Antrim County Board of CommissionersEd Boettcher, Chairman

SPECIAL MEETING

Wednesday, May 13, 2020 @ 9:00 a.m.

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CALL TO ORDER:

1. OPENING CEREMONIES OR EXERCISES(Pledge of Allegiance, Invocation, Moment of Silence)

2. PUBLIC COMMENT

Because of the COVID-19 circumstances, the Board of Commissioners meeting is being held remotely online utilizing ZoomWebinar. We will still hold Public Comment, those attending through Zoom by digital device or telephone will be given timeto speak one at a time. Another option for your comments to be heard is to email them to the County AdministrativeOffice, countyadmin@antrimcounty.org, before 5:00 p.m. on May 12, and they will be read aloud during the PublicComment portion of the meeting. Thank you for your patience and understanding as we all adjust to minimize the COVID-19 spread and keep our community safe.

3. SECURITY PROJECT (Electronic Doors and Cameras) 2-3

4. SAFETY PROJECT (Glass) 4-6

5. PUBLIC COMMENT

6. ADJOURN

Action Request to Board of Commissioners Meeting Date: May 21, 2020 Department: Administration Submitted By: Peter Garwood, Administrator Agenda Item: Security Plan

1. Action Request/Suggested MotionTo approve moving ahead with the County Building security project, with the Administration Office getting quotes for the separate pieces of the project and choosing the qualified subcontractors with the lowest quotes, with a not to exceed amount of $65,000.

2. Background and Current Situation – Concisely include pertinent facts, dates, etc.This project was included in the Capital Improvements Plan (CIP), and the 2020 budget. We were working on the project when the COVID-19 pandemic took us to a standstill.

Below you will see the notes section of the capital improvements line item for the County Building. Included is the amount budgeted for implementation of the security plan (listed as security door access), which includes electronic locks for all the exterior office doors in the County Building and three cameras for the first floor hallway. The project includes hiring a locksmith and cablers, along with purchasing all the equipment, but will also include labor from the IT Department and Maintenance to help offset costs.

Previously, we had received a quote from a vendor, who would have contracted for the entire job, of $3,000 per door. By subcontracting out the pieces we will be able to accomplish the project for less than $2,000 per door. However, as we have some of the costs in, but not all, we cannot give you a total cost, but we can say it will not exceed the budgeted amount of $65,000.

It is important to note that this project is consistent with, and can be considered a result of, the 2016 Antrim County Strategic Plan. Building security and safety was #2 in the list of priorities for the department heads/elected officials and #4 priority for the combination of the Board of Commissioners and the elected officials/department heads.

3. Goal – Why the action is necessary; What is the specific target or outcome desired?Time is of the essence as we are trying to get the project completed before the Stay at Home Order is lifted.

4. Financial – Budget-related information$65,000 is budgeted for this project, and with the Administration Office getting quotes for the separate pieces of the project, there should be no problem getting it done within budget. Additionally, the Deputy Administrator will be submitting a grant application to the MMRMA, the County’s insurance pool, to offset some of the cost.

Antrim County Board of Commissioner Special Meeting Page 2 of 6 May 13, 2020

5. Legal ReviewNA

6. Policy ImplicationsIt is not so much a policy as a change in procedure. Once the project is complete employees will be required to use key fob for ingress and egress to areas for which they are authorized.

7. Plan – Timeline with who, what, where, and howGet started ASAP with the goal of completion prior to opening the County Building to the public once the Stay at Home Order is lifted.

8. Alternative Plan – What are the implications if failure to approve?NA

9. Attachments Included

Antrim County Board of Commissioner Special Meeting Page 3 of 6 May 13, 2020

Action Request to Board of Commissioners Meeting Date: May 13, 2020 Department: Administration Submitted By: Jeremy Scott, Deputy Administrator Agenda Item: County Building Safety

1. Action Request/Suggested MotionTo approve the low qualified quote for a window shielding installation project in the County departments and offices of the County Building and Courthouse at a cost not to exceed $13,000 and approve a budget amendment to increase the capital outlay for the County Building 101000-901-980.265 to be taken from the general fund balance.

2. Background and Current Situation – Concisely include pertinent facts, dates, etc.Window security was originally a second stage of the Security Plan which stemmed from the County Strategic Plan. Current concerns and requirements have brought this issue to the forefront. This is the first phase in a Readiness plan for County Offices, the second will presented to the board at a later time that will include options for Probate Court, Construction

3. Goal – Why the action is necessary; What is the specific target or outcome desired?This project would satisfy not only Health requirements that will be necessary as we re-open, it will help fulfill the Security goals of the Strategic Plan. In addition, this project is also in line with Best Practice of using glass for shielding as outlined by the CDC, our Insurance company, MIOSHA and the Health Department. Finally, it will keep the County from expending money for a temporary solution, only to need to spend more for an appropriate Security solution down the road. 4. Financial – Budget-related informationThree glass companies were contacted, two chose to submit bids. Currently we have asked both contractors to make appropriate adjustment for comparable quotes with the highest being $13,000. I have received approval and am applying for a dollar-for-dollar match grant from MIOSHA for $5,000.

5. Legal ReviewN/A

6. Policy ImplicationsN/A

7. Plan – Timeline with who, what, where, and howBoth contractors have given a timeline of 2-3weeks from approval to get materials and install. This would give us just enough time to get the solution installed before the County Building doors could open to the public. 8. Alternative Plan – What are the implications if failure to approve?A temporary solution would be thin acrylic sheets strung from the ceiling, however we have been warned not to use these as are prone to clouding when cleaned with disinfectant, would eventually need replacing, are difficult to source (with the high demand) and would still cost thousands to cover all of our windows.

9. Attachments IncludedLetter of Support, Health Department email

Antrim County Board of Commissioner Special Meeting Page 4 of 6 May 13, 2020

Antrim County Board of Commissioner Special Meeting Page 5 of 6 May 13, 2020

Antrim County Board of Commissioner Special Meeting Page 6 of 6 May 13, 2020