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HomeMy WebLinkAboutMinutes - 2012.05.24 - 36634TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson May 24, 2012 Chairperson Middleton called the meeting of the Finance Comm ittee to order at 9:03 a.m. in the Board of Commissioners' Auditorium of the Commissioners' Auditorium Wing, County Service Center in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT Tom Middleton, Shelley Taub, David Woodward, Christine Long, Jim Runestad, Bill Dwyer, Helaine Zack, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE: Kathy Crawford COMMITTEE MEMBERS ABSENT WITHOUT NOTICE: David Potts OTHERS PRESENT CORPORATION COUNSEL Joelle Shortly, Attorney DISTRICT COURT 52-3 Renee Gilbert, Administrator FACILITIES MANAGEMENT Art Holdsworth, Director HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager INFORMATION TECHNOLOGY Ed Poisson, Director Jim Taylor, Chief Ed Sager, Supervisor Janette McKenna, Chief MANAGEMENT & BUDGET Laurie Van Pelt, Director FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief LaVerne Smith, Supervisor Leo Lease, Analyst Monica Tinsley, Analyst Jill Koney Daly, Probate Register PARKS AND RECREATION COMMISSION Phil Gastonia , Business Development Rep. PROSECUTING ATTORNEY Terri Meiers, Supervisor Emily McIntyre, Victim Rights Supervisor WATER RESOURCES COMMISSIONER Joe Colaianne, Insurance Administrator Steven Korth, Manager BOARD OF COMMISSIONERS Harvey Wedell, Sr. Analyst Julia Ruffin, BOC Liaison 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 Nancy Quarles FINANCE COMMITTEE Page 2 May 24, 2012 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 of May 10, 2012 as printed. Supported by Quarles. Motion carried on a voice vote. AGENDA The agenda stands as printed. PUBLIC COMMENT None. FY 2012 CONTINGENCY REPORT The Fiscal Year (FY) 2012 Contingency Fund balance of $319,745 will remain unchanged by today’s actions. Zack moved to receive and file the FY 2012 Contingency Report dated May 16, 2012. Supported by Dwyer. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #12147 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF COMMERCE – COOLEY LAKE ROAD – PROJECT NO. 51142 Introduced by Commissioners Long, Hoffman and Runestad , the resolution approves the project submitted by the Charter Township of Commerce 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 gravel road paving of Cooley lake Road from east of Duck Lake Road to Mystic Valley. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township is included. A budget amendment of $42,861 will be made as outlined in the Fiscal Note. 1b. MR #12151 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF OAKLAND – PROJECT NO. 51311 Introduced by Commissioner Gingell, the resolution approves the project submitted by th e Charter Township of Oakland as eligible for Tri-Party Road Improvement Program funding and authorizes the release of the County’s one-third share of funding from the General Fund Designated Fund Balance . The program consists of the spreading of gravel and chloride on various roads within the township . A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township is included. A budget amendment of $20,985 will be made as outlined in the Fiscal Note. FINANCE COMMITTEE Page 3 May 24, 2012 1c. MR #12150 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF ORION – INDIAN LAKE ROAD – PROJECT NO. 51392 Introduced by Commissioner Gingell, the resolution approves the project submitted by the Charter Township of Orion 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 paving and drainage improvem ents on Indian Lake Road from M -24 to Indian Lake Road Bridge. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township is included. A budget amendment of $35,621 will be made as outlined in the Fiscal Note. 1d. MR #12146 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF MILFORD – COOLEY LAKE ROAD – PROJECT NO. 51142 Introduced by Commissioners Long, Hoffman and Runestad , the resolution approves the project submitted by the Charter Township of Milford 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 gravel road paving of Cooley Lake Road from east of Duck Lake Road to Mystic Valley . A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township is included. A budget amendment of $6,667 will be made as outlined in the Fiscal Note. Runestad moved approval of Consent Agenda Items 1a – 1d. Supported by Zack. Motion carried unanimously on a roll call vote with Woodward, Long, Potts and Crawford absent. REGULAR AGENDA 2. MR #12145 - DEPARTMENT OF FACILITIES MANAGEMENT – COURTHOUSE OFFICE SPACE LICENSING FOR TITLE COMPANIES AND NEWSPAPERS Facilities Management is requesting authorization to enter into customized lease agreements between the County and those companies currently occupying office sp ace in the Oakland County Courthouse: First American Title, ASK Services, Metro Equity Services, J&L Land Research Company, Seaver Title Agency, Detroit News and Detroit Free Press. The title companies will be charged the annual courthouse square footage rate for the net square footage space they are occupying and the newspaper companies will be charged $1 per year. Lease terms are for one year with automatic renewal and can be unconditionally terminated by either party. Title company lease revenue of $8,181 is based on the 504 net square footage occupied and will be receipted in the External Agencies revenue acc ount under Facilities Management. No budget amendment for FY 2012 is recommended for this nominal amount but it will be included in the FY 2013-FY 2015 Executive Recommended Budget . Mr. Bertolini explained that this resolution will establish proper lease agreements with these companies similar to those already in place for others that occupy dedicated space in the courthouse on a regular basis. Requests to occupy space are looked at based on public need and governmental purpose. Dwyer moved approval of the attached suggested resolution . Supported by Quarles. Motion carried unanimously on a roll call vote with Potts and Crawford absent. FINANCE COMMITTEE Page 4 May 24, 2012 3. MR #12143 - DEPARTMENT OF FACILITIES MANAGEMENT /PARKS AND RECREATION COMMISSION – ADDISON OAKS-PHILABAUM LEASE Facilities Management is requesting authorization to enter into a lease agreement with Ken Philabaum for a 1,600 square foot house, identified as 1480 W. Romeo Road, Leonard, Michigan, located on the ground of the Addison Oaks County Park for the period of May 1, 2012 through December 31, 2017. Lease terms are outlined in the resolution and lease and include but are not limited to rent at $595.00 per month for May 1, 2012 – December 31, 2012, with annual increases of 2% for each year of the lease and late fees of $25 for each monthly installment not received within five days of its due date. The Tenant shall be required to obtain comprehensive personal liability or tenant’s form insurance coverage of a minimum of $100,000 and will have use of the premises as indicated. The Tenant shall secure and protect the park property and facilities, especially during “Park Closed” hours, shall contact and coordinate with emergency personal as required, shall arrange for emergency repair and maintenance services and shall report to the Park Supervisor or any other entity as required. Mr. Philabaum has been the tenant for the past three years per MR 09113. Long moved approval of the attached suggested Fiscal Note . Supported by Taub. Motion carried unanimously on a roll call vote with Potts and Crawford absent. 4. DEPARTMENT OF INFORMATION TECHNOLOGY ESTABLISHMENT OF A COMPREHENSIVE I.T. SERVICES INTERLOCAL AGREEMENT Information Technology is requesting approval of an interlocal agreement to offer IT Services of Online Payments, Pay Local Taxes, Web Publishing Suite, Internet Service, Oaknet Connectivity and Email Services, with fees described in the Exhibits, to any Michigan public body that signs the Agreement. Mr. Bertolini explained that Oakland County has been providing shared services to other government entities for years and has learned along the way what it ta kes to share those services a nd has now put together a formal agreem ent to provide those services. The Agreement includes a cafeteria-style selection of services. Exhibits outline what IT can create and provide to public bodies. Services will be powered by cloud technology or web suite, such as publishing, for those who want a web site to collect taxes, permits, etc. on line. Fees will cover IT costs and a small portion will be put back into technology including depreciation. Fees will be spread to the proper merchant accounts and public bodies will be able to view transactions in live time. A IT cloud website is available to view the list of services to determine if they wish to participate. At this time IT is able to support this effort with existing staff. The County will not subsidize this program. An analysis was performed and showed that the County’s fees are very competitive with the private sector. This application will be going mobile this fall and can be portrayed on any device. Ms. Van Pelt reported that the State is giving credit for cooperative services to public bodies who demonstrate a reduction of costs to taxpayers by participating in this Agreement. At Commissioner Taub’s request, Mr. Bertolini indicated that he would provide a summarized list of services and costs that commissioners’ could take to their local units. An IT contact number would be included for those who had questions. Taub moved approval of the attached suggested Resolution. Supported by Dwyer. Motion carried unanimously on a roll call v ote with Potts and Crawford absent. FINANCE COMMITTEE Page 5 May 24, 2012 5. MR #12144 – WATER RESOURCES COMMISSIONER – RESOLUTION TO ESTABLISH OAKLAND COUNTY FARMINGTON HILLS 2012 WATER SUPPLY SYSTEM AND AUTHORIZE OAKLAND COUNTY FARMINGTON HILLS 2012 WATER SUPPLY SYSTEM IMPROVEMENTS CONTRACT AND OAKLAND COUNTY FARMINGTON HILLS WATER SUPPLY SYSTEM BONDS, SERIES 2012 BOND RESOLUTION The Water Resources Commissioner is requesting authorization to establish the Farmington Hills 2012 Water Supply System and Farmington Hills 2012 Water Supply System Improvements contract and issuance of Oakland County Farmington Hill s Water Supply System Bonds, Series 2012 in a not to exceed amount of $16,900,000 to acquire, construct and finance improvements to the water system with a 30 year and upward usefu l life. The project will be constructed in two phases – Phase 1 for $6,800,000 and Phase 2 for $10,100,000. The estimated project cost will be 100% apportioned to the City of Farmington Hills and will be paid for through revenues of the water supply syst em paid by users of the system . No budget amendment is necessary. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Potts and Crawford absent. 6. BOARD OF COMMISSIONERS – 2012 PARKS AND RECREATION PROPERTY TAX The resolution authorizes the Oakland County Board of Commissioners to levy a 0.2415 mills tax to support the Oakland County Parks and Recreation Commission during FY 2012 and to direct each Supervisor of the various townships and Assessing Officers of the several cities of Oakland County to spread the levy on their respective tax rolls for the year 2012 December Levy. The levy was approved by Oakland County voters on August 8, 20 10, has been modified in compl iance with the “Headlee Amendment” (MCL 211.34D(26), and is estimated to raise $10.5 million. The differences between pricing and features at Red Oaks and Waterford Oaks were discussed. Mr. Gastonia reported that the Waterford Oaks waterslide was recent ly dismantled and there are plans to enhance the park. A study is being conducted and guests are being asked for their input. Taub moved approval of the attached suggested Resolution. Supported by Quarles. Motion carried unanimously on a roll cal l vote with Potts and Crawford absent. COMMUNICATIONS A. Department of Information Technology – CLEMIS Funds – Financial Statements and Schedules for the Six Months Ended March 31, 3012 B. 52/3 District Court – 2013 Sobriety Court Treatment – Grant Application C. Prosecuting Attorney – FY 2013 Victim Rights – Grant Application D. Sheriff’s Office – 2012 Paul Coverdell Forensic Science Improvement Grants Program – Grant Application E. Notice of Hearing: Rehabilitation Industrial Facilities Exemption Certificate and Industrial Facilities Exemption Certificate for Prefix Coatings, LLC @3500 Joslyn Road, Auburn Hills, MI 48326 F. Notice of Hearing: New Industrial Facilities Exemption Certificate for Allied Metals Corporation, for Facility Located at 30 Corporate Drive, Auburn Hills, MI 48326 Taub moved to receive and file the communications. Supported by Quarles. Motion carried on a voice vote. FINANCE COMMITTEE Page 6 May 24, 2012 OTHER BUSINESS/ADJOURNMENT Chairman Middleton announced that for the next meeting the agenda packet w ould be emailed to everyone instead of providing hard copies. Commissioner Taub announced that there would be a high school graduation ceremony in the Board of Commissioners’ Auditorium on June 7 for children in foster care. Mr. Holdsworth announced that there would be an open house this morning at the Farmers’ Market and a short ceremony officiated by the County Executive at 10:00 a.m. to turn the Market over to the Oakland County Parks and Recreation Commission. Mr. Bertolini announced that his staff was brining over brochures on cloud services for all commissioners later this morning. There being no other business to come before the committe e, the meeting was adjourned at 9:52 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.