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HomeMy WebLinkAboutMinutes - 2011.04.14 - 36525TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson April 14, 2011 Chairperson Middleton called the meeting of the Finance Committee to order at 9:04 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 CIRCUIT COURT Lisa Langton, Deputy Court Administrator COMMUNITY & HOME IMPROVEMENT Karry Rieth, Manager Carla Spradlin, Grants Coordinator ECONOMIC DEVELOPMENT & COMMUNITY Maureen Krauss, Director AFFAIRS EQUALIZATION Dave Hieber, Manager EXECUTIVE OFFICE Bob Daddow, Deputy Executive Phil Bertolini, Deputy Executive/CIO FACILITIES MANAGEMENT Art Holdsworth, Director Paul Hunter, Manager Mike Hughson, Property Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Lynn Sonkiss , Chief LaVerne Smith, Supervisor Leo Lease, Analyst Prentiss Malone, Analyst Monica Tinsley, Analyst Antonio Pisacreta, Analyst HEALTH Kathy Forzley, Manager HOMELAND SECURITY Ted Quisenberry, Manager HUMAN RESOURCES Nancy Scarlet, Director Brenthy Johnston, Analyst HUMAN SERVICES George Miller, Director INFORMATION TECHNOLOGY Pat Coates, CLEMIS Administrator MANAGEMENT & BUDGET Laurie Van Pelt, Director PARKS & RECREATION Sue Welk, Manager PLANNING & ECONOMIC DEVELOPMENT Kristie Zamora, Marketing Coordinato r 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 April 14, 2011 PROSECUTING ATTORNEY Terri Meiers, Supervisor PURCHASING Jack Smith, Manager SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager WATER RESOURCES COMMISSIONER Jody Caldwell, Chief Engineer Jim Wineka, Environmental Supervisor OTHERS Laith Hermiz, Executive Vice President BOARD OF COMMISSIONERS Jim Ver Ploeg, Administrative Director Harvey Wedell, Sr. Analyst Helen Hanger, Sr. Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes o f March 17, 2011 as printed. Supported by Dwyer. Motion carried on a voice vote. AGENDA The Management and Budget/Equalization – 2011 Equalization Re port was added to the agenda as Item one without objection. PUBLIC COMMENT None. FY 2011 - FY 2013 CONTINGENCY REPORT The FY 11 Contingency Fund balance of $301,917 will remain unchanged. The Grant Match fund will be increased by $237,123 to $1,984,471 with adoption of the First Quarter Budget Amendments – item 10. Long moved to receive and file the FY 2011 Contingency Report dated April 6, 2011. Supported by Crawford. Motion carried on a voice vote. REGULAR AGENDA 1. DEPARTMENT OF MANAGEMENT AND BUDGET – 2011 EQUALIZATION REPORT The resolution adopts the 2011 equalization, authorizes its certification by the Chairperson of the Board of Commissioners and that it be entered on the County records and delivered to the appropriate township or city official. The recommended 2011 total Equalized Valuation for Oakland County is $52,453,460,343, a 9.16% decrease from the previous year; the Taxable value is $50,798,540,257, a 7.8%% decrease from the previous year. A copy of the 2011 Equalization Report is attached to the resolution, pl aced on file and made available through Management and Budget/Equalization. FINANCE COMMITTEE Page 3 April 14, 2011 Dwyer moved approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Woodward and Greimel absent. 2. MR #11062 – SERIFF’S OFFICE – PAINT CREEK TRAILWAYS CONTRACT FOR LAW ENFORCEMENT SERVICES FOR THE 2011 SEASON The Sheriff is requesting authorization to enter into a n agreement with Paint Creek Trailways to provide law enforcement services for the 2011 season. Two general fund/general purpose (GF/GP) part-time non- eligible (PTNE) Mounted Deputies at 1,150 hours each per year and for one GF/GP PTNE Mounted Deputy at 1,200 hours per year will be continued. Rates charged will be cons istent with those previously established by the Board of Commissioners for Patrol Rates. Revenue and expenditures resulting from this contract are included in the Sheriff’s adopted budget. Taub moved approval of the attached suggested Fiscal Note. Suppo rted by Potts. Motion carried unanimously on a roll call vote with Woodward and Greimel absent. 3. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2010-2011 HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS (HMEP) – GRANT ACCEPTANCE Homeland Security is requesting authorization to accept a $7,870 Hazardous Materials Emergency Preparedness Grant award from the Michigan Department of State Police, Emergency Management and Homeland Security Division. The grant requires a 20% match of $1,968 for a tota l of $9,838. Funds will be used by the Oakland County Local Emergency Planning Committee to enhance hazardous material response planning and exercises for communities having hazardous materials within their borders . Funds will be used for part-time non-eligible staff salary in support of this effort. 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 Woodward and Greimel absent. 4. ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS/COMMUNITY AND HOME IMPROVEMENT DIVISION – GRANT ACEPTANCE FOR PY 2010 ANNUAL ACTION PLAN SUBSTANTIAL AMENDMENT FOR NEIGHBORHOOD STABILIZATION PROGRAM 3 (NSP3) Community and Home Improvement is requesting authorization and acceptance of Neighborhood Stabilization Program 3 (NSP3) Federal Grant funding of $2,080,700 from the U.S. Department of Housing and Urban Development as a Substantial Amendment to the 2010 Community Development B lock Grant (CDBG) Annual Action Plan. The Grant will provide a one-time emergency funding supplement to the 2010 CDBG Program as a targeted initiative to stabilize neighborho ods hardest hit by foreclosures. Those communities identified for this funding are Hazel P ark, Oak Park and Royal Oak Township. Funding will be used to support current positions in the areas of County Homebuyer Program, Demolition and Administration. The projected three -year funding period start date is June 2011. Grantees must expend 50% of their grant in two years and 100% of the grant in three years. No County match is required. The budget will be amended as detailed in the Fiscal Note. Ms. Rieth reported that they anticipate about 30 homes will be demolished. Crawford moved approval of the attached suggested Fiscal Note . Supported by Taub. FINANCE COMMITTEE Page 4 April 14, 2011 Motion carried unanimously on a roll call vote. 5. PLANNING AND ECONOMIC DEVELOPMENT SERVICES DIVISION – 2011 GREAT LAKES RESTORATION INITIATIVE (GLRI) TREE ENHANCEMENTS IN PRIORITY URBAN AREAS – GRANT ACCEPTANCE Planning and Economic Development Services is requesting authorization to accept Southe ast Michigan Council of Governments (SEMCOG) federal funding from the U. S. Department of Agriculture Forest Service of $100,000 for the period January 1, 2011 through December 31, 2012. Funding will be used to identify priority tree planting areas, develop landscaping plans and plant trees in the Rough Watershed within Oakland County. An In-Kind match of $15,000 will be provided by staff for a tota l grant program of $115,000. A budget amendment will be made as outlined in the Fiscal Note. Mr. Rasegan explained that approximately 335 trees will be planted on pub lic lands along the Rouge River. PEDS staff will work in conjunction with SEMCOG using the regional land cover inventory to identify priority areas – those devastated by the emerald ash borer - and optimal tree planting locations based on environmental outcomes. PEDS staff will meet with the local communities where plantings occur who will be responsible for watering the newly planted trees. Taub moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote. 6. WATER RESOURCES – COMMISSIONER (WRC) – 2011 ROUGE OAKLAND PUBLIC SERVICE ANNOUNCEMENTS – 2011 PROJECT – GRANT ACCEPTANCE On behalf of the Rouge Oakland Public Service Announcements P roject, the Water Resources Commissioner is requesting acceptance of a Federal grant reimbursement from the County of Wayne in the amount of $42,000. The County will match these funds with an additional $42,000 for a total project cost of $84,000. The match will be met with one-time in-kind services from documented donations of airtime for public service announcements broadcasted by cable and radio contractors. The project’s purpose is to educate the public and municipal officials on improving the water quality of the Rouge and other river systems within Oakland County. A budget amendment will be made as indicated in the Fiscal Note. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote . 7. DEPARTMENT OF FACILITIES MANAGEMENT AND THE WATER RESOURCES COMMISSIONER – APPROVAL AND ACCEPTANCE OF LEASE AGREEMENT WITH D ’ANCO PROPERTIES, LLC FOR USE OF INDUSTRIAL BUILDING AND STORAGE YARD AT 30750 2 8 MILE ROAD, FARMINGTON HILLS, MICHIGAN On behalf of the Water Resources Commissioners, Facilities Management is requesting approval of a lease agreement between Oakland Coun ty and D’Anco Properties, LLC. for a period of three years for use of an industrial building located at 30750 W. 8 Mile Road in the Cit y of Farmington Hills, Michigan at a rate of $3,800 a month. The current lease at this location is at $4,000 a month or $48,000 annually. Lease costs will be recovered through the water rates. The budget will be amended to reflect resultant savings of $1,400 a month as detailed in the Fiscal Note. Potts moved approval of the attached suggested Fiscal Note. Supported by Crawford. FINANCE COMMITTEE Page 5 April 14, 2011 Motion carried unanimously on a roll call vote . 8. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENCINEERING – 2011 ROOF REPLACEMENT PROGRAM – CHILDREN’S VILLAGE BUILDINGS B, G AND NOCH KE Y SHOP PROJECT Facilities Management is requesting authorization to establish the 2011 Roof Replacement Program – Children’s Village Buildings B, G and NOHC Key Shop Project and to transfer funding of $180,000 from the Capital Improvement Program /Building Fund to the Project Work Order Fund for this purpose. These roofs are all 25-years old and in need of replacement. Authorization was received from the Planning and Building Committee to develop specifications and to advertise and receive bids for this project. A contract will be awarded to the lowest responsible bidder Renaissance Restorations, Inc. of Birmingham Michigan at $105,425. A budget amendment will be made as outlined in the Resolution. Quarles moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF FACILITIES MANAGEMENT – APPROVAL AND ACCEPTANCE OF PURCHASE AGREEMENT FOR SALE OF WEST OAKLAND COUNTY BUILDING, 1010 WEST MAPLE ROAD, WALLED LAKE, MICHIGAN Facilities Management is requesting authorization to ente r into a purchase agreement with Agree Development, LLC in the sum of $675,000 to purchase the West Oakland Building, located at 1010 E. West Maple Road in Walled Lake, Michigan. The Planning and Building Committee had previously authorized Facilities to proceed with appraisal and negotiation on this property. The building currently houses health division clinical operations and Circuit Court caseworkers. Appraisals came in at $500,000 and $760,000. Closing costs for the County are estimated at $26,000. Net proceeds from sale will be used to fund relocation costs for staff and operations and IT hub equip ment. Separate resolutions will be presented for relocation projects. Any remaining balance will be used towards Capital Improvement projects. Messrs. Holdsworth, Hunter and Hughson explained that the County had received an unsolicited offer of $600,000 from Agree Development, LLC to purchase the building to construct a McDonald’s Restaurant . The proposal was brought to Planning and Building Committee who then authorized Facilities to seek appraisals and negotiate. The building is 30 ye ars old and is currently in need of over half a million dollars in improvements, including the boiler, chiller and parking lot. A review of health services was completed and it was determined that 90% of all HHS General Clinical Services are provided at their North and South Offices. Circuit Court staff will be consolidated at the County Courthouse , with no difference in cost, and they will continue to provide home an d school visits, etc. The goal is to complete this transition by the end of the fiscal year. Mr. Miller stated that he has spoken to Walled Lake Consolidated Schools and will be using their community center across the street to continue to provide WIC an d immunization services as well as future mobile clinics. Head Start is also located in the community center. The County will be paying rent but was already paying rent back to the county under this grant-funded program. Commissioner Long indicated th at she was fine with the proposal as long as she was assured that clinic services would continue to be available to the surrounding area. Commissioner Woodward expressed his concern that this property was not offered to the public before a final decision was made. FINANCE COMMITTEE Page 6 April 14, 2011 Taub moved approval of the attached suggested Fiscal Note. Supported by Crawford. Roll Call: Ayes: Taub, Long, Potts, Runestad, Crawford, Dwyer Nays: Greimel, Quarles, Woodward, Zack Motion carried. 10. DEPARTMENT OF MANAGEMENT AND BU DGET – FIRST QUARTER FORECAST AND BUDGET AMENDMENTS A copy of the First Quarter Forecast and Budget Amendments resolution, transmittal letter and backup information was distributed at the previous meeting for advance review. Forecasted favorability of $9 million or less than 1% is due to a less than anticipated decline in taxable value and an increase in charges for services and unfavorable activity for state grants, other intergovernmental revenue and ind irect cost recovery. For new committee members, Mr. Soave explained the process and layout of the forecast and what material is included. Amendments to the budget are only required under the G eneral Appropriations Act if a departmen t, not the divisions, exceeds its appropriations in the three components of Controllable Personnel (salaries, fringes and overtime), Operating Expenses (contractual services, commodities ) and Internal Support Services (Information Techno logy, Motor Pool, etc.); if new revenue is acquired, etc. Amendments are made to cover all three years of the three-year adopted budget. Accounting records are closed several weeks after the end of a quarter, reports are run, analysts review the numbers and meet with their departments and then run the numbers through the Administration and are then presented to the committee. Since last year, monthly reports have been sent to everyone and are available on line. Accountability is provide d through a segregation of duties through the County’s integrated supply, purchasing, payment and human resources system and through cross-checks between Fiscal Services, Purchasing and the Treasurer’s Office . In reviewing the county’s fiscal year financial statements, the outside auditors do random sampling field work to catch any significant issues. Final budget tasks were given to departments in March to prepare their budget requests, which were due last week. Potts moved approval of the attached suggested resolution. Supported by Woodward. Motion carried unanimously on a roll call vote. 11. ESTABLISHMENT OF OAKLAND COUNTY TELEPHONE OPERATING SURCHARGE RATE FOR THE PERIOD JULY 1, 2011 TO JUNE 30, 2012 A revised resolution was presented to the Committee. T he resolution would provide the required annual authorization of the operating surcharge o n telephone lines, as defined by State statute, for the period of July 1, 2011 through June 30, 2012 . Funds collected will cover the operations, construction and necessary provisions of the Radio Communications Fund in the amount of $.23 per line, as defi ned. The previous year’s authorized amount was $.23; therefore, no budget amendment is necessary at this time. The parity issue would be considered by a task force of commissioners, local law enforcement officials and CLEMIS staff who would report back n o later than June 30, 2011 so that their report would be included in this summer’s budget hearings . A resolution authorizing the surcharge must be provided to the State no later than Mid-May. Dwyer moved approval of the attached suggested Resolution. Supported by Taub. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 7 April 14, 2011 COMMUNICATIONS A. Department of Management and Budget / Purchasing Division – Contract Exception Report for the Month of April, 2011 B. Prosecuting Attorney – Fiscal Year 2011 Crime V ictim Rights – Amendment #1 Grant Application C. City of Troy Resolution in Opposition to Senate Bill 34 – Elimination of All Personal Property Taxes in the State of Michigan D. Notice of Hearing with State Tax Commission RE: City of Madison Heights – Revocation of Real and/or Personal Property Components of Industrial Facilities Exemption Certificates – 2003-359 & 2007-321 for Valenite, LLC @ 1675 Whitcomb , Madison Heights, MI 48237 E. Notice of Hearing in Village of Oxford – 4/12/11 Re: Industrial Facilities Tax Exemption Applications for Royal Oak Boring and Royal Oak Medical Devices Zack moved to receive and file the communication s. Supported by Taub. Motion carried on a voice vote. OTHER BUSINESS / ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:07 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.