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HomeMy WebLinkAboutMinutes - 2013.08.08 - 36739 August 8, 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 None. OTHERS PRESENT ANIMAL CONTROL Bob Gatt, Manager Joanie Toole, Administrative Supervisor CENTRAL SERVICES J. D. VanderVeen, Director Karl Randall, Manager CORPORATION COUNSEL Jody Hall, Assistant Corporation Counsel COUNTY EXECUTIVE Bob Daddow, Deputy County Executive Pam Weipert, Compliance Officer, Compliance Office COMMUNITY & HOME IMPROVEMENT Karry Rieth, Manager Lon Shook, Housing Couns elor EMERGENCY RESPONSE & PREP. Sara Stoddard, Chief, Homeland Security Division EQUALIZATION Kimberly Hampton, Technical Assistant HUMAN RESOURCES Nancy Scarlet, Director Lori Taylor, Supervisor INFORMATION TECHNOLOGY Ed Poisson, Director MANAGEMENT & BUDGET Laurie VanPelt, Director Tim Soave, Manager Lynn Sonkiss, Chief, Fiscal Services Gaia Piir, Supervisor II Laura Huyghe, Accountant Monica Tinsley, Financial Analyst Antonio Pisacreta, Financial Ana lyst Ebru Adoglu-Jones, Financial Analyst PURCHASING Scott Guzzy, Purchasing Admin. TREASURER’S OFFICE Andy Meisner, Treasurer Jody Weissler DeFoe, Chief Deputy Treasurer Ross Gavin, Deputy Treasurer 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 August 8, 2013 OTHERS PRESENT, cont’d BOARD OF COMMISSIONERS Phil Weipert, Commissioner, District #8 Chris Ward, Senior Analyst Julia Ruffin, Liaison 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 July 25, 2013, as printed. Supported by Zack. Motion carried on a voice vote. PUBLIC COMMENT None. FY 2013 CONTINGENCY REPORT General Fund Equity During FY 2013 balance will be reduced by $45,550.00 to $1,039,585 with approval of item 1. Crawford moved to receive and file the FY 2013 Contingency Report dated August 1, 2013, as amended. Supported by Quarles. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the August 8, 2013 Finance Committee Meeting B. Sheriff’s Office/Prosecuting Attorney – FY 2014 Narcotics Enforcement Team (NET) Grant Application C. County of Marquette – Resolution Requesting Full Funding of Revenue Sharing D. Notice of Hearing: City of Auburn Hills – August 5, 2013 7:00 p.m. – RE: Request for an Industrial Facilities Exemption Certificate for Rehabilitation/Replacement Real Property for a Facility Loca ted on N. Opdyke Rd., Auburn Hills, MI 48326 E. Notice of Hearing: City of Auburn Hills – August 5, 2013, 7:00 p.m. – RE: Request for an Industrial Facilities Exemption Certificate for New Real and Personal Property for a Facility Located on Taylor Rd., Auburn Hills, MI 48326 Long moved to receive and file the Communications. Supported by Taub. Motion carried on a voice vote. FINANCE COMMITTEE Page 3 August 8, 2013 CONSENT AGENDA 1. MR #13210 – BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2013 APPROPRIATION – CHARTER TOWNSHIP OF ORION – RESURFACING OF NORTH AXFORD STREET, INDIANWOOD ROAD TO M -24 – PROJECT NO. 51982 The resolution, which was introduced by Michael Gingell, authorizes the release of $45,550 (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 Charter Township of Orion . The project consists of the resurfacing of North Axford Street From Indianwood Road to M -24. A copy of the Cost Participation Agreement is included, and a budget amendment of $45,550 is recommended. Any additional project costs less than 15% of the original agreement will be honored under this agreement. Project costs exceeding 15% will require an additional resolution and approval. Quarles moved approval of Consent Agenda Item 1. Supported by Scott. Motion carried unanimously on a roll call vote. REGULAR AGENDA 2. DEPARTMENT OF HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2011 MICHIGAN CITIZEN CORPS PROGRAM GRANT INTERLOCAL AGREEMENT ACCEPTANCE The State of Michigan has awarded Citizen Corps Program Grant funds to Region 2 of the State, which includes Macomb, Monroe, Oakland, St. Clair, Washtenaw and Wayne Counties and the City of Detroit. The Region 2 Planning Board appointed Macomb County as fiduciary and subgrantee for the 2011 Michigan Citizen Corps Program Grant. The Department of Health and Human Services is seeking approval of an interlocal agreement between Macomb County , as fiduciary, and Oa kland County for the acceptance of $16,501 in grant funding for the 2011 Michigan Citizen Corps Program for the period of September 1, 2011 through May 30, 2014. The funds are used for programs that increase domestic preparedness among members of the comm unity through training, educational outreach, exercise and equipment for the Citizen Corps Program Partners of Community Emergency Response Teams, Medical Reserve Corps, Neighborhood Watch, Volunteer in Police Service and Fire Corps. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 3. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2013 GRANT PROGRAM ACCEPTANCE – ACQUIRE SNOW REMOVAL EQUIPMENT (SWEEPER) The Michigan Department of Transportation has awarded the County of Oakland $450,000 in grant funding, which includes $405,000 in Federal funds, $22,500 in State funds and a required County match of $22,500, which is available from the Airport Fund. T he funds will be used for the acquisition of snow removal equipment (sweeper) for the Oakland County International Airport. Long moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote. 4. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2013 GRANT PROGRAM ACCEPTANCE – REHABILITATE RUNWAY – AIRFIELD PAINT FINANCE COMMITTEE Page 4 August 8, 2013 MARKING The Michigan Department of Transportation has awarded the County of Oakland $65,000 in grant funding, which includes $61,750 in Federal funds, $1,625 in State funds and a required County match of $1,625, which is available from the Airport Fund. The funds will be used for airfield paint marking at the Oakland County International Airport. Matis moved approval of the attached suggested Fiscal Note . Supported by Woodward. Motion carried unanimously on a roll call vote. AGENDA Item #5 was not taken up at this time because the presenter had not arrived yet. 6. MR #13208 – DEPARTMENT OF FACILITIES MANAGEMENT – REQUEST FOR APPROVAL OF PARCEL EXCHANGE WITH THE CITY OF WALLED LAKE, MICHIGAN, FOR OAKNET FIBER HUB RELOCATION The Department of Facilities Management is seeking approval of the transfer of a parcel known as the Riley Park Property to the City of Walle d Lake via a Quit Claim Deed. In exchange, the City of Walled Lake will transfer property located in the Marshall -Taylor Park to the County via a Quit Claim Deed for the relocation of the OakNet fiber hub, which is a component of the County Law Enforcemen t Management Information System (CLEMIS) that serves the City of Walled Lake and surrounding communities by providing access to Public Safety and OakNet applications and voice services. The resolution authorizes the Chairperson of the Board of Commissioners to sign all documents necessary for the relocation of the fiber hub and the parcel exchange. Jody Hall, Assistant Corporation Counsel, explained that the party that was interested in the purchase of the West Oakland Office Building has terminated the p urchase agreement; therefore, the 1 st WHEREAS paragraph of the resolution needs to be amended, as it makes reference to an executed purchase agreement. Taub moved approval of the attached sugge sted Fiscal Note. Supported by Crawford. Crawford moved to report to amend the 1st WHEREAS paragraph, as follows: WHEREAS the County has an executed Purchase Agreement for in anticipation of selling the West Oakland Office Building at 1010 East West Maple the County and therefore must relocate a fiber optic hub (hub) which resides therein to a location in the same general vicinity; and Supported by Matis. Motion to report to amend carried unanimously on a roll call vote. Motion on the Fiscal Note carried unanimously on a roll call vote. 7. INFORMATION TECHNOLOGY – INTERGOVERNMENTAL AGREEMENT TO TRANSFER GIS AND RELATED DATA TO THE SOUTHEAST MICHIGAN COUNCIL OF GOVERNMENTS (SEMCOG) The Department of Information Technology is seeking approval of an intergovernmental agreement between the County of Oakland and the Southeast Michigan Council of Governments (SEMCOG) that will allow the County to establish terms and conditions for SEMCOG to have access to Oakland County’s FINANCE COMMITTEE Page 5 August 8, 2013 Geographic Information System (GIS) data without fees or costs. Zack moved approval of the attached suggested resolution. Supported by Long. Motion carried unanimously on a roll call vote. 5. MR #13207 – ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS DEPARTMENT/PLANNING AND ECONOMIC DEVELOPMENT SERVICES DIVISION – POSITION CHANGES The Planning and Economic Development Services Division is seeking approval of some position changes, which includes the creation of three positions, an upward reclassification of two positions and the deletion of one position. A budget amendment is recommended. Scott moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried on a roll call vote. 8. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION – APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WI TH THE TOWNSHIPS OF GROVELAND AND HOLLY AND THE CHARTER TOWNSHIP OF LYON The Department of Management and Budget/Equalization Division is seeking approval of contracts with the aforementioned communities for Equalization Division Assistance Services, such as original assessments, reappraisals and file maintenance for the term of July 1, 2013 through June 30, 2016. Revenues and expenditures associated with the services for these contracts are included in the FY 2013 through FY 2015 Adopted Budget; therefore, no budget amendment is recommended at this time. Long moved approval of the attached sugge sted resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 9. PUBLIC SERVICES DEPARTMENT – ANIMAL CONTROL AND PET ADOPTION CENTER – ACCEPTANCE OF GIFT TO THE OAKLAND COUNTY ANIMAL CONTROL AND PET ADOPTION CENTER Oakland County Animal Control and Pet Adoption Center is seeking approval of a donation in the amount of $46,500 from the Estate of Joyce M. Danas to assist in providing qualit y care to animals at the center. The donation will be accounted for in the Oakland County Animal Control and Pet Adoption Center’s Legacy Fund. Per MR #83204 all gift donations with a value of $10,000 or greater, with no match or other financial obligations to the County, must be reviewed by the department’s/division’s liaison committee, and acknowledged by the Board of Commissioners by signed resolution. No budget amendment is recommended at this time. Taub moved approval of the attached Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 10. BOARD OF COMMISSIONERS – PAYMENT OF 2014 COUNTY DUES FOR MICHIGAN ASSOCIATION OF COUNTIES (MAC) MR #04298 requires that the Finance Committee approve the annual payment of the County’s dues to the FINANCE COMMITTEE Page 6 August 8, 2013 Michigan Association of Counties (MAC) prior to processing the invoice. The amount of the MAC 2014 County Dues invoice is $72,811.73. Taub moved to authorize payment of the Fiscal Year 2014 MAC County Dues Invoice. Supported by Crawford. Motion carried on a roll call vote with Long and Scott voting no . RECESS at 9:43 a.m. RECONVENED at 10:02 a.m. BUDGET HEARINGS TREASURER’S OFFICE Mr. Meisner reported that the number of delinquencies turned over to the County Treasurer’s Offic e has decreased from 107.6 million last year to about $89 million this year, indicating a positive trend line for delinquent taxes since 2009. He stated that taxpayers are 95.5 percent current on this year’s taxes with 4.5% in collections. Mr. Meisner mentioned that for the taxpayers whose property taxes have gone into collections, the monthly payment plan has been successful in assisting them in paying their delinquent taxes. He stated that 92 percent of the taxpayers in collections are in compliance , and the County has received $17.8 million in collections through the monthly payment plan since March of 2012. Mr. Meisner reported that the County has received $1.4 million from the Michigan State Housing Development Authority on behalf o f families to pay up to $30,000/yr. of their delinquent taxes . Mr. Meisner informed the commissioners that the Treasurer’s Office will be conductin g the Oakland County Land Sale from August 26 through August 28, 2013 , at the Ultimate Soccer Arena in Pontiac. He explained that land sales are conducted for properties in which taxpayers have walked away from their properties. There will be about 1,100 properties auctioned at t he land sale this year, which he explained has decreased from 1,684 last year. Mr. Meisner stated that Pontiac Schools has a debt to the County of about $7 million . He indicated that over the last several years the City of Pontiac had been hit with 12 .2 million in adjustments from the Michigan Tax Tribunal through taxpayer appeals, the largest being from General Motors ($2,663,736.41). He handed out a document with a pie chart that reflects the Pontiac Schools month end balance breakdown from April 2011 through July 2013. Mr. Meisner stated that they are in the process of obtaining an intercept agreement with the Pontiac School District to recover this debt that is owed to the County. Commissioner Taub requested that the Treasurer’s Office notify the Finance Committee in the futur e when a situation such as this occurs in which the Michigan Tax Tribunal has awarded taxpayers in a troubled community such a substantial amount. She requested that the information should be broken down by community . Mr. Meisner indicated that he receives a weekly report from his staff in regards to Michigan Tax Tr ibunal cases, and he would be happy to share that data with the commissioners. Mr. Meisner and Ms. VanPelt answered questions by the commissioners regarding budget line items in the FY 2014 – FY 2016 Recommended Budget . CLERK/REGISTER OF DEEDS FINANCE COMMITTEE Page 7 August 8, 2013 Ms. Brown directed the commissioners to areas in the budget where changes were made. She indicated that Photographs, line item #631519, was originally budg eted for $36,000 in revenue. However, in 2010 they received $61,000 in revenue; in 2011, they received $65,000; and in 2012, they received $92,000. Therefore, for FY 2014 – FY 2016, they increased it to $70,000. She attributed this increase in revenue to passports and Concealed Weapons Licenses (CPLs). She informed the commissioners that so far this year they have brought in $100,000 in revenue for Photog raphs; however, they didn’t increase the budget to that extent because of the timing of renewals of CPLs that occurred this year, and they had held a Passport Day event on a Saturday, which was a successful event that contributed to the increase in revenue as well for this year. Ms. Brown mentioned that they had also increased Passport Fees, line item #631470 in the budget , from $5,000 to $10,000. She informed the commissioners that so far this year, as of June 30th, they have brought in over $14,000 in revenue. Ms. Brown stated that they have been aggressively pursuing the collection of late filing fees for Campaign Finance Reports, and they have surpassed the budgeted amount for that revenue, receiv ing $15,106 for FY 2012. As it relates to expenditures, Ms. Brown explained that Professional Services was originally budgeted for $147,000 and $132,000, but in 2011, only $7,400 was charged , and in 2012 it was $2,300. Ms. Brown explained that the majori ty of these expenses were shifted into the Automation Fund so it was changed for the FY 2014 – FY 2016 Recommended Budget to $10,000. Ms. Brown explained that the overtime line item amount of $12,725 was attributed to a nine -week backlog that existed when she first came into office due to a combination of a vacancy position and an increased amount of filings in the Deeds Office. She stated that the vacant position has been filled and that they are hoping to be caught up with the backlogs before the end of the Fiscal Year. Ms. Brown answered questions by the commissioners on budget line items in the FY 2014 – FY 2016 Recommended Budget. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 10:50 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.