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HomeMy WebLinkAboutMinutes - 2002.08.15 - 35755SUE ANN DOUGLAS Chairperson CHUCK MOSS Vice Chairperson BRENDA CAUSEY-MITCHELL Minority Vice Chairperson August 15, 2002 The meeting of the Finance Committee was called to order at 9:06 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; Michelle Friedman Appel, Tim Melton. COMMITTEE MEMBERS ABSENT WITH NOTICE: William Patterson. OTHERS PRESENT: CORPORATION COUNSEL Judy Cunningham, Corporation Counsel John Ross, Assistant Counsel EQUALIZATION Dave Heiber, Manager FACILITIES MANAGEMENT Mike Hughson, Property Manager FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Lynn Sonkiss, Chief Michael Pohlod, Analyst Gaia Piir, Budget Systems Coordinator Linda Pearson, Analyst MANAGEMENT & BUDGET Laurie Van Pelt, Director Ed Poisson, Deputy Director PARKS AND RECREATION Dan Stencil, Administrator PERSONNEL Judy Eaton, Director Nancy Scarlet, Manager PROSECUTING ATTORNEY Dan Cojanu, Supervisor, Victim Services EASTER SEALS Bob Conaway, Consultant CITIZENS Eurick Crayton, Jr. Chris Long William Eisenberg BOARD OF COMMISSIONERS James H. VanLeuven, Jr., Director Sheryl Mitchell, Analyst Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES 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 August 15, 2002 Palmer moved approval of the minutes of July 11, 2002, as printed. Supported by Patterson. Motion carried on a voice vote. AGENDA Communication Item B was placed on the Regular Agenda as Item 15a. PUBLIC COMMENT: Mr. Hieber was congratulated on the birth of his son, Eric. Mr. Moss introduced Mr. Crayton. Ms. Douglas introduced Ms. Long. 5. CONTINGENCY REPORT A revised Contingency Report was distributed to include the Sheriff - Primary Public Safety Answering Point, which had been approved by the Board on July 18 and was inadvertently overlooked in calculating the current Contingency Report. No items before the committee today would alter the remaining balance for FY 2002 of $119,290. Moss moved to receive and file the Contingency Report dated August 14, 2002. Supported by Palmer. Motion carried on a voice vote. 6. DEPARTMENT OF FACILITIES MANAGEMENT - 52-3 DISTRICT COURT/SHERIFF'S SUBSTATION PROJECT - SHERIFF'S SUBSTATION SUBLEASE AGREEMENT WITH CITY OF ROCHESTER HILLS Facilities Management is requesting approval of a Sublease Agreement and a Construction Administration Agreement between the County and the City of Roch ester Hills for the Sheriff's Substation. The Rochester Hills City Council has approved entering into the Sublease and has signed both the Sublease and Construction Administration Agreement with the County. MR #01165 approved the sale of $18,100,000 in bonds for construction of the 52-3 District Court and $5,200,000 in bonds for the Sheriff's substation. Rochester Hills will be responsible for repayment of the Substation bonds, as well as annual maintenance and operational expenses. MR #01308 awarded both the architectural/engineering services contract and the construction management contract for the 52-3 District Court Project with recognition of an additional $275,200 in architectural fees and $192,000 in construction management fees if the Sheriff's S ubstation was added to the project. Once the bonds are retired, the City of Rochester Hills will take ownership. Palmer moved approval of the attached suggested Resolution. Supported by Dingeldey. Motion carried unanimously on a roll call vote with Patterson absent. 7. FACILITIES MANAGEMENT/FACILITIES ENGINEERING - ARCHITECT/ENGINEER AND CONSTRUCTION MANAGER CONTRACTS FOR OFFICE BUILDING RENOVATION PROJECT FINANCE COMMITTEE Page 3 August 15, 2002 Facilities Management is requesting authorization to award a contract for architectural/engineering services for the Office Building Renovation Project, for the building located at 2100 Pontiac Lake Road, to Neumann Smith & Associates of Southfield in the amount of $653,500, plus reimbursable expenses of $30,000, for a total of $683,500. Authorization is also requested to award a contract for construction management services to Walbridge Aldinger of Detroit totaling $693,584. This project is included in the FY 2002 Capital Improvement Program and was previously authorized by the Planning and Bu ilding Committee to receive and evaluate proposals for these project services. The Committee members requested information regarding what County departments and services would be relocated to this building. Palmer moved approval of the attached suggested Resolution. Supported by Moss. Motion carried unanimously on a roll call vote with Patterson absent. 8. MR #02182 - DEPARTMENT OF FACILITIES MANAGEMENT - APPROVAL OF GRANT STORM SEWER EASEMENT TO NORTH ORCHARD PLAZA, LLC, GLEN OAKS COUNTY PARK, CITY OF FARMINGTON HILLS, PART OF PARCEL NO. 23-02- 177-034 Facilities Management is requesting authorization to grant a 20 -foot wide by 59-foot long permanent easement to North Oakland Plaza, LLC for construction, installation, operation, maintenance, replacement and removal of a storm sewer over a portion of Glen Oaks County Park. North Oakland Plaza has agreed to compensate the Oakland County Parks and Recreation Department in the amount of $10,000 and will install a 14 -foot by 10-foot asphalt paved approach to the existing park service gate at the northeast corner of the property. The Parks and Recreation Commission approved this request on June 12, 2002. Palmer moved approval of the attached suggested Fiscal Note. Supported by Dingeldey. Motion carried unanimously on a roll call vote with Patterson absent. 9. DEPARTMENT OF HUMAN SERVICES/HEALTH DIVISION - REACH OUT AND READ PROGRAM GRANT CONTINUATION ACCEPTANCE The Oakland County Health Division has been awarded continuation grant funding from the Reach Out and Read National Center in the amount of $1,000 (in the form of vouchers), to implement literacy promotion in the Child Health Clinics (CHC). Funding will be used to purchase age - appropriate books to be given to children as part of every CHC visit, from six months to five years of age. Taub moved approval of the attached suggested Fiscal Note. Supported by Melton. Motion carried unanimously on a roll call vote with Patterson absent. 10. PROSECUTING ATTORNEY - FY 2003 VICTIMS RIGHTS FUNDING FOR VICT IM SERVICES GRANT ACCEPTANCE The Michigan Department of Community Health has awarded a $180,100 Victims Services grant to the Prosecuting Attorney's Office for the period of October 1, 2002, through September 30, 2003. This award is the same amount as the FY 2002 award. Funding will be used to continue FINANCE COMMITTEE Page 4 August 15, 2002 one Victim Services Director, two Victim Advocates, one Victim Rights Leader, and one Typist. No grant match is required. This is the eleventh year of this program. Mr. Palmer asked if services were extended to those victimized out of state. Mr. Cojanu explained that the Prosecutor's Office is required by law to keep victims of crime informed of their rights. This program assists victims in obtaining compensation, providing agency referrals and accompanying them to court. The Prosecutor's Office uses a web-tracking program to locate victims or their families for notification of legal proceedings. Mr. Obrecht acknowledged the County's Grant Coordinator, Greg Givens, for his work with the grants. Causey-Mitchell moved approval of the attached suggested Fiscal Note. Supported by Moss. Motion carried unanimously on a roll call vote with Patterson absent. 11. PARKS AND RECREATION COMMISSION (OCPR) - ELLIS BARN PRESERVATION/RELOCATION The Michigan Department of Transportation has awarded the Oakland County Parks and Recreation Commission a $600,000 Transportation Enhancement Program grant for the purpose of relocating the Ellis Barn from Dixie Highway, near Old Pond Road, to Springfield Oaks County Park. The barn's current owners, RBI-33, LLC, will be donating the structure for preservation purposes. Public and private contributions beyond the required $150,000 have been received for this project. Parks and Recreation accepted the grant at its July 10 , 2002, meeting. The application was originated through the Road Commission for Oakland County. Taub moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll cal vote with Patterson absent. 12. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CITY OF AUBURN HILLS, CITY OF BERKLEY, CITY OF BLOOMFIELD HILLS, CITY OF BIRMINGHAM, CITY OF FERNDALE, CITY OF HAZEL PARK, CITY OF HUNTINGTON WOODS, CITY OF KEEGO HARBOR, CITY OF PLEASANT RIDGE, CHARTER TOWNSHIP OF HIGHLAND, CHARTER TOWNSHIP OF LYON, CHARTER TOWNSHIP OF OAKLAND, AND THE CHARTER TOWNSHIP OF OXFORD Equalization is requesting authorization to enter into contracts for services with the above - named communities, through June 30, 2004, at prices detailed within the contracts. Dingeldey moved approval of the attached suggested Resolution. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Patterson absent. 13. MR #02188 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FINANCE COMMITTEE Page 5 August 15, 2002 FOR PROJECT IN THE CHARTER TOWNSHIP OF BLOOMFIELD - FY 2001 ALLOCATION The Charter Township of Bloomfield is requesting reimbursement of its $256,426.90 FY 2001 Environmental Infrastructure Fund Allocation for expenses related to six projects affecting storm sewers, sanitary sewers, the Rouge Watershed and the Franklin River stabilization project. Taub moved approval of the attached suggested Fisca l Note. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Patterson absent. 14. DEPARTMENT OF MANAGEMENT AND BUDGET - FISCAL YEAR 2002 THIRD QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS This item was carried forward until the next meeting. Ms. Van Pelt indicated that the 2003 budget was balanced using one -time adjustments. However, if the three November ballot issues pass, the State may return to revenue reductions and it might be necessary to revisit budget cuts. A $14.5 million shortfall for the FY 2004 budget is yet to be resolved. It is anticipated that the State will eliminate County revenue sharing completely within the next year. Ms. Douglas stated that the County was moving toward recognizing the elimination of state revenue sharing prior to the State's recent reductions. If the County does not receive reductions to the level anticipated ($22 million), this additional revenue will be designated for one-time projects. Mr. Melton inquired as to the status of the County's payment for indigent health care. Ms. Van Pelt reported that these payments would be made through the end of the Fiscal Year, September 30, but the County was not entering into new contracts until after the November election. A letter has been sent to the hospitals putting them on notice that this program is in danger. Ms. Van Pelt also indicated that a hiring and promotion freeze has been implemented. The State Legislative override will allow the County to relax this policy in order to hire part- time, non-eligibles on a temporary basis. Promotions will be allowed only within a department. Additionally, administrative leave without pay is being offered in accordance with Merit Rule 13 and the purchase of all new vehicles is froz en at this time and will be re- evaluated. Mr. Soave explained that the amount contributed by the County for indigent health care has been standard for almost 11 years. He explained that the County's contribution was voluntary and that the responsibility to provide indigent care, whether other contributions are made or not, belongs to the hospitals. 15. HEADLEE ROLLBACK Mr. Hieber provided the committee with Headlee Rollback Estimates through 2006 based on assumptions of a 5% annual increase in taxable value for 2003-2006 and a 2% CPI for FINANCE COMMITTEE Page 6 August 15, 2002 2003-2006. The greatest impact on these figures is the uncapping of ownership transfer on properties, which is difficult to estimate. Based on the figures provided, the impact of the Headlee Amendment is expected to reduce the County's millage rate below the current 4.19 in 2004. Ms. Douglas asked that as these numbers change, they are provided to the Committee. Palmer moved to receive and file the Headlee Rollback Estimates, dated August 6, 2002, as provided by Mr. Hieber. Supported by Moss. Motion carried on a voice vote. 15a. DEPARTMENT OF INFORMATION TECHNOLOGY - LINKMICHIGAN PLANNING GRANT - GRANT APPLICATION The Michigan Economic Development Corporation requires an authorizing resolution for submission of a grant application under the LinkMichigan Regional Telecommunications Planning Grants program. Information Technology is requesting $75,000 to implement a broadband infrastructure development-planning project through the Oakland County Business Roundtable's Economic Development Committee. The required $25,000 match will be provided by Automation Alley. Dingeldey moved to report to the Chair, consistent with the grant application procedures. Supported by Taub. Motion carried unanimously on a roll call vote with Patterson absent. COMMUNICATIONS A. Article: Fixing A Communication Breakdown - Homeland Security Puts focus on Interoperability of Public Safety Systems B. Department of Information Technology - LinkMichigan Planning Grant Application C. 52nd District Court - Division I - Memo Re: Request for One (1) Additional Prosecuting Attorney for the New Judges in FY2003 (Tentative Budget Hearing Scheduled for August 29, 2002) Mr. Soave indicated that these positions have not been created in the recommended budget. Funding to handle staffing related to the new judges has been placed in a non - departmental account that will be reviewed during budget hearings. C. Memo: Charter Township of West Bloomfield - Tri Party Program Budget (Tentative Budget Hearing Re: Tri Party Budget Scheduled for August 29, 2002) Ms. Dingeldey noted that the Tri-Party Budget had been increased from $1.25 million to $2.25 million with the FY 2002 Budget and that the recommended reduction of $750,000 would still leave $1.5 million available for projects, which is higher than in previous years. FINANCE COMMITTEE Page 7 August 15, 2002 Mr. Obrecht stated that the whole program, including how the money is carried forward for projects, should be reviewed. This program was originally created for smaller, one -time projects. Mr. Melton asked if there was a formula in place for this program. Ms. Douglas indicated the Road Commission would be contacted for this information. Ms. Taub asked for a list of all the County's discretionary programs. Dingeldey moved to receive and file the Communications. Supported by Patterson. Motion carried on a voice vote. THE COMMITTEE RECESSED FROM 10:29 A.M. - 10:51 A.M. BUDGET OVERVIEW Mr. Soave explained that the Public Notice for the FY 2003/FY 2004 would have to be to the Clerk's Office by September 12. The newspaper requires 2 days lead time to publish (September 10). In order to complete the budget review in a timely manner, additional meeting dates of August 30, 2002, and September 4, 2002, both at 9:00 a.m., were scheduled. The regular meeting start time of August 29 was changed to 8:00 a.m. A tentative meeting of the Committee was also scheduled for September 5, 2002, following the Board meeting. Mr. Obrecht stated that staff needs to look at implications of the entire grant program. Mr. Melton requested that the Health Division be added to the budget review list. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 11:21 a.m. _________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.