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HomeMy WebLinkAboutMinutes - 2002.02.28 - 35713SUE ANN DOUGLAS Chairperson CHUCK MOSS Vice Chairperson BRENDA CAUSEY-MITCHELL Minority Vice Chairperson February 28, 2002 The meeting of the Finance Committee was called to order at 9:05 a.m. by Chairperson Douglas, in Committee Room A, Commissioners= Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT: Sue Douglas, Chuck Moss, Larry Obrecht, Shelley Taub , Nancy Dingeldey, William Patterson, Brenda Causey-Mitchell, Michelle Friedman Appel, Tim Melton. COMMITTEE MEMBERS ABSENT WITH NOTICE: Charles Palmer. OTHERS PRESENT: CENTRAL SERVICES J. David VanderVeen, Director CIRCUIT COURT Kevin Oeffner, Administrator Rich Lynch, Chief DISTRICT COURT 52-1 Judge Brian MacKenzie Michelle Bilger, Administrator Debby Bigger, Account Clerk EXECUTIVE OFFICE Robert Daddow, Assistant Deputy FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Jeff Phelps, Analyst Prentiss Malone, Analyst Linda Pearson, Analyst Kim Sanders, Analyst HEALTH George Miller, Manager INFORMATION TECHNOLOGY Phil Bertolini, Director Janette McKenna, Supervisor MANAGEMENT & BUDGET Jeff Pardee, Director Laurie Van Pelt, Deputy Director PARKS AND RECREATION Jon Kipke, Administrative Assistant PERSONNEL Judy Eaton, Director Tom Eaton, Deputy Director Karen Jones, Analyst PURCHASING Joe Hylla, Manager Jack Smith, Chief OTHERS PRESENT CONTINUED 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 Larry Obrecht Shelley Taub Nancy Dingeldey William Patterson Michelle Friedman Appel Tim Melton FINANCE COMMITTEE Page 2 February 28, 2002 RISK MANAGEMENT Stan Fayne, Manager SHERIFF Michael McCabe, Captain Dale Cunningham, Business Manager SUPPORT SERVICES Todd Birkle, Administrator BOARD OF COMMISSIONERS James H. VanLeuven, Jr., Director Harvey Wedell, Analyst Sheryl Mitchell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the minutes of Februa ry 7, 2002, as printed. Supported by Dingeldey. Motion carried on a voice vote. PUBLIC COMMENT: None. AGENDA Communication A was removed from the agenda, to be rescheduled for the next meeting. Revised material was distributed for items 5 and 15, t he Fiscal Note for item 16 and contract attachments for items 13 and 14. Item 21 was removed from the agenda at the request of its sponsor, Mr. Moffitt, who indicated who would be unable to attend today's meeting. 5. CONTINGENCY REPORT The Contingency Fund balance of ($47,963) will be further reduced by item 15 an additional $24,000 to ($71,963). The fund balance will be restored with the FY 2002 first quarter budget amendments. The status of Royal Oak Township's Patrol Services Accounts Receivable was dis cussed. Ms. Douglas asked that the Township be invited to Committee to discuss the possibility of a millage. There was additional discussion regarding how to handle cafeteria capital equipment replacement costs for those areas other than the jail. Dingeldey moved to receive and file the Contingency Report dated February 22, 2002. Supported by Moss. Motion carried on a voice vote. CONSENT AGENDA 6a. MR #02029 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FINANCE COMMITTEE Page 3 February 28, 2002 FOR PROJECT IN THE VILLAGE OF WOLVERINE LAKE - FY 2002 ALLOCATION The Village of Wolverine Lake is requesting reimbursement of its FY 2002 $17,532.73 Environmental Infrastructure Fund allocation for expenses directly related to water and/or sewer projects as part of a city, village or township road project. 6b. MR #02035 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF FARMINGTON - FY 1999 AND 2000 ALLOCATION The City of Farmington is requesting reimbursement of its FY 1999 and FY 2002 $42,465.64 allocations for expenses related to the Sanitary Sewer Grit Chamber Abandonment Project (inspection and repair of failing septic systems). 6c. MR #02033 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE TOWNSHIP OF HOLLY - FY 2002 ALLOCATION The Township of Holly is requesting reimbursement of its FY 2002 $13,284.23 allocation for expenses related to improvement to the North Holly Road drainage system. 6d. MR #02034 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN GROVELAND TOWNSHIP - OPTIONAL ACCELERATED PAYMENT SCHEDULE ALLOCATION Pursuant to MR #00035, Groveland Township is requesting reimbursement of its remaining Environmental Infrastructure Fund allocation of $90,708.13 for costs related to the well/septic information monitoring data system and the Fire State #2 septic system. Moss moved to approval the attached suggested Fiscal Notes for Consent Agenda Items 6a - 6d. Supported by Patterson. Motion carried unanimously on a roll call vote with Palmer absent. REGULAR AGENDA 7. TREASURER'S OFFICE - AUTHORIZATION TO BORROW AGAINST DELINQUENT 2001 TAXES Pursuant to P.A. 206 of 1893, as amended, the Treasurer's Office is requesting its annual authorization to establish a 2002 Revolving Fund for deposit of delinquent 2001 property taxes and to borrow against those funds as detailed in the attached resolution. Dingeldey moved approval of the attached suggested Resolution. Supported by Melton. Motion carried unanimously on a roll call vote with Palmer absent. 8. TREASURER'S OFFICE - AUTHORIZATION FOR ADMINISTRATIVE FUND DELINQUENT 2001 TAXES Act 206 of 1893, as amended, requires establishment of an Administrative Fund for the Treasurer to administer delinquent 2001 taxes. FINANCE COMMITTEE Page 4 February 28, 2002 Patterson moved approval of the attached suggested Resolution. Supported by Dingeldey. Motion carried unanimously on a roll call vote with Palmer absent. 9. 52nd DISTRICT COURT - BUDGET ISSUES A detailed line item budget, through the FY 2002 First Quarter, for the 52nd District Court, its Administration and Divisions, was distributed. Judge MacKenzie requested that the 52 -1 District Court's FY 2002 quarterly budget appropriation be authorized, as well as an additional appropriation to fund the 52-1 and 52-3 annual reports. Additional material on 52-1 District Court programs was also provided as information. Obrecht moved to authorize the 52-1 District Court's next quarter funding and to direct Management and Budget to amend the Novi and Rochester Hills District Court budgets with the quarterly forecast to include funding for the annual reports. Supported by Moss. Motion carried on a voice vote. 10. MR #02028 - CIRCUIT COURT - CREATION OF TWO (2) JUDGESHIPS IN THE SIXTH JUDICIAL CIRCUIT COURT P.A. 252 of 2001 authorizes creation of two additiona l Circuit Court Judgeships for the Sixth Judicial Circuit Court. The Board of Commissioners adopted MR #01286 in support of this legislation. The State Court Administrator's Office has completed its review of the resource needs for Michigan trial courts and is recommending that two Circuit Court Judgeships be created in the Sixth Judicial Circuit Court, with a review of judgeship needs in two years. This resolution would approve creation of these two judgeship positions, to be filled by election in 2002 for a term to begin January 1, 2003. Staffing and other related support costs will be included for review with the FY 2003-2004 Biennial budget process. Moss moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Palmer and Dingeldey absent. 11. MR #02027 - CIRCUIT COURT - USE OF MEDIATION FUNDS The Circuit Court is requesting authorization to expend mediation funds for courtroom furniture, equipment and other mediation costs, to taling $75,630. A balance of $562,823 is currently available in the Mediation Fund. Taub moved approval of the attached suggested Fiscal Note. Supported by Causey - Mitchell. Motion carried unanimously on a roll call vote with Palmer and Dingeldey abse nt. 12. CIRCUIT COURT - 2002 MICHIGAN DRUG COURT IMPLEMENTATION GRANT (ADULT PROGRAM) The Circuit Court has received a $60,000 Michigan Drug Court Program grant from the State Court Administrator's Office for the period January 1, 2002, through December 31, 2002. The total program includes a $20,000 County match, a $63,339 Michigan Department of Corrections FINANCE COMMITTEE Page 5 February 28, 2002 in-kind match and a $10,000 Michigan Department of Community Health in -kind match for total program funding of $153,339. Funds will be used to cover expenses for the last three quarters of the 2002 fiscal year for one full-time eligible special revenue Community Service Coordinator, as well as appropriations to Professional Services and Office Supplies. First quarter funding was provided by carryover funds from the 2001 Grant. The grant agreement limits the County's obligation to the grant funding period. Patterson moved approval of the attached suggested Fiscal Note. Supported by Moss. Motion carried unanimously on a roll call vote with Palmer ab sent. 13. MR #02025 - SHERIFF'S DEPARTMENT - CONTRACT EXTENSION FOR PRIVATE FOOD SERVICE VENDOR THROUGH 2006 The Sheriff is requesting authorization to amend its contract with Aramark Correctional Services Inc., who has offered to supply $100,000 in capital investment of new kitchen equipment in return for extending the current contract an additional three years through 2006. The County will cover the $38,000 remaining balance for the purchase of one Traywasher with dryer, and accessories, for an estimated $108,000 and five Convection Ovens, with accessories, for an estimated $30,000, with terms as detailed in the contract. Taub moved approval of the attached suggested Fiscal Note. Supported by Friedman Appel. Motion carried unanimously on a roll call vote with Palmer and Dingeldey absent. 14. MR #02026 - SHERIFF'S DEPARTMENT - APPROVAL OF DRAGOON ARMORED VEHICLE USAGE CONTRACT WITH GENERAL DYNAMICS LAND SYSTEMS General Dynamics Land Systems (GDLS) has offered the Sheriff use of a Dragoon Police Emergency Rescue Vehicle-Model Patroller to use or demonstrate when available. The Sheriff is requesting authorization to contract with GDLS for use of this vehicle in situations where the Sheriff has determined use of such a vehicle would help prevent inj ury or loss. MR #92052 and MR #95242 have previously authorized contracts for this purpose. The County shall pay to GDLS $500 for routine and preventive maintenance for the period of use. Insurance is included for this vehicle in the County's auto insurance policy. Both are provided for within the Sheriff's current budget. Patterson moved approval of the attached suggested Fiscal Note. Supported by Causey - Mitchell. Motion carried unanimously on a roll call vote with Palmer absent. 15. DEPARTMENT OF CENTRAL SERVICES - LEASED VEHICLES - FLEET EXPANSION OF ONE (1) VEHICLE FOR PARKS AND RECREATION Parks and Recreation has requested the addition of one leased vehicle, a pick -up truck, to be assigned to maintenance and operations at the Lyon Oaks Park. Funding of $24,000 to purchase the vehicle will be taken from the Contingency Fund. Taub moved approval of the attached suggested Resolution. Supported by Dingeldey. FINANCE COMMITTEE Page 6 February 28, 2002 Motion carried unanimously on a roll call vote with Palmer absent. 16. DEPARTMENT OF HUMAN SERVICES/HEALTH DIVISION - RENEWAL OF PARTNERSHIP AGREEMENT WITH THE CITY OF SOUTHFIELD FOR SANITARIAN SERVICES The City of Southfield is requesting to continue its contract with the Health Division to provide one Senior Public Health Sanitarian for a three-year period ending November 28, 2004. This position will continue to assist the City in enforcing its Sewer Ordinance by directing maintenance and/or repair of on-site sanitary systems and providing educational forums on the benefits of sewer connection. This is a 100% reimbursement contract. There are an estimated 2,000 on -site septic systems in Southfield. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Friedman Appel. Motion carried unanimously on a roll call vote with Palmer absent. 17. MR #02023 - PERSONNEL DEPARTMENT - FISCAL YEAR 2002-2004 LABOR AGREEMENT FOR EMPLOYEES REPRESENTED BY THE MICHIGAN NURSES ASSOCIATION (MNA) The County has reached a labor agreement with the Michigan Nurses Association, for this 126-member bargaining unit, for a 3 -year contract through September 31, 2004. The agreement includes a 4% increase for FY 2002, the same increase as general non - represented employees for FY 2003, and a wage re -opener for FY 2004. Taub moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Palmer absent. 18. MR #02021 - DEPARTMENT OF INFORMATION TECHNOLOGY/DIGITAL INFORMATION SERVICE CENTER - REVISION OF @CCESS OAKLAND MASTER FEE STRUCTURE At the request of the Clerk/Register of Deeds, Information Technology is requesting to expand the Master Fee Structure to add two (2) new product offerings: the ROD Electronic Image, at a cost of $.08 per page for records dated 1983 through 2002 and $.10 per page for 2003; and the ROD Electronic Index, at a cost of $.10 per document for records dated 1983 through 2002 and $.12 per document for 2003. Patterson moved approval of the attached suggested Fiscal Note. Supported by Dingeldey. Motion carried unanimously on a roll call vote with Palmer absent. 19. MR #02022 - DEPARTMENT OF INFORMATION TECHNOLOGY - FIRST QUARTER 2002 DEVELOPMENT APPROPRIATION TRANSFER The resolution authorizes the transfer of departmental appropriations for actual quarterly expenses from the non-departmental budget to the user department. Charges are $1,075,090 for data processing and $65,729 for imaging development. Direct charges to Special Revenue and Proprietary fund departments are $347,265.81, with no c harge this quarter to non-county FINANCE COMMITTEE Page 7 February 28, 2002 agencies. Moss moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Palmer absent. 20. MANAGEMENT AND BUDGET - ACQUISITION OF SOFTWARE LICENSE FOR INTEGRATED E-FINANCIAL SYSTEM INCLUDING SINGLE SIGN-ON CAPABILITIES Management and Budget is requesting authorization to contract with PeopleSoft to obtain software licenses for an e-procurement function, enhanced time and labor reporting and project cost ing at an estimated cost of $1.4 million. PeopleSoft has additionally offered an alternate proposal for a fully integrated solution to include the e-procurement function and additional applications to replace the County's HRFIS system, provide an internet portal, enhance existing human resource applications and provide single sign-on capabilities at a cost of $1.7 million, including first year's maintenance cost. The County's current financial system software provider, KPMG, has notified the County that its Performance Series product will be migrating to an internet web platform incompatible with the County's standard. Mr. Hylla provided the committee with a presentation on the request for proposal process and the vendors bid proposals in conjunction with materials distributed to the committee. The Committee was also provided with a memo from Mr. VanLeuven regarding the E -Financial System. Dingeldey moved approval of the attached suggested Resolution. Supported by Moss. Motion carried unanimously on a roll call vote with Palmer and Dingeldey absent. 22. MR #02031 - EXPANSION OF OAKLAND COUNTY RESIDENT PRESCRIPTION DISCOUNT PROGRAM MR #00264 authorized the Senior Resident Prescription Discount Program for Oakland County residents 60 and over. This Resolution, introduced by Commissioner Douglas, would expand the Program to all Oakland County residents under the age of sixty, with National Prescription Administrator's Inc. (NPA) continuing to administer the program. An annual fee of $20.00 for families and $14.00 for individuals will allow participation in this co -payment program and will provide for average savings of 40% on generic medications and 15% of brand name medications. NPA has merged with Express Scripts. Melton moved approval of the attached suggested Fiscal Note. Supported by Causey - Mitchell. Motion carried unanimously on a roll call vote with Palmer absent. Taub moved to report to recommend amending the resolution to move the fourth, fifth and sixth WHEREAS paragraphs to be the first, second and third BE IT FURTHER RESOLVED paragraphs and to attach the letter from National Prescription Administrators dated February 5, 2002, to the resolution. Supported by Obrecht. Motion carried unanimously on a roll call vote with Palmer absent. FINANCE COMMITTEE Page 8 February 28, 2002 23. DEPARTMENT OF MANAGEMENT AND BUDGET / FISCAL SERVICES - CREATION OF ACCOUNTANT III POSITION FOR GRANTS ACCOUNTING Fiscal Services is requesting the creation of one Accountant III to assist with the increased workload and reporting requirements for Grant Accounting as a result of the 80% increase in grant funding that the county has successfully received since it began its efforts in 1994 to obtain a larger amount of grant funding to expand services without use of General Fund dollars. Of four positions currently in the Grants Accounting Unit, one Accountant III is dedicated to Community Development grants and one Accountant II to Workforce Development grants, leaving one Supervisor and one Accountant I to handle the remaining workload. Indirect cost rev enue will be used to cover the cost of this new position. Causey-Mitchell moved approval of the attached suggested Resolution. Supported by Patterson. Motion carried unanimously on a roll call vote with Palmer and Dingeldey absent. 24. DEPARTMENT OF MANAGEMENT & BUDGET - DELINQUENT TAX REVOLVING FUND - FISCAL RESPONSIBILITY PLAN - REVISION #1 Management and Budget is requesting to amend the Delinquent Tax Revolving Fund Fiscal Responsibility Plan, adopted per MR #01183, to incorporate revised bond amou nts and bond estimates, addition of bond estimates for 197 T-Hangar site and construction work for three Oakland County general aviation airports, and revised assumptions for impact of market rates on DTRF interest earnings and bond interest costs, as well as anticipated bond issuance expense based on recent experience. Causey-Mitchell moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Palmer and Dingeldey absent. 25. DEPARTMENT OF MANAGEMENT AND BUDGET - FY 2002 FIRST QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS This item was carried forward until the next meeting to provide committee members time to review the material. 26. DEPARTMENT OF MANAGEMENT AND BUDGET - FY 2003 & FY 2004 BUDGET CALENDAR The schedule for the FY 2003 and FY 2004 budget process was provided as information. COMMUNICATIONS B. Contract Exception Report for the Month of January C. Industrial Facility Exemption Revocation: 1998-084 Great Lakes Color Printers Inc. (City of Oak Park, Oakland County) FINANCE COMMITTEE Page 9 February 28, 2002 D. Court Equity Fund - FY 2001/2002 First Quarter Disbursement E. SEMCOG Membership Dues F. Article: Managing Wealth - The Case for Minis - Big Income Equals Big Taxes Taub moved to receive and file the communications B-F. Supported by Moss. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 12:27 p.m. _________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.