OTTAWA COUNTY PLANNING & PERFORMANCE IMPROVEMENT DEPARTMENT

OTTAWA COUNTY PLANNING & PERFORMANCE

IMPROVEMENT DEPARTMENT

ANNUAL REPORT

2008/2009

Urban Planning

Rural Planning

Transportation Planning

Strategic Planning & Program Evaluations

Mark Knudsen Director

Sharon Hanba Senior Secretary

Strategic Planning & Program Evaluations

Paul Sachs Management/Planning Analyst

Shannon Virtue Planning & Research Analyst

Stephanie Roelofs Data Entry Clerk

Stimulus Grant Research

Peggy Barber Grant Researcher - Temporary Employee

Planning

Meghann Reynolds Transportation Planning Specialist

Nate Lisenbee Planning & Grants Specialist

Judy Voss Planning & Grants Specialist

OTTAWA COUNTY PLANNING & PERFORMANCE

IMPROVEMENT DEPARTMENT

I. Executive Summary ........................................................................................................................

II. Planning Department and Planning Commission Overview ...........................................................

III. Goals................................................................................................................................................

IV. Accomplishments ............................................................................................................................

V. Closing ............................................................................................................................................

Attachments

A. Planning and Performance Improvement Department Organizational Chart .................................

B1. Ottawa County Planning Commission (2009) ................................................................................

B2. Planning Commission Summary of Duties .....................................................................................

C. Pioneer Resources and Georgetown Seniors Ridership Totals .......................................................

D1. Existing and Proposed Standardized Zoning District Maps............................................................

D2. Existing and Proposed Standardized Land Use District Maps ........................................................

D3. Status of Standardized Mapping Adoption in Ottawa County ........................................................

E. Planning and Performance Improvement Department Strategic Outline ........................................

F. Grantsmanship Assistance Table and Graphs ................................................................................

G. Ottawa County Economic Development Office (OCEDO) ............................................................ H1. Ottawa County Remonumentation Committee ............................................................................... H2. Ottawa County Remonumentation Peer Group…………………………………………………… H3. Remonumentation Program Status………………………………………………………………...

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2008/2009 Annual Report Prepared by Ottawa County Planning & Performance Improvement (6/29/09)

The Planning and Performance Improvement Department and the Ottawa County Planning Commission continued to strive to resolve countywide problems, fulfill statutory obligations, and develop a proactive, credible, leadership role in the community during 2008/2009. The projects completed this past year indicate that our goals are being achieved. These projects also reflect the extent of communication and collaboration (through joint projects and partnerships) that exists between the County, local units of government, and other planning organizations. A few of the highlights from 2008/2009 are as follows:

• Received three national and two state awards in recognition of “unique and innovative” planning programs • Completed a countywide wireless system, in conjunction with iPCS Wireless Inc., that provides broadband

internet services to 95% of County residents • Completed a Downtown Master Plan for the Urban Smart Growth Demonstration Project • Initiated the West Michigan Transit Linkages Study • Completed a Federal Emergency Management Agency (FEMA) Grant for flooded properties in Robinson

Township; 24 out of 60 (40%) grant-eligible properties were acquired • Assisted with implementation of a Brownfield Redevelopment Authority • Completed a Wind Energy Model Ordinance, an Ethanol Production Facilities Model Ordinance, and an

M-104 Access Management Model Ordinance • Established the framework for an Agricultural Preservation Board for the Purchase of Development Rights

(PDR) Program • Several strategic plans were completed and/or initiated (Inmate Case Management and Treatment Program,

CHOOSE, Michigan Works!) • Several program evaluations were completed and/or initiated (SWAP, District Sobriety Court, Circuit,

Adult Drug Court, Juvenile Drug Court, Mental Health Jail Diversion, and Human Services Study) • Since 2003, evaluations conducted by the Planning and Performance Improvement Department have

resulted in the verification of cost-effective program services valued at more than $25 million • Over $4.3 million in direct cost-savings has been achieved after inefficient and ineffective programs were

recommended to be privatized, restructured, or eliminated The Planning and Performance Improvement Department staff also has been involved in several other administrative-support duties that include project research, data collection, and data dissemination. Staff members have also participated in several planning initiatives and committee meetings that were administered by other community agencies. Additionally, the Planning and Performance Improvement Department worked with several other agencies and departments in 2008/2009 to obtain and/or process over $7.2 million in grant awards, and $8.2 million in state and federal allocations. The Planning Commission continued to provide educational opportunities through its Excellence Through Training Program. Overall, 2008/2009 was a productive year for the Planning and Performance Improvement Department. It is our expectation that 2009/2010 will produce similar results.

EXECUTIVE SUMMARY

2008/2009 Annual Report 1 Prepared by Ottawa County Planning & Performance Improvement (7/2/09)

The Planning and Performance Improvement Department is comprised of 7.5 permanent FTE and one temp FTE employees (See Attachment A). The Department is responsible for seven primary objectives: assisting the Planning Commission with their obligations and efforts to coordinate planning activities (physical, social, economic, environmental, and transportation) throughout Ottawa County; facilitating the development of strategic plans and evaluation components for County programs; maintaining statistical data regarding the County’s quality of life indicators; conducting research on grants, preparing grant applications, and administering grant awards for County projects and programs; providing other departments and agencies with assistance in the areas of basic research, applied research, legislative analysis, technical report compilation, and program support; conducting analysis on legislation which impacts the County; and providing oversight to the County Remonumentation Plan for public survey corners. The Department also has several ancillary duties which include answering general informational inquiries regarding a broad range of County issues, and providing research and administrative support to citizens, local officials, and other County personnel.

PLANNING COMMISSION OVERVIEW

A County Planning Commission (See Attachment B1) was created pursuant to MCL 125.101 et seq. (Act 282 of 1945 as amended) through an ordinance passed by the Ottawa County Board of Commissioners on August 8, 1989. The ordinance authorizes the Planning Commission to establish Rules and Bylaws to govern its operations. In addition to the ordinance, the Board also approved a list of duties for the Planning Commission that is outlined in a document titled "Summary of Duties" (See Attachment B2). County Planning Commissions are directed by state statute to establish county development plans that promote the health, safety, morals, order, convenience, prosperity, and general welfare of county residents. Further, County Planning Commissions are given the authority to conduct studies, investigations, and surveys related to the economic, social, environmental, and physical development of the County. The Board of Commissioners, as authorized by the previously mentioned statute, has also designated the County Planning Commission as a Metropolitan County Planning Commission. This designation permits the Planning Commission to encourage intergovernmental coordination on all related state and local planning activities, and to serve as a liaison to local, regional, and state planning organizations. The Planning Commission is also responsible for fulfilling the requirements of three additional statutory mandates: The first is to review applications by farmers to include or remove their Ottawa County farmland from the State of Michigan’s PA 116 Program (Act 451 of 1994) - Farmland and Open Space Preservation Act, as amended); The second is to review township zoning amendments (Act 110 of 2006 - Michigan Zoning Enabling Act); and the third is to review and provide a statement as to whether township or municipal master plans are consistent with the County Plan and any adjoining city, village, township, or regional master plans (Act 33 of 2008 - Michigan Planning Enabling Act).

PLANNING AND PERFORMANCE IMPROVEMENT DEPARTMENT OVERVIEW


GOAL ONE: Provide planning assistance that can be utilized by local officials to maintain and

improve citizens’ quality-of-life as it relates to land use, transportation, and environmental issues.

GOAL TWO: Provide strategic planning and evaluation assistance to ensure county programs are

effective. GOAL THREE: Provide statistical data that can be used by departments, agencies, local leaders, and

citizens to assess quality-of-life issues in the county and to complete grant applications.

GOAL FOUR: Ensure grant funding is utilized whenever possible and ensure that grant applications

adhere to administrative rules for grants. GOAL FIVE: Provide departments, agencies, and local units of government with assistance for all

requests relating to basic/applied research and technical report compilation. GOAL SIX: Conduct legislative analysis on legislation which impacts the County’s budgetary

authority, administrative authority, revenue sharing, or court functions. GOAL SEVEN: Oversee the County Remonumentation Plan for public land survey corners pursuant to

Act 345 of 1990.

GOALS


GOAL ONE: Provide planning assistance that can be utilized by local officials to maintain and improve citizens’ quality-of-life as it relates to land use, transportation, and environmental issues.

Accomplishment One: Five Awards Earned for Innovative Planning The Planning and Performance Improvement Department received three national and two state awards, given as recognition for some of the county’s most unique and innovative programs and solutions. These awards are from the American Institute of Architects, American Planning Association, and the National Association of Counties (NACo). Ottawa County’s Model Wind Energy Ordinance earned a 2009 NACo Achievement Award. This ordinance is unique in that it is one of the first in the nation to provide specific, size-appropriate zoning standards for small, medium, and large wind energy turbines. This model ordinance proactively assists local units of government with the promotion and regulation of wind turbines by providing a framework that local communities can draw from to set their own size-appropriate wind energy zoning standards.

Ottawa County’s Urban Smart Growth Demonstration Project earned three awards: a 2009 NACo Achievement Award, a 2008 Outstanding Planning Project Award from the Michigan Association of Planning, and the 2008 Urban Design Award from the Grand Valley Chapter of the American Institute of Architects.

Ottawa County’s Integrated Road Salt Management Project received a NACo Achievement Award in 2008. Since the program was adopted over the winter of 2004-2005, the Ottawa County Road Commission implemented new snow and ice clearance techniques that successfully reduced salt use in “environmentally sensitive” areas by 75 percent. This project not only had a positive impact on the local environment, infrastructure, and agriculture, but also resulted in direct and indirect cost savings for the County. Accomplishment Two: Countywide Wireless Broadband Network Initiative In March 2009, the Planning and Performance Improvement Department announced the completion of a wireless broadband network that provides high-speed, fully-mobile Internet access to approximately 95% of the County’s population. The deployment of the network is the result of an innovative public-private partnership between Ottawa County and iPCS Wireless Inc, a Sprint affiliate company. The partnership and countywide network made local and national headlines, including a front-page article in County News, a nationally distributed publication by the National Association of Counties. Through the partnership, iPCS Wireless Inc. installed broadband equipment on 34 tower sites, many of which were situated in rural areas of the County where residents did not have any other options for broadband service. Although the wireless signal cannot reach every household, it does provide a broadband option to many residents who previously had no broadband access. In order to promote the availability of the broadband network to residents and business owners, the Planning and Performance Improvement Department and

ACCOMPLISHMENTS


2008 Urban Design Award American Institute of Architects

2008 Outstanding Planning Award Michigan Association of Planning

2009 Achievement Award National Association of Counties

iPCS Wireless Inc. scheduled Open House Events that will be held in each local unit of government through July 2009. Attendees are able to experience the broadband service using desktop and laptop computers, test optional broadband equipment such as signal-strength booster antennas and WiFi “hot spot” routers, and sign up for service. An Open House Event was held on June 4 in Port Sheldon Township that had over 50 residents in attendance who, up to that point, had no other options for broadband service. The Planning and Performance Improvement Department is continuing to work with iPCS Wireless Inc. to identify a solution that will provide the broadband service to the remaining five percent of the County’s population that is unable to access the signal due to difficult terrain and dense foliage. The use of economic stimulus funding to purchase and construct additional tower sites in these areas is one potential solution that has been identified. Accomplishment Three: Public Transportation Assistance Specialized Services Grant The Planning and Performance Improvement Department has continued to act as pass-through agency for the Specialized Services Grant Program. The Specialized Services Grant supplies operating assistance for transportation services which are provided primarily to elderly persons and persons with disabilities. As the pass-through agency,

the Planning and Performance Improvement Department submits the annual grant application, prepares subcontracts, reports ridership information (See Attachment C) to the Michigan Department of Transportation (MDOT) on a quarterly basis, and processes payments to the grant recipients: Georgetown Seniors and Pioneer Resources. In addition, the Planning and Performance Improvement Department participates in the Specialized Services Coordination Committee which monitors the performance and services provided by the grant recipients. The total grant amounts awarded for fiscal years 2008 and 2009 totaled $157,569. Georgetown Seniors and Pioneer Resources received $48,113 and $109,456, respectively.

Accomplishment Four: Initiation of a Countywide Build-Out Analysis The Ottawa County Planning and Performance Improvement Department has been developing a Countywide Build-Out Analysis utilizing a Geographic Information System (GIS). A build-out analysis calculates the amount of vacant and partially built acres, along with the maximum number of structures that could be constructed on that land given the current zoning ordinance, master plan and environmental constraints. From these calculations, future population projections are computed. Next, impacts of future development and population growth are extrapolated. These impacts include infrastructure capacity, demand and cost for public services, new tax revenue, and traffic volumes. Accomplishment Five: Metropolitan Statistical Area (MSA) Assessment In April 2009, the Planning and Performance Improvement Department began reviewing the advantages and disadvantages of the County’s Metropolitan Statistical Area (MSA) designation. MSAs are geographic areas created by the Office of Management and Budget that are used as “statistical yardsticks” which can influence a region’s ranking to secure federal funding, including Medicaid and Medicare. Two or more counties can be joined to form a single MSA if they demonstrate strong economic ties as measured by commuting pattern and labor force data from the U.S. Census Bureau.


Specialized Services Coordination Committee Meeting

Build-out Analysis Map of Grand Haven Township

Open House Event, 2009

ACCOMPLISHMENTS

Prior to 2003, Ottawa County was included in an MSA with Kent, Muskegon, and Allegan Counties. After 2003, Ottawa County became its own MSA based on boundary definition changes made by the Office of Management and Budget. On May 5, 2009, the Ottawa County Planning Commission approved a Resolution which supports having Ottawa County join the Kent County (i.e. Grand Rapids) Metropolitan Statistical Area in order to achieve an MSA that has a population of more than 1,000,000. An important factor in the decision to approve the Resolution was that it had been reported to the Planning and Performance Improvement Department that federal Medicare reimbursements received by local hospitals could be reduced by millions of dollars annually if Ottawa County were to remain in a smaller MSA. Accomplishment Six: Environmental Sustainability Ottawa County is actively promoting environmental sustainability on several fronts. A countywide Brownfield Redevelopment Authority (BRA) has been created to clean up contaminated properties and promote economic development. In addition, a partnership between the Ottawa County Planning Commission and Michigan State University Extension (MSUE) has been developed to encourage and promote the utilization of sustainable energy in homes, businesses, and on farms. This partnership has provided a variety of trainings and informational seminars on the subject of sustainable energy, and has also resulted in the development of model zoning ordinances that may be used to oversee the build-out of sustainable energy within local units of government.

• Brownfield Redevelopment Authority: Ottawa County’s new Brownfield Redevelopment Authority (BRA) is an economic development tool for communities that do not presently have their own BRA to assist with the clean-up and reuse of contaminated property. The authority has a nine-member board which was appointed by the County Board of Commissioners. The authority permits municipalities to use tax-increment financing to capture the taxes from the improved portions of a redeveloped property for demolition, site preparation, and environmental clean-up.

• Trainings and Seminars: The price of fossil fuel, as well

as environmental concerns, have generated a strong interest in alternative energy among County residents, famers, and business owners. As a result, many questions exist regarding the general operation of these systems, overall feasibility of using these alternatives, and the cost of purchasing, installing, operating, and maintaining an alterative energy system.

In order to provide answers to these questions, the Michigan State University Extension and the Ottawa County Planning Commission conducted trainings on Wind, Solar and Geothermal Energy. These trainings provided information on home, farm, and business applications of wind, solar, and geothermal energy. Another training provided information about land leases/agreements, payment structures, liability issues, insurance provisions, contract terminations, and other factors to consider when leasing land for wind energy projects. Trainings were also provided on Small Scale Bio-Fuel Systems. Bio-fuels are a sustainable source of energy that can be derived from locally available natural resources. This training provided introductory information about the production and use of bio-fuels for homeowners and farmers, as well as information on required equipment, cost, safety issues, emergency response considerations, and zoning and siting issues.

ACCOMPLISHMENTS


Mark Knudsen addresses nearly 400 people at the Wind Energy Symposium

• Model Ordinances: In addition to providing extensive training on alterative energy options, the Ottawa County Planning Commission and the Michigan State University Extension (MSUE) have partnered to develop model ordinances designed to assist local units of government in developing language for the permitting of alterative energy systems in their zoning ordinances. A Wind Energy Model Ordinance, which is one of the first of its kind in the nation, provides zoning standards for varying sizes (small, medium and large) of wind energy turbines. Many zoning ordinances include standards which are primarily designed for large wind farms and are relatively stringent. As a result, the standards may discourage homeowners and businesses from using and investing in small and medium wind turbines. In addition, an Ethanol Production Facilities Model Ordinance was developed to promote the safe operation of small ethanol-producing facilities in agricultural districts. Many communities do not allow small ethanol production, or do not have regulations designed to ensure the safe production of ethanol. The Model Ordinance provides a framework that local communities can draw from to promote the use of this renewable fuel for local agricultural operations.

Accomplishment Seven: Standardized Land Use District Titles and Colors for Master Plan and Zoning Maps The Ottawa County Planning Department continues to work with local units of government in the County to encourage and facilitate the adoption of standard land use district titles and colors for master plan and zoning maps (See Attachments D-1 and D-2). Countywide standardization of the zoning ordinance and future land use districts’ colors and titles will provide many planning and economic development-related advantages. The benefits of standardization include, but are not limited to, the following:

• The ability to easily view commercial, retail, and industrial properties across the County on a single map is helpful for economic development efforts. Typically, businesses searching for a location will consider several potential sites in different communities. Standardized colors and titles enhance the ability of businesses looking to locate in Ottawa County to immediately ascertain the zoning and master plan regulations without having to go through each ordinance.

• This program enhances communication, coordination, and multi-jurisdictional planning efforts between local units of government and Ottawa County. A standardized County map is easily read and interpreted by planners and local officials across the County. Therefore, standardized colors and titles reduce the time and effort staff and consultants spend analyzing local zoning ordinances and master plans. The cost of preparing multi-jurisdictional studies is reduced by standardization.

• Standardized district titles and colors improves the ability of citizens to understand the location and type of land use districts in their community and in surrounding communities.

• State statutes encourage local governments to review the master plans of adjoining local units of government as those plans are modified. Standardized district titles and colors allows local officials to easily comprehend allowable land uses and densities of any governmental unit.

The Planning Department has received two formal letters endorsing the Standardized Colors and Titles Program. Ken Rizzio of the Ottawa County Economic Development Office praised the program for enhancing the ability of businesses to interpret local land-use districts. John Hansen, former assistant to the City Manager of Spring Lake

ACCOMPLISHMENTS


Meeting to discuss standardized mapping colors

Village, was initially opposed to the standardized colors and terms, but later reversed his position and commended the program for providing greater ease in interpreting the Village’s and surrounding communities’ zoning and master plan maps. Further, many other local government officials have expressed their support for this program. It is important to note that adoption of the proposed standards does not change density, use, or any other local zoning ordinance or comprehensive land use plan requirements that have been adopted by local units of government. Many communities have adopted or intend to adopt the standardized colors and titles. The current adoption status of the Standardized Colors and Titles for each community in Ottawa County is included in Attachment D3.

Accomplishment Eight: M-231 Bypass Project The scope of the original Bypass project included the construction of a new highway from I-196 in the Zeeland area to the I-96/M-104 interchange in Crockery Township. However, due to funding constraints, the project was refined and will only include the construction of a two-lane highway between M-45 and I-96/M-104, and a two-lane bridge just west of 120th Avenue in Robinson Township (see “preferred alternative” on map). Recent cost estimates provided by MDOT revealed that the total cost of the project would be approximately $150-$175 million. During 2008-2009 MDOT continued to work on finalizing the Environmental Impact Statement (EIS), a necessary step in receiving final federal approval of the project. While the project is still awaiting final federal approvals, MDOT officials also warned that due to poor economic conditions, funding may not be available to complete the project that was expected to begin in late 2010 or early 2011. To that point, the Ottawa County Board of Commissioners and staff of the Planning and Performance Improvement Department are working with federal and state legislators, MDOT officials, and other agencies to ensure that all efforts are made to obtain the necessary funding to construct the Bypass. If funding becomes available and all of the necessary federal approvals are granted, the following timeline has been proposed by MDOT:

Accomplishment Nine: Countywide Corridor Plan The Planning and Performance Improvement Department continued to implement the Ottawa County Countywide Corridor Plan during 2008/2009. The Countywide Corridor Plan was created in 2006 in an effort to provide a framework to support comprehensive planning for future traffic demand and preservation of the aesthetic character of the County’s overall roadway system. The implementation phase of the Plan included the development of a draft corridor overlay ordinance for the M-104 corridor in Crockery and Spring Lake Townships. The ordinance contains standards for building setbacks, access management (driveway spacing, service drives, etc.), signage, and natural

ACCOMPLISHMENTS


M-104 Corridor Overlay District Open

Summer 2009: EIS Review September 2009: Federal Approvals

October 2009: Design Work and Property Acquisitions 2010 – 2011: Begin Constructing New Bridge Substructures

feature preservation. The purpose of the ordinance is to maintain the safety, efficiency, and aesthetics of the corridor, and to preserve the corridor for future expansion and improvements, if needed. In 2008, the Planning and Performance Improvement Department finalized the draft ordinance and presented it at two separate public open houses. Both communities are now moving forward with the formal adoption of the ordinance. The Planning and Performance Improvement Department will continue working with other local units of government to adopt similar ordinances on all cross-county corridors (shown in red on the map on page 8). Accomplishment Ten: Provide Trainings for the Excellence Through Training Program (Planning and Zoning Related Topics) Sponsored by the Ottawa County Planning Commission, the Excellence Through Training Program provides high-level, local training opportunities for local government officials, planners, zoning administrators, planning commission members, Zoning Board of Appeals members, architects, engineers, students, and interested citizens. Some of the trainings were approved by the American Planning Association (APA) for American Institute of Certified Planners (AICP) Certification Maintenance Credits. This provides a great opportunity for certified planners to maintain their AICP status by attending approved County trainings. The law group Scholten Fant has agreed to provide financial support in order to offset the cost of providing AICP credits to the County. This partnership allows the County to provide free credits to AICP members at no cost to the County. Many AICP members expressed their gratitude for the opportunity to earn these credits locally. Below are quotes posted on the American Planning Association website by AICP members about Ottawa County Trainings:

“Ottawa County has done an outstanding job of providing educational workshops on very current and interesting topics. The speakers have all been great.”

“Excellent presentation for planning professionals with limited design background.”

“This training session provided great detail into promoting quality community development.”

“Great job and thanks to Ottawa County PD (Planning Department).” The following are additional examples of training and education opportunities that the Planning and Performance Improvement Department has offered to local units of government:

• On-Staff Planner and Zoning Administrator Meetings: The Ottawa County Planning and Performance Improvement Department has arranged quarterly On-Staff Planner and Zoning Administrator Meetings. At theses meetings, local planners are offered training sessions and the opportunity to trade ideas and collaborate on planning and zoning issues. The Planning and Performance Improvement Department has received very positive feedback for organizing these countywide planning meetings and plans to continue hosting the meetings.

• On-Staff Planner and Zoning Administrator E-mail Inquiry Service: The Planning and Performance

Improvement Department has established an e-mail service for local officials to obtain input from their peers on planning and zoning-related questions and concerns. Local officials contact the Department with inquiries, and the Department in turn distributes an e-mail to all on-staff planners and zoning administrators in the County to obtain their input. After allowing a few days for responses, the Department compiles all of the responses into an e-mail and distributes all of the responses to the entire group. The Department has had a very positive reaction to this service and receives new topics for distribution on a near-weekly basis.

ACCOMPLISHMENTS


On-Staff Planners and Zoning Administrators meeting

Training participants review course materials.

Accomplishment Eleven: Urban Smart Growth Demonstration Project During 2008, the County Planning and Performance Improvement Department continued to work with the City of Hudsonville to implement the Planning Commission’s Urban Smart Growth Demonstration Project. A new Hudsonville downtown master plan was completed in 2008 as part of the project. The plan envisions an entirely new downtown area, including realigned streets around a central public green, while effectively maintaining most of the existing city street system and access to adjacent highway and rail corridors. A new citywide zoning code is currently in development to reflect the new master plan and the architectural guidelines that took shape during the planning process.

There have also been requests from other local units of government to incorporate the results of the project (i.e. architectural design portfolio and downtown master plan) into their respective community planning documents. For instance, Olive Township utilized an excerpt from the architectural design portfolio developed for the Hudsonville project in their new township master plan to illustrate ideal architectural standards for a downtown area. Accomplishment Twelve: North Bank Trail The North Bank Trail is a proposed 18-mile non-motorized pathway

which is to be constructed along the former Grand Trunk Railroad corridor through the communities of Coopersville, Crockery Township, Polkton Township, and Spring Lake Township. The trail, as proposed, will provide connections to the existing Musketawa Trail and the trail systems located in the Tri-Cities.

The Friends of the North Bank Trail was created in 2006, and consists of representatives from the Planning and Performance Improvement Department, Parks and Recreation Department, local units of government, the Michigan Department of Transportation, the Michigan Department of Natural Resources, the West Michigan Trails and Greenway Coalition, and several volunteer members of the community. During 2008, the Friends of the North Bank Trail created a plan to divide the trail into several phases. Phase 1 includes a 2 mile portion of trail that connects the Lakeside Trail in Spring Lake Village to 144th Avenue in Spring Lake Township. Following the identification Phase 1, the Planning and Performance Improvement Department played a key role in preparing and submitting a Michigan Department of Natural Resources (MDNR) Trust Fund grant application. A total of $350,200 was requested to construct Phase 1. A public meeting was held in March 2008, as part of the MDNR Trust Fund grant application process. Overwhelming support for the trail and overall concept was received by the public at this meeting. The MDNR will notify grant applicants of the funding status in October 2009. If awarded, construction of the trail could begin as early as spring 2010.

ACCOMPLISHMENTS


North Bank Trail Phase 1 - Potential Trailhead and Lakeside Trail

Accomplishment Thirteen: Road Salt Management Plan The initial monitoring phase of the Ottawa County Road Commission’s Integrated Road Salt Management Program (IRSMP) has been completed. Since its beginning during the winter of 2004-2005, this program resulted in substantial decreases in sodium and chloride concentrations at all initial sampling sites. The Ottawa County Planning and Performance Improvement Department recently finished the initial well-monitoring portion of the County’s IRSMP by closing the first-phase test wells with an environmentally benign sealing material. The second phase of the project is a longer-term assessment of the effectiveness of the IRSMP in limiting salt impact on the environment, water table, soils, and plants. This phase

of this study is being implemented by MSU Extension staff. Six new sites have been selected for sampling between 2009 and 2011. This next phase will include monitoring blueberry bush twig dieback and bud mortality, as well as soil, irrigation pond, and sub-surface water for ongoing changes in road salt impact.

Accomplishment Fourteen: Tree Legacy Committee In order to maintain the aesthetic beauty of County roads with existing tree canopies, and to create tree canopies over and along roads which do not currently have them, the Ottawa County Planning and Parks and Recreation Commissions have jointly appointed a “Tree Legacy Committee.” The Tree Legacy Committee has been tasked with making recommendations to maintain and improve the aesthetic beauty of tree canopies and tree lines in Ottawa County. The Committee is comprised of representatives of: Consumers Energy, Grand Haven Board of Light and Power, Holland Board of Public Works, Local Government within Ottawa County, Ottawa County Parks and Recreation Commission, Ottawa County Planning Commission, Ottawa County Road Commission, and interested citizens.

The Planning and Performance Improvement Department is working with the Tree Legacy Committee to develop the Ottawa Tree Planting and Replanting Guidebook. The Guidebook will offer suggestions for tree selection, placement, and care. In addition to this document, the Committee has expressed an interest in developing a model tree preservation ordinance and a standard site plan review process, both of which could be implemented by local units of government to ensure that trees are preserved and/or planted whenever possible during development. A build-out analysis will be used by local officials to evaluate the potential outcomes of current land use policies and assist in future planning decisions. Accomplishment Fifteen: West Michigan Transit Linkages Study In 1998, a countywide public transportation study was conducted to explore the feasibility of expanding transit services into rural areas of Ottawa County. The study revealed that the providing transit services into rural areas would be cost- prohibitive, and the need for transit service in the rural areas was quite low as compared to similar Michigan counties. Following this study, the Board of Commissioners requested that the need for expanded transit services be analyzed every ten years. To meet this goal, the Planning and Performance Improvement Department applied for funding to complete the study and was consequently awarded a total of $110,000 by the Michigan Department of Transportation

ACCOMPLISHMENTS


Sign indicating a specific area with reduced road salt

Well closure in May 2009

A tree canopy

Tree Legacy Committee meeting

(MDOT). In 2008, the Planning and Performance Improvement Department received a request from Mayor Bergman of Grand Haven and Mayor McGeehan of Holland to study the potential of creating transit linkages between the two cities. A committee, made up of representatives from the Planning and Performance Improvement Department, local units of government, transit agencies, MDOT and regional planning agencies, was developed to explore this concept further. The Planning and Performance Improvement Department provided the leadership and technical support to help develop the vision, compile it into a scope of work, and prepare a Request for Proposal (RFP). The following is the final version of the study scope:

West Michigan Transit Linkages Study Scope: Conduct a needs assessment and feasibility study of commuter transit services in the West Michigan area. The study will analyze three types of commuter transit services:

1) Traveling between existing transit service areas in Grand Haven, Grand Rapids, Holland, and Muskegon

2) Traveling from Ottawa County communities that do not presently have transit service

3) Traveling to major employers located in the County

In July 2008, the Department sent the RFP to over 90 transportation consultants nationwide. With approval from the Ottawa County Planning Commission, the contract was awarded to the consulting firm of Nelson/Nygaard, based in San Francisco, California. The study officially commenced in November 2008 with a kick-off meeting held at Grand Valley State University. It is anticipated that the study will be completed in December 2009. Accomplishment Sixteen: Employee Carpool Program In 2008, the Planning and Performance Improvement Department began working to develop a carpool program for Ottawa County employees. The purpose of the program is to provide a means for employees to coordinate carpool trips with one another.

The first step in developing the program involved the geo-location of employee’s home address. A database containing the home addresses for each county employee was obtained from the Human Resources Department. The addresses were then mapped (green dots) by using an address-matching technique and GIS (see map on left). Employee addresses will remain confidential. Employees who choose to participate in the program may share information at their own discretion. Once the employee home locations were mapped, potential parking locations in areas where dense clusters of employees live were identified (blue dots). The parking locations include existing MDOT Commuter Lots, retailers such as Meijer’s and Wal-Mart, and churches. The Planning and Performance Improvement Department is now working with the retailers and churches to enter into cooperative parking agreements. While this project began as a means for Ottawa County employees to save money and reduce gasoline use, this program is expected to serve as a model for other employers in the County. Additionally, the Planning and Performance Improvement Department will offer assistance to any employers who wish to develop similar carpool programs.

ACCOMPLISHMENTS


Accomplishment Seventeen: Initiation of the Ottawa County Purchase of Development Rights Program At the request of the Ottawa County Board of Commissioners the Planning and Performance Improvement Department initiated the process of creating a countywide Purchase of Development Rights Program (PDR). The primary purpose of this program would be to increase the capability of farmers and local units of government in Ottawa County to access state and federal funding for farmland preservation. The PDR Program allows local farmers to sell the development rights of qualified farmland while still maintaining ownership of the land. This transaction places a permanent agricultural easement on the farmer’s property. The easement is held jointly by the State of Michigan and Ottawa County in

perpetuity. In 2008/2009, the County Agricultural Preservation Board was established per the County Purchase of Development Rights Ordinance. Accomplishment Eighteen: FEMA Flood Insurance Rate Map Updates For the past several years, the Federal Emergency Management Agency (FEMA), Michigan Department of Environmental Quality (DEQ), and several other local and state agencies have been working to update the Flood Insurance Rate Maps (FIRMs) for Ottawa County. The updated FIRMs will include a revised 100-year floodplain (see example on right) based on recent studies and field observations. This work is being done as part of FEMA’s National Flood Insurance Program (NFIP) Map Modernization Initiative. Due to the numerous agencies and organizations involved in this lengthy and detailed process, the Planning and Performance Improvement Department has been working closely with the project consultants in an effort to provide routine updates to local units of government regarding the status of the project and other critical deadlines. Additionally, many local units of government have expressed that there is some uncertainty regarding the regulatory requirements of the NFIP and map-adoption process. To that point, the Planning and Performance Improvement Department is working with DEQ officials to schedule a training session to be held at the Fillmore Complex in August 2009. Accomplishment Nineteen: Ottawa County Comprehensive Water Resource Assessment Groundwater availability and quality are of vital importance to many rural and semi-rural County residents. Well yields are decreasing in some areas of the County, while in other areas surface flooding after major storms is a concern. At some locations, brine and high mineral content have been detected in groundwater, affecting its suitability for home use. In response to these concerns, the Ottawa County Board of Commissioners requested that the Planning and Performance Improvement Department conduct a Comprehensive Water Resource Assessment as a basis for addressing water-related issues.

The Planning and Performance Improvement Department met with municipal officials, special interest groups, residents, and other stakeholders to discuss the


Current 100-year floodplain along Grand River

ACCOMPLISHMENTS

A water sample is taken

project and identify the objectives of the Comprehensive Water Resource Assessment. The Department then met with the United States Geological Survey (USGS) to define the technical scope of analysis that would be needed to address all identified stakeholder issues. This scope has since been further refined based on inputs from a variety of sources. The Department is seeking to develop innovative ways to collect, analyze, and verify existing information on County groundwater and surface water, and to identify any information gaps that need to be filled to support future decision-making. The goal is to aggregate this data into a user-friendly form that provides quick, site-specific answers to water-related

questions. The Department is in the process of pre-qualifying environmental firms through a request for qualifications (RFQ) process to ascertain which firms could meet the requirements of this revised study scope. Based on RFQ responses, qualified firms will be invited to submit detailed proposals for obtaining, analyzing, and packaging County water data as required to meet stakeholder needs. GOAL TWO: Provide strategic planning and evaluation assistance to ensure county programs are effective. Accomplishment One: Strategic Planning and Outcome-based Program Evaluations The Planning and Performance Improvement Department continues to assist in the development of Strategic Plans for new County programs and initiatives. The strategic planning process identifies program target populations, goals and objectives, program/action components, and the output and outcome-based measures that will be used to evaluate program performance and effectiveness. The evaluation of county programs is intended to ensure administrative efficiency and cost-effectiveness. Since 2003, evaluations conducted by the Planning and Performance Improvement Department have resulted in the verification of cost-effective program services valued at more than $25 million. In addition, there has been over $4.3 million in direct cost savings in those instances when inefficient and ineffective programs were recommended to be privatized, restructured, or eliminated. Strategic Planning The following strategic plans were completed and/or initiated in 2008/09:

• Inmate Case Management and Treatment (ICMT) Program: A Strategic Outline was developed in May 2008 in conjunction with the Sheriff’s Office and the Probation and Community Corrections Department that provides the framework for evaluating the performance and effectiveness of a new ICMT Program. The Program is comprised of a part-

County water issues to be studied

ACCOMPLISHMENTS


time position in the County jail that is responsible for providing case management and treatment services to jail inmates who are not eligible to receive CMH treatment but show signs of mental illness. An interim administrative evaluation is scheduled for completion in the fall of 2009.

• Communities Helping Ottawa Obtain a Safe Environment (CHOOSE) Program: In the fall of 2008, the

Planning and Performance Improvement Department began working with Public Health to lay the ground-work for evaluating the performance and effectiveness of their CHOOSE Program. The program is designed to reduce alcohol-related traffic crashes in Ottawa County. One immediate result of the strategic planning process was the realignment of program services to a specific area within the County. In years past, program services were provided countywide. The concentration of program services to a specific area in the County provides two benefits: it avoids having program resources spread so thin that it is difficult to make any im-pact, and the realignment makes it possible to evaluate program effectiveness by comparing the rate of alco-hol-related traffic crashes in the program’s service area to the rate of crashes in areas of the County that do not benefit from program services.

• MichiganWorks!: The MichiganWorks! Executive Committee created two task teams that were responsible

for creating a strategic plan to guide future operations and performance. Because of the Planning Depart-ment’s expertise in strategic planning and program evaluation, we were approached to assist the task teams in this endeavor. A comprehensive, four-month strategic planning process is expected to begin by August 2009 with a new task team that will be created by the MichiganWorks! Executive Committee specifically to work with the Planning and Performance Improvement Department.

Outcome-Based Evaluations The following outcome-based evaluations were completed and/or initiated in 2008/09: • Sentenced Work Abatement Program (SWAP): This evaluation provided a cost-analysis of SWAP which

determined that the net loss to the County in 2008 was projected to be $60,104. In order to decrease future losses to no more than $20,000 per year, the Planning and Performance Improvement Department determined that the hourly fee-for-service that was charged to participating agencies would need to be increased from $5.70 to $6.30. In light of the increase, it was calculated that participating agencies would still save over $70,000 annually by using SWAP inmates as opposed to hiring their own staff. The hourly fee is expected to increase to $6.10 in July 2009, and then to $6.30 in January 2010.

• Ottawa County Economic Development Report: In December 2008, the Planning and Performance Im-provement Department completed an assessment of current economic development activities in the County. . One of the primary recommendations of the 2008 report was to integrate the Ottawa County Economic De-velopment Office (OCEDO) into the Planning and Performance Improvement Department. This partnership could meld the strengths of both organizations to provide greater coordination and valuable support services to existing economic development agencies. The partnership would also result in time and cost-savings for the OCEDO of more than $114,000 in additional direct and indirect resources that could be made available for economic development purposes. A decision by the OCEDO Board as to whether the in-tegration will occur is expected by July 2009.

• District Sobriety Court Program: This evaluation verified whether the 58th District Sobriety Court is ad-ministered efficiently and whether agreed-upon outcomes are being achieved. The results of the preliminary evaluation report reveal that recidivism rates are the same for graduates of Sobriety Court and the comparison groups (9.3%) after participants have been out of their respective programs for 12 months and revealed that Sobriety Court is not as cost-effective as Intensive Supervision Probation and Traditional Probation. After several meetings between Sobriety Court staff, Planning Department staff, and the Administrator’s Of-fice to review the results of evaluation, it was agreed that the Sobriety Court would be granted a one-year extension to make any necessary programmatic adjustments to improve cost-effectiveness. The Department is expected to publish a final evaluation report for the Sobriety Court in June 2010.


ACCOMPLISHMENTS

• Circuit Court Adult and Juvenile Drug Treatment Court Programs: The evaluations of the 20th Circuit

Court Adult and Juvenile Drug Treatment Courts verified whether the programs are administered efficiently and whether agreed-upon outcomes are being achieved.

These evaluations revealed that both the Adult and Juvenile Drug Treatment Courts are accomplishing few of their administrative and operational performance goals. It was also revealed that the recidivism rate among Juvenile program graduates was 47.1% after 12 months and the Adult Drug Treatment Court is not as cost-effective as traditional treatment. After several meetings between Drug Court staff, Planning and Performance Improvement Department staff, and the Administrator’s Office to review the results of evaluation, it was agreed that the Adult and Juvenile Court would be granted a one-year extension to make any necessary programmatic adjustments to improve administrative performance and cost-effectiveness. The Department is expected to publish a final evaluation report in June 2010.

• Mental Health Jail Diversion Program: The results of a three-month point-in-time study were presented to

the Mental Health Task Force in February 2009. That study was compared to a study completed by the Plan-ning and Performance Improvement Department in 2005 to determine improvement in jail diversion. The studies assessed the number of offenders that were diverted from jail by patrol officers and by jail staff because of mental health concerns. The results of the 2009 study were inconclusive since patrol officers and jail staff had not collected the data for the second point-in-time study with the same level of intensity and dedication as had been applied to the first study in 2005. The Jail Diversion Task Force is expected to contact the Planning and Performance Improvement Department to redesign the data collection forms and implement a new study.

• Human Services Study: The Planning and Performance Improvement Department worked in conjunction

with the Administrators Office to identify a duplication of services among county departments as related to human services provided. The types of services assessed include, but are not limited to, medical/health ser-vices, treatment/cognitive services, employment services, and nutritional services. As part of this study, the Department developed a survey that was distributed to each County department providing human services. The survey was created to obtain information regarding types of services provided, populations served, and location of services. The Planning and Performance Improvement Department compiled the results into a color-coded matrix that will be used by the Administrators Office to identify areas where a duplication of hu-man services may exist.


ACCOMPLISHMENTS

Accomplishment Two: Department Performance-Based Budgeting During 2008/2009 the Planning and Performance Improve-ment Department continued to work on developing the new performance-based goals and objectives. Measures are also being developed to ensure that the new goals are being met. The new measures are outcome-based, but also involve the Department in developing close working relationships with all local units of government. Graphs of each measure will be created to show how the Department is performing in accordance with its goals (see sample graph). Meetings are being scheduled to present the performance-based budgeting concept to all local units of government. A copy of the Stra-tegic Outline is also included in Attachment E. Accomplishment Three: Countywide Performance-Based Budgeting Three years ago, the County Board approved a strategic plan that emphasized the need for County departments to verify the value of their services. As part of the performance-based budgeting system, departments were asked to develop goals, objectives, and outcome-based performance measures that would be directly linked with the annual

budget process. The Fiscal Services Department was in charge of working with departments to ob-tain their goals, objectives and outcome measures. At the same time, the Planning and Performance Improvement Department was working with de-partments to evaluate the performance and cost-effectiveness of County funding programs and ini-tiatives. As part of this program evaluation proc-ess, a Strategic Plan was developed to clearly iden-tify target populations, program goals and objec-tives, action components, and the output and out-come-based measures that are used to evaluate pro-gram performance and cost-effectiveness. In a few instances, department administrators were experiencing duplication in strategic planning ef-forts to identify performance measures. More sig-nificantly, many of the departmental performance measures that were being submitted to Fiscal Ser-vices were output-based, rather than outcome-based.

Therefore, in order to reduce any duplication of strategic planning services and to ensure that verifiable outcome-based performance measures are developed for the Fiscal Service Department’s performance based-budgeting sys-tem, the Planning and Performance Improvement Department has been working in conjunction with Fiscal Services to develop Strategic Plans for each department. The Departmental Strategic Plans are expected to be completed by the end of Fiscal Year 09. Accomplishment Four: Time Study Analysis – Justice Imaging In 2005, Ottawa County decided to implement a Justice Document Management Information System (imaging) that would allow all justice department paper files to be converted into electronic images. As with most imaging systems, it was anticipated that a significant amount of staff time would be saved as a result of the technology. In order to


ACCOMPLISHMENTS

document this anticipated time savings, the Planning and Performance Improve-ment Department is conducting a cost-benefit analysis of the imaging system. The analysis involves a two-phased approach to data collection. An initial time study analysis was conducted by the Planning and Performance Improvement Department in 2006 to measure the amount of time expended by County De-partment staff to perform the tasks that would be impacted by the imaging sys-tem. A time study analysis was conducted in the County Clerk’s Office, Friend of the Court, Sheriff’s Office, District Court, Probate Court, Circuit Court Trial Division, and the Prosecutor’s Office.

During 2008 and 2009, a second time study analysis was conducted in the same departments. Times collected during the second time study analysis will be compared to the times collected during the initial analysis in order to document the cost saving impact of the imaging system. The results of the time studies are being compiled as part of a compre-hensive evaluation that is expected to be published mid-year, 2009. GOAL THREE: Provide statistical data that can be used by departments, agencies, local leaders, and citizens to

assess quality-of-life issues in the county and to complete grant applications.

Accomplishment One: Data Book The Planning and Performance Improvement Department continues its effort to publish an extensive Data Book that will provide a variety of statistics, facts, and community indicators regarding Ottawa County’s quality of life. The Data Book will be comprised of a series of topical data books that will include, but are not limited to, Environ-ment, Infrastructure, Economic, Public Safety, and Commercial/Residential Development. Data for comparable counties and the State of Michigan are included in the Data Books to provide an opportunity to conduct benchmark comparisons. The Health and Demographics Sections have been completed and continue to be put to use by citizens, business own-ers, and local units of government. For example, Olive Township recently incorporated many of the data and maps from the Demographics Section into their revised master plan. In 2009, the Department of Planning and Performance Improvement is putting the finishing touches on a comprehen-sive Environmental Data Book for Ottawa County, which was recently reviewed by the Planning Commission. This information can help business people, landowners, students, and others to easily research key data on Ottawa County’s land area and environment. This resource will be posted on the Department’s Statistics page on miottawa.org, for quick user accessibility. The book includes climate conditions, such as average annual and record rainfall, snowfall, wind speed, and temperature. Land area sections include soil types, geology, wetlands, critical dunes, and flood plains. Information on surface water, groundwater, and water-sheds is also included, among many other topics. Highly visual map sections are included to illustrate geological and water features. Several topics are bro-ken out by township as well as County level to help users relate land conditions to their exact location of interest. This book is also a resource for alternative energy production, recycling and waste disposal, and threatened and endangered plant and animal species within the County.

ACCOMPLISHMENTS


GOAL FOUR: Ensure grant funding is utilized whenever possible and ensure that grant applications adhere to administrative rules for grants.

Accomplishment One: Grant and Allocation Administration The administration and oversight of grant-making efforts and funds allocations from State and Federal agencies is performed by the Ottawa County Planning and Performance Improvement Department. The Department’s grants-manship activities included administering, procuring, and/or processing more than $7.2 million in grant funding for the County in 2008/2009. The Department also administered and processed nearly $8.2 million in direct funding al-locations from State and Federal agencies (See Attachment F).

Accomplishment Two: Stimulus Grant Project In February 2009, the new administration passed the American Recovery and Reinvestment Act (ARRA). As a result of the increased potential for federal grant activity, the board approved re-directing $25K from the Planning and Performance Improvement budget to hire additional re-sources to focus solely on grant research, writing and administration. The Stimulus Package Project goal is to identify funds that may be used for Ottawa County projects in the areas of Economic Development, Environmental, Wireless/Technology, Transportation, Agriculture, Law Enforcement and Community Services.

In May, a temporary analyst was hired to begin identification of applicable grants to pursue. We are evaluating grant opportunities for 27 existing County projects as well as soliciting input from the community regarding new projects. In the area of economic development, there have been a series of activities and meetings. The Planning and Perform-ance Improvement department has organized meetings with representatives from local chambers of commerce, busi-ness development organizations and the MSU Extension to clearly define potential developments. We have organ-ized meetings and site visits with representatives from the West Michigan Regional Planning Commission, Economic Development Association and Department of Agriculture to showcase the projects and discuss grant opportunities. The three leading projects worked with are the Continental Dairy in Coopersville and the MSU Bio-economy and Design Institutes in Holland. As the grant seeking process progresses, we will be defining key community impacts such as the numbers of jobs created, market diversification and development of support business and industry. In summary, we have a total of 15 projects valued at nearly $200M to add to the Ottawa County Comprehensive Eco-nomic Development Strategy (CEDS) list and undergo review in consideration of EDA stimulus grant funding. Ad-ditional projects being evaluated include industrial park infrastructure, commercial building, bio-diesel production and a food industry waste digester that produces biogas, electricity, and other organic products. Finally, we are preparing an informative communication to be distributed to the local units advising them of grant opportunities available for community benefit. The opportunities available to cities and townships range from storm water enhancements to the construction of new firehouses and libraries. GOAL FIVE: Provide departments, agencies, and local units of government with assistance for all requests

relating to basic/applied research and technical report compilation. The Planning and Performance Improvement Department provided research, as well as administrative, planning and statistical assistance to the County and local units of government in several areas. These include research, legislative analysis, data collection and dissemination, program administration, drafting resolutions, writing technical reports, preparing documents, writing correspondence, and attending outside agency meetings. The following accomplish-ments provide examples of some of the assistance that was provided during 2008/2009: Accomplishment One: Federal Emergency Management Agency, Pre-Disaster Mitigation Grant On August 31, 2008, Robinson Township’s $6.2 million Pre-Disaster Mitigation (PDM) Grant from the Federal Emergency Management Agency (FEMA) expired. The Planning and Performance Improvement Department assisted Robinson Township in applying for the PDM Grant in 2004, which was awarded in September, 2005 for the


ACCOMPLISHMENTS

purpose of acquiring flood-prone properties along the Grand River in the Limber-lost Lane and Van Lopik Avenue neighborhoods. Following the award of the grant, Robinson Township entered into an agreement with the Planning and Performance Improvement Department to provide assistance in administering the grant. Acquisition of homes and property began in June, 2006 and was completed in July, 2008. A total of 18 of the 60 grant-eligible properties were acquired by Robinson Township during this time period. The Michigan Department of Transportation (MDOT) also purchased six of the grant-eligible properties on Limberlost Lane in order to construct a bridge crossing, bringing total acquisitions to 24 (or 40%).

According to the PDM grant requirements, once a property has been acquired, all structures must be demolished and the property returned to its natural state. The Planning and Performance Improvement Department assisted Robinson Township in the process of selecting demolition contractors, managing the on-site activities, and applying for reimbursements for project-related expenses. Approximately $1.8 million of the $6.2 million grant was spent to acquire the properties. After the grant expiration, all necessary reporting pursuant to the closeout process was completed and submitted to FEMA. Robinson Township will retain ownership of the properties acquired through the program.

Accomplishment Two: Provide Assistance to Outside Agencies The Department also provides administrative oversight and/or support for the following contracts and programs: a. Ottawa County Economic Development Office (OCEDO) (See Attachment G) b. West Michigan Regional Planning Commission (WMRPC - Region 8) c. Georgetown Seniors d. Pioneer Resources Accomplishment Three: Requests for Research and Facilitation The Planning and Performance Improvement Department strives to provide customers with quality research and plan-ning assistance. The Department received and fulfilled a total of 48 requests for assistance during 2008/2009. The following are some examples of the requests:

• Land Bank Forfeiture/Foreclosure List – Church Contacts: Upon request of the County Treasurer, the Planning and Performance Improvement Department performed research and created a list of the mailing ad-dresses for nearly 300 churches in Ottawa County. This research was performed in order for the County Treasurer to distribute a letter to each church to determine if they have contact with the owners of foreclosed properties in the County.

• Analysis of Traffic Volume Trends: The Chester Township Planning Commission requested that the Plan-ning and Performance Improvement Department perform a statistical analysis of traffic trends on all Town-ship Roads. Traffic volume data was collected for all Township roads over a ten-year period, and maps and tables were created to visually display the percentage change in traffic from 1997-2007. This information was used to aid in the Township’s master plan update process.

• Outdoor Wood Burning Boiler Regulations: The Village of Spring Lake requested information about regulating the use of outdoor wood burning boilers in residential areas. Research was conducted in order to determine if there are any communities that regulate the use of wood burning boilers. Information and model ordinances were collected and submitted to the Village. This effort helped the Village to develop regulations that would protect residents from the negative impacts of wood burning boilers.

Property closing at Title Company

Demolition in Robinson Township


ACCOMPLISHMENTS

• Demographic Data Compilation The Planning and Performance Improvement Department continues to compile a variety of demographic data for use by County departments, local units of government and community agencies for planning, grant appli-cations, and presentations.

• Major Initiatives Compilation The Planning and Performance Improvement Department compiled the summaries of major initiatives that were initiated and/or completed by the County Board of Commissioners in 2008 to enhance County resi-dents’ quality of life and increase the effectiveness of County government. The summaries were used in the Letter of Transmittal for the Comprehensive Annual Financial Report for the Fiscal Year ending on Decem-ber 31, 2008.

• Research Workgroup Collaboration The Planning Department participates in several workgroups/team committees that have been initiated by the County Administrator to research and/or address different county issues. These workgroups and committees are as follows: Human Services Study, Public Utilities, PA 2, Water Quality Forum, Mental Health Diver-sion, and Land Bank Authority (LBA).

GOAL SIX: Conduct legislative analysis on legislation which impacts the county budgetary authority, administrative authority, revenue sharing, or court functions. Accomplishment One: Legislative Analysis For the legislative session ending December 31, 2008, a total of 94 bills were reviewed that had a potential impact to Ottawa County. Of the 94 bills reviewed, 13 were determined to have a “critical” impact to Ottawa County. A bill that has a critical impact is defined as a bill that addresses a critical need. Of the critical bills that were reviewed, 62% had favorable outcomes. GOAL SEVEN: Oversee the County Remonumentation Plan for public land survey corners pursuant to Act 345

of 1990.

Accomplishment One: Administration of the Land Survey Remonumentation Program The Department provides administrative oversight for the Survey and Remonumentation Grant Program, the Re-

monumentation Committee (See Attachment H-1), and the Remonumentation Peer Group (See Attachment H-2). As of December 2005, the Remonumentation Pro-gram Peer Group members had finished the Remonumentation of all Public Land Survey (PLS) corners in Ottawa County. With the conclusion of the Remonumentation phase, the Setting of Coordinates phase was initiated during the spring of 2007. The Setting of Coordinates is the determination of three dimensional State Plane Coordinates for all PLS corners in the County. A Pilot Program was completed in Georgetown and Port Sheldon Townships in 2007. In 2008, the Setting of Coordinates Phase continued in 8 more Townships: Allendale, Holland, Jamestown, Park, Polkton, Olive, Robinson, and Zeeland. The 2009 program includes the remaining 7 townships: Blendon, Chester, Crockery, Grand Haven, Spring Lake, and Wright. The Setting of Coordinates Phase is scheduled to be completed at the end of the 2009 grant year. Ottawa County is the first in the state to incorporate standards for Rapid Global

Positioning System (GPS) technology in the County Remonumentation Plan. The County Administrator, Planning Department, and County Representative for Remonumentation worked with legislators and state officials to create updated standards that would allow the use of Rapid GPS technology for setting GPS coordinates on corners. Be-cause the new technology significantly reduces the amount of time needed to establish GPS coordinates, surveyors spend less time in streets and roads, thereby improving safety and resulting in cost savings for the County and State.


ACCOMPLISHMENTS

A land surveyor in the field

CLOSING

It is well known that Ottawa County is the most diverse county in the State of Michigan. It is the largest and most var-ied agricultural producer in the state. It enjoys one of the best economic growth rates in the state, which has resulted in one of the lowest unemployment rates. It has also attained one of the lowest county millage rates in the state. Further, Ottawa County has a beautiful array of natural features including the Lake Michigan shoreline and the Grand River. As a result of all these attributes, Ottawa County is the fastest growing of Michigan counties with a population greater than 200,000. Unlike most counties which contend with growth issues from a single urban center, Ottawa County con-tends with the growth issues of three metropolitan centers (Grand Rapids, Holland/Zeeland, and Muskegon/Tri Cities) as well as one significant, urbanizing center (Allendale). The Planning and Performance Improvement Department has spent a substantial amount of time developing and imple-menting programs and projects designed to manage and plan for this growth, as well as developing evaluation criteria to evaluate programs that impact the quality-of-life for Ottawa County citizens. As evidenced by our recent projects, the Department has also made a concerted effort to develop collaborative partnerships to enhance our planning initia-tives. The Department’s staff members have been diligent and persevering. In closing, it is fitting to recognize the contribu-tions that have been made by the Planning and Performance Improvement staff toward achieving our goals and objec-tives. As in the past, the staff has juggled many projects and maintained a disciplined regiment to complete the work-load. The success of these projects is largely the result of their talent and hard work.

Back Row (left to right): Peggy Barber, Judy Voss, Paul Sachs, Nate Lisenbee, and Mark Knudsen.

Front Row (left to right): Sharon Hanba, Stephanie Roelofs, Shannon Virtue, and Meghann Reynolds.


Senior Secretary (Sharon Hanba)

Stimulus Package Analyst

(Peggy Barber)

Land Use Planning & Grants Specialist

(Nate Lisenbee)

Management/Planning Analyst

(Paul Sachs)

Planning and Research Analyst

(Shannon Virtue)

Data Entry Clerk - Part Time

(Stephanie Roelofs)

Director (Mark Knudsen)

ATTACHMENT A - PLANNING AND PERFORMANCE IMPROVEMENT DEPARTMENT ORGANIZATIONAL CHART


Environmental Planning & Grants Specialist

(Judy Voss)

Transportation Planning Specialist

(Meghann Reynolds)

ATTACHMENT B1 - OTTAWA COUNTY PLANNING COMMISSION (2009)

Name/Address

Representing Term Expires

Matthew Hehl 14468 88th Avenue Coopersville, MI 49404 837-6761 (H) [email protected]

Commissioner 3 years 1/1/10

Jim Holtvluwer 8092 Weatherwax Drive Jenison, MI 49428 457-6133 (H) [email protected]

Commissioner 3 years 1/1/10

Adam Kantrovich 15367 Hofma Drive Grand Haven, MI 49417 994-4570 (W) [email protected]

Public School Board or Administrative Employee of

a School District

3 years 1/1/11

Jim Miedema 2984 16th Avenue Hudsonville, MI 49426 896-8562 (H) 896-8376 (W) 896-7271 (F) [email protected]

Financial/Sociological/ Academic

3 years 1/1/11

Bill Miller 17829 - 40th Avenue Conklin, MI 49403 899-2678 (H) 899-2104 (F) [email protected]

Agriculture 3 years 1/1/10

Roman Wilson 13512 Hidden Creek Drive Grand Haven, MI 49417 935-9875 (H) 844-5050 (W) [email protected]

Environmental 3 years 1/1/11

Jeffrey P. Wincel 14563 Woodpine Drive Holland, MI 49424 399-9585 (H) 393-4911 (W) [email protected]

Business/Industrial/ Tourism

3 years 1/1/09


Primary duty is to create, revise, and maintain an Ottawa County development plan to promote, plan and coordinate the County's economic, social and physical growth, and environmental impact. Make studies, investigations, and surveys relative to economic, social and physical development and their environmental impact on the County. Formulate plans and make recommendations for the most effective economic, social and physical development of the County and its environmental impact on the County. Cooperate with all departments of State and Federal governments and public agencies concerned with programs directed toward the economic, social and physical development of the County, and environmental impact on the County and seek maximum coordination of County programs with these agencies. Perform any and all functions necessary or desirable to secure the financial aid or cooperation of the federal government in carrying out the functions of the planning commission. Consult with representatives of adjacent counties with respect to their planning so that conflicts in overall county plans may be avoided. Review proposed land transactions by County board, department or agency for consistency with the County Development Plan and report to and advise the County Board of Commissioners regarding the proposal. Consult and advise public officials and public agencies, private organizations and agencies and citizens within the County to develop adequate support and understanding of the objectives of the County Plan. Serve as the coordinating agency for all planning committees and commissions within the County. Serve as the metropolitan county planning commission with the following specific duties:

Preparation of general physical plans with respect to pattern and intensity of land use, the provision of public facilities and environmental impact together with long-range physical plans for such development. Programming of capital improvements based on relative urgency together with definitive financial plans. Coordination of all related plans and the departments of subdivisions of the government concerned. Intergovernmental coordination of all related activities among the state and local governmental agencies concerned.

ATTACHMENT B2 - PLANNING COMMISSION SUMMARY OF DUTIES


ATTACHMENT C - PIONEER RESOURCES AND GEORGETOWN SENIORS RIDERSHIP TOTALS 1999-2008

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ATTACHMENT D1 - EXISTING AND PROPOSED STANDARDIZED ZONING DISTRICT MAPS


ATTACHMENT D2 - EXISING AND PROPOSED STANDARDIZED LAND USE DISTRICT MAPS


ATTACHMENT D3 - STATUS OF STANDARDIZED MAPPING ADOPTION IN OTTAWA COUNTY


ATTACHMENT E – PLANNING AND PERFORMANCE IMPROVEMENT DEPARTMENT STRATEGIC OUTLINE


ATTACHMENT F - GRANTSMANSHIP ASSISTANCE TABLE AND GRAPHS


ATTACHMENT G - OTTAWA COUNTY ECONOMIC DEVELOPMENT OFFICE


ATTACHMENT G - continued


ATTACHMENT H1 - OTTAWA COUNTY REMONUMENTATION COMMITTEE

Expires Representing County Commissioners Commissioner James Holtvluwer 1/10 8092 Weatherwax Drive Jenison, 49428 616-457-6133 (h) 616-723-2760 (c) Register of Deeds Gary Scholten 414 Washington Street Grand Haven, MI 49417 616-846-8240 Representing Supervisors/Assessors (2) D. Dale Mohr, Supervisor 1/11 Georgetown Township P.O. Box 769 Jenison, MI 49429 616-457-2340 (h) 616-837-6876 (w) Ryan Cotton, Manager 1/10 Spring Lake Village 102 W. Savidge Street Spring Lake, MI 4945 616-842-1393 Ext. 2 Representing Real Estate Attorneys (1) Randall S. Schipper 1/11 321 Settlers Road Holland, MI 49423 616-392-1821 (o) Representing Realtors (1) R. Dale Sall 1/10 2339 Bridlewood Drive Hudsonville, MI 49426 [email protected] 616-896-9250 (h) 616-669-0990 Ext. 25 (w) 616-896-9286 (f)

Expires Representing Road Commission Brett Laughlin, P.E. 1/10 Ottawa County Road Commission PO Box 739 Grand Haven, MI 49417 616-842-5400 (o)

Representing Surveyors (3)

Randall Feenstra, P.S. 1/11 0-1210 Eighth Avenue Grand Rapids, MI 49544 616-457-7050 (o) 616-837-9178 (h)

Rodney Unema, P.S. 1/10 4548 Bauer Road Hudsonville, MI 49426 616-531-3660 (o) Donald Schiele, P.S. 1/11 15306 State Road Spring Lake, MI 49456 616-847-0928 (h) 616-846-2549 (w) County Representative Greg Vaughn, P.S. 1/11 P.O. Box 10 Hudsonville, MI 49426 616-669-5190 (o)


Donald Schiele, P.S. 16471 136th Avenue Nunica, MI 49448 P- (616) 846-2549 H- (616) 847-0928 F- (616) 846-2549 Exxel Engineering Attn: Rod Unema 5252 Clyde Park, SW Grand Rapids, MI 49509 P- (616) 531-3660 F- (616) 531-2121 Feenstra & Associates Attn: Randy Feenstra 7482 Main Street Jenison, MI 49428 P- (616) 457-7050 F- (616) 457-8680 Holland Engineering Attn: Steve Lampen 418 E. 8th Street Holland, MI 49423 P- (616) 392-5938 F- (616) 392-2116 Latitude Engineering & Surveying Attn: Mark Bailey 9 E. Main Street Zeeland, MI 49464 P- (616) 748-9551 F- (616) 748-9557 Nederveld Associates Attn: Matt Nederveld P.O. Box 10 Hudsonville, MI 49426 P- (616) 669-5190 C- (616) 437-5031 F- (616) 669-6699 Pathfinder Engineering Attn: Jack Bueche 795 Clyde Court SW Byron Center, MI 49315 P- (616) 878-3885 F- (616) 878-4559

Tru-Line Surveying Attn: Maurice Rosema P.O. Box 708 Jenison, MI 49429 P- (616) 457-1711 C- (616) 813-9874 F- (616) 457-8740 Williams & Works Attn: Jim Leitch 549 Ottawa Ave. NW Grand Rapids, MI 49503 P- (616) 224-1500 C- (616) 293-9182 F- (616) 224-1501 Ottawa County Surveyor Greg Vaughn P.O. Box 10 Hudsonville, MI 49426 [email protected] P- (616) 738-4677 F- (616) 738-4625

ATTACHMENT H2 - OTTAWA COUNTY REMONUMENTATION PEER GROUP


ATTACHMENT H3 - REMONUMENTATION PROGRAM STATUS


Ottawa County Planning & Performance Improvement Department

12220 Fillmore Street, Room 260

West Olive, MI 49460

616-738-4852 (O) ♦ 616-738-4625 (F)

http://www.miottawa.org/CoGov/Depts/Planning/

The activities and programs of this department are brought to you by

the members of the Ottawa County Board of Commissioners.

2009 County Board of Commissioners

Donald G. Disselkoen, Chairperson

Philip D. Kuyers, Vice-Chairperson

Matthew M. Hehl

James C. Holtrop

Jim H. Holtvluwer

Robert W. Karsten

Joyce E. Kortman

Jane M. Ruiter

Roger G. Rycenga

Gordon D. Schrotenboer

Dennis W. Swartout

OTTAWA COUNTY PLANNING & PERFORMANCE IMPROVEMENT DEPARTMENT

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Transcript of OTTAWA COUNTY PLANNING & PERFORMANCE IMPROVEMENT DEPARTMENT