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HomeMy WebLinkAboutMinutes - 2004.05.13 - 35902CHUCK MOSS Chairperson BILL BULLARD Vice Chairperson GEORGE SUAREZ Minority Vice Chairperson May 13, 2004 Chairperson Moss called th e 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, Peter Webster, Greg Jamian, Martin Knollenberg, Christine Long, Vincent Gregory, Helaine Zack COMMITTEE MEMBERS ABSENT: None. OTHERS PRESENT : FACILITIES MANAGEMENT Mike Hughson, Property Management Specialist FISCAL SERVICES Tim Soave, Manager LaVerne Smith, Supervisor Holly Conforti, Supervisor Penny Cremer, Chief Jennifer Amalfitano, Analyst HUMAN RESOURCES Ed Poisson, Director INFORMATION TECHNOLOGY Phil Bertolini, Director MANAGEMENT & BUDGET Laurie VanPelt, Director Art Holdsworth, Deputy Director PLANNING & ECONOMIC DEVELOPMENT Dan Hunter, Manager Bret Rasegan, Supervisor SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager BOARD OF COMMISSIONERS Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Knollenberg moved approval of the minutes of April 29, 2004, as printed. Supported by Palmer. 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 Hugh D. Crawford Peter Webster Greg Jamian Martin J. Knollenberg Christine Long Vincent Gregory Helaine Zack FINANCE COMMITTEE Page 2 May 13, 2004 A revised Contingency Report was distributed with a correction to reflect that the Contingency Fund balance was reduced to $26,409 following actions of the April 8, 2004, Finance Committee meeting and to $116,789 as a result of actions fro m the April 29, 2004, meeting. This amount will be increased to $268,879 with the adoption of the Second Quarter Financial Forecast and Budget Amendments (Item #9, which will be carried forward for review at the next meeting). Crawford moved to receive a nd file the revised Contingency Report dated May 11, 2004. Supported by Knollenberg. Motion carried on a voice vote. CONSENT AGENDA 6a. MR #04116 - DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR APPROVAL OF CONSTRUCTION LICENSE AND LEASE AGREEMENT W ITH THE CITY OF BIRMINGHAM FOR THE NEW COUNTYWIDE RADIO SYSTEM Facilities Management is requesting authorization to enter into a construction license and lease agreement with the City of Birmingham to construct a tower and equipment shelter and to install a generator for the countywide radio system at 2666 West 14 Mile Road in Birmingham. The County will sell the tower, equipment shelter and generator to the City for $1 upon completion and the City 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. 6b. MR #04115 - DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR APPROVAL OF CONSTRUCTION LICENSE AND LEASE AGREEMENT WITH THE CHARTER TOWNSHIP OF COMMERCE FOR THE NEW COUNTYWIDE RADIO SYSTEM Facilities Management is requesting authorization to enter into a construction licen se and lease agreement with Commerce Township to construct a tower and equipment shelter and to install a generator for the countywide radio system at 2840 Fisher Avenue in Commerce Township. The County will sell the tower, equipment shelter and generator to the Township for $1 upon completion and the 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. Moss moved approval of the attached suggested Fiscal Note for Consent Agenda items 6a - 6b. Supported by Long. Motion carried unanimously on a roll call vote with W ebster absent. REGULAR AGENDA 7. MR #04117 - DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR FINANCE COMMITTEE Page 3 May 13, 2004 APPROVAL OF LEASE AGREEMENT WITH ART OF PONTIAC, LLC FOR USE OF OFFICE SPACE AT 17 SOUTH PERRY STREET, PONTIAC, MICHIGAN Facilities Management is reque sting authorization to enter into a Lease Agreement with Art of Pontiac, LLC for 850 square feet of office space at 17 S. Perry Street in Pontiac for the Downtown Design Studio, Main Street Oakland County Program. Annual lease cost will be $12,750 and wil l include building and site maintenance, utilities, snow and ice removal and property taxes. Total annual operating costs, including lease, custodial and telephone expenses, are estimated at $14,975. The Pontiac Downtown Development Authority has pledged annual funding of $10,000 and Chrysler Arts Beats and Eats, Inc has pledged annual funding of $5,250. County funding is not required. The lease will be for a three -year period commencing August 15, 2004. The Board of Commissioners may cancel the lease at any time should pledged funding be insufficient. Knollenberg moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 8. MR #04112 - DEPARTMENT OF INFORMATION TECHNOLOGY - SECOND QUARTER 2004 DEVELOPMENT APPROPRIATION TRANSFER Information Technology is requesting authorization for appropriating and charging 2004 Second Quarter Development costs to benefiting departments. For General Fund/General Purpose departments charges are $1 ,214,094.53 for data processing development and $68,048.00 for imaging development. Direct charges to Special Revenue and Proprietary fund departments are $125,405.00. Mr. Bertolini noted that an executive summary of IT projects would be brought to Gener al Government Committee next month. He also explained how IT was dealing with Spam and virus attacks on the County's computer systems. Suarez moved approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote with Crawford absent. 9. DEPARTMENT OF MANAGEMENT AND BUDGET - FY 2004 SECOND QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS This item was distributed at the beginning of the meeting. Mr. Soave summarized the particulars of the FY 2004 Second Quarter Report. Fiscal Services is forecasting that the County will complete the 2004 Fiscal Year with $6 million in favorability resulting from a combination of receiving $7.4 million more revenue than budgeted and expending $1.4 million more than estimated. The Fiscal Services Letter of Transmittal dated May 13, 2004 provides details for this forecast and is attached to the resolution. To allow for review by committee members, the item was carried forward until the next regular meeting of the Finance Committee. 10. DEPARTMENT OF MANAGEMENT AND BUDGET/FISCAL SERVICES - COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) Mr. Soave introduced Ms. Cremer, who has the responsibility for compiling the Comprehensive Annual Financial Report (CAFR). D irecting the committee's attention to the Letter of Transmittal FINANCE COMMITTEE Page 4 May 13, 2004 and Management's Discussion and Analysis, Mr. Soave noted that the County's growth alone was 19% of the state's property tax value and exceeded 77 of 83 counties in the state. The County's ne t worth also increased by $63.6 million to $809 million and the General Fund balance increased $17.9 million as a result of Fiscal Year 2003 activities. Ms. Cremer reviewed details of the document with committee members. Two new statements are included f or FY 2003 on page 34, Statement of Net Assets, and page 36, State of Activities. Page 41 identifies a fund balance of $112 million; however, half of this amount is property taxes collected in FY 2003 for use in FY 2004. Beginning in 2007, the Governmental Accounting Standards Board (GASB) will also require the reporting of Other Post-Employment Benefits (retiree health care) in financials statements. The Retirement Board is currently considering changing actuarial methods to determine the cost. Suarez moved to receive and file the FY 2003 Comprehensive Annual Financial Report. Supported by Knollenberg. Motion carried on a voice vote. COMMUNICATIONS B. Sheriff's Office - 2004-2005 Byrne Memorial Grant - Jail Alliance with Support for Inmates with Co-Occurring Disorders C. Prosecuting Attorney - FY 2005 Crime Victims Services Grant Application D. Planning and Economic Development Services - Rouge Green Corridor Identity Demonstration Project Palmer moved to receive and file communications B -D. Supported by Crawford. Motion carried on a voice vote. A. Management and Budget / Purchasing Division - Contract Exception Report for the Month of April Mr. Holdsworth explained that maintenance and support requirements are written into the contr act when first approved. Mythics Inc. is the single provider chosen by Oracle Corp. to distribute licenses to Oakland County. This is a single source contract for one year of product support and updates on eight Oracle Media pack licenses. Palmer moved to receive and file communication A. Supported by Suarez. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Webster moved to set a public hearing on the Provisions of a Brownfield Plan for the City of Pleasant Ridge Maywood Pointe Project for June 3, 2004, at 9:45 a.m., in the Board of Commissioners Auditorium, 1200 North Telegraph Road, Pontiac, Michigan. Supported by Palmer. Motion carried unanimously on a roll call vote with Knollenberg absent. FINANCE COMMITTEE Page 5 May 13, 2004 There being no other business to come before the committee, the meeting was adjourned at 10:06 a.m. ________________________ _______________________________ Helen Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator NOTE: The foregoing minutes are subject to Committee approval.