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HomeMy WebLinkAboutMinutes - 2003.08.07 - 35831CHUCK MOSS Chairperson DAVID L. MOFFITT Vice Chairperson VINCENT GREGORY Minority Vice Chairperson August 7, 2003 Chairperson Moss called the meeting of the Finance 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 Chair; Charles Palmer; William Patterson; Hugh D. Crawford; Peter Webster; Thomas Middleton; George Suarez; Helaine Zack. COMMITTEE MEMBERS ABSENT WITH NOTICE: George Suarez. OTHERS PRESENT : CIRCUIT COURT Kevin Oeffner, Administrator CLERK/REGISTER OF DEEDS William Caddell, Clerk/Register Larry Mitchell, Deputy Clerk/Register COMMUNITY CORRECTIONS Barb Hankey, Manager Bob Gatt, Chief EXECUTIVE OFFICE Robert Daddow, Assistant Deputy Executive DRAIN COMMISSIONER Philip Sanzica, Chief Engineer Lee Lease, Accountant FACILITIES MANAGEMENT Dave Ross, Director Paul Hunter, Manager, Engineering Dick Johnston, Manager, Maintenance & Operations FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Lynn Sonkiss, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Holly Conforti, Supervisor Michael Pholod, Analyst FRIEND OF THE COURT Suzanne Hollyer, Friend of the Court HUMAN RESOURCES Ed Poisson, Deputy Director Nancy Scarlet, Manager INFORMATION TECHNOLOGY Phil Bertolini, Director Jan McKenna, Supervisor MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director MEDICAL EXAMINER Bob Gerds, Administrator PUBLIC SERVICES Michael Zehnder, Director SHERIFF Michael McCabe, Captain/Chief of Staff Dale Cunningham, Business Manager BOARD OF COMMISSIONERS James VanLeuven, Administrative Director Sheryl Mitchell, Analyst OTHERS PRESENT 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 August 7, 2003 BOARD OF COMMISSIONERS Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Palmer moved approval of the minutes of July 24, 2003, as printed. Supported by Webster. Motion carried on a voice vote. PUBLIC COMMENT: No public comment. 5. CONTINGENCY REPORT The current Contingency Fund Balance of $349,450 will be increased $5,000 by Item #13. Mr. Soave reported that Royal Oak Township has paid off the arrearage on its Sheriff's Law Enforcement Contract. Palmer moved to receive and file the Contingency Report dated July 31, 2003. Supported by Webster. Motion carried on a voice vote. CONSENT AGENDA 6a. MR #03196 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE TOWNSHIP OF ROSE - FISCAL YEAR 2003 ALLOCATION Rose Township is requesting reimbursement of its FY 2003 $6,927.97 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6b. MR #03197 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE VILLAGE OF HOLLY - FISCAL YEAR 2003 ALLOCATION Holly is requesting reimbursement of its FY 2003 $2,346.03 West Nile Virus Fund allocation for expenses incurred in the Village's efforts to eradicate mosquito habitat 6c. MR #03195 - WEST NILE VIRUS FUND REIMBURSEMENT FOR P ROJECT IN THE CITY OF FARMINGTON - FISCAL YEAR 2003 ALLOCATION Farmington is requesting reimbursement of its FY 2003 $3,641.00 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 6d. MR #03194 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF FARMINGTON HILLS - FISCAL YEAR 2003 ALLOCATION Farmington Hills is requesting reimbursement of its FY 2003 $30,373.51 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 6e. MR #03202 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE VILLAGE OF FRANKLIN - FISCAL YEAR 2003 ALLOCATION Franklin is requesting reimbursement of its FY 2003 $1,290.18 West Nile Virus Fund allocation for expenses incurred in the Village's efforts to eradicate mosquito habitat. 6f. MR #03201 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE VILLAGE OF BEVERLY HILLS - FISCAL YEAR 2003 ALLOCATION Beverly Hills is requesting reimbursement of its FY 2003 $3,834.09 West Nile Virus Fund allocation FINANCE COMMITTEE Page 3 August 7, 2003 for expenses incurred in the Village's efforts to eradicate mosquito habitat. 6g. MR #03199 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF PLEASANT RIDGE - FISCAL YEAR 2003 ALLOCATION Pleasant Ridge is requesting reimbursement of its FY 2003 $893.33 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 7. MR #03193 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF KEEGO HARBOR - FISCAL YEAR 199, 2000, 2001, 2002 AND 2003 ALLOCATION Keego Harbor is requesting reimbursement of its 1999, 2000, 2001, 2002 and 2003 annual $10,590.04 Environmental Infrastructure Fund allocation for expenses directly related to storm water management. 8a. CENTRAL SERVICES - OAKLAND COUNTY INTERNATIONAL AIRPORT - 2003 GRANT PROGRAM ACCEPTANCE - AIRCRAFT RESCUE FIRE FIGHTING (ARFF) TRAINING Oakland County Aviation has received a $4,000 Michigan Department of Transportation Grant for development and improvement of the Oakland County International Airport. These funds will be used for aircraft rescue and fire fighting training through the Kellogg Community College using the mobile fire training unit owned by MDOT -Bureau of Aeronautics. 8b. CENTRAL SERVICES - OAKLAND COUNTY AIRPORTS - 2003 GRANT PROGRAM ACCEPTANCE - AIRPORT CRACK SEALING CONTRACT NO. 2003 -0471 - CONTRACT NO. 2003-0472 - CONTRACT NO. 2003-0473 Oakland County Aviation has received $9,500 in grant funding from the Michigan Depart ment of Transportation ($2,000 for Oakland/Troy Airport, $3,750 for Oakland/Southwest Airport and $3,750 for Oakland County International Airport). The 50% match of $9,500 will be taken from the Airport Fund. Funding will be used for crack sealing projec ts at all three airports. 8c. CENTRAL SERVICES - OAKLAND COUNTY AIRPORTS - 2003 GRANT PROGRAM ACCEPTANCE - AIRPORT PAVEMENT MARKING CONTRACT NO. 2003 -0451 - CONTRACT NO. 2003-0452 - CONTRACT NO. 2003-0453 Oakland County Aviation has received $18,150 in M ichigan Department of Transportation Grant funding ($1,600 for Oakland/Troy Airport, $1,550 for Oakland/Southwest Airport and $15,000 for Oakland County International Airport). The 50% match of $18,150 will be taken from the Airport Fund. Funding will be used for pavement marking at each airport. Crawford moved approval of the attached suggested Fiscal Notes for Consent Agenda Items 6a. - 8c. Supported by Zack. Motion carried unanimously on a roll call vote with Suarez and Moffitt absent. REGULAR AGENDA 9. MR #03188 - SHERIFF'S DEPARTMENT - PERSONNEL CHANGES TO MEET 50% REDUCTION REQUIREMENT IN COST OF POSITIONS VACATED THROUGH INCENTIVE PROGRAM FOR RETIREMENT AND REORGANIZATIONS The Sheriff is requesting authorization to make personnel changes t o complete its 50% reduction goal for positions vacated through the Incentive Program for Retirement. The Sheriff's total cost reduction goal was $210,419. MR #03043 allowed for position changes resulting in savings of $152,084, leaving a balance of $58,335. To complete this task, the Sheriff is proposing to delete one Inmate Substance Abuse Supervisor, one Lieutenant and one Captain/Chief of Staff. The Sheriff is also proposing to create two Major positions. These actions will result in additional savi ngs of $103,528. FINANCE COMMITTEE Page 4 August 7, 2003 Crawford moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Suarez and Moffitt absent. 10. MR #03189 - SHERIFF'S DEPARTMENT - FIRE DISPATCH SERVICE FOR THE CHARTER TOWNSHIP OF SPRINGFIELD FOR 2003 -2007 The Sheriff is requesting authorization to contract with Springfield Township to provide fire dispatch services beginning August 15, 2003, and ending August 15, 2007. Contract rates are $1,718 for 2003, $14,020 for 2004, $14,650 for 2005, $15,300 for 2006 and $15,600 for 2007. Patterson moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Suarez and Moffitt absent. 11. MR #03190 - SHERIFF'S DEPARTMENT - EMERGENCY DISPATCH EQUIPMENT The Sheriff is requesting authorization to purchase two call taker stations and two computer aided dispatch stations and associated software to allow for more efficient operations of the dispatch center and to allow for the addition of future communities. The Sheriff functions as the Primary Public Safety Answering Point (PSAP) for many communities through dispatch contracts and is also the PSAP for North Oakland County 9 -1-1 calls. Currently over 400,000 calls a year are being dispatched and the number of 9 -1-1 calls continues to increase. Estimated capital equipment costs of $129,500, with a not to exceed of $130,000, are available in Designated Fund Balance. Annual maintenance of $4,310 and operating c osts will be budgeted for under a proposed consolidated PSAP plan that will be presented at a later date. Crawford moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Suarez and Moffitt absent. 12. DRAIN COMMISSIONER - EVERGREEN FARMINGTON SEWAGE DISPOSAL SYSTEM SEGMENT III - WALNUT LAKE PUMPING STATION RECONSTRUCTION PROJECT/FORCE MAIN AND REGULATOR PROJECT: $3,250,647 GRANT APPLICATION/ACCEPTANCE The Drain Commissioner is requesting acceptance of a $3,250,647 Federal grant reimbursement from Wayne County under the Rouge River National Wet Weather Demonstration Project. Funding will be used to offset project costs for two construction projects. Costs of $2,738,400 for the Walnut Lake Pumping Station will be offset by $1,078,716 in grant funds, with Bloomfield Township providing $381,727 and West Bloomfield Township providing $1,277,957 to complete the project. Costs of $7,145,600 for the Force Main and Regulator Constructio n project will be offset by $2,171,931 in grant funds, with the remaining $4,973,669 provided by the Evergreen Farmington Sewage Disposal System Enterprise Fund. These projects are being done under a Michigan Department of Environmental Quality abatement order to address sanitary sewage overflows resulting from storm water runoff which flow into the Evergreen -Farmington sewage Disposal System. Palmer moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Suarez and Moffitt absent. 13. DEPARTMENT OF MANAGEMENT AND BUDGET/ EQUALIZATION DIVISION - APPROVAL OF AMENDMENT 1 TO CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CHARTER TOWNSHIP OF WEST BLOOMFIELD Equalization is requesting authorization to amend its service contract with West Bloomfield Township to complete conversion of commercial and industrial files, at a cost not to exceed $5,000. The contract FINANCE COMMITTEE Page 5 August 7, 2003 expires June 30, 2004. Zack moved approval of the attached suggested Resolution. Supported by Patterson. Motion carried unanimously on a roll call vote with Suarez and Moffitt absent. 14. MR #03187 - DEPARTMENT OF PUBLIC SERVICES/MEDICAL EXAMINER DIVISION - SALARY INCREASE FOR CHIEF FORE NSIC TOXICOLOGIST - MEDICAL EXAMINER The Medical Examiner is requesting that the salary range for the Chief Forensic Toxicologist classification be increased 10% based on national salary surveys. This position was vacated as a result of the County's early retirement incentive program and it has been anticipated that difficulties will occur in recruiting candidates due to the limited number of individuals qualified for this type of work. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Suarez and Moffitt absent. 15. MR #03183 - DEPARTMENT OF INFORMATION TECHNOLOGY - ONGOING PROVISIONS FOR OVERTIME EXEMPT EMPLOYEES FOR SPECIFIC PURPOSES Information Technology is requesting authorization to continue the provision for IT overtime -exempt employees compensation for specific classifications who work beyond a 48 -hour workweek, at a straight time hourly rate. Mr. Bertolini reported that about 200 hours acros s 12 employees have been used at an estimated cost of $8,000 or about $600 per employee for 2003. Utilization of this provision has resulted in a savings of professional services contract dollars. Palmer moved approval of the attached suggested Fiscal N ote. Supported by Middleton. Motion carried unanimously on a roll call vote with Suarez absent. 16. MR #03184 - DEPARTMENT OF INFORMATION TECHNOLOGY - THIRD QUARTER 2003 DEVELOPMENT APPROPRIATION TRANSFER Information Technology is requesting authoriza tion to transfer 2003 third quarter development appropriations from the General Fund Non -Departmental IT Development account to the benefiting departments. Third quarter development charges are $1,180,920.00 for data processing, $88,411.00 for imaging development for General Fund/General Purpose departments and $146,034 for Special Revenue and Proprietary Fund Departments. Mr. Bertolini explained that a detailed breakdown of the billing for these services is provided to each user department or agency. Mr. Patterson recognized Mr. Bertolini's interview appearing in the Detroit Chamber magazine. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Suarez abse nt. COMMUNICATIONS A. Update on Early Retirement Incentive Program Savings FINANCE COMMITTEE Page 6 August 7, 2003 B. Federal Emergency Management Agency (FEMA) - Notice of Meeting Re: Funding to Produce Floor Insurance Rate Maps (FIRM) Countywide C. Isabella County Board of Commissioners - Resolution Re: Local Government Participation in State Purchasing Program for Pharmaceutical Drugs Palmer moved to receive and file Communication Item A -C. Supported by Gregory. Motion carried on a voice vote. THE COMMITTEE RECESSED FROM 9:25 A.M. - 9:32 A.M. OTHER BUSINESS BUDGET HEARINGS Summary of Finance Committee Amendments The Committee was provided with a draft summary of Finance Committee Amendments that will be considered at the August 28 budget wrap. Mr. Soave noted that Risk Management's requ ested Technical Assistant position would be included on the final list to determine a sunset date. Amendment to FY 2004/FY 2005 County Executive Recommended Budget for Grant Match Revised grant match information by Department and program was distributed. This information will also be included as part of the budget wrap. Equalization Division Report on Taxable Values Projections Mr. Hieber reviewed the Administration's latest projections, which indicate that the Headlee Rollback would impact Oakland County in 2006 for Fiscal Year 2007. These figures are based on assumptions pertaining to the County's taxable value and the Consumer Price Index. Community Corrections Ms. Hankey distributed figures on the County's Prison Commitment Rate and historical fu nding figures for the County's Community Corrections Program. She explained that the County's Prison Commitment rate has been consistently below the state average. The state is in need of prison beds and is now pushing the County to reduce its current com mitment rate of 21% to 16%. This change would require the County to house 200 additional felony offenders. Additionally, there are two and one -half positions vacant in Community Corrections due to a lack of funds. It will not be possible to fill these pos itions with the $6,000 increase recommended by the State for Fiscal Year (FY) 04. Mr. Daddow explained that if the County's prison commitment rate is reduced to 16%, it will cost the County $4 million to house the resulting 200 additional offenders. The County is in discussion with the City of Southfield to use its facility as a holding cell in collaboration with ongoing PSAP efforts. The new work release facility will provide 180 beds that will immediately help with jail overcrowding. However, these be ds will first be used to expedite the jail maintenance lock program. Mr. Daddow advised the committee that the Administration is continuing to look at data warehousing to provide greater efficiencies for the Courts in processing offenders. This effort includes a series of projects that the Administration will present to the Commissioners for funding consideration. Also, the Video Arraignment project should be completed next summer, which will also help in this respect. FINANCE COMMITTEE Page 7 August 7, 2003 Mr. Daddow also reviewed severa l other issues impacting the jail, including the number of mentally ill being housed at the jail and the Secretary of State's push to increase fines for driving without insurance. Ms. Hankey stated that if the County's commitment rate is not reduced to 1 6% there is a chance the State could reduce grant funding. Community Corrections' goal is to reduce its commitment rate another 2 percent. Mr. Webster asked that the statistical information provided by Community Corrections be redone for clarification and suggested that a resolution be drafted to consider with this information. This material can then be used to communicate with the State legislature. He also suggested inviting the State's Community Corrections Department director and grants coordinator in for discussion. Mr. Daddow noted that the Governor has restored Probation Residential Center funding to its original level of 94 beds. Information Technology Mr. VanLeuven requested an explanation of service charges, noting that total revenue does no t equal total expenditures and that the difference is depreciation. Ms. Conforti explained some of the line items and how they were charged to various operations. Ms. Van Pelt explained that a decision was made not to include depreciation in the rates f or recovery as revenue. Each year general fund dollars are designated to transfer to the IT fund to recover capital costs. Mr. Bertolini explained that the budget for software rental/lease purchases fluctuates annually depending on the amount of inventory, retirement and purchase of licenses and when a new fee is implemented. Depreciation on equipment is three years and for servers, three to five years depending on the original cost. Thin client servers and desktop units will be much less expensive than the equipment currently used by the County. Ms. Van Pelt stated that the Return on Investment (ROI) calculation for PeopleSoft will be ready by the end of the month. The Administration is ready to bring its proposal to the Board to fund the second part o f the conversion process. At Mr. VanLeuven's request, Mr. Daddow explained the CLEMIS program's depreciation budget. Mr. Webster asked if personnel requirements were considered when rolling out a new project and if this information could be included in the quarterly reports to the General Government Committee. Mr. Bertolini explained that the quarterly reports were reduced to executive summaries at the request of commissioners. The original format contained details on project planning. He indicated he would be happy to adjust the information contained in the report. Mr. Bertolini explained that personnel needs are a business issue for the user department. Staff resources can be included in the ROI process and adjusted as needs are determined. Bef ore a project goes forward, a ROI must be completed and submitted to the IT leadership group for consideration. @ccess Oakland revenue figures were provided to the committee. This information includes the amount of revenue sharing provided to each commu nity. Capital Improvement Program FINANCE COMMITTEE Page 8 August 7, 2003 The 2004-2008 Capital Improvement Program was provided for review. The Planning and Building Committee has reported to recommend that the Program be adopted. Mr. Ross noted that 87% of the projects are for law enforcem ent. He explained that the Capital Improvement Program (CIP) consists of a prioritized list of Building Projects that includes costs for siting, design and construction. The CIP is broken down into the categories of Projects, Future Projects and Utility, Roads and Parking Lot Projects. Previously approved projects, such as Oakland Schools, no longer appear on the list. Mr. Moffitt asked about the need for a new courthouse for the 52 -1 District Court , item #28. Mr. Ross explained that this project is listed under "Future Projects" and may not necessarily happen. At this time there is still room for one more court and staff. Mr. Palmer asked for information on item #2, the Communications Center. Mr. Ross stated that the current operation is house d in a 50-year old former school. Mr. Daddow explained that the County has been meeting with PSAP fire and police chiefs to discuss consolidation and centralization of the dispatch operation. Mr. Soave advised the committee that the Special Projects li st would be provided for review at the August 28 budget wrap. Mr. Moss asked to add to the Finance Committee amendment list the transfer of the Library Board function from the Board of Commissioners to the County Executive, Public Services Department. Ms. Van Pelt indicated the Executive would support the transfer of the Library Board back to the Public Services Department. Mr. Middleton asked to have funding for Board of Commissioners' evening meetings placed on the amendment list. Mr. Palmer indicated he would like to add to the amendment list funding for an Equestrian Center at Springfield Oaks. ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 11:35 a.m. ________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.