Loading...
HomeMy WebLinkAboutMinutes - 2009.07.23 - 36369TOM MIDDLETON Chairperson MIKE GINGELL Vice Chairperson TIM GREIMEL Minority Vice Chairperson July 23, 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, Mike Gingell, Tim Greimel, Sue Ann Douglas , Christine Long, Jeff Potter, David Potts, Shelley Taub, Helaine Zack, David Coulter, David Woodward COMMITTEE MEMBERS ABSENT : OTHERS PRESENT CIRCUIT COURT Wendy Potts, Chief Judge James Alexander, Judge Kevin Oeffner, Administr ator Lisa Langton, Deputy DISTRICT COURT 52-1 Brian MacKenzie, Judge Joyce Renfrow, Administrator Debby Bigger, Accounts Coordinator DISTRICT COURT 52-2 Kelly Kostin, Judge Sharon Rupe, Administrator DISTRICT COURT 52-3 Julie Nicholson, Judge Renee Gillert, Administrator DISTRICT COURT 52-4 Wiliam Bolle, Chief Judge Jim VerPloeg, Administrator EQUALIZATION Dave Hieber, Manager EXECUTIVE OFFICE Gerald Poisson, Deputy Executive Robert Daddow, Deputy Executive FACILITIES ENGINEERING Paul Hunter, Manager FISCAL SERVICES Tim Soave, Manager LaVerne Smith, Supervisor Nancy Fournier, Chief Nancy Falardeau, Analyst Bob Riegal, Analyst Wayne Keller, Analyst HUMAN RESOURCES Nancy Scarlet, Director Jennifer Mason, Manager Cathy Shallal, Manager Tina Ramey, Supervisor 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 July 23, 2009 Lori Motyka, Supervisor Brenthy Johnson, Analyst MANAGEMENT & BUDGET Laurie Van Pelt, Director PARKS & RECREATION COMMISSION Mike Donnellon, Chief PROBATE COURT Elizabeth Pezzetti, Chief Judge Rebecca Schnelz, Administrator PROSECUTING ATTORNEY Jessica Cooper, Prosecuting Attorney Paul Walton, Chief Deputy Dan Cojanu Terri Meiers PURCHASING Jack Smith, Manager SHERIFF Michael Bouchard, Sheriff Mike McCabe, Undersheriff Charles Snarey, Major Robert Smith, Major Dale Cunningham, Business Manager Janet Whitefield, Net Auditor BOARD OF COMMISSIONERS Lawrence Doyle, Administrative Director Harvey Wedell, Sr. Analyst Sheryl Mitchell, Sr. Analyst Julia Ruffin, BOC Liaison Helen Hanger, Sr. Committee Coordinator 3. PLEDGE OF ALLEGIANCE 4. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the minutes of July 9, 2009 as printed. Supported by Potts Motion carried on a voice vote. 5. AGENDA Gingell moved approval of the agenda as printed. Supported by Taub. Motion carried on a voice vote. 6. PUBLIC COMMENT None. 7. FISCAL YEAR (FY) 2009 CONTINGENCY REPORT The FY 2009 Contingency Fund balance of $185,252 will not be impacted by today’s actions. Gingell moved to receive and file the Contingency Report dated July 16, 2009. Supported by Taub. Motion carried on a voice vote. REGULAR AGENDA 8. MR #09142 – DEPARTMENT OF FACILITIES MANAGEMENT / OAKLAND COUNTY INTERNATIONAL AIRPORT – REQUEST TO GRANT A SANITARY SEWER EASEMENT TO THE FINANCE COMMITTEE Page 3 July 23, 2009 CHARTER TOWNSHIP OF WATERFORD, OAKLAND COUNTY INTERNATIONAL AIRPORT Facilities Management, on behalf of the Oakland County International Airport, is requesting authorization to grant a sanitary sewer easement to the Charter Township of Waterford for the sum of $1.00. The easement is located along Astro Drive in the northwest corner of the Airport and will allow the Township to provide sanitary sewer service to three hangar lessee properties. All construction costs will be bourn by the lessees. No budget amendment is required. Douglas moved approval of the attached suggested Fiscal Note. Supported by Gingell. Motion carried unanimously on a roll call vote with Long, Potter and Woodward absent. 9. FACILITIES MANAGEMENT/FACILITIES ENGINEERING – RECOMMENDATION TO PROVIDE ENGINEERING SERVICES FOR GLEN OAKS BANQUET ROOF PROJECT On behalf of the Parks and Recreation Commission (PRC), Facilities Management is requesting authorization to proceed with the transfer of $10,734 fr om the PRC Fund to the Project Work Order Fund to establish the Glen Oaks Banquet Roof Engineering Services Project. The PRC ha s requested that Facilities Engineering design and manage the roof replacement project at the Glen Oaks Banquet Facility in Farmington Hills. Existing Facilities staff will be used. Budget amendments will be made as outlined in the Fiscal Note. Taub moved approval of the attached suggested Resolution. Supported by Potts Motion carried unanimously on a roll call vote with Long, Potter and Woodward absent . 10. MULTIDEPARTMENTAL: SHERIFF’S OFFICE, COMMUNITY CORRECTIONS, CIRCUIT COURT, PROSECUTING ATTORNEY AND 52-3 DISTRICT COURT – 2009 RECOVERY ACT: EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM ACCEPTANCE On behalf of the above-named agencies, Oakland County is requesting authorization to accept grant funding of $1,991,207 from the U.S. Department of Justice for the period March 1, 2009 through February 28, 2013 . Funding will be used to purchase equipment, an automated telephone reporting system and specialized training. No grant match is required. MR #08126 authorized the intergove rnmental agreement that will be used by the County to purchase and transfer ownership of capital equipment to the cities of Birmingham, Ferndale, Hazel P ark, Lathrup Village, Madison Heights, Oak Park, Pontiac, Royal Oak, South Lyon, Troy, Walled Lake, Wixom, Novi, Southfield, Auburn Hills and Farmington Hills and the Townships of Bloomfield, Waterford, West Bloomfield and White Lake. Budget amendments will be made as outlined in the Fiscal Note. Gingell moved approval of the attached suggested Fiscal Note. Supported by Coulter. Motion carried unanimously on a roll call vot e. 11. DEPARTMENT OF MANAGEMENT AND BUDGET / EQUALIZATION DIVISION – APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CITIES OF CLAWSON, LATHRUP VILLAGE AND ROYAL OAK The Equalization Division is requesting authorization to contract with the Cities of Clawson, Lathrup Village and Royal Oak to provide a number of services including original assessments, reappraisals and file maintenance. Revenue and expenditures associated with these contracts are included in the proposed FY 2010-2012 Recommended Budget. FINANCE COMMITTEE Page 4 July 23, 2009 Taub moved approval of the attached suggested Resolution. Supported by Gingell. Motion carried unanimously on a roll call vote . COMMUNICATIONS A. Resolutions from the Sheridan Township Board and the Antrim County Board of Commissioners Re: Policy on Property Taxes Taub moved to receive and file the Communications. Supported by Long. Motion carried on a voice vote. BUDGET HEARINGS Management and Budget (includes Recommended Budget Overview) Management and Budget staff provided b udget overview information for FY 2010 - FY 2012, along with Budget Task Sheets showing what changes were being made by each elected official to meet their budget tasks. Elected officials and prosecuting attorneys would not be included in the proposed 2.5% salary reduction as state statutes indicate their salaries can not be diminished during their terms of office. The salary reduction would have to be vol untary on their part. If they all participate, this would amount to a total savings of $300,000. The money would be returned to the General Fund. Fiscal Services is working with payroll to determine how this would be handled . One of the things being co nsidered is payroll deduction with the county as a non-profit. Judges’ salaries are reimbursed 100% by the State and are not included in the salary reduction proposal. Commissioner Potter noted that the Board of Commissioners had frozen their salaries du ring the previous year’s budget cycle for this term and did not take the 1% salary increase for FY 2009. The proposed budget includes el imination of several equity funds, including the Capital and Cooperative Initiatives Revolving Fund (CCIRF) over thre e years. Projects that are in progress will continue until completed. Structural reductions of $5 million for FY 2011 and FY 0212 are also included in the recommended budget. The Elected Officials are working on these reductions but specifics have not y et been identified. Mr. Daddow explained that the original intent of the CCIRF was to assist local units by having studies performed to combine some of their functions in order to save costs through efficiencies . Plante & Moran provided this service fo r various communities who had expressed an inte rest. These efforts resulted in only some marginal movement but no significant changes being made. Phase 1 of a two-phase recycling project is going on in the northern portion of the County but it will not proceed to Phase 2 unless the County receives some strong commitment s. Commissioner Douglas indicated that she had questions regarding Mainstreet Program funding under CCIRF but would question Economic Development and Community Affair’s during their budget review. Mr. Soave reported that the County’s Tri-Party Program funding of $2,250,000 is proposed to be eliminated for the next three years . The Road Commission for Oakland County (RCOC) currently has $8.3 million of Tri-Party funding which translates t o $24 million on a match basis that is allocated to various units to be spent once projects are identified or begun. Commissioner Douglas indicated that she had spoke n to the County Executive about placing a marker amount of funding in the Tri-Party line item so that it would not be dropped completely out of the budget. FINANCE COMMITTEE Page 5 July 23, 2009 Funding would come from the Non -Departmental Board of Commissioners Projects line item. She asked that this be added to the Budget Amendments List for review. She reported that the RCOC has indicated that in two years they will not have the funds to obtain federal matching dollars. Commissioner Gingell reported that he has asked for detail information from the RCOC on project funding. Commissioner Douglas asked if the budget identifies the amount of Downtown Development Authority tax capture that is being voluntarily returned to the County by the communities. Mr. Soave explained that numbers for property tax revenue and the level of capture are generated by the Treasurer’s Office. Commissioner Potter indicated that there are areas in the county that have overbuilt on special assessment districts (SAD) that may never produce and asked at what point the community would become responsible for the SAD payments. Fiscal Services staff explained that if the County Treasurer can not collect, if the homeowners do not pay or the banks stop making payments, a community must make the Delinquent Tax Revolving Fund (DTRF) whole. The amount a community owes to the County could be subtracted from its next year’s DTRF balance. Mr. Daddow indicated that the residential market is bad but the commercial and industrial markets are worsening and that will be more significant. Ms. Van Pelt explained that there are some fees for the courts and the pro secuting attorney built into the budget but they will be monitored to make sure they are not eroded by the economy. Ms. Van Pelt reviewed previous budgetary actions taken by her department to reduce staff and reorganize and M&B’s FY 2010 – FY 2012 budget task. No vehicles are included in the M&B Budget. Mr. Soave reported that they are reviewing the use and need of internal services funds as well as reviewing in detail the Reimbursement function for the courts. This function was bid out but no vendo r was found. The County is receiving federal recovery dollars but the issue of reporting is a concern. Each department may have different reporting requirements and it may be necessary to come back to the Board with a request for assistance. The Federal Government will only be providing a 10 -day reporting period in October to complete all reporting requirements. Mr. Hieber reported that Equalization has reduced its staff size over the last nine years and increased parcel work. Work relative to tax appeals has increased and Equalization has spent a great deal of time trying to build models to help the local units understand the property issues that are occurring. Overtime usage includes assistance with Board of Review activities. The Board has added a significant number of days to hear appeals and accommodate local units. Mr. Smith reported on Purchasing staff levels. He reported that they are anticipating a significant rebate sum through Office Max on office supplies this year. They are also looki ng at making refurbished toner cartridges for printers the only choice available for purchase. Commissioners asked questions relative to specif ic line items, expenditures, allocations and contract not to exceed amounts. Human Resources Ms. Scarlet reviewed budgetary actions taken by her department to address their assigned budget task for FY 2010 – FY 2012. The FY 2010 Salary recommendations include all salary grades, exceptions to salary grades for merit and appointed positions, all elected officials, part-time hourly, student, summer and FINANCE COMMITTEE Page 6 July 23, 2009 seasonal classifications , as well as deletion of the Commissary Supervisor classification from the Salary Schedule and elimination of the deferred compensation 457 retirement plan $300 County match. They are also looking into combining the Deferred Compensation Board with the Retirement Board. Ms. Scarlet noted that the County has been a leader in the public sector on holding down health care costs . Ms. Scarlet reported that the Michigan Supreme Court has denied the Deputy Sheriff’s Union’s request to appeal the separation of the two Sheriff’s units. Fact finding for 312 Arbitration has just been completed and the County is awaiting the outcome Commissioner Coulter asked that the 2.5% salary reduction be added to the amendment list. Commissioner asked questions regarding specific line items. Commissioner Douglas indicated that she will be doing a resolution to change the salary to a per diem for members of the Michigan Department of Human Services -Oakland County Board. Mr. Poisson was asked to look into the Board’s ability to reduce the salary for members of the Road Commission for Oakland County Board. THE COMMITTEE RECESSED FROM 12:00 P.M. until 1:00 P.M. Sheriff The Sheriff and his staff reported on his current budget task and indicated that this 2008, he has cut ab out $20 million from his budget. Budget cuts include a reduction in the Aviation unit of $600,000 and one helicopter will be mothballed. Two pilot positions will be eliminated and there will be a reduction of hours in the air but the unit will continue to be available for emergency and response. Both helicopters were paid off in eight rather than 10 years and only depreciation remains. The fixed wing plan provided by the federal government has never been used and has been offered to other law enforcement agencies . Four have expressed an interest. Work Release inmates will be paying to participate in the tether program. Remaining communities that have law enforcement contracts with fill -in positions will be encouraged to change to no-fill to reduce the Sheriff’s obligation. Several Inmate Caseworker positions will be deleted as a result of facility closings. A new contract with better rates has been negotiated for inmate hospitalization with McLaren Hospital (previously North Oakland Medical center) and usage is down. Staff is working towards certification for its lab so that other services can be provided and offered for a fee to other law enforcement agencies. Regarding 312 Arbitration, if an adverse award occurs there will be a recommendation to the Board of Commissioners to adjust contract rates. Corrections continue to be about 73% of the Sheriff’s budget. Commissioner Potter noted that there are communities who do not have their own la w enforcement services and continue to be are being provided with this service free of charge by the state police. District Court 52 -1 – 52-4 Chief Judge Bolle and Judges Nicholson, MacKenzie and Kostin and their Administrators presented their recommended budgets and budget tasks. Judge Bolle indicated that it is his understanding that it will be discretionary for the district courts to order the costs being proposed by the Prosecuting Attorney for defendants and that they would review this matter on a case by case basis. Judge Nicholson reported that judges have not had a raise in eight years. Judge MacKenzie explained that mileage was mostly due to weekend arraignments here at the county courthouse, assignments which are rotated between the four d ivisions. FINANCE COMMITTEE Page 7 July 23, 2009 Other questions were asked regarding defense attorney fees, drug testing, Drug Goods and Clothing and travel. Prosecuting Attorney Prosecuting Attorney Cooper and her staff reported on their recommended budget and cuts resulting from their budget task. Ms. Cooper reported that they have requested a list of State parolees and are working on a consent judgment. They now have about 1,700 names and spent five days getting the counties and charges for each. They are concerned that many were convi cted of Criminal Sexual Conduct who will be released by the State and the increased number of narcotic felonies that are occurring. All Prosecuting Attorneys are being cross-trained and will be going into the courtroom and experts are being brought in to provide the training. This may result in a reduction to the Travel line item. In reference to adult and juvenile drug courts , Ms. Cooper explained they had done a cost analysis drive by economics and social impact and with the cost and only 70 people havi ng graduated over 8 years in the adult court and 88 in juvenile, with no minority graduates, she felt these numbers did not justify the number of hours her prosecutors would have to put into this effort and she would prefer they try something else, such as intensive probation. Circuit Court Judge Potts reported that they are asking the State Legislature to amend statute language requiring the Circuit Court in Oakland County to have 19 judges to instead state that Oakland County shall have 19 judges except for the period January 1, 2011 through December 31, 2015 when it shall have 18 judges. This is Judge McDonald’s last term and this action would allow the Court to reduce the number of judges for that time period, resulting in a large savings to the Cou nty. Five Youth Assistance (YA) caseworker positions and one YA Supervisor are being deleted. There is still a person in each area but some are now part -time. The schools have picked up some of this function with their counselors. Two Youth Assistance summits are being held to receive input from the districts for ideas on how to keep the program going. One has been held and the se cond one will be in September. A fee of $25 will be charged to all new participants . Commissioner Long indicated that she had spoken to her area district and suggested they consider consolidating YA districts. Mr. Oeffner explained that the Court’s fee schedule is event drive n. Only defense attorney’s who work on capital cases where they put in an extraordinary amount o f time could request two times the voucher amount. This will be reduced to 1.5 times the voucher amount. Defense Attorney fees will also be reduced as part of the budget task. Commissioner Coulter asked to have the Defense Attorney fees added to the ame ndment list. The combined budget for both courts is $680,000 a year (not including judges’ salaries which would be a fixed cost). The County’s cost share is $187,000 yearly to match grant funds. The State has indicated that as of September 30 they will only pay for those still in the program. There have been two minority graduates from Juvenile Drug Court and nine from the Adult Drug Court and there have been hundreds of participants. The program is for those who would either go to jail or prison, not fo r those eligible for probation. There have been hundreds of participants and at any given time 30-35 jail bed days are saved and juvenile drug court savings for state institution days averages $211 a day for which the County would pay half. FINANCE COMMITTEE Page 8 July 23, 2009 Ms. Langton stated that a recent independent evaluation of the program, regardless of graduation rates, shows that 38%-40% who participate are considered less likely to recidivate. Commissioner Taub asked to have the Drug Courts added to the amendment list. Ms. Sca rlet indicated that for those employees who are being notified of layoffs as part of the budget reductions in the Court the County is trying to place those using vacant positions. Mr. Oeffner explained that the Dry Goods line item was to provide clothing to defendants to appear before the Court dressed appropriately. Probate Court Judge Pezzetti reviewed the Court’s budget task and reported that last year the Probate Court provided service to 41,000 people and, unlike Circuit Court, does this without assistance from the Clerk’s Office. OTHER BUSINESS / ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 4:37 p.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.