTEE REPORTS COMMISSIONER S COMMENTS ADJOURNMENT Chairperson Showers called for Commissioner s comments. BOARD ACTION: With no further business to come before the Board, Chairperson Showers declared the meeting adjourned at 10:30 a.m. Diane Zuker, Clerk of the Board NOTE: These minutes are subject to approval on September 27, 2016. 15