HomeMy WebLinkAboutResolutions - 2021.08.05 - 34780MISCELLANEOUS RESOLUTION #21313 August 5, 2021
BY: Commissioner Gwen Markham, Chairperson, Finance Committee
IN RE: TREASURER'S OFFICE — TRANSITION AND UPGRADES PROJECT
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS based on the outcome of the November 3, 2020, general election, the residents of Oakland
County will be served by a new County Treasurer, and the success of the new administration of the County
Treasurer's Office is in the best interest of all County residents; and
WHEREAS part of that success is based on strategic goal planning, the Treasurer's Office would seek to
engage Public Policy Associates, Inc. to assist with setting organizational effectiveness goals, identifying
performance areas, and planning for action, which will result in an action -oriented product that can be
shared publicly, and
WHEREAS Public Policy Associates, Inc. has submitted an estimated price proposal of $15,000; and
WHEREAS the Oakland County Treasurer's Office is in need of repair and renovations to its physical office
space. The Oakland County Treasurer seeks to maintain the building space standards as proposed by the
Facilities Management Planning and Engineering Division; and
WHEREAS flooring replacement, electrical upgrades, window improvements, substandard wallpaper
removal, painting updates, internet and phone upgrades, storage creation, and a collaborative workspace
will all be part of these renovations; and
WHEREAS working in conjunction with Facilities Management Planning and Engineering to procure a
project estimate, the projected costs of the renovation is $38,000; and
WHEREAS with the term of a new County Treasurer beginning, now is an opportune time to make office
improvements.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves
the transition budget and renovation of the physical office of the Oakland County Treasurer in the amount
of $53,000 to be funded from the General Fund Contingency Line Item.
BE IT FURTHER RESOLVED that the FY 2021 budget be amended as follows:
General Fund (#10100) FY 2021
Expenditures
9090101-196030-730359 Contingency ($53,000)
7010101-182025-731458 Professional Services $15,000
7010101-182025-788001-40400TransferOut — Project Work Order $38,000
Total Expenditures
Proiect Work Order Fund (#40400)
Project: 100000003491, Activity; PROJ
Revenues
1040801-148020-695500-10100Transfer In — General Fund $38,000
Total Revenue 38 000
Expenditures
1040801-148020-796500 Budgeted Equity Adjustment $38,000
Total Expenditures 38 000
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution.
M r'
Commissioner Gwen Markham, District #9
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried on a roll call vote with Charles absent.
Oakland County
Treasurer's Office
Strategic Goal Setting
Schedule of Work
The Oakland County Treasurer's Office has asked Public Policy
Associates, Inc. (PPA) to lead a goal -setting process for the incoming
treasurer, Robert Wittenberg, and his leadership team.
Throughout this work, PPA will lead the development of a collaborative
strategic goal -setting process which will assist the Treasurer's Office in
setting organizational effectiveness goals, identifying performance areas,
and planning for action. This strategic goal -setting process will result in an
action -oriented product that can be shared publicly.
For this project, PPA recommends that the Office utilize a planning process
with a SOAR (strengths, opportunities, aspirations, results)' lens rather than
using the more well-known SWOT (strengths, weaknesses, opportunities,
threats) analysis. Using SOAR to frame this work, PPA will help the Office
identify:
• Strengths (what's working well)
• Opportunities (adding value to stakeholders' needs)
• Aspirations (hopes and dreams for the future)
• Results (what you would like to achieve)
SOAR embraces an appreciative inquiry approach 2 This approach
generates discussion and creates an atmosphere where continuous
organizational improvement can be fostered. SOAR will help us direct
conversations toward aspirations and actionable results. Rather than
focusing on weaknesses and threats, challenges are presented as
opportunities for improvement —creating positive experiences to generate a
spirit of aspiration and collaboration for the future, rather than focusing on
problems from the past.
' Jacqueline A Stavros and Gina Hinrichs, The Thin Book of'SOAR: Building
Strengths -Based Strategy (Bend, OR: Thin Book Publishing, 2009).
2 Jacqueline Stavros, D.L. Cooperrider, and Lynn Kelley, Strategic Inquiry With
Appreciative Intent: Inspiration to SOAR, a new fr-ameworkfor strategic planning. Al
Practitioner, November 2003,
The SOAR analysis is an adaptation of the SWOT analysis. The main difference between the two is in the style
of the questions. The aim of a SOAR approach is to follow a strategic -planning method based on the expansion
of opportunities and strengths to achieve results targeting management's aspirations. SOAR can be a powerful
tool to generate creative ideas for future action while engaging stakeholders with an inclusive process. The
output of SOAR is a set of actions that leverage strengths and opportunities for shared aspirations with
measurable results. It provides a basis for further in-depth analysis using other performance tools.
We are proposing this SOAR framework to lift up what is going well and to identify achievable aspirational
goals —recognizing the potential of the organization and creating a shared vision of the future grounded in
results. For this work, PPA will complete a planning process consisting of:
Task List
Task 1: Preparation and Review
This task includes all project management and client communications and any meetings about progress and
planning. An in -person kick-off meeting with the Oakland County Treasurer's Office will take place in July,
The purpose of this meeting will be to review project objectives and priorities, identify opportunities for data
collection, shape planning sessions, and review scope of work
Task 2: Input Gathering
This task includes reviewing key documents provided by the Oakland County Treasurer's Office, including its
current goals and recent accomplishments (currently shared on the Treasurer's official website). PPA will build
upon that information and conduct individual telephone or videoconference interviews with three staff members
(identified by the Treasurer's Office leadership). PPA will facilitate two in -person planning sessions in August
to identify goals, key performance areas, and action steps.
Task 3: Plan Drafting and Vetting
A strategic goals plan will be developed in collaboration with the Oakland County Treasurer's Office. The plan
will include key findings, outline goals and potential performance areas, and list actionable recommendations. It
is PPA's goal to create an engaging plan that can be shared publicly (on the web) and also used as a
template/framework for future actions.
PPA will present the first draft of the report in -person to the Oakland County Treasurer's Office no later than
September 15, 2021. Feedback will be gathered at this time and a final, revised draft will be shared no later than
September 30, 2021.
Timeline Summary
• In -person kick-off meeting (before July 19)
• Three telephone/videoconference interviews (July 19 to August 2)
• Two in -person goal/performance area setting sessions (week of August 14 and August 28)
• Presenting of draft goals plan document (no later than September 15)
• Sharing of final documents (No later than September 30)
Public Policy Associates, Inc. partners with the public, private, and nonprofit sectors at national, state, and local levels. We provide
insights to help our clients make better decisions through rigorous, culturally responsive research, evaluation, and strategic consultation.
Staffing
PPA proposes an experienced and highly capable team. Key members of the team have strong backgrounds in
strategic planning and working with stakeholders and clients. The key -staff qualifications are listed below. The
project will also be supported by the firm's chief financial officer (CFO) and a senior editor.
Larry Merrill, a senior consultant affiliated with PPA, will serve as lead facilitator for sessions involving the
Treasurer's Office. Mr. Merrill brings 40 years of local government experience to this work, having had
leadership roles with the Michigan Townships Association, Clinton and Montcalm Counties, the National
Center for Small Communities, the National Association of Towns and Townships, and the Michigan Society of
Association Executives. He has also written extensively on local government. Mr. Merrill holds degrees in
multidisciplinary social studies and public administration (with a focus on public policy) from Michigan State
University.
Sarre Singh, PPA's chief executive officer (CEO), will contribute as a facilitator for this project. Mr. Singh
previously served as president and CEO of the Michigan Nonprofit Association (MNA), served as a senior
consultant for the New Economy Initiative for Southeast Michigan, and was elected to the Michigan Legislature
as a State Representative for three terms from 2013-2018. He previously led the community of East Lansing,
Michigan through one term as mayor and three terms on the city council. Mr. Singh earned his degree in history
(emphasis on economics and religious studies) from Michigan State University.
Daniel J. Quinn, Ph.D., PPA's director for education policy, will serve as a task lead for this component of the
work. He will also provide analytic capacity for the project. Dr. Quinn previously served as executive director
of the Great Lakes Center for Education Research and Practice, He also taught secondary -level social studies
for 19 years, with emphasis on economics, before focusing his career on policy. In 2019, he was appointed by
Governor Gretchen Whitmer to serve on Michigan's A-F Peer Review Panel. In the last two years, Dr. Quinn
has had instrumental roles on projects for national, state, and local agencies such as the U.S. Department of
Health and Human Services, the Michigan Department of Education, and the Middle Cities Education
Association. He received his Ph.D. in educational leadership from Oakland University.
Itemized Budget
PPA proposes a price of $14,660.00 for the project. These prices are inclusive of all labor and direct expenses
based on the activities discussed.
Table 1. Itemized Budget
Labor and Expenses By Task
Task 1 —Preparation and Review $3,228
Task 2 — Input Gathering $8,449
Task 3 —Plan Drafting and Vetting $2,983
Total Project Budget $14,660.00
Public Policy Associates, Inc. partners with the public, private, and nonprofit sectors at national, state, and local levels. We provide
insights to help our clients make better decisions through rigorous, culturally responsive research, evaluation, and strategic consultation,
Project Estimate
Estimate Date: 7/8/2021 FM Project Manager: MALARIK, WHITNEY
FPE#: 21-092 Project: Treasurer Office Redesign Courthouse Complex - 025
WO#: 1001668
DESCRIPTION
FM-730352 CONSTRUCTION
FM-730352-PatchandPaint FM&O Labor and Materials
FM-730352-Flooring Floor Transformations- Carpet Install
FM-730352-WlndowFilm Sheer Shop- Time and Materials
FM-730443 VOICE & DATA
FM-730443-VDJack,Cable Thumb- Labor and Materials
FM-730562 ELECTRICAL
FM-730562-ElectricalLighting FM&O- Labor and Materials
FM•760160 FURNITURE
FM-760160-Furn itureNewinstallation
FM-760160-Furn itureNewinstallation
FM-730359 CONTINGENCY
F M-730359-Contingency
CONSTRUCTION Total:
VOICE & DATA Total:
American Interiors- Labor and Product
Airea- Labor and Product
ELECTRICAL Total:
FURNITURE Total:
CONTINGENCY Total:
Subtotal:
Contingency:
GRAND TOTAL:
ESTIMATE
$4, 387.00
$2,770.75
$1,072.00
$8,229.75
$541.71
$541.71
$835.00
$835.00
$5, 231.68
$19,063.85
$24,295.53
$3,724.00
$3,724.00
$33,901.99
$3,724.00
$37,625.99
7/8/2021
Resolution #21313 August 5, 2021
Moved by Gingell seconded by Luebs the resolutions on the amended Consent Agenda be adopted.
AYES: Gingell, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham, McGillivray, Miller,
Moss, Nelson, Powell, Spisz, Weipert, Woodward, Cavell, Charles, Gershenson. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions on the amended Consent Agenda were adopted.
I f APPROVE THE FOREGOING RESOI(ITION
,-D,- � C't;c-�
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 August 5, 2021,
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,
Michigan this 5th day of August, 2021.
Lisa Brown, Oakland County