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HomeMy WebLinkAboutMinutes - 2011.06.30 - 36546TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson June 30, 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 CIRCUIT COURT Lisa Langton, Deputy John Cooperrider CLERK/REGISTER OF DEEDS Bill Bullard, Clerk/Register of Deeds Larry Doyle, Deputy Clerk/Register ELECTIONS Joe Rozell, Director DISTRICT COURT 52-3 Renee Hert, Administrator ECONOMIC DEVELOPMENT Kristie Zamora, Coordinator EQUALIZATION Dave Hieber, Manager Kimberly Hampton, Technical Assistant FACILITIES MANAGEMENT Art Holdsworth, Director FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Lynn Sonkiss, Chief LaVerne Smith, Supervisor Sheila Cox, Supervisor Monica Tinsley, Analyst Nancy Falardeau, Analyst Linda Pearson, Analyst HUMAN RESOURCES Lori Motyka, Supervisor Dana Cosby, Analyst PROBATE COURT Jill Koney Daly, Probate Register PROSECUTOR’S OFFICE Terri Meiers, Administrative Supervisor Emily McIntyre, Victim Rights Supervisor SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager TREASURER’S OFFICE Jim Van Leuven, Chief Deputy BOARD OF COMMISSIONERS Jim Ver Ploeg, Administrative Director Harvey Wedell, Sr. Analyst 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 June 30, 2011 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 May 26, 2011 as printed. Supported by Dwyer. Motion carried on a voice vote. AGENDA No changes. PUBLIC COMMENT Mr. Soave announced that copies of the County Executive Recommended Budget for FY 2012 -2014 had been delivered to the Board office for all commissioners. The County Executive w ill be presenting his budget recommendations at the July 6, 2011, 7:00 p.m. Board meeting. Fiscal Services staff will provide an over to the Finance Committee at its July 14 meeting. FY 2011 - FY 2013 CONTINGENCY REPORT The FY 11 Contingency Fund balance of $301,917 will remain unchanged by today’s agenda items. Mr. Soave explained that the Capital and Cooperative Initiatives Revolving Fund was established five years ago from reserves to help the County’s local units by funding studies for collaborative projects. This Fund will be closed out with this fiscal year once all remaining projects are comp leted Taub moved to receive and file the FY 2011 Contingency Report dated June 22, 2011. Supported by Crawford. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #11125 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CITY OF ROCHESTER HILLS CROOKS ROAD – PROJECT NO. 50841 Introduced by Commissioners Greimel, Matis, Gosselin, the resolution approves the project submitted by the City of Rochester 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 preliminary engineering. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the City is included. A budget amendment of $25,000 will be made as outlined in the Fiscal Note. FINANCE COMMITTEE Page 3 June 30, 2011 1b. MR #11122 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CITY OF TROY BIG BEAVER AND JOHN R ROAD – PROJECT NO. 50911 Introduced by Commissioners Gosselin, Bosnic, Potts and McGillivray, the resolution approves the project submitted by the City of Troy 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 concrete slab replacement. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the City is included. A budget amendment of $93,478 will be made as outlined in the Fiscal Note. 1c. MR #11123 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CITY OF WIXOM – PROJECT NO. 50921 Introduced by Commissioner Weipert, the resolution approves the project submitted by the City of Wixom 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 installation of a traffic signal. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the City is included. A b udget amendment of $37,251 will be made as outlined in the Fiscal Note. 1d. MR #11124 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CHARTER TOWNSHIP OF OXFORD – GRAVEL ROAD PROGRAM – PROJECT NO. 50932 Introduced by Commissioner Nuccio, the resolution approves the project submitted by the Charter Township of Oxford 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 Fun d Designated Fund Balance. The program consists of gravel roads. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the City is included. A budget amendment of $18,481 will be made as outlined in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Notes for Consent Items 1a -1d. Supported by Quarles. Motion carried unanimously on a roll call vote with Long and Greimel absent. REGULAR AGENDA 2. FACILITIES MANAGEMENT/CLERK’S OFFICE – CLERK’S OFFICE RELOCATION OF ELECTIONS DIVISION TO WEST WING EXTENSION OF THE COURTHOUSE On behalf of the Clerk/Register of Deeds, Facilities Management is requesting authorization to relocate the Elections Division of the Clerk’s Office to the space previousl y occupied by the Library for the Visually and Physically Impaired in the West Wing Extension of the Courthouse. This project will bring all of Elections operations together and will provide a secure location for the Canvassing Board. Elections operations are currently located in various areas of the courthouse, including storage and elections equipment rooms. The Canvassing Board has been meeting in various locations as the need arises, including the Board of Commissioners’ and Executive Office Building conference rooms. When the Canvassing Board meets, which can be for up to two weeks at a time, the locksmith must change the locks to secure the room. Ballots are currently dropped off at various locations in the courthouse, requiring Elections staff to go and meet the clerks and pick up the ballots. This project will provide a permanent secure location for the Canvassing Board and allow clerks from the County’s local units to drop off ballots at one location. The FINANCE COMMITTEE Page 4 June 30, 2011 vacated Elections space will be used by the Clerk’s Office to provide a customer service area where attorneys and the general public may sit down and access computers to peruse files and records and receive assistance with E-Filing. At the present, customers can only stand at the counters . This project should result in Election night savings as well. The total estimated cost of $111, 252 will cover all aspects of the moving and renovation of both spaces. A budget amendment will be made as detailed in the Fiscal Note. Commissioner Greimel ask ed to have election night savings quantified. Taub moved approval of the attached suggested Fiscal Note. Supported by Dwyer. Motion carried on a roll call vote with Woodward, Zack, Greimel and Quarles voting no . 3. TREASURER’S OFFICE – RESOLUTION AUTHORIZING ISSUANCE OF OAKLAND COUNT Y BUILDING AUTHORITY, BUILDING AUTHORITY REFUNDING BONDS, SERIES 2011A (REFUNDS SERIES 2001) AND APPROVING THE UNDERTAKING TO PROVIDE CONTINUING DISCLOSURE The Treasurer is requesting authorization to proceed with the issuance of refunding bonds series 2011A (refunds series 2001) to reduce the indebtedness for outstanding bonds previously issued to defray the cost of constructing, furnishing and equipping the work release facility, acquiring equipment and training staff for the jail management system and acquiring equipment, training staff and some construction for the video arraignment system for the County. Mr. Van Leuven explained that o f the original $23.4 million general obligation bonds issued, there remains outstanding $16 million. A rate reduction of 2% is anticipated which should result in a savings of $2 million. Ms. Sonkiss indicated that the County’s policy requires savings of at least $1 million or re -financing will not occur. Crawford moved approval of the attached suggested Resolution. Supported by Runestad. Motion carried unanimously on a roll call vote. 4. TREASURER’S OFFICE – RESOLUTION AUTHORIZING ISSUANCE OF OAKLAND COUNTY BUILDING AUTHORITY, BUILDING AUTHORITY REFUNDING BONDS, SERIES 201 1B (REFUNDS SERIES 2004A) AND APPROVING THE UNDERTAKING TO PROVIDE CONTINUING DISCLOSURE The Treasurer is requesting authorization to proceed with the issuance of refunding bonds series 2011B (refunds series 2004A) to reduce the indebtedness for outstanding bonds previously issued to defray the cost of renovating and equipping Building 41 West which is used as county administrative offices. Of the original $20.2 million general obligation bonds issued, there remains outstanding $15.7 million. A rate reduction of 1.5 is anticipated. Taub moved approval of the attached suggested Resolution. Supported by Zack. Motion carried unanimously on a roll call vote. 5. DEPARTMENT OF MANAGEMENT AND BUDGET / EQUAZLIATION – APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE TOWNSHIPS OF GROVELAND, NOVI, SOUTHFIELD AND THE CHARTER TOWNSHIPS OF FINANCE COMMITTEE Page 5 June 30, 2011 COMMERCE, MILFORD, OAKLAND, OXFORD AND ROYAL OAK AND THE CITIES OF BERKLEY, BLOOMFIELD HILLS, CLAWSON, HAZEL PARK, LATHRUP VILLAGE, ROYAL OAK, SOUTH LYON, WALLED LAKE Equalization is requesting authorization to enter into contracts with the above -named communities to provide equalization services July 1, 2011 through June 30, 2013 th at include original assessments , reappraisals and file ma intenance. Real property descriptions shall be rendered for the sum of $15.90 each year and personal property descriptions for the sum of $12.40 each year. Payments are due as outlined in the contract. Revenues and expenditures associated with thes e contracts are included in the FY 2011 Budget as well as the County Executive’s Recommended FY 2012 – 2014 Budget. Zack moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a roll call vote. 6. MR #11120 – CIRCUIT COURT – USE OF MEDIATION FUNDS The Circuit Court is requesting authorization to utilize mediation funds of $12,000 to purchase furniture for one Jury Room and $10,000 for Oakland County Bar Association expenses for a total of $22,000 . The Mediation Fund balance is $447,912.50, of which a portion is reserved to pay attorney bills. A budget amendment will be made as outlined in the Fiscal Note. Ms. Langton explained that every year the Circuit Court, in conjunction with the Bar Association, holds a bench conference. The Bar Association provides a variety of free services to the courts. Facilities Management has indicated that the chairs in one of the jury rooms are out of code, having only three instead of four legs, and need to be replaced . The FY 2011 Budget will be amended as detailed in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Dwyer. Motion carried unanimously on a roll call vote. 7. MR #11121 – PROBATE COURT – FY 2011 – FY 2014 BUDGET TASK Probate Court is requesting authorization to delete one full -time eligible Deputy Probate Register II position effective July 2, 2011 to reduce costs in order to meet their budget task. The resultant savings for FY 2011 is $18,205. Savings for F Y 2012-2014 are included in the County Executive’s Recommended Budget. The FY 2011 Budget will be amended a s detailed in the Fiscal Note. Long moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 8. DEPARTMENT OF ECONMIC DEVELOMENT & COMMUNITY AFFAIRS/ARTS, CULTURE & FILM – FY 2011 REGIONAL REGRANTING ADMINISTRATIVE SERVICES PROGRAM GRANT ACCEPTANCE – MICHIGAN COUNCIL FOR ARTS AND CULTURAL AFFAIRS Economic Development and Community Affairs is requesting authorization to accept a Michigan Council for the Arts and Cultural Affairs grant award of $6,200 for administrative services relating to its Regional Re - granting Services Program for FY 2011. The local in-kind match of $6,200 will consist of salary costs and is available in the FY 2011 Economic Development & Community Affairs/Arts, Culture & Film General Fund Budget. The award is reflected in the FY 2011 Special Revenue Budget and no amendments are required. FINANCE COMMITTEE Page 6 June 30, 2011 Zack moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF ECONMIC DEVELOMENT & COMMUNITY AFFAIRS/ARTS, CULTURE & FILM – FY 2011 REGIONAL REGRANTING ADMINISTRATIVE SERVICES PROGRAM GRAN T ACCEPTANCE – MICHIGAN COUNCIL FOR ARTS AND CULTURAL AFFAIRS Economic Development and Community Affairs is requesting authorization to accept a Michigan Council for the Arts and Cultural Affairs grant award of $19,200 for its FY 2011 Regional Re-granting (Mini-grant) Services Program, February 1, 2011 through September 30, 2011 . Awards for funding may be up to $4,000 on a matching basis. Of the total award $7,700 is federal funds provided by the National Endowment for the Arts. Eligible non -profit applicants must submit the property application and are screened through a review process. The award is reflected in the FY 2011 Special Revenue Budget and no amendments are required. Ms. Zamora reviewed some of the programs that have been funded by this gra nt. Commissioner Runestad asked that samples of the work students from Upland Hills School have done be shared with commissioners at the next Board meeting. Greimel moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 10. MR #11119 – HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN 2 ND QUARTERLY REPORT FOR FY 2011 Pursuant to the Salary Administration Plan, Human Resources staff has reviewed the salary grade placement of 4 classifications /4 positions and is recommending that 1 position be upwardly reclassified effective July 16, 2011 and three positions remain the same. The FY 11 – FY 14 budgets will be amended as detailed in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 11. BOARD OF COMMISSIONERS – AWARD OF CONTRACT FOR FISCAL YEAR 2011 THROUGH FISCAL YEAR 2013 INDEPENDENT ANNUAL AUDIT The resolution would authorize cont racting with Plante & Moran, PLLC (PM) to conduct the required independent annual audit of the County’s financial statements for fiscal years ending September 30, 2011 through fiscal year ending September 30, 2013, with an option to include Fiscal Years 2014 and 2015 with approval of the Audit Subcommittee , at a first- year cost of $227,000 with inflationary adjustments for each succeeding year. This recommendation comes following the release of the Request for Proposal , evaluation of the responses by a Rev iew Committee, which included staff from the Administration and the Board of Commissioners, and the Audit Subcommittee’s review and recommendation. Mr. Soave explained that four bids were received . The Request for Proposal asked for a bottom line not to exceed amount based on current accounting standards. The Review Panel felt that the difference in the proposals was not only price but approach based on the size of Oakland County government, the number of programs and funds that need to be reviewed , and compatibility of software systems and performance of FINANCE COMMITTEE Page 7 June 30, 2011 the single audit. KPMG’s price was high and Rehman’s appeared too low for the amount and complexity of the work to be performed. Rehman and Baker Tilley (BT) included add on costs in their proposals for travel, lodging, etc. that the county does not pay. BT is located in Wisconsin and has no presence in the state and would need to familiarize themselves with Michigan statutes, which would take additional time. The Review Panel also felt that partners should be readily available and t he audit would run smoother with a local presence because interviewing County staff is necessary. Commissioner Woodward indicated that he was slightly concerned with the price per hour but more concerned with having a fresh set of eyes to perform the audit. Commissioner Zack asked if contracting with PM for a second time would raise concerns with Moody’s. Mr. Soave and Ms. Van Pelt explained that the County has had PM for one contract cycle. Their firm is located in Southfield, hires local college graduates and has received excellent peer reviews. The difference in hours proposed results from software and timing issues for reporting purposes. The County’s Audit Division had previously performed transaction testing for the auditors and would no longer do so. This additional function now falls to the auditors. Commissioner Greimel noted that the Review Panel consisted of four members of the administration and one from the Board of Commissioners and suggested that in the future the Board consider hiring outside staff with the expertise to make a recommendation to the Board, but with participation from the Administration. Taub moved to recommend approval of the attached suggested Resolution . Supported by Dwyer. Motion carried on a roll call vote with Woodward voting no . COMMUNICATIONS A. 52/3 District Court 2012 Sobriety Court Treatment Grant Application B. Sheriff’s Office – FY 2012 Auto Theft Prevention Authority (ATPA) Grant Application C. Sheriff’s Office – 2011 State Criminal Alien Assistance Program (SCAAP) Grant Application D. Sheriff’s Office – GY 2011 Bulletproof Vest Partnership (BVP) Program Grant Application E. Sheriff’s Office/Prosecuting Attorney – FY 2012 Narcotics Enforcement Team (NET) Gra nt Application F. Prosecuting Attorney - FY 2012 Victim Rights – Grant Application G. Prosecuting Attorney – FY 2012 Victim of Crime Act Victim Assistance Grant Program (VOCA) – Grant Application H. Health and Human Services – Children’s Village Division – 2011-2012 Fresh Fruit and Vegetable Program Grant Application I. Economic Development & Community Affairs Department – Community and Home Improvement Division – 2010 Mortgage Modification and Mortgage Scams Assistance (MMMSA) Grant Application FINANCE COMMITTEE Page 8 June 30, 2011 J. Notices of Hearings on June 6, 2011 @ 7 p.m. for: 1. Request for a Commercial Rehabilitation Exemption Certificate for LVFI Real Estate Holding, LLC, Located at 300 North Opdyke Rd., Auburn Hills, MI 48326 2. Request for a New Industrial Facilities E xemption Certificate for Faurecia Interior Systems, Locate at 900 North Squirrel Rd., Auburn Hills, MI 48326 3. Notice of Hearing on June 20, 2011 @ 7 p.m. for Approval of Industrial Facilities Exemption Certificate (50% of taxes over 12 yrs.) for Real a nd Personal Property of Oakland Stamping Facility Located at 4555 Giddings Rd, Orion, Michigan 48359 (Property Section 34) K. Downtown Development 2010 -2011Annual Report for the Village of Holly Long moved to receive and file the communication s. 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 10:18 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.