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HomeMy WebLinkAboutMinutes - 2003.08.28 - 35837CHUCK MOSS Chairperson DAVID L. MOFFITT Vice Chairperson VINCENT GREGORY Minority Vice Chairperson August 28, 2003 Chairperson Moss called the meeting of th e Finance Committee to order at 9:00 a.m., in the Board of Commissioners' Committee Room A, Commissioners' Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT : Chuck Moss, Chair; David L. Moffitt, Vice Chair; Vincent Gregory, Minorit y Vice Chair; Charles Palmer; William Patterson; Hugh D. Crawford; Peter Webster; Thomas Middleton; George Suarez; Helaine Zack. COMMITTEE MEMBERS ABSENT: None. OTHERS PRESENT : AVIATION Karl Randall, Manager CIRCUIT COURT Lisa Langton, Family Division Administrator CLERK/REGISTER OF DEEDS William Caddell, Clerk/Register Frank Millard, Deputy Clerk/Register EXECUTIVE OFFICE Doug Williams, Deputy Executive Robert Daddow, Assistant Deputy Executive FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Prentiss Malone, Analyst Michael Pholod, Analyst HUMAN RESOURCES Ed Poisson, Director Jennifer Mason, Supervisor INFORMATION TECHNOLOGY Phil Bertolini, Director MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director PARKS & RECREATION Dan Stencil, Operations Administrator PURCHASING Joe Hylla, Purchasing SHERIFF Michael McCabe, Undersheriff TREASURER Pat Dohany, Treasurer BOARD OF COMMISSIONERS Tom McMillin, District #11 Sue Ann Douglas, District #12 James VanLeuven, Administrative Director Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Zack moved approval of the minutes of August 7, 2003, as printed. Supported by Moffitt. Motion carried on a voice vote. PUBLIC COMMENT 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 28, 2003 Mr. McMillin asked that the Finance Committee consider reducing the Board of Commissioners' travel and conference budget by half du ring the budget review portion of the agenda. 5. CONTINGENCY REPORT No items on today's agenda will impact the current Contingency Fund Balance of $354,450. Royal Oak Township is current on its Law Enforcement Contract payments except for current Contr act Billing #14 of $39,355.35. Royal Oak Township has indicated that the check was mailed and the Administration is in the process of investigating. Patterson moved to receive and file the Contingency Report dated August 22, 2003. Supported by Crawford. Motion carried on a voice vote. CONSENT AGENDA 6a. MR #03231 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE TOWNSHIP OF GROVELAND - FISCAL YEAR 2003 ALLOCATION Groveland Township is requesting reimbursement of its FY 2003 $6,896.91 West Ni le Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6b. MR #03230 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE TOWNSHIP OF ADDISON - FISCAL YEAR 2003 ALLOCATION Addison Township is request ing reimbursement of its FY 2003 $6,826.39 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat 6c. MR #03232 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF BRANDON - FISCAL YEAR 2003 ALLOCATION Brandon Township is requesting reimbursement of its FY 2003 $8,976.34 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6d. MR #03217 - WEST NILE VIRUS FUND REIMBUR SEMENT FOR PROJECT IN THE TOWNSHIP OF SPRINGFIELD - FISCAL YEAR 2003 ALLOCATION Springfield Township is requesting reimbursement of its FY 2003 $9,238.32 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6e. MR #03218 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE TOWNSHIP OF HIGHLAND - FISCAL YEAR 2003 ALLOCATION Highland Township is requesting reimbursement of its FY 2003 $11,005.62 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6f. MR #03228 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF OAKLAND - FISCAL YEAR 2003 ALLOCATION Oakland Township is requesting reimbursement of its FY 2003 $9,1 58.54 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6g. MR #03227 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF ORION - FISCAL YEAR 2003 ALLOCATION Orion Township is requesting reimbursement of its FY 2003 $14,431.36 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6h. MR #03226 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF WIXOM - FISCAL YEAR 2003 ALLOCATION Wixom is requesting reimbursement of its FY 2003 $5,454.57 West Nile Virus Fund allocation for FINANCE COMMITTEE Page 3 August 28, 2003 expenses incurred in the City's efforts to eradicate mosquito habitat. 6i. MR #03215 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF NORTHVILLE - FISCAL YEAR 2003 ALLOCATION Northville is requesting reimbursement of its FY 2003 $1,191.09 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 6J. MR #03222 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF PONTIAC - FISCAL YEAR 2003 ALLOCATION Pontiac is requesting reimbursement of its FY 2003 $23,628.15 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosqu ito habitat. 6k. MR #03213 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF ROCHESTER - FISCAL YEAR 2003 ALLOCATION Rochester is requesting reimbursement of its FY 2003 $3,813.64 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 6l. MR #03212 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF AUBURN HILLS - FISCAL YEAR 2003 ALLOCATION Auburn Hills is requesting reimbursement of its FY 2003 $8,523.53 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 6m. MR #03223 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF WEST BLOOMFIELD - FISCAL YEAR 2003 ALLOCATION West Bloomfield Township is requesting reimbursement of its FY 2003 $24,677.91 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6n. MR #03225 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF SOUTHFIELD - FISCAL YEAR 2003 ALLOCATION Southfield is requesting reimbursement of its FY 2003 $28,199.47 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 6o. MR #03224 - WEST NILE VIRUS FUND REIMBURSEM ENT FOR PROJECT IN THE CHARTER TOWNSHIP OF ROYAL OAK - FISCAL YEAR 2003 ALLOCATION Royal Oak Township is requesting reimbursement of its FY 2003 $1,803.87 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6p. MR #03221 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF MADISON HEIGHTS - FISCAL YEAR 2003 ALLOCATION Madison Heights is requesting reimbursement of its FY 2003 $10,744.01 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 7. MR #03220 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF MILFORD - FISCAL YEAR 2003 ALLOCATION Milford Township is requesting reimbursement of its FY 2003 $39,164.29 Environmental Infrastructure Fund allocation for expenses related to the Wastewater Treatment Plant and Collection System, Storm Water Management and Landfill Monitoring Wells. Gregory moved approval of the attached suggested Fiscal Note s for Consent Agenda Items 6a- 7. Supported by Zack Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 4 August 28, 2003 REGULAR AGENDA 8. MR #03210 - CIRCUIT COURT/FAMILY DIVISION - OAKLAND COUNTY CHILD CARE FUND BUDGET 2003-2004 The Circuit Court/Family Division is re questing authorization to submit its 2003 -2004 Oakland County Child Care Fund Budget to the Bureau of Juvenile Justice's Child Care Fund Division, Family Independence Agency. This action is required annually under Public Act 280 of 1975. The application reflects $25,030,322 in gross expenditures and $4,599,237 in offsetting revenue, leaving a $20,431,085 net expenditure to be shared 50/50 by the State and County. Figures are estimates based on current data. Middleton moved approval of the attached s uggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 9. MR #03211 - CIRCUIT COURT - 2004 JUDICIAL AND CASE ASSIGNMENTS IN THE SIXTH JUDICIAL CIRCUIT COURT Circuit Court is requesting that $41,300 be appropriated to provide for an estimated 400 hours of Information Technology (IT) systems development support to implement the State Court Administrative Office's (SCAO) Family Court Plan for Oakland County. The SCAO's new plan for the Family Division will eliminate c ross-assignment between benches. New chief judges will be seated, requiring reassignment of dockets and Personal Protection Orders and Mental Health cases will be restructured. Mr. Moss asked if it would be necessary to appropriate funding every time ch ief judges were selected. Ms. Langton explained that since judges have to serve in family court for six years they are hoping there will be no changes until 2009, at which time there will be 2 -3 vacancies on the Circuit Court bench. These seats will be d esignated for family court. Mr. Bertolini explained that IT was attempting to utilize existing code for this project but is working with Circuit Court to determine how to make these changes easier to implement in the future. Patterson moved approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 10. COUNTY TREASURER - RESOLUTION TO AUTHORIZE OAKLAND COUNTY SEWAGE DISPOSAL AND WATER SUPPLY REFUNDING BONDS (CITY OF ORCHARD LAKE VILLAGE SYSTEM), SERIES 2003 The County Treasurer is requesting authorization to refund outstanding City of Orchard Lake Village System Water Supply Bonds of $1,475,000 and Sewage Disposal Bonds of $1,395,000, Series 1993, dated March 1, 1993, maturing in years 2004 - 2012. Based on prevailing market interest rates of early July, net savings were anticipated to be in excess of $300,000. Mr. Dohany explained that the process to refund these bonds began prior to interest rates going back up and that the Treasurer wo uld not pursue refunding until the rates came back down. Palmer moved approval of the attached suggested Resolution. Supported by Suarez. Motion carried unanimously on a roll call vote with Moffitt absent. FINANCE COMMITTEE Page 5 August 28, 2003 11. CENTRAL SERVICES - OAKLAND/TROY AIRP ORT 2003 GRANT PROGRAM ACCEPTANCE - PRELIMINARY AND FINAL DESIGN FOR DETENTION BASIN MODIFICATION - CONTRACT NO. 2003 -0600 Oakland County Oakland/Troy Airport is requesting acceptance of a Michigan Department of Transportation Grant for federal funds of $5 8,500 and State funds of $3,250, requiring a County Match of $3,250, to be provided by the Airport Fund. Funds will be used for preliminary and final design work for detention basin modifications. Palmer moved approval of the attached suggested Fiscal No te. Supported by Crawford. Motion carried unanimously on a roll call vote. 12. COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - PERFORMANCE GRANT AGREEMENT FOR FY 2003 ACCEPTANCE The State of Michigan has awarded Emergency Response and Preparedness (ERP) an Emergency Management Performance/FEMA Grant of $47,313. Funding will be used to offset the ERP manager's salary and fringe benefits. The remaining 49% of funding, required from non -federal sources, is already included in the budget. Palmer moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote. 13. TRI-PARTY PROGRAM FUNDING, MAINTENANCE AND DISBURSEMENT POLICY The Auditing Division has completed its charge to re view the Tri-Party Program and make recommendations regarding the Program scope and guidelines and is recommending adoption of the attached suggested resolution, policies and procedures. The General Appropriations Act will be amended, as outlined in the resolution, to reflect these changes. Middleton moved approval of the attached suggested Resolution. Supported by Suarez. Motion carried unanimously on a roll call vote. 14. AUDIT SUBCOMMITTEE REPORT - OAKLAND COUNTY LITTLE OAKS CHILDCARE FACILITY The Audit Division's findings regarding the child care facility were included in the agenda packet. Mr. Poisson explained that the Administration is pursuing a far more active marketing program to obtain full enrollment for the facility and is also working with the Purchasing Division to control supply costs. Higher tuition fees for non-county participants could be implemented but the Administration is focusing more on getting county employees to use the facility. Ms. Zack asked if the pricing was comp etitive in this market and questioned whether the County should be competing to provide this service, particularly with the county having to subsidize its use. She suggested the County consider offering this service through its benefits cafeteria plan. Mr. Poisson noted that prior to opening the facility, a survey was performed which showed that charges to users were competitive. In today's market, the pre -Kindergarten section is being lost to schools that have implemented their own programs. Mr. Moffitt stated he did not believe the issue of childcare would affect employee retention. He asked whether building costs were factored into the subsidy. Mr. Palmer asked to be provided with the actual yearly cost to maintain and operate the program and the FINANCE COMMITTEE Page 6 August 28, 2003 facility. He indicated he was not in favor of subsidizing the facility's users. Mr. Poisson indicated that the cost to build the facility was not factored into the subsidy, just the operating costs. He indicated that he would bring back the information requested by Mr. Palmer when the final proposal was brought forward for consideration. Mr. Middleton explained that they were looking at having a two -tier system for County employees and non- county employees using the facility. Ms. Van Pelt stated that the facility cost issue was addressed when the center was first approved. She noted that MSU extension and Probation employees are state employees but are with Oakland County programs. Mr. Moss stated that he would like to see this contract bid out for the 2004-2005 school year. Gregory moved to accept the Auditing Division's written response to the Audit Subcommittee's request to address concerns regarding Little Oaks. Supported by Suarez. Motion carried on a voice vote. 15. DEPARTMENT OF MANAGEME NT AND BUDGET - FISCAL YEAR 2003 THIRD QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS This item was distributed to commissioners. Mr. Soave explained that page 25 provided a summary of FY 03 Third Quarter General Fund/General Purpose Revenue and Expendi tures by Department, with a favorable amount of $13,357,859.97. This favorability will be used to reimburse $11.6 million in General Fund, fund balance that was used during FY 03. Additionally, of the $12.3 million Budget Transition fund, $8.1 million was used to balance the FY 04 and 05 budgets. Mr. Soave asked that the committee carry this item forward to allow for review. Crawford moved to postpone this item until the next regular meeting of the Finance Committee (September 11). Supported by Zack. Motion carried on a voice vote. COMMUNICATIONS A. Oakland County Sheriff's Department, Prosecutor's Office, Children's Village, Community Corrections FY 2003 Local Law Enforcement Block Grant (Application) B. Circuit Court/Friend of the Court FY 2004 - Cooperative Reimbursement Contract Application C. Department of Information Technology - CLEMIS Financial Statements - June 2003 D. Prosecuting Attorney - FY 2004 Cooperative Reimbursement - Michigan Family Independence Agency E. Auburn Hills Notice of Hearing for Ind ustrial Facilities Exemption Certificate for Louca Mold Machining, Inc. Crawford moved to receive and file Communication Item A and C. Supported by Middleton. Motion carried on a voice vote. Regarding Item B, Mr. Webster asked if Corporation Counse l's concerns about the Service FINANCE COMMITTEE Page 7 August 28, 2003 Level Agreement were being addressed. Mr. Bertolini explained that this document was originally included at the request of the County to explain how system changes would be handled. The State no longer wants to reference th is document so the County is requesting that it be pulled from the application until this issue can be worked out. Verbal Update on the August 14, 2003, Power Failure (U.S./Canada Blackout) Mr. Poisson reported that on August 14, at 4:15 p.m., power to C ounty facilities failed. At 6:30 p.m. the County Executive declared a state of emergency. At 12:30 a.m. the Executive made the decision to close the facilities, which were determined to be unsafe, except for 24/7 operations, which have backup power. Empl oyee pay was decided based on status. Those who reported to 24/7 facilities were paid time and one half. Salaried employees who came in were paid as usual. Those previously scheduled for leave on August 15 were required to claim it for payroll. A policy is being drafted and will be brought forth to address these types of situations through the Merit System Rules. Mr. Caddell reported that both he and Mr. Millard came in to make sure everything in the Clerk's Office was unplugged. Citizens needing their marriage licenses were given directions on how to enter the building. Mr. Millard delivered licenses to those they could not reach over the phone. Mr. Caddell noted that he had received several staff complaints about not having received notice of the fac ilities being closed. Regarding Item E, Mr. Webster asked what the fiscal implications are to the County to provide abatements. Ms. Van Pelt indicated she would get this information for Mr. Webster. Patterson moved to receive and file Communications B , D and E and to accept Mr. Poisson's and Mr. Caddell's verbal reports on the power failure. Supported by Suarez. Motion carried on a voice vote. THE COMMITTEE RECESSED FROM 10:10 A.M. - 10:22 A.M. OTHER BUSINESS BUDGET HEARINGS FY 2004 Special P rojects The County Executive's proposed FY 2004 Special Projects Budget includes a total of 16 projects for $325,000. A list of the projects was distributed to the committee. The Planning & Building Committee is reporting to recommend approval of the project list and budget. Palmer moved to concur with the recommendation of the County Executive for the FY 2004 Special Projects Budget. Supported by Gregory. Motion carried on a roll call vote with Patterson absent. FINANCE COMMITTEE Page 8 August 28, 2003 Summary of Finance Committee Amendments Section C - Finance Committee Recommended Amendments This list includes items that the Finance Committee carried forward or proposed adding to the budget for final consideration during today's budget wrap -up session. Mr. Webster stated he would like to add to the Finance Committee Amendment list $20,000 to support one position for the Prosecutor's Domestic Violence Program. He explained that the grant dollars have decreased and the General Fund has picked up a greater portion of funding for this p osition. HAVEN has also been providing $20,000 towards this position. Ms. Douglas stated that this action would allow HAVEN to use this $20,000 for its S.T.A.R.T. program. Webster moved to include an additional amendment of $20,000 to support one posit ion for the Prosecutor's Domestic Violence program. Supported by Gregory. Motion carried on a voice vote. Mr. Crawford stated that he would like to provide funding to allow for cable -casting of taped commission meetings. Mr. Palmer explained that funds previously budgeted under Designated Fund Balance - BOC Special Projects could be used for this purpose. Ms. Zack asked if amendment #4, for $4,000, would provide enough overtime funding for Board of Commissioners' night meetings. Mr. VanLeuven indicated that earlier estimates were based on a proposed resolution that required one night meeting a month. The $4,000 should be enough to cover an occasional night meeting. For amendment #5, Mr. Stencil provided a verbal explanation of the Oakland County 4H Fair Board and the Oakland County Parks and Recreation Department proposal to develop a state of the art equestrian center at Springfield Oaks. He explained that Oakland County has the largest horse population in the state, with 30% of the state's eque strian population located within a one -hour drive of Springfield Oaks. There currently are no public horse show facilities in Oakland County. The proposal would provide a potential revenue-producing facility for the County. Mr. Middleton explained that the County sold its Perry Street property (old 4H Fair Grounds) in Pontiac for $600,000 this spring. MR #3623, of April 12, 1960, was adopted with the intent to sell the property at that time. The resolution indicated that 4H would move out to Davisbu rg, Springfield Oaks, and that they would be provided with duplicate facilities. Mr. Palmer and Mr. Middleton asked to have item #5 removed from the list with the understanding that it will be brought back at a later date with more information. Mr. Crawford stated that he agreed this could be a revenue -producing project for the county but voiced his concerns that by not taking up this issue now during the FY 04 budget review, it may be put off later until FY 05 budget hearings. Mr. Moss indicated that since this proposal will not be part of the FY 2004 budget, it will have to go through FINANCE COMMITTEE Page 9 August 28, 2003 the committee process. Palmer moved to recommend approval of the Finance Committee Amendment List, Section C, less item #3 (moving the Library Board from the Board of Commissioners to the Department of Public Services) and item #5, and with the addition of item #7 to add $20,000 towards the funding of one position for the Prosecutor's Domestic Violence Program. Supported by Middleton. Motion carried unanimously on a roll call vote. Section B - Personnel Committee Recommended Amendments Mr. Soave reported that the Personnel Committee was in concurrence with the County Executive's Recommended budget and the list of amendments, therefore, no Personnel Committee amendme nts were listed under Section B. Middleton moved to accept the information on the Personnel Committee's actions. Supported by Palmer. Motion carried on a voice vote. Section D - Additional County Executive Recommended Amendments Fiscal Services sta ff explained that amendments 5a - 56 were actions to balance the FY 05 budget and are the first steps in weaning County operations from State Revenue Sharing. In the future, these funds will only be used for capital improvements and other one -time projects. Approval of the FY 04 -05 budget will leave a balance of $4.3 million in the Budget Transition Fund. Should the State's January revenue estimating conference leave the County with less revenue sharing than anticipated, these funds will be used to cover that decrease. Patterson moved to approve Section D of the Finance Committee Amendment list. Supported by Suarez. Motion carried unanimously on a roll call vote. Section A - Amendments Made Pursuant to Adoption / by Separate Resolution This section is a list of resolutions approved by the Board of Commissioners since the County Executive's Recommended Budget was released. Although these costs are included in the FY 04 -05 budget, formal action by the Finance Committee is required to officially br ing these changes into the recommended budget. Palmer moved to approve Section A of the Finance Committee Amendment list. Supported by Suarez. Motion carried unanimously on a roll call vote. Patterson moved to recommend approval of the County Executiv e's Recommended Budget for Fiscal Years 2004 and 2005, as amended. Supported by Suarez. Motion carried unanimously on a roll call vote. Authorization for Public Notice and Public Hearing Palmer moved to set the public hearing, for September 18, 2003, a t 10:00 a.m., and to publish FINANCE COMMITTEE Page 10 August 28, 2003 notice for the County Executive's Recommended Budget for Fiscal Years 2004 and 2005, as amended. Supported by Suarez. Motion carried unanimously on a roll call vote. ADJOURNMENT There being no other business to come before t he committee, the meeting was adjourned at 11:13 a.m. ________________________ _______________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.