Loading...
HomeMy WebLinkAboutMinutes - 2007.03.29 - 36164MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson March 29, 2007 Chairperson Rogers called the meeting of the Finance Commi ttee 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 Mike Rogers, Eileen Kowall, Helaine Zack, Sue Ann Douglas, Hugh Crawford, Tom Middleton, Christine Long, Jeff Potter, David Coulter, Helaine Zack, David Woodard, Tim Greimel COMMITTEE MEMBERS ABSENT OTHERS PRESENT CIRCUIT COURT Judge Michael Warren Kevin Oeffner, Administrator CLERK Connie Spak, Deputy Clerk DISTRICT COURT 52-1 Joyce Renfrow, Administrator DISTRICT COURT 52-2 Sharon Rupe, Administrator DISTRICT COURT 52-3 Lynda Hammerstein, Administrator DISTRICT COURT 52-4 Jim VerPloeg, Administrator Vicki Nellis, User Support Specialist DRAIN COMMISSIONER Joe Colaianne, Insurance Administrator Steven Korth, Chief Engineer EMERGENCY RESPONSE Gail Novak, Chief EXECUTIVE OFFICE Phil Bertolini, Deputy FACILITIES ENGINEERING Paul Hunter, Manager FACILITIES MAINTENANCE Dick Johnston, Manager FACILITIES MANAGEMENT Mike Hughson, Property Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Wayne Keller, Supervisor Joe Matkosky, Analyst Leo Lease, Analyst Prentiss Malone , Analyst FRIEND OF THE COURT Rick Perry, Supervisor INFORMATION TECHNOLOGY Ed Poisson, Director MANAGEMENT & BUDGET Art Holdsworth, Deputy Director PARKS & RECREATION Dan Stencil, Executive Officer Jon Noyes, Landscape Designer PLANNING & ECONOMIC DEVELOPMENT Dan Hunter, Manager OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 N. TELEGRAPH ROAD, PONTIAC, MI 48341-0470 Telephone (248) 858 -0100 FAX (248) 858-1572 FINANCE COMMITTEE Sue Ann Douglas Hugh D. Crawford Tom Middleton Christine Long Jeff Potter David Coulter David Woodward Tim Greimel FINANCE COMMITTEE Page 2 March 29, 2007 OTHERS PRESENT CONTINUED WASTE RESOURCE MANAGEMENT Whitney Calio, Environmental Projects Coordinator BOARD OF COMMISSIONERS Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst Sheryl Mitchell, Sr. Analyst Julia Ruffin, Commissioners’ Liaison Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Long moved approval of the minutes of March 15, 2007 as printed. Supported by Potter. Motion carried on a voice vote. PUBLIC COMMENT None. 5. FY 2007/FY 2008 C ONTINGENCY REPORT Item 18 on today’s agenda will add $18,296 to the FY 2007 Contingency Fund balance, increasing it from $125,559 to $143,855. In response to Commissioner Long’s inquiry regarding des ignated funds for ergonomic equipment, Mr. Soave explained that a number of county offices have done studies and found that there are some individuals who require special equipment under the Americans with Disabilities Act. Kowall moved to receive and file and Contingency Report dated March 22, 2007. Supported by Long. Motion carried on a voice vote. REGULAR AGENDA 6. BOARD OF COMMISSIONERS – NOTICE TO WHITE LAKE TOWNSHIP CORRIDOR IMPROVEMENT AUTHORITY REGARDING OAKLAND COUNTY’S DETERMINATION TO EXEMPT ITS AD VALORUM PROPERTY TAXES FROM CAPTURE As a result of recommendation by the Board of Commissioners’ Tax Increment Financing District Review Policy Ad Hoc Committee (TIF Committee), the proposed resolution would authorize the County to opt out of ad valorum property tax capture by the White Lake Township Corridor Improvement Authority (CIA) prior to the expiration of the 60-day time period authorized by statute to do so. The Township’s CIA Plan was presented to the TIF Committee on March 15, 2007, with a proposal to capture $44 million of County taxes over the 25-year life of the CIA Authority . The resolution allows for continued negotiation for County participation and should a contract be successfully negotiated, the resolution can be rescinded. Douglas moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 3 March 29, 2007 7. MR #07060 – 52ND DISTRICT COURT AND INFORMATION TECHNOLOGY MAINFRAME ENHANCEMENT PROJECT The 52nd District Court is requesting authorization to allow Information Technology to proceed with an upgrade to the IBM Mainframe system used by the Court as its main operating system, with appropriation of $1,000,000 Designated Fund Balance for District Court System Conv ersion. The upgrade will provide the Court with new technology and enhancements for operating processes and avoid movement to the State Jail Information System for the next several years. It is anticipated that final project costs will be $1,347,051, with funding for the balance of the project designated with the FY 2007 year -end resolution. It is anticipated that upgrading the present IBM Mainframe system rather than converting to the JIS system will result in an estimated savings of $600,000 for the n ext six years. Budget amendments will be made as outlined in the Fiscal Note. Crawford moved approval of the attached suggested Fiscal Note . Supported by Long. Motion carried unanimously on a roll call vote. 8. MR #07061 - OAKLAND COUNTY CIRCUIT COU RT AND OAKLAND COUNTY CLERK – REQUEST FOR FUNDING TO IMPLEMENT A THIRD PARTY VENDOR E -FILING SYSTEM TO ALLOW THE COURT, ATTORNEYS, AND PRO SE LITIGANTS TO FILE AND SERVE COURT DOCUMENTS ELECTRONICALLY VIA THE INTERNET The Clerk and Circuit Court are reque sting authorization to implement an e -filing pilot project with one Circuit Court judge that will allow for electronic filing of “C” and “N” civil case types beginning August 1, 2007. Three additional judges will begin the program January 1, 2008. The Clerk, Circuit Court, Information Technology and Purchasing conducted a Request for Proposal process, received five proposals and selected three vendors to provide presentations and, following evaluation and review, is recommending Wiznet be contracted with to provide this service for a filing fee of $5 plus a #3 e-Service fee. Wiznet will retain the first $200,000 of 2008 revenues to offset start -up costs and share revenues with the County over the life of the contract. The Circuit Court and the Clerk will share revenues received from Wiznet on a sliding scale percentage basis, with Oakland County receiving the maximum sharing percentage in the fifth year of 70% and thereafter. Information Technology has been determined that 780 hours or $96,160 in funding will be needed for both source system consulting and project management. This initial outlay is available in General Fund Designation for Operational Improvements and will be paid back within the second year of operation. Budget amendments will be made as outlined in the Fiscal Note. Judge Warren indicated that his court will be the pilot program. He explained that the Circuit Court looked at best practices cross the country for effective administration of justice at the state trial court level and found e-filing to be very effective, eliminating the need for the current paper-intensive system. Documents will be converted to Portable Document Format (.pdf). Oakland County will be the first to take e-filing a step further by routing the document to the judge’s courtroom to create orders that can then be retrieved electronically by attorneys . The goal is to make this process a standard business practice in Oakland County. Wiznet will provide training via the internet and through help -line support. The first pilot project was done with100 court filings through the State of Michigan’s IBM program, which proved to be less efficient. This program is much more efficient and easier to use. Commissioner Douglas asked how much additional revenue will be n eeded to fully implement the system and how the system will deal with viruses . Mr. Perry explained that the $95,160 to cover startup costs will be the only request for funding. Contract rates are locked in for two-years. Annual savings to the Clerk’s O ffice should be about $250,000 and the County anticipates revenue of about $1 million through 2013 . Law firms will maintain original documents and the electronic document will move from Wiznets’ computer system in Atlanta to the Clerk’s Office. FINANCE COMMITTEE Page 4 March 29, 2007 Commissioner Coulter indicated that he would like to keep this program as reasonable as possible on for the revenue capture. Judge Warren indicated that he was sensitive to the costs for attorneys and tha t they did an informal survey of users and felt pretty sure that the $8 cost is a bargain compared to the cost to physically come to the Courthouse to file, for serving, paying runners if necessary and get ting certified copies. Commissioner Greimel asked how pro se litigants would be affected. Judge Warren explained that any party coming into the system will have the opportunity to be trained . The contract will allow the fee to be waived for indigents. If someone has the money but not the technology, they can come to the Clerk’s office for assistance. Information on the use of the system will be gathered between August 1and December 31 to report to the bench on the program’s suc cess and the resolution requires reporting to the Public Services Committee. Commissioner Douglas asked that this information be included on the Finance Agenda as a communication once it is available. Douglas moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 9. MR #07062 – CIRCUIT COURT – USE OF MEDIATIO N FUNDS The Circuit Court is requesting authorization to utilize a portion of its Civil M ediation Funds of $148,200 to pay for courtroom furniture at $128,200, cable and satellite at $10,000 and program support for the Oakland County Bar Association at $10,000. Funding of $527,988.77 is available. Budget amendments will be made as outlined in the Fiscal Note. Potter moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 10. MR #07057 – DRAIN COMMISSIONER – RESOLUTION APPROVING THE LAKE LEVEL SPECIAL ASSESSMENT ROLL AND APPORTIONMENT OF COST FOR THE BUSH LAKE LEVEL CONTROL PROJECT The Drain Commissioner is requesting approval of the initial 2008 Special Assessment Roll benefiting all property owners for establishment and maintenance of the normal level of Bush Lake in the amount of $104,415.75. On July 14, 2006 the Oakland County Circuit Court issued an order establishing the normal lake level for Bush Lake, located in Holly Township and the Village of Holly stating that the lake level would be sustained with a new control structure and confirming the boundaries of the special assessment district as described in the Petition of the Board of Commissioners. MR #06178 approved the method of financing this project through special assessment, computation of costs and the holding of a public hearing on the project cost and special assessment roll as required by MCL 324.30701 et seq. The special assessment collection will be deposited into a construction fund and will be used to cover the costs of the Bush Lake Level Project. No General Fund dollars will be needed and no budget amendment will be required. Kowall moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 5 March 29, 2007 11. FACILITIES MANAGEMENT – AUTHORIZATION TO PROCEED AND APPROPRIATION OF FUNDS FOR CHILDREN’S VILLAGE D,G,H, AND K BUILDINGS BOILER REPLACEMENT PROJECT Facilities Management is requesting authorizatio n to proceed with the Children’s Village Boiler Replacement project for Buildings D, G, H and K in the amount of $307,000, including contingency. These boilers have been in use since original construction in 1976 and have reached the end of their life expectancy. This project is included in the FY 07 Capital Improvement Plan (CIP). Work will be performed by in-house staff and outside contractors obtained through the Purchasing Division. Funds will be transferred from the CIP Building Fund to the Project Work Order Fund for this project and budget amendments will be made as identified in the resolution. Greimel moved approval of the attached suggested Resolution . Supported by Crawford Motion carried unanimously on a roll call vote . 12. FACILITIES MANAGEMENT/FACILITIES ENGINEERING – AWARD OFCONTRACT FOR THE 2007 PARKING LOT PAVING PROGRAM – PUBLIC WORKS BUILDING PROJECT Facilities Management is requesting authorization to award a contract to Asphalt Specialists, Inc. of Pontiac in the amount of $307,97 5. Asphalt Specialists was selected through the County’s bidding procedures and was determined to be the lowest responsible bidder. The project will complete another begun under the 2006 Parking Lot Paving Program by removing and replacing the remaining one-half of the east parking lot and the balance of the service area at the Public Works Building. Total project funding of $404,000 will include the contract award, engineering costs of $23,800, landscaping restoration of $5,000 and Contingency of $67,225. Budget amendments will be made as outlined in the resolution. Douglas moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote. 13. FACILITIES MANAGEMENT/FACILITIES ENGINEERING – AWARD OF CONTRACT FOR THE 2007 ROOF REPLACEMENT PROGRAM – WEST OAKLAND OFFICE BUILDING PROJECT Facilities Management is requesting authorization to award a contract to Butcher & Baecker Construction Co. Inc. of Rochester Hills in the amount of $183,473. Through the County’s bidding procedures and review process, Butcher & Baecker Construction was determined to be the lowest responsible bidder. The project consists of roof replacement of the West Oakland Office Building in Walled Lake and restoration of an existing masonry wall and a cedar shake roof wall on the same building. Project funding of $275,000 will include the contract award, masonry restoration costs of $20,000, cedar shake roof restoration costs of $15,000, engineering costs of $10,000, roof dr ain costs of $6,000, landscape restoration costs of $5,000 and Contingency of $35,527. Budget amendments will be made as outlined in the resolution. Kowall moved approval of the attached suggested Resolution. Supported by Long. Roll Call Ayes: Kowall, Douglas, Crawford, Middleton, Long, Potter, Rogers Nays: Coulter, Woodward, Greimel, Zack Motion carried. FINANCE COMMITTEE Page 6 March 29, 2007 14. MR #07058 – DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – WASTE RESOURCE MANAGEMENT – EXTENSION OF NO HAZ PROGRAM THROUGH 2 010 Waste Resource Management is requesting authorization to continue facilitation of the NO HAZ Program for three years through 2020 contingent upon full reimbursement of all program co sts from participating communities. This program was originally auth orized per MR #03091 and reauthorized per MR #05088 to facilitate collection services of household hazardous waste for northern Oakland County residents. During the three-year program, Oakland County and member communities will continue to take steps to add member communities and prepare them to take over responsibility for the program. No budget amendments are required as the FY 2007 Budget includes revenue estimates and expenditure appropriations of $136,560 for the 2007 program. The FY 2008/2009 Recom mended Budget will include appropriations for 2008 and 2009. Ms. Long asked what the County facilitates that the local units could not do themselves. Ms. Calio explained that member communities have asked the County to continue facilitation of this program because of the current economic climate. The County handles the bid process, organizes the vendors and holds the program contract, sets up the events, puts together information packets and distributes them to the communities, handles invoicing and wo rks with the advisory board. Events are now held at private locations rather than on municipal property as a result of increased participation. Commissioner Douglas stated that this was an important program to continue for the purpose of developing the Solid Waste Management Plan. Legislation has been introduced to promote and increase recycling in Michigan. A better definition of recycling will be incorporated into the plan Long moved approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote with Zack absent. 15. MR #07059 – DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – WASTE RESOURCE MANAGEMENT – APPROVAL OF 2007 NO HAZ INTERLOCAL AGREEMENT Waste Resource Management is requ esting authorization to implement interlocal agreements with the Townships of Addison, Commerce, Groveland, Oakland, Oxford, Orion, Waterford and White Lake and the Cities of Pontiac, Rochester and Rochester Hills to participate in the County’s NO HAZ prog ram to collect household hazardous waste. This activity will meet Phase II Stormwater Protection requirements, encourage pollution prevention and enhance environmental health and safety. Waste Resource management has facilitated the creation of the North Oakland Household Hazardous Waste Consortium and participating north Oakland County communities have appointed a representative to the Board. Funding is available within the 2007 Budget. Woodward moved approval of the attached suggested Fiscal Note . Supported by Greimel. Motion carried unanimously on a roll call vote. 16. MR #07055 – PARKS AND RECREATION COMMISSION – APPROVAL AND ACCEPTANCE OF PURCHASE AGREEMENT FOR THE ACQUISITION OF APPROXIMATELY 208 ACRES OF LAND IN THE TOWNSHIP OF HIGHLAND TO ESTABLISH A NEW COUNTY PARK TO BE KNOWN AS HIGHLAND OAKS COUNTY PARK The Parks and Recreation Commission (Parks) is requesting authorization to purchase 208 acres of land in Highland Township from Highland Hye Company, LLC to develop a new county park to be known as Highland Oaks. The Michigan Department of Natural Resources Trust Fund will reimburse 40% of the FINANCE COMMITTEE Page 7 March 29, 2007 acquisition cost of $2,462,500. The remaining 60% will be provided by Parks through its 2007 Capital Improvement Projects Budget as coming from i ts ¼ mil Parks and Recreation Levy. Mr. Stencil indicated that acreage for this resolution and agenda item 17 is located at the northeast intersection of White Lake and Milford Roads. Parks has received a commitment from the Michigan Natural Resources Trust Fund for up to $1.44 million for the purchase of these properties. Mr. Stencil indicated that the Master Plan contains an Urban Parks Strategy component that includes property acquisition, recreation programs and support services for communities. He has been meeting with communities over the last few months to gather input and allow them to embrace this strategy. Crawford moved approval of the attached suggested Resolution. Supported by Greimel. Motion carried unanimously on a roll call vote. 17. MR #07056 – PARKS AND RECREATION COMMISSION – APPROVAL AND ACCEPTANCE OF PURCHASE AGREEMENT FOR THE ACQUISITION OF APPROXIMATELY 52 ACRES OF LAND IN THE TOWNSHIP OF HIGHLAND TO ESTABLISH A NEW COUNTY PARK TO BE KNOWN AS HIGHLAND OAKS COUNTY PARK The Parks and Recreation Commission (Parks) is requesting authorization to purchase 52 acres of land in Highland Township from Marie J. Parker Revocable Trust to develop a new county park to be known as Highland Oaks. The Michigan Department of Natural Resou rces Trust Fund will reimburse 40% of the acquisition cost of $820,000. The remaining 60% will be provided by Parks through its 2007 Capital Improvement Projects Budget as coming from its ¼ mil Parks and Recreation Levy. Crawford moved approval of the a ttached suggested Fiscal Note . Supported by Middleton. Motion carried unanimously on a roll call vote. 18. COUNTY EXECUTIVE – EMERGENCY RESPONSE AND PREPAREDNESS – SUPPLEMENTAL HAZARDOUS MATERIALS EMERGENCY PLANNING 2005 -2006 GRANT FUNDING AMENDMENT Emergency Response and Preparedness is requesting authorization to accept an additional $11,345.88 from the U.S. Department of Transportation through the Hazardous Materials Emergency Preparedness grant. MR #05288 authorized the original acceptance of $6 ,950 under the grant, including an in-kind match of $1,390 in general fund expenditures for a total of $8,340. The additional $11,345 exceeds 15% of the original award, requiring approval from the Board of Commissioners for acceptance. This additional amount will bring the total grant to $18,295.88. A budget amendment will be made as outlined in the Fiscal Note. Zack moved approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Crawford absent. 19. DEPARTMENT OF HEALTH AND HUMAN SERVICES / HEALTH DIVISION – 2007 FETAL INFANT MORTILITY DATA ABSTRACTION AGREEMENT – GRANT ACCEPTANCE The Health Division is requesting authorization to accept $2,700 from the Michigan Public Health Institute in return for entering infant mortality data for Oakland County into a statewide database to assist with statistical analysis . The funding period is January 1, 2007 through September 30, 2007. A budget amendment will be made as outlined in the Fisc al Note. Long moved approval of the attached suggested Fiscal Note. Supported by Zack. FINANCE COMMITTEE Page 8 March 29, 2007 Motion carried unanimously on a roll call vote with Crawford absent . 20. MR #07041 – BOARD OF COMMISSIONERS – PILOT EVENING BOARD OF COMMISSIONERS’ MEETINGS The resolution would establish a pilot project for evening Board of Commissioners’ meetings on Wednesdays at 6:30 p.m. for specific dates during April, May and June as indicated in the resolution. This action will also require that the Board of Commissioner s Rules be amended. Mr. Doyle distributed a breakdown of costs estimates for evening meetings. Middleton moved approval of the attached suggested Resolution. Supported by Long. Greimel moved to strike the fourth WHEREAS paragraph. Sup ported by Coulter. Roll Call: Ayes: Middleton, Potter, Coulter, Woodward, Greimel, Zack Nays: Crawford, Long, Kowall, Douglas, Rogers Motion to amend carried. Roll Call on the Amended Resolution: Ayes: Coulter, Woodward, Greimel, Zack Nays: Middleton, Long, Potter, Kowall, Douglas, Crawford, Rogers Motion on the amended resolution failed. COMMUNICATIONS A. Prosecuting Attorney – FY 2008 District Court Advocacy Program – Victims of Crime Act (VOCA) Grant Application B. Sheriff’s Department – 2007 Michigan Citizen Corps Program – VIPS Grant Application Zack moved to receive and file the Communications. Supported by Middleton. C. Notice of Special Assessment Roll for Maintenance on the following Drains: 1. Holland Drain 2. Dunleavy Drain 3. Oaks Drain Middleton moved to receive and file the communications. Supported by Douglas. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 10:52 a.m. Mr. Soave indicated that information on the proposed “Pop Up” legislation was provided by Equalization and has been placed in the commissioners’ mailboxes. FINANCE COMMITTEE Page 9 March 29, 2007 ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.