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HomeMy WebLinkAboutMinutes - 2004.07.15 - 35918CHUCK MOSS Chairperson BILL BULLARD Vice Chairperson GEORGE SUAREZ Minority Vice Chairperson July 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, George Suarez, Charles Palmer, Hugh Crawford, Peter Webster, Greg Jamian, Martin Knollenberg, Christine Long, Vincent Gregory, Helaine Zack COMMITTEE MEMBERS ABSENT WITH NOTICE: None OTHERS PRESENT : AVIATION Karl Randall, Manager COMMUNITY & HOME IMPROVEMENT Karry Rieth, Manager Ron Milligan, Housing Counselor Kristen Hoffman, Administrative Services Supervisor CORPORATION COUNSEL Judy Cunningham, Corporation Counsel William Mann, Assistant Counsel EXECUTIVE OFFICE Doug Williams, Deputy Executive FACILITIES MANAGEMENT Mike Hughson, Property Management FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Analyst Linda Pearson, Analyst Jennifer Amalfitano, Analyst HUMAN RESOURCES Ed Poisson, Director INFORMATION TECHNOLOGY Phil Bertolini, Director Dale Kukla, Manager Francis Zak, AAP III MANAGEMENT & BUDGET Laurie VanPelt, Director Art Holdsworth, Deputy Director SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager DRAIN COMMISSIONER Joe Colaianne, Insurance Administrator Leo Lease, Accountant III PARKS & RECREATION Ralph Richard, Executive Officer EMERGENCY RESPONSE Mike Sturm, Administrator Gail Novak, Chief Tracey McGee, E.M.C. ANIMAL CONTROL Larry Obrecht, Manager 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 Vincent Gregory Helaine Zack FINANCE COMMITTEE Page 2 July 15, 2004 BOARD OF COMMISSIONERS Eileen Kowall, District #6 Lawrence M. Doyle, Administrative Director Harvey Wedell, Analyst Nancy Wenzel, Committee Coo rdinator APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of June 10, 2004, as printed. Supported by Suarez. Motion carried on a voice vote. PUBLIC COMMENT None. 5. CONTINGENCY REPORT On today's agenda, Item #13 will inc rease the Contingency Fund balance of $42,002 by $522 to $42,524. The Royal Oak Township Law Enforcement Contract is to be revised to include a recent payment of $30,070.94. Mr. Palmer asked how the substitution of two State Troopers for two Deputies wo uld affect the Contingency Report. It was reported this substitution would affect future billing. Undersheriff McCabe stated the Deputies were not laid off, but filled vacant positions. The Undersheriff also stated Oakland County has a memorandum of und erstanding with the State Police to provide these Troopers and will review the situation in twelve months. Long moved to receive and file the revised Contingency Report dated July 15, 2004. Supported by Palmer. Motion carried on a voice vote. REGULAR AGENDA 6. MR #04158 ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF OAKLAND – FISCAL YEAR 1999, 2000, 2001, 2002, 2003 ALLOCATIONS The Oakland County Board of Commissioners established an Environmental Infrastructur e Fund and Disbursement Policy in an effort to increase the share of dollars flowing into infrastructure projects for the County and its cities, villages and townships. The Charter Township of Oakland is requesting reimbursement for expenses directly rela ted to the Twin Lakes Well House and Knorrwood Knolls Well House Connection, Gallagher Road Water Main, and Water Treatment at the Plum Creek Well House Projects. Authorized amount of funding for the Charter Township of Oakland is $55,185.61 annually. Jamian moved approval of the attached suggested Fiscal Note. Supported by Bullard. Motion carried on a unanimous roll call vote. 7. MR #04155 – SHERIFF'S OFFICE-CONTRACT FOR LAW ENFORCEMENT SERVICES AT THE MICHIGAN RENAISSANCE FESTIVAL – 2004 SEASON FINANCE COMMITTEE Page 3 July 15, 2004 The Michigan Renaissance Festival has requested the Oakland County Sheriff's Office to supply Patrol Officers for Law Enforcement Services for the upcoming 2004 season. Oakland County will be reimbursed for these services by the Michigan Renaissance Fes tival at the hourly overtime rates for the 2004 season as established by MR #03265. Zack moved approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 8. MR #04156 - SHERIFF'S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF ROYAL OAK 2004 -2008 Royal Oak Township has contracted with the Oakland County Sheriff's Department to provide law enforcement services for the Township. The Michigan State Police ha ve agreed to provide two State Troopers for patrol in the Township. The two State Troopers started on May 17, 2004 and the Sheriff reduced the number of Deputy II's by two. These deletions will take effect on July 22, 2004. The invoice to the Charter To wnship of Royal Oak will be adjusted accordingly. Zack moved approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 9. SHERIFF'S OFFICE – BULLETPROOF VEST PARTNERSHIP PROGRAM GRANT FY 2004 ACCEPTANCE The Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice has awarded the Oakland County Sheriff's Office grant funding for the Bulletproof Vest Partnership Program in the amount of $21,975.74 for the period of Oc tober 1, 2003 through September 30, 2004. Acceptance of this grant does not obligate the County to any further commitments in the Bulletproof Vest Partnership Program and is contingent upon continued future levels of grant funding. Palmer moved approval of the attached suggested Fiscal Note. Supported by Jamian. Motion carried unanimously on a roll call vote. 10. MR #04154 – COUNTY EXECUTIVE, EMERGENCY RESPONSE AND PREPAREDNESS – TORNADO WARNING SYSTEM EXPANSION – SPRINGFIELD TOWNSHIP Oakland County has accepted federal grants to defray a portion of the costs of purchasing sirens to be utilized within the Oakland County Tornado Warning System. Springfield Township has executed a purchase agreement for the installation of a siren and will pay sevent y-five percent of the total estimated cost. Oakland County will be responsible for twenty -five percent of the cost and for the maintenance and electrical costs for the siren. Bullard moved approval of the attached suggested Fiscal Note. Supported by Lon g. Motion carried unanimously on a roll call vote. 11. COUNTY EXECUTIVE – EMERGENCY RESPONSE AND PREPAREDNESS – AGREEMENT/ACCEPTANCE FOR HAZARD MITIGATION GRANT PROGRAM The Robert T. Stafford Disaster Relief and Emergency Assistance Hazard Mitigation Grant Program administered by the Federal Emergency Management Agency provides grants to implement long - FINANCE COMMITTEE Page 4 July 15, 2004 term hazard mitigation measures before and after a disaster. To remain eligible to receive mitigation monies, Oakland County is required to prepare a Haz ard Mitigation Plan by November 1, 2004. Grant funding is in the amount of $215,467 including an in kind match of $53,867. The acceptance of this grant does not obligate the county to any future commitment. Commissioner Palmer asked if Corporation Couns el's concerns regarding "public liability, property damage, and workers compensation insurance" were addressed. It was pointed out that on 7/6/04 Mr. Sturm noted on the contract review signoff that the required changes had been made. Palmer moved approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote. 12. DEPARTMENT OF COMMUNITY AND ECONOMIC DEVELOPMENT - COMMUNITY AND HOME IMPROVEMENT DIVISION - 2004 HOME AMERICAN DREAM DOWNPAYMENT INITIATIVE GRANT ACCEPTANCE Community and Home Improvement is requesting authorization to accept grant funds in the amount of $192,817. $88,447, with a grant match of $22,112, appropriated in Federal Fiscal Year 2003 and $104,370, no match requirement, ap propriated in Federal Fiscal Year 2004 with separate federal regulations for each appropriation. Specific program guidelines will be developed by the Oakland County Community and Home Improvement Division for authorization by the Oakland County Board of Commissioners prior to program expenditure. Acceptance of the grant does not obligate the County to any future commitment. Gregory moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote wi th Palmer absent. 13. PUBLIC SERVICES/ANIMAL CONTROL DIVISION – ELIMINATION OF VETERINARIAN PROFESSIONAL SERVICE CONTRACT AND CREATION OF ONE (1) PTNE VETERINARIAN POSITION The Animal Control Division proposes the implementation of a six -month trial-working schedule in order to provide better office coverage, clerical support, and more efficient clinical services for the care and wellbeing of the animals. The trial will include the underfill of one FTE Office Assistant II position, with three part-time, non-eligible 1,000 hr/yr. General Clerical positions and the creation of one part-time, non -eligible 1,000 hr/yr. Veterinarian position. The Animal Control Division will eliminate the Veterinarian Professional Service contract to help offset the costs ass ociated with this trial-working schedule. Crawford moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Palmer absent. 14. DEPARTMENT OF CENTRAL SERVICES –OAKLAND COUNTY INTERNATI ONAL AIRPORT – 2004 GRANT PROGRAM ACCEPTANCE – ENVIRONMENTAL ASSESSMENT FOR RUNWAY SAFETY AREAS Oakland County has received a Michigan Department of Transportation Grant for Federal funds in the amount of $62,100 and State funds in the amount of $3,500 fo r the development and improvement of Oakland County International Airport. A local grant match of $3,500 is required FINANCE COMMITTEE Page 5 July 15, 2004 which is available from the airport fund. The project consists of the preparation of an environmental assessment for runway safety areas Long moved approval of the attached suggested Fiscal Note. Supported by Gregory. Motion carried unanimously on a roll call vote. 15. MR #04150 PARKS AND RECREATION COMMISSION – RED OAKS WATERPARK LEASE The Oakland County Parks and Recreation Commission ha s authorized the department to enter into a lease for the property at the Red Oaks Waterpark to allow for the addition of new water features. The Commission has committed $3.3 million in funds from the Oakland County Parks and Recreation Commission Capital Improvement Projects Budget. The construction, operational and maintenance costs will be paid for by fees and charges and Parks millage revenues. This lease developed by the Oakland County Drain Commission staff and counsel, Park staff and Oakland Coun ty Corporation Counsel is for a period of 50 years, in the amount of $1 annually, between the County of Oakland and the George W. Kuhn Drainage District. Suarez moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 16. MR #04151 PARKS AND RECREATION COMMISSION – RED OAKS GOLF COURSE LEASE The Oakland County Parks and Recreation Commission has authorized the department to enter into a lease for the property at the Red Oaks Golf Cour se to allow for renovation. The Commission has committed $3 million in funds from the Oakland County Parks and Recreation Commission Capital Improvement Project Budget. The construction, operational and maintenance costs of this facility will be paid for by fees and charges and Parks millage revenues. This lease developed by the Oakland County Drain Commission staff and counsel, Park staff and Oakland County Corporation Counsel is for a period of 50 years, in the amount of $1 annually, between the County of Oakland and the George W. Kuhn Drainage District. Palmer moved approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 17. DEPARTMENT OF INFORMATION TECHNOLOGY – PAY LOCAL TAXES.COM AGREEMENT WITH THE IDENTIFIED CITIES, TOWNSHIPS AND VILLAGES The Oakland County Board of Commissioners approved a revised @ccess Oakland Master Fee Structure in MR #03279 which included a pricing schedule for both delinquent property taxes and current property taxes as part of the strategic rollout of a comprehensive eGovernment program. The Department of Information Technology has developed a model program called "PayLocalTaxes.Com" which could be made available to all County Municipalities to afford taxpayers the convenience of utilizing an internet based, credit card payment option to pay their FINANCE COMMITTEE Page 6 July 15, 2004 current property taxes. Several municipalities have expressed an interest in entering into an agreement with the County to use the County's "PayLocalTaxes.Com" s ervices. This Resolution authorizes the Board of Commissioner's Chairperson to sign and finalize Agreements with the municipalities upon receipt of all required assurances and documentation. Commissioner Webster suggested the Board of Commissioners consi der establishing a subcommittee to periodically review the @ccess Oakland pricing schedule. Zack moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 18. MR #04152 DEPARTMENT OF INFO RMATION TECHNOLOGY – THIN CLIENT COMPUTING PROPOSAL PHASE II The Department of Information Technology has identified Thin Client computing as a strategy for the execution of commonly used application software on a group of servers allowing the end -user devices to be a low end personal computer or Thin Client device and has recognized Thin Client computing as a means to control future operating costs. Thin Client computing allows County wide application software upgrades to be performed in a timely manner and require less hours for service and support. Thin Client also provides the benefits of improving the ability to manage software licenses, increased flexibility in disaster recovery planning and extension of the useful life of the current computer hardware. Phase I is 95% completed and estimated to be $21,600 under budget. Phase II estimated project costs are $1,003,759 to be funded by the Information Technology Fund in the amount of $229,168, the General Fund Designated Fund Balance in the amount of $7 52,991 and funding available from the Phase I project in the amount of $21,600. Suarez moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 19. MR #04127 LAKE IMPROVEMENT BOARD FOR LAKE NEVA – REQUEST FOR $80,000 LOAN FROM LONG TERM REVOLVING FUND FOR AUGMENTATION WELL PROJECT Lake Neva, is an inland lake located in the Township of White Lake. The Lake Neva Improvement Board, following a Public Hearing held on February 25, 2004, app roved and confirmed a Special Assessment roll for a Lake Neva Augmentation Well for a total cost of $203,840. The Lake Neva Improvement Board is requesting a $80,000 loan from the County's Long Term Revolving Fund to pay for the design and construction of an augmentation well to attain and maintain the legal and normal level of Lake Neva. The actual amount of the loan, including applicable interest rate and repayment schedule will be determined and set forth in a contract to be approved at some time in the future by action of the Board of Commissioners. 19. MR #04127 LAKE IMPROVEMENT BOARD FOR LAKE NEVA – REQUEST FOR $80,000 LOAN FROM LONG TERM REVOLVING FUND FOR AUGMENTATION WELL PROJECT (Continued) Bullard moved approval of the attached suggested Fisca l Note. Supported by Long. Motion carried unanimously on a roll call vote. 20. DEPARTMENT OF MANAGEMENT AND BUDGET – TRANSFER A PORTION OF GENERAL FUND BALANCE TO THE OAKLAND COUNTY RETIREES' HEALTH CARE TRUST FINANCE COMMITTEE Page 7 July 15, 2004 The Oakland County Retirees' Health Care Trust Fund reported an Unfunded Accrued Liability (UAL) of $335.4 million as of September 30, 2003, with the current budget based on the assumption that the UAL will be eliminated over 26 years. The Government Accounting Standards Board has instituted new reporting standards of UAL for retiree health care and other post employment benefits by the end of Fiscal Year 2007. The Retirement Board voted to change their actuarial assumptions used in the calculation of retiree hospitalization to come into compliance wi th the new standards. The Retirement Board approved changing the assumed rates of medical inflation, increasing the amortization period for elimination of the UAL to 40 years, and changing the method of premium rate development to adjust for age grade prem iums and claims analysis. This change will increase the county's contribution to retiree health care by approximately $8 million per year. The transfer of $50.9 million from the unreserved General Fund balance to the Oakland County Retirees' Health Care Trust would provide a more realistic view of the County's financial position, yet leave a sufficient General Fund balance to maintain the AAA bond rating. Mr. Williams requested this resolution be referred to the Personnel Committee as it affects fringe benefits. There was no objection. Suarez moved approval of the attached suggested resolution. Supported by Jamian. Motion carried unanimously on a roll call vote. 21. DEPARTMENT OF MANAGEMENT AND BUDGET – REVISIONS TO BUSINESS EXPENSE REIMBURSEMENT REGULATIONS The Board of Commissioners has established regulations by which county officials and employees may obtain reimbursement for personal expenses incurred while conducting county business. Management and Budget, Human Resources, Corporation Counsel and Internal Audit have reviewed and are recommending several amendments to the current Business Expense Reimbursement Regulations. Palmer moved approval of the attached suggested resolution. Supported by Crawford. Motion carried unanimously on a ro ll call vote. COMMUNICATIONS A. Department of Management and Budget/Purchasing Division - Contract Exception Report for the Month of June, 2004 B. Sheriff's Office – Automated Electronic Defibrillators Grant Application C. Sheriff's Office – FY 2004 State Criminal Alien Assistance Program Grant Application D. County Executive –Emergency Response and Preparedness – 2004 ODP/Citizen Corp – FY 2004 Michigan State Homeland Security Grant Application E. County Executive – Emergency Response and Preparedness – U.S. Department of Homeland Security, Office of Domestic Preparedness, 2004 State Homeland Security Grant Program Application F. Department of Information Technology – I.B.I.S. Biometric Identification Project Grant Application FINANCE COMMITTEE Page 8 July 15, 2004 G. Department of Information Te chnology – Government Technology Article: "Weighing Value" H. Department of Community and Economic Development – FY 2004 Housing Counseling Grant Application I. Notice for Public Hearing: COBASYS Application for Industrial Facilities Exemption Certificate Suarez moved to receive and file communications A -I. Supported by Long. Motion carried on a voice vote. OTHER BUSINESS BUDGET HEARING Fiscal Services distributed copies of "Oakland County, Michigan FY 2005 and FY 2006 County Executive Recommended Budget – An Overview – July 15, 2004". Mr. Soave highlighted several points: • The FY 2005 Executive Recommendation for General Fund/General Purpose funds budget is balanced • The FY 2005 recommendation of $376.3 million is approximately 0.9% ($3.4 million) more than the FY 2004 amended budget • The FY 2005 recommendation for Special Revenue and Proprietary funds of $243.6 million is approximately 5.5% ($12.8 million) more than the FY 2004 amended budget • For all funds, the FY 2005 recommendation of $619.9 million i s approximately 2.7% ($16.1 million) more than the FY 2004 amended budget Chairperson Moss suggested the following dates and times to schedule Finance Committee Budget Hearings: Thursday, July 29 @ 8:30 a.m. Thursday, August 12 @ 8:30 a.m. Friday, August 13 @ 9:00 a.m. and Thursday, August 26 – if needed and Friday August 27 – if needed. Budget hearings will begin after completion of the Finance Committee agenda. Commissioner Zack requested the Community and Economic Development Administration Division appear before the Committee to discuss their budget requests. Commissioner Long requested the Drain Commissioner appear before the Committee to discuss their budget requests. Palmer moved to refer the Capital Improvement Program to the Planing & Buil ding Committee. Supported by Suarez. Motion carried on a voice vote. Chairperson Moss instructed the Committee to submit line item Budget questions to Harvey Wedell to facilitate answers. ADJOURNMENT There being no other business to come before the C ommittee, the meeting was adjourned at 11:10 a.m. FINANCE COMMITTEE Page 9 July 15, 2004 _________________________________ Nancy Wenzel, Committee Coordinator __________________________________ Lawrence M. Doyle, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.