HomeMy WebLinkAboutResolutions - 2020.10.21 - 33805MISCELLANEOUS RESOLUTION #20493
BY: Commissioners Nancy Quarles, District #17; Helaine Zack, District #18
IN RE: BOARD OF COMMISSIONERS — APPROVAL OF REIMBURSEMENT APPLICATION FOR
DISBURSEMENT OF FUNDS FROM THE OAKLAND TOGETHER LOCAL GOVERNMENT
PARTNERSHIP GRANT PROGRAM — OAK PARK
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS Oakland County's local governments and their front-line essential services employees have
been an integral partner in the implementation of Oakland County's coordinated strategies for COVID-19
public health/emergency response and economic recovery; and
WHEREAS the County of Oakland was allocated $219,438,710 under the Coronavirus Aid, Relief, and
Economic Security Act's (CARES Act) — Coronavirus Relief Fund (CRF) to respond directly to the
emergency as well as expenditures incurred to respond to second -order effects of the emergency; and
WHEREAS guidance provided by the U.S. Treasury in "Coronavirus Relief Fund, Frequently Asked
Questions' dated May 4, 2020, indicates that a county may but is not required to allocate funds to a local
government within the county; and
WHEREAS pursuant to Miscellaneous Resolution #20187, Oakland County established an Oakland
Together Local Government Partnership Grant program with an allocation of $35,000,000 of CARES Act -
Coronavirus Relief Funds to provide an opportunity for Oakland County to aid local government
jurisdictions experiencing a significant financial burden related directly to the COVID-19 public health
emergency; and
WHEREAS the City of Oak Park has demonstrated an eligible plan to utilize CARES Act funding in
accordance with the U.S. Treasury guidelines in their reimbursement application. The eligible
reimbursement application is included as "Attachment A"; and
WHEREAS the Oakland Together Local Government Partnership Oversight Committee has reviewed the
eligible plan and grant application from the City of Oak Park and recommends the disbursement of
$557,388.16 from the Oakland Together Local Government Partnership Grant Program from CARES Act
— Coronavirus Relief Funds; and
WHEREAS the Board of Commissioners has previously approved an interlocal agreement with the City of
Oak Park to participate in the Grant Program.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby
approves the eligible reimbursement application from the City of Oak Park and authorizes the
disbursement of $557,388.16 from the Oakland Together Local Government Partnership Grant Program
from CARES Act — Coronavirus Relief Funds.
BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this
resolution to Oakland County Fiscal Services and the City of Oak Park.
BE IT FURTHER RESOLVED that no budget amendment is required as the appropriation for the Oakland
Together Local Government Partnership Grant Program was authorized with Miscellaneous Resolution
#20187 adopted on June 4, 2020.
Chairperson, we move for the adoption of the foregoing resolution.
Commissioner N''6 cy Quarles Commissioner Helaine0ack
District #17 U District #18
REQUESTING SUSPENSION
OF THE BOARD RULES FOR
IMMEDIATE CONSIDERATION
UNDER NEW BUSINESS
10/5/2020
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Attachment A
Oakland Together COVID Support Fund Expenditure Submission Form
This online submission form is used by the following separate grant programs:
• Local Government (cities, villages and townships)
• Libraries, Senior Centers and Community Centers
• School Districts
Basic Guidelines
• Funds are made on a reimbursement basis and may only be made available if the above entities have expenses that
meet the requirements of the federal CARES Act. Information and FAQs are available here.
• CVTs shall not submit an Expenditure Submission Form for any expense which is eligible to be covered by FEMA
(Federal Emergency Management Agency) Public Assistance reimbursement grant. CVT may use funds to pay the
25% "cost share" or "local match" required with FEMA reimbursement once that amount is approved by FEMA.
Review Best Practices for submissions here.
Application ID
10650M
Submission Information
Local Government Facility
Municipality (CVT) School Library/Community Center/Senior Center
What CVT are you located within?
Oak Park
Name
Crystal VanVleck
Title
Director of Strategic Planning & Special
Projects
Email
cva nvleck@ oa kpa rkm i. gg_v
Phone
248-691-7401
Authorized Official
Individual authorized to sign Interlocal Agreement
Name
Erik Tungate
Title
City Manager
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etu n g ate@oa kparkmi. gov
248-691-7410
Funding Information
Email
Phone
Payment Method
Electronic (ACH) ,. Check Payment
Remittance Address
14000 Oak Park Blvd.
Oak Park
Expenditures
Expenditure ID 10650M-1
Address
City
State MI ZIP Code 48237
Expenditure Description City of Oak Park COVID Sick Time
Expenditure Category*
Date 8/27/2020
$ 15,880.07
Amount
Compliance Explanation
In compliance with COVID-19 health
precautions, the City incurred costs
related to unbudgeted sick leave for
employees who took additional sick time
in accordance with the Families First
Act.
The reimbursement requested under the
CARES Act is for the cost (wages and
related payroll costs) of those employees
who were paid sick time for in
accordance with the Families First Act
through August 20, 2020, and total
$15,880.07.
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Compliance Records
Attached is a memo with our compliance
explanation, and a report from our BS&A
payroll system identifying all COVID-
related sick time taken by employees
through August 20, 2020
Attachment
All expenditures must be supported by records sufficient to demonstrate that the
amount of payments from the Fund have been in accordance with section 601 (d) of the
Social Security Act.
Oak Park COVID Sick Time .pdf 534.8KB
Expenditure Approval
�. Approved Rejected
Expenditure ID 10650M-2
Expenditure Description City of Oak Park PPE Expenses
Expenditure Category*
Date 8/27/2020
$ 18,142.95
Amount
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Compliance Explanation
On March 10, 2020 the State of Michigan
issued a state of emergency order due to
COVID-19 which was followed up by an
additional executive order on March 24,
2020 requiring all non -essential workers
to stay at home. The majority of the City's
employees are public safety and public
works employees who were deemed
essential to provide services to the public
during the COVID-19 health emergency
(along with several members of the city's
support staff). During this time the City
purchased a significant amount of
personal protection equipment and other
supplies to help ensure the safety of
essential staff who were reporting to
work. On June 15th, the City opened all
city facilities back up to the public, and
many of our employees reported back to
work. In order to open up safely, the City
had to purchase more personal
protection equipment and supplies to
continue to ensure the safety of staff, as
well as residents who enter our facilities.
Much of our initial PPE purchases have
been submitted to FEMA for
reimbursement, and we are still awaiting
their response. Since our FEMA submital
we have continued to purchase
equipment, which we are requesting
reimbursement for here. These expenses
include hand sanitizer dispensers for the
public and staff, gloves for staff handling
cash and other interactions with the
public, plexiglass sneeze guards for
temporary partitions between staff and
the public, and clamps to hold the
plexiglass in place. This equipment totals
$18,142.95.
Compliance Records
Attached is a memo that includes our
compliance explanation, and invoices for
the identified supplies.
Attachment
All expenditures must be supported by records sufficient to demonstrate that the
amount of payments from the Fund have been In accordance with section 601 (d) of the
Social Security Act.
Oak Park PPE Expenses.pdf 530.371<13
Expenditure Approval
Approved _ Rejected
Expenditure ID 10650M-3
Expenditure Description City of Oak Park Public Safety Payroll
Expenses
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Expenditure Category*
Date 8/27/2020
Amount
$ 235,932.50
Compliance Explanation
The City of Oak Park's Public Safety
Department has spent a significant
portion of its' time dedicated to
responding to and mitigating the COVID-
19 public health emergency. During the
time period of March 23 through June 1,
the Department dealt with many calls for
service to homes and businesses to
respond to COVID-19 related situations.
The City has already submitted
reimbursement for the April and May
payroll costs from the State, through the
PSPHPR program. We are requesting
reimbursement for the County for the
eligible public safety payroll costs during
the time period of March 23 through
March 31 in the total amount of
$235,932.50.
Compliance Records
Attached is a memo that includes our
compliance explanation and a report
from our BS&A payroll software
identifying eligible Public Safety payroll
expenses between the dates of March 23
and March 31, 2020.
Attachment
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All expenditures must be supported by records sufficient to demonstrate that the
amount of payments from the Fund have been in accordance with section 601 (d) of the
Social Security Act.
Oak Park Public Safety Payroll Expens... 484.25KB
Expenditure Approval
� Approved Rejected
Expenditure ID 1065OM-4
Expenditure Description City of Oak Park Substantially Different
Role Expenses
Expenditure Category*
Date 8/27/2020
Amount
$ 8,150.82
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Compliance Explanation
A number of our staff had to step into
substantially different roles, taking them
away from their normal day-to-day duties
to assist the City in its response to the
Covid-19 pandemic.
Dave DeCoster, Facilities Director and
Deputy Director of Public Works: Mr.
DeCoster spent a total of 30 hours
ordering and dispersing PPE throughout
the City complex in an effort to ensure
the safety of all city employees who were
working within City facilities, and in
preparation of City Hall opening up to the
public. This time spent solely on the
disbursement and ordering of PPE is
outside of Mr. DeCoster's normal duties,
and resulted in his inability to fulfill his
normal duties during that time.
Vicky Brooks, Human Resources
Director: Ms. Books spent 44.5 hours
assisting the City in its response to the
COVID-19 pandemic in ways that are
outside of her normal duties. Ms. Brooks
spent 17 hours setting up and the
assisting in the logistics and organization
of a community COVID-19 antibody
testing center. This mobile center was
open in the City's Community Center
parking lot and was open to the public as
well as employees. Ms. Brooks also
spent 27.5 hours doing various tasks to
ensure to ensure that city facilities were
safe for staff and residents. These tasks
include ordering and placing social
distancing signage throughout the
building, preparing PPE for the public
and staff, disinfecting training stations
between shifts of employee training
regarding the new safety procedures,
and setting up the screening stations
throughout the City utilized by staff
before entering buildings. Each of these
tasks were outside of Ms. Brooks normal
duties as the City's Human Resources
Director and resulted in her inability to
fulfill her normal duties during this time.
Carla Allen, Human Resources
Generalist: Mrs. Allen spent 11.5 hours
assisting the City in its response to the
COVID-19 pandemic in ways that are
outside her normal duties. The tasks
performed include purchasing and
preparing PPE for staff and visitors and
setting up City screening stations. These
tasks are outside of Mrs. Allen's normal
duties, and resulted in her inability to
fulfill her normal duties during this time.
Kim Marrone, Economic Development
and Communications Director: As the
Communications Director and the
Economic Development Director, Ms.
Marrone typically spends her time split
between managing the City's multiple
communication outlets, as well as
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Compliance Explanation
On March 10, 2020 the State of Michigan
issued a state of emergency order due to
COVID-19 which was followed up by an
additional executive order on March 24,
2020 requiring all non -essential workers
to stay at home. The majority of the City's
employees are public safety and public
works employees who were deemed
essential to provide services to the public
during the COVID-19 health emergency
(along with several members of the city's
support staff), but there were a large
number of City staff who were deemed
non -essential and were asked not to
report to work in accordance with the
Executive Order. All employees of the
City continued to receive their regular
budgeted salary during this time.
The City made the decision to pay all
employees their regular hours during the
pandemic, until some staff were
furloughed on May 4th, 2020. All
employees that were required to work
due to the public health and safety
emergency (public safety, public works
and a few administrative employees)
reported to work during their regularly
scheduled shifts. Employees that could
work remotely were eventually set up to
do so on laptops and were given remote
computer access. For employees that
were not required to report to work and
for those that could not work remotely the
City created a special job code in the
BSA payroll module to track their time.
The reimbursement requested under the
CARES Act is for the cost (wages and
related payroll costs) of those employees
who were paid but could not report to
world, and totals $249,171.93 of
unbudgeted administrative leave.
Compliance Records
Attached is a memo that includes our
compliance explanation as well as a
report from our BS&A payroll software
that identifies all of the payroll expenses
that coincide with unbudgeted employee
administrative leave due to COVID.
Attachment
All expenditures must be supported by records sufficient to demonstrate that the
amount of payments from the Fund have been in accordance with section 601 (d) of the
Social Security Act.
Oak Park Administrative Leave COVID-... 579.94KB
Expenditure Approval
Approved _: Rejected
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Total Submitted Amount
$ 527,278.27
Total Approved Amount
$ 527,278.27
Compliance Requirements
By submitting this Form the applicant affirms that it will abide by each of the following requirements when using Oakland
Together COVID Support funds. Please check the box next to each requirement to confirm your intent to abide by these
d The expenditure of the funds is necessary due to the public health emergency with respect to the Coronavirus
Disease 2019 (COVID-19).
v, The expenditures were not accounted for in the budget most recently approved as of March 27, 2020.
The expenditures were or will be incurred during the period that begins on March 1, 2020 and ends on
December 30, 2020.
a The expenditures are not being used as revenue replacement for the Public Body (CVT) to fill shortfalls in
government revenue to cover expenditures that would not otherwise qualify under the CARES Act Coronavirus
Relief Fund.
Upon approval of this Form, the applicant will be provided with an Interlocal Agreement or Contract, which must be
executed prior to the release of any funds, and which lists further requirements including but not limited to:
• The applicant must agree to participate in the production of documents required by any future audit of the CARES Act
program, and funds not spend in accordance with the Act must be returned to the County.
• The applicant must agree that they have not received federal or state funds to cover these expenditures and in the
event they receive direct funding from the federal or state government to cover these expenses, the county money
will be returned.
Date Submitted
8/27/2020
Submit
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Oakland Together COVID Support Fund Expenditure Submission Form
This online submission form is used by the following separate grant programs:
• Local Government (cities, villages and townships)
• Libraries, Senior Centers and Community Centers
• School Districts
Basic Guidelines
• Funds are made on a reimbursement basis and may only be made available if the above entities have expenses that
meet the requirements of the federal CARES Act. Information and FAQs are available here.
• CVTs shall not submit an Expenditure Submission Form for any expense which is eligible to be covered by FEMA
(Federal Emergency Management Agency) Public Assistance reimbursement grant. CVT may use funds to pay the
25% "cost share" or "local match" required with FEMA reimbursement once that amount is approved by FEMA.
- Review Best Practices for submissions here.
Application ID
10900M
Submission Information
Local Government Facility
Municipality (CVT) School _ Library/Community Center/Senior Center
What CVT are you located within?
Oak Park
Name
Crystal VanVleck
Title
Dir. Strategic Planning & Special Projects
Email
cva nvlecka oa koa rkm i. a ov
Phone
248-691-7401
Authorized Official
Individual authorized to sign Interlocal Agreement
Name
Erik Tungate
Title
City Manager
Email
etu n gate@oa kpa rkm i. g ov
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248-691-7410
Funding Information
Phone
Payment Method
Electronic (ACH) .� Check Payment
Remittance Address
14000 Oak Park Blvd.
Oak Park
Expenditures
Expenditure ID 10900M-1
Address
City
state MI ZIP Code 48237
Expenditure Description Election Expenses
Expenditure Category* Items Not Listed Above
Date 9/16/2020
$ 10,013.20
Amount
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Compliance Explanation
The City of Oak Park took significant
precautions during the August election to
ensure compliance with executive orders
and protect the safety of voters and
election workers. The City purchased
counter shields for all of the City's 16
precincts and tape for social distancing,
and provided hazard pay of $50 for each
election worker. The City also had to
keep up with the large increase in
absentee ballots. In preparation for this
increase the City had to purchase extra
ballot bags for the absentee voter ballots,
and had to hire an additional staff
member to accept and process the large
increase in absentee ballots received,
which was much larger than expected
due to the State sending out absentee
ballot applications to all registered voters
in response to COVID-19. The additional
staff member was employed from June
15, 2020 through August 14, 2020. The
City budgeted the additional help in
Fiscal Year 2020-21, but did not
anticipate the need, nor budget for the
additional help in Fiscal Year 2019-20,
and are asking for a reimbursement of
the unbudgeted expenses occurred from
June 15 through June 30. The total
amount of election related expenses we
are seeking reimbursements for equates
to $10,013.20.
Compliance Records
Attached is a memo containing our
compliance explanation, a detailed list of
expenditures, and accompanying
invoices and reports.
Attachment
All expenditures must be supported by records sufficient to demonstrate that the
amount of payments from the Fund have been in accordance with section 601 (d) of the
Social Security Act.
Oak Park COVID Election Expenses.pdf 697.41KB
Expenditure Approval
w Approved _ Rejected
Expenditure ID 1090OM-2
Expenditure Description COVID Teleworking Expenses
Expenditure Category* Improve Telework Capabilities of Public Employees
Date 9/16/2020
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Amount
$ 20,096.69
Compliance Explanation
On March 10, 2020 the State of Michigan
issued a state of emergency order due to
COVID-19 which was followed up by an
additional executive order on March 24,
2020 requiring all non -essential workers
to stay at home. The majority of the City's
employees are public safety and public
works employees who were deemed
essential to provide services to the public
during the COVID-19 health emergency
(along with several members of the city's
support staff), but there were a large
number of City staff who were deemed
non -essential and were asked not to
report to work in accordance with the
Executive Order. All employees of the
City continued to receive their regular
budgeted salary during this time.
The City wanted to ensure that we were
still able to provide a sufficient level of
service to our residents during such an
unprecedented time, while doing
everything possible to keep our staff
safe. At the time the City did not have the
resources or the infrastructure in place to
allow many of our employees (those
whose jobs could be handled remotely)
to work from home, and had to purchase
the resources to allow employees to do
SO.
First, we had to purchase cell phones
and additional phone lines for those
employees who were tasked with
answering incoming calls from residents,
who did not already have a City cell
phone. As most employees of the City
have a desktop computer, we also had to
purchase a number of laptops for those
employees working remotely. In addition,
we had to purchase increased server
space and an expansion of our drives to
allow employees to access our systems
remotely. Lastly, the City purchased two
Zoom accounts so that all internal and
external (Board and Commission
meetings) could be done virtually. These
costs, so far, have equated to $20,096.69
and were unbudgeted.
Compliance Records
Attached is a memo containing our
compliance explanation, a detailed list of
the items included in the reimbursement
request, and accompanying invoices.
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Attachment
All expenditures must be supported by records sufficient to demonstrate that the
amount of payments from the Fund have been in accordance with section 601 (d) of the
Social Security Act.
Oak Park Teleworking Expenses.pdf 412.2KB
Expenditure Approval
Approved _ Rejected
Total Submitted Amount
$ 30,109.89
Total Approved Amount
$ 30,109.89
Compliance Requirements
By submitting this Form the applicant affirms that it will abide by each of the following requirements when using Oakland
Together COVID Support funds. Please check the box next to each requirement to confirm your intent to abide by these
The expenditure of the funds is necessary due to the public health emergency with respect to the Coronavirus
Disease 2019 (COVID-19).
m The expenditures were not accounted for in the budget most recently approved as of March 27, 2020.
The expenditures were or will be incurred during the period that begins on March 1, 2020 and ends on
December 30, 2020.
r; The expenditures are not being used as revenue replacement for the Public Body (CVT) to fill shortfalls in
government revenue to cover expenditures that would not otherwise qualify under the CARES Act Coronavirus
Relief Fund.
Upon approval of this Form, the applicant will be provided with an Interlocal Agreement or Contract, which must be
executed prior to the release of any funds, and which lists further requirements including but not limited to:
• The applicant must agree to participate in the production of documents required by any future audit of the CARES Act
program, and funds not spend in accordance with the Act must be returned to the County.
• The applicant must agree that they have not received federal or state funds to cover these expenditures and in the
event they receive direct funding from the federal or state government to cover these expenses, the county money
will be returned.
Date Submitted
9/16/2020
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Resolution #20493 October21, 2020
Moved by Hoffman seconded by Powell to suspend the rules and vote on Miscellaneous Resolutions
#20471 through #20497 and #20499 through #20514 - Board of Commissioners — Approval of Interlocal
Agreement/Application for Disbursement with (Jurisdiction) for Distribution of CARES Act Funding.
A sufficient majority having voted in favor, the motion to suspend the rules and vote on Miscellaneous
Resolutions #20471 through #20497 and #20499 through #20514 - Board of Commissioners — Approval
of Interlocal Agreement/Application for Disbursement with (Jurisdiction) for Distribution of CARES Act
Funding carried.
Moved by Hoffman seconded by Powell resolutions #20471 - #20497 and #20499 - #20514 be adopted.
Discussion followed.
Vote on resolution:
AYES: Gershenson, Hoffman, Jackson, Kochenderfer, Long, Luebs, Markham, McGillivray,
Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack. (17)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolution was adopted.
i g=a'
THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on October 21,
2020, 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 Circuit Court at Pontiac,
Michioan this 21a day of October. 2020.
H4t� 4(!5-?f 7�7�
Lisa Brown, Oakland County