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HomeMy WebLinkAboutMinutes - 2011.07.28 - 36552TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson July 28, 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, David Potts, Jim Runestad, Bill Dwyer, Helaine Zack, Tim Greimel, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE: Christine Long, Kathy Crawford OTHERS PRESENT ANIMAL CONTROL Larry Obrecht, Manager Joanie Toole, Supervisor AVIATION Karl Randall, Manager CENTRAL SERVICES David VanderVeen, Director CIRCUIT COURT John Cooperrider, Business Manager Bill Bartlam, Manager Lauran Howard, Chief FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief Lynn Sonkiss, Chief LaVerne Smith, Supervisor Sheila Cox, Supervisor Leo Lease, Analyst Monica Tinsley, Analyst Nancy Falardeau, Analyst Linda Pearson, Analyst Val Kline, Accountant HUMAN RESOURCES Nancy Scarlet, Director INFORMATION TECHNOLOGY Edwin Poisson, Director Ed Sager, Supervisor PROSECUTOR’S OFFICE Terri Meiers, Administrative Supervisor WATER RESOURCES COMMISSIONER Kevin Larsen, Deputy THE DETROIT NEWS Christine Ferretti, Reporter BOARD OF COMMISSIONERS Jim Ver Ploeg, Administrative Director Harvey Wedell, Sr. Analyst Julia Ruffin, BOC Liaison 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 July 28, 2011 PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS M INUTES Taub moved approval of the previous minutes o f July 14, 2011 as printed. Supported by Dwyer. Motion carried on a voice vote. AGENDA Without objection, item 7 –committee approval for payment of the Michigan Association of Counties Annual Dues - was removed from the agenda until the next meeting PUBLIC COMMENT None. FY 2011 - FY 2013 CONTINGENCY REPORT The Contingency Fund balance of $224,608 will remain unchanged by today’s agenda items. Quarles moved to receive and file the FY 2011 Contingency Report dated July 21, 2011. Supported by Taub. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #11162 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CITY OF ROCHESTER HILLS – DEQUINDRE ROAD – PROJECT NO. 50681 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 the resurfacing of Dequindre Road from South Boulevard to Auburn Road . A copy of the Cost Participation Agreement between the Road Commission for Oakland County a nd the City is included. A budget amendment of $12,833 will be made as outlined in the Fiscal Note. 1b. MR #11157 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CITY OF AUBURN HILLS – JOSLYN ROAD – PROJECT NO. 50971 Introduced by Commissioner Greimel, the resolution approves the project submitted by the City of Auburn 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 G eneral Fund Designated Fund Balance. The program consists of preliminary engineering for the future resurfacing of Joslyn Road from Collier Road to north of Pacific Street. A copy of the Cost Participation Agreement between the Road Commission for Oaklan d County and the City is included. A budget amendment of $33,333 will be made as outlined in the Fiscal Note. FINANCE COMMITTEE Page 3 July 28, 2011 1c. MR #11160 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – VILLAGE OF BEVERLY HILLS – LAHSER ROAD – PROJECT NO. 50991 Introduced by Commissioner Gershenson, the resolution approv es the project submitted by the Village of Beverly 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 for the future resurfacing of Lahser Road from 13 Mile Road to 14 Mile Road. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Village is included. A budget amendment of $30,000 will be made as outlined in the Fiscal Note. 1d. MR #11155 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CITY OF ROCHESTER HILLS – GRAVEL ROAD IMPROVEMENT – PROJECT NO. 51011 Introduced by Commissioner s Greimel, Matis and 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 applying limestone and chloride on Washington Road from east of Tienken Road to Dequindre Road . A copy of the Cost Participation Ag reement between the Road Commission for Oakland County and the City is included. A budget amendment of $11,333 will be made as outlined in the Fiscal Note. 1e. MR #11164 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CHARTER TOWNSHIP OF ORION – JOSLYN ROAD – PROJECT NO. 51041 Introduced by Commissioners G ingell, the resolution approves the project submitted by the Charter Township of Orion as eligible for Tri-Party Road Improvement Program funding and authorize s the release of the County’s one-third share of funding from the General Fund Designated Fund Balance. The program consists of base repair, milling and asphalt resurfacing. A copy of the Cost Participation Agreement between the Road Commission for Oakla nd County and the Township is included. A budget amendment of $59,329 will be made as outlined in the Fiscal Note. Dwyer moved approval of the attached suggested Fisc al Notes for Consent Items 1a -1e. Supported by Potts. Motion carried unanimously on a roll call vote with Greimel, Long and Crawford absent. REGULAR AGENDA 2. CIRCUIT COURT – FY 2011 – FY 2012 ADOPTION INCENTIVE GRANT – APPLICATION/ACCEPTANCE Circuit Court is requesting authorization to accept a grant award of $191,498 from the Michigan Department of Human Services to assist in funding the Adoption Forum and pilot program for the period of August 1, 2011 through December 31, 2012. The Grant will be used to fund one full -time eligible Special Revenue DHS Liaison (Permanency Coordinator) and one part-time non-eligible 1,000 hours/year SR DHS Liaison (Permanency Coordinator), funding for Guardian Ad Litem Fees (L -Gals), travel expenses, IT equipment and training materials. The program seeks to find permanency for children when parental rights have been terminated, with a goal of adoption, and to institutionalize adoption practices that reduce the time children are in foster care, reduce the State Ward Board and Care expenses for the time in care , etc. No grant FINANCE COMMITTEE Page 4 July 28, 2011 match is required. The FY 11 Budget will be amended as outlined in the Fiscal Note. Mr. Bartlam and Ms. Howard explained that the two-year pilot program consisted of one judge overseeing 146 children. Contemporaneously another judge overseeing 203 children was the control group for comparison purposes. No additional resources were used. Nine strategies were employed to reduce the amount of time to achieve adoption for a child who is a court ward as a result of abuse or neglect . The pilot program resulted in adoptions occurring 33 days earlier. For children in the pilot program e xpedited processes realized a 150% rate of adoption compared to those in the control group while children in the pilot program ages 9-17 attained a 77% adoption rate vs. 32% in the control group. The two largest adoptee groups were grandparents and foster parents. In March, 2008 Supreme Court Justice Corrigan met with 13 counties and asked them to come up with strategies to expedite adoptions . The State has been told that what Oakland County has accompl ished can be copied and Court staff has been asked to come and speak in St. Ignace. The Michigan Adoption Resource Exchange follows adoptions after they have occurred. Runestad moved approval of the attached suggested Fiscal Note . Supported by Taub. Motion carried on a roll call vote with Greimel, Long and Crawford absent. 3. MR #11154 – PUBLI SERVICES DEPARTMENT/ANIMAL CONTROL DIVISION – ESTABLISH FISCAL YEAR 2011 – FISCAL YEAR 2013 MUNICIPALITIES OAKLAND PET ADOPTION CENTER RATES FOR BOARDING AND DISPOSAL Animal Control is requesting approval of FY 11 – FY 13 boarding and disposal (non -boarded, boarded and small dead animals) rates for municipal contracts. These rates were last incr eased in 2007 per MR #07225 for FY 08 – 10 and extended through June 30, 2011 per MR #11109. A cost analysis has determined that an adjustment in rates would continue the county’s policy to recover 100% of the cost for contracted municipal services. The resolution would authorize purchase of service contracts with eleven municipalities at these rates: the Cities of Farmington, Madison Heights, Huntington Woods, Berkley, Lathrup Vil lage, Rochester, Royal Oak, Hazel Pa rk and Southfield, the Charter Township of Bloomfield and the Township of Southfield. The FY 11 Budget and Recommended FY 12 – 14 Budgets will be amended as outlined in the Fiscal Note. Mr. Obrecht and Ms. Toole presented additional material detailing development of the proposed rates. Several line item increases of 1,000-1,500 a year will be spread among the municipal contracts to cover actual costs. Boarding fees have been reduced from $28 - $24 so there is an actual 14% reduction in the budget . Over the last 10 years, s taffing has gone from 24 full-time and 4 part-time employees to 13 full-time and 17 part-time employees. Mr. Obrecht advised the committee that he would be returning with a request for seed money to start a program for veterans returning from the war and suffering from various physical and psychological problems to match them with an animal to house and foster. The program includes group therapy and dog training. Application for Federal grant funds will also be submitted. Taub moved approval of the attached suggested Fiscal Note. Supported by Runestad. Motion carried unan imously on a roll call vote with Long and Crawford absent. 4. DEPARTMENT OF CENTRAL SERVICES – OAKLAND/TROY AIRPORT – 2011 GRANT PROGRAM ACCEPTANCE – PREPARATION OF EXHIBIT “A” PROPERTY MAP AND BOUNDARY SURVEY FINANCE COMMITTEE Page 5 July 28, 2011 The Oakland/Troy Airport is requesting auth orization to accept a Michigan Department of Transportation Grant Contract fo r federal pass-through funds of $28,500 and state funds of $750 with a required local match of $750 for a project consisting of reconstruction of the preparation of an Exhibit “a” property map and boundary survey at Oakland/Troy Airport for a 36 -month funding period. The Airport Committee has reviewed the project and is recommending acceptance of the grant. The local match is available from the Airport Fun d. No General Fund appro priation is required. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Greimel. Motion carried unanimously on a roll call vote with Long and Crawford absent. 5. MR #11xxx – DEPARTMENT OF INFORMATION TECHNOLOGY – E-COMMERCE AGREEMENT WITH THE CHARTER TOWNSHIP OF BRANDON Information Technology is requesting authorization to enter into an E -Commerce Agreement with the Charter Township of Brandon which will allow persons the convenience of utilizing an internet based credit card or electronic check paymen t option to pay for Municipal products and services on the Municipality ’s website or the County’s Interactive Voice Response Unit. No budget amendment is required. Taub moved approval of the attached suggested Resolution. Supported by Runestad. Motion carried unanimously on a roll call vote with Long and Crawford absent. 6. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2011 SECOND QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS A copy of the FY 2011 Second Quarter F orecast and Budget Amendments resolution, transmittal letter dated July 11, 2011 and backup information was distributed at the previous meeting for advance review. Forecasted year-end favorability of $9.0 million, or less than 1% of a budget of over $400 million, is a result of receiving $4.1 million more revenue than anticipated and expending $4.8 million less than anticipated. This assumption include s the use of $6.6 million in fund balance . Property taxes remain flat. Mr. Soave explained how Fringe Benefit Fund costs were spread across county operations based on rate calculations of expenses. An adjustment in fringe benefit costs to make all departments whole will be made with the third quarter forecast to recognize that costs must be spread over less full time employees. Positions that administer fringe benefits for the county are included in these cost allocations . Taub moved approval of the attached suggested Resolution. Supported by Quarles. Motion carried unanimously on a roll call vote with Long and Crawford absent. COMMUNICATIONS A. Circuit Court – 2012 Michigan Drug Court Grant Program (Adult Treatment Court) – Grant Application B. Circuit Court – 2012 Michigan Drug Court Grant Program (Juvenile Court) – Grant Application FINANCE COMMITTEE Page 6 July 28, 2011 Zack moved to receive and file the communications. Supported by Taub. Motion carried on a voice vote. OTHER BUSINESS Budget Hearings 10:00 – 10:15 a.m. – Water Resources Commissioner. Mr. Larsen appeared on behalf of the Water Resources Commissioner. Members of the Committee asked that the hearing be rescheduled to allow for the attendance of Mr. McCulloch. The hearing was rescheduled for Thursday, August 11 at 10:00 am with all others to follow as previously scheduled. The Committee Coordinator was asked to send an email to all chief elected officials to request their presence during budget hearings. ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:02 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.