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HomeMy WebLinkAboutMinutes - 2003.09.25 - 35847CHUCK MOSS Chairperson DAVID L. MOFFITT Vice Chairperson VINCENT GREGORY Minority Vice Chairperson September 25, 2003 Chairperson Moss called the meeting of the 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, David L. Moffitt, Vincent Gregory, Charles Palmer, William Patterson, Hugh D. Crawford, Peter Webster, Thomas Middleton, George Suarez, Helaine Zack. COMMITTEE MEMBERS ABSENT: OTHERS PRESENT : CORPORATION COUNSEL Keith Lerminiaux, Deputy Counsel DRAIN COMMISSIONER John McCulloch, Drain Commissioner Kevin Larsen, Deputy Leo Lease FACILITIES ENGINEERING Paul Hunter, Engineer FACILITIES MAINTENANCE Dick Johnston, Manager FACILITIES MANAGEMENT Mike Hughson, Property Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor HUMAN RESOURCES Ed Poisson, Director MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director PURCHASING Jack Smith, Chief SHERIFF Dale Cunningham, Business Mana ger TREASURER Pat Dohany, Treasurer BOARD OF COMMISSIONERS Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of September 11, 2003, as printed. Supported by Zack. Motion carried on a voice vote. PUBLIC COMMENT None. 5. CONTINGENCY REPORT 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 September 25, 2003 The Contingency Fund Balance of $437,529 will not be affected by items on today's agenda. Moffitt moved to receive and file the Contingency Report dated Septemb er 17, 2003. Supported by Gregory. Motion carried on a voice vote. CONSENT AGENDA 6a. MR #03269 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE VILLAGE OF OXFORD - FISCAL YEAR 2003 ALLOCATION The Village of Oxford is requesting reimburseme nt of its FY 2003 $1,315.28 West Nile Virus Fund allocation for expenses incurred in the Village's efforts to eradicate mosquito habitat. 6b. MR #03272 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE TOWNSHIP OF MILFORD - FISCAL YEAR 2003 ALLOCATION The Township of Milford is requesting reimbursement of its FY 2003 $7,325.97 West Nile Virus Fund allocation for expenses incurred in the Township's efforts to eradicate mosquito habitat. 6c. MR #03271 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PR OJECT IN THE VILLAGE OF BINGHAM FARMS - FISCAL YEAR 2003 ALLOCATION The Village of Bingham Farms is requesting reimbursement of its FY 2003 $487.70 West Nile Virus Fund allocation for expenses incurred in the Village's efforts to eradicate mosquito habitat . 6d. MR #03268 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF CLAWSON - FISCAL YEAR 2003 ALLOCATION The City of Clawson is requesting reimbursement of its FY 2003 $4,300.94 West Nile Virus Fund allocation for expenses incurred in the City's efforts to eradicate mosquito habitat. 7. MR #03270 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN VILLAGE OF ORTONVILLE - FISCAL YEARS 1999, 2000, 2001, 2002 AND 2003 ALLOCATION The Village of Ortonville is requesting reimburs ement of its $4,713.93 annual Environmental Infrastructure Fund allocations for FY 1999 -2003 for expenses related to conducting a sanitary sewer study to provide a community wastewater disposal system for the Village. Patterson moved to recommend approval of the Consent Agenda Fiscal Notes, 6a - 7. Supported by Middleton. Motion carried unanimously on a roll call vote. REGULAR AGENDA 8. MR #03264 - SHERIFF'S OFFICE - ESTABLISHMENT OF STANDARD LAW FINANCE COMMITTEE Page 3 September 25, 2003 ENFORCEMENT SERVICES CONTRACT RATES - JANUARY 1, 2004 THROUGH DECEMBER 31, 2008 The current law enforcement contract rates established pursuant to MR #98011 will expire December 31, 2003, and the Sheriff is requesting authorization to establish new standard law enforcement contract rates, per officer, for the five-year period of January 1, 2004, through December 31, 2008, as identified in the resolution. Rates will cover direct operational costs. Middleton moved to report to amend the resolution to strike the existing BE IT FURTHER RESOLVED paragraph and insert: BE IT FURTHER RESOLVED that each contract between Oakland County and each community and organization be approved by the Board of Commissioners prior to implementation of the agreement. Supported by Patterson. Motion carried unanimously on a roll call vote. Zack moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 9. MR #03265 - SHERIFF'S OFFICE - ESTABLISHMENT OF LAW ENFORCEMENT SERVICES CONTRACT OVERTIME RATES - JANUARY 1, 2004, THROUGH DECEMBER 31, 2008 The current law enforcement contract overtime rates established pursuant to MR #98012 will expire December 31, 2003, and the Sheriff is requesting authorization to establish new standard law enforcement contract overtime rates, per officer, for the five-year period of January 1, 2004, through December 31, 2008, as identified in the resolution. Rates will cover direct operational costs. These rates will be used in contracting with both governmental and non -governmental agencies to provide traffic and security assistance for activities and events within a community under contractual agreement with the Sheriff for Law Enforcement Patrol Services. Patterson moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 10. MR #03266 - SHERIFF'S OFFICE - ESTABLISHMENT OF JAIL BOARDING FEES - JANUARY 1, 2004, THROUGH DECEMBER 31, 2008 The current daily jail boarding fees established pursuant to MR #98010 w ill expire December 31, 2003, and the Sheriff is requesting authorization to establish new daily jail boarding fees for the five - year period of January 1, 2004, through December 31, 2008, as identified in the resolution. Costs to house prisoners at the Jail have been estimated to correspond to the increase in the Law Enforcement Patrol Services Contract rates. The Sheriff will continue the current policy of not charging a daily jail boarding fee rate to Oakland County's local units of to house prisoners. These rates will be applied to out-county entities, including the housing of federal prisoners. Crawford moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 4 September 25, 2003 11. MR # 03267 - SHERIFF'S OFFICE - ESTABLISHMENT OF DISPATCH SERVICES CONTRACT RATES - JANUARY 1, 2004, THROUGH DECEMBER 31, 2008 The current dispatch services contract rates established by MR #98013 will expire December 31, 2003, and the Sheriff is requesting authorization to establish new dispatch services contract rates, for the five-year period of January 1, 2004, through December 31, 2008, as identified in the resolution. Rates will cover direct operational costs and may change if the consolidated Primary Public Safety Answering Point program moves forward. Each individual contract will be brought to the Board of Commissioners for approval prior to implementation. Palmer moved to report to amend the resolution, BE IT FURTHER R ESOLVED paragraph, to strike the words "the Sheriff's Office" and insert "Oakland County." 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. 12. TREASURER - RESOL UTION TO INITIATE ACTION TO REDEEM ALL OF THE OUTSTANDING CALLABLE COUNTY OF OAKLAND, MICHIGAN OAKLAND COUNTY KING DRAIN DRAINAGE DISTRICT BONDS PRIOR TO MATURITY On behalf of the City of Troy, the Treasurer is requesting authorization to redeem all calla ble outstanding bonds in the principal amount of $900,000 remaining from the original $1,675,000 bond issue to finance the locating, establishment and construction of the King Drain. Palmer moved approval of the attached suggested Resolution. Supported by Moss. Motion carried unanimously on a roll call vote. 13. MR #03262 - DRAIN COMMISSIONER - AUTHORIZATION TO PROCEED AND APPROPRIATION OF FUNDS FOR COUNTY WATER AND SEWER MASTER PLAN The Drain Commissioner is requesting authorization to proceed wit h development of a comprehensive Water and Sewer Master Plan for Oakland County, at an estimated cost of $2,000,000. The plan will assist local communities with their respective master plans in evaluating current and future water and wastewater infrastruc ture needs and improvements, identifying secondary water and wastewater sources in the event of a service disruption, as well as providing cost projections for each option. As a result of the Request for Proposal (RFP) quality selection process, URS Corporation has been selected as the vendor. The Drain Commissioner is providing $500,000 from special revenue sources and is requesting an appropriation of $1,500,000, to be designated in the General Fund as part of the Fiscal Year 2003 year -end closing process. Palmer moved approval of the attached suggested Fiscal Note. Supported by Patterson. Mr. McCulloch explained that there has never been a formal sewer and water master plan for the County. If approved, it is anticipated that $750,000 will be ut ilized during FY 04 and $750,000 during FY 05 to complete the two -year process. The Drain Commissioner's Office has been in discussion with communities regarding this project and no opposition has been voiced. Once approval of funding has been authorized , a letter will be sent out to receive community input. Mr. Moffitt asked that, in the future, these projects be brought to the commissioners for discussion FINANCE COMMITTEE Page 5 September 25, 2003 prior to requesting funding. He indicated he would like to see this request postponed until the Fiscal Year 2003 Year-End Report and Budget Amendments are brought before the committee in order to review all requests for designations at the same time. Mr. McCulloch advised the committee that the County Executive has endorsed this project and participated in the RFP process through assistance from the Community and Economic Development Department. Ms. Van Pelt indicated that the Drain Commissioner has been in discussion with the County Executive for over a year regarding this project. Once an agre ement was reached, the FY 04 Budget was already in print form and it was determined to present this request for a year -end designation. Moffitt moved to postpone action on this item until the December 4, 2003, meeting of the Finance Committee, at which time the Fiscal Year 2003 Year -End Report and Budget Amendments resolution would be considered. Supported by Crawford. Roll Call Ayes: Zack, Moffitt, Gregory, Crawford, Moss Nays: Palmer, Patterson, Webster, Middleton, Suarez Motion to postpone failed. Motion on the Fiscal Note carried on a roll call vote with Crawford and Zack voting no. 14. MR #03263 - DEPARTMENT OF FACILITIES MANAGEMENT - TRANSFER OF PROPERTY TO THE ESTATE OF DELORES MURRAY OR DESIGNEE, TAX PARCEL NO. 17 - 06-376-001 AND APPROVAL OF TRANSFER AGREEMENT Facilities Management is requesting authorization to transfer property to the estate of Delores Murray or designee, tax parcel #17 -06-376-001. The subject property was acquired by Warranty Deed in 1976 for purposes of operat ing a community well-water system for certain residents of Commerce Township. This system ceased operation in 2002 and the Deed provided that when or if the system ceased operation, the property would revert to the original owner upon payment of reasonable costs of abandonment to the County. The agreement would ensure proper abandonment of the pumping facility and recovery of those costs to the County prior to conveying the property back to the estate. Palmer moved approval of the attached suggested Fi scal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 15. MR #03258 - RESOLUTION AUTHORIZING THE OAKLAND COUNTY BUILDING AUTHORITY TO USE EXCESS PROCEEDS FROM THE SALE OF THE $23,400,000 OAKLAND COUNTY BUILDING AUTHORITY, BUILDING AUTHORITY BONDS, SERIES 2001, DATED JANUARY 1, 2002 (WORK RELEASE FACILITY, JAIL MANAGEMENT SYSTEM AND VIDEO ARRAIGNMENT SYSTEM) LOCATED IN VARIOUS MUNICIPALITIES IN OAKLAND COUNTY MICHIGAN FINANCE COMMITTEE Page 6 September 25, 2003 Oakland County and the Oakland County Building Authori ty entered into a lease contract dated November 1, 2001, to construct a new Work Release Facility, to develop a Jail Management System and a Video Arraignment System and to issue bonds of $23,400,000 to pay for construction costs. The Building Authority is requesting authorization to amend this lease contract to expand the project to include demolition of the existing Work Release Facility using excess proceeds from the sale of these bonds. Demolition of the existing Work Release Facility is estimated at $160,000. The County has determined that it would not be cost -effective to upgrade the existing Facility, built in 1926, and the Sheriff has indicated he has no further need for the facility. Palmer moved to report to amend the resolution, third WHEREAS, t o strike "other related matters including." Supported by Gregory. Motion carried unanimously on a roll call vote with Crawford absent. (Following this meeting, it was determined that this action had been taken by the Planning & Building Committee. Therefore, no report was required.) Palmer moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Crawford absent. 16. FACILITIES MANAGEMENT - AUTHORIZATION TO PROCEED AND APPROPRIATION OF FUNDS FOR EMERGENCY ELECTRICAL GENERATORS PROJECT Facilities Management is requesting authorization to proceed with purchase and installation of four electrical generators and transfer switches from Cummins Bridgeway L.L.C. of New Hudson, Michigan. Doublejack Electric Company of Royal Oak, Michigan has been awarded a contract in the amount of $138,970 to install the generators, switches and related circuitry. Total project costs include Facilities and Operations expenses of $10,000 and Proj ect Contingency of $50,046. This project is included in the adopted FY 2004 Capital Improvement Program (CIP) and funds will be transferred from the CIP/Building Fund to the Project Work Order Fund to complete the project. Suarez moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division - Contract Exception Report for the Month of August and September In response to Mr. Palmer's inquiry, Mr. Smith explained that the single source contract with Grubb & Ellis Management Services was payment of annual rent for the 2003 calendar year for an existing radio tower. B. Non-52nd District Court Technology Incentive Funds - Proposed 46th District Court Audio/Video Courtroom Project Palmer moved to receive and file Communication Items A - B. Supported by Patterson. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:36 a.m. FINANCE COMMITTEE Page 7 September 25, 2003 ________________________ _______________________________ Helen Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator NOTE: The foregoing minutes are subject to Committee approval.