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HomeMy WebLinkAboutMinutes - 2007.04.19 - 36169MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson April 19, 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, Helaine Zack, David Woodard, Tim Greimel COMMITTEE MEMBERS ABSENT WITH NOTICE Dave Coulter OTHERS PRESENT AUDIT Terri Meiers, Supervisor Barb Ducharme, Supervisor CIRCUIT COURT -FAMILY DIVISION Pamela Davis, Manager COMMUNITY CORRECTIONS Karen Peterson, Supervisor DRAIN COMMISSIONER John McCulloch, Drain Commissioner Joe Colaianne, Insurance Administrator EQUALIZATION Dave Hieber, Manager Dawn Creamer, Appraiser Maureen Code EXECUTIVE OFFICE Bob Daddow, Deputy Phil Bertolini, Deputy FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Penny Cremer, Chief LaVerne Smith, Supervisor Joe Matkosky, Analyst Linda Pearson, Analyst Leo Lease, Analyst Gaia Piir, Budget Systems Coordinator HEALTH George Miller, Manager Sue Johnston, Chief INFORMATION TECHNOLOGY Ed Poisson, Director Janette McKenna, Chief MANAGEMENT AND BUDGET Laurie Van Pelt, Director Art Holdsworth , Deputy Director 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 April 19, 2007 OTHERS PRESENT CONTINUED PROSECUTING ATTORNEY David Gorcyca, Prosecuting Attorney Deb Carley, Deputy Matthew Roth PURCHASING Jack Smith, Chief SHERIFF Dale Cunningham, Business Manager O.C. HISTORICAL COMMISSION Brian Golden Christopher Cummins Fran Wilson PLANTE MORAN Les Pulver Joe Heffernan Bill Brickey CITIZENS Deborah DeBacker BOARD OF COMMISSIONERS Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst Sheryl Mitchell, Sr. Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Woodward moved approval of the minutes of March 29, 2007 as printed. Supported by Middleton. Motion carried on a voice vote. PUBLIC COMMENT Ms. Debacher spoke regarding the committee’s pending consideration to appropriate $50,000 to the Health Division to begin a Human Papillomavirus Vaccine program. 5. FY 2007/FY 2008 C ONTINGENCY REPORT Item 10 on today’s agenda will increase the FY 2007 Cont ingency Fund balance by $40,000 to $183,855. Item 14 will reduce this balance $50,000 to $133,855. Kowall moved to receive and file and Contingency Report dated April 12, 2007. Supported by Long. Motion carried on a voice vote. Chairman Rogers asked that the agenda be amended to move item 6 (Audit Report) down to the last item on the regular agenda, that item 14 (implementation of the HPV Vaccine program) be moved up as the first item on the regular agenda and that item 17 (extension of the lease agre ement with Southfield for Catalpa Park) be removed from the agenda. Woodward moved that the agenda be accepted with those amendments as outlined by the Chair. Supported by Kowall. Motion carried on a voice vote. FINANCE COMMITTEE Page 3 April 19, 2007 REGULAR AGENDA 14. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – IMPLEMENTATION OF FEE FOR HUMAN PAPILLOMAVIRUS (HPV) VACCINE The Health Division is requesting an appropriation of $50,000 to implement a self-sustaining fee-for-service Human Papillomavirus (HPV) Vaccine prog ram. A voucher system will be implemented to administer the required three doses of HPV4 at a fee of $120 per dose. Upon initiation of the HPV vaccine regime, the entire fee will be collected from the client and a voucher will be issued for the remaining doses. The voucher system will help to ensure that the program is self -sustaining and will help to project the necessary vaccine inventory. Funding will come from Contingency and budget amendments will be made as outlined in the Fiscal Note. Mr. Miller explained that the Health Division’s proposed price for the vaccine is the same as what the manufacturer will be charging the Health Division to purchase it. The requested $50,000 will allow the Health Division to service about 130 clients and co ver the costs of education materials. Payment for participation by low income families who wish to have their daughters vaccinated may be covered through the Health Division’s Vaccine for Children State Allocation. The shelf life of the vaccine is one year so the Health Division is ordering in small doses to begin the program. Middleton moved approval of the attached suggested Fiscal Note. Supported by Greimel. Roll Call: Ayes: Zack, Middleton, Potter, Woodward, Greimel, Rogers Nays; Kowall, Douglas, Crawfo rd, Long Absent: Coulter Motion carried. 7. PROSECUTING ATTORNEY, CIRCUIT COURT – FAMILY DIVISION, CHILDREN’S VILLAGE AND COMMUNITY CORRECTIONS; PROGRAM YEAR 2007 JUVENILE ACCOUNTABILITY BLOCK GRANT (JABG) ACCEPTANCE The resolution would authorize a cceptance of a Michigan Department of Human Services $169,037 Juvenile Accountability Block Grant (JABG) for the period April 1, 2007 through March 31, 2008. Funding will be used by the Prosecuting Attorney for Teen Drug Court and to reduce the Juvenile O ffender backlog, by the Circuit Court -Family Division for equipment and contracted services , by Children’s Village for security equipment. Equipment to provide multi-departmental information sharing will also be purchased. The total grant award of $169,037 includes a $152,133 Federal pass -through from the State and $16,904 as a County match. Funding will continue one Probation Officer I and one part -time, non -eligible Assistant Prosecutor II position in the Prosecutor’s Office and discontinues one Youth and Family Caseworker II in the Circuit Court Family Division. Anticipated administrative and support costs of $9,473 are not recoverable under this grant but are included in the FY 07/FY 08 budget . Budget amendments will be made as outlined in the Fiscal Note. Middleton moved approval of the attached suggested Report to amend the resolution as follows: NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts grant funding from the Michigan Family Independence Agency Department of Human Services in the amount of $169,337, including County match of $16,904 for the period of April 1, 2007 through March 31, 2008. Supported by Griemel. FINANCE COMMITTEE Page 4 April 19, 2007 Motion carried unanimously on a roll call vote with Coulter absent. Kowall moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Coulter absent. 8. MR #07076 – SHERIFF’S OFFICE – ESTABLISHMENT OF STANDARD FIRE DISPATCH SERVICES AGREEMENTS, APRIL 1, 2007 – MARCH 31, 2012 The Sheriff is requesting authorization to establish standard fire dispatch service rates per call as follows: $21.89 for 2009, $22.55 for 2010, $23.23 for 2011 and $23.93 for 2012 and to approve Dispatch Service contracts from April 1, 2007 through March 31, 2012 for the Townships of Addison, Brandon, Commerce, Groveland, Highland, Independence and Springfield and the North Oakland Fire Authority. Estimated revenue for these contracts is $187,346, $41,479 more than budgeted for FY 2007 , and will be used to cover increased operational costs, the addition of one dispatch specialist and overtime. One General Fund/General Purpose (GF/GP) Dispatch Specialist will be created. One GF/GP Office Assistant II position will be continued through funding by the Brandon Township dispatch contract and four patrol contracts with the Townships of Highland, Lyon, Springfield and Oxford for an additional five years. The FY 2007 budget will be amended as outlined in the Fiscal Note. Mr. Cunningham explained that an analysis was done from the previous four years on the number of calls per community to establish the rates. He indicated that Risk Management is reviewing changes to section 14 of the contract and if new language is not finalized by the time the full Boa rd meets next Thursday, it could be pulled from the agenda. Douglas moved to report to the Board that approval of this resolution is contingent upon approval by Corporation Counsel of final contract language. Supported by Long. Motion carried unanimously on a roll call vote with Coulter absent. Zack moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote with Coulter absent. 9. MR #07077 – SHERIFF’S OFFICE – POLICE DISPATCH SERVICE FOR OAKLAND COMMUNITY COLLEGE FOR 2007 -2012 The Sheriff is requesting authorization to contract with Oakland Community College for a five year period beginning April 1, 2007. Contract rates are $82,170 for 2007, $89,338 for 2008, $99,680 for 2009, $102,460 for 2010 and $111,006 for 2011. Revenue generated will offset Overtime i n the Sheriff’s Communications Unit to cover the increased workload. A budget amendment will be made as outlined in the Fiscal Note. Mr. Cunningham indicated that, consistent wi th the previous agenda item for fire dispatch rates and contracts, this contract would also be amended regarding liability for consistency. Douglas moved to report to the Board that approval of this resolution is contingent upon approval by Corporation Counsel of final contract language. Supported by Kowall. Motion carried unanimously on a roll call vote with Coulter absent. FINANCE COMMITTEE Page 5 April 19, 2007 Douglas moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vo te with Coulter absent. 10. SHERIFF’S OFFICE – CALENDAR YEAR 2007 MARINE SAFETY PROGRAM GRANT ACCEPTANCE The Sheriff is requesting authorization to accept a Michigan Department of Natural Resources grant of $240,000 for Marine Safety activities. The F Y 07 budget anticipated $200,000 in funding, therefore, a budget amendment will be made as outlined in the Fiscal Note. Crawford moved approval of the attached suggested Fiscal Note . Supported by Greimel. Motion carried unanimously on a roll call vote with Coulter absent. 11. MR #07078 – SHERIFF’S OFFICE – DISPOSITION OF K-9 DOG The Sheriff is requesting authorization to allow K -9 “Teddy”, who is nearing retirement, to be sold to his current handler, Deputy Topacio, for the nominal sum of $1.00 as detailed in the Transfer of Ownership and Release of Claims Agreement. No budget amendment is necessary. Douglas moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Coulter absent. 12. MR #07079 – SHERIFF’S OFFICE – ADDITION OF K -9 DOG The Sheriff is requesting authorization to purchase a canine following the retirement of “Teddy.” Deputy Topacio has trained dog “Raine,” valued at $15,000, and has agreed to sell “Raine” to the County for the sum of $1.00.through a Transfer of Ownership Agreement. This agreement will allow Deputy Topacio to purchase “Raine” back from the County for a nominal sum of $1.00 under specific conditions as detailed in the agreement. No budget amen dment is necessary. Mr. Cunningham explained that Deputy Topacio is a very dedicated handler who purchased this canine on his own and trained it to meet the necessary standards to see if he could do as well as an outside vendor. His efforts have exceeded expectations and the Sheriff’s Office is very pleased with the results. His actions have resulted in a savings to the County of about $8,000. Douglas moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Coulter absent. 13. DRAIN COMMISSIONER – DESIGNATION OF DRAIN COMMISSIONER AS COUNTY AGENCY FOR JOINT PROJECT BEWTEEN OAKLAND COUNTY AND GENESEE COUNTY FOR REGIONAL WATER SUPPLY SYSTEM FEASIBILITY STUDY The Drain Commissioner, acting as the designated county agent per Public Act 342 of 1939, is requesting authorization to conduct a joint project with Genesee County to perform a regional water supply system feasibility study to identify an additional major water supply line fo r Oakland County. This activity is an extension of the County’s Water and Sewer Master Plan and responds to previous studies completed by the City of Detroit and Genesee County recognizing the need for an additional water supply. Other adjoining counties may participate. Project funding of $125,000 will be provided by the Designated Fund Balance for Drain Strategic Water Initiative Loan. Budget amendments will be made as outlined in the FINANCE COMMITTEE Page 6 April 19, 2007 Fiscal Note. Kowall moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Coulter absent. 15. MR #07075 – DEPARTMENT OF INFORMATION TECHNOLOGY – FIRST QUARTER 2007 DEVELOPMENT APPROPRIATIONI TRANSFER Information Technology is requesting authorization to appropriate and charge benefiting departments for first quarter 2007 development costs as follows: $1,539,657.88 for data processing development, $179,755.88 for imaging development for General Fund/General Purpose departments, $130,584.19 f or direct charges to Special Revenue and Proprietary fund departments, $19,496.25 for non -governmental imaging and $1,344 to non-county agencies. The respective departmental FY 07 budgets will be amended as outlined. Woodward moved approval of the attached suggested Fiscal Note . Supported by Greimel. Motion carried unanimously on a roll call vote with Coulter absent. 16. DEPARTMENT OF MANAGEMENT & BUDGET – 2007 EQUALIZATION REPORT The resolution authorizes the Board of Commissioners to adopt the 2007 equalization and authorizes its certification by the Chairperson of the Board and that it be entered on the County records and delivered to the appropriate official of the proper township or city. A copy of the 2007 Equalization Report is included with the resolution and has been placed on file. Mr. Hieber and Mr. Soave distributed additional material summarizing the information contained with the 2007 Equalization Report. He explained that the County is currently experiencing its lowest increase o f Equalized Values in the last 38 years (previous data is not available). Fro declining real estate markets the State Tax Commission allow s for a one year, rather than a two year, study. The one-year study was used for 37 out of 52 (1-1-2006 – 12-31-2006) municipalities this year to recognize slow growth. In other communities that showed slight increases or were flat the one -year study could not be used. This information will be used for County budget ing purposes. Estimates as provided to the Committee previously were 2.25% for 2008 in property tax value and 2% for 2009. These figures do not include any potential changes in state law now being contemplated. For FY 2007, the County is within its budget estimates. Greimel moved approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote with Middleton and Coulter absent . 6. ANNUAL AUDIT REPORT BY THE COUNTY CONTRACTED INDEPENDENT CERTIFIED PUBLIC ACCOUNTING FIRM Mr. Soave explained that commissioners recently received a copy of the Comprehensive Annual Financial Report for the FY Ending September 30, 2006 and introduced Messrs. Pulver, Heffernan and Buckley. Mr. Pulver reported that the County has received an unqualified opinion as detailed in Plant e Moran’s letter of January 12, 2007. He explained that this is the highest form of assurance that can be given , guaranteeing that financial statements are complete and accurate following review of internal control FINANCE COMMITTEE Page 7 April 19, 2007 structures and account ledger balances. In review of Plante Morans’ letter, Mr. Buckley advised that estimates are a necessary part of the accounting process. These estimates include general liabilities, unbilled legal expenses and revenue for water and sewer accounts. Signif icant Audit Adjustments were reported in two areas. The first adjustment involved Implementation of the PeopleSoft system and billing for long-term contracts for which an Accounts Receivable balance was taken off the books and out of deferred revenue . This was a balance sheet item and had no effect on the County’s net assets . The second adjustment was for the Airport Fund for deferred revenue, which was reversed and adjusted. The final item reported on page 5 involved the retirement system and reconciliation from third party vendor billing to the ledger, for which adjustments have been made to the entry process. Testing on controls for everything else was fine. Mr. Pulver praised Oakland County for its forward thinking on actions to addres s economic and liability issues and indicated that the County is in a good position going forward. Kowall moved to receive and file Plante Moran’s January 12, 2007 letter. Supported by Zack. Motion carried on a voice vote. COMMUNICATIONS Communications were taken up out of order with the committee’s consent. C. Memo from Oakland County Corporation Counsel RE: Contract for Security for 50 th District Court - Pontiac D. Oakland County Historic Commission – Request for Budget Increase E. Notice of Public Hearing Re: Request for Industrial Facilities Exemption Certificate for Volkswagon of America, Inc. Located on 3800 Hamlin Rd., Auburn Hills, Michigan 48326 F. Oakland County Drain Commissioner – Special Assessment Notice Ballard Drain G. Oakland County Drain Comm issioner – Special Assessment Notice Montante Drain Middleton moved to receive and file the communications. Supported by Douglas. Motion carried on a voice vote. B. Department of Management and Budget/Purchasing D ivision – Contract Exception Report for the Months of January, February and March, 2007 Commissioner Zack asked for additional information on the contract exception for the Drain Commissioner to continue legal services with Butzel Long at a cost of $400,000. Mr. Daddow explained that these legal expenses are a result of the ongoing dispute involving the City of Detroit’s Water & Sewerage Department for the costs of its radio system. This challenge has bee n going on for more than a year and Wayne and Macomb counties are also in dispute with the City on this matter. As a result of these efforts, t he original $43 million in dispute has been reduced to a range of $18-$25 million that would have worked its way into customer rates. The County will continue its challenge until the remaining sum is reduced to an amount that Oakland County finds justifiable . They are waiting for the presiding judge to enter a final order so the case can be taken to the appeal process. FINANCE COMMITTEE Page 8 April 19, 2007 Mr. Soave advised these funds were already included in the Drain Commissioners’ budget. Commissioner Douglas asked what the circumstances were for the Prosecutor to directly purchase a laptop instead of going through Information Technology procedures. Mr. Gorcyca indicated that his office had previously purchased a laptop under emergency circumstances and were unaware of the policy but would make sure that in the future Information Technology would be contacted for assistance. Commissioner Douglas asked that the Health Division report back on the Salvation Army Harbor Light – substance abuse treatment services contract exception. Greimel moved to receive and file. Supported by Douglas. Motion carried on a voice vote. A. Oakland County Historic Commission – Request for Budget Increase Messrs. Golden and Cummins distributed material for the Historical Commission’s proposed FY 2008 budget. The Historic Commission is requesting to increase its annual $600 budget in conjunction with the FY 08 budget process. Mr. Doyle reported that he had talked earlier this morning to Jen nifer Radcliff, Chair of the Historic Commission, to make sure that detailed information was put together for the budget process. Zack moved that this request be considered by the Board of Commissioners administration for budget preparation. Supported by Crawford. Motion carried on a voice vote. Kowall moved to receive and file Communication A, along with the handouts . Supported by Long. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the co mmittee, the meeting was adjourned at 10:12 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.