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HomeMy WebLinkAboutMinutes - 2004.01.29 - 35876CHUCK MOSS Chairperson BILL BULLARD Vice Chairperson VINCENT GREGORY Minority Vice Chairperson January 29, 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 Diane Castle-Kratz, Caseflow Supervisor CIRCUIT COURT/FAMILY DIVISION Pamela Howitt, Deputy Administrator William Bartlam, Deputy Administrator CIRCUIT COURT/PROBATE John Cooperrider, Business Administrator CORPORATION COUNSEL Judy Cunningham, Corporation Counsel DISTRICT COURT 52-4 James VerPloeg, Administrator DRAIN COMMISSIONER John McCulloch, Drain Commissioner EXECUTIVE OFFICE Robert Daddow, Assistant Deputy Executive FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Holly Conforti, Supervisor Shelley Cook, Supervisor Lynn Sonkiss, Chief ` Leo Lease, Analyst Michael Pohlod, Analyst FRIEND OF THE COURT Susan Hollyer, Friend of the Court HEALTH Tom Fockler, Administrator HUMAN RESOURCES Ed Poisson, Di rector Mary Pardee, Analyst INFORMATION TECHNOLOGY Jim Taylor, Chief Scott Oppmann, GIS Chief Tammi Shephard, GIS Support Specialist MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director SHERIFF Michael McCabe, Undersheriff OTHERS PRESENT CONTINUED 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 29, 2004 BOARD OF COMMISSIONERS Harvey Wedell, Analyst Julia Ruffin, Community Liaison Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE AGENDA Risk Management asked that Item #21 be removed from the agenda until staff could attend. There was no objection and Item #21 - Contract Exception Report - Risk Management - Insurance Policy Coverage Contracts - was removed from the agenda. APPROVAL OF THE PREVIOUS MINUTES Knollenberg moved approval of the minutes of January 15, 2004, as printed. Supported by Zack. 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 and will remain at $97,592. Mr. Matkosky reported that the Royal Oak Township Law Enforcement Contract has one current December payment due. Undersheriff McCabe indicated that there is discussion with the Michigan State Police to assist Royal Oak Township with its 2004-2005 contract. The plan would allow the Township to reduce its number of contracted deputies from ten to eight. Royal Oak Township has notified the County of its intent to sign a contract once the details have been worked out. Palmer moved to receive and file the Contingency Report dated January 23, 2004. Supported by Suarez. Motion to receive and file carried on unanimously on a roll call vote. CONSENT AGENDA 6a. MR #04018 - DEPARTMENT OF FACILITIES MANAGEMENT - RECOMMENDATION TO GRANT EASEMENT FOR UNDERG ROUND ELECTRIC SERVICE TO THE DETROIT EDISON COMPANY - INDEPENDENCE OAKS COUNTY PARK (TAX PARCEL NO. 08 -09-200-004) Facilities Management is requesting authorization to grant an easement to the Detroit Edison Company, for the sum of $1.00, to provide unde rground electric service and related appurtenances for improvements to the Oakland County Parks and Recreation Commission, Independence Oaks County Park, Youth Organizational campground. 6b. MR #04020 - DEPARTMENT OF FACILITIES MANAGEMENT - RECOMMENDATION TO GRANT EASEMENT FOR UNDERGROUND ELECTRIC SERVICE TO THE DETROIT EDISON COMPANY - ADDISON OAKS COUNTY PARK (TAX PARCEL NO. 05 -33-200-001) FINANCE COMMITTEE Page 3 January 29, 2004 Facilities Management is requesting authorization to grant an easement to the Detroit Edison Company, for the sum of $1.00, to provide underground electric service and related appurtenances for campground improvements at the Oakland County Parks and Recreation Commission, Addison Oaks County Park. 6c. MR #04019 - DEPARTMENT OF FACILITIES MANAGEMENT - RECOMMENDATION TO GRANT EASEMENT FOR UNDERGROUND ELECTRIC SERVICE TO THE DETROIT EDISON COMPANY - OAKLAND COUNTY INTERNATIONAL AIRPORT (TAX PARCEL NO. 13 -17-400- 003) Facilities Management is requesting authorization to grant an easement to the Detroit Edison Company, fo r the sum of $1.00, to provide underground electric service and related appurtenances for the new Williams International Corporation hanger at the Oakland County International Airport. 6d. MR #04021 - DEPARTMENT OF FACILITIES MANAGEMENT - RECOMMENDATION TO GRANT EASEMENT FOR UNDERGROUND ELECTRIC SERVICE TO THE DETROIT EDISON COMPANY - NEW 52-3 COURTHOUSE AND SHERIFF SUBSTATION, LOCATED IN THE CITY OF ROCHESTER HILLS (TAX PARCEL NO. 15 -26-377-001)) Facilities Management is requesting authorization to gran t an easement to the Detroit Edison Company, for the sum of $1.00, to provide underground electric service and related appurtenances for the new 52 -3 Courthouse and Sheriff Substation in Rochester Hills. 7. MR #04025 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN WHITE LAKE TOWNSHIP - FISCAL YEAR 2003 ALLOCATION White Lake Township is requesting reimbursement of its West Nile Virus Fund Reimbursement Allocation of $13,968.40 for expenses incurred in connection with mosquito control projects. Crawford moved to recommend approval of Consent Agenda Fiscal Notes 6a - 7. Supported by Webster. Motion carried unanimously on a roll call vote. 8. MR #04017 - DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR APPROVAL OF LEASE AGREEMENT WITH HD DEVELOPMENT OF MARYLAND, INC., A MARYLAND CORPORATION C/O HOME DEPOT FOR THE NEW COUNTY -WIDE RADIO SYSTEM Facilities Management is requesting authorization to enter into an agreement with HD Development of Maryland, Inc., a Maryland Corporation c/o Home Depot to lea se 1,000 square feet of real property for construction of a radio communications tower at 225 Avon in Rochester Hills and to grant easements for utilities, ingress and egress over the adjacent real property. The County will be responsible for construction , operation and maintenance of the tower. The County will pay HD Development $200 rent annually for this site during the term of the lease, which commences January 1, 2004 and expires December 31, 2008. The lease may be renewed for three additional five-year terms. Funds for rent and utility service to the site will be funded from the emergency telephone operational charge, per MR #99279. Jamian moved to recommend approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 4 January 29, 2004 9. MR #04022 - DIVISION OF WASTE RESOURCES - RESOLUTION APPROVING THE INTERLOCAL AGREEMENTS FOR THE NORTH OAKLAND COUNTY HOUSEHOLD HAZARDOUS WASTE CONSORTIUM The County's Solid Waste Resource Management Unit is requestin g approval of Interlocal Agreements for the North Oakland County Household Hazardous Waste Consortium. This program provides household hazardous waste collection services to residents of North Oakland County. Interlocal agreements have been approved or a re being considered for approval by those communities identified in the resolution. Participating municipalities are required to fully reimburse the County for all program costs. Total program costs are estimated at $249,200. The FY 04/05 budget includes revenue estimates and expenditure appropriations of $358,200 for this program. A budget amendment to reduce this amount by $109,000 is requested to reflect the anticipated program level. Palmer moved to report to amend the resolution as follows: 1. Change the title of the resolution to: Community and Economic Development Administration Division - Solid Waste Resource Management Unit – Resolution Approving the Interlocal Agreements for the North Oakland County Household Hazardous Waste Consortium . 2. Add BE IT FURTHER RESOLVED paragraph stating: BE IT FURTHER RESOLVED that the communities shall take over the administration of this program in a time frame not to exceed two (2) years. Supported by Knollenberg. Motion to report to amend carried unanimously on a roll call vote. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 10. CIRCUIT COURT - FY 2004 BYRNE GRANT PROGRAM - ADULT - FROM THE MICHIGAN OFFICE OF DRUG CONTROL POLICY - CONTRACT AGREEMENT Oakland County Circuit Court/General Jurisdiction is requesting authorization to accept an award of $90,000 from the Michigan Department of Community Health, Office of Drug Control Policy, for the period January 1 , 2004 through September 30, 2004. Total program costs of $130,000 include a $40,000 local match that will be covered by the 2004 State Court Administrators Office (SCAO) grant award. If the SCAO grant is not awarded, total expenditures will be reduced t o the level of the Byrne Grant award. Funding will be used to continue one Community Service Coordinator and for travel, supplies and treatment costs. Administrative and support costs of $2,362 have been included in the FY 04/05 budget but are not recove rable through this grant. The agreement states that the County will not be required to continue this program beyond the grant -funding period. Questions arose regarding Corporation Counsel's concerns as identified in the Contract Review sheet. Mr. Cooperrider was asked to contact Corporation Counsel for their approval of the language. As a result, this item was put aside until Counsel could respond. (See final action following item #17.) FINANCE COMMITTEE Page 5 January 29, 2004 11. CIRCUIT COURT - FY 2004 MICHIGAN DRUG COURT PROGRAM (SCAO) CONTINUATION GRANT - ADULT - CONTRACT ACCEPTANCE Oakland County Circuit Court/General Jurisdiction Adult Drug Court is requesting authorization to accept an award of $40,000 from the State Court Administrators Office (SCAO) for the period January 1, 2004 through December 31, 2004. Total program costs of $130,000 include a $90,000 local match that will be covered by the Michigan Department of Community Health, Office of Drug Control Policy 2004 Byrne Memorial grant award of $90,000. If the Byrne Memorial g rant is not awarded, total expenditures will be reduced to the level of the SCAO award. Funding will be used to continue one Community Service Coordinator, travel, supplies and treatment costs. Administrative and support costs of $945 have been included in the FY 04/05 budget but are not recoverable through this grant. The agreement states that the County will not be required to continue this program beyond the grant -funding period. Zack moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 12. CIRCUIT COURT/FAMILY DIVISION - 2004 MICHIGAN DRUG COURT CONTINUATION GRANT Oakland County Circuit Court is requesting authorization to accept an award of $110,000 from the State Court Administrators Office (SCAO), Michigan Drug Court Program, for the period January 1, 2004 through December 31, 2004. The total program amount is $146,666. The FY 04 Byrne Memorial Grant will provide the County's in -kind match of $36,666. The g rant will fund one full-time eligible special revenue Community Service Coordinator position and related expenses. Administrative and support costs of $4,405 have been included in the FY 04/05 budget but are not recoverable through this grant. The agreeme nt states that the County will not be required to continue this program beyond the grant -funding period. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 13. MR #04023 - CIRCUIT COURT/FAMILY DIVISION - PROBATE COURT - ATTORNEY APPOINTMENT PROGRAM AND PERSONNEL RELATED ITEM Circuit Court/Family Division - Probate Court is requesting authorization to create one General Fund/General Purpose, overtime non -exempt, salary grade 8, Court Appointment Specialist classification and position to discharge new functions required of the courts under Michigan Supreme Court Rule #8.123, which requires each trial court to adopt a local administrative order describing the court's procedures for selection, appointment and compensation of counsel for indigent parties. Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 14. 52nd DISTRICT COURT, DIVISION IV - FY 2004 MICHIGAN DRUG COURT PROGRAM FINANCE COMMITTEE Page 6 January 29, 2004 (SCAO) CONTINUATION GRANT ACCEPTANCE The 52-4 District Court is requesting authorization to accept an award of $50,000 from the State Court Administrators Office (SCAO), Michigan Drug Court Pr ogram, for the period January 1, 2004 through December 31, 2004. The total program amount is $145,426. This includes a County in - kind match of $89,926, $64,926 in Circuit Court General Fund/General Purpose personnel support, $25,000 in support from the Office of Substance Abuse Coordinating Agency within the County Health Department and $5,500 from the City of Troy. These matches have been budgeted for in the FY 04/05 budget. The grant will continue one special -revenue part -time, non-eligible Probation Officer I position for $26,840 in salary and fringes and $23,160 in operating costs. Administrative and support costs of $1,280 have been included in the FY 04/05 budget but are not recoverable through this grant. The agreement states that the County wi ll not be required to continue this program beyond the grant-funding period. Palmer moved to report to recommend to amend the resolution to strike the fifth WHEREAS paragraph. Supported by Crawford. Motion to report to amend carried unanimously on a rol l call vote. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote. 15. MR #04016 - DRAIN COMMISSIONER - INTERLOCAL AGREEMENTS FOR STORMWATER DETENTION POND AND STREAM BANK INVENTORY PROJECT The Drain Commissioner is requesting authorization to implement interlocal agreements for a stormwater detention pond and stream bank inventory project pursuant to MR #02162 and MR #02163. MR #02162 accepted $54,350 for a Main 1-2 Storm Water Detention Pond Inventory and Assessment Project, with a total project cost of $108,700. MR #02163 accepted $49,645 for a Main 1-2 Stream Bank Inventory Project, with a total project cost of $99,290. Federal funding was awarded through Wayne County's Rouge River National Wet Weather Demonstration Project. These projects are part of the Drain Commissioner's efforts to implement the National Pollution Discharge Elimination System General Wastewater Discharge Permit, for Storm Water Di scharges from Separate Storm Water Drainage Systems, issued by the State of Michigan. The agreements provide for participating communities to reimburse the Drain Commissioner for its services and to cover all grant match requirements. Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. (Item 16 was delayed until the Drain Commissioner was present) 17. DEPARTMENT OF CENTRAL SERVICES - LEASED VEHICLES - FLEET EXPA NSION OF ONE (1) VEHICLE FOR HEALTH DIVISION EMERGENCY RESPONSE Pursuant to MR #94357, Central Services is requesting authorization to add one pick -up truck to the County's vehicle fleet. This will be a Health Division/department -owned emergency vehicle, to be used for radiological response. The federally funded Bioterrorism Preparedness Grant previously received by the Health Division will reimburse vehicle capital acquisition costs of $32,988. The FY 04/05 budget will be amended to cover both the capi tal costs and $1,325 in operating costs. FINANCE COMMITTEE Page 7 January 29, 2004 Palmer moved to recommend approval of the attached suggested Resolution. Supported by Suarez. Motion carried unanimously on a roll call vote. (ITEM #10 CONTINUED) 10. CIRCUIT COURT - FY 2004 BYRNE GRANT PROG RAM - ADULT - FROM THE MICHIGAN OFFICE OF DRUG CONTROL POLICY - CONTRACT AGREEMENT Mr. Cooperrider indicated he had talked to Corporation Counsel who advised him that the word "none" should be struck from the contract language under Part II.I.A.1. Palmer moved to report to recommend that the word "none" be struck from the contract language under Part II.I.A.1, line 4. Supported by Suarez. Motion to report to amend carried unanimously on a roll call vote. Palmer moved to recommend approval of the attach ed suggested Fiscal Note. Supported by Gregory. Motion carried unanimously on a roll call vote. 16. DRAIN COMMISSIONER - UPDATE ON DRAIN MATTERS Mr. McCulloch explained that discussion is ongoing with the Michigan Department of Environmental Quality (MDEQ) on how to address issues regarding the Evergreen -Farmington Sewage Disposal System. The Drain Commissioner is proposing alternatives to the MDEQ's $180,000,000 detention basin that would reduce the cost to the communities to $25,000,000 through use of existing infrastructure. Congressmen Knollenberg and Levin have provided assistance in obtaining $1.3 million for the project. The Rouge Grant Program has provided an additional $4 million. There are four key issues left to resolve with the MDEQ, thr ee are technical and the fourth one involves penalties. If the matter is not resolved and results in litigation, Mr. McCulloch and Mr. Colaianne have identified a gentleman experienced in sanitary overflow issues that the Drain Commissioner would like to contract with in the event that litigation moves forward. This contract will be included in a future contract exception report. Funding for this contract will be paid for through system fees. All the involved municipalities have identified the Drain Comm issioner as their lead negotiator on this matter. Mr. McCulloch also reported that ECT has been very helpful in assisting the Drain Commissioner with strategy for obtaining funding. During 2003, the Drain Commissioner received $10,000,000 in grants with their assistance. He asked that this contract be allowed to continue for the next two years as a contract exception. Ms. Zack asked about the water rate increases, noting that Oak Park is receiving a 45% increase. She explained that Oak Park has filled it s reservoir at night at lower rates but the city of Detroit is now saying this is no longer possible. Mr. McCulloch explained that several communities had, over the years, built reservoirs to buy water at lower rates when system usage was low. Detroit i s now saying this is a peak period. He noted that he had attended yesterday's Detroit Water Board (DWB) meeting, along with many other municipal representatives who expressed their concerns regarding the assumptions used to increase rates and the lack of d isclosure. They requested a freeze on the rates until there was a FINANCE COMMITTEE Page 8 January 29, 2004 better understanding of how these rates were established. However, the Detroit Water Board voted 5-1 to implement these increases, including Oakland County's representative Marilynn Goslin g. Mr. Moss explained that Mayor Dennis Archer had appointed Ms. Gosling to the DWB on the recommendation of the previous Drain Commissioner, George Kuhn. Mr. Webster indicated that he had talked with Ms. Gosling prior to yesterday's DWB meeting to no avail. He intends to introduce resolutions to support a moratorium on the water rate increases, call for Ms. Gosling's resignation, if necessary, and to request more say in the appointment process. 18. MR #03369 - DEPARTMENT OF PUBLIC SERVICES/MEDICAL E XAMINER - ADJUSTMENT TO THE MEDICAL EXAMINER DIVISION FEE SCHEDULE The Medical Examiner is requesting authorization to increase fees for certain services that have not been adjusted since 1997. The following increases, based on survey information, will be implemented: Complete Autopsy from $1,000 to $2,000, Cranial Autopsy from $500 non -county to $750 non-county and from $250 county to $500 county and Cremation Approval from $10 to $20. A copy of the complete Medical Examiner fee schedule is attached to t he resolution. Comparison information of fees charged by various counties was provided to the committee. Mr. Gerds explained that Oakland County is the only county that will handle private requests for these services. Ms. Van Pelt explained that this Division is funded through the General Fund. Therefore, any additional revenue resulting from the new fees will go back to the General Fund, to the Budget Task. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 19. MR #04014 - DEPARTMENT OF INFORMATION TECHNOLOGY - COMSTAT/CRIMEVIEW WEB SITE PROPOSAL - PONTIAC POLICE DEPARTMENT PILOT Information Technology is requesting authorization to develop the Pontiac Com stat/CrimeView web site for the Pontiac Police Department pilot as part of the County's CLEMIS (Court and Law Enforcement Management Information System) program. This pilot will serve as a model and template for all CLEMIS agencies in providing crime da ta. The FY 04 budget will be amended to utilize Designated Fund Balance of $250,000 previously set aside for this project. Mr. Daddow explained that this program would develop a web site for use by local units, with internal and external capabilities. Po ntiac was chosen because they are one of the most progressive in their use of CLEMIS. Once the system is online and it can be demonstrated to the local units, the Administration should have a better idea of additional costs to complete the launch of the program. As additional police departments join the system, the cost should decrease. Once the system is in place, local units will be responsible for maintaining their sites, similar to County department web sites. Discussion is ongoing with the Michigan S tate Police to trade data. The County Executive supports additional funding for the program, which will be requested in conjunction with a future quarterly budget adjustment. Ms. Van Pelt indicated that savings in capital improvement reserves could be us ed for this purpose. Mr. Jamian asked if letters of interest could be obtained from the local units. FINANCE COMMITTEE Page 9 January 29, 2004 Mr. Daddow stated he would ask for such letters. Undersheriff McCabe indicated that this project has been discussed during CLEMIS meetings with police chiefs, who are very supportive. He noted that since a similar program was implemented in New York in 1994, they have experienced their lowest crime rate in history per capita. Palmer moved to recommend approval of the attached suggested Fiscal Note. Su pported by Knollenberg. Motion carried unanimously on a roll call vote with Palmer absent. 20. MR #04013 - DEPARTMENT OF INFORMATION TECHNOLOGY - EMERGENCY RESPONSE AND PREPAREDNESS - TECHNOLOGY IMPROVEMENTS DESIGNATION Information Technology is requesting authorization to utilize previously Designated Fund Balance of $250,000 to improve technology in the Emergency Response and Preparedness Division and Emergency Operations Center to enhance the County's ability to respond to national security and disaster situations. Suarez moved approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote with Palmer absent. 22. DEPARTMENT OF MANAGEMENT AND BUDGET - FY 2005 / FY 2006 BUDGET CALENDAR The FY 2005 and FY 2006 Budget Process Calendar was reviewed by Management and Budget staff. This process began January 20 with work on the Budget Instruction Manual and will be completed September 23 with adoption of the budget. The County Executive's FY 20 05/2006 Recommended Budget will be presented to the Finance Committee July 15, 2004. Bullard moved to receive and file the FY 2005/2006 Budget Calendar. Supported by Crawford. Motion carried on a voice vote. RADIO COMMUNICATIONS PROJECT - FINANCIAL STATUS / ISSUES - SUPPLEMENT TO DECEMBER 30, 2003 MEMORANDUM Relative to his January 26, 2004, and December 30, 2003, memos regarding the Radio Communications project, Mr. Daddow provided a status report to the Committee on the issues of radio parity, frequency interference and coordination, and tower construction. The 9 -1-1 surcharge enabling legislation expires December 31, 2006. However, this legislation does allow for extension of the 911 surcharge if outstanding debt exists. COMMUNICATIONS OTHER BUSINESS/ADJOURNMENT Mr. Caddell reminded commissioners that campaign finance reports were due Monday, February 2, 2004, and election filings could begin on Friday, January 30, 2004. FINANCE COMMITTEE Page 10 January 29, 2004 There being no other business to come before the committee, the meeting was adjourned at 11:00 a.m. ________________________ _______________________________ Helen Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator NOTE: The foregoing minutes are subject to Committee approval.