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HomeMy WebLinkAboutMinutes - 2011.10.27 - 36581TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson October 27, 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 WITH NOTICE: David Woodward, David Potts, Nancy Quarles OTHERS PRESENT CLERK-REGISTER OF DEEDS/ELECTIONS Joe Rozell, Director DISTRICT COURT 52-3 Renee Gillert, Administrator EXECUTIVE Bob Daddow, Deputy FACLITIES MANAGEMENT Art Holdsworth, Director Mike Hughson, Property Specialist MANAGEMENT & BUDGET Laurie Van Pelt, Director FISCAL SERVICES LaVerne Smith, Supervisor Shiela Cox, Supervisor Linda Pearson, Analyst Nancy Falardeau, Analyst Anthony Pisacreta, Analyst Val Kline PURCHASING Jack Smith, Manager HUMAN RESOURCES Karen Jones, Manager Brenthy Johns ton, Analyst HUMAN SERVICES George Miller, Director CHILDREN’S VILLAGE Jody Overall, Manager HEALTH Kathy Forzley, Manager PROSECUTING ATTORNEY Terri Meiers, Administrative Supervisor SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager OAKLAND INTERMEDIATE SCHOOLS Mike Rangos, Director, Regional Services Kevin Miller, Manager, Print Services BOARD OF COMMISSIONERS Jim Ver Ploeg, Administrative Director Harvey Wedell, Sr. Analyst Sheryl Mitchell,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 October 27, 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 15, 2011 as printed. Supported by Taub. Motion carried on a voice vote. AGENDA PUBLIC COMMENT FY 2012 CONTINGENCY REPORT The Fiscal Year 2012 Contingency Fund balance of $300,000 remains unchanged by today’s agenda items. Taub moved to receive and file the FY 2011 Contingenc y Report dated October 20, 2011. Supported by Zack. Motion carried on a voice vote. REGULAR AGENDA 1. DEPARTMENT OF MANAGEMENT AND BUDGET / PURCHASING DIVISION – APPROVAL OF CONTRACT FOR OAKLAND SCHOOLS TO PROVIDE PRINTING AND GRAPHIC SERVICES TO OAKLAND COUNTY (Action was posted from the previous meeting.) 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 Scho ol’s current published rates for printing and graphic services. Budget allocations were appropriated to each department for outside printing costs. The agreement shall remain in effect for three years from date of execution and may be renewed upon mutual consent of the parties for two additional one-year terms by the County’s Purchasing Division . In response to questions from the previous meeting, Mr. Daddow explained the events leading up to the closing of the County’s internal print shop and the Administration’s decision to contract with Oakland Schools. In summer of 2010 the P rint Shop / Mail Room / Convenience Copier Fund began to experience losses in revenue with the principal loss occurring in the Print Shop. Additionally, leases for p rinting equipment were due to expire in 2011 and it would prove costly to replace this equipment and would require five more years of business. As the County continues to go paperless, print costs would continue to increase. The choice was to either purchase new equipment and raise rates or secure outside services. In the meantime Oakland Intermediate Schools (OIS) opened its print shop. The Administration visited the operation and reviewed their rates and discovered that having OIS provide this service was a good deal for both the county and the taxpayers. OIS fixed costs included existing equipment and personnel and extra capacity was available to address the County’s printing needs. Once the County’s Print Shop employees FINANCE COMMITTEE Page 3 October 27, 2011 were made aware of the situation, many placed their names on the transfer list and were able to leave quickly, leaving the County in a pinch for printing services. Outside vendor rates were reviewed when this effort began and were again reviewed in the last several weeks. Mr. Daddow quoted comparison print rates between the OIS and Kinkos that indicated Kinkos rates were much higher. He also noted that you would not see the on-going savings from elimination of the County’s Print Shop operation included in the bid process. Additional considerations were that the ISD runs two shifts until 10:30 p.m., another governmental entity is able to provide greater protections for the County’s high volume confidential information print jobs and the OIS is able to print tax bills for the County and its local units using County software . The printing of tax bills is a service the County provides to its local units. Had the County been unable to transfer this software to OIS, the local units would have had to figure out how to perform this function on their own. Discussion regarding the elimination of the County’s Print Shop has been ongoing since spring when those positions were eliminated through resolution and again during budget hearings when a number of people asked why the internal line item had disappeared. Ms. Van Pelt reminded the Committee that OIS uses the County’s mail room which increases volume for the County’s mail rates, that they are conveniently located across the street , with the nearest vendor that could meet these rates being five miles away, and that they are not requiring the County to do a minimum, which would be necessary for bidding. In response to Commissioner Taub’s question as to whether the County’s Purchasing Policies covered intergovernmental agreements , Ms. Van Pelt explained that all intergovernmental agreements must come through the Board of Commissioners. Potts moved to recommend approval of the attached suggested Resolution. Supported by Runestad. Motion carried unanimously on a roll call vote with Greimel abse nt. 2. MR #11259 – BOARD OF COMMISSIONERS – TRI-PARTY IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CITY OF FERNDALE – TEN MILE ROA D HURON STREET TO CITY LIMITS – PROJECT NO. 51021 Introduced by Commissioner Covey, the resolution approves the project submitted by the City of Ferndale 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 resurfacing of Ten Mile Road from Huron Street to the City Limits . A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the City is included. A budget amendment of $24,836 will be made as outlined in the Fiscal Note . Zack moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Greimel absent. 3. 52/3 DISTRICT COURT – 2012 SOBRIETY COURT TREATMENT GRANT AGREEMENT The 52-3 District Court is requesting authorization to accept a $21,000 State Court Administrative Office, Michigan Drug Court Program grant for the period of October 1, 2011 through September 30, 2012. The total program budget of $110,151 includes $89,151 in General Fund suppo rt. This is the second year of grant funding. Grant funding will be used for supplies, drug testing, professional services and travel and conference. A budget amendment will be made as outlined in the Fiscal Note. Ms. Gillert explained that sobriety court participants must pay their fees in full in order to graduate. Whether they participate in this program or not offenders must meet with their probation office regularly. FINANCE COMMITTEE Page 4 October 27, 2011 Dwyer moved approval of the attached suggested Fiscal Note. Supported by Runestad. Motion carried unanimously on a roll call vote with Greimel absent. 4. COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT TO UTILIZE THE SERVICES OF THE OAKLAND COUNTY BOARD OF CANVASSERS BY THE CITY OF FERNDALE The Clerk/Register of Deeds is requesting authorization to contract with the City of Ferndale to provide election certification services through the County’s Canvassing Board at $25.00 per precinct for 9 precincts. A budget amendment will be made as outlined in the Fiscal No te. Zack moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Greimel absent. 5. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2011 GRANT PROGRAM ACCEPTANCE – AIRFIELD PAINT MARKING (FOR PART 139 LOC) The Oakland County International Airport (OCIA) is requesting authorization to accept a Michigan Department of Transportation Grant contract for Federal Funding of $71,250, State funds of $1,875 and a required local match of $1,875 for a total project cost of $75,000. The project consists of Airfield Paint Marking (for Part 139 LOC) at the OCIA. The Airport Committee has reviewed the project and recommends approval. The Michigan Department of Transpo rtation shall act as agent to administer the project on behalf of Oakland County. Funding for the local match is available within the Airport Fund. Long moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Greimel absent. 6. DEPARTMENT OF HEALTH AND HUMAN SERVICES / CHILDREN’S VILLAGE – FY 2011 DEMONSTRATION PROGRAMS DIVISION GRANT – GRANT ACCEPTANCE Children’s Village is requesting authorization to accept a Fiscal Year 2 011 Demonstration Program Grant from the U.S. Department of Justice, Office of Justice Programs of $328,163 for the period of October 1, 2010 through September 30, 2012. The total program amount of $675,176 will include the Grant of $328,163, a $173,895 C hild Care Fund cash match that will be shared 50/50 by the County and the State and a $173,118 in -kind match. The In-Kind match includes staff time from existing personnel and office space as detailed in the grant application. The award includes $278,112 for contractual services that were obtained through bidding. This is the second year of grant acceptance. Funding will provide continuation of a Juvenile Offender Re -entry Program for at-risk youth to prepare them for re-entry into the community immediately upon placement in a residential treatment program. Budget amendments will be made as outlined in the Fiscal Note. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Greimel absent. 7. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – 2012 PREVENTION PILOT PROJECT GRANT (FORMERLY CHILD ABUSE AND NEGLECT PREVENTION) AMENDMENT FINANCE COMMITTEE Page 5 October 27, 2011 #2 ACCEPTANCE The Health Division is requesting authorization to accept a grant amendme nt award of $245,821 from the Michigan Department of Human Services for its Child Abuse and Neglect Prevention Program for an amended period of August 1, 2010 through September 30, 2012. An in -kind match of $113,661 includes existing staff salaries and fringe benefits costs as well as some minor miscellaneous costs. Funds will be used to reimburse expenses for this program. The program is designed to prevent child abuse and neglect of Oakland County children ages birth to eighteen years of age utilizing the evidence based Nurturing Skills for Families home visitation model. It is estimated that the program will assist 90 families. Budget amendments will be made as outlined in the Fiscal Note. Ms. Forzley explained that the program includes referrals from the Michigan Department of Human Services of families categorized as high risk or from the County’s field nurses that qualify under critical factor scoring. This is a 16 week intensive visitation program that has been very successful and well received. Runestad moved to report to recommend the resolution be amended in the third WHEREAS and the NOW THEREFORE BE IT RESOLVED as follows. WHEREAS this grant does not require a cash, local, or in-kind match. However, the County with an in-kind match has committed budgeted General Fund resources amounting to $113,661 $113,664 in support of the project, for a total of $359,482 $359,485 however, due to rounding on the Program Budget Summary within the Amendment Contract the total amount of funding for this program is $359,485; and NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby accepts the 2012 Prevention Pilot Project Grant Agreement Amendment #2 in the total grant project amount of $245,821 $359,485, which consists of $245,821 from the state grant award and $113,664 of committed budgeted General Fund resources in support of the total project. With an in-kind match of $113,661 for a total of $359,482, however, due to found on the Program Budget Summary within the Amendment contract the total amount of funding for this program is $359,485. Supported by Zack. Motion to report to amend the resolution carried unanimously on a roll call vote with Greimel absent. Taub moved approval of the attached suggested Fiscal Note. Sup ported by Dwyer. Motion carried unanimously on a roll call vote with Greimel absent. 8. MR #11257 – DEPARTMENTS OF FACILITIES MANAGEMENT AND HEALTH – REQUEST FOR APPROVAL OF LEASE AGREEMENT WITH THE WALLED LAKE CONSOLIDATION SCHOOL DISTRICT Facilities Management, on behalf of the Health Division, is requesting authorization to enter into a lease agreement with Walled Lake Consolidated Schools to lease 720 square feet of office space and common areas located at 615 North Pontiac Trail, Walled Lake, Mi chigan at a cost of $7,920 for FY 2012 or $720 a month and $6,480 for FY 13 for a period of 18 months ending June 30, 2013. Lease costs include all building maintenance, custodial services and utilities. The agreement may be extended on a year -to-year basis upon mutual written agreement by both parties. The County maintains the rights to cancel the lease upon 120-days advance written notice with no penalty. The County is in the process of vacating the West Oakland Office Building and will utilize this new space to continue the Women, Infants and Children Supplemental Food program. Budget amendments will be made as outlined in the Fiscal Note. FINANCE COMMITTEE Page 6 October 27, 2011 Long moved to report to recommend the resolution be amended as follows. Rent: Tenant shall pay Landlord as annual rent for the Leased Premises during the Lease Term the sum of One and 00/100 Dollars ($1.00) per square foot per month, being an annual sum of Eight Thousand Six Hundred Forty and 00/100 Dollars ($8,640.00), payable at the rate of Seven Hundred Twen ty and 00/100 Dollars ($720.00) per month. Tenant shall pay to Landlord the monthly amount specified above for each month of the Lease Term, commencing upon the Effective Date August 1, 2011. Rent shall be paid to the order of Landlord, in advance, witho ut any setoffs or deductions, on the first day of each and every month (the “Rent Day”) at Landlord’s address set forth in the preface of this Lease, or at such other place as Landlord may designate in writing. 9. Utilities: Landlord shall pay for th e cost of all reasonable utilities supplied to the Leased Premises during the Lease Term, provided, however, Landlord shall not be responsible for any loss or interruption of utility services. Notwithstanding the foregoing, Tenant shall be responsible, at its sole cost and expense, for obtaining and maintaining all necessary telephone , internet and cable services for its use. Landlord may provide reasonable access to the internet for Tenant’s use. Landlord is not responsible for any interruptions in the internet service it provides to Tenant. Landlord agrees to provide connections for telephone, internet and cable services at its cost, provided however, if Tenant requires connections that require infrastructure that is in addition to the infrastructure t hat is currently in place, Landlord and Tenant agree to cooperate in good faith to determine the Tenant’s portion o f responsibility for such costs. Supported by Crawford. Motion to report to amend the resolution carried unanimously on a roll call vote. Long moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 9. MR #11257 - FACLITIES MANAGEMENT AND HEALTH – AUTHORIZATION FOR CHILDREN’S VILLAGE BU ILDING H (MANDY’S PLACE) WINDOW REP LACEMENT PROJECT Facilities Management, on behalf of the Health and Human Services Department , is requesting authorization to replace the windows in Building H for improved energy efficiency and resident comfort at a cost of $73,000. The existing windows are single pane and in need of new sealant and make it difficult to regulate the temperature. The project will be partially funded by the FY 2012 Child Care Fund – Laundry and Cleaning line item for $31,390 and the remaining amount of $41,610 will come f rom the FM&O Fund. Funding will be transferred to the Project Work Order Fund and b udget amendments will be made as outlined in the Fiscal Note. Quarles moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote. 10. MR #11250 – BOARD OF COMMISSIONERS – REQUEST FOR PROP OSALS FOR DISCOUNT PRESCRIPTION AND HEA TH BENEFIT PROGRAM The resolution was introduced by Commissioners Runestad and Gershenson and would authorize the issuance of a Req uest for Proposal to recommend vendors who would offer the most beneficial discounted prescription drug and health benefit programs for Oakland County residents. Responses to the RFP would be evaluated through the regular County Purchasing procedures and a recommendation would be brought FINANCE COMMITTEE Page 7 October 27, 2011 before the General Government and Finance Committees for con sideration. Ms. Van Pelt explained that Purchasing Division staff is available to assist commissioners in drafting solicitation documents, performing interviews and developing scoring . An outside vendor can assist with this effort but would be precluded from bidding and Corporation Counsel should review the solicitation as it becomes a part of the contract. A Request for Information could be done first to seek information from vendors on what they can offer and how it would be provided. Runestad moved to report to recommend approval of the attached suggested Resolution. Supported by Dwyer. Zack moved to report to amend the resolution to correct the title and that all references to a Request for Proposal first include a Request for Information as follows. NOW THEREFORE IT BE RESOLVED that the Oakland County Board of County Commissioners approve the issuance of a Request for Information (RFI) and possibly a Request For Proposal (RFP) at the discretion of the Board to recommend the vendor(s) that can offer the most beneficial discounted prescription drug and health benefit program for Oakland County residents. BE IT FURTHER RESOLVED that the responses to the RFI and RFPs will be evaluated through the regular Oakland County purchasing policy and procedures. BE IT FURTHER RESOLVED that the recommended vendor(s) and agreement be brought back to the Board of Commissioners’ for acceptance of the agreement, followin g a review by Corporation Counsel and consideration by the General Government and Finance Committees. Supported by Dwyer. Motion to report to amend carried on a roll call vote with Potts, Runestad and Taub voting no. Main motion as amended carried unanimously on a roll call vote with Long absent. COMMUNICATIONS A. Health and Human Services – Children’s Village – FY 2012 Regional Mini -Grant Program Grant Application B. Notice of Hearing in City of Auburn Hills – RE: Extension of Industrial Facili ty Exemption Certification 2005 -291 for Inalfa Roof Systems - 1370 Pacific, Auburn Hills, MI 48326 C. State Tax Commission – Resolutions from City of Rochester Hills to: 1. Revoke Personal Property Component(s) of Industrial Facilities Exemption Certi ficate #2006-428 issued to Energy Conversion Devices, Inc. 2923 Technology Drive. 2. Revoke Real Property Component(s) of Industrial Facilities Exemption Certificate #2006 - 428A issued to TyssenKrupp Materials NA, Inc. – 2923 Technology Drive. Taub moved to receive and file the communications. Supported by Crawford Motion carried on a voice vote. OTHER BUSINESS ADJOURNMENT FINANCE COMMITTEE Page 8 October 27, 2011 There being no other business to come before the committee, the meeting was adjourned at 10:23 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.