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HomeMy WebLinkAboutMinutes - 2002.10.03 - 35766SUE ANN DOUGLAS Chairperson CHUCK MOSS Vice Chairperson BRENDA CAUSEY-MITCHELL Minority Vice Chairperson October 3, 2002 The meeting of the Finance Committee was called to order at 9:10 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; Larry Obre cht; Brenda Causey-Mitchell, Minority Vice Chair; Charles Palmer; Shelley Taub; Nancy Dingeldey; William Patterson; Tim Melton. COMMITTEE MEMBERS ABSENT WITH NOTICE: Michelle Friedman Appel. OTHERS PRESENT: CENTRAL SERVICES J. David VanderVeen, Director CIRCUIT COURT Kevin Oeffner, Administrator COMMUNITY CORRECTIONS Barb Hankey, Manager CORPORATION COUNSEL Judy Cunningham, Corporation Counsel Keith Lerminiaux, Deputy Counsel John Ross, Senior Counsel EXECUTIVE OFFICE Doug Williams, Deputy Executive Robert Daddow, Assistant Deputy FACILITIES MAINTENANCE Dick Johnston, Manager FACILITIES MANAGEMENT Michael Hughson, Property Specialist FISCAL SERVICES Tim Soave, Manager LaVerne Smith, Supervisor Gaia Piir, Systems Coordinator Linda Pearson, Analyst Joe Matkosky, Analyst Prentiss Malone, Analyst Michael Pohlod, Analyst INFORMATION TECHNOLOGY Leanne Robinson, User Support Specialist Colleen Prosyniuk, User Support Specialist MANAGEMENT & BUDGET Laurie Van Pelt, Director Ed Poisson, Deputy Director OAKLAND INTERNATIONAL AIRPORT Karl Randall, Manager PERSONNEL Judy Eaton, Director Tom Eaton, Deputy Director Judy Fandale, Supervisor Karen Jones, Labor Relations Specialist OTHERS PRESENT NOAKLAND 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 October 3, 2002 PROSECUTING ATTORNEY Steve Lynch, Chief Cynthia Pike, Prosecutor PURCHASING Joe Hylla, Manager SHERIFF Mike McCabe, Captain Dale Cunningham, Business Manager COX, HODGEMAN & GIARMARCO Kalman Goren CITIZENS Eileen Kowall BOARD OF COMMISSIONERS 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 September 12, 2002, as printed. Supported by Palmer. Motion carried on a voice vote. AGENDA Revised material for items #5, #11 and #13 was distributed, with the changes reviewed by Management and Budget staff. There were no objections to these substitutions. PUBLIC COMMENT: None. 5. CONTINGENCY REPORT The remaining balance for FY 2002 remains at $209,211. The adopted beginning balance for FY 2003 of $342,000 will be reduced to $334,500 by item #13, which includes a $7,500 cost for the purchase of Children's Village employee uniforms under the Labor Agreement. Mr. Matkosky reviewed the status of the Royal Oak Township Accounts Receive Schedule pertaining to its Sheriff's Law Enforcement Contract. It was noted that payments are remaining on schedule. Ms. Douglas indicated that a letter regarding the Environmental Infrastructure Fund (EIF) would be sent to all communities to let them know that the program will end with the 2003 Fiscal Year and to provide them with the details to receive reimbursement of eligible projects before the final deadline. Ms. Taub asked staff to produce a summary of the EIF, by community, of how much is still available and what has been expended. Causey-Mitchell moved to receive and file the Contingency Report for FY 2002 dated September 26, 2002, and the FY 2003 Contingency Report dated October 2, 2002. Supported by Dingeldey. Motion carried on a voice vote. 6. MR #02239 - SHERIFF'S DEPARTMENT - USE OF FORFEITED FINANCE COMMITTEE Page 3 October 3, 2002 FUNDS/SOUTHEASTERN OAKLAND COUNTY RESOURCE TEAM (SOCRT) AND CONTINUATION OF ONE (1) DEPUTY II POSITION The Sheriff is requesting to continue participation in the Southeastern Oakland County Resource Team, through the use of Forfeited Funds under P.A. 368 of 1978, to continue one GF/GP funded Deputy II for the October 1, 2002 - September 30, 2003 Fiscal Year. Taub moved to recommend approval of the attached suggested Fiscal Note. Supported by Dingeldey. Motion carried unanimously on a roll call vote with Moss, Obrecht and Friedman Appel absent. 7. PROSECUTING ATTORNEY, SHERIFF, COMMUNITY CORRECT IONS - ACCEPTANCE OF THE FY 2003 BYRNE MEMORIAL GRANT The Michigan Department of Community Health - Office of Drug Control Policy has issued a single contact award for three Oakland County Byrne Grant recipients - the Prosecuting Attorney, the Sheriff and Community Corrections, for the period October 1, 2002, - September 30, 2003, totaling $1,155,555. The required County match of $566,092 is included in the FY 2003 Recommended Budget. Funding will be used for three programs - Prosecuting Attorney Child Abuse Task Force (Special Unit), Sheriff Narcotics Enforcement Team (NET) and Community Corrections In-Step Program - for continuation of positions as detailed in the resolution. It was noted that this is the last year for this grant and that a review will be done prior to continuation of these programs to determine whether alternative funding sources are available. Patterson moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vo te with Obrecht, Friedman Appel and Moss absent. 8. CIRCUIT COURT, PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION, SHERIFF, PROSECUTING ATTORNEY - POSITION DELETIONS AND FUNDING CHANGE RELATED TO LOCAL LAW ENFORCEMENT BLOCK GRANT (LLEBG) DISCONTINUATION As a result of the change in the nature of the purpose of this grant funding and in the grant match, Oakland County will allow the Local Law Enforcement Block Grant for the Drug Court to lapse at the end of the funding cycle. One Community Corrections Spe cialist II, one Deputy I and one Assistant Prosecutor II will be deleted. Funding for the positions of Visiting Judge and one Court Clerk will be changed from Special Revenue to General Fund/General Purpose. The Visiting Judge and the Court Clerk will wo rk to assist current participants in Drug Court until their programs are completed and will then be assigned to assist with the handling of Civil Cases. Mr. Palmer indicated he would like to see this program continued. Mr. Oeffner reported that the Chief Judge has asked current members of the bench if any would be interested in taking over this program utilizing existing staff. Several have expressed an interested and are further considering this assignment. A report will be made FINANCE COMMITTEE Page 4 October 3, 2002 back to the Committee on any progress. Taub moved to recommend approval of the attached suggested Fiscal Note. Supported by Dingeldey. Motion carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. 9. CENTRAL SERVICES - OAKLAND COUNTY INTERNATIONAL AIRPORT - 2002 GRANT PROGRAM ACCEPTANCE - LAND ACQUISITION AND CONSULTANT SERVICES FOR SOUND ATTENUATION The Oakland County International Airport has received a Michigan Department of Transportation grant contract for a maximum of $3,000,000 in federal funding. The required local match of $333,333 will be provided by the Airport Fund. Funds will be used to acquire approximately 5 acres up to 20 parcels on the west approach (near Pontiac Lake) and for consultant services for the sound attenuation program. Taub moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. 10. FACILITIES MANAGEMENT/FACILITIES ENGINEERING - AWARD OF CONTRACT FOR VEHICLE IMPOUND LOT RELOCATION PROJECT Facilities Management is requesting authorization to award a contract to T & M Asphalt Paving, Inc. of Milford, in an amount of $124,824, to construct a new vehicle impound lot on County property utilized by Materials Manageme nt on Oakland Avenue. This new lot will replace the existing impound lot near Central Garage that is no longer large enough to accommodate the number of vehicles being impounded by the Sheriff. Additional administration costs and engineering costs of $26 ,000, landscaping costs of $9,000 and $24,176 for contingency will bring total project costs to $184,000 and will be transferred from the Capital Improvement Program/Building Fund to the Project Work Order Fund for this project. The project is included in the FY 2002 Capital Improvement Program. Palmer moved approval of the attached suggested Resolution. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. 11. DEPARTMENT OF FACILITIES MANAGEMENT - ACCEPTANCE AND APPROVAL OF PURCHASE AGREEMENT FOR THE SALE OF 20.06 ACRES OF RESIDENTIAL PROPERTY LOCATED IN THE CITY OF PONTIAC, KNOWN AS TAX IDENTIFICATION NO. 14-15-276-001 Miscellaneous Resolution #02238 was adopted by the Board of Commissioners on September 19, 2002. Board Rule XII.C., requiring all resolutions having a financial impact on the County be referred to the Finance Committee, was suspended. The resolution was provided to the Finance Committee today to consider a proposed report to the Board to clarify that proceeds from the sale FINANCE COMMITTEE Page 5 October 3, 2002 of this property will be receipted in the Building Improvement Fund, Sale of Land and Building Revenue Account. Melton moved approval of the attached suggested Finance Report. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. 12. CONTRACT EXCEPTION REPORT FOR THE MONTHS OF JULY AND AUGUST Mr. Seaman came before the committee in response to questions regarding contract exceptions for Solid Waste. Mr. Seaman explained that the work performed by Trio Communications for Solid Waste Management relates to a project he is handling for Automation Alley involving electronics waste generation. Trio Communications is the Automation Alley marketi ng vendor and this work was thought to be an extension of that relationship. One component of the project relates to marketing and recruitment, which is the information that was included in the contract exception report. The focus of this project is to create partnerships with Automation Alley and regional organizations that would take electronics equipment, refurbish it, and place it back into use. The Committee indicated that Automation Alley is a separate organization and asked that, in the future, Mr. Seaman use the bidding process through Purchasing. Mr. Seaman indicated that he would do so. The County has retained copyrights on the logo, photos, etc., which can be used for future bidding on contract services. Regarding the Brownfield Development Luncheon, Mr. Seaman explained that the County received a call late Monday of that week from the EPA indicating that they were considering coming on Friday to announce the County's award of $1,000,000 for Brownfield Development. The EPA did not make a final decision on the event until Wednesday. This provided the County with 48 hours to secure a vendor for food services. The County's current food service vendor, Oak Management, indicated that they were unable to handle this request on such short notice. Aramark, who provides food service at the Jail, indicated they could handle the event. Parks and Recreation provided a tent for the occasion. Mr. Obrecht suggested that Mr. Seaman be invited back to Committee to discuss the projects he is working on involving Automation Alley. Mr. Johnston explained that the contract to provide security equipment was bid out but, following discussion with the Lieutenant in charge of security, it was determined that the equipment should be consistent with that currently in place and operated by the Deputies. Mr. Palmer asked for the location of Hibbard Inshore. This contract was provided to the Drain Commissioner for sonar and underwater video for the Campbell Road Drain Siphon under I -696, and the Gerundegut Bay Gravity Sewer. Palmer moved to receive and file the contract exception report. Supported by Moss. FINANCE COMMITTEE Page 6 October 3, 2002 Motion carried on a voice vote. 13. MR #02237 - PERSONNEL DEPARTMENT - FISCAL YEAR 2002-2004 LABOR AGREEMENT FOR EMPLOYEES REPRESENTED BY THE GOVERNMENT EMPLO YEES LABOR COUNCIL A Labor Agreement has been reached between Oakland County and the Government Employees Labor Council, representing 125 Children's Village Employees, for Fiscal Years 2002 -2004. The Agreement includes the same provisions provided to the general non-represented employees, including a 4% increase (retroactive) for FY 2002, a 1.5% increase effective September 21, 2002, and a 1.5% increase beginning March 23, 2003. A wage re -opener has been agreed to for FY 2004. Additionally, the employer will now provide employees with uniforms. Contingency will be reduced by $7,500 for uniform costs. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. 14. MR #02236 - DEPARTMENT OF PERSONNEL/RETIREMENT INCENTIVE PROGRAM In response to the projected shortfall for FY 2004, the Administration is proposing a retirement incentive program. Employees will have to be eligible to retire by December 31, 2002, or will have to have a combined age and service of 75 by that date, with a minimum service of 20 years and a minimum age of 50 years. Military service credits and Michigan Reciprocal Retirement Act service time will be accepted for credit towards years of service. The Program will be offered November 15, 2002, through March 31, 2003, with a lump sum retirement incentive pay of 26 weeks salary, determined as of September 30, 2002, for those retiring during this time period. The Administration has estimated that if 50% of those eligible for the program participate, with subsequent refilling of only 50% of the positions vacated, the resultant savings will amount to $7.4 million for FY 2004. Mr. Williams explained that the program must receive approval by the Board of Commissioners before receiving IRS approval. This proposed plan is consistent with others authorized by the IRS. In instances where a department may lose a large number of employees, it is possible that an exception to the vacancy policy will be considered. These circumstances will be reviewed as they arise. Employees will be provided with several options in receiving the lump sum payment. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Causey- Mitchell. Motion carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. 15. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS - ACCEPTANCE OF 2002/2003 COMMUNITY CORRECTIONS GRANT The Michigan Department of Corrections has awarded $2,942,461 to Community Corrections for the 2003 Fiscal Year, starting October 1, 2002. This award is a 2% reduction over the previous year's award of $3,005,241. No County match is required and the number of personnel will remain as previously budgeted. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Taub. FINANCE COMMITTEE Page 7 October 3, 2002 Motion carried unanimously on a roll call vote with Obrecht, Friedman Appel and Melton absent. 16. MR #02234 - DEPARTMENT OF INFORMATION TECHNOLOGY - INTERLOCAL AGREEMENT BETWEEN OAKLAND COUNTY AND COMMERCE TOWNSHIP FOR THE FIRE RECORDS MANAGEMENT SYSTEM AND REMOVAL OF THE OUT OF COUNTY RESTRICTION Information Technology is requesting authorization to contract with Commerce Township to provide the Township's Fire Department with access to the Fire Records Management System. Fees, as established by the Fire Governance Committee, include a $3,500 start -up fee, $3,500 department fee and a $900 additional per fire station fee based on $300 beyond the first station. Information Technology is also requesting that the Finance Committee recommend lifting the current restriction that prohibits out-of-county fire departments from participating. Patterson moved to report to recommend that the BE IT FURTHER RESOLVED paragraph of the resolution be amended to insert wording as follows: BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners removes the restriction from only Oakland County Fire Departments to allow expansion of the Fire Records Management system to fire agencies outside of Oakland County’s borders CONTINGENT UPON APPROVAL OF A RATE STRUCTURE FOR OUT OF COUNTY PARTICIPANTS . Supported by Moss. Motion to report to recommend the amendment carried unanimously on a roll call vote with Obrecht, Friedman Appel and Melton absent. Dingeldey moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Obrecht, Friedman Appel and Melton absent. 17. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION - APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH CITY OF NOVI The Equalization Division is requesting authorization to contract with the City of Novi to provide equalization services for the 2003 and 2004 tax years. Novi will pay the sum of $13.38 each year for each personal property description rendered during the contract. Moss moved approval of the attached suggested Resolution. Supported by Palmer. Palmer moved to amend the resolution, first B E IT FURTHER RESOLVED, to insert the words "for personal property services" following the word "contract." Motion to amend carried on a voice vote. FINANCE COMMITTEE Page 8 October 3, 2002 Main motion, as amended, carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. 18. MR #02241 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE VILLAGE OF BEVERLY HILLS - FY 2002 ALLOCATION The Village of Beverly Hills is requesting reimbursement of its $48,520.79 Fiscal Year 2002 Environmental Infrastructure Reimbursement Fund allocation for expenses related to the repair, rehabilitation and improvement of the combined sewer system. Taub moved approval of the attached suggested Fiscal Note. Supported by Moss. Motion carried unanimously on a roll call vote with O brecht and Friedman Appel absent. COMMUNICATIONS A. Notice of Hearing Re: Charter of West Bloomfield - Petition to Relocate, Establish and Construct an Intra-County Drain Project B. Substance Abuse and Mental Health Administration (SAMHSA) - Targeted Capacity Grant Jail Diversion Grant Application C. Management & Budget - Letter to Family Independence Agency of Oakland County D. Article: "The Road to Return on Investment (ROI)" FYI from Bob Daddow Dingeldey moved to receive and file Communications A -D. Supported by Palmer. Motion carried on a voice vote. THE COMMITTEE RECESSED FROM 10:45 A.M. - 11:04 A.M. 19. CORPORATION COUNSEL - SETTLEMENT OF LITIGATION RE: KENSINGTON LAWSUIT Closed Session Taub moved that the meeting be closed to consider s ettlement litigation on the Kensington Lawsuit. Supported by Causey-Mitchell. Motion carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. The Chair declared the meeting closed at 11:06 a.m. The meeting resumed in open session at 11:16 a.m. Moss moved to recommend that Corporation Counsel be authorized to settle the FINANCE COMMITTEE Page 9 October 3, 2002 Kensington Lawsuit with the plaintiff for $100,000 and to close the waste water treatment plant for an amount not to exceed $250,000. Supported by Douglas. Motion carried unanimously on a roll call vote with Obrecht and Friedman Appel absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 11:25 a.m. ________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.