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HomeMy WebLinkAboutMinutes - 2004.02.26 - 35881CHUCK MOSS Chairperson BILL BULLARD Vice Chairperson VINCENT GREGORY Minority Vice Chairperson February 26, 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, Hugh Crawfo rd, Peter Webster, Greg Jamian, Martin Knollenberg, George Suarez, Helaine Zack. COMMITTEE MEMBERS ABSENT WITH NOTICE: Charles Palmer, Christine Long. OTHERS PRESENT : AVIATION Karl Randall, Manager CLERK/REGISTER OF DEEDS William Caddell, Clerk/Register CORPORATION COUNSEL Judy Cunningham, Corporation Counsel DISTRICT COURT 52-3 Julie Nicholson, Chief Judge Lynda Hammerstein, Administrator EMERGENCY RESPONSE Mike Sturm, Administrator Gail Novak, Chief Brandon Lewis, Technic al Assistant EQUALIZATION Rick Vincent, Administrator EXECUTIVE OFFICE Doug Williams, Deputy Executive Robert Daddow, Assistant Deputy Executive FACILITIES MANAGEMENT Mike Hughson, Property Management Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Linda Pearson, Analyst Prentiss Malone, Analyst Michael Pohlod, Analyst HUMAN RESOURCES Ed Poisson, Director Nancy Scarlet, Manager INFORMATION TECHNOLOGY Phil Bertolini, Director Scott Oppmann, GIS Chief Tammi Shephard, GIS Support Specialist MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director PARKS & RECREATION Mike Donnellon, Architect/Engineer 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 February 26, 2004 SHERIFF Dale Cunningham, Business Manager Captain Damon Shields Kent Gardner, Crime Lab Supervisor TREASURER Keith Sawdon, Chief Deputy VETERANS' SERVICES Diana Calvin, Manager Garth Wootten, Supervisor BOARD OF COMMISSIONERS Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of January 29, 2004, as printed. Supported by Zack. Motion carried on a voice vote. PUBLIC COMMENT Mr. Soave reviewed the Governor's proposed budget message, which includes a suspension of revenue sharing for counties and moving the collection of county tax levies permanently from December 1 to July 1 beginning this year. Mr. Soave explained the problems that this action would cause for both counties and taxpayers. The administration will be meeting with state legislators on the issue. 5. CONTINGENCY REPORT The FY 04 Contingency Fund balance will not be impacted by item s on today's agenda. The previously adopted Medical Examiner's Fees are anticipated to increase the Contingency Fund by $55,250 to $152,842. Royal Oak Township is current on payments for its Law Enforcement Contract. Suarez moved to receive and file the Contingency Report dated February 25 2004. Supported by Crawford. Motion to receive and file carried on a voice vote. CONSENT AGENDA 6a. MR #04032 - DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR APPROVAL OF CONSTRUCTION LICENSE AND LEASE AGREEMENT WITH THE TOWNSHIP OF GROVELAND FOR THE NEW COUNTYWIDE RADIO SYSTEM Facilities Management is requesting authorization to enter into a construction license and lease agreement with Groveland Township to construct a tower, equipment shelter and install a ge nerator for the countywide radio system at 4695 Grange Hall Road, Holly, Michigan. The County will sell the tower to Groveland Township for $1 upon completion and Groveland Township will lease the County space on the tower for $1 per year. The initial te rm of the lease is 15 years with three renewable five-year terms. Construction and lease costs will be covered by the 4% emergency telephone operational charge levy authorized by MR #99279, pursuant to MCL 484.1401. 6b. MR #04033 - DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR APPROVAL OF CONSTRUCTION LICENSE AND LEASE AGREEMENT WITH THE CHARTER FINANCE COMMITTEE Page 3 February 26, 2004 TOWNSHIP OF WHITE LAKE FOR THE NEW COUNTYWIDE RADIO SYSTEM Facilities Management is requesting authorization to enter into a construction license and lease agreement with White Lake Township to construct a tower, equipment shelter and install a generator for the county -wide radio system at 7525 Highland Road, White Lake, Michigan. The County will sell the tower to White Lake Township for $1 upon completion a nd White Lake Township will lease the County space on the tower for $1 per year. The initial term of the lease is 15 years with three renewable five -year terms. Construction and lease costs will be covered by the 4% emergency telephone operational charge levy authorized by MR #99279, pursuant to MCL 484.1401. 7. MR #04043 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE VILLAGE OF MILFORD - FISCAL YEAR 2003 ALLOCATION The Village of Milford is requesting authorization for its $22,64 9.48 FY 2003 Environmental Infrastructure Fund Reimbursement for expenses relating to the Old Plank Road Landfill Remedial Investigation. Suarez moved to recommend approval of Consent Agenda Fiscal Notes 6a - 7. Supported by Crawford. Motion carried unanimously on a roll call vote with Palmer and Long absent. 8. MR #04036 - 52ND DISTRICT COURT/DIVISION III, ROCHESTER - CREATION OF ADDITIONAL STAFF IN THE PROBATION UNIT The 52-3 District Court is requesting authorization to create three new positions w ithin its Probation Unit to address the increased caseload. Two full -time eligible (FTE) Probation Office I positions and one FTE District Court Clerk I position will be created. It is anticipated that position costs of $83,227 for the remainder of FY 04 and $154,564 for FY 05 will be covered by increased revenue of $150,000 per year. A reduction in the Training & Psychological & Medical Exam line item for both fiscal years is anticipated to cover the remaining balance, including associated operating co sts. Mr. Webster asked what the criterion was per probation officer for caseload. Judge Nicholson explained that the Court has experienced an 11% increase in caseload in the last two years. Probation Officers can handle about 250 cases each. Caseload h as increased from 288 in 1992 to 520 for 2003. Creation of these positions will allow for more offenders to be given probation and for more reports to be written by staff rather than contractors. Mr. Webster asked for written information on caseload. Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote with Palmer and Long absent. 9. RESOLUTION TO INITIATE ACTION TO REDEEM ALL OF THE OUTSTANDING CALLABLE COUNTY OF OAKLAND, MICHIGAN, OAKLAND COUNTY CHARTER TOWNSHIP OF WATERFORD WATER AND SEWER BONDS PRIOR TO MATURITY FINANCE COMMITTEE Page 4 February 26, 2004 The Treasurer is requesting authorization to redeem all of the outstanding callable bonds previously authorized by the Board of Commissioners to finance the acquisition and construction of the Charter Township of Waterford Water and Sewer Bonds to service the Township, as identified within the resolution. Webster moved to recommend approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Palmer and Long absent. 10. MR #04037 - SHERIFF'S OFFICE - USE OF FORFEITED FUNDS FOR EQUIPMENT The Sheriff is requesting authorization to use $152,000 from the Sheriff's Forfeited Fund balanc e of $949,976.20 (as of 12 -31-03) to purchase equipment, including bulletproof vests, long and short - range rifles and a vacuum fuming chamber) to enhance law enforcement efforts in compliance with state law. Suarez moved to recommend approval of the attac hed suggested Fiscal Note. Supported by Gregory. Motion carried unanimously on a roll call vote with Palmer and Long absent. 11. SHERIFF'S OFFICE - CY 2004 AND CY 2005 AUTOMOBILE THEFT PREVENTION AUTHORITY GRANT ACCEPTANCE The Sheriff is requesting authorization to accept Automobile Theft Prevention Authority grant awards for 2004 and 2005. An award of $431,193 has been granted for the period January 1, 2004 through December 31, 2004, that includes $297,956 to the County, $73,013 to Waterford Townshi p and $60,170 to Pontiac. Required matches for the 2004 program include $99,318 from the County, $24,337 from Waterford Township and $20,057 from Pontiac, for a program total of $574,851. The 2005 award of $432,722 includes $295,796 to the County, $75,36 6 to the Waterford Police Department and $61,560 to the Pontiac Police Department. Required matches include $98,598 form the County, $25,122 from Waterford PD and $20,520 from Pontiac PD, for a program total of $576,962. The program also includes the Mad ison Heights and Hazel Park police departments who are requesting their own funding. Mr. Cunningham introduced Kent Gardner who is supervising the Crime Lab. Commissioners will be invited to an open house for the new lab some time in March. Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote with Palmer and Long absent. 12. PARKS AND RECREATION - SUPPORT FOR SUBMISSION OF GRANT APPLICATION TO THE MICHIGAN DEPARTMENT OF NATURAL RESOURCES TO ACQUIRE ADDITIONAL ACREAGE FOR EXPANSION OF ADDISON OAKS COUNTY PARK The Oakland County Parks and Recreation Commission is requesting support for submitting an application to the Michigan Department of Natural Resources Trust Fund for a grant to purchase FINANCE COMMITTEE Page 5 February 26, 2004 346.5 acres of land to expand Addison Oaks County Park. The total cost of this property acquisition is $4,280,000. The MDNR Trust Fund will provide $1,712,000 and the Parks and Recreation Capital Improvement Fund will s upply the required 60% match of $2,568,000. This resolution of support is required as part of the application process. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Gregory. Motion carried unanimously on a roll call vote with Palmer and Long absent. 13. PARKS AND RECREATION - SUPPORT FOR SUBMISSION OF GRANT APPLICATION TO THE MICHIGAN DEPARTMENT OF NATURAL RESOURCES AND LAND AND WATER CONSERVATION FUND TO PROVIDE A CONNECTOR TRAIL AT INDEPENDENCE OAKS COUNTY PARK The Oakland County Parks and Recreation Commission is requesting support for submitting application to both the Michigan Department of Natural Resources (MDNR) Trust Fund and the MDNR Water Conservation Fund for a grant to provide a connector trail a t Independence Oaks County Park. The total project cost is $365,000. The Trust Fund application will be for $219,000, with the Parks and Recreation Capital Improvement Fund supplying the remaining 40% match of $146,000. The Land and Water Conservation F und application will be for $182,500, with the Parks and Recreation Capital Improvement Fund supplying the remaining 50% match of $182,500. This resolution of support is required as part of the application process. Gregory moved to recommend approval of t he attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Palmer and Long absent. 14. DEPARTMENT OF CENTRAL SERVICES - OAKLAND/SOUTHWEST AIRPORT - 2004 GRANT PROGRAM ACCEPTANCE - WETLAND DELINEATION The Department of Central Services - Oakland/Southwest Airport is requesting authorization to accept a Michigan Department of Transportation Grant Contract for Federal funds of $4,491 and State funds of $249 to be used for a wetland delineation project. The required 5% match of $250 will be provided by the Airport Fund. Webster moved to recommend approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote. 15. DEPARTMENT OF PUBLIC SERVICES/VETERANS' SERVICES DIVISION - PUBLIC ACT 290 OF 2003 AMENDING PUBLIC ACT 235 OF 1911 The Department of Management and Budget reports that the currently budgeted $200,000 line item for Soldier's Burial will be sufficient to handle the estimated $6,000 cost increase resulting from the passage of Public Act 290 of 2003. The new law increases the estate limitation for the $300 County Burial Allowance and Marker Installation Allowance, for deceased veterans with dependents, from $25,000 to $40,000. Pub lic Act 290 allows for a Board of Commissioners to adopt a resolution to FINANCE COMMITTEE Page 6 February 26, 2004 opt out of the increased estate limitation if desired. Suarez moved to receive the written report from Management and Budget and the Veteran Services Division. Supported by Crawford. Motion carried on a voice vote. 16. COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - APPLICATION/ACCEPTANCE FOR FY 2002 SUPPLEMENTAL ASSISTANCE PROGRAM FOR CITIZEN CORPS/COMMUNITY EMERGENCY RESPONSE PROGRAMS (CERT) Emergency Response and Prepa redness has applied for and is requesting authorization to accept grant reimbursement from the State of Michigan, under the U.S. Department of Homeland Security for 2002 Supplemental Assistance Grant Program, for qualified expenses not to exceed $37,169 f or the period of December 16, 2002 through May 11, 2004. These funds will be used to establish Citizen Corps Councils, to support council oversight and outreach functions and to expand Community Emergency Response Team training to develop the Corps. Mr. Sturm explained that these funds are used to train volunteers, such as retired nurses, and pharmacists, in disaster relief efforts relating to biological events. These particular funds will be used to expand the ham radio program. Webster moved to recommend approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Palmer and Long absent. 17. COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - APPLICATION/ACCEPTANCE FOR FY 2003 ODP STATE HOMELAND SECURITY GRANT PROGRAM, PART II, TRAINING GRANT AGREEMENT Emergency Response and Preparedness has applied for and is requesting authorization to accept grant reimbursement from the State of Michigan, under the U.S. Department of Homeland Securi ty Office for Domestic Preparedness, State Homeland Security Grant Program, Part II Training Grant Program, for qualified expenses not to exceed $960,810.79 for the period of March 1, 2004 through February 28, 2005. These funds will be used for first resp onder training exercises and for first responders to attend the 2004 Michigan Homeland Security Training Conference. Knollenberg moved to recommend approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Palmer and Long absent. 18. DEPARTMENT OF MANAGEMENT & BUDGET/EQUALIZATION AUTHORIZING THE EQUALIZATION DIVISION AND DEPARTMENT OF INFORMATION TECHNOLOGY TO ENTER INTO A SOLE SOURCE CONTRACT WITH BS&A SOFTWARE The Equalization Division is requesting authorization to appropriate the Division's previously designated CRIMP (Cost Reduction Incentive Management Program) funds of $89,388 to implement BS&A assessment and taxation software for use by the County and its subscribing local cities, villages and townships. The resolution will also authorize negotiation of this sole source contract by Information Technology and Management and Budget. The County's current mainframe tax and assessment system has become financially impractical. Over the l ast five years, almost 25% of the parcel count in Oakland County have migrated from the county's assessment systems to FINANCE COMMITTEE Page 7 February 26, 2004 this software, including Farmington Hills, Rochester Hills, Troy and Southfield. BS&A Software is the leading provider of these systems in the State of Michigan and Oakland County. Mr. Webster asked whether the long -term implications in providing this program to the local units would realize more or less services and how this program relates to the County's thin client initiative. Mr. Vincent indicated that services should be similar or better. This software is state -certified and is the only product that has kept up with changes in property tax laws since Proposal A was implemented. Mr. Oppmann explained that this software is a desk top program based on Information Technology servers and is, therefore, compatible with the Thin Client initiative. Suarez moved to recommend approval of the attached suggested resolution. Supported by Webster. Motion carried unanimously on a roll call vote with Palmer and Long absent. 19. DEPARTMENT OF MANAGEMENT AND BUDGET - FISCAL YEAR 2004 FIRST QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENT This resolution and supporting material was distributed to committee members for review prior to consideration at the next meeting. Suarez moved to receive and file Management and Budget's Fiscal Year 2004 First Quarter Report. Supported by Webster. Motion carried on a voice vote. 20. DEPARTMENT OF MANAGEMENT AND BUDGET - FY 2005 AND FY 2006 REVENUE ESTIMATES Two versions of revenue assumptions were provided to the committee. Version A assumes the Governor's budget proposal does not pass but the reduction of $3 million in state revenue sharing continues each year, as the County has currently budgeted. Management and Budget is forecasting that preliminary revenue estimates will remain flat for the next several years. Management and Budget also reported that the House Tax Policy Committee has passed out legislation to exempt the first $10,000 of person al property tax for each taxpayer. In the first year Oakland County would lose $1.4 million, with a loss to the local units and the state of $16 million. Version B incorporates the Governor's Proposal regarding revenue sharing. This includes collection of the December 2004 tax levy in July, placing $223 million in reserve and leaving $116 million for general fund operations. This would leave the County with a 6 -month operating shortfall of $100 million. Mr. Webster asked that Management and Budget but together a one or two -page document for the commissioners to use in discussion with legislators on how the Governor's proposal would impact the County's budget. Mr. Crawford asked that this document be provided to the local units to explain to them how th is proposal will impact both their communities and the County. FINANCE COMMITTEE Page 8 February 26, 2004 Mr. Caddell reported that the Governor's proposal also includes the addition of a $5 surcharge on vital records, of which the entire amount would be sent to the state. 21. DISCUSSION OF ENVIRONMENTAL INFRASTRUCTURE FUND Mr. Williams explained the operations of the Delinquent Tax Revolving Fund (DTRF). The corpus of the DTRF is held at $200 million in accordance with Board resolution. Interest derived from the corpus of the DTRF is used for long -term capital projects. Operating transfers Out are done by resolution. This includes Environmental Infrastructure Fund (EIF) appropriations to local units, for which $25 million of the DTRF corpus was used. Mr. Bullard asked if commissioners could get a list of programs that would include dollar amounts, to show what the County provides to the local units. Mr. Bertolini explained how several of Information Technology's projects benefit the local units. He distributed a spreadsheet showing what IT pro grams are being used by each community. COMMUNICATIONS A. Department of Information Technology - CLEMIS Project - Negotiated Agreement with CrisNet - COPS MORE Grant #1999CLWX0239 C. Community and Economic Development Division - PY 2004 Consolidated Grant A pplication for Community Development Block Grant, HOME Investment Partnership Grant and Emergency Shelter Grant D. Oakland County Parks and Recreation (OCPR) - FY 2004 On Stage Arts Mini -Grant Oakland County Cultural Council/Michigan Council for Arts and Cultural Affairs - Application E. County Executive - Emergency Response and Preparedness - Hazard Mitigation Grant Program Planning Application Crawford moved to receive and file the communications A, C, D, E. Supported by Gregory. Motion carried on a voice vote. B. Department of Management/Purchasing Division - Contract Exception Report for the Month of January, 2004 Mr. Webster asked if this contract would impact the JIMS project. Ms. Van Pelt indicated this was a separate program and that a re view would need to be conducted to determine how or if the Jury Management System would impact the JIMS system. Suarez moved to receive and file the communication B. Supported by Knollenberg. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:45 a.m. FINANCE COMMITTEE Page 9 February 26, 2004 ________________________ _______________________________ Helen Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator NOTE: The foregoing minutes are subject to Committee approval.