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HomeMy WebLinkAboutMinutes - 2008.01.10 - 36239MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson January 10, 2008 Chairperson Rogers called the meeting of the Finance Committee to order at 9:00 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 AVIATION Karl Randall, Manager CENTRAL SERVICES J. David VanderVeen, Director DRAIN COMMISSIONER John McCulloch, Dra in Commissioner Kevin Larsen, Deputy Drain Commissioner Sherri Gee, Chief Tim Prince, Chief Engineer EXECUTIVE OFFICE Robert Daddow, Deputy Executive FACILITIES MANAGEMENT Mike Hughson, Property Specialist FISCAL SERVICES Lynn Sonkiss, Chief LaVerne Smith, Supervisor Linda Pearson, Analyst Prentiss Malone, Analyst Leo Lease, Analyst Nancy Falardeau, Analyst Joe Matkosky, Analyst HUMAN RESOURCES Nancy Scarlet, Director INFORMATION TECHNOLOGY Scott Oppmann, Manager Rochelle Meacham, Project Manager Dawn Siegel, Supervisor MANAGEMENT AND BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director SHERIFF Michael McCabe, Undersheriff SUPPORT SERVICES Todd Birkle, Manager OAKLAND COUNTY SHERIFF’S ASSOC. Deb Percival, Government Relations BOARD OF COMMISSIONERS Larry Doyle, Administrative Director Harvey Wedell, Sr. Analyst 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 January 10, 2008 Sheryl Mitchell, Sr. Analyst Julia Ruffin, BOC LIaison Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of December 6, 2007, as printed. Supported by Long. Motion carried on a voice vote. PUBLIC COMMENT None. 5. FY 2008 C ONTINGENCY REPORT The FY 2008 balance $196,729 will remain unchanged. Douglas moved to receive and file the Contingency Report of January 3, 2008 . Supported by Kowall. Motion carried on a voice vote. REGULAR AGENDA 6. TREASURER’S OFFICE – AUTHORIZATION TO BORROW AGAINST DELI NQUENT 2007 TAXES Pursuant to P.A. 206 of 1893, as amended, the Treasurer's Office is requesting annual authorization to establish a 2008 Revolving Fund for deposit of delinquent 2007 property taxes, to issue notes and to borrow against those funds as detailed in the attached resolution. Zack moved approval of the attached suggested Resolution. Supported by Douglas. Motion carried unanimously on a roll call vote with Greimel absent. 7. TREASURER’S OFFICE – AUTHORIZATION FOR ADMINISTRATIVE FUND DELINQUENT 2007 TAXES The resolution would authorize the Treasurer, pursuant to Act 206 of 1893, as amended, to establish an Administrative Fund to administer delinquent 2007 taxes. Crawford moved approval of the attached suggested Resolution. Supported by Douglas Motion carried unanimously on a roll call vote with Greimel absent. 8. TREASURER’S OFFICE – BOARD OF COMMISSIONERS APPROVAL TO WAIVE INTEREST AND FEES FOR CERTAIN QUALIFYING TAXPAYERS THROUGH APRIL 30, 2007 The resolution would authorize the County Treasurer to waive late penalty charges through April 30, 2008, for homestead property taxes of eligible persons (senior citizens, disabled, etc), if the person makes a claim before February 15, 2008, for a property credit as allowed for by Act No . 281 of 1967. This action will have FINANCE COMMITTEE Page 3 January 10, 2008 no measurable impact on General Fund revenues. Douglas moved approval of the attached suggested Resolution. Supported by Middleton. Motion carried unanimously on a roll call vote with Greimel absent. 9. TREASURER'S OFFICE - AUTHORIZED DEPOSITORIES FOR PUBLIC FUNDS The resolution designates the identified list of financial institutions as authorized depositories for public monies held by the County Treasurer. Succeeding banks resulting from mergers, acquisitions, or resulting from a name change from that list will also be deemed as authorized, as well as any new financial institution formed in the County provided that the County Treasurer limits deposits to FDIC insurance levels. Commissioners Moss and Palmer bot h noted that they hold shares in several of these financial institutions. Douglas moved approval of the attached suggested Resolution. Supported by Kowall. Motion carried unanimously on a roll call vote with Greimel absent . 10. SHERIFF’S OFFICE – FISCAL YEAR 2008 OFF -ROAD VEHICLE (ORV) SAFETY EDUCATION PROGRAM REIMBURSEMENT GRANT ACCEPTANCE The Sheriff is requesting authorization to accept a $19,000 Michigan Department of Natural Resources (DNR) grant for Off-Road Vehicle Safety Education for FY 2008. No county funds are required. Budget amendments are outlined in the Fiscal Note. Undersheriff McCabe advised commissioner to let him know if there was no class being held in their communities and they would like one scheduled. Crawford moved approval of the attached suggested Fiscal Note . Supported by Douglas. Motion carried unanimously on a roll call vote with Greimel absent . 11. MR #007293 – DRAIN COMMISSIONER – COLLABORATIVE ASSET MANAGEMENT SYSTEM (CAMS) PROJECT The Drain Commissioner, in conjunction with Information Technology, is requesting authorization to develop a Collaborative Asset Management System (CAMS) consisting of a centrally -hosted maintenance management and customer request management and permitting system. The system would also be utilized by the Road Commission for Oakland County and the County’s local units through their public works departments. This system would provide standardized countywide asset management of infrastructure (water, sewer, storm and roads). The County w ould incur a capital investment of $6.6 million with the participating agencies and units paying for maintenance and operations based on a percentage of population. A Return on Investment analysis anticipates savings to county constituents approaching $15 million to over a six-year period. Budget amendments will be made as outlined in the Fiscal Note. A presentation was provided by Mr. Oppmann and Mr. Larsen. Mr. Oppmann explained that grant funding previously received by the Drain Commissioner to develop cooperative initiatives and that this proposal was developed as a result of that effort. The 2001 SEMCOG Study on sewer infrastructure needs was used in part to develop this proposal, which indicates that of $14 billion that will be needed to maintain and improve regional sewage systems, $2.8 billion or 22% of that represents Oakland County. This initiative would FINANCE COMMITTEE Page 4 January 10, 2008 establish a consistent data base for the entire County to handle maintenance in a proactive manner to avoid major occurrences, develop mutual aid, maximize expertise and reduce costs. The ROI is based only on sewer and water infrastructure and does not include storm drains, roads, etc. As these components are added, additional cost savings should result. Mr. Oppmann explained that this pro gram is being designed as a web -based system so that the local units will only need to have a computer and access to the Internet. This type of system is used by Waterford, Grand Rapids and other communities around the country. Funds will be placed into Special Project Fund and IT will develop a detailed project plan using the estimates presented today. The ROI reflects $250,000 for software costs assuming that those who have written letters of support participate. The software contract will be written to escalate; so if only the Road Commission and several communities participate, the cost will be lower at the front and as local units are added incremental cost will be pushed out up to $250,000 and locked in. The vendor contract will also be performanc e based. Mr. McCulloch explained that the Detroit Water and Sewer rates are escalating dramatically and that this project will allow Oakland County to get its hands around the issue of maintaining miles of infrastructure for systems that were built with 4 0-60 year life spans, some of which are now approaching 100 years old , which trying to reduce system costs. He noted that Parks and Recreation has also expressed an interest in participating. Middleton moved approval of the attached suggested Fiscal Not e. Supported by Crawford Motion carried on a roll call vote with Coulter, Woodward and Zack voting no and Greimel absent. 12 DEPARTMENT OF CENTRAL SERVICES – DEPARTMENT OWNED VEHICLES – FLEET EXPANSION OF ONE (1) VEHICLE FOR DRAIN COMMISSIONER AND UP GRADE OF EXISTING VEHICLE-OEPRATIONS AND MAINTENANCE DIVISION The Department of Central Services is requesting authorization to add one vehicle to the County fleet f or use by the Drain Commissioner. The request consists of a CCTV Truck equipped with CCTV camera and CCTV computer system and will be used to televise underground sewer and drain facilities. The vehicle will be department owned and assigned to the Operations and Maintenance Division. Funding of $188,000 is required to purchase the vehicle an d 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 Reserve and Sewer System Enterprise Funds. Budget amendments wi ll be made as outlined in the Fiscal Note. A copy of the cost analysis requested by Commissioner Zack at the previous meeting was provided. Middleton moved approval of the attached suggested Fiscal Note . Supported by Douglas. Motion carried unanimously on a roll call vote with Greimel absent. 13. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – GRANT PROGRAM ACCEPTANCE – DESIGN OF NEW TERMINAL BUILDING Central Services is requesting authorization to accept a grant contract f rom the Michigan Department of Transportation for State funds of $201,500. The required local match of $201,500 is available in the Airport Fund. These dollars will be used to design a new terminal building to replace the existing terminal building, which is not more than 50 years old. FINANCE COMMITTEE Page 5 January 10, 2008 Mr. VanderVeen explained that the existing terminal was built in the 1950s, i s much larger than is necessary and contains single pane glass and asbestos. The State has indicated that the design component must be completed before any money can be secured from them for building. Middleton moved approval of the attached suggested Fiscal Note . Supported by Crawford. Motion carried unanimously on a roll call vote with Greimel absent. 14. DEPARTMENT OF CENTRAL SERVICES – OAKLAND/SOUTHWEST AIRPORT – GRANT PROGRAM ACCEPTANCE – PERFORMANCE OF AN ENVIRONMENTAL ASSESSMENT Central Services is requesting authorization to accept a grant contract from the Michigan Department of Transportation for Federal funds of $64,000 and S tate funds of $14,000. The required local match of $2,000 is available in the Airport Fund. These dollars will be used to perform an environmental assessment. Crawford moved approval of the attached suggested Fiscal Note . Supported by Kowall. Motion carried unanimously on a roll call vote with Greimel absent. 15. MR #07291 – OAKLAND COUNTY PARKS AND RECREATION COMMISSION – APPROVAL AND ACCEPTANCE OF PURCHASE AG REEMENT FOR THE ACQUISITION OF APPROXIMATELY 17.29 ACRES OF LAND IN THE TOWNSHIP OF ROSE FOR EXPANSION OF ROSE OAKS COUNTY PARK The Parks and Recreation Commission (PRC) is requesting approval to proceed with a purchasing agreement for 17.29 acres of land from the Holly Area School District, at a cost of $185,000, to expand the Rose Oaks County Park. The PRC voted to support this action at its November 7, 2007 meeting. The process to appraise, negotiate and purchase this property was previously authorized by the Planning and Building Committee, with terms and conditions negotiated by Facili ties Management, PRC, and the County’s Corporation Counsel. Purchase of the property is contingent upon receipt of a negative Environmental Assessment Report. Funds are available in the PRC’s Land Acquisition Fund. Mr. Stencil reported that there is cur rently about $7 million in the PRC Land Acquisition Fund, with the majority being committed to grant obligations, including the Upper Bushman Lake property and a 100 -acre acquisition for Addison Oaks. The Fund is replenished annually. Long moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Greimel absent . 16. PARKS AND RECREATION COMMISSION – APPROVAL AND ACCEPTANCE OF MICHIGAN DEPARTMENT OF NATURAL RESOURCES TRUST FUND LAND ACQUISITION GRANT PROJ ECT AGREEMENT NO. TF06 -199 UPPER BUSHMAN LAKE ACQUISITION The Parks and Recreation Commission (PRC) is requesting authorization to accept a $1.9 million Michigan Department of Natural Resources Land Trust Fund Grant to provide parti al funding for acquisition of approximately 188 -acres of land in Independence Township. The necessary local match of $2.6 million is available in the PRC Land Acquisition Fund. The PRC voted to support acceptance of this grant on November 7, 2007. This property is located on Upper Bushman Lake. FINANCE COMMITTEE Page 6 January 10, 2008 Mr. Stencil explained that this property includes a 31 -acre lake, significant Michigan Natural Features Inventory Priority 1 features and four structures, including three residences. Motorized electric powered boats, not gas, will be allowed on the lake. There is also a major power corridor across the property that could be utilized as part of the County’s Trail System. Woodward moved approval of the attached suggested Fiscal Note . Supported by Middleton. Motion carried unanimously on a roll call vote with Greimel absent. 17. COUNTY EXECUTIVE – EMERGENCY RESPONSE AND PREPAREDNESS – HAZARDOUS MATERIALS EMERGENCY PLANNING 2007 -2008 GRANT AGREEMENT Emergency Response and Preparedness is requesting acceptance of a Federal Hazardous Materials Emergency Preparedness grant for $8,800, to be used by the County’s Local Emergency Planning Committee for enhancing hazardous material response planning. Funds will be received upon submittal of the plans as a work produ ct. Costs associated with this p rogram are already budgeted for, including a required in-kind grant match of $1,760. Crawford moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Greimel absent. 18. DEPARTMENT OF MANAGEMENT AND BUDGET – “GO KIT” ACQUISITION IN SUPPORT OF BUSINESS CONTINUITY Management and Budget is requesting authorization to appropriate designated fund balance of $23,514 to purchase “Go Kits” supplies to be distributed to each Division and facility under the County’s Business Continuity of Operations and Recovery Planning (BCORP) Program. These kits will consist of emergency supplies including radios, flashlights, batteries, blankets, first aid kits. Funds wil l come from Fund Balance previously designated for this purpose and budget amendments will be made as noted. Mr. Holdsworth explained that these kits are modeled after what the Health Division put together. They are estimating the purchase of 100 kits. There will be room in the kits to place critical documents to move offsite. Kowall moved approval of the attached suggested Fiscal Note. Supported by Potter. Motion carried unanimously on a roll call vote with Greimel absent . COMMUNICATIONS A. Department of Management & Budget / Purchasing Division – Contract Exception Report for the Month of November and December, 2007 B. 1. Drain Commissioner – Special Assessment Roll for the Maintenance of the Acacia Park Retention and Treatment Basin 2. Drain Commissioner – Special Assessment Roll for the Maintenance of the Birmingham Retention and Treatment Basin 3. Drain Commissioner – Special Assessment Roll for the Maintenance of the Bloomfield Village Retention and Treatment Basin FINANCE COMMITTEE Page 7 January 10, 2008 C. Department of Information Technology – CLEMIS Funds – Financial Statements and Schedules for the Year Ended September 30, 2007 D. Department of Information Technology – Radio Project – Financial Status / Issues Based on September 30, 2007 E. Department of Economic Development an d Community Affairs – Quality of Life Initiatives Woodward moved to receive and file the communications. Supported by Long. Motion carried on a voice vote. OTHER BUSINESS / ADJOURNMENT Ms. Van Pelt explained that she and Mr. Daddow would be attending the State’s Revenue Estimating Conference tomorrow and would report back to the Committee with preliminary findings, an update on the County’s budget challenges, and budget tasks for the next two years. There being no other business to come before the com mittee, the meeting was adjourned at 10:30 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.