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HomeMy WebLinkAboutMinutes - 2006.01.12 - 36057CHUCK MOSS Chairperson MIKE ROGERS Vice Chairperson TIM MELTON Minority Vice Chairperson January 12, 2006 Chairperson Moss called the m eeting 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 Crawford, Eric Wilson, Greg Jamian, Christine Long, David Coulter, Helaine Zack, Dave Woodward COMMITTEE MEMBERS ABSENT None. OTHERS PRESENT CLERK/REGISTER Jim VanLeuven, Deputy Constance Spak, Deputy ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS Hayes Jones, Director EXECUTIVE OFFICE Gerald Poisson, Deputy Executive Dennis Toffolo, Deputy Executive FACILITIES MANAGEMENT Dick Johnston, Manager Mike Hughson, Property Specialist FISCAL SERVICES Nancy Fournier, Chief LaVerne Smith, Supervisor Leo Lease, Drain Accountant Joe Rozell, Analyst Gaia Piir, Analyst Joe Matkosky, Analyst Wayne Keller, Analyst HEALTH & HUMAN SERVICES Dr. Thomas Gordon, Director HUMAN RESOURCES Nancy Scarlet, Director INFORMATION TECHNOLOGY Ed Poisson, Director MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director PLANNING & ECONOMIC DEV. Dan Hunter, Manager Dave Schreiber, Supervisor PROSECUTING ATTORNEY David Gorcyca, Prosecuting Attorney PURCHASING Joe Hylla, Manager ROAD COMMISSION Brian Bleasing, Planning Director SHERIFF Dale Cunningham, Business Manager Ann Russell, Corrections Administrator SUPPORT SERVICES Todd Birkle, Administrator TREASURER Pat Dohany, Treasurer 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 January 12, 2006 Keith Sawdon, Chief Deputy VETERANS’ SERVICES Diana Calvin, Manager BIS DIGITAL Roland Leonard, Regional Sales Manager Chuck Durst, Area Manager TROY COMMUNITY COALITION Lori Podsiadlik, Program Director BOARD OF COMMISSIONERS Bill Bullard, Chair, District #2 Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst Sheryl Mitchell, Sr. Analyst Helen Hanger, Sr. Committee Coordinator AGENDA A revised Fiscal Note for Item #13 was distributed. MINUTES Palmer moved approval of the previous minutes of December 1, 2005 , as printed. Supported by Rogers Motion carried on a voice vote. PUBLIC COMMENT Mr. Leonard spoke regarding BIS Digital’s bid on the 911 Digital Recorder and asked that th is matter be reconsidered. Material regarding this issue was distributed. Commissioner Moss stated that he would refer this matter to the General Government Committee to hear from Information Technology on this matter. 5. CONTINGENCY REPORT The FY 2006 Contingency Fund Balance of $261,961 will be reduced by $30,016 by approval of Item #12. Commissioner Palmer noted that the City of Clawson had received a portion but not all of its West Nile Reimbursement allocation due to a paperwork matter and asked i f the City was still eligible to receive its remaining share. Ms. Fourner indicated that the City would receive the remainder of its reimbursement. Mr. Melton asked that the Committee be provided with a written update on use of the Capital and Cooperative Initiatives Revolving Fund. Coulter moved to receive and file the FY 2006 Contingency Report dated January 5, 2006. Supported by Long. Motion carried on a voice vote. REGULAR AGENDA 6. TREASURER'S OFFICE - AUTHORIZATION TO BORROW AGAINST DELINQUENT 2005 TAXES Pursuant to P.A. 206 of 1893, as amended, the Treasurer's Office is requesting its annual authorization to establish a 2006 Revolving Fund for deposit of delinquent 2005 property taxes, to issue notes and to FINANCE COMMITTEE Page 3 January 12, 2006 borrow against those funds as detail ed in the attached resolution. Long moved approval of the attached suggested Resolution. Supported by Woodward. Motion carried unanimously on a roll call vote. 7. TREASURER'S OFFICE - AUTHORIZATION FOR ADMINISTRATIVE FUND DELINQUENT 2005 TAXES The resolution would authorize the Treasurer, pursuant to Act 206 of 1893, as amended, to establish an Administrative Fund to administer delinquent 2005 taxes. Palmer moved approval of the attached suggested Resolution. Supported by Rogers. Motion carried unanimously on a roll call vote. 8. COUNTY B OARD OF COMMISSIONERS APPROVAL TO WAIVE INTEREST AND FEES FOR CERTAIN QUALIFYING TAXPAYERS THROUGH APRIL 30, 2006 The resolution would authorize the County Treasurer to waive late penalty charges through Ap ril 30, 2006, for homestead property taxes of eligible persons (senior citizens, disabled, etc), if the person makes a claim before February 15, 2006, for a property credit as allowed for by Act No. 281 of 1967. This action will have no measurable impact o n General Fund revenues. Palmer moved approval of the attached suggested Resolution. Supported by Long. Palmer moved to amend the resolution to add the words “Treasurer’s Office’ to the title and to add a BE IT FURTHER RESOLVED paragraph to state: BE IT FURTHER RESOLVED that the County Treasurer is hereby authorized to notify by mail those who are eligible for this exemption pursuant to Section 211.44(3) of Michigan Compiled Laws. Supported by Long. Motion to amend carried on a voice vote. Motion carried unanimously on a roll call vote. 9. TREASURER'S OFFICE - AUTHORIZED DEPOSITORIES FOR PUBLIC FUNDS The resolution designates the identified list of financial institutions as authorized depositories for public monies held by the County Treasurer. Succeeding banks resulting from mergers, acquisitions, or resulting from a name change from that list will also be deemed as authorized, as well as any new financial institution formed in the County provided that the County Treasurer limits deposits to FD IC insurance levels. Commissioners Moss and Palmer both noted that they hold shares in several of these financial institutions. Palmer moved approval of the attached suggested Resolution. Supported by Jamian. Motion carried unanimously on a roll call vo te. FINANCE COMMITTEE Page 4 January 12, 2006 10. MR #05312 - PROSECUTING ATTORNEY - USE OF FORFEITURE FUNDS - ALLIANCE OF COALITIONS FOR HEALTHY COMMUNITIES (ACHC) The Prosecuting Attorney is requesting authorization to use $3,000 of the current amount of $508,641.24 deposited in the Pros ecutor's Seized Funds Deferred Revenue account for the "Project Sticker Shock" campaign to combat underage drinking. The Prosecutor has partnered with the Alliance of Coalitions for Healthy Communities (ACHC) to coordinate and manage the campaign. ACHC represents 15 active community coalitio ns (see resolution) fighting dru g and alcohol abuse. Each of these community coalitions will select retail outlets that sell alcohol in their communities to work with the project. A budget amendment will be made to r ecognize the transfer of these funds. Mr. Gorcyca displayed the sticker that would be used for the program Zack moved approval of the attached suggested Fiscal Note. Supported by Coulter. Motion carried unanimously on a roll call vote. 11. MR #05305 - ROAD COMMISSION FOR OAKLAND COUNTY / DEPARTMENT OF PUBLIC SERVICES - VETERAN'S SERVICES DIVISION - PAVING OF GREAT LAKES NATIONAL CEMETERY ROAD AND DONATION ACCEPTANCE The resolution would authorize a Cost Participation Agreement (CPA) between Oakland Cou nty, the Michigan Department of Transportation (MDOT) and the Road Commission for Oakland County (RCOC) for paving of Belford Road from North Holly Road to the at -grade crossing of the CSX Railroad leading to the Great Lakes National Cemetery for United States Veterans in Holly Township. The resolution would further authorize an agreement, consistent with the requirement s for acceptance of donations per MR #83203, between Oakland County and Mr. Frank Torre, who has offered to donate $160,000 toward the pro ject to defray the local match requirement. As detailed in both documents, t he County has agreed to advance three $53,333.34 installment payments in anticipation of recei ving Mr. Torre’s donation. The agreement with Mr. Torre indicates that he will reimburse the County in five equal installment payments of $32,000 over the next five years. The total project cost of $1,155,310 includes federal funding of $884,990 through MDOT to the RCOC, $110,320 provided by the RCOC towards the local match and the County’s advance of $160,000 in anticipation of Mr. Torre’s $160,000 donation . The RCOC will maintain the road. Mr. Zehnder indicated that the cemetery is open with an estimated 70 headstones in place. He explained that Mr. Torre’s father served in the M arine Core in the South Pacific and a marker near the entrance of the Cemetery will acknowledge Mr. Torre’s generous contribution. Mr. Bleasing recognized Senator Knollenberg’s assistance in obtaining federal funding for this project. The RCOC will provide design, construction and inspection work and is doing a special project at North Holly Road and Belford Road to improve sight distance. It is anticipated that the project will be complete by fall. Crawford moved approval of the attached suggested Fisc al Note. Supported by Zack. Motion carried unanimously on a roll call vote. 12. SHERIFF’S OFFICE – GY 2005 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM (SCAAP) REIMBURSEMENT AWARD ACCEPTANCE The Sheriff is requesting authorization to accept reimbursement fun ding of $82,052 from the U.S. FINANCE COMMITTEE Page 5 January 12, 2006 Department of Justice, Bureau of Justice Assistance, for the State Criminal Alien Assistance Program. This is a 36% decrease from the previous year’s reimbursement . Funds of $30,016 will be taken from Contingency to offset the reduction in revenue. Rogers moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 13. SHERIFF’S OFFICE – FY 2006 JAIL ALLIANCE WITH SUPPORT FOR INMATES WITH CO - OCCURRING DISORDERS GRANT ACCEPTANCE AND COMMUNITY MENTAL HEALTH AUTHORITY LETTERS OF AGREEMENT The Sheriff is requesting authorization to accept a $170,000 grant from the Michigan Department of Community Health, Office of Drug Control Policy, to c ontinue its Jail Alliance with Support (JAWS) program. The required match of $113,334 is available in the non-departmental grant match account. Supplemental program funding of $100,000 will be provided by the Oakland County Community Mental Hea lth Authority. Funding will continue one Inmate Caseworker; one part-time, non-eligible (PTNE) Inmate Caseworker and one PTNE Substance Abuse Technician in the Sheriff’s Corrective Services Division and two Substance Abuse Program Analyst positions in the Health Division. Ms. Russell explained that this is a post-booking jail diversion program for mentally ill offenders and that it has to date saved 1500 jail bed days. She also noted that CMH contributes psychiatric treatment time. Palmer moved to report to amend the resolution as f ollows. WHEREAS a county match in the amount of $113,334 is required and funds are available from General Fund designations for grant opportunities the General Fund Non -Departmental Grant match account; and Supported by Rogers. Motion carried unanimously on a roll call vote. Wilson moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote . 14. MR #05306 – CLERK/REGISTER OF DEEDS – ELECTIONS ROOM The Clerk is requesting authorization to expend $52,500 from its FY 2006 budget for remodeling of office space in the Courthouse for an Elections Room. Funds are available in the Clerk’s FY 2006 Revenue Budget Reimbursement General line item and will be transferred to the Project Work Order Fun d. The Elections Room will provide workstations of new election equipment and software necessary for Implementation of the federal Help America Vote Act. Jamian moved approval of the attached suggested Fiscal Note . Supported by Coulter. Motion carried unanimously on a roll call vote. 15. MR #05307 – COUNTY EXECUTIVE – DELETE TWO COUNTY EXECUTIVE APPOINTEE POSITIONS AND CREATE TWO SENIOR BUSI NESS DEVELOPMENT POSITIONS FOR THE EMERGING SECTORS INITIATIVE IN ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS The County Executive is requesting authorization to create two full -time eligible Senior Business FINANCE COMMITTEE Page 6 January 12, 2006 Development Positions in the Economic Development & Community Affairs Department, Planning and Economic Development Services Division (PEDS) Business Development Unit. Total position and operating costs for FY 2006 are $277,795 and for FY 2007 $360,653. The proposal will be partially funded by deletion of the Senior Citizens Coordinator position and the Coordinator of Arts, Culture & Film position in the County Executive Administration effective February 11, 2006. The Arts Council Grant Budget will be transferred to the Economic Development & Community Affairs Administration Division. Professional Services funding for FY 2006 of $20,400 and for FY 2007 of $35,0 00 is required for a contract to supplement continuation of the Senior Citizens Coordinator function. Professional services funding of $40,000 for a global private sector company for the Emerging Sectors program is available in the PEDS budget. Additional funding required to support the proposal of $90,933 for FY 2006 and $132,492 for FY 2007 is available from the Non -Departmental Information Technology Development appropriation and will be transferred as outlined in the Fiscal Note. Mr. Poisson explained that the functions of the Senior Citizen Coordinator would be provided contractually for a period of 12-18 months while being transitioned to existing County staff in the Health Division. Risk Management will continue to lead the prescription drug pro gram. The Executive’s Office of Media & Communications will continue to assist with the advisory newsletter and events. This change will be included in the newsletter and a notification letter will be sent out as well to senior centers regarding these changes. Mr. Toffolo indicated that the requested two new Sr. Business Development positions would complement existing retention and recruitment efforts, as well as strengthen the County’s emerging sectors efforts. The current arts coordinator will be filling an existing vacant position in the PEDS Marketing Unit. The two new positions will be advertised to accept applications through Human Resources. Palmer moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 16. DEPARTMENTS OF AVIATION AND FACILITIES MANAGEMENT CONVEYANCE OF COUNTY OWNED PROPERTY TO THE ROAD COMMISSION FOR OAKLAND COUNTY, OAKLAND COUNTY INTERNATIONAL AIRPORT The Aviation and Transportation Division and the Depa rtment of Facilities Management are requesting authorization to convey 2.55 acres, valued at $602,472, and grant easements for grading and drainage over part of Oakland County International Airport property for re -alignment of Williams Lake Road. In exchange, the Road Commission for Oakland County has offered to convey to Oakland County approximately 19 acres of land immediately west of the airport, incl usive of two storage buildings , at an appraised value of $617,185 . No budget amendment is required. Palmer moved approval of the attached suggested Fiscal Note. Supported by Wilson. Motion carried unanimously on a roll call vote. 17. MR #05311 – DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF LEASE AGREEMENT WITH 2300 DIXIE HIGHWAY, LL C FOR USE OF PROPERTY AT 2300 DIXIE HIGHWAY, WATERFORD, MICHIGAN Facilities Management is requesting authorization to lease existing office space of 9,751 square feet at 2300 Dixie Highway, Wat erford Township, for the Oakland County Department of Communit y Corrections. The lease rate is $18.50 per square foot or $15.032.79 monthly or $180,393.50 annually. This is a three - year lease commencing October 19, 2005, with an option to extend for five additional one -year terms. Any extension beyond a second ter m shall require a new agreement. Additional details are outlined in the lease. Sufficient funding is included in the FY 2006 and FY 2007 budget. It is anticipated that Community FINANCE COMMITTEE Page 7 January 12, 2006 Corrections will be moved to County property within the next three years as County buildings are renovated and departments are relocated. Rogers moved approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote. 18. FACILITIES MANAGEMENT – AWARD OF CONTRACT FOR THE PUB LIC WORKS BUILDING AIR CONDITIONING REPLACEMENT PROJECT Facilities Management is requesting authorization to contract with Johnson Controls International of Auburn Hills, Michigan in the amount of $343,215 for replacement of the Public Works Building Air Conditioning Replacement Project. The existing 35 year-old 200 ton capacity absorber and cooling tower failed in June 2005 and were found to be beyond repair. Since then, a temporary trailer -mounted replacement unit has been rented to maintain temperatur es. The proposed air conditioning equipment has been sized to accommodate future expansion of the Public Works Building and will be much more energy efficient. The total project cost of $390,727 includes the contract award of $343,215, FM&O costs of $12,000 and contingency of $35,512. Funding of $429,000 is included in the FY 2006 Capital Improvement Program (CIP) and $390,727 will be transferred from the CIP Building Fund to the Project Work Order Fund for this project. Palmer moved approval of the attached suggested Resolution. Supported by Coulter. Motion carried unanimously on a roll call vote. 19. DEPARTMENT OF CENTRAL SERVICES – LEASED VEHICLES – FLEET EXPANSION OF ONE (1) VEHICLE FOR DRAIN COMMISSION – OPERATIONS AND MAINTENANCE DIVISION Central Services is requesting authorization to expand the County’s vehicle fleet by one vehicle , a ¾ ton utility truck, to be assigned to the Drain Commissioner, Operations and Maintenance Division. The vehicle will be shared between two new field positio ns assigned to the expanded George W. Kuhn facility. Funding of $26,890 to purchase the vehicle is available in the Drain Equipment Fund for the capital acquisition fee and the budget will be amended for purchase and operation cost of the vehicle. Crawford moved approval of the attached suggested Resolution. Supported by Rogers. Motion carried unanimously on a roll call vote. COMMUNICATIONS B. Sheriff’s Office – CY 2006 Marine Safety Program Grant Application C. Clerk/Register of Deeds – Calendar Year 2006 Grant Assistance for Survey and Remonumentation D. December 1, 2005, Finance Committee Meeting, Agenda Item #35, Fiscal year 2005 Year End Report and Budget Amendments – Community & Home Improvement Division Home Improvement Loan Write-offs E. Department of Economic Development & Community Affairs – Waste Resource Management – 2006 Brownfield Cleanup Revolving Loan Fund (BCRLF) – Application F. CLEMIS Funds - Financial Statements and Schedules for the Year Ended September 30, 2005 FINANCE COMMITTEE Page 8 January 12, 2006 Crawford moved to receive a nd file communications B-F. Supported by Long. Motion carried on a voice vote. A. Contract Exception Report for the Months of November and December, 2005 1. Contract Exception – Chilldren’s Village / Total Logistic Control LLC. Mr. Hylla explained that the Food and Drug Administration designates the vendor who delivers these agriculture commodities (surplus food) and where they are stored. He indicated that the value of the commodities provided far exceeds the contract cost to provide this service. 2. Contract Exception – Information Technology / Michigan Supreme Court Mr. Poisson explained that the Michigan Supreme Court is the only provider of this service (conversion of Probate Court Case management system to new State Trial court system). Wilson moved to receive and file communication A. Supported by Melton. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:57 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.