Loading...
HomeMy WebLinkAboutMinutes - 2007.07.19 - 36189MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson July 19, 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 , Jeff Potter, David Woodward, Tim Greimel COMMITTEE MEMBERS ABSENT WITH NOTICE David Coulter OTHERS PRESENT AVIATION Karl Randall, Manager CENTRAL SERVICES David VanderVeen, Director CHILDREN’S VILLAGE Jody Overall, Manager COMMUNITY & HOME IMPROVEMENT Gordon Lambert, Chief ECONOMIC DEV. & COMMUNITY AFFAIRS Doug Smith, Director Maureen Krauss, Deputy Director Steve Huber, Supervisor EXECUTIVE OFFICE Jerry Poisson, Deputy Bob Daddow, Deputy Dennis Toffolo, Deputy FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Analyst Prentiss Malone, Analyst Linda Pearson, Analyst Gaia Piir, Analyst HEALTH & HUMAN SE RVICES Tom Gordon, Director HUMAN RESOURCES Nancy Scarlet, Director Brenthy Johnston, Analyst MANAGEMENT AND BUDGET Laurie Van Pelt, Director PARKS & RECREATION Dan Stencil, Executive Officer PLANNING & ECONOMIC DEV. Dan Hunter, Manager PROSECUTING ATTORNEY David Gorcyca, Prosecuting Attorney Deb Carley, Deputy Prosecuting Attorney 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 19, 2007 OTHERS PRESENT CONTINUED SHERIFF Michael Bouchard, Sheriff Michael McCabe, Undersheriff Damon Shields, Major Dale Cunningham, Business Manager SUPPORT SERVICES Todd Birkle, Administrator TREASURER Pat Dohany, Treasurer Keith Sawdon, Deputy Treasurer WASTE RESOURCE MANAGEMENT Tom Law, Manager Bradley Hansen, Environmental Programs Coord. Whitney Calio, Environmental Programs Coord. WORKFORCE DEVELOPMENT John Almstadt, Manager BOARD OF COMMISSIONERS Bill Bullard, District #2 Karen Spector, District #16 Marcia Gershenson, District #17 Davie Potts, District 20 Larry Doyle, Administrat ive Director Harvey Wedell, Sr. Analyst Sheryl Mitchell, Sr. Analyst Jim Cavanaugh, BOC Liaison Helen Hanger, Sr. Committee Coordinator PUBLIC COMMENT None. 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 to the following questions: 1. What are your department/division goals and projected performance measures for the new budget year? 2. How were previous goals an d current issues identified for FY 2006 and FY 2007 addressed? 3. What issues are you facing for the new 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 beyond 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 inp ut and additional questions from committee members. The following departments participated in today’s budget hearings: Sheriff’s Office, Department of Health and Human Services (Children’s Village, Health Division), Prosecutor’s Office, Parks and Recreation, the Department of Economic Development & Community Affairs (Planning & Economic Development, Waste Resources Management, Workforce Development) and the Department of Central Services (Aviation, Support Services -Central Garage, Mail Room, Materials Management, Printing, Convenience Copier, Record Retention, Oakland room Cafeteria (and vending machine contract). Chairman Rogers indicated that he would allow public comment on particular issues at the time those individual items were being reviewed. FINANCE COMMITTEE Page 3 July 19, 2007 SHERIFF’S OFFICE Sheriff Bouchard indicated that he did not ask for any positions in this budget cycle and that his office has been doing more with fewer resources at every level and redeploying staff as necessary. Increased activity includes assisting local communities with bomb threats, expansion of the Boot Camp for women and having trustees rehabilitate bicycles for charity . There is also more partnering going on am ong departments. Macomb County has added another deputy to the Narcotics Enforceme nt Team and parole absconder sweeps with Wayne County are being done regularly. The Sheriff and his staff responded to q uestions regarding the cost of phone calls for inmates, the quality of the food service , and the line items for prisoner out-county housing, professional services, overtime and the motor pool. Questions regarding the laundry, the ability to house prisoners out of state and the Sheriff’s position on pending legislative issues were also answered. Charges for phone calls currently are $1 per call, plus 90 cents a minute. M oney generated by the phones goes into the General Fund. At one point the Board of Commissioners reduced the rate, bringing down the amount the County received from $1 million to the current $800,000. Mr. Soave explained that the county has no power over the rate but negotiates the rate coverage and the percentage that the County receives from the rate. The majority of money received from inmate calls goes to the service provider. Regarding the food served to the prison ers, the Sheriff and his staff explained that there is a mandatory caloric intake which must be met. Fresh fruit is served occasionally but is hard to maintain . Inmates who misbehave receive their meal in loaf fashion. Accommodations are met fo r those with medical conditions and religious preferences. Fewer complaints are received now that the food service is privatized . Savings resulting from privatization of food service allowed the Sheriff to purchase the helicopters. The prisoner out-county housing line item was kept as contingency in case certain classes within the jail population needed to be kept off the street when jail overcrowding occurs. The majority of the professional services line item is for the doctor’s contract for the jail health clinic and the rest is used to hire contract nurses when a position can’t be filled. Overtime is difficult to control and is mostly due to jail overcrowding , hospital watches and to provide fill -ins for deputies who must, by law, attend the police academ y for certification (20 -50 deputies a year). Overtime is also necessary during election time when candidates are in Oakland County. Requests for special events are frequently turned down because there is no overtime reimbursement. Only the Sheriff’s L aw enforcement contracts for patrol services reimburse overtime. Commissioner Douglas explained that prior to Sheriff Bouchard, a corrections staffing study was done to review the needs of the jail. At that time there was $13 million budgeted for overtim e. As a result of the study, many staffing requirements were addressed and the overtime budget was greatly reduced. Sheriff’s vehicles are leased vehicles from central garage , the majority of which are patrol and transport vehicles. Command officers assigned to substations can take a car home because they are the first group that would respond to a major event but these vehicles are not for personal use. Substations pay for the cost of the car. Sheriff Bouchard explained that at one time prisoners we re sent to as many as eight different Michigan counties but because jail overcrowding has become an issue for many Michigan counties, a lot of out- county beds have dried up. A review of the overcrowding situation also found that sending inmates out- county did not provide relief because more offenders were being sentenced to the jail. Under the law only a Michigan sheriff can take care of Michigan inmates so a legislative change would be necessary to house inmates out of state. Sheriff Bouchard indicated he is opposed to legislative attempts to implement another $1.35 tax on phone bills because the vast majority of funds would come from Oakland County and the money would be placed FINANCE COMMITTEE Page 4 July 19, 2007 in the State’s general fund with no guarantee of use for public safety needs. Other activities at the state level that would negatively impact the Sheriff include the possibility of additional cuts to state reimbursement for diverted felons and proposed ch anges to sentencing guidelines. Efforts to change the Jail Overcrowding Emergency Act, however, would provide some relief. Commissioner Potter indicated that one objective of the proposed phone tax was to back fill the Michigan State Police (MSP) with 200 troopers. He noted that there are several communities with average incomes of $75,000 that are solely patrolled by the MSP. Mr. Cunningham explained now that the trustees do the laundry that line item has been drastically reduced. The remaining amount is used to pay for the cost of cleaning more difficult items, such as blankets. The Sheriff indicated that he is trying to obtain grant money to build a new gun range to replace the existing range which was built at a time when there were about 200 deputies. He would like to build a new facility that could accommodate both his staff and other agencies and would include an indoor shooting house. Kent County has a similar setup that allows deputies to actually drive patrol cars in and shoot from behind them. Oakland County Sheriff’s Deputies currently use the existing range, the facility at Oakland Community College and a private outdoor range located near Oakland/Macomb border. HEALTH AND HUMAN SERVICES (HHS) Dr. Gordon reported on activities for his department, which includes the Health Division, Children’s Village and privatizing of the Medical Care Facility. T he contract to privatize the Medical Care Facility was signed with the vendor, Sierra Health Care, in May and the vendor took over in June. Of over 100 staff, 13 were not placed in other positions. Those in dividuals were offered positions with the vendor but chose not to take them. Several who agreed to become ven dor staff did not show up for work were contacted and the problem was resolved in the first week of operations. Wages are based on what the marke t will bear in the private sector. In some cases there was a $1 to $3 difference up or down depending on their skill sets. Prior to that, the pharmacy also was privatized, resulting in a savings of about $600,000 . The pharmacy contract is a three-year contract that will be re-bid again after it expires. HHS is in the process of achieving all its objectives as indicated in the 2005 program budget and is presently developing performance measures with time frames for next year. National Association of Counties (NACo) awards have been received for the Health Division’s small pox program, its dispensing site initiative in response to the City Readiness Initiative for Anthrax (includes all the schools) and its public health delivery model for school nurses. Children’s Village (CV) employees continue to receive Crisis Prevention Institute physical management training. Since this program started 7-8 years ago, complaints have dropped off to virtually none where previously they averaged about two a month an d occasionally resulted in lawsuits. One Children’s Village employee has also received a Child Care Worker Facility of the Year Award from the Michigan Juvenile Detention Facility Association. CV has received funding of $50,000 from Oakland Schools for kids who are classified as special needs. Funds received are based on needs and how much time they spend in our school. Prior to last year, no funding was received. The objective for next year is t o increase this funding. Also, cameras are being upgrad ed and staff is working with the courts to do video arraignment to avoid transporting children on abuse and neglect issues and to expand the program to the entire Village population for detention purposes. When the State reduces grant funding, accommoda tions are made. Currently, grant programs are whole and working within their budgets. The Health Division Fee Schedule will be brought to the Board to be updated and the budget will be amended to reflect changes. From the time the HPV vaccine came on line in mid-May until the end of June 81 people have received it . FINANCE COMMITTEE Page 5 July 19, 2007 Overtime is budgeted for Children’s Village and for emergency response exercises. Professional Services includes contract funding for the child health clinic pediatrician, a part -time non-eligible staff person to assist the Oakland County Abuse and Neglect Coun cil, work being done by the U.S. Geological Survey, the Sienna management contract for the Medical Care Facility , and a contract for specialized pharmacy services for Crossroads for Youth. The Motor Pool line item includes vehicles for Health and Children’s Village for services, delivery and transport. PROSECUTING ATTORNEY Mr. Gorcyca indicated that his goal for 2008 / 2009 was to maintain curre nt service levels. Since 2003 his office has had 11 positions eliminated and his budget has been reduced by $1.4 million while at the same time three new judges were created without more prosecutors added. The Governor has signed an appropriation bill placing Auto Theft Prevention Authority funding in the State’s General Fund. If an appropriation of these funds is not reauthorized, both the Prosecutor and the Sheriff have positions that will be in jeopardy. Additionally, the Juvenile Accountability Grant is expected to try up i n two years which will impact positions for the Teen Court and the warrants division. Mr. Gorcyca and Ms. Carley distributed data on the number of neglect petitions and resultant hearings, interviews, etc. that have increased in the last four years. The number of parental rights termination cases on appeal has increased dramatically. Because of this increase, the Prosecutor’s Office does not have enough manpower to file in the Supreme Court and has had to rely on appellate court appeal brief filings for this purpose. Staff has been coming to work on weekends in exchange for compensation time. There is a clothing allowance line item for the investigators as part of their contract. Professional services varies year to year and includes funding to hire independe nt experts for testifying and for special prosecuting attorneys in instances of staff conflict. The motor pool includes vehicles for the investigators. Mr. Gorcyca also noted that much of their furniture and carpeting were showing signs of wear. Mr. Soave explained that vehicle assignments are determined by several factors, i.e. financial, how many miles are being driven and special needs of the department. Commissioner Woodward asked if resources could be identified would Mr. Gorcyca’s office have th e ability to administer the bullying program. Mr. Gorcyca replied that if the Commissioners found the money, he would look to fill the position. The cost would be about $150,000 and would provide one staff person who worked with the schools, tra ined teachers, had kids sign anti-bullying contracts at the beginning of the school year and did award ceremonies. While there are no statistics available to indicate that previous efforts prevented larger problems, he has received letters from the schools that expressed thanks for the Prosecutor’s efforts in helping to create a better learning environment. The Oakland Intermediate Schools does provide a contract person on bullying and mediation programs. PARKS AND RECREATION COMMISSION Mr. Stencil reported that the Parks and Recreation Commission (PRC) budget is approved by its governing body and will be brought to the Board of Commissioners for approval. The PRC budget is based on the collection of a .25 county -wide millage projected to bring in $14.8 milli on and the collections of fees and charges for another $9.8 million. The PRC has retained a consulting firm and started a strategic planning process, including a long-range financial plan for sustainability of the parks system. Building Authority bonds for Lyon Oaks continue to be paid down and Catalpa Oaks and Lyon Oaks have been added to the budget. This is the firs time since 1968 that PRC has acquired two parks in one calendar year. The current plan for Catalpa Oaks is to charge fees for use of the fields. Highland Oaks is scheduled to open the first of October. In order to remain conservative, PRC is projecting zero revenue from the new parks. P ermits to FINANCE COMMITTEE Page 6 July 19, 2007 enter the park system are available for annual or daily access and there is a separate fee fo r non-county residents. All new employees receive cash handling t raining which includes a segment provided by the Sheriff’s Deputy assigned to the Parks about the results of theft. ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS (INCLUDES PLANNING & ECONOMIC DEVELOPMENT AND COMMUNITY AND HOME IMPROVEMENT) Mr. Smith explained that the mission of Economic Development & Community Affairs (EDCA) is business development in working to retain, expand and attract businesses and to diversify the economic base through emerging sectors and retooling of the auto industry . The Department is also working with quality of life issues, such as education (including retraining of incumbent workers) and solid waste management. Mr. Keller indicated that professional services i ncludes carry forward funds and pays for the No Haz recycling program, updating the solid waste plan, the Jean Chamberlain contract and various planning and administrative purposes. Commissioner Douglas asked about dues to the Detroit Regional Chamber of Commerce (DRC), indicating that her broader concern was that dues to the DRC, the Michigan Association of Counties, the Southeastern Michigan Council of Governments, etc. were based on population and SEV , both of which are declining. Mr. Toffolo explained that there total dues to the Detroit Regional Chamber are $85,000 and are based on population. Macomb County pays $65,000 and Wayne County $110,000. Under the formula Oakland County should be paying $110,000 but was able to lower the amount for Woodward and 8 Mile. These dues are always under review. Last year the County acquired nine new environmental companies and 15 expansions all related to its involvement with the DRC. Commissioner Woodward asked if dollars were being used to study the economic impact on all factors of the economy. Mr. Toffolo indicated that he has one staff person assigned to research who does profiles, develops components for emerging sectors, etc. The University of Michigan and the DRC are also available to do research. Surveys of emerging sector businesses are done relative to the educational component to match schools with needs. About 80% of staff time is in retaining existing companies. The Department also works with communities because many times they are the firs t to know about a company’s plans to expand or move. If there is a parent company, staff also visits with them. The department continually markets its services to raise awareness. Mr. Hunter reported that two additional components of the Department ’s activities include the Economic Development Corporation and Business Financing Corporation. This year to date the Department has assisted with 50 small business loans and assisted 1500-2000 entrepreneurs with business plans and marketing strateg ies. One full-time Community and Home Improvement Division Field Technician has been reassigned to housing counseling as a result of the large number of foreclosures occurring. Mr. Lambert explained that early communication on foreclosures is crucial and the Division is holding counseling seminars throughout the County to make citizens aware of the Division’s counseling services. Lighthouse and OLHSA also provide this service. One PEDS business representative is doing bid and breakfast programs, which are aime d at Women and Minority Business Enterprises, and is working with communities that have large minority population s to FINANCE COMMITTEE Page 7 July 19, 2007 make them all aware of services available through EDCA . Workforce Development’s workload has increased as a result of higher unemployment . For the last year or so about 1,000 people have been coming to the centers every week to look for work. Mr. Almstadt indicated that Workforce Development has been able to address the increase because of an additional appropriation from the U.S. Department of Labor. There are nine centers throughout the county that reach out with federal and state programs to all the communities. Mr. Toffolo also reported that the Planning and Economic Development Division has formulated a plan to meet with the non-profits to let them know that they too are eligible for the department’s assistance. DEPARTMENT OF CENTRAL SERVICES (includes Aviation and Support Services) Mr. Vanderveen explained that airport operations are down this year but continue to be in the black. Excess revenue over expenditures is used to leverage federal money for grants to improve the airport facilities. Goals for the next two years include expanding the major runway several hundred feet to allow business and corporate planes to get to Mexico and Asia without having to stop for refueling . A challenge for 2008 will be the loss of revenue from a reduction in corporate flights following the sale of Daimler Chrysler. Mr. Randall explained that the basic goals for the Aviation Unit (the Oakland International Airport, the Troy Airport and the Southwest Oakland Airport) continue to be to plan and provides services to meet the needs for general aviation travel, to provide s afety and security and to function on the basis of a balanced budget. Grants have been received and work has been or is being done to improve and expand various runways relocate and construct T -hangers and complete noise abatement Grants were also received to do taxiway rehabilitation and runway improvements for the Oakland/Southwest Airport. Demand for customs agents, a reimbursable expense, has also declined. Commissioner Greimel asked why local governments should be in the business of owning and operating airports. Mr. VanderVeen explained that he was unaware of any ai rports operating privately. Private airports can not compete for federal funds unless they commit to 20-year programs. Oakland County purchased the Troy and Southwest airports from private owners because they were not profitable. Support Services (central garage, food service - Oak Management contract for courthouse cafeteria and vending machines, mail room, printing, convenience copier fund, materials management, record retention, microfilm) Mr. Birkle reported that the mail room processes 12,000 pieces of incoming and 7,500 pieces of outgoing mail daily, including mail for Waterford, Community Mental Health and Oakland Schools. The out -going mail process has been automated, resulting in a savings of over $200,000 a year in postage. Goals for the mail room are to maintain safe, same day U.S. Postage S ervice with the lowest possible postage rate, to market services to the local communities to save on their costs where possible and to purchase ink jet equipment to spray bar codes on mail. One vehicle is assigned to the mail room supervisor. Record Retention’s main purpose is to store county records in accordance with the Michigan Archives while utilizing the minimum amount of space. Digitizing equipment has been put in place that will allow access to files on line. The Goal for 2008 is to centralize documents with less than a 10 year retention schedule and to lobby for changes in archive guidelines to allow electronic imaging. There are 87 vending machines in county buildings and the goal for 2008 is to award a new contract for this service as the current one expires. FINANCE COMMITTEE Page 8 July 19, 2007 Mr. VanderVeen indicated he would obtain that information on employee compensation from Oak Management for Mr. Greimel. Central Garage operates 7:00 a.m. to midnight and maintain s the County’s vehicle fleet. Vehicles are added to the fleet following approval by Board of Commissioners ’ resolution. The Garage mechanics are GM warranty certified to do repairs on GM vehicles, for which the County receives reimbursement . There are also about 100 Ford Crown Victorias in the fleet and garage employees perform enhancements to these for conversion to patrol vehicles. The County has not been able to obtain certification from Ford. The Garage also handles work for Oakland Community Colle ge and a number of local communities . Purchasing specifications go out annually for bids. The Goal for the Garage is to operate in an efficient manner to meet the needs of the county workfor ce. In 2006 -2007 in an effort to reduce fleet operating costs, the County met with the Big 3 (GM, Ford, Chrysler) and changed its basic inspection schedule from 3,000 miles to 8,000 miles, saving $45,000 a year. In addition GM allowed the County to roll over 2006 prices to 2007, saving $75,000 on internal use alone. The vehicle replacement schedule is consistently examined and reviewed . In 2003 vehicle replacement schedules were adjusted , saving $150,000 annually. Because of cost increases, fuel costs have been separated from lease rates and departments are being billed for fuel actually used. The Goal for the garage is to continue to research and purchase alternative fuel and expand fuel storage , possibly offering hybrid fuel on campus. Costs for Radio Communications were moved to the Sheriff’s Department. OTHER BUSINESS/ADJOURNMENT 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 NOTE: The foregoing minutes are subject to Committee approval.