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HomeMy WebLinkAboutMinutes - 2004.07.29 - 35922CHUCK MOSS Chairperson BILL BULLARD Vice Chairperson GEORGE SUAREZ Minority Vice Chairperson July 29, 2004 Vice Chairperson Bullard called the meeting of the Finance Committee to order at 8:40 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 : ANIMAL CONTROL Larry Obrecht, Manager CORPORATION COUNSEL Judy Cunningham, Corporation Counsel Mary Mara, Assistant Counsel DRAIN COMMISSIONER John McCulloch, Drain Commissioner Kevin Larsen, Deputy Drain Commissioner Joe Kozma, Deputy / Manager Engineering Jim Wineka, Engineer Leo Lease, Accountant EXECUTIVE OFFICE Gerald Poisson, Assistant Deputy Executive FACILITIES MANAGEMENT Michael Hughson, Property Specialist FACILITIES MAINTENANCE Dick Johnston, Manager FISCAL SERVICES Nancy Fournier, Chief Lynn Sonkiss, Chief LaVerne Smith, Supervisor Wayne Keller, Supervisor Joe Matkosky, Analyst Prentiss Malone, Analyst Michael Pohlod, Analyst Jennifer Amalfitano, Analyst FRIEND OF THE COURT Suzanne Hollyer, Friend of the Court HUMAN RESOURCES Ed Poisson, Directo r Mary Holden, Deputy Director Nancy Scarlet, Manager MANAGEMENT & BUDGET Laurie VanPelt, Director Art Holdsworth, Deputy Director PARKS & RECREATION Ralph Richard, Executive Officer PURCHASING Joe Hylla, Manager OTHERS PRESENT CO NTINUED: SHERIFF Dale Cunningham, Business Manager 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 29, 2004 Stephen Jacobs, Lieutenant Charles Snarey, Captain Janet Whitefield, Contract Coordinator BOARD OF COMMISSIONERS Larry Doyle, Administrative Director Sheryl Mitchell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Palmer moved approval of the minutes of July 15, 2004, as printed. Supported by Crawford. Motion carried on a voice vote. PUBLIC COMMENT None. 5. CONTINGENCY REPORT The Contingency Fund balance of $42,524 will be reduced $29,040 by Item #10 to $13,484. Amendments to the County Executive's Recommended Budget will be made for Items #11 and #16. A revised sheet was distributed for the FY 2004 and FY 2005 Classificatio n and Rate Change Account. Items #11 and #12 will reduce the existing balance of this account from $210,726 to $67,671. Palmer moved to receive and file the revised Contingency Report dated July 23, 2004. Supported by Zack. Motion carried on a voice vote. REGULAR AGENDA 6. MR #04180 - ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF SOUTHFIELD - FISCAL YEAR 1999, 2000, 2001, 2002, 2003 ALLOCATION Southfield Township is requesting reimbursement of its Fiscal Y ear 1999, 2000, 2001, 2002 and 2003 $380.05 allocations, totaling $1900.25 for expenses directly related to controlling sediment runoff from Fourteen Mile Road into the Franklin Branch of the Rouge River. Suarez moved approval of the attached suggested Fiscal Note. Supported by Knollenberg. Motion carried unanimously on a roll call vote Moss absent. 7. PROSECUTING ATTORNEY - FY 2005 CRIME VICTIMS SERVICE GRANT ACCEPTANCE The Prosecuting Attorney is requesting authorization to accept a FY 2005 Crime Victim Services reimbursement grant award of $187,100 from the Michigan Department of Community Health for the period October 1, 2004, through September 30, 2005. This award is the same as for the previous fiscal year and no county match is required. Th e grant will be used to continue to fund two Victim Advocate positions, one Victim Services Supervisor and one Office Assistant II, and program supplies and materials. FINANCE COMMITTEE Page 3 July 29, 2004 Long moved approval of the attached suggested Fiscal Note. Supported by Gregory. Motion carried unanimously on a roll call vote with Moss absent. 8. MR #04178 - SHERIFF'S OFFICE - CONTRACT FOR AUXILIARY DEPUTY SERVICES IN THE CHARTER TOWNSHIP OF BLOOMFIELD 2004 The Sheriff is requesting authorization to contract with the Charter Townshi p of Bloomfield to provide patrol services for the Ryder Cup Golf Tournament, beginning July 1, 2004. Overtime rates established per MR #03265 will apply. Revenue and expenditures are estimated at $75,544 for FY 2004. Mr. Cunningham explained that Mr. S turm of Emergency Response and Preparedness is leading coordination of this effort. Two captains who do not make overtime will also be involved and the dispatcher who is available that day. The Sheriff's commitment should be minor. Jamian moved appro val of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Moss absent. 9. SHERIFF'S OFFICE - FISCAL YEAR 2004 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM - REIMBURSEMENT AWARD ACCEPTANCE The Sheriff is requesting authorization to accept FY 2004 State Criminal Alien Acceptance Program reimbursement funds of $127,681 from the U.S. Department of Justice, Bureau of Justice Assistance, covering the period July 1, 2002, through June 30, 2003. This award is for reimbursement of the regular salaries, based upon a prescribed formula, of those Corrections Officers directly involved in the care and maintenance of alien inmates housed in the jail system. MR. MOSS ASSUMED THE CHAIR AT 8:50 A.M. Crawford moved approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 10. MR #04177 - 52ND DISTRICT COURT/SHERIFF'S OFFICE - REQUEST FOR ADDITIONAL SECURITY AT 52ND DISTRICT COURT The 52nd District Court is requesting the creation of additional deputies in order to comply with the State Court Administrator's Office security review recommendations. The 52 nd District Court Security Committee is recommending the creation of three General Fund/General Purpose (GF/GP) full-time eligible Deputy I positions and one GF/GP part -time non-eligible (PTNE) Court Deputy II position at 1,640 hours. One Deputy I position and the PTNE Court Deputy II position will be provided to the 52-2 District Court and the remaining two Deputy I positions will be provided to the 52-3 District Court. Three mobile prep radios will be added to the Radio Communications Fund with a one-time capital cost of $8,295 for FY 2004. Personnel and operating costs are $20,745 for FY 2004, $196,036 for FY 2005 and $201,848 for FY 2006. An amendment will be made to the County Executive's Recommended Budget for FY 2005 and FY 2006. Gregory moved approval of the attached suggested Fiscal Note. Supported by Crawford. Several commissioners noted their concerns about this item being presented as a separate resolution instead of being incorporated into the budget process. FINANCE COMMITTEE Page 4 July 29, 2004 Mr. Cunningham explained that this request has been in discussion between the Sheriff, Courts and the County Executive staff for mo re than a year. Other circumstances affecting the timing of this request include the delayed opening of the new court building and that it was decided to review security needs for both the 52 -2 and 52-3 District Courts together. Emergency salary personne l were provided to assist the courts in the interim. The new 52 -3 District Court building opened in July and the budget would not be effective until October 1. Mr. Crawford and Mr. Jamian noted that these concerns were discussed in both Public Services and Personnel but felt there was an immediate need to address the security issue. Mr. Webster asked if the SCAO report was taken into consideration for the construction of the new 52-3 District Court. Ms. Hammerstein responded that the SCAO report was tak en into account, as well as operations and flow of staff and prisoners and the addition of front door security. Additionally, transport needs for both facilities have increased as well as general traffic flow into the courts. Ms. Hammerstein noted that she has been scheduling court cases for almost 30 years and in doing so takes into account guidelines, internal procedures and time and costs for law enforcement personnel. Ms. Van Pelt explained that this request came to the Administration prior to print ing of the Recommended Budget but the timing was so close that they did not want to rush through a review in order to include this item in that material. Funding for the remainder of FY 2004 and through FY 2006 will be provided by the Contingency Fund. F unds will be appropriated during the quarterly forecast to re-establish Contingency Fund levels. Lt. Jacobs reviewed the security and monitoring measures being implemented for the new Court. Mr. Cunningham explained that if this request was not funded , the Judge could require that the courtroom is attended and the Sheriff would have to send staff, probably on an overtime basis. Motion carried unanimously on a roll call vote. 11. MR #04173 - HUMAN RESOURCES DEPARTMENT - FISCAL YEAR 2004-2007 LABOR AGREEMENT FOR EMPLOYEES REPRESENTED BY THE AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES (AFSCME), COUNCIL 25, LOCAL 2437 Human Resources has negotiated a 4 -year labor agreement with the American Federal of State, County and Municipal Employees for 117 Family Court Employees and is requesting approval of the contract. The contract includes wage increases of 2% for FY 2004 and 3% for FY 2005 and FY 2006. These increases are included in the County Executive Recommended Budget. Additional wage and benefit increases of 2% for FY 2004 and 1% for both FY 2005 and FY 2006 have been negotiated for the Youth & Family Caseworker II classification and the Youth Assistance Caseworker II classification. Funding is available in the Rate and Classification Account and a budget amendment is necessary to recognize these additional adjustments. Gregory moved approval of the attached suggested Fiscal Note. Supported by Suarez. Ms. Holden explained that the wage adjustment would affect about 70 employees. A review of job duties for these classifications was requested and it was determined that these functions have changed considerably since 1985. Motion carried unanimously on a roll call vote with Webster absent. 12. MR #04172 - HUMAN RESOURCES - FISCAL Y EAR 2004-2006 LABOR AGREEMENT FINANCE COMMITTEE Page 5 July 29, 2004 FOR EMPLOYEES REPRESENTED BY THE COMMAND OFFICERS ASSOCIATION Human Resources has negotiated a 3 -year labor agreement with the Command Officers Association for 101 Sheriff's Department Employees and is requesting approval of the contract. The contract includes wage increases of 2% for FY 2004 and 3% for FY 2005 and FY 2006. The contract also approves an adjustment to the differential between the five -year salary step of the Deputy II, including MCOLES bonus, and the 2 -year salary step of the Sergeant from 10% to13%. A budget amendment will be necessary to recognize the adjustment to the differential for the FY 2004 budget. Costs for adjustment to the differential are included in the County Executive's Recommended Budget for FY 2005 and FY 2006. Should the Oakland County Deputy Sheriff's Association negotiate health care contributions and prescription co -pays less than those provided for in Miscellaneous Resolution #03114, employees under this bargaining unit will be charged that lesser amount. Palmer moved approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote. 13. MR #04174 - DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR APPROVAL OF CONSTRUCTION LICENSE AND LEASE AGREEMENT WITH THE CITY OF SOUTH LYON FOR THE NEW COUNTYWIDE RADIO SYSTEM Facilities Management is requesting authorization to enter into a construction license and lease agreement with the City of South Lyon to construct a tower and equipment shel ter and to install a generator for the countywide radio system at 520 Ada Street, South Lyon. 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 p er 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. Bullard moved approval of the attached suggested Fiscal Note. Supported by Long. Mr. Hughson reported that of 36 towers being constructed an estimated 15 towers are complete and 26 have been contracted for. At Mr. Webster's request, he indicated that he would check on the number of towers being co -located with the State of Michigan Motion carried unanimously on a roll call vote. 14. FACILITIES MANAGEMENT - AUTHORIZATION TO PROCEED AND AWARD OF CONTRACT FOR FACILITIES SECURITY ENHANCEMENTS PROJECT Facilities Management is requesting authorization for the Facilities Security Enhancement Project in the amount of $2,057,665. The resolution would authorize a $1,799,696 contract with Comsat Security of Southfield, Michigan, to install and implement security equipment, $78,000 for Facilities costs and a contingency of $179,969. Funds for this project were previously designated and would be transferred from the General Fund Designated Fund Balance to the Project Work Order Fund. Palmer moved approval of the attached sug gested Fiscal Note. Supported by Long. Mr. Johnson explained that eight buildings have been identified out of 40 as being the most vulnerable to terrorist activity and this project would address that concern. Kroll Security also recommended a full -time employee to provide monitoring. Facilities will try and handle this function for now. FINANCE COMMITTEE Page 6 July 29, 2004 Motion carried unanimously on a roll call vote. 15. MR #04175 - PARKS AND RECREATION - AUTHORIZATION TO NEGOTIATE THE PURCHASE OF ADDITIONAL ACREAGE AT LYON OAKS COUNTY PARK (PART OF TAX SIDWELL #22-06-400-023, 16.48 ACRES) The Parks and Recreation Commission is requesting authorization to purchase 16.48 acres adjacent to the Lyon Oaks County Park for further development of the park at a cost of $100,000, with an estimated closing cost of $7,000, to be paid from the Capital Improvement Fund. Crawford moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 16. MR #04176 - PUBLIC SERVICES/ANIMAL CONT ROL - ESTABLISH FY 2005 - FY 2007 MUNICIPALITIES ANIMAL CARE CENTER RATES FOR BOARDING AND DISPOSAL Animal Control is requesting authorization to increase its rates for services in keeping with the County's policy to recover 100% of costs relative to muni cipal disposal contracts. Rates for FY 2006 and FY 2007 have been adjusted 3% for inflation. FY2005 FY 2006 FY2007 Care of Boarded Animals $25.00 $26.00 $26.00 Disposal of Live (non boarded) small animals $22.00 $23.00 $23.00 Disposal of live (boarded) small animals $ 4.00 $ 4.00 $ 4.00 Disposal of small dead animals $20.00 $20.00 $21.00 Zack moved approval of the attached suggested Fiscal Note. Supp orted by Crawford. Mr. Obrecht explained how the fees were developed and noted that they were still understated to cover full operating costs. Ms. Van Pelt explained that fees come to the Board in resolution form, usually every three years, following re-evaluation of operating costs. Mr. Crawford noted that the Public Services Committee had toured Animal Control on Tuesday and was impressed with the facility. Motion carried unanimously on a roll call vote. COMMUNICATIONS B. Circuit Court / Family Division - Friend of the Court FY 2005 Cooperative Reimbursement Contract C. Oakland County Sheriff's Office, Community Corrections FY 2004 Local Law Enforcement Block Grant Application D. Parks and Recreation - Oakland County Equestrian Center Grant Re creational and Interpretive Education Project - Grant Application FINANCE COMMITTEE Page 7 July 29, 2004 E. Management and Budget / Human Resources / Information Technology - Financial System Implementation Project on Target F. Public Notice Published 5/27/04 - Two Public Hearings on June 3, 2004 to Approve an Obsolete Property Rehabilitation Exemption Certificate for Art of Pontiac Suarez moved to receive and file Communications B -F. Supported by Crawford. Motion carried on a voice vote. A. Department of Management and Budget/Purchasi ng Division - Contract Exception Report for the Months of June and July Bullard moved to receive and file Communication A. Supported by Long. Regarding the contract exception for Taxiway Repair, Mr. Hylla explained that the unusual amount of rain during the month of May had resulted in a sinking of several sections of the Taxiway that required emergency repair. Regarding the contract exception for CMP Distributors, Inc., Mr. Hylla explained that it is the Sheriff's policy to buy reconditioned Michigan Agency Trade-in Pistols rather than new ones. Motion carried on a voice vote. THE COMMITTEE RECESSED AT 9:40 A.M. AND RESUMED AT 9:50 A.M. OTHER BUSINESS/ADJOURNMENT BUDGET HEARINGS Mr. Palmer and Ms. Zack asked that the Health Division be schedul ed for budget presentation. DRAIN COMMISSIONER Mr. Larsen indicated that the Drain Commissioner is in agreement with the County Executive's Recommended Budget. Ms. Van Pelt explained that positions in the Watershed Management Unit were scheduled to suns et end of FY 2004. The Drain Commissioner is requesting to continue General Fund funding for five positions until the new Environmental Unit is self -sustaining. Mr. Bullard asked if the Unit would be 100% used for Phase II Compliance. Mr. McCulloch explained that the primary focus of this group would be county drains and facilities. Reimbursement is available for Chapter 20 work. Assistance will also be provided to eleven Watershed Groups but is not reimbursable and will be funded by the General Fun d. Originally this unit was created to assist communities in meeting Phase II mandates; however, some communities opted not to do so. At some point these communities will have to implement Phase II plans and they will have to provide a funding mechanism. Mr. Bullard asked for a list of communities subject to Phase II. The Committee concurred with the County Executive's Recommended Budget for the Drain Commissioner. FINANCE COMMITTEE Page 8 July 29, 2004 HISTORY OF COUNTY WAGES AND FRINGE BENEFIT RATES - INFORMATIONAL Fiscal Services reviewed historical information on County wages and fringe benefits and employee turnover rates with the Committee. Ms. Van Pelt explained that the resolution to Transfer General Fund Balance to the Retirees' Health Care Trust would allow the County to maintain the fringe benefit rate for the next three years. Health Care co - pays previously implemented have also assisted with escalating health care and prescription costs. Mr. Palmer asked that a position vacancy report be provided to the committee. Mr. Moss asked that the Office of Arts, Culture and Film be scheduled for budget presentation. There being no other business to come before the committee, the meeting was adjourned at 10:35 a.m. ________________________ _______________________________ Helen Hanger Lawrence Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.