Loading...
HomeMy WebLinkAboutMinutes - 2007.05.03 - 36174MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson May 3, 2007 Chairperson Rogers called the meeting of the Finance Committe e to order at 9:05 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 Pamela Weipert, Manager Barb Ducharme, Supervisor COMMUNITY CORRECTIONS Barb Hankey, Manager DRAIN COMMISSIONER Kevin Larsen , Deputy Drain Commissioner Jim Wincka, Supervisor Sherri Gee, Chief EQUALIZATION Dave Hieber, Manager EXECUTIVE OFFICE Bob Daddow, Deputy Phil Bertolini, Deputy FACILITIES MANAGEMENT Mike Hughson, Property Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Penny Cremer, Chief LaVerne Smith, Supervisor Joe Matkosky, Analyst Monica Tinsley, Analyst Leo Lease, Analyst Holly Conforti, Supervisor HEALTH Tom Fockler, Administrator HUMAN RESOURCES Karen Jones, Supervisor Dave VandeGrift, Analyst INFORMATION TECHNOLOGY Ed Poisson, Director Colleen Prosyniuk, User Support 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 May 3, 2007 OTHERS PRESENT CONTINUED PURCHASING Jack Smith, Chief PROSECUTING ATTORNEY David Gorcyca, Prosecuting Attorney SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager Tim Atkins, Lieutenant OTHERS Margareta Heimer 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 Kowall moved approval of the minutes of April 19, 2007 as printed. Supported by Zack. Motion carried on a voice vote. PUBLIC COMMENT Commissioner Zack introduced Ms. Margareta Heimer from Sweden. Mr. Daddow introduced Ms. Pamela Weipert, the County’s new Auditing Division Manager. 5. FY 2007/FY 2008 C ONTINGENCY REPORT A revised Contingency Fund report and 50th District Court Accounts Receivable Schedule were distributed. Item 15 on today’s agenda will increase the FY 2007 Contingency Fund balance by $105,685 to $310,221. Mr. Soave explained that the outstanding balance to provide security to the 50 th District Court has been paid but costs remain at overtime rates because the City Council still have not signed the contract. Also, because Royal Oak Township has been paid up on its Law Enforcement Contract for over a year, this information would no longer be included in the Contingency Report. The Committee will be notified should problems occur. Long moved to receive and file and Contingency Report dated May 2, 2007. Supported by Zack. Motion carried on a voice vote. REGULAR AGENDA 6. PONTIAC 50TH DISTRICT COURT UPDATE Ms. Cunningham distributed copies of her April 3, 2007, letter to Mr. Mark Hotz, Attorney for the City of Pontiac, in response to a letter from Mr. Hotz dated March 29, 2007 concerning the security contract for the 50th District Court. This letter was received by the Committee at the previous meeting. Ms. Cunningham explained that the County’s current provision of security to the 50th District Court is a result of an escape from the Court several years ago that lead Chief Judge William Bowman to request an audit for security needs. The Court and City could not agree on how to fill the needed positions , leading to Judge Bowman’s appearance before the Board of Commissioners to explain the circumstances and FINANCE COMMITTEE Page 3 May 3, 2007 ordering the Sheriff, pursuant to statute, to provide security and for the City to pay the costs. Beginning last June, the Sheriff began providing security to the 50 th District Court. While the law requires that when the Sheriff provides security, the funding unit of the court must pay, the City Council has continued to refuse to sign the contract. Because the City has not signed the contract, payments are being made through the State Court Administrative Office from revenues normally turned over to the city such as fines. Now that Judge Bowman is a Circuit Court Judge, Ms. Cunningham indicated that she has started contacting Judge Thomas to make sure that the County is paid and to avoid having to file a Show Cause for collection against the City. Undersheriff McCabe reported that the Sheriff is providi ng five full-time and two part-time deputies at overtime rates. The City would save an estimated $80,000 yearly if they would sign the contract to provide this service at standard rates. To establish a consistent presence using the same deputies, the County is backfilling and using overtime at the jail. There is no friction between the Pontiac Police Department and the County. Pontiac Police Officers were not replaced in this process and while there was discussion on hiring laid off Pontiac officers the judges preferred that the County provide this service. 7. MR #07103 – SHERIFF’S OFFICE – USE OF FORFEITED FUNDS FOR EQUIPM ENT The Sheriff is requesting authorization to utilize $644,570 in Forfeiture Funds, from a balance of $869,194.62, for equipment to be used for Law Enforcement Purposes as detailed in the attached list. Purchases will include equipment for the Special Response Team, Marine Unit, Training, Dispatch and Investigative and Forensic Services. Budget amendments will be made as outlined in the Fiscal Note. Undersheriff McCabe explained that forfeiture funds were a result of Narcotic s Enforcement Team activities. Oakland County will be the first police department in the State of Michigan to deploy tasers department wide. Currently at end of shift, tasers are passed on to the next deputy. The Sheriff feels if everyone has their own equipment they will take better care of them. There is a small video attachment that plugs in at the end of the tasers for filming. The Sheriff has been successful in getting cases dismissed because of the cameras on patrol cars so having cameras on the tasers should also prove be neficial. The Sheriff will now start to track events when a deputy shows up and announces that they have a taser. A form is filled out and reviewed by command any time that a taser is deployed to review whether it was properly used. Use of tasers is incorporated into the Sheriff’s Use of Force policy . Other law enforcement agencies have come to the Sheriff’s Department to use Oakland County’s program as a model. The Sheriff also requires that deputies report to the range once a month and to not do so results in disciplinary action. The Oakland County Sheriff is the only agency in the state that requires this amount of practice. Kowall moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote with Potter absent. 8. MR #07104 – SHERIFF’S OFFICE – PAINT CREEK TRAILWAYS CONTRACT FOR LAW ENFORCEMENT SERVICES FOR THE 2007 SEASON The Sheriff is requesting authorization to enter into a Law Enforcement Patrol Services agreement with the Paint Creek Trailways Commission for the 2007 season. Part -time Non-Eligible Mounted Deputies will be used to provide this service at rates outlined in the contract. Continuation of the additional 500 hours added under MR #06129 will be contingent upon a pproval of this agreement. Revenue and expenditures for FY 2007 are $8,590. Budget amendments will be made as outlined in the Fiscal Note. Zack moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote with Potter absent. FINANCE COMMITTEE Page 4 May 3, 2007 9. MR #07105 – PROSECUTING ATTORNEY – USE OF FORFEITURE FUNDS – ALLIANCE OF COALITIONS FOR HEALTY COMMUNITIES (ACHC) The Prosecuting Attorney’s Office is requesting authorization to utilize a $2,000 portion of its $498,549.13 forfeiture fund balance to combat underage drinking through the “Project Sticker Shock” campaign. The Prosecuting Attorney will work with the Alliance of Coalitions for Healthy Communities to coordinate and manage the campaign. Retail outlets that sell alcohol in participating coalition communities will be selected to work with the organization. Budget amendments will be made as outlined in the Fiscal Note. Zack moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote with Potter absent. 10. DRAIN COMMISSIONER – ROUGE RIVER – OAKLAND COMMUNITIES PUBLIC EDUCATION PROGRAM GRANT ACCEPTANCE The Drain Commissioner is requesting authorization to accept reimbursement of federal f unds in the amount of $86,650 from the County of Wayne for the Rouge -Oakland Public Education Activities Project. The project enables Oakland County and local units of government to evaluate alternative approaches for controlling sources of water pollution, to increase public education and to assist in restoring water quality to the Rouge River and other river systems within Oakland County. These activities are in compliance with Phase II Storm Water regulations. The County’s required match of $86,650 in cludes $31,120 of existing staff time already assigned this task and $55,530 of donated services. Contractors who work with the Drain Commissioner’s Office have donated services to do the public service announcements and radio and cable stations have donated time to broadcast these announcements . This is a one-time grant so indirect costs for this grant were not calculated into the County’s indirect cost plan. Budget amendments will be made as outlined in the Fiscal Note. Crawford moved approval of th e attached suggested Fiscal Note . Supported by Greimel. Motion carried unanimously on a roll call vote with Potter absent. 11. MR #07102 – DRAIN COMMISSIONER – RECLASSIFY SAFETY PROJCTS COORD INATOR POSITION TO NEW ISO AND SAFETY SYSTEMS COORDINATOR CL ASSIFICATION The Drain Commissioner is requesting reclassification of an existing Proprietary Fund Safety Projects Coordinator position to a new classification titled ISO and Safety Systems Coordinator to improve operating efficiencies and enhance future workload objectives. This action is in follow -up to the Drain Commissioners’ Reorganization per MR #06235 that reclassified the ISO -9000 Coordination position to Chief Drain Administrative Services . Following further review by Human Resources it is prop osed to combine the duties of this position with that of the Safety Projects Coordinator to create a new ISO and Safety Systems Coordinator classification and to delete the positions of ISO Coordinator and Safety Projects Coordinator . Douglas moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Potter absent. 12. MR #07101 – DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF LEASE AGREEMENT WITH MICHIGAN BELL TELEP HONE COMPANY (AT&T MICHIGAN), EQUIPMENT ROOM, OAKLAND COUNTY COURTHOUSE BASEMENT FINANCE COMMITTEE Page 5 May 3, 2007 Facilities Management is requesting authorization to enter into a lease agreement with Michigan Bell Telephone Company (AT&T Michigan) for the continued of approximately 654 square feet of equipment room space in the basement of the Courthouse to operate and maintain an emergency backup telephone system for the County. The County will furnish all lighting, heat and electricity. The lease period is March 20, 2007 through March 19, 2012. No budget amendment is required. Coulter moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Potter absent. 13. MR #07100 – HUMAN RESOURCES – FISCAL YEAR 2007 WAGE AND BENEFIT REOPENER FOR EMPLOYEES REPRESENTED BY THE MICHIGAN NURSES ASSOCIATION (MNA) Human Resources has negotiated a FY 2007 wage and benefit reopener for 126 Public Health Nurses represented by the Michigan Nurses Association and is requesting app roval of an agreement covering the period of October 1, 2006, through September 30, 2007. The agreement includes a 2% wage increase for FY 2007 and benefit modifications consistent with those implemented for the general employees per MR #06114. Middleton moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Potter absent. 14. MR #07098 – DEPARTMENT OF INFORMATION TECHNOLOGY – INTERLOCAL AGREEMENT BETWEEN OAKLAND COUNTY AND WAYN E COUNTY AIRPORT AUTHORITY FOR THE FIRE RECORDS MANAGEMENT SYSTEM Information Technology is requesting authorization to allow the Wayne County Airport to participate in its Fire Records Management System and to enter into a contract for these services beg inning August 1, 2007 for annual fees (prorated 2 months access for FY 2007) of $4,620 annual department fee and $1,320 annual fire station fee for each fire station beyond the first one. This action will require the purchase of four additional software licenses at $2,240 each and will increase the annual software maintenance by $504 for each license. An invoice for these costs will be submitted to the Wayne County Airport as provided for under the agreement. The FY 2007 budget will be amended as outline d in the Fiscal Note. FY 2008 and FY 2009 budget adjustments will be included in the County Executive’s Recommended Budget process. Kowall moved approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Potter absent. 15. DEPARTMENT OF MANAGEMENT AND BUDGET / EQUALIZATION DIVISION – CREATION OF ONE (1) EQUALIZATION FIELD SUPERVISOR POSITION AND APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CITY OF BIRMINGHAM Equalization is requesting authorization to enter into a contract with the City of Birmingham to provide equalization services including original assessments, reappraisals and file maintenance for the 2008, 2009 and 2010 tax years. Th e City agrees to pay to the County $17.64 each year for each 9,948 real property parcel description and $12.88 for each year for each personal property description rendered during the life of this contract. One Equalization Field Supervisor position will be created and will continue contingent upon continuation of sufficient contractual funding to cover its costs. Contract revenue is estimated at $193,233 and any excess revenue will be placed in the General Fund – Contingency Fund . Budget FINANCE COMMITTEE Page 6 May 3, 2007 amendments will be made as outlined in the Fiscal Note. Ms. Van Pelt recognized Mr. Hieber for his cost effective automation measures that have allowed for the deletion of seven positions. Zack moved approval of the attached suggested Resolution . Supported by Woodward. Motion carried unanimously on a roll call vote with Potter absent. 16. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR END REPORTING TO THE MICHIGAN DEPARTMENT OF TREASURY Management and Budget is requesting authorization to submit its deficit elimination plan to the Michigan Department of the Treasury (Department) for specific Funds as outlined in its December 8, 2006 letter to the Department and required under Public Act 140 of 1971 and Public Act 34 of 2001. Details on the five funds being reported with negative unreserved fund balances and the two funds being reported with negative unrestricted net assets are outlined in the letter. Mr. Soave explained that some funds will always be in deficit simply due to timing issues where reimbursements and payments for advances or assessments have not yet been received. In one instance, vehicle rates will be adjusted to cover operations and replacement costs. Previously the practice of the Department of Treasury was to review and accept deficit elimination plans submitted administratively without approval of the legislative body. The Department is now requiring legislative approval. Mr. Soave and Ms. Van Pelt advised that the reason the State is doing this now is because so many communities are in financial trouble and need to tighten up their operations. While the State requires these deficit elimination plans for counties, however, they do not require them for their own operations Kowall moved approval of the attached suggested Resolution. Sup ported by Woodward. Motion carried unanimously on a roll call vote with Potter absent. COMMUNICATIONS Communications were taken up out of order with the committee’s consent. A. Department of Management and Budget / Purchasing Division – Contract Excep tion Report for Health and Human Services – Salvation Army Harbor Light – Substance Abuse Treatment Services (PO #56428) Mr. Focker explained that this was a sole source contract to a Medicaid provider who is the only one available that provides residential treatment services for deaf clients. B. Department of Management and Budget / Purchasing Division – Contract Exception Report for the Months of March and April, 2007 Commissioner Coulter asked that initializations, abbreviations and acronyms be spelle d out in the contract exception reports. C. Department of Information Technology – Radio Project – Financial Status / Issues Based on September 30, 2006 Balances D. Parks and Recreation Commission - 2007 Waterford Oaks Parking Lot Improvements – Non-Point FINANCE COMMITTEE Page 7 May 3, 2007 Source Prevention Grant Application Woodward moved to receive and file Communications A - D. Supported by Douglas. Motion carried on a voice vote. 17. DEPARTMENT OF MANAGEMENT AND BUDGET – PRESENTATION OF THE FY 2006 COMPREHENSIVE ANNUAL FINANCIAL REPORT A presentation of the County’s Comprehensive Annual Financial R eport for the Fiscal Year Ending September 30, 2006 was provided by Mr. Soave and Ms. Cremer. Mr. Soave explained that the report looks at how a unit of government is doing business. Information is provided in summary tables and becomes more detailed on individual fund reports. Management’s Discussion and Analysis on page 25 outlines the County’s financial performance and provides an overview of activities for FY 2006. The Statement of Net Assets and the Statement of Activities are newly required entity -wide statements in response to changes in Government Accounting Standards . Component units that are separate legal organizations but are linked to the County and are therefore reporte d include Drainage Districts and the Road Commission. General fund balance for year-end 2006 is $74.1 million, an increase over the previous year of $8.6 million. Most of these funds are designated or reserved. Reserved funds are total ly committed and designated funds can not be spent without approval of the Board of Commissioners through resolution. Of the County’s total revenue 57.2% is provided by Property tax, 25% from charges for services, 13% from grants and other contributions, 2.5% from interest earnings, 1.8% from intergovernmental revenue and less than 1% from other sources. Under the requirements of Public Act 357 of 2004, the state accelerated County property tax collections from December 1 to July 1 over a three year period. The County will levy the final 1/3 mill adjustment this July. These funds will provide the County with an additional year’s worth of property tax revenue of $21 million to replace state revenue sharing. While the State has indicated that once this fund is depleted it will restore revenue sharing, the County is in the process of weaning its operations off the use of these funds . A portion of these tax shift funds are placed in the County Capital and Cooperative Initiatives Revolving Fund to encourage cooperative servic e relationships between the County and its local units. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 11:05 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.