Loading...
HomeMy WebLinkAboutMinutes - 2011.02.10 - 36510TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson February 10, 2011 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, Shelley Taub, David Woodward, Christine Long, David Potts, Jim Runestad, Kathy Crawford, Bill Dwyer, Helaine Zack, Tim Greimel, Nancy Quarles COMMITTEE MEMBERS ABSENT : None. OTHERS PRESENT AUDIT Pam Weipert, Manager Barb DuCharme, Supervisor COMMUNITY & HOME IMPROVEMENT Karry Rieth, Manager Kathy Williams, Supervisor Carla Spradlin, Grant Compliance EXECUTIVE OFFICE Phil Bertolini, Deputy Executive/CIO FACILITIES MANAGEMENT Art Holdsworth, Director Bob Larkin, Manager Mike Hughson, Property Mgmt. Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Holly Conforti, Supervisor LaVerne Smith, Supervisor HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager Connie Srogi, Analyst INFORMATION TECHNOLOGY Ed Poisson, Director Tammi Shepherd, Supervisor Patricia Coates, CLEMIS Administrator MANAGEMENT & BUDGET Laurie Van Pelt, Director PROSECUTING ATTORNEY Terri Meiers, Supervisor BOARD OF COMMISSIONERS Harvey Wedell, Sr. Analyst Sheryl Mitchell, 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 Christine Long David Potts Jim Runestad Kathy Crawford Bill Dwyer Helaine Zack Tim Greimel Nancy Quarles FINANCE COMMITTEE Page 2 February 10, 2011 PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Crawford moved approval of the previous minutes of January 27, 2011 as printed. Supported by Zack. Motion carried on a voice vote. AGENDA No changes. PUBLIC COMMENT None. FY 2011 - FY 2013 CONTINGENCY REPORT The FY 11 Contingency Fund balance sheet was distributed. The balance of $301,917 will remain unchanged. Quarles moved to receive and file the FY 2011 Contingency Report dated February 3, 2011. Supported by Woodward. Motion carried on a voice vote. REGULAR AGENDA 1. FACILITIES MANAGEMENT – COURTHOUSE CHILLER REPAIR PROJECT Facilities Management is requesting authorization to proceed with a project to repair the Courthouse Chiller in the amount of $150,000. The Courthouse chillers are 20 years old and have developed leaks that will further cause air infiltration and corrosion problems. Rather t han replace the units, Facilities Management is recommending that helium testing be done to identify all leaks and recycle/decontaminate the refrigerant to extend the useful life of the units. Work will be performed by in -house staff and contracted vendors. This project is included in the Capital Improvement Project -Utilities Section. Funding of $150,000 will be transferred from the CIP/Building Improvement Fund to the Project Work Order Fund as outlined in the resolution. Potts moved approval of the at tached suggested Resolution. Supported by Quarles. Motion carried unanimously on a roll call vote with Greimel absent. 2. FACILITIES MANAGEMENT – JAIL CHILLER REPLACEMENT PROJECT Facilities Management is requesting authorization to proceed with a pr oject to replace the Jail’s 24-year-old Chiller in the amount of $600,000. During recent preventative maintenance work metal fragments were found in the oil and filters, an indication of critical problems with the bearing. The replacement chiller will be much more energy efficient, require less ongoing maintenance, use the latest environmentally friendly FINANCE COMMITTEE Page 3 February 10, 2011 refrigerant and may qualify for approximately $30,000 in DTE rebates. The new chiller will be bid out by Purchasing. Work will be performed by in-house staff and contracted vendors. T his project is included in the Capital Improvement Project-Utilities Section. Funding of $600,000 will be transferred from the CIP/Building Improvement Fund to the Project Work Order Fund as outlined in the resolution. Runestad moved approval of the attached suggested Resolution. Supported by Taub. Commissioner Woodward expressed concern about authorizing the project prior to having received the bids to establish a final cost and asked to have that information reported to the Committee. Woodward moved to postpone the resolution until the next Finance Committee meeting. Supported by Greimel. Roll Call: Ayes: Woodward, Long, Runestad, Zack, Greimel, Quarles Nays: Potts, Crawford, Dwyer, Taub, Middleton Motion to postpone carried. 3. DEPARTMENT OF ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – COMMUNITY AND HOME IMPROVEMENT DIVISION – FY 2010 HOUSING COUNSELING GRANT ACCEPTANCE The Community and Home Improvement Division is requesting authorization to accept a $9 3,769.08 FY 2010 Housing Counseling grant from the U.S. Department of Housing and U rban Development. Funding will be used to supplement Community Development Block Grant funds allocated to deliver housing counseling services. The award includes $42,374.3 6 for Comprehensive Housing Counseling, $16,394.72 for Reverse Mortgage Counseling and $35,000 for Mortgage Modification/Mortgage Scams Assistance. The grant will provide supplemental funding toward existing positions. No county match is required. Indirect costs are not paid by this grant due to administrative and planning limits. The budget will be amended as outlined in the Fiscal Note. Greimel moved approval of the attached suggested Fiscal Note. Supported by Potts. Motion carried unanimously on a roll call vote. 4. MR #11025 - DEPARTMENT OF FACILITIES MANAGEMENT –REQUEST FOR APPROVAL OF SUBLEASE AGREEMENT WITH THE NEW CINGULAR WIRELESS PCS, LLC FOR PLACEMENT OF RADIO COMMUNICATIONS EQUIPMENT AT 29828 WEST EIGHT MILE ROAD, CITY OF FARMINGTON, MICHIGAN Facilities Management is requesting authorization to enter into a sublease with New Cingular Wireless PCS, LLC (NCW) to allow the County to install, repair, operate and maintain communication equipment, inclusive of antennae and related equipm ent, on the existing NCW tower and grounds located at 29828 W. Eight Mile Road in Farmington, Michigan, for a initial five -year term that may be automatically extended for four additional five year terms. The county shall pay a $2,500 application fee and monthly rent of $800, plus the pro-rata share of any applicable taxes. Rent shall increase 4% per year thereafter. The County 9- 1-1 Surcharge shall pay for the costs associated with the Sublease. There is sufficient funding available in the Radio Communications Adopted Budget for FY 2011 -FY 2013. No budget amendment is necessary. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 4 February 10, 2011 5. DEPARTMENT OF FACILITIES MANAGEMENT –REQUEST FOR APPROVAL OF SUBLEASE AGREEMENT WITH THE NEW CINGULAR WIRELESS PCS, LLC FOR PLACEMENT OF RADIO COMMUNICATIONS EQUIPMENT AT 24610 HALLWOOD COURT, CITY OF FARMINGTON HILLS, MICHIGAN Facilities Management is requesting authorization to enter into a s ublease with New Cingular Wireless PCS, LLC (NCW) to allow the County to install, repair, operate and maintain communication equipment, inclusive of antennae and related equipment, on the existing NCW tower and grounds located at 24610 Hallwood Court in Farmington Hills, Michigan, for a initial five-year term that may be automatically extended for four additional five year terms. The county shall pay a $2,500 application fee and monthly rent of $800, plus the pro-rata share of any applicable taxes. Rent shall increase 4% per year thereafter. The County 9- 1-1 Surcharge shall pay for the costs associated with the Sublease. There is sufficient funding available in the Radio Communications Adopted Budget for FY 2011 -FY 2013. No budget amendment is necessary . Dwyer moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 6. DEPARTMENT OF INFORMATION TECHNOLOGY – APPROVAL AND ACCEPTANCE OF LICENSE AGREEMENT WITH AIR ADVANTAGE FOR CO -LOCATION OF EQUIPMENT ON COUNTY- OWNED TOWERS IN ADDISON TOWNSHIP, INDEPENDENCE TOWNSHIP AND SPRINGFIELD TOWNSHIP Information Technology is requesting authorization to enter into a license agreement and three addenda with Air Advantage (AA) for placement of AA equipment on three County-Owned Towers in the Townships of Addison, Independence and Springfield . In exchange for collocations on these towers, AA will provide free wireless internet service hotspots in three downtowns, including the City of the Village o f Clarkston, the Village of Holly and the Village of Oxford. The hotspot coverage area will be approximately a .25 to .4 mile radius from the device location. AA will be responsible for all costs including utility services and maintenance, and will provide help desk support and develop and maintain a customized public portal for each hotspot. No additional costs will be incurred by the county for the co -location of this equipment. Service will be provided for five years with one automatic five year rene wal. Mr. Bertolini explained that the original Wireless Oakland pilot project provided free wireless internet in several communities but du e to the economic downtown the vendor was unable to secure funding to continue. Since then, Federal stimulus funds became available for private vendors to provide broadband services to un -served and underserved populations in rural areas and AA was awarded $32 million to implement this service in the Thumb and portions of Southeast Michigan. County staff gave testimony in support of also providing this service to urban and su burban areas but was unable to expand the funding. The Administration has worked with AA and developed a plan t o implement the program in all rural areas of the County that met the Federal guidelines (see documentation and map included with the resolution ). The County is working on a model to negotiate with AA to swap free services for use of additional towers in service areas where there is no downtown . AA will also be leasing private towers to i mplement rural service. Additionally, AA has expressed an interest in expanding its services outside of rural areas within Oakland County once the initial implementation is complete and the Federal loan pay-back requirements are met. If AA moves forward with expansion, this will provide competitive pricing. A second goal of the original Wireless Oakland project was to provide access to computers and technology and to provide training to the public. This effort continued and has been achieved through a partnership with Michigan State University (MSU), which was awarded funding to increase computer capacity in libraries around the state. This first-round application award includes an investment of $195,000 for Oakland County libraries. FINANCE COMMITTEE Page 5 February 10, 2011 Commissioner Zack asked how much County staff time was spent working on this project and how much more time is projected out. A focus of these grants was “is government a partner?” The County’s role in this effort was to facilitate discussion on behalf of AA with the C ounty’s local units of government. Mr. Bertolini explained that students were used to perform survey phone calls to ask people if they had broadband, some GIS mapping was done and letters of support were submitted to obtain funding . The County also worked with its libraries to assist MSU in obtaining those grant dollars. He indicated that additional information on staff time would be provided. Taub moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote. 7. INFORMATION TECHNOLOGY DEPARTMENT POSITION DELETIONS Information Technology is requesting authorization to delete three positions in order to improve efficiencies and generate savings of $205,519 towards the County Executive’s FY 2011 -2013 Budget Task. The vacant positions of Production Control Analyst II and Receptionist Clerk in IT Administration and Application Analyst/Programmer I in Application Services will be deleted. These duties have been assigned to other staff. Savings will be recognized with the beginning of this fiscal year - October 1, 2010. Taub moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote . 8. INFORMATION TECHNOLOGY DEPARTMENT – FIRST QUARTER 2011 DEVELOPMENT APPROPRIATION TRANSFERS Information Technology is requesting authorization to appropriate and transfer from the non -departmental budget an amount equal to actual expenses for First Quarter 2011 Development and imaging costs to users as follows: $829,965.87 development and $12,818.75 imaging for General Fund/General Purpose county departments; direct charges to Special Revenue and Proprietary fund departments are $355,511.91; non - governmental imaging development is $9,767.00 and non -coun ty agencies is $21,918.50. Taub moved approval of the attached suggested Resolution. Supported by Dwyer. Motion carried unanimously on a roll call vote. 9. INFORMATION TECHNOLOGY (IT) DEPARTMENT MASTER PLAN At Commissioner Taub’s request, Mr. Bertolini explained that all county employees should be upgraded to Windows Office 2010 by July, 2011. Training schedules are on the website. The Windows 7 Operating System is being evaluated on a few of the IT Servers but at this time IT continues to utilize X P for operations. Ms. McKenna explained that IT is doing just -in-time training and installation so that employees will receive instruction on the new software at or near the same time it is installed. Mr. Wedell reported that four of the Board staff will be migrated to Office 2010 next week and the rest will follow 1-2 months after that time. FINANCE COMMITTEE Page 6 February 10, 2011 Mr. Bertolini explained that the IT Master Plan is for a two-year period for fiscal years 2011 -2012. It includes every IT employee by hour, broken down by p rojects being worked on and allows you to see staff availability. Administration is not included in project time. The effort to update the master plan for 2011 - 2012 began about a year ago. This plan is not static and is adjusted quarterly as leadership groups meet and re-evaluate priorities. Revenue must be brought to the table to support an effort. Leadership Groups are grouped by like function and are listed in the Plan. The Master Plan projects are directly linked to the IT Strategic Master Plan an d the budget. Commissioner Potts indicated that the Master Plan was a good document and asked to be provided with the cost of its creation. Commissioner Crawford asked how the Board of Commissioners could become paperless. Mr. Bertolini explained that this effort would need to be advanced by the Board’s liaison on the leadership group and a scope and approach document would be developed. 10. INFORMATION TECHNOLOGY DEPARTMENT MASTER PLAN QUARTERLY EXECUTIVE SUMMARY Mr. Bertolini explained that the Master Plan Quarterly Executive Summary shows what has been accomplished in that particular quarter. Projects identified as not yet begun are intended to be advanced during the master plan period. No overtime has been utilized. Ms. McKenna noted that the quarterly report indicates 35 hours of staff time was utilized for the broadband project. Taub moved to receive and file items 9 and 10. Supported by Quarles. Motion carried on a voice vote. COMMUNICATIONS A. Economic Development & Community Affai rs Department – Community & Home Improvement Division – Grant Application for PY 2010 Annual Action Plan Substantial Amendment for Neighborhood Stabilization Program 3 (NSP3) Long moved to receive and file the communication . Supported by Quarles. Motion carried on a voice vote. OTHER BUSINESS / ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:35a.m. ________________________ _______________________________ Helen A. Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator FINANCE COMMITTEE Page 7 February 10, 2011 NOTE: The foregoing minutes are subject to Committee approval.