HomeMy WebLinkAboutResolutions - 2016.04.21 - 22283MISCELLANEOUS RESOLUTION 11.16°91 April 21, 2016
BY: Finance Committee - Thomas Middleton, Chairperson
IN RE: ESTABLISHMENT OF OAKLAND COUNTY 9-1-1 CHARGE RATE (FORMERLY TELEPHONE
OPERATING SURCHARGE) FOR THE PERIOD JULY 1, 2016 TO JUNE 30, 2017
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the County has created and now operates and maintains an interoperable public safety radio
communications system for over a decade for the benefit of its residents on behalf of and for local law
enforcement, fire, emergency medical services, hospitals, homeland security, and operating purposes
other than public safety (which latter other operating purposes are funded from revenue sources outside
of the 9-1-1 charges); and
WHEREAS the County constructed this public safety radio communications system through a 9-1-1
charge (fee) on devices, as defined by the Emergency 9-1-1 Service Enabling Act, Michigan Public Act 32
of 1986, MCL §484.1101 et seq., as amended; and
WHEREAS the Michigan statutes requires that county boards of commissioners annually approve the 9-
1-1 charge rate for the fiscal year period from July 1 through June 30 each year (including the period
under consideration in Oakland County of July 1,2016 through June 30, 2017); and
WHEREAS the State requires that a certified copy of the board of commissioners resolution be submitted
to the Michigan Public Services Commission no later than mid-May of each year (due May 13, 2016 this
year) covering the ensuing July 1 through June 30 fiscal year; and
WHEREAS the County's 9-1-1 charge rate is $.28 per month per device as defined by Michigan statutes
and is well below the authorized limit established by State statute of $.42 per month per device to be
approved by the board of commissioners; and
WHEREAS an attached Memorandum dated April 1, 2016 from the County Administration covering the
financial, programmatic, and capital status and needs of the Radio Communications Fund for the funding
period January 1, 2016 through September 30, 2021 has been prepared outlining in detail the business
issues involving the next several years' 9-1-1 charge rates; and
WHEREAS the attached memorandum also covers major capital projects anticipated to occur in FY-2016
through FY-2021 as mandated by evolving technology and obsolescence of existing radio
communications equipment, including replacement of radio consoles at the County's twenty Public Safety
Answering Points (PSAPs), the replacement of public safety responders' mobile and portable radios, the
replacement of older connectivity in the CLEMIS Wide Area Network (WAN), and the migration to a Next
Generation 9-1-1 Emergency Services IP Network (ESInet) and associated PSAP call-processing
equipment (CPE); and
WHEREAS the attached memorandum has outlined two courses of financial alternative actions arising
from future uncertainties in the funding source arising from the State's operating 9-1-1 fund each of which
would require no immediate increase in the 9-1-1 charge per month beyond $.28 per device; and
WHEREAS the Budget Task Force and the CLEMIS Radio Communications Oversight Committee (such
membership of which includes law enforcement, fire, medical, administration and other representatives)
meeting held on March 21, 2016 and March 31, 2016 respectively unanimously agreed with the
continuation of the need for the $.28 9-1-1 charge per month per device.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby
approves the 9-1-1 charge of $.28 per month per device as defined by Michigan statutes for the period
July 1, 2016 through June 30, 2017.
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
OAKLAND
L. BROOKS PATTERSON, OAKLAND COUNTY EXECUTIVE
COUNTY MICHIGAN
Robert J. Daddow
Special Projects Deputy County Executive
TO: Finance Committee
Radio Oversight Committee
Mike McCabe
Phil Bertolini
Laurie VanPert
Jeff Werner
Pat Coates
Holly Conforti
Shawn Phelps
FROM: Bob Dadclow
SUBJECT: 9-1-1 Operating Surcharge: Rate Proposals for July 1, 2016 to June 30, 2017
DATE: April 1, 2016
State law governing the "9-1-1 charge" (e.g. telephone operating surcharge) requires that the
County Board of Commissioners annually approve the operating surcharge for each year ending
June 30 — in this case, for the period from July 1, 2016 through June 30, 2017. The operating
surcharge provides the principal capital and operating support for the County's public safety
radio communications system operated on behalf of the County's Sheriff's Office, local units of
government's police, fire and emergency medical services, hospitals and related parties within
the County boundaries.
Attached to this memorandum are the following exhibits:
• Exhibit A - Summary of Capital Project Needs and Related Footnotes —Alternative 1: a
schedule for the periods FY-2016 to FY-2021 showing the incremental capital and
operating needs of the radio communication system along with funding sources. Exhibit
A reflects a key assumption that the full cost of the ESINet (the updated network
connections, including hardware and software, replacing a copper-based system
launched circa 1963 with current limited technology capabilities) operating costs would
be funded out of the operating surcharge with no technical surcharge funds forthcoming
from the State. However, due to the required bond issue in FY-2019, a $.09 surcharge
increase in the rates in FY-2020 would be required to fund the debt service over the
term of the issue.
• Exhibits B and C — Calculated Bond Interest and Impact on Surcharge - these exhibits
provide a sensitivity analyses relating to the debt service and impact on the operating
surcharge identified in Exhibit A— largely needed due to the $14.0 million borrowing in
FY-2019 (such amount would be an additional $.09 per month on the operating
surcharge starting in FY-2020).
EXECUTIVE OFFICE BUILDING 41 WEST • 2100 PONTIAC LAKE RD DEPT 4(119 • WATERFORD MI 48328-0409 • (248) 858-1850 • FAX (248) 452-9216
EMAIL: daddowr@oakgov.com 2
• Exhibit D — Summary of Capital Project Needs and Related Footnotes — Alternative 2: a
schedule for the periods FY-2016 to FY-2021 showing the incremental capital and
operating needs of the radio communication system along with funding sources. Exhibit
D reflects an alternative key assumption; that the full cost of the ESINet operating costs
would be reimbursed through a telephone company (County's vendor) out of the State's
technical surcharge pool of funds.
Under this assumption, no operating surcharge funds for the on-going operations would
be necessary but the ESINet capital costs would still need to be funded through
operating surcharges. If this alternative is adopted in the future, the County would be
able to continue to levy $.28 per month at least through FY-2021 and meet its operating
and capital needs as noted in Exhibit D.
• Exhibit E — Quarterly Financial Report to Finance Committee — showing the Radio
Communications Fund quarterly operations as of, and for the quarter ended December
31, 2015. This financial information, along with the CLEMIS Operating Fund and the Fire
Records Management System, was previously provided to the Board's Finance
Cornmittee.
BACKGROUND
The statutorily required Board of Commissioners' resolution approving a telephone operating
surcharge must be submitted to the State no later than May 13, 2016 so that the surcharge can
be placed on the telephone bills starting July 1, 2016. Absent the Board of Commissioners'
approval, the operating surcharge cannot be placed on the telephone bills and an alternative
source of funds (e.g. general funds) would be required to be secured in order to maintain the
existing radio system operations and address the future capital needs discussed in this
memorandum.
For the period July 1,2015 through June 30, 2016, Oakland County approved a $.28 per wireline
/ wireless device, charge that was applied to County landline and cell phone users. The initial
rate of $.20 cents per month was raised by $.08 per month in the spring of 2014. Before that
action, the surcharge rate remained unchanged for several years.
In addition to the surcharge, the Radio Communications Fund receives funding from a State
distribution from state operating surcharges. Based on a formula determined by the State, for
FY-2015, the County received $1,850,000 from this source. The remaining fiscal support comes
from tower fees paid by telephone companies and other miscellaneous revenues. Nevertheless,
the principal revenue source for the Radio Communications Fund is the operating surcharge
approved annually by the Board of Commissioners in accordance with State statutes.
On a quarterly basis, the County administration issues a letter of transmittal covering the
quarterly operating results, financial statements and explanatory comments for the Radio
Communications Fund. The financial report for the CLEMIS Funds (including the Radio
Communication Fund) for the year ended September 30, 2015 has already been submitted to
the Finance Committee. The financial statements for the Radio Communication Fund for the
quarter ended December 31, 2015 are attached as Exhibit E.
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This memorandum covers the financial status of the Radio Communications Fund (Exhibit E) and
its capital and operating needs for the next several years (Exhibits A through ID, inclusive). Since
the 9-1-1 operating surcharge is the principal source of controllable revenue for the Fund, the
sizing of the charge going forward is critical to insuring that the capital and operating needs of
the Fund are met.
The operating budgets approved by the Board of Commissioners in September 2015 for FY-
2016, FY-2017, and FY-2018 and beyond assumed that the operating surcharge would be set at
$.28 per month as defined by State statute.
At present, the radio communication system has 53 towers (County owned, locally owned by
governmental units within the County or leased space from private vendors), 1,834 mobile
radios and 4,263 portable radios in use. Radio consoles are located in 20 public safety dispatch
centers (PSAPs) throughout Oakland County. There are 14 hospital emergency rooms tied to the
County's radio communication system and a number of private ambulance companies are tied
to the system as well. Some non-public safety units use the County's radio system for a monthly
operating fee.
REVENUE / OPERATING ANALYSIS — RADIO COMMUNICATIONS FUND
The County Radio Communication Fund operations are largely funded from two sources:
proceeds from a 9-1-1 operating surcharge imposed on County residents and businesses at $.28
per communication device per month and by proceeds from a companion State-wide operating
surcharge assessed to all landline and callphone users and allocated back to the counties on a
State-set funding formula. Only the County-imposed 9-1-1 operating surcharge can be adjusted
by the Board of Commissioners and it is this Board action that must be taken now for the period
July 1,2016 through June 30, 2017.
The annual amount of surcharge revenue for the year ended September 30, 2015 was
$5,223,000 (nine months at $20 per device per month and three months at $.28 per month),
received from the State and County 9-1-1 charges (fees). The two components included State
operating surcharge proceeds of $1,850,000 and County's operating surcharge proceeds of
$3,373,000.
The last sensitivity analysis was conducted in FY-2014 when th_e_ rate remained all year at $.20
per device, the calculated annual dollar benefit of a penny on the fees is $172,141 (rounded =
$175,000). The revenue per penny has remained relatively constant from year to year and is
adequate for the estimation of the incremental per penny value in connection with Exhibit B and
C and for purposes of discussion in this memorandum.
The quarter ended December 31, 2015 reflected total surcharge revenues of $1,621,000 against
an operating budget for the quarter of $1,650,000 —for an unfavorable variance of $29,000
(1.8%). Over the past several years, the decline in landlines in homes and businesses had
created some loss of revenue against a flat rate of $.20 per device per month. Also, in past
years, the State was not aggressively securing its fees from prepaid phone cards. Fortunately,
the State has recently hired employees to secure those fees and collections are improving, State
distributions for Oakland increased from $1,760,000 in FY-2014 to $1,850,000 in FY-2015 (a 5%
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increase even as the State's operating surcharge rate of $.19 per device remained unchanged).
The County has assumed that the proposed budgets for operating surcharges will approximate
that of the adopted budget for FY-2016 through FY-2018.
Note too, that the County's Radio Communications Fund has financially assisted local units when
dispatch centers were consolidated. The assistance involves the acquisition of equipment and
software, technical consulting support, networking, movement of equipment and similar costs
eligible under State statutes to be charged against the operating surcharge revenues. In
addition the County has recently provided assistance in the amount of $50,000 to local units of
government in return for the local unit's agreement to permanently dissolve its dispatch center
and returns all dispatch equipment to the County (both County-owned and locally acquired).
The local unit must also agree to fund the entire stand-up of a dispatch center if they choose in
the future to restore a local dispatch.
When the ESINet is constructed and launched, the funding needed for this capital project will be
required over a 5-year period. That funding will most likely be secured either through the
County's operating surcharge (Alternative 1) or through the telephone company's access to the
State's operating surcharge pool of funds (Alternative 2).
Note however, once the ESINet connection is made to a local unit, a later consolidation of the
local dispatch center with another will not avoid the construction costs already incurred by the
telephone company in the initial construction. This means the amount otherwise paid to the
local units to foster consolidation will instead help fund the costs of construction of the ESINet
connection. Because any after-ESINet consolation will result in a dark line connection and thus,
the loss of the construction investment, the County can no longer provide the consolidation
assistance payment. Accordingly, the County will continue in funding the $50,000 assistance
payment through December 31, 2016 if local units choose to cease their operations, but after
that period the ESINet costs will likely have been incurred for most local units and that
construction will have used funds previously dedicated to consolation assistance.
Another issue to note is the fact that in December 2012, the State imposed new minimum
qualifications on dispatch personnel and imposed other standards that may be difficult for the
smaller dispatch centers to honor, particularly when temporary duty police officers are used as
dispatchers. While there may be no immediate need to consolidate as the local units grapple
with these new standards, it is highly likely that the smaller dispatch centers, facing sanctions
from-the State4one_fell_out of compliance in_calendar_2015),.may choose_to_consolidate..
dispatch centers with surrounding communities or the Sheriff's Office. The smaller dispatch
centers may be struggling to comply with these standards and failure to comply with the
standards could expose the local units to litigation costs. Hopefully any such consolidations will
take place before an ESINet connection is constructed.
Several other matters not reflective in the attached analysis are pending as well:
• The Sheriffs Office has requested that the radio coverage for the Court House and jail
be enhanced and such enhancements could cost $250,000 to $500,000. However, the
scope of need has yet to be determined in any detail and properly quantified. Because
these services are not eligible under the State's regulations set forth for the use of
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operating surcharges any such coverage enhancement would be funded by the General
Fund,
• Addison Township has requested enhancements to its radio communication coverage;
such enhancements and related costs have yet to be determined.
• Royal Oak is contemplating the movement of its city hall in connection with a downtown
development project Presently, the City has title to the tower constructed years ago
when the County was launching the radio system upon which the County's radio
antenna is located. The tower is currently located in or near the downtown area of
Royal Oak. The generator in use was shared with the City halls connection as well.
Generally, when the local unit moves equipment in such a manner, the costs of
movement are borne by the local unit. If the County requests the movement, the
County pays. Presently, the discussions are underway involving the movement of the
tower. The current suggested location by the City moves the tower roughly a mile and a
half away from the downtown area; such movement is likely to have an adverse impact
on radio coverage that might be difficult to enhance. No costs have been incorporated
in the attached exhibits for the movement of the tower.
SUMMARY - OPERATING SURCHARGE FOR JULY 1, 2016 TO JUNE 30, 2017
The County's three-year operating budgets for the Radio Communications Fund are currently
based on the $.28 per device per month, as defined, as the principal revenue source for the FY-
2016 through FY-2018 budgets adopted by the Board of Commissioners. Two alternative
courses of action are proposed in Exhibit A and D with vastly different operating surcharge
funding requirements as noted below:
• Alternative 1: Funding of ESINet Operations Through Operating Surcharge (Exhibit A) —
this alternative would fund the ESINet out of operations for the FY-2017 through FY-
2019 period at $.28 per device per month, issue bonds in the amount of $14,0 million
and increase the operating surcharge in F1-2020 by $.09 per device per month for no
less than 10 years (largely to cover the debt service — principal and interest — of the debt
issued in FY-2019. The $14.0 million in bonding would fund capital costs at that time
and would therefore 'free-up' then current year operating surcharge amounts to fully
- --cover-the operating costs-for-that year.- —
• Alternative 2: Funding of the ESINet Operations Through the State's Technical
Surcharge Pool (Exhibit D) — while certainly more attractive to secure this funding from
the State's surcharge pool, the likelihood that all of the operating costs can be secured
from this pool is suspect longer term without a state-imposed increase from the $.19
per device per month to the maximum amount of $.25 per month. The State's pool is
no longer sustainable and is using its equity up. There can be no assurances longer term
that this is viable or even if the State would support its use for Oakland's needs.
Adding to the uncertainty of the use of the State's surcharge pool is the requirement
that the network must first be constructed and the costs paid before an application by
the telephone company can be made for use of the State pool funds. This construction
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is likely to continue through the better part of calendar 2017 given the 20 dispatch
centers within the County. At that point, the Michigan Public Services Commission
could award none, part or all of the requested amounts of operating costs associated
with the network. Any operating costs not paid for by the State's surcharge pool fall on
the County to fund — namely, the County's operating surcharge.
Given the above, the County administration recommends the following— with the likely
outcome of the actual reimbursement of the operating costs being between Exhibit A and
Exhibit 0 but not currently determinable:
• No change to the current operating surcharge of $.28 per device per month, as defined,
for the period July 1, 2016 to June 30, 2017.
• Launch the construction of the ES1Net (with the costs incurred being paid by the
telephone company until such time as the funding source is determined as outlined
above).
• To the extent necessary and given that the likely outcome is somewhere in between
Exhibit A and 0, bonding would have to be adjusted accordingly and would range
between zero and $14.0 million depending upon events not currently determinable.
RADIO OVERSIGHT COMMITTEE
The Radio Oversight Committee met on March 31, 2016 and unanimously approved the
continuation of the $.28 per device per month surcharge fee.
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SUMMARY OF CAPITAL PROJECT NEEDS - RADIO COMMUNICATIONS FUND OAKLAND COUNTY, MICHIGAN April 1, 2016 EXHIBIT A Description Nine Months Ended - Notes Sept 30, 2016 FY-2017 FY-2018 FY-2019 FY-2020 FY-2021 Capital: Radio Consoles in Dispatch Centers Mobile / Portable Radio Replacement ES] Net Capital Needs Computer-Aided Dispatch Project WAN Upgrade Southfield Radio Reimbursement - Police . Operating: Cell Site Enhancements ESINet - Final Operating Costs ESINet Operating Needs In Budget Incremental Capital and Operating Needs Cash and Cash Equivalents - Beginning Estimated net cash flow from operations Eliminate operating transfer out to CLEMIS Bonding Net Cash In-flow for Capital Needs ENDING AVAILABLE CASH AND EQUIVALENTS 1 $ 250,000 $ 4,000,000 $ 2,000,000 - $ - $ 2 500,000 4,000,000 6,000,000 6,000,000 3,500,000 3 1,451,513 1,310,251 113,197 4 198,500 5 150,000 200,000 6 820,000 7 50,000 100;000 100,000 100,000 100,000 100,000 3 - 3,406,004 2,731,280 2,731,280 2,731,280 2,731,280 3 (1,324,742) (1,348,588) (1,372,863) (1,400,000) (1,400,000) (1,400,000) 775,271 8,987,667 7,571,614 7,431,280 7,431,280 4,931,280 8 18,121,179 18,128,635 10,040,030 3,282,635 10,676,355 4,070,075 9 682,727 699,062 614,219 625,000 625,000 625,000 10 100,000 200,000 200,000 200,000 200,000 200,000 11 - - 14,000,000 - 18,903,906 19,027,697 10,854,249 18,107,635 11,501,355 4,895,075 $ 18,128,635 $ 10,040,030 $ 3,282,635 $ 10,676,355 $ 4,070,075 $ (36,206) Note 8- composition of cash and cash equivalents as of January 1,2016: Cash $ 17,714,554 Accrued interest 103,533 Due from / accounts receivable 1,446,260 Accounts payable (143,168) Reserve for working capital./ operating cash (1,000,000) Net Cash and Cash Equivalents $ 18,121,179 Note 9 - quick estimation of the cash flow available from operations: Planned use of fund equity -full year $ (5,281,745) $ (6,056,681) Depreciation add-back in above - full year 6,192,047 6,755,743 Nine months cash flow 910,302 $ 699,062 Annualized .75 $ 682,727 Note -the above projections assume no support of PFN a telecom. All capital and operating support would be required of local resources - principally the operating surcharge. $ (4,660,610) 5,274,829 $ 614,219 8
CALCULATION OF BOND INTEREST- RADIO COMMUNICATION FUND OAKLAND COUNTY, MICHIGAN April 1, 2016 EXHIBIT B Beginning Interest Payment Ending Beginning Balance FY-2020 FY-2021 FY-2022 FY-2023 FY-2024 FY-2025 FY-2026 FY-2027 FY-2028 FY-2029 $ 14,000,000 $ 12,778,750 11,520,863 10,225,238 8,890,746 7,516,218 6,100,454 4,642,218 3,140,235 1,593,192 420,000 $ 383,363 345,626 306,757 266,722 225,487 183,014 139,267 94,207 47,796 $ (1,641,250) (1,641,250) (1,641,250) (1,641,250) (1,641,250) (1,641,250) (1,641,250) (1,641,250) (1,641,250) (1,641,250) 14,000,000 12,778,750 11,520,863 10,225,238 8,890,746 7,516,218 6,100,454 4,642,218 3,140,235 1,593,192 (263) Interest rate 3.00 % Impact on operating surcharge (1 penny --. $175,000): 9.38 cents Note - See footnote explanations and the letter of transmittal for information concerning this schedule. 9
CALCULATION OF BOND INTEREST- RADIO COMMUNICATION FUND OAKLAND COUNTY, MICHIGAN April 1, 2016 EXHIBIT C Beginning Interest Payment Erni Beginning Balance FY-2020 FY-2021 FY-2022 FY-2023 FY-202.4 FY-2025 FY-2026 FY-2027 FY-2028 FY-2029 $ 14,000,000 $ 12,721,325 11,417,077 10,086,743 8,729,803 7,345,724 5,933,963 4,493,968 3,025,172 1,527,000 280,000 $ 254,427 228,342 201,735 174,596 146,914 118,679 89,879 60,503 30,540 $ (1,558,675) (1,558,675) (1,558,675) (1,558,675) (1,558,675) (1,558,675) (1,558,675) (1,558,675) (1,558,675) (1,558,675) 14,000,000 12,721,325 11,417,077 10,086,743 8,729,803 7,345,724 5,933,963 4,493,968 3,025,172 1,527,000 (1,134) Interest rate 2.00 % Impact on operating surcharge (1 penny = $175,000): 8.91 cents Note - See footnote explanations and the letter of transmittal for information concerning this schedule. 10
SUMMARY OF CAPITAL PROJECT NEEDS - RADIO COMMUNICATIONS FUND OAKLAND COUNTY, MICHIGAN April 1, 2016 EXHIBIT Description Nine Months Ended- Notes Sept. 30,2016 FY-2017 FY-2018 FY-2019 FY-2020 FY-2021 Capital: Radio Consoles in Dispatch Centers Mobile / Portable Radio Replacement ESINet Capital Needs Computer-Aided Dispatch Project WAN Upgrade Southfield Radio Reimbursement - Police Operating: Cell Site Enhancements ESINet - Final Operating Costs ESINet Operating Needs In Budget Incremental Capital and Operating Needs Cash and Cash Equivalents - Beginning Estimated net cash flow from operations Eliminate operating transfer out to CLEMIS Bonding Net Cash In-flow for Capital Needs ENDING AVAILABLE CASH AND EQUIVALENTS 1 $ 250,000 $ 4,000,000 $ 2,000,000 $ - $ - $ 2 500,000 4,000,000 6,000,000 6,000,000 3,500,000 3 1,451,513 1,310,251 113,197 4 198,500 - - 5 150,000 200,000 - 6 820,000 7 50,000 100,000 100,000 100,000 100,000 100,000 3 - 3 (1,324,742) (1,348,588) (1,372,863) (1,400,000) (1,400,000) (1,400,000) 775,271 5,581,663 4,840,334 4,700,000 4,700,000 2,200,000 8 18,121,179 18,128,635 13,446,034 9,419,919 5,544,919 1,669,919 9 682,727 699,062 614,219 625,000 625,000 625,000 10 100,000 200,000 200,000 700,000 200,000 200,000 11 - 18,903,906 19,027,697 14,260,253 10,244,919 6,369,919 2,494,919 $ 18,128,635 $ 13,446,034 $ 9,419,93.9 $ 5,544,919 $ 1,669,919 $ 294,919 Note B- composition of cash and cash equivalents as of January 1,2016: Cash $ 17,714,554 Accrued interest 103,533 Due from! accounts receivable 1,446,260 Accounts payable (143,168) Reserve for working capital I operating cash (1,000,000) Net Cash and Cash Equivalents $ 18,121,179 Note 9 - quick estimation of the cash flow available from operations: Planned use of fund equity -full year Depreciation add-back in above - full year Note- the above projections assume full support of PFN a telecom. All capital and operating support would NOT be required of local resources - principally the operating surcharge. $ (5,281,745) $ (6,056,681) $ (4,660,610) 6,192,047 6,755,743 5,274,829 Nine months cash flow Annualized 910,302 $ 699,062 $ 614,219 .75 $ 682,727 11
FOOTNOTES TO SUMMARY OF CAPITAL NEEDS EXHIBITS A THROUGH 0: RADIO COMMUNICATIONS
FUND
OAKLAND COUNTY, MICHIGAN
April 1, 2016
The below footnote references are provided as an explanation of the line items included on the
attached schedule entitled "Summary of Capital Project Needs Radio Communications Fund" and in
support of the projected operating surcharge needs to cover both the Fund's operation and capital
needs over the period through FY-2021. Critical assumptions follow in assessing the incremental
operating surcharge needs, along with timing of the surcharge needs:
The current operating surcharge is $.28 per month, as defined, for the period through F1-2021
(essentially, the 'base surcharge' being analyzed for adequacy).
The operating budgets projected into the future are the expected operating results with little or no
variances (such has been the case in the past),
As noted, several of the requests for proposal have yet to be developed on the projections related to the
capital needs. As such, the cost estimates have been prepared by radio consultants and Information
Technology, CLEM1S and Management and Budget staff.
These footnotes cover the following schedules:
Exhibit A - Summary of Capital Project Needs and Related Footnotes —a schedule for the
periods FY-2016 to FY-2021 for the incremental capital and operating needs of the radio
communication system along with funding sources. Exhibit A reflects a key assumption that the
full cost of the ESINet operating costs would be funded out of the operating surcharge with no
technical surcharge funds forthcoming from the State.
• Exhibits B and C — these exhibits provide an Exhibit A sensitivity analyses relating to the debt
service and impact on the operating surcharge — largely needed due to the $14.0 million
borrowing in FY-2019 (such amount would be roughly 9 additional cents per month on the
operating surcharge).
• Exhibit — Summary of Capital Project Needs and Related Footnotes — a schedule for the
periods FY-2016 to FY-2021 for the incremental capital and operating needs of the radio
communication system along with funding sources. Exhibit D reflects a key assumption that the
full cost of the ESINet operating costs would be funded out of the technical surcharge funds
forthcoming from the State.
NOTE 1 — RADIO CONSOLES IN DISPATCH CENTERS
Because the County distributed the radio consoles in the dispatch centers circa 2003 through 2006, this
computer equipment is aging rapidly. Replacement is planned for FY-2016 through F1-2017. While the
County has yet to assemble an estimated cost of the replacement of this equipment based upon a
formal study or through a request for information / proposal, the estimated cost could approach $6
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million to $8 million; depending upon the number of dispatch centers remaining at the time of
replacement.
There are now 20 dispatch centers with two dispatch centers considering securing their services from
the County Sheriffs Office. The console cost included on the Schedule is highly dependent on the
number of dispatch centers, along with the launch of the ESINet (as discussed subsequently).
The difficulty in calculating the amounts needed to be set aside for a console replacement program
involves several factors:
• Technology costs generally decline over time. The original consoles were deployed from 2003
through 2006 at a cost of $5.9 million — meaning they have been in use for 9 to 12 years. The
radio consoles are not expected to last more than another year as the County gears up for the
conversion to the new equipment. Some benefits inure to the County as dispatch centers are
taken out of operation in that the equipment can be retained for parts for continuing dispatch
center operations. This delay has benefitted the County in the delay of the console replacement
project (originally identified circa FY-2013), The County has recently acquired additional parts in
order to keep this system operational.
• Some of the original project costs in 2003 to 2006 were likely one-time installation and start-up
costs not requiring replacement. The one-time costs would have included the County's business
issues with a radio vendor involving installations and parts that failed, as well as other matters.
These costs would likely not recur in a future installation. There is no present way of assessing
how much of the $5.9 million may have been related to these one-time installation costs for the
current system.
The County was offered a production version of an IP-based console for testing from one of two vendors
under consideration. That vendor provided a high-level estimate of $5.75 million for 22 dispatch
centers, some of which no longer exist. Given this more refined estimate of the cost of replacing the
consoles, the County has reflected a cost of $6.25 million in the attached schedule including a
contingency provision pending a formal competitively contract.
The consolidation of dispatch centers into the current facility of the Sheriff's Office is reaching its
capacity without moving the dispatch operations to another site. While certainly a few smaller dispatch
center operations (perhaps the two under consideration) could be consolidated into the Sheriffs
operations, any sizable dispatch operations may be too large to consolidate absent a change of venue or
displacement of co-existing operations. There is no current plan to secure additional space in the
Sheriff's Office dispatch area to accommodate a larger dispatch center and this analysis does not
contemplate any costs associated with the Sheriff's facility needs for its dispatch operation.
NOTE 2 — MOBILE / PORTABLE RADIO REPLACEMENT
In 2013, County administration was notified that the radio communications vendor will no longer
support the mobile and portable radios beyond December 31, 2017. The County's radio
communications system is the life-blood of public safety communications. Having portable and mobile
units not supported by the underlying vendor could be problematic (of course, an assessment of this
matter would have to be made circa to determine if the hardware truly needs replacement given it will
be functional well beyond December 31, 2017). In addition to the equipment-based review, the County
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13
has commissioned a study to review the current state-of-the-art radio communications systems in use
and any alternatives to the existing system architecture.
While the County administration has been notified that the radios will be end-of-life at the end of 2017,
history would suggest that few governmental units (unlike the County) set money aside for the
replacement equipment. As such, as the end-of-life date closes in, governments seek federal! state
assistance and / or bring pressure on the vendor to delay the actual end-of-life date. While the County
cannot be assured of a delay in the future, County's maintenance efforts, ability to use the equipment
beyond 2017 and the potential delay of the actual end-of-life date suggests that the actual replacement
period would be from 2018 to 2021.
At this time and assuming that a future assessment would require replacement, the aggregate original
cost of the mobile and portable radios as of December 31, 2014 was $17.36 million (the last critical time
a study was conducted). In order to provide some level of contingency on the replacement costs of the
portable and mobile radios, the Schedule has used $20 million as the cost of these replacements. The
timing of the actual purchases is difficult to assess but could require several years to accomplish due to
training and needs for replacing the older equipment still functional.
Because the County has been informed that the portable and mobile radios will be at the end-of-life at
the end of calendar 2017, the depreciation schedules were adjusted to reflect that all of this equipment
would be fully depreciated no later than December 31, 2017.
NOTE 3 — CAPITAL AND OPERATING NEEDS OF ESINet
The ESINet project has two components to it: the capital equipment costs and the annual management
of the software and other network components. The capital equipment component will be provided by
ECW, Inc. and will be a County cost of launching the ESINet operation. The operating costs provided by
PEN, Inc. and the effect on the operating surcharge needs using PEN as a vendor are far more
complicated.
PEN is a telephone company providing service regulated through the Michigan Public Services
Commission. The PEN customers are principally cellphone services; PEN has few if any landline
customers. The technical surcharge billing to customers is only through landlines. PEN has no direct
means to obtain technical surcharge revenues to cover the costs. However, PEN has the ability (as it has
done in several other counties) to provide the operating services relating to an ESINet and seek cost
recovery from the State's surcharge pool.
Several issues, however, exist in the above:
• The State surcharge pool is not currently covering all of its committed costs to the local units
and the State's needs. Essentially, the 19 cents the State charges on both landline and
cellphone services could be raised to the current statutory limits (25 cents). No such actions
have been taken by the State to date. It is unknown how much of the operating costs incurred
by PEN can be recovered from the State's pool now and into the future.
• The principal costs associated with the ESINet are highly driven by the number of dispatch
centers located in Oakland County (i.e. 20, with 2 considering consolidation with the Sheriffs
Office). If fewer dispatch centers existed at the time the ESINet is built out, the costs would be
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14
much lower. If a dispatch center chose to consolidate with another dispatch center after the
build out, the costs originally incurred by PFN would have to be recovered even as one of the
dispatch centers would be closed. Once built, the operating costs become fairly well fixed.
Currently, the County is discussing this issue as part of the contract negotiations with PFN. No
resolution of this matter is available at this writing.
• The State requires the telephone company to build out and then bring to an operating status the
ES1Net before it can petition the State for reimbursement of its costs in doing so. As such, this
further complicates the ability of the County to determine whether the ESINet costs can be
recovered until the State is petitioned and supports in full, rejects in full or pays some presently
undetermined portion of the PFN costs.
• The adjustment under the ESINet operating category identifies the current costs being
negotiated with PFN (titled `Final Operating Costs'), less the next row already included in the
operating budgets adopted by the Board of Commissioners in September 2015 (titled 'Operating
Needs In Budget).
The actual recovery of the operating costs cannot be accurately projected at this time. As such, Exhibit
A and D have been provided as the 'best' and 'worst' case scenarios relating to the capital andoperating
programs under consideration —with the differences being entirely related to how much PFN might be
able to secure from the State's surcharge pool.
NOTE 4 — COMPUTER-AIDED DISPATCH
The County's computer-aided dispatch center equipment software for CLEMIS has been re-written as
the vendor-acquired software is no longer easily maintained and the software licensing to maintain this
equipment is very costly. Certain costs of enhancements and 'bug/ fixes' are underway arising from the
initial test deployments for several dispatch centers in live production.
The County started this project in 2013 with an anticipated completion in FY-2016. The estimated cost
of this project was $3.5 million and is funded out of the Radio Communications Fund through amounts
set aside in equity. The remaining amount in the Fund's equity of $198,500 will be spent on the
enhancements and 'bug! fixes' in the remaining months of FY-2016. Deployment costs to the individual
dispatch centers and additional costs, if necessary, will be covered by the CLEWS Operating Fund
beyond December 31, 2015.
Given that the preponderance of the costs for the computer-aided dispatch is for software creation, only
a marginal benefit would inure to the Radio Communications Fund in the event that a dispatch center
consolidates with a surrounding center relating to this project.
NOTE 5 —WAN UPGRADE
The County's vendor for network communications to various radio towers intends to retire the existing
Ti and ISDN network infrastructure as the communications industry is phasing out these network
components. As such, the County must invest in either connectivity to the towers or secure
replacement communication lines. The County has set aside $350,000 for the capital costs to migrate to
the new network.
4
15
In addition, the Fund reimburses the Information Technology Fund $236,000 annually for its share of the
OAKNet operating costs; such costs have been incorporated in the Fund's operating budget.
NOTE 6— SOUTHFIELD RADIO REIMBURSEMENT— POLICE
During the fall of 2015, the City of Southfield approached the County for the replacement of certain
components of its public safety radio communications system. Since the inception and at the choice of
the City administration at the time, the City chose not to participate in the County's Open Sky radio
system. Instead, they used their own lower-band frequency level radio system.
Yet, because the collections for the County's public safety radio system is based on County-wide
operating surcharges, the principal benefit derived by Southfield was the ability, through a 'patch', to
communicate with other Open Sky County public safety users. Because the telephone companies are
not statutorily required to provide census data relating to its users (and in particular, local government
census data), no such information is available relating to what Southfield residents and businesses might
have paid in operating surcharges.
Given that it is known that the Southfield residents and businesses have paid amounts in support to the
County's radio system, the County has agreed to cover certain replacement costs of its local radio
system — principally the portable and mobile radio system based on the formulas in use involving local
government users in the County's radio system.
The amounts cited in the Schedule include only the police radio replacements as Southfield is seeking a
fire grant in support of those costs. Should the grant not be forthcoming, an estimated additional cost
of $484,000 may be necessary for inclusion on the Schedule.
NOTE 7— CELL SITE ENHANCEMENTS
The CLEMIS radio shop is continuing to provide enhancements to the radio coverage each year, portion
of which could either be capital or operating depending upon the nature of the coverage issue. The
amount in the Schedule is provision for continuing that coverage enhancement.
NOTE 8— BEGINNING CASH BALANCE AT JANUARY 1, 2016
The detail of the beginning cash and cash equivalent balances as of January 1, 2016 was obtained from
the attached memorandum for the Radio Communication Fund's operations as of and for the quarter
ended December 31, 2015. The accounts receivable is based on actual cash receipts from the telephone
companies in January 2016 for the quarter ended December 31, 2015 (essentially 'cash' at or about
December 31, 2015). The $1.0 million working capital cash set aside from this analysis covers roughly
two months of operations and cannot be considered available for use in funding the incremental capital
or operating needs.
See the Schedule for the details of the cash and cash equivalents.
NOTE 9— ESTIMATION OF CASH FLOW AVAILBLE FOR INCREMENTAL CAPITAL AND OPERATING NEEDS
The projection of the cash flow available for incremental capital and operating needs has been derived
from the Fund's accrual-based operating budget that assumes that all revenues and expense are
5
16
essentially cash receipts and payments (which is generally true). The operating losses projected for the
Fund are largely caused by depreciation expenses which are generally being funded in the rates
(enabling the County to assemble roughly $18.1 million to date towards the current capital and
operating needs). As such, the depreciation expense included in the operating budget, added back to
the operating loss, would approximate the net cash flow usable for this Schedule.
As a test of the roughly $625,000 in 'conservative' cash available for capital and operating needs, the FY
2015 cash flow financial statement in the CAFR reflected a net cash flow of $1,240,987, after incurring
$161,928 of capital costs for that year—for a total gross actual cash flow of $1,402,915 (well in excess of
the roughly $625,000 used in the Schedule). Any excess cash flow that comes into fruition would serve
to mitigate either the long-term debt needed and / or operating surcharges in future years.
NOTE 10 ELIMINATION OF OPERATING TRANSFER OUT
Over the past decade or so, the CLEMIS Operating Fund paid the administrators' personnel and other
costs (manager, chief, etc.) used in managing the radio communication operations. In turn, an amount
of $200,000 was transferred from the Fund to the CLEM IS Operating Fund to reimburse those costs.
Given the Fund's current financial needs, this practice will be discontinued for the time being until such
time as it would be possible to restore this reimbursement. The CLEMIS Operating Fund has sufficient
resources, funded in large part by the County's General Fund, to accommodate this operating transfer
termination.
NOTE 11 — BONDING, DEBT SERVICE AND IMPACT ON OPERATING SURCHARGE RATES
Exhibit A reflects an assumption that PFN will not be able to secure any reimbursement of the operating
costs from the State surcharge pool. As such, these incremental cash costs will draw from the resources
otherwise available under the 28 cent surcharge fee currently being charged to County telephone users,
By FY-2019, the cash position of the Fund would be largely depleted and the need to borrow
approximately $14.0 million would be required to complete the capital and operating programs through
FY-2021.
As cited in Exhibits B and C, the debt service costs, however, would require an increase in the operating
surcharge of approximately 9 cents starting in 2019 over a 10-year amortization period. A one percent
change in the interest rates (which are presently approximately 2% for a 10-year, AAA bond) is nominal
as Exhibit B and C are compared —the answer is still 9 cents additional operating surcharge required,
6
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TO:
FROM:
Radio Oversight Committee
Jeff Werner
Pat Coates
Steve Murphy
Holly Conforti
Shawn Phelps
Bob Daddow,LW
OAKLANIi ®
EXHIBIT E
L. BROOKS PATT'ERSON, OAKLAND COUNTY EXECUTIVE
COUNTY MICHIGAN
Robert J. Daddow
Special Projects Peputy County Executive
SUBJECT: Radio Communication Fund Financial Statements and Schedules
For The Quarter Ended December 31, 2015
DATE: March 3, 2016
The following financial statements are attached as of and for the quarter ended December
31, 2015 for the Radio Communications Fund.:
• Statement of Net Position (Exhibit A). This statement provides the assets,
liabilities and net assets (e.g., equity) of the Radio Communications Fund.
• Statement of Revenues, Expenses, and Changes in Net Position (Exhibit A-1).
This statement compares the adopted budget to actual operating results.
• Operating Transfers In and Out (Exhibits A-2 and A-3) - the operating transfers in
and out to the General, CLEMIS and Information Technology Funds represent
cost reimbursements for the administrative and other support of the radio
communicatiOns system and operations and the Fund's cost reimbursements from
other funds for services and equipment provided.
• Brief Explanations (Exhibit A-4) — a set of explanations of operating budget to
actual variances included in the financial statements and schedules above.
The Radio Communications Fund has a number of planned projects as outlined in a
memorandum to the Finance Committee dated March 31, 2015; such memorandum was
used in setting the July 1, 2015 to June 30, 2016 operating surcharge. A similar
memorandum will be prepared shortly to address the operating surcharge needs for the
period from July 1, 2016 to June 30, 2017 as required by State statutes. This
memorandum will be used in the support of that operating surcharge along with a more
significant discussion of the status of the planned projects requiring capital funds. The
EXECUTIVE OFFICE BUILDING 41 WEST • 2100 PONTIAC LAKE RD DEPT 409 • WATERFORD MI 48328-0406 • (248)858-1650 • FAX (248) 452-9215
EMAIL: dacidowr@oakgov.com 18
Board of Commissioners will be required to act on the setting of the operating surcharge
no later than mid-May 2016.
In connection with the required State statutes in the spring of 2015, the Board of
Commissioners approved the extension of the $.20 per communication line per month, as
defined, for the period July 1, 2015 to June 30, 2016 on May 6,2015 as well as an $.08
increase — bringing the total surcharge to $.28 per month. The Radio Communication
Fund operating budgets for FY-2016 and beyond are currently based on $.28 telephone
operating surcharge (fee). As outlined in the March 31, 2015 memorandum noted above
used in connection with the current year's operating surcharge, additional fee increases
may be necessary depending upon the cost projections arising from planned projects.
At present, the radio communication system has 53 towers (County owned, locally owned
by governmental units within the County or leased space from private vendors), 1,834
mobile radios and 4,263 portable radios in use. Radio consoles are located in 20 public
safety dispatch centers (PSAPs) throughout Oakland County. There are 14 hospital
emergency rooms tied to the County's radio communication system and a number of
private ambulance companies as well. Some non-public safety units use the County's
radio system for a monthly operating fee.
Further comments on the status of significant planned projects and preliminary funding
requirements, the following is the status of the major projects in progress:
• Radio Consoles; because the County distributed the radio consoles located in the
dispatch centers as the first priority in the radio project (circa 2003 through
roughly 2006), this equipment is aging rapidly and has become a critical project.
Replacement is planned for calendar 2016 through FY 2017. An estimated cost
could approach $6 million to $8 million, depending upon the number of dispatch
centers remaining in Oakland County at the time of replacement. The original
deployment of consoles cost roughly $5.9 million for 31 dispatch centers in the
early 2000s. There are now 20 dispatch centers. Several local units are
considering either continuing with their local dispatch centers or moving the
function to the County Sheriff's operation. No final decisions have been made by
the local units at this writing.
At September 30, 2015 the unreserved equity-designated for projects includes
$3.0 million set aside to address the console replacement anticipated to be
purchased. Additional reserves in the amount of $3 million to $5 million may be
needed to finish the installations in FY-2017. The capital needs of this Fund are
not independent from other capital needs as noted subsequently.
• Mobile / Portable Radios: County administration was notified in 2013 that the
radio communications vendor will no longer support the current version of the
OpenSky mobile and portable radios and underlying infrastructure after calendar
year 2017. While the County administration has been notified that the radios will
be end-of-life, history would suggest that few governmental units (unlike the
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County) set money aside for replacement equipment. As such, as the end-of-life
date closes in, governments seek federal / state assistance and/or bring pressure on
the vendor to delay the actual end-of-life date. While the County cannot be
assured of a delay in the future, the County's maintenance efforts, ability to use
the equipment beyond 2017 and the potential delay of the actual end-of-life of the
equipment itself suggests that the actual replacement period could be delayed,
from 2018 and beyond. A contractor has been secured to assess the alternatives
associated with the replacement of this equipment.
At this time and assuming that a future assessment would require replacement, the
aggregate original cost of the mobile and portable radios as of September 30,
2014 was $17.36 million. The County has restricted equity relating to
depreciation in the amount of $14.85 million as of December 31, 2015.
Additional funds of perhaps $6A million over the next 4 to 5 years may be
required to ensure that there are sufficient available resources to replace the
mobile and portable radios beginning in FY 2018 through anticipated completion
(proj ected circa FY-2022),
• Computer-aided Dispatch Project: the County's computer-aided dispatch
center equipment software for CLEMIS is being re-written as the vendor-acquired
software is no longer easily maintained and the software licensing to maintain this
equipment is very costly. The County started this project in 2013 with an
anticipated completion in FY 2016. However, technical issues in 2015 caused
delays in the project as a number of issues were detected as more users were
added to the CLEMIS system. Those issues have been, resolved by the CLEMIS
programmers and it is anticipated that training and deployment will begin in
earnest in the second quarter of 2016 (roughly a half dozen CAD users have
received earlier versions of the CAD software for testing and use). Completion of
the deployment is expected in the first quarter of 2017.
Additionally, several new counties have joined the CLEMIS consortium in the
interim, bringing additional revenues but creating additional programming needs,
including Lapeer, St. Clair and Lenawee Counties.
The estimated cost of this project was $3.5 million. At present, there is $86,367
remaining in the original reserve as of December 31, 2015.
• NG-911 Project Needs: in FY-2009-2010 as the equipment at that time was
obsolete and parts were unavailable from the vendor, the County acquired new
call-taking equipment (NG-911 Project) utilizing a cost sharing with the local
public safety dispatch centers. Unlike older telephony-based call-taking
equipment, NG-911 systems are IP-based software-driven systems and can be
expected to have a shorter useful life than earlier systems before requiring a
technology refresh. It is therefore anticipated that the call-taking equipment at the
20 local PSAPs will need to be replaced in the 2016-2018 time frame.
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20
Additionally, the County is preparing for the establishment of a local NG-911
ESInet (Emergency Services IP network) through a leased commercial network,
as the present 911 network provider gradually migrates away from the legacy
copper-wire trunks installed in 1963.
A request for proposal was issued and the project awarded to Peninsula Fiber
Network (PFN) for the ESInet and Emergency Call Works for the call processing
equipment. The earlier projections used in the discussions involving the
telephone operating surcharge have been modified downward at this point in the
contract negotiations with the vendor. However, as PFN is proposing the potential
for significant cost recovery from the State and Technical Surcharge pool, the
actual cost of the ESInet cannot be determined until such time as that cost
recovery is approved by the Michigan Public Services Commission, in part or in
whole, or denied. If approved, a separate technical surcharge outside the Board of
Commissioner approval would be required of the Michigan Public Services
Commission that would fund a fair amount of this project.
Comments concerning the financial information follow:
• The Fund has approximately $19.1 million in cash, investments and receivables,
net of liabilities and excluding prepaid expenses and inventories at December 31 7
2015 ($18.8 million at September 30, 2015).
• The ending equity has been classified as 'unrestricted — designated for projects' in
the amount of $17,939,952 in Exhibit A as of December 31, 2015 with the
following components:
• Funding of depreciation: $14.8,5 million (net of recent purchases of new
equipment of $266,000) would normally have been set aside currently in
equity to be used towards future capital projects.
• PSAP software and CAD update project implementation: $3,500,000
originally set aside less costs incurred leaves a net remaining amount of
$86,367.
• Console replacement - $3,000,000 for equipment replacement. Up to an
additional $5.0 million may be needed to complete this project but since no
request for proposal has yet been released, the amount cannot be reasonably
determined at this point in time.
• Total unrestricted equity for the Radio Communications Fund is $17,939,952
(rounded).
The City of Southfield has requested that the County assist in acquiring its portable and
mobile radios (at an estimated cost of $800,000). Southfield did not join the radio
communications system at the time offered in the early 2000s and is not presently using
4
21
the Harris radios today. Converting Southfield to the Harris radio system has some
serious barriers not least of which is securing adequate, clear frequencies to
accommodate them and replacing a fairly extensive hi-directional system in many of the
high-rise units within the City. The City's residents have been funding the operating
surcharge since its inception. The final resolution of this matter is pending.
Should there be any questions concerning the above, please contact me.
5
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County of Oakland
EXHIBIT A
Radio Communications Fund
Statement of Net Position
December 31, 2015
ASSETS
Current assets:
Cash and cash equivalents
Accrued interest on investment
Due from other funds
Due from other governments
Accounts receivable
Inventories
Prepaid items
Total current assets
Non-current assets:
Capital projects in progress
Tower rights
Equipment
Structures
Less accumulated depreciation
Total capital assets (net of accumulated depreciation)
Total assets
LIABILITIES
Current liabilities:
Vouchers payable
Due to municipalities
Due to other funds
Accounts payable
Unearned revenue
Total current liabilities
Total liabilities
NET POSITION
Net Investment in capital assets
Unrestricted-designated for projects
Unrestricted
Total net position
$ 17,714,554.04
103,533.08
26,547.85
1,420,712.85
363,686.36
246,943.04
19,874,977.22
1,369,169.95
8,585,770.20
26,489, 858.48
12,962,637.08
(28,226,338.52)
21,171,097.19
41,046,074.41
45,409.72
4,885.65
92,872.31
252,225.60
395,393.28
395,393.28
21,171,097.19
17,939,952.49
1,539,631.45
$ 40,650,681.13
23
EXHIBIT A-1
County of Oakland
Radio Communications Fund
Statement of Revenues, Expenses, and Changes in Net Position
For the Three Months ended December 31, 201S
2016
Amended Percent of
Budget Revenue Allotment
Year to Date
Favorable
Percent of (Unfavorable)
Actual Revenue Variance
Operating revenues:
911 Surcharge - Radio system
Antenna site management
Leased equipment
Parts and acceSsories
Outside agencies
Productive labor
Miscellaneous
Total operating revenue
$ 6,600,000.00
325,000.00
230,788.00
220,000,00
70,000.00
6,000.00
7,451,788,00
$ 1,621,317,60
84,075.21
60,436.78
55,636,55
16,452.72
7,281.00
6.50
1,845,204.36
87.87% $
,4,55%
3.28%
3.02%
0.89%
0.39%
0.00%
100,00%
(28,682,40)
2,825.21
2,738.78
036.55
(1,047.28)
5,781.00
5,50
07,742.641,
88.57% $ 1,650,000.00
4.36% 81,250.00
3.10% 57,697.00
2.96% 55,000.00
0,94% 17,500.00
0.08% 1,500.00
0.00%
100.00% 1,862,047,00
Operating expenses:
Salaries 650,319.00 8.73% 162,579.73 144,961.44 7.86% 17,618.31
Fringe benefits 383,964.00 5.15% 95,991,00 86,795,18 '4.70% 9,196.82
Contractual services:
Communications
Contracted services
Electrical service
Equipment maintenance
Freight and express
Indirect costs
Laundry and cleaning
Membership, dues
Personal mileage
Printing
Professional services
Rebillable services
Software rental lease purchase
Software support maintenance
Special projects
Tower charges
Training
Travel and conference
Workshops and meetings
Total contractual services
Commodities:
Dry goods and clothing
Expendable equipment
Metered postage
Office supplies
Parts and accessories
Shop supplles
Small tools
Total commodities
275,000.00 3.69%
0.00%
100,000.00 1.34%
325,000.00 4.36%
8,500.00 0.11%
168,000,00 2,25%
700.00 0.01%
1,000,00 0.01%
3,600,00 0.05%
500.00 0.01%
500,000.00 6.71%
500.00 0.01%
30,000.00 0.40%
1,324,742.00 17.78%
40,000,00 0.54%
434,392,00 5.83%
76,000.00 1.01%
22,500.00 0.30%
100.00 0.00%
3,309,434.00 44.41%
1,900,00
1000788.00
126.00
6,000.00
200,000.00
12,000.00
5,000.00
324,814.00
88,750,00
25,000.00
81,250.00
2,125.00
42,000.00
175.00
250.00
875.00
125.00
125,000.00
125.00
7,500.00
331,185.50
10,000.00
108,598.00
18,750.00
5,625,00
25.00
827,358.50
475.00
25,197.00
31,50
1,250.00
50,000,00
3,000.00
1,250,00
81,203,50
85,233.33 4.62%
900,00 0.05%
17,382,89 0.94%
78,224.71 4.24%
799,12 0,04%
51,070.75 2.77%
142.20 0,01%
0,00%
755.85 0.04%
0.00%
112,904.08 6,12%
0.00%
8,350.00 0,34%
23,401,89 1.27%
0.00%
99,698.47 5.40%
0.00%
0.00%
0,00%
476,863,29 25.84%
0.00%
499,85 0.03%
0.00%
282.15 0.02%
71,613.81 3,88%
5,122.46 0.28%
657.22 0,04%
78,175.49 4.24%
(16,483,33)
(900.00
7,617.11
3,025.29
1,325.88
(9,070.75)
32,60
250.00
119,15
125,00
12,095.92
125.00
1,150.00
307,783.61
10,000,00
8,899.53
18,750,00
5,625.00
25.00
350,495.21
475.00
24,697.15
31.50
967.85
(21,613.81)
(2,122.46)
592.78
3,028.01
0.03%
1.36%
0.00%
0.07%
2.68%
0,16%
0,07%
4.36%
Depreciation:
Equipment, structures and tower rights 6,192,047.00 83,09% 1,548,011,75 1,422,596.52 77,10% 125,415.23
Internal services:
Building space allocation
Info Tech CLEWS
Info Tech Development
Info Tech Operations
Info Tech Managed Print Services
Insurance fund
Maintenance Department charges
Motor Pool fuel charges
Motor Pool
Telephone communIcatIons
Total Internal services
Total operating expense
Operating income (kiss)
31,511.00
1,201,000.00
207,765,00
1,037.00
17,660.00
36,000.00
9,000.00
33,000.00
30,982,00
1,665,965.00
12,427,533.00
(4,975,745.00)
0.42%
16.12%
0,00%
2.79%
0.01%
0.24%
0.47%
0.12%
0.44%
0,42%
21.03%
166.77%
-66.77%
7,877.75
300,250,00
51,941.25
259.25
4,415.00
8,750.00
2250.00
8,250.00
7,745.50
391,738.75
3,106,883,25
(1,243,916.25)
7,877.76
214,881.25
134,00
61,699.44
223.84
680,72
2,957.10
2,012.26
9,411.87
7,731,56
307,589.79
2,518,981.71
(571,777.35)
0.43%
11.65%
0.01%
3.34%
0,01%
0.04%
0.16%
0.11%
0.51%
0,42%
16.67%
136.41%
.36.41%
(0.01)
85,368.75
(134.00)
(9,758.19)
35,41
3,754.28
5,792,90
237.75
(1,161.87)
13,94
84,148.98
589,901.54
572,158.90
24
County of Oakland
Radio Communications Fund
Statement of Revenues, Expenses, and Changes in Net Position
For the Three Months Ended December 31, 2015
2016
Amended Percent of
Budget Revenue Allotment
Year to Date
Favorable
Percent of (Unfavorable)
Actual Revenue Variance
Non-operating revenues (expenses);
Planned use of fund balance 5,260,245,00 70.46% 1,312,561.25 0.00% (1,312,561,25)
Income from investments 180,000.00 2.42% 45,000.00 46,510,85 2,52% 1,510.85
Total non-operating revenues (expenses). • 5,430,24500.. 72.87% 1,357,661,2-5- 46,510.85 2.52% (1,311,050.40)
Income (loss) before transfer 454,500,00 6.10% 113,625.00 (625,266.50) -33.89% (738,891.60)
Transfers in 31,500.00 0.42% 7,875,00 18,000.00 0.98% 10,125.00
Transfers cut (486,000.00) -6.52% (121,500.0k (121,600.00) -6.56%
Change in net position 0.00% $ (728,766.50) -39.50% $ (728,760.50)
Net Position - beginning 41,379,44163
Net Position - ending $ 40,660,681.13
25
EXHIBIT A-2
Description
Transfer from the General Fund, Sheriff's Dept. to Radio Communications
Fund per Res. 15-294 for Sheriff's contract with Independence Township
Transfer from the General Fund, Sheriff's Dept. to Radio Communications
Fund per Res. 15-295 for Sheriff's contract with Lyon Township
Transfer from the General Fund, Sheriffs Dept. to Radio Communications
Fund per Res. 15-296 for Sheriff's contract with Oakland Township
Transfer from the General Fund, Sheriffs Dept, to Radio Communications
Fund per Res. 15-297 for Sheriffs contract with Orion Township
Amount
$ 4,500.00
4,500.00
4,500.00
4,500,00
Total $ 18,000.00
26
EXHIBIT A-3
Description
Budgeted Operating Transfer from Radio fund to Info Tech fund for
1st quarter FY 2016 OakNet operation costs.
Budgeted Operating Transfer from Radio Communications fund to
CLEM'S fund for 1st quarter FY 2016 administrative support
Budgeted Operating Transfer from Radio Communications fund to
Info Tech fund for 1st quarter FY 2016 Help Desk support
Amount
59,000.00
50,000.00
12,500,00
Total $ 121,500.00
27
EXHIBIT A-4
RADIO COMMUNICATIONS FUND 53600
Fiscal Year 2016 — 1st Quarter
Brief Explanation of "Actuals"
Following are some comments regarding Radio Communications fund's 1st quarter Fiscal Year
2016 financial statements.
STATEMENT OF NETi POSITION
• Radio Communications fund reports all monetary assets as Cash. Available cash is invested
and managed by the Treasurer as a pool. The Treasurer's Office allocates interest earned to
the participating funds on a monthly basis.
• Due from other governments is the amount due from municipalities for leased equipment.
• Accounts receivable includes $1,273,000 for accrued E-911 operational surcharge revenue
which is paid to the County quarterly. The remaining balance is prepaid rent and rent due
from antenna site co-locators, amounts due from non-governmental external users for leased
equipment and anticipated amounts due for re-banding efforts.
• Inventories are parts and accessories used to maintain customer equipment and the radio
system; including equipment purchased for the completion of the radio system.
• Prepaid items are rent paid in advance per the lease agreements for co-location of radio
system equipment and advanced maintenance contract payments.
• The 821 MHz radio system was fully operational on July 1, 2010 and all related asset
expenditures for equipment and radio tower structures were originally capitalized with a ten-
year life. The useful-lives for all portable and mobile radios were updated in Fiscal Year
2014 to end in 2017, when this equipment will no longer be supported.
• Tower rights are the County's rights to co-locate equipment on towers constructed by the
Radio fund on land owned by various municipalities. Ownership of the towers was
transferred to the municipalities upon completion of construction in 2010 in exchange for
ongoing rights to place radio equipment on those towers.
• Vouchers payable and Accounts payable are accrued 1st quarter expenses.
• Due to municipalities is the City of Novi's share of lease payments for Co-locators on Novi's
antenna site as is set forth in the Board of Commissioners Resolution 98-291.
STA1EMENT OF REVENUES, EXPENSES AND CHANGES IN NET POSITION
Revenues:
• The Board of Commissioners Resolution 15-128 increased the E-911 surcharge rate by $0.08
to $0.28 for the period covering July 1, 2015 through June 30, 2016. The revenue reported
for this quarter is based upon current estimated surcharge filings.
• Antenna site management revenue is for telecommunications companies that have contracted
with Oakland County to place equipment on county-owned towers.
• Parts and accessories revenue is for amounts billed for radio equipment repair requests.
• Productive labor revenue is higher than anticipated due to increased demand for service.
STATEMENT OF REVENUES, EXPENSES AND CHANGES IN NET POSITION (Cont'd)
Prepared by: Y. Tipton Fiscal. Services is
RADIO COMMUNICATIONS FUND 53600
Fiscal Year 2016 — 1st Quarter
Brief Explanation of "Actuals"
Expenses: ▪ Salary variance is favorable due to lower than anticipated overtime, on-call hours and un-
filled positions.
• Communications cost is unfavorable due to higher than anticipated cell tower connectivity
costs.
• Contracted services are for leased space at the Oakland County International Airport.
• Indirect cost expense is based on the County's Indirect Cost allocation. It includes Homan
Resources, Payroll, Treasurer, Accounting, and Budgeting and Administrative services.
• Professional services expense is for costs relating to the CAD Upgrade project and radio
system.
• Software rental, lease purchase and software support maintenance is favorable due to the
timing of the ESInet project.
• Special projects expense is favorable due to the timing of proj ects. The budget for this line
item is for costs associated with tower painting.
• Tower charges represent our payment for tower rental agreements.
• Expendable equipment, parts and accessories and shop supplies combined are slightly under
budget.
• Depreciation is favorable due to timing of capital projects.
• Internal service expense is favorable (overall) based on actual usage that falls below
budgeted expectations.
Non-Operating Revenues and Expenses:
• Income from investments represents the portion of income from cash managed and allocated
by the Treasurer's Office to Radio fund.
• Transfers in includes: $4,500 approved on Resolution 15-294 for the Sheriff's contract with
Independence Township, $4,500 approved on Resolution 15-295 for the Sheriff's contract
with Lyon Township, $4,500 approved on Resolution 15-296 for the Sheriffs contract with
Oakland Township, and $4,500 approved on Resolution 15-297 for the Sheriff's contract
with Orion Township.
• Transfers out includes $50,000 for administrative support provided by the CLEMIS fund,
$12,500 for Help Desk support provided by the Information Technology fund and $59,000 to
the Information Technology fund for OakNet operation costs.
Prepared by: Y. Tipton— Fiscal Services 26
Resolution #16091 April 21, 2016
Moved by Kochenderfer supported by Quarles the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Gershenson, Gingell, Gosselin, Hoffman, Jackson, Kochenderfer, Kowall, Long,
McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bowman,
Crawford. (20)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on April 21, 2016,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 21 st day of April, 2016.
Lisa Brown, Oakland County