HomeMy WebLinkAboutResolutions - 2003.07.17 - 27144REPORT (MISC. 03151) July 17, 2003
BY: General Government Committee, William R. Patterson, Chairperson
IN RE: MR #03151— WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT
IN THE CITY OF LAKE ANGELUS - FISCAL YEAR 2003 ALLOCATION
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen
The General Government Committee, having reviewed Miscellaneous Resolution
#03151 on July 7, 2003, reports with a recommendation that the resolution be adopted.
Chairperson, on behalf of the General Government Committee, I move
acceptance of the foregoing report.
GENERAL GOVERNMENT COMMITTEE
A/Awl
General Government Committee Vote:
Motion carried unanimously on a roll call vote.
MISCELLANEOUS RESOLUTION 413151
BY : John A. Scott, District #5
IN RE: WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF
LAKE ANGELUS - FISCAL YEAR 2003 ALLOCATION
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland CouLty Board of Commissioners established a
West Nile Virus Fund Disbursement Policy per Miscellaneous Resolution
#03060 in an effort to assist cities, villages and townships (CVTs)
with mosquito control measureE to prevent the spread of West Nile Virus
and to help protect the health, safety and welfare of the people of
Oakland County; and
WHEREAS pursuant to the Disbursement Policy, the City of Lake
Angelus has submitted a resolution of authorization to the County for
reimbursement of expenses incurred in connection with an eligible
mosquito control project; and
WHEREAS the FY 2003 authorized amount of funding for the City of
Lake Angelus is $327.71 from the West Nile Virus Fund as repayment to
the City of Lake Angelus for Expenses incurred in connection with
mosquito control projects.
NOW THEREFORE BE IT RESCLVED that the Oakland County Board of
Commissioners approves the prcject submitted by the City of Lake
Angelus as eligible for reimbursement from the West Nile Virus Fund.
BE IT FURTHER RESOLVED that the Board authorizes the FY 2003
appropriation in the amount of $327.71 from the West Nile Virus Fund
(Account #90-210000-23030-9098) to repay the City of Lake Angelus for
expenses incurred in connecticn with the mosquito control project, once
proper invoices are presented.
Chairperson, I move the adoption of the foregoinOresolut)lo
OAKLAND COUNTY
HEALTH DIVISION
Memo
To: Timothy J. Soave, Manager
Fiscal Services Division
From: George J. Miller, MA
Manager/Health Officer
Date: May 30, 2003
Re: Lake Angelus West Nile Virus Fund Reimbursement Request
I am in receipt of a request from the City of Lake Angelus dated April 9, 2003. In that letter they
are requesting reimbursement in the amount of $327.71, which is the amount designated for
Lake Angelus.
There are a couple of problems with their request. First, they do not have a project description
and second, they do not have an actual expense invoice. Instead, what they have attached is a
quote from Advanced Pest Management which indicates that there will be some site inspections
done of their catch basins, as well as some larvacide application done. However, I do not have
any evidence that this company was cortracted with. Due to the fact that this is such a small
amount, I did not know if you want.xl to hold them to the supporting documentation
requirements. However, it is my firm beli:f that if we Jet one go someone else will come in with
missing data that is requesting more monies and this could become a problem.
If you would like to discuss this, please contact me at 8-1410 and I would be happy to work
through a resolution with you.
GJM:cjh
Attachment
WAY 2 2 7t03
Should you have any questions, please do not hesitate to contact our offices at
(248) 858-0100.
Sincerely,
...kihrYA. Scott
/. County Commissioner, District #5
BOARD OF COMMISSIONERS
April 9, 2003
Rosalie Lake, Clerk
City of Lake Angelus
45 Gallogly Rd.
Lake Angelus, MI 48326
Dear Ms. Lake
1200 N. Telegraph Rd.
Pontiac, MI 48341-0470
Phone: (248) 858-0100
Fax: (248) 858-1572
On March 20, 2003, the Oakland County Board of Commissioners, by way of
Miscellaneous Resolution # 03060,adopted the County Executive's recommendation to
establish a West Nile Disbursement oIicy. The policy will distribute $500,000 to the
cities, villages and townships (CVT) to combat the West Nile Virus.
The amount for each CVT was determined by a formula where population was given a
75% weighting „aricrlsOVal-Orupre mile E was weighted 25%. The amount designated for
Lake AngelusQs $327.71. __Please note you must apply for reimbursement, and the
project must met-the-671.6ibility requirements as determined by the Oakland County _ Health Division:— _
In order to receive your designated reimbursement amount please carefully review the
three attachments to this letter. They are:
1. Procedures for reimbursement from the West Nile Virus Fund.
2. Sample governing body resolation authorizing West Nile Virus Fund expense
reimbursement request.
3. Sample cover letter request for West Nile Virus Fund reimbursement.
By following the procedures as outlined, your request for reimbursement will be
processed in a timely manner.
Given these difficult budget times, WE are very happy to be able to assist you in your
efforts to protect our citizens from the West Nile Virus.
Attachments
PROCEDURES FOR REIMBURSEMENT FROM
THEWEST NILE VIRUS FUND
The City, Village, or Township (CVT) shall submit all correspondence to:
Timothy J. Soave
Manager, Oakland County Fiscal Services Division
Executive Office Building
1200 North Telegraph Road, Dept. 403
Pontiac, MI 48341-0403
1. In order to obtain reimbursement from the West Nile Virus Fund, for eligible expenses, each CVT
shall submit the following to the address above:
a. Project expense reimbursement request which state the project purpose and scope,
estimated or actual costs, including any support detail, to insure compliance with Board
of Commissioner approved policies for the West Nile Virus Fund and is otherwise
authorized by law;
b. A resolution authorizing the reimbursement request adopted by the CVrs legislative
board or council;
2. Documentation of actual cost borne by the CVT in conjunction with the project plan once
work is completed. Note: A CVT may request pre-project authorization (requesting an
allocation prior to completion of work. If a CVT requests pre-project authorization,
invoices of actual cost are to be submitted once work is completed.
2. The Fiscal Services Division will notify the Health Division of the receipt of the project plan
and/or reimbursement request. The Health Division shall determine if the plan/reimbursement
request complies with Board of Commissioner approved policies for the West Nile Virus Fund
and is otherwise authorized by law.
3. Upon receipt of Health Division approval, the Fiscal Services Division shall notify the County
Commissioner(s) representing a CV'C of receipt of the reimbursement request Fiscal Services
shall process the reimbursement requ:st and recommend to the General Government and Finance
Committees of the Board of Commissioners the approval of a disbursement request that is
supported by an existing Board of Commissioner appropriation and meets the requirements of law
and this resolution.
4. Recognizing that Michigan law imposes differing voting requirements for authorizing County
financial participation in projects eligible for reimbursement under this resolution, no CVT shall
receive any disbursement from the West Nile Virus Fund until their authorized request has been
approved for disbursement by the B oard of Commissioners, via a resolution sponsored by the
Commissioner(s) representing the CVT and adopted by the affirmative voting margin required by
law.
5. If project pre-approval is used, upon approval by the Board of Commissioners, the CVT shall
direct all requests for reimbursemen, of amounts expended or to be expended by the CVT in
connection with project expenses eligible for reimbursement to the Fiscal Services Division. The
Fiscal Services Division will then process the reimbursement request
Veg_,truly yours, 6,&
c&,66- 6,ivy444-e ati-e-az
SAMPLE COVER LEITER
REQUEST FOR WEST NILE VIRUS FUND REIMBURSEMENT
Date 12 yiay 2003
Mr. Timothy J. Soave
Manager, Oaldand County Fiscal Services Division
Executive Office Building
1200 N. Telegraph Road, Dept. 403
Pontiac, MI 48341-0403
Dear Mr. Soave:
Re: West Nile Virus Fund Reimbursement Request
Pursuant to Oaldand County Board of Commissioner Miscellaneous Resolution (MR)03060,
the nVaillsigiaaaggaipj of r.ak &n 1u hereby requests reimbursement under
Oakland County's West Nile Virus Fund Program for expenses incurred in connection with an
eligible mosquito control activity by our [CityNillageiTownship.1
Attached in support of this request are the following:
1. ATTACHMENT A: PROJECT DESCRIPTION
[Attach a short project description indicating the nature and scope of the
project, estimated or actual costs, and detailing how the project expenses were
incurred in connection with personal mosquito protection measures/activity,
mosquito habitat eradicalion, mosquito larviciding or focused adult mosquito
insecticide spraying in designated community green areas.]
2. ATTACHMENT B: GOVERNING BODY RESOLUTION
[Attach a certified copy of the local governing body's resolution authorizing
the reimbursement request]
3. ATTACHMENT C: EXPENSE INVOICES
[Attach copies of bills/invoices reflecting CVT expenses for which
reimbursement is sought.] Of pre-project authorization is used, invoices will
be sent after work completion).
The rCity/V-illagaLLo.vwsiaip] understands that the review and processing of this
reimbursement request will be governee. by the provisions of MR 03060, and certifies that all
expenses submitted for reimbursement were incurred in connection with a qualifying
mosquito control project.
If you have any questions concerning this matter, please contact Ft0 se, Lak" at
248- 7.,7.)3- .3 5'7 Thank you for your assistance.
SAMPLE GOVERNING BODY RESOLUTION AUTHORIZING
WEST NILE VIRUS FUND EXPENSE REIMBURSEMENT REQUEST
WHEREAS, upon the recommendation of the Oakland County Executive, the Oakland
County Board of Commissioners has established a West Nile Virus Fund Program to
assist Oakland County cities, villages and townships in addressing mosquito control
activities; and
WHEREAS Oakland County's West Nile Virus Fund Program authorizes Oakland
County cities, villages and townships to apply for reimbursement of eligible expenses
incurred in connection with personal mosquito protection measures/activity, mosquito
habitat eradication, mosquito larvicid ;lag or focused adult mosquito insecticide spraying
in designated community green areas; and
WHEREAS the [gi,11252marz4ig] of Lake A r12' e 11:1 , Oakland County,
Michigan has incurred expenses in connection with mosquito control activities believed
to be eligible for reimbursement under Oakland County's West Nile Virus Fund Program.
Itleik,
NOW THEREFORE BE IT RESOLVED that this [bear-dicouncilieetEpaissien .uthorizes
and directs its Rotlftnazerii3F*93ircct • . • . • .. _ as agent
for the [CityPVittageffuwrisirip] of Lake Anizalus • in the manner and 1. the extent
provided under Oakland County Board of Commissioner Miscellaneous Resolution
03060, to request reimbursement of eligible mosquito control activity under Oakland
County's West Nile Virus Fund Program.
DATED ,---)L /<-4Q3,
SIGNED
CERTIFIEDj a
CC: County Commissioner, District 5-
APM Proprietary
ADVANCED PEST MANAGEMENT
Advanced Outdoor Spraying Company
ATTACHMENT "A" March 21, 2003
2003 CONTRACTUAL SERVICE COST SUMMARY
City of Lake Angelus, MI 2003 Environmental Mosquito Management Program
The following service item prices are quoted on an individual per application basis, with an
accompanying fall season cost estimate. The complete seasonal cost will not be exceeded
without the written approval of the City Manazer. This program is offered by APM as a
comprehensive integrated larval and adult mosquito control program, specifically designed for
The City of Lake Angelus as a strategy against local, severe mosquito annoyance, and potentially
disease carrying mosquitoes. Please see the previous cost and services description pages for
more detailed information. Even with this mosquito mar.9gement program The City of Lake
Angelus understands that APM cannot be held responsible in the event humans or animals
contract mosquito borne diseases. This is not a disease prevention program, program simply
reduces risks.
I. General Services Included at No Charge
1. $1 Million General Liability/AuixilWorkers Compensation
Insurance Coverage
2. MosquitoLine Customer Response System
3. ImmediateResponse System
4. C.M.M.S. (Computer-assisted Mosquito Mgint. System)
5. Complete Weather Monitoring System
6. Mosquito Annoyance Prediction Service
7. Monthly Reports
8. Public Relations
II. Larval Mosquito Control Services
9. Site Inspection Service $ 1,850.00
10. Larvicide Application $ 3,802.00
11. Larval Service Quality Control Included
III. Adult Mosquito Control Services
12. Light Trap Monitoring Service $ 2,000.00
13. Mosquito-borne Disease Monitoring $ 1,850.00
14. Harborage Area Adulticide Application (Backpack) NA
15. General Residential Adulticide Application. _.$ 4,800.00
16. Adult Service Quality Control. Included
2003 Mosquito Control Program Total (per year).. 3 14,302.00
20
Advanced Pest Management
Resolution #03151 June 12, 2003
The Chairperson referred the resolution to the Finance Committee. There were no objections.
July 17, 2003
FISCAL NOTE (4ISG.#03151 )
BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON
IN RE: WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF
LAKE ANGELUS - FISCAL YEAR 2003 ALLOCATION
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has
reviewed the above referenced resolution and finds:
1. Funding of $327.2i_ is available in the West Nile Virus Fund
for FY 2003 to re:_mburse the City of Lake Angelus for this
project; no addit:.onal appropriation is required.
2. The Committee recommends adoption of this resolution.
FINANCE COMMITTEE
Finance Committee Vote:
Motion carried on unanimous roll call vote with Mcffitt absent
Resolution #03151 July 17, 2003
Moved by Moss supported Douglas the resolutions on the Consent Agenda, be adopted (with
accompanying reports being accepted).
AYES: Coleman, Coulter, Crawforc, Douglas, Gregory, Hatchett, Jamian, Knollenberg, KowaII,
Law, Long, McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Webster,
Wilson, Zack, Bullard. (24)
NAYS: None. (0)
A sufficient majority having voted therefore, the resolutions on the Consent Agenda, were adopted (with
accompanying reports being accepted).
I IIBEBY WOVE It FOREGOING RESOLUTION
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, 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 July 17, 2003,
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 17th day of July, 2003.
G. William Caddell, County Clerk