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HomeMy WebLinkAboutMinutes - 2011.10.13 - 36576TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson October 13, 2011 Chairperson Middleton called the meeting of the Finance Committee to or der 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 WITH NOTICE: None. OTHERS PRESENT CORPORATION COUNSEL Judy Cunningham, Corporation Counsel Keith Lerminiaux, Deputy Karen Agacinski, Assistant Counsel EQUALIZATION Dave Hieber, Manager Laurie Norris EXECUTIVE Gerald Poisson, Deputy Bob Daddow, Deputy FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief LaVerne Smith, Supervisor Shiela Cox, Supervisor Linda Pearson, Analyst Prentiss Malone, Analyst HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager Dean Shackelford, Supervisor MANAGEMENT & BUDGET Laurie Van Pelt, Director PROSECUTING ATTORNEY Kimberly McIntyre, Supervisor Terri Meiers, Supervisor PURCHASING Jack Smith , Manager SHERIFF Michael McCabe, Undersheriff Chuck Snarey, Major Dale Cunningham, Business Manager 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 October 13, 2011 PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Dwyer moved approval of the previous minutes o f September 28, 2011 as printed. Supported by Crawford. Motion carried on a voice vote. AGENDA Without objection, item 11 was placed on the agenda following Closed Session. PUBLIC COMMENT Ms. Scarlet announced that the Wellness Fair was being held at Oakland Schools from 10:00 a.m. – 3:00 p.m. today and encouraged everyone to attend. The theme is “Guard Your Health.” FY 2012 - FY 2013 CONTINGENCY REPORT The Fiscal Year 2012 Contingency Fund balance of $300,000 which will remain unchanged by today’s agenda items. Runestad moved to receive and file the FY 2011 Contingency Report dated October 6, 2011. Supported by Potts. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #11245 – BOARD OF COMM ISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF COMMERCE – COMMERCE ROAD – PROJECT NO. 50131 Introduced by Commissioner Long , the resolution approves the project submitted by Commerce Township 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 milling and asphalt resurfacing with a center turn lane and a signal u pgrade on Commerce Road from S. Commerce road to Union Lake Road . A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township is included. A budget amendment of $42,816 will be made as outlined in the Fiscal Note. 1b. MR #11247 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF HIGHLAND – JOHN STREET – PROJECT NO. 51062 Introduced by Commissioner Hoffman, the resolution approves the project submitted by Highland Township 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 FINANCE COMMITTEE Page 3 October 13, 2011 pulverizing and resurfacing J ohn Street from Livingston Road to M -59. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township is included. A budget amendment of $19,962 will be made as outlined in the Fiscal Note. 1c. MR #11248 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF INDEPENDENCE– TRAFFIC SIGNAL IMPROVEMENTS - PROJECT NO. 51071 Introduced by Commissioners Nuccio and Middleton , the resolution approv es the project submitted by Independence Township 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 traffic signal imp rovements on Clarkston Road at Flemings Lake Road and Waldon Road at Walters Road . A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township is included. A budget amendment of $16,950 will be made as outlined in the Fiscal Note. Taub moved approval of the attached suggested Fisc al Notes for Items 1a-1c. Supported by Zack. Motion carried unanimously on a roll call vote with Long, Greimel and Quarles absent. REGULAR AGENDA 2. DEPARTMENT OF MANAGEMENT AND BUDGET – 2011 APPORTIONMENT OF LOCAL TAX RATES Management and Budget is requesting adoption of the 2011 apportionment of local tax rate certificates with the recommendations herein contained as part of the permanent record of the Board and to authorize the Equalization Director to sign the several tax certificates on which tax rate tabulations were based, thereby authorizing and directing the various assessing officers to spread the rates against the taxable valuation set forth for 2011. A copy of the 2011 Apportionment of Local Tax Rates document was distributed. If necessary, revisions will be made following November 8, 2011 elections. Taub moved approval of the attached suggested Resolution. Supported by Dwyer. Motion carried unanimously on a roll call vote with Long, Greimel and Quarles absent. 3. BUILDING AUTHORITY – RESOLUTION APPROVING FORM OF SUBLEASE BETWEEN THE COUNTY OF OAKLAND AS LESSOR AND THE CITY OF OAK PARK AS LESSEE REGARDING THE CITY OF OARK PARK ADMINSTRATIVE CAMPUS PROJ ECT LOCATED IN THE CITY OF OAK PARK, OAKLAND COUNTY, MICHIGAN The Building Authority is requesting authorization to enter into a Sublease between the County of Oakland and the City of Oak Park relating to the City of Oak Park Administrative Campus Project for an amount not to exceed $6,500,000. The term of the Sublease is for up to 25 years and the Sublease cannot be completed and executed until the bonds are sold. The Sublease requires the City to pay the County at least 30 days before each bond payment date an amount sufficient to pay the principal and/or interest due. The County shall retain the right to use the recreation center, administrative facility or another suitable facility on the City’s Administrative Campus during a disaster or emergency, for training for a disaster or emergency, for dispensing medications during a disaster or emergency or for providing flu, seasonal or other vaccinations to the public, without cost to the County. Actual dates and times of use will be mutually agreed upon by both parties. No budget amendment is required. FINANCE COMMITTEE Page 4 October 13, 2011 Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Greimel absent. 4. MR #11241 – SHERIFF’S OFFICE – ESTABLISHMENT OF STANDARD LAW ENFORCEMENT SERVICES CONTRACT RATES AND CONTRACT APPROVAL – JANUARY 1, 2012 THROUGH DECEMBER 31, 2012 The Sheriff is requesting to establish law enforcement services contract rates and contract approval for the period January 1, 2012 through D ecember 31, 2012. Proposed rates are as follows. Captain $183,441 Lieutenant $161,822 Patrol Sergeant $146,386 Det. Sergeant $150,272 Dep II (w/fill) $146,564 Dep II (no-fill) $124,232 Dep II (no-fill/no vehicle) $117,206 Patrol Inv. $128,246 Dep I (no-fill) $104,751 The FY 2012 -2014 Adopted budget s estimated expenditures and revenues based will be amended based on these rates. Taub moved to report to recommend that the resolution be amended to strike the words “and contract approval” from the resolu tion title as well as the 3 rd WHEREAS. Supported by Crawford. Motion carried unanimously on a roll call vote with Greimel absent. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Dwyer. Motion carried unanimously on a roll call vote with Greimel absent. 5. MR #11242 – SHERIFF’S OFFICE – ESTABLISHMENT OF LAW ENFORCEMENT SERVICES CONTRACT OVERTIME RATES – JANUARY 1, 2012 THROUGH DECEMBER 31, 2012 The Sheriff is requesting to establish law enforcement services contract overtime rates for the period of January 1, 2012 through December 31, 2012 as follows. Lieutenant $87.89 Sergeant $79.90 Deputy II $65.38 Deputy I $51.69 The FY 2012-2014 Adopted Budget includes estimated costs and revenues associated with these rates but is subject to unknown variables . No budget amendment is necessary at this time. Woodward moved approval of the attached suggested Fiscal Note. Supported by Potts. Motion carried unanimously on a roll call vote with Greimel absent. 6. MR #11243 – SHERIFF’S OFFICE – ESTABLISHMENT OF JAIL BOARDING FEES – JANUARY 1, 2012 THROUGH DECEMBER 31, 2012 The Sheriff is requesting to establish Jail Boarding Fees estimated at $114.83 p er day for calendar year 2012 and to continue the Board of Commissioners’ policy of not charging a daily rate for the housing of prisoners at the Oakland County Jail to local units of government within Oakland County. The FINANCE COMMITTEE Page 5 October 13, 2011 establishment of the rates is based on the schedule of costs attached to the resolution. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Greimel absent. 7. MR #11244 – SHERIFF’S OFFICE – LAW ENFORCEMENT SERVICES FOR PARKS & RECREATION COMISSION FOR 2012 The Sheriff is requesting to o extextend itsnd its contractual agreement with the Parks and Rec reation Commission for calendar year 2012 at rates consistent with those that will be established per MR #11241. One General Fund/General Purpose Part -Time Non-Eligible 500 hours/year Park Deputy II will be created in the Sheriff’s Parks Unit, Patrol Services Division and added to the contract. Funding is available in the PRC FY 12 Budget to cover this expense. The FY 2012 -2014 Adopted Budget will be amended as outlined in the Fiscal Note.reation Commission Long moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 8. PROSECUTING ATTORNEY – FISCAL YEAR 2012 CRIME VICTIMS RIGHTS GRANT ACCEPTANCE The Prosecuting Attorney is requesting authoriz ation to accept a State of Michigan, Department of Community Health FY 12 Crime Victim Rights Grant of $188,900 for a period of October 1, 2011 – September 30, 2012. The amount of award is the same as for the pr evious year and no county match is required. Funds partially reimburse the costs of salaries, fringe benefits, supplies and materials for three (3) GF/GP Victim Advocate positions and one GF/GP Victim Rights Super visor position already included in the budget. Therefore, no budget amendment is required. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote . 9. PROSECUTING ATTORNEY – FISCAL YEAR 2012 DISTRICT COURT ADVOCACY PROG RAM – VICTIMS OF CRIME ACT (V0CA) GRANT ACCEPTANCE The Prosecuting Attorney is requesting authorization to accept a State of Michigan, Department of Community Health FY 12 Victim of Crime Act Grant of $83,710 for a period of October 1, 2011 – September 30 , 2012. The amount of award is the same as for the pr evious year. The total grant award includes State funding of $66,968 and a County contribution of $16,742 in the form of in -kind staff. Due to a significant change in fringe benef it cost between the t ime of application and acceptance , a funding shortfall of $20,811 will be addressed by a one -time reduction of General Fund budgets for Personal Mileage of $10,000 and a Printing Expense of $10,811 , with these funds transferred to the grant fund budget. The grant will continue funding for one Special Revenue Full -Time Eligible Victim Advocate. Administrative and support costs of $4,061 included in the FY 2012 are not recoverable. A previously required cash match was discontinued for FY 12 and Personal Mi leage and Radio Communications are no longer included in the award. The FY 12 Budget will be amended as outlined in the Fiscal Note. Woodward moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 6 October 13, 2011 10. MR #11246 – BOARD OF COMMISSIONERS – RESOLUTION EXEMPTING OAKLAND COUNTY GOVERNMENT FROM THE PROVISIONS OF 2011 P.A. 152 FOR CALENDAR YEAR 2012 The resolution would exempt Oakland County from participating in Public Act 152 of 2011 which limits a public employer’s expenditures for employee medical benefit plans. On September 27, 2011, Public Act 152 was signed by the Governor with immediate effect. Act 152, Section 8, authorizes a local unit of government, including counties, to exempt itself from the requirements of this act for the next succeeding calendar year upon a 2/3 vote of the governing body. On September 22, 2011 the Board of Commissioners adopted the balanced FY 12 -14 Triennial Budget for Oakland County which mainta ins responsible recommended general fund equity balances and funds current employee medical benefit plans within existing revenues. At 4.19% Oakland County has the lowest operating millage in the State and is the only Michigan County that has actuarially fully funded its accrued retiree health care obligations within its operating millage . Oakland County has had an employee health care contribution plan since 1997 that has contributed over $26 million toward health care costs , with employees having paid between 11.79% and 21.81% illustrative rate for their health care plans . In addition, significant time and expense has already been incurred relating to the execution of th e calendar year 2012 annual health care selection “open enrollment” process which would be lost. Taxpayers would incur significant new costs to implement Act 152 by January 1, 2012. Non-Act 312 Arbitration eligible employees have also made significant salary concessions of 2.5% in FY 10, 1.5% in FY 11, a salary freeze for FY 12 and support for continuation of the freeze for FY 13. These salary reductions have resulted in an additional savings of $31.9 million. P.A. 152 does not contain the same requirements for 45,000 State of Michigan workers. It is anticipated there will be significant court challenges as to the legality of Act 152 and costs to support the Act’s validity will be substantial. Taub moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 12. DEPARTMENT OF MANAGEMENT AND BUDGET/PURCHASING DIVISION – APPROVAL OF CONTRACT FOR OAKLAND SCHOOLS TO PROVIDE PRINTING AND GRAPHIC SERVICES TO OAKLAND COUNTY Management and Budget is requesting authorization to enter into a contract with Oakland Schools for Printing and Graphic Services. The County shall be charged for services based on Oakland School’s current published rates for printing and graphic services. Budget allocations were appropriated to each department for outside printing costs. Taub moved approval of the attached suggested Resolution. Supported by Quarles. Commissioner Woodward asked if a Request for Proposal had been released, how long the Oakland Schools Print Shop (OSPS) had been providing this service , rates being charged a nd what was the total savings. Mr. Smith explained that the County had been using OSPS for at least six months and that this activity would help out with state requirements for shared services between government agencies . Mr. Daddow stated that as soon as the emplo yees of the County’s internal Print Shop heard it would be eliminated, they left. As a result, there no longer were enough personnel to perform this function and the County had to find a printer. The County was also facing a large investment for new equi pment. The OSPS had more equipment and is located conveniently just across from the county campus. The OSPS does have its limitations and the contract states that if they can’t provide a particular printing service they FINANCE COMMITTEE Page 7 October 13, 2011 must notify the requesting department and the Purchasing Division and the project will then be bid out. Ms. Van Pelt noted that cost was the main factor but added that elimination of the print shop had been an ongoing discussion with the Finance Committee and was completely eliminated under by Board action earlier this year. The number of print jobs had been declining as more information was placed on line . The equipment was aging out and the County was facing a minimum five -year commitment on leasing for major pieces of printing equipment. Use of part-time non-eligible positions would still have required a Supervisor on site which would increase rates . A review was performed and Mr. Smith looked at private companies and found the rates to be competitive. The Administration also fe lt that they had more control over sensitive material by having it be printed by another governmental agency. OSPS also uses the County mail room which increases volume for the County’s mail rates. The OSPS is an enterprise business under the Oakland Schools umbrella but must be self-sustaining. Commissioner Woodward noted that the OSPS must be market competitive because the school districts are not limited to using that particular print shop. Woodward moved to postpone this item until the next regu lar meeting of Finance on October 27, 2011 to obtain additional information as requested . Supported by Taub. Motion carried on a roll call vote with Potts voting no. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division – Contract Exception Report, for the Month of October, 2011 E-Filing Program – Tyler Technologies (previously Wiznet): In response to Commissioner Taub’s questions, Mr. Cooperrider explained that pricing was surveyed for these monitors and that the contract contains language to the effect that should something happen to the company the County’s IT Department would get the program licenses. Ms. Van Pelt clarified that the code is held in escrow and explained that IT performed an analysis and determined that the y would like to continue with the present contract for a year and then would request bids. Taub moved to receive and file the communications. Supported by Quarles. Motion carried on a voice vote. Zack moved to go into Closed Session for the purposes of considering litigation. Supported by Taub. Motion carried unanimously on a roll call vote with Long absent. THE COMMITTEE WENT INTO CLOSED SESSION AT 10:1 4 a.m. THE COMMITTEE RESUMED IN OPEN SESSION AT 10:28 a.m. Woodward moved to authorize Counsel to proceed in accordan ce with the directive set forth in Closed Session. Supported by Potts. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 8 October 13, 2011 11. BOARD OF COMMISSIONERS – EMPLOYEE INDEMNIFICATION The resolution would authorize revision of the Employee Indemnification Policy as proposed by the Board’s Claims’ Review Committee. The policy has not been updated since 1986 and as a result of recent litigation, it is necessary to clarify the procedures used to invoke the cr iminal provisions of the polic y. The policy will be distributed to all elected officials and officers and current and new employees at the time of hiring. Runestad moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Woodward, Potts and Quarles absent. OTHER BUSINESS ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:40 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.