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HomeMy WebLinkAboutMinutes - 2007.11.08 - 36227MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson November 8, 2007 Chairperson Rogers called the meeting of the Finance Committee 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, Helaine Zack, Eileen Kowall, Sue Ann Douglas , Hugh Crawford, Tom Middleton, Christine Long , David Coulter, David Woodward, Tim Greimel COMMITTEE MEMBERS ABSENT Jeff Potter OTHERS PRESENT CHILDREN’S VILLAGE Joanna Overall, Manager CIRCUIT COURT John Cooperrider, Deputy Administrator Pamela Davis, Manager, Court Services COMMUNITY & HOME IMPROVEMENT Lon Shook, Housing Counselor Kathy Williams, Housing Counselor DISTRICT COURT 52-1 Patricia Crane, Probation DISTRICT COURT 52-2 Sharon Rupe, Administrator ELECTIONS Joe Rozell, Director FACILITIES MAINTENANCE Dick Johnston, Manager FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Linda Pearson, Analyst Prentiss Malone, Analyst Robert Riegal, Analyst HUMAN RESOURCES Jennifer Mason, Manager MANAGEMENT AND BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director SHERIFF Dale Cunningham, Chief Financial Officer Damon Shields, Major BOARD OF COMMISSIONERS Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst Julia Ruffin, BOC LIaison 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 November 8, 2007 APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of October 25, 2007, as printed. Supported by Kowall. Motion carried on a voice vote. PUBLIC COMMENT None. 5. FY 2007/FY 2008 C ONTINGENCY REPORT The FY 2008 balance of $139,756 will be increased by $20,403 to $160,159 with adoption of item 18 on today’s agenda. Information on the West Nile Virus Distribution Balances for FY 2007 was distributed. Kowall moved to receive and file the Contingency Report of November 2 , 2007. Supported by Middleton. Motion carried on a voice vote. REGULAR AGENDA 6. BOARD OF COMMISSIONERS – NOTICE TO VILLAGE OF HOLLY REGARDING OAKLA ND COUNTY’S SUPPORT FOR DDA EXPANSION MR #07158 exempted the County’s ad valorum property taxes from capture pending further details and confirmation of the tax exempt status of the property proposed for inclusion in the expansion of the Village of Holly’s Downtown Development Authority (DDA). The property being added to the DDA is the historic train depot. The Village and the DDA have now provided the requisite documentation to verity that the property in this expansion is exempt from County and local t axation and that the expansion will have no impact on potential tax revenues and no financial impact regarding loss of tax revenue s to Oakland County. This proposed resolution would rescind MR #07158 and support the Village of Holly’s DDA expansion premised upon the continued tax exempt status of the property in the expansion and the requirement that should the property become subject to tax capture, the Village and the DDA will be required to appear before the County’s appropriate review committee(s) to al low the County the opportunity to “opt out” of any tax capture as provided by law. Long moved approval of the attached suggested Resolution. Supported by Douglas. Motion carried unanimously on a roll call vote with Potter and Woodward absent. 7. CIRCUIT COURT – FY 2008 MICHIGAN DRUG COURT GRANT PROGRAM AND JUSTICE ASSISTANCE ADULT TREATMENT COURT GRANT ACCEPTANCE Circuit Court is requesting authorization to accept a $95,000 State Court Administrators Office (SCAO), Michigan Drug Court Grant Program fo r the Adult Drug Court for the FY 2008 period. This award replaces the former SCAO/BYRNE grant and is $75,000 less than what was budgeted for FY 2008. Total program costs of $210,956 include the $95,000 grant, $100,000 in Public Act 511 in -kind program support and $15,956 in general fund in -kind support. The grant will provide continued funding for one Special Revenue Full-Time Eligible (FTE) Community Service Coordinator position, sufficient for only nine months. If additional funding is not secured, t his position will be eliminated. The grant also funds $24,000 in FINANCE COMMITTEE Page 3 November 8, 2007 professional services cost and $1,430 in laboratory and drug testing supplies. Administrative and support costs of $5,129 have been included in the budget but are not recoverable under the grant. Amendments to the budget will be made as outlined in the Fiscal Note. Commissioner Rogers asked what the Court’s plan is to try and fund this position for the remaining three months of the grant year. Mr. Cooperrider Indicated that Circuit Court would like to ask the Criminal Justice Council (CJCC) for support. Commissioner Zack acknowledged her support for the drug court programs but indicated that as Vice Chair of the CJCC she had concerns that this would not be a proper use of CJCC funds and would open the door to all other grant programs requesting the same assistance. She suggested that it may be necessary for the commissioners to address the overall issue of the reduction of grant funding for all programs. Commissioner Rogers asked for a list of grant funded positions. Commissioner Middleton indicated that this information was provided to the Personnel Committee at budget time and that he would again request the list for the next meeting. Zack moved approval of the attached suggested Fi scal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Potter and Woodward absent. 8. CIRCUIT COURT/FAMILY DIVISION – 2008 MICHIGAN DRUG COURT CONTINUATION (SCAO) JUVENILE DRUG COURT GRANT ACCEPTANCE Circuit Court is requesting authorization to accept a $60,000 State Court Administrators Office (SCAO), Michigan Drug Court Program grant for FY 2008. Total program funding of $508,725 includes the $60,000 grant award, a General Fund cash match of $6,000, General Fund in -kind support of $34,226 for personnel costs associated with the Judges and Prosecutors, Child Care Fund support of $358,500 for position cost and controllable operating cost and a Department of Human Services/Bureau of Juvenile Justice grant fund in-kind grant support of $50,000 for contractual services for drug testing and therapy. The General Fund Non-Departmental Grant Match account will provide the $179,250 or 50% match requirement for the Child Care funding. Four positions supporting this program are proportionately funded 20% by the SCAO grant and 80% by the Child Care Fund for a total cost of $305,019 and include one FTE SR C ommunity Service Coordinator, two FTE Youth and Family Caseworker II positions and one PTNE Technical Aide. The program also includes $150,000 for professional services and $19,480 for laboratory and drug testing supplies. Administrative and support costs of $28,062 are included in the FY 2008 budget but are not recoverable under this grant. Budget amendments will be made as o utlined in the Fiscal Note. Kowall moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Potter and Woodward absent. 9. 52ND DISTRICT COURT, DIVISION 1 – 2008 MICHIGAN DRUG COURT GRANT PROGRAM CONTINUATION GRANT ACCEPTANCE The 52nd-1 District Court is requesting authorization to receive a $5,000 State Court Admini strative Office, Michigan Drug Court Program grant for the period of October 1, 2007 through September 30, 2008. The total program budget of $68,750 includes the $5,000 SCAO award and $63,750 in general fund in-kind support. In-kind support will replace previous years’ cash match and matching grant funds from Byrne. The grant will continue funding for testing supplie s and Reward ignition Interlock program FINANCE COMMITTEE Page 4 November 8, 2007 incentives of $4,475 and travel expenses of $525. 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 with Potter and Woodward absent. 10. 52-2 DISTRICT COURT – 2008 MICHIGAN DRUG COURT PROGRAM – MICHIGAN STATE COURT ADMINISTRATIVE OFFICE (SCAO) GRANT ACCEPTANCE The 52-2 District Court is requesting acceptance of a $4 0,000 State Court Administrative Office Michigan Drug Court Program grant for the period of October 1, 20 07 through September 30, 2008. A General Fund match of $55,557 will be provided by $30,482 from the 52 -2 District Court Budget Transfer Out account, $20,100 in the Division’s SCAO grant match fund and $4,975 from the non -departmental grant match line account. The grant program will continue one special -revenue FTE Probation Officer II, fund $5,225 in travel and conference and $3,350 for operating suppl ies, equipment and incentives. Budget amendments will be made as outlined in the Fiscal Note. Ms. Rupe reported that since the inception of this program, there have been 101 participants and that none have recidivated to date. Sixty percent have reporte d improvements in employment and 28 in their education status. People who were eligible for the program but declined to participate spent an average of 142 days in jail whereas if program participants are sanctioned they serve an average of 8 days in jail. A full record check of all courts is done in reporting recidivism . Revenue collection of drug court fees has exceeded estimates. Middleton moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Potter and Woodward absent. 11. MR #07253 – COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT TO UTILIZE THE SERVICES OF THE OAKLAND COUNTY BOARD OF CANVASSERS BY THE CITY OF MADISON HEIGHTS The Elections Division is requesting authorization to contract with the City of Madison Heights to allow the City to utilize the services of the Oakland County Board of Canvassers for a 5 -year period. A previously established Service Fee of $25.00 per precinct will help to defray th e cost of election certification as provided by PA 116 of 1954. The budget will be amended to accept the $400 in revenue to b e generated from this agreement and the budget will be amended as outlined in the Fiscal Note. Douglas moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Potter and Woodward absent. 12. SHERIFF, PROSECUTING ATTORNEY – FISCAL YEAR 2008 OAKLAND COUNTY NARCOTICS ENFORCEMENT TEAM (NET) GRANT ACCEPTANCE The Sheriff and Prosecuting Attorney are requesting acceptance of a $704,000 Michigan Department of Community Health Byrne Memorial Grant for the Oakland County Narcotics Enforcement Team for FY 2008. The total program will include a state contribution of $352 ,000 and County grant match of $352,000. A shortfall of $78,800 will be covered by $38,126 transferred from NET Forfeitures and $40,674 from the Prosecutor’s Forfeitures. Budget amendments will be made as outlined in the Fiscal Note. Greimel moved approval of the attached suggested Fiscal Note. Supported by Crawford. FINANCE COMMITTEE Page 5 November 8, 2007 Motion carried unanimously on a roll call vote with Potter and Woodward absent. 13. SHERIFF’S OFFICE – FISCAL YEAR 2008 SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PRVENTION PROGRAM GRANT The Sheriff is requesting acceptance of a $1,040,457 Michigan Department of State Police – Office of Highway Safety Planning grant for FY 2008. The grant award is $126,885 less than FY 2007. The grant will fund seven Deputy II positions and two Sergean t positions in the Patrol Services Division. One position and one vehicle will be eliminated from the program due to the reduction in the grant award. Budget amendments will be made as outlined in the Fiscal Note. Coulter moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Potter and Woodward absent. 14. MR #07257 – SHERIFF’S OFFICE – CONTRACT AMENDMENT #2 FOR LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CITY OF ROCHESTER HILLS 2 004-2008 The Sheriff is requesting authorization to amend its law enforcement contract with the City of Rochester Hills beginning January 1, 2008. The amendment would create one Deputy II position in the Contracted Patrol Unit, Patrol Services Division , and add one unmarked vehicle (with mobile and prep radio) to the County fleet. Since the Sheriff turned in one vehicle on September 30, 2007 due to a reduction in grant funding, no additional funding is necessary at this time. Budget amendments will be m ade to the FY 2008 and FY 2009 budget to reflect expenses and offsetting operating revenues resulting from the contract amendment. Douglas moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote with Potter and Woodward absent. 15. MR #07258 – SHERIFF’S OFFICE – USE OF FORFEITED FUNDS FOR POLICE MOTORCYCLES The Sheriff is requesting authorization to use $197,064 from his law enforcement account balance of $311,897.89 to purchase twelve motorcycles to replace motorcycles currently leased. Associated maintenance costs have been included in the budget . Budget amendments will be made as outlined in the Fiscal Note. Mr. Cunningham explained that originally the lease had started at $1 a yea r and that Harley Davidson is the standard for most of the country for law enforcement. Four years ago the lease price began to rise and for 2008 it would be $2390 per unit. A cost analysis was done using the estimated 3,000 miles a year put on each vehicle, a 7-10 year life and consideration of the resale value of these motorcycles and it was decided it was time to purchase rather than lease. The Sheriff is proposing to buy 12 this year and lease 12. If it appears that this was the correction decision , another 12 will be purchased next year. A request to solicit bids was done three years ago and no responses other than Harley Davidson were received. The only other police motorcycle available is a BMW, which is much more expensive . These motorcycles w ill be kept separate from the County’s vehicle pool so that if the program is successful forfeiture funds can be used for replacement purposes. Maintenance work will be done through the General Fund. Crawford moved approval of the attached suggested Fis cal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Potter and Woodward absent. FINANCE COMMITTEE Page 6 November 8, 2007 16. MR #07259 – SHERIFF’S OFFICE – CONTRACT FOR AUXILIARY DEPUTY SERVICES IN THE CITY OF PONTIAC 2007 -2008 The Sheriff is requesting authorization to contract with the City of Pontiac to provide patrol services for special events November 1, 2007 through December 31, 2008. Rates stated in the agreement are consistent with Miscellaneous Resolution #03265 , establishing standard overtime rates for 2004-2008. Revenue will offset any expenditure that may occur and sufficient revenue and expenditures are included in the FY 208 and FY 2009 budget. Therefore, no budget amendments are necessary at this time. Greimel moved approval of the attached s uggested Fiscal Note. Supported by Middleton Motion carried unanimously on a roll call vote with Potter and Crawford absent. 17. MR #07256 – HUMAN RESOURCES – AUTHORIZE THE COUNTY TO SUPPLEMENT PAY AND PROVIDE MEDICAL BENEFITS FOR DEPENDENTS OF EMPLOYEES CALLED TO ACTIVE MILITARY DUTY Human Resources is requesting authorization to continue its program to provide supplemental pay and medical benefits of dependents for employees called to active duty effective with their military call -up date through December 31, 2008. Currently there is one full -time eligible employee still serving active military duty and is expected to return November, 2007. The cost for supplemental pay during the time of the employee’s active duty from July, 2006 through November, 2007 is estimated at $21,396. Due to the fact the County budgets salary and fringes for full employment there should be sufficient funding within the department’s budget. Should a department require temporary replacement personnel on an emergency basis to continue standard operat ions, additional funding may be required. No budget amendment is necessary. Commissioner Greimel suggested establishing a permanent policy for this purpose to avoid having this request before the commissioners every year. Commissioner Crawford asked for the Personnel Committee Chair to follow up on Commissioner Greimel’s suggestion. Kowall moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote with Potter absent. 18. DEPARTMENT OF HEALTH AND HUMAN SERVICES DEPARTMENT/CHILDREN’S VILLAGE ADMINISTRATIVE REORGANIZATION Children’s Village is requesting authorization to reorganize its administrative staff. Following a review of operations and in an effort to red uce the use of overtime, it is proposed to reclassify the positions of Administrator – Children’s Village Intake Team and Administrator – Children’s Village Program Team, and to upwardly reclassify one Chief – Children’s Village Operations. A ll three classifications will be re-titled to Administrator – Children’s Village. One Chief – Children’s Village operators position will be deleted and one Supervisor – Children’s Village Administration will be reclassified to Youth Specialist I. These actions will result in a savings of $20,000 which will be placed in the Contingency Fund. Budget amendments will be made as outlined in the Fiscal Note. Coulter moved approval of the attached suggested Fiscal Note. Supported by Woodward. FINANCE COMMITTEE Page 7 November 8, 2007 Motion carried unanimously on a roll call vote with Potter absent. 19. FACILITIES MANAGEMENT – AUTHORIZATION AND FUNDING REQUEST FOR PRIMARY ELECTRICAL SYSTEM MAINTENANCE AND SURVEY Facilities Management is re questing authorization to proceed with the Primary Electrical System Maintenance Project in the amount of $100,000. This project will allow Facilities to shut down primary electrical loads to inspect the five 33 year-old breakers in the primary house and to exercise and clean 27 building primary feed switches to determine th eir current condition and evaluate appropriate measures to ensure electrical distribution reliability on the Service Center. Detroit Edison staff and other County contractors will perform this work and will use back up electrical systems to avoid interrup tion of service. Funding will be transferred from FMO Fund Equity to the Project work order Fund to establish the project and budget amendments will be made as outlined in the Resolution. Middleton moved approval of the attached suggested Resolution. Supported by Douglas. Motion carried unanimously on a roll call vote with Potter absent. 20. DEPART MENT OF ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – COMMUNITY AND HOME IMPROVEMENT DIVISION – FY 2007 HOUSING COUNSELING GRANT ACCEPTANCE Community and Home Improvement (CHIP) is requesting authorization to accept a U.S. Department of Housing and Urban Development $26,000 grant award to supplement Block Grant funds allocated to deliver housing counseling services in accordance with the Federal Comprehens ive Housing Counseling Program guidelines. No grant match is required. The 2006 Housing Counseling Program Budget will also be amended to reflect receipt of $4,725 program income during the 2006 Housing Counseling Grant period. Budget amendments will be made as outlined in the Fiscal Note. Ms. Williams reported that for the year ending 2007, CHIP provided counseling assistance to just over 2,700. Of those assisted, 400 received intense counseling and about 80% were able to prevent foreclosure. Several hundred have also attended the seminars. Greimel moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Potter absent. COMMUNICATIONS A. Department of Management & Budget / Purchasing Division – Contract Exception Report for the Month of August, 207 B. Prosecutor’s Office and Circuit Court/Family Division – PY 2008 Juvenile Accountability Block (JABG) Grant Application Middleton moved to receive and file the communications. Supported b y Coulter. Motion carried on a voice vote. OTHER BUSINESS / ADJOURNMENT Mr. Soave distributed a November 1, 2007 letter of response from his office to the Michigan Bureau of Accounting, Payment R econciliation Section. The letter indicates that the law is clear and states that FINANCE COMMITTEE Page 8 November 8, 2007 Oakland County can not be retroactively charged $80,000 for child care services dating back to August, 2007. New rates can only be established for the coming year. Woodward moved to receive and file the November 1, 2007 letter fr om Mr. Soave to the Michigan Bureau of Accounting. Supported by K owall. Motion to receive and file carried on a voice vote . Mr. Daddow reported on how the State of Michigan’s continuing negative financial situation , including the previously noted Child Care Fund issue, and the ongoing downward trend in the real estate market are impacting Oakland County’s tax base and its budget. The State’s shift of tax collection from December to July has caused counties to collect property taxes in arrears rather tha n in advance of a budget year, forcing the County to make budget projections a year out without the proper information. Other budgeting concerns include the impact to the Delinquent Tax Revolving Fund and the County’s ability to maintain its AAA bond rating. He noted that the County is in good shape on most issues that would be of concern to Wall Street, such as low debt and strong balance sheets , but it is necessary for the County to implement structural changes to address the long-term impact of those economic issues previously noted. The County has closed its accounting records for 2007 which should help the Administration in determining structural changes. Several meetings have been held by the Administration to begin this review. The 2008 budget will need to be reduced by $8 million and the 2009 budget by $12.3 million. The focus will be on the General Fund and grants will continue to be addressed through the Gosling amendment (when the funding ceases, so do the positions). Ms. Van Pelt indicated that the Administration hopes to share preliminary information on moving forward at the next Finance Committee meeting . A letter is being sent to the local units notifying them of what the County is seeing relative to structural problems and a copy will be provided to the commissioners. The Administration will be offering to meet with the local units individually to assist them. Commissioner Crawford asked if the Administration could hold a group meeting to share this information with all the local units. Mr. Daddow indicated that he would talk to the County Executive about putting together such a forum and also offered to bring this matter to the January, 2008 Michigan Association of Counties conference. Ms. Van Pelt suggested that if it is decided to hold a meeting with all the local units, Capital Cooperative Initiatives Revolving Fund dollars be used to fund the event. Commissioner Rogers indicated that Wall Street is supportive of the County’s grant policy and that this policy should be followed in order to avoid an impact on the County’s bond rating. Mr. Soave reported that there is about $30 million in General Fund money received from the State that is not grant related that could be impacted – convention funds, cigarette taxes, etc. There being no other business to come before the committe e, the meeting was adjourned at 11:10 a.m. ________________________ _______________________________ Helen A. Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator FINANCE COMMITTEE Page 9 November 8, 2007 NOTE: The foregoing minutes are subject to Committee approval.