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HomeMy WebLinkAboutMinutes - 2001.05.17 - 35630SUE ANN DOUGLAS Chairperson NANCY DINGELDEY Vice Chairperson BRENDA CAUSEY-MITCHELL Minority Vice Chairperson May 17, 2001 The meeting of the Finance Committee was called to order at 9:08 a.m. by Chairperson Douglas in Committee Room A, Commissioners= Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT: Sue Douglas, Nancy Dingeldey, Charles Palmer, Fran Amos, S helley Taub, William Patterson, Chuck Moss, Michelle Friedman Appel, Brenda Causey -Mitchell. COMMITTEE MEMBERS ABSENT: Tim Melton OTHERS PRESENT: AUDIT James Fitzpatrick, Manager CIRCUIT COURT Kevin Oeffner, Administrator John Cooperrider, Business Administrator CORPORATION COUNSEL Judy Cunningham, Corporation Counsel ` ` Keith Lerminiaux, Deputy Counsel DRAIN COMMISSIONER Kevin Larsen, Chief Deputy Michael Pohlod, Analyst EXECUTIVE OFFICE Gerald Poisson, Assistant Deputy Robert Daddow, Assistant Deputy FACILITIES ENGINEERING Paul Hunter, Manager FACILITIES MAINTENANCE Dick Johnston, Manager FISCAL SERVICES Tom Ott, Manager Tim Soave, Chief Penny Cremer, Chief Linda Pearson, Analyst Joe Matkosky, Analyst HEALTH Tom Fockler, Administrator INFORMATION TECHNOLOGY Phil Bertolini, Director Dale Kukla, Manager Scott Oppman, GIS Supervisor LIBRARY SERVICES Phyllis Jose, Director MANAGEMENT & BUDGET Jeff Pardee, Director OAKLAND COUNTY Karl Randall, Manager INTERNATIONAL AIRPORT PURCHASING Joe Hylla, Manager OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 N. TELEGRAPH ROAD, PONTIAC, MI 48341-0470 Telephone (248) 858 -0100 FAX (248) 858-1572 FINANCE COMMITTEE Charles Palmer Fran Amos Shelley Taub William Patterson Chuck Moss Michelle Friedman Appel Tim Melton FINANCE COMMITTEE Page 2 May 17, 2001 OTHERS PRESENT CONTINUED SHERIFF Michael McCabe, Captain Dale Cunningham, Business Manager PRICEWATERHOUSECOOPERS Darrell Burks, Principal Jim Buckley, Manager DAILY TRIBUNE Vivian DeGain, Reporter BOARD OF COMMISSIONERS James H. VanLeuven, Jr., Director Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator AGENDA: A revised Fiscal Note for item 21 and copies of the Auditor’s Report were distributed. Items 10 and 13 were removed from the agenda without objection. APPROVAL OF THE PREVIOUS MINUTES Amos moved approval of the previous minutes of May 3, 2001, as printed. Supported by Moss. Motion carried on a voice vote. 5. CONTINGENCY REPORT Items 8, 11 and 19 on today’s agenda would decrease the Contingency Fund balance of $130,213 to $17,667. Palmer moved to receive and file the Contingency Report. Supported by Amos. Motion carried on a voice vote. CONSENT AGENDA 6a. TREASURER – BIRMINGHAM CSO DRAINAGE DISTRICT REFUNDING BONDS – FULL FAITH AND CREDIT RESOLUTION The Birmingham CSO Drainage District Board is requesting authorization to issue Refunding Bonds, Series 2001, in an amount not to exceed $9,000,000, for Drain Bonds maturing in the years 2004 through 2016, and in doing so, is also requesting the County’s pledge of full faith and credit for payment of the principal and interest. Refinancing of the bonds at an interest rate not to exceed 6% is expected to result in estimated savings of $450,000. 6b. TREASURER – BLOOMFIELD VILLAGE CSO DRAINAGE DISTRICT REFUNDING BONDS SERIES 2001A – FULL FAITH AND CREDIT RESOLUTION The Bloomfield Village CSO Drainage District Board is requesting authorization to issue Refunding Bonds, Series 2001A, in an amount not to exceed $2,600,000, for Drain Bonds maturing in the years 2004 through 2016, and, in doing so, is also requesting the County’s pledge of full faith and credit for payment of the principal and interest. Refinancing of the bonds at an interest rate not to exceed 6% is expected to result in estimated savings of $200,000. 6c. TREASURER – BLOOMFIELD VILLAGE CSO DRAINAGE DISTRICT REFUNDING BONDS SERIES 2001B – FULL FAITH AND CREDIT RESOLUTION FINANCE COMMITTEE Page 3 May 17, 2001 The Bloomfield Village CSO Drainage District Board is requesting authorization to issue Refunding Bonds, Series 2001B, in an amount not to exceed $8,000,000, for Drain Bonds maturing in the years 2004 through 2016, and, in doing so, is also requesting the County’s pledge of full faith and credit for payment of the principal and interest. Refinancing of the bonds at an interest rate not to exceed 6% is expected to result in estimated savings of $300,000. 6d. TREASURER – MINNOW POND DRAINAGE DISTRICT REFUNDING - FULL FAITH AND CREDIT RESOLUTION The Minnow Pond Drainage District Board is requesting authorization to issue Refunding Bonds, Series 2001, in an amount not to exceed $8,200,000, for Drain Bonds maturing in the years 2002 through 2013, and, in doing so, is also requesting the County’s pledge of full faith and credit for payment of the principal and interest. Refinancing of the bonds at an interest rate not to exceed 6% is expected to result in estimated savings of $400,000. 6e. COUNTY TREASURER – RESOLUTION TO AUTHORIZE OAKLAND COUNTY REFUNDING BONDS, EVERGREEN-FARMINGTON SEWAGE DISPOSAL SYSTEM (PERMANENT METER & INTERCEPTOR REHABILITATION) On behalf of those municipalities identified in the resolution, the Treasurer is requesting authorization to issue Refunding Bonds, in an amount not to exceed $2,750,000, for Drain Bonds maturing in the years 2002 through 2009, and, in doing so, is also requesting the County’s pledge of full faith and credit for payment of the principal and interest. Refina ncing of the bonds at an interest rate not to exceed 6% is expected to result in estimated savings of $150,000. Amos moved approval of the Consent Agenda suggested resolutions 6a – 6e as attached. Supported by Moss. Motion carried unanimously on a roll call vote with Melton and Friedman Appel absent. 7. BOARD OF COMMISSIONERS / DEPARTMENT OF MANAGEMENT AND BUDGET – REPORT OF INDEPENDENT AUDITING FIRM Messrs. Burkes and Buckley summarized the audit report and findings of PricewaterhouseCoopers for the Fiscal Year Ended September 30, 2000. No significant audit adjustments to financial statements were required. A brief discussion occurred regarding new reporting requirements under Governmental Accounting Standards Board Statement 34. Palmer moved to receive and file the PricewaterhouseCoopers Audit Committee Report of May 17, 2001, on the Financial Statement Audit for the Fiscal Year Ended September 30, 2000, as well as their communication to the Finance Committee. Supported by Dingeldey. Motion carried on a voice vote. 8. MR #01125 – BOARD OF COMMISSIONERS/LIBRARY BOARD/RESEARCH LIBRARY PURCHASE OF OAKLAND PRESS PUBLICATIONS ON MICROFILM The Research Library is seeking authorization to purchase the Oakland Press publications from 1972-2000 on microfilm, at an initial cost of $79,738, to expand its services in providing resource materials to the public. The Library receives requests on a weekly basis for information contained FINANCE COMMITTEE Page 4 May 17, 2001 in back issues of the Oakland Press. The annual cost to obtain current year records is estimated at $1,200. Amos moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Melton absent. 9. MR #01124 – BOARD OF COMMISSIONERS – AWARD OF PROFESSIONAL SERVICE CONTRACT FOR GOVERNMENT RELATIONS CONSULTING FIRM TO LARSEN AND ASSOCIATES Larsen and Associates, Inc. of Southfield have actively represented the Board of Commissioners interests in Lansing since June 1, 1995. The resolution would authorize a new three-year contract with Larsen and Associates, terminating on May 31, 2004, in an amount not to exceed $48,000 annually, to be paid in equal installments of $4,000 a month. Mr. Palmer and Ms. Amos asked to be provided with copies of Mr. Larsen’s monthly statements as they are received. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Melton absent. 11. MR #01129 – SHERIFF’S DEPARTMENT – CONTRACT AMENDMENT #4 FOR LAW ENFORCEMENT SERVICES IN OAKLAND TOWNSHIP Oakland Township is seeking to amend its Law Enforcement Contract with the Sheriff to add one Sheriff Deputy II (no-fill), as of May 26, 2001. This would increase the number of contracted deputies to twelve. One marked vehicle, with mobile, prep, Mobile Data Computer and video camera, will be added to the County Fleet at a cost to the County of $27,558. Palmer moved approval of the attached suggested Fiscal Note. Supported by Causey - Mitchell. Motion carried unanimously on a roll call vote with Melton absent. 12. MR #01130 – SHERIFF’S DEPARTMENT – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN ADDISON TOWNSHIP Addison Township is requesting authorization to amend its Law Enforcement Contract with the Sheriff, effective May 26, 2001, to add one Sheriff Deputy II (with fill -in), increasing the number of contracted Deputy II’s with fill-in to six and the total number of contracted deputies to seven. Patterson moved approval of the attached suggested Fiscal Note. Supported by Causey- Mitchell. Motion carried unanimously on a roll call vote with Melton absent. 14. FACILITIES MANAGEMENT/FACILITIES ENGINEERING – AWARD OF CONTRACT FOR THE 52-1 DISTRICT COURT PARKING LOT EXPANSION PROJECT FINANCE COMMITTEE Page 5 May 17, 2001 Facilities Management has reviewed bids to expand the 52 -1 District Court parking lot and is recommending to contract with the lowest responsible bidder, Thompson McCully Company of Clarkston, in the amount of $38,834.40. Facilities Management is recommending total project costs of $58,000 to include the contract, $5,500 for landscape repair, $4,000 for administrative expenses and contingency of $9,665.60. Funding of $150,000 for this project is included in the FY 2001 Capital Improvement Program. The Planning and Building Committee has reported to recommend approval of the contract. Palmer moved approval of the attached suggested Resolution. Supported by Patterson. Motion carried unanimously on a roll call vote with Dingeldey and Melton absent. 15. FACILITIES MANAGEMENT/FACILITIES ENGINEERING – WORK RELEASE FACILITY PROJECT – FUNDING OF DETROIT EDISON LINE RELOCATION The FY 2001 Capital Improvement Program identifies replacement of the existing Work Release facility with construction of a new facility containing 300 beds. The preliminary project budget is identified as $11,400,000. Before work can begin, it is necessary to relocate primary electrical transmission lines owned by Detroit Edison and other communication lines attached to Edison’s poles. Detroit Ediso n has identified the cost to relocate these lines at $260,570. Facilities Management is recommending total funding of $330,000 to include additional expenses of $40,000 for relocation of telephone lines and $29,430 for contingency. A request to authorize funding for construction of the new Work Release Facility through Building Authority bonding is expected in June. Amos moved approval of the attached suggested Resolution. Supported by Moss. Motion carried unanimously on a roll call vote with Dingel dey and Melton absent. 16. FACILITIES MANAGEMENT/FACILITIES ENGINEERING – ADMINISTRATIVE ANNEX I BOILER INSTALLATION PROJECT The FY 2001 Capital Improvement Program includes $110,000 for the Administrative Annex I Boiler Installation Project. The resolu tion would authorize $95,000 for project costs. Approximately 300 feet of two-inch natural gas line and two 1.5 million BTU boilers will be installed. This project will be done by in -house staff and outside contractors obtained through the Purchasing Division. Amos moved approval of the attached suggested Resolution. Supported by Moss. Motion carried unanimously on a roll call vote with Dingeldey and Melton absent. 17. CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – ACCEPTANCE OF FEMA SNOW EMERGENCY GRANT The Oakland County International Airport (OCIA) has received an award of $23,823.20, in public assistance funding for snow removal work at all three airports during the December, 2000, snowfall event. As a result of record or near record snowfall, this period was declared an emergency by Presidential declaration for certain areas of Michigan. The required 25% County match was expended at the time of the snowfall. Patterson moved approval of the attached suggested Fiscal Note. Supporte d by FINANCE COMMITTEE Page 6 May 17, 2001 Amos. Motion carried unanimously on a roll call vote with Dingeldey and Melton absent. 18. DEPARTMENT OF HUMAN SERVICES/HEALTH DIVISION – MICHIGAN DEPARTMENT OF COMMUNITY HEALTH CHILDHOOD AND UNINTENTIONAL INJURY PREVENTION GRANT ACCEPTANCE In response to an application for 60 car seats from the Michigan Department of Community Health’s Childhood and Unintentional Injury Prevention Section, the Health Division has received 37 seats. Program requirements require distribution to minority and/or lo w- income populations. Car seats must be distributed by September 30, 2001. Palmer moved approval of the attached suggested Resolution. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Amos and Melton absent. 19. MR #01128 – EMERGENCY MANAGEMENT – TORNADO WARNING SYSTEM EXPANSION – VILLAGE OF HOLLY The Village of Holly is requesting to expand its participation in the County’s Tornado Warning System with the purchase of one additional siren at a cost of $21,000. The Village currently has one siren. Consistent with past cost-sharing agreements, the Village will pay for 75%, or $15,750, of the total siren cost. The County will pay the remaining 25%, retain ownership and is responsible for maintenance and electrical costs . Patterson moved approval of the attached suggested Resolution. Supported by Palmer. Motion carried unanimously on a roll call vote with Melton absent. 20. EMERGENCY MANAGEMENT – PERFORMANCE GRANT AGREEMENT FOR FY 2001-2002 ACCEPTANCE Emergency Management has been awarded $26,227 from the State of Michigan for its Emergency Management program. This is the 29th year of grant funding for this program. Palmer moved approval of the attached suggested Fiscal Note. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Amos and Melton absent. 21. MR #01126 – DEPARTMENT OF INFORMATION TECHNOLOGY / DISC – ADDITIONAL POSITIONS FOR GEOGRAPHICAL INFORMATION SYSTEMS (GIS) PROJECTS Information Technology is requesting the creation of a new Project Manager position for the GIS program to provide internal and external coordination of GIS projects, enhancement and project development, thereby allowing current staff to continue its focus on support and maintenance of GIS initiatives. The request also includes the creation of one Application Analyst/Programmer III position and one User Support Specialist II position to assist in addressing GIS issues. FINANCE COMMITTEE Page 7 May 17, 2001 Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Melton absent. 22. MANAGEMENT AND BUDGET / PURCHASING DIVISION – REVISION TO THE PURCHASING CARD POLICY Management and Budget is recommending revisions to the Purchasing Card Policy, sections 5.1.1-5.1.3, 3.4 and 6.1, as well as the implementation of a Cardholder Agreement. Revisions allow for the use of a Purchasing Card for hotel accommodations, conference reservations, airfare charges and for extradition only of car rental expenses; clarification of inappropriate card use; and specific definition of the Independent Review Committee membership. Amos moved approval of the attached suggested Resolution. Supported by Dingeldey. Motion carried on a roll call vote with Taub voting no and Melton absent. 23. DEPARTMENT OF MANAGEMENT AND BUDGET – FY 2001 SECOND QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS Mr. Soave indicated that the material would be mailed out for Committee members’ review prior to the next meeting. THE COMMITTEE RECESSED FROM 10:45 A.M. TO 11:00 A.M. COMMUNICATIONS – CONSENT AGENDA A. Department of Management and Budget – Write-Off of Deobligated Grant Funds B. Department of Management and Budget/Purchasing – Contract Exception Report for April, 2001 C. Memorandum of Understanding Between the County of Oakland and the Oakland County Community Mental Health Authority D. Novi Drug Court Grant – Budget Revision Request E. City of Southfield – TIFA H. CLEMIS Operating and COPS MORE Grant Funds – Six Months Ended March 31, 2001 I. Community and Housing Improvement Division – Comprehensive Housing and Counseling Services Grant Application Palmer moved to receive and file communications A -E, H, I. Supported by Moss. Motion carried on a voice vote. FINANCE COMMITTEE Page 8 May 17, 2001 24. CORPORATION COUNSEL – DISCUSSION OF PENDING LITIGATION Moss moved that the meeting be closed for the purpose of discussing pending litigation. Supported by Patterson. Motion carried unanimously on a roll call vote with Melton absent. The Chair declared the meeting closed at 11:01 a.m. The meeting resumed in open session at 11:16 a.m. Palmer moved that Corporation Counsel be authorized to proceed in accordance with the directives set forth in closed session. Supported by Moss. Motion carried unanimously on a roll call vote with Melton absent. COMMUNICATIONS (CONTINUED) F. Radio Communications Fund – Financial Statements for the Six Months Ended March 31, 2001 G. Fire Records Management System – Financial Statements – Six Months Ended March 31, 2001 J. Department of Management and Budget Memo Re: General Property Tax Levy Mr. Pardee reviewed his memo of May 10, 2001, regarding the General Property Tax Levy and the impact of the Headlee Amendment on the County’s millage rate. Palmer moved to receive and file communications F and G. Supported by Taub. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 11:43 a.m. _________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.