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HomeMy WebLinkAboutMinutes - 2007.10.25 - 36221MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson October 25, 2007 Chairperson Rogers called the meeting of the Finance Committee to order at 9:02 a.m., in the Board of Commissioners' Committee Room A, Commissioners' Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Mike Rogers, Helaine Zack, Eileen Kowall, Sue Ann Douglas , Hugh Crawford, Tom Middleton, Christine Long , Jeff Potter, David Coulter, David Woodward, Tim Greimel COMMITTEE MEMBERS ABSENT None OTHERS PRESENT AVIATION Karl Randall, Manager CENTRAL SERVICES J. David VanderVeen, Director DRAIN COMMISSIONER Joe Colaianne , Insurance Steve Korth, Chief Engineer EXECUTIVE OFFICE Robert Daddow, Deputy Executive FACILITIES MANAGEMENT Mike Hughson, Property Mgmt. Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Holly Conforti , Analyst Nancy Falardeau , Analyst Leo Lease, Analyst Prentiss Malone, Analyst Monica Tinsley, Analyst Robert Riegal, Analyst HUMAN RESOURCES David VandeGrift, Analyst INFORMATION TECHNOLOGY Ed Poisson, Director Colleen Prosyniuk, User Support Marge Bozarth, Supervisor MANAGEMENT AND BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director PURCHASING Jack Smith, Chief MOCERI DEVELOPMENT David Pawlaczvk, Engineer BOARD OF COMMISSIONERS Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst Helen Hanger, Sr. Committee Coordinator 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 October 25, 2007 APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of October 11, 2007, as printed. Supported by Middleton. Motion carried on a voice vote. PUBLIC COMMENT None. 5. FY 2007/FY 2008 C ONTINGENCY REPORT The FY 2008 balance of $145,244 will be reduced by $5,488 to $139,756 with adoption of item 10 on today’s agenda. A revised sheet for the 50th District court – Sheriff’s Office – Court Services accounts/ receivables was provided to the committee. Mr. Soave indicated that the payments for July and August had been received. Middleton moved to receive and file the Contingency Report of Oct ober 18, 2007. Supported by Douglas. Motion carried on a voice vote. CONSENT AGENDA 6a. MR #07244 – COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT TO UTILIZE THE SERVICES OF THE OAKL AND COUNTY BOARD OF CANVASSERS BY THE CITY OF AUBURN HILLS The Elections Division is requesting authorization to contract with the City of Auburn Hills to utilize the services of the Oakland County Board of Canvassers for the November 6, 2007 election. A fee of $25.00 per precinct, established per MR #97232, will be charged for 10 precincts to help defray the cost of election certification as provided by Public Act 116 of 1954. Budget amendments to accept this revenue will made as outlined in the Fiscal Note. 6b. MR #07245 – COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT TO UTILIZE THE SERVICES OF THE OAKL AND COUNTY BOARD OF CANVASSERS BY THE CITY OF TROY The Elections Division is requesting authorization to contract with the City of Troy to utilize the services of the Oakland County Board of Canvassers for the November 6, 2007 election. A fee of $25.00 per precinct, established per MR #97232, will be charged for 17 precincts to help defray the cost of election certification as provided by Public Act 116 of 1954. Budget amendments to ac cept this revenue will made as outlined in the Fiscal Note. 6c. MR #07246 – COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT TO UTILIZE THE SERVICES OF THE OAKL AND COUNTY BOARD OF CANVASSERS BY THE TOWNSHIP OF SOUTHFIELD The Elections Division is requesting authorization to contract with the Township of Southfield to utilize the services of the Oakland County Board of Canvassers for the November 6, 2007 election. A fee of $25.00 per precinct, established per MR #97232, will be charged for 10 precincts to help defray the cost of election FINANCE COMMITTEE Page 3 October 25, 2007 certification as provided by Public Act 116 of 1954. Budget amendments to accept this revenue will made as outlined in the Fiscal Note. Kowall moved approval of the attached suggested Fiscal Notes for Cons ent Agenda Items 6a – 6c. Supported by Douglas. Motion carried unanimously on a roll call vote with Long, Woodward and Greimel absent. REGULAR AGENDA 7. DRAIN COMMISSIONER – REQUEST FOR $150,000 LOAN FROM THE LONG TERM REVOLVING FUND FOR REPAIR OF THE OXFORD MULTI-LAKES LEVEL CONTTROL STRUCTURE The Drain Commissioner is requesting a $150,000 loan from the Long -Term Revolving Fund for repair of the Oxford Multi-Lakes level control structure. This structure maintains the normal levels for Cedar Lake, Clear Lake, Long Lake, Squaw Lake, Squaw Lagoon, Tan Lake and Michelson Lake. The cost of repair is estimated at $163,000. The Drain Commissioner’s Office has scheduled a public hearing on the project and will prepare a five-year special assessment roll for repayment of the loan, with interest. The interest rate charged will be based on prevailing six -month Treasury Bill rates. No budget amendment is required. Middleton moved approval of the attached suggested F iscal Note. Supported by Douglas. Middleton moved to amend the Fiscal Note to insert: 7. No funds shall be disbursed from the Long -Term Revolving Fund until such time as the delegated authority has completed its proceedings. Supported by Kowall. Motion to amend carried on a voice vote. Main motion, as amended, carried unanimously on a roll call vote with Woodward and Greimel absent. 8. MR #07247 – FACILITIES AND MAINTENANCE OPERATIONS AND DRAIN COMMISSIONER – OAKLAND COUNTY – OAKLAND TOWNSHIP WATER SUPPLY SYSTEM, RESOLUTION ACCEPTING DONATION OF 10.08 ACRES AND AQUIFER L OCATED AT STONEY CREEK AND LAKE GEORGE, OAKALND TOWNSHIP, MICHIGAN Facilities and Maintenance Operations and the Drain Commissioner is requesting authorization to accept a donation of Tax Parcel No. 10-09-300-005 from the Oakland Explorations Limited Liability Company to the County of Oakland for the sum of $1.00. This property transfer will be treated as a charitable contribution pursuant to IRS rules. The property will be accepted subject to the donor providing a Ph ase One Environmental Site Assessment that does not identify any adverse environmental conditions on the property. The land will be recorded as an asset in the Oakland Township Water Supply System after approval of all documents relating to transfer and c haritable donation are executed. Future expenses relative to the property will come from the water system. No General Fund monies are required and no budget amendment is necessary. In responding to questions of the committee members, Mr. Colaianne explained that these 10 acres are completely split off from the donor’s other property and that this request before the committee today is strictly to accept the donation . The developer would receive a tax benefit, to be determined by the Internal Revenue Service, but there is no guarantee that water from this site would be provided for any particular FINANCE COMMITTEE Page 4 October 25, 2007 development. The property is designated as a well site and can not be used for any other purpose. The Township is in support of the County accepting this donation and the property will become part of the Township’s water supply system. The acquifer accessed through this property could provide eno ugh water to supply most of Oakland Township ’s needs but there are currently no plans for its use. Any decision on how to utilize the property will be driven by the Township an d the Drain Commissioner is available to facilitate that process. Mr. Pawlaczvk explained that the development proposed by Oakland Exploration is currently stalled but is independent of this property. He explained that what normally occurs when you drill a well for a development is that you may have a little more water than you need but this is a unique situation because it was found that the well contained far more water than the developer could use and that this property had value beyond the proposed development. Commissioner Potter asked if there was any representation of the value of the donation. Ms. Van Pelt explained that normally departments are required to provide value information as pa rt of their presentation but in this instance that number was not obtained from the Equalization Division. Mr. Colaianne explained that the value of the water far exceeds that of the property and that all wells in Oakland Township are owned by Oakland Cou nty. Commissioner Douglas indicated that there is no water supply in this part of the Township and it was better for the Township to have a public source available than having to go through a private well system. Potter moved approval of the attached su ggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 9. MR #07243 – DEPARTMENT OF INFORMATION TECHNOLOGY – EXTENSION OF ADDITIONAL COMPENSATION FOR OVERTIME EXEMPT EMPLOYEES FOR SPECIFIC PURPOSES Information Technology is requesting authorization to continue its program to provide additional compensation to overtime exempt employees as pre -approved by supervision who work beyond a 48 - hour work week, at a straight time hourly rate. This program was developed to pr ovide a cost-effective alternative to adding temporary contractual staff in addressing specific pre -approved assignments. The program was originally established in 2003. Funding is included in the FY 2008 Budget. At Commissioner Coulter’s request and wi thout objection, Mr. Poisson gave a brief update on Wireless Oakland, indicating that they are moving forward and addressing the issue of being able to site the boxes not just in parameters but on enough poles to have uninterrupted service. Spacing is significant and varies depending on obstacles in the area and the vendor is going through the subdivisions to try and identify houses where they could ask to place the boxes, which are about the size of an 8.5 x 11 piece of paper. Commissioner Rogers asked that commissioners be provided with talking points on Wireless Oakland. Commissioner Zack indicated that she would like to see a newspaper article on the topic. Zack moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Middleton absent. FINANCE COMMITTEE Page 5 October 25, 2007 10. MR #07242 – DEPARTMENT OF INFORMATION TECHNOLOGY – INTERLOCAL AGREEMENT BETWEEN OAKLAND COUNTY AND THE CHARTER TOWNSHIP OF OXFORD FOR THE FIRE RECORDS MANAGEMENT SYSTEM Information Technology is requesting authorization to enter into an interlocal agreement with the Charter Township of Oxford for participation in the County’s Fire Records Management System. The Township will be responsible for an initial start -up fee of $3,500, an annual department fee of $3,966 and $340 annually for each additional fire station. Current participation fees were approved by the Fire Governance Committee at their January 11, 2006 m eeting. Budget amendments will be made as outlined in the Fiscal Note. Crawford moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 11. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – RANT PROGRAM ACCEPTANCE – RESIDENTIAL SOUND INSULATION The Oakland County International Airport is requesting authorization to accept a Michigan Department of Transportation Grant for Federal funds of $3,500,000, State funds of $92,105 and a required local match of $92,105 for a residential sound ins ulation project. The grant funding period is 36 months from the date of award. MDOT shall act as agent on behalf of Oakland County in administration of the project. Funding is available within the Airport Fund. No budget amendment is necessary. Kowall moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 12. DEPARTMENT OF MANAGEMENT AND BUDGET – CONTRACT EXCEPTIONS REPORT Management and Budget (M&B) is requesting authorizati on to amend the Purchasing Policies – Contract Exception Report requirements, established per MR #92027 , to exclude the requirement to report software maintenance contract renewals and to approve the attached list of questions for departments to use when filling out their submissions to Purchasing on reporting all other contract exceptions. Finance Chair Mike Rogers worked with M&B staff to develop this series in an effort to clarify contract exception information prior to being reported to the Finance Com mittee. Rogers moved approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote. 13. MANAGEMENT AND BUDGET / PURCHASING DIVISION – REVISIONS TO THE PURCHASING CARD POLICY & PROCEDURES The Purchasing Division is requesting authorization to amend the Oakland County Purchasing Card Policy to clarify wording, terminology and internal control; to emphasize the sales tax exemption that exists on P - Card purchases and to delineate the responsibilities of the Card Reconciler. Mr. Smith explained that the biggest change to the policy was that it would prohibit an individual who is responsible for a P -Card and making purchases from reconciling their own transactions. Kowall moved approval of the atta ched suggested Fiscal Note. Supported by Douglas. FINANCE COMMITTEE Page 6 October 25, 2007 Motion carried unanimously on a roll call vote. COMMUNICATIONS A. Department of Economic Development and Community Affairs – Waste Resource Management Unit – 2008 Brownfield Assessment Grant Application fo r Sites Contaminated by Hazardous Substances B. Department of Economic Development and Community Affairs – Waste Resource Management Unit – 2008 Brownfield Assessment Grant Application for Sites Contaminated by Petroleum C. Notice of Public Hearing (October 15 , 2007) to Request Industrial Facilities Exemption Certificate for ABB Inc., Located at 1250 Brown Rd., Auburn H ills, Michigan 48326 D. Notice of Public Hearing (October 15, 2007) to Request Transfer of Existing Industrial Facilities Exemption Certificate for Delphi Automotive Systems LLC, Located at 3000 University Dr., Auburn Hills, Michigan 48326 Kowall moved to receive and file the communications. Supported by Douglas. Motion carried on a voice vote. OTHER BUSINESS / ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 10:18 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.