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HomeMy WebLinkAboutMinutes - 2013.02.28 - 36700 February 28, 2013 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:02 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, John Scott, Kathy Crawford, Jeff Matis, Helaine Zack, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE None OTHERS PRESENT ANIMAL CARE FACILITY Bob Gatt, Manager Joanie Toole, Admin. Supervisor CENTRAL SERVICES Todd Birkle, Manager, Support Services CIRCUIT COURT Lisa Langton, Deputy Court Administrator John Cooperrider, Court Business Manager ECONOMIC DEVEL. & COMMUNITY AFFAIRS Irene Spanos, Director Carla Spradlin, Grant Compliance, Comm. Home Imp. Steve Huber, Marketing/Community Office r EXECUTIVE OFFICE Robert Daddow, Deputy Executive COMPLIANCE OFFICE Pam Weipert, Compliance Officer Scott Guzzy, Purchasing Admin. HUMAN RESOURCES Kelly Siddiqui, Analyst HEALTH AND HUMAN SERVICES George Miller, Director Kathy Forz ley, Manager, Health Department Ahmed Salem, Student INFORMATION TECHNOLOGY Patricia Coates, 9-1-1 Coordinator MANAGEMENT & BUDGET Laurie Van Pelt, Director FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Gaia Piir, Supervisor Jeff Phelps, Parks and Rec, Fiscal Coordinator Antonio Pisacreta, Financial Analyst Nancy Falardeau, Analyst Kim Elgrably, Analyst PARKS AND RECREATION Melissa Prowse, Business Development Rep. SHERIFF’S OFFICE M. Smith, Major Mark Newman, Captain Russ Yeiser, Sergeant Lori Seaman, Contract 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 John Scott Kathy Crawford Jeff Matis Helaine Zack Nancy Quarles TOM MIDDLETON Chairperson SHELLEY TAUB Vice Chairperson DAVE WOODWARD Minority Vice Chairperson FINANCE COMMITTEE Page 2 February 28, 2013 OTHERS PRESENT, cont’d WATER RESOURCES COMMISSIONER Joe Colaianne, Attorney & Insurance Admin. AXE & ECKLUND John Axe, Bond Attorney BOARD OF C OMMISSIONERS Jim Ver Ploeg, Administrative Director Chris Ward, Senior Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Middleton led the Committee in the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Taub moved approval of the previous minutes o f January 31, 2012, as printed. Supported by Zack. Motion carried on a voice vote. AGENDA Chairperson Middleton added “Board of Commissioners – Acceptance of Coast2Coast Rx Card County Marketing Agree ment” to the agenda as Item #16. This item was handed out at today’s meeting. There were no objections. PUBLIC COMMENT None. FY 2013 CONTINGENCY REPORT The Fiscal Year 2013 Contingency Fund balance of $245,971 will remain unchanged by today’s actio ns. Mr. Soave advised that the resolution for the Pay Rate Increase of the Veterinarian Classification wo uld reduce the FY 2013 Classification and Rate Change Account balance of $137,521 by $14,775 to $122,746. Taub moved to receive and file the FY 2 013 Contingency Report dated February 21, 2013. Supported by Long. Motion carried on a voice vote. AGENDA Chairperson Middleton indicated that he decided to move the Communications to the top of the age nda so that department staff present for those it ems would not have to sit through the whole meeting, and they would be available in case there were questions about one of those items. COMMUNICATIONS A. Department of Management and Budget/Purchasing Division – Contract Exception Report for the Month of February 2013 B. Economic Development & Community Affairs Department, Community & Home Improvement Division – 2013 Annual Action Plan and Consolidated Grant Application for Community FINANCE COMMITTEE Page 3 February 28, 2013 Development Block Grant (CDBG), HOME Investment Partnership Grant (HOME), and Emergency Solutions Grant (ESG) C. Economic Development & Community Affairs Department, Planning & Economic Development Services – 2013 U.S. Department of Commerce, Economic Development Administration Grant Application D. State Tax Commission: Revocation of Rea l and/or Personal Property Component(s) of Industrial Facilities Exemption Certificate #2007 -602 issued to ABB Inc. located in the City of Auburn Hills, Oakland County E. Information Technology – CLEMIS Funds – Financial Statements and Schedules for the Quart er Ended December 31, 2012 Zack moved to receive and file the Communications. Supported by Crawford. Taub moved to remove pages 5 – 10 from Item A, the Exception Report, and postpone receiving and filing that portion to a future Finance Committee meeting when a representative from Plante Moran is available to answer questions from the Commissioners about it. Supported by Long . Motion to remove pages 5 – 10 of Item A, the Exception Report and postpone un til a future Finance Committee meeting carried unanimously on a roll call vote. Motion to receive and file Item A, excluding Pages 5 – 10, and B - E carried on a voice vote. 1. RESOLUTION TO AUTHORIZE REFUNDING OF THE OAKLAND COUNTY BUILDING AUTHORITY $8,160,000 BUILDING AUTHORITY REFUNDING BONDS, SER IES 2006 The Building Authority is requesting authorization to refinance the Oakland County Building Authority Series 2006 bonds dated March 1, 2006, in the principal amount of $8,160,000. The interest rates have dropped since 2006, and this would result in an estimated savings of $985,606 for the City of Pontiac. The resolution amends the Lease between the Building Authority and the County and the Sublease between the County and the City of Pontiac. After the new bonds are issued the Building Authority shall report to the County on the new debt service schedule and the actual savings in principal and interest. Mr. Daddow indicated that as of June 30, 2012, the City of Pontiac General Building Authority was eliminated, so he handed out a new version of resolution and attachments reflecting suggested ch anges to Appendix C removing all references to the City of Pontiac General Building Authority. Crawford moved approval of the attached suggested resolution. Supported by Long. Long moved to amend Appendix C, Amended Sublease , by removing any references to the City of Pontiac General Building Authority. Supported by Scott. Motion to amend carried unanimously on a roll call vote. Main motion, as amended, carried unanimously on a roll call vote. 2. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CITY OF MADISON HEIGHTS The Oakland County Equalization Division is seeking approval of a contract between the County of Oakland and the City of Madison Heights for services provided by the Oakland County Equalization Division such as assessments, reappraisals and file maintenance. The period of this contract is June 13, 2013 through June 30, 2016. The current contract expires at the end of June, 2013. FINANCE COMMITTEE Page 4 February 28, 2013 Woodward moved approval of the attached suggested resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 3. SHERIFF’S OFFICE – USE OF FORFEITED FUNDS FOR EQUIPMENT AND TRAINING Section 333.7524 of Public Act 368 of 1978 authorizes courts to distribute property and funds forfeited through narcotic seizures to participating agencies for the enhancement of law enforcement efforts related to the Controlled Substance Act. The Sheriff’s Office is requesting to use forfeiture funds to purchase equipment and to cover the cost of deputy training. The current balance of the Sheriff’s Office Forfeiture Fund is $529,499, and the request is to use $69,580 to purchase 40 headsets, 5 LaRue Tactical AR -15s, maintenance and radios for two Humvees, and SWAT a nd Command Training. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 4. SHERIFF’S OFFICE AND THE DEPARTMENT OF FACILITIES MANAGEMENT AND CORPORATION COUNSEL – APPROVAL AND ACCEPTANCE OF LEASE AGRE EMENT WITH OAKLAND AIR FOR USE OF HANGAR SPACE FOR STORAGE OF HELICOPTERS AT 6740 HIGHLAND ROAD, WATERFORD, MICHIGAN The Sheriff’s Office and the Department of Facilities Management are seeking approval of a Hangar Lease Agreement between Aviation Station South LLC d/b/a Oakland Air and Oakland County Sheriff Department in order to house two helicopters . The helicopters have been housed at Aerodynamics Incorporated (ADI), but ADI is no longer available to house the units. Under th e terms of the agreement, Oakland Air will provide adequate storage, fuel and office space in its hangar facility located at 6740 Highland Road, at the Oakland County International Airport for a term of three years beginning January 1, 2013 at a rental rat e of $425.00 per month per helicopter plus the cost of fuel. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 5. DEPARTMENT OF CENTRAL SERVICES – FLEET EXPANSION OF ONE (1) VE HICLE FOR COUNTY WIDE INVESTIGATIVE PURPOSES FOR THE SHERIFF’S OFFICE The Department of Central Services is requesting authorization to add a vehicle, with a Mobile Data Computer and a mobile radio for investigative purposes, to the County fleet. The veh icle will be assigned to the Sheriff’s Office Investigative and Forensic Services Division but will be available for use by local law enforcement agencies and the Sheriff’s Office as well. The cost of the vehicle, a Suburban, with modifications for the investigative equipment is estimated at $55,688, which is available in the Motor Pool Fund, and annual maintenance costs (estimated at $14,000) will be available in the Sheriff’s Office Motor Pool. Taub moved approval of the attached suggested resolution . Supported by Matis. Motion carried unanimously on a roll call vote. 6. WATER RESOURCES COMMISSIONER – WATER, SEWER & LAKE LEVEL SUPERVISORY CONTROL DATA ACQUISITION (SCADA) SYSTEM PROJECT – MDEQ S2 GRANT AGREEMENT The Water Resources Commissioner is seeking approval of an application and a grant agreement to provide up to $498,334.00 in grant assistance for a Supervisory Control and Data Acquisition (SCADA) FINANCE COMMITTEE Page 5 February 28, 2013 system that is currently undergoing the planning phase and design. This system is comprised of computers, servers and communications equipment that are designed to work together to help the Water Resources Commissioner personnel monitor and/or control a complex water and wastewater treatment or pumping process. The SCADA system provides monitoring and control of more than 275 sites in Oakland County, and it provides real-time and historical data for all facilities to meet the needs of facility operations, maintenance staff, managers, technicians, engineers, and it helps with regulatory compliance. The Michigan Department of Environmental Quality requires that local government entities pass a resolution, with provided language, along with the proposed form of the S2 Grant Agreement between the Municipality, the MFA and MDEQ when applying for an S2 grant. The system includes a “common to all” segment that is funded and reimbursed from the Oakland County Drain Equipment Fund. The estimated cost of the “common to all” segment is $2,366,338.30. Matis moved approval of the attached suggested Fiscal N ote. Supported by Quarles. Motion carried unanimously on a roll call vote. 7. CIRCUIT COURT/FAMILY DIVISION – INTERGOVERNMENTAL AGREEMENT FOR WRAPAROUND SERVICES WITH OAKLAND SCHOOLS The Circuit Court/Family Division is seeking approval of an intergov ernmental agreement between the County of Oakland and the Oakland County Intermediate School District to provide wraparound services to certain juveniles who are under the jurisdiction of the 6 th Judicial Circuit Court and meet Oakland Schools’ criteria for receiving wraparound services. The agreement establishes roles and responsibilities of the County and Oakland Schools in providing mental health treatment for juveniles who are involved in the criminal justice system. Under the terms of the agreement, the County agrees to pay $22,131.00 to Oakland Schools for providing wraparound services to eligible juveniles during the 2012 -2013 Fiscal Year, which runs from October 1, 2012, through September 30, 2013. Crawford moved approval of the attached sugges ted Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote. 8. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – FISCAL YEAR 2012/2013 MICHIGAN DEPARTMENT OF ENVIRONMENTAL QUALITY (MDEQ) REIMBURSEMENT AGREEMENT ACCEPTANCE The Michigan Department of Environmental Quality (MDEQ) has awarded $224,406 in grant funding for the reimbursement of services related to Non-Community Type II Water Supply, Long-Term Drinking Water Monitoring, Public Swimming Pool Inspections, Septage W aste and Campground Inspections. The granting period is from October 1, 2012, through September 30, 2013. Ms. Forzley, explained that the grant funding received this year is a $21,445 decrease in funding from last year’s grant agreement, which is predominantly for the “not-to -exceed” funding that the County gets reimbursed for non -community water supply operator certification training. She stated that they haven’t utilized that amount of funding for several years, and that it will not impact the Health Division’s program. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 9. MR #13026 – PUBLIC SERVICES DEPARTMENT/INCREASE PAY RATE OF VETERINARIAN CLASSIFICATION The Animal Con trol Division is seeking approval to increase the part -time eligible Veterinarian salary to FINANCE COMMITTEE Page 6 February 28, 2013 $42.516/hr., base; $45.817/hr., 1 year and $49.591/hr., 2 year, which is an approximate 8% increase in salary. Currently the Animal Control Division has one genera l fund/general purpose part-time, non-eligible, 1,500 hours per year Veterinarian position that is filled by two employees. There is a need for at least one additional Veterinarian p osition. The position has been open for applications since February 2012 , and they have not been successful in filling the position . Mr. Gatt mentioned that studies have shown that they are grossly underpaid. Zack moved approval of the attached suggested Fiscal Note. Supported by Crawford . Motion carried unanimously on a roll call vote. 10. PARKS AND RECREATION COMMISSION – 2012 MICHIGAN DEPARTMENT OF NATURAL RESOURCES RECREATION PASSPORT GRANT ACCEPTANCE The Michigan Department of Natural Resources has awarded the County of Oakland a $45,000 Addison Oaks Park Accessibility Improvements Grant from the Recreation Passport Grant Program. The funds will help to offset the costs of a universally accessible canoe and kayak launch, the renovation of a fishing pier and improvements to the pathways that connect these areas with the existing parking areas. The estimated cost of the project is $60,000, and there is a required County grant match of $15,000 for this project, which is available in the Parks and Recreation Fund. The Parks and Recreation Commission has unanimously approv ed acceptance of this grant. The grant has completed the review process, and Corporation Counsel raised a concern that language contained in Paragraph 26, the second sentence, changes the County’s governmental immunity and Ms. Hall suggested that the Boar d of Commissioners approve the agreement, with the caveat that Corporation Counsel will attempt to get this language revised. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call v ote. 11. PARKS AND RECREATION COMMISSION – SUPPORT OF APPLICATION FOR A 2013 LAND AND WATER CONSERVATION FUND PROGRAM DEVELOPMENT GRANT FOR A UNIVERSALLY ACCESSIBLE BOATHOUSE AT ADDISON OAKS COUNTY PARK The Parks and Recreation Commission is seeking approval of an application for a cost-sharing grant from the Michigan Department of Natural Resources under the Land and Water Conservation Fund Program to support the cost of a universally -accessible boathouse at Addison Oaks County Park. The boathouse is in need of renovations, and the estimated cost of the project is $110,000. The grant, if awarded, requires a local match of $55,000, which is budgeted from the Parks and Recreation Fund. The application has gone through the review process and received departmenta l approvals. The Department of Natural Resources requires a resolution by the governing body to apply for this grant. Long moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote . 12. PARKS AND RECREATION COMMISSION – SUPPORT OF APPLICATION FOR A 2013 MICHIGAN NATURAL RESOURCES TRUST FUND PROGRAM DEVELOPMENT GRANT FOR A UNIVERSALLY ACCESSIBLE SMALL BOAT LAUNCH AT INDEPENDENCE OAKS COUNTY PARK The Parks and Recreation Commission is seeking a pproval of an application for a cost -sharing grant from the Michigan Department of Natural Resources under the Trust Fund Grant Program to support the cost of a canoe/kayak boat launch at Independence Oaks County Park. The estimated cost of the project is FINANCE COMMITTEE Page 7 February 28, 2013 $50,300, and if awarded, the grant requires a local match of $12,600 (25%), which is available in the Parks and Recreation Fund. The Department of Natural Resources requires a resolution by the governing body to apply for this grant. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 13. PARKS AND RECREATION COMMISSION – SUPPORT OF APPLICATION FOR A 2013 MICHIGAN DEPARTMENT OF NATURAL RESOURCES RECREATION PASSPORT FUND PROGRA M DEVELOPMENT GRANT FOR A UNIVERSALLY ACCESSIBLE FISHING PIER AT GROVELAND OAKS COUNTY PARK The Parks and Recreation Commission is seeking approval of an application for a cost -sharing grant from the Michigan Department of Natural Resources under the Recr eation Passport Fund Program to support the cost of a universally accessible fishing pier at Groveland Oaks County Park. The estimated cost of the project is $35,600, and if awarded, the grant requires a local match of $8,900 (25%), which is available in the Parks and Recreation Fund. The Department of Natural Resources requires a resolution by the governing body to apply for this grant. Mr. Stencil indicated that the goal of the Parks and Recreation Commission is to make all of their facilities exceed t he national standards for accessibility. Commissioner Crawford asked if there was data being collected to indicate how many people and what types of people are utilizing the universally accessible amenities at the County Parks. Ms. Prowse stated that currently there isn’t information available, but they would look into it. Taub moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote. 14. INFORMATION TECHNOLOGY - AMENDED 9-1-1 SERVICE PLAN FOR THE COUNTY OF OAKLAND DEPARTMENT OF INFORMATION TECHNOLOGY Information Technology is requesting the adoption of a Tentat ive Amended 9-1-1 Service Plan. Under the Michigan Statute for 9-1-1 it is required for a County to have a service plan that is adopted by resolution from the Board of Commissioners. The first one was adopted in 1986, when 9 -1-1 was first established in Oakland County. This plan was last amended in 1999, and since then additional technological and legislative changes relevant to 9-1-1 systems and services have taken place, such as Voice Over Internet Protocol communication services. The Emergency Telephone Services Act has also been revised several times since 1999, and the Plan must be updated in anticipation of the migratio n to Next Generation 9-1-1, in which the traditional 9 -1-1 network will be replaced by an Internet Protocol (IP) based ESInet with enhanced bandwidth and functionality. Ms. Coates explained that minor amendments can be made by Board resolution; however, this revision is actually a re-write of the plan so in order to comply with the necessary statutory requirements, the County must develop a plan that discusses managerial, fiscal, operational and technical aspects of 9-1-1, plus addresses the Federal Communications Commission (FCC) requirements for wireless. Per Michigan Statute, the Board of Commissioners needs to adopt the tentative plan by resolution, and then five days after adoption of the resolution, the County Clerk has to send the plan to the City , Village and Township Clerk of every municipality in Oakland County, and they have 45 days to review it. There has to be several publications in newspapers of general circulation. At the time that the Board of Commissioners adopts the Tentative Plan, the Board needs to establish a date, time and place of a public hearing on the plan, which cannot be less than 90 days , and this resolution states that a public hearing will be set on June 13, 2013, at 10:00 a.m. EST in the Board of Commissioners’ auditorium , 1200 N. Telegraph Road, Pontiac Michigan. FINANCE COMMITTEE Page 8 February 28, 2013 Ms. Coates indicated that once the public hearing is held, then the Board of Commissioners needs to adopt a Final 9-1-1 Service Plan, which would serve as the actual 9 -1-1 Plan for Oakland County. This plan will help prepare the County for the Next Generation 9 -1-1, which the State of Michigan plans to implement in order to offer a new upgrade through innovative technology. Taub moved approval of the attached suggested resolution. Supported by Matis. Motion carried unanimously on a roll call vote . 15. INFORMATION TECHNOLOGY – INTERGOVERNMENTAL AGREEMENT TO TRANSFER GIS AND RELATED DATA TO THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY’S FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) Information Technology is seeking approval of an intergovernmental agreement between the County of Oakland and the United States Department of Homeland Security to allow the Federal Emergency Management Agency (FEMA) access to County -owned and maintained Geographic Information Syst em (GIS) at no cost for the purpose of updating its Digital Flood Insurance Rate Maps. Once FEMA incorporates information and data from the County GIS Data and/or @ccess Oakland Products into its GIS Data, maps, work product and records during the course of FEMA’s governmental or statutory duties, the information will become part of FEMA’s official records. Taub moved approval of the attached suggested resolution. Supported by Quarles. Motion carried unanimously on a roll call vote. 16. BOARD OF COMMISSIONERS – ACCEPTANCE OF COAST2COAST RX CARD COUNTY MARKETING AGREEMENT The resolution approves and authorizes the Coast2Coast Rx County Marketing Agreement between the County of Oakland and Financial Marketing Concepts, Inc. (FMC) to allow the County to provide a discount prescription card to individuals and families of Oakland County at no cost. The card can be used for dental, vision, hearing, diabetes savings program, imaging, lab tests and discounted veterinary services. This resolution was reviewed by General Government on February 25, 2013, and directly referred to the Finance Committee. This is a one-year contract, which will automatically renew for another year term unless the County gives FMC a 30 -day written notice to terminate or unless termina ted by default. Under the terms of the agreement, FMC will pay the County a royalty of $1.25 for each filled prescription, as outlined on Schedule A of the agreement . If the County terminates the agreement for any reason or chooses to endorse another disc ount prescription card after the execution of this agreement , the royalty will be paid at .25 per filled prescription that FMC has received compensation for. Funds that are generated and provided to the County as a result of this contract will be restricted/designated to the Board of Commissioners budget and will be placed in a line item for Special Board projects. Once the County begins to receive sufficient revenues to effectively estimate an annual amount, a budget amendment will be recommended. The contract has been reviewed by Corporation Counsel and Purchasing. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. OTHER BUSINESS/ADJOURNMENT Commissioner Woodward requested to have someone from the Sheriff’s Office and the Purchasing FINANCE COMMITTEE Page 9 February 28, 2013 Department at the next Finance Committee meeting to discuss the recently-signed Aramark contract, as he has some questions about how it compares to the Request for Proposal for bids . Eric Wilson, Road Commission for Oakland County, gave a brief update in regards to the status of the roads during the recent snow storms. He indicated that they have hired some subcontractors to plow the subdivisions to avoid having them turn to ice . Mr. Wilson indicated that there is a Strategic Plan going on right now with the communities, and they will be meeting with the communities for input. Commissioner Taub requested to have a schedule of the meetings submitted to the Oakland County Board of Commissioners once the dates are agreed to with the communities . Mr. Wilson indicated that he would get the schedule to Mr. VerPloeg to share with the BOC. Commissioner Long complimented the Road Commission for Oakland County on the good job they have been doin g this year. There being no other business to come before the committe e, the meeting was adjourned at 10:25 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.