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HomeMy WebLinkAboutMinutes - 2005.11.03 - 36045CHUCK MOSS Chairperson MIKE ROGERS Vice Chairperson TIM MELTON Minority Vice Chairperson November 3, 2005 Chairperson Moss called the me eting of the Finance Committee to order at 9:01 a.m., in the Board of Commissioners' Committee Room A, Commissioners' Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT : Chuck Moss, Mike Rogers, Hugh Crawford, Charles Palmer, Eric Wilson, Christine Long, David Coulter, Helaine Zack, Dave Woodward COMMITTEE MEMBERS ABSENT WITH NOTICE: Tim Melton, Greg Jamian OTHERS PRESENT : CENTRAL SERVICES David VanderVeen, Director EQUALIZATION Dave Hieber, Manager EXECUTIVE OFFICE Robert Daddow, Deputy Executive DISTRICT COURT 52-1 Joyce Renfrow, Administrator Patricia Crane, Probation Supervisor Debby Bigger, Account Clerk FACILITIES MANAGEMENT Mike Hughson, Property Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Wayne Keller, Analyst Linda Pearson, Analyst Joe Rozell, Analyst Nancy Falardeau, Analyst Joe Matkosky, Analyst HUMAN RESOURCES Nancy Scarlet, Director Jennifer Mason, Manager Doug Williams, Retirement Administrator Judy Fandale, Retirement Supervisor Mary Pardee, Supervisor Karen Jones, Supervisor MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director SHERIFF Doug Molinar, Captain Dale Cunningham, Business Manager WASTE RESOURCES Tom Law, Manager CITIZENS Mary MacMaster Bill McMaster BOARD OF COMMISSIONERS Bill Bullard, District #2 Tom Middleton, District #4 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 November 3, 2005 Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst Sheryl Mitchell, Sr. Analyst Julia Ruffin, Community Liaison Helen Hanger, Sr. Committee Coordinator MINUTES Crawford moved approval of the previous minutes of October 20, 2005, as printed. Supported by Palmer. Motion carried on a voice vote. PUBLIC COMMENT Ms. MacMaster and Mr. McMaster both spoke in support of Item #20 - MR #05248. 5. CONTINGENCY REPORT With actions today to recommend approval, the FY 2006 Contingency Fund Balance of $340,486 will be increased $13,005 by Item #18 and reduced $38,442 by item #8 (additional vehicle) for a final balance of $315,049. The FY 2006 Classification and Rate Change balance of $151,096 will be increased by Item #20 which will rescind the Board of Commissioners Le adership stipend. Palmer moved to receive and file the FY 2006 Contingency Report dated October 28, 2005. Supported by Zack. Motion carried on a voice vote. REGULAR AGENDA 6. 52-1 DISTRICT COURT - FY 2006 BYRNE GRANT PROGRAM - FROM THE MICHIGAN OFFICE OF DRUG CONTROL POLICY - CONTRACT ACCEPTANCE The 52-1 District Court is requesting acceptance of a $30,000 grant from the Michigan Department of Community Health, Office of Drug Control Policy for Fiscal Year 2006. The required grant match will be provided by a pending State Court Administrative Office grant of $35,000 and a County general fund cash match of $2,333, to be derived from increased Sobriety Court Fee revenues. This program will also include unspent 2005 SCAO grant funds of $10,000. The awa rd will fund one full-time, eligible Probation Officer I position and delete one part -time, non-eligible Office Assistant I position. Ms. Van Pelt advised that there is a concern because the percentage of cash match for the County would increase in years three through five for this particular grant. Crawford moved the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 7. SHERIFF'S OFFICE - FY 2006 SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM GRANT ACCEPTANCE FINANCE COMMITTEE Page 3 November 3, 2005 The Sheriff is requesting authorization to accept a Michigan Department of State Police - Office of Highway Safety Planning award of $1,082,752 for FY 2006, a decrease of $90,680 from the previous awar d. This is the 27th year of grant funding. The grant funds eight Deputy II positions and two Sergeant positions in the Patrol Services Division. Indirect costs of $47,118 are recoverable under the grant but sufficient state funding is not available. No County match is required. The budget will be amended to reflect this revenue. Palmer moved approval of the attached suggested Fiscal Note. Supported by Coulter. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 8. MR #05260 - SHERIFF'S OFFICE - CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF SPRINGFIELD 2004 -2008 The Sheriff is requesting authorization to amend its 2004 -2008 Law Enforcement Agreement with Springfield Township to add one Patrol Investigator. One Deputy II position will be created in the Contracted Patrol Unit, Patrol Services Division of the Sheriff's Office effective January 1, 2006. This action will bring the total number of contracted positions to eleven. One un marked vehicle (with mobile and prep radio) will be added to the County fleet at a cost of $38,442 to the Contingency Fund. A budget amendment will be made as detailed in the Fiscal Note. Long moved approval of the attached suggested Fiscal Note. Suppor ted by Wilson. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 9. MR #05259 - OAKLAND COUNTY DRAIN COMMISSIONER AND DEPARTMENT OF FACILITIES MANAGEMENT - CONVEYANCE OF COUNTY OWNED PROPERTY TO THE CHARTER TOWNSHIP OF WATERFORD, TAX PARCEL NO. 13 -32-301-021 The Drain Commissioner is requesting authorization to waive Board Rule XI.D.7. to convey County -owned Tax Parcel No .13-32-301-021 to the Charter Township of Waterford for the sum of $1. The property was originally acqu ired in the name of Oakland County with Township funds to construct a portion of the Township's sanitary sewer system. Waterford Township has satisfied all prior bond obligations and is requesting conveyance of the property. The County has no present obl igations to the Township relative to the sewer system and the property is no longer required for present or future County use. Mr. Hughson noted that the Township has also requested ownership of all other similar properties. The Drain Commissioner is c urrently researching conveyance of these additional properties. Palmer moved approval of the attached suggested Fiscal Note. Supported by Wilson. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 10. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS - WASTE RESOURCE MANAGEMENT UNIT - ACCEPTANCE OF UNITED STATES ENVIRONMENTAL PROTECTION AGENCY BROWNFIELD ASSESSMENT GRANT The Department of Economic Development and Community Affairs is requesting Board authorization to accept a $400,000 Brownfield Assessment Cooperative Agreement grant from the U.S. Environmental Protection Agency. The grant will provide funding of $200,000 for Hazardous Material Assessment and $200,000 for Petroleum Assessment. There is no county match required. Funds will be used to assist communities in determining if property can be considered as a Brownfield. Commissioner Crawford asked that communities be formally notified of this assistance. FINANCE COMMITTEE Page 4 November 3, 2005 Mr. Law indicated that he would do so and invited c ommissioners to inform their communities of the program so that they could submit a letter of interest. Funds will be used on a first come first, serve basis. Long moved to recommend approval of the attached suggested Fiscal Note. Supported by Coulter. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 11. DEPARTMENT OF CENTRAL SERVICES - OAKLAND COUNTY INTERNATIONAL AIRPORT - 2005 GRANT PROGRAM ACCEPTANCE - SOUND ATTENUATION The resolution authorizes acceptance of the Mich igan Department of Transportation Grant Contract No. 2006-0042 for federal funds of $3,000,000 and state funds of $656,250 for the sound attenuation program at the Oakland County International Airport. The required local match of $93,750 will be provided from the Airport Fund. No budget amendment is necessary. The project consists of sound attenuation for 75 to 100 homes. Crawford moved approval of the attached suggested Fiscal Note. Supported by Wilson. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 12. DEPARTMENT OF CENTRAL SERVICES - OAKLAND COUNTY INTERNATIONAL AIRPORT - 2005 GRANT PROGRAM ACCEPTANCE FOR SOUND ATTENUATION - ADOPTED PER MR #05041 AMENDATORY CONTRACT The resolution authorizes acceptance of a Michiga n Department of Transportation Grant Amendment of $577,303 for the sound attenuation program at the Oakland County International Airport. This action will amend original grant contract No. 2005 -0103/A1 adopted pursuant to MR #05041. The required local match of $14,802 will be provided from the Airport Fund. No budget amendment is necessary. These funds will provide sound attenuation for 14 additional homes. Crawford moved approval of the attached suggested Fiscal Note. Supported by Wilson. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 13. MR #05257 - HUMAN RESOURCES - AUTHORIZE THE COUNTY TO SUPPLEMENT PAY AND PROVIDE MEDICAL BENEFITS FOR DEPENDENTS OF EMPLOYEES CALLED TO ACTIVE MILITARY DUTY Human Resources is req uesting authorization to supplement, through December 31, 2006, the military pay for employees currently called to active duty so that they will receive total pay equal to their County compensation retroactive to the date of their military call -up. The County would also provide medical benefits to these employees' dependents for the same time period. There are currently four full -time employees from the Sheriff's office serving active duty. There is sufficient funds available due to the fact that the County budgets salary and fringe benefits in amounts equal to "full -employment." Wilson moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 14. MR #05258 - HUMAN RESOURCE DEPARTMENT - RETIREMENT HEALTH SAVINGS PLAN Human Resources is requesting authorization to implement a new Retirement Health Savings Plan for full - time eligible employees hired on or after January 1, 2006, as detailed in the resolution's attachments. Part- time eligible employees hired after January 1, 2006, will not be eligible for County contributions to the retirement health savings account nor will they be eligible for any retiree health, dental or vision coverage. FINANCE COMMITTEE Page 5 November 3, 2005 The County Voluntary Employees' Beneficiary Association Board (VEBA) will hold the assets of this plan in trust for exclusive benefit of Plan participants and their beneficiaries. The County's contribution for full -time eligible employees hired on or after January 1, 2006, shall be $50 bi -weekly ($1,300 annually) and applies to non-represented employees and represented employees whose collective bargaining agreement provides for this change. Mr. Williams reviewed the particulars of the plan. He indicated that the cost t o the County in 2006 for retiree health care is $37.5 million, with this amount required every year for the next 40 years. Changes in governmental accounting methods requires the numbers of years to be reduced from 40 to 30 years, increasing the County's cost to $41.5 million each year. He noted that the cost of retiree health care continues to escalate at a rate exceeding inflation. According to market surveys, the number of large employers offering medical benefits to retirees has dropped almost 50% in the last five years and many more have eliminated and are anticipated to eliminate subsidized medical benefits for future retirees. Palmer moved approval of the attached suggested Fiscal Note. Supported by Rogers. Motion carried on a roll call vote w ith Woodward voting no and Melton and Jamian absent. 15. DEPARTMENT OF HEALTH AND HUMAN SERVICES / HEALTH DIVISION - 20052006 SUBSTANCE ABUSE GRANT ACCEPTANCE Health and Human Services is requesting authorization to accept a FY 2006 $4,640,745 grant from the Michigan Department of Community Health in Substance Abuse Grant funds. Funds will be used to subcontract with agencies to prevent and reduce the incidence of drug and alcohol abuse and dependency. This is a $14,171 decrease from the previous year's award. The budget will be amended to reflect this decrease. Crawford moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 16. DEPARTMENT OF HEALTH AND HUMAN SERVICES / HEALTH DIVISION - FISCAL YEAR 2005/2006 MICHIGAN DEPARTMENT OF ENVIRONMENTAL QUALITY (MDEQ) REIMBURSEMENT AGREEMENT ACCEPTANCE Health and Human Services is requesting authorization to accept a FY 2006 reimbursement agreement of $4,640,745 from the Michigan Department of Environmental Quality. Funds will be used for services related to Non-Community (Type II) Water Supply, Long -Term Drinking Water Monitoring, Radon, Public Swimming Pool Inspections, Septage, On -Site Sewage, Campground Insp ection and Drinking Water Supply. This is a $14,171 decrease from the previous year's award. The award amount is $14,994 less than the previous year. The budget will be amended to reflect the decrease in funds. Zack moved approval of the attached sugg ested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 17. DEPARTMENT OF HEALTH AND HUMAN SERVICES / HEALTH DIVISION - SHARED FUNDING AGREEMENT WITH THE UNITED STATES GEOLOGICAL SURVEY TO COND UCT AN ANTIBIOTIC RESISTANCE IN SURFACE WATER STUDY Health and Human Services is requesting authorization to enter into a shared funding agreement with the United States Geological Survey to conduct a follow -up study of antibiotic resistant bacteria found in some surface waters in Oakland County. The total cost of the project is estimated at $80,000 and the County has agreed to pay $50,000. The project is expected to continue until December 31, 2006. Funding for the FINANCE COMMITTEE Page 6 November 3, 2005 County's share is included in the FY 2006 budget. Mr. Miller noted that Oakland County would be one of the first counties in the United States to look at this problem. Rogers moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Melton and Jamian absent. 18. DEPARTMENT OF MANAGEMENT AND BUDGET / EQUALIZATION DIVISION - APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CITY OF ROYAL OAK Equalization is requesting authorizati on to contract with the City of Royal Oak to provide file maintenance services at a cost of $8.50 per parcel or approximately $13,005 for 1,530 parcels. The City shall pay the County upon completion of the project or not later than April 1, 2006. The bud get will be amended to reflect this increased revenue. Crawford moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Melton and Jamian absent 19. MR #05233 - BOARD OF COMMISSIONER S - DEFERRAL OF ELECTIONS SYSTEMS LEASE TO PURCHASE PAYMENTS FROM LOCAL COMMUNITIES The resolution was introduced by Commissioner Zack and would authorize modification to the terms of the Elections System Lease to Purchase Agreement entered into with loca l communities to allow for a deferral of current lease payments until September 30,2006, in anticipation that the Michigan State Bureau of Elections and Secretary of State's Office will be processing reimbursements to local jurisdictions within that time frame. The resolution also urges the State Bureau of Elections and Secretary of State's Office to expeditiously process these reimbursements to Oakland County cities villages and township that acquired optical scan voting systems after November 2000 and be fore August 2003, and are eligible for reimbursement in accordance with the Help America Vote Act. Zack moved approval of the attached suggested Fiscal Note. Supported by Palmer. Commissioner Zack explained that the City of Pleasant Ridge currently o wes $6,134 in principal and that the entire balance of principal totals $18,402. Commissioner Long indicated that she could not support a resolution to allow one community to defer payment until such time as the State provides reimbursement, if and when , to the communities. Zack moved to amend the resolution as follows: 1. Strike the original title: BOARD OF COMMISSIONERS – DEFERRAL OF ELECTIONS SYSTEMS LEASE TO PURCHASE PAYMENTS FROM LOCAL COMMUNITIES and insert: MR #05233 - BOARD OF COMMISSIONERS - SUPPORT OF TIMELY HELP AMERICA VOTE ACT (HAVA) PAYMENTS TO LOCAL COMMUNITIES FINANCE COMMITTEE Page 7 November 3, 2005 2. Strike the NOW THEREFORE BE IT RESOLVED paragraph and amend the next paragraph by striking the words BE IT FURTHER RESOLVED and inserting NOW THEREFORE BE IT RESOLVED. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby authorizes the terms of the Elections Systems Lease to Purchase Agreements entered into with local communities to be modified to allow a deferral of current lease payments unti l September 30, 2006, in anticipation that the State Bureau of Elections and Secretary of State's Office will be processing reimbursements to local jurisdictions within that timeframe. BE IT FURTHER NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners urges the State Bureau of Elections and Secretary of State's Office to expeditiously process the reimbursements to Oakland County's cities, villages and townships which acquired optical scan voting systems after November 2000 and before August 2003 that are eligible for reimbursement in accordance with the Help America Vote Act. Supported by Long. Motion carried unanimously on a roll call vote with Melton and Jamian absent. With this action, Mr. Soave advised the Committee there was no need for a Fiscal Note. 20. MR #05248 - BOARD OF COMMISSIONERS - PROCESS FOR CONSIDERATION OF BOARD OF COMMISSIONERS LEADERSHIP STIPEND AND FISCAL YEAR 2006-2007 BUDGE AMENDMENTS The resolution was introduced by Commissioner Middleton to amend the Fi scal Year 2006 and Fiscal Year 2007 Budget by removing expenditures of $18,500 for FY 2006 and $25,000 for FY 2007 from the Board of Commissioners - Administration budget. This action is in response to salary adjustments of $10,000 for the new classification of Chairperson - Board of Commissioners, $5,000 for the new classification of Vice - Chairperson - Board of Commissioners and an additional $5,000 for both the Majority and Minority Party Caucus Chairpersons authorized on September 22, 2006. The resolut ion would also require that the Board of Commissioners' Rules be amended to reflect that from this point forward any compensation increase given to any member of the Board of Commissioners must go through the Board of Commissioners committee process with a recommendation to and consideration by the Board of Commissioners. Board Chairman Bullard distributed compensation on various Michigan counties and reviewed the scope of additional responsibilities for the position of Board Chairman. Palmer moved to report to amend the resolution to add the following language. BE IT FURTHER RESOLVED that the Board of Commissioners hereby supports a study that the Chairperson of the Board of Commissioners and other Board Leadership positions may be compensated at a hi gher rate than other Commissioners due to the additional responsibilities and time commitment required by the Board Chairperson and the leadership positions. BE IT FURTHER RESOLVED that a Study Group is hereby created, with the membership consisting of Co mmissioners Charles Palmer, Helaine Zack and Tom Middleton, who are charged with gathering compensation information and developing a recommendation that is to be considered by the Board of Commissioners on or by November 1, 2006. BE IT FURTHER RESOLVED th at the new compensation, if adopted by the Board of Commissioners, shall become effective January 1, 2007, for the Chairperson of the Board of Commissioners and other Board Leadership. FINANCE COMMITTEE Page 8 November 3, 2005 Supported by Coulter. Motion to report to amend carried unanimously on a roll call vote with Melton and Jamian absent. Palmer moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried on a roll call vote with Rogers and Crawford voting no and Melton and Jamian absent. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division - Contract Exception Report for the Months of August and September, 2005 B. Prosecuting Attorney - FY 2006 Cooperative Reimbursement Program - Michigan Family Independent Agency Grant Application C. Corporation Counsel - Memo Regarding Powers of the Board of Commissioners - Budget Process for Parks and Recreation At the request of Management and Budget, Corporation Counsel has reviewed the pertinent statutes and MR #4531, which created the Parks and Rec reation Commission (Parks), and is of the opinion that all Parks' budget amendments must be approved by the Board of Commissioners. Mr. Soave indicated that the Parks Commission reviewed this information yesterday and it has been discussed with staff. All larger amendments to the Parks budget will come through the Board of Commissioners. However, all smaller amendments will be handled for approval with the quarterly forecasts. D. Department of Management and Budget - Memo Re: Request for Anticipated Expenses from MDHS for Accrual Purposes Mr. Soave reviewed the correspondence between his office and the Department of Human Services-Oakland (DHS). His October 28, 2005, letter to DHS indicates that the County did receive a list of children in care for the month of September, 2005, but still requires a list of all outstanding Fiscal Year 2005 invoices for services to provide an accurate estimate of accrual for the fiscal year. Ms. Warner's October 31, 2005, letter of response is also attached. As invoices c ome in that are not on the list, they will be brought back to the Board. Palmer moved to receive and file the communications. Supported by Crawford. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come bef ore the committee, the meeting was adjourned at 10:58 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director FINANCE COMMITTEE Page 9 November 3, 2005 NOTE: The foregoing minutes are subject to Committee approval.