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November 5, 2014 Ways and Means Agenda

AGENDA
WAYS & MEANS COMMITTEE
November 5, 2014
6:30 p.m.
Administration Building - Board Room
220 N. Main Street
Ann Arbor, Michigan
http://www.ewashtenaw.org

I.  Roll Call
II.  Citizen Participation
III.  Commissioner Follow-up to Citizen Participation
IV.  New  Business

A.     Civic Infrastructure
   
    1. Treasurer
   
    a.    Policy for Internal Advances

   
- Approving and adopting a Policy for Internal Advances
   
- The issue was first discussed at the September 3rd Ways and Means meeting
   
- To codify current internal advancement practice in County Policy for the advancement of funds from the Delinquent Tax Revolving Fund according to policy criteria for use on projects and services and for the replenishment of said funds
   
-  The policy originally discussed has been amended by substitution
   
- The policy is expected to reduce the costs of borrowing by avoiding the fixed costs of bond and note issuance and to increase revenue by capturing interest payments internally

-  The policy codifies the existing practice of internal advances from the DTRF to County departments
   
    RECOMMENDATION: Approval
   
    2. Clerk
   
    a.    Washtenaw County Identification Card Program

   
- Establishing the Washtenaw County Identification Card Program
   
- To create a program that issues Washtenaw County photographic identification cards to Washtenaw County residents

- To ensure all County Residents have access to a recognized means of personal identification for the purposes of employment, banking, medical needs, and interactions with government agencies
   
- Approving the budget in the amount of $62,043
   
- Including revenues of $12,500 due to issuance fees
   
- Creating the following 0.5 FTE
            -    0.5 FTE Record Management Specialist
                 Group 12, Grade 15
                 Salary Range: $15,754 - $19,406
   
    RECOMMENDATION: Approval
   
   
B.     Public Safety
   
    1. Sheriff – Emergency Management
   
    a.    Emergency Management Performance Grant
  (Work Agreement)  (Local Budget)
   
- Ratifying the signature of the Chair of the Board on the Work Agreement
- Ratifying the signature of the County Administrator on the Budget Agreement
- To the Michigan State Police and Homeland Security Division
- For the period of October 1, 2014 – September 30, 2015
   
- For pass-through funds from the Department of Homeland Security to support County Emergency Management operations 
- In an amount up to $ 81,118 or 50% of eligible expenditures
- State Revenue: $81,118
- County Revenue: $0
- Eligible expenses are the salary and fringes of the Emergency Management Director
- Revenue is already included in the 2014 Budget
   
- For FY 2013, Emergency Management was awarded $58,198 which is about 39% of eligible expenses
   
- Indirect costs are not included in this grant
   
- Upon receipt of the award:
     -    Authorizing the Administrator to sign the Notice of Grant Award
     -    Authorizing the Administrator to sign delegate contracts
   
    RECOMMENDATION: Approval
   
   
C.    Land Use & Environment
   
    1.    Water Resources Commissioner
   
    a.    Malletts Creek Stone School Road Drain Project

   
- Pledging Washtenaw County’s limited Full Faith & Credit for payment of bonds
- For the Malletts Creek Stone School Drain Project
- In an amount not to exceed $2,200,000
   
- To undertake improvements to the stormwater system
   
-    Bonds will be retired through special assessments against the following:
-    City of Ann Arbor: 100%
   
    RECOMMENDATION: Approval
   
   
D.    Land Use & Environment/Support Services
   
    1.    Water Resources Commissioner/Finance Department
   
    a.    Revision of Washtenaw County Procurement Policy
  (Policy Draft)
   
- Approves the revised Procurement Policy
- Which governs all purchases and leases of goods and services
   
- Incorporates aspects of the Environmentally Sound Operations Policy and Environmental Preferable Purchasing (EPP)
- Revises policy to comply with provisions of Public Act 238 of 2012 which prohibits the use of Construction Unity Board (CUB) agreements
   
    RECOMMENDATION: Approval
   
   
E.    Economic Development
   
    1.    Office of Community & Economic Development
   
    a.    Local Vendor Preference Purchasing Policy
  (Report)  (Resolution)  (Policy)
   
- Adopting a purchasing policy which gives preference to local vendors 
   
- To encourage consideration of local vendors in all County purchasing
- To provide all qualified Washtenaw County based vendors a 5% bid discount to on purchases greater than $5,000 but less than $200,000, and a 2% bid discount on purchases of $200,000 and greater
- To provide all qualified Michigan based vendors a 3% bid discount to on purchases greater than $25,000 but less than $200,000, and a 1% bid discount on purchases of $200,000 and greater
   
- Approving the budget in the amount of $83,690
- As Finance is a support services department, the costs associated with this policy will result in a slight increase in the indirect costs charged to supported departments
   
-    Creating the following 0.5 FTE
-    0.5 FTE Administrative Coordinator
      Group 32, Grade 25
      Salary Range: $15,956 - $21,837
   
    RECOMMENDATION: Approval
   
   
F.    County Administrator
   
    a.    2015-17 Budget Reaffirmation and the 2018 Recommended Budget
  (Resolution and Detail)
   
-  Reaffirming the second through fourth years of the adopted 2014-17 quadrennial budget 
-    Approving the 2018 Recommended Budget
   
    RECOMMENDATION: Approval


V. Report of the Administrator

1.    2014 Third Quarter Budget Update

VI. Report of the Chair of Ways & Means
VII. Report of the Chair of the Board
VIII. Items for Current/Future Discussion
IX. Pending
X. Adjournment

Next Ways and Means Meeting
November 19, 2014

Board Room
220 N. Main St.,
Ann Arbor
6:30 p.m.

 
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