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HomeMy WebLinkAboutMinutes - 2008.10.30 - 36311MIKE ROGERS Chairperson EILEEN KOWALL Vice Chairperson HELAINE ZACK Minority Vice Chairperson October 30, 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, Eileen Kowall, Helaine Zack, Sue Ann Douglas , Hugh Crawford, Tom Middleton, Christine Long , Jeff Potter, David Coulter, Tim Greimel, David Woodward COMMITTEE MEMBERS ABSENT None. OTHERS PRESENT CIRCUIT COURT Pamela Davis, Manager CLERK/REGISTER OF DEEDS Connie Spak, Deputy EMERGENCY RESPONSE AND Gail Novak, Chief PREPAREDNESS Tracey McGee, Coordinator Brandon Lewis, Solution Area Planner EXECUTIVE OFFICE Phil Bertolini, Deputy FACILITIES MANAGEMENT Bob Larkin, Manager FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Holly Conforti, Supervisor LaVerne Smith, Supervisor Jeff Phelps, Supervisor Wayne Keller, Analyst Linda Pearson, Analyst Prentiss Malone, Analyst Monica Tinsley, Analyst Nancy Falardeau, Analyst Bob Riegal, Analyst FRIEND OF THE COURT Susan Hollyer, Friend of the Court HUMAN RESOURCES Karen Jones, Labor Relations Jordie Kramer, Analyst INFORMATION TECHNOLOGY Ed Poisson, Director MANAGEMENT & BUDGET Art Holdsworth, Deputy Director PARKS AND RECREAT ION Dan Stencil, Executive Officer PLANNING & ECONOMIC DEVELOPMENT Dan Hunter, Manager SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 N. TELEGRAPH ROAD, PONTIAC, MI 48341-0475 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 30, 2008 OTHERS PRESENT CONTINUED BOARD OF COMMISSIONERS Harvey Wedell, BOC Sr. Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the minutes of October 16 , 2008 as printed. Supported by Middleton. Motion carried on a voice vote. PUBLIC COMMENT None. 5. FY 2008 C ONTINGENCY REPORT The FY 2009 Contingency Fund balance of $169,929 will be reduced by $11,588 to $158,341 with adoption of Item #9. Greimel moved to receive and file the Contingency Report dated October 23, 2008. Supported by Crawford. Motion carried on a voice vote. REGULAR AGENDA 6. MR #08228 – COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT TO UTILIZE THE SERVICES OF THE OAKLAND COUNTY BOARD OF CANVASSERS BY THE CHARTER TOWNSHIP OF INDEPENDENCE The Elections Division is requesting au thorization to enter into an agreement with the Charter Township of Independence Township to provide the services of the Oakland County Board of Canvassers to the Township for a five year period for 16 precincts at a $25 per precinct fee. The agreement is expected to generate an estimated $400. Budget amendments will be made as outlined in the Fiscal Note. Crawford moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Kowall, Douglas, Long, Potter and Woodward absent. 7. MR #08230 – HUMAN RESOURCES – FISCAL YEAR 2009 COLLECTIVE BARGAINING AGREEMENT EXTENSION FOR EMPLOYEES REPRESENTED BY AFSCME COUNCIL 25 Human Resources has negotiated a n extension of the current collective ba rgaining agreement with the American Federation of State, County and Municipal Employees (AFSCME) representing employees of the Board of Commissioners and is requesting authorization to enter into the agreement for FY 2009. The agreement includes a 1% sal ary increase for FY 2009 and an increase in bi -weekly health care contributions as previously adopted per MR #07216. The 1% increase has been included in the FY 2009/2010 Adopted Budget. FINANCE COMMITTEE Page 3 October 30, 2008 Coulter moved approval of the attached suggested Report to amend the resolution by striking “five” and inserting “four in the first WHEREAS paragraph. Supported by Middleton. Motion carried unanimously on a roll call vote with Kowall, Douglas, Potter and Woodward absent. Coulter moved approval of the attached suggeste d Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Kowall, Douglas, Potter and Woodward absent. 8. MR #08229 – HUMAN RESOURCES DEPARTMENT – FISCAL YEAR 2009 COLLECTIVE BARGAINING AGREEMENT FOR EMPLOYEES REPRESEN TED BY THE OAKLAND COUNTY PROSECUTOR’S INVESTIGATORS ASSOCIATION Human Resources has negotiated an extension of the current collective bargaining agreement with the Oakland County Prosecutor’s Investigators’ Association, representing six employees of the Prosecuting Attorney’s Office and is requesting authorization to enter into the agreement for FY 2009. The agreement includes a 1% salary increase for FY 2009 and an increase in bi -weekly health care contributions as previously adopted per MR #07216. The 1% increase has been included in the FY 2009/2010 Adopted Budget. Greimel moved approval of the attached suggested Report to amend the resolution by striking “seven” and inserting “six” in the first WHEREAS paragraph . Supported by Coulter. Motion carried unanimously on a roll call vote with Woodward absent. Greimel moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Woodward absent. 9. (MR #08XXX) – SHERIFF’S OFFICE – GRANT YEAR 2008 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM (SCAAP) REIMBURSEMENT GRANT ACCEPTANCE The Sheriff is requesting aut horization to accept a U.S. Department of Justice, Bureau of Justice Assistance reimbursement grant of $70,412 for its State Criminal Alien Assistance Program for the July 1, 2006 through June 30, 2007 Grant Year. This is a 16% decrease from what was anticipated and budgeted for; therefore, the Corrective Services revenue budget will be decreased by $11,588 with b udget amendments made as outlined in the Fiscal Note. Middleton moved approval of the attached suggested Report to amend the resolution in the first NOW THEREFORE BE IT RESOLVED paragraph by inserting “electronic submission” after the word “approves.” Supported by Coulter. Motion carried unanimously on a roll call vote with Woodward absent. Middleton moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Woodward absent . FINANCE COMMITTEE Page 4 October 30, 2008 10. OAKLAND COUNTY SHERIFF’S OFFICE – PALM SCAN ELECTRONIC CAPTURE DEVICE GRANT ACCEPTANCE – COPS II The Sheriff is requesting authorization to accept Technology Program grant funding of $648,163 from the U.S. Department of Justice – Office of Community Oriented Policing Se rvices for the period December 26, 2007 through December 25, 2010. Funds will cover 100% of equipment purchases, software and contractual services to replace obsolete Live Scan fingerprint capture units with Palm Scan electronic capture devices for CLEMIS and other participating law enforcement agencies. Budget amendments will be made as outlined in the Fiscal Note. Zack moved approval of the attached suggested report to amend the resolution by striking from the second WHEREAS paragraph the second stat ement “from the U.S. Department of Justice” and by striking from the third WHEREAS paragraph the word “application .” Supported by Douglas. Motion carried unanimously on a roll call vote. Greimel moved approval of the attached suggested Fiscal Note. Sup ported by Middleton. Motion carried unanimously on a roll call vote . 11. OAKLAND COUNTY SHERIFF’S OFFICE – PALM SCAN ELECTRONIC CAPTURE DEVICE GRANT ACCEPTANCE – COPS I The Sheriff is requesting authorization to accept Technology Program grant fundin g of $222,134 from the U.S. Department of Justice – Office of Community Oriented Policing Services for the period December 26, 2007 through December 25, 2010. Funds will cover 100% of equipment purchases, software and contractual services to replace obsol ete Live Scan fingerprint capture units with Palm Scan electronic capture devices for CLEMIS and other participating law enforcement agencies. Budget amendments will be made as outlined in the Fiscal Note. Crawford moved approval of the attached suggeste d report to amend the resolution by striking from the second WHEREAS paragraph the second statement “from the U.S. Department of Justice” and by striking from the third WHEREAS paragraph the word “application .” Supported by Greimel. Motion carried unanimously on a roll call vote. Greimel moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 12. CIRCUIT COURT/FRIEND OF THE COURT – 2009 ACCESS AND VISITATION GRANT ACCEPTANCE The Friend of the Court (FOC) is requesting authorization to accept a $24,621 Federal Access and Visitation Grant from the State Court Administrative Office for FY 2009. Funds are for services to be performed in conjunction with agencies that facilitate parenting time (visitation for certain cases determined by the court and the FOC will contract with HAVEN to provide this service. The FY 2009 Adopted Budget of $24,000 will be amended to accept an additional $621 as outlined in the Fiscal Note. Douglas moved approval of the attached suggested Fiscal Note. Supported by Coulter. Motion carried unan imously on a roll call vote . FINANCE COMMITTEE Page 5 October 30, 2008 13. PARKS AND RECREATION DEPARTMENT REORGANIZATION Parks and Recreation is requesting authorization to reorganize its operations to increase park and program planning, create fiscal efficiencies and increase busine ss development. This effort will include the deletion of 109 positions, the creation of 31 positions, reclassification of 28 positions and the transfer of 43 positions within the department as detailed in the attachment to the resolution. The overall reorganization will generate savings of $19,325 for FY 2009 and $17,988 for FY 2010 . These amounts will remain within the Parks Budget in the event of unforeseeable demand for se rvices. Budget amendments will be made as outlined in the Fiscal Note. Copies of the structural reorganization chart for Parks and Recreation were distributed. Mr. Stencil indicated that over the past 5 -6 years, Parks attendance has been relatively fla t and the system has become more dependent on its millage for operations . To address this issue, a strategic planning process was performed with the resulting proposed reorganization . Parks staff will be realigned based on functions. Job descriptions an d salary grades have been developed with assistance from th e County’s Human Resources Department. Included in the proposal is the creation of p ositions to pursue grants, donations and partnership opportunities and a districting structure to pool resources and share staff. Grounds staff will be allocated on a seasonal basis to improve productivity and the Lyon Oaks Golf Pro will be allocated to the entire park system and will be responsible for all golf tournaments and events. A 3 year, $5 million Information Technology master plan has been established to provide connectivity for all the park sites and software will ultimately be developed to capture data to assist in decision making. Preliminary goals include adding programs to increase park attendanc e and development of an overall golf course master plan to include teaching facilities. Chairperson Rogers asked if th ere had been discussion between Parks and the County’s Facilities Department to see if any functions could be shared to avoid redundancies. Mr. Bertolini indicated that discussion with Parks began with the technology piece during the strategic planning process and that the County will continue to have conversations with Parks going forward. Long moved approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Greimel absent. 14. FACILITIES MANAGEMENT – AUTHORZIATION TO PROCEED AND AWARD OF CONTRACT FOR 208 ELEVATOR MODERNIZATION PROJECT Facilities Management is requesting a uthorization to proceed with the 2008 elevator modernization project, including an award of contract to the lowest responsible bidder, Kone, Inc. of Livonia, Michigan in the amount of $496,000. The total project cost of $559,350 includes the $496,000 awar d of contract, inspection costs of $7,500, FM&O costs of $5,000 and Project Contingency of $50,850. The Board of Commissioners previously approved funding for proposed elevator upgrades of $70,000 for the Golden Oaks Facility, $50,000 for the Law Enforcem ent Complex and $60,000 for the Courthouse – currently with a remaining balance of $36,513.55, totaling $153,513.55. This remaining balance would be transferred and consolidated into this project. Project balance funding of $402,836.45 is available for transfer from the Facilities Maintenance & Operations Fund Equity to the Project Work Order Fund. Budget amendments will be made as outlined in the resolution. Coulter moved approval of the attached suggested Fiscal Note. Supported by Rogers. Motion carried unanimously on a roll call vote with Greimel and Crawford absent. FINANCE COMMITTEE Page 6 October 30, 2008 15. MR #08232 – COUNTY EXECUTIVE, EMERGENCY RESPONSE AND PREPAREDNESS – OUTDOOR WARNING SYSTEM EXPANSION – TOWNSHIP OF ADDISON, OAKLAND, ORION AND OXFORD Emergency Response and Prep aredness (ERP) is requesting authorization to enter into a purchase agreement with the Townships of Addison, Oakland, Orion and Oxford for the purchase of one warning sired to become part of the County’s centrally activated tornado warning system. Of the total $23,000 siren cost, 75% or $17,250 will be paid for by the Townships and 25% or $5,750 will be paid by the County, who will also retain ownership and responsibility for maintenance and electrical costs. Funds for the County’s share are available in the FY 2009 ERP budget. Middleton moved approval of the attached suggested Fiscal Note. Supported by Coulter. Motion carried unanimously on a roll call vote with Greimel and Crawford absent. 16. COUNTY EXECUTIVE – EMERGENCY RESPONSE AND PREPAREDNESS – ACCEPTANCE FOR 2006 STATE HOMELAND SECURITY GRANT PROGRAM – AMENDMENT 1 Emergency Response and Preparedness (ERP) is requesting authorization to reduce previously awarded U.S. Department of Homeland Security funding, released to the State of Michigan for the 2006 Homeland Security Program, from $18,557,393 to $16,547,369, to rel ieve Oakland County of its fiduciary responsibilities to the City of Detroit. The City of Detroit has entered into an agreement with the Michigan State Police, Emergency Managemen t Division, to administer all funds allocated to them b y the Region 2, Homeland Security Board. The grant period is July 1, 2006 through June 30, 2009. No budget amendments are necessary. Middleton moved approval of the attached suggested Resolution. S upported by Potter. Motion carried unanimously on a roll call vote with Greimel absent . 17. COUNTY EXECUTIVE – EMERGENCY RESPONSE AND PREPAREDNESS – ACCEPTANCE FOR 2007 STATE HOMELAND SECURITY GRANT PROGRAM – REGIONAL FIDUCIARY Emergency Response and P reparedness (ERP) is requesting authorization to accept from the U.S. Department of Homeland Security, through the Federal Emergency Management Agency for the State Homeland Security Grant Program, Region 2 , in the State, funding of $1,800,817. Region 2 includes but is not limited to the City of Detroit and Macomb, Monroe, Oakland, St. Clair, Washtenaw and Wayne counties . Funding is provided to build capabilities for preventing, responding to and recovering from acts of domestic and foreign terrorism to address National Priorities and Target Capabilities as they relate to terrorism and to support the implementation of the N ational Preparedness Goal, National Incident Management System and National Response Framework. The grant period is October 1, 2008 through March 31, 2010. Oakland County has been appointed by the Region 2 Planning Board as Fiduciary and Subgrantee for the 2007 State Homeland Security Grant and as such has been allocated $244,019 of the total award for management and administrative expen ses that will continue one full time non -eligible Buyer II position in the Purchasing Division and one full -time eligible special revenue ERP/UASI Regional SAP position originally created per MR #06246 (Homeland Security Grant) but has since expired. Budg et amendments will be made as outlined in the Fiscal Note. Crawford moved approval of the attached suggested report to amend the Resolution in the second paragraph to strike “October 1, 2008” and insert “July 1, 2007 .” Supported by Douglas. Motion carried unanimously on a roll call vote with Greimel absent. FINANCE COMMITTEE Page 7 October 30, 2008 Douglas moved approval of the attached suggested Fiscal Note. Supported by Kowall. Motion carried unanimously on a roll call vote with Greimel absent. 18. COUNTY EXECUTIVE – EMERGENCY RESPONSE AN D PREPAREDNESS – ACCEPTANCE FOR 2007 FEMA STATE HOMELAND SECURITY GRANT PROGRAM – OAKLAND COUNTY Emergency Response and Preparedness (ERP) is requesting authorization to accept from the U.S. Department of Homeland Security, through the Federal Emergency M anagement Agency for the State Homeland Security Grant Program, reimbursement of qualified expenses up to, but not exceed ing, $643,487 for the State Homeland Security Program, $523,180 for the Law Enforcement Terrorism Prevention Program and $1,145,038 for the Urban Area Security Initiative, for a total of $2,311,705. The grant period is July 1, 20008 through March 31, 2010. The grant includes 4 mission areas of homeland security (prevent, protect, respond and recover) and addresses the 8 national priorit ies and 37 target capabilities as they relate to terrorism. It will also support implementation of the National Preparedness Goal, the National Incident Management System and the National Response Framework. Funds will continue two special-revenue full-time eligible ERP Regional SAP positions previously created with the Homeland Security Grant accepted per MR #06246, which has since expired. Budget amendments will be made as outlined in the Fiscal Note. Middleton moved approval of the attached suggest ed Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Greimel absent. 19. COUNTY EXECUTIVE – EMERGENCY RESPONSE AND PREPAREDNESS – ACCEPTANCE FOR 2007 FEMA STATE HOMELAND SECURITY GRANT PROGRAM - MONROE COUNTY Emergency Response and Preparedness (ERP) is requesting authorization to accept from the U.S. Department of Homeland Security, through the Federal Emergency Management Agency for the State Homeland Security Grant Program, for Region 2 in the State, $878,752. R egion 2 includes but is not limited to the City of Detroit and Macomb, Monroe, Oakland, St. Clair, Washtenaw and Wayne Counties. As Fiduciary and Subgrantee for Monroe County, the State of Michigan has awarded Oakland County reimbursement of qualified exp enses up to, but not exceeding, $196,242 for the State Homeland Security Program, $159,553 for the Law Enforcement Terrorism Prevention Program and $522,957 for the Urban Area Security Initiative, for a total of $878,752. The grant period is July 1, 2007 through March 31, 2010. Budget amendments will be made as outlined in the Fiscal Note. Middleton moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Greimel absent. 20. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – 2008/2009SUBSTANCE USE DISORDER GRANT ACCEPTANCE The Health Division is requesting authorization to accept FY 2009 $4,792,578 in Substance Use Disorder (former Substance Abuse) Grant Funds from the Michigan Department of Community Health. Funds will be used to subcontract with agencies to prevent and reduce the incidence of drug and alcohol abuse and dependency. Budget amendments will be made as outlined in the Fiscal Note. Ms. Forzley indicated that additional funding received was a result of last year’s completion of Phase I planning and assessment for targeting underage drinking resulting in traffic crash deaths. Funds will be used to implement Phase II. FINANCE COMMITTEE Page 8 October 30, 2008 Commissioner Middleton asked for the results of the Phase I assessment. Zack moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Greimel absent. 21. DEPARTMENT OF MANAGEMENT AND BUDGET – TRANSFER OF INMATE ACCOUNT DATA FROM THE REIMBURSEMENT UNIT’S LEGACY SYSTEM AND THE JAIL MANAGEMENT INFORMATION SYSTEM TO RDK, INC. Management and Budget is requesting authorization to use $63,928 in Designated Fund Balance for Operational Improvements to fund an Information Technol ogy development project to transfer historical account data and to create a data transfer program and mechanism for day -forward accounts from the Reimbursement Unit’s legacy information system and the Jail Management Information system to RDK, Inc. MR #08164 authorized the County to negotiate and executive a Professional Services Contract with RDK to take over the Reimbursement Unit’s inmate collection services. Budget amendments will be made as outlined in the Fiscal Note. Middleton moved approval of the attached suggested Resolution. Supported by Coulter. Motion carried unanimously on a roll call vote with Kowall and Greimel absent. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division – Contract Exception Report for the Month of October, 2008 B-1: grant 328/ Registration of Classes for Inmate Undersheriff McCabe explained that this is a Boot Camp Aftercare grant that expires October 31, 2008. These exceptions have come before the committee in the past because of t he short time frame for funding the type of classes available for the individual inmate. B. (1) Notice of Public Hearing Re: File #2008 -0515 – Request by Adco investment LLC and Hi-=Tech Mold & Engineering, inc. to Establish an Industrial Development District at 1685 No rthfield R., 2775 Commerce Drive, 1758 Northfield Dr., 1775 Northfield Dr., and 2798 project Dr., Rochester Hills, MI 48309 – Enactment #RES0331-2008 (2) Notice of Public Hearing Re: File #2008 -0516 – Industrial Facilities Exemption Certificate for Hi- Tech Mold and Engineering, inc. – Enactment #RES0332 -2008 C. Notice of Public Hearing RE: Request for an Industrial Facilities Exemption Certificate for Plexus Systems, Inc. for their Facility Located at 4375 Giddings Road, Auburn Hills, MI 48326 D. Notice of Public Hearing RE: Request for an Expansion of an Industrial Facilities Exemption Certificate for ThyssenKrupp System Engineering, inc. for their Facility Located at 1900 Brown Road, Auburn Hills, MI 48326 E. State Tax Commission Order of Revocation for Person al Property Component(s) of Industrial Facilities Exemption Certificate #2005 -111 Issued to Metaldyne Company LLC, Located in Farmington Hills, MI Kowall moved to receive and file Communications A -E. Supported by Crawford. FINANCE COMMITTEE Page 9 October 30, 2008 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 10:05 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.