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HomeMy WebLinkAboutMinutes - 2011.11.10 - 36587TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson November 10, 2011 Chairperson Middleton called the meeting of the Finance Committee to order at 9:09 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, Kathy Crawford, Bill Dwyer, Helaine Zack, Tim Greimel, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE: Christine Long, Jim Runestad OTHERS PRESENT CIRCUIT COURT John Cooperrider CIRCUIT COURT – FAMILY DIVISION Pamela Davis Drake ANIMAL CONTROL Larry Obrecht, Manager Joanie Toole, EXECUTIVE Bob Daddow, Deputy Phil Bertolini, Deputy/CIO FACLITIES MANAGEMENT Art Holdsworth, Director Mike Hughson, Property Specialist MANAGEMENT & BUDGET Laurie Van Pelt, Director FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief LaVerne Smith, Supervisor Shiela Cox, Supervisor Leo Lease Linda Pearson, Analyst Prentiss Malone, Analyst Nancy Falardeau, Analyst Anthony Pisacreta, Analyst Monica Tinsley, Analyst PURCHASING Jack Smith, Manager HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager Brenthy Johnston, Analyst INFORMATION TECHNOLOGY Ed Poisson, Director Janette McKenna, C hief PROSECUTING ATTORNEY Terri Meiers, Administrative Supervisor SHERIFF Michael McCabe, Undersheriff 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 November 10, 2011 Dale Cunningham, Business Manager WATER RESOURCES COMMISSIONER Philip Sanzica, BOARD OF COMMISSIONERS Jim Ver Ploeg, Administrative Director Harvey Wedell, Sr. Analyst Helen Hanger, Sr. Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Dwyer moved approval of the previous minutes o f October 27, 2011 as printed. Supported by Taub. Motion carried on a voice vote. AGENDA No changes were made to the printed agenda. Chairperson Middleton reported that two issues would be discussed under Other Business - an update on the sale of the Walled Lake property and a review of the county’s procedures to avoid fraud. 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 Contingency Report dated November 7 , 2011. Supported by Zack. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #11270 - SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE TOWNSHIP OF ADDISON, JANUARY 1, 2012 – DECEMBER 31, 201 2 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the Township of Addison for calendar year 2012 at rates previously established per MR #11241. The number of contracted positions will remain at seven. Cont ract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of the contract. 1b. MR #11271 - SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF BRANDON, JANUARY 1, 2012 – DECEMBER 31, 2012 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the Charter Township of Brandon for calendar year 2012 at rates previously established per MR #11241. The number of contracted positions will remain at 11.5. One Deputy II position assigned to Independence Township provides law enforcement services estimated at 1,040 hours/year to the Charter Township of Brandon and FINANCE COMMITTEE Page 3 November 10, 2011 the cost of this position will be shared by both munic ipalities Contract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of the contract. 1c. MR #11272 - SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF COMMERCE, JANUARY 1, 2011 – DECEMBER 31, 2011 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the Charter Township of Commerce for calendar year 2012 at rates previously established per MR #1 1241. The Township is requesting three Patrol Investigator positions be changed to three Deputy II (no fill) positions. The number of contracted positions remains 28. . Contract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of the contract. 1d. MR #11273 - SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF INDEPENDENCE, JANUARY 1, 2012 – DECEMBER 31, 2012 The Sheriff is requesting authorizatio n to enter into a law enforcement services agreement with the Charter Township of Independence for calendar year 2012 at rates previously established per MR #11241. The number of contracted positions will remain at 28. One Deputy II position assigned to Independence Township provides law enforcement services estimated at 1,040 hours/year to the Charter Township of Brandon and the cost of this position will be shared by both municipalities Contract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of the contract. 1e. MR #11274 - SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF OAKLAND, JANUARY 1, 2012 – DECEMBER 31, 2012 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the Charter Township of Oakland for calendar year 2012 at rates previously established per MR #11241. The number of contracted positions will remain at 12 . Contract revenues and e xpenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of the contract. 1f. MR #11275 - SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF OXFORD, JANUARY 1, 2012 – DECEMBER 31, 2012 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the Charter Township of Oxford for calendar year 2012 at rates previously established per MR #11241. The number of contracted positions w ill remain at 13. Contract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of the contract. 1g. MR #11276 - SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CITY OF ROCHESTER HILLS, JANUARY 1, 2012 – DECEMBER 31, 2012 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the City of Rochester Hills for calendar year 2012 at rates previously established per MR #11241. The number of contracted positions will remain at 57. Contract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of the contract. 1h. MR #11277 - SHERIFF’S OFFICE – STANDARD LAW ENFOR CEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF ROYAL OAK, JANUARY 1, 2012 – DECEMBER FINANCE COMMITTEE Page 4 November 10, 2011 31, 2012 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the Charter Township of Royal Oak for calendar year 2012 at rates previously established per MR #11241. The number of contracted positions will remain at 4. Contract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of the contract. 1i. MR #11278 - SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CHARTER TOWNSHIP OF SPRINGFIELD, JANUARY 1, 2012 – DECEMBER 31, 2012 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the Char ter Township of Springfield for calendar year 2012 at rates previously established per MR #11241. The number of contracted positions will remain at 11. Contract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be revie wed yearly pending renewal of the contract. Dwyer moved to report to amend items 1a-1i in Section 12.d. of each agreement as follows: 12. d. “…The MUNICIPALITY will provide this Certificate of Insurance to Jennifer Brantley, Oakland County Sheriff’s Office, County Service Center, Bldg. #38 East, 1200 N. Telegraph Road, Pontiac, Michigan 48341 -1044 prior to January 1, 201 12…” Supported by Crawford. Motion carried unanimously on a roll call vote with Long, Runestad, Greimel and Quarles absent . Crawford moved approval of the attached suggested Fiscal Notes for Consent Agenda items 1a -1i. Supported by Potts. Motion carried unanimously on a roll call vote with Long, Runestad, Greimel and Quarles absent. REGULAR AGENDA 2. MR #11279 – SHERIFF’S OFFICE – STANDARD LAW ENFORCEMENT SERVICES AGREEMENT WITH THE CITY OF PONTIAC, JANUARY 1, 2012 – DECEMBER 31, 2012 The Sheriff is requesting authorization to enter into a law enforcement services agreement with the City of Pontiac for calendar year 2012 at rates p reviously established per MR #11241 and negotiation with the Emergency Financial Manager for a total contract price of $10,373,661 . The number of contracted law enforcement positions will remain at 83 and 6 existing Dispatch Specialists will continue in the Sheriff’s Communications Unit/Emergency Response and Preparedness Division . The Sheriff and the City of Pontiac also are requesting that 4,000 hours of clerical support be added to the contract by creating four General Fund/General Purpose part-time non-eligible 1,000 hours/year Office Assistant II positions in the Patrol Services Division/Contracted Patrol Unit-Pontiac. Contract revenues and expenditures for the period 2012 – 2014 have been budgeted for and will be reviewed yearly pending renewal of t he contract. The budget will be amended as outlined in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Dwyer. Motion carried unanimously on a roll call vote with Long, Runestad, Greimel and Quarles absent. 3. SHERIFF’S OFFICE – 2011 BULLETPROOF VEST PARTNERSHIP PROGRAM GRANT ACCEPTANCE FINANCE COMMITTEE Page 5 November 10, 2011 The Sheriff is requesting authorization to accept U.S. Department of Justice, Bureau of Justice Assistance grant program funding of $14,599.26 consisting of a grant award o f $7,299.63 and a 50% County match of $7,299.63. This Grant reimburses up to 50% for costs incurred in the past year’s purchase of approved bulletproof vests for road patrol deputies. The Sheriff spent $14,599.26 on bulletproof vests in FY 2011. The grant period is April 1, 2011 through August 31, 2013. Receipt of the award will be posted in FY 2012. Potts moved approval of the attached suggested Fiscal Note. Supported by Dwyer. Motion carried unanimously on a roll call vote with Long, Runestad and Greimel absent. 4. SHERIFF’S OFFICE – FISCAL YEAR 2012 SECONDARY ROAD PATROL AND TRAFFIC ACCIDENT PREVENTION PROGRAM GRANT ACCEPTANCE The Sheriff is requesting authorization to accept a Michigan State Police – Office of Highway Safety Planning grant in the amount of $761,310 for FY 2012. This is the 33 nd year of grant funding. The award is a $89,590 decrease from the FY 2011 award of $845,900. The grant will fund five Deputy II positions and one Sergeant Position in the Patrol Services Division. One Sergeant position will be deleted. No County match is required. Budget amendments will be made as outlined in the Fiscal Note. Undersheriff McCabe explained that because there are fewer officers state -wide, fewer tickets are being written and less funding is available for the program. This program targets high-accident areas. Zack moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Long and Runestad absent. 5. SHERIFF, PROSECUTING ATTORNEY – FISCAL YEAR 2012 OAKLAND COUNTY NARCOTICS ENFORCEMENT TEAM (NET) BYRNE GRANT ACCEPTANCE The Sheriff is requesting authorization to accept a FY 12 Byrne Memorial Grant for the Oakland county Narcotics enforcement Team (NET) in the amount of $484,352 , equal to the grant application. The total award includes a State contribution of $242,176 and a County match of $242,176. The match is included in the FY 12 Non-Departmental grant match line item. The total program budget of $702,852 also includes a funding shortfall of $218,500 which will be covered by $154,490 from the Sheriff’s NET Drug Forfeitures account and $39,191 from the Prosecutor’s Drug Forfeiture Account and a reduction of the Prosecutor’s General Fund expenditures of $24,819 – which will be transferred to the grant fund to meet program commitments consisting of $15,000 from Printing, $5,000 from Professional Services and $4,819 from Membership Dues. The Grant award will continue two Special Revenue (SR) Assistant Prosecutors and two SR Sergeant positions, one SR full -time eligible Deputy II and one SR part -time non-eligible 1,000 hour/year Office Assistant II position in the Sheriff’s Office. Budget amendments will made as outlined in the Fiscal Note. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Long and Runestad absent. 6. CIRCUIT COURT – 2012 MICHIGAN DRUG COURT GRANT PROGRAM (ADULT TREATMENT COURT) GRANT AGREEMENT The Circuit Court is requesting authorization to accept a FY 12 $36,000 State Court Administrators Office, Michigan Drug Court Grant for the Adult Drug Court. The total program budget of $224,429 includes the FINANCE COMMITTEE Page 6 November 10, 2011 SCAO award of $36,000, PA 511 Community Correction s contributed funding of $100,000, Restore foundation donations of $18,940 per MR #11015 and General Fund support of $69,489 ($34,252 personnel support and $35,237 operating support). Two special revenue, full-time eligible positions of Youth and Family Casework Supervisor and Technical Assistant will be partially funded by the Adult Drug Court. General Fund personnel support of $34,252 includes support staff and judge’s time , the latter being reimbursed by the State. Operating costs are outlined in the Fiscal Note. The Budget will be amended as outlined in the Fiscal Note to reflect the grant award. Commissioner Potts recognized the Restore Foundation for their significant contributions to this program. Ms. Davis reported that the Foundation has actu ally provided over $80,000 in the past year to maintain this program. Potts moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Long and Runestad absent. 7. CIRCUIT COURT – 2012 MICHIGAN DRUG COURT GRANT PROGRAM (JUVENILE COURT) GRANT AGREEMENT The Circuit Court is requesting authorization to accept a FY 12 $40,000 State Court Administrators Office, Michigan Drug Court Grant for the Juvenile Drug Court. The total program budget of $487,862 includes the SCAO award of $40,000, Child Care Contributed funding of $423,719 and General Fund support of $24,143 ($21,018 personnel support and $3,125 operating support). Four positions are partially funded by the program: one special-revenue (SR), full-time eligible (FTE) Youth and Family Caseworker II, one SR FTE YFC Supervisor, one SR FTE Technical Assistant and one FTE Manager of Court Services . One position of SR part-time non-eligible, 1,000 hours per year Youth and Family Cas eworker II position is fully funded by SCAO funding. A breakdown of position funding is included in the Fiscal Note. General Fund personnel support of $21,018 includes support staff and judge’s time, the latter being reimbursed by the State. Operating costs are outlined in the Fiscal Note. The Budget will be ame nded as outlined in the Fiscal Note to reflect the grant award. Quarles moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vo te with Long and Runestad absent. 8. MR #11268 – WATER RESOURCES COMMISSIONER – RESOLUTION DECLARING OFFICIAL INTENT TO REIMBURSE PROJECT EXPENDITURES FROM BOND PROCEEDS AND AUTHORIZING NOTICE OF INTENT TO ISSUE BONDS FOR EVERGREEN -FARMINGTON SEWAGE DISPOSAL SYSTEM 8 MILE PUMPING STATION IMPROVEMENTS The Water Resources Commissioner is requesting the Board of Commissioners declare official intent to pledge the County’s full faith and credit to issue limited tax general obligation bonds in one or more se ries in the aggregate principal amount of not to exceed $2,800,000 to finance all or part of the cost of a project consisting of improvements to the Evergreen -Farmington Sewage Disposal System 8 Mile Pumping Station. The resolution further provide s authorization to place notice of intent to issue the bonds in a newspaper of general circulation in the County of Oakland of at least ¼-page in size. No County General Funds are involved in the project. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Long and Runestad absent . FINANCE COMMITTEE Page 7 November 10, 2011 9. MR #11269 – DEPARTMENT OF FACILITIES MANAGEMENT – REQUEST FOR APPROVAL OF LEASE AGREEMENT WITH EASTER SEALS MICHIGAN, BUILDING 55 WEST Facilities Management is requesting authorization to enter into a lease agreement on behalf of Oakland County with Easter Seals Michigan for Building 55 West located on the County Service Center campus at 1105 N. Telegraph Road, Wa terford, Michigan for a term of fifteen years commencing February 22, 2011 and ending February 21, 2026 for a total of $1 for the term of the lease. Any repairs, repl acements, improvements or alterations to the building will be at the sole expense of Easter Seals Michigan. The county will provide designated services and utilities for the building and will be reimbursed for same by Easter Seals Michigan. This 8200 square foot building was built by Easter Seals Michigan in 1956 on 1.5 acres. No budget amendment is required. Mr. Hughson explained that if the lease is terminated, the County could take possession or instruct Easter Seals to demolish the building. Crawford moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vot e with Long and Runestad absent . 10. MR #11260 – DEPARTMENT OF PUBLIC SERVICES/ANIMAL CONTROL DIVISION – DOG TAGS Animal Control is requesting authorization to establish a dog -training program to assist returning veterans with physical and psychological problems in need of help re -entering society. Animal Control would use donations from its Legacy Fund to fund the program for FY 12 at a cost not to exceed $20,000. Any remaining balance will be transferred from the General Fund back to the Legacy Fund by September 30, 2012. A transfer from the Legacy Fund to the General Fund will be made qua rterly equal to the amount spent by the General Fund on the program. Grant funding will be sought to continue the program after one year. The Budget will be amend ed as outlined in the Fiscal Note. Animal Control has been asked to provide dogs that veterans would train, foster and possibly adopt and if they choose not to adopt the dog, the dogs will be made available to the general public . Both the Veterans’ Division and 52-1 District Court have agreed to participate through referrals. The program was developed by two Licensed Professional Counselors combining treatment for Post -Traumatic Stress Disorder and dog training. Ms. Amy Johnson is certified in Trauma and Loss, is a Nationally Certified Dog Trainer and founder of the non -profit Teacher’s Pet: Dogs and Kids Learning Together. Mr. Mark C arpenter is a former Marine Infantryman who served multiple times in Iraq and Afghanistan working security operations for various agencies and private military firms . Mr. Obrecht explained that this Ms. Johnson is the same trainer used for the Children’s Village program. Mr. Carpenter ran a similar program in Iran without dogs. The majority of veterans in need of assistance are younger. Taub moved approval of the attached suggested Fiscal Note. Supported by Dwyer. Motion carried unanimously on a roll call vote with Long and Runestad absent . 11. DEPARTMENT OF INFORMATION TECHNOLOGY 20 11-2012 MASTER PLAN QUARTERLY STATUS - EXECUTIVE SUMMARY Mr. Bertolini reported on the Information Technology (IT) 2009/2010 Master Plan Quarterly Status Executive Summary. Fixed labor delivery of 70% and 30% discretionary was planned for and an analysis of the fourth quarter reveals 67% fixed and 33% discretionary. FINANCE COMMITTEE Page 8 November 10, 2011 Taub moved to receive and file the 2011 -2012 Master Plan Quarterly Status – Executive Summary. Supported by Quarles. Motion carried unanimously on a voice vote. 12. DEPARTMENT OF INFORMATION TECHNOLOGY – FOURTH QUARTER 2011 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology (IT) has determined the Fourth Quarter 2011 development charges to be $1,218.267.19 and the imaging development charge to be $13,171.00 for the General Fund/General Purpose County departments. Direct Charges to Special Revenue and Proprietary F und departments are $62,514.71, non-governmental imaging development are $10,536.00 and non-county agencies are $28,867.75. An appropriation transfer to General Fund/General Purpose County departments is needed to fund these development charges. Mr. Bertolini explained that southeast Michigan’s IT market is currently the fastest growing in the nation and the County has lost 35 employees to the private sector. Approval has been given to fill 10 positions but it will be hard to do because of private sector competition. IT is using outsourcing and internal overtime exempt staff to handle projects and if necessary may increase the outsourcing component. O vertime has not been used in three years so approval to continue that program was n ot requested from the Board of Commissioners. From a technology basis using the shared service model has allowed programs to still move forward but structural issues need to be addressed. IT is working with HR on this concern. The next IT Master Plan is being drafted and discussion will be held with IT customers through the Leadership Groups to consider project costs and services and the possibility of having to scale back. Commissioner Potts expressed his concern about IT being able to handle department requests, the issue of competitive compensation for IT positions and the possibility of deviating from the salary schedule. He asked that IT keep the Committee informed of its efforts before reaching a critical point. Dwyer moved approval of the attached suggested Resolution. Supported by Potts. Motion carried unanimously on a roll call vote with Long and Runestad 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 Facility 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 Certificate #2006 - 428 issued to Energy Conversion Devices, Inc. 2923 Technology Drive. 2. Revoke Real Property Component(s) of Indu strial 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 FINANCE COMMITTEE Page 9 November 10, 2011 Mr. Holdsworth and Mr. Hughson reported that the purchase agreement for the sale of the West Oakland Building at 1010 E. West Maple Road in Walled Lake would not be moving forward. The County had no plans to sell the property but was approached by the interested p arty and determined that those services housed in the building could be handled more efficiently and cost -effectively if moved to other County facilities. The County worked with a real estate agent to establish a competitive price for the property and determined the costs to move staff, operations and fiber optics. With the agreement authorized by MR #11077 due to expire, the purchaser was contacted . He indicated that he would not be moving forward because he is going through a divorce and did not wish to amass further assets. Operating costs were $180,000, are now $100,000 and are expected to be $75,000 in the foreseeable future so some savings from consolidation have occurred even without the sale. WIC was moved to another facility and total relocation costs were $10,000-$20,000. The biggest expense will be r elocating the fiber optics. The City of Walled Lake is willing to swap property for this purpose and Counsel is reviewing the proposal. Facilities will return with a recommendation on how to pro ceed following discussion with the Budget Task Force. Commissioner Zack had requested information to use in responding to citizen inquiries on how Oakland County is different than Wayne County regarding severance payments . Ms. Van Pelt, Mr. Poisson, Mr. Soave and Mr. Daddow reviewed the many checks and balance that Oakland County has in place through its policies and procedures for employees, appointees and elec ted officials. Ms. Van Pelt stated that Oakland County’s leadership maintains constant communication and sets a tone at the top to follow the rules and laws and that tone filters down through the entire organization. After the Enron scandal, Government Accounting Standards were made more rigorous to set the tone at the top. Auditors require more due diligence in measuring tone, including private interviews with staff that may otherwise be afraid to disclose a concern. Ms. Van Pelt also noted that Mr. Daddow is a former auditor so this attitude was in place for Oakland County prior to the Enron scandal. Mr. Soave explained that Fiscal Services staff receives a memo to make them aware that they are accessible to the auditors and to tell them they have a legal and moral responsibility to report anything unusual or questionable. In dealing with the media, the Administration tries to respond to information requests as quickly as possible. Quarterly forecasts include explanations by the analysts of any variance and analysts are required to get signoffs on those variances from departments so they know what is being reported . Internal management reports are published monthly on line so the public can review those reports to see how their tax dollars are spent. Vendor contracts will be available for viewing on line and can be downloaded in pdf for mat. Purchasing cannot issue a purchase order without first checking with the analyst to make sure funding has been appropriated. Monthly purchasing exception reports are provided to the Finance Committee . The County also has a strong position control sy stem. Creation or deletion of a position must be done by Board resolution. Each position is created with a specific salary grade and position number and has an audit trail. Position information is entered into the Employee Records System and goes to pay roll, time is added and managers and supervisors have to sign off. The Salary Schedule is published yearly by Human Resources. The Board of Commissioners approves intergovernmental agreements. Only the purchasing manager and the contract administrator for each department can sign contracts. All contracts are done pursuant to resolutions establishing policy. The Purchasing Policies and Procedures manual includes all Board - authorized resolutions. Anything over $5,000 must be competitively bid through a sealed bid process with involvement from Corporation Counsel starting with solicitation . Anything under $5,000 is not required to be bid. Multi-year contracts that go beyond appropriation and do not have an opt-out clause come back to the Board. Once funds are appropriated they can be spent by a department. Procurement activities are handled by Purchasing and disposal of property is handled independently by Central Services. Purchasing FINANCE COMMITTEE Page 10 November 10, 2011 determines the lowest responsive and responsible bidder in selecting vendors, including former employees. Political activities are not allowed to be performed in house or to impact purchasing. As a general rule, Act 139 allows the Bo ard of Commissioners to set rules on how contracts are let. If the Administration sees a need, they may add something, e.g., if you help write the Request for Proposal, you cannot bid on it. Statutorily, the Board of Commissioners approves compensation levels for employees. Fiscal Services verifies signatures and audits appropriations for payments and then checks are cut by the Treasurer’s Office. Many people are involved in the proces s which makes collusion difficult. Ms. Scarlet indicated that the County’s Merit Rules state that if you are being separated you will receive two weeks’ notice or two weeks of regular pay in lieu of notice. Mr. Poisson advised that Article XI, Section 11 of the Michigan Constitution talks about payment after duties are performed or contracts entered into and it is not constitutional. Mr. Daddow exp lained that the Board can authorize bonuses for hard to fill positions such as the forensic medical examiner. Employees who do work for other counties or work as instructors can be paid as long as they do not use Oakland County resources. Otherwise, they must reimburse the County. Commissioner Potts asked if the opportunity to create a transfer of aggregate funds that might be used for personal purposes as occurred in Wayne County existed. Mr. Poisson stated that there is a difference between a mistake and a culture that allows a mistake to continue and not be corrected. Oakland County prosecutes and con victs. Commissioner Potts stated that he believes that Oakland County’s bi-partisan Board of Commissioners works well to make sure the common good is met. ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:30 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.