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HomeMy WebLinkAboutMinutes - 2003.03.13 - 35795CHUCK MOSS Chairperson VACANT Vice Chairperson VINCENT GREGORY Minority Vice Chairperson March 13, 2003 Chairperson Moss called the meeting of the Finance Committee to order at 9:00 a.m., in Committee Room A, Commissioners' Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT : Chuck Moss, Chair; Vincent Gregory, Minority Vice Chair; Chuck Palmer; William Patterson; Hugh D. Crawford; Peter Webster; Thomas Middleton; George Suarez; Helaine Zack. COMMITTEE MEMBERS ABSENT WITH NOTICE: None. OTHERS PRESENT : CLERK/REGISTER OF DEEDS G.W. Caddell, Clerk/Register Larry Mitchell, Deputy Clerk/Register EXECUTIVE OFFICE Robert Daddow, Assistant Deputy FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Michael Pohlod, Analyst HEALTH George Miller, Manager INFORMATION TECHNOLOGY Dale Kukla, Manager Scott Oppmann, Supervisor MANAGEMENT & BUDGET Laurie VanPelt, Director Ed Poisson, Deputy Director PERSONNEL Karen Jones, Labor Relations Specialist SHERIFF Michael McCabe, Captain Dale Cunningham, Business Manager TREASURER Patrick Dohany, Treasurer Keith Sawdon, Deputy Treasurer OAKLAND PRESS Charlie Crumm, Reporter OAKLAND TOWNSHIP Sharon Creps, Treasurer ORION TOWNSHIP James Marleau, Treasurer OAKLAND COUNTY COMMUNITY Bill Allen, Director MENTAL HEALTH AUTHORITY Michael Garrettt, Finance Director Cliff Johnson, Board Member BOARD OF COMMISSIONERS Harvey Wedell, Analyst Julia Ruffin, Liaison Helen Hanger, Sr. Committee Coordinator PUBLIC COMMENT: Mr. Marleau and Ms. Creps spoke in s upport of the Board's appointing an interim commissioner to represent District #3 until a special election could be held. Mr. Daddow reported on this status of jail overcrowding. He noted that the proposed FY 2003 First 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 William Patterson Hugh D. Crawford Peter Webster Thomas Middleton George Suarez Helaine Zack FINANCE COMMITTEE Page 2 March 13, 2003 Quarter Finance Forecast and Budge t Amendments include funding for the Jail Data Warehouse project to improve case processing. AGENDA 5. CONTINGENCY REPORT There are no items on today's agenda that will affect the Contingency Fund balance of $276,274. Palmer moved to receive and file the Contingency Report dated March 5, 2003. Supported by Suarez. Motion carried on a voice vote. CONSENT AGENDA 6a. RESOLUTION TO INITIATE ACTION TO REDEEM ALL OF THE OUTSTANDING CALLABLE COUNTY OF OAKLAND, MICHIGAN, OAKLAND COUNTY WATER SUPPLY BONDS (WEST BLOOMFIELD SYSTEM SECTIONS XIII & XIV) PRIOR TO MATURITY The resolution authorizes redemption of bonds for the West Bloomfield System Sections XIII & XIV, expected to result in savings of $845,273 for the municipality. The original bond issue was $3,360,000. The current outstanding bond issue totals $2,340,000. 6b. RESOLUTION TO INITIATE ACTION TO REDEEM ALL OF THE OUTSTANDING CALLABLE COUNTY OF OAKLAND, MICHIGAN, OAKLAND COUNTY WATER SUPPLY BONDS (WEST BLOOMFIELD SYSTEM SECTIONS XIII) PRIOR TO MATURITY The resolution authorizes redemption of bonds for the West Bloomfield System Sections XII, expected to result in savings of $399,350 for the municipality. The original bond issue was $1,950,000. The current outstanding bond issue totals$1,175,00 0 7. MR #03052 - ENVIRONMENTAL INFRASTRUCTURE REIMBURSEMENT FOR PROJECT IN BLOOMFIELD TOWNSHIP - FISCAL YEARS 2002 AND 2003 ALLOCATION Bloomfield Township is requesting reimbursement of its FY 2002 and FY 2003 $256,426.90 Environmental Infrastructure Rei mbursement allocations for expenses related to sewer meter installation, sanitary sewer inspection and rehabilitation, storm water management, storm drain inventory, downspout inventory, drainage improvements and construction of stream bank measures. Crawford moved approval of the Consent Agenda, items 6a. and 6b. - resolutions and item 7. - Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Middleton absent. REGULAR AGENDA 8. COMMUNITY MENTAL HEALTH AUTHORITY (CMHA) - QUARTERLY FINANCIAL REPORT Mr. Allen distributed the Independent Auditor's Report for the fiscal year ending 2002 and a Summary of Status as of March, 2003, on the efforts to eliminate the Macomb Oakland Regional Center's (MORC) budget shortfall. Programmatic and administrative changes to assist MORC in achieving a balanced budget are almost complete. OCCMHA was able to draw down an additional $2 million in Medicaid dollars to help offset MORC's deficit and the Community Residential Services progr am for adults with serious mental illness has been transitioned, along with staff, to other agencies. Mr. Daddow reminded the Committee that MORC constitutes two -thirds of the OCCMHA budget and should be continually monitored. FINANCE COMMITTEE Page 3 March 13, 2003 Mr. Crawford indicated he had spoken to several secondary consumers concerned about having to pay retroactively for services. Mr. Allen explained that MORC was not following Chapter 8 of the Health Code regarding the ability to pay. This provision allows MORC to retroactively bill for services for up to two years. Financial hardships can be negotiated. Appointments are being scheduled for third -party appeals to assist with these issues. Ms. Zack asked about discussion at the state level to place substance abuse funding under Com munity Mental Health. Mr. Allen explained that this is an annual discussion regarding the movement of general fund substance abuse dollars to CMH but has yet to happen. OCCMH is responsible for medicaid substance abuse funds. Palmer moved to accept the report by Community Mental Health. Supported by Zack. Motion carried on a voice vote. 9. TREASURER'S OFFICE - AUTHORIZATION FOR ELECTRONIC TRANSACTIONS The Treasurer's Office is requesting authorization to enter into Automated Clearinghouse (ACH) arrangements and to maintain a written County ACH policy for electronic transactions to process inter -bank credits and debits. Patterson moved to recommend approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote. 10. SHERIFF DEPARTMENT - FIRE DISPATCH SERVICES FOR CHARTER TOWNSHIP OF BRANDON FOR 2003-2007 Brandon Township is requesting authorization to enter into a five -year contract with the Sheriff to provide fire dispatch services for the township beginning April 1, 2003. Rates are $8,750 for 2003, $17,850 for 2004, $18,500 for 2005, $19,100 for 2006 and $19,400 for 2007. Patterson moved to recommend approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 11. SHERIFF'S DEPARTMENT - CONTRACT AMENDMENT #7 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF OAKLAND 1999 -2003 Oakland Township is requesting authorization to amend its contract with the Sheriff for law enforcemen t services beginning April 5, 2003. One Deputy II (no -fill) will be added to the Contracted Patrol Unit, Patrol Services Division. Contract costs to the Township are $45,267 for the remainder of FY 2003 and $90,534 for FY 2004. Patterson moved to recommend approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote. 12. MR #03051 - PERSONNEL DEPARTMENT - FISCAL YEAR 2003 EXTENSION OF THE LABOR AGREEMENT FOR EMPLOYEES REPRESENTED BY THE COMMAND OFFICERS FINANCE COMMITTEE Page 4 March 13, 2003 ASSOCIATION OF MICHIGAN (COA) A labor agreement has been reached between Oakland County and the Command Officers Association of Michigan, representing 96 Sheriff's Command Officers, for FY 2003. The agreement includes a 3% salary increase, beginning with the pay period on December 28, 2002; an increase to $700 per weekend for captain weekend duty pay; and an adjustment to the suit and tie clothing allowance. Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 13. WEST NILE VIRUS FUND DISBURSEMENT POLICY The resolution would authorize creation of a West Nile Virus Fund of $500,000 to assist local communities in implementing mosquito control measures. A d istribution formula has been developed based on total population (75%) and total square miles (25%). Communities will submit detailed project expense reimbursement requests to the Fiscal Services Division for review. Reimbursements will be approved by way of resolution through the General Government and Finance Committees. A designated fund balance of $500,000 was created with the previous fiscal year's budget for this purpose and will be transferred to the Fund. Palmer moved to report to recommend that the NOW THEREFORE BE IT RESOLVED paragraph, section 2, be amended as follows: 2) Each CVT shall submit project expense reimbursement requests to the Fiscal Services Division, which shall be reported to the Board of Commissioners. Requests shall state the project purpose and scope, estimated costs, including any support detail, to insure compliance with policies established the resolution and attachments on the policy that govern this program for fund disbursements. Supported by Middleton. Motion carried unanimously on a roll call vote. Palmer moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 14. MR #03045 - DEPARTMENT OF INFORMATION TECHNOLOGY/CLERK/REGISTER OF DEEDS - REVISION OF @CCESS OAKLAND MASTER FEE STRUCTURE Information Technology (IT) is requesting authorization to amend its @ccess Oakland Master Fee Structure to include a Vital Records Order (VRO) at $20.00 per item, with a $5.00 charge for each additional copy. For the first VRO product, the Clerk -Register will receive $17.00 and IT will receive the remaining $3.00 for @ccess Oakland usage. Any additional $5.00 VRO charges will go to the Clerk/Register. Mr. Webster requested projections on increased revenue. Palmer moved to report to recommend that the resolution be amended to insert: BE IT FURTHER RESOLVED that a $5.00 price will be included in the revised @ccess Oakland Master Fee Structure (copy attached) to cover the statutory fee that is charged for each additional copy of Vital Records information. Supported by Suarez. FINANCE COMMITTEE Page 5 March 13, 2003 Motion carried unanimously on a roll call vote. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote. 15. MR #03046 - INFORMATION TECHNOLOGY - INTERGOVERNMENTAL AGREEMENT TO TRANSFER GIS AND RELATED DATA TO OAKLAND SCHOOLS Information Technology (IT) is requesting authorization to contract with Oakland Schools to allow for access to Geographic Information System data, at no cost to Oakland Schools. Suarez moved to report to recommend that the resolution be amended to: - Section 2.2: strike "(Attached hereto)" - Section 3.2: following the words "Oakland Schools by:" insert "Information Technology Director, or designee" - Section 3.3: following the words "Oakland Schools by:" insert "Information Technology Director, or designee" Supported by Middleton. Motion carried unanimously on a roll call vote. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 16. MR #03047 - INFORMATION TECHNOLOGY - GIS USE AND WAIVER OF FEE AGREEMENT PERMITTING THE TRANSF ER AND USE OF GIS AND RELATED DATA TO W.F. BAIRD AND ASSOCIATES Information Technology (IT) is requesting authorization to contract with W.F. Baird and Associates to provide access to County Geographic information System data, at no cost to W.F. Baird and Associates. W.F. Baird & Associates is currently under contract with the U.S. Army Corps of Engineers to perform projects that will benefit sediment delivery and land use management alternatives for Paint Creek and to develop and implement a Remedial Acti on Plan for the Clinton River. Suarez moved to report to recommend that the resolution be amended to: - Retitle the resolution as follows: MR #03047 - INFORMATION TECHNOLOGY - GIS USE OF FEE AGREEMENT PERMITTING THE TRANSFER AND USE OF GIS AND RELAT ED DATA TO THE UNITED STATES ARMY CORP OF ENGINEERS DESIGNATED AGENT, W.F. BAIRD AND ASSOCIATES - Amend the contract language as follows: Section 3.3: following the words "on behalf of Baird by", insert "Baird's President, or designee" FINANCE COMMITTEE Page 6 March 13, 2003 Section 3.4: following the words "on behalf of Baird by", insert "Baird's President, or designee" Supported by Middleton. Motion carried unanimously on a roll call vote with Patterson absent. Palmer moved to recommend approval of the attached suggested Fiscal Not e. Supported by Suarez. Motion carried unanimously on a roll call vote. 17. MR #03048- INFORMATION TECHNOLOGY - AMENDMENT TO @CCESS OAKLAND USER AGREEMENT - TOYOTA MAPMASTER, INC. Information Technology (IT) is requesting authorization to contract with T oyota Mapmaster, Inc. to provide access to Geographic Information System land data for their vehicle navigation projects. Toyota Mapmaster will be charged fees as established by the @ccess Oakland Master Fee Schedule. Suarez moved to recommend approval o f the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 18. MR #03045 - BOARD OF COMMISSIONERS - SPECIAL ELECTION - DISTRICT #3 Effective March 3, 2003, Commissioner Lawrence Obrecht, District #3, resign ed. The Clerk Register of Deeds and Election Scheduling Commission are requesting authorization to implement a Special Primary Election on May 6, 2003, and Special Election on June 17, 2003, to fill this vacancy. Estimated costs for this Special Election are $14,000 and are available within the Clerk Register of Deeds Elections Division. Palmer moved to report to recommend the resolution be amended in the NOW THEREFORE BE IT RESOLVED paragraph to strike "May 6, 2003" and insert "May 13, 2003" and that the attached election schedule be substituted in place of the election schedule originally attached to the resolution. Supported by Suarez. Motion carried on a roll call vote with Middleton absent. Palmer moved approval of the attached suggested Fiscal N ote. Supported by Suarez. Motion carried unanimously on a roll call vote. 19. DEPARTMENT OF MANAGEMENT AND BUDGET - FISCAL YEAR 2003 FIRST QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS This item was carried forward until the next regular meeting o f the Finance Committee. Mr. Palmer asked if the users of the Clinton-Oakland Disposal System had any comments regarding the information identified in paragraph seven. Ms. Fournier explained that this was only an adjustment to move existing funding in to the correct Fund. COMMUNICATIONS FINANCE COMMITTEE Page 7 March 13, 2003 A. Initial Analysis of State Recommended Budget for FY 2004 Ms. VanPelt briefly reviewed the Oakland County Budget Update, March, 2003 - Summary of Detailed Analysis. This information includes the State Budget Assum ptions presented by the Governor to the State Legislature on March 6. The details of these assumptions will not be known for some time. The County's revenue sharing has been reduced $700,000 and its Jail Reimbursement $1.5 million. Other state prison program changes may make the jail-overcrowding situation worse. The County's FY 2004 budget was developed with a greater assumption than the $700,000 decrease in revenue sharing but does not assume the reduction in jail reimbursement. The Administration is continuing to review programs to identify additional savings. B. City of Pontiac Public Notices to Establish Industrial Development District and Industrial Facilities Exemption Certificates for: 1. Irvin Automotive Products, Inc. 2. Openings Limited Partnership 3. JPA Properties, LLC Suarez moved to receive and file the communications. Supported by Zack. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 11:10 a.m. ________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.