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HomeMy WebLinkAboutMinutes - 2004.04.29 - 35901CHUCK MOSS Chairperson BILL BULLARD Vice Chairperson GEORGE SUAREZ Minority Vice Chairperson April 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, George Suarez, Charles Palmer , Hugh Crawford, Greg Jamian, Martin Knollenberg, Christine Long, Vincent Gregory, Helaine Zack COMMITTEE MEMBERS ABSENT WITH NOTICE: Peter Webster OTHERS PRESENT : CORPORATION COUNSEL Judy Cunningham, Corporation Counsel FACILITIES MANAGEMENT Mike Hughson, Property Management Specialist FACILITIES ENGINEERING Paul Hunter, Manager FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Prentiss Malone, Analyst Raleigh Parrott, Analyst Penny Cremer, Chief Michael Pohlod, Analyst HEALTH George Miller, Manager HUMAN RESOURCES Ed Poisson, Director MANAGEMENT & BUDGET Art Holdsworth, Deputy Director MSU EXTENSION Carol Lenchek, Environmental Program s Coordinator PURCHASING Joe Hylla, Manager SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager Ann Russell, Corrections Administrator PRICEWATERHOUSECOOPERS Darrell Burks James Buckley Michael Davis BOARD OF COMMISSIONERS Harvey Wedell, Analyst Sheryl Mitchell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of April 8, 2004, and April 22, 2004, as printed. Supported by Palmer. 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 Vincent Gregory Helaine Zack FINANCE COMMITTEE Page 2 April 29, 2004 Motion carried on a voice vote. PUBLIC COMMENT None. 5. CONTINGENCY REPORT It is anticipated that the FY 04 Contingency Fund balance of $9,409 will be increased $26,332 by item #7 and $1,692 by item #8. Item #13 will also add $71,765 t o the fund balance for a total of $99,789. Gregory moved to receive and file the revised Contingency Report dated April 22, 2004. Supported by Palmer. Motion to receive and file carried on a voice vote. AGENDA Palmer moved approval of the agenda, with the addition of the Sheriff's Office - Establishment of Standard Law Enforcement Services Agreement with the Charter Township of Royal Oak, January 1, 2004 - December 31, 2008, as item 9A. Supported by Crawford. Motion carried on a voice vote. REGULAR AGENDA 6. ANNUAL AUDIT REPORT BY THE COUNTY'S CONTRACTED INDEPENDENT CERTIFIED PUBLIC ACCOUNTING FIRM Mr. Soave introduced Messrs. Burks, Buckley and Davis of PriceWaterhouseCoopers. Mr. Burks reviewed the Financial Statement Audit for Fiscal Year 2003. There are no outstanding issues on those ten items that the auditors are required to review and communicate to the committee each year. Mr. Burks recognized the County's Comprehensive Annual Financial Report and praised the County as having done an outs tanding job. There was a brief discussion regarding the tentative loss of state revenue. Crawford moved to receive and file the PriceWaterhouseCoopers Finance Committee Report, Resolution and Completion of the Financial Statement Audit for the Fiscal Yea r ended September 30, 2003. Supported by Palmer. Motion carried on a voice vote. 7. MR #04103 - COUNTY CLERK/REGISTER OF DEEDS - NEW NOTARY PUBLIC ACT; REQUEST TO ASSESS MANDATED APPLICATION FEE PURSUANT TO STATUTE The Clerk/Register of Deeds is requesting authorization to increase the Notary Public application fee from $3 to $10 as allowed for by P.A. 238 of 2003. This action will bring the County's fee structure in line with the state-mandated fee structure for Notary Public. Of the $10 fee, $8 wil l be placed into the General Fund and $2 will be deposited into the notary education and training fund as mandated by the Act. FINANCE COMMITTEE Page 3 April 29, 2004 Jamian moved approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote with Webster absent. 8. MR #04104 - COUNTY CLERK/REGISTER OF DEEDS - NEW NOTARY PUBLIC ACT; REQUEST TO AMEND SERVICE CHARGE AS PROVIDED BY STATUTE The Clerk/Register of Deeds is requesting authorization to increase the notary public service ch arge fee from $2 to $3 per notarization of a document and from $1 to $5 per certification of notary as provided for by P.A. 238 of 2003. The Act allows for both fees to be increased up to $10.00 each. Palmer moved approval of the attached suggested Fi scal Note. Supported by Long. Motion to report carried unanimously on a roll call vote Webster absent. 9. MR #04106 - SHERIFF'S OFFICE - CONTRACT FOR AUXILIARY DEPUTY SERVICES IN THE CITY OF PONTIAC 2004-2006 The Sheriff is requesting authorization to contract with the City of Pontiac to provide patrol services for special events for the period April 1, 2004 through December 31, 2006. Sufficient revenue and expenditures have been included in the FY '04 budget and County Executive proposed '05 and '06 budgets. Zack moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion to report carried unanimously on a roll call vote Webster absent. 9a. SHERIFF'S OFFICE - ESTABLISHMENT OF STANDARD LAW ENFORCEMENT SERVICES AGREEMENT W ITH THE CHARTER TOWNSHIP OF ROYAL OAK, JANUARY 1, 2004 - DECEMBER 31, 2008 The Sheriff is requesting authorization to contract with the Township of Royal Oak to provide law enforcement services for a five -year period effective January 1, 2004. One Dete ctive Sergeant and nine Deputy II (with fill) positions will be funded by the agreement. Sufficient funding has been included in the FY '04 budget and recommended '05 and '06 budgets. The Contract states that in the event that the Michigan State Police (MSP) provide sworn State Trooper(s) to assist the Township, the Sheriff will reduce the number of Deputy II positions on a one -to-one basis to a minimum requirement by the Sheriff of six deputies. Any changes to this agreement will require an amendment to the contract. Undersheriff McCabe reported that the Township had approved the agreement on April 22 and that the Sheriff would be meeting with the MSP regarding the deletion of deputies and will return to the Board as this occurs. Commissioner Moss suggested that those County departments providing services to the Township meet to discuss the handling of arrearages. Zack moved approval of the attached suggested Fiscal Note. Supported by Gregory. Motion to report carried unanimously on a roll call vo te Webster absent. 10. MR #04060 - DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR APPROVAL OF CONSTRUCTION LICENSE AND LEASE AGREEMENT WITH CHARTER TOWNSHIP OF WEST BLOOMFIELD FOR THE NEW COUNTYWIDE RADIO SYSTEM FINANCE COMMITTEE Page 4 April 29, 2004 Facilities Management is requesting a uthorization to enter into a lease agreement with West Bloomfield Township to construct a tower, equipment shelter and install a generator for the countywide radio system at 4530 Walnut Lake Road in West Bloomfield. The County will maintain ownership of this equipment and will lease the land from the Township for $1 a year. Upon completion, the County will lease space on the tower for $1 per year to the Township. 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. This resolution was brought before the Finance Committee on March 11, 2004, and was recommended for approval. The resolution was then removed from the March 18, 2004, Board of Commissioners' agenda and referred back to the Planning and Building Committee for review of changes to the contract. The Fiscal Note has not changed. Palmer moved approval of the attached su ggested Report. Supported by Long. Motion carried unanimously on a roll call vote with Webster absent. 11. FACILITIES MANAGEMENT/FACILITIES ENGINEERING - AWARD OF CONTRACT FOR THE 2004 ROOF REPLACEMENT PROGRAM - ADMINISTRATIVE ANNEX II PROJECT Facilities Management is requesting authorization to award a contract to Bloom Roofing of Ann Arbor, Michigan, in the amount of $181,300, for the 2004 Roof Replacement Program - Administrative Annex II Project. The lightning protection system will also be replaced as part of this project. Funding is available in the FY '04 Capital Improvement Program Building Fund, including Facilities costs of $10,000 and contingency of $38,300, and will be transferred to the Project Work Order Fund. Palmer moved to recommend a pproval of the attached suggested Fiscal Note. Supported by Long. Motion to report carried unanimously on a roll call vote with Webster absent. 12. MR #04107 - COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - TORNADO WARNING SYSTEM EXPANSION - BRANDON TOWNSHIP Emergency Response and Preparedness is requesting authorization to contract with Brandon Township to purchase one warning siren to become part of the County's centrally activated system. The Township will pay 75% of the $21,000 cost for the siren and the County will pay the remaining 25% and will retain ownership and responsibility for maintenance and electrical costs. Bullard moved to recommend approval of the attached suggested Fiscal Note. Supported by Crawford. Motion to report carried unanimously on a roll call vote with Webster absent. 13. COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - APPLICATION/ACCEPTANCE OF POWER OUTAGE PUBLIC ASSISTANCE GRANT Emergency Response and Preparedness has been awarded $164,294.31 by t he Federal Emergency Management Association for reimbursement of expenses resulting from the August 14 - 17, 2003, power outage. The County will provide the required 25% match. FINANCE COMMITTEE Page 5 April 29, 2004 Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Suarez. Motion to report carried unanimously on a roll call vote with Webster absent. 14. MR #04105 - DEPARTMENT OF HUMAN SERVICES/HEALTH DIVISION/JAIL HEALTH PROGRAM - CREATION OF TWO (2) GF/GP FULL -TIME ELIGIBLE GENERAL STAFF NURSE POSITIONS The Health Division is requesting authorization to create two General Fund/General Purpose full -time eligible General Staff Nurse positions to handle the increased clinical services that will result from placing female inmates in the Work Release fac ility. Sufficient funding has been placed into the budget Task per MR #03117 to cover position costs. Funding for physical location modifications are available within the Sheriff's current budget. Commissioner Palmer stated his concerns regarding the po ssibility of additional future costs for the facility. Commissioner Jamian suggested that this might be the time to look into privatization of the jail health program. Mr. Miller explained that contracted nurses would cost $50 an hour. The County's five -year salary step for these requested positions is about $26 an hour. These two Staff Nurse positions would be pooled with others for training and to provide coverage during leave periods. Undersheriff McCabe reported that the jail population was at 2,04 9 with 153 inmates being housed out - county. Actual jail capacity is 1,828. Approval of these two positions will allow 64 female inmates to be moved to the work release facility. With anticipation that the overcrowding will continue, a request for several million dollars to fund use of the 28 -bed Special Observation Unit (K -Pod) will be brought forward during the budget process. There are inmates already in the system that could be housed in this Unit. Further, if the State changes sentencing guidelines, another 140 inmates will need to be housed in the jail. Ms. Fournier and Mr. Soave explained the difference between the Budget Task line item and the Budget Transition Fund. Long moved to recommend approval of the attached suggested Fiscal Note. Sup ported by Zack. Motion to report carried unanimously on a roll call vote with Webster absent. 15. DEPARTMENT OF PUBLIC SERVICES / MSU EXTENSION - 2004 GYPSY MOTH SUPPRESSION PROGRAM COMMUNITY SPRAY CONTRACTS MSU Extension is requesting authorization to contract with the cities of Auburn Hills and Rochester Hills, and the townships of Addison, Oakland, Orion, Oxford and Waterford to coordinate a gypsy moth infestation suppression treatment program. A Michigan Department of Agriculture (MDA) qualified and licensed agricultural pesticide spray contractor will spray qualifying acreage with Bacillus thuringiensis. The County provides this program to communities who do not meet the insect threshold rates to qualify for the Michigan Department of Agriculture Gypsy Moth program. Spraying will cost $42.50 per acre for a total of $104,422 and will be reimbursed by the local units. Anticipated administrative and support costs of $13,409 are included in the FY 2004 MSU Extension Budget. FINANCE COMMITTEE Page 6 April 29, 2004 Ms. Lenchek explained that when the program first began, all administrative costs were passed on to the communities. As costs rose, the County Executive took over payment. Communities prefer use of the helicopter, which is more expensive but provides a more precise targeting of th e spray area. Zack moved to recommend approval of the attached suggested Fiscal Note. Supported by Jamian. Motion to report carried unanimously on a roll call vote with Webster absent. COMMUNICATIONS B. Treasurer's Office - Memo to Finance Committee R e: Quarterly Report of Refinancing Outstanding Debts and New Debt Offerings C. Circuit Court, FY 2005 Byrne Memorial Grant - Adult Drug Court Grant Application D. Circuit Court - Family Division, FY 2005 Byrne Memorial Grant - Juvenile Drug Court Grant Application E. 52-1 Novi District Court, FY 2005 Byrne Memorial Grant - Adult Drug Court Grant Application F. Prosecuting Attorney / Sheriff - FY 2005 Oakland County Narcotics Enforcement Team (NET) - Grant G. Prosecuting Attorney / Sheriff - FY 2005 Byrne Memorial Grant Application - Physical Child Abuse H. Department of Public Services / Community Corrections Division - 2004 - 2005 Byrne Memorial Grant - Michigan Office of Drug Control Policy Application for Pontiac Instep Jamian moved to receive a nd file communications B-H. Supported by Palmer. Motion carried on a voice vote. A. Department of Management/Purchasing Division - Contract Exception Report for the Month of March, 2004 (dated March 30, 2004) Gregory moved to receive and file communi cation A. Supported by Palmer. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Knollenberg moved to reconsider approval of the Finance Committee minutes of April 8, 2004. Supported by Bullard. Motion carried on a voice vote. Knollenberg moved to approve the Finance Committee minutes of April 8, 2004, with an amendment to move the name "Martin Knollenberg" from the "Absent" list and place it under the "Absent with Notice" list. Supported by Bullard. FINANCE COMMITTEE Page 7 April 29, 2004 Motion carried on a voice vote. There being no other business to come before the committee, the meeting was adjourned at 10:25 a.m. ________________________ _______________________________ Helen Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator NOTE: The foregoing minutes are subject to Committee approval.