Loading...
HomeMy WebLinkAboutMinutes - 2010.07.01 - 36453TOM MIDDLETON Chairperson MIKE GINGELL Vice Chairperson TIM GREIMEL Minority Vice Chairperson July 1, 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 of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Tom Middleton , Tim Greimel, Sue Ann Douglas, Christine Long, David Potts, Helaine Zack, David Coulter, David Woodward COMMITTEE MEMBERS ABSENT WITH NOTICE: Mike Gingell, Shelley Taub OTHERS PRESENT AVIATION Karl Randall, Manager CENTRAL SERVICES David VanderVeen, Director CHILDREN’S VILLAGE Jody Overall, Manager CIRCUIT COURT/PROBATE John Cooperrider, Business Administrator COMMUNITY CORRECTIONS Barb Hankey, Manager CORPORATION COUNSEL Judy Cunningham, Corporation Counsel EQUALIZATION Dave Hieber, Manager EXECUTIVE OFFICE Bob Daddow, Deputy Executive FACILITIES Art Holdsworth, Director Bob Larkin, Manager FISCAL SERVICES Tim Soave, Manager LaVerne Smith, Supervisor Wayne Keller , Analyst INFORMATION TECHNOLOGY Ed Poisson, Director MANAGEMENT & BU DGET Laurie Van Pelt, Director PLANNING & ECONOMIC DEVELOPMENT Kristie Everett-Zamora PROSECUTING ATTORNEY Terri Meiers, Admin. Financial Coordinator SHERIFF Mike McCabe, Undersheriff Dale Cunningham, Business Manager TREASURER Andy Meisner, Treasurer Jim Van Leuven, Chief Deputy FREE PRESS Kathy Gray, Reporter BOARD OF COMMISSIONERS Lawrence Doyle, Administrative Director Harvey Wedell, Sr. Analyst Helen Hanger, Sr. Committee 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 David Potts Shelley Taub Helaine Zack David Coulter David Woodward FINANCE COMMITTEE Page 2 July 1, 2010 PLEDGE OF ALLEGIANCE APPROVAL OF THE PREVIOUS MINUTES Long moved approval of the previous minutes of May 27, 2010 and June 9, 2010 as printed. Supported by Zack. Motion carried on a voice vote. PUBLIC COMMENT None. FY 2010 / FY 2011 / FY 2012 CONTINGENCY REPORT The FY 10 Contingency Fund balance of $310,689 will remain unchanged. Potts moved to receive and file the FY 2010 Contingency Report dated June 24, 2010. Supported by Woodward. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #10142 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2010 APPROPRIATION – CITY OF ROCHESTER PROJECT NO. 50421 Introduced by Commissioner Douglas, the resolution approves the project submitted by the City of Rochester as eligible for Tri-Party Road Improvement Program funding and authorizes the release of the County’s one -third share of funding from the General Fund Designated Fund Balance. The program consists of a preservation overlay on Parkdale Road from west of Letica Drive to Dequindre Road . A copy of the Cost Participation Agreemen t between the Road Commission for Oakland County and the City of Rochester is included. A budget amendment for $65,420 will be made as outlined in the Fiscal Note. 1b. MR #10145 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2010 APPROPRIATION – CITY OF FARMINGTON HILLS PROJECT NO. 50451 Introduced by Commissioners Schwartz and Nash , the resolution approves the project submitted by the City of Farmington Hills as eligible for Tri -Party Road Improvement Program funding and authorizes the release of the County’s one-third share of funding from the General Fund Designated Fund Balance. The program consists of construction of acceleration and deceleration lanes on 10 Mile Road at Briarhill Drive . A copy of the Cost Participation Agreement between the Road Commission f or Oakland County and the City of Troy is included. A budget amendment for $25,000 will be made as outlined in the Fiscal Note. Douglas moved approval of the attached suggested F iscal Notes for Consent Agenda Items 1a-1b. Supported by Coulter. Motion carried unanimously on a roll call vote with Gingell, Greimel and Taub and absent. FINANCE COMMITTEE Page 3 July 1, 2010 REGULAR AGENDA 2. DEPARTMENT OF MANAGEMENT AND BUDGET / EQUALIZATION APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CITY OF BIRMINGHAM Equalization is requesting authorization to contract with the City of Birmingham to provide real property descriptions at $17.64 each and personal property descriptio ns at $12.88 each year for the life of the contract July 1, 2010 through June 30, 2013. Potts moved to approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote with Gingell and Taub absent 3. MULTIDEPARTMENTAL: SHERIFF’S OFFICE, CIRCUIT COURT AND CHILDREN’S VILLAGE – 2010 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM – INTERGOVERNMENTAL AGREEMENT AND GRANT APPLICATION The Sheriff, Circuit Court and Children’s Village, along with the Cities of Pontiac and Southfield, are requesting authorization to apply for allocated grant funding of $281, 129 from the U.S. Department of Justice, office of Justice Programs under the 2010 Edward Byrne Memorial J ustice Assistance Grant Program for the period October 1, 2009 through September 30, 2013. A resolution is required for this application, as well as a n intergovernmental agreement between the County and its local units and is included in the grant application packet. The Federal funding allocation is as follows: Oakland County $46,644 (Sheriff $29,784, Circuit Court $4,860, Children’s Village $12,000 ), the City of Pontiac $145,732 and the City of Southfield $88,753. Funding will be used to purchase equipment. Oakland County will serve as fiduciary and lead agency for the entire award. Title to the equipment will be transferred to each party upon delivery. Coulter moved approval of the attached suggested Fiscal Note. Supported by Potts. Motion carried unanimously on a roll call vote w ith Gingell and Taub absent 4. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS/ARTS, CULTURE & FILM – FY 2010 REGIONAL REGRANTING ADMINISTRATIVE SERVICES PROGRAM GRANT ACCEPTANCE – MICHIGAN COUNCIL FOR ARTS AND CULTURAL AFFAIRS The Department of Economic Development & Community Affairs/Arts, Culture & Film is requesting authorization to accept a Michigan Council for the Arts and Cultural Affairs administrative services grant award of $3,400 for the period of January 19, 2010 through September 30, 2010. The County will provide a local in-kind match consisting in the coordinator’s salary costs of $6,200 . A budget amendment will be made as outlined in the Fiscal Note. Long moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Gingell and Taub absent 5. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS/ARTS, CULTURE & FILM – FY 2010 REGIONAL REGRANTING SERVICES PROGRAM GRANT ACCEPTANCE – MICHIGAN COUNCIL FOR ARTS AND C ULTURAL AFFAIRS The Department of Economic Development & Community Affairs/Arts, Culture & Film is requesting FINANCE COMMITTEE Page 4 July 1, 2010 authorization to accept a Michigan Council for the Arts and Cultural Affairs services grant award of $10,900 for the period of January 19, 2010 through September 30, 2010. No County match is required. Funding will be re-granted as mini-grant awards for various local arts and cultural programs. A budget amendment will be made as outlined in the Fiscal Note. Ms. Zamora explained that non -profit applicants could apply for mini -grants of up to $4,000 which can require matches of either cash or volunteer service. Four of five applications were fully funded. Several of the awarded grants are of a partnership nature between various entities. If you apply for these grants through the County you can not apply for a grant at the State level. Ms. Zamora provided an oral list of the awards. Woodward moved approval of the attached suggested Fiscal Note. Supported by Potts. Motion carried unanimously on a roll call vote with Gingell and Taub absent 6. FACILITIES MANAGEMENT – AUTHORIZATION AND FUNDING REQUEST FOR ELECTRICAL UPGRADES TO COUNTY BUILDINGS Facilities Management is requesting authorization to proceed with an Electrical Upgrade to County Buildings Project in the amount of $300,000 and to transfer funding from the Capital Improvement Program/Building Fund to the Project Work Order Fund for this purpose. Work will be handled through in- house staff, existing service contracts and other contracts bid through Purchasing . A budget amendment will be made as outlined in the Fiscal Note. Zack moved approval of the attached suggested Resolution. Supported by Potts. Motion carried unanimously on a roll call vote with Gingell, Greimel and Taub absent 7. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS – MICHIGAN DEPARTMENT OF CORRECTIONS, OFFICE OF COMMUNITY CORRECTIONS, COMMUNITY CORRECTIONS COMPREHENSIVE PLAN AND APPLICATION FOR FY 2011 Community Corrections is requesting authorization to apply for funding from the Michigan Department of Corrections, Office of Community Corrections, in the amount of $1,824,345 for plans and services and an appropriation of $2,115,175 for Probation Residential Centers for Fiscal Year 2011. If awarded, fu nding will support 12 full-time positions and one part-time non-eligible position within Community Corrections and four full-time eligible and two part-time non-eligible Sheriff’s positions all as specified in the Fiscal Note. The County will match 50% of the total costs for positions #7834 and #9396 within Community Corrections. Application to the grantor agency requires a resolution from the Board of Commissioners for submission. Zack moved approval of the attached suggested Fiscal Note. Supported by Coulter. Motion carried unanimously on a roll call vote with Gingell, Greimel and Taub absent 8. DEPARTMENT OF CENTRAL SERVICES – OAKLAND/SOUTHWEST AIRPORT – 2010 GRANT PROGRAM ACCEPTANCE – CONDUCT AN ENVIRONMENTAL ASSESSMENT AND PERFORM PRELIMINARY ENGINEERING SERVICES FOR RUNWAY SAFETY AREA AND APPROACH IMPROVEMENTS ON RUNWAY 8/26 The Oakland/Southwest Airport is requesting authorization to accept a Michigan Department of Transportation Grant Contract of Federal Funds of $89,300, state funds of $2 ,350 and a required local match of $2,350 for conducting an environmental assessment and performing preliminary engineering FINANCE COMMITTEE Page 5 July 1, 2010 services for runway safety at the Airport. Funding of the local match is available within the Airport Fund. No General Fund dollars are required. No budget amendment is necessary. Long moved approval of the attached suggested Fiscal Note . Supported by Potts. Motion carried unanimously on a roll call vote with Gingell and Taub absent 9. MR #10143 – INFORMATION TECHNOLOGY – POLICY ON ELECTRONIC EQUIPMENT HARD DRIVES TO PROTECT AGAINST IDENTITY THEFT The resolution was introduced by Commissioner Douglas and would require the Information Technology Department (IT) to establish an Electronic Equipment Hard Drive Policy for the co unty’s copy machines, certain printers and faxes that contain hard drives with data scanned and stored by the machine. The Policy would require the County to scrub the hard drives prior to any of this equipment leaving the County’s ownership, thereby eliminating concerns of identity theft. A copy of the policy would be sent to all of the County’s local governmental entities, its legislative contingency in Lansing and t o the Michigan Attorney General. Mr. Poisson explained that IT already performs this se rvice on some equipment, including larger copiers, but until now there was no formal policy . Cell phones turned in by staff are purged of information and if new devices are provided, directories and other information can be transferred. There is no significant cost to implement this policy. Privacy laws apply to these devices. Ms. Van Pelt indicated that the new policy will be incorporated into the Purchasing Policies and Procedures and vendors will be notified that this equipment must be scrubbed and certified for same. The vendors have been follow ing US Department of Defense standards to scrub hard drives but with this new IT policy will provide a staff person to observe the process and make sure it is done. Support Services will be notified regarding the new policy since this department is responsible for disposal of assets. Commissioner Douglas explained that she had moved forward on this effort after an acquaintance had shared with her an exposè on the issue of identity theft. Douglas moved approval of the attached suggested Fiscal Note. Supported by Coulter. Motion carried unanimously on a roll call vote with Gingell and Taub absent 10. TREASURER’S OFFICE – EXPLANATION OF DELINQUENT TAX REVOLVING FUND PROCESS Information regarding net assets and cash flow for the Delinquent Tax Revolving Fund (DTRF) was distributed. Mr. Meisner explained that his appearance before the committee was a result of Finance Committee members previously expressing concerns as to whether the local units where completely aware of how the DTRF functions , specifically in relation to charge backs for delinquent taxes not recovered by the County Treasurer . Mr. Meisner explained that the DTRF plays an important roll in sustaining the County’s Triple AAA Bond rating an d in assisting the local units with their financial needs. He stated that he is committed to maintaining the DTRF’s $200 million equity level that helps to establish the County’s bond rating. As to property taxes, he explained that c urrent year taxes are paid locally. Once those taxes become delinquent March 1 they are turned over to the County Treasurer and the local units are ma de whole in anticipation of collecting these delinquencies . The Treasurer then goes through a settlement and collection process land auctions are held in August and some time in late fall (Information is on the Treasurer’s website ). The Treasurer’s Office is FINANCE COMMITTEE Page 6 July 1, 2010 revamping its approach and for the first time is incorporating real estate marketing princip les by reaching out to commercial and residential real estate professionals to find out how to get the best returns. The final step in the process is charge backs to the local units of delinquencies not recovered. Mr. Meisner indicated that final numbers on charge backs would not be available until after the second auction but his office could provide the local units with preliminary numbers following the first auction. Mr. Meisner noted that several communities have larger charge backs, including Lyon Township, Pontiac and Southfield. He recognized Mr. Daddow and noted that the Administration has been on top of this issue and has assisted communities in making sure they have budgeted to meet this demand. Mr. Meisner also stated that he and Mr. VanLeuven had met with Commissioner Potter and other elected officials within his district to tour special assessment districts and incomplete developments and noted that it was these points of concern for Commissioner Potter that had put this issue on the map for him . As another examp le of collaboration, Mr. Daddow indicated that the Oakland County Treasurer’s Office is also one of the few in the State that does and has for years collect ed personal property taxes for its local units. Mr. Soave added that charge backs impact the Gener al Fund but the County does budget for this activity. Mr. Meisner reported that he has kept in contract with Mr. Lieb, the City of Pontiac’s financial manager, as well as its other elected officials, and has made them aware of the charge back requiremen ts and bond obligations on the Phoenix Center and will continue to meet with Mr. Lieb’s replacement. Mr. Meisner asked that commissioners help to get the word out on the land auctions and welcomed their collaboration in keeping their local elected officia ls aware of the charge back requirements. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division – Contract Report for the Month of June, 2010 B. Notice to Department of Management and Budget from Moody’s Investors Service – Rate for Oakland County’s General Obligation Limited Tax Notes, Series 2010 Taxable Obligations C. Circuit Court/Family Division – FY 2011 Michigan Drug Court (SCAO) Juvenile Drug Court Grant - Application D. Circuit Court/Family Division – FY 2011 Michigan Drug C ourt Grant Program Through the State Court Administrative Office (SCAO) Adult Drug Court Grant - Application E. Sheriff’s Office – GY 2010 Bulletproof Vest Partnership (BVP) Program Grant Application F. Department of Health and Human Services / Children’s Village Division – 2010 – 2011 Fresh Fruit and Vegetable Program – Grant Application G. Department of Health and Human Services / Health Division – 2010 Child Abuse and Neglect Prevention Pilot Project – Grant Application FINANCE COMMITTEE Page 7 July 1, 2010 H. Notice of Hearing Re: Request for Industrial Facilities Exemption Certificate for PSCU Financial Services Inc., Located at 3252 University Drive, Suite 130, Auburn Hills, Michigan 48326 I. Notice of Hearing Re: Village of Holly to Hear Request by Tri -Tec Polymers, Located at 209 Elm Street, Holly, MI 48442 for the Council to Create An Industrial Rehabilitation District Douglas moved to receive and file the communications. Supported by Zack. Motion carried on a voice vote. OTHER BUSINESS / ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:08 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.