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REVISED AGENDA Committee of the Ways and Means Monday, March 22, 2010 @ 12:45 p.m.

Tenth Floor Conference Room - City Hall



Councihnember Carol Wood, Chair Councihnember Eric Hewitt, Vice Chair Councilmember Tina Houghton, Member

I. Call To Order

n. Roll Call

ill. Approval of Minutes

•. March 8, 2010

IV. Public Comment

v. Discussion/Action

1. Budget Transfer - Grant Funds for Region 1 Planning Board for Public Safety Communications Equipment

2. Budget Transfer - Interoperability Emergency Communications Grant Program Awarded Funds to Michigan Region 1 for Operation Protocols and Emergency Responder Training

3. Budget Transfer - Homeland Security Grant Program Funds Awarded to Michigan Region 1 for Security and Preparedness Planning

4. Grant Acceptance; Qualified Voter File's Electronic Poll Book (EPB) Laptop and Accessories Purchase

5. MDNRE Trust Fund Crego Park Development

6. Update from the Intemal Auditor on Budget Reports due to Council

7. Update from the Administration conceming the IRS Audit of the City of Lansing

8. Update on the 2nd Quarter Figures and Vacancy Factor

VI. Receipt of Communications

1. Tri-County Regional Planning Commission 2009 Audit Report

VIT. Adjourn

VIll. Pending

• Local preference ordinance

• Update on IRS New Rules 011 Tax Increase Prevention & Reconciliation Act

• Waste Managementon Recycling and Refuse

OFFICE OF THE MAYOR 9th Floor. City Hall

124 W. Michigan Avenue

Lansing. Michigan 48933-1694 (517) 483-4141 (voice) (517) 483-4479 (TOO) (517) 483-6066 (Fax)

From the 3-8-10 Council Meeting Packet

. REFERRED TO THE COMMITTEE ON : WAYS AND MEANS AND THE INTERNAL AUDITOR

Virg Bernero, Mayor

TO:

City Council President A'Lynne Robinson and Council Members

FROM:

Mayor Virg Bemero

DATE:

March 4,2010

RE: Budget Transfer- Grant Funds available Region 1 Planning Board for Public Safety Communications Equipment. The City of Lansing is the Fiduciary Agent for the Joint Grant Administered by the Department of Commerce and the Department of Homeland Security

The attached correspondence is forwarded for your review and appropriate action.

VB/rh Attachment

"Equal Opportunity Employer"

BUDGET TRANSFER

FY 2010

Prepared by :RJB_ Transfer #1 o- __

.JL Appropriations _ Change of Intent

_Personnel ._1L Other Costs

._ Capital Projects Debt Service

Adm inistrative Executive

_1L Equipment

_ Operating Transfer

Returned to Department for signature on:_2/25/10_

SOURCE: STATE/FEDERAL PROGRAMS

FROM: 2007 PUBLIC SAFETY INTEROPERABLE COMMUNICATIONS GRANT PROGRAM

Available

Order Account Number(s) Title Balance as of:

0.00 2/25/10

273.0.528000.17080

Federal Revenue

$

EXPLANATION: The Department of Homeland Security and the Department of Commerce (National Telecommunications and Information Administration) (NTIA) administer this joint Grant Program. The Region 1 Planning Board was awarded $1,320,028, using the City of Lansing as fiduciary agent (subgrantee) for the region's nine (9) counties. Public Law 110-53 amendatory appropriations act (2008). The program generally covers the purchase of interoperable voice, data, andl or video signals equipment and the testing of interconnecting capability. The grant requires 25% hard match by the participating agencies, but no City of Lansing funds are involved. Various hard match funding arrangements are anticipated, so all transactions will be netted though the expenditure account.

SUBJECT:

TO:

STATE/FEDERAL PROGRAMS

2007 PUBLIC SAFETY INTEROPERABLE COMMUNICATIONS GRANT PROGRAM Available Balance

Order Account Number(s)

Title

Request

273.343580.961741.17089

Regional Projects

$ 1,320,028.00

EXPLANATION: Homeland Security and NTIA priorities in the 2007 PSIC program include projects designed to (1) achieve meaningful and measurable improvements in the state of interoperability for public safety communications, and (2) fill interoperability gaps identified in the Statewide Communications Interoperability Plan. Phase I ($442,028') will upgrade and replace mobile and portable radio equipment to meet federal narrowband requirements. Phase II ($878,000) will fund six (6) trailers equipped to inter-connect (on-scene) all disparate VHF, UHF, and 700/800 MHz Nationallnteroperability Channels. Phase II will require exercises to confirm program effectiveness.

The proposed transfer:

..L has not resulted from or will not result in a material change in scope of services.

__ represents a material change in scope ?f services.

DATE: ~ 125'1 (0

DATE:~

Approved byWays & Means .Approved by Council: Resolution # __

c:\myfiles\backup\court\transfer\010 2007 PSIC .doc

Xv j b i v

OFFICE OF THE MAYOR 9th Floor, City Hall

124 W. Michigan Avenue

Lansing, Michigan 48933-1694 (517) 483-4141 (voice) (517) 483-4479 (TDD) (517) 483-6066 (Fax)

From the 3-8-10 Council Meeting Packet

i REFERRED TO THE COMMITTEE ON , WAYS AND MEANS AND THE INTERNAL AUDITOR

Virg Bernero, Mayor

TO:

City Council President A'Lynne Robinson and Council Members

FROM:

Mayor Virg Bemero

DATE:

March 4, 2010

RE: Budget Transfer- Interoperability Emergency Communications Grant Program

Awarded Funds to Michigan Region 1 for Operation Protocols and Emergency Responder Training. The City of Lansing is the Fiduciary Agent for the Region.

The attached correspondence is forwarded for your review and appropriate action.

VB/rh Attachment

I I I

I

"Equal Opportunity Employer"

BUDGET TRANSFER

FY 2010

Prepared by :RJB_ Transfer #1 0- __

Administrative L Appropriations

Executive _ Change of Intent

Personnel _x_ Other Costs

_ Capital Projects Debt Service

_ Equipment

_ Operating Transfer

Returned to Department for signature on:_2/25/1 o_

SOURCE: 8T ATE/FEDERAL PROGRAMS

FROM: 2008 INTEROPERABLE EMERGENCY COMMUNICATIONS GRANT PROGRAM

Available

Order Account Number(s) Title Balance as of:

273.0.528000.17085

Federal Revenue

$

0.00 2/25110

EXPLANATION: The Interoperable Emergency Communications Grant Program awarded $101,982.46 to Michigan Region 1, using the City of .lansing as fiduciary agent (subgrantee) for the region. Public Law 110-161 consolidated appropriations act (2008). The project extends from September 1, 2008 to August 31, 2010. The program generally covers communications projects to be implemented at the regionalflocallevel.

SUBJECT: STATE/FEDERAL PROGRAMS

TO: 2008 INTEROPERABLE EMERGENCY COMMUNICATIONS GRANT "PROGRAM

Available

Account Number(s) Title Request. Balance

s 101,982.46

273.343580.961741.17085 Regional Projects

EXPLANATION: Interoperable Emergency Communications priorities in the 2008 program include special planning in two areas: (1) leadership and governance, and (2) common planning and operational protocols, and emergency responder. skills and capabilities. Priority #2 may also encompass training and exercises.

. The proposed transfer:

L has not resulted from or will not result in a material change in scope of services.

_ represents a material change in scope of services.

DA TE:. __ '2.....:.,./_2.5_1_/1S..,..-

:I~dm-

DATE:

Approved by Ways &

______ Resolution # __

c:\myfiles\backup\court\transfer\010 2008 IECGP .doc

OFFICE OF THE MAYOR 9th Floor, City Hall

124 W. Michigan Avenue

Lansing, Michigan 48933-1694 (517) 483-4141 (voice) (517) 483-4479 (TOO) (517) 483-6066 (Fax)

From the 3-8-10 Councll'M t'

ee lng Packet

: REFERRED TO T '

; WAYS AND MEAN~EA~~MMITTEE ON

; INTERNAL AUDITOR THE

Virg Bernero, Mayor

TO:

City Council President A'Lynne Robinson and Council Members

FROM:

Mayor Virg Bemero

DATE:

March 4,2010

RE: . Budget Transfer- Homeland Security Grant Program Funds awarded to

Michigan Region 1 for Security and Preparedness Planning. The City of Lansing is the Fiduciary Agent for the Region.

The attached correspondence is forwarded for your review and appropriate action,

VB/rh Attachment

"Equal Opportunity Employer"

BUDGET TRANSFER

FY 2010

Prepared by :RJB_ Transfer #10- __

Administrative _x_ Appropriations

Executive _ Change of Intent

.1L Personnel _x_ Other Costs

_ Capital Projects Debt Service

_Equipment

_ Operating Transfer

Returned to Department for signature on:_2/25/1 0_

SOURCE:

FROM:

STATE/FEDERAL PROGRAMS

2008 HOMELAND SECURITY GRANT PROGRAM

Order Account Number(s) 73.0.528000.17080

Available

Balance as of:

Title

Federal Revenue

$ 0.00 2/25/10

EXPLANATION: The Homeland Security Grant Program awarded $3,325,750 to Michigan Region 1, using the City of Lansing as fiduciary agent (subgrantee) for the region. Public Law 110-329 continuing appropriations act (2009). The program generally covers planning, equipment, training, and exercise for projects determined in advance and in accord with the HSGP 10 Investment Justifications to be implemented at the regionai/locallevel.

SUBJECT:

TO:

STATE/FEDE;RAL PROGRAMS

.2008 HOMELAND SECURITY GRANT PROGRAM

Available

Order Account Number(s) Title Request Balance as of:
01273.343580.702000.17080 1 Salaries - Lansing Admin 1$ . 57,651.97 1$ 0.00 12/25/10 1
273.343580.715000.17080 -Fringe Ben - Lansing Admin $ 42,120.53 $ 0.00 2/25/10
273.343580.741000.17080 Misc. Operating - Lansing Proj ect $ 148,625.89 $ 0.00 2/25/10 .
273.343580.961702.17080 Compensation - Regional Planners $ 372,000.00 $ 0.00 2/25/10
273.343580.961741.17080 Regional Proj ects $ 2,705,351.61 $ 0.00 2/25/10
$.3,325,750.00 EXPLANATION: Homeland Security priorities in the 2008 program include special planning in three areas: (1) measuring progress in achieving National Preparedness Guidelines, (2) strengthening lED attack deterrence, prevention, . and protection, and (3) strengthening preparedness planning. At least 25% must be allotted to objectives #2 and #3, In addition, 25% must be allotted towards law enforcement terrorism preventlon-orlented planning, organization, training, exercise, and equipment activities .

The proposed transfer:

.1L has not resulted from or will not result in a material change in scope of services.

_ represents a material change in scope of services.

DATE:. __ Z/:,_z._5'_1 {_b_'

DATE:

Approved by Ways & Means, Approved by Councll: Resolution #

c:\myfiles\backup\court\transfer\010 2008 HSGP .doc

Lansing City Clerk 9th Floor, City Hall

124 W. Michigan Avenue

Lansing, Michigan, 48933-1694

517-483-4131 FAX: 517-377-0068 www.lansingmLgov clerk@lansingmi.gov

Chris Swope, City Clerk

To:

President Robinson and Lansing City Council Members

From:

Chris Swope, Lansing City Clerk

Subject:

Act (HAVA)

Election Laptops/Electronic Poll Book - Help America Vote

Date:

. March 12, 2010

,

Attached for your consideration is a grant acceptance resolution to accept 43 laptop computers and peripheral equipment from the Michigan Department of State's Bureau of Elections. The laptops would be for the purpose of implementing Electronic Poll Books in the City of Lansing.

Electronic Poll Books will provide many advantages to the operation of elections. The process is much ·faster for voters; the Election Inspectors will be able to find them on the precinct list by swiping their driver's license typing their name. In one step, the voter is marked as having voted, the ballot number is assigned, and the Poll Book record is created. Following an election, numerous hours of staff time will be saved by automating the process of updating voter history.

I urge your adoption of the attached resolution. Please let me know if I can provide any additional information.

Chris Swope . City Clerk

BYTHE COMMITTEE ON WAYS AND MEANS RESOLVED BY THE CITY COUNCIL OF THE CITY OF LANSING

WHEREAS, The Michigan Department of State's Bureau of Elections has announced a new program to provide laptop computers to city and township clerks who wish to use the QVF's Electronic Poll Book (E Poll Book); and

WHEREAS, many clerks, including the Lansing City Clerk, have piloted the E Poll Book either alone or in tandem with a paper system. The response from the clerks conducting the pilots has been very favorable; and

WHEREAS, upon request, the Department of State will purchase one laptop computer for each precinct in the jurisdiction. The number of precincts listed in the 2010 Biennial Precinct Report will be used to determine the number of laptops a jurisdiction will receive under the program. The program is funded by the Help America Vote Act (HAVA); and

WHEREAS, upon receipt of the properly completed and signed grant agreement, the Bureau of Elections will place an order for the laptops and accessories. The laptops and accessories will be shipped directly to the city or township; and

WHEREAS, LanSing City Clerk Chris Swope has recommended acceptance of this grant and implementation of Electronic Poll Books in the City of Lansing;

f<

NOW, THEREFORE, BE IT RESOLVED, that the Lansing City Council approves acceptance of the Qualified Voter File's Electronic Poll Book (EPB) Laptop & Accessories Purchase grant for the purposes of implementing Electronic Poll Books in the City of Lansing;

BE IT FURTHER RESOLVED, the Lansing City Council approves the acceptance of the actual equipment and software determined by the Michigan Department of State's Bureau of Elections; and

BE IT FINALLY RESOLVED, the Administration is authorized to accept the project, create the necessary accounts, and make necessary transfers for administration in accordance with the requirements of the grantor.

E Poll Book Laptop Procurement Program

The Department of State's Bureau of Elections is pleased to announce a new program to provide laptop computers to city and township clerks who wish to use the QVF's Electronic Poll Book (E Poll Book). This is a voluntary program. No

jurisdiction is required to participate. .

Many clerks have piloted the E Poll Book either alone or in tandem with a paper system. The response from the clerks conducting the pilots has been very favorable. Upon request, the Department of State will purchase one laptop computer for each precinct in the jurisdiction. The number of precincts listed in the 2010 Biennial Precinct Report will be used to determine the number of . laptops a jurisdiction will receive under the program. The program is funded by the Help America Vote Act (HAVA).

What You Must Do To Participate

In order to participate in the program, city and township clerks must do the following:

1. Complete, print, sign and return the Grant Agreement: Qualified Voter File's Electronic Poll Book (EPB) Laptop and Accessories Purchase (Grant Agreement). The Grant Agreement must reach our office no later than March 24, 2010.

Fill in the following information (in gray on the Grant Agreement):

a. County and jurisdiction name (top of document on page 1).

b. Number of precincts in jurisdiction (page 5). The number of precincts must be the same as the number of precincts listed in the 2010 Biennial Precinct Report. Precincts do NOT include precincts used as Absentee Voter Counting Boards (AVCBs).

Note: If your precinct total does not match the 2010 Biennial precinct Report, please contact Dave Tarrant at: ElectionsPDO@michigan.gov.

c. County and jurisdiction name (above signature line on page 6).

The Grant Agreement is similar to the Grant Agreements issued for voting systems. The Grant Agreement also serves as a user agreement. Be sure to read the Grant Agreement carefully before signing it. In addition to the items listed below, the city or township must agree to a number of procedural and security requirements.

The Grant Agreement requires you to:

a. Use the E Poll Book in all precincts for all elections.

b. Permit the laptops to be used for school and other consolidated elections.

c. Permit the laptops to be used for village elections.

d. Attend an E Poll Book Training class provided by Bureau of Elections staff.

e. Use the laptops only for E Poll Book or similar election related purposes.

f. Establish receiving boards or use alternative processes prescribed by the Bureau of Elections.

2. Complete, print, sign and return the attached Electronic Poll Book Laptop/Accessories Shipping Information form with the Grant Agreement so that it reaches our office no later than March 24, 2010.

Fill in the following information:

a. County and jurisdiction name.

b. Shipping address.

c. Contact name, phone number and email

d. Number of precincts.

The Bureau of Elections will offer two purchase periods for E Poll Book laptops: one in 2010 and another in early 2011 .. For the 2010 purchase period, cities and townships that wish to use the E Poll Book for the August and November 2010 elections must return the Grant Agreement and Electronic Poll Book Laptop/Accessories Shipping Information form so that it reaches our office no later than March 24, 2010. If we do not receive a Grant Agreement and anElectronic Poll Book Laptop/Accessories Shipping Information form from you by March 24, 2010, we will presume that you do not wish to participate in the program at this time. Grant Agreement and Electronic Pol! Book Laptop/Accessories Shipping Information forms must be returned by mail (NOT by email or fax) to the following address:

Gina Feguer

Michigan Department of State

Budget Services Division, Grant Section 430 West Allegan, 4th Floor

Lansing, MI 48918

2

The 2011 purchase period will be opened for jurisdictions that wish to wait until after the August and November 2010 elections to participate in the program.

Role of County Clerks

County clerks playa very important role for cities and townships that 1) wish to participate in the program and 2) do not have QVF equipment or QVF Lite access. The E Poll Book application and data for each election must be downloaded from the QVF software. A jurisdiction without QVF access must make arrangements with the county clerk to either download the jurisdiction's E Poll Book files onto a flash drive or post the E Poll Book files on the Bureau of Elections' secure Web site (the Election Data Exchange).

Equipment Specifications

The Bureau of Elections will purchase laptops and accessories using existing State contracts with Hewlett Packard and other vendors. The Bureau of Elections will provide the following for each precinct:

• One HP LBL laptop with AMD processor with 14 inch monitor, 160 GB hard drive, 1 GB RAM, Windows 7 operating system; carrying case; fouryear warranty.

• One encrypted flash drive.

• One standard mouse.

• One magnetic card reader.

Purchase Process

Upon receipt of the properly completed and signed grant agreement, the Bureau of Elections will place an order for the laptops and accessories. The laptops and accessories will be shipped directly to the city or township. Within one week of delivery, each jurisdiction must fill out a user receipt/acceptance form, certifying that the clerk received the number of laptops ordered and that the laptops are in working order. (The Bureau of Elections will provide a user receipt/acceptance form at a later date.) Clerks must boot each laptop and load an E Poll Book on each laptop to verify working order.

The laptops and accessories become the property of the city or township upon receipt and acceptance. All maintenance outside of warranty work is the responsibility of the city or township.

Clerks' must place HAVA stickers on each laptop and maintain inventory control as outlined in the Grant Agreement. The Bureau of Elections will provide HAVA stickers.

3

Program Limitations

The Bureau of Elections wi" only provide laptops for cities and townships that wish to use the E Po" Book. This program does not include the purchase of laptops for use with the E Precinct List. The E Precinct List is normally used only to check in voters, update voting history and to ensure that voters are in the proper precinct.

No additional maintenance beyond the four years will be provided by the State. Also, the State is under no obligation to purchase E Poll Book computers after the two purchase periods.

If you have any questions regarding the E Poll Book laptop program, please feel free to contact Dave Tarrant at ElectionsPDD@michigan.gov or at 517-373-2540.

4

Date

STATE OF MICHIGAN MICHIGAN DEPARTMENT OF STATE AND iJi.'J~_lti1mgm~1Ri.il

GRANT AGREEMENT

QUALIFIED VOTER FILE'S ELECTRONIC POLL BOOK (EPB)

LAPTOP & ACCESSORIES PURCHASE

between the Michigan Department of State ("Department") and

srantee"). This document shall constitute the Grantee's agreement for with federal funds provided to the Department under the provisions of Title II, Section 251, of the Help America Vote Act (HAVA), CFDA 90.401. The Department refers to this program as the Qualified Voter File's Electronic Poll Book (EPB) Project.

The purpose of this grant is to provide EPB laptop/accessories to all voting precincts in participating jurisdictions throughout the state of Michigan to be used during elections to automate and document certain voter verification and ballot tracking functions as performed by the various boards of election inspectors at the polls and to automate the updating of the Qualified Voter File (QVF) voter history following an election.

1. Grant Period:

Original Grant Agreements must be signed and returned by ( 03/24/2010 ). No photocopies, faxed copies, or altered Grant Agreements will be accepted. EPB laptop/accessories will be ordered after Grant Agreements have been received from all participating jurisdictions. Agreements should be returned to:

Gina Feguer

Michigan Department of State

Budget Services Division, Grant Section 430 West Allegan, 4th Floor

Lansing, MI 48918

2. Program:

This program provides an EPB laptop with accessory package to each voting precinct to be used for each election. This package consists of one (laptop), one encrypted 1 gigabyte (GB) USB flash drive, one mouse, and one magnetic stripe card reader. The primary use of the laptop/accessories must be related to EPB activities. Other uses are acceptable if they directly relate to the administration of elections. By participating in this program, the Grantee agrees that the laptop/accessories' primary use will be related to EPB. The program will apply to' an entire jurisdiction; no precinct or any other subdivision of the Grantee's jurisdiction can be excluded from this program. The Grantee agrees to use the laptop/accessories in all precincts for all elections. Laptops/accessories must be made available for the conduct of all school, village or other consolidated elections.

3. Acquisition:

The Department will review and, once ap copy of the fully executed

Grant Agreement signed by a signatory from and the Department. The

Department will initiate laptop/accessories and will provide the

Grantee with an Acceptance Certificate/Payment Authorization Form, which must be submitted by the Grantee to the Department within ten 'days of the receipt of the laptop/accessories. This form certifies that the laptop/accessories package has been received, tested, and is in working order. It will also serve as authorization for the Department to pay the contractor.

4. Ownership:

The Grantee will own the laptop/accessories purchased with funds awarded under this Grant Agreement. A control system must be developed to ensure adequate safeguards to prevent loss, damage or theft of the laptop/accessories. Any loss, damage or theft shall be investigated and reported to the Department. Adequate maintenance procedures must also be developed to keep the laptop/accessories in good condition. If the Grantee, for any reason, stops utilizing the laptop/accessories for the purpose intended, it must notify the Department. Disposal of the laptop/accessories is at the' Departments' discretion and requires notification by the Grantee.

5. Records Maintenance and Retention:

The Grantee must retain all books, accounts, reports, files, and any other records relating to this program for a period of not less than 6 years from the date of the Department's final expenditure report to the federal government, or until any litigation or audit findings have been resolved. These materials, along with all laptop/accessories must be produced for inspection, review and/or audit when required by the Department. The laptop must have an affixed label (provided by the Department) indicating that it was purchased with HAVA funds. For Federal audit and inventory purposes, the Grantee will also provide information to the Department pertaining to any maintenance that requires replacement of any . laptop/accessories.

6. Secure Computing:

Grantees are required to provide Antivirus protection for all laptops under this program. (The Bureau of Elections maintains a list of acceptable anti-virus packages that will be provided upon request). The anti-virus software and virus definitions must be enabled and kept up to date. Users are required to scan their laptops and external flash drives for viruses regularly and within one week of each Election Day. On Election Day, the laptop cannot be connected in any way to the Internet or to any network. Grantees and their authorized assistants agree not to leave the EPB software signed-on while unattended. Grantees agree to abide by all security requests made by the Bureau of Elections and to allow the Bureau of Elections access to all laptop/accessories upon which the EPB is installed to perform random audits and/or inventories.

7. Software Requirements:

The EPB software may only be activated for official Election Day use or to perform pre-election testing and training. Versions of the EPB created for testing and training purposes must be deleted and "data wiped" prior to use at an actual election. The EPB must be installed and operated in a manner designated by the Bureau of Elections. The folder and associated files may not be copied, moved, or replicated to any drive or folder other than those designated by the Bureau of Elections. All Election Day data stored on Memory Sticks and all EPB folders and files stored on computers used at the polls on Election Day must be deleted by the 7th Calendar day following the final canvass and certification of the election unless a petition for recount has been filed and the recount has not been completed or the deletion of the data has been stayed by an order of the court or the Secretary of State.

All files extracted from the QVF to support the installation of the EPB and all restore and extract files derived from the EPB, with the exception of the "voter history" file, must be retained in a single encrypted flash drive for each precinct. Storage media with all files must be delivered to a designated local receiving board by two election inspectors representing different political party affiliations immediate following the close ofthe polls.

To access voter data within the EPB, a "strong" encryption key must be set. ("Strong" is defined as an encryption key that contains at least eight upper and lower case alpha and numeric characters.) The encryption key should be known only to the Grantee and authorized assistants. Grantees and their authorized assistants having access to the encryption key agree that the encryption key will not be

shared or displayed. \..

The Grantee understands that all users, including each election inspector granted access to the EPB, must be assigned a unique UserlD and password. Passwords must be "strong". UserlDs and, passwords' should be memorized or stored in a secure location. Grantees and their authorized assistants agree that unique UserlDs and passwords will not be shared or displayed.

Grantees agree that at no time will they allow the EPB software to be distributed, decompiled, reverse engineered, or be used for any purpose other than the softWare's intended election management functionality.

8. User Participation:

Eligibility to participate requires that the Grantee agrees to maintain and update election and voter

history data by: }

1. Ensuring the entry of new and updated voter information prior to each election;

2. Ensuring all survey information is provided to.the County as required for E-Wizard stages 1 and 2 within set deadlines;

3. Ensuring storage, distribution, and collection of the laptop/accessories, including installation and initial setup of the EPB on the laptops prior to and after Election Day;

4. Ensuring the entry of voter history within 14 days after election;

5. Otherwise maintaining the QVF in any way deemed necessary by law or by the Department.

The Grantee also understands that:

1. The EPB software contains personal voter information that must be protected;

2. All State data security requirements and procedures must be followed as identified in (Attachment 1).

The Grantee further agrees that:

1. One or more receiving board(s) will be authorized and used in conjunction with the EPB and that the receiving boards will be responsible for reviewing and attesting to the genuineness of the reports generated from the EPB as supplements to the official Poll Book for each precinct. and for performing other duties as defined to ensure the timely completion, assembly, and security of all required election documents and materials as defined by law. Grantee agrees to establish receiving boards for each election or otherwise comply with procedures prescribed by the Bureau of Elections. Alternative procedures will be provided by the Bureau of Elections for jurisdictions that do not maintain more than a single polling place.

2. In the event of a system interruption, malfunction, or failure, the following hardcopy documents

and forms will be immediately delivered to each affected precinct:

a. Official Precinct List

b. List of Voters as a supplement to the precinct Poll Book

c. Ballot Summary as a supplement to the precinct Poll Book

d. Remarks Section as a supplement to the precinct Poll Book

3. All contingency measures as defined by the Bureau of Elections will be immediately implemented in the event of a system interruption, malfunction, or failure during the course of an election;

9. Training:

The Bureau of Elections will provide training and consultation on the installation and use of the EPB software. EPB administrators and authorized assistants will be required to participate in an initial stateprovided training session prior to the download and use of the EPB software. EPB administrators and authorized assistants will be responsible for the training of their election inspectors. The training session will consist of EPB operation manual, election inspector instructions, and required security practice orientation. The QVF Help Desk will offer advice and instruction on the installation and use of the EPB software. The QVF Help Desk does not support laptop/accessories issues. Hardware issues need to be addressed as stipulated in the warranty agreement.

10. Mandatory Conditions:

Laws

This is a State of Michigan Grant Agreement and is governed by the laws of the State of Michigan. Any dispute arising as a result of this agreement snail be resolved in the State of

Michigan. .

Val!dity

This Grant Agreement is valid upon approval by the State Administrative Board and approval and execution by the Department.

Funding .

This Grant Agreement is subject to and contingent upon the avallabllity and appropriation of federal funds and any necessary State appropriation.

Cancellation

The Department may cancel this Grant Agreement upon failure to comply with the terms of the grant.

Entire Agreement

This Grant Agreement shall represent the entire agreement between the Department and Grantee regarding HAVA funding for EPB laptop/accessories, and supersedes any prior oral or written agreements, and all other representations between the parties relating to this subject.

Adherence to Terms

The failure of a party to insist upon strict adherence to any term (s) of this Grant Agreement shall not be considered a waiver or deprive the party of the right thereafter to insist upon strict adherence to that term, or any other term of the Grant Agreement.

11. Administration of Agreement:

The Grant Administrator on behalf of the Department for this grant application and the final Grant Agreement will be David Tarrant, Elections Specialist; Program Development Division, Bureau of Elections. All questions, comments and correspondence regarding this Grant Agreement must be submitted in writing via e-mail to ElectionsPDD@Michigan.gov.

12. Certification/S i gnatu re: :"'r;J!""r'''''''"';;;'''''''"'''''''';j"",,'~"'''a''''''''!1.''l~!'i1i'.

The following signatory certifies that s/he is authorized to sign and bind 1~\)_~(~)l,~~,l';mJ_'S~~~~'i!!iij to

this Grant Agreement. Further, the person signing has reviewed and agrees to the conditions as outlined in this grant, and has personally examined and is familiar with the information submitted herein, as well as the requirements of the Help America Vote Act under which this grant has been submitted.

The Grantee further understands that the EPB software is the property of the Bureau of Elections; the Bureau of Elections reserves the right to discontinue support and/or suspend access to the EPB software at any time and that improper use of the software and/or laptop/accessories will result in the

immediate termination of this agreement. .

13. Laptop Computers and Accessories Awarded

An EPB Laptop and Accessories Package consists of the following items:

1. One Laptop Computer for Each Precinct in the Jurisdiction

2. One Laptop Case for Laptop

3. One Encrypted 1 gigabyte (GB) USB Flash Drive, for Each Laptop

4. One Mouse for Each Laptop

5. One Magnetic Stripe Card Reader for Each Laptop

Number of Precincts in the Jurisdiction:

For the (

):

Name (print)

Title (print)

Date

Signature

For the State of Michigan, Department of State:

Cindy Paradine

Acting Budget Services Division Director

Date

ELECTRONIC POLL BOOK LAPTOP/ACCESSORIES SHIPPING INFORMATION

Please complete this form and- return it by mail with your Grant Agreement if you wish to participate in the Electronic Poll Book (EBP) Laptop Procurement Program. Fill all fields and sign the form. Please return all forms to:

Gina Feguer

Michigan Department of State

Budget Services Division, Grant Section 430 West Allegan, 4th Floor

Lansing, MI 48918

500 S. Washington Ave.

Lansing, M148910

I would like to participate in Electronic Poll Book Laptop Purchase Program.

Chris Swope

Name (print) City Clerk

Title (print)

Signature

Date

Use of Receiving Boards with Electronic Poll Book (EPB) Establishment and Use of Receiving Boards Required: Cities and townships that wish to utilize the Electronic Poll Book (EPB) application must establish one or more receiving boards. Michigan election law, MCl 168.679a, providesthat the legislative body of a city or township may, by resolution, approve the establishment of one of more "receiving boards" to take receipt of the sealed ballot containers, Poll Books, Statement of Votes and other materials which are returned to the clerk immediately following the close of the poils.

In addition, when established by jurisdictions that opt to utilize the EPB application, receiving boards are responsible for taking receipt of the PC's used to operate the EPB at the pails and the EPB memory sticks containing the List of Voters, Remarks Page and Ballot Summary reports. Once these items are received and reviewed, the reports are immediately downloaded from the EPB memory stick and are inserted into the precinct's poll book as addendurns. The completed Poll Books and Statements of Votes are then placed into the 1) County Clerk envelope and 2) the County Board of Canvasser/Probate Judge envelope for delivery.

Appointment Process: After the establishment of one or more "receiving boards" is approved by the jurisdiction's legislative body, the local election commission must appoint at least two election inspectors to eachboard, When making the appointments, the election commission must appoint an equal number of election inspectors from each of the two major political parties in the state. The following options are available:

• Election inspectors appointed to serve at the polls on Election Day may also be appointed to serve as members of the receiving board following the close of the polls .

• If a printer is available within the processing area of the polling place, the Poll Book addendum reports may be printed by the board of election inspectors for insertion into the poll book. In this case, the use of a receiving board is encouraged but is not required.

Special Training Required"- Receiving Board Checklist: It is important that all inspectors appointed to serve as members of a receiving board receive special training. To assist those responsible for conducting the training sessions, a sample "Receiving Board Checklist" and "Close of the Polls Checklist" are attached as links. The "Receiving Board Checklist" is designed for use by the Receiving Board to document the various checks that must be made when reviewing the ballot container, Poll Book and Statement of Votes received from each precinct. The "Close of the Polls Checklist" is designed for use by the Boards of Election Inspectors to ensure that all tasks which must be completed following the close of the polls are properly carried out. A PowerPoint presentation on the appointment and duties of receiving board members is also available upon "request.

Attachment 1

MOOS Security Breach Notification Strategy (SBNS) (rev. 11-1.9-07)

Introduction

PA 566 of 2006 (effective July 2,2007) requires the Department to provide prompt notification to Michigan residents if a security breach of personal information from any Department database or system occurs. (The full text of this law is included in Appendix A, which includes specific definitions of key terms.)

The Michigan Department-of State (MOOS) will institute the Security Breach Notification Strategy (SBNS), to notify all persons affected whenever a security breach causes unauthorized access and acquisition of data that compromises the security or confidentiality of MOOS personal information. MOOS will respond in a manner deemed appropriate based on legal requirements, the sensitivity of the personal information compromised, and the level of criticality concerning who and what data is involved. NOTE: Notification is not required if the security breach has not or is not likely to cause substantial loss or injury to, or result in identify theft to one or more Michigan residents.

Action Plan .

Upon notification from any source (DIT, public, other) of a known or potential security breach of personal information, all known details, including the cause, scope and corrective action to be taken shall be forwarded to the appropriate Administration Director, who will then inform the Chief Operating Officer (COO), other Administration Directors, and the Director of the Bureau of Information Security (BIS). The COO will make a final determination as to when the SBNS process must be invoked.

If the SBNS is invoked, the BIS Director will take a coordinating role with respect to this process, and (working with other MOOS areas and other agencies as appropriate) will immediately initiate appropriate actions as outlined below as soon as possible upon notification of a security breach incident. A reasonable delay may occur to allow the Department to determine the scope of the breach, restore integrity to the system(s), identify the needs of law enforcement, and determine if notification will impede a criminal investigation. The law allows law enforcement to delay notification if providing notice will impede a criminal or civil investigation or jeopardize homeland security. If a notification delay is requested by law enforcement, the following steps will take place once approval has been granted by that law enforcementaqency.

The following actions will be instituted in the event that a security breach has occurred involving personal information maintained by the MDOS:

1) Determine the scope of the problem and implement corrective action.

2) lnforrn law enforcement and other officials/agencies as appropriate.

3) Finalize the Communication Plan. .

4) Implement phone line changes as appropriate.

5) Inform individuals affected by the security breach.

6) Notify appropriate consumer reporting agencies. [15 USC §1681a (p)]

7) Coordinate appropriate follow-up action with other Mlchlqan agencies as needed.

NOTE: Completing steps 1-4 will become a top Departmental priority, to ensure every effort is made to inform customers of the situation as soon as reasonably possible once the breach is discovered.

Page 1

Attachment 1

MDOS Security Breach Notification Strategy (SBNS) (rev. 11-19.:07)

Detailed Process Steps

1) Determine the Scope of the Problem and Implement Corrective Action (DSA; BIS; DIT)

The Department Services Administration Director will work with the Director of BIS, the MDOS work area responsible for the affected data and the MDOS-DIT Liaison(s) to immediately determine the full scope of the data breach, determine needed fixes and implement corrective action to ensure the breach has been contained and all data files are secure. The DSA Director and/or MDOS-DIT Liaison(s) will coordinate and communicate planned follow-up action to OIl" personnel as outlined in the DIT policy for security breach incidents.

2) Inform Law Enforcement / Other Officials and Agencies (LRSA; Executive Office)

The COO and Legal and Regulatory Services Administration Director will determine whether notification is needed to outside parties, including the Attorney General, Michigan State Police, other law enforcement agencies and other officials or agencies. LRSA will coordinate notification to law enforcement, and the COO will coordinate communications with other officials

and agencies. -. - ...

3) Finalize the Communication Plan (Communications; CSA; DSA; LRSA)

The Office of Communications will work with other MOOS areas to finalize the communication strategy. Message documents for the general public's consumption may include talking points, e-mail responses, columns, correspondence, web alerts and media advisories as appropriate. Final decisions on a Departmental point of contact will be made on a case-by-case basis.

A sample notification, the content of which can be used for all communication channels, is included in Appendix B.

4) Implement Phone Line Changes as Appropriate (Executive Office; CSA; DSA)

By law, a toll-free number must be available to customers affected by a security breach. The existing toll-free number in use by the Department of State Information Center (DSIC) will be used in the case of a security breach. A separate menu item on the existing line will be utilized to provide information to customers. Departmental staff can implement the change to the phone system menu item. If necessary, specially-trained staff can be used to handle calls in the case of a wide-scale data breach.

5) Inform Affected Individuals (CSA; DSA; Communications)

The scope of the security breach must be assessed to determine if individual correspondence must be sent to each individual affected by the breach. By law, if the cost of providing individual notices is more than $250,000, more than 500,000 notices are needed, or if the Department does not have sufficient contact information for those affected, then a substitute notification process may be used. A substitute notification process would entail sending e-mail notification to affected customers for whom we have an e-mail address, posting a security alert on the MDOS website, and/or a statewide or regional press release (depending on-the scope/range of the breach).

If a mailing is required, OSA, CSA and the work area responsible for the affected data will work with OIT, OMB and the Consolidated Print Center as needed. If a web alert and/or press release is used, the Office of Communications will coordinate posting and release of this information, as well as draft talking points and e-mail responses for use by internal staff responding to inquiries.

Page 2

Attachment 1

MDOS Security Breach Notification Strategy (SBNS) (rev. 1"1-19-07).

Note: by law, the notice must be clearly written or communicated, and must contain the following information:

o A description of the security breach in general terms.

o A description of the type(s) of personal information that was compromised.

o A description of actions taken, if any, to protect data from additional security breaches.

o A toll-free phone number for recipients to contact for additional assistance.

o A reminder to recipients to exercise vigilance to detect fraud or identity theft.

The Office of Communications will take the lead in drafting all needed notifications. Sample information that can be used in preparing these notifications is included in Appendix B.

6) Notify Appropriate Consumer Reporting Agencies (CSA; DSA; Communications)

If the security breach affects 1,000 or more individuals, the Department must also notify several consumer reporting agencies. These agencies are listed in Appendix C. The Office of Communications will take the lead in drafting this notification.

7) Coordinate Additional Follow-up with Other State Agencies (Executive Office; lRSA: DSA) Any additional follow-up heeded with outside agencies (e.g., MOlT, MSP, Attorney General, Governor, Federal authorities or other law enforcement agencies) will be determined by the COO. Follow-up contact with these agencies will be coordinated by the MDOS agency that is typically responsible (e.g., COO-liaison with Governor's office; LRSA-liaison with law enforcement; DSA-liaison with DIT).

Other Related Issues

Documentation Package

BIS will create and maintain a full documentation package each time they are notified of a security breach incident. At a minimum, the following information should be retained in this package:

o Date of Incident

o Description of Incident

o Scope of Incident

o Corrective Action

o Internal and External notifications *

o Copy of data compromised **

o Delay justification ***

* Copies of the notice(s) sent to affected individuals (or at a minimum, a copy of the notice and a list of the people to whom the notice was given) should be retained, as well as notices sent to credit agencies (if any).

** If possible, a copy of the compromised data should be kept, as the scope of the breach may become an issue. These records should be kept for six years, which coincides with the general statute of limitations for civil actions. (MCl600.5813)

*** If a decision is made to delay providing customers with the required notification, information should be retained to identify or substantiate the reasons for the delay (l.e., a

Page 3

Attachment 1

MDOS Security Breach Notification Strategy (SBNS) (rev. 11-19-07)

police report or other notification from a law enforcement agency advising us to delay the implementation of our notification procedures).

Outside Users of MDOS Data .

Agreements with outside users/recipients of MDOS personal data will be revised to include a requirement that they immediately notify the Department in the case of a known or suspected security breach involving this data, and that it is the outside user's responsibility to take necessary steps to notify individuals as required by law. Reports of this type of data breach should be communicated to the COO, Administration Directors and Director of BIS as outlined above. However, in these situations the COO and LRSA Director will consult and determine whether any action is necessary on the part of the Department.

Annual Review

This policy should be reviewed on an annual basis (as well as following any breach) by the COO and Administration Directors, and should be updated as deemed necessary. When changes occur (and/or when deemed necessary by the COO), this policy should be re-sent to employees to reinforce the processes that must take place in the event of a data breach.

All individuals that have a role in implementing this policy should be reminded of their roles and responsibilities on a regular basis, via regularly-scheduled training sessions and in conjunction

with other procedural updates. .

As part of the annual review of the DIT Service Level Agreement (SLA), the data breach notification process should also be reviewed and revised as necessary, and to ensure proper communication between MDOS and MDIT regarding the responsibilities of each agency.

Copyright © 2007 State of Michigan Copyright © 2007 State of Michigan

Page 4

Attachment 1

MDOS Security Breach Notification Strategy (SBNS) (rev. 11-19-07)

APPENDIX C

LIST OF CONSUMER REPORTING AGENCIES

Equifax - www.equifax.com

Call: 1-800-525-6285; and

Write: P.O. Box 740241, Atlanta, GA 30374-0241

Experian - www.experian.com

Call: 1-888-EXPERIAN (397-3742); and Write: P.O. Box 9532, Allen TX 75013

TransUnion - www.transunion.com

Call: 1-800-680-7289); and

Write: Fraud Victim Assistance Division P.O. Box 6790, Fullerton, CA 92834-6790

Consumer Protection Division P.O. Box 30213

Lansing, MI48909

Phone: 517-373-1140

Toll-free withinMichigan: 1-877-765-8388 Fax: 517-241-3771

www.michigan.gov/ag (online complaint form)

ID Theft Home Page: http://www.consumer.gov/idtheft

Additional resources:

Michigan State Police website: www.michigan.gov/documentsNictim Assistance Information

Michigan Office of the Attorney General website: www.michigan.gov/ag/Consumer Protection

Page 5

RESOLVED BY THE COMMITTEE ON WAYS AND MEANS RESOLVED BY THE CITY COUNCIL OF THE CITY OF LANSING

WHEREAS, the Michigan Department of Natural Resources and Environment (MDNRE) will be accepting grant applications for the next grant cycle no later than April 1, 2010; and

WHEREAS, MDNRE requires a resolution from the governing body of the applicant supporting the application, acknow ledging the required match, and committing to the amount and source of match that are specified in the application; and

WHEREAS, in order to be eligible to receive grant funds from MDNRE, projects must be contained in the Parks and Recreation Five Year Master Plan; and

WHEREAS, on March 28, 2005 the City Council, through Resolution #124, adopted the City of Lansing Parks and Recreation Five Year Master Plan for 2005 through 2010; and

WHEREAS, on February 10, 2010 the Parks Board recommended to the Mayor that the above project be submitted to the City Council for approval; and

WHEREAS, the following project is contained in the Five Year Master Plan for 2005 through 2010 and is recommended by the Parks and Recreation Director that the City apply for grant funds:

MDNRE TRUST FUND

Crego Park Development MDNRE Millage

$500,000 $250,000

WHEREAS, if the grant is awarded, the City match would be required in fiscal year 2011; and

WHEREAS, the Mayor recommends to the City Council that the above project have a grant application prepared andsubmitted to the Michigan Department of Natural Resources and Environment;

NOW, THEREFORE, BE IT RESOLVED that the Lansing City Council, hereby, approves the submittal of the grant application to the Michigan Department of Natural Resources and Environment;

BE IT FURTHER RESOLVED that if the grant is awarded, the City of Lansing, Michigan will accept the terms of the agreement as received from the Michigan Department of Natural Resources and Environment and that the City of Lansing does hereby specifically agree, but not by way of limitation, as follows:

1. That ifthe proposed grant is received, in an amount requiring less than or equal City match to the amount indicated in the application documentts), the administration is authorized to create appropriate accounts and transfer necessary funds to administer and monitor the grant and to appropriate such additional funds as shall be necessary to complete the proj ect, subj ect to the City Council transfer policies.

2. To maintain satisfactory financial accounts, documents, and records to make them available to the MDNRE for auditing at reasonable times.

3. To construct the project and provide such funds, services, and materials as may be necessary to satisfy the terms of said Agreement.

4. To authorize the Mayor of the City of Lansing, to be the local authorized representative to sign documents in behalf of the City of Lansing ..

5. To comply with any and all terms of said MDNRE agreement including all terms not specifically set forth in the foregoing portion of this resolution.

BE IT FINALLY RESOLVED that upon notification of the grant award, the Administration shall bring the grant offer back to the City Council for acceptance.

City Of Lansing Internal Audit 483-4159

TO:

A'Lynne Robinson, Council President Virg Bernero, Mayor

Chris Swope, City Clerk

Joan Jackson Johnson, Director HRSC

FROM:

Arnold C. Yerxa, Internal Auditor

DATE:

January 10,2009

SUBJECT:

St. Vincent de Paul Society of Lansing Audit

BACKGROUND INFORMATION

The Human Relations and Community Services Department (HRCS) contracted with St. Vincent de Paul Society of Lansing (SVDP) on July 20,2009 for the contract period Julyl, 2009 through June 30, 2010 to perform the following duties. This contract is for $50,000 and according to the contract this is for Operating expenditures.

Program Goals:

A. Prevent discontinuation of utility service for City of Lansing households facing utility shut-off.

B. Assist with the reinstatement of utility service for City of Lansing households where service has been Shut-off

C. Assist with housing expenses incurred by Lansing households that seek to retain there dwellings or need assistance relocating because of housing displacement.

Program Objectives:

A. Providing screening for 200 different Lansing households ...

1. The program will target Lansing households of five (5) members or more that are at risks of being displaced from their dwellings because of utility service termination.

2. The utility payment assistance provided by the Contractor (SVDP) will average $250.00 per household.

3. Households will be eligible to receive assistance once during the term of this Contract.

B. Provide utility service payments for 130 different eligible Lansing households.

C. Collaborate with other agencies.

D. Provide assistance with security deposit or first month's rent expenses and/or other related needs (such as furnishings or household items) presented by 10 Lansing households who must maintain residency in their current dwellings. Households will be eligible to receive assistance once during the term of this Contract.

On August 26,2009 the above contract was amended and added $25,000 for the following additional services. The contract period remained the same. According to the budget justification for the contracted project the original $50,000 and this amended amount of$25,000 are for Operating Expenses.

A. Direct utility assistance; Housing relocation assistance with security deposits, utility deposits; necessary household good items, as determined by staff $50,000.

B. Mobile Food Pantry Basic needs assistance $25,000.

svdpsocietyaudit.doc

AUDIT OBJECTIVES

The objectives in A uditing the St. Vincent de Paul Society of Lansing contract with the City of Lansing (HRCS) were to evaluate:

• The compliance of expenditures to the objectives of the contract.

• To test the out come for July1, 2009 to October 30, 2009 to the program objectives.

CONCLUSIONS

According to the program objective (A. 1.) for utility assistance, states that the program will target Lansing Households of 5 or more. For the first 4 months 58% of the households were 5 or more, 35% were of 4 and 7% were 3 or less. The total number of households receiving utility assistance was 60.

According to program objective CA. 2.) for utility assistance, states that the average assistance of $250 per household. No household received more than $250.

According to program objective (A. 3.) for utility assistance, states that households will receive assistance once during the term of this contract. There were 5 last names that were reported twice and they all had different addresses, thus it appears that there were no duplicate payments to the same household.

According to program objective (B.) for utility assistance, states that the target is to provide payments for 130 households. To date a total of 60 have received payments.

According to program objective (C.) for utility assistance, states that there is to be collaboration with other agencies. According to the reports this is being done.

According to program objective (D.) for rent assistance, states that the target is 10 Lansing households. To date there have been 10 households that have received assistance.

The Mobile Food Pantry Basic needs assistance amendment to the original contract is vague as to the description of services to be provided.

Other expenses recorded on the reports from SVDP show the following totals expended as follows:

• $8,000 ($4,000 each) gift/food cards from Wal-Mart and Meijer's.

• $1,401.69 for Food Pantry Workers.

• $700.66 for car repairs.

• $1,340.36 for clothing.

• $176.76 truck rental for relocation.

• $250 for Burlington Coat Factory Gift Card.

SUMMARY

It appears that the goals for the Utility assistance and the Rent assistance are on track and are meeting the stated program objectives.

The lack of stated goals and program objectives for the Mobile Food Panty Basic needs assistance program makes it difficult to test for compliance.

svdpsocietyaudit.doc

The $8,000 in Gift/Food cards ($2,000) per month if continued at this rate would total $24,000 for the contract period. This would leave $ J ,000 of the $25,000 as amended for this program available for other cost.

Currently other expenditures are $1,40 J .69 for Food Pantry workers, the $ J ,340.36 for clothing and the $250 for Burlington Coat Factory would then exceed the total $25,000 or the expense for these cards would have to be reduced in order to stay in compliance with the contract amendment when taking into account these other expenditures that have been allowed in this program.

According to Meijer's these cards can be noted on the back of the card that they are not good for alcohol or cigarette purchases. According to Wal-Mart they cannot limit what purchases the cards may be used for.

As the budget justification for the $25,000 granted for the Mobile Food Panty Basic needs assistance program was approved for and allocated for operational expenses. Combine this with the lack of stated goals I would find that the following expenditures are not in compliance with the contracts and these expenditures should be reimbursed to the City.

• The $1,401.69 for Food Pantry Workers.

• The $700.66 for Car Repairs

• The $ J ,340.36 for Clothes

• The $250 for Burlington Coat Factory

svdpsocietyaudit.doc

City Of Lansing Internal Audit 483-4159

TO:

A' Lynne Robinson, Counci I President Virg Bernero, Mayor

Chris Swope, City Clerk

Joan Jackson Johnson, Director HRSC

FROM:

Arnold C. Yerxa, Internal Auditor

DATE:

January 11,2010

SUBJECT:

Westminster Presbyterian Church Audit

BACKGROUND IFNORMA TION

The Human Relations and Community Services Department (HRCS) contracted with the Westminster Presbyterian church (WPC) on July 20, 2009 for the contract Period July 1,2009 through June 30, 20 I 0 to perform certain services and activities. The total contract is for $5,000.

Program Goal:

Assist low-income individuals and families to obtain personal and household items that are not covered by assistance programs through the Michigan Department of Human Services.

Program Objectives:

A. Operate a personnel Needs Closet for five hundred (500 unduplicated) low-income clients within the City of Lansing, which shall include:

1. Personal grooming and hygiene supplies.

2. Cleaning I<its (pails, mops, brooms and supplies) for clients, who have secured a dwelling.

AUDIT OBJECTIVES

The objectives in auditing the WPC contract with the City of Lansing (HRCS) were to evaluate:

• The compliance of expenditures to the objectives of the contract.

• To test the out come for July 1,2009 to November 30,2009.

CONCLUSIONS

The expenditures by month have been July 2009 $305.45, August 2009, $489.89, September 2009 $1,384.80, October 2009 $1,783.24, and November 2009 $611.00, for a total of $4,574.38 and a remaining balance of$425.62.

The agency is required to submit quarterly reports to detail the number of clients served to help test the out come of the program. I have reviewed the first quarterly report for the period of July 2009 through September 2009. As the second quarterly report is not due until January 20, 2010 it is not yet available to review. According to the first quarterly report there were 422 Lansing residents served.

SUMMARY

This contract for grant monies from the City is based on a reimbursement basis, and a review of the monthly reports submitted by WPC reflects that purchases are with in the scope of the program objectives.

westm i n isterpres by. doc

Based on the number of clients to be served (500) and that in the first quarter 422 were served it appears that the target number will be reached.

westm in isterpresby .doc

City Of Lansing Internal Audit 483-4159

TO:

A'Lynne Robinson, Council President Virg Bernero, Mayor

Chris Swope, City Clerk

Joan Jackson Johnson, Director I-IRSC

FROM:

Arnold C. Yerxa, Internal Auditor

DATE:

January 11,2010

SUBJECT:

American Red Cross

BACKGROUND IFNORMA TION

The Human Relations and Community Services Department (HRCS) contracted with the American Red Cross, Mid-Michigan Chapter, Mid-Michigan Food Bank on July 21,2009 for the contract Period July 1, 2009 through June 30, 2010 to perform certain services and activities. The total contract is for $30,000.

Program Goal:

Provide food and personal items to the food pantries and soup kitchens in the City of Lansing, which are members of the Mid-Michigan Food Bank. .

Program Objectives:

A. Acquire, via donations from local retail stores, 1,750,000 pounds of fresh and frozen produce and meat, boxed and canned foods, dairy products, baked goods and personal hygiene items.

B. Pick up donations in-store, safely transport, and inspect all donated product. Produce and meat items will be transported via refrigerated trucking. All foods shall be sorted and warehoused at Mid-Michigan Food Bank.

C. Timely and efficient delivery, through the Mi-Michigan Food Bank, 1,750,000 pounds of surplus, bulk foods, dairy products and personal hygiene grooming items to agencies located in the City of Lansing that are members of the product distribution network assisting residents in need.

Measurable Outcome:

Pursuant to "2A thru 2C" above, surplus product, bulk foods, dairy products and personal hygiene grooming items wi II be provide, at no cost, to fourteen thousand City of Lansing residents in need, as documented by reports generated by Contractor that are received from member organizations in the product distribution network.

Contract Budget:

According to the Total Contract Budget the cost category for the grant from the City is in the Operating Expenses category. However in the Budget Justification for Contracted Project, the Cost Category is in the Personnel category. The description in the Budget Justification it states "Costs associated with the provision of the mobile food pantries to Lansing residents; $6,000 towards other expenses, including the need for refrigerated trucking at mobile food pantries, as requested and approved by the City of Lansing".

AUDIT OBJECTIVES

The objectives ill auditing the American Red Cross contract with the City of Lansing (HRCS) were to evaluate:

americanredcross.doc

• The compliance of expenditures to the objectives of the contract.

• To test the out come for July 1,2009 to November 30, 2009.

CONCLUSIONS

At this point the required reports have not been submitted to HRCS and they have placed a hold on additional payments, this grant is a lump sum payment with payments made in two payments during the fiscal year.

SUMMARY

The required reports should be obtained and based on these report a decision should be made and supported in writing as to why the funding should be required to continue.

americanredcross.doc

FY 2010 Vacancies As of 12/31/2009

General/Subsidized Funds - Current Vacancies

City Clerk Principal Clerk

Dis!. Ct. • Court Recorder

Finance/Accounting Finance/Treasury Attorney's Office HR

Parks & Rec Parks & Rec Parks & Rec Police Police Police Police Police Police Police

Police

Police

Police

Fire

Fire

Fire

Fire

Accountant

Customer Service Representative Deputy City Attorney Administrative Assistant Administrative Assistant

Aquatics Programmer

Clerk (SSCC)

Detention Officer

Detention Officer

Police Officer

Police Officer

Police Officer

Police Officer

Police Officer

Police Officer

Sergeant

Captain VI

Training Captain

Training Captain

Training Captain

Inspector IV

General/Subsidized Funds - Former Vacancies (Now Filled)

Council Principal Clerk ..

HR HR Specialist .

Police Lead Detention Officer

Police Detention Officer

HRCS Contract Manager

Finance/Assessor Residential Appraiser

Police Clerk

Non-General Fund Full-Time Vacancies

PNDrrrans Traffic Technician

PNDrrrans Parking Operations Sup.

PNDrrrans Administrative Assistant

Finance/Fleet Police

Police

Police

Police

Police

Police

Police

Police

Police PS/O&M PS/O&M' PS/O&M PS/O&M PS/O&M PS/O&M PS/O&M PSIWWTP PSIWWTP PSIWWTP PSIWWTP PSIWWTP PSIWWTP PSIWWTP PSIWWTP PSIWWTP

Equipment Mechanic

Central Dispatch Administrator 911 Emergency Comm Tech 911 Emergency Comm Tech 911 Emergency Comm Tech 911 Emergency Comm Tech 911 Emergency Comm Tech 911 Emergency Comm Tech 911 Emergency Comm Tech 911 Emergency Comm Tech Equipment OperatorlWorker Equipment OperatorlWorker Driver Worker

Driver Worker

Driver Worker

Solid Waste Operator Maintenance Worker

Plaint Maintenance Supervisor Plant Operations Supervisor Laboratory Supervisor

Sr. Electrical Technician Industrial Surveillance Supervisor WW Assist. Plant Superintendent Utility Maintenance Worker

Utility Maintenance Worker

WW Plant Operator

01/15/2010

Bargaining Unit

T-580 CTP DCTNB T-580 CTP T-580 CTP T-214 Sup NBU T-580 CTP T-580 CTP T-580 CTP T-580 CTP T-580 CTP FOPNS FOPNS FOPNS FOPNS FOPNS FOPNS FOP Sup FOP Sup IAFF

IAFF

IAFF

IAFF

Savings Year-To-Date thru 12/31/2009

Amount Towards Vacancy Factor 12/31/09

$ 20,530 $ 7,580 $ 28,110

597 138 734

24,466 4,734 29,200

10,476 2,499 12,975

31,959 7,697 39,657

6,172 1,153 7,326

2,870 1,219 4,088

savings offset by reduced SSCC Subsidy savings offset by reduced SSCC Subsidy

17,535 7,161 24,696

8,856 3,617 12,473

20,875 6,696 27,571

20,875 6,696 27,571

20,875 6,696 27,571

10,995 3,527 14,522

15,138 4,856 19,994

10,198 3,271 13,470

3,101 717 3,819

17,198 49 17,247

23,239 4,784 28,023

30,750 6,330 37,080

savings offset by frontloading & OT

savings offset by frontloading & OT

Council Staff); 5,15Ej-;". 2,479" '0338

T~_:5~8:0~'.'.C~~T:;·P~.".c,,' •. [,.', •. ':.,:,.,:.;,,'.\.',i',~,).t,.,. ' ~:~ii)}':'F- ~:i~i . '\'~:i~~'

. 13;697:~!C 7,208 20,905

T-580CTP'" 25,864;:,~ 8,412!34;277·

T-580 CTP;"_ :---==1::;2,,,,,4~320-" " ..... :----,-:,,::5:..:,3:.,:.10::--=-_-:··-=17,:...'774~2:....

$ 371.293 $ 108.603 $ 479.896

T-580 Sup T-580 Sup T-580 CTP UAW T-214 Sup FOP911 FOP911 FOP911 FOP911

. FOP911 FOP911 FOP911 FOP911 UAW UAW UAW UAW UAW UAW UAW T-580 Sup T-580 Sup T-580 Sup T-580 CTP T-580 Sup Non Barg UAW UAW UAW

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