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HomeMy WebLinkAboutMinutes - 2012.09.13 - 36662TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVID WOODWARD Minority Vice Chairperson September 13, 2012 Chairperson Middleton called the meeting of the Financ e Committee to order at 9:06 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, David Potts, Jim Runestad, Kathy Crawford, Bill Dwyer, Helaine Zack, Nancy Quarles COMMITTEE MEMBERS ABSENT: None. OTHERS PRESENT CIRCUIT COURT Lisa Langton, Deputy Administrator John Cooperrider, Business Administrator EXECUTIVE Bob Daddow, Depu ty FACILITIES MANAGEMENT Art Holdsworth, Director HEALTH & HUMAN SERVICES George Miller, Director HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager INFORMATION TECHNOLOGY Ed Poisson, Director Jamie Hess, CLEMIS MANAGEMENT & BUDGET Laurie Van Pelt, Director FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Gaia Piir, Supervisor Leo Lease, Analyst Ebru Adoglu-Jones, Analyst Laura Huyghe, Accountant PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Terry Fields, Chief PROSECUTING ATTORNEY Emily McIntyre, Victim Rights Supervisor Terri Meiers, Supervisor PURCHASING Jack Smith, Manager SHERIFF Michael McCabe, Undersheriff Dale Cunningham, Business Man ager WATER RESOURCES COMMISSIONER Steve Korth, manager Glenn Appel, Asst. Chief Engineer MICHIGAN DEPT. OF HUMAN SERVICES Dorothy Butler, District Manager Kim DoBiesz, Foster Care Program Manager Pamela Truran, CPS Manager 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 September 13, 2012 OTHERS PRESENT CONTINUED 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 Long moved approval of the previous minutes o f August 30, 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 $368,111 will not be impacted by items on today’s agenda. Mr. Soave reported that this would be the last FY 2012 Contingency Report. The FY 2013 report will begin with the next Finance meeting, reflecting items that will be approved by the Board after October 1, 2012, the beginning of the new fiscal year . Woodward moved to receive and file the FY 2012 Contingency Report dated September 7, 2012. Supported by Potts. Motion carried on a voice vote. REGULAR AGENDA 1. MR #12223 – COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT TO UTILIZE THE SERVICES OF THE OAKLAND COUNTY BOARD OF CANVASSERS BY THE CHARTER TOWNSHIPS OF BLOOMFIELD WATERFORD AND THE CITY OF BERKLEY The Clerk/Register of Deeds is requesti ng authorization to enter into an agreement with the Charter Townships of Bloomfield and Waterford and the City of Berkley to provide canvassing services at a charge of $25.00 per precinct to help defray the cost of election certification. The Budget will be amended as reflected in the Fiscal Note. Mr. Rozell noted that the only remaining communities that do not have an agreement in place for canvassing services with the County are Pontiac, Southfield and Rochester Hills. Potts moved approval of the attached suggested Fiscal Note. Supported by Zack. FINANCE COMMITTEE Page 3 September 13, 2012 Motion carried unanimously on a roll call vote with Taub and Crawford absent. 2. SHERIFF’S OFFICE – 2012 MARINE SAFETY PROGRAM GRANT ACCEPTANCE The Sheriff is requesting authorization to a ccept a Michigan Department of Natural Resources grant award of $164,200 for Marine Safety activities, consisting of $64,200 in Federal funding and $100,000 in State funding. A County match of 25% is required for the State portion which totals $33,000 based on the State’s formula ($100,000 divided by 75% and multiplied by 25%). The State recognizes use of the Sheriff’s Marine Safety General Fund expenses as grant match. The total program cost of $197,533 includes the award and county match. The Budget will be amended a s reflected in the Fiscal Note. Undersheriff McCabe and Mr. Cunningham explained that Oakland County does not receive its fair share of funds and there is legislation pending to change the funding based on a formula. The primary purpose of this funding is for jump boats which are used on the weekend and respond to calls. Dwyer moved to recommend approval of the attached suggested Fiscal Note . Supported by Long. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 3. PROSECUTING ATTORNEY – FISCAL YEAR 2013 DISTRICT COURT ADVOCACY PROGRAM – VICTIMS OF CRIME ACT (VOCA) GRANT ACCEPTANCE The Prosecuting Attorney is requesting authorization to accept a State of Michigan Department of Community Health Victims of Crime Act grant a ward of 83,710 , being a state contribution of $66,968 or 80% and the County contribution of $16,742 or 20% which is in the form of in -kind Prosecuting Attorney Office staff position costs. Increased Fringe Benefit costs implemented between the time the app lication was submitted and acceptance of the award will require a one -time reduction of General Fund budgets for several of the PA’s line items as noted in the Fiscal Note. Further the grant does not allow for recovery of $4,061 in administrative and supp ort costs. Funding will continue one Special Revenue Full -Time Eligible Victim Advocate. This position assists all district courts within Oakland County. The budget will be amended as reflected in the Fiscal Note. Potts moved approval of the attached s uggested Fiscal Note . Supported by Zack. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 4. MR #12226 – CIRCUIT COURT/FAMILY DIVISION – OAKLAND COUNTY CHILD CARE FUND BUDGET 2012-2013 Circuit Court is requesting authoriza tion to submit its FY 13 plan and budget for funding of foster care services to the Child and Family Services Office of the Bureau of Juvenile Justice, Department of Human Services. This budget covers institutional, in -home family and foster care and inde pendent living. The application reflects $35,418,782 8 in gross expenditures and offsetting revenues of $2,100,500, leaving a net expenditure of $33,318,282. The Child Care Fund reimburses 50% of eligible expenditures or $16,659,141 should the State appr ove the budget and the County expend all applied for funds. The application reflects an increase of $148,921 or .446% from last year’s application. These figures are provided as estimates for State budgeting purposes based on current available data and m ay not reflect the eventual adopted budget or expenditures of this program. The application expenditures exceed the FY 2013 Finance Committee Recommendation by approximately 12.35% or $2,056.297. If necessary, a budget amendment will be recommended at th e time of the contract agreement. Commissioner Runestad asked to be informed of when the Care House Circle of Life Ceremony would be held for those in foster care. FINANCE COMMITTEE Page 4 September 13, 2012 Dwyer moved approval of the attached suggested Fiscal Note . Supported by Zack. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 5. DEPARTMENT OF CENTRAL SERVICES – DEPARTMENT OWNED VEHICLES – FLEET EXPANSION OF ONE (1) VEHICLE FOR CHILDREN’S VILLAGE The Department of Central Services, on behalf of Children’s Village, is requesting an addition to the County’s Vehicle Fleet of one 15 -person passenger van. The van will be assigned to Children’s Village to provide transportation for residents transitioning back to the community as part of the County’s Reentry Process. Estimated capital costs are $23,803 and operating expenses $11,909. Funding for the capital cost is available for transfer from the Children’s Village Demonstration Program Division Grant approved by MR #11262, to the Motor Pool Fund. The budget will be amended as reflected in the resolution. Runestad moved approval of the attached suggested Resolution. Supported by Potts. Motion carried unanimously on a roll call vote with Taub and Crawford absent . 6. MR #12224 – HUMAN RESOURCES DEPARTMENT - $500 PAYMENT TO NON-REPRESENTED FULL-TIME ELIGIBLE EMPLOYEES Human Resources is requesting authorization of a one -time lump sum taxable payment of $500 to be provided to all full-time non-represented employees employed on the date of issuance during the first quarter of fiscal year 2013. This payment would exclude judges, whose salary is established by law. The resolution also indicates that the Board of Commissioners voluntarily declined the payment. Dwyer moved approval of the attached suggested Resolution. Supported by Runestad. Zack moved to amend to state that all elected officials would be excluded. Supported by Quarles. Roll Call: Ayes: Zack, Quarles, Woodard Nays: Long, Potts, Runestad, Dwyer, Middleton Absent: Taub, Crawford Motion failed. Woodward moved to amend the Fiscal Note to state “The estimated total cost, assuming all bargaining units, positions and funds are included, would be approximately $1.6 million for Fiscal Year 2013.” Supported by Quarles. Motion to amend the Fiscal Note carried unanimously on a roll call vote. Roll Call on the motion as amended: Ayes: Long, Potts, Runestad, Dwyer, Middleton Nays: Zack, Quarles, Woodard Absent: Taub, Crawford Motion carried. FINANCE COMMITTEE Page 5 September 13, 2012 7. MR #12225 – HUMAN RESOURCE S DEPARTMENT – SALARY ADMINISTRATION PLAN 3 RD QUARTERLY REPORT FOR FY 2012 Human Resources has reviewed the salary grades for 8 classifications/10 positions and is recommending that four remain the same and three be upgraded based on adjustments to factors as detailed in the reporting attached to the resolution. Public Services/MSU Extension is also requesting an exception to Merit Rule 2.10.1.2 to allow for payment of overtime after 40 hours in a workweek in accordance with Fair Labor Standards Act for t hree classifications: Extension Home Economist/Food Preservation, Four-H Youth Development Program Coordinator and n atural Science Program Coordinator to accommodate a flexible schedule to attend night meetings . The budget will be amended as detailed in the Fiscal Note. Long moved approval of the attached suggested Fiscal Note. Supported by Potts. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 8. WATER RESOURCES COMMISSIONER – 2012 LAKE LEVEL ASSESSMENTS FOR OPERATION AND MAINTENANCE The Water Resources Commissioner (WRC) maintains 35 lake level contract devices/structures and 7 lake augmentation pumps regulating legally established water levels of 53 lakes in Oakland County. The WRC is authorized by law to levy cos ts incurred for operation, maintenance and repair of Inland Lake Level Districts and is required to obtain Board approval for any proposed assessments in excess of the $10,000 limit. The For 2012 the WRC is requesting authorization to assess, levy and coll ect $476,832.93 against all benefiting properties and government entities comprising the assessment rolls for 29 separate lake level districts, for operating, maintaining and repair, including 14 in excess of the $10,000 limit. Pertaining to the next two agenda items, Mr. Korth explained that Chapter 4 drains were established at the turn of the century to drain farm fields and t here are about 100 existing drains. Chapter 18 drains are unique to West Bloomfield and Oakland Townships, both of which have ordinances in place for this purpose. Typically these drains are for subdivisions, strip malls, etc. The provision for Chapter 18 Drains was put in place about the 1980s. Commissioner Middleton noted that he has heard discussion regarding the level s of the Clinton River and the lakes but stated that one of the questions would be how would that issue impact those who live on the lakes and pay assessments vs. those who live along the river who and are not assessed. Dwyer moved approval of the attached su ggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 9. WATER RESOURCES COMMISSIONER – 2012 CHAPTER 4 DRAIN MAINTENANCE ASSESSMENT RESOLUTION The Water Resources Commissioner is requesting authorization to assess, levy and collect $247,500.00 for the year 2012 against all benefiting properties and government entities comprising the assessment rolls, for the purpose of maintaining, cleaning and repairing 49 Chapter 4 drains within Oakland County. Long moved approval of the attached suggested Fiscal Note . Supported by Quarles. Motion carried unanimously on a roll call vote with Taub and Crawford absent. FINANCE COMMITTEE Page 6 September 13, 2012 10. WATER RESOURCES COMMISSIONER – 2012 CHAPTER 18 DRAIN MAINTENANCE ASSESSMENT RESOLUTION The Water Resources Commissioner is requesting authorization to assess, levy and collect $107,500.00 for the year 2012 against all benefiting properties and government entities comprising the assessment rolls, for the purpose of maintaining, c leaning and repairing 38 Chapter 18 drains within Oakland County. Dwyer moved approval of the attached suggested Fiscal Note . Supported by Quarles. Motion carried unanimously on a roll call vote with Taub and Crawford absent. 11. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2012 THIRD QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS Management and Budge t is requesting authorization to implement third quarter budget amendments. Management and Budget’s Transmittal Letter of September 13, 20 12 forecasts that the County will complete FY 2012 with an overall favorable variance of $1 8,730,524 in General Fund/General Operations compared to the amended budget. This overall favorability is split between receiving $353,694 less revenue than anticipated and a projected favorability in expenditures of $19,084,218. Detailed schedules are included with the resolution. Zack moved approval of the attached suggested Resolution. Supported by Runestad. Motion carried unanimously on a roll call vote wi th Taub and Crawford absent. COMMUNICATION A. Department of Management and Budget / Purchasing Division – Contract Exception Report for the Month of September 2012 Intellitech Jail Management Software Contra ct: Commissioner Woodward expressed concern regarding the contract exception dollar amount and whether Board approval of such contracts should be required. Messrs. Poisson and Hess explained that Intellitech designed and built IMACS, the county’s customized jail management system. The contract is to support, maintain and implement enhancements if required. This is a five-year contract of $1.5 million over 5 years or $250,000 a year for system maintenance. The vendor was allowed to come back and guarant ee the pricing structure because they know what is expected. A cost analysis was done comparing use of IT staff or other outside vendors and it would not be as cost effective. This is a standard process used with many IT contracts, including that with MicroSoft. Mr. Hess explained that if IT ended the contract in less than five years they would not be obligated to continue payment. This is an estimate agreed to for maintenance and business changes as needed and will not be exceeded. Mr. Smith explained that contracts are set up with not to exceed dollar amounts to control actual expenditures. Payment is not provided until the work is done and approval is given. Commissioner Zack advised that this project resulted from a Criminal Justice Coordina ting Council recommendation to manage the jail population with a system unique to Oakland County. FINANCE COMMITTEE Page 7 September 13, 2012 B. C. D. Ms. Van Pelt explained that the IT Master Plan includes the two -year planning process, which includes this project and costing information . The Master Plan is updated and reported on quarterly to the Finance Committee. These projects first go through a Return on Investment process and are analyzed looking at total cost, maintenance and savings over time before they are authorized . Mr. Daddow explained th at IT leadership groups that consist of IT staff, department directors, managers, etc., determine projects and prioritization. Sheriff’s Office - 2013 Secondary Road Patrol Grant Application Health Division – 2012 Community Transformation Grant Small Com munities Program - Grant Application Friend of the Court - FY 2012 Access and Visitation Grant - Grant Application E. Notice of Hearings: 1. City of Auburn Hills – September 10, 2012, 7 p.m. – RE: Request for New Industrial Facilities Exemption Certificate for Continental Automotive Systems, Inc. located at 4237 N. Atlantic, Auburn Hills, MI 48326 2. City of Auburn Hills – September 10, 2012, 7 p.m. – RE: Request for New Industrial Facilities Exemption Certificate for Continental Automotive Syste ms, Inc. located at 1175 Opdyke, Auburn Hills, MI 48326 3. City of Auburn Hills – September 10, 2012, 7 p.m. – RE: Request for New Industrial Facilities Exemption Certificate for Continental Automotive Systems, Inc. located at 2400 Executive Hills, Auburn Hills, MI 48326 4. City of Auburn Hills – September 10, 2012, 7 p.m. – RE: Request for New Industrial Facilities Exemption Certificate for Continental Automotive Systems, Inc. located at 1 Continental Drive, Auburn Hills, MI 48326 Zack moved to receive and file the communications. Supported by Long. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Mr. Soave announced that Ms. Hanger had sent the Finance Recommended Budget Book in pdf format to all commissioners this morning and hard copies would be provided to them for the Board meeting on September 20 when the budget would be before the Board for adoption. There being no other business to come before the committe e, the meeting was adjourned at 10:17 p.m. ________________________ _______________________________ Helen A. Hanger Jim Ver Ploeg Senior Committee Coordinator Administrator Director NOTE: The foregoing minutes are subject to Committee approval.