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HomeMy WebLinkAboutMinutes - 2001.09.13 - 35670SUE ANN DOUGLAS Chairperson NANCY DINGELDEY Vice Chairperson BRENDA CAUSEY-MITCHELL Minority Vice Chairperson September 13, 2001 The meeting of the Finance Committee was called to order at 9:12 a.m., by Vice Chairperson Dingeldey, in Committee Room A, Commissioners = Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT: Sue Douglas, Nancy Dingeldey, Charles Palmer, Shelley Taub, Fran Amos, William Patterson, Chuck Moss, Brenda Causey-Mitchell, Tim Melton. COMMITTEE MEMBERS ABSENT WITH NOTICE: Michelle Friedman Appel OTHERS PRESENT: ANIMAL CONTROL Sandra Gay, Manager CIRCUIT COURT Judge Steven Andrews Richard Lynch, Chief Karen MacKenzie, Program Specialist Pamela Howitt, Deputy COMMUNITY CORRECTIONS George Miller, Manager DRAIN COMMISSIONER Kevin Larsen, Chief Deputy Joseph Kozma, Chief Engineer Bill Klockow, Manager Michael Pohlod, Analyst Leo Lease, Accountant FACILITIES MANAGEMENT Michael Hughson, Property Specialist FISCAL SERVICES Tom Ott, Manager Tim Soave, Chief Wayne Keller, Supervisor Linda Pearson, Analyst Joe Matkosky, Analyst HEALTH Tom Fockler, Administrator INFORMATION TECHNOLOGY Dale Kukla, Manager LIBRARY SERVICES Phyllis Jose, Director MANAGEMENT & BUDGET Jeff Pardee, Director PERSONNEL Nancy Scarlet, Manager David VandeGrift, Analyst Brenthy Johnston, Analyst Mary Pardee, Analyst 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 Shelley Taub Fran Amos William Patterson Chuck Moss Michelle Friedman Appel Tim Melton FINANCE COMMITTEE Page 2 September 13, 2001 OTHERS PRESENT CONTINUED PROSECUTING ATTORNEY John O’Brien, Chief Deputy Ron Covault, Deputy Prosecutor SHERIFF Michael McCabe, Captain Dale Cunningham, Business Manager Ann Russell, Administrator SUBSTANCE ABUSE Sandra Kosik, Chief BOARD OF COMMISSIONERS James H. VanLeuven, Jr., Director Harvey Wedell, Analyst Sheryl Mitchell, Analyst Helen Hanger, Sr. Committee Coordinator PUBLIC COMMENT Ms. Dingeldey made the following announcements: - A memorial rally will be held in front of the Courthouse on Monday, September 17, 2001, noon, in support of Americans who lost their lives as a result of the September 11 terrorist attacks. A moment of silence was held in respect for those who had lost their lives. - Mrs. Knollenberg has been released from the hospital and is recuperating at home following her fall. - A Special meeting of the Finance Committee will be scheduled on Th ursday, September 20, 2001, 9:05 a.m., to consider the Community Corrections grant. APPROVAL OF THE PREVIOUS MINUTES Patterson moved approval of the previous minutes of September 6, 2001, as printed. Supported by Amos. Motion carried on a voice vote. AGENDA: Revisions were distributed for items 5, 6 and 7. A Management and Budget/Fiscal Services resolution to enhance the Finance System for GASB 34 Implementation was added to the agenda as item 20. Mr. Palmer reiterated his request from the previous meeting to provide the committee with the number of enrollees in the Senior Prescription Program. Palmer moved approval of the revised agenda. Supported by Amos. Motion carried on a voice vote. MS. DOUGLAS ASSUMED THE CHAIR AT 9:25 A.M. 5. CONTINGENCY REPORT Items 6 and 8 on today’s agenda will reduce the FY 2002 Contingency Fund beginning year’s FINANCE COMMITTEE Page 3 September 13, 2001 balance of $369,374 by $53,679 and $43,269 respectively o $272,426. A balance of $11,310 remains in the FY 2001 Contingency Fund and will be rolled over into fund balance. Palmer moved to receive and file the Contingency Report. Supported by Amos. Motion carried on a voice vote. REGULAR AGENDA 6. MR #01232 – SHERIFF’S DEPARTMENT – CONTINUATION OF INMATE ZERO TOLERANCE/TREATMENT PROGRAM The Michigan Department of Community Health, Office of Drug Control Policy, has denied funding of this project for the next fiscal year. This program has existed for 11 years and provides community release for offenders who comply with program requirements. T he Sheriff is requesting funding in the amount of $277,903 to support full program costs, including five full time positions and one part-time, non-eligible staff position. Management and Budget and the Sheriff have reached an agreement to fund the program through use of $53,679 in Contingency Funds, $194,224 in Sheriff’s Grant Match funds and $30,000 in program fees. This program has resulted in a reduction of over 190,000 jail bed days over the last five years. Ms. Taub asked that the Substance Abuse Advisory Committee (SAAC) provide the committee with a list of all the substance abuse programs under its oversight. Discussion followed as to review and coordination of all the County’s substance abuse programs. Ms. Rowney indicated that, as with the Zero Tolerance Grant, funds overseen by the SAAC are earmarked for a particular population. However, the Health Division, would be happy to meet with those other County departments with similar programs, as well as Community Mental Health, in an effort to establish greater coordination and to develop a comprehensive report on these programs which would then be shared with the commissioners. The Committee asked that the final report be provided to the Public Services Committee for its review of overall program availability and coordination. Amos moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Causey -Mitchell and Friedman Appel absent. 7. MR #01233 – SHERIFF DEPARTMENT – USE OF FORFEITED FUNDS TO PROVIDE FUNDING ASSISTANCE TO THE OAKLAND COUNTY OFFICE OF SUBSTANCE ABUSE The Oakland County Office of Substance Abuse has made a request of the Sheriff for a one -time disbursement of $55,000 to support substance abuse preventio n training within the County’s 19 FINANCE COMMITTEE Page 4 September 13, 2001 community coalitions. Funding would be taken from the Sheriff’s Law Enforcement Account (forfeiture funds), having a balance of $987,571 as of July 31, 2001. This action would fund attendance of two representatives from each coalition and one representative of the Oakland County Office of Substance Abuse at the December, 2001, Community Anti -Drug Coalitions of America Conference in Washington, D.C. A request for additional funding of $10,000 would provide subsequent training of 200 coalition members throughout Oakland County. Amos moved approval of the suggested Finance Report. Supported by Palmer. Motion carried unanimously on a roll call vote with Causey -Mitchell and Friedman Appel absent. Dingeldey moved to reconsider the Finance Report. Supported by Palmer. Motion carried on a voice vote. Dingeldey moved to report with the recommendation that the resolution be amended to insert: “BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners authorizes an additional $10,000 expenditure from contingency to provide a total of $65,000 to the Office of Substance Abuse.” Supported by Melton. Dingeldey moved to amend the report to strike the words “from contingency.” Supported by Melton. Motion to amend carried unanimously on a roll call vote with Causey-Mitchell and Friedman Appel absent. Main motion, as amended, carried unanimously on a roll call vote with Causey-Mitchell and Friedman Appel absent. Palmer moved the attached suggested Fiscal Note (as originally provided in the agenda packet), with typos deleted and paragraph 5 amended to read “The additional $10,000 requested will FOR TRAINING SHALL be absorbed by existing funds within the Health Division’s Substance Abuse budget. Supported by Dingeldey. Melton moved a secondary amendment to strike “shall” and insert “may. Motion failed for lack of support. Motion on the Fiscal Note carried unanimously on a roll call vote with Causey -Mitchell and Friedman Appel absent. 8. SHERIFF, PROSECUTING ATTORNEY, CIRCUIT COURT, COMMUNITY CORRECTIONS- ACCEPTANCE OF THE FY2002/2003 BYRNE MEMORIAL GRANT Four separate applications were submitted for funding. The State has issued a single contract for all four grant recipients, in the amount of $940,918. Thes e funds will be combined with the required 40% County match of $603,839 ($560,570 in Sheriff, Community Corrections and Circuit Court grant match funds, plus $43,269 from Non-Departmental Contingency) for a total program FINANCE COMMITTEE Page 5 September 13, 2001 cost of $1,544,757. The grant award will be used as follows: 1) Prosecuting Attorney: first-year funding to create one Assistant Prosecutor IV and one Social Worker I within the Prosecuting Attorney’s Juvenile Court Unit for the new Child Abuse Task Force; third-year funding to continue one Assistant Prosecutor IV, two Assistant Prosecutor III and one Assistant Prosecutor I for the Narcotics Enforcement Team (NET). 2) Sheriff: first year funding to assist Prosecutor’s new Child Abuse Task Force to create one Sergeant position in Technical Services/Administration; create two Sergeant positions and one Deputy II position in the Technical Services Division for NET; continuation of one Clerk II in the NET unit. 3) Circuit Court/Family Division: first year funding for new Juvenile Drug Court - creation of one Child Welfare Worker II and one 1,000 hour Technical Aide. 4) Community Corrections/In-Step: third-year of funding to continue two Community Corrections Specialist Il positions. Grant acceptance will require the addition of four vehicles with radios, three for the NET Team and one for the Prosecutor’s Child Abuse Unit. Forfeiture funds of $98,000 will be used for vehicle capital costs. Operating costs for FY 2002 are budgeted. The Grant period is October 1, 2001, through September 30, 2002. Palmer moved approval of the attached suggested Resolution. Supported by Patterson. Motion carried unanimously on a roll call vote with Dingeldey, Causey -Mitchell and Friedman Appel absent. 9. CIRCUIT COURT/FAMILY DIVISION – MICHIGAN DRUG COURT IMPLEMENTATION GRANT AND PERSONNEL RELATED ACTIONS The Circuit Court applied for and was awarded two grants from the Michigan State Court Administrative Office (SCOA) Michigan Drug Court Grant Program, per MR #01039 and MR #01040, for the purposes of establishing a Drug Court. The funding period was January 1, 2001, through December 31, 2001. A full-time Community Service Coordinator (CSC) position was created in Circuit/Court/Family Division to provide program coordination. All grant funds will not be expended by December 31, 2001, and the Circuit Court has been authorized by the SCAO to reallocate these funds. As a result , funding for the CSC position will change from 50% funded by Circuit Court/General Jurisdiction MDCIG and 50% Circuit Court/Family Division MDCIG to 100% by Circuit Court/Family Division MCCIG. Additionally, one additional full -time eligible Community Service Coordinator will be created in the Circuit Court/General Jurisdiction Division. Amos moved approval of the attached suggested Fiscal Note. Supported by Moss. Motion carried unanimously on a roll call vote with Dingeldey, Causey -Mitchell and Friedman Appel absent. 10. DRAIN COMMISSIONER – 2001 LAKE LEVEL ASSESSMENTS FOR OPERATION AND MAINTENANCE In accordance with the Inland Lake Level Act, the Drain Commissioner is requesting authority to assess, levy and collect a total assessment of $479,036.07, against all benefiting properties and government entities comprising the assessment rolls of 28 separate Lake Level Districts, for the FINANCE COMMITTEE Page 6 September 13, 2001 purpose of operation and maintenance. The County’s share of assessments for operation and maintenance is $1,947.11 Amos moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Dingel dey, Causey-Mitchell and Friedman Appel absent. 11. DRAIN COMMISSIONER – 2001 CHAPTER 4 DRAIN MAINTENANCE ASSESSMENT RESOLUTION In accordance with Chapter 4 of P.A. 40 of 1956, the Drain Commissioner is requesting authority to assess, levy and collect a total assessment of $75,353.56 against all benefiting properties and government entities comprising the assessment rolls of 25 Drainage Districts, for the purpose of operation, maintenance, clean out and repair. The County’s share of assessment for maintenance is $3,561.66. Palmer moved approval of the attached suggested Fiscal Note. Supported by Amos. Motion carried unanimously on a roll call vote with Causey -Mitchell and Friedman Appel absent. 12. DRAIN COMMISSIONER – 2000 CHAPTER 18 DRAIN MAINTENANCE ASSESSMENT RESOLUTION In accordance with Chapter 18 of P.A. 40 of 1956, the Drain Commissioner is requesting authority to assess, levy and collect a total assessment of $23,673.03 against all benefiting properties and government entities comprising the assessment rolls of 8 Drainage Districts, for the purpose of operation, maintenance, clean out and repair. The County’s share of assessment for maintenance is $3,731.47. Amos moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Causey -Mitchell and Friedman Appel absent. 13. BOARD OF COMMISSIONERS/LIBRARY BOARD – CONSOLIDATION OF LIBRARY FUND WITH GENERAL FUND AND TRANSFER OF FUND BALANCE Taub moved to recommend approval of the General Government Committee Resolution to establish a 501C3. Supported by Melton. The Library Board voted to recommend the creation of a 501C3. A resolution passed by the General Government Committee also recommends this action. Ms. Taub noted th at a local law firm was donating the cost of establishing the 501C3. FINANCE COMMITTEE Page 7 September 13, 2001 As part of the ongoing effort to implement new reporting requirements under GASB 34, Management and Budget is recommending a separate resolution to consolidate accounting and financial reporting of the Library Fund with the General Fund and that the fund balance be transferred as of FY2001 Year End Closing. Further, that a General Fund Designated Fund Balance be established of $321,990.96 for exclusive use of Library Board activities. The current position of Library Division Clerk III will continue to be funded from this new Designated Fund Balance, which will be supplemented with imputed General Fund interest earnings. All future donations to the Libraries will be placed in a special a ccount, along with interest earnings. Mr. Pardee stated that the third BE IT FURTHER RESOLVED paragraph had been added following discussions between Doug Williams and Mr. Dohany. Judge Andrews indicated that his concern was with the fidelity of the donors being addressed, that the money be separately earmarked for library programs. Taub withdrew her motion. Melton withdrew support. Palmer moved approval of the attached suggested Resolution proposed by Management and Budget. Supported by Taub. Palmer moved to amend the resolution as follows: - sixth WHEREAS: strike “intended” and insert “which shall be” - first BE IT FURTHER RESOLVED: strike “intended” - third BE IT FURTHER RESOLVED: line 1, strike “any” and insert “all” line 3, strike “also” and insert “shall” Supported by Moss. Motion to amend carried on a voice vote. Main motion, as amended, carried unanimously on a roll call vote with Friedman Appel absent. Taub moved to report to the General Government Committee to recommend reconsideration of the resolution establishing a 501C3 as an agreement has been reached through the recommended resolution adopted by the Finance Committee. Supported by Moss. Motion carried unanimously on a roll call vote with Friedman Appel absent. 14 . BOARD OF COMMISSIONERS – 2001 COUNTY GENERAL FUND PROPERTY TAX AND PARKS & RECREATION TAX RATES The proposed resolution would establish 2001 tax rates of 4.19 mills for the County General Property Levy, .2352 for Parks and Recreation and .2186 for the Huron-Clinton Metropolitan Park Authority and would authorize and direct township supervisors and city assessing officers to spread these tax rates on the tax rolls, to be applied to the 2001 Taxable Value o f all property within their jurisdictions. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Amos FINANCE COMMITTEE Page 8 September 13, 2001 Motion carried unanimously on a roll call vote with Friedman Appel absent. 15. MR #01230 – DEPARTMENT OF FACILITIES MANAGEMENT – MODIFICATION OF EXISTING LEASE WITH OAKLAND COUNTY COMMUNITY MENTAL HEALTH AUTHORITY FOR PREMISES LOCATED AT 1200 NORTH TELEGRAPH, BUILDING 38E, PONTIAC, MI 48341 The Community Mental Health Authority is requesting modification of its lease to reduce the area occupied by the Authority in Building 38E from 58,161 square feet to 36,385 square feet. Terms have been negotiated with assistance from Corporation Counsel. The current lease rental rate is $10.14 per square foot or $589,810 annually. The lease modification square foot reduction will result in an annual rent due amount of $368,944 and will commence upon signing by the Board Chairperson, ending January 13, 2004, the same date as the original 5-year lease would expire. This lease modification is subject to approval by the Community Mental Health Authority. This rent reduction was anticipated in the FY 2002 Recommended Budget. The unoccupied building space has been allocated for relocation of the Sheriff’s Administration and Crime Lab. Fiscal Ser vices will determine whether a budget amendment will be necessary to fund the $29,013 difference through the FY 2002 First Quarter Forecast. Palmer moved approval of the attached suggested Fiscal Note. Supported by Amos. Motion carried unanimously on a roll call vote with Friedman Appel absent. 16. DEPARTMENT OF HUMAN SERVICES/HEALTH DIVISION – GRANT ACCEPTANCE/RENEWAL FOR CHILD DAY CARE IMMUNIZATION PROJECT The Health Division has been awarded funding of $56,641, for the 2001 -2002 Fiscal Year, from the Michigan Department of Community Health for the increase of immunization rates for infants and toddlers who attend out of home care. No formal application was necessary. Patterson moved approval of the attached suggested Fiscal Note. Supported by Amo s. Motion carried unanimously on a roll call vote with Palmer and Friedman Appel absent. 17. PUBLIC SERVICES/ANIMAL CONTROL – ESTABLISH FY 2002 – FY 2005 MUNICIPALITIES ANIMAL CARE CENTER RATES FOR BOARDING AND DISPOSAL The resolution would establish new rates for Fiscal Years 2002-2005 for care of boarded animals, disposal rates for both boarded and non-boarded small animals and for disposal of small dead animals. Rates have been adjusted for FY 2002, with a 3% inflation factor included for FY 2003 and FY 2004. The new rates will allow for recovery of 100% of costs. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Melton. Motion carried unanimously on a roll call vote with Palmer and Friedman Appel absent. 18. MR #01228 – PERSONNEL DEPARTMENT – FISCAL YEAR 2002 – 2005 LABOR FINANCE COMMITTEE Page 9 September 13, 2001 AGREEMENT FOR EMPLOYEES REPRESENTED BY THE AMERICAN FEDERATION FOR STATE, COUNTY AND MUNICIPAL EMPLOYEES (AFSCME) COUNCIL 25, LOCAL 3075 An Agreement has been reached with AFSCME Local 3075, repres enting six Prosecutor’s Investigators, to extend the provisions of the current collective bargaining agreement, providing a “me too” for salaries and benefits with general non -represented County employees through September 30, 2005. Causey-Mitchell moved approval of the attached suggested Fiscal Note. Supported by Melton. Motion carried unanimously on a roll call vote with Friedman Appel absent. 19. MR #01229 – PERSONNEL DEPARTMENT – SUCCESSION PLANNING The Personnel Department is requesting authoriz ation to appropriate $73,435 from the Fringe Benefit Fund #678 to support the first phase of a succession planning initiative through contracting with Development Dimensions International, selected through the competitive bidding process. It is expected that a large part of the County’s work force will be eligible to retire in the next five years, with 30% being supervisory/managerial and 17% being other positions. This effort will provide a planned approach to prepare for future vacancies in higher level management positions to ensure a smooth transition and stable workforce. Palmer moved approval of the attached suggested Fiscal Note. Supported by Causey - Mitchell. Motion carried unanimously on a roll call vote with Friedman Appel and Melton absent. 20. MANAGEMENT AND BUDGET/FISCAL SERVICES – ENHANCEMENT TO THE FINANCIAL SYSTEM FOR GASB 34 IMPLEMENTATION To assist with new reporting requirements resulting from the implementation of GASB 34, Management and Budget is requesting authorization to appropriate $250,000, from the Designated Fund Balance for Financial System Enhancements, for professional services and software license and maintenance fees to enhance the current financial system with query and ad- hoc reporting capabilities available through the data warehouse. Patterson moved approval of the attached suggested Resolution. Supported by Dingeldey Motion carried unanimously on a roll call vote with Friedman Appel and Melton absent. 21. COMMISSIONERS’ PER DIEMS Palmer moved to report in support of those changes made by the Personnel Committee to FINANCE COMMITTEE Page 10 September 13, 2001 Amendment B8 of the Personnel Committee’s FY 2002 and FY 2003 Recommended Budget Amendment List, to read as follows: Authorize per diem payments of $75 to various commissions and boards. Funding is available in the non-departmental Legislative Expense account, to cover the increased cost related to these per diems. The Personnel Committee will report to the Finance Committee, By January 15, 2002, regarding the eligibility, procedures, and rates related to these per diem payments. Supported by Taub. Motion carried on a roll call vote with Taub and Moss voting no and Friedman Appel absent. COMMUNICATIONS A. Revocation of Industrial Facilities Exemption Certification #1995-435 – Lamina Inc. City of Oak Park, Oakland County B. Revocation of Industrial Facilities Exemption Certification #1989 -144 – Real and Personal for GTN Industries, City of Oak Park Taub moved to receive and file the communications. Supported by Patterson. Motion carried on a voice vote. Taub moved to reconsider item #7, Fiscal Note. Supported by Melton. Roll Call: yes: Dingeldey Nays: Palmer Causey-Mitchell Moss Taub Douglas Amos Patterson Melton Absent: Friedman Appel Motion to reconsider carried. Taub moved approval of the suggested Fiscal Note, with paragraph 5 deleted. Supported by Melton. Roll Call: Ayes: Taub Nays: Causey-Mitchell FINANCE COMMITTEE Page 11 September 13, 2001 Melton Palmer Amos Patterson Moss Dingeldey Douglas Absent: Friedman Appel Motion failed. Palmer moved approval of the attached suggested Fiscal Note (as originally provided in the agenda packet), with typos deleted and paragraph 5 amended to read “The additional $10,000 requested will FOR TRAINING SHALL be absorbed by existing funds within the Health Division’s Substance Abuse budget. Supported by Dingeldey. Motion carried unanimously on a roll call vote with Friedman Appel absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 12:40 p.m. _________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.