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HomeMy WebLinkAboutMinutes - 2007.07.12 - 36188MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson July 12, 2007 Chairperson Rogers called the meeting 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 Mike Rogers, Eileen Kowall, Helaine Zack, Sue Ann Douglas, Hugh Crawford, Tom Middleton, Christine Long , David Woodward, Tim Greimel COMMITTEE MEMBERS ABSENT WITH NOTICE Jeff Potter, David Coulter OTHERS PRESENT AUDITING Pam Weipert, Manager AVIATION Karl Randall, Manager CIRCUIT COURT Judge Steven Andrews Judge James Alexander Kevin Oeffner, Administrator Lisa Langton, Deputy Court Administrator John Cooperrider, Business Administrator COMMUNITY & HOME IMPROVEMENT Karry Rieth, Manager Carla Spradlin COMMUNITY CORRECTIONS Karen Peterson, Supervisor CORPORATION COUNSEL Judy Cunningham, Corp. Counsel Keith Lerminiaux, Deputy Corp. Council Karen Agacinski, Assistant Council Joellen Shortley, Financial Attorney EMERGENCY RESPONSE Mike Sturm, Administrator Gail Novak, Chief EXECUTIVE OFFICE Jerry Poisson, Deputy Bob Daddow, Deputy FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Wayne Keller, Supervisor Joe Matkosky, Analyst Linda Pearson, Analyst Nancy Falardeau, Analyst FRIEND OF THE COURT Susan Hollyer, Friend of the Court 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 July 12, 2007 OTHERS PRESENT CONTINUED HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Supervisor Judy Fandale, Supervisor MANAGEMENT AND BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director PARKS AND RECREATION Dan Stencil, Executive Officer PLANNING & ECONOMIC DEV. Dan Hunter, Manager PROBATE COURT Judge Berry Grant Rebecca Schnelz, Administrator PURCHASING Scott Guzzy, Chief RISK MANAGEMENT Julie Secontine, Manager Dean Schultz Andrea Plotkowsky SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager AXE & ECKLUND John Axe, President COATES COMMUNICATION CONSULTING Pat Coates OTHERS Melinda Deer, Attorney R. Diana Bare, Attorney BOARD OF COMMISSIONERS Marcia Gershenson, District #17 Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst Sheryl Mitchell, Sr. Analyst Jim Cavanaugh, BOC Liaison Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of June 7, 2007 as printed. Supported by Kowall. Motion carried on a voice vote. PUBLIC COMMENT None. 5. FY 2007/FY 2008 C ONTINGENCY REPORT The previous Contingency Fund balance of $310,221 was increased to $572,131 with adoption of the FY 2007 2nd Quarter Financial Forecast and Budget Amendments on June 14. This balance will not be impacted by items on today’s agenda. Long moved to receive and file and Contingency Report dated July 2, 2007. Supported by Kowall. Motion carried on a voice vote. AGENDA Item #10, Sheriff’s Office – 2007 Michigan Citizen Corps VIPS Program Grant Acceptance was removed from the agenda without objection. FINANCE COMMITTEE Page 3 July 12, 2007 REGULAR AGENDA 6. BOARD OF COMMISSIONERS – NOTICE TO VILLAGE OF HOLLY REGARDING OAKLAND COUNTY’S DETERMINATION TO EXEMPT ITS AD VALORUM PROPERTY TAXES FROM CAPTURE Consistent with the recommendation of the Board of Commiss ioners’ Tax Increment Financing District Review Policy Ad Hoc Committee , the proposed resolution would exempt Oakland County tax capture by the Village of Holly in expansion of its D owntown Development Authority to include the Train Depot located on S. Broad Street. The 60-day period to exempt County tax capture began with the Village’s June 26, 2007, public hearing on the proposed expansion . As a result of discussion at the TIF Committee, the Village is in the process of establishing a legal description for this property. Douglas moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Middleton, Potter and Coulter absent . 7. BOARD OF COMMISSIONERS – NOTICE TO CITY OF FERNDALE R EGARDING OAKLAND COUNTY’S DETERMINATION TO EXEMPT ITS AD VALORUM PROPERTY TAXES FROM CAPTURE Consistent with the recommendation of the Board of Commissioners’ Tax Increment Financing District Review Policy Ad Hoc Committee, the proposed resolution would e xempt Oakland County tax capture by the City of Ferndale in expansion of its Downtown Development Authority. The 60-day period to exempt County tax capture began with the City’s June 11, 2007, public hearing on the proposed expansion. Coulter moved approval of the attached suggested Resolution. Supported by Douglas. Motion carried unanimously on a roll call vote with Middleton, Potter and Coulter absent . 8. CLAIMS REVIEW COMMITTEE – RECOMMENDATION FOR INCREASE IN FEES PAID TO OUTSIDE COUNSEL The Board of Commissioners’ Claims Review Committee is requesting an increase in fees paid to outside legal firms in managing certain litigated general liability cases involving Oakland County . This recommendation is a result of a request from the law firms of Potter, DeAgostino, O’Dea and Patterson and Vandeveer Garzia to the County’s Corporation Counsel to consider such an action following four years of no fee increases. The rate would be increased from $120.00 per hour to $140.00 per hour. Funds are available within the Building and Liability Fund to cover the increase. Information regarding fees paid by Oakland County for labor relations issues and by other counties to their law firms was provided. Ms. Cunningham noted that 95% of the County’s litigation is done in-house and that these two firms only handle those cases that Corporation Counsel Council can not handle as a result of conflict of interest, those involving highly sensitive issues or cases requiring the resources of a large law office. Funding for the increased hourly rate is available in the Building and Liability Fund. Commissioner Douglas asked that information on the process of selecting these law firms be brought back to committee for discussion. Kowall moved approval of the attached sug gested Resolution. Supported by Long. Motion carried unanimously on a roll call vote with Middleton, Potter and Coulter absent . 9. SHERIFF’S OFFICE – FY 2007 GLOBAL ARSON GRANT ACCEPTANCE The Sheriff is requesting authorization to accept a $4,000 gr ant from the FM Global Foundation, made FINANCE COMMITTEE Page 4 July 12, 2007 available by the Factory Mutual Insurance Company , to assist fire departments and public agencies in fighting arson. One portable volatile organic compound monitor will be purchased to assist in fire investigation. The monitor will be used to determine if respiratory equipment used by detectives is sufficient to protect them from hazardous gases present at the scene. The County will provide the necessary balance of $2,395 to purchase the monitor. Funds are availab le from the non-departmental grant match account. Budget amendments will be made as outlined in the Fiscal Note. Zack moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Middleton, Potter and Coulter absent . 11. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS – MICHIGAN DEPARTMENT OF CORRECTIONS, OFFICE OF COMMUNITY CORRECTIONS, COMMUNITY CORRECTIONS COMPREHENSIVE PLAN AND APPLICATION FOR FY 2008 Community Corrections is requesting authorization to submit its comprehensive plan and application for FY 2008 to the Michigan Department of Corrections . The total request of $3,800,384 (same as current award) would fund existing positions as follows: 18 full time positions, .5 of two existing full-time positions and one existing part-time, non-eligible(PTNE) position within Community Corrections and 5 full -time positions and two PTNE positions in the Sheriff’s Office. No County match is required. Crawford moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Middleton, Potter and Coulter absent . 12. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – GRANT PROGRAM ACCEPTANCE – SOUND ATTENUATION The Oakland County International Airport is requesting authorization to accept a Michigan Department of Transportation Grant for Federal funds of $2,317,744 and State funds of $128,763, with a required local grant match of $28,764 for a project consisting of sound attenuation for 60 to 80 homes located north, east and west of the airport as part of the Airport’s noise mitigation program. Grant match funding is available within the Airport Fund. Crawford moved approval of the attached sugges ted Fiscal Note . Supported by Long. Motion carried unanimously on a roll call vote with Potter and Coulter absent . 13. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – COMMUNITY & HOME IMPROVEMENT DIVISION – 2007 ANNUAL ACTION PLAN AND CONSOLID ATED GRANT ACCEPTANCE FOR CDBG, HOME AND ESG PROGRAMS AND 2006 -2007 ANNUAL ACTION PLAN AMENDMENT Economic Development and Community Affairs is requesting authorization to accept from the U.S. Department of Housing and Urban Development program grant fundi ng totaling $5,664,470, consisting of $3,892,687 for the Community Development Block Grant, $1,567,651 for the HOME Investment Partnership Grant, $35,414 for the HOME American Dream Downpayment Initiative and $168,718 for the Emergency Shelter Grant. The award also includes $1,500,000 in estimated Home Improvement Revolving Loan Funds, $324,460.90 in Community Program Income, $680,000 in estimated HOME Program Income and requires a HOME County match of $352,722 for a consolidated 2007 program year grant to tal of $8,521,652.90. County match funds are available within the Non -Departmental Grant Match line item. Indirect costs associated with the grant are not paid due to administrative and planning limits. The resolution also amends the 2006 Annual Action Plan and Consolidated Grant Acceptance to reflect actual FINANCE COMMITTEE Page 5 July 12, 2007 funding generated by the CDBG Home Improvement revolving Loan Fund, the Home Investment Partnership Act Revolving Loan Fund and the HOME Community Housing Development Organization program Income in the program year period of May 1, 2006 through April 30, 2007. Zack moved to recommend approval of the attached suggested Fiscal Note . Supported by Kowall. Motion carried unanimously on a roll call vote with Potter and Coulter absent. 14. MR #07150 – HUMAN RESOURCES – FISCAL YEAR 2007 – 2008 WAGE AND BENEFIT REOPENER AND COLLECTIVE BARGAINING AGREEMENT EXTENSION FOR EMPLOYEES REPRESENTED BY THE AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES (AFSCME) COUNCIL 25 Human Resources has negotiat ed an agreement with the American Federation of State, County and Municipal Employees (AFSCME) representing four Board of Commissioners’ employees and is requesting authorization to enter into an agreement through FY 2008. The agreement includes a retroac tive 2% increase with an additional 1% increase for the classification of Senior Committee Coordinator and benefit modifications consistent with those for general employees for FY 2007 as well as salary and benefit changes consistent with general employees for FY 2008. Budget amendments will be made as outlined in the Fiscal Note. Kowall moved to recommend approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried on a voice vote. 15. MR #07148 – PARKS AND RECREATION COMMISSION – AMENDMENT TO RED OAKS GOLF COURSE LEASE Parks and Recreation is requesting authorization to amend its 50 -year lease with the George W. Kuhn Drainage District for the property at the Red Oaks Golf Course to include parcel number 25 -12-203-007 (.75 acre). All existing terms of the agreement remain the same with the annual lease payment of $1 per year. No budget amendment is required. Crawford moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Potter and Coulter absent. 16. MR #07149 – PARKS AND RECREATION COMMISSION – AMENDMENT TO THE RED OAKS WATER PARK LEASE Parks and Recreation is requesting authorization to amend its 50 -year lease with the George W. Kuhn Drainage District for the property at the Red Oaks Golf Course to acquire property from the George W. Kuhn and the Henry Graham Drainage Districts for overflow parking and a proposed dog walking area. All existing terms of the agreement remain the same with the annual lease payment of $1 per year. No budget amendment is required. Commissioner Douglas indicated that a Planning and Building Committee meeting would be held prior to next Thursday’s Board meeting for their input on both the Red Oaks Water Park Lease and the Red Oaks Golf Course Lease. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Kowall. FINANCE COMMITTEE Page 6 July 12, 2007 Motion carried unanimously on a roll call vote with Potter and Coulter absent . 17. DEPARTMENT OF MANAGEMENT AND BUDGE T / PURCHASING DIVISION – REQUEST RENEWAL OF CONTRACT WITH COATES COMMUNICATION CONSULTING The resolution would authorize a contract renewal between Oakland County and Coates Communication Consulting, LLC through July 31, 2009 at a cost not to exceed $125 ,000 annually, including the amount of $61.50 per hour for the first year at a maximum of 2,000 billable hours and $63.00 per hour for the second year with the same maximum billable hours. Funding is included in the Radio Communications budget for FY 2008 and 2009. Coates Communication Consulting LLC will provide continued services relative to implementation and support of the new radio communications system and numerous State radio -related activities, including legislation regarding the radio surcharge. Crawford moved to recommend approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Potter and Coulter absent . 18. AN AMENMDMENT TO ORDINANCE NO. 27, AN ORDINANCE TO CONFIRM AND REST ATE OAKLAND COUNTY’S EXISTING CONTRACTUAL OBLIGATIONS TO PROVIDE FOR MEDICAL BENEFITS FOR CERTAIN RETIRED COUNTY EMPLOYEES AND THEIR ELIGIBLE DEPENDENTS The proposed amendment to Ordinance No. 27 w as initiated by the Retirement Unit and is recommended by Bond Counsel to allow for some minor technical adjustments relative to the establishment of the Intermediate Retiree Medical Care Trust Fund pursuant to the actual sale of the certificates. Kowall moved approval of the attached suggested Ordinance. Su pported by Middleton. Motion carried unanimously on a roll call vote with Potter and Coulter absent. 19. AN AMENDMENT TO ORDINANCE NO. 28, AN ORDINANCE TO ESTABLISH AN ALTERNATIVE FUNDING MECHANISM FOR OAKLAND COUNTY TO FULFILL ITS CONTRACTUAL OBLIGATIONS TO PROVIDE RETIREE MEDICAL BENEFITS FOR RETIREES AND CERTAIN ACTIVE EMPLOYEES OF THE COUNTY; TO AUTHORIZE THE FORMATION BY THE COUNTY OF AN OAKLAND COUNTY RETIREE MEDICAL BENEFITS FUNDING TRUST FOR THE PURPOSE OF ISSUING TAXABLE CERTIFICATES OF PARTICIPATION TO PROVIDE FUNDS TO PAY A SPECIFIED AMOUNT OF THE UNFUNDED ACCRUED ACTUARIAL LIABILITIES OF THE COUNTY FOR THE ESTIMATED COSTS OF FULFILLING SUCH OBLIGATIONS; AND TO APPROVE THE FORM OF A CONTRACT BETWEEN THE COUNTY AND SUCH FUNDING TRUST; AND TO AU THORIZE THE FORMATION BY THE COUNTY OF AN OAKLAND COUNTY INTERMEDIATE RETIREE MEDICAL BENEFITS TRUST FOR USE IN CONNECTION WITH SUCH ALTERNATIVE FUNDING MECHANISM, THIS ORDINANCE DOES NOT INTEND TO AND DOES NOT RESCIND ANY SUBSTANTIVE RIGHTS, ENTITLEMENTS OR OBLIGATIONS WITH RESPECT TO BENEFITS EARNED OR ACCRUED OF RETIREES OR EMPLOYEES OF THE COUNTY OR THEIR DEPENDENTS. THIS ORDINANCE DOES NOT SUPERSEDE ANY CONFLICTING PROVISION OF ANY COLLECTIVE BARGAINING AGREEMENTS The proposed amendment to Ordinance No. 28 was initiated by the Retirement Unit and is recommended by Bond Counsel to allow for some minor technical adjustments relative to the establishment of the Intermediate Retiree Medical Care Trust Fund pursuant to the actual sale of the certificates. FINANCE COMMITTEE Page 7 July 12, 2007 Middleton moved approval of the attached suggested Ordinance. Supported by Woodward. Motion carried unanimously on a roll call vote with Potter and Coulter absent. 20. OAKLAND COUNTY, MICHIGAN FY 20 08 AND FY 2009 COUNTY EXECUTIVE RECOMMENDED BUDGET An overview of the County Executive’s Recommended FY 2008 and FY 2009 Budget was presented by Management and Budget. The proposed FY 2008 budget of $708,856,224 includes a revised proposed 1% salary increase and an increase to the bi-weekly employee health care contribution relative to the particular health care plan that the employee is participating in. The FY 2008 Budget is 1.9% or $13,494,128 above the FY 2007 Amended B udget and the FY 2009 budget of $715,275,154, is a .9% increase above the FY 2008 Recommendation. The County’s budget consists of several funds including S pecial Revenue, Proprietary and General Fund/General Purpose. Special Revenue is a dedicated revenue source primarily consisting of grants. The Proprietary Fund operates like a b usiness, charging costs to customers, and includes both Enterpr ise and Internal Services Funds . The General Fund recommendation of $428,081,577 is supported by tax es and charges and provides commissioners with the most discretion in determining how these funds are spent. Several items reported to the Finance Committee in March, 2007, have been revised based on more recent data and incorporated into the recommended budget as presented today. These adjustments include reduced assumptions for the property tax growth from 2.25% down to 1.5%, reduced projected revenue for Jail Reimbursement, Register of Deeds, Tax Offset and Cigarette Tax es and expenditure adjustments of an increased Fringe Benefit Rate due to greater activity among employees and union settlement retroactive pay. These revised estimates resulted in a $9.8 million dollar variance which was eliminated with revenue adjustments to increase the transfer from the Delinquent Tax Revolving Fund by $2.1 million and expenditures adjustments to reduce the salary increase from 3% to 1%, increased health care contributions of $1.13 million and savings from privatization of the Medical Care Facility of $2.2 million . The recommended budget also includes anticipated full reimbursement for Convention Facility Revenue and increased expenditures (offset by 50% state revenue reimbursement) for the Child Care Fund. Of the total department position requests, one additional position in the Clerk/Elections office offset by expenditure reductions and one additiona l student position in MSU Extension offset by elimination of two summer positions are being recommended. Requests for a new family court judge at $1.1 million, other positions requests totaling $298,000, a Defense Attorney Fee Increase of $200,000 and add itional Economic Development Projects of $350,000 were not included. Ms. Van Pelt suggested that the County look into changing the law to allow for reimbursement of Defense Attorney Fees for Guardians Ad Litem so that these fees could be considered reimbursable expenses under the Child Care Fund. She also suggested that funding of Economic Development activities could be considered with review of the FY 2007 Year End Report and Budget Amendments. Property Taxes continue to be the primary source of Co unty revenue, making up 40% of all funds and 62% of the General Fund. The County levy is based upon the anticipated State Taxable Value for all real and personal property for calendar year 2007 as levied in July, 2008 and multiplied by the Board of Commissioners authorized millage rate of 4.19 mills which continues to be less than the authorized amount of 4.2240 mills, resulting in an estimated $280.3 million in property revenue, $2.3 million less than if the full authorized millage of 4.2240 were utilized . Tax Increment Finance Authority capture of $9.8 million and an additional $990,000 in uncollectible delinquent taxes further reduces the County’s property tax capture to $268.2 million. Mr. Hieber reported that residential foreclosures have increased 60% to 70% from last year, which also was a record year for foreclosures. Commercial values are flat , industrial is declining and the office market is 20% vacant. In a declining market the State allows for the use of 1 year, rather than 2 years, of sales FINANCE COMMITTEE Page 8 July 12, 2007 comparisons to tax residents. The administration felt it was appropriate last year to use the 1 year sales figures for 37 communities. Regardless of the value dropping, the capped value will increase by rate of inflation or 5%, whichever is less, so tax bills will continue to increase until they match the State Equalized Value. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division – Contract Exception Report for the Month of May and June, 2007 Chairman Rogers asked to remove c ontract exception e (University of Michigan – Economic Consulting Services – specialized modeling) from this report to be brought back with a representative of the user department, Planning & Economic Development, who could speak to this particular contract exception. B. Prosecuting Attorney – FY 2008 Cooperative Reimbursement Program – Michigan Department of Human Services Grant Application C. Sheriff, Prosecuting Attorney – FY 2008 Oakland County Narcotics Enforcement Team (NET) Grant Application D. MR #07153 – Sheriff’s Office / Prosecutor’s Office / Circuit Court / Community Corrections – Fiscal Year 2007 Byrne Justice Assistance rant (JAG) Intergovernmental Agreement and Grant Application E. Sheriff’s Office – CLEMIS – 2007 Byrne Memorial Byrne Disc retionary Grant Application F. Department of Information Technology – Radio Project – Financial Status / Issues Based on March 31, 2007 Balances Middleton moved to receive and file Communications A – K, less Communication A -e. Supported by Kowall. Motion carried on a voice vote. THE COMMITTEE RECESSED FROM 1:00 P.M. UNTIL 1:58 P.M. BUDGET HEARINGS for FY 2008 / FY 2009 EXECUTIVE RECOMMENDED BUDGET Prior to the start of today’s budget hearings, all departments were asked to be prepared to respond t o the following questions: 1. What are your department/division goals and projected performance measures for the new budget year? 2. How were previous goals and current issues identified for FY 2006 and FY 2007 addressed? 3. What issues are you facing for the ne w budget year? 4. What actions did you take to reduce deficiencies and redundancies? 5. What variances exist within your operating and personnel budgets, how are those variances being addressed and are they revenue neutral? 6. What issues are you anticipating bey ond this budget cycle that the Committee should be made aware of now? Each department was allotted an hour to respond to these questions and to receive input and additional FINANCE COMMITTEE Page 9 July 12, 2007 questions from committee members. The following departments participated in today ’s budget hearings: Management and Budget (including the divisions of Equalization, Fiscal Services, Purchasing, Reimbursement), Human Resources (Compensation and Benefits and Human Resources-General), Circuit Court (including Friend of the Court), Probate Court and the County Executive Department (including Auditing, Corporation Counsel, Emergency Response and Preparedness, Risk Management). Chairman Rogers indicated that he would allow public comment on particular issues at the time those individual items were being reviewed. Management and Budget Mr. Soave and Ms. Van Pelt provided responses to the questions noted above. Mr. Holdsworth, Mr. Smith and Ms. Spiekerman also participated in the discussion. Ms. Spiekerman indicated that since 1991 five new judges have been added for Oakland County with no new positions to Reimbursement to handle the additional workload. Several positions requested for FY 2008 were not recommended. Also, when the Friend of the Court was transferred over, the State would not collect any money due Oakland County so the County’s Reimbursement Division took over collection for 6,000 cases. Chairman Rogers asked if vendor contracts were evaluated at the end of the service provided, how well the County was doing regarding contract awards to women and minorities and whether this information is tracked. Mr. Smith explained that Purchasing does not evaluate contracts because they usually do not get many complaints from the departments on contracts. The problem usually occurs when a department is happy with a vendor and wants to continue that contract when it comes time to re -bid. Ms. Van Pelt explained that there is a report card component for PeopleSoft that is available and part of the County’s goal is to purchase this component once e-Commerce is up and running. Mr. Holdsworth explained that vendors can voluntarily provide statistics on women and minority participation for their business during the registration process. Human Resources Ms. Scarlet reported that Human Resources has implemented several programs which include e - recruitment (allowing people to apply on -line and receive notification of job openings), the Wellness Program, enhance ment of diversity efforts; employee workforce violence and harassment sessions; Retirement Health Care savings accounts; Phase 1 of B -Corp Recovery (business continuity in case of disaster, etc.) in reference to telecommuting and remote access for employees. Goals for 2008 include implementing a non-county workforce data base; pe rforming a needs assessment with the elected officials and department heads , utilizating the PeopleSoft e -Performance module once it is turned on to track performance and competencies for recruitment, training and salary administration purposes and to continue refinement of the Wellness Plan. Human Resources has also surveyed local communities to see if there are any collaborative training efforts that the County can provide for them. Charges would be just enough to cover the County costs and should be le ss than if individual communities handled these functions themselves. Refresher classes for the attendance clerks will also be held and Affirmative Action Plan modifications are being considered which will be brought back to the Commissioners. Human Resources is also pursuing the purchase of a tool used by large private sector organizations that would provide assistance with compensation issues. Ms. Scarlet reported on the status of Act 312 Arbitration with the Oakland County Deputies Association (OCDSA). FINANCE COMMITTEE Page 10 July 12, 2007 Commissioner Douglas asked if the communities with Sheriff’s law enforcement contracts are being kept apprised of events regarding 312 Arbitration. Undersheriff McCabe explained that the contract liaisons are kept informed on a regular basis. Mr. Soave indicated that next year is the last year for current law enforcement contract rates and they will need to be negotiated again with the communities. THE COMMITTEE RECESSED FROM 1:00 P.M. TO 2:00 P.M. CIRCUIT COURT Ms. Deer requested that the Finance Committee consider an increase in Defense Attorney Fees (for indigent and guardians ad litem), which have not been increased f or the past ten years. Ms. Deer indicated that her main concern was the mileage. Attorneys who are appointed by the Prosecutor a s Guardian s Ad Litem must, by law, visit with the child who is their client prior to every court hearing and there is no mileage reimbursement. Judge Potts reviewed past actions pertaining to the potential creation of one additional circuit court judge and the current request and recommendation, due to county budget constraints, to add one visiting judge, one clerk and associated operating costs instead (see amendment list). Judge Potts explained that the case load for the Family Court is flat but the w orkload has increased as a result of personal protection orders and child protective proceedings. She indicated that the cost would be shared by the General Fund and the Court. Judge Andrews noted that when the economy tightens families break up over m oney issues and there is an increase in divorce, child support and neglect matters. Judge Alexander explained that as of 2005, Supreme Court rules allow for referee hearings to be automatically appealable to the circuit bench. These hearings do not show up in court statistics. He noted that the Prosecutor is very aggressive in filing neglect charges and filings have increased annually. Mr. Oeffner reported that the Circuit Court has improved efficiencies with implementation of new technology, includ ing the real time judgment of sentencing project and courtroom digital video recording (DVR). Of 19 courtrooms , 12 are now equipped with DVR instead of court reporters. E -Filing begins October 1. Judge Warren has been the pilot for this program which is a paperless computerized motion call. The Court is also trying to follow the National Center for State Courts model to utilize 100% of jurors thereby reducing the jury pool and reducing the line item. Ms. Langton explained that it is the Court’s polic y that once a judge retires to equip that room with DVR. To hold the line of Travel and Conferences, judges have been asked to be prudent and requests are reviewed thoroughly. An amount of $1500 has been set aside for each judge to attend mandatory workshops. Mr. Oeffner explained that the line item for the Visiting Judge for FY 07 will be overspent due to the unexpected retirement of two judges , Tyner and Schnelz. Judge Bowman has replaced Judge Tyner and his position at the 50 th District Court is yet to be filled, but time line and docket requirements must still be met. The civil visiting judge is now handling Judge Schnelz’s docket and Judge Avendenka is doing the bigger docket so this line item will be overspent. Judges salaries are paid by the sta te so there will be no savings impact in that respect to the County budget . Since 2002, the Court has under spent its budget. Mr. Oeffner indicated that he would continue to try and provide additional resources to the judges to meet their time guidelines. He noted that 30% of his time is spent in addressing jail overcrowding situations. FINANCE COMMITTEE Page 11 July 12, 2007 Commissioner Zack asked that a copy of the attorney fee schedule be provided to the commissioners. In follow up to her request at the Finance Committee meeting of Marc h 1, 2007, Ms. Bare again gave public comment that she would like to see the committee consider an increase for the Defense Attorney Fees, regardless of the County Executive’s Recommendation at this point not to do so. She also indicated that she would like to see the County consider the creation of a public defenders’ office. Mr. Oeffner advised the committee that there is a pending house bill to raise transcript fees that have not been changed for at least 20 years and are now running about $1.75 page . There is no provision in the Court’s budget for an increase in this area should the bill pass . Also, if the Byrne Grant is not awarded, the Adult Treatment Court will be in jeopardy. Probate Court Ms. Schnelz and Judge Grant spoke. They indicated that there were several facility requests that would be pursued at a future time. Ms. Schnelz indicated that filings have continued to increase annually and that without the addition of a visiting judge for FY 2008 , they would find it necessary to come back at some point with the same request. Filings grew 4% from 2004 -2005 and another 10% from 2005 -2006. Additionally, there are over 15,000 active cases, some that date back to 1964. The Court’s goal is to review the Mental Health process to streamline procedures if possible. Ms. Schnelz reported that Probate Court has no grant positions. County Executive Mr. Poisson indicated that there are 358 employees under county grant programs and that the Administration would continue to watch these grants and will come forward with recommendations on how to proceed should these funds be eliminated. The Administration has met with the Wisconsin Criminal Defense Office regarding jail overcrowding issues and i s also watching a lawsuit involving Ingham County to provide a court-ordered level of indigent defense funding . A. Audit Division Mr. Daddow reported that the Audit Division , along with Management and Budget, will also have to meet new accounting standards and that he has tasked Ms. Weipert with developing new training programs to get staff in compliance. Software packages are being reviewed to select a project management system to standardize and formalize the process of tracking project hours. The Administration is also looking at bringing in more CPA candidates to fill vacant positions. Ms. Weipert reviewed information regarding the functions, activities and past and current goals for the division in conjunction with written information that was distributed. B. Emergency Response and Preparedness Mr. Sturm explained that Emergency Response and Preparedness will continue to provide training programs and exercises as required by and on behalf of the federal government. C. Corporation Counsel Ms. Cunningham explained that Corporation Counsel is seeing an increase in employment related areas of law, Equal Employment Opportunity activity and issues in follow -up to the events of September 11, 2001. Since 2005 there has also been about a 50% increase in mental health matters and in the last six months the OCSDA has filed more than 60 Freedom of Information Act (FOIA). Corporation Counsel has filed a FINANCE COMMITTEE Page 12 July 12, 2007 counter claim for abuse of the statute. Electronic discovery has also been a big issue in the last year. Revisions to court rules have imposed more burdens on lawyers in working with Information Technology and preserving electronic evidence. Collaborative training with Information Technology was held in January to provide Counsel’s attorneys with information on how the system works and how information is stor ed. Corporation Counsel has received a National Association of Counties award for its work in the area of protecting the County’s intellectual property (software, logos, trademarks) and has created a website for the office which includes a form that clien ts requesting service can fill out. This form will allow the office to gather as much information as they can up front to reduce redundancies in staff efforts. Ms. Cunningham noted that Corporation Counsel’s portion of the County Executive’s budget equat es to $2.4 million. D. Risk Management Consistent with the written handout, Ms. Secontine reviewed the activities of Risk Management for 2006 and for 2007 through July 1. Several items she discussed with the committee included the assistance her office provided to the Sheriff’s office in writing the Taser Policy and assisting County and State fire service in creating urban search and rescue teams. Ms. Secontine and her staff explained that Risk Management is recommending that the County change its procurement process for insurance coverage as the current procedure requires various insurance components to be bid out individually. Risk Management is proposing to move to a qualifying and selection process for a specific broker to handle all the County’s insurance needs. This will require a change in the County’s Purchasing Policies. Commissioner Greimel asked to be provided with a breakdown of the Professional Services line item for the County Executive’s Office. Mr. Poisson explained that the County has a general liability policy for Golden Oaks , with the County being first insured and North Oakland LLC (formed to operate the facility on behalf of Sienna) being second insured. The contract was written as part of the agreement for Sienna to take over management of the facility. Previously the County’s self insurance program set aside about $66,000 each year for this purpose. The County felt it was w ell worth it to make sure that there was a capitalized management organizatio n running the company and Sienna agreed to sign an industry standard contract. Sienn a pays the first $150,000 for the first and most of the second year of the policy and the County made a decision as a risk management tool that for a three year commitment. OTHER BUSINESS/ADJOURN MENT Commissioner Douglas asked what the Detroit Chamber of Commerce provides for Oakland County and suggested that the dues formulas for the various organizations the County belongs to be reviewed as these formulas are based on population , which may be declining in Oakland County as a result of the economy. Mr. Poisson indicated that Mr. Toffolo could speak to the County’s involvement with the Detroit Chamber of Commerce at the next meeting. There being no other business to come before the committe e, the meeting was adjourned at 4:45 p.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director FINANCE COMMITTEE Page 13 July 12, 2007 NOTE: The foregoing minutes are subject to Committee approval.