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HomeMy WebLinkAboutMinutes - 2011.05.26 - 36541TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson May 26, 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 ANIMAL CONTROL Larry Obrecht, Manager Joanie Toole, Supervisor CIRCUIT COURT Pam Davis ECONOMIC DEVELOPMENT Steve Huber, Officer FACILITIES MANAGEMENT Art Holdsworth, Director PLANNING & ENGINEERING Paul Hunter, Manager FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Lynn Sonkiss, Chief LaVerne Smith, Supervisor Jeff Phelps, Parks Coordinator Monica Tinsley, Analyst Antonio Pisacreta, Analyst HEALTH AND HUMAN SERVICES George Miller, Director HEALTH Kathy Forzley, Manager HOMELAND SECURITY Ted Quisenberry, Manager Sara Stoddard, Chief HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager Brenthy Johnston, Analyst INFORMATION TECHNOLOGY Patricia Coates, CLEMIS Administrator PROSECUTOR’S OFFICE Terri Meiers PURCHASING Scott Guzzy, Chief SHERIFF Michael McCabe, Undersheriff PARKS & RECREATION COMMISSION Dan Stencil, Executive Officer BOARD OF COMMISSIONERS Jim Ver Ploeg, 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 Christine Long David Potts Jim Runestad Kathy Crawford Bill Dwyer Helaine Zack Tim Greimel Nancy Quarles FINANCE COMMITTEE Page 2 May 26, 2011 PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes o f May 12, 2011 as printed. Supported by Dwyer. Motion carried on a voice vote. AGENDA Item 1 – Circuit Court/Friend of the Court – FY 2011 Access and Visitation Grant – Amendment #1 - was removed from the agenda as it failed to pass out o f the Public Services Committee on May 24, 2011. Communication D was also removed from the agenda without objection. PUBLIC COMMENT None. FY 2011 - FY 2013 CONTINGENCY REPORT The FY 11 Contingency Fund balance of $301,917 will remain unchanged by today’s agenda items. Zack moved to receive and file the FY 2011 Contingency Report dated April 20, 2011. Supported by Dwyer. Motion carried on a voice vote. REGULAR AGENDA 2. MR #11110 – SHERIFF’S OFFICE – BUDGET TASK FY 2011, FY 2012, FY 2013 AND FY 2014 The Sheriff is requesting authorization of actions to meet his Budget Task for FY 2011 – FY 2014, including the deletion of five part-time, non-eligible positions, deletion of four full -time eligible positions and creation of two 1,000 hour PTNE Court Deputy I positions in the Records Unit of the Administrative Services Division. All actions will become effective May 1, 2011. These changes will result in savings of $255,444 for the remainder of FY 2011 and $766,332 for Fiscal Years 2012, 2013 and 2014 for a total of $1,021,776 in expenditure savings towards a total budget task of $1,220,353. The remaining budget task of $198,577 is anticipated to be met from revenue resulting from the reopening of the Frank Greenan Facility and the renting of 750 beds (made available by previous budget cuts) to the Michigan Department of Correction s. The type of inmates who will be housed will be within 18 months of release and are low level offenders. Amendments to the FY 2011 Budget will be made as outlined in the Fiscal Note. Potts moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a ro ll call vote with Woodward and Greimel absent. FINANCE COMMITTEE Page 3 May 26, 2011 3. MR #11008 – SHERIFF’S OFFICE – MARINE PATROL SERVICES WITH THE CHARTER TOWNSHIP OF INDEPENDENCE - 2011 The Sheriff’s is requesting authorization to contract with the Charter Township of Independence t o provide marine patrol services. One General Fund/General Purpose part -time non-eligible 125 hours/year Marine Safety Deputy I will be created in the Sheriff’s Office/Patrol services/Marine Safety Unit. The Hourly r ates are included as Schedule A to the resolution. The Township shall identify in writing the designated lakes and waterways upon which Marine Patrol Services shall be provided, a schedule and a not to exceed amount of billings for each. The contract becomes effective May 23, 2011. The FY 2011 Budget will be amended as outlined in the Fiscal Note. In response to Commissioner Runestad ’s inquiry as to whether Special Assessment Fees could be used for marine patrol services, there was discussion and the Chair indicated that he believed special assessment fees are for lake improvements only but suggested that Commissioner Runestad talk to his local units and their attorneys. Long moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Greimel absent. 4. SHERIFF’S OFFICE – FIRE DISPATCH SERVICES FOR THE CHARTER TOWNSHIP OF LYON JULY 1, 2011 TO MARCH 31, 2012 The Sheriff is requesting authorization to contract with the Charter Township of Lyon Township to provid e fire dispatch services for a nine -month period of J uly 1, 2011 to March 31, 2012 at a rate of $1,934.34 a month for a total of $17,410. The annual cost of $23,212 will be included in the FY 2012 – FY 2014 County Executive Recommended Budget. The FY 2011 budget will be amended as outlined in the Fiscal Note. Long moved approval of the attached suggested Fiscal Note. Supported by Dwyer. Motion carried unanimously on a roll call vote with Greimel absent. 5. MR #11109 – PUBLIC SERVICES DEPARTMENT/ANIMAL CONTROL DIVISON SERVICES AND DISPOSAL INTERLOCAL AGREEMENT – EXTENSION OF CURRENT CONTRACT Animal Control is requesting authorization to extend its current contracts with eleven municipalities who still provider their own animal control se rvices but use Oakland County Animal Control as a boarding and disposal facility. Those municipalities include: Lathrup Village, the Cities of Berkley, Farmington, Hazel Park, Madison Heights, Huntington Woods, Rochester, Troy and the Township of Southfield. Rates for 2010 were established pursuant to Miscellaneous Resolution #07225 and will be applied to the extended contracts. No budget amendment is required. Mr. Obrecht reported that the fee structure itself is a separate issue and they are in the process of revie w. Taub moved to report to amend the resolution to include the City of Southfield and the Charter Township of Bloomfield to the BE IT FURTHER RESOLVED paragraph. Supported by Quarles. Motion carried unanimously a roll call vote. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles FINANCE COMMITTEE Page 4 May 26, 2011 Motion carried unanimously on a roll call vote. 6. MR #11105 – HUMAN RESOURCES DEPARTMENT POSITION DELETION Human Resources is requesting authorization to delet e one full-time eligible General Fund/General Purpose Human Resources Analyst III position that has become vacant due to retirement. The position was scheduled for deletion in FY 2013 but is being accelerated to address a portion of the County Executive’s Budget Task for FY 2011 -FY 2014. This action will result in a savings of $55,915 for FY 2011. Savings for FY 2012 – FY 2012 will be included in the County Executive Recommended Budget. The FY 2011 budget will be amended as outlined in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Potts. Motion carried unanimously on a roll call vote. 7. MR #11106 – PARKS AND RECREATION COMMISSION – ACCEPTANCE OF DONATION FROM NORTH OAKLAND HEADWATERS LAND CONSERVANCY FOR THE ACQUISITION OF INDEPENDENCE OAKS – NORTHH (UPPER BUSHMAN LAKE) The Parks and Recreation Commission (PRC) is requesting authorization to accept a donation agreement for $16,000 from the North Oakland Headwaters Land Conservancy . This donation was pledged as a partial match to the Michigan Natural Resources Trust Fund grant for acquisition of the Upper Bushman Lake Property. The property will be developed to create recreational uses compatible with land and water stewardship. The FY 2011 Budget will be amended as outlined in the Fisc al Note. Mr. Stencil reported that the lake will be open this week for park operations coinciding with bass fishing and with limited trails. PRC has been in discussion with the Michigan Department of Natural Resources Fishery Unit to designate a portion of the lake for catch and release purposes because of its uniqueness in that it is quite an active fishery and there are some extremely large fish. There is no boat launch so people will have to carry their boats from the parking lot. This requirement sho uld help to limit the fishing. Greimel moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 8. MR #11107 – DEAPRTMENT OF FACILITIES MANAGEMENT/FACILITIES MAINTENANCE AND OPERATIONS – APPROVAL OF AREEMENT BETWEEN CITY OF ROCHESTER HILLS AND OAKLAND COUNTY TO MONITOR SCADA UNITS Facilities Management – Maintenance and Operations (FMO) is requesting authorization to enter into an agreement with the City of Rochester Hills and FMO -Building Safety Division to monitor the City’s Supervisory Control and Data Acquisition System (SCADA) upon execution of the agreement and until December 31, 2013. The agreement may be renewed for two years upon written request by the City. The City shall pay $12,312 per year to the County for this service , with fees of $1,026, representing $18 per alarm point per month for 57 alarm points, due the first of each month. SCADA collects data in real time and alerts the County when a problem exists, such as a leak, spill, overflow or broken connection in the City’s water and waste water system. The FY 2011 budget will be amended to recognize this revenue a s outlined in the Fiscal Note, as will the FY 2012 - FY 2014 County Executive Recommended Budget. Greimel moved approval of the attached suggested Fiscal Note. Supported by Taub. FINANCE COMMITTEE Page 5 May 26, 2011 Motion carried unanimously on a roll call vote. 9. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – 2011 PARKING LOT PAVING PROGRAM – COURTHOUSE EAST PARKING LOT Facilities Management is requesting authorization to proceed with a 2011 Capital Improvement Project to pave the Courthouse East Parking Lot, last repaved in 1993, and to transfer funding of $150,000 from the CIP/Building Fund to the Project Work Order Fund for this purpose. The Planning & Building Committee authorized advertisement and receipt of bids for this project on January 25, 2011. Bids were reviewed by Facilities and the lowest responsible bidder T&M Asphalt Paving, Inc. of Milford was se lected with a bid of $131,890. Project funding will also include a contingency amount of $18,110. The FY 2011 Budget will be amended as outlined in the Fiscal Note. Mr. Hunter explained that these projects are all bonded. Work will be performed on an extended weekend, beginning on a Friday, to avoid pressure on the lot. Potts moved approval of the attached suggested Resolution. Supported by Runestad. Motion carried unanimously on a roll call vote. 10. DEPARTMENT OF HEALTH AND HUMAN SERVICES / HEALTH DIVISION – AMENDMENT TO EXTEND THE INTERLOCAL AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE OAKLAND COUNTY COMMUNITY MENTAL HEALTH AUTHORITY The Health Division is requesting authorization to amend its Interlocal Agreement with the Oakland County Community Mental Health Authority (OCCMHA), authorized by MR #10236, to allow OCCMHA to pay Oakland County an additional $174,000 for Fiscal Year 2011 to provide substance abuse services to Medicaid recipients under the Substance Abuse Audit Benefit Waiver program. The FY 2011 Budget will be amended as outlined in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 11. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – AGREEMENT/ACCEPTANCE FOR PRE DISASTER MITIGATION PLAN Homeland Security is requesting authorization to accept Federal Emergency Management Agency, Robert T. Stafford Disaster Relief and Emergency Assistance Hazard Mitigation Grant Program funding of $177,389.20, through the State of Michigan. Total funding includes a $45,164.20 in -kind match. The Michigan Department of State Police Emergency Management and Homeland Security Division will administer the grant. Funds are used to update the County’s long -term hazard mitigation plan. The FY 2011 Budget will be amended as outlined in the Fiscal Note. Mr. Quisenberry introduced Ms. Stoddard. Ms. Stoddard explained that originally a consultant was hired to come in and perform an analysis of the hazards and needs of the County’s local units, which were prioritized in the event of a disaster. This Plan is then used by the County to apply for FEMA funding. Dwyer moved to recommend approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unan imously on a roll call vote. FINANCE COMMITTEE Page 6 May 26, 2011 12. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2010 FEMA STATE HOMELAND SECURITY GRANT ACCEPTANCE Homeland Security is requesting authorization to accept Federal Emergency Management Agency pass - through funding of $11,798,426 from the State of Michigan under the 2010 Homeland Security Grant Program for Region 2. Funding includes a $1,013,146 State Homeland Security Grant and Urban Area Security Initiative funds of $10,785,280. Region 2 includes but is not lim ited to the City of Detroit, Macomb, Monroe, Oakland, St. Clair, Washtenaw and Wayne Counties. Funding is used to prevent, deter, respond to and recover from incidents of national significance, including threats and incidents of terrorism. The Region 2 Security Planning Board (UASI) will determine and prioritize program funding. The Region 2 Board is not recognized as a legal entity to accept these funds and has voted Oakland County to act as the Fiduciary Agent and Subgrantee for this purpose. Oakland County may retain up to 5% of the total award to fund Management and Administrative costs associated with the program. Two special revenue (SR) full - time eligible (FTE) Homeland Security -Regional SAP positions for regional planning activities, one SR FTE Homeland Security-UASI Regional SAP and one SR full -time non-eligible (FTNE) Buyer II position in the Purchasing Division for fiduciary and subgrantee related administrative purposes will be continued. One SR FTE Homeland Security -UASI Regional SAP, one S R FTE Business Analyst and one SR PTNE Technical Assistant are also requested to discharge increased fiduciary responsibilities. Mr. Quisenberry explained that previously Oakland County acted as fiduciary for Monroe County and the region. FEMA and the Department of Human Services performed an audit last fall which resulted in recommendations on reporting that will require the full UASI Board to oversee all projects under this grant award. This increased activity will require additional personnel. The UASI Board will monitor project performance, bids, etc. If a project is not done properly, the Board will not provide the funds . OC will be held harmless and no funds will be released until confirmation is received from the State of approved and eligible expenses. An Interlocal agreement is being drafted by the County’s Corporation Counsel for this program. Chairperson Middleton indicated that if the Interlocal Agreement was not ready by the Board meeting, it would be authorized by a separate resoluti on. Dwyer moved to recommend approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote. 13. DEPARTMENT OF FACILITIES MANAGEMENT – REQUEST FOR APPROVAL OF LEASE AGREEMENT WITH THE CHARTER TOWNS HIP OF WATERFORD FOR PLACEMENT OF RADIO COMMUNICATION EQUIPMENT AT 984 NORTH CASEE LAKE WATERFORD, MICHIGAN Facilities Management is requesting authorization to enter into a lease agreement with the Charter Township of Waterford to install, repair, operate and maintain communication equipment on available space on a water tower on land located at 984 North Cass L ake Road in Waterford, Michigan, as part of the County’s public safety radio system. The County shall pay annual rent of $1.00 and an initial eng ineering inspection fee not to exceed $3,000 to Waterford Township. Sufficient funding is included in the FY 2011 budget and will be included in the FY 2012 – FY 2014 County Executive Recommended Budget. Taub moved to recommend approval of the attached suggested Fiscal Note. Supported by Quarles. FINANCE COMMITTEE Page 7 May 26, 2011 Motion carried unanimously on a roll call vote. 14. BOARD OF COMMISSIONERS – 2011 PARKS AND RECREATION PROPERTY TAX The resolution authorizes the Oakland County Board of Commissioners to levy a 0.2415 mills tax to support the Oakland County Parks and Recreation Commission during FY 201 2 and to direct each Supervisor of the various townships and Assessing Officers of the several cities of Oakland County to spread the levy on their respective tax rolls for the year 2011 December Levy . The levy was approved by Oakland County voters on August 8, 2000, has been modified in compliance with the “Headlee Amendment” (MCL 211.34D(26), and is estimated to raise $11,654,000. Crawford moved to recommend approval of the attached suggested Resolution. Supported by Potts. Motion carried unanimously on a roll call vote. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division – Contract Exception Report for the Month of May, 2011 Ms. Davis explained the contract exception for the SCRAM Alcohol Monitoring device with House Arrest. This is the only vendor that provides this special unit which utilizes transdermal alcohol testing to measure alcohol through the skin at any given time, eliminating the need for supervision at the time of or traveling to testing. All other electr onic tethering services are provided by G4S which was selected through the County’s bid process. B. Department of Information Technology – CLEMIS Funds – Financial Statements and Schedules for Six Months Ended March 31, 2011 Ms. Van Pelt explained that the issue of the local units needing to update their equipment is tied into the parity committee discussion. Regardin g Oak Video, the State is giving Oakland County a server but the local united will need computers. C. Economic Development and Community Affairs Department / Planning & Economic Development Services – 2011 Michigan Community Pollution (P2) Grant Application D. Prosecuting Attorney – FY 2012 Victim of Crime Act Victim Assistance Grant Program (VOCA) – Grant Application E. Notice of Hearing – 4/18/11 RE: Establishment of Commercial Rehabilitation District for LVFI Real Estate Holdings, LLC F. Downtown Development Annual Reports for the following: 1) 2010 - Highland Township 2) 2009 & 2010 – Lyon Township 3) 2010 – City of Wixom Commissioner Runestad asked that information on all contract exceptions and all contracts that must be authorized by the Board of Commissioners include disclosure as to whether there is a relationship between the contractor and any county employee. FINANCE COMMITTEE Page 8 May 26, 2011 Taub moved to receive and file the communication s. Supported by Crawford. Motion carried on a voice vote. OTHER BUSINESS / ADJOURNMENT Commissioner Taub asked for information on a letter Mr. Soave had sent to the State Department of Treasurer regarding disputed Law Enforcement Information Network (LEIN) fees. Mr. Soave explained that a dispute of LIEN fees between the State and County Sheriffs resulted in the State deducting mon ey from accounts held for prisoners in the County jail. The letter outlines Oakland County’s concerns that the State is taking this money illegally and is also taking away the County’s ability to access those funds for restitution to victims of crime. The County has paid its LIEN fees in dispute and is trying to resolve the matter. Mr. Daddow has sent a letter to Michigan Treasurer Andy Dillon. There being no other business to come before the committee, the meeting was adjourned at 10:10 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.