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HomeMy WebLinkAboutMinutes - 2005.08.25 - 36027CHUCK MOSS Chairperson MIKE ROGERS Vice Chairperson TIM MELTON Minority Vice Chairperson August 25, 2005 Chairperson Moss called the mee ting 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, Mike Rogers, Tim Melton, Charles Palmer, Hugh Cra wford, Eric Wilson, Greg Jamian, Christine Long, David Coulter, Helaine Zack, Dave Woodward COMMITTEE MEMBERS ABSENT: None. OTHERS PRESENT : AVIATION Karl Randall, Manager CLERK/REGISTER OF DEEDS Connie Spak, Deputy Clerk Register LauraThierbach, Chief Deputy Register EXECUTIVE OFFICE Jerry Poisson, Deputy Executive Robert Daddow, Deputy Executive Phil Bertolini, Deputy Executive Carmen Talbot, South Oakland Liaison CORPORATION COUNSEL Judy Cunningham, Corporation Counse l Jody Schaffer, Assistant Counsel DRAIN COMMISSIONER Kevin Larsen, Deputy Drain Commissioner Phil Sanzica, Chief Engineer EMERGENCY RESPONSE Gail Novak, Chief FACILITIES ENGINEERING Paul Hunter, Manager FACILITIES MAINTENANCE Dick Johnston, Manager FACILITIES MANAGEMENT Mike Hughson, Property Specialist FISCAL SERVICES Nancy Fournier, Chief LaVerne Smith, Supervisor Leo Lease, Accountant Wayne Keller, Supervisor Nancy Falardeau, Analyst Gaia Piir, Budget Sys tems Coordinator HUMAN RESOURCES Nancy Scarlet, Director INFORMATION TECHNOLOGY Lisa Schmidt, Supervisor MANAGEMENT & BUDGET Laurie Van Pelt, Director PURCHASING Joe Hylla, Manager RESOURCE MANAGEMENT Tom Law, Manager SHERIFF Mike McCabe, Undersheriff Dale Cunningham, Business Manager PAT COATES, LLC Pat Coates 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 Eric Wilson Greg Jamian Christine Long David Coulter Helaine Zack David Woodward FINANCE COMMITTEE Page 2 August 25, 2005 HAVEN Beth Morrison, President / CEO OLHSA Sherry Meadows Pauline Kenner Margaret Blair Helen Fust Lane Taylor Alvin Fust Trudy Long Annie Schmidt BOARD OF COMMISSIONERS Bill Bullard, District #2 Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst Helen Hanger, Sr. Committee Coordinator MINUTES Crawford moved approval o f the previous minutes of July 14, 2005; July 28, 2005; July 29, 2005; August 1, 2005; August 2, 2005; August 17, 2005, as printed. Supported by Palmer. Motion carried on a voice vote. PUBLIC COMMENT Ms. Kenner provided a copy of a petition contain ing signatures to retain the two trusty camp supervisor positions. 5. CONTINGENCY REPORT A revised FY 2005 Contingency Fund report was distributed. The beginning balance of $303,543 will remain unchanged. The FY 2006 budget amount of $342,938 will be r educed by $30,000 to $312,938 with adoption of item #19. Transfer of Excess Budget Task to the FY 2006 balance will increase that amount to $383,424. Woodward moved to receive and file the FY 2005 Contingency Report dated August 24, 2005. Supported by Palmer. Motion carried on a voice vote. CONSENT AGENDA 6a. MR #05170 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF ROYAL OAK - FISCAL YEAR 2005 ALLOCATION The City of Royal Oak is requesting reimbursement of its $20,490.19 West Nile Vi rus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control projects. 6b. MR #05177 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE VILLAGE OF OXFORD - FISCAL YEAR 2005 ALLOCATION FINANCE COMMITTEE Page 3 August 25, 2005 The Village of Oxford is requesting reimbursement of its $1,315.28 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control projects. 6c. MR #05175 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF ROYAL OAK - FISCAL YEAR 2005 ALLOCATION The Township of Royal Oak is requesting reimbursement of its $1,803.87 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control projects. 6d. MR #05166 - WEST NILE VIRUS FUND REIMBURSE MENT FOR PROJECT IN THE CITY OF LATHRUP VILLAGE - FISCAL YEAR 2005 ALLOCATION The City of Lathrup Village is requesting reimbursement of its $1,536.56 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control pr ojects. 6e. MR #05167 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN BLOOMFIELD TOWNSHIP - FISCAL YEAR 2005 ALLOCATION The Township of Bloomfield is requesting reimbursement of its $17,091.49 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control projects. 6f. MR #05168 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN CHARTER TOWNSHIP OF ORION - FISCAL YEAR 2005 ALLOCATION The Charter Township of Orion is requesting reimbursement of its $14,431.36 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control projects. 6g. MR #05173 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF AUBURN HILLS - FISCAL YEAR 2005 ALLOCATION The City of Auburn Hills is requesting reimbursement of its $8,523.53 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control projects. 6h. MR #05171 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF TROY - FISCAL YEAR 2005 ALLOCATION The City of Troy is requesting reimbursement of its $30,057.91 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control projects. 6i. MR #05178 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJ ECT IN THE TOWNSHIP OF HIGHLAND - FISCAL YEAR 2005 ALLOCATION The Township of Highland is requesting reimbursement of its $11,005.62 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connection with mosquito control projects. 6j. MR #05174 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF OAK PARK - FISCAL YEAR 2005 ALLOCATION The City of Oak Park is requesting reimbursement of its $10,046.83 West Nile Virus Fund Allocation for FY 2005 for expenses incurred in connec tion with mosquito control projects. FINANCE COMMITTEE Page 4 August 25, 2005 6k. MR #05176 - WEST NILE VIRUS FUND REIMBURSEMENT FOR PROJECT IN THE CITY OF HAZEL PARK - FISCAL YEAR 2005 ALLOCATION The City of Hazel Park is requesting reimbursement of its $6,340.46 West Nile Virus Fund Allocatio n for FY 2005 for expenses incurred in connection with mosquito control projects. Wilson moved approval of the attached suggested Fiscal Notes. Supported by Woodward. Motion carried unanimously on a roll call vote with Jamian absent. 7. MR #05161 - DRAIN COMMISSIONER - GEORGE W. KUHN DRAINAGE DISTRICT DRAIN BONDS - FULL FAITH AND CREDIT The Drain Commissioner is requesting authorization to pledge the County's full faith and credit for payment of principal and interest on the George W. Kuhn Drainage District Drain Bonds, Series 2005F, for construction of Segment 4. The bond issue will not exceed $2,000,000 and shall bear an interest rate not to exceed 8% per annum. Project costs will be apportioned to the affected communities as identified in the Fiscal Note. Funding for the County's portion is available in the Non -Departmental Current Drain Assessment account. This is the final phase of a $144,000,000 project. Rogers moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 8. MR #05162 - DRAIN COMMISSIONER - TRIBUTE DRAINAGE DISTRICT - FULL FAITH AND CREDIT The Drain Commissioner is requesting authorization to pledge the County's full faith and credit for paymen t of principal and interest on the Tribute Drainage District Drain Bonds, Series 2005. The bond issue will not exceed $3,000,000 and shall bear an interest rate not to exceed 6% per annum. Project costs will be apportioned as $2,832,600 to the City of Wi xom and $167,400 to Oakland County. Funding for the County's portion is available in the Non -Departmental Current Drain Assessment account. Long moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously o n a roll call vote. 9. FACILITIES MANAGEMENT - AUTHORIZATION TO PROCEED AND APPROPRIATION The Department of Facilities Management is requesting authorization to approve the transfer of funding in the amount of $126,000 from the FY 2005 Capital Improveme nt Program/Building Fund to the Project Work Order Fund to establish the Sewage Treatment Grinder project. This project is recommended to address the increasing number of incidents associated with discharge of oversized objects into the City of Pontiac's sanitary sewer system. The project consists of purchase and installation of five six -inch grinders, electrical feeds, controls and contingency. Palmer moved approval of the attached suggested Resolution. Supported by Coulter. Motion carried unanimously on a roll call vote. 10. FACILITIES MANAGEMENT - AUTHORIZATION TO PROCEED AND AWARD OF CONTRACT FOR SERVICE CENTER 88-ACRE MASTER PLAN PROJECT FINANCE COMMITTEE Page 5 August 25, 2005 The Department of Facilities Management is requesting authorization to award a contract to Beckett & Raeder, inc. of Ann Arbor, Michigan, in the amount of $31,900, to develop a master plan for 88 acres of property located on the south side of the Service Center. The resolution would further authorize transfer of the total project cost of $40,000, which include s contingency, from the Capital Improvement Program/Building Fund to the Project Work Order Fund to establish this project. The FY 2005 Capital Improvement Program included funding of $75,000 for this project. Palmer moved to recommend approval of the a ttached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote. 11. DEPARTMENT OF FACILITIES MANAGEMENT - RECOMMENDATION TO GRANT EASEMENT FOR UNDERGROUND ELECTRIC SERVICE TO THE DETROIT EDISON COMPANY - WHITE LAKE OAKS COUNTY PARK (TAX PARCEL NO. 12 -24-200-007) The Department of Facilities Management is requesting authorization to approve the granting of an easement to Detroit Edison for underground electrical service and related appurtenances for the sum of one dollar for the new golf course clubhouse at White Lake Oaks. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 12. MR #05164 - DEPARTMENT OF FACILITIES MANAGEMENT - RECOMMENDATION TO GRANT EASEMENT FOR OVERHEAD ELECTRIC SERVICE TO THE DETROIT EDISON COMPANY - OAKLAND COUNTY TRUSTY CAMP PROPERTY (TAX PARCEL NO. 14 -03-100-028) The Department of Facilities Management, at the request of Sprint Spectrum, is requesting author ization to approve the granting of an easement to Detroit Edison. This action will allow Edison to provide overhead electrical service from an existing power pole located on property within the Oakland County Trusty Camp, near the south property line, to adjoining property to enable Sprint Spectrum to operate wireless communication equipment. Sprint Spectrum will pay a sum of $5,000 to the County for this easement and those funds will be receipted to the Facilities Management & Operations Fund. Crawford moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 13. MR #05163 - DEPARTMENT OF FACILITIES MANAGEMENT - ACCEPTANCE OF GRANT OF EASEMENT IN GROSS FOR COMMUNICATION CONDUIT - CITY OF SOUTHFIELD RADIO TOWER SITE (TAX PARCEL NO. 24-23-151-003) The Department of Facilities Management is requesting authorization to enter into an agreement with the City of Southfield to grant an easement to the County for placement of fiber optic c able that will allow the connection of existing radio tower communication equipment on City property to the County's fiber optic network. The County will pay the sum of $1 to the City of Southfield for the easement. FINANCE COMMITTEE Page 6 August 25, 2005 Zack moved approval of the attached s uggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 14. MR #05158 - DEPARTMENT OF INFORMATION TECHNOLOGY - REQUEST FOR APPROVAL OF RADIO SYSTEM AGREEMENT FOR THE NEW COUNTY -WIDE RADIO SYSTEM The Department of Information Technology is requesting authorization to enter into an agreement with communities as outlined in the resolution to govern the relationship and responsibilities between the County and those municipalities and/or public safety agencies regarding th e new County-wide radio system. Any costs and fees associated with use, operation and maintenance of the Radio System and assessed to the users shall be approved by the Board of Commissioners. Anticipated revenues and expenses associated with this Agreement are included in the FY 2006 and FY 2007 Recommended budget. Crawford moved approval of the attached suggested Fiscal Note. Supported by Jamian. Motion carried unanimously on a roll call vote. 15. MR #05159 - DEPARTMENT OF INFORMATION TECHNOLOGY - THIRD QUARTER 2005 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting authorization to charge third quarter data processing development charges of $1,191,499.20 and $56,305.25 for imaging to General Fund/General Purpose departments and $447,884.00 in direct charges to Special Revenue and Proprietary Fund departments. Palmer moved approval of the attached suggested Fiscal Note. Supported by Jamian. Motion carried unanimously on a roll call vote. 15. MR #05159 - DEPARTMENT OF INFORMATION TECHNOLOGY - THIRD QUARTER 2005 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting authorization to charge third quarter data processing development charges of $1,191,499.20 and $56,305.25 for imaging to General Fund/General Purpose departments and $447,884.00 in direct charges to Special Revenue and Proprietary Fund departments. Crawford moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 16. COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - ACCEPTANCE FOR 2005 ODP STATE HOMELAND SECURITY GRANT PROGRAM The County Executive Emergency Response and Preparedness Unit is requesting acceptance of a grant reimbursement award from the State of Michigan for qualified expenses up to but not exceeding $3,206,790 for the State Homeland Security Program and $1,191,138 for the Law Enforcement Terrorism prevention Program, totaling $4,397,928. The grant period is October 1, 2004 through January 31, 2007. A portion of the funding will continue one special revenue full -time eligible Business Analyst who will function as the Solution Area Planner. (This function was previously handled under a SR full -time non-eligible Technical Assistant position under a Homeland Security Grant that ended December 31, 2004.) FINANCE COMMITTEE Page 7 August 25, 2005 Jamian moved approval of the attached suggested Fiscal Note. Supported by Rogers. Motion carried unanimously on a roll call vote. 17. DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN'S VILLAGE DIVISION - FY 2005-2006 CHILDREN'S VILLAGE SCREENING PROJECT GRANT -ACCEPTANCE The Department of Health and Human Services is requesting acceptance of a Michigan Department of Community Health grant of $73,000 to Children's Vi llage for monitoring of sexually transmitted diseases in adolescents in special settings. Funds will be used to continue one special -revenue, part-time non-eligible General Staff Nurse and will reimburse costs associated with 1,000 hours for a Program Coo rdinator. The grant period is October 1, 2005 through September 30, 2006. Anticipated indirect costs of $7,113 for FY 2006 are not included in the Grant Budget. Wilson moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 18. DEPARTMENT OF CENTRAL SERVICES - OAKLAND COUNTY INTERNATIONAL AIRPORT - 2005 GRANT PROGRAM ACCEPTANCE - CONSTRUCTION OF T -HANGAR FOUNDATIONS The Department of Central Services is requesting acceptance of a Michi gan Department of Transportation Grant for federal funds of $926,316, state funds of $202,631 and a required local grant match of $28,948 for development and improvement of Oakland County International Airport. Funds will be used to construct seven T-hangar foundations. The grant period is 36 months from the date of award. Palmer moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 19. MR #05169 - BOARD OF COMMISSIONERS - CONTRACT WITH HAVEN FOR RAPE INTERVENTION TEAM "S.T.A.R.T." PROGRAM The Resolution would authorize a one -year contract of $30,000 through September 30, 2006, with HAVEN to provide a Safe Therapeutic Assault Response Team (START) program for Oakland County resid ents. Crawford moved approval of the attached suggested Report to amend the resolution and the contract. Supported by Coulter. Motion carried unanimously on a roll call vote. Woodward moved approval of the attached suggested Report to amend the resol ution and the contract. Supported by Crawford. Motion carried unanimously on a roll call vote. 20. BOARD OF COMMISSIONERS - DISCUSSION TO CREATE A STUDY COMMITTEE TO REVIEW PURCHASING CONTRACT PROCEDURES Commissioner Melton explained that this discus sion was before the committee because he and Commissioner Rogers had been working on a resolution dealing with the purchasing policies and had talked to other commissioners about setting up a subcommittee to further review these issues. FINANCE COMMITTEE Page 8 August 25, 2005 Commissioner Rogers indicated that one of his main concerns was the exception report process that identifies contracts that did not go through the proper purchasing procedure and are already signed. Several other committee members indicated that they would like to see a re view of the exception report process but did not feel it was necessary to establish a formal group to review the matter. Commissioner Melton indicated that he and several of the other members of the Finance Committee would look at this issue informally. 21. DEPARTMENT OF MANAGEMENT AND BUDGET - FISCAL YEAR 2005 THIRD QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS This item was distributed to the committee and will be carried over until the next regular meeting of September 15, 2005. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division - Contract Exception Report for the Month of July, 2005 Page 3 "B": Parks and Recreation Commission - Weingartz Supply Contract Commissioner Palmer, who is a member of the Parks and Recreation Commission, explained that this contract exception was awarded to other than the low bidder at less than a $50 difference. This action was taken because of the better warranty that was offered. Weingartz is located in Farmington Hills, whereas the low bidder is located in Taylor. The difference in distance should also result in a saving of time and gas. Commissioner Woodward indicated he would like to know if providing for preferential treatment of businesses located within the County could be included in the purchasing policies. Ms. Van Pelt explained that resolutions have been introduced over the years for this specific reason but have never passed due to the concern of increased cost as a result of limiting the market. Page 2 "A" - Clerk/Register of Deeds - Printing Systems Inc. Contract At the inquiry of Commissioner Melton regarding this being the only vendor in Michigan that the Clerk's Office knew of to provide this service, Ms. Spak indicated that she was not familiar with this contract but would investigate the matter and return to Commissioner Melton with an answer. Page 15"M" - Clerk/Register of Deeds - ACS Enterprise Solutions, Inc. Ms. Thierbach explained that the Clerk's office is very happy with this software and with the support provided by ACS (as is the Court with the ACS Jury Management program). Ms. Cunningham explained that this new contract was negotiated at a better rate than the previous contract as part of a lawsuit settlement with ACS regarding the Judicial Information Manage ment System in which the County was the plaintiff. This information was included in the contract exception report because it was not bid out but was the result of this settlement. B. Correspondence from Bob Daddow regarding Pontiac - Use of Oakland County Credit Rating Mr. Daddow indicated that it would not be necessary to appraise the Phoenix Center property before FINANCE COMMITTEE Page 9 August 25, 2005 issuing the bonds as the primary source of recovery is TIFA revenue and the 'self -help' provision relating to annual distributions from the DTRF as explained in his July 30, 2005 correspondence. If the City does not agree to these stipulations, the agreement will not go forward. C. Correspondence from Bob Daddow regarding Oak Video Added Reseller D. County Executive - Emergency Response and Prep aredness - Hazardous Materials Emergency Preparedness (HMEP) Grant Application E. Department of Management and Budget - Correspondence regarding Accounts Payable Business Process Enhancements and Accounts Payable Process Redesign PowerPoint Presentation - Accompanying Comments and Explanations Crawford moved to receive and file the communications. Supported by Long. Motion carried on a voice vote. THE COMMITTEE RECESSED FROM 10:26 A.M. TO 10:45 A.M. OTHER BUSINESS FY 2006 / FY 2007 FINAL BUDGET WRAP UP Mr. Soave explained that the Finance Committee had previously taken action on all proposed amendments to the FY 2006 / FY 2007 Recommended Budget at its August 17, 2005, meeting except for two which the Personnel Committee took up yesterday and were re commending to the Finance Committee today regarding the Medical Care Facility and the Prosecuting Attorney. Rogers moved to recommend approval of the FY 2006 / FY 2007 Recommended Budget as recommended by the Finance Committee on August 17, 2005. Support ed by Wilson. Jamian moved that the FY 2006 / FY 2007 Recommended Budget be amended pursuant to reports of the Personnel Committee, dated August 24, 2005, as follows: Medical Care Facility - delete the following six PR Pharmacy positions: 1 Chief Pharmacist (16370-03661) 2 Pharmacists (16370 -06364, -07343) 2 Pharmacy Technicians (16370 -00199, -07879) 1 Office Assistant 1 (16370 -05618) Prosecuting Attorney 1. Change funding of one (1) GF/GP Assistant Prosecutor II position (#41201 -00421) in NET unit to be reimbursed by Drug Forfeiture Funds. 2. Create one (1) GF/GP Assistant Prosecutor IV position for the Child Physical Abuse Function. Supported by Wilson. Motion carried on a voice vote. Palmer moved to amend the FY 2006 / FY 2007 Recommended Budg et to incorporate the Capital FINANCE COMMITTEE Page 10 August 25, 2005 Improvement Program as recommended by the Planning and Building Committee. Supported by Coulter. Motion carried on a voice vote. Motion to recommend adoption of the FY 2006 / FY 2007 County Executive Recommended Budget, as amended, carried unanimously on a roll call vote. Crawford moved to set a public hearing on the FY 2006 / FY 2007 County Executive Recommended Budget, as amended, for September 22, 2005, at 9:45 a.m. Supported by Palmer. Motion carried unanimously on a roll call vote. Palmer moved to authorize publication of notice for the public hearing. Supported by Crawford. Motion carried unanimously on a roll call vote. There being no other business to come before the committee, the meeting was adjourned at 11 :12 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.