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HomeMy WebLinkAboutMinutes - 2002.04.11 - 35723SUE ANN DOUGLAS Chairperson CHUCK MOSS Vice Chairperson BRENDA CAUSEY-MITCHELL Minority Vice Chairperson April 11, 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, Chair; Chuck Moss, Vice Chair; Brenda Causey-Mitchell, Minority Vice Chair; Charles Palmer; Larry Obrecht; Shelley Taub; Nancy Dingeldey; William Patterson; Michelle Friedman Appel; Tim Melton. COMMITTEE MEMBERS ABSENT WITH NOTICE: . OTHERS PRESENT: CLERK/REGISTER OF DEEDS G. William Caddell, Clerk/Register Frank Millard, Deputy Clerk/Register CORPORATION COUNSEL Jody Schaffer, Assistant Counsel DISTRICT COURT 52-3 Linda Hammerstein, Administrator DISTRICT COURT 52-4 Jim VerPloeg, Administrator EMERGENCY RESPONSE Mike Sturm, Administrator Tracey McGee, Coordinator EQUALIZATION Dave Hieber, Manager Rick Vincent, Administrator EXECUTIVE OFFICE Doug Williams, Deputy Executive Robert Daddow, Assistant Deputy FACILITIES MANAGEMENT Dave Ross, Manager FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Shelley Domir, Supervisor Stefania Rodgers, Supervisor Prentiss Malone, Analyst Linda Pearson, Analyst Kristie Zamora, Coordinator MANAGEMENT & BUDGET Laurie Van Pelt, Deputy Director PERSONNEL Lois Koeber, Supervisor PURCHASING Joe Hylla, Manager SHERIFF Dale Cunningham, Business Manager SUPPORT SERVICES Todd Birkle, Manager 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 April 11, 2002 OTHERS (See Attached List) BOARD OF COMMISSIONERS James H. VanLeuven, Jr., Director Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Palmer moved approval of the minutes of March 21, 2002, as printed. Supported by Dingeldey Motion carried on a voice vote. PUBLIC COMMENT: None. AGENDA Revised material was distributed for items 5 and 9. Item 22 was removed from the agenda pending action by the General Government Committee There were no objec tions. 5. CONTINGENCY REPORT The beginning Contingency Fund balance of ($259,396) will be adjusted with approval of the quarterly forecast to appropriate $476,434, creating a balance of $217,038. This amount will be further reduced by items 11, 12, 15, 16, 17 to $163,882. Taub moved to receive and file the Contingency Report dated April 3, 2002. Supported by Palmer. Motion carried on a voice vote. 6. MR #02090 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF HIGHLAND - FY 1999, FY 2000 and FY 2002 ALLOCATION Highland Township is requesting reimbursement of its annual FY 1999, 2000 and 2002 $70,597.81 Environmental Infrastructure Fund allocations ($282,391.24 total) for expenses directly related to three (3) separate water main projects. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll cal vote with Patterson absent. 7. MR #02086 - SHERIFF'S DEPARTMENT - 2002 AUTOMOBILE THEFT PREVENTION AUTHORITY GRANT ACCEPTANCE The Sheriff has been awarded $340,850 from the Automobile Theft Prevention Authority (ATPA) for the period January 1, 2002, through December 31, 2002. This amount includes the grant award for the Waterford Police Department o f $69,958. The required county match is $90,297 and the required Jurisdiction match of $23,320 will be provided by Waterford Township. No personnel changes are requested. Obrecht moved approval of the attached suggested Fiscal Note. Supported by FINANCE COMMITTEE Page 3 April 11, 2002 Palmer. Motion carried unanimously on a roll call vote with Patterson absent. 8. MR #02087 - SHERIFF'S DEPARTMENT - DEAFNESS AWARENESS TRAINING FOR LAW ENFORCEMENT OFFICERS GRANT ACCEPTANCE The Sheriff has been awarded $21,429 from the Michigan Department of State Police, Michigan Justice Training Commission, for the period January 1, 2002, through December 31, 2002. No personnel or county funds are required. The grant will be used for officer training by the DEAF Community Advocacy network. All local police agencies are invited to participate. An estimated 140 officers were trained in the previous grant year. Palmer moved to approve the attached suggested Fiscal Note. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Patterson absent. 9. DEPARTMENT OF CENTRAL SERVICES - LEASED VEHICLES - FLEET EXPANSION OF ONE (1) VEHICLE FOR THE CLERK'S OFFICE The FY 2002/2003 Biennial Budget added one Chief Deputy Clerk position to the Clerk/Register office. In keeping with the County's vehicle policy, the Clerk is requesting a mid-size vehicle be assigned to this position. The acquisition cost is $18,500, with operating costs for FY 2002 of $4,510. These costs will be offset by an increase in the Clerk's Mortgage revenues. Friedman Appel moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote with Patterson absent. 10. COUNTY EXECUTIVE/ARTS, CULTURE & FILM - MICHIGAN COUNCIL FOR ARTS AND CULTURAL AFFAIRS BY FISCAL YEAR 2002 REGRANTING PROGRAM GRANT APPLICATION AND ACCEPTANCE Oakland County Arts, Culture & Film has been awarded $70,200 for FY 2002 from the Michigan Council for Arts and Cultural Affairs for the Regranting Program. These funds will be redistributed to arts and cultural organizations through a selection panel representing the various arts disciplines. Awards are limited to $4,000 to any one particular applicant. Applicants who were awarded funding for the previous granting year are not elig ible. Ms. Zamora distributed a list of programs receiving mini-grant awards to each committee member (on file). Ms. Douglas requested that information be brought back to committee on the total granting amount available from the Michigan Council for the Arts and Cultural Affairs for distribution state-wide and what amounts other counties had been awarded. Mr. Melton advised Finance that the General Government Committee had requested that, beginning next year, the list of mini-grant art and culture programs receiving awards include additional information on those organizations that were disqualified to explain why this had occurred. FINANCE COMMITTEE Page 4 April 11, 2002 Moss moved approval of the attached suggested Fiscal Note. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Patterson absent. 11. MR #02084 - EMERGENCY RESPONSE AND PREPAREDNESS - TORNADO WARNING SYSTEM EXPANSION - INDEPENDENCE TOWNSHIP Independence Township is requesting authorization to increase its participation in the County's tornado warning system with the purchase of two additional sirens. Total cost of the sirens is $42,000. Consistent with County policy, the Township will pay 75%, or $31,500, of the purchase cost and the County will pay the remaining 25%, or $10,500, retain ownership and be responsible for maintenance and electrical costs. Funding is available in Contingency. Independence Township currently has seven sirens. Palmer moved approval of the attached suggested Fiscal Note. Supported by Melton. Motion carried unanimously on a roll call vote with Patterson absent. 12. MR #02083 - EMERGENCY RESPONSE AND PREPAREDNESS - TORNADO WARNING SYSTEM EXPANSION - WHITE LAKE TOWNSHIP White Lake Township is requesting authorization to increase its participation in the County's tornado warning system with the purchase of three additional sirens. Total cost of the sirens is $63,000. Consistent with County policy, the Township will pay 75%, or $47,500, of the purchase cost and the County will pay the remaining 25%, or $15,750, retain ownership and be responsible for maintenance and electrical costs. Funding is available in Contingency. White Lake Township currently has two sirens. Palmer moved approval of the attached suggested Fiscal Note. Supported by Moss. Motion carried unanimously on a roll call vote with Patterson absent. 13. MR #02085 - EMERGENCY RESPONSE AND PREPAREDNESS PROJECTS FOR OAKLAND COUNTY AND CITIES, VILLAGES AND TOWNSHIPS Emergency Response and Preparedness is requesting authorization for use of $500,000 remaining from the FY 2001 Year End $1,000,000 Designation for Emergency Response and Preparedness and $784,362 of the FY 2001 Year End $5,000,000 Designation for Security Enhancements to purchase equipment, supplies, training, etc., as part of the Cou nty's ongoing efforts in creating a collaborate initiative between the County and local first responders. Mr. Daddow and Mr. Sturm reported on the efforts for this program to date. Dr. Gordon has been working with County hospitals on procedures for h andling emergency responses in conjunction with first responders. Taub moved approval of the attached suggested Fiscal Note. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 5 April 11, 2002 14. AMERITECH TARIFF PROPOSAL Mr. Sanders, from Ameritech, advised the Committee that Ameritech is anticipating completion of cost estimates on the wireless tariff by the end of the month and will return to Committee with this information. Mr. Daddow explained that the current formula for 911 cellul ar phone service does not include the wireline providers. Until now, the Michigan State Police (MSP), who handle 911 calls south of M - 59 through Northville, transferring them to the local police departments, has not requested a share of this wireless revenue. If an additional fee for trunking is implemented, it is anticipated that the MSP will be charged this fee and will transfer that charge to the local Public Service Answering Points (PSAPs). There are 31 PSAPs in Oakland County, including the Sheriff , that could be affected financially by Ameritech's proposed 911 tariff, particularly those in the south end, several of which are already experiencing financial difficulties. Moss moved to receive and file the written report on the proposed wireless 911 Tariff. Supported by Palmer. Motion carried on a voice vote. 15. DEPARTMENT OF FACILITIES MANAGEMENT - APPROVAL AND ACCEPTANCE OF FIRST AMENDMENT TO LEASE 52-3 ROCHESTER DISTRICT COURT, 141 HAMPTON CIRCLE, SUITE 141, ROCHESTER HILLS, MI 48307 Facilities Management is requesting to amend its lease agreement with A&P Investment Company, LLC, for leased space at 141 Hampton Circle, Suite 141, in Rochester Hills, to provide temporary housing of operations for the 52 -3 District Court until construction of the permanent facility is complete. The previous lease expired December 31, 2001. New terms beginning January 1, 2002, and expiring December 31, 2003, shall be $19.50/square foot for 1,493 square feet, or $29,113.50 annually. Patterson moved approval of the attached suggested Fiscal Note. Supported by Causey- Mitchell. Motion carried unanimously on a roll call vote. 16. DEPARTMENT OF FACILITIES MANAGEMENT - APPROVAL AND ACCEPTANCE OF FIRST AMENDMENT TO LEASE 52-3 ROCHESTER DISTRICT COURT, 130 HAMPTON CIRCLE, SUITE 150, ROCHESTER HILLS, MI 48307 Facilities Management is requesting to amend its lease agreement with A&P Investment Company, LLC, for leased space at 130 Hampton Circle, Suite 150, in Rochester Hills, to provide temporary housing of operations for the 52-3 District Court until construction of the permanent facility is complete. The previous lease expires April 30, 2002. New terms beginning May 1, 2002, and expiring December 31, 2003, shall be $19.50/square foot for 1,100 square feet, or $21,450.00 annually. FINANCE COMMITTEE Page 6 April 11, 2002 Palmer moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote. 17. DEPARTMENT OF FACILITIES MANAGEMENT - APPROVAL AND ACCEPTANCE OF FIRST AMENDMENT TO LEASE 52-3 ROCHESTER DISTRICT COURT, 135 BARCLAY CIRCLE, ROCHESTER HILLS, MI 48307 Facilities Management is requesting to amend its lease agreement with Yorkshire International, LLP, for leased space at 135 Barclay, in Rochester Hills, to provide temporary housing of operations for the 52-3 District Court until construction of the permanent facility is complete. The previous lease expired December 31, 2001. New terms beginning January 1, 2002, and expiring December 31, 2003, shall be $21.34/square foot for 15,685 square feet, or $334,718 annually. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote. 18. FACILITIES MANAGEMENT - RENOVATION AND FUNDING REQUEST TO ACCOMMODATE TWO JUDGESHIPS IN THE SIXTH JUDICIAL CIRCUIT COURT In anticipation of the two judgeships authorized for Oakland County, Facilities Management is recommending construction of two courtrooms and related offices for staffs, prisoner holding and jurors, to be constructed in the space being vacated by the Library for the Visually and Physically Impaired. Installation of security equipment is also proposed for the first floor lobby. The FY 2002 Capital Improvement Program (CIP) includes provisions for this project. Total project costs, including contingency, are $1,473,000 and are available for transfer from the CPI Building Improvement Fund to the Project Work Order Fund. Palmer moved approval of the attached suggested Resolution. Supported by Dingeldey. Motion carried unanimously on a roll call vote. 19. DEPARTMENT OF MANAGEMENT AND BUDGET / FISCAL SERVICES DIVISION - SUPPLEMENTAL PAY FOR GASB #34 IMPLEMENTATION In response to new Government Accounting Standards (GASB #34) requiring Fiscal Services to produce several additional new statements, Management and Budget is requesting authorization to pay a supplemental amount of $2,000, to be paid on a pro -rated bi-weekly basis, to each member of the GASB Implementation Team for the period April 1, 2002, through March 31, 2003. This action will compensate 11 positions that will be handling this function in addition to their normal workload. All Team members have received national and state -wide training in this area. This action will eliminate the need to hire outside professional services at a greater cost, as many governmental units are doing. Compliant financial statements are required for the fiscal year ending September 30, 2002 and must be prepared by March 31, 2003. FINANCE COMMITTEE Page 7 April 11, 2002 Palmer moved approval of the attached suggested Resolution. Supported by Dingeldey. Motion carried unanimously on a roll call vote with Dingeldey absent. As a result of discussion regarding indirect costs, the Committee directed staff to provide detailed information on these costs duri ng the FY 2003/2004 budget process. This information is to include previous charges to departments. 20. DEPARTMENT OF MANAGEMENT AND BUDGET - FISCAL YEAR 2002 FIRST QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS The resolution would accept the FY 2002 First Quarter Financial Forecast and authorize amendments to the 2002 Budget, detailed in the attachment, for those adjustments needed as identified in the resolution. The resolution would also authorizes reimbursement to the Building Improvement Fund from Work Release Facility Project bond proceeds, the transfer of recorded appropriations and expenditures to the Work Release Facility Fund from the Project Work Order Fund and amendments to the FY 2002 Budget to utilize Designated Fund Balances for Health Satellite, Fire Records Management and Mainland Drain Construction. . Patterson moved approval of the attached suggested Resolution. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote. The Committee requested a list of communities paying SEMCOG dues. 21. DEPARTMENT OF MANAGEMENT & BUDGET - 2002 EQUALIZATION REPORT Equalization has examined the assessment rolls of the townships and cities within Oakland County and is submitting its findings and recommendations for adoption and certification of the Year 2002 equalized and taxable values. The recommended total equalized value for Oakland County is $62,829,530,422, a 9.33% increase from the previous year, with a resulting taxable value of $50,688,809,599, a 6.36% increase fro m the previous year. A copy of the full report has been placed in the master file. Mr. Hieber indicated that the Tax Tribunal had released its decision in support of the Utilities. A meeting is scheduled for next week with all co-counsels regarding an appeal. Palmer moved approval of the attached suggested Resolution. Supported by Causey - Mitchell. Motion carried unanimously on a roll call vote. COMMUNICATIONS A. Fire Records Management System - Letter from City of Rochester Hills Mr. Melton reiterated his comments from the General Government Committee meeting of Monday, requesting information on how it would affect the System's budget as communities FINANCE COMMITTEE Page 8 April 11, 2002 withdraw or opt into the system. B. Circuit Court - FY 2002 Byrne - Juvenile Drug Court Grant Application C. Circuit Court/Family Division - Human Services Coordinating Council - Family Focused Juvenile Drug Court Grant Application D. Industrial Facility Exemption Certification No. 1995 -435 - Lamina, Inc. (City of Oak Park, Oakland County) Palmer moved to receive and file the communications A-D. Supported by Taub. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Mr. Obrecht asked that a copy of the PeopleSoft contract for the E -Finance System be provided to the Committee. There being no other business to come before the committee, the meeting was adjourned at 11:47 p.m. _________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.