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HomeMy WebLinkAboutMinutes - 2012.06.14 - 36640TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson June 14, 2012 Chairperson Middleton called the meeting of the Finance Com mittee to order at 9:04 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 CLERK/REGISTER OF DEEDS -ELECTIONS Joe Rozell, Director COMMUNITY AND HOME IMPROVEMENT Gordon Lambert, Chief Kathy Williams, Supervisor FACILITIES MANAGEMENT Art Holdsworth, Director HEALTH & HUMAN SERVICES George Miller, Director HOMELAND SECURITY Ted Quisenberry, Manager HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager Lori Motyka, Analyst INFORMATION TECHNOLOGY Ed Poisson, Director Tammy Shepherd Patricia Coates, CLEMIS Administrator MANAGEMENT & BUDGET Laurie Van Pelt, Director FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief LaVerne Smith, Supervisor Prentiss Malone, Analyst Monica Tinsley, Analyst Anthony Pisacreta, Analyst Ebru Adoglu-Jones, Analyst Kimberly Elgrably, Analyst PARKS AND RECREATION COMMISSION Phil Castonia, Business Development Rep. PROSECUTING ATTORNEY Terri Meiers, Supervisor 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 June 14, 2012 SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Manager BOARD OF COMMISSIONERS 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 May 24, 2012 as printed. Supported by Dwyer. 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. The Classification and Rate Change account wi ll be reduced by $4,416 to $161,683 by the 2 nd Quarter Salary Administration Plan resolution on today’s agenda. Woodward moved to receive and file the FY 2012 Contingency Report dated June 7, 2012. Supported by Quarles. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #12169 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CITY OF SOUTHFIELD - LASHER ROAD – PROJECT NO. 50161 Introduced by Commissioners Jackson, Zack and Quarles, the resolution approves the project submitted by the City of Southfield 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 reconstruction of Lahser Road from 11 Mile Road to 12 Mile Road. A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the City is included. A budget amendment of $157,925 will be made as outlined in the Fiscal Note. 1b. MR #12167 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF ROYAL OAK – CONCRETE REPAIR - PROJECT NO. 51311 Introduced by Commissioner Zack, the resolution approves the project submitted by the Charter Township FINANCE COMMITTEE Page 3 June 14, 2012 of Royal Oak 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 concrete repair 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 $56,594 will be made as outlined in the Fiscal Note. 1c. MR #12168 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF WHITE LAKE – COOLEY LAKE ROAD – PROJECT NO. 51142 Introduced by Commissioner Runestad , the resolution approves the project su bmitted by the Charter Township of White Lake 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 $35,621 will be made as outlined in the Fiscal Note. 1d. MR #12165 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CHARTER TOWNSHIP OF HIGHLAND – COOLEY LAKE ROAD – PROJECT NO. 51142 Introduced by Commissioners Hoffman the resolution approves the project submitted by the Charter Township of Highland 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 $5,020 will be made as outlined in the Fiscal Note. 1e. MR #12164 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2012 APPROPRIATION – CITY OF FARMINGTON HILLS – ORCHARD LAKE ROAD – PROJECT NO. 50691 Introduced by Commissioners Nash and Dwyer , the resolution approves the project submitted by the City of Farmington Hills 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 progr am consists of resurfacing of Orchard Lake Road from Thirteen Mile Road to Fourteen Mile Road . A copy of the Cost Participation Agreement between the Road Commission for Oakland County and the Township is included. A budget amendment of $49,560 will be made as outlined in the Fiscal Note. Crawford moved approval of Consent Agenda Items 1a – 1e. Supported by Dwyer. Motion carried unanimously on a roll call vote. REGULAR AGENDA 2. MR #12157 - COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT TO UTILIZE THE SERVICES OF THE OAKLAND COUNTY BOARD OF CANVASSERS BY THE CHARTER TOWNSHIP OF WHITE LAKE The Clerk/Register of Deeds is requesting authorization to contract with the Charter Township of White Lake to provide election certification services at $25.00 per precinct for 12 precincts. Either party may terminate or cancel this Agreement upon ninety days written notice with a resolution to the other Party’s Legislative Body as detailed in the contract. A budget amendment will be made as o utlined in the Fiscal Note. FINANCE COMMITTEE Page 4 June 14, 2012 Runestad moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 3. MR #12162 – SHERIFF’S OFFICE – USE OF LAB ENHANCEMENT FUNDS FOR EQUIPMENT TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS The Sheriff is requesting authorization to use funds of $59,620 from his Forensic Laboratory Enhancement Account to purchase a 3 -D Laser Scanner to use towards forensic laboratory efforts related to forensic science services. The budget will be amended as outlined in the Fiscal Note. Dwyer moved approval of the attached suggested Fiscal Note . Supported by Long. Motion carried unanimously on a roll call vote. 4. MR #12161 - DEPARTMENT OF FACILITIES MANAGEMENT AND THE WAT ER RESOURCES COMMISSIONER – APPROVAL AND ACCEPTANCE OF LEASE AGREEMENT WITH D’ANCO PROPERTIES, LLC FOR USE OF INDUSTRIAL BUILDING AND STORAGE YARD AT 30750 W. 8 MILE ROAD, FARMINGTON HILLS, MICHIGAN On behalf of the Water Resources Commissioner (WRC) Faci lities Management is requesting authorization to enter into a lease agreement with D’Anco Properties, LLC for an industrial building located at 30750 W. 8 Mile Road in Farmington Hills, Michigan to adequately meet the needs of the WRC to provide water main and maintenance operations . At this time the County does not own a suitable facility in southern Oakland County for this purpose. This will be a 4 -year lease at $5,243.75 a month for 8,085 square feet and continued use of the 150 foot storage yard. The previous lease at this location was $3,800 a month for 4,300 square feet. Lease costs will be recovered through water and sewer rates. The FY 12 budget will be amended as detailed in the Fiscal Note. The FY 13 -15 County Executive Recommended Budget will reflect changes resulting from the new lease. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 5. MR #12160 – FACILITIES MANAGEMENT/PARKS AND RECREATION COMMISSION – INDEPENDENCE OAKS -BIERLEIN LEASE On behalf of the Oakland County Parks and Recreation Commission, Facilities Management is requesting authorization to enter into a lease for a 560 -square foot apartment at 10275 Sashabaw Road, Clarkston, Michigan to Matt Bierlein for the period of June 1, 2012 through December 31, 2017. The apartment is located on the grounds of Independence Oaks County Park. Rent will begin at $400 a month through Calendar Year 2012 with a 2% increase each year through 2017. Mr. Bierlein will also have use of the garage but not have access to the Estate House. The Tenant will secure and protect the park property and facilities therein, especially during “Park Closed” hours, coordinating with police fire or other agencies as necessary. Revenue from this rental is included in both the FY 12 and County Executive Recommended FY 13-15 budgets. Runestad moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 6. DEPARTMENT OF HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – TERMINAL OF FIDUCIARY FOR 2009, 2010 AND 2011 HOMELAND SECURITY GRANT PROGRAM FINANCE COMMITTEE Page 5 June 14, 2012 Homeland Security (HS) is requesting authorization to terminate grant agreements with the State of Michigan approved per Miscellaneous Resolutions #10133, #10134, #10212, #11047, #11118, #12011 and #12012. Oakland County has acted as fiduciary on behalf of the Regional Homeland Security Planning Board for Region 2 (aka the UASI Board) since 2006. In April, 2012 the U ASI Board voted that Macomb County become the fiduciary for the 2012 grant agreements. HS has recommended that as of September 30, 2012 all grant agreements making Oakland County the fiduciary for the UASI Board or other political subdivisions with Region 2 be terminated. The Homeland Security Manager will send written notice of termination to the State of Michigan and to the political subdivisions to terminate the interlocal agreements associated with the above-listed grant agreements. Two full -time eligible special revenue Homeland Security-UASI Regional SAP positions in Homeland Security will be deleted and one full -time non-eligible special revenue Buyer II position in Management and Budget/Purchasing will be discontinued. Mr. Quisenberry stated that the two individuals filling the positions that are being deleted with the fiduciary responsibility would be transferred into the other grant positions that are vacant. They will provide the planning function to determine and handle local needs. Once th e fiduciary function has been transferred, Oakland County will manage its own local projects, not regional ones, send in its reimbursement requests and insist upon a Memorandum of Understanding with the fiduciary saying as long as Oakland County continues to do everything as the grant stipulates it will be reimbursed. The same process required while Oakland County was fiduciary. Ms. Jones explained that, whether grant funded or not, they are Merit System employees and that provides for transfers. Dwyer moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote . 7. HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN 2 ND QUARTERLY REPORT FOR FY 2012 Human Resources has reviewed the salary grades for 2 classes/9 positions and is recommending that they be upgraded based on adjustments to factors outlined in the report. The budget will be amended as detailed in the Fiscal Note. Crawford moved approval of the attached suggested Fiscal Note . Supported by Potts. Motion carried unanimously on a roll call vote. 8. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – COMMUNITY & HOME IMPROVEMENT DIVISION – SOUTHWEST HOUSING SOLUTIONS HOUSING COUNSELING SERVICES AGREEMENT FOR FANNIE MAE INSURED LOANS Community and Home Improvement (CHIP) is requesting authorization to enter into an agreement with Southwest Housing Solutions Corporation (SWHS) to provide housing counseling based on U.S. Department of Housing and Urban Develop ment and/or Michigan State Housing Development Authority guidelines to the borrower, collect all information and documentation and complete an intake package required by Fannie Mae to Evaluate the loan for a foreclosure rescue program. SWHS shall pay CHIP billable fees for services as defined in the Agreement. The Agreement period is June 1, 2012 through May 31, 2013 and thereafter through automatic successive one -year agreement extensions. Annual estimated revenue is $15,000 based on 100 billabl e units of counseling services averaging $150 per household and will be used to supplement federal CDBG and Housing Counseling rant funds allocated FINANCE COMMITTEE Page 6 June 14, 2012 for Housing Counselor salaries and fringe benefits. A budget amendment for FY 12 will be made as outlined in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 9. INFORMATION TECHNOLOGY – INTERGOVERNMENTAL AGREEMENT TO TRANSFER GIS AND RELATED DATA TO OAKLAND SCHOOLS Information Technology is requesting authorization to enter into an intergovernmental agreement with Oakland Schools to transfer geographic information systems (GIS) and other related land data for use in OS projects conducted within County borders. No bud get amendment is necessary. Potts moved approval of the attached suggested Resolution. Supported by Crawford. Motion carried unanimously on a roll call vote. 10. INFORMATION TECHNOLOGY – VILLAGE OF BEVERLY HILLS DEPARTMENT OF PUBLIC SAFETY CESSATION OF PSAP FUNCTIONS The resolution will authorize a minor amendment to the Final Amended 9 -1-1 Service Plan for the County of Oakland by deleting the Beverly Hills Department of Public Safety from the list of primary public service answering points (PSA Ps). There is no fiscal impact. Ms. Coats explained that the County’s 9-1-1 Plan was adopted by the Board of Commissioners in 1986 and revised in 1999. Oakland is one of the few counties having multiple PSAPs to receive calls and dispatch appropriate responders. The County’s PSAPs have decreased from 34 to 25 so they have been going away over the years as many contract with the County Sheriff. Under the previous statute a PSAP would send a letter to the County Clerk to be attached to the 9 -1-1 plan as an amendment. The new statute requires that once the change is sent to the County Clerk the Board of Commissioners must adopt the amendment. Beverly Hills will be contracting with Birmingham for dispatch services. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 11. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2012 SECOND QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS The Fiscal Year 2012 Second Quarter Foreca st and budget amendments resolution and documentation were distributed and will be considered at the next regular meeting on July 12, 2012. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division – Contract Exception Report for the Month of June 2012 B. Friend of the Court FY 2013 Cooperative Reimbursement Program (CRP) - Grant Application C. Circuit Court – 2013 Michigan Drug Court Grant Program (Adult Treatment Court) – Grant Application D. Circuit Court – 2013 Michigan Drug Court Grant Program (Juvenile Treatment) – Grant Application E. Sheriff’s Office – FY 2012 Bulletproof Vest Partnership (BVP) Program Grant Application F. Sheriff’s Office – Auto Theft Prevention Authority Grant (ATPA) – FY 2013 Grant Application FINANCE COMMITTEE Page 7 June 14, 2012 G. Prosecuting Attorney – FY 2013 – 2015 Cooperative Reimbursement Program (CRP) Grant Application H. Department of Health and Human Services / Health Division 2012 Water Quality Monitoring Grant - Application I. Economic Development & Community Affa irs Department – Community & Home Improvement Division – Grant Application for PY 2010 Annual Action Plan Substantial Amendment for Neighborhood Stabilization Program 3 -Pontiac (NSP3-P) J. Highland Downtown Development Authority (HDDA) 2011 Annual Tax Increment Financing Report Taub moved to receive and file the communications. Supported by Runestad. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourn ed at 9:58 a.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.