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HomeMy WebLinkAboutMinutes - 2004.01.15 - 35871CHUCK MOSS Chairperson BILL BULLARD Vice Chairperson VINCENT GREGORY Minority Vice Chairperson January 15, 2004 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, Bill Bullard, Vincent Gregory, Charles Palme r, Hugh Crawford, Peter Webster, Greg Jamian, Martin Knollenberg, Christine Long, George Suarez, Helaine Zack COMMITTEE MEMBERS ABSENT: None. OTHERS PRESENT : CIRCUIT COURT Kevin Oeffner, Administrator CORPORATION COUNSEL Judy Cunningham, Corporation Counsel DISTRICT COURT 52-1 Michelle Bilger, Administrator Patricia Crane, Probation Officer DRAIN COMMISSIONER Kevin Larsen, Deputy Drain Commissioner EMERGENCY RESPONSE Michael Sturm, Manager Gail Novak, Chief EXECUTIVE OFFICE Robert Daddow, Assistant Deputy Executive FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Linda Pearson, Analyst ` Prentiss Malone, Analyst FRIEND OF THE COURT Susan Hollyer, Friend of the Court HUMAN RESOURCES Ed Poisson, Director Mary Pardee, Analyst MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director MEDICAL CARE FACILITY Cindy Davis, Manager PROSECUTING ATTORNEY Deborah Carley, Chief Deputy SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager TREASURER Pat Dohany, Treasurer Keith Sawdon, Deputy Treasurer BOARD OF COMMISSIONERS Harvey Wedell, Analyst Sheryl Mitchell, 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 Hugh D. Crawford Peter Webster Greg Jamian Martin J. Knollenberg Christine Long George Suarez Helaine Zack FINANCE COMMITTEE Page 2 January 15, 2004 Palmer moved approval of the minutes of December 4 2003, as printed. Supported by Suarez. Motion carried on a voice vote. PUBLIC COMMENT None. 5. CONTINGENCY REPORT The FY 04 Contingency Fund balance will not be impacted by items on today's agenda. The sheet has been updated to reflect that action taken on Item #8 (-$65,536), Item #16 (-$21,472), and item #15 ($17,000) at the December 4, 2003, meeting have resulted in today 's balance of $97,592. Palmer moved to receive and file the Contingency Report dated January 7, 2004. Supported by Suarez. Motion to receive and file carried on a voice vote. AGENDA Suarez moved the agenda with amendments to omit item #21 - MR #03369 - Department of Public Services/Medical Examiner - Adjustment to the Medical Examiner Division Fee Schedule and to add Item #24 - MR #03333 - Board of Commissioners - Decrease Salary Range for Oakland County Board of Commissioners' Administrative Director - Program and Operations Analysis. Supported by Palmer. Motion carried on a voice vote. CONSENT AGENDA 6a. MR #03366 - DEPARTMENT OF FACILITIES MANAGEMENT - APPROVAL AND ACCEPTANCE OF SECOND AMENDMENT TO LEASE 52 -3 ROCHESTER DISTRICT COURT, 130 HAMPTON CIRCLE, SUITE 141 ROCHESTER HILLS, MI 48307 Facilities Management is requesting authorization to proceed with a second amendment to the lease for the 52-3 Rochester District Court to provide temporary housing during construction of a permanent County-owned facility for the Court. This lease renewal is for 1,493 square feet of office space at $19.50 a square foot, $21,450 annually or $1,787.50 per month, or $10,725 for six months beginning January 1, 2004, and terminating June 30, 2004. Sufficient fun ding has been budgeted for FY 2004. 6b. MR #03365 - DEPARTMENT OF FACILITIES MANAGEMENT - APPROVAL AND ACCEPTANCE OF SECOND AMENDMENT TO LEASE 52 -3 ROCHESTER DISTRICT COURT, 141 HAMPTON CIRCLE, SUITE 150 ROCHESTER HILLS, MI 48307 Facilities Management is requesting authorization to proceed with a second amendment to the lease for the 52-3 Rochester District Court to provide temporary housing during construction of a permanent County-owned facility for the Court. This lease renewal is for 1,493 square fe et of office space at $19.50 a square foot, $29,113.50 annually or $2,426.13 per month, or $14,557 for six months beginning January 1, 2004, and terminating June 30, 2004. Sufficient funding has been budgeted for FY 2004. FINANCE COMMITTEE Page 3 January 15, 2004 7 MR #04001 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF AUBURN HILLS - FISCAL YEARS 2001, 2002 AND 2003 ALLOCATION The City of Auburn Hills is requesting reimbursement of its FY 2001, 2002 and 2003 $119,533.16 Environmental Infrastructure Fund Reimburse ment appropriations for expenses resulting from the Vinewood Drain Project. Suarez moved to recommend approval of Consent Agenda Fiscal Notes 6a - 7. Supported by Jamian. Motion carried unanimously on a roll call vote with Crawford, Webster and Knollen berg absent. 8. MR #03364 - DEPARTMENT OF FACILITIES MANAGEMENT - ESTABLISHMENT OF AN INTERLOCAL JOINT OPERATING AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE CITY OF ROCHESTER HILLS FOR OPERATION AND MAINTENANCE OF THE NEW 52 -3 ROCHESTER DISTRICT COURTHOUSE AND SHERIFF SUBSTATION, 700 AND 750 BARCLAY CIRCLE, ROCHESTER HILLS, MI 48307 Facilities Management is requesting authorization to enter into an interlocal joint operating agreement with the City of Rochester Hills for operation and maintenance of t he new 52-3 Rochester District Courthouse and Sheriff Substation. The agreement will commence on the date of issuance of a Certificate of Occupancy by the City for either the courthouse or substation and end five years hence. The agreement may be renewed by mutual consent for up to an additional three five-year terms. Oakland County will provide maintenance and operational services at the Court for all furnishings, HVAC, electrical plumbing, fire suppression systems, communications equipment and insurance. Oakland County's responsibilities for the Courthouse and Substation include providing maintenance and operational services for the security system and related equipment, custodial services, signage and emergency generators. Estimated annual costs of $609 ,375 have been previously budgeted for within the FY 04 -05 52-3 Rochester Hills District Court budget. Palmer moved to report to recommend that the resolution be amended to add the word "Hills" after the words "52 -3 Rochester" in the title of the resolution. Supported by Suarez. Motion carried unanimously on a roll call vote with Crawford, Webster and Knollenberg absent. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Bullard. Motion carried unanimously on a roll call vote with Crawford, Webster and Knollenberg absent. 9. DEPARTMENT OF COMMUNITY AND ECONOMIC DEVELOPMENT - COMMUNITY AND HOME IMPROVEMENT DIVISION - FY 2003 HOUSING COUNSELING GRANT ACCEPTANCE Community and Home Improvement is requesting authori zation to accept a $38,836 U.S. Department of Housing and FY 03 Urban Development grant award to provide housing counseling services in accordance with Federal Comprehensive Housing Counseling Program guidelines. This FINANCE COMMITTEE Page 4 January 15, 2004 is the 9th year of grant funding. The funding period runs October 1, 2003, through September 30, 2004. This is an $18,555 increase over the previous award. Palmer moved to report to amend the resolution to insert the following language after the 7 th WHEREAS paragraph: WHEREAS the contract includes an addendum approved by the U.S. Department of Housing and Urban Development (HUD), which amends Article XII of the grant to state the Grantee will not disclose counseling information unless otherwise provided by the applicable statute or court r ule, and Article VII and XV to state the Grantee may terminate this Agreement if the Grantee cannot comply with the written or oral instructions or amendments of the GTR provided for in Articles VII and XV. Supported by Suarez. Motion carried unanimously on a roll call vote with Crawford and Webster absent. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Bullard. Motion carried unanimously on a roll call vote with Crawford and Webster absent. 10. TREASURER'S OFF ICE - APPROVAL OF THE COUNTY'S DEBT POLICY The Treasurer is requesting approval of a Debt Management Policies and Guidelines manual as presented to the committee. The Treasurer, in conjunction with the County Executive and the Drain Commissioner, drafted this document to formalize County policies, procedures and guidelines used in issuing debt. Suarez moved to recommend approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Crawford absent . 11. TREASURER'S OFFICE - AUTHORIZATION TO BORROW AGAINST DELINQUENT 2003 TAXES Pursuant to P.A. 206 of 1893, as amended, the Treasurer's Office is requesting its annual authorization to establish a 2004 Revolving Fund for deposit of delinquent 2003 pr operty taxes and to issue notes and borrow against those funds as detailed in the attached resolution. Suarez moved to recommend approval of the attached suggested Resolution. Supported by Palmer. Motion carried unanimously on a roll call vote with Crawf ord absent. 12. TREASURER'S OFFICE - AUTHORIZATION FOR ADMINISTRATIVE FUND DELINQUENT 2003 TAXES The resolution would authorize the Treasurer, pursuant to Act 206 of 1893, as amended, to establish an Administrative Fund for the Treasurer to administer delinquent 2003 taxes. Gregory moved to recommend approval of the attached suggested Resolution. Supported by Webster. FINANCE COMMITTEE Page 5 January 15, 2004 Motion carried unanimously on a roll call vote with Crawford absent. 13. RESOLUTION AUTHORIZING ISSUANCE OF OAKLAND COUNTY BUILDI NG AUTHORITY, BUILDING AUTHORITY REFUNDING BONDS, SERIES 2004 AND APPROVING THE UNDERTAKING TO PROVIDE CONTINUING DISCLOSURE The Treasurer is requesting authorization to allow the Building Authority to refund all or any part of the outstanding indebtednes s resulting from issuance of bonds for the County's Computer Center under the terms of those Lease Contracts entered into and dated April 18, 1989, and March 12, 1990. It has been determined that this action will result in a significant cost savings to th e County. Mr. Dohany indicated that if the bonds are sold, he would report back to the committee on the amount of sale and the interest rates. Suarez moved to recommend approval of the attached suggested Resolution. Supported by Knollenberg. Motion carried unanimously on a roll call vote with Crawford absent. 14. TREASURER/DRAIN COMMISSIONER - ROBERT HUBER DRAINAGE DISTRICT REFUNDING BONDS - FULL FAITH AND CREDIT The Treasurer is requesting authorization to refund outstanding bonds for the Robert Hu ber Drain, consistent with authorization by resolution of the Robert Huber Drain Drainage Board, for refunding Bonds, Series 2004, in the aggregate principal amount of not to exceed $1,300,000 for bonds maturing in years 2005 through 2014, at rates not to exceed 6% per annum. This action is expected to result in debt service savings for the City of Rochester Hills and the County. Patterson moved to recommend approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimous ly on a roll call vote. 15. PROSECUTING ATTORNEY - 2004/2005 AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) GRANT ACCEPTANCE The Prosecuting Attorney has been awarded Automobile Theft Prevention Authority grant funding of $253,262 for 2004 and $261,368 for 2005. The State contribution is 75% with the County match being the other 25%. Match funds have been included in the FY 04/05 Non -Departmental Budget. Additional administrative and support costs of $17,528 for 2004 and $18,145 for 2005 are included in the Prosecutor's Budget. The grant does not allow for recovery of these costs. Long moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Crawford absent. 16. MR #03370 - CIRCUIT COURT - USE OF MEDIATION FUNDS The Circuit Court is requesting authorization to utilize $107,860 from the Circuit Court Civil Mediation Fund, established per MR #90177, to pay for courtroom furniture ($78,360), equipment ($19,500) and to offset Mediation administrative expenses and 2003 Bench/Bar Conference expenditures ($10,000). The current balance of the fund is $421,878 FINANCE COMMITTEE Page 6 January 15, 2004 Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 17. MR #03371 - CIRCUIT COURT/FAMILY DIVISION/FOC - REORGANIZATION AND PERSONNEL RELATED ACTIONS The Circuit Court/Family Division/Friend of Court (FOC) is requesting authorization to reorganize its structure to better accommo date the State Attorney General's implementation of a program to pursue felony, non-paying support obligors. This program is anticipated to result in 20 -25 warrants in Oakland County per month, directly affecting the FOC workload and having the potential of increasing the FOC incentive payment from the State. The FOC is requesting the following actions: deletion of one Supervisor-FOC Family Counselor; downward reclassification of this position from a full supervisor at Salary Grade 16 to a working supervi sor at Salary Grade 14; upward reclassification of two FOC Family Counselor positions to Supervisor FOC Family Counselor; upward reclassification of one position from Account Clerk II to Child Support Account Specialist and the creation of a Chief Assistan t FOC - Legal Services, Salary Grade 20, overtime exempt. The Chief Assistant FOC - Legal Services position will not be filled until Cooperative Reimbursement Program (CRP) Grant funding from the State of Michigan is approved for this position. This reorganization will result in a net increase to the CRP contract for FY 2004 of $51,695 and $79,063 for FY 2005 and a savings of $25,882 for FY 2004 and $39,584 for FY 2005 to the County's General Fund. Suarez moved to recommend approval of the attached sugges ted Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 18. 52ND DISTRICT COURT, DIVISION I - 2004 MICHIGAN DRUG COURT PROGRAM CONTINUATION GRANT CONTRACT ACCEPTANCE The 52nd-1 District Court is requesting acceptance of an award of $53,500 from the State Court Administrator's Office, Michigan Drug Court, for the period January 1, 2004 through December 31, 2004. The FY 2004 Byrne Memorial Grant will provide the required $80,000 County match. These funds will allow for continuation of one special revenue full -time eligible Probation Officer I position. Administrative and support costs of $1,280 have been included in the County budget and are not recoverable through this grant. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 19. COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - DEPARTMENT OF HOMELAND SECURITY, OFFICE FOR DOMESTIC PREPAREDNESS - SOLUTION AREA PLANNER (SAP) GRANT APPLICATION/ACCEPTANCE Emergency Response and Preparedness is requesting authorization to accept grant funds of $43,000 under the U.S. Department of Homeland Security, Office of Domestic Preparedness, FY 2002/2003 Supplemental Appropriations Act for Further Recovery from and Response to Terrorist Attacks on the United States program. This grant will fund the creation of one Special Revenue Technical Assistant position full time, non -eligible for 2004 and part -time non-eligible for 316 hours January 1, 2005, through April 30, 2005. FINANCE COMMITTEE Page 7 January 15, 2004 Mr. Crawford indicated that there was discussion at the Public Services Committee meeting regarding the inequities of funding distribution for this program. Mr. Sturm and Mr. Daddow will be drafting a resolution to encourage better representation for allocation of these funds. Mr. Sturm explained that there is no representation of southeast Michigan counties on the State's Planning Team. This group decides how funding will be allocated. Oakland County, with 75% of the State's population and its designation as a first responder, receives less than 3% of federal funding that is being allocated through the State. Ms. Zack noted that local police chiefs are lobbying Lansing on this matter and asked that commissioners contact their legislators also. Zack moved to recommend approval of the attached suggested Fiscal Note. Motion carried unanimously on a roll call vote. 20. MR #03361 - DEPARTMENT OF HUMAN SERVICES/MEDICAL CARE FACILITY - NURSING STAFF REALIGNMENT In response to recruiting difficulty for Licensed Practical Nurses and Nursing Assistants, the Medical Care Facility is requesting authorization to delete five full -time, non-eligible (FTNE) Nursing Assistant positions and upwardly reclassify two Licensed Pr actical Nurse positions to General Staff Nurses and to create two FTE Proprietary Funded General Staff Nurse positions, along with one part-time, non-eligible 1,000 hour/year General Staff nurse position. Savings of $19,743 are anticipated for both FY 200 4 and FY 2005. Long moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 22. MR #03362 - BOARD OF COMMISSIONERS - OAKLAND COUNTY SENIOR PRESCRIPTION DISCOUNT PROGRAM EXTENSION MR #00264 established a senior discount prescription drug program for Oakland County residents over the age of sixty, expiring as of October 31, 2003. Members of the Board of Commissioners' Senior Prescription Drug Discount Study Group have reviewed the progra m and are recommending that it be continued, with the current administrator and at the previously established subscription fee of $6.00 per participant, for a two year period, to be reviewed annually. Mr. Palmer asked if an investigation had been done co mparing other prescription discount programs. Ms. Zack explained that the Study Group included representation from the Area Agency on Aging (AAA) which has done a study on the availability of various plans. The Study Group did not wish to tie the County's program to one provider that may not be available in every area. The County's Senior Coordinator, Lynn Alexander, has been working to communicate information to seniors regarding their options. Mr. Jamian indicated that the AAA had rated Oakland Cou nty's program with high marks. Mr. Crawford stated that he would also like to look at what other options are available. Mr. Webster stated that the AAA has developed and made available a report on prescription FINANCE COMMITTEE Page 8 January 15, 2004 programs for seniors. Suarez moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 23. DEPARTMENT OF MANAGEMENT AND BUDGET - FISCAL YEAR 2003 YEAR -END REPORT AND BUDGET AMENDMENTS The resolution provides for the reporting of Fiscal Year 2003 operations by Management and Budget and authorizes acceptance of the results of operations by line -item after inclusion of expenditures, accruals, encumbrances, appropriations carried -forward, transfers, adjustments and closing entries. Further the resolution approves specific write -off of debts, amendment to various line items to include funds for outstanding purchase orders, adjustments to fund balance and appropriations of and to specific Designated Fund Balances. Overall General Fund/General Purpose operations favorability of $16,605,565.09 includes $15,711,545.29 less revenue than anticipated and expending $32,317,110.38 less than budgeted. Specifics are outlined in the resolution, schedules and Letter of Transmittal from Management and Budget. Suarez moved approval of the attached suggested resolution. Supported by Knollenberg. Motion carried unanimously on a roll call vote. 24. BOARD OF COMMISSIONERS – DECREASE SALARY RANGE FOR OAKLAND COUNTY BOARD OF COMMISSIONERS’ ADMINISTR ATIVE DIRECTOR – PROGRAM AND OPERATIONS ANALYSIS The resolution was introduced in the previous session and proposes that the salary range for the Board of Commissioners' Administrative Director position be reduced from the current salary range of 85,662 to $110,174 to a range of $85,662 to $99,000. The position is currently vacant. Jamian moved approval of the attached suggested Fiscal Note. Supported by Suarez. Bullard moved to amend the Fiscal Note to strike the budget amendment, General Fund Expenditures, 90 290000 27030 2564 Contingency and instead insert 90 290000 25000 3064 Legislative Expense. Supported by Jamian. Motion to amend carried on a voice vote. Roll Call on the Fiscal Note as amended: Ayes: Jamian, Knollenberg, Long, Bullard, Cr awford Nays: Gregory, Palmer, Webster, Suarez, Zack, Moss Motion failed. Moss moved to reconsider the vote on the Fiscal Note. Supported by Crawford. Roll Call to reconsider action on the Fiscal Note: Ayes: Crawford, Webster, Jamian, Knollenb erg, Long, Bullard, Gregory, Moss Nays: Palmer, Suarez, Zack Motion carried. FINANCE COMMITTEE Page 9 January 15, 2004 Crawford moved to recommend approval of the amended Fiscal Note. Supported by Knollenberg. Roll Call on the Fiscal Note as amended: Ayes: Crawford, Jamian, Knollenberg , Long, Bullard, Moss Nays: Webster, Suarez, Zack, Gregory, Palmer Motion carried. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division - Contract Exception Report for the Month of December Mr. Palmer asked for further information regarding the two insurance policies being renewed by Risk Management. The Committee agreed to set these two exception reports aside and request that the division manager be asked to attend the next regular meeting of the Finance Committee to discuss th ese items. Suarez moved to receive and file the Contract Exception Report, less pages 2 and 3. Supported by Gregory. Motion carried on a voice vote. B. Department of Information Technology - COPS MORE Grant - Revised Budget Request (Modification No. 6) C. Sheriff's Department - COPS MORE '98 Extensions Grant #19999CLWX0239 Supplement #0 D. Department of Information Technology - Radio Project - Financial Status/Issues E. Department of Public Services/Community Corrections Division - Drunk Driver Jail Reduction and Community Treatment Program Application Amendment Palmer moved to receive and file Communication Items B -E. Supported by Crawford. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Bill Bullard, Peter Webster, Vincent Greg ory were appointed to the Audit Subcommittee by Chairman Moss. Mr. Soave and Ms. Van Pelt reported that the State's January revenue estimates were the same as those projected in October. There was some difference on a quarterly basis but the state is ant icipating this will be made up at the end of the fiscal year. No executive orders are expected in the near future. Another conference is scheduled for May. There being no other business to come before the committee, the meeting was adjourned at 11:00 a.m. FINANCE COMMITTEE Page 10 January 15, 2004 ________________________ _______________________________ Helen Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator NOTE: The foregoing minutes are subject to Committee approval.