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HomeMy WebLinkAboutMinutes - 2003.05.15 - 35812CHUCK MOSS Chairperson DAVID L. MOFFITT Vice Chairperson VINCENT GREGORY Minority Vice Chairperson May 15, 2003 Chairperson Moss called the meeting of the F inance Committee to order at 9:00 a.m., in the Board of Commissioners' Auditorium, Commissioners' Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT : Chuck Moss, Chair; David L. Moffitt, Vice Chair; Vincent Gregory, Minority Vice Ch air; Charles Palmer; William Patterson; Hugh D. Crawford; Peter Webster; Thomas Middleton; George Suarez; Helaine Zack. COMMITTEE MEMBERS ABSEN: None. OTHERS PRESENT : CLERK/REGISTER OF DEEDS Frank Millard, Deputy Clerk/Register CORPORATION COUNSEL Judy Cunningham, Corporation Counsel EXECUTIVE OFFICE Robert Daddow, Assistant Deputy Executive FACILITIES MANAGEMENT Bob Larkin, Supervisor FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Joe Matkosky, Supervisor Prentiss Malone, Analyst Mike Pohlod, Analyst INFORMATION TECHNOLOGY Phil Bertolini, Director Janet McKenna, Supervisor Colleen Prosyniuk, User Support Leanne Robinson, User Support MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director PARKS & RECREATION Frank Trionfi, Manager PERSONNEL Ed Poisson, Deputy Director SHERIFF Michael McCabe, Captain TREASURER Pat Dohany, Treasurer PRICEWATERHOUSE COOPERS Darrell Burks, Partner James Buckley, Manager Michael Davidson, Senior Associate TRAFFIC IMPROVEMENT ASSOC. Frank Cardimen, Jr., President CITIZENS Martha Blom Claire Colman, MD OAKLAND PRESS Charlie Crumm, Reporter FREE PRESS Kathy Gray, Reporter BOARD OF COMMISSIONERS David Coulter, District #25 James VanLeuven, Administrative Director 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 William Patterson Hugh D. Crawford Peter Webster Thomas Middleton George Suarez Helaine Zack FINANCE COMMITTEE Page 2 May 15, 2003 Suarez moved approval of the minutes of May 1, 2003, as printed. Supporte d by Middleton. Motion carried unanimously on a roll call vote. PUBLIC COMMENT: AGENDA Item 12 - MR #03117 - Sheriff/Circuit Court - Position Changes to Reduce Out-County Placement of Inmates and Prevent Jail Overcrowding - was removed from the agen da until Planning and Building Committee review could take place. Mr. Moss asked that Item 7 - Pricewaterhouse Coopers Presentation on FY 2002 County Finance Independent Audit - be placed on the agenda as the last Regular Item. Palmer moved approval of the agenda as amended. Supported by Suarez. Motion carried on a voice vote. 5. CONTINGENCY REPORT The beginning Contingency Fund Balance of $286,115 will be reduced by Item #14 ($15,000) and Item #15 ($21,890) and Item #11 will return $16,250 to the Contingency Fund for a cumulative total of $265,475. Patterson moved to receive and file the Contingency Report dated May 9, 2003. Supported by Suarez. Motion carried on a voice vote. REGULAR AGENDA 6a. MR #03119 - ENVIRONMENTAL INFRASTRUCTURE FUN D REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF ORION - FISCAL YEARS 2002 AND 2003 ALLOCATION The Township of Orion is requesting reimbursement of its FY 2002 and FY 2003 $118,292.80 Environmental Infrastructure Reimbursement allocations for expense s related to the Highlander Drainage Project and the Reid & Branch Drainage Improvement Project. 6b. MR #03120 - ENVIRONMENTAL INFRASTRUCTURE REIMBURSEMENT FOR PROJECT IN THE TOWNSHIP OF COMMERCE - FISCAL YEAR 2001, 2002 AND 2003 ALLOCATION Commerce Township is requesting reimbursement of its FY 2001 -2003 $117,321.87 Environmental Infrastructure Reimbursement allocations for expenses directly related to connecting to the Detroit water main. 6c. MR #03118 - ENVIRONMENTAL INFRASTRUCTURE REIMBURSEMENT FOR PROJECT IN THE WEST BLOOMFIELD - FISCAL YEAR 2003 ALLOCATION West Bloomfield Township is requesting reimbursement of its FY 2003 $291,305.40 Environmental Infrastructure Reimbursement allocation for expenses directly to the Edwards Drain siphon removal project. Palmer moved approval of Consent Agenda items 6a. - 6c. Supported by Patterson. Motion carried unanimously on a roll call vote with Moffitt absent. FINANCE COMMITTEE Page 3 May 15, 2003 8. BOARD OF COMMISSIONERS - PROPOSED CITY OF WIXOM DOWNTOWN DEVELOPMENT AUTHORITY - TAX CAPTURE On several occasions, the City of Wixom has met with the Board of Commissioners' Tax Increment Financing (TIF) Policy Review Ad Hoc Committee and the County's Planning and Economic Development staff regarding the proposed expansion of its Downtown Dev elopment District. On May 6, 2003, Wixom again met with the TIF Ad Hoc Committee regarding a revised proposal for district expansion. The TIF Ad Hoc Committee is supportive of Wixom's amended plan and is recommending that a contract be entered into with the City to share a portion of the captured assessed value of the amended district. The statute requires that the County act on the issue of tax capture exemption within 60 days from the date of Wixom's public hearing (April 8, 2003). Therefore, it is necessary for the County to exempt its taxes from capture until such time as the City's attorneys and the County's Corporation Counsel are able to successfully negotiate a contract for County participation. At that time, the Ad Hoc Committee may recommend t hat this resolution be rescinded. Crawford moved approval of the attached suggested Resolution. Supported by Palmer. Motion carried unanimously on a roll call vote with Moffitt absent. 9. COUNTY CLERK/REGISTER OF DEEDS -REQUEST FOR FUNDING OF FUR NISHINGS AND COMPLETION OF WORK IN CLERK'S LEGAL AND VITAL RECORDS OFFICE The Clerk/Register of Deeds is requesting authorization to expend $31,142.48 from his existing budget to complete office renovation work to improve customer traffic flow and moderniz e the office in conjunction with previously authorized actions to implement document imaging and on -line ordering. Mr. Millard indicated that the amount identified in the resolution was an estimate and that he had informed the General Government Committee on Monday that they were working with the vendor to reduce costs. A revised figure of $24,311.72 has been received. Ms. Fournier indicated that, once a project is completed, any surplus in the Project Work Order Fund would revert back to the County G eneral Fund. Ms. Van Pelt recommended that the Fiscal Note be amended to reflect this adjusted amount. Patterson moved approval of the attached suggested Fiscal Note with the figure of $31,142.48 being struck and $24,312 inserted. Supported by Suarez. Motion carried unanimously on a roll call vote with Moffitt absent. Palmer moved to report to recommend that the resolution be amended to strike $31,142.48 and to insert $24,312. Supported by Zack. Motion carried unanimously on a roll call vote with Moffitt absent. 10. MR #03xxx - COUNTY CLERK/REGISTER OF DEEDS - PROPOSAL TO ENTER INTO CONTRACT ADDENDUM FOR INCORPORATION OF HISTORICAL LAND RECORDS DATING TO 1965 The Clerk/Register of Deeds is requesting authorization to amend its current contrac t with ACS Enterprise Solutions, Inc., for a three year period, to convert 3,330,000 film images, at $.13 per image, and to re-index 1,100,000 documents, at $1.05 per document. This action will allow FINANCE COMMITTEE Page 4 May 15, 2003 customers to access, via computer, documents dating bac k to 1965. Funds are currently budgeted within the Automation Fund, Clerk Register of Deeds sub -fund. Mr. Millard indicated that state law requires a 40 -year document search to provide clear title to a piece of property. This contract amendment would p rovide digital formats for these documents, allowing an individual to pull up and print the documents from their home or office rather than having to come into the County Clerk's office and have staff search the archives. Microfilm versions of these documents will continue to be maintained by the County. Suarez moved approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Moffitt absent. 11. COUNTY CLERK/REGISTER OF DEEDS - ESTABLISHMENT OF OAKLAND COUNTY CLERK AS PASSPORT ACCEPTANCE FACILITY AND SETTING FEE FOR PHOTOGRAPHIC SERVICES The U.S. Department of State, Passport Agency, has certified the Clerk/Register of Deeds as a Passport Acceptance Facility. The Clerk is requesting aut horization to establish services as a Passport Acceptance Facility and to receive fees for service as authorized by federal statute, currently $30.00 per new application. The Clerk will also provide photographic services for the purpose of producing passpo rt photographs and concealed weapon permit application photographs for a fee of $10.00 per photograph. These actions are anticipated to result in increased revenue. Associated costs for this program are covered by the Clerk's existing budget. Mr. Millard explained that this service would allow individuals the convenience of obtaining both their birth certificate and photo at one location, rather than having to make a second trip to purchase a photo elsewhere. The Clerk is hoping to begin offering this s ervice on June 1. The camera and printer cost of $1,100 was provided by the Clerk's equipment fund. This camera has the ability to take the necessary passport-size photo, as well as to produce the required identification card photos for concealed weapons permits. Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Moffitt absent. 13. PARKS AND RECREATION/ADMINISTRATION - CREATION OF NEW CLASSIFICATION TITLED CHIEF - PARK OPERATIONS AND RECLASSIFICATION ONE POSITION Parks and Recreation is requesting the downward reclassification of the Assistant Administrator -Parks & Technical Support position, grade 17, to create a new classification titled Chief -Park Operations, Grade 15. The Assistant Administrator position was vacated as a result of the Early Incentive Retirement Program. The Chief-Park Operations would be responsible for park operations and budget oversight. Additionally, Parks and Recreation would like to reassign the Technical Support unit and 17 positions from Recreation to Administration/Design and Development. These actions will result in savings to the Parks and Recreation Operating Fund of $6,836 for FY 2003 and annual savings thereafter of $22,21 7. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Moffitt absent. 14. MR #03108 - COUNTY EXECUTIVE - FUNDING FOR TRAFFIC IMPROVEMENT ASSOCIATION TO CORRECT MICHIGAN STATE POLICE CRASH DATA FOR SAFETY CONSTRUCTION IN OAKLAND COUNTY FINANCE COMMITTEE Page 5 May 15, 2003 The County Executive is requesting that the Board of Commissioners authorize the administration to enter into a contract with the Traffic Improvement Association (TIA), i n an amount not to exceed $15,000, to correct calendar year 2002 and beyond crash data, subject to approval by the County's Corporation Counsel. For the past thirty -five years, the TIA has performed analysis of traffic data on more than 1,300 intersections and 2,500 road segments in Oakland County, contributing to Oakland County having the lowest traffic fatality rate in Michigan and one of the lowest in the nation. In 1999, in response to the Y2K problem, the Michigan State Police (MSP) implemented a ne w computer capture system for crash data, that has denigrated the accuracy of the data captured since that time. TIA has responded to the situation by providing funding from its own fund equity to correct this crash data. However, TIA can no longer continue to maintain this level of funding and is seeking a longer -term solution to provide accurate data for Oakland County. TIA is proposing to acquire equipment, at approximately $50,000, with operating costs of $40,000, to cleanse this data and to provide accurate data in the future. The Road Commission is providing $25,000 and SEMCOG $9,000 towards this solution. Mr. Cardimen stated that the MSP system captures only 74% of the crash data previously captured and that this problem may not be corrected fo r 2-3 years. For the past several years, TIA has manually corrected this data. The system TIA is proposing to acquire is designed for 100% capture. The State has a responsibility to provide total accident and total fatality data to the federal government. The data used by TIA is of greater detail and is also utilized by the Secretary of State, MDOT and other organizations for analysis purposes. This crash data has been instrumental in implementing many changes to problem areas, such as 12 Mile and Beck Ro ad and the pending correction of the Williams Lake Road and M -59 intersection. Mr. Cardimen noted that AAA of Michigan provides considerable support to TIA and that he would be approaching the insurance institute to ask for additional support. Middleton moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Moffitt absent. 15. MR #03109 - DEPARTMENT OF INFORMATION TECHNOLOGY - INTERLOCAL AGREEMENT BETWEEN OAKLAND CO UNTY AND THE CITY OF NOVI FOR THE FIRE RECORDS MANAGEMENT SYSTEM Consistent with MR #02045, which authorized the execution of Interlocal Agreements with certain municipalities to participate in the County's Fire Records Management (FRM) System, the Depart ment of Information Technology is now seeking authorization to contract with the City of Novi to provide this service. Ms. Prosyniuk explained that Novi currently has two software licenses but will need four. Therefore, Information Technology is also ask ing to purchase a block of five licenses. Those remaining three licenses will be used for other fire departments submitting requests to join the FRM System. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Moffitt absent. 16. MR #03112 - DEPARTMENT OF INFORMATION TECHNOLOGY - SECOND QUARTER 2003 DEVELOPMENT APPROPRIATION TRANSFER Information Technology is requesting authorization to appropriate and charg e second quarter 2003 development costs to benefiting departments. Charges are $1,082,957.24 for data processing development and $66,223.00 for imaging development. Direct charges to Special Revenue and Proprietary fund departments are $76,102.00, with n o charge this quarter to non -county agencies. FINANCE COMMITTEE Page 6 May 15, 2003 Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote with Moffitt absent. 17. MR #03097 - BOARD OF COMMISSIONERS - CHANGE IN BOARD MEETING SCHEDULE TO ENCOURAGE GREATER PUBLIC INPUT Commissioner Coulter has introduced a resolution to amend the 2003 Board of Commissioners' Rules to require that the first Board meeting of each month be held on the second Thursday of each month, or as established by the Board of Commissioners, at 7:00 p.m. for the convenience of the public. Mr. Coulter explained that this proposal was to provide an additional opportunity for citizens to participate and provide input. He indicated that sev eral other counties, including St. Clair, Livingston, Monroe and Macomb, had implemented an evening schedule. Based on the estimated number of staff needed to support this function, a cost estimate of $14,000 was provided to committee. Suarez moved to report to recommend approval of the suggested resolution. Supported by Zack. Discussion followed. It was indicated that the Board Rules currently allow for meetings of the Board to be adjourned to the call of the chair. While there is a set calendar if meeting dates, this language allows for special meetings to be set as needed or for regular meetings to be rescheduled. Mr. Palmer stated that access to commissioners to allow for public input is provided through publication of their phone numbers, e mail addresses, etc. and that the majority of work takes place in the committee meetings, which are also open to the public. Mr. Crawford stated that Public Services Committee meetings have been held at local community offices on several occasions to allo w for greater public access. He also noted that he is strongly in favor of taping the Board's meetings for distribution to cable consortiums. Ms. Zack suggested that this item be postponed until the next regular Finance Committee meeting on June 5 to allow the media to address this topic. Supported by Suarez. Roll Call on postponement: Ayes: Gregory, Middleton, Suarez, Zack Nays: Patterson, Crawford, Webster, Palmer, Moss Absent: Moffitt Motion failed. Roll Call on the main motion: Ayes: Suarez, Zack, Gregory Nays: Crawford, Webster, Middleton, Palmer, Patterson, Moffitt, Moss Motion failed. 7. PRICEWATERHOUSE COOPERS PRESENTATION ON FY 2002 COUNTY FINANCIAL INDEPENDENT AUDIT On behalf of Pricewaterhouse Coopers, Messrs. Burks, Buckley and Davidson presented the completed Financial Statement Audit for the Fiscal Year Ended September 30, 2002. Mr. Burks FINANCE COMMITTEE Page 7 May 15, 2003 summarized the contents of the document. He stated that the Auditors have issued an unqualified, clean opinion for Oakland County for FY 2002. No letter of findings has been issued. Suarez moved to receive and file the Financial Statement Audit for Fiscal Year Ended September 30, 2002. Supported by Palmer. Motion carried on a voice vote. COMMUNICATIONS A. Notice Re: Request to Re voke Industrial Facility Exemption Certificate No. 1998 -431 (Personal Property) - Performance Plastics, Inc., Highland Township, Oakland County B. Prosecuting Attorney - FY 2004 Crime Victims Services Grant Application C. Oakland County Parks and Recreat ion (OCPRA) - Independence Oaks Trail Camp Ground Improvement - Hess Charitable Trust - Application Moffitt moved to receive and file Communications A -C. Supported by Crawford. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Consensus Revenue Estimating Material from the House Appropriations Committee was distributed. Ms. Van Pelt indicated that the legislature is expected to work through the summer on the State budget. There is discussion regarding utilizing this year's fund balance to address the $92,000,000 revenue shortfall for School Aid Funding and to delay the personal income tax reduction. Ms. Van Pelt directed the committee's attention to the State of Michigan Economic Revenue and Forecast material, graphs 33 and 34. An overlay of this information was requested. There being no other business to come before the committee, the meeting was adjourned at 10:54 a.m. ________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.