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HomeMy WebLinkAboutMinutes - 2001.12.06 - 35696SUE ANN DOUGLAS Chairperson NANCY DINGELDEY Vice Chairperson BRENDA CAUSEY-MITCHELL Minority Vice Chairperson December 6, 2001 The meeting of the Finance Committee was called to order at 9:42 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, Shell ey Taub, Fran Amos, William Patterson, Chuck Moss, Brenda Causey-Mitchell, Michelle Friedman Appel, Tim Melton. COMMITTEE MEMBERS ABSENT: OTHERS PRESENT: CIRCUIT COURT Kevin Oeffner, Administrator CLERK/REGISTER G. William Caddell, Clerk/Register Pat Campbell, Deputy Clerk/Register COMMUNITY DEVELOPMENT Gordon Lambert, Chief Ron Milligan CORPORATION COUNSEL Judy Cunningham, Corporation Counsel Joellen Shortley, Financial Attorney DISTRICT COURT 52-1 Judge Brian MacKenzie Michelle Bilger, Administrator Debbie Bigger, Account Clerk DISTRICT COURT 52-2 Sharon Rupe, Administrator DISTRICT COURT 52-3 Lynda Hammerstein, Administrator Jennifer Marlinga, Deputy Administrator DISTRICT COURT 52-4 Jim VerPloeg, Administrator EXECUTIVE OFFICE L. Brooks Patterson, Executive FACILITIES MANAGEMENT Michael Hughson, Property Specialist FISCAL SERVICES Tom Ott, Manager Tim Soave, Chief Joe Matkosky, Supervisor Stefania Rodgers, Supervisor Prentiss Malone, Analyst Kim Sanders, Analyst FRIEND OF THE COURT Joe Salamone, Friend of the Court INFORMATION TECHNOLOGY Phil Bertolini, Director MANAGEMENT & BUDGET Jeff Pardee, Director Laurie Van Pelt, Deputy Director 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 December 6, 2001 OTHERS PRESENT CONTINUED PERSONNEL Tom Eaton, Deputy Director Nancy Scarlet, Manager Mary Pardee, Analyst Brenthy Johnston, Analyst David VandeGrift, Analyst PROSECUTING ATTORNEY David Gorcyca, Prosecuting Attorney John O’Brien, Deputy SHERIFF Thomas Quisenberry, Undersheriff Mike McCabe, Captain Dale Cunningham, Business Manager STATE COURT ADMIN OFFICE Deloris VanHorn, Regional Administrator BLOOMFIELD TOWNSHIP Dave Payne, Supervisor Dan Devine, Treasurer CONWAY & ASSOCIATES Bob Conaway, President HAVEN Hedy Nuriel, President/CEO Sharon Everts, Counselor Darsy Creger, START Program Director CITIZENS William Eisenberg BOARD OF COMMISSIONERS Thomas Law, Chair, District #13 Hugh Crawford, District #17 James H. VanLeuven, Jr., Director Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Dingeldey moved approval of the minutes of November 15, 2001, as printed. Supported by Amos. Motion carried on a voice vote. PUBLIC COMMENT: Mr. Devine thanked the Finance Committee for taking up the matter of the Fiscal Note relating to MR #01305. Ms. Nuriel spoke in support of the S.T.A.R.T. program. Ms. Creger stated that the request to the Health Division was to provide an in-kind contribution of $6,000.00 in medications for the START program. AGENDA 5. CONTINGENCY REPORT Items 7, 13 and 24 will decrease the FY 2002 Contingency Fund current balance of $135,302 by $102,673. Item 10 will add $165,250 to the Fund, leaving a balance of $197,879 Mr. Pardee explained the “Use of Public Act 189 Funds” information page included with the FINANCE COMMITTEE Page 3 December 6, 2001 Contingency Report. This sheet provides a history on the use of these funds, which were designated specifically for Court programs. A current balance of $1,495,516 exists which will be used to pay for the JIMS positions under item 8 on today’s agenda. This action would leave a remaining balance of $542,448 in the Fund. Palmer moved to receive and file the Contingency Rep ort dated November 30, 2001. Supported by Amos. Motion carried on a voice vote. 6. 52ND DISTRICT COURT – DIVISION 1 – BUDGET ISSUES Judge MacKenzie stated that he had asked to come before the Committee regarding the 52-1 District Court’s budget and th e release of funding for the next quarter. Judge MacKenzie provided details regarding the Court’s Alcohol Education Program line item as an example of the particulars of the Court’s budget relating to expenditures and revenues. Amos moved to release FY 2002 second quarter funding for the 52-1 District Court. Supported by Dingeldey Motion carried unanimously on a roll call vote with Dingeldey absent. 7. CIRCUIT COURT/FAMILY DIVISION/FOC/CHILD SUPPORT ACCOUNTING AND BANKING – PERSONNEL RELATED CHANGES FOR CSES SUPPORT The Friend of the Court is requesting creation of two (2) Special Revenue Account Clerk II and one (1) Special Revenue Junior Accountant positions to assist current personnel with the large increase in workload being experienced as a result of CSES implementation. At this time, County Executive Patterson was provided an opportunity to speak. Mr. Patterson stated that he would like to thank the Sheriff for responding on short notice to provide security for Israeli Prime Minister Benjamin Netanyahu while he was in the County. Mr. Patterson also spoke in support of the 52 -1 District Court and the JIMS project. Amos moved approval of the attached suggested Fiscal Note. Supported by Dingeldey. Motion carried unanimously on a roll call vote. 8. CIRCUIT COURT/DISTRICT COURT/PROSECUTING ATTORNEY/CLERK-REGISTER OF DEEDS – CREATION OF EIGHT (8) USER SUPPORT SPECIALIST POSITIONS TO SUPPORT IMPLEMENTATION OF THE JUDICIAL INFORMATION MANAGEMENT SYSTEM (JIMS) PROJECT In conjunction with implementation of the Judicial Information Management System (JIMS), per M.R. #00065, the departments involved in this project are requesting the creation of five (5) User Support Specialist I and three User Support Specialist II positions to provide staff exclusiv ely devoted to implementation of the system in order to meet scheduled launch dates. These positions will be authorized for the period January 1, 2002, through September 30, 2003. Taub moved approval of the attached suggested Fiscal Note. Supported b y FINANCE COMMITTEE Page 4 December 6, 2001 Patterson. Motion carried unanimously on a roll call vote. 9. #01316 - FORMATION OF THE OAKLAND COUNTY FRIEND OF THE COURT CITIZENS ADVISORY COMMITTEE Public Act 366 of 1996 provided for establishment of County Friend of the Court Citizens Advisory Committees. MR #01051 authorized establishment of such a committee, as well as a study committee, to develop proposed operating procedures. The Study Committee has completed its charge and made its final report to the Public Services Committee. The proposed resolution would establish the Friend of the Court Citizens Advisory Committee in accordance with the Study Committee’s recommendations. Mr. Soave indicated that the Fiscal Note indicates that costs are unknown at this time. The costs for advertising and local notice should be available within existing budgets. Dingeldey moved approval of the attached suggested Fiscal Report. Supported by Amos. Motion carried unanimously on a roll call vote. 10. COUNTY CLERK/REGISTER OF DEEDS – ESTABLISH FEES FOR ELECTRONIC FILING OF LAND RECORDS AND INCREASE FEES FOR MICROGRAPHICS The Clerk/Register of Deeds is requesting to establish a fee for the electronic filing of land records of $10.00 per document, with $7.00 allocated to the County and $3.00 to ACS Syst ems, contract provider for the Clerk’s land records imaging system. This is a new service resulting from enhancement of the ACS System. The Clerk is also requesting to increase micrographic fees from the current $.027 per photostatic image to $.055 on Ja nuary 1, 2002, $.075 on July 1, 2002, and then to $.10 on January 1, 2003. This fee has not been increased in ten years. This increase is based on a review of fees for these services charged by other counties which, on the average, is $.10. Amos moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 11. MR #01315 - SHERIFF DEPARTMENT – ADDITION OF SECOND HELICOPTER FOR AVIATION UNIT Consistent with MR #00211, the Sheriff is reque sting authorization for the purchase of a second helicopter, additional operating costs within the Patrol Services Division, creation of two GF/GP Deputy II positions in the Aviation Unit, and the addition of one marked Patrol vehicle to the County fleet. Mr. Pardee explained that expansion of the Aviation Unit was predicated on three requirements codified in a Letter of Understanding, dated July 24, 2000, to which the County Executive and Sheriff mutually agreed. These requirements were: a realized and verified saving of $1.7 million from Privatization of the Food Service Operations following one year of operation; establishment of a $3.6 million overtime cap, excluding reimbursable overtime, to be maintained within the FY2001 Sheriff budget, and quarterly reports to the Public Services Committee on helicopter activity. The first two requirements have been met. Savings from privatization have exceeded the target by FINANCE COMMITTEE Page 5 December 6, 2001 $141,730 and a favorable variance of almost $676,000 has been achieved from the $3.6 million overtime cap. Undersheriff Quisenberry provided a verbal update on the use of the helicopter, indicating that approximately 40 calls have come in for specific use of the helicopter. While on routine patrol, the helicopter provides backup and assists. Mr. Melton asked to receive a detailed verbal presentation on helicopter usage by next Thursday. Patterson moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Causey -Mitchell absent. Palmer moved the attached suggested report to amend the resolution to add a BE IT FURTHER RESOLVED paragraph requiring written quarterly reports regarding helicopter utilization be presented to the Public Services and Finance Committees. Supported by Taub. Motion carried unanimously on a roll call vote with Causey -Mitchell absent. 12. SHERIFF’S DEPARTMENT/COUNTY EXECUTIVE – CREATION OF ONE CAPTAIN POSITION ASSIGNED TO THE EMERGENCY RESPONSE AND PREPAREDNESS UNIT The Sheriff and County Executive are requesting the creation of one Captain position within the Sheriff’s Department, to be assigned to the Emergency Response and Preparedness Unit, to assist with work on mutual aid agreements for 61 communities, development and implementation of Emergency Plans for law enforcement communities, to be the Sheriff’s Emergency Operations Center law enforcement contact during Emergency Operations Center events and to coordinate efforts with the Administrator -Emergency Response and Preparedness. Friedman Appel moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Causey -Mitchell absent. 13. SHERIFF DEPARTMENT – CONTRACT AMENDMENT #2 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF INDEPENDENCE 1999- 2003 Independence Township is requesting amendment of its law enforcement contract with the Sheriff to add one Deputy II (no-fill) and one Detective Sergeant in the Contracted Patrol Unit, Patrol Services Division. This amendment would increase the total number of contracted Deputy II (no-fill) positions to eighteen and Detective Sergeant positions from zero to one. FINANCE COMMITTEE Page 6 December 6, 2001 Patterson moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Dingeldey and Causey-Mitchell absent. 14. SHERIFF’S DEPARTMENT – 20012002 SECONDARY ROAD PATROL GRANT ACCEPTANCE The Michigan Department of State Police – Office of Highway Safety Planning has awarded Oakland County a $1,047,698 grant to conduct secondary road patrol activities for the period October 1, 2001, through September 30, 2002. This is a 8.25% or $94,267 decrease from the previous award. As a result, one Deputy II and one Patrol vehicle with radio and Mobile Data Computer will be eliminated from the Sheriff Patrol Grant. Palmer moved approval of the attached suggested Resolution. Supported by Amos. Motion carried unanimously on a roll call vote with Causey -Mitchell absent. 15. PERSONNEL DEPARTMENT – FISCAL YEAR 2002 WAGE AND BENEFIT REOPENER FOR EMPLOYEES REPRESENTED BY THE COMMAND OFFICER’S ASSOCIATION (COA) OF MICHIGAN Oakland County and the Command Officer’s Association of Michigan (COA) have reached an agreement on a salary increase for employees covered by the COA effective September 22, 2001, covering the period October 1, 2001, through September 30, 2002. The agreement recognizes a 10% differential between the top step of Deputy II (including MCOLES Bonus) and the top step for Sergeant and a 10% differe ntial between classifications within the bargaining unit. Wages will be adjusted upward for classifications as follows: Sergeant – 5.23%; Lieutenant 6.34%; Captain – 6.66%; Chief of Staff – 6.67%. Mr. Eaton explained that historically the differential w as 10%, however, in 1994 the Board approved an increase for the Deputies (through a previously approved contract agreement) but not for any other employees, including Command Officers. This action caused the differential to shrink. This 10% is intended to remain until another contract is negotiated. Taub moved approval of the attached suggested Fiscal Note. Supported by Melton. Motion carried unanimously on a roll call vote with Dingeldey absent. 16. PERSONNEL/HUMAN RESOURCES – SALARY ADMINISTRATION FIRST QUARTERLY REPORT FOR FY 2002 The Personnel Department has reviewed the salary grade placement for eleven classes/thirty positions and is recommending that nine classes (28 positions) be upgraded, one class remain as is and one be downwardly reclassified. Palmer moved approval of the attached suggested Fiscal Note. Supported by Amos. Motion carried unanimously on a roll cal vote with Patterson and Dingeldey absent. FINANCE COMMITTEE Page 7 December 6, 2001 17. DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF PURCHASE AGREEMENT – SALE OF THE SOUTH ONE-HALF OF CLAIRVIEW DRIVE ADJACENT TO GLEN OAKS COUNTY PARK, CITY OF FARMINGTON HILLS The resolution accepts and approves the Purchase Agreement from North Orchard Plaza, L.L.C., in the amount of $50,000, for the sale of th e south one-half of Clairview Drive, as vacated, adjacent to the north property line of Glen Oaks County Park, located in the City of Farmington Hills. Parks and Recreation has concluded that this property is not required for future development of the Park. Palmer moved approval of the attached suggested Resolution. Supported by Melton. Motion carried unanimously on a roll call vote with Patterson and Dingeldey absent. 18. MR #01311 – DEPARTMENT OF INFORMATION TECHNOLOGY/DIGITAL INFORMATION SERVICE CENTER – REVISION OF @CCESS OAKLAND MASTER FEE STRUCTURE Information Technology is requesting authorization to amend its @ccess Oakland Master Fee Structure to include two new products, Map Atlas Viewer at $4.00 per transaction and GIS Contour Data at $10.00 per megabyte. Amos moved approval of the attached suggested Fiscal Note. Supported by Moss. Motion carried unanimously on a roll call vote with Dingeldey absent. 19. MR #01312 - DEPARTMENT OF COMMUNITY AND ECONOMIC DEVELOPMENT/COMMUNITY AND HOME IMPROVEMENT DIVISION – FY 2001 HOUSING COUNSELING GRANT ACCEPTANCE The Community and Home Improvement Division has been awarded a $13,542 Housing Counseling Grant. This is a 53.32% or $15,467.00 decrease from the previous award. Funds will be used to supplement Community Development Block Grant funds allocated for housing counseling services. Amos moved approval of the attached suggested Fiscal Note. Supported by Moss. Motion carried unanimously on a roll call vote with Dingeldey absent. Amos moved the attached suggested report to amend the resolution to insert the words AND ATTACHED ADDENDUM to read as follows: BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners authorizes the Board’s Chairperson and the County Executive to execute the grant agreement AND ATTACHED ADDENDUM and to approve amendments and extensions up to a fifteen (15) percent variance from the award Supported by Patterson. Motion carried unanimously on a roll call vote with Dingeldey absent. FINANCE COMMITTEE Page 8 December 6, 2001 20. MR #01317 – ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE VILLAGE OF HOLLY – FY 2002 ALLOCATION The Village of Holly is requesting reimbursement of its FY 2002 $18,567.29 Environmental Infrastructure Fund allocation for expenses related to supple menting an existing sewer system with additional catchbasins related to a road construction project. Patterson moved approval of the attached suggested Fiscal Report. Supported by Causey- Mitchell. Motion carried unanimously on a roll call vote with Patterson and Dingeldey absent. 21. BOARD OF COMMISSIONERS – ACCEPTANCE OF PETITION FOR DETACHMENT AND SCHEDULING DETACHMENT VOTE OF THE ELECTORATE OF THE CITY OF PONTIAC AND THE CHARTER TOWNSHIP OF BLOOMFIELD The resolution was introduced by Commissioners Buckley, Law, Moss and Taub. It provides for the Board of Commissioners to determine that the Petition for Detachment complies with the requirements of MCL 117.6 and 117.8 and to submit same to the vote of the City of Pontiac and Charter Township of Bloomfield electorate on February 5, 2002. The Fiscal Report indicates that “any cost associated with this resolution will be absorbed by the Clerk’s budget.” Palmer moved approval of the attached suggested Fiscal Report. Supported by Moss. Melton moved to postpone this item until action is taken by the General Government Committee. Supported by Causey-Mitchell. Roll Call: Ayes: Melton Nays: Dingeldey Causey-Mitchell Palmer Friedman Appel Taub Amos Moss Douglas Motion to postpone failed. Motion to approve carried on a roll call vote with Melton, Causey -Mitchell and Friedman Appel voting no. 22. BOARD OF COMMISSIONERS – AMENDMENT TO GRANTS PROCEDURE In response to departments’ concerns regarding the difficulty of i mplementing the grant procedures, staff representing the Board of Commissioners, Management and Budget, Corporation Counsel, Fiscal Services, the Sheriff and the Health Division have reviewed the current grant procedures and are recommending several change s. The 15% variance requirements will be eliminated for all applications and acceptances. No grant applications will be required to come before a committee for approval, just as information. Grant acceptance resolutions will start in their respective liaison committees and then be referred through Personnel, if necessary, and Finance. Additionally, in response to the tight time frame usually provided by the FINANCE COMMITTEE Page 9 December 6, 2001 granting agency for the County to accept a grant, all grant acceptance resolutions will be authorized to complete the committee process in the same week. This final change will also alleviate the need to suspend the rules as a result of a direct referral to the Personnel and Finance Committees. At the request of Commissioner Taub, a quarterly summary of all grant applications will be provided to each committee. The Planning and Building Committee has reported to the Finance Committee to recommend amendment of the resolution to so that the NOW THEREFORE BE IT RESOLVED paragraph reads as follows: NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby adopts the grant procedures, in accordance with Attachment A entitled “Grant Application and Acceptance Procedures”, effective for all grant processing beginning January 1, 2002. Said action supercedes all previously approved grant procedures. Dingeldey moved approval of the attached suggested Resolution. Supported by Amos. Palmer moved to amend the resolution, as proposed by the Planning and Building Committee, to strike the existing NOW THEREFORE BE IT RESOLVED paragraph and insert the language recommended by the Planning and Building Committee. Supported by Dingeldey. Motion to amend carried on a voice vote. Main motion, as amended, carried unanimously on a roll ca ll vote. 23. DEPARTMENT OF MANAGEMENT & BUDGET – APPORTIONMENT OF LOCAL TAX RATES The resolution provides for the yearly certification of tax rates and authorization to direct assessing officers to spread the rates against the 2001 taxable valuatio ns as detailed in the 2001 Apportionment of Local Tax Rates document (a copy is on file). Adjustments for several communities and School Districts are also included as identified by the resolution. Taub moved approval of the attached suggested Resoluti on. Supported by Amos. Motion carried unanimously on a roll call vote. Mr. Pardee updated the Committee on the status of the meetings with the State regarding the County’s Commercial and Industrial factors for equalization purposes. 24. DEPARTMENT OF MANAGEMENT AND BUDGET – CHANGE IN PERSONAL MILEAGE REIMBURSEMENT FOR NON-REPRESENTED EMPLOYEES FINANCE COMMITTEE Page 10 December 6, 2001 The resolution would authorize a change in the personal mileage reimbursement rates for all non - represented employees to $.365 per mile for all authorized Cou nty travel beginning January 1, 2001. This increase is a result of IRS action to increase the allowable reimbursement rate for mileage to $.365 per mile, effective January 1, 2002. Palmer moved approval of the attached suggested Resolution. Supported by Causey- Mitchell. Motion carried unanimously on a roll call vote. 25. DEPARTMENT OF MANAGEMENT AND BUDGET – WAIVER OF PURCHASING POLICY FOR CONTINUATION OF MIHAS PROGRAM Management and Budget is requesting authorization to waive Purchasing Policy PP-050 to alleviate the need to conduct an open and competitive bid process to provide services under the Michigan Department of Community Health (MDCH), Maternal Infant Health Advocacy Services program. The MDCH has expressly authorized and requested that OLHSA continue to provide these contractual services, through the Health Division, to continue to provide services for hard to reach pregnant women and infants. This $150,000 annual funding is provided through the Comprehensive Planning, Budgeting and Contracting Agreement (CPBC) between MDCH and Oakland County. This will be a three-year contract. Taub moved approval of the attached suggested Resolution. Supported by Causey - Mitchell. Motion carried unanimously on a roll call vote. 26. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2001 YEAR-END REPORT AND BUDGET AMENDMENTS This item was included in the agenda packet for review and will be carried forward for action until the next regular meeting of the Finance Committee, scheduled for January 17, 2002. A. COPS MORE ’98 Grant #19999CLWX0239 - Modification B. Fire Records Management Committee Meeting Minutes C. State CMRS Emergency Telephone Funds – Approval of Oakland County’s Final E-911 Plan Dingeldey moved to receive and file the communicati ons A-C. Supported by Palmer. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 12:01 p.m. FINANCE COMMITTEE Page 11 December 6, 2001 _________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.