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HomeMy WebLinkAboutMinutes - 2009.05.14 - 36354TOM MIDDLETON Chairperson MIKE GINGELL Vice Chairperson TIM GREIMEL Minority Vice Chairperson May 14, 2009 Chairperson Middleton 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 Tom Middleton , Tim Greimel, Sue Ann Douglas , Christine Long , Jeff Potter, David Potts, Shelley Taub, Helaine Zack, David Coulter, David Woodward COMMITTEE MEMBERS ABSENT WITH NOTICE: Mike Gingell OTHERS PRESENT COMMUNITY & HOME IMPROVEMENT Kathy Williams, Housing Counselor Brad Hansen, Environ. Program Coordinator Whitney Calio, HPRP Coordinator CORPORATION COUNSEL Judy Cunningham, Corporation Counsel EXECUTIVE OFFICE Robert Daddow, Deputy Executive FACILITIES MANAGEMENT Art Holdsworth, Director Mike Hughson, Property Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Penny Cremer, Chief LaVerne Smith, Supervisor Linda Pearson, Analyst Nancy Falardeau, Analyst Shiela Cox, Parks Capital Improvement Coordinator HEALTH & HUMAN SERVICES George Miller, Director HUMAN RESOURCES Nancy Scarlet, Director Cathy Shallal, Manager David Van de Grift, Analyst LIBRARY SERVICES Laura Mancini, Director PARKS & RECREATION COMMISSION Dan Stencil, Executive Officer Jon Hoyes, Planning Supervisor PLANNING & ECONOMIC DEVELOPMENT Dan Hunter, Manager POLING, MCGAW & POLING Richard Poling, Jr., General Counsel PLANTE & MORAN, PLLC Leslie Pulver William Brickey BOARD OF COMMISSIONERS Lawrence Doyle, Administrative Directo r Harvey Wedell, BOC Sr. Analyst 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 Christine Long Jeff Potter David Potts Shelley Taub Helaine Zack David Coulter David Woodward FINANCE COMMITTEE Page 2 May 14, 2009 Helen Hanger, Sr. Committee Coordinator 3. PLEDGE OF ALLEGIANCE 4. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the minutes of April 23, 2009 and April 30 , 2009, as printed. Supported by Long. Motion carried on a voice vote. 5. AGENDA Long moved approval of the agenda with Item 18 to be taken up following Item 18. Supported by Douglas. Motion carried on a voice vote. 6. PUBLIC COMMENT None. 7. FISCAL YEAR (FY) 2009 CONTINGENCY REPORT The FY 2009 Contingency Fund balance of $198,752 will decrease by $15,000 to $183,752 with approval of Item 9 on today’s agenda. Coulter moved to receive and file the Contingency Report dated May 7, 2009. Supported by Potts. Motion carried on a voice vote. REGULAR AGENDA 8. PLANTE & MORAN – PRESENTATION OF THE INDEPENDENT AUDIT OF THE COUNTY’S FY 2008 FINANCIAL STATEMENTS Messrs. Pulver and Brickey of Plante & Moran indicated that the County has been issued an unqualified opinion and summarized their findings relative to the FY 2008 financial statements for Oakland County consistent with their written report to the Finance Committee dated March 24, 2009 . Mr. Pulver also noted that the County’s Comprehensive Annual Financial Report for FY 2008 also contains an Independent Auditor’s Report from PM also dated March 24, 2009. The Auditor’s report on compliance with federal grant awards is in process and should be completed in several weeks . Mr. Pulver reviewed the responsibilities of both management and the auditors . He indicated that no significant accounting policies and practices were implemented, no significant audit adjustments were identified, there were no disagreements with management and they were not aware of any consultation by the County with other accountants. Mr. Pulver reviewed those I nstances requiring a judgment of accounting estimates of liabilities by management and that the only difficulties encountered during the audit were a delay in receiving certain capital asset schedules and the Schedule of Expenditures of Federal Awards. Mr. Soave explained that these delays were a result of two issues. One is a delay in receiving certain FINANCE COMMITTEE Page 3 May 14, 2009 information from the State. The other issue is work processes that are now being corrected through implementation of better practices, such as doing reconciliation on an ongoing basis rather than a t year end. Mr. Brickey reviewed the graphed information contained in the “For Year Ended September 30, 2008” document. This information includes components of, expenditures from, and the balance of the General Fund; changes in the County’s property valu e; the Revenue Sharing Reserve Fund; changes in net assets/fund balance; the Delinquent Tax Revolving Fund – Net Assets and fund deficits, for which the County has filed deficit elimination plans with the State. He explained that the Revenue Sharing Reserve Fund is a result of the State’s shift from a December to a July tax collection. This action began in 2005 and occurred in thirds over a three -year period and resulted in the county having to borrow from the Revenue Sharing Fund to fund operations until August tax collections can pay the Fund back . The State has indicated that once a County has depleted its revenue sharing fund, it would be put back on line to receive those funds from the State. For Oakland County this fund will be depleted in 2015 but there is no guarantee that the State will begin to provide these funds again and this is an issue that will need to be addressed. Discussion regarding the impact of current and future market conditions and the County’s contribution levels to its pension and retirement health care trust fund ensued. Taub moved to receive and file the three reporting documents provided by Plante & Moran for the Fiscal year ending September 30, 2008 . Supported by Coulter. Motion carried on a voice vote.. 18. MR #09107 - BOARD OF COMMISSIONERS – AUTHORIZATION FOR LAW LIBRARY COLLABORATION The resolution would authorize the Board of Commissioners and the Thomas M. Cooley Law School to negotiate and enter into an agreement for a collaborative venture for public law libra ry services with the County. The Adams Pratt Law Library Collection would be transferred to and combined with Cooley’s library collection which is housed at its Auburn Hills campus. Ms. Cunningham, Mr. Doyle and Ms. Mancini responded to questions regard ing the changes that would occur if negotiations are successful with Cooley Law School. The Thomas M. Cooley Law School is a 501(c)3 non profit. They will take over the financial aspects of the continuations and they understand that there will be increased public use which will require additional assistance in answering questions from pro per litigants. They will provide enhanced services to the public, including longer hours of operation and availability of bus lines directly to the campus. The Co unty will continue to provide some law library assistance and materials on site, including the Michigan Compiled Laws and forms, and continue to host and provide space to the University of Detroit and Cooley Law School for their legal clinics. Commissioner Potts indicated that he and Commissioner Schwartz had volunteered to take part in these negotiations. Douglas moved approval of the attached suggested Fiscal Note. Supported by Coulter. Douglas moved to amend the Fiscal Note , as follows: 1. The proposed collaboration between Oakland County and the Thomas M. Cooley Law School will not increase County cost and should decrease the County’s funding obligation for this service while improving the service to the public. FINANCE COMMITTEE Page 4 May 14, 2009 2. Any budgetary implications resulting from this collaboration will be included in the FY 2010-2012 County Executive’s Recommended Budget addressed by the Human Resources and the Finance Committee after the contract is presented to them through the normal budget process. Supported by Greimel. Motion to amend carried on a voice vote. Main motion as amended carried unanimously on a roll call vote with Gingell absent. 9. MR #09108 – DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – POSITION DELETIONS AND OTHER ACTIONS TO MEET FISCAL YE AR 2010-2012 BUDGET TASK The Department of Health and Human Services is requesting authorization to reorganize its Health Division operations to meet its FY 2010-2012 Budget Task. Reorganization of the Health Division would include deletion of nineteen full-time positions, seven part-time eligible positions, one summer position and one college intern; creation of four full-time non-eligible positions, creation of 8 part -time, non -eligible (PTNE) positions, the transfer of two full -time eligible positions to Children’s Village, creation of twelve PTNE positions in Children’s Village and an amendment to the FY 2010 Budget to remove the deletion of six Youth Specialist II positions at Children’s Village. These actions will result in a savings of $670,029 for FY 2009, $927,439 for FY 2010 and 2011 and $927,439 for FY 2012 for the Department. Budget amendments will be made per Schedule A as attached to the Fiscal Note. Mr. Miller explained that the reorganization would allow better utilization of nursing staf f to address mandated clinical functions and to focus on at -risk groups with programs such as Women’s, Infants, Children (WIC) and infant mortality. The County will no longer provide e xpectant parenting and breast feeding classes and have notified the age ncies and hospitals responsible for these functions of these changes. This reorganization will also address the need for improved operations at Children’s Village. Long moved approval of the attached suggested Fiscal Note. Supported by Potter. Motion carried unanimously on a roll call vot e with Gingell absent. 10. MR #09109 – COUNTY EXECUTIVE/ADMINISTRATION – TRANSFER OF EMERGENCY RESPONSE & PREPAREDNESS TO DEPARTMENT OF HEALTH AND HUMAN SERVICES The County Executive is requesting authorization to transfer the Emergency Response & Preparedness (ERP) Unit to the Department of Health and Human Services (DHHS). This is a mandated function that provides coordination of all matters pertaining to emergency services, disaster preparedness and recovery assistance. ERP has developed several common activities with those of DHHS and the transfer of this function will result in operational and organizational efficiencies. The ERP Unit will be established as the Homeland Security Division. Thirteen positions will be transferred, with three classification titles changed to reflect the Homeland Security terminology. The Administrator -Emergency Response position will be changed to a title of Manager-Homeland Security but will remain an appointed position, reporting directly to the Director of DHHS. Budget amendments will be made per Schedule A as attached to the Fiscal Note. Potter moved approval of the attached suggested Fiscal Note. Supported by Potts. Motion carried unanimously on a roll call vote with Gingell absent. Zack moved to set a public hearing for Thursday, May 21, 2009 at 9:45 a.m. by the Board of Commissioners on the transfer of the Emergency Response & Preparedness function from the FINANCE COMMITTEE Page 5 May 14, 2009 County Executive to the Department of Health and Human Servic es. Supported by Taub. Motion carried on a voice vote. 11. WASTE RESOURCE MANAGEMENT UNIT – RESOLUTION APPROVING AN AMENDMENT OF THE INTERLOCAL AGREEMENT FOR WASTE AND RECYCLING SERVICES WITH RESOURCE RECOVERY AND RECYCLING AUTHORITY OF SOUTHWEST OAK LAND COUNTY -RRRASOC Waste Resource Management is requesting authorization to amend its Interlocal Agreement with the Resource Recovery and Recycling Authority of Southwest Oakland County, authorized per MR #06092, to extend the software license for the re-TRAC web-based tool included in the agreement and to extend the Agreement through December 31, 2011 for an additional $28,929.60 for work performed. Funding is available in the FY 2009 Waste Resources Management Professional Services account. No budget amendment is necessary. Greimel moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Gingell absent. 12. MR #09111 – PARKS AND RECREATION COMMISSION AND DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF PURCHASE AGREEMENT – PARCEL NO. 11- 03-400-014, VACANT MILFORD ROAD FOR EXPANSION OF HIGHLAND OAKS COUNTY PARK On behalf of the Oakland County Parks and Recreation Commission (PRC) Facilities Management is requesting authorization to enter into a purchasing agreement with Paul E. Hodges III Living Trust for the purchase of property parcel no. 11 -03-400-014 at vacant Milford Road, Highland, Michigan in the amount of $157,200. The land will be used to expand the curre nt acreage of Highland Oaks County Park. This action was recommended for approval by the Parks and Recreation Commission on April 15, 2009. Funds are available in the PRC FY 2009 Capital Improvement Program Budget. No budget amendment is necessary. Long moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote with Gingell absent. 13. MR #09112 – PARKS AND RECREATION COMMISSION AND DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF PURCHASE AGREEMENT – PARCEL NO. 11- 03-400-016, VACANT MILFORD ROAD FOR EXPANSION OF HIGHLAND OAKS COUNTY PARK On behalf of the Oakland County Parks and Recreation Commission (PRC) Facilities Management is requesting authorization to enter in to a purchasing agreement with Joseph D. Hodges for the purchase of property parcel no. 11 -03-400-015 and 11-03-400-016 at vacant Milford Road, Highland, Michigan in the amount of $240,000. The land will be used to expand the current acreage of Highland O aks County Park. This action was recommended for approval by the Parks and Recreation Commission on April 15, 2009. Funds are available in the PRC FY 2009 Capital Improvement Program Budget. No budget amendment is necessary. Potts moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Gingell absent. 14. MR #09110 – PARKS AND RECREATION COMMISSION AND DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF PURCHASE AGRE EMENT – PARCEL NO. 13- FINANCE COMMITTEE Page 6 May 14, 2009 13-300-195, 1580 SCOTT LAKE ROAD FOR EXPANSION OF WATERFORD OAKS COUNTY PARK On behalf of the Oakland County Parks and Recreation Commission (PRC) Facilities Management is requesting authorization to enter into a purchasing agreement with Eric and Diane Ernst for the purchase of property parcel no. 13-13-300-195 at 1580 Scott Lake road, Waterford, Michigan in the amount of $1,000,000. The land will be used to expand the current acreage of Waterford Oaks County Park. This action was recommended for approval by the Parks and Recreation Commission on April 15, 2009. Funds are available in the PRC FY 2009 Capital Improvement Program Budget. No budget amendment is necessary. Mr. Noyes provided a power point presentation on the PRC’s st rategic plan for maintaining sustainability, acquiring property, and increasing and improving services and amenities to the public. The Strategic Planning process included seeking input from PRC customers, local community and county elected officials and various other stakeholders. Waterford Oaks is a centrally -located park and contains the first wave pool established in Michigan and it’s only refrigerated toboggan run. Several new projects at Waterford Oaks include the creation this year of a universall y accessible playground and hosting of a water quality demonstration project. The latter project is being funded by an MDNR Clean Michigan Initiative Program grant and will address aging infrastructure by demonstrating how to increase parking and decrease the amount of surface water. Acquisition of the Scott Lake Road property for Waterford Oaks will provide the opportunity for vehicle stacking and a contact station. The property currently contains a residential dwelling and greenhouse operations. Greimel moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Gingell absent. 15. MR #09113 – PARKS AND RECREATION COMMISSION AND DEPARTMENT OF FACILITIES MANAGEMENT – REQUEST FOR APPROVAL OF RESIDENTIAL LEASE AGREEMENT WITH KEN PHILABAUM, ADDISON OAKS COUNTY PARK On behalf of the Oakland County Parks and Recreation Commission (PRC) Facilities Management is requesting authorization to enter into a lease agreement with Ken Philabaum f or the rental of a house identified as 1480 W. Romeo Road and located on the grounds of Addison Oaks County Park. Mr. Philabaum will pay $595 per month for a period of three years and pay a ll utility costs, commencing May 1, 2009. A late fee of $25 will be paid for each monthly rent not received within five days of its due date and will be considered additional rent to compensate for costs incurred because of late payments. Mr. Philabaum will also provide after hours security, coordinate all emergency a ctivities with local police and fire agencies and provide after hours emergency maintenance. This action was recommended for approval by the Parks and Recreation Commission on April 15, 2009. Funds received will be deposited in the PRC FY 2009 Budget. No budget amendment is necessary. Mr. Stencil explained that historically there have been residential properties acquired. This is a former care takers residence. Mr. Philabaum is a PRC employee, General Maintenance Mechanic who works at Addison Oaks and will provide the caretaker function for the park. For this reason, he has been given a reduced market rental rate of about 25%. Mr. Stencil also noted that in the future he would like to see the PRC be given the authority to maintain its leases similar to the airport hangers. Commissioner Coulter asked to be provided with a copy of the PRC colored map that indicates all Oakland County’s recreational opportunities. Long moved approval of the attached suggested Fiscal Note. Supported by Greimel. FINANCE COMMITTEE Page 7 May 14, 2009 Motion carried unanimously on a roll call vote with Gingell absent. 16. TREASURER TRANSITION EXPENSE Fiscal Services is requesting authorization to appropriate $15,000 on June 30, 2009 to cover transition expenses of the Treasurer-Elect who will take office on July 1, 2009, to allow for an efficient transition from the current Treasurer. Funds will be used to provide contractual services for this purpose. Coulter moved approval of the attached suggested Resolution . Supported by Greimel. Motion carried unanimously on a roll call vote with Gingell absent. 17. BOARD OF COMMISSIONERS – 2009 PROFESSIONAL SERVICES CONTRACT WITH POLING, MCGAW AND POLING, PC The resolution would authorize a contract with Poling, McGaw and Poling, PC at $140.00 per hour, as established for other outside counsel, at a not to exceed amount of $10,000 for the period May 1, 2009 through December 31, 2010. The contract shall contain the same terms and scope of services as the most recent contract which previously expired Decembe r 31, 2008. This item was a direct referral from General Government under Board Rule XI.E. Coulter moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Gingell absent. COMMUNICATIONS A. 52-1 Novi District Court – FY 2010 SCAO Grant – Drug Court Grant Application B. 52-3 Rochester Hills District Court, 2009 Recovery Act: Edward Byrne Memorial Competitive Grant Application – FY 2010 Sobriety Court Expansion C. Multi-Departmental: Sheriff’s Office, Community Corrections, Circuit Court, Prosecuting Attorney and 52-3 District Court – 2009 Recovery Act: Edward Byrne Memorial Justice Assistance Program – Grant Application & Intergovernmental Agreement D. Prosecuting Attorney – 2009 Recovery Act: Edward B yrne Memorial Competitive Narcotics Enforcement Program Grant Application E. Prosecuting Attorney – FY 2010 Victim Rights – Grant Applications F. Sheriff’s Office 2009 N.E.T. Restore – Byrne JAG Stimulus (American Recovery and Reinvestment Act of 2009) Grant Application G. Sheriff’s Office – 2009 State Criminal Alien Assistance Program (SCAAP) Grant Application H. Economic Development & Community Affairs Department – Community & Home Improvement Division – 2008 Community Developme nt Block Grant (CDBG) Annual Action Plan – Application for Substantial Amendment for 2009 Homelessness Prevention and Rapid Re -Housing Program (HPRP) FINANCE COMMITTEE Page 8 May 14, 2009 I. Notice of Hearing Re: City of Madison Heights Request for Revocation of Personal Property Component(s) of Industrial Facilities Exemption Certificate #1999-401 Issued to Plastics Processing Solutions Long moved to receive and file the Communications. Supported by Taub. 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 11:30 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.