human services committee - antrim countymi chart of accounts & bs&a form 5572 -local...

Finance Committee “Committee of the Whole”

Karen Bargy - Chairman March 1, 2018

To: Finance Committee

From: Pete Garwood, County Administrator

Re: Meeting Notice

The Finance Committee will hold a meeting on Monday, March 5, 2018 at 9:00 a.m.

Board of Commissioner’s Room, 2nd Floor, Antrim County Building, Bellaire

Agenda items will include: 9:00 a.m. Public Comment

9:01 a.m. Recommendations from other Committees – see attached pgs. 2-5 Health & Public Safety

- 911 Capital Outlay Budget Amendment Request Buildings, Lands, and Infrastructure

- ER Hydro Dam Glass Replacement Administration Committee

- Abstract Office Discussion9:30 a.m. Financial Director Information – Deb Haydell – see attached pgs. 6-10

February 2018 – General Fund – Revenue & Expenditure Report Budget Amendment Request – General Fund – Dept Family Crt-Detention Spt Svc Standing Committee Motions for Financial Budget Amendments Update

- MI Chart of Accounts & BS&A- FORM 5572 – Local Government Retirement System Annual Report

10:30 a.m. Sheriff’s Office – Server Replacement/Virtualization Project – see attached pgs. 11-12

10:45 a.m. Claims and Accounts

11:15 a.m. Various Matters

11:30 a.m. Public Comment

If you have any questions, concerns or are unable to attend this meeting, please contact the Administration and Planning Office. If you wish to attend this meeting and require special assistance, please contact the Administration and Planning Office by writing P.O. Box 187, Bellaire, MI 49615; by emailing: [email protected]; or by calling 231-533-6265. Thank you.

mailto:[email protected]

February 28, 2018

TO: Finance Committee

FR: Peter Garwood, County Administrator

RE: 911 Operating and Wireless Capital Outlay Requests

On February 21 at their regular meeting, the Health & Public Safety Committee unanimously approved the following motions:

Motion by Karen Bargy, seconded by Melissa Zelenak to recommend the Finance Committee identify the 911 Operating Fund 261 as the funding source to complete the MCT Project, if the Board of Commissioners approve a budget amendment to add the project to the 2018 budget.

Motion by Karen Bargy, seconded by Melissa Zelenak to recommend the Finance Committee identify the 911 Wireless Fund 262 as the funding source to increase the amount budgeted for capital outlay for the 911 Dispatch Center, if the Board of Commissioners approve a 2018 budget amendment to increase funding for the identified projects.

The dollar amount for the fund 261 request is $419,731.91.

The dollar amount for the fund 262 request is as follows:

UPS $ 30,000 Dispatch Furniture $ 52,000 Carpet $ 11,000 NG9-1-1 $150,000 Virtual Server $ 60,000 TOTAL $303,000

The following motions are presented for your consideration:

Motion by ___________________, seconded by _________________, to recommend that, if the Board of Commissioners approves a budget amendment to add the MCT Project to the 2018 budget, the funding source be identified as the 911 Operating Fund 261.

Motion by ___________________, seconded by _________________, to recommend that, if the Board of Commissioners approves a 2018 budget amendment to increase funding for identified capital outlay projects for the 911 Dispatch Center, the funding source be identified as 911 Wireless Fund 262.

Memorandum Administration Office

Finance Committee of 12 March 5, 2018

March 1, 2018 TO: Finance Committee FR: Peter Garwood, County Administrator RE: ER Hydro Dam – Glass Replacement On February 27 at their regular meeting, the Buildings, Lands, and Infrastructure Committee unanimously approved the following motion:

Motion by Dawn LaVanway, seconded by Scott Kruger, to recommend that, if the Board of Commissioners approve the ER Hydro Dam window replacement project, the Finance Committee identify Fund 142 for $5,000 of the required funds and the fund balance in Fund 582 for $7,000 of the necessary funding.

The following motion is presented for your consideration:

Motion by ___________________, seconded by _________________, , to recommend that, if the Board of Commissioners approve the ER Hydro Dam window replacement project, the funding source be identified as Fund 142 for $5,000 of the required funds and the fund balance in Fund 582 for $7,000 of the necessary funding.



March 2, 2018



RE: Abstract Department

The future of the Abstract Department was discussed at length at the Administration Committee meeting on March 1, 2018. Recently, Theresa Kent, Abstractor informed me she will be retiring from the County in June of this year. Ms. Kent’s announcement provides the County with an opportunity to evaluate the current set up for the Abstract Department and consider whether or not there may be a better way to deliver the service. In the first part of the discussion the Administration Committee established a clear consensus that the County should continue to provide abstract services, both for internal benefit and external benefit. The second part of the discussion included different ideas for how to deliver those services and whether or not a different delivery method would be better.

The various options discussed are as follows: Option 1 - Keep the Abstract Department in the same location, but do not hire a department head. The service would be provided by the current Assistant Abstractor plus another part-time employee. The two employees would be supervised by the County Administrator.

Option 2 - Put the Abstract Department under the Register of Deeds. In the past, the Register of Deeds has indicated she would only keep a Grantor/Grantee Index, but will not provide title searches or abstracts. At the Administration Committee meeting she said she would be willing to provide title searches and abstracts and keep the abstract books up to date, if that is what the Board wanted.

If this option is chosen it is unclear if employee currently serving as the Assistant Abstractor will continue to work in that department. Additionally, it is also unclear whether or not the Treasurer will continue to rely on the County for title work related to foreclosures. This is important because if the Treasurer contracts out the title work it will cost an additional $17,000 to $26,000 annually. Lastly, if the Assistant Abstractor does not stay in the department we will have lost both employees that are currently doing the work in the Abstract Department, and if this happens the Treasurer will undoubtedly contract out the title work for foreclosures.

Option 3 – Put the Abstract Department under the Treasurer. The Assistant Abstractor continues to work in the department. Treasurer will cross-train a couple of her employees to do abstract work, as well as their Treasurer duties. May not need to use the part-time employee as much as in Option 1.



Keep in mind, for Option 1 and Option 3, it means putting a Board of Commissioner function under an elected officials control. Although this is not unprecedented (e.g. Animal Control under the Sheriff, payroll under the Clerk) it is simply something to be aware of when making the decision.

Deb Haydell, Finance Director will be formulating a cost comparison for each of the options along with the current cost of operating the Abstract Department for the Board of Commissioners meeting on March 8, 2018.


Finance Director Information

February 2018 - GENERAL FUND- Revenue and Expenditure Report

Includes reasons for Budgets over 16.16%

BUDGET AMENDMENT REQUEST

General Fund - Dept Family Crt-Detention Spt Svc

Discussion:

Abstract per Administration Standing Committee

Standing Committee Motions for Financial Budget Amendments

Update:

MI Chart of Accounts & BS&A

FORM 5572 - Local Government Retirement System Annual Rpt


03/01/2018 09:10 AM User: haydelld DB: Antrim County

REVENUE AND EXPENDITURE REPORT FOR ANTRIM COUNTY

PERIOD ENDING 02/28/2018 % Fiscal Year Completed: 16.16

*NOTE: Available Balance/ Pct Budget Used does not reflect amounts encumbered.

GL NUMBER DESCRIPTION

Fund 101000 - GENERAL

Revenues

TAX UNCLASSIFIED L&P OA cs

OS

TOTAL REVENUES

Expenditures

000 101 131 132 133

141 148 165 172 191 212 215 216 228 233 250 253

�262 263 264 265

268 269 271 272 273 275 277 278 289 301 331

�351 352 362

TAXES

Unclassified LICENSES & PERMITS

OTHER AGENCIES

CURRENT SERVICES

OTHER SERVICES

COMMISSIONERS CIRCUIT COURT FAMILY DIVISION - CIRCUIT COURT CIRCUIT COURT PROBATION FAMILY CRT - DETENTION SUPPORT SERVICES DISTRICT COURT FRIEND OF THE COURT PROBATE COURT JURY COMMISSION COUNTY ADMINISTRATOR ACCOUNTING BUDGET-ACCTNG SERV COUNTY CLERK COMMUNICATIONS COMPUTER PURCHASING TAX ALLOCATION BOARD COUNTY TREASURER EQUALIZATION MSU EXTENSION ELECTIONS GROVE ST. ANNEX '05 COURTHOUSE BUILDING & GROUNDS NEW BUILDING -BANK-PURCHASED 2017 PROSECUTING ATTORNEY REGISTER OF DEEDS MICROFILM 2006 PLAT BOARD PROS. ATTY.-VICTIMS RIGHTS 2006 P.A. CHILD SUPPORT/IVD 2006 DRAIN COMMISSIONER ABSTRACT SURVEY & REMONUMENTATION APPORTIONMENT COMMISSION SHERIFF MARINE SECONDARY ROADS TRAVERSE NARCOTICS TEAM JAIL ZERO TOLERANCE LOCAL CORRECCTION OFFICER'S TRAINING

2018 ORIGINAL

BUDGET

9,715,773.00 135,456.00 185,300.00 731,838.00 995,664.00

1,473,660.00

13,237,691.00

0.00 304,035.00 389,579.00 526,473.00

3,000.00 12,000.00

640,283.00 47,198.00

321,645.00 3,240.00

348,721.00 88,391.00 96,040.00

404,559.00 85,862.00

195,723.00 22,230.00

370.00 272,862.00 270,795.00 170,289.00

80,523.00 12,100.00

115,378.00 503,307.00

15,280.00 585,231.00 228,796.00

12,250.00 250.00

28,800.00 24,819.00

643.00 165,453.00

35,941.00 0.00

3,482,197.00 134,190.00

58,544.00 0.00

410,090.00 76,317.00

0.00

2018 AMENDED BUDGET

9,715,773.00 135,456.00 185,300.00 731,838.00 995,664.00

1,473,660.00

13,237,691.00

0.00 310,553.88 389,579.00 539,074.60

3,000.00 12,000.00

640,283.00 47,198.00

324,960.02 3,240.00

371,529.12 93,917.78 96,040.00

408,965.59 85,862.00

213,365.36 22,230.00

370.00 379,719.37 314,608.51 174,719.06

80,523.00 12,100.00

118,764.54 509,350.42

17,264.98 598,156.34 252,110.66

12,250.00 250.00

29,375.92 24,825.00

739.96 169,870.44

35,941.00 0.00

3,497,245.72 135,273.00

58,544.00 2,000.00

410,730.00 78,332.00

0.00

ACTIVITY FOR MONTH

02/28/18

52,158.58 88,265.12

2,141.00 37,784.99 83,883.12

130,307.70

394,540.51

0.00 19,609.04

1,706.77 38,391.54

134.45 1,479.43

81.02 0.00

23,210.69 0.00

26,287.46 6,265.92

0.00 28,386.06

5,686.94 13,287.57

564. 68 0.00

26,097.85 20,955.10 10,923.63

0.00 945.17

9,026.49 34,281.86

1,865.56 42,184.82 19,656.30

648.25 0.00

1,498.26 2,311.48

46. 6211,620.07

0.00 0.00

258,099.04 2,784.50 2,775.87

0.00 24,982.39

5,153.09 0.00

YTD BALANCE 02/28/2018

184,404.71 94,034.71

3,369.00 71,191.20

168,495.03 891,127.52

1,412,622.17

0.00 35,207.62

2,722.79 67,011.73

182.45 2,110.03

81.02 0.00

43,256.44 1.94

48,476.56 13,071.13

0.00 54,759.98

5,686.94 32,820.80

1,012.19 0.00

41,941.90 37,800.57 28,293.80

175.00 837.17

16,358.77 64,433.15

4,209.72 78,255.33 31,841.09 1,487.45

0.00 2,719.04 3,300.91

96.24 21,580.08

0.00 0.00

448,650.27 3,705.50 4,663.53 2,000.00

49,901.83 7,672.38

0.00

Page: 1/2

AVAILABLE BALANCE

9,531,368.29 41,421.29

181,931.00 660,646.80 827,168.97 582,532.48

11,825,068.83

0.00 275,346.26 386,856.21 472,062.87

2,817.55 9,889.97

640,201.98 47,198.00

281,703.58 3,238.06

323,052.56 80,846.65 96,040.00

354,205.61 80,175.06

180,544.56 21,217.81

370.00 337,777.47 276,807.94 146,425.26

80,348.00 11,262.83

102,405.77 444,917.27

13,055.26 519,901.01 220,269.57

10,762.55 250.00

26,656.88 21,524.09

643.72 148,290.36

35,941.00 0.00

3,048,595.45 131,567.50

53,880.47 0.00

360,828.17 70,659.62

0.00

% BDGT USEC

1.90 69.42

1.82 9.73

16.92 60.47

10.67

0.00 11.34

0.70 12.43

��0.00

13.31 0.06

13.05 13.92

0.00 13.39

6.62 15.38

4.55 0.00

11.05

��6.92

13.77

�* 13.08 12.63 12.14

0.00 9.26

13.30 13.01 12.70 o.oo

o.oo

12.83 2.74

�..J.-, 100.QCt � 12.15

9.79 0.00


03/01/2018 09:10 AM REVENUE AND EXPENDITURE REPORT User: haydelld PERIOD ENDIN DB: Antrim County % Fiscal Year Completed:

*NOTE: Available Balance / Pct Budget Used does not reflect amounts encumbered.

2018 ACTIVITY FOR

ORIGINAL 2018 MONTH YTD BALANCE GL NUMBER DESCRIPTION BUDGET AMENDED BUDGET 02/28/18 02/28/2018

Fund 101000 - GENERAL Expenditures 426 EMERGENCY SERVICES 85,937.00 90,424.68 5,514.97 11,062.21 428 CONCEALED PISTOL LICENSING o.oo 0.00 0.00 0.00 430 ANIMAL CONTROL 187,701.00 187,701.00 12,403.70 22,291.36 431 ANIMAL CENSUS 0.00 0.00 0.00 0.00

si BOARD OF PUBLIC WORKS o.oo 0.00 0.00 0.00 DAMS AND DAMS OPERATOR 62,944.00 65,001.40 9,964.87 14,848.66 HEALTH 501,870.00 501,870.00 485.00 132,342.25

648 MEDICAL EXAMINER 23,850.00 23,850.00 1,576.74 3,153.48 @J) WELFARE 49,296.00 49,296.00 7,161.55 22,864.46 673 AGING - NOT REIMBURSED 3,161.00 3,161.00 206.30 412.43 682 VETERANS AFFAIRS 132,470.00 156,814.12 6,733.91 12,948.00 694 HOUSING - ADMINISTRATION 2,357.00 2,359.00 0.00 13.00 719 RESOURCE RECOVERY 30,944.00 30,944.00 48.58 48.58 720 PLANNING COMMISSION 5,800.00 5,800.00 336.80 363.60 721 COUNTY PLANNING 0.00 0.00 0.00 0.00 728 ECONOMIC DEVELOPMENT COMM. 7,065.00 7,065.00 256.53 256.53 729 BROWNFIELD REDEV AUTHORITY o.oo 0.00 0.00 0.00 752 PARKS & RECREATION ADVISORY BOARD o.oo 0.00 0.00 0.00 754 PARKS - CEDAR RIVER NA, MOHR NA, MURPHY 3,600.00 3,600.00 0.00 0.00 755 PARKS - NOTEWARE, WETZEL, WILLOW DAY 7,575.00 7,575.00 0.00 0.00 756 PARK 275,070.00 278,448.16 1,724.63 4,621.63

� PARKS - ELK RAPIDS 17,340.00 17,653.42 94.77 199.77 INSURANCE & BONDS 412,000.00 412,000.00 89,160.75 267,482.25

852 FRINGE BENEFITS o.oo 0.00 0.00 0.00

iSPECIAL PROJECTS--OTHER 698,605.00 430,632.56 81.69 161.26 CAPITAL OUTLAY 468,373.00 443,373.00 4,259.03 87,884.03 CAPITAL OUTLAY-COMPUTERS 19,200.00 19,200.00 0.00 15,760.45 APPROPRIATIONS 836,322.00 852,822.00 0.00 375,661.00

967 TRANSFER OUT 201,503.00 201,503.00 0.00 0.00

TOTAL EXPENDITURES 14,206,387.00 14,265,955.61 780,957.74 2,128,700.30

Fund 101000 - GENERAL: TOTAL REVENUES 13,237,691.00 13,237,691.00 394,540.51 1,412,622.17 TOTAL EXPENDITURES 14,206,387.00 14,265,955.61 780,957.74 2,128,700.30 NET OF REVENUES & EXPENDITURES (968,696.00) (1,028,264.61) (386,417.23) (716,078.13) BEG. FUND BALANCE 9,283,340.43 9,283,340.43 9,283,340.43 NET OF REVENUES/EXPENDITURES - 2017 780,418.06 END FUND BALANCE 8,314,644.43 8,255,075.82 9,347,680.36

The Departments that are over 16.16% Fiscal Year Completed Balance-and the reason:

I.

II.

Dept 134 Family Center Detention

Dept 442 Dams and Dams Operator

• Were reported on last month

Please see Budget Amendment

OK-timing-Paid SOM for Stream Gaging

Page: 2/2

AVAILABLE % BDGT BALANCE USEC

79,362.47 12.23 0.00 0.00

165,409.64 11.88 0.00 0.00 0.00 0.00

1/:'

50,152.74 �y· 369,527.75

20,696.52 13.22 -,('26,431.54

2,748.57 13.05 143,866.12 8.26

2,346.00 0.55 30,895.42 0.16

5,436.40 6.27 0.00 0.00

6,808.47 3.63 0.00 0.00 0.00 0.00

3,600.00 0.00 7,575.00 0.00

273,826.53 1.66 17,453.65 1.13

K144,517.75 � 0.00 0

430,471.30 4 355,488.97 19.8 ,K

3,439.55 82.09 ,;\:-477,161.00 4 .0 201,503.00 0.00

12,137,255.31 14.92

11,825,068.83 10.67 12,137,255.31 14.92

(312,186.48) 69.64

780,418.06


March 5, 2018

Memorandum

From: Deb Haydell, Finance Director

To: Finance Committee of the Whole

Re: General Fund, Dept 134 Family Court, Regional Detention Services

The Regional Detention Services is a reimbursable service. The expenditures are budgeted and paid

from the General Fund, Dept 134 and the State, MDHHS reimburses us the expenditure amount.

The original Contract with the State was $12,000 for 2018. However, as noted on the attached agreement RDSSlS-05001, Amendment 1, there has been an increase of $6,000 for the total

reimbursement to be $18,000.

Therefore, please consider taking the following action to approve the following 2018 budget

amendments:

Motion by __________ seconded by ________ , to recommend the

Board of Commissioners authorize the Finance Director to make the following 2018 budget

amendments:

Increase Revenue transfer in from the General Fund $6000. General Fund, Revenue, State-Fam Court-Detention SPT SVC

Increase Expenditures:: General Fund, Family Crt, Contractual Srv.

General Fund, Family Crt, Travel

( 101000-000-541.015)

( 101000-134-802.000)

{101000-134-861.000)

$6,000

$2,000 $2,000


AGREEMENT NUMBER: RDSS18-05001

AMENDMENT NUMBER: 1

Between

THE STATE OF MICHIGAN

DEPARTMENT OF HEALTH AND HUMAN SERVICES

And

CONTRACTOR I County of Antrim CONTRACTOR ADDRESS I 205 Cayuga, PO Box 130, Bellaire, Ml 49615-0130 CONTRACTOR EMAIL I [email protected]

CONTRACT ADMINISTRATOR EMAIL Brigida Beverly [email protected]

AGREEMENT SUMMARY SERVICE DESCRIPTION I Regional Detention Support Services GEOGRAPHIC AREA I Antrim County INITIAL EFFECTIVE DATE I October 1, 2017 I CURRENT EXPIRATION DATE I September 30, 2018 CURRENT AGREEMENT VALUE I $12,000.00 AGREEMENT TYPE I Unit Rate

AMENDMENT DESCRIPTION EXTEND EXPIRATION DATE I □ YES [8J NO I NEW EXPIRATION DATE I AMENDMENT AMOUNT I ESTIMATED REVISED AGGREGATE AGREEMENT VALUE $6,000.00 I 1'8J JNCREASE I □ DECREASE I $18,000.00

NATURE OF CHANGE The amendment will increase the contract value due to utilization.

The undersigned have the lawful a uthority to bind the Contractor and the Michigan Department of Health and Human Services {MDHHS) to the terms set forth in this Agreement.

FOR THE CONTRACTOR:

Signature of D or or Authorized Designee

Edpr- BoeHcher-//J.Chq/r;nq11 Print Name'

J;-- ll./-J..OI! Date

FOR THE STATE: MICHIGAN DEPARTMENT OF HEAL TH AND HUMAN SERVICES

Signature of Director or Authorized Oesignee

Terri Smith Print Name

Date


March 1, 2018



RE: Sheriff’s Office – Server Replacement/Virtualization Project

Attached is a memorandum from Valerie Craft, Information Technology (IT) Director with quotes for server replacement and the virtualization project.

For hardware purchases, the Antrim County Software and Hardware Purchasing Policy requires that the Information Technology (IT) Department prepare quotes for presentation to the Finance Committee. Once the Finance Committee approves the quotes, the purchasing process can be initiated by the IT Department.

The following motion is presented for your consideration:

Motion by ___________________, seconded by _________________, to approve the purchase, from SHI, of two (2) HPE ProLiant DL360 Gen9 Servers, one (1) HPE Modular Smart Array (MSA) 1050 w/6 hard drives, Microsoft Windows Server Licenses for the six (6) servers and Microsoft SQL Server 2017 Standard (2 cores) x 2 for the Sheriff/911 server replacement and virtualization project for CAD/RMS/MCT at a total cost of $40,171.02 from the 911 wireless fund #262000-901-980.348.



ANTRIM COUNTY

DEPARTMENT OF INFORMATION TECHNOLOGY

Phone: 231-533-3600 [email protected]

203 E. Cayuga Street, Bellaire, Michigan 49615

Valerie Craft, Director

February 28, 2018

To: Finance Committee

From: Valerie Craft, Information Technology Director

Re: Sheriff/911 Server Replacement and Virtualization Project

Below is a list of hardware and software I am recommending for the Sheriff/911 server replacement and virtualization project for CAD/RMS/MCT. The items listed in bold are the vendors who provided the lowest quote for each item.

Two (2) HPE ProLiant DL360 Gen9 Servers:

SHI $18,926.56 CDW-G $19,718.00 HPE $22,086.16

One (1) HPE Modular Smart Array (MSA) 1050 w/6 hard drives:

SHI $12,768.68 CDW-G $13,338.00 GovConnection $18,835.10

Microsoft Windows Server Licenses: Microsoft Windows Server 2016 Licensing - 6 servers

SHI $3,600.00 GovConnection $3,775.68 CDW-G $3,991.68

Microsoft SQL Server 2017 Standard (2 cores) x 2

SHI $4,875.78 CDW-G $5,073.44 GovConnection $5,113.68

A total of $60,000 has been budgeted for this project in GL# 262000-901-980.348. I am recommending that we purchase from SHI as they have provided the lowest quotes for a total amount of $40,171.02.

If you have any questions or concerns, please let me know.


human services committee - antrim countymi chart of accounts & bs&a form 5572 -local...

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