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HomeMy WebLinkAboutMinutes - 2010.07.29 - 36461TOM MIDDLETON Chairperson MIKE GINGELL Vice Chairperson TIM GREIMEL Minority Vice Chairperson July 29, 2010 Chairperson Middleton called the meeting of the Finance Committee to order at 9:06 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 , Mike Gingell, Tim Greimel, Sue Ann Douglas , Christine Long, David Potts, Shelley Taub, Helaine Zack, David Woodward COMMITTEE MEMBERS ABSENT WITH NOTICE: David Coulter OTHERS PRESENT CIRCUIT COURT Kevin Oeffner, Administrator Lisa Langton, Deputy Administrator CLERK/REGISTER OF DEEDS Ruth Johnson, Clerk/Register Mike Senyko, Deputy Clerk/Register COMMUNITY & HOME IMPROVEMENT Gordon Lambert, Chief Kathy Williams , Housing Counselor CORPORATION COUNSEL Judy Cunningham, Corporation Counsel DISTRICT COURT 52-2 Sharon Rupe, Administrator DISTRICT COURT 52-1 Joyce Renfrow, Administrator DISTRICT COURT 52-3 Renee Gillert, Administrator DISTRICT COURT 52-4 Jim VerPloeg, Administrator EXECUTIVE OFFICE Jerry Poisson, Deputy Executive Bob Daddow, Deputy Execut ive Phil Bertolini, Deputy Executive FACILITIES Art Holdsworth, Director FISCAL SERVICES Tim Soave, Manager LaVerne Smith, Supervisor Wayne Keller, Analyst Linda Pearson, Analyst Leo Lease, Analyst Monica Tinsley, Analyst Nancy Falardeau, Analyst Antonio Pisacreta, Analyst Shiela Cox, Parks-Capital Improvement Coordinator HUMAN RESOURCES Nancy Scarlet, Director Cathy Shallal, 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 Christine Long David Potts Shelley Taub Helaine Zack David Coulter David Woodward FINANCE COMMITTEE Page 2 July 29, 2010 OTHERS PRESENT CONTINUED INFORMATION TECHNOLOGY Ed Poisson, Director Tammy Shepherd, Supervisor Pat Coates, CLEMIS Administrator MANAGEMENT & BUDGET Laurie Van Pelt, Director PARKS & RECREATION Dan Stencil, Executive Officer Sue Wells, Manager of Operations Melissa Prowse, Business Development Rep. PLANNING & ECONOMIC DEVELOPMENT Dan Hunter, Manager PROSECUTING ATTORNEY Paul Walton, Terri Meiers, PURCHASING Jack Smith, Manager SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager TREASURER Andy Meisner, Treasurer Jim Van Leuven, Deputy Treasurer WATER RESOURCES COMMISSIONER Kevin Larsen, Deputy Water Resources Commissioner BOARD OF COMMISSIONERS Lawrence Doyle, Administrative Director Harvey Wedell, Sr. Analyst Sheryl Mitchell, Sr. Analyst Helen Hanger, Sr. Committee Coordinator PLEDGE OF ALLEGIANCE APPROVAL OF THE PREVIOUS MINUTES Gingell moved approval of the previous minutes of July 15, 2010 as printed. Supported by Taub. Motion carried on a voice vote. AGENDA Woodward moved the agenda as printed. Supported by Taub. Motion carried on a voice vote. PUBLIC COMMENT None. AGENDA Woodward moved the agenda with 1a being moved to the regular agenda. Supported by Taub. Motion carried on a voice vote. FY 2010 / FY 2011 / FY 2012 CONTINGENCY REPORT The FY 10 Contingency Fund balance of $301,917 will remain unchanged. A revised Grant Match sheet was distributed. FINANCE COMMITTEE Page 3 July 29, 2010 Taub moved to receive and file the FY 2010 Contingency Report dated July 22, 2010. Supported by Potts. Motion carried on a voice vote. CONSENT AGENDA 1b. MR #10183 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2010 APPROPRIATION – GROVELAND TOWNSHIP PROJECT NO. 5050 2 Introduced by Commissioner Jacobsen, the resolution approv es the project submitted by Groveland Township 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 for FY 2009 and prior. The program consists of the spreading and chloride lf limestone on various township roads. A copy of the Cost Participation Agreement between the Road Commission f or Oakland County and Groveland Township is included. A budget amendment of $14,299 will be made as outlined in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Greimel, Douglas and Coulter absent . REGULAR AGENDA 1a. MR #10184 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2010 APPROPRIATION – OAKLAND TOWNSHIP NO. 50532 Introduced by Commissioner Jacobsen, the resolution approves the project submitted by Oakland Township 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 for FY 2010. The program consists of the spreading and chloride of limestone on various township roads. A cop y of the Cost Participation Agreement between the Road Commission for Oakland County and Oakland Township is included. A budget amendment of $19,833 will be made as outlined in the Fiscal Note. Taub moved to report to amend the resolution to strike “Grov eland” and instead insert “Oakland” in all instances. Supported by Gingell. Motion carried unanimously on a roll call vote with Greimel, Douglas and Coulter absent. Gingell moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Greimel, Douglas and Coulter absent. 2. SHERIFF’S OFFICE – 2010 MARINE SAFETY PROGRAM GRANT ACCEPTANCE The Sheriff is requesting acceptance of a $186,766 Michigan D epartment of Natural Resources G rant for Marine Safety activities, consisting of $86,766 in Federal funding and $100,000 in State funding. The required 25% county match of $53,324 is budgeted for in the Sheriff’s FY 2010 budget. The FY 10 budget will be amended as outlined in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Gingell. Motion carried unanimously on a roll call vote with Coulter absent. FINANCE COMMITTEE Page 4 July 29, 2010 3. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – COMMUNITY & HOME IMPROVEMENT DIVISION – FY 2010 MICHIGAN STATE HOUSING DEVELOPMENT AUTHORITY HOMEOWNERSHIP – COUNSELING PROGRAM AGREEMENT FOR COUNSELING SERVICES - ACCEPTANCE Community & Home Improvement is requesting acceptance of a Michigan State Housing Development Authority Homeownership Counseling Program Agreement of $84,000 to provide approximately 560 billable units of group and/or individualized homebuyer education, foreclosure prevention or other eligible counseling services annually. Funds will be used to supplement federal Commun ity Development Block Grant and Housing Counseling G rant funds allocated for housing counselor salaries. The agreement covers the period August 1, 2010 through September 30, 2010 with automatic successive one -year term contract extensions ending September 30, 2014. No county match or additional personnel is required. Amendments to the FY 2010 Budget will be made as outlined in the Fiscal Note. Gingell moved approval of the attached revised suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Coulter absent. 4. PARKS AND RECREATION COMMISSION – RECEIPT OF MICHIGAN DEPARTMENT OF NATURAL RESOURCES AND ENVIRONMENT LANDOWNER INCENTIVE PROGRAM GRANT – ROSE OAKS AND INDEPENDENCE OAKS COUNTY PARKS The Parks and Recreation Commission (PRC) is requesting acceptance of a Michigan Department of Natural Resources and Environment – Wildlife Division reimbursement grant in an amount not to exceed $12,000 from the Landowner Incentive Program – Wildlife Habitat Management. Funds will be used for prescribed burns to control invasive species and improve wildlife habitat on 54 acres at Independence Oaks County Park and 71 acres at Rose Oaks County Park. The total program of $20,000 includes a 40% required match of $8,000 which is available within the PRC fund. No budget amendment is required. Long moved approval of the attached revised suggested Fiscal Note. Supported by Gingell. Motion carried unanimously on a roll call vote with Coulter absent. 5. DEPARTMENT OF INFOR MATION TECHNOLOGY – WIRELESS OAKLAND INITIATIVE TO PROVIDE TRAINING: RETOOLING AUTOMOTIVE ENGINEERS IN PREPARATION FOR DEFENSE ENGINEERING POSITIONS – GRANT ACCEPTANCE Information Technology is requesting acceptance of a U.S. Department of Labor Employme nt and Training Administration Grant of $190,000 to provide training for retooling automotive engineers. The funding period is June 1, 2010 through May 31, 2012. Funds will be used to retrain 25 displaced workers and residents of Oakland County, through e nrollment in Lawrence Technological University’s Graduate Certificate Program, who upon completion of the program will receive a certificate in Defense Manufacturing Engineering. Program partners include the Oakland County Workforce Development Board, Mic higan Works and LTU. No county funds, personnel or purchase of equipment is required. A budget amendment will be made as outlined in the Fiscal Note. Mr. Bertolini reported that no IT staff is involved and it is a pass-through to LTU, who will work with Workforce Development and Michigan Works to identify qualified applicants. IT is still working with Wireless Oakland providers in northern and western Oakland County who have applied for funding to move forward. FINANCE COMMITTEE Page 5 July 29, 2010 Taub moved approval of the attached su ggested Resolution. Supported by Gingell. Motion carried unanimously on a roll call vote Coulter absent. 6. MR #10181 – BOARD OF COMMISSIONERS – JURY BOARD PER DIEM State Statute requires that three members are appointed to the Oakland County Jury B oard for six-year terms at a salary set by the County Board of Commissioners. Oakland County Jury Board members currently receive a $4,454 annual salary . This resolution would es tablish a new per diem rate of $75 per day of service that will go into effe ct upon appointment or re -appointment of members. This rate is consistent with other counties as surveyed by the Human Resources Department. The County Salary Schedule will be updated with this Per Diem. Per Diem expense funding has been included in the FY 2011- FY 2013 Coun ty Executive Recommended Budget; therefore, no amendment is required. Taub moved approval of the attached suggested Fiscal Note. Supported by Douglas. Motion carried unanimously on a roll call vote with Coulter absent. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division – Contract Report for the Month of July, 2010 A-1: American Tower for the Warren North Site Modification: Ms. Coates explained that additional radio tower sites were needed because as the system was built out certain geographic locations had coverage problems. The best site was actually found to be on the east side of Dequindre in Warren but the FCC requires the antenna to be pointed towards the coverage area in Oakland County for Troy and Madison Heights. This tower was identified by the engineers as the best solution but is owned by American Tower who is the only entity that could do the modifications. B. Sheriff’s Office – FY 2010 Auto Theft Prevention Authority Grant (ATPA) Grant Appl ication C. Sheriff’s Office/information Technology – 2010 COPS Technology Program Grant Application Taub moved to receive and file the communication s. Supported by Douglas. Motion carried on a voice vote. FY 2011 – FY 2012 Budget Hearings: Mr. Soave explained that if you wished to compare Fiscal Year (FY) 2009 to the Recommended FY 2010- 2013 budget, it is best to look at the bottom line rather than each individual line item with exception of overtime. The 2009 figure is an accounting number and 2010 is a budget presentation. He reported that Elected Officials did a good job holding the line and not spending or filling positions. If they met their budget tasks, no further cuts were made. Budget Task detail for each Elected Official is included in the Categorical Analysis and Budget Highlights for FY 2010 – 2013 document. Budget task numbers were secured after some across the board cuts were made which benefited all Elected Officials, including the FY 2011 1.5% salary cut and reductions to interna l services rates. The Amendment List was distributed and shows each amendment’s “Impact on Revenue” and “Dependence on Planned Use of Fund Balance”, which is being used as a funding bridge as long-term plans for 2014 and beyond are being built. FINANCE COMMITTEE Page 6 July 29, 2010 Parks and Recreation Commission (PRC) Mr. Stencil and staff responded to questions from committee members regarding the PRC’s proposed budget. He explained that PRC hires over 700 part -time, non-eligible seasonal employees. PRC has put together an energy team to look at cost savings opportunities at its facilities and is hoping to see a cost reduction resulting from the lowering of water temperatures at its water parks this year. PRC has also adopted the County’s Energy Management Policy. Commissioner Greimel asked to be provided with the number of full-time and part-time positions for the years 2006 through 2010. Commissioner Zack asked if there was a way to identify a n increase in expenditures to suppor t the parks urban strategy plan. Mr. Stencil explained that the PRC Administrative staff is hoping to bring a proposal to the PRC some time this fall for prioritizing the use of funds. Water Resources Commissioner (WRC) Mr. Larsen and staff were present to respond to committee members’ questions regarding budget task. Mr. Larsen advised that the General Fund Budget makes up 2.98% of the WRC budget, down from 3.38% last year. That same number makes up less than 1% of the County’s General Fund budget. Commissioner Potts inquired as to what is being d one regarding rate increases. Mr. Larsen explained that the WRC is meeting with the Detroit Water and Sewer Department but the majority of cost increase is for capital improvements, including the C ombined Sewage Overflow program and wastewater treatment improvements. Their Oakland -Macomb Interceptor improvement costs are basically flat. RECESS 9:55 AM – 10:03 AM Treasurer Mr. Soave noted that several items on the amendment list for the Treasurer are a result of errors when building the recommended budget. Mr. Meisner explained that his office has asked their vendors to provide more services for less cost and is receiving more information from its brokers and more service from its process servers. Part of the Treasurer’s strategic plan and performa nce measures is to prepare for the continuing number of foreclosures coming on line. The amount of tax delinquencies being offered at the August 10 auction is about $9 million, 3 times the amount from a year ago. Last year 666 parcels were delinquent; t his year it is over 1,000. In the past the auction affected mostly the City of Pontiac but is now across the County. He encouraged commissioners to visit his website to look at some of the properties. Those properties not sold on August 10 will go to a second auction October 22 and will be offe red at a $250 minimum bid. The number of title searches on these properties continues to increase and that is a concern. The Treasurer has spoken to real estate professionals and others in the private sector to obtain advice for marketing these properties and finding potential buyers . County Facilities’ staff is assisting with mowing the lawns, removing garbage, changing locks and placing lawn signs on the property that indicate to contact the Treasurer’s Office i f you are interested in the property. This last effort is generating calls of interest. FINANCE COMMITTEE Page 7 July 29, 2010 Mr. Meisner recognized the County Executive and Facilities Management for helping out in these efforts. Commissioner Taub asked if a report could be made followin g the August 10 auction, including data on what (residential, commercial, vacant, etc.) and how much was offered, Mr. Meisner indicated he would set up a report and include data points on previous year’s auctions. He indicated that in previous year’s au ctions recovery was as follows: 2006 – 18.4%; 2007 - 7.4%; 2008 - 12.8% and 2009 - 8.25%. What is not recovered is charged back to the local governments. They are seeing a trend that was predicted by Mr. Daddow several years ago - banks have enormous inventories of foreclosures and are walking away from some of these delinquent tax properties. As a result they are deteriorating , reducing values further. The Treasurer is taking a primary lien position on the properties, putting some effort into marketing and maintaining them , and can sell them out right. Circuit Court Mr. Oeffner reported that Legislative approval w as given to suspend one Sixth Circuit Court judgeship for four years effective January, 2011. That docket will be handled by existing ju dges. This action will result in a large savings to Oakland County and the State which pays for a judge’s salary and retirement. The Court will be working with Human Resources regarding bumping rights for those whose positions are being deleted over the next three years. The Visiting Judge program is being scaled back but will continue to assist with cases. Judge Goldsmith has been appointed by the Governor to the Federal Court. The current Visiting Judge will make sure those cases stay on track until the Governor appoints a replacement for Judge Goldsmith. His court reporter will also be moving to federal court and that position will be eliminated. Two court reporter positions for referees are being eliminated and those rooms will be video equipped. Of 19 courtrooms, 14 are video equipped and the Court is hoping to have 16 equipped by October 1 and one additional courtroom will be considered for equipping after it is vacated January 1. Savings from video equipping an additional three courtrooms woul d be about $285,000 a year. Youth Assistance caseworkers will be handling aftercare functions 25% of their time instead of doing 100% diversion. This change will provide kids with follow-up In Home Care and the County will be able to apply to the Child Care Fund for that portion of salaries dedicated to this effort. The State has given conceptual approval for these changes. Ms. Langton explained that when juveniles come into the intake area a referee can make a determination of whether or not to file a formal petition or try to divert them outside of the system. School liaisons also can make those recommendations. The Special Projects line item (731822) included dollars from early elimination of positions that the Board of Commissioners gave the Court permission to set aside for technology upgrades. The Visiting Judge line item is for civil cases and to assist the Family Division Judges , who hear the original requests for Personal Protection Orders (PPOs), by handling PPO hearings, which take a great deal of time. This allows the Family Division Judges to concentrate on their dockets. As part of the diversion process, judges some times require juvenile offenders to take jail tours. Last year a fee of $25 was instituted for this purpose but many families have received a waiver due to economic hardship. The Car Allowance line item is used to pay mileage to 10 Oakland University interns who assist juvenile probation officers in monitoring activities. Not being employees, they could not be pa id from the Personal Mileage line item. Commissioner Potts asked how the changes to the Youth Assistance Program would impact the volunteer component. FINANCE COMMITTEE Page 8 July 29, 2010 Mr. Oeffner explained that the Court used to provide YA Assistance up through 18 years old and is no longing including 18 year olds. The Court is looking at other ways to utilize these volunteers and held two YA summits last year with the local school districts to let them know about the changes . Their reaction seemed favorable and they were willing to working with the Court Mr. Greimel asked how or if the Court Reporter Services line item 730415 would be affected by this effort and whether court hearings that are video tapped are transcribed. Mr. Oeffner explained that if the video system is not workin g correctly, they call in the vendor, who is based in Kentucky but usually has a service provider in the area. If the vendor can’t get here in time to fix the problem and a judge may need to send a jury home, a substitute court reporter will be called in. Substitutes are also used when a regular reporter is sick, etc. The Transcript on Appeals line item 731962 is used for defendants with court-appointed attorneys to file appeals. Video tapped hearings are transcribed and that transcript is the official record. Clerk/Register of Deeds Ms. Johnson explained that the Clerk’s office has cut six positions this year and about 30 since she was first elected. Her office is processing almost as many sale transactions as in the housing boom years because values have decreased so much. The average cost of a house in Oakland County is now $50,000. About the same amount of court pleadings are being filed as in previous years but more are being done with e-File. Concealed Pistol License applications have increase d 214%. The law requires that these be processed in 90 days and it has been necessary to authorize overtime to meet that requirement. Revenue for this function was budgeted at $124,000 and has come in at $265,000. Ms. Johnson announced that her staff ha s received 14 national awards in four years for their programs, including one for their Mobile Office. This number of awards is more than any other Michigan county. The Clerk’s Office has also converted records so that the public can now access them at their local libraries rather than drive to the courthouse. This program is also getting good reviews. Commissioner Greimel asked for details on the annual operating expense of the Clerk’s Mobile Unit , including the number of people that have accessed thi s service. Commissioner Woodward asked to be provided with information on foreclosures costs. Probate Court Ms. Schnelz reported that Judge Moore will be retiring January 1, 2011. At that time his courtroom will be converted to video and all four court rooms will have completed the conversion to video. Court Reporting contractual services are utilized for the same purposes as those for Circuit Court, along with Americans with Disabilities Act accommodation requirements for signing. The Visiting Judges line item also covers mental health hearings at the Caro, Michigan Regional Mental Health Center . This allows the Probate judges here to work on their dockets without interruption. Car Allowance is used to pay mileage to volunteers who do guardian review s. 52nd District Court Commissioner Taub asked why the Salaries line item for District Court Administration included a large increase. She also indicated that she would like to see some consolidation efforts, with which Commissioner Zack concurred. Mr. Ver Ploeg explained that the Chief Judge’s budget (administration) includes one position transferred from 51-3 to do offender tracking, magistrate hours used to handle weekend arraignments, which are done for all four divisions, and one substitute district court recorder. The 52nd manages 140,000 cases a year. FINANCE COMMITTEE Page 9 July 29, 2010 The 52-1 has one full-time Deputy Administrator and the 52 -3 has one part-time non-eligible Deputy Administrator. The other two divisions’ budgets do not include this position. Commissioner Gre imel asked to receive information on how much time the court re corder dedicates to court reporting and how much time was dedicated to secretarial duties. Mr. Soave explained that judges’ salaries are set by the Supreme Court and have not been raised in ni ne years. OTHER BUSINESS / ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 11:44 a.m. ________________________ _______________________________ Helen A. Hanger Lawrence M. Doyle Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.