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HomeMy WebLinkAboutMinutes - 2011.08.11 - 36558TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson August 11, 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, Bill Dwyer, Helaine Zack, Tim Greimel, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE: Kathy Crawford OTHERS PRESENT CHILDREN’S VILLAGE Jody Overall, Manager CIRCUIT COURT Judge Michael Warren Kevin Oeffner, Administrator John Cooperrider, Business Manager CORPORATION COUNSEL Judith Cunningham, Corporation Counsel DISTRICT COURT 52-1 Joyce Renfrow, Administrator Debby Bigger, Account Clerk DISTRICT COURT 52-2 Sharon Rupe, Adm inistrator DISTRICT COURT 52-3 Renee Gillert, Administrator DISTRICT COURT 52-4 William Bolle, Chief Judge Jill Pallulian, Administrator EQUALIZATION David Hieber, Manager EXECUTIVE OFFICE Phil Bertolini, Deputy Executive/CIO FACLITIES MANAGEMENT Art Holdsworth, Director Mike Hughson, Property Mgmt. Specialist FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Sheila Cox, Supervisor Prentiss Malone, Analyst Monica Tinsley, Analyst Nancy Falardeau, Analyst Linda Pearson, Analyst Anthony Pisacreta, Analyst HUMAN RESOURCES Nancy Scarlet, Director Dana Cosby, Analyst INFOR MATION TECHNOLOGY Edwin Poisson, Director Janette McKenna, Chief 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 August 11, 2011 Pat Coates, CLEMIS Administrator PARKS AND RECREATION Dan Stencil, Executive Officer Paul Phelps PROBATE COURT Linda Hallmark, Chief Judge Jill Daly, Probate Register Rebecca Schnelz, Administrator PROSECUTING ATTORNEY Jessica Cooper, Prosecuting Attorney Paul Walton, Chief Deputy Terri Meiers, Administrative Supervisor SHERIFF Michael Bouchard, Sheriff Michael McCabe, Undersheriff Dale Cunningham, Business Manager TREASURER Andy Meisner, Treas urer Jim Van Leuven, Deputy Treasurer THE DETROIT NEWS Christine Ferretti, Reporter DADS & MOMS OF MICHIGAN John Langlois, Executive Director BOARD OF COMMISSIONERS Jim Ver Ploeg, Administrative Director Harvey Wedell, Sr. Analyst Julia Ruffin, BOC Liaison 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 July 28, 2011 as printed. Supported by Dwyer. Motion carried on a voice vote. AGENDA Item 5 was removed from today’s agenda as it had not passed out of the Planning and Building Committee. MR #11174 – Board of Commiss ioners – 2011-2012 Professional Services Contract with Poling, McGaw and Poling, PC was added as item 10. There were no objections. PUBLIC COMMENT Mr. Langlois invited commissioners to stop by the Dads & Moms of Michigan office in Waterford . He explained that the organization had made an offer to the County of $4,000 to assist low income families with parenting needs and has not yet received a response. Brochures regarding the organization were distributed. FY 2011 - FY 2013 CONTINGENCY REPORT The Contingency Fund balance of $224,608 will remain unchanged by today’s agenda items. Taub moved to receive and file the FY 2011 Contingency Report dated August 4, 2011. Supported by Quarles. Motion carried on a voice vote. FINANCE COMMITTEE Page 3 August 11, 2011 CONSENT AGENDA 1a. MR #11172 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CHARTER TOWNSHIP OF BLOOMFIELD – LASHER ROAD – PROJECT NO. 51001 Introduced by Commissioners Gosselin, Taub, Gershenson and Potts , the resolution approves the pro ject submitted by the Charter Township of Bloomfield 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 resurfacing of Lahser Road from 14 Mile Road to Maple Road. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township included. A budget amendment of $30,000 will be made as outlined in the Fiscal Note. 1b. MR #11171 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2011 APPROPRIATION – CITY OF ROCHESTER – WSHINGTON ROAD – PROJECT NO. 51011 Introduced by Commissioner Matis, the resolution approves the project submitted by the City of Rochester as eligible for Tri-Party Road Improvement Program fun ding and authorizes the release of the County’s one-third share of funding from the General Fund Designated Fund Balance. The program consists of application of limestone and chloride on Washington Road East of Tienken Road to Dequindre Road . A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the City included. A budget amendment of $5,440 will be made as outlined in the Fiscal Note. Potts moved approval of the attached suggested Fisc al Notes for Consent Items 1a-1b. Supported by Runestad. Motion carried unanimously on a roll call vote with Long, Greimel and Crawford absent. REGULAR AGENDA 2. DEPARTMENT OF MANAGEMENT AND BUDGET / EQUALIZATION DIVISION – APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CHARTER TOWNSHIP OF LYON AND THE CITIES OF KEEGO HARBOR, NOVI AND ROCHESTER Equalization is requesting authorization to contract with the above -named communities to provide equalization services July 1, 2011 through June 30, 2013 including original assessments, reappraisals and file maintenance. Communities will be charged $13.80 for each personal property description rendered. Revenues and expenditures associated with these services are included in the FY 2011 Budg et and the FY 2012-2014 County Executive Recommended Budget. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried on a roll call vote with Long, Greimel and Crawford absent. 3. SHERIFF’S OFFICE – 2011 MARINE SAFETY PROGRAM GRANT ACCEPTANCE The Sheriff is requesting acceptance of an $186,766 from the Michigan Department of Natural Resources for the FY 2011 Marine Safety Program . The total program amount of $227,624 includes FINANCE COMMITTEE Page 4 August 11, 2011 the award consisting of DNR fund ing of $122,574.50, Federal funding of $64,191.50 and a 25% county match of $40,858 which is equired towards the State share. The award is $13,234 less than the FY 2011 Budget and an amendment will be made to reflect the grant award as detailed in the Fiscal Note. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Runestad. Motion carried unanimously on a roll call vote with Woodward, Greimel and Crawford absent. 4. DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN’S VILLAGE D IVISION – FY 2011 MICHIGAN COUNCIL FOR ARTS AND CULTURAL AFFAIRS REGIONAL MINI -GRANT ACCEPTANCE Children’s Village is requesting authorization to accept a $4,000 State of Michigan, Michigan Council for Arts and Cultural Affairs Mini -Grant to continue to partner with the Birmingham Bloomfield Art Center in providing hands-on art opportunities to children 12 -17 housed at the Village. The project aims to build self- confidence and self -esteem, and respect for their peers and community. Ms. Overall displayed some of the art projects completed by the children who also complete letters about the program. Zack moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Crawford absent. 6. MR #11170 – DEPARTMENT OF FACILITIES MANAGEMENT AND INFOR MATION TECHNOLOGY – REQUEST FOR APPROVAL OF LICENSE AGREEMENT WITH THE ROCHESTER COMMUNITY SCHOOL DISTRICT FOR PLACEMENT OF RADIO COMMUNICATION EQUIPMENT Facilities Management is requesting autho rization to enter into a license agreement with the Rochester Community School District for Placement of Radio Communication Equipment on an existing radio tower located on the roof of the Stoney Creek High School building at 575 East Tienken Road, Rochester Hills, Michigan 48306. The County shall pay an annual license fee of $1.00 to the Rochester Community School District. No budget amendment is necessary. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Crawford absent. 7. INFORMATION TECHNOLOGY 2011/2012 MASTER PLAN QUATERLY STATUS EXECUTIVE SUMMARY Mr. Bertolini reviewed the Information Technology (IT) 2011-2012 Mater Plan Quarterly Status Executive Summary. IT is in the final stages of converting everyone t o Office 2010. To date no overtime hours have been utilized as authorized by the Commissioners. The number of project hours planned to be expended to date are slightly behind due to the number of vacant positions. The Southeast Michigan job market for IT positions is one of the largest in the country. The budget task force has approved a request f or eight full- time positions for IT and contractual resources have been increased while IT seeks to fill these positions. IT is working with the Human Resources Department to look at the market place , using bench marks to attract the right people. Potts moved to receive and file. Supported by Taub. FINANCE COMMITTEE Page 5 August 11, 2011 Motion carried on a voice vote. 8. DEPARTMENT OF INFORMATION TECHNOLOGY – THIRD QUARTER 2011 DEVELOPMENT APPROPRIATION TRANSFER Information Technology is requesting authorization to appropriate and transfer Third Quarter development charges to the users as outlined in the attachment to the resolution. Third Qu arter charges for General Fund/General Purpose county departments include $752,385.93 for development and $10,740.00 for imaging, direct charges to Special Revenue and Proprietary fund departments of $391,047.21 , non- governmental imaging development charge s of $8,592.00 and non-county agency charges of $23,289.00. Appropriation transfers will be made as detailed in the attached schedule to the resolution. Taub moved approval of the attached suggested Resolution. Supported by Runestad. Motion carried unanimously on a roll call vote with Crawford absent. 9. BOARD OF COMMISSIONERS – PAYMENT OF 2012 MICHIGAN ASSOCIATION OF COUNTIES (MAC) DUES Pursuant to MR #04298, Finance Committee approval is required prior to payment of annual due to the Michigan Association of Counties in the amount of $72,811.73. There has been no change in dues for the past four years. Quarles moved to approve payment of the 2012 Michigan Association of Counties Dues Invoice of $72,811.73. Supported by Zack. Motion carried on a roll call vote with Long and Runestad voting no and Crawford absent. 10. MR #11174 – BOARD OF COMMSISIONERS – 2011-2012 PROFESSIONAL SERVICES CONTRACT WITH POLING, MCGAW AND POLING PC The resolution was sponsored by Commissioners Runestad and Potts and would authorize a contract between Poling, McGaw and Poling and the Board of Commissioners for those instances when the Board may need to seek the advice of independent legal counsel. The contract will expire December 31, 2012 and provides for an hourly rate of $140.00 as established by MR #07160 for other outside legal counsel. Poling has been the Board’s outside counsel under several previously authorizing resolutions since 1998. Commissioners Greimel and Potts agreed that a Request for Proposal for legal services be developed and bid with expiration of this contract. Runestad moved approval of the attached suggested Fiscal Note . Supported by Potts. Motion carried on a roll call vote with Quarles voting no and Crawford absent. THE COMMITTEE REC ESSED FROM 9:43 AM TO 9:48 PM. COMMUNICATIONS A. Sheriff’s Office – 2011 COPS Child Sexual, Predator Program (CSPP) – Grant Application FINANCE COMMITTEE Page 6 August 11, 2011 B. Department of Health and Human Services / Children’s Village Division – FY 2011 Office of Juvenile Justice and Delinquency Prevention (ODJJDP) Demonstration Programs Division (DPD) Grant Application Dwyer moved to receive and file the communications. Supported by Zack. Motion carried on a voice vote. OTHER BUSINESS BUDGET HEARINGS Mr. Soave distributed the amendment list to date for the County Executive’s Recommended Budget. Three amendments include one for the Circuit Court to correct funding for one Youth & Family Caseworker II position, one to transfer funding for the FOC Warrants Clerk position from the Friend of the Court to the Sheriff’s Investigate Unit and reclassified from full -time eligible to part-time non-eligible and one to recognize the end of the SCAO Drug Court Grant cycle on September 30, 2011 for the 52 -2 District Court. Budget tasks are detailed in the Categorical Analysis and Budget Highlights document dated July 1, 2011. As part of the budget hearings, elected officials and their staff were asked in advance to be prepared to respond to questions that included how they had met their task , what they would cut if further reductions were required and what would they do if additional resources were made available. CIRCUIT COURT Judge Warren appeared on behalf of Chief Judge Grant, along with Court Administrator Kevin Oeffner and Deputy Administrator Lisa Langton to review actions taken by the Court to meet their budget tasks. One judge’s seat vacated as a result of retirement was authorized by the State Legislature to remain vacant and the visiting judge position will be eliminated October 1, 2011. Judges will be taking on more cases and a small contingency for visiting judges will remain for instances where judges may become ill or retire unexpectedly. The entire judges system is in review by the State. Other actions to address the Court’s task include position deletions and down grades and line item reductions. E -Filing is expected to generate over $1 million. A S tate Task Force developed best practices for collections and Judge Warren is handling a show cause program that has been very successful in getting defendants to pay their obligations. Of 19 courtrooms only one judge continues to use a court reporter instead of video and has funded that position within their budget allocation . Juvenile court referees’ court reporters have also been eliminated and they are using the video system . Commissioners requested information on various line items. The Court’s budget includes line items for payment of dues to the Oakland County Bar Association, State Bar Association and several for the American Bar Association, printing of forms that are necessary regardless of E -Filing and Defense Attorney Fees. About 82% of defendants request court a ppointed attorneys. This number has been consistent over the last five years as well as the number of criminal cases. Some other case types are coming down, such as divorce. State law governs the Court Equity Fund and requires that it be placed in the County’s General Fund The Court Equity Fund is about $5 million and the State also reimburses the Co unty for judges’ salaries; however, there still remains a difference of $40-45 million that the General Fund must cover. Commissioner Greimel asked to get additional details regarding the Court Equity Fund. FINANCE COMMITTEE Page 7 August 11, 2011 Judge Warren advised that the State Court Administrative Office (SCAO) sets the rules for the court appointed attorney program and explained the four categories of cases and how attorneys were selected. Mr. Oeffner explained that case fees for court-appointed attorneys are event driven. Other counties pay hourly or pay is based on the type of case. The Court has evaluated their fee schedule and found that what it pays f or criminal defense is relatively close in comparison to other counties. The SCAO has changed the rules so atto rneys can no longe r take videos tapes out of the court. Tapes can be viewed on site with a monitor. Official records remain the transcripts. PROBATE COURT Chief Judge Hallmark, Ms. Daly and Ms. Schnelz appeared on behalf of Probate Court. Judge Hallmark explained that if additional cuts were necessary it would have to be staff which would result in longer delays to assist clients and citizens . As the boomer population ages, there will be more guardian requests. All four of the Probate courtrooms are now video equippe d. Ms. Schnelz explained that fees have not changed since 1979 and have not kept up with the value of estates and this is in discussion throughout the state. Last year the Court had more mental health proceeding than in Wayne Court and several years ago a program was launched to consolidate attorney visits in these cases to incur savings. The court is also looking at volunteer programs for minor guardianship cases. TREASURER Messrs, Meisner and Van Leuven appeared on behalf of the Treasurer’s Office. Mr. Meisner explained that he had shifted costs for one position dealing primarily with the Delinquent Tax Revolving Fund to that fund. If more resources were available they would be used to maintain foreclosed properties . The Tax Sale is August 16 at 10 a.m. The Treasurer has partnered with the North Oakland County Board of Realtors to show properties to families vs. investors , done public service announcements to promote the Tax Sale, placed pictures of these properties on the website, worked with Fa cilities Management to place on these properties signs to call the Treasurer if you were interested in the property , to mow the lawns, etc. As a result of these efforts, there has been an enormous increase in the number of properties being auctioned off and returned to the tax rolls . This year only 50% of the parcels up for sale are in Pontiac compared to three years ago at 75%. The cost for the public service announcements is included in the Land Sale Fund. Anything that is not sold at the Tax Sale will result in the DTRF distribution being charged back to the local unit. Mr. Meisner recognized the County Executive and his Administration for their efforts in maintaining a balanced budget and the County’s bond rating and for providing Facilities staff to help maintain foreclosed properties. Mr. Meisner explained that the Professional Services line item includes funds for armored cars and legal expenses in instances where outside counsel must be hired, such as with the Freddie Mac and Fannie May lawsuit. Recovery from tax increment properties has dropped significantly and Mr. Meisner expressed his concern regarding these and special assessment districts and how those declining values were going to impact the local units. SHERIFF Sheriff Bouchard, Undersheriff McCabe and Mr. Cunningham presented the Sheriff’s budget to the Committee. The Sheriff explained that he is in negotiations with the Michigan Department of Corrections for them to utilize the trustee camp and Frank Greenan facility . Additional revenue would help to avoid additional budget reductions. If necessary, the budget would be revisited and consideration of further cuts would be based on mandatory or discretionary needs. The primary concern is violent crime and response to large situations. The Sheriff reported that they have been well received in Pontiac and response time has increased by 80%. Officers are being kep t on the street and are not writing up ordinance violations. Certification for additional lab testing capabilities is expected FINANCE COMMITTEE Page 8 August 11, 2011 soon and federal dollars will be sought to develop additional programs. In the past savings in salaries from staff turnover were available for overtime. Less staff turnover has required that overtime be funded at an adequate level. The Sheriff indicated he is comfortable with staffing levels but this will continue to be a challenge. Fugitive Apprehensive Team expenses are budgeted to pick up prisoners from other locations. The Sheriffs Association is fighting to maintain federal grant programs, i ncluding SCAMP, BYRNE and JAG. The budget for food services was not increased in the previous year’s budget and therefore the Recommended Budget includes inflationary increases to the food services contract for a two year period of 3.6% and 3.8%. The budget is built based on the numb er of inmates and the cost of meals and is still about half of what it costs the State. DISTRICT COURT Chief Judge William Bolle, Jill Palullian and other district court administrators presented the District Court budget task for all four divisions. Ms. Pallulian explained that if additional reductions were necessary they would re-evaluate the budget and consider cuts that would have the least amount of impact on mandates. The Court is losing part-time employees one after the other and some positions are being changed to full-time positions to address the problem. The District Court has discussed the use of video in the courtrooms but does not feel it provides a quality product as well as that provided by court reporters and continues, therefore, to use court reporters to provide transcripts. This program may be considered again as attrition occurs. Judge Bolle reported that revenue is down because so many people are unable to pay their fines and many are on public assis tance. The court is expected to lose one judge in the 4 th district, along with several other support staff and these positions will not be replaced. PROSECUTING ATTORNEY Prosecuting Attorney (PA) Jessica Cooper, Chief Deputy PA Paul Walton and Ms. Meier s presented the Prosecuting Attorney’s budget. The PA is utilizing part-time non-eligible employees where possible. Under the law the salaries of Prosecuting Attorneys cannot be reduced but they have voluntarily given back 4% to the County consistent with other employees. PAs are being lost to job opportunities at the federal and state level and to the private sector and if more resources were available, Ms. Cooper explained that she would utilize those resources to create additional staffing levels. Staff is looking at developing programs for personal bonds and recovery and e-filing so that defense attorney’s can file discovery in a secure manner. This would result in savings for storage, copying, mailing, etc. In the past 2.5 years, 7 cold homicide ca ses have been resolved. The PA and her staff are working with schools and senior centers to provide education on computer crimes and identify theft. Professional Services includes costs for transcripts and professional witnesses. PARKS AND RECREATION Mr. Stencil and Mr. Phelps presented on behalf of the Parks and Recreation Commission and responded to question s. Mr. Stencil explained that the goal was a 10% reduction in cost centers . Operating equipment is being utilized for longer periods of time . The number of Information Technology Master Plan projects for Parks has been cut back and several full -time positions have not been replaced. A 15-year forecast for maintenance and capital upgrades of the parks system is being developed, with a focus on revenue generation overall. Survey data shows residents want more green space and walking opportunities. Parks now has three dog parks and Red Oaks is the first to have lighting so it can be used for an extended period of time. Plans to add five or six mo re dog parks around the county are in progress. An inventory is being created of park services and programs provided by both the County and local units to avoid duplication in investment. Parks uses Sheriff’s deputies, 500 volunteers, trustees, and WAM program participants where applicable. Deputies are staffed based on past practice and evaluate d every season based on need. High temperatures create FINANCE COMMITTEE Page 9 August 11, 2011 more activity at water parks which requires additional attention. Over 80 degrees, golf activity decreases. Golf in general is up but revenue is down in response to market competition. Sponsorships for special programs are accounted for under the Contributions line item. Initiative include using the Mobile Recreation P rogram as a potential billboard, acqu iring portable stages and replacement of the bus fleet. Costs for the Mobile Recreation Program are embedded within the budget but can be provided as separate information. ADJOURNMENT There being no other business to come before the committee, the m eeting was adjourned at 12:20 p.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.