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HomeMy WebLinkAboutMinutes - 2010.04.29 - 36441TOM MIDDLETON Chairperson MIKE GINGELL Vice Chairperson TIM GREIMEL Minority Vice Chairperson April 29, 2010 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 : None. OTHERS PRESENT CHILDREN’S VILLAGE Jody Overall, Manager CLERK Joe Rozell, Director of Elections CORPORATION COUNSEL Judy Cunningham, Corporation Counsel EQUALIZATION Dave Hieber, Manager EXECUTIVE OFFICE Gerry Poisson, Deputy Executive Bob Daddow, Deputy Executive Phil Bertolini, Deputy/Chief Info. Officer FACILITIES MANAGEMENT Paul Hunter, Manager FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Lynn Sonkiss, Chief LaVerne Smith, Supervisor Linda Pearson, Analyst Nancy Falardeau , Analyst Prentiss Malone, Analyst Leo Lease, An alyst Jeff Phelps, Supervisor Monica Tinsley, Analyst HEALTH & HUMAN SERVICES George Miller, Director HOMELAND SECURITY Tracey McGee, Emergency Mgmt. Coordinator HUMAN RESOURCES Nancy Scarlet, Director INFORMATION TECHNOLOGY Ed Poisson, Director Janet McKenna, Chief MANAGEMENT & BUDGET Laurie Van Pelt, Director PROSECUTING ATTORNEY Terri Meiers, Admin. Financial Coordinator 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 April 29, 2010 OTHERS PRESENT CONTINUED PURCHASING Scott Guzzy, Chief SHERIFF Mike McCabe, Undersheriff TREASURER Jim Van Leuven, Chief Deputy WATER RESOURCES COMMISSIONER Joseph Colaianne, Administrator Karen Warren, Civil Engineer ROAD COMMISSION FOR OAKLAND CTY Tom Noechel, Programming Supervisor PLANTE & MORAN Les Pulver, Partner Bill Brickey, Senior manager FREE PRESS Kathy Gray, Reporter BOARD OF COMMISSIONERS Lawrence Doyle, Administrative Director Helen Hanger, Sr. Committee Coordinator PLEDGE OF ALLEGIANCE APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes of April 15, 2010 as printed. Supported by Douglas. Motion carried on a voice vote. APPROVAL OF THE AGENDA Taub moved that approval of the agenda as printed . Supported by Coulter. Motion carried on a voice vote. PUBLIC COMMENT None. REGULAR AGENDA 1. FISCAL YEAR (FY) 10 / FY 11 / FY 12 CONTINGENCY REPORT The FY 10 Contingency Fund balance of $302,534 will remain unchanged by today’s actions. Gingell moved to receive and file the FY 2010 Contingency Report dated April 22, 2010. Supported by Douglas. Motion carried on a voice vote. 2. FY 2009 AUDIT PRESENTATION BY PLANTE & MORAN Messrs. Pulver and Brickey presented Plante & Moran’s (P&M) audit findings of the County’s FY 2009 Financial S tatements, letters of increased and required communication, including a summary of unrecorded possible adjustments and a Report on Internal Control as required under auditing standards. Two presentation handouts summarizing this information and detailed in the Comprehensive Annual Financial Report for Fiscal Year 2009 (CAFR) were also distributed. FINANCE COMMITTEE Page 3 April 29, 2010 Mr. Pulver reviewed summarized information contained in the Report to Finance h andout, including deliverables, consisting of the auditors report letter expressing an opinion on the CAFR, the le tter to the Finance Committee and a report on compliance with Federal Awards (grants), which is in process. A change in auditing standards now requires greater communication with the governing body before and after the audit. Also reviewed were the responsibilities of the Auditors and Management and the requirement to report any significant accounting policies and practice changes , of which there were none. This is the first year the County has recorded a reserve for property taxes in the financial statements due to the current economy. In past years uncollectibles were relatively minor and n ever large enough to be recorded separate. Three items identified on Page 6 as significant deficiencies in internal control have been addressed with Management and Budget and the Treasurer. One significant audit adjustment relating to investment gains and losses was resolved before statements were issued. There were no disagreements with management and no consultations with other accountants. Mr. Pulver noted that P&M would like to receive the Schedule of Expenditures of Federal Awards sooner to perform the compliance audit at the same time as the financial audit. Mr. Brickey reviewed the charts and graphs contained in the second handout. This information is also found in the CAFR. General Fund Revenue and Property Values have both declined and are projected to decline further in the next fiscal year. The County has proactively addressed these issues and continues to look for solutions. Expenditures have also d eclined but this is due to the County’s proactive diligence in controlling the expense side of its budget. The Revenue Sharing Reserve Fund will be deleted by 2015 and the State’s indication that they will restore these funds is debatable. If revenue sha ring completely disappears, the County will need to decide what services to provide. The County is currently operating for 9 months without tax collection because of the State’s shift in tax collections several years ag o and is borrowing from the General Fund to bridge the cash flow gap. This problem will need to be addressed in 2015. Employee Retirement assets have declined but may improve as the market improves. If not, the County may have to start contributing again . A majority of DTRF net assets a re restricted and can not be used for the General Fund. The County has submitted deficit elimination plans for three funds to the State of Michigan. This problem is mainly due to the timing of when expenses occur versus the receipt of revenues. Mr. Pulver reported that the CAFR contains an unqualified opinion from the auditors which is the highest assurance you can receive . Greimel moved to Receive and File the information provided by Plante & Moran regarding the County’s FY 2009 Financial Statements . Supported by Douglas. Motion carried on a voice vote. 3. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION – APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCES WITH THE CITY OF FERNDALE The Equalization Division is req uesting authorization to contract with the City of Ferndale to provide services including personal property descriptions at a rate of $12.40 each and real property descriptions at a rate of $13.60 each for the period April 14, 2010 thru June 30, 2013. The FY 10-11 Budget will be amended as noted in the resolution. Coulter moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 4 April 29, 2010 4. COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – FY 2010 ELECTRONIC POLL BOOK (EPB) EQUIPMENT GRANT ACCEPTANCE Elections is requesting authorization to accept a FY 2010 Electronic Poll Book Equipment Grant from the Michigan Department of State of one Laptop Computer, one Laptop Case, one Encrypted 1 giga byte USB Flash Drive, one mouse and one Magnetic Stripe Card Reader to facilitate training of elections inspectors. The State’s Electronic Poll Book Program will automate and document certain voter verification and ballot tracking functions as performed b y the various boards of election inspectors at the polls and to automate updating of the Qualified Voter File voter history following an election. The laptop is a stand alone so it will not require County networking. Elections will maintain ownership of the equipment and the State Bureau of Elections will provide the Antivirus protection. No budget amendments are required. Long moved approval of the attached suggested Fiscal Note . Supported by Potts. Motion carried unanimously on a roll call vote. 5. SHERIFF’S OFFICE – 2010 HIGHWAY SAFETY GRANT ACCEPTANCE The Sheriff is requesting acceptance of a $2,000 Michigan Office of Highway Safety Planning Grant for the Michigan Association of Chiefs of Police Highway Safety Grant Project. One Decatur Electronic digital radar system and five Decatur G2 radar hand remote controls will be purchased. No County funds are required. The budget will be amended as detailed in the Fiscal Note. Zack moved approval of the attached suggested Fiscal Note. Supported b y Greimel. Motion carried unanimously on a roll call vote . 6. MR #10082 – SHERIFF’S OFFICE – MARINE PATROL SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF ORION - 2010 The Sheriff is requesting authorization to contract with the Charter Township of Or ion to provide marine patrol services for lakes in their community at rates identified in the contract attachment . The agreement is effective May 1, 2010 through September 30, 2010. The Township is requesting creation of one General Fund/General Purpose Part-Time Non-Eligible 640 hours/year Marine Safety Deputy I position in the Sheriff’s Marine Safety Unit. Gingell moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 7. MR #10083 – SHERIFF’S OFFICE – MARINE PATROL SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF ADDISON - 2010 The Sheriff is requesting authorization to contract with the Charter Township of Addison to provide marine patrol services for lakes in their community at rat es identified in the attachment to the contract. The agreement is effective May 1, 2010 through September 30, 2010. The Township is requesting creation of one General Fund/General Purpose Part -Time Non-Eligible 640 hours/year Marine Safety Deputy I position in the Sheriff’s Marine Safety Unit. FINANCE COMMITTEE Page 5 April 29, 2010 Gingell moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 8. MR #10081 – SHERIFF’S OFFICE – CONTRACT FOR AUXILIARY DEPUTY SERVICES IN THE CITY OF PONTIAC 2010 The Sheriff is requesting authorization to contract with the City of Pontiac to provide patrol services for special events within the City. The agreement is effective May 1, 2010 through September 30, 2010. Services will be performed on an overtime basis and do not require any position changes or purchase of capital assets. Revenues and expenditures are already budged for FY 10. Greimel moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 9. MR #10080 – WATER RESOURCES COMMISSIONER – REQUEST FOR $267,000 LOAN FROM THE LONG TERM REVOLVING FUND FOR CONSTRUCTION OF THE BUSH LAKE LEVEL CONTROL STRUCTURE The Water Resources Commissioner is requesting authorization o f a $267,000 loan from the Long - term Revolving Fund for construction of a lake level control structure to maintain the legal level of Bush Lake located in the Charter Township of Holly and the Village of Holly. The WRC will prepare a special assessment ro ll for all lands benefited by this project. The lake level control structure will be managed by the Bush Lake Improvement Board and full repayment of the loan, with applicable interest, will come from the 10 -year special assessment roll. The rate to be c harged will be the last published Treasurer’s pooled investment average monthly rate for the month of March, 2010 of 1.514%. This request is an exception to MR 02019 which authorized loans up to $150,000. No budget amendments are required. Mr. Colainne explained that the WRC was presented with a petition from homeowners on the lake for this project. The WRC initiated legal action in Circuit Court and a study was done and a legal lake level was determined. The study determined that the dam structure nee ded to be replaced. Potts moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote. 10. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – 2010 FETAL INFANT MORTALITY DATA ABST RACTION AGREEMENT – GRANT ACCEPTANCE The Health Division is requesting authorization to accept $6,480 from the Michigan Public Health Institute in return for entering infant mortality data for Oakland County into a statewide database to assist with statistical analysis for the period March 1, 2010 through September 30, 2010. No county match or additional positions are required. Zack moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 6 April 29, 2010 11. HEALTH AND HUMAN SERVICES DEPARTMENT / HOMELAND SECURITY DIVISION – TORNADO WARNING SYSTEM EXPANSION – CITY OF NOVI Homeland Security is requesting authorization to enter into an Interlocal agreement with the City of Novi to expand the county’s tornado warning system with purchase of one tornado siren. Consistent with past Interlocal agreements, the City will pay 75% of the $23,000 cost to purchase one tornado siren and the County will pay the remaining 25% of cost, pay electrical costs an d provide maintenance. No budget amendment is necessary. Douglas moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 12. DEPARTMENT OF HEALTH AND HUMAN SERVICES – REORGANIZATION AND PERSONNEL RELATED ACTIONS The Department of Health and Human Services is requesting authorization to reorganize its operations to increase efficiencies and improve technical support needs. Seven Public Health Nurse III positions and one Public Health C linical Dentist position will be deleted and seven new positions will be created for Children’s Village, as well as one full -time non-eligible Public Health Clinical Dentist position in Health. One Auditor II will be transferred from Auditing to Children’s Village and laterally reclassified to Program Supervisor and one Office Supervisor will be laterally reclassified to Technical Assistant and moved from Health/Central Support to Health/Administration. The current full time eligible dentist is retiring a nd Sierra is breaking ground to build its medical care facility. With closing of the County’s medical care facility (Golden Oaks) dental services will only be needed for the jail and Children’s Village. The proposed full time non - eligible dentist position will be filled with two part-time non-eligible dentists. The Office Supervisor is retiring and this position will be reclassified at the same grade to a Technical Assistant to help with automation. A new computerized system for use by the nurses is al so being brought on line. The Children’s Village portion of this proposal is anticipated to be eligible for 50% reimbursement by the State Child Care fund and total final savings from the proposal as a whole is estimated at $454,000. Mr. Miller explained that the Children’s Village Abuse and Neglect Unit is taking in more kids and so much of this reorganization will provide appropriate staffing and improve the quality of service levels in this Unit. The goal of the Michigan Department of Human Services is to place kids with relatives or in foster care within 30 days but that does not always happen and some kids that are placed do not do well and return. It is also more difficult to place older kids. Mr. Miller stated that his department continually reviews its operations for efficiencies and is seeing the need for clinical services increase as families lose their health care immunization coverage and the stream of STD problems remains steady at all three health offices. Participation in the Women, Infants and Children (WIC) program has increased from 12,000 to 17,000. County Health is focusing on high risk and failure to thrive populations and has notified other agencies and hospitals that Health will no longer be handling tasks which are the respon sibility of those other agencies, such as teaching breast feeding. Health will continue classes and on -line information for these types of services and the Nurse on Call program, which has picked up. Kiosks will be set up in clinics so that customers can access on-line health information. Implementation of a new records system will provide further assistance in review of workload, productivity and avoiding duplication of effort for the nursing staff. Review of services at Children’s Village will remain ongoing . A Request for Information to provide nursing services was looked at as a standard business practice but the Administration was not satisfied with what was received. Health is also looking at FINANCE COMMITTEE Page 7 April 29, 2010 partnering opportunities with outside agencies that would allow nursing staff to go out into the communities to address issues such as infant mortality in high risk areas. Nurses would integrate with outside agencies and provide outreach in setting that may be more comfortable to these populations, such as community centers or churches. Mr. Miller also explained that every year his department places an advertisement in the paper on a different program focus, least year it was solely on public health nursing. He noted that if you check with any other county in the state they do not have these strong services in place and his department will continue to review needs on an ongoing basis. Gingell moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried on a roll call vote with Coulter and Woodward voting no. 13. DEPARTMENT OF INFORMATION TECHNOLOGY – SECOND QUARTER 2010 DEVELOPMENT APPROPRIATION TRANSFER Information Technology is requesting authorization to transfer a second quarter 2010 development appropriation from the Non-Departmental budget to the user departments in an amount equal to actual expenses consistent with the schedule attached to the resolution. Appropriations include: development charges of $1,218,815.40 and imaging development charges of $17,890.25 to General Fund/General Purpose County departments, direct charges to Special Revenue and Proprietary fund departments of $489,319.75 and $14,312.20 for non -governmental imaging development and $2,681.00 for non-county agencies. Budget amendments will be mad e as outlined in the schedule. Gingell moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 14. DEPARTMENT OF INFORMATION TECHNOLOGY 2009 -2010 MASTER PLAN QUARTERLY STATUS EXECUTIVE SUMMARY Mr. Bertolini explained that they would be meeting with leadership groups this week to review the master plan. The Master Plan is a two-year plan and is in its second year. Fixed labor costs continue to be less than planned at 75% rather than 84% for maintaining current systems while planned discretionary costs of 16% have increased to 25%, allowing more time for system implementation for various County departments. As with the first quarter, n o overtime has been used as previously authorized by the Board. Portfolios are reviewed with customers every quarter and a survey is sent out after every fifth incident call to improve services. Commissioner Coulter asked if client satisfaction surveys were available for review. Ms. McKenna and Mr. Bertolini explained that IT does not have a formal document quantifying these efforts because they meet continually with clients to resolve business issues. Results are reviewed daily and if there are any negative comments from a client, IT will reach out to discuss the issue and may change a business piece to avoid future problems. Mr. Bertolini explained that IT has a very large virtual service. One physical box can virtualize multiple services, reducing size, cost, electricity and equipment on the IT side . He indicated that the County’s IT Department is far ahead of government and much of private industry. Private sector representatives have visited IT to look at its project management. IT maintains an estimated 3600 desk top and 700 laptops FINANCE COMMITTEE Page 8 April 29, 2010 computers. Gingell moved to receive and file the IT 2009 -2010 Master Plan Quarterly status Executive Summary. Supported by Taub. Motion carried on a voice vote. 15. MR #10084 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2010 APPROPRIATION – VILLAGE OF BINGHAM FARMS This resolution as introduced by Commissioner Gershenson approves release from the General Fund of the County’s portion of Tri-Party Program funding of $33,063 to the Oakland County Road Commission for the Design of 13 Mile Road Bridge Over Rouge River Project for the Village of Bingham Farms. MR #09290 designated $1,000,000 in fund balance for the 2010 Tri -Party program. Action has been taken by the Village and the Road Commission to proceed. Greimel moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote . 16. REVENUE ESTIMATES FOR FY 2011 / FY 2012 AND FY 2013 Mr. Soave explained that revenue estimate s as presented indicate revised figures for FY 2011 and 2012 and preliminary estimates for FY 2013. These numbers are being used to set parameters as elected officials work on their budget requests. State and intergovernmental revenue projections look relatively stable but there is concern as the State c ontinues to struggle. Over the last two years c harges for services have dropped due to the economy. There is not a lot of new business and courts are having a problem collecting fines. Revenue Estimates include a large reduction in transfer from the DTR F by 2013. There is concern if problems continue that the County would not be able to collect from local units on property tax delinquencies. Ms. Van Pelt explained that the DTRF agreements with the local units include a statement of recourse. If a community has already been paid for their property tax delinquencies and the County can not collect, it will be charged against that unit’s future delinquencies. She suggested that the Committee ask the Treasurer to come and discuss this topic. Commissioner Douglas asked if a white paper on the DTRF could be developed. Ms. Van Pelt indicated that they would need to do this in conjunction with the Treasurer. Woodward moved to Receive and File the FY 11 - FY 13 Revenue Estimates . Supported by Potts. Motion carried on a voice vote. COMMUNICATIONS A. Department of Management and Budget/Purchasing Division – Contract Exception Report for the Month of April B. Notice of Hearing for Industrial Development District for Facilities Located at: 1. 4121 N. Atlantic Blvd., Auburn Hills MI 48326, and 2. 2700 High Meadow Circle, Auburn Hills, MI 48326 Douglas moved to receive and file the communications. Supported by Douglas. FINANCE COMMITTEE Page 9 April 29, 2010 Motion carried on a voice vote. OTHER BUSINESS / ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 11:48 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.