Loading...
HomeMy WebLinkAboutMinutes - 2007.12.06 - 36232MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson December 6, 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 , Jeff Potter, David Coulter, David Woodward, Tim Greimel COMMITTEE MEMBERS ABSENT None. OTHERS PRESENT CENTRAL SERVICES Dave VanderVeen, Director COMMUNITY CORRECTIONS Barb Hankey, Manager CORPORATION COUNSEL Judy Cunningham, Corporation Counsel DRAIN COMMISSIONER Tim Prince EXECUTIVE OFFICE Dennis Toffolo, Deputy Executive FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Linda Pearson, Analyst Joe Matkosky, Analyst Prentiss Malone, Analyst Leo Lease, Analyst Nancy Falardeau, Analyst HEALTH George Miller, Manager HUMAN RESOURCES Nancy Scarlet, Director Jennifer Mason, Manager Doug Williams, Retirement Administrator Judy Fandale, Supervisor MANAGEMENT AND BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director MEDICAL EXAMINER Robert Gerds, Administrator PROSECUTING ATTORNEY Margaret Scott PUBLIC SERVICES Mike Zehnder, Director SHERIFF Dale Cunningham, Chief Financial Officer SUPPORT SERVICES Todd Birkle, Administrator TREASURER Pat Dohany, Treasurer 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 December 6, 2007 OTHERS PRESENT CONTINUED BOARD OF COMMISSIONERS Larry Doyle, Administrative Director Harvey Wedell, BOC Analyst Sheryl Mitchell, BOC Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of November 8, 2007 , as printed. Supported by Long. Motion carried on a voice vote. PUBLIC COMMENT Commissioner Kowall asked for a moment of silence in memory of Judge Mester’s daughter. 5. FY 2008 C ONTINGENCY REPORT The FY 2008 balance $160,159will be increased by $36,570 with adoption of item #8 to $196,729. Information provided by Ms. Cunningham o n the status of the 50th District Court Security contract was distributed. Judge Thomas has indicated to Ms. Cunningham that the City will be hiring back laid off Pontiac police officers to provide security for the Court, thereby eliminating the need for a contract with the Sheriff’s Department. Zack moved to receive and file the Contingency Report of November 29, 2007. Supported by Coulter. Motion carried on a voice vote. REGULAR AGENDA 6. TREASURER’S OFFICE – AMEND MISCELLANEOUS RESOLUTION #06134 – POLICY FOR COUNTY PARTICIPATING IN CORRIDOR IMPROVEMENT AUTHORITIES (CIA’S) WITH TAX INCREMENT FINANCING The proposed resolution would amend the policy established per MR #06134 for the County’s participation in Corridor Improvement Authorities (CIAs) by adding additional criteria that must be met by any community requesting capture of County tax dollars . Mr. Dohany explained that when a community comes forward with a CIA project request, he refers them to the Planning and Economic Development staff, which then use this criteria to formulate a recommendation to bring to the Tax Increment Finance (TIF) Committee which, in turn, makes a recommendation to the Finance Committee. He further explained that the law allowing for CIAs was passed in 2005 and the or iginal criteria was developed prior to the TIF Committee doing any review. Once project requests started coming in for review , it was determined that the criteria should be amended. Douglas moved approval of the attached suggested Resolution. Supported by Zack. Greimel moved to amend the criteria policy to insert the following language. “The CIA should facilitate the redevelopment and/or revitalization of an existing developed area, rather than the development of a Greenfield or relatively undevelope d area. Supported by Zack. FINANCE COMMITTEE Page 3 December 6, 2007 Roll Call: Ayes: Zack, Douglas, Coulter, Woodward, Greimel Nays: Kowall, Crawford, Middleton, Long, Potter, Rogers Motion failed. Douglas moved to amend Item #9 of the criteria policy as follows: 9. The CIA should be required to must demonstrate recent or future local commitment and local funding for the corridor improvement program in addition to funds provided through TIF Capture. Supported by Coulter. Motion to report to amend carried on a unanimous roll call vote. Greimel moved to amend Item #12 of the criteria policy to add the following language. • Consideration of whether the CIA facilitates the redevelopment and/or revitalization of an existing developed area, rather than the development of a Greenfield or relatively undeveloped area. Supported by Potter. Motion to amend carried on a roll call vote with Crawford voting no. The main motion, as amended, carried unanimously on a roll call vote. 7. SHERIFF’S OFFICE – FY 2008 JAIL ALLIANCE WITH SUPPORT FOR INMATES W ITH CO- OCCURRING DISORDERS GRANT ACCEPTANCE AND COMMUNITY MENTAL HEATLH AUTHORITY LETTERS OF AGREEMENT The Sheriff is requesting authorization to accept a $283,334 Michigan Department of Community Health Grant to continue its Jail Alliance with Support (J AWS) program for FY 2008. This amount includes state funding of $113,334, a County match of $170,000, ($155,414 provided by the County and $14,586 provided by the Community Mental Health Authority (CMHA)). CMHA will also contribute an additional $63,747 to continue one part-time non-eligible (PTNE) Inmate Substance Abuse Technician position and to fund other program costs. The grant will provide funding for one full -time Inmate Casework and one PTNE Inmate Caseworker in the Sheriff’s Office/Corrective Services/inmate Program Services Unit and two full-time Substance Abuse Program Analysts in the Human Services/Health/Substance Abuse Unit. The grant program also includes an agreement with CMHA to continue partial funding of $63,490 for one F ull time Inmate Caseworker assigned to Inmate program Services. Budget amendments will be made as outlined in the Fiscal Note. Commissioner Douglas asked if MR #90004 requiring proportionate funding of grants was being maintained and requested an analysis of the gra nts. Mr. Soave indicated that Fiscal Services provides this information and a history of indirect costs, usually two years back. Long moved approval of the attached suggested Fiscal Note. Supported by Rogers. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 4 December 6, 2007 8. SHERIFF’S OFFICE – 2007 U.S. DEPARTMENT OF JUSTICE STATE CRIMINAL ALIEN ASSISTANCE PROGRAM GRANT ACCEPTANCE The Sheriff is requesting authorization to accept a $118.570 U.S. Department of Justice, Bureau of Justice Assistance grant for its State Criminal Alien Assistance Program, covering the period July 1, 2005 through June 30, 2006. The grant award is reimbursement of Corrections Officers salaries (based on a prescribed formula) for those officers directly involved in the care and maintenanc e of alien inmates housed in the Jail. No County match is required. Budget amendments will be made 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 Coulter absent. 9. SHERIFF’S OFFICE – CALENDAR YEAR 2008 AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) GRANT ACCEPTANCE The Sheriff is requesting authorization to accept a $683,765 State of Michigan, Automobile Theft Prevention Authority (ATPA) grant award for the nine month period January 1, 2008 through September 30, 2008. This grant represents continuation funding to convert from a calendar year to a fiscal year grant award. Waterford Township and the cities of Farmington Hills and Ponti ac are included in this grant award. The grant award includes funding to Oakland County of $331, 945, with a required $110,648 local match; funding to the Farmington Hills Police Department of $66,816 with a required match of $22,272; funding to the Pontiac Police Department of $48,825, with a required match of $16,275 and funding to Waterford Township of $65,238 with a required $21,746 match. The grant award will fund one Sergeant and four Deputy IIs. Budget amendments will be made as outlined in the Fi scal Note. Greimel moved approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Coulter absent. 10. PROSECUTING ATTORNEY – 2008 AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) GRANT ACCEPTANCE The Prosecuting Attorney is requesting authorization to accept a $226,320 State of Michigan 2008 Automobile Theft Prevention Authority Grant for the nine month period of January 1, 2008 through September 30, 2008. This grant represents continua tion funding to convert from a calendar year to a fiscal year grant award. The total award includes a state contribution of $169,740 and County match of $56,580. Matching funds are available in the non -departmental grant match line item. Anticipated administrative costs of $12,443 are not recoverable by the grant. Budget amendments will be made as outlined in the Fiscal Note. Greimel moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 11. DEPARTMENT OF CENTRAL SERVICES – DEPARTMENT OWNED VEHICLES – FLEET EXPANSION OF ONE (1) VEHICLE FOR DRAIN COMMISSIONER AND UPGRADE OF EXISTING VEHICLE – OPERATIONS AND MAINTENANCE DIVISION The Department of Central Services is requesting autho rization to add one vehicle to the County fleet, a CCTV Truck equipped with CCTV camera and CCTV computer system to televise underground sewer and drain facilities. The vehicle will be department owned and assigned to the Operations and Maintenance FINANCE COMMITTEE Page 5 December 6, 2007 Division. Funding of $188,000 is required to purchase the vehicle and includes an additional mobile pole camera and another $29,000 is required to upgrade the existing CCTV Truck to extend its useful life. These funds are available from the Sewer Improvement R eserve and Sewer System Enterprise Funds. Budget amendments will be made as outlined in the Fiscal Note. Commissioner Zack asked if there was a cost analysis prepared for the committee’s review. Mr. Prince explained that the Drain Office has determine d it is more cost effective to purchase a vehicle and do the work in-house as opposed to continuing with a contractor. He indicated that a formal cost analysis was not available but could be provided to the commissioners. There is a bid out for the vehic le but they are waiting until for Board of Commissioners’ approval before moving forward with the purchase. Douglas moved approval of the attached suggested Resolution. Supported by Middleton. Woodward moved to postpone this item until the next regular Finance Committee meeting on January 10. Supported by Crawford. Motion to postpone carried unanimously on a roll call vote. 12. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – GRANT PROGRAM ACCEPTANCE – PURCHASE OF SNOW REMOV AL EQUIPMENT (RUNWAY BROOM) The Oakland County International Airport is requesting authorization to accept a Michigan Department of Transportation Grant Contract for Federal funds of $443,579, State funds of $58,546 and a required local match of $12,875 for a total project cost of $515,000. Funds will be used to purchase a runway broom for snow removal. Matching funds are available in the Ai rport Fund. No budget amendment to the General Fund is required. Crawford moved approval of the attached suggest ed Fiscal Note . Supported by Middleton. Motion carried unanimously on a roll call vote. 13. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION – COMMUNITY CORRECTIONS COMPREHENSIVE PLANS – GRANT ACCEPTANCE Community Corrections is requesti ng authorization to accept a $3,804,992 Michigan Department of Corrections grant for FY 2008. The grant will fund 18 full time positions, one part -time, non-eligible position and one-half of two additional positions as identified in the resolution, all lo cated within the Community Corrections Division. Zack moved approval of the attached suggested Fiscal Note. Supported by Greimel Motion carried unanimously on a roll call vote. 14. PUBLIC SERVICES/MEDICAL EXAMINER – ESTABLISHMENT OF CONTRACTS TO PROVIDE TOXICOLOGY SERVICES TO SEVERAL COUNTIES AND TO CHANGE FUNDING SOURCE OF ONE (1) POSITION The Medical Examiner is requesting authorization to enter into interlocal agreements with the counties of Bay, Jackson, Lapeer, Saginaw and Tuscola to provide to xicology services. Funding for one full -time eligible Forensic Toxicology Chemist position will be changed from the Interlocal Genesee County Agreement to the revenue generated under the contracts with Bay, Jackson, Lapeer, Saginaw and Tuscola FINANCE COMMITTEE Page 6 December 6, 2007 counties. Continuation of this position will be contingent upon generation of sufficient contract revenue. Mr. Zehnder reported on the status of remaining positions under the Genesee County contract, explaining that the four part-time positions are vacant and the one Medical Examiner Investigator is under filling a position in Reimbursement handling collections and will be transferred in March to another position that will be made available following a retirement. The one Family Grief Counselor was offered a posit ion in Community Corrections and chose not to accept. Oakland County is also pursuing Macomb and St. Clair counties to provide them with toxicology services, which would result in an additional 400 cases and discussion to provide Genesee County with this same service is ongoing. Potter moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote . 15. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – FY 2007/2008 MDCH LOCAL HEALTH DEPARTMENT SUBSTANCE ABUSE AGREEMENT – GRANT ACCEPTANCE The Health Division is requesting authorization to accept FY 2008 Michigan Department of Community Health Substance Abuse Grant funds of $4,742,245. Funds will be used to subcontract with agencies t o prevent and reduce the incidence of drug and alcohol abuse and dependency. Subcontractors will be selected through the County’s competitive bidding process. Budget amendments will be made as outlined in the Fiscal Note. Zack moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Zack absent. 16. MR #07271 – HUMAN RESOURCES DEPARTMENT – SOCIAL SECURITY INCOME TAX ALTERNATIVE FOR PART -TIME NON-ELIGIBLE EMPLOYEES Human Resources is requesting authorization to implement a Defined Contribution (DC) Plan for part-time non-eligible (PTNE) employees in lieu of paying into Social Security. This action is authorized under the Omnibus Budget Reconciliation Act of 1990 and IRS section 31 21(b)(7)(F). The County will contribute 1.3% of PTNE employee earnings into the DC plan in lieu of paying 6.2% in S ocial Security Taxes and PTNE employees will contribute 6.2% into the DC plan in lieu of paying this amount in Social Security Taxes. The employee will immediately be 100% vested in both the employer and employee contributions into the plan and the employee will not be able to access the money until they are separated from County employment. The cost of Information Technology programming thi s change will be offset from savings as a result of plan implementation. This change will apply to all current and future PTNE employees effective with adoption of this resolution or as soon thereafter as administratively possible. A yearly savings of $649,250 is anticipated. Mr. Williams explained that the County has a 218 agreement through the State that allows for part-time employees to leave social security and go into this type of plan. He indicated that Information Technology costs to develop and implement the program should be minimal. Greimel moved to report to amend the resolution as follows: NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners establish a Defined Contribution plan for part -time non-eligible employees who choose to participate in it in lieu of paying into Social Security. BE IT FURTHER RESOLVED that for those employees who choose to participate, Oakland County will contribute 1.3% of part -time non-eligible employee’s FINANCE COMMITTEE Page 7 December 6, 2007 earnings into a defined contribution plan in lieu of paying 6.2% in Social Security Taxes. BE IT FURTHER RESOLVED that those part-time non -eligible employees who choose to participate contribute 6.2% into a defined contribution plan in lieu of paying 6.2% in Social Security Taxes. BE IT FURTHER RESOLVED that the employee s who choose to participate will immediately be 100% vested in both the employer and employee contributions into the plan. BE IT FURTHER RESOLVED the employees who choose to participate cannot access the money invested in the plan until they are separated from County employment. BE IT FURTHER RESOLVED that the cost of Information Technology programming this change be offset from the savings from the implementation of this plan. BE IT FURTHER RESOLVED that this change will ap ply to all current and future part-time non-eligible employees who choose to participate effective with the adoption of this resolution or as soon thereafter as administratively feasible. Chairperson, on behalf of the Personnel Committee, I move the adopti on of the foregoing resolution. Supported by Woodward. Roll Call: Ayes: Zack, Coulter, Woodward, Greimel Nays: Crawford, Middleton, Long, Potter, Kowall, Rogers Motion failed. Douglas moved approval of the attached suggested Fiscal Note. Supported b y Potter. Roll Call: Ayes: Crawford, Middleton, Long, Potter, Kowall, Rogers Nays: Zack, Coulter, Woodward, Greimel Motion passed. 17. MR #07270 – HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN 4 TH QUARTERLY REPORT FOR FY 2007 In accordance wi th Salary Administration Plan, Human Resources has reviewed 8 classes/16 positions and is recommending that 6 classes/13 positions be upgraded and 2 classes/3 positions remain the same. Salary adjustment information is detailed in the resolution. Budget amendments will be made as outlined in the Fiscal Note. Commissioner Crawford asked why these salary adjustments were not included with the hiring freeze. Ms. Pardee explained that salary studies and merit promotions are mandated within the merit system rules. Ms. Scarlet indicated that any other type of promotion would need to be reviewed for approval. Mr. Poisson advised that even though participation in the hiring freeze by the elected officials’ was voluntary; they had all agreed to cooperate. If a problem arises, it would be brought to the Board of Commissioners for review. Middleton moved approval of the attached suggested Fiscal Note. Supported by Rogers. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 8 December 6, 2007 18. MR #07269 – DEPARTMENT OF INFORMATION TECHNOLOGY – FOURTH QUARTER 2007 DEVELOPMENT APPROPRIATION TRANSFER Information Technology (IT) is requesting authorization to appropriate and charge 2007 Fourth Quarter Development costs totaling $1,237,691.75 to benefiting departments as follows: imaging charges of $17,015.36 for General Fund/General Purpose departments; direct charges of $216,323.80 to Special Revenue and Proprietary Fund departments, non-governmental imaging development charges of $536.80 and non-county agencies charges of $1,748.0 0. The respective FY 2007 departmental budgets will be amended as detailed in the attachment to the Fiscal Note. Ms. McKenna reported that IT had sized implementation of the Social Security Tax Alternative project for the IT portion and it came in at 200 hours. The total cost will include IT hours plus vendor costs, once a vendor is selected through the bid process. Middleton moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 19. DEPARTMENT OF MANAGEMENT AND BUDGET – 2007 APPORTIONMENT OF LOCAL TAX RATES Management and Budget is requesting authorization to revise previously adopted 2007 apportionment rates to allow for additional millages voted up through December 7, 2007, for sc hools and, if adopted, up to and including November 6, 2007, other voted millages for taxing jurisdictions. The Apportionment Report for 2007 will be revised for Southfield Public Schools and the Township of Royal Oak as indicated within the resolution. A revised copy of the 2007 Apportionment of Local Tax Rates document will be provided to all commissioners. Zack moved approval of the attached suggested Resolution. Supported by Douglas. Motion carried unanimously on a roll call vote. 20. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2007 YEAR END REPORT AND BUDGET AMENDMENTS Management and Budget is requesting that the Board of Commissioners accept the report of operations for Fiscal year 2007 and the results of operations by line item after in clusion of expenditures, accruals, encumbrances, appropriations carried forward, transfers, adjustments and closing entries; authorize amendment of certain line items in the FY 2008 budget to include $608,202.73 in outstanding purchase orders as detailed in the schedules and authorize certain adjustments in the fund balance as outlined in the resolution. Mr. Soave explained that the General Fund/General Purpose year -end balance is a result of generating $8.2 million less in revenue and expending $12.2 mill ion less than budgeted for a total favorability of $4 million, reflecting basically no new real growth in activities. As has been required for the last 15 years, deficit elimination plans for six funds are being reported to the Michigan Department of Treasury. Mr. Soave explained that the majority of the deficit amounts are minor, resulting from timing issues having to do with collection of special assessments, reimbursements and repayment of advances. The Drain Equipment Fund deficit balance is a result of efforts over the past several years to replace Drain Equipment owned vehicles with leased vehicles from the County’s Motor Pool and will be corrected with rate adjustments. Commissioner Woodward asked for a list of Quality of Life initiatives to be paid for by this FY 2008 Designation. FINANCE COMMITTEE Page 9 December 6, 2007 Commissioner Middleton asked what the designation was for the “China Documentary.” Mr. Soave explained that this would be a business recruitment tool for use in China. Coulter moved approval of the attached sugge sted Resolution. Supported by Rogers. Motion carried unanimously on a roll call vote with Woodward absent . COMMUNICATIONS A. Department of Management & Budget / Purchasing Division – Contract Exception Report for the Month of November, 2007 B. Sheriff’s Office – CY 2008 Marine Safety Grant Application C. Clerk/Register of Deeds – 2008 Remonumentation Grant Application Kowall moved to receive and file the communications. Supported by Coulter. Motion carried on a voice vote. 21. BUDGET STATUS UPDATE Mr. Soave explained that with the change the State implemented in collection of taxes several years ago, the County is levying taxes in arrears. Projection of property tax collection is based on value that will not be set until the end of this month, equalize d in April, 2008 and collected at the end of 2008. The County is running on last year’s cash right now and it is likely that the Treasurer will have to issue revenue anticipation notes. Handouts were distributed regarding on-going budget issues, identifying projected shortfalls, potential sources to offset those shortfalls, issues still needing to be resolved and estimated budget tasks for elected officials. VICE CHAIR KOWALL ASSUMED THE CHAIR’S SEAT AT 12:15 P.M. Mr. Daddow reported on the investment portfolio and bonding difficulties being experienced by the State of Florida, Miami Dade County, the Miami Dade School District, and Chicago resulting from investments in mortgage backed securities and the insolvency of the municipal insurance industry. OTHER BUSINESS / ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 12:35 p.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coord inator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.