From: Pete Garwood, County Administrator Meeting Notice · Plan, and to recommend the Buildings,...

Finance Committee “Committee of the Whole”

Karen Bargy - Chairman

May 4, 2017

To: Finance Committee

From: Pete Garwood, County Administrator

Re: Meeting Notice The Finance Committee will hold a meeting on

Monday, May 8, 2017 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

• Capital Improvement Plan Committee — attached pgs. 2 • Buildings, Lands & Infrastructure — attached pgs. 3-4

9:30 a.m. Financial Director Information – Deb Haydell — attached pgs. 5-16 • Revenue & Expenditure Report — December 2016 • Revenue & Expenditure Report — May 2017 • Budget Amendment Request — General Fund Revenue • Budget Amendment Request — Housing Fund, Revenue and Expenditure

10:00 a.m. Approval of Closed Meeting Minutes of April 10, 2017 10:30 a.m. Township/County Agreement for Equalization/Treasurer Services — attached pgs. 17-21 10:45 p.m. Claims and Accounts

11:00 p.m. Various Matters

11:15 p.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]

Motion by Karen Bargy, seconded by Mike Hayes, to recommend the Buildings, Lands & infrastructure Committee remove the County Courthouse and County Building re-paving project from consideration for 2017 and delay it to the 2018-2023 Capital Improvement Plan, and to recommend the Buildings, Lands, and Infrastructure move forward with the jail area re-paving project. Motion carried – unanimous.

6. Strategy Plan Changes (2018-2023) Grass River Natural Area (GRNA) Road will be included for the 2nd and 3rd year of a three year funding commitment at $67,000 for 2018 and 2019. Per comments from Sherriff Bean, the jail classification software will be removed from the 2017 project list and the portable fingerprint system will be resubmitted for 2018. Mr. Garwood gave an overview of the potential property purchase from Huntington Bank. It was the consensus of the committee that the Meadowview Apartments and Meadowbrook Assisted Living Facility not be part of the Capital Improvement Plan. The committee would like an appendix with past project documented by year. The committee discussed the possibility of extending the space need assessment to the entire main campus, Antrim County Transportation, and Emergency Operations Center Motion by Karen Bargy, seconded by Deb Haydell, to recommend the Finance Committee initiate a budget amendment to extend the space needs assessment scheduled for the County Building in 2017 to the entire main courthouse square campus, as well as the Antrim County Transportation building and the Emergency Operations Center, with ultimate approval by the Board of Commissioners. Administration staff will see an estimate for the appropriate amount needed for the budget increase. The next meeting will be Monday, May 31, 2017 at 9:00 a.m.

7. Various Matters None.

8. Public Comment None.

The meeting was adjourned at 11:30 a.m.

boydm

Highlight

boydm

Highlight

May 4, 2017 TO: Finance Committee FR: Peter Garwood, County Administrator RE: Barnes Park Paving – Buildings, Lands and Infrastructure (BLI) Committee Recommendation On May 2, 2017, at their regular meeting the BLI Committee made the following recommendation:

Motion by ____________________, supported by ____________________, to recommend the Finance Committee find the funding and the Board of Commissioners approve hiring Olstrom Excavating and Paving to repave the areas identified in their quote, at the Barnes Park Campground, at a cost of $5,976.

The following motion is presented for your consideration:

Motion by ____________________, supported by ____________________, to recommend the the Board of Commissioners authorize a budget amendments to transfer out $5,976.00 from General Fund, Special Projects - Contingencies 101000-895-999.000, and transfer in to the General Fund, Park 101000-756-934.000 and approve hiring Olstrom Excavating and Paving to repave the areas identified in their quote, at the Barnes Park Campground, at a cost of $5,976.

If you would like more information on the project please see the BLI agenda attachments.

Memorandum Administration Office

May 4, 2017 TO: Finance Committee FR: Peter Garwood, County Administrator RE: Commission on Aging (COA) – Senior Center Roof On May 2, 2017, at their regular meeting the BLI Committee made the following recommendation: Motion by Scott Kruger, seconded by Dawn LaVanway, to recommend the Finance Committee find the funding for the replacement of the Senior Center building roof in the amount of $45,829 and that the Board of Commissioners approve the proposal from Springfield, Inc. in the amount of $45,829 to complete the replacement. Motion carried – unanimous. Deb Haydell, Finance Director and Judy Parliament, COA Director have been consulted regarding a funding source. The following motion is presented for your consideration:

Motion by ____________________, supported by ____________________, to recommend the Board of Commissioners authorize a budget amendment for COA-Capital Outlay, general ledger account 297000-901-980.000 for $45,829 and approve the proposal from Springfield Inc. to repair the roof on the Commission on Aging Senior Center building at a cost of $45,829.

If you would like more information on the project please see the BLI agenda attachments.


March 1, 2017 TO: Finance Committee of the Whole FR: Peter Garwood County Administrator RE: County/Township Agreement for Tax Assessment Records On April 26, 2017 the Treasurer, Equalization Director, GIS Technician and I (with the Deputy Equalization Director on speakerphone) met with the supervisors, treasurers and assessors from the townships to finalize the agreements for tax assessment records services. We came to an agreement for two levels of services; the full service level will cost a participating township $0.68 per parcel and the less service level will cost a participating township $0.45 per parcel. We changed the term of the agreement from five (5) years to two (2) years with an annual renewal unless either party provides sixty (60) days notice. I am asking that the Chair be authorized to sign the agreements as they trickle in from the townships. The following motion is presented for your consideration: Motion by ___________________, seconded by _________________, to recommend the Board of Commissioners approve individual agreements between Antrim County and each of the townships for services related to the maintenance of the tax assessment records at a cost of $0.68 per parcel for the full service agreement (Option 1) and $0.45 per parcel for the lesser service agreement (Option 3).


LETTER OF AGREEMENT

This Agreement is entered into this 1st day of June 2017, understanding that it is the responsibility of the township to maintain tax and assessment records, by and between the Antrim County Board of Commissioners, having an office at 203 East Cayuga St., Bellaire, Michigan 49615, and the Township of _____________________, Antrim County, Michigan. The Antrim County Board of Commissioners by and through the Antrim County Equalization Department and Treasurer’s Office shall provide to participating Townships in Antrim County the following services:

1. Generate tax bill data for tax rolls, alpha lists, and warrants using County data. 2. Verification of Summer/Winter/Village tax bill. 3. Principal residence exemption denial billing for current tax year including collection and

distribution. 4. Review and ID errors prior to assessment notice printing. 5. Audit deed changes and take appropriate action for necessary corrections, process

approved property splits & combinations, and provide name and address downloads. 6. Print personal property statements, and provide envelopes. 7. Prepare State Tax Commission Form L4029 for township supervisor/clerk as a guide. 8. Tax map maintenance, including applicable GIS parcel line shapefiles. Included in this

agreement will be the provision of one copy of the township parcel shapefile, and one set of “standard maps”* in a digital export format per township annually**.

9. One set of “standard maps” in a printed format annually. 10. Ariel imagery (townships pay half). 11. Owner/tax payer mailing address maintenance. 12. Monthly download of the building permits.

The charge for the above services will be $.68 per parcel. Exempt parcels are excluded

from the service costs. The __________________Township Board of Trustees by and through the Township

Assessor’s Office shall provide a monthly export to Antrim County for current name and address data.

As all of the above services, material and data required on the part of the County are in

fact the statutory and constitutional duties and responsibilities of the Township, its elected and appointed officers, employees and agents, and therefore, the township, its elected and appointed officers, employees and agents are solely responsible for and are expected to review and verify all material, data and documents listed above or otherwise prepared by the County for the Township and any other documents or data required or necessary for the County to prepare or otherwise assist the Township, its elected and appointed officers, employees and agents in carrying out its statutory and constitutional duties. It is expressly agreed and understood that under no circumstances shall the County be liable to the township for indirect, incidental, consequential, special or exemplary damages, whether in contract or tort (including strict liability

and negligence), such as, but not limited to, loss of tax revenue, production and mail (or re-re production /re-mailings).

The terms of this Agreement begin June 1, 2017 and shall continue until May 31, 2019. After the initial two year term, the Agreement will automatically renew on June 1 of every year unless either party provides notice in writing to the other party of their desire not to renew the Agreement at least sixty (60) days prior to any of the above expiration dates. Dated: ___________________ By: ___________________________________ Edgar Boettcher III, Chairman Antrim County Board of Commissioners Dated: ____________________ By: ________________________________ Township Supervisor Name: _____________________________ *A set of standard maps includes: 1 - Land Value Map (size 18x24) 1 - ECF Map (size 18x24) 1 - Sales Map (size 18x24) **Additional shape files and data exports will be provided at a cost of $.05 and $.03 per parcel respectively. Additional printed maps will be available at the amount listed on the County map fee schedule.

LETTER OF AGREEMENT

This Agreement is entered into this 1st day of June 2017, understanding that it is the responsibility of the township to maintain tax and assessment records, by and between the Antrim County Board of Commissioners, having an office at 203 East Cayuga St., Bellaire, Michigan 49615, and the Township of __________________, Antrim County, Michigan.

The Antrim County Board of Commissioners by and through the Antrim County Equalization Department and Treasurer's Office shall provide to participating Townships in Antrim County the following services:

l. Generate tax bill data for tax rolls, alpha lists, and warrants using County data. 2. Verification of Summer/Winter/Village tax bill. 3. Principal residence exemption denial billing for current tax year including collection

and distribution. 4. Audit deed changes and take appropriate action for necessary corrections and process

approved property splits & combinations. 5. Prepare State Tax Commission Form L4029 for township supervisor/clerk as a guide. 6. Tax map maintenance, including applicable GIS parcel line shapefiles. Included is

once a year one copy of the township parcel shapefile is given to the Township. 7. Ariel imagery (townships pay half). 8. Monthly download of the building permits.

The charge for the above services will be $.45 per parcel (see attachment for detail

costs). Exempt parcels are excluded from the service costs. The __________________Township Board of Trustees by and through the Township

Assessor’s Office shall provide a monthly export to Antrim County for current name and address data.

As all of the above services, material and data required on the part of the County are in

fact the statutory and constitutional duties and responsibilities of the Township, its elected and appointed officers, employees and agents, and therefore, the township, its elected and appointed Officers, employees and agents are solely responsible for and are expected to review and verify all material, data and documents listed above or otherwise prepared by the County for the Township and any other documents or data required or necessary for the County to prepare or otherwise assist the Township, its elected and appointed officers, employees and agents in carrying out its statutory and constitutional duties. It is expressly agreed and understood that under no circumstances shall the County be liable to the township for indirect, incidental, consequential, special or exemplary damages, whether in contract or tort (including strict liability and negligence), such as, but not limited to, loss of tax revenue, production and mail (or re- production /re-mailings).

The terms of this Agreement begin June 1, 2017 and shall continue until May 31, 2019. After the initial two-year term, the Agreement will automatically renew on June 1 of every year unless either party provides notice in writing to the other party of their desire not to renew the Agreement at least sixty (60) days prior to any of the above expiration dates.

Dated: _

Dated: _

By: _____________________________________ Edgar Boettcher III, Chairman Antrim County Board of Commissioners

By: ___________________________________

Township Supervisor Name:_________________________________ *Additional shape files and data exports will be provided at a cost of $.05 and $.03 per parcel respectively. Additional printed maps will be available consistent with the amount on the County map fee schedule.

From: Pete Garwood, County Administrator Meeting Notice · Plan, and to recommend the Buildings,...

Documents

Transcript of From: Pete Garwood, County Administrator Meeting Notice · Plan, and to recommend the Buildings,...