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HomeMy WebLinkAboutMinutes - 2013.04.25 - 36715 April 25, 2013 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:03 a.m. in Committee Room A 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 Christine Long OTHERS PRESENT EQUALIZATION Dave Hieber, Manager EXECUTIVE OFFICE Robert Daddow, Deputy County Executive FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, Facilities Planning & Eng. HEALTH AND HUMAN SERVICES George Miller, Director HUMAN RESOURCES Nancy Scarlet, Director Lori Motyka, Supervisor Heather Mason, Analyst Clare Flaisch MANAGEMENT & BUDGET Tim Soave, Manager, Fiscal Services Lynn Sonkiss, Chief, Fiscal Services Penny Cremer, Chief, Fiscal Services Holly Conforti, Chief, Fiscal Services Gaia Piir, Supervisor II, Fiscal Services Monica Tinsley, Analyst Prentiss Malone, Jr., Analyst MEDICAL EXAMINER’S OFFICE Bob Gerds, Administrator PARKS & RECREATION COMMISSION Dan Stencil, Executive Officer Mike Donnellon, Chief, Parks Fac. Maint. & Dev. PLANNING & ECONOMIC DEVELOPMENT David Schreiber, Supervisor, Business Develop. PROSECUTOR’S OFFICE Julie McMurtry, Division Chief PURCHASING Scott Guzzy, Purchasing Admin., Compliance Office Pam Weipert, Compliance Officer, Compliance Office SHERIFF’S OFFICE Mike McCabe, Undersheriff Dale Cunningham, Business Ma nager TREASURER’S OFFICE Jim VanLeuven, Chief Deputy Treasurer PLANTE MORAN Joe Heffernan, Auditor Bill Brickey, Auditor Tim St. Andrew, Auditor BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director 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 April 25, 2013 OTHERS PRESENT, CO NT’D BOARD OF COMMISSIONERS 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 Scott moved approval of the previous minutes of April 11, 2013, as printed. Supported by Taub. Motion carried on a voice vote. AGENDA Chairperson Middleton stated that Item #4 “Treasurer’s Office – Board of Commissioners’ Approval to Collect Current Year Taxes for the City of Pontiac” needs to be removed from the agenda because more information needs to be provided. Scott moved approval of the agenda with Item #4 removed. Supported by Taub. Motion carried on a voice vote. PUBLIC COMMENT Chairperson Middleton mentioned that it is Bring Your Child to Work Day , and Ed Joss introduced his son and daughter to the Committee . FY 2013 CONTINGENCY REPORT The beginning Fiscal Year (FY) 20 13 – FY 2015 Grant Match balance of $846,449 will be decreased by $9,810 by item 3 of today’s agenda to $36,639. The FY 2013 General Fund Equity Balance Tri -Party Funds under the Road Commission of Oakland County will be reduced by $227,560.00 with approval of items 1a and 1b on today’s agenda. Crawford moved to receive and file the FY 2 013 Contingency Report dated April 19, 2013. Supported by Taub. Motion carried on a voice vote. COMMUNICATIONS A. Department of Management and Budget/Purchasing Division – Contract Exception Report for the April 25, 2013 Finance Committee Meeting Commissioner Taub asked for an explanation of what LeadsOnline was. Undersheriff McCabe gave a brief overview of LeadsOnline, which is a software package that was reviewed by several dozen CLEMIS members in the summer of 2012. He explained that computers would be provided to pawn shops as these dealers have been used as a means of fencing stolen property, to enter data in a more efficient fashion than the current procedure of issuing manual tickets by mail. FINANCE COMMITTEE Page 3 April 25, 2013 Commissioner Taub asked Mr. Daddow who funds the Le adsOnline, and he explained that it is funded through CLEMIS. The County is launching LeadsOnline, and he explained that there are 4400 law enforcement agencies using the same software nationwide. The County is launching and funding LeadsOnline for the first year, and then afterwards the law enforcement agencies from that point on will pay the licensing fee. Taub moved to receive and file the C ommunications. Supported by Matis. Motion carried on a voice vote. CONSENT AGENDA 1a. MR #13089 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2013 APPROPRIATION – CITY OF FARMINGTON HILLS – PRELIMINARY ENGINEERING FOR ORCHARD LAKE ROAD CAPACITY IMPROVEMENT – PROJECT NO. 50641 The resolution, which was introduced by Bill Dwyer, authorizes the release of $49,867 (Oakland County’s 1/3 share) in Tri-Party Road Improvement Program funds from the Oakland County Designated Fund Balance for a project that was submitted by the City of Farmington Hills. The project is for the preliminary engineering phase for the future capacity improvement on Orchard Lake Road from 13 Mile Road to 14 Mile Road. A Cost Participation Agreement is included, and a budget amendment of $49,867 is recommended. Any additional project cost less than 15% of the original agreement will be honored under this agreement. Project costs exceeding 15% will require an additional resolution and approval. Crawford moved approval of the attached suggested Fiscal Note . Supported by Matis. Motion carried unanimously on a roll call vote with Long absent. 1b. MR #13088 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2013 APPROPRIATION – CITY OF TROY – CONCRETE SLAB REPLACEMENT ON CROOKS, LONG LAKE, LIVERNOIS AND BIG BEAVER ROADS – PROJECT NO. 51751 The resolution, which was introduced by Mike Bosnic, Robert Gosselin and Gary McGillivray, authorizes the release of $177,693 (Oakland County’s 1/3 share) in Tri -Party Road Improvement Program funds from the Oakland County Designated Fund Balan ce for a project that was submitted by the City of Troy. The project consists of concrete and slab replacement on Crooks R oad, Long Lake Road, Livernois Road and Big Beaver Road in the City of Troy . A copy of the Cost Participation Agreement is included, and a budget amendment of $177,693 is recommended. Any additional project cost less than 15% of the original agreement will be honored under this agreement. Project costs exceeding 15% will require an additional resolution and approval. Crawford moved approval of the attached suggested Fiscal Note . Supported by Matis. Motion carried unanimously on a roll call vote with Long absent. REGULAR AGENDA 2. FY 2012 INDEPENDENT AUDIT PRESENTATION Mr. Joe Heffernan from Plante Moran introduced himself and T im St. Andrew and Bill Brickey. FINANCE COMMITTEE Page 4 April 25, 2013 Pursuant to the State statute and auditing standards, t he auditors are required to communicate with the individuals charged with governance and report annually to the Board of Commissioners’ Finance Committee. They perform tests to determine whether Oakland County’s financial statements are free of material misstatement and that the County is in compliance with certain provisions o f laws, regulations, contracts and grant agreements. The Report dated March 2 5, 2012 to the Finance Committee outlines key aspects of the audit for the Fiscal Year ending September 30, 2012 . Mr. St. Andrew gave a brief overview of the graphs, highlighting key points of the graphs , which give highlights of the County’s Comprehensive Annual Financi al Report (CAFR). Mr. Brickey gave a brief overview of the written portion of the report to the Finance Committee , which consists of an Auditor’s Report Letter on CAFR, dated March 25, 2013, a letter to the Finance Committee, dated March 25, 2013 and the auditor’s report on compliance with Federal Awards (A0133), which is in process and due on June 30, 2013 . He highlighted upon certain information in the audit such as comparisons between last year and this year. Crawford moved to receive and file the A udit Report by Plante Moran to the Finance Committee. Supported by Quarles . Motion carried on a voice vote. 3. MULTI-DEPARTMENTAL: PROSECUTING ATTORNEY, CIRCUIT COURT – FAMILY DIVISION, AND CHILDREN’S VILLAGE – PROGRAM YEAR 2012 JUVENILE ACCOUNTABILITY BL OCK GRANT (JABG) AMENDMENT ACCEPTANCE AND PROGRAM EXPANSION The Department of Human Services (DHS) has amended grant funding to the Juvenile Accountability Block Grant (JABG) for program year (PY) 2012 and extended the period of performance from April 1, 2012 through March 31, 2014. The resolution accepts grant funding in the amount of $9,102, including grantor funds of $88,292 and County matching funds of $9,810 for the extended program year period of April 1, 2012 through Mach 31, 2014. This is the 15 th year of grant funding for this program. The amended award provides funding for the Prosecutor Accountabili ty – Teen Court Program continuation and expansion cost of $96,102 and $2,000 to support the Circuit Court Juvenile Drug Court Art Therapy P rogram. In addition, it expands the Prosecuting Attorney Teen Court Program into the City of Pontiac with $53,444 o f the grant to fund this effort, with Oakland County as fiduciary and lead agency. Taub moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Long absent. 5. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION – BONUS FOR MASTER APPRAISER CERTIFICATION AND POSITION CHANGES The Equalization Division of Management and B udget is seeking approval of a future bonus of 5% for Master Appraiser Certified employees. They have been having difficulty finding qualified candidates to fill this position since there are a limited and declining number of professionals in Michigan tha t acquire and maintain a Master Appraiser Certification. Offering this bonus will hopefully encourage County employees to obtain the master level certification. The resolution approves the bonus for all current and future Master Appraiser Certified emplo yees, deletes one full-time eligible Equalization Appraiser II position and adds one part-time 1,000 hours per year Technical Assistant position , which they would like for assistance with sketching of properties. Scott moved approval of the attached suggested resolution. Supported by Quarles. FINANCE COMMITTEE Page 5 April 25, 2013 Motion carried unanimously on a roll call vote with Long absent. 6. MR #13087 – PUBLIC SERVICES DEPARTMENT – MEDICAL EXAMINER’S OFFICE POSITION DELETION AND CREATION The Medical Examiner’s Office is seeking app roval of the deletion of one full -time, non -eligible, 2,000 hours/year Medical Examiner’s Office (MEO) Assistant position and the creation of one full -time eligible MEO Assistant position. In 2009, due to budget tasks the Medical Examiner’s Office had to delete three full-time MEO Assistants a nd create four full-time, ineligible Medical Examiner’s positions. The Medical Examiner’s Office has experienced a high turnover of its part -time clerical staff in the past four years, and having a full-time MEO would provide more stability in its operations. Zack moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Long absent. 7. MR #13086 - PARKS AND RECREATION COMMISSION – REQUEST FOR SPRINGFIELD OAKS LEAKING UNDERGROUND STORAGE TANKS (LUST) SITE – RESTRICTIVE COVENANT (DEED RESTRICTION) – SPRINGFIELD OAKS COUNTY PARK In 1992, a leak was discovered in an underground storage tank near the maintenance facility at the Springfield Oaks Golf Course. Since then the Oakland County Parks and Recreation Commission (OCPRC) has been working with the Michigan Department of Environmental Quality (MDEQ) for remediation of the site. The OCPRC contracted with Technical Professional Services, Inc. for t he partial remediation of the site, excluding a portion of the environmental plume located under the maintenance facility, which includes a well. The OCPRC also contracted with Soil & Materials Engineers, Inc. to complete the necessary remediation specifi cations, drawings, closure report and restrictive covenant (deed restriction), which has been approved by the MDEQ. The Parks and Recreation Commission is seeking Board of Commissioners’ approval of a Declaration of Restrictive Covenant (Deed Restriction) with the MDEQ of approximately 1.89 acres at Springfield Oaks County Park. Scott moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Long absent. 8. PARKS AND RECREATION COMMISSIO N – 2013 MICHIGAN DEPARTMENT OF NATURAL RESOURCES LANDOWNER INCENTIVE GRANT PROGRAM The Parks and Recreation Commission is requesting authorization to accept a Federal pass -through grant in the amount of $3,400 administered by the Department of Natural Re sources for the Land Owner Incentive Program. Mr. Stencil indicated that the funds would be used specifically for an invasive species control process at the Independence Oaks County Park and for bio-diversity. There is a required County match of $11,600, which is in the Parks and Recreation Commission current budget. The granting period is from March 28, 2013 through September 30, 2013. Crawford moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote with Long absent. 9. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – OAKLAND POINTE RE- ROOFING PROJECT Facilities Management is requesting authorization to proceed with the Oakland Pointe Re -Roofing Project. FINANCE COMMITTEE Page 6 April 25, 2013 The Oakland Pointe facility is located at 230 and 250 Elizabeth Lake Road, in Pontiac, and it consists of two buildings, Oakland Pointe East and West. The East building houses the Oakland County Friend of the Court operations, and the West building houses Oakland County Comm unity Corrections and the Equalization Department. The roofs were last replaced in 1989 and are well past their expected useful life, and they are out of warranty. They both have multiple leaks, and Facilities Maintenance & Operations spends approximately $40,000 a year on repairs. The Capital Improvement Plan designates the roof replacement for the Oakland Pointe facilities for FY 2013 and FY 2014, one each year; however, it has been determined that there would be a cost savings, about $340,000 to the C ounty, if both roofs are replaced at the same time with the same contractor. Requests for Proposals were sent out, and 8 bids were received, and Royal Roofing of Orion, Michigan is the lowest, responsible bidder in the amount of $835,060. The bid tabulation was attached to the resolution. Facilities Management is recommending the award of a contract to Royal Roofing of Orion to replace both roofs. The estimated project cost is $1,190,561, including the contract award of $835,060, utility -related costs of $68,760, lightning protection costs of $41,450, engineering and placement costs of $90,000, and a contingency of $155,291. Taub moved approval of the attached suggested resolution. Supported by Matis. Motion carried unanimously on a roll call vote with Long absent. 10. ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – 2013 REGION 10 ADMINISTRATIVE SUPPORT GRANT ACCEPTANCE The Michigan Economic Development Corporation (MEDC) has awarded the County of Oakland $10,000 in grant funding for the period of March 1 , 2013 through September 30, 2013. The funds will support some of the administrative costs for regional meetings, including results from a local partner engagement survey that the Oakland County Economic Development & Community Affairs Department will und ertake. It will also cover the incorporation of Salesforce as a client management tool. The County is required to provide a summary of regional meetings, including results from a local partner engagement survey that will gauge partner satisfaction with the region’s collaborative efforts in FY 2013. The grant agreement was revised after the Finance Committee packets went out, and a copy of the revised agreement was handed out at today’s meeting. The Planning and Building Committee had approved the revised agreement, which reflect revisions that were made to Section IX of the agreement based on recommendations by Risk Management and Corporation Counsel in the Contract Review Comments . Taub moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Long absent. 11. INFORMATION TECHNOLOGY – 2013/2014 MASTER PLAN QUARTERLY STATUS EXECUTIVE SUMMARY The Information Technology Master Plan Quarterly Status Executive Summary provides an overview of the services and hours provided by IT during the 2013/2014 Master Plan period. Analysis shows that 74% of IT’s labor force was spent supporting and maintaining the County’s current systems. The remaining 26% of IT’s labor force was spent implementing systems requested by various County Divisions through the IT Leadership Group Process. Taub moved to receive and file the 2 nd Quarter IT Master Plan Quarterly Status Executive Summary. Supported by Quarles. Motion carried on a voice vote. FINANCE COMMITTEE Page 7 April 25, 2013 12. INFORMATION TECHNOLOGY – SECOND QUARTER 2013 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting approval of the Second Quarter appropriation transfer for development charges during the second quarter, which the Department of Information Technology has determined to be $921,892.32 for the General Fund/General Purpose County departments. Direct charges to S pecial Revenue and Proprietary F und departments are $241,963.38 and non -county agencies are $32,279.50 for the Second Quart er of 2013. The attached schedule provides detailed information. Zack moved approval of the attached suggested resolution. Supported by Matis. Motion carried unanimously on a roll call vote with Long absent. 13. COUNTY EXECUTIVE – BUDGET PROJECTIONS FOR FY 2013 – FY 2017 (FINAL FRAMEWORK REPORT) Mr. Daddow gave a brief overview of the document titled “Final Framework Report”, Budget Projections for FY 2013 – FY 2017, which was distributed to all of the commissioners on April 17, 2013. He highlighted some of the most significant issues in the report, which serves as an update of significant events, business issues and impacts on the County’s operating budget previously reflected in the adopted budget of the Board of Commissioners in September 2012 and th e Interim Framework Report. Mr. Daddow explained that the previous Interim Framework Report only provided projection s through FY 2016; however, further analysis showed certainty of stability of the County’s fiscal operations through 2017, so an additional year was added. Mr. Daddow stated that for FY 2013 through FY 2017 the analysis shows that, as of the date of the report, April 17, 2013, it will not be necessary to assign additional budget tasks to County operating departments as of FY 2015. Previously committed budgetary tasks will be necessary for FY 2013 and FY 2014. Matis moved to receive and file the Final Framework Report. Supported by Zack. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Chairperson Middleton mentioned that there is an Economic Luncheon at 11:30 a.m. at the Troy Marriott. There being no other business to come before the committe e, the meeting was adjourned at 11:13 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.