HomeMy WebLinkAboutResolutions - 2018.05.02 - 23436MISCELLANEOUS RESOLUTION #18143 May 2, 2018
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: ESTABLISHMENT OF OAKLAND COUNTY 9-1-1 CHARGE RATE (FORMERLY TELEPHONE
OPERATING SURCHARGE) FOR THE PERIOD JULY 1, 2018 TO JUNE 30, 2019
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 services, emergency medical services, hospitals, homeland security, and operating
purposes other than public safety (such non-public safety agencies using the radio system 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, 2018 through June 30, 2019); 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 15, 2018 this
year) covering the ensuing July 1 through June 30 fiscal year without which the fee cannot be charged;
and
WHEREAS the County's 9-1-1 current charge rate is $.32 per month per device as defined by Michigan
statutes and is below the authorized limit established by State statute of $.42 per month per device; and
WHEREAS an attached Memorandum dated March 29, 2018 from the County Administration covering the
financial, programmatic, operating, and capital status and needs of the Radio Communications Fund for
the funding period January 1, 2018 through September 30, 2022 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-2018
through FY-2022 as mandated by evolving technology and obsolescence of existing radio
communications equipment, including replacement of radio consoles at the twenty Public Safety
Answering Points (PSAPs) within the County, the replacement of public safety responders' mobile and
portable radios, tower equipment, 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 an increase of $.04 per device per month in the 9-1-1 charge per month under either
alternative course of action as noted in the attached memorandum; 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 29, 2018 respectively unanimously agreed with the increase of $.04 per device
per month bringing the total amount to be assessed at $.36 per device per month for the period July 1,
2018 to June 30, 2019.
NOW THEREFORE BE IT RESOLVED that the County's Board of Commissioners hereby approves the
9-1-1 charge of $.36 per month per device as defined by Michigan statutes for the period July 1, 2018
through June 30, 2019.
Radio Communications Fund (#53600)
Revenues
1080310-115150-630581 E911 Surcharge
1080310-115150-665882 Planned Use of Balance
Total Revenues
FY2018
FY2019 — FY 2020
$162,000
($162,000)
0
$648,000
($648,000)
$ 0
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Woodward absent.
Chairperson, on behalf of the Finance Committee, I mo7 ..thadoption of the foregoing ffrllution.
1. I kVA
6mmissioner Thomas Middleton, District #4
Chairperson, Finance Committee
COUNTY MICHIGAN
L. BROOKS PATTERSON, OAKLAND COUNTY EXECUTIVE
Robert J. Daddow
Special Projects Deputy County Executive
TO: Finance Committee
Radio Oversight Committee
Mike McCabe
Mel Maier
Phil Bertolini
Laurie VanPelt
Jeff Nesmith
Pat Coates
Holly Conforti
Shawn Phelps
FROM: Bob Daddow
SUBJECT: 9-14 Operating Surcharge: Rate Proposal for July 1, 2018 to June 30, 2019
DATE: March 29, 2018
State law governing the "94-1 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, 2018 through June 30, 2019. The operating
surcharge provides the capital and operating support for the County's public safety radio
communications system operated on behalf of the County's Sheriff's Office, police, fire,
emergency medical services, hospitals and other public safety users within the County
boundaries. Non-public safety users are charged a separate fee for use of the radio
communications services as the operating surcharge fees cannot fund the costs related to non-
public safety use of the radio system.
BACKGROUND
The statutorily required Board of Commissioners' resolution approving a telephone operating
surcharge must be submitted to the State no later than May 15, 2018 so that the surcharge can
be placed on the customers' telephone bills starting July 1, 2018. Absent the Board of
Commissioners' approval, the operating surcharge cannot be placed on the telephone bills and
an alternative funding source (e.g. County General Fund) would be required to operate the
existing radio communication system and address the future capital needs.
For the period July 1, 2017 through June 30, 2018, Oakland County's Board of Commissioners
approved a $.32 per wireline / wireless device charge that was applied to County landline and
cell phone users, The FY-2018 operating surcharge was increased by $.04 per wireline / wireless
device from that of FY-2017. in connections with the prior year funding projections, that
analyses included an anticipatory $.04 per wireline / wireless device increase effective July 1,
2018 and $.06 per wireline / wireless device increase effective July 1, 2019 bringing the total
EXECUTIVE OFFICE BUILDING 41 WEST • 2100 PONTIAC LAKE RD DEPT 40/9 • WATERFORD MI 48328-0409 • (248) 858-1650 • FAX (248) 452-9215
EMAIL: daddowr@oalfflov.com
surcharge to $.42 per wireline / wireless device for FY-2020 (maximum available without a vote
of the residents).
On a quarterly basis, the County administration issues a financial analysis covering the 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
quarter ended December 31, 2017 was previously submitted to the Finance Committee and is
attached as Exhibit E. The radio capital projects are discussed in this memorandum as well as
providing beginning net cash numbers for use in the projections within Exhibit A and C as
discussed subsequently.
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 D, 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 properly met.
At present, the radio communication system has 55 towers (County owned, locally owned by
governmental units within the County or leased space from private vendors), 1,861 mobile
radios and 4,343 portable radios in use. Radio consoles are located in 20 public safety dispatch
centers (PSAPs) throughout Oakland County, including: 17 primary PSAPs, one back-up PSAP,
one secondary PSAP and the City of Southfield (not presently on the County's public safety radio
communications system but is expected to join as the system is upgraded). The current system
relies upon 55 cellular towers, leased towers or cell unit sites for radio coverage.
There are 15 hospital emergency rooms relying on the County's radio communication system, as
well as a number of private ambulance companies using the system. Some non-public safety
departments of the County and other external entities use the County's radio communication
system for a monthly operating fee.
OPERATING SURCHARGE LEGISLATION AND OTHER BACKGROUND INFORMATION
The principal funding sources for the capital and operating costs relating to County's public
safety radio communications system arise from the State (FY-2017 - $1,848,000) and County (FY-
2017 - $4,674,000) operating surcharge fees. Combined these two revenue sources comprise
89% of the revenues generated for the Radio Communications Fund. The rest of the revenue
arises from leasing of tower space, investment income, non-public safety use of the radio
system and other lesser revenue sources.
For the past several years, the police, fire and EMS agencies in the State have attempted to
secure support for an increase in the State's surcharge and other revenue collected. The
underlying State fund used to collect and distribute the State's surcharge fees for local capital
and operating needs in providing 9-1-1 services to the public.
Up until recently, the expenditures paid from the State fund have exceeded the revenues
generated to a point absent increases in rates and other adjustments collected by the State, the
Fund would have completely depleted its resources in the very near term. The principal cause
of the depletion has been the increasing requests for reimbursement by local public safety
2
agencies relating to the operating costs associated with the NG-911 system upgrades and
operations, The County intends on requesting funds from this source as has been discussed in
the prior years' memoranda.
In early March 2018, the Governor signed Senate Bill 400 that adjusted the rate and other
charges that will assist, but not solve, the funding issues of local public safety agencies' 9-1-1
needs. The State surcharge was increased from $.19 per device to $.25 per device (land lines;
cell phones; other devices that could contact 9-1-1) and increased the excise tax on prepaid
phone cards from roughly 2% to 5%. A senate fiscal analysis indicates that the new revenue
flowing into the Fund would approximate $20 million.
The FY-2017 level of State funding of $1,85 million might increase by roughly $10,000, a very
nominal amount relating to the recently-passed legislation. However, the County has the ability
now to request the funding for its ESINet operating costs ($3,4 million in the first year and $2.7
million for the next four years) once the ESINet is fully operational. The ESINet is almost fully
operational with a nominal set of 'punch-list' items remaining before the County's telecom
service provider (PEN) can petition the Michigan Public Safety Commission for the future
reimbursement of these costs. There can be no assurances that the request will be honored in
whole or part — or even at all given that there are other counties waiting in queue for the
revenues arising from the passage of Senate Bill 400.
REPORT FORMAT — EXHIBITS A THROUGH D INCLUSIVE
Several uncertainties exist in the cost and revenue projections incorporated within Exhibits A
through D, inclusive principally:
• The request for proposal is presently out for consideration by the radio vendors and is
not due back until April 20, 2018. Many of the line-item cost projections arise from
those developed by Black & Veatch, the County's radio consultant, and may or may not
be accurate relative to the proposals yet to be received. Generally, the Black & Veatch
projections have been used or modified as outlined in the Footnotes to Exhibits A and C.
• The amount of ESINet reimbursement that will be available from the State to cover the
operations costs of that network cannot presently be determined. The County's
contract has a not-to-exceed amount from the ESINet vendor for their operations, but
no assurances can be provided at this time that the State will fund these operating costs
and at what level,
• The timing of tasks as outlined in Exhibits A through D must be agreed to in a contract
with a successful vendor. Many of the tasks are complicated and dependent upon one
another as the radio communications system is a 24 x 7 operation and critical for public
safety of the County's residents and public safety personnel.
• The radios under consideration have varying levels of functionality with the most
sophisticated radios being the most expensive. Presently, most of the current radios in
use are at the Tier Three level (the most sophisticated) and may have functionality
beyond the normal operations of the radios in the field, Generally, the anticipated radio
assumption used in the Exhibits reflect a Tier Two level of functionality which should be
3
adequate for most field use. However, once the vendor has been selected, meetings
must be held with the local public safety users and a plan developed that would hone in
on the appropriate Tiers for field use.
Given the above, the County is again required to assemble two approaches relating to the
funding assumptions: one with the assumption that the ESINet will not be funded by the State
and one with the assumption that full funding will be provided. The likely outcome of this effort
will be that the State will fund an amount somewhere between all and none of the ESINet
operating costs, but the amount cannot presently be determined. As such, the two alternatives
— full funding and no funding — have been cited in the projections largely involving the ESINet
funding matter.
Attached to this memorandum are the following exhibits (as well as the footnotes to Exhibits A
and D explaining the capital needs, assumptions used in the cost projections and other business
issues relating to the line items as referenced in the Schedules):
• Exhibit A - Summary of Capital Project Needs and Related Footnotes (Full County
Funding; No Support from State): a schedule for the periods FY-2018 to FY-2022
showing the incremental capital and operating needs of the radio communication
system along with funding sources. Exhibit A reflects a critical assumption that the full
operating cost of the ESINet would be funded out of the County's 94-1 operating
surcharge fees and other local sources, rather than the State's technical surcharge.
Capital costs for the ESINet are borne by the County and cannot be reimbursed by the
State under the current legislation.
The types and nature of capital costs being incurred for the ESINet, which are not
reimbursable by the State, include but are not limited to: updated network connections,
including hardware and software, replacing a copper-based system with current limited
technology capabilities (launched circa 1963), technical support in installation, etc.
Once constructed, the ESINet will be operating and maintained by a telecom vendor
(PFN) and those costs would be eligible for reimbursement from the State providing
there are sufficient State resources available even after the recent legislation was
passed.
Given the County's full funding under this assumption, a bond issue would be required
in early FY-2020 in the estimated amount of $21.0 million. As noted in Exhibit A, the
recommended increase in the 9-1-1 charge effective July 1, 2018 would be $.04 per
device per month with an Increase of $.06 per device per month effective July 1, 2020.
In addition, a General Fund operating transfer of $1.6 million would be required to cover
the full debt service costs beyond that which can be charged statutorily without a vote
by the electorate.
• Exhibits B — Calculated Bond Interest and Impact on Surcharge: Full County Funding;
No Support from State - this exhibit calculates the debt service on the amounts
borrowed in Exhibit A ($21.0 million) as well as the amount of incremental 9-1-1 rate
increase (impact absent legislative caps) that is necessary to fund the debt service over a
ten-year period (roughly equivalent to the underlying useful life of the equipment
acquired).
4
• Exhibit C— Summary of Capital Project Needs and Related Footnotes; With Full State
Funding for ESINet - a schedule for the periods FY-2018 to FY-2022 showing the
incremental capital and operating needs of the radio communication system along with
funding sources. Exhibit C reflects a critical assumption that the full operating costs o
f
the ESINet would be reimbursed by the State's Michigan Public Services Commission
and paid, out of the State's technical surcharge pool of funds. While this assumption
i
s
being provided, there can be no assurances that the State could or would provide th
e
full funding of the ESINet operations.
Under this assumption, a lesser amount of bonding would be necessary with
approximately $12.0 million being needed in FY-2020 to complete the project and
provide sustained operating funds. As with the first alternative, two increases of $.04
per device per month would be required on July 1, 2018 with a $.06 per device per
month increases effective July 1, 2019.
• Exhibits D —Calculated Bond Interest and Impact on Surcharge: Full State Funding for
the ESINet - this exhibit calculates the debt service on the amounts borrowed in Exhibit
C ($12.0 million) as well as the amount of incremental 9-14 rate increases necessary to
cover the capital needs and fund the debt service over a ten-year period (roughly
equivalent to the underlying useful life of the equipment acquired).
• Exhibit E — Quarterly Financial Report Ended December 31 2017 to Finance Committee
— showing the Radio Communications Fund quarterly operations as of and for the
quarter ended December 31, 2017. The net cash position as of December 31, 2017 was
used as a starting point in addressing the future operating and capital needs of the
Radio Communications Fund. This financial information, along with the CLEMIS
Operating Fund and the Fire Records Management System, was previously provided to
the Board's Finance Committee.
REVENUE / OPERATING ANALYSIS RADIO COMMUNICATIONS FUND
A sensitivity analysis was conducted for the County's operating charge resulting in one penny
o
f
charge equal to $162,000 1 in revenues. The prior sensitivity analysis conducted in 2016 resulted
in a penny being worth $170,000 in 9-1-1 operating surcharge fees. The revenue per penn
y
h
a
s
remained relatively constant from year to year and is adequate for the estimation of the
incremental per penny revenue projections in connection with Exhibit A through 0 and f
o
r
purposes of discussion in this memorandum. For purposes of the projections on additio
n
a
l
revenue for FY-2018, the per penny rate used is $162,000.
Annual State distributions for Oakland increased from $1,760,000 in FY-2014 to $1,850,0
0
0
i
n
FY-2015 and then, $1,835,000 in FY-2016 and $1,848,000 in FY-2017. The Exhibit A a
n
d
C
projections provide no increase in the State 9-1-1 surcharges as the tentative allocations arisin
g
'Total actual operating surcharge revenue assessed by the Board for FY-2017 $4,674,173. One
q
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a
r
t
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r
at $,32 per device — so, $4.6M / 4 x $,32 $36,516. Three quarters at $.28 per device — so, $
4
,
6
M
/
.
7
5
x
$.28 = $125,272. $36,416 + $125,272 = $161,788 / penny. Rounded to $162,000.
5
from the recently-passed legislation would indicate a nominal amount of no greater than
$10,000 that would be received by the Radio Communications Fund.
When the ESINet is constructed and launched, the County has contractually committed to a five-
year operating period for operating and support services to an outside vendor. Once the
dispatch center is attached to the ESINet, there is little immediate benefit to the County in the
consolidation of the dispatch centers as the funding remains largely fixed with or without the
consolidation. Should a local dispatch center decide to consolidate with another dispatch
center, the County will continue to provide 'in-kind' support services in that consolidation
(technical support, consultation, closing down the dispatch center, etc.).
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 upwards of $500,000. Because these
services are not eligible under the State's 9-1-1 charge regulations, the funding for this
project would be the responsibility of the General Fund.
• The City of Royal Oak will be moving 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, which is 240 foot tall, is currently located in or near the
downtown area of Royal Oak and next to the City Hall and provides good radio coverage
for downtown Royal Oak and some of the surrounding communities. The tower and City
Hall share a generator.
When a local unit moves equipment at its request, the costs of movement are borne by
the local unit. If the County requests the movement, the County funds the move. Any
movement of the tower further than 70 feet from its current location requires an
update of the frequency license to operate often requiring upwards of a year to secure
from the Federal Communications Commission (FCC), The County is working with Royal
Oak officials in the timing of the need to dismantle the existing tower and locate a new
tower somewhere nearby. No costs have been incorporated in the attached exhibits for
the movement of the tower as the movement costs would be borne by the City.
• The City of Southfield has requested that they be included the request for proposal in
connection with the new radio communications system. Southfield is presently the only
community in Oakland County on a radio communication system other than the County-
wide system. A provision has been incorporated within the Exhibits A and C involving
the cost of bringing Southfield onto the new radio communications system.
• The County's radio communication system presently connects to locally-funded and
operated voice logging recorder. The recorder captures voice communications between
the dispatch operation, the 9-1-1 caller and public safety field personnel. Recorders are
presently decentralized in each of the PSAPs, owned and maintained by the local
technical personnel and the Sheriff's Office. Given that the locally-based equipment is
disparate, subject to local maintenance standards and of varying age, the replacement
of the radio communications equipment may require that the logging equipment be
6
replaced as well. At a minimum, the expectations of the local government would be
that the Radio Shop provide the initial interface and connectivity into the future —
whetherthe equipment remains decentralized and owned by the local units or
centralized at the County's Information Technology Department.
The County request for proposal requested that the vendors propose on a centrally
maintained logging recorder system maintained by the County's Information Technology
Department. Because this would generally be unique in the industry, the ability to
project a capital cost and on-going maintenance is difficult to assess. Black & Veatch
was requested to provide a high-level estimate of the capital cost ($3.0 million) and on
-
going maintenance ($300,000) relating to this equipment.
At present, the capital cost and operating costs are fairly high for this service and w
i
l
l
require an individual return on investment analysis in order for the County to a
s
s
u
m
e
the financial responsibilities for the logging recorders from the local units. The logging
recorder costs if incorporated in Exhibits A and C would result in the FY-2022 cash
position becoming significantly negative at year end and open the question as to
whether the County could or should assume the financial responsibility of this
equipment. The logging recorder decision will have to be made after the vendor
proposals are evaluated and as a separate function subject to a business case being
made to do so.
NOTICE OF INTENT TO ISSUE DEBT
Any debt issuance requires the Board of Commissioners to authorize a Notice of Intent to
borrow. A Notice of Intent provides notification to the public in order that they may o
b
j
e
c
t
t
o
the debt issuance (with sufficient signatures and within a 45-day period). The Board a
u
t
h
o
r
i
z
e
d
a Notice of Intent to be published in a newspaper last year with a not-to-exceed amou
n
t
o
f
$
2
5
million. There is no expiration date on the Notice of Intent.
The Internal Revenue Service has certain rules that permit the expenditure of funds
i
n
a
d
v
a
n
c
e
of the debt issuance and have that debt proceeds fund those expenditures. A wa
i
v
e
r
w
i
l
l
b
e
required at a later date with the assistance of the County's bond counsel.
RADIO OVERSIGHT COMMITTEE
The Radio Oversight Committee met on March 29, 2018 and unanimously approved the
r
a
d
i
o
communications financing plan as outlined in this memorandum, the attached exhibits
a
n
d
t
h
e
resolution to be provided to the County's Finance Committee,
SUMMARY - OPERATING SURCHARGE FOR JULY 1, 2017 TO JUNE 30, 2018
As outlined in the letter of transmittal, Exhibits and footnotes to the Exhibits, the C
o
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n
t
y
administration recommends that the telephone operating surcharge presently s
e
t
a
t
$
.
3
2
p
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r
month per wireline / wireless device, as defined, be increased to $.36 per devic
e
e
f
f
e
c
t
i
v
e
J
u
l
y
1, 2018. In addition and based on the transmittal, Exhibits and footnotes, the telephone
operating surcharge be recommended to be increased to $.42 per device effective J
u
l
y
1
,
2
0
1
9
in connection with the annual review of the surcharge in the spring of 2019.
7
Two alternative courses of action are proposed in Exhibit A and C with vastly different 9-1-1
operating charge requirements as noted below arising principally because of the uncertainties
arising from funding the ESINet operations, Southfield and other matters cited subsequently:
• Exhibit A - County Operating Full Funding of ES1Net Operations Through Operating
Surcharge — this alternative would fund the ESINet operations solely out of County
revenue sources: currently set at $.32 per month per device the period ending June 30,
2018 and as recommended effective July 1, 2018 and July, 2019 an increase to $.36 and
$.42 per month per device, as defined, respectively. In addition, in FY-2019, ten-year
bonds in the amount of $21.0 million would be issued and supported by the operating
surcharge and approximately $1.6 million from the County's General Fund during while
the debt is outstanding.
• Exhibit C - Funding of the ES1Net Operations Through the State's Technical Surcharge
Pool — this alternative has as its principal assumption that the ESINet operating costs
would be fully funded by State technical surcharge pool. As such, it also depends on the
County's operating surcharge set at $.32 per month per device the period ending June
30, 2018 and as recommended effective July 1, 2018 and July, 2019 an increase to $,36
and $.42 per month per device, as defined, respectively, In addition, in FY-2019, ten-
year bonds in the amount of $12,0 million would be issued and supported by the
operating surcharge as well. No General Fund support would be required to address the
outstanding debt.
Uncertainties remain that are contributing to the two alternatives noted above —no funding
arising from the State's technical surcharge pool and full funding from that surcharge pool.
Once the County's telecom vendor (PFN) can submit its request for recovery of the ESINet
operations in spring 2018 and the Michigan Public Services Commission acts on the request and
the selection of a successful vendor, the financial plan can be revised accordingly.
Unfortunately, the decision relating to the Board of Commissioner's setting of the operating
surcharge can be clone only once per year in the spring (in this case for the rate for July 1, 2018)
and will be fixed until the next regular review occurs in spring 2019,
Open issues, as discussed in this memorandum and in the attached documents, follow and will
have an impact on the final financial plan as well:
• Finalization of the recovery of the ESINet operating costs from the State.
• Selection of the successful vendor along with the signing of the vendor contract that will
firm up the equipment, consulting and other costs relating to the financial plan along
with the timing of the project.
• The ability to bring the City of Southfield onto the radio communications system.
• The resolution of the City of Royal Oak timing of the movement of the antenna in
connection with their economic development project in the downtown area.
8
• Developing the business case of whether the County could and! or should accept the
responsibility for the locally-operated and funded logging recorder equipment.
• The above issues will help set the sizing of the debt (and also at the time provide a much
better understanding of the interest rate on that that) along with the necessity of
securing General Fund support.
9
20,000
100,000
16,000
136,000
$ 50,000
40,000
100,000
16,000
206,000
50,000 $ 80,000
122,000 $ 152,000
40,000 40,000
32,000 32,000
SUMMARY OF CAPITAL PROJECT NEEDS - RADIO COMMUNICATIONS FUND NO SUPPORT FROM ST
A
T
E
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E
S
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t
OAKLAND COUNTY, MICHIGAN
March 29, 2018
EXHIBIT A
Description
Nine Months
Ended
Notes Sept. 30, 2018 FY-2019 FY-2020 FY-2021 FY-2022
Capital:
Radio Consoles in Dispatch Centers
Portable Radio Replacement / Software
Mobile Radio Replacement / Software
Tower and Other Equipment
Contingency
ESINet Capital Needs
WAN Upgrade - Routers
Southfield Radio Equipment
Fire Paging Equipment
Operating:
Adjustments to Cash Flow
ESINet - Final Operating Costs
Incremental Capital and Operating Needs
Cash and Cash Equivalents - Beginning
Estimated Net Cash Flow from Operations
Increase in Operating Charge -July 1,2017 ($.04)
Increase in Operating Charge -July 1, 2.018 ($.04)
Increase In Operating Charge - July 1, 2019 ($.06)
County Appropriation
Debt Service - Principal and interest
Bonding
Net Cash in-flow for Capital Needs
ENDING AVAILABLE CASH AND EQUIVALENTS
136,000 204000 122,000 152,000
3,406,000 2,731,000 2,731,000 2,731,000
15,069,000 22,412,000 16,853,000 11,733,000
26,387,000 15,657,000 19,698,000 7,083,000
2,800,000 2,800,000 2,800,000 2,800,000
648,000 648,000 648,000 648,000
648,000 648,000 548,000 6413,000
243,000 972,000 972,000 972,000
1,600,000 1,600,000 1,600,000
(1,215,000) (2,430,000) (2,430,000)
21,000,000
30,726,000 42,110,000 23,936,000 11,321,000
$ 15,657,000 $ 19,698,000 $ 7,083,000 (412,000)
1 $ 500,000 4,000,000 $ 500,000
2 3,000,000 7,000,000 3,000,000 900,000
2 750,000
4,000,000
3,850,000
3 1,100,000 8,000,000 6,000,000 3,100,000
4 1,000,000 2000,000 1,000,000 1,000,000
750,000 802,000
6 300,000 200,000
7 1,000,000 700,000
8 325,000 325,000
9 $
5
1,250,000
10 24,889,000
11 2,100,000
12 486,000
12 162,000
12
13
13
13
27,637,000
26,387,000
Note 9 - adjustments to cash flow:
Reductions in Investment Income
Fire paging operations
Increase in communications expenses - Tls
Increase in tower charges
Net Adjustment to Operating Budget
Note ID- Composition of net cash as of Dec. 31, 2017;
Cash
Accrued interest
Due from / accounts receivable
Accounts payable
Net Cash and Cash Equivalents
9 $
9
9
9
10 $ 23,530,132
10 130,988
10 1,406,694
10 (178,814)
$ 24,889,000
Note 11- Estimation; future cash flow available from operations -
based on FY-2017 actual operations:
Operating loss for FY-2017 - actual 11 $
(2,461,727)
Depreciation add-back in above - full year 11 5,863,742
Net actual estimated cash flow 11 3,402,015
Annual cash flow (contingency provision) 11 (602,015)
FY-2017 annual cash flow available
$ 2,800,000
NOTE - the above projections assume no State support of costs associated with the ESINet operations. All capital a
n
d
operating support would be required from local resources - the County's General Fund.
CALCULATION OF BOND INTEREST- RADIO COMMUNICATION FUND - NO SUPPORT FROM STAT
E
F
O
R
E
S
I
N
e
t
OAKLAND COUNTY, MICHIGAN
March 29, 2018
EXHIBIT B
Eagtam Interest Payment ncLjkis
Beginning Balance
FY-2020
FY-2021
FY-2022
FY-2023
FY-2024
FY-2025
FY-2026
FY-2027
FY-2028
FY-2029
21,000,000 $
19,147,500
17,244,056
15,288,268
13,278,695
11,213,859
9,092,240
6,912,277
4,672,365
2,370,855
577,500 $
526,556
474,212
420,427
365,164
308,381
250,037
190,088
128,490
65,199
(2,430,000)
(2,430,000)
(2,430,000)
(2,430,000)
(2,430,000)
(2,430,000)
(2,430,000)
(2,430,000)
(2,430,000)
(2,430,000)
21,000,000
19,147,500
17,244,056
15,288,268
13,278,695
11,213,859
9,092,240
6,912,277
4,672,365
2,370,855
6,053
Interest rate 2.75 %
Debt service impact on operating surcharge (1 penny = $162,000):
15.09 cents
NOTE - See footnote explanations and the letter of transmittal for information concerning this schedu
l
e
.
The years reflect an amortization schedule over a period of 10 years. See the footnote discussions for
the timing of the debt issuance.
The March 5, 2018 article published by J.P. Morgan entitled "Market Update to Municipal Issues"
Indicates that the interest rate in the fourth quarter of 2018 for a 10-yesr bond would be 2.6%. T
h
e
above use of 2.75% provides a modest provision to address presently unforeseen bond market
increases in rates beyond those presently predicted by informed advisors.
20,000
100,000
16,000
$ 136,000
50,000 $
50,000 $
40,000 90,000
100,000
16,000 32,000
$ 206,000
$ 122,000 $ 152,000
9 $
9
9
9
80,000
40,000
32,000
SUMMARY OF CAPITAL PROJECT NEEDS - RADIO COMMUNICATIONS FUND - WITH SUPPORT
F
R
O
M
S
T
A
T
E
F
O
R
E
S
I
N
e
t
OAKLAND COUNTY, MICHIGAN
March 29, 2018
EXHIBIT C
Nine Months
Ended -
Description Notes Sept 30, 2018 FY-2019 FY-2020 FY-2021 FY-2022
Capital:
Radio Consoles in Dispatch Centers 1 .,, 500,000 $ 4,000,000 $ 500,000 $ - i -
Portable Radio Replacement 2 3,000,000 7,000,000 3,000,000
Mobile Radio Replacement 2 - 1,500,000 4,000,000
Tower and Other Equipment 3 1,100,000 8,000,000 6,000,000
Contingency 4 1,000,000 2,000,000 1,000,000
ESINet Capital Needs 5 750,000 802,000
WAN Upgrade - Routers 6 300,000 20E1,000
Southfield Radio Equipment 7 1,000,000 700,000
Fire Paging Equipment 8 325,000 325,000
Operating:
Adjustments to Cash Flow 9 $ - 136,000 206,000 122,000
ESINet - Final Operating Costs 5
Incremental Capital and Operating Needs 1,250,000 11,663,000 20,431,000 14,122,000 8,252,000
Cash and Cash Equivalents - Beginning 10 24,889,000 26,387,000 19,063,000 15,005,000 4,561,000
Estimated Net Cash Flow from Operations 11 2,100,000 2,800,000 2,800,000 2,800,000 2,800,000
Increase in Operating Charge - July 1, 2017 ($,04) 12 486,000 648,000 648,000 648,000 648,000
Increase in Operating Charge - July 1,2018 ($.04) 12 162,000 648,000 648,000 648,000 648,000
Increase in Operating Charge - July 1, 2019 ($.06) 12 - 243,000 972,000 972,000 972,000
County Appropriations 13 - -
Debt Service - Principal and Interest 13 (695,000)
(1,390,000) (1,390,000)
Bonding 13 12,000,000
Net Cash In-flow for Capital Needs 27,637,000 30,726,000 35,436,000 18,683,000 8,239,000
ENDING AVAILABLE CASH AND EQUIVALENTS
$ 26,387,000 $ 19,063,000 $ 15,005,000 $ 4,561,000 $ (13,000)
900,000
3,100,000
3,100,000
1,000,000
152,000
Note 9- adjustments to cash flow:
Reductions in investment income
Fire paging operations
Increase in communications expenses - Tin
Increase in tower charges
Net Adjustment to Operating Budget
Note 10- composition of net cash as of Dec, 31, 2017:
Cash
Accrued interest
Due from / accounts receivable
Accounts payable
Net Cash and Cash Equivalents
10 $ 23,530,132
10 130,988
10 1,406,694
10 (178,814)
$ 24,889,000
Note 11- Estimation: futuref cash flow available from operations:
Operating loss for FY-2017 - actual 11 $ (2,461,727)
Depreciation add-back In above-full year
11 5,863,742
Net actual before provision for flucuations
11 3,402,015
Reduction for annual fluctuations - cushion
11 (1,202,015)
FY-2016 annual cash flow available
11 $ 2,200,000
NOTE - the above projections assume full State support of costs associated with the ESIN et operations. N
o
c
a
p
i
t
a
l
a
n
d
operating support would be required from local resources - a subsidy from the General Fund.
CALCULATION OF BOND INTEREST- RADIO COMMUNICATION FUND - WITH SUPPORT FROM STATE ON E
S
I
N
e
t
OAKLAND COUNTY, MICHIGAN
March 29, 2018 EXHIBIT
Mirming, Interest Payment
Enc._ Jing
Beginning Balance
FY-2020
FY-2021
FY-2022
FY-2023
FY-2024
FY-2025
FY-2026
FY-2027
FY-2028
FY-2029
12,000,000 $
10,940,000
9,850,850
8,731,748
7,581,871
6,400,373
5,186,383
3,939,009
2,657,331
1,340,408
330,000 $
300,850
270,898
240,123
208,501
176,010
142,626
108,323
73,077
36,861
(1,390,000)
(1,390,000)
(1,390,000)
(1,390,000)
(1,390,000)
(1,390,000)
(1,390,000)
(1,390,000)
(1,390,000)
(1,390,000)
12,000,000
10,940,000
9,850,850
8,731,748
7,581,871
6,400,373
5,186,383
3,939,009
2,657,331
1,340,408
(12,731)
Interest rate 2.75 %
Debt service impact on operating surcharge (1 penny = $162,000):
838 cents
NOTE - See footnote explanations and the letter of transmittal for information concerning th
i
s
s
c
h
e
d
u
l
e
.
The years reflect an amortization schedule over a period of 10 years. See the footnote discussions
f
o
r
the timing of the debt issuance.
The March 5, 2018 article published by J.P. Morgan entitled "Market Update to Municipal Iss
u
e
s
"
indicates that the interest rate in the fourth quarter of 2018 for a 10-yesr bond would be 2.6%. The
above use of 2.75% provides a modest provision to address presently unforeseen bond market
increases in rates beyond those presently predicted by informed advisors.
FOOTNOTES TO SUMMARY OF CAPITAL NEEDS — EXHIBITS A THROUGH D
RADIO COMMUNICATIONS FUND, OAKLAND COUNTY, MICHIGAN
March 29, 2018
Footnote references are provided as an explanation of the line items included on the attached
Schedules entitled "Summary of Capital Project Needs— Radio Communications Fund" (Schedule),
Exhibits A and C, in support of the projected operating surcharge and other funding needs to cover
b
o
t
h
the Fund's operation and capital needs through FY-2022. Critical assumptions follow in assessing
t
h
e
incremental operating surcharge and other funding needs, along with timing of the funding needs:
• The current operating surcharge is $.32 per wireline / wireless device per month, as defined, for
the year ended June 30, 2018. The proposed operating surcharge for FY-2019 (effective July 1,
2018) would be $.36 per month and for FY-2020 it would be $,42 per month. The proposed
increases for FY-2019 and FY-2020 are the same increases proposed in the prior year operating
surcharge plan.
• As noted, there are two alternative courses of action:
o Exhibit A - the County fully funds the projects, including the ESINet capital and
operating costs with no State support forthcoming. This alternative is the most
conservative approach anticipated. It requires that the County to seek a bond in the
amount of $21.0 million and increases in the 9-1-1 operating charges as noted above.
The General Fund would be expected to cover $1.6 million in subsidies under this
assumption starting in FY-2020. The projected subsidy has been incorporated within the
strategic financial plan for the period FY-2018 to FY-2020 and will be incorporated in the
upcoming recommended operating budget for FY-2019 to FY-2021 to be considered by
the Board of Commissioners this summer at a time when the certainty of the costs
arising from the successful and contracted vendor are known as well as the ESINet
reimbursements from the State.
o Exhibit C — the State provides full funding for the operating costs of the ESINet as it has
provided to other counties to date. The State Legislature recently increased the State
technical surcharge rate and provided for additional enforcement of prepaid telephone
cards at an increased fee. The State-wide technical surcharge was increased from $.19
per device per month to $.25 per device per month and is expected to generate roughly
$20.0 million in additional State-wide revenues available to support 9-1-1 services
locally.
Under this alternative the County would be expected to issue $12.0 million in bonds in
late FY-2019. No General Fund support has been provided in this alternative.
• 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) on than those cited on the face of Exhibits A
and C. With the exception of depreciation expense, all operating revenues and expenses are
assumed to be equivalent to the cash needs at the time incurred.
1
These footnotes cover Exhibits A and C as referenced by line item and provide further und
e
r
s
t
a
n
d
i
n
g
o
f
the details surrounding the assumptions used in the dollars cited and timing required for
t
h
e
r
a
d
i
o
communications project capital and incremental operating costs.
NOTE 1 — RADIO CONSOLES IN DISPATCH CENTERS -$5.0 MILLION
Because the County distributed radio consoles in the dispatch centers circa 2003 th
r
o
u
g
h
2
0
0
6
,
t
h
i
s
computer equipment is aging rapidly. Replacement is planned for FY-2018 through
F
Y
-
2
0
2
0
.
T
h
e
replacement of this equipment, however, is highly dependent upon the course of a
c
t
i
o
n
t
a
k
e
n
o
n
t
h
e
radio communications system. The amounts cited in Exhibits A and C reflect the C
o
u
n
t
y
'
s
r
a
d
i
o
communication consultant's1 projections of the equipment and installation costs, at list price, of
$6,171,000 for 20 dispatch centers noted in Table 8.2.5,1. The amount has been
r
e
d
u
c
e
d
f
r
o
m
l
i
s
t
p
r
i
c
e
by 20% in order to reflect the expected reduction off of list price arising from a competitiv
e
l
y
b
i
d
contract. Presently, the current radio vendor affords a 25% discount from list pr
i
c
e
f
o
r
i
t
s
r
a
d
i
o
equipment. The list price less discount has been rounded up to $5.0 million.
NOTE 2— MOBILE / PORTABLE RADIO REPLACEMENT - $13.9 MILLION (PORTABLES) AND $8.6 M
I
L
L
I
O
N
(MOBILES)
In 2013, County administration was notified that the radio communications vendor w
i
l
l
n
o
l
o
n
g
e
r
support portable radios beyond December 31, 2017. While the portable radios hav
e
b
e
e
n
n
o
t
i
c
e
d
a
s
end of life they will function perfectly well for several more years. However, the Co
u
n
t
y
h
a
s
n
o
t
upgraded to a higher version of software (County is on SR7 and an upgrade would tak
e
t
h
e
r
a
d
i
o
s
y
s
t
e
m
to SR10) and in the coming years the portable radios will truly be end of life. Fallin
g
t
o
u
p
g
r
a
d
e
software
will introduce operating issues over the longer term. Absent damage in an emerg
e
n
c
y
e
v
e
n
t
,
t
h
e
portables have lasted in good order for upwards of 12-plus years and have more l
i
f
e
l
e
f
t
i
n
t
h
e
m
.
In connection with the past cash flow projections, the mobile units were also ass
u
m
e
d
t
o
b
e
e
n
d
o
f
l
i
f
e
,
but upon further investigation they may have been three to five more years of useful ser
v
i
c
e
.
T
h
e
mobile units are generally ruggedized and few failures have occurred for the past dozen
y
e
a
r
s
a
b
s
e
n
t
vehicle accidents.
The consultant assumed that the portable radios to be acquired were being valued at l
i
s
t
p
r
i
c
e
s
(
C
o
u
n
t
y
receives a discount of 25% presently and likely, upon competitive bidding may do a b
i
t
b
e
t
t
e
r
)
.
I
n
addition, the consultant assumed a one for one purchase of the tier three radios (hig
h
e
s
t
f
u
n
c
t
i
o
n
a
l
i
t
y
and most costly) which has been reduced to the 'tier two' functionality levels wit
h
t
h
e
c
o
r
r
e
s
p
o
n
d
i
n
g
savings reflected In Exhibits A and C. Before the actual purchase of the radios tak
e
s
p
l
a
c
e
,
f
u
r
t
h
e
r
research must be held with the local radio users as to the mix of tier three, tier t
w
o
a
n
d
t
i
e
r
o
n
e
r
a
d
i
o
s
in the field; such research will help to define the cost of the radios actually purchased. It is believed that
the use of 'tier two' radio functionality for purposes of this Schedule is adequat
e
f
o
r
p
u
r
p
o
s
e
s
o
f
s
i
z
i
n
g
the 9-1-1 operating charge for most field functions.
1 Black & Veatch has been hired by the County to analyze the alternatives available to the
C
o
u
n
t
y
i
n
r
a
d
i
o
communications equipment, develop the scope of work to be conducted and prepare
t
h
e
r
e
q
u
e
s
t
f
o
r
p
r
o
p
o
s
a
l
t
h
a
t
was issued in January 2018. it is likely that Black & Veatch will be retained for service
n
e
c
e
s
s
a
r
y
d
u
r
i
n
g
t
h
e
deployment of the radio communications equipment.
2
As with the mobile radios, the County currently receives a discount of 25% applied to the mobile units,
The mobile units are at the 'tier three' level which is currently believed to be necessary for the full
functionality of the radios in the field but will also be explored as to whether a lower functionality will
be possible saving additional costs. For purposes of this Schedule mobile radio equipment has been
priced at the Tier Three level of functionality.
The calculation of the portable radios is noted below resulting in $13.9 million as follows from Table
8.2.5.1 —
• 275 radios at the Tier Ill level at $4,800 .. $1,320,000.
• 3,568 radios at the Tier [Hey& at $2,800 = $9,990,400.
• 500 radios at the Tier I level at $2,000 = $2,000,000.
• Total cost at list - $12,310,000.
• Additional cushion for changes in tiers - $2,000,000.
• Final cost at list - $14,310,000 reduced by 80% (less than current discount) for an amount of
$11,448,000.
• Plus — encryption and software loading of $2,491,000.
• Final total - $13,939,000. Rounded to $13,900,000.
The analysis of the mobile units from Table 8.2.5.1 —
• 1,861 mobiles at $4,800 = $8,932,500 x 80% = $7,146,000.
• Encryption and software loading - $1,488,800.
• Total - $8,634,800. Rounded to $8,600,000.
NOTE 3 — TOWER AND OTHER EQUIPMENT - $18.2 MILLION
The FY-2017 operating charge analysis and sizing was dependent upon the replacement of the successful
vendor's equipment for portables and mobile radio units and the consoles in general, with nominal
replacement of tower and other equipment. The BV study in Table 8.2.5.1, which was received
subsequent to the prior analysis, cites the cost of tower, other equipment, contingencies and WAN
needs are $29,823,750. As noted below, the contingencies ($5,0 million) and WAN needs ($500,000) are
separately identified and have been deducted from the list costs of this equipment for a net of
$24,323,750 x 75% = $18,242,000, rounded to $18.2 million. The lower percentage discount has been
used as several of the line items within this table are likely going to be acquired through the Department
of Information Technology or the Radio Shop (either by existing personnel or through existing blanket
purchasing contracts).
NOTE 4 — CONTINGENCY - $5.0 MILLION
In Table 8.2.5.1 BV has recommended a contingency for this project of $5.0 million and is reflected in
Exhibits A and C.
As noted at the bottom of the Schedule (Note 11), the cash flow forecast has provided an on-going cash
flow contingency of $602,000 per year by deducting this amount from the total projected cash flow
arising from recent operations that could be used for capital needs. The $602,000 reserve from cash
1
flow creates an accumulated cash reserve not reflected in the Schedules of approximately $2.4 million
by FY-2022.
NOTE 5 — ESINet CAPITAL NEEDS - $1,552,000 (CAPITAL) AND $3.4 MILLION IN FIRST YEAR; $2.7
MILLION THEREAFTER (OPERATIONS)
The ESINet project has two components to it: the capital equipment costs and the annual manag
e
m
e
n
t
of the software and other network components. The capital equipment component has been provided
by ECW, Inc. and will be a County cost alone. The ESINet operating costs provided by PFN, Inc.
a
n
d
t
h
e
effect on the operating surcharge needs using PEN as a vendor are far more complicated as this
i
s
t
h
e
component that may or may not be funded by the State in whole or part.
PFN is a telephone company providing service regulated through the Michigan Public Services
Commission. The PFN customers are principally cellphone services; PFN has few if any landline
customers. The technical surcharge billing to customers is only through landlines, PFN has no direct
means to obtain technical surcharge revenues to cover the costs. However, PFN has the ability (as
i
t
h
a
s
done in many other counties) to provide the operating services relating to an ESINet and seek cos
t
recovery from the State's surcharge pool.
Several issues, however, exist in the above:
• Prior to the recently-passed legislation, the State operating surcharge pool was not covering all
of its committed costs to the local units and the State's radio needs. Essentially, the $.19 per
device per month the State charges on both landline and wireless services was raised to the
current statutory limits ($,25 per device per month).
• The principal operating and capital costs associated with the ESiNet are dependent by the
number of dispatch centers located in Oakland County (i.e. presently at 20 as previously noted
with no dispatch centers presently considering consolidation with the Sheriff's Office or other
surrounding dispatch centers). Because the ESINet has now been built out and is largely in
operation in most communities, the benefits of consolidation have declined.
• The State requires the telephone company to build out and begin operating the network before
the telecom can petition the Michigan Public Services Commission for reimbursement of
its
operating costs. As such, this further complicates the ability of the County to determine
whether the ESINet operating 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 operating costs.
To the extent that the operating costs are not funded through PFN's efforts seeking cost
recovery from the State, these costs will become the financial responsibility of the County.
Several 'punch-list' items remain open on the finalization of this network.
• There is an unadjusted amount of $337,000 excluded from the balance sheet that requires
adjustment in this Schedule. The equity section of the Radio Communications Fund has
indicated that only $1,229,087 remains unpaid on the capital costs for this system. The actual
amount still owing on this contract is $1,552,000 and has been corrected in Exhibits A and C.
The County entered into a five-year operating agreement with PFN for the ESINet to be paid in annual
installments of $3,4 million the first year and $2.7 million in years 2 through 5. PFN will either bill the
4
County (assuming no support from the State) or receive reimbursement from the State (no support from
the County) or somewhere in between once the network is finalized and the Michigan Public Services
Commission determines how much of the ESINet operating costs it is willing to fund.
The actual operating cost recovery from the State cannot be accurately projected at this time. As such,
Exhibit A and C have been provided as the 'worst' and 'best' case scenarios (respectively) relating to the
capital and operating programs under consideration — with the differences being entirely related to how
much PEN might be able to secure from the State's surcharge pool.
NOTE 6 —WAN / ROUTER UPGRADES - $500,000
The WAN / router upgrades were cited in last year's cash flow analysis at $350,000. The Black & Veatch
report cited amount of $500,000 (likely at list prices) as noted in Table 8.2.5.1 for the WAN equipment.
Likely, this equipment can be purchased from an existing County blanket purchase order at prices better
than list. However, given the nominal amount involved, no adjustment to discount has been provided.
NOTE 7 SOUTHFIELD RADIO COMMUNICATIONS - $1.7 MILLION
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 of the County's radio
communication system and the decision of City at the time, the City chose not to participate in the
County's radio communications system. Instead, Southfield 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 9-1-1
operating charges, the principal benefit derived by Southfield was the ability, through a 'patch', to
communicate with other 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 over the years.
Given that it is known that the Southfield residents and businesses have paid amounts in support to the
County's radio system, the County administration agreed to cover certain replacement costs of its local
radio system in the amount of $820,000 — principally the portable and mobile radio system based on the
formulas in use for other local government users on the County's radio system. Southfield became
aware of the County's need to upgrade its system and has requested that they be provided an
opportunity to participate in the upgraded radio communications system. Southfield has been included
in the request for proposal's scope of work. There may be limiting factors, however, in the ability to
bring Southfield onto the system — chief among them is sufficiency of available frequencies.
Notwithstanding the above matter, a provision has been incorporated into the model of $1.5 million
calculated as follows-350 portable radios at Tier II level ($2,800 + encryption / software loading of
$800 x 80% = $1,008,000) and 150 mobile units at Tier III level ($4,800 = encryption / software loading of
$800 x 80% = $672,000). Total = $1,680,000. Rounded to $1.7 million.
5
NOTE 8 — FIRE PAGING EQUIPMENT AND OPERATIONS - $650,000 (CAPITAL) AND $40,00
0
(OPERATING)
After last year's operating surcharge was established, it became apparent that there wa
s
a
s
u
b
s
t
a
n
t
i
a
l
opportunity to bring the disparate fire paging equipment and related operations in
t
o
t
h
e
C
o
u
n
t
y
w
i
t
h
one standardized approach. Presently, the Radio Shop is expected to ensure that the fire pagi
n
g
equipment located and maintained by the local fire departments is functioning properly some
o
f
w
h
i
c
h
equipment is very old and not well maintained. On more than one occasion, the paging equi
p
m
e
n
t
m
a
y
not have worked and tones that should have been received by volunteer and full-time firefig
h
t
e
r
s
w
e
r
e
not received. Without notice, the firefighters may not be able to respond to fires or medica
l
emergencies. However, the fire paging system is largely a back-up system to the primary no
t
i
c
i
n
g
o
f
t
h
e
off-site firefighters during an emergency.
Centralizing this equipment would help to ensure that the toning of firefighters proper
l
y
f
u
n
c
t
i
o
n
s
o
n
reliable equipment. Accordingly, the request for proposal has required the vendors to
p
r
o
p
o
s
e
o
n
t
h
e
i
r
solution in this area. Black & Veatch has provided several alternatives range from $65
0
,
0
0
0
t
o
$
2
.
0
million for the equipment. Annual costs are expected to be minimal — roughly $40,0
0
0
u
n
d
e
r
e
i
t
h
e
r
scenario. For purposes of this Schedule, the lower amount has been cited pending t
h
e
r
e
c
e
i
p
t
o
f
t
h
e
vendor proposals to serve as some fire departments may not want to replace its exi
s
t
i
n
g
f
i
r
e
p
a
g
i
n
g
equipment.
NOTE 9 — ADJUSTMENTS TO CASH FLOW
A brief review of future operating budgets beginning in FY-2018 was made, The nominal ad
j
u
s
t
m
e
n
t
s
involved issues associated with the project's implementation. The costs associated with
t
h
e
T
-
l
s
a
r
i
s
e
from the County's telephone company moving from T-1s to fiber and the likelihood th
a
t
t
h
e
C
o
u
n
t
y
w
i
l
l
be required to continue with the Tts for some time after the expected end of life date
f
o
r
t
h
o
s
e
T
-
l
s
.
The telephone company has significantly increased the T-1 rates in the near term as an
e
f
f
o
r
t
t
o
encourage users to terminate the connections.
NOTE 10 — BEGINNING CASH BALANCE - $24,889,000
The detail of the beginning net cash and cash equivalent balances as of December 3
1
,
2
0
1
7
w
a
s
obtained from the attached Exhibit E for the Radio Communication Fund's operation
s
a
s
o
f
a
n
d
f
o
r
t
h
e
quarter ended December 31, 2017. The accounts receivable is based on actual cas
h
r
e
c
e
i
p
t
s
f
r
o
m
t
h
e
telephone companies received in January 2017 for the quarter ended December 31, 2017 (
e
s
s
e
n
t
i
a
l
l
y
'cash' at or about December 31, 2017). See Exhibit E and the Schedule for the details of th
e
c
a
s
h
a
n
d
cash equivalents net of accounts payable as of December 31, 2017.
NOTE 11 — ESTIMATION OF FUTURE CASH FLOW AVAILABLE FOR CAPITAL AND OPERATING NEEDS
The projection of the cash flow available for incremental capital and operating needs h
a
s
b
e
e
n
d
e
r
i
v
e
d
from the Fund's accrual-based actual operations for FY-2017. The critical assumption
i
n
t
h
e
u
s
e
o
f
t
h
e
actual results for FY-2017 is that the prior year's operations will mirror future cash rec
e
i
p
t
s
a
n
d
disbursements (with some known adjustments to the operations such as the T-ls not
e
d
e
a
r
l
i
e
r
a
n
d
changes in the operating surcharge rate). Given that the balance sheet has little non-ca
s
h
t
r
a
n
s
a
c
t
i
o
n
s
,
this proxy is considered to be acceptable, particularly since the only non-cash items on
t
h
e
b
a
l
a
n
c
e
6
sheet are inventory and prepaid expenses, are not significant, and they have been excluded from the
opening cash balances.
The Fund's operating loss for FY-2017 are caused by depreciation expense (a non-cash expense) and
must be added back to the losses in order to secure a net cash flow from operations for purposes of this
Schedule, Given that this is an imprecise approach to the projection of cash flow into the future (as
would other alternatives that might have been used), the projection of $3.4 million in operating cash
flow available for capital and operating needs has been reduced to $2.8 million in order to provide for a
more conservative projection for purposes of the Schedule. A review of the projected cash flow for FY-
2017 in last year's analysis was reasonably comparable to the actual cash flow results identified in the
preliminary FY-2017 financial statements.
NOTE 12 — OPERATING SURCHARGE RATES
The Schedule addresses the impacts of the operating surcharge rate increases effective July 1, 2017
($.04 per wireline / wireless device), July 1, 2018 proposed rate increase ($.04), and July 1, 2019
proposed rate increase ($.06) based on the $162,000 per penny calculation cited previously.
NOTE 14 — BONDING AND DEBT SERVICE
Exhibit A reflects an assumption that PFN (telecom vendor) will not be able to secure any
reimbursement of the ESINet operating costs from the State surcharge pool despite the passage of the
recent State legislation. Effective July 1, 2017 and July 1, 2018, the Schedule assumes the increase of
$.04 per device per month elevating the 9-1-1 operating charge from $.28 to $.32 for FY-2018 per
wireline / wireless device per month and then again to $,36 for FY-2019. In early 2020, the County
would issue approximately $21.0 million in bonds to complete the project requiring additional increases
in the surcharge of $.06 per device per month effective July 1, 2020 and an operating subsidy of $1.6
million from the General Fund during the time the debt is outstanding.
Exhibit C has very much the same 9-1-1 operating rate increases through the issuance of the bonds.
However, because the assumption for this Schedule is that the State will fully fund the ESINet
operations, the bond issuance amount is estimated at $12.0 million, with a substantial reduction of debt
service over the ten-year bond period. As such, the last increase as noted in Exhibit C to the 9-1-1
operating surcharge would be approximately $.06 per device per month beginning with the July 1, 2020.
7
Erotic',
EXHIBIT E
L BROOKS PATTERSON, OAKLAND COUNTY EXECUTIVE
=ow. mr---
COUNTY MICHIGAN
Robert J. Daddow
Special Projects Deputy County Executive
TO:
FROM:
Radio Oversight Committee
Jeff Nesmith
Pat Coates
Steve Murphy
Holly Conforti
Shawn Phelps
Bob Daddow
SUBJECT: Radio Communication Fund — Financial Statements and Schedules
for the Quarter Ended December 31, 2017
DATE: March 8, 2018
The following financial statements are attached as of and for the year ended December
31, 2017 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
into the Fund were for the acquisition of individual portable and mobile radios
($40,000). The operating transfers out of $71,500 involved the reimbursement of
the Information Technology and the CLEM1S Operating Funds for administrative
and communications services and Help Desk support costs.
• 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 will be outlined in
a memorandum to the Finance Committee to be released in mid to late March 2018
covering the funding needs for capital and operating projects in progress. This
memorandum will be used in the establishment of the July 1, 2018 to June 30, 2019
operating surcharge as well, The County administration recommended and the Board of
Commissioners approved a four cent increase in the monthly operating surcharge
effective July 1, 2017 to bring the total monthly surcharge to $.32 per device as defined.
The prior projected fee increases in last year's funding memorandum projected a $.04 p
e
r
EXECUTIVE OFFICE BUILDING 41 WEST • 2100 PONTIAC LAKE RD DEPT 409 6 WATERFORD MI 48328-0409 • (248)858-1650 • FAX (248) 452-9215
EMAIL: daddowr@oakgov.com
device fee increase effective July 1, 2018 and another $.06 per device fee increase on
July 1, 2019 for a total of $.42 per device (maximum amount that can be assessed without
a vote of the residents).
In prior years, a radio consultant (Black & Veatch, or BV) was secured to develop
alternative courses of upgrade to the system, the scope of work on the selected alternative
course of upgrade for the vendor request for proposal and other efforts. BV's principal
effort, however, was the development of an extensive request for proposal (exceeding
300 pages) that was released to the vendor community in January 2018 and expected
response date no later than April 20, 2018. The RFP scope and requirements were highly
technical, exceedingly detailed and complex. A selection committee has been determined
to review the proposals when submitted. Between 3 or 4 vendor proposals are expected
to be submitted.
At present, the radio communication system has 53 towers and cell units (County-owned
or locally-owned by governmental units within the County or leased space from private
vendors), 1,861 mobile radios and 4,343 portable radios in use. Radio consoles are
located in 20 public safety dispatch centers (PSAPs) throughout Oakland County (17
primary PSAPs, one back-up, one secondary and Southfield that is not formally on the
County's radio system today). There are 15 hospital emergency rooms using the
County's radio communication system and a number of private ambulance companies as
well. Non-public safety units use the County's radio system for a monthly operating fee.
For purposes of this memorandum, the capital projects are summarized below with few
changes from the spring 2017 values used as part of the operating fee needs projected at
that time. The capital needs determined for purposes of setting the operating surcharge
effective July 1, 2018 involved considerable review by the Radio Shop, Sheriff's Office,
Department of Information Technology, BV, and input from the user community as part
of the development of the request for proposal.
Comments on the status of significant planned projects and preliminary funding follow
based on the spring 2017 capital needs analysis follows:
• Radio Consoles: the radio console replacement has the highest priority of all
equipment needs as the consoles are no longer being sold. The County is relying
on the parts it can scavenge and / or in cannibalizing consoles from those PSAPs
that have consolidated with other PSAPs. The equipment is a critical component
of communications and is aging rapidly.
Unfortunately, the replacement decision relating to the consoles is entirely
dependent upon the technology platform and vendor system relating to the overall
replacement of the mobiles, portables, radio frequency infrastructure (e.g. tower
equipment) and other equipment as part of the outstanding RFP to radio vendors —
all of which is pending.
2
The equipment replacement is expected to begin in the summer / fall of FY-2018.
A radio console cost estimate for replacement has been provided at $6.25 million,
based upon the number of PSAPs in operation in the County today, including
Southfield's request to participate in the future radio conununications system.
At September 30, 2017 the unreserved equity-designated for projects includes
$6.25 million set aside to address the console replacement (unchanged from prior
periods). As discussed subsequently, given that the ESINet project is now largely
operational, it is unlikely that any immediate consolidation of dispatch centers
will occur to mitigate the console needs in the near future,
The Radio Shop has had a standing order to acquire radio console parts, portable
and mobile radios and other equipment when available. No recent purchases have
occurred.
• Mobile / Portable Radios and Tower Equipment: The County's radio
communication vendor placed the County on notice in 2013 that it 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 received notification that the current radios technically will be
end-of-life, history would suggest otherwise, The radios will continue to function
well into the future but parts and replacement of damaged equipment will be more
difficult to acquire in order to ensure no loss of functionality. In addition, the
vendor has stopped providing software improvements some time ago.
Inquiries of the Radio Shop have indicated that there have been no failures of
portables and mobile units in the recent past and none are expected in the near
term. However, as is the case with the consoles, problems could begin to arise in
near term (roughly 2 to 4 years) absent the replacement of the portables and
mobile units particularly since the software has not been enhanced for quite some
time,
As noted in the prior quarterly memoranda, the ruggedized mobile units will have
a life expectancy beyond that of the portable units (which obviously take a greater
beating in the field than a mobile unit does in a vehicle), The mobile units have
shown virtually no failure rates (absent vehicle accidents) over the past decade.
While the mobile units will need replacement, the replacement should be able to
be delayed longer than originally anticipated in the earlier versions of the funding
projections. The mobile replacement and timing will be considered in the future
operating surcharge memorandum for FY-2019.
Included within the 'unrestricted — designated for projects' equity is $12,233,585
applicable to the replacement of the mobile and portable radios (unchanged from
September 30 2017). As noted in the April 10, 2017 fee memorandum cited
previously, the amount is insufficient to replace all of the radios in the field today.
Last year, bonding was proposed to be a partial fiscal solution as well as a delay
3
in the implementation of the mobile units that are more versatile and will last
longer than the portable radios. The status of the bonding needs will be discussed
in the upcoming operating surcharge memorandum as well.
• NG-911 Project / Equipment Needs (ESInet): in FY-2010 the infrastructure
equipment was nearing obsolescence and parts were becoming increasingly scarce
from the vendor or other sources; such equipment was replaced with digital
equipment at that time. Unlike older telephony-based call-taking equipment, new
NG-911 systems equipment and software (provided by ECW) are IF-based
software-driven systems and can be expected to have a shorter useful life than
earlier systems before requiring a technology refresh (an issue of note when
considering the replacement of this equipment and the assembling the funding to
do so in the next half dozen years).
A telecom vendor (PFN) has installed a local NG-911 ESInet (Emergency
Services IF network) as a leased commercial network, as the prior 911 network
provider gradually migrated away from the legacy copper-wire trunks installed in
1963. The County entered into a 5-year lease for the use of this network which
begins upon acceptance of the NG-911 network. The network is largely
operational, but is dependent upon a smaller telephone company operating in
Oakland County that needs to properly route its 911 calls; such routing has been
pending for some time now. When the above smaller telephone company
resolves its routing issues, only one step remains — namely, connecting the AT&T
serviced to the NG-911 network.
As described in the April 10, 2017 memorandum, PFN has proposed a significant
cost recovery from the State and Technical Surcharge pool. The actual cost of the
ESInet is being assembled in order to submit the costs to the Michigan Public
Services Commission (MPSC). The Michigan Public Services Cormnission
(MPSC) can approve, in part or in whole, or deny the reimbursement of these
costs and with the recently-passed operating surcharge legislation.
With the passage of this legislation, the County's ability to secure funding has
improved. If the County's application is approved by the MPSC, a separate
technical surcharge outside the Board of Commissioner approval could be
provided that would fund this project, in whole or part, along with the increase in
the State operating surcharge covered in the recent legislation. The amount to be
recovered, however, remains uncertain at this time.
At December 31, 2017, $2,874,961 has been restricted for the ESInet project.
While the attached equity component for the NG-911 equipment has indicated
that $1,625,874 was spent and $1,249,087 is remaining as due, this is not correct.
In fact, the amount paid to date is $1,322,284 and amount still owed is $1,552,676
(with an invoice not having been recorded in payables having been posted to the
construction in progress). This matter has no overall impact on the equity other
than to shift dollars from unrestricted to restrict — overall equity is unchanged.
4
• WAN Upgrade — equipment relating to the County's Wide Area Network
applicable to radio operations will be necessary and equity has been restricted of
$350,000 at December 31, 2017.
• Additional Costs — the radio communications RFP included two new costs
involving equipment needs that have yet to be quantified and were outside of the
costs analyzed in the April 10, 2017 memorandum and BV: logging recorder
equipment and fire paging. These two requirements had previously been the
responsibility of the local public safety units but will be operated centrally given
the substantial difficulties that the Radio Shop has had in interfacing these
systems to the radio communication system. These new systems can be easily
integrated into the new radio communication system and function much more
efficiently than previous systems that were often not well maintained by local
units. The inclusion of these added costs will be quantified as part of the future
operating surcharge memorandum.
In addition and as previously discussed in the quarterly memorandum, Southfield
had requested County surcharge funds to reimburse the City for a purchase of
their UHF equipment should they undertake that matter. The April 10, 2017
memorandum had cited $820,000 as a cost (based on parity with other OpenSky
members' allocated equipment). However, Southfield never replaced their
equipment and is presently requesting to be included in the new system.
Southfield has been included in the RFP sent to the radio vendors.
Comments concerning the financial information follow:
• The Fund has approximately $24.9 million in cash, investments and receivables,
net of liabilities and excluding prepaid expenses and inventories at September 30,
2017 ($22.6 million at September 30, 2017), The net cash position is consistent
with the expectations in the April 10, 2017 project memorandum. No provision
for the collection of some of the costs incurred relating to the potential funding of
the NG-911 costs capitalized are reflected in the attached schedule; such
reimbursement would serve to improve the cash position of the Fund and will be
discussed more fully in the operating surcharge memorandum.
• The ending equity has been classified as 'unrestricted — designated for projects' in
the amount of $20,082,672 as of December 31, 2017 with the following
components:
• Funding of depreciation: $12,233,585 has been set aside currently in equity to
be used towards mobile and portable radio and tower equipment replacement.
• Console replacement - $6,250,000 for console equipment replacement.
5
• ES1Net equipment and related costs - $1,249,087 ($2,874,961, net of expenses
to date of $1,625,874).
• WAN upgrade - $350,000.
The unrestricted equity of $5.3 million as of December 31, 2017 will be consid
e
r
e
d
i
n
connection with the funding memorandum to be prepared shortly.
Should there be any questions concerning the above, please contact me.
6
EXHIBIT A
Radio Communications Fund
Statement of Net Position
December 30, 2017
ASSETS
Current assets:
Cash and cash equivalents
Accrued interest on investment
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
Accounts payable
Total current liabilities
Total liabilities
NET POSITION
Net Investment in capital assets
Unrestricted-designated for projects
Unrestricted
Total net position
$ 23,530,131.52
130,988.17
15,956.93
1,390,738.91
284,709.74
184,591.41
25,537,116.68
1,552,308.64
8,585,770.20
27,738,260.04
12,944,790.99
(40,161,977.41)
10,659,152.46
36,196,269.14
56,944.11
15,101.04
106,769.35
178,814.50
178,814.50
10,659,152.46
20,082,672,22
5,275,629.96
$ 36,017,454.64
2018 Year to Data
Actual
Amended
Budget
Percent of
Revenue
Favorable
(Unfavorable)
Variance
Percent of
Revenue Allotment
12.58%
80,89%
2,00%
0.74%
2.63%
0.54%
0.00%
0.02%
100.00%
3,60%
89.49%
3,07%
0.80%
2.70%
0,25%
0.00%
0.00%
100.00%
7.08% 1,126.38 8.43% 171,527.00 170,400.62
4.79% 97,441,25 3.72% 89,649.78 7,791.49
227,885.76
127,351.24
170.10
1,469,98
8,330.75
8,097,99
0,00
392.58
373,688.39
75,000.00
1,820,000.00
62,500,00
16,250.00
55,000.00
5,000,00
0,flo
0.00
2,033,750.00
302,886.75
1,947,361,24
82,670.10
17,709,95
63,330.75
13,097.99
0.00
392.58
2,407,438.39
300,000.00
7,280,000,00
250,000,00
65,000.00
220,000,00
20,000,00
0,00
0.00
8,135,000,00
686,108.00
389,765,00
37,151,00 0.46% 9,287.75
900,000,00 11.06% 225,000.00
0.00 0.00% 0,00
217,668.00 2.138% 54,417.00
1,429.03 0,02% 357,25
16,849.02 0.21% 4,212.26
35,000.00 0,43% 8,750.00
9,100.00 0.11% 2,275.03
36,000,00 0.44% 9,000.00
27,305.00 0.94% 0,826,25
1,280,502.00 15.74% 320,125.50
14,109,201.00 173.44% 3,527,300.25
(5,974,201.00) -73.44% (1,493,550,25)
500,000,00 6.15% 125,000,00
0.00 0.00% 0,013
100,000.00 1.23% 26,000.00
325,000.00 4.00% 81,250.00
13,500.00 0,10% 2,126.00
208,080.00 2.56% 52,020.00
700,00 0,01% 176.00
1,000,00 0.01% 250,00
3,500.00 0.04% 876.00
509.00 0.01% 125.00
650,000,00 7.99% 162,500.00
600,00 0.01%
125.00
30,000.00 0.37% 7,600,00
3406,004.00 41.87% 851,501.00
40,000.00 0,49% 10,000.00
525,615.00 6.46% 131,403.75
75,000.00 0,92% 18,750,00
22,500,00 028% 5,625,00
100.00 0,00% 26.00
5,696,999.00 72.49% 1,474,249,75
1,900.00
100,788,00
126,00
5,000.00
400,000.00
12,000.00
5,000.00
524,814.00
0,02%
1.24%
0,00%
0.06%
4.82%
0.16%
0,06%
8,45%
475.00
25,197.00
31.50
1,250,00
100,050.00
3,000,00
1,260.00
131,203,50
0.00
0.03
0.00
5,331,013.00
5,331,013.00
0,00%
0.00%
0,00%
65.53%
05.53%
0,00
0.00
0.00
1,332,753.25
1.332,753.25
968/3.50
35,772.04
16,221,22
40,756.12
527.25
52,771.25
188.82
0,013
791.77
311,00
1,830.25
0,00
0,00
620.44
0.00
124,426.08
0.00
0,00
0.00
370,905.54
4.02%
1.49%
0.67%
1.69%
0,02%
2,19%
0.01%
0,00%
0,03%
0,01%
0.013%
0.00%
0,00%
0,03%
0,00%
5,17%
0.00%
0.00%
0,00%
15,41%
28,311.50
(35,772,84)
8,778,78
40,493.88
1,597,75
(751.25)
(13.82)
250,00
83,23
(186,00)
160,669.75
125.00
7,500.00
850,880,56
10,000,00
6,977.67
18,750,00
5,625.00
25,00
1,103,344.21
0.00 0.00% 475.00
6,850.96 0.28% 18,346,04
0.00 0.00% 31.50
784.72 0.03% 466,28
79,984.08 3.32% 20,015.92
3,1312,18 0.15% (012.18)
659.49 0,03% 590.51
91,891.43 3.82% 39,312.07
214,644.24 8.92% (214,644.24)
323,568.28 13.44% (323,588.28)
1,500.00 0.05% (1,500.00)
929,812.01 38.62% 402,940.44
1,469,545.33 61.04% (136,792.08)
•
9,287.70
109,729.58
18,056.50
59,184.00
423.45
335,25
1,5E10.18
1,792,41
8,906.32
7,220.01
217,517.57
2,409,910,25
(2,471 .86)
0,39%
4.56%
0.79%
2,46%
0,02%
0,01%
0,07%
0,07%
0,37%
1.1.30%
9,04%
100.10%
-0.10%
(D.01)
115,270.32
(19,058.50)
(4,767.00)
(60.21)
3,877,00
7,169.82
482.53
95.65
(393,70)
102,007.93
1,117,390.00
1,491,078,39
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, 2017
Operating revenues
Antenna Site Management
5911 Surcharge
Leesed Equipment
OUtside Agencies
Parts and Accessories
Productive Labor
RehiIled Charges
Prior Years Adjustments
Total operating revenue:
Operating expenses
Salaries
Fringe benefits
Contractual services
Communications
Contracted Services
Electrical Service
Equipment Maintenance
Freight and Express
Indirect Costs
Laundry and Cleaning
Membership Dues
Personal Nillengo
Printing
Professional Services
Reblitabla Services
Software Rental Lease Purchase
Software Support Maintenanco
Special Projects
Tower Charges
Training
Travel and Conference
Workshops and Meeting
Total contractual services
Commodities
Dry Goods end Clothing
Other Expendable Equipment
Metered Postage
Office Supplies
Paris and Accessories
Shop Supplies
Small Tools
Total commodities
Depreciation
Depreciation 'Tower Rights
Depreciation Structures
Depreciation Computer Equipment
Depreciation Equipment
Total depreciation
Internal services
Bldg Space Cost Allocation
Info Tech CLEMIS
info Tech Development
Info Tech Operations
Info Tech Managed Print Svcs
insurance Fund
Maintenance Department Charges
Motor Pool Fuel Charges
Motor Pool
Telephone Communications
Total Internal services
Total operating expense
Operating Income (loss)
NonoperalIng revenues (expenses)
Planned Use of antenna
Incerne from Investments
-fetal nonoperaling revenues (expenses)
Income (loss) before transfer
5,724,201.00
210,000.00
. 5,934,201.00
(40,000.00)
70.37%
2,58%
72.95%
-0.49%
1,431,080,25
52,500.00
1,483,550,26
(10,000.00)
0.00
45,924.11
45,924.11
43,452,26
0.00%
1.91%
1.91%
1.80%
(1,431,050.25)
(6,575.89)
(1,437,626.14)
53,452.25
County of-Oakland
Radio Communications Fund
Statement of Revenues, Expenses, and Changes In Net Position
For the Three Months Ended December 3i, 2017
2010 Yoar to Date
Transfers In
Tun-Were out
Change in net position
Net PosIllon - beginning
Net Posilicn - ending
Amended
Budget
40,000,00
71,500.00
71,500.00
Percent of
Revenue
0.40%
0.88%
0,08%
Percent of
Actual Revenue
40,000,00 1.66%
0,00 6,00%
83,452.25 8.47%
35,004,002,39
36,017,454,64
Favorable
(Unfavorable}
Variance
30,000.00
(17,875 00)
65,577.26
Allotment
10,000.00
17,875.00
17,875,00
RADIO COMMUNICATIONS - FUND 53600
Operating Transfers In - Fiscal Year 2018
EXHIBIT A-2
Description Amount
Transfer from the General Fund, Sheriff's Dept. to Radio Communications
Fund per Res. 17-340 for Sheriff's contract with Commerce Township
Transfer from the General Fund, Sheriff's Dept. to Radio Communications
Fund per Res, 17-341 for Sheriff's contract with Highland Township
Transfer from the General Fund, Sheriff's Dept. to Radio Communications
Fund per Res. 17-343 for Sheriff's contract with Oxford Township
Transfer from the General Fund, Sheriff's Dept. to Radio Communications
Fund per Res. 17-344 for Sheriff's contract with Rochester Hills Township
8,000.00
8,000.00
8,000.00
16,000.00
Total $ 40,000.00
RADIO COMMUNiCATIONS - FUND 53600
Out - Fiscal Year 2018
EXHIBIT A-3
Description Amount
Operating Transfer from Radio fund to Info Tech fund for
1st quarter FY 2018 OakNet operation costs, ist Qtr Forcast
Amendment to be included in the budget
Operating Transfer from Radio fund to Info Tech fund for
1st quarter FY 2018. Help Desk support. 1st Qtr Forcast
Amendment to be included in the budget
$ 59,000.00
12,500.00
Total $ 71,500.00
EXHIBIT A-4
RADIO COMMUNICATIONS FUND 53600
Fiscal Year 2018-1st Quarter
Brief Explanation of "Actuals"
Listed below are comments regarding Radio Communications fund's 1st quarter Fiscal Year
2018 financial statements.
STATEMENT OF NET 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 $1,362,586.09 for accrued E-911 operational surcharge revenue
which is paid to the County quarterly. The remaining balance is rent due from antenna site
co-locators, amounts due from non-governmental external users for leased equipment and
anticipated amounts due for rebanding efforts.
• Inventories include parts and accessories used to maintain customer equipment and the radio
system, including equipment purchased for the completion of the radio system.
• Prepaid items include 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 include accrued 1st quarter expenses and prior
year's over-payment by E911 surcharge filers.
• Due to municipalities is the City of Novi's share of lease payments for co-locators on Novi's
antenna site as set forth in the Board of Commissioners Resolution 98-291.
STATEMENT OF REVENUES, EXPENSES AND CHANGES IN NET POSITION
Revenues:
• The Board of Commissioners Resolution 17-087 maintained the E-911 surcharge rate of
$0.32 for the period covering July 1,2017 through June 30, 2018. 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 Oaldand County to place equipment on county-owned towers.
• The favorable variance for Parts and Accessories indicates higher than anticipated radio
equipment repair requests.
Prepared by: L, Butler Fiscal Services 1
RADIO COMMUNICATIONS FUND 53600
Fiscal Year 2018 — 1st Quarter
Brief Explanation of "Actual's"
STATEMENT OF REVENUES, EXPENSES AND CHANGES IN NET POSITION (Cont'd)
Revenues — Cont'd:
• Productive labor revenue is higher than anticipated due to increased demand for service and
reimbursement from CLEMIS for work performed by Radio technical staff on CLEMIS work
orders.
• Prior year's adjustment is related to FY2017 transactions.
Expenses:
• Salary and Fringe Benefit variances are favorable due to lower than anticipated overtime, on
call hours and un-filled positions,
• Communications cost is favorable due to lower than anticipated cell tower connectivity costs.
• Contracted services are for leased space at the Oakland County International Airport.
• Equipment maintenance is lower than expected due to the timing of services.
• Indirect cost expense is based on the County's Indirect Cost allocation. It includes Human
Resources, Payroll, Treasurer, Accounting, and Budgeting and Administrative services. The
final allocation was established after adoption of the current budget.
• Professional services expense is favorable due to the timing of the ESInet project.
• Rebillable services are payments for parts and labor to be invoiced upon work completion.
• 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 projects. The budget for this line
item includes costs associated with tower maintenance such as painting.
• Tower charges represent payments for tower rental agreements.
• Overall commodities are under budget due to an decrease in radio equipment purchases.
• Internal service expense is favorable (overall) based on actual usage of county department
services that fall below expectations.
Non-Operating Revenues and Expenses:
• Income from investments represents the portion of income from cash managed and allocated
by the Treasurer's Office.
• Transfers In includes: $40,000 approved by the Board of Commissioners for additional
radios of which five are for the Sheriffs contracts with municipalities.
• Transfers Out includes $12,500 for Help Desk support and $59,000 for OakNet operation
costs; both provided by Information Technology.
Prepared by: L. Butler Fiscal Services 2
Michigan Public Service Commission
Michigan 9-1-1 County Surcharges
As Compiled by Michigan Public Service Commission Staff
Rates Effective 7/01/2017- Posted 6/13/2017
For questions contact Josh McConkie at McConkieJ@Michigan,Gov
1 11
. 2.„
Alcona $ 0.80 S. - 3,00 $ 3.80
Alger $ 0.46 $ 0.04 $ 0.42 $ 0.92
Allegan 0.50 $ 0.01 3.00 3,51
Alpena $ 0.80 $ 0.01 $ 2.75 $ 3.56
Antrim $ 0.80 0.02 0.82
Arenac $ 0.78 $ - $ 0.42 $ 1.20
Baraga $ $ -
Barry $ 0.61 $ 0.03 $ - $ 0.64
Bay $ 0.77 0.02 $ 0.79
Benzie $ 0.53 $ 0.01 $ 3.00 3.54
Berrien $ $ 0.42 0.42
Branch $ 0.80 $ - $ 0.42 1.22
Calhoun 0.62 $ 0.03 $ 0.60 1.25
Cass $ 0.46 $ - $ 1.39 $ 1.85
Charlevoix 0.62 0.01 0,61 1.24
Cheboygan $ 0.62 $ 0.01 $ 0.61 $ 1.24
Chippewa 0.70 $ 0.04 1.50 2.24
Clare $ 0.80 $ 0.01 $ 1.00 $ 1.81
Clinton $ 0.73 - 2.75 3.48
Crawford $ 0.80 $ - $ 2.35 $ 3.15
Delta 0.80 $ 0.04 $ 0.80 $ 1.64
Dickinson $ 0.80 $ 0.06 $ 0.68 $ 1.54
Eaton i $ 0.39 0.02 $ 0.41
Emmet $ 0.62 $ 0.01 $ 0.61 $ 1.24
Genesee $ 0.70 0.01 $ 1.86 2.57
Gladwin $ 0.54 $ 0.02 $ 0.51 $ 1.07
Gogebic $ 0.78 $ 0,04 $ 1.30 $ 2.12
Grand Traverse $ 0.68 $ 0.02 $ 1.85 $ 2.55
Gratiot $ 0.77 $ - $ 2.89 3.66
Hillsdale $ 0.80 $ - $ 2.50 $ 3.30
Houghton 0.80 0.04 1,10 1.94
Huron $ 0.80 $ 0.02 $ 2.20 $ 3.02
Ingham $ 0.27 _ 0.42 $ 0.69
Ionia $ 0.60 $ 0.02 $ 2.30 $ 2,92
losco 0.68 0.01 2.10 2.79
Iron $ 0.80 $ 0.06 $ 2.70 $ 3.56
Isabella 0.80 $ - $ 3.00 3.80
Jackson $ 0.31 $ - $ 1.50 $ 1.81
Kalamazoo 0.33 $ $ 0.42 $ 0.75
Kalkaska $ 0.77 $ 0.01 $ 2.52 $ 3.30
Kent $ 0.32 0.01 $ 1.15 $ 1.48
Keweenaw $ - $ - - $ -
Lake $ 0.54 - 0.54
Lapeer $ 0.36 $ - $ 1.55 $ 1.91
Leelanau $ 0.57 - $ 0.42 $ 0.99
1
Michigan Public Service Commission
Lenawee $ 0.74 $ 0.02 $ 3.00 $ 3.76
Livingston 0.44 $ 0,02 1.85 $ 2.31
Luce $ 0.80 $ 0.06 $ 0.99 $ 1.85
Mackinac $ 0.72 $ 0.04 $ 1.48 $ 2.24
Macomb $ 0.21 $ - $ - $ 0.21
Manistee 0.56 $ - $ 0.56
Marquette $ 0.80 $ 0.05 $ - $ 0.85
Mason $ 0.80 $ 0,02 $ 2.09 $ 2.91
Mecosta $ 0.80 $ 0.03 $ 2.25 $ 3.08
Menominee $ 0.80 $ 0.07 $ 2.12 $ 2.99
Midland $ 0.80 $ 0.02 $ 0.82
Missaukee 0.80 $ - $ 0.42 $ 1.22
Monroe $ 0.42 . $ - $ 0.42 $ 0.84
Montcalm $ 0.80 $ 0.03 $ 2.85 $ 3.68
Montmorency $ 0.80 $ - $ 1.47 $ 2.27
Muskegon i $ 0.50 $ - $ 0.42 $ 0.92
Newaygo $ 0.80 $ 0.03 $ 1.95 $ 2.78
Oakland 0.38 0.02 0.32 $ 0.72
Oceana $ 0.80 $ 0.02 $ 2.09 $ 2,91
Ogemaw $ 0.58 - 1.38 $ 1.96
Ontonagon $ 0.79 $ 0.02 $ 0.51 $ 1.32
Osceola $ 0.80 0.03 2.25 3.08
-Oscoda $ 0.80 $ - $ 0.45 $ 1.25
Otsego $ 0.80 $ 0.05 1.72 $ 2.57
Ottawa $ 0.31 $ - $ - $ 0.31
Presque Isle 0.80 $ 0.01 $ 2.00 2.81
Roscommon $ 0.80 $ 0.01 $ - $ 0.81
Saginaw $ 0.41 $ - $ 2.65 $ 3.06
Sanilac $ 0,80 $ 0.03 $ 0.44 $ 1.27
Schoolcraft $ 0.74 $ 0.02 $ 0.30 $ 1.06
Shiawassee $ 0.80 $ 0.01 $ 2.65 $ 3.46
St. Clair $ 0.18 $ $ 0.60 $ 0.78
St. Joseph $ 0.60 $ - $ - $ 0.60
Tuscola $ 0.70 $ 0.02 $ 2.03 $ 2.75
Van Buren $ 0.60 $ 0.01 $ 1.92 $ 2.53
Washtenaw $ 0.27 $ - 0.43 $ 0.70
Wayne:
Detroit Emergency $ 0.26 - 0.42 $ 0.68
Downriver $ 0.18 $ - $ 0.42 $ 0.60
Wayne, Conf. East 0.17 $ - $ 0.42 $ 0.59
Wayne, Conf. West $ 0.20 $ - $ 0.42 $ 0.62
Wexford $ 0.62 $ 0.02 $ 2.25 $ 2.89
NOTE:
Michigan Public Service Commission Order, U-15552, of April 16, 2009, extends the $0.19
Michigan 9-1-1 charge to also be included on customer bills and remitted to Michigan
Department of Treasury.
*The Technical Charge is calculated by a third party accounting firm.
**The County Charges are reported by the counties.
2
Resolution #18143
May 2, 2018
Moved by Middleton supported by Weipert the resolution be adopted.
Discussion followed.
Moved by Woodward supported by Gershenson the resolution be amended as follows:
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners hereby directs the
CLEMIS Radio Communication Oversight Committee to prepare and implement a plan to reduce the
current number of PSAPs to no more than ten (10) by July 2019.
Vote on amendment:
AYES: Gershenson, Jackson, McGillivray, Quarles, Woodward, Bowman. (6)
NAYS: Fleming, Gingell, Hoffman, KowaII, Long, Middleton, Spisz, Taub, Tietz, Weipert, Zack,
Berman, Crawford, Dwyer. (14)
A sufficient majority having not voted in favor, the amendment failed.
Discussion followed
Moved by Woodward supported by Gershenson the resolution be amended as follows:
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners directs the CLEMIS
Radio Communication Oversight Committee to conduct a feasibility study and offer a cost savings
analysis on the following:
1) County operation of no more than 10 PSAPs; and
2) The construction of a new dispatch center; and
3) All financial, programmatic, operating and capital funding options for support of Emergency 911
system.
The findings of the study shall be submitted to the Oakland County Board of Commissioners Finance
Committee within 90 days of approval of this resolution.
Vote on amendment:
AYES: Gershenson, Jackson, McGillivray, Quarles, Woodward, Zack, Berman, Bowman. (8)
NAYS: Gingell, Hoffman, KowaII, Long, Middleton, Spisz, Taub, Tietz, Weipert, Crawford, Dwyer,
Fleming. (12)
A sufficient majority having not voted in favor, the amendment failed.
Discussion followed.
Moved by Woodward supported by Gershenson the resolution be amended as follows:
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners directs the CLEMIS
Radio Communication Oversight Committee to approve a policy to cover 50% of the cost for replacing a
municipality's radio tower if the tower is older than 10 years old and is being reconstructed to support
economic development in the community.
Vote on amendment:
AYES: Jackson, McGillivray, Quarles, Woodward, Zack, Bowman, Gershenson. (7)
NAYS: Gingell, Hoffman, KowaII, Long, Middleton, Spisz, Taub, Tietz, Weipert, Berman,
Crawford, Dwyer, Fleming. (13)
A sufficient majority having not voted in favor, the amendment failed.
Discussion followed.
Moved by Woodward supported by Gershenson the resolution be amended as follows:
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners directs the CLEMIS
Radio Communication Oversight Committee to approve a policy to reinstate an incentive program for local
municipalities on the cessation of their Public Safety Answering Point (PSAP) functions, in consideration
of the cessation of the PSAP functions the local municipality shall be reimbursed $150,000 with payment
from the County's Radio Communications Fund, with language for the incentive program to be
discontinued after 2020.
(
Vote on amendment:
AYES: Jackson, McGillivray, Quarles, Woodward, Zack, Bowman, Gershenson. (7)
NAYS: Hoffman, Kowal, Long, Middleton, Spisz, Taub, Tietz, Weipert, Berman, Crawford,
Dwyer Fleming, Gingell. (13)
A sufficient majority having not voted in favor, the amendment failed.
Discussion followed.
Vote on resolution, as is:
AYES: KowaII, Long, Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Zack, Berman, Bowman,
Crawford, Dwyer, Fleming, Gershenson, Gingell, Hoffman. (17)
NAYS: Jackson, McGillivray, Woodward. (3)
A sufficient majority having voted in favor, the resolution was adopted.
I HEREBY APPFIOVE MS 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 May 2, 2018,
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 2 nd day of May, 2018.
Lisa Brown, Oakland County