Loading...
HomeMy WebLinkAboutMinutes - 2013.08.22 - 36744 August 22, 2013 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:05 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 COMMITTEE MEMBERS ABSENT WITH NOTICE Nancy Quarles OTHERS PRESENT CENTRAL SERVICES J. D. VanderVeen, Director COUNTY EXECUTIVE Bob Daddow, Deputy County Executive Jerry Poisson, Deputy County Executive Phil Bertolini, Deputy County Executive Pam Weipert, Compliance Officer, Compliance Scott Guzzy, Purchasing Administrator COMMUNITY & HOME IMPROVEMENT Gordon Lambert, Chief of Operations Kirsten Hoffman, Supervisor, Administrative Svcs. Whitney Calio, Emergency Services Coordinator Carla Spradlin, Grant Compliance Coordinator ECONOMIC DEV. & COMMUNITY AFFAIRS Irene Spanos, Director Dan Hunter, Deputy Director EQUALIZATION Kimberly Hampton, Technical Assistant 52-1 DISTRICT COURT Joyce A Renfrow, Court Administrator Melissa Walter, Accounts Clerk 52-2 DISTRICT COURT Sharon Rupe, Court Administrator 52-3 DISTRICT COURT Hon. Julie Nicholson, Chief Judge Renee Gillert, Court Administrator 52-4 DISTRICT COURT Jill Padileau, Court Administrator HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager INFORMATION TECHNOLOGY Ed Poisson, Director LIBRARY BOARD Laura Mancini, Director MANAGEMENT & BUDGET Laurie VanPelt, Director Tim Soave, Manager Lynn Sonkiss, Chief, Fiscal Services Gaia Piir, Supervisor II 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 22, 2013 OTHERS PRESENT, cont’d. MANAGEMENT & BUDGET Laura Huyghe, Accountant Monica Tinsley, Financial Analyst Antonio Pisacreta, Financial Analyst Ebru Adoglu-Jones, Financial Analyst Leo Lease, Analyst Kim Elgrably, Financial Analyst Nancy Falardeau, Financial Analyst Jeff Phelps, Parks Fiscal Coordinator Pamela Barrow, Accountant Jawyeuan Chen Tsai, Accountant PARKS AND RECREATION Dan Stencil, Executive Officer PROBATE COURT Hon. Linda Hallmark, Judge Rebecca Schnelz, Court Administrator PURCHASING Scott Guzzy, Purchasing Admin. TREASURER’S OFFICE Ross Gavin, Deputy Treasurer WATER RESOURCES C OMMISSIONER Steve Korth, Manager Tom Maxwell, Civil Engineer 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 Crawford moved approval of the previous minutes o f August 8, 2013, as printed. Supported by Zack. Motion carried on a voice vote. PUBLIC CO MMENT None. FY 2013 CONTINGENCY REPORT General Fund Equity During FY 2013 balanc e will be reduced by $66,000.00 to $973,585 with approval of item 4. Taub moved to receive and file the FY 2013 Contingency Report dated August 15, 2013, as amended. Supported by Long. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the August 22, 2013 Finance Committee Meeting FINANCE COMMITTEE Page 3 August 22, 2013 B. Health & Human Services/Health Division – 2013-2014 Great Parents, Great Start – Oakland Grant Application C. Sheriff’s Office – Cancellation of Oakland County Sheriff’s Office 2013 Law Enforcement Services Agreement with the Charter Township of Royal Oak D. Notice of Hearing: City of Auburn Hills = August 19, 2013 7 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 Matis moved to receive and file the Communications. Supported by Scott. Motion carried on a voice vote. REGULAR AGENDA 1. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – COMMUNITY & HOME IMPROVEMENT DIVISION – 2013 ANNUAL ACTION PLAN AND CONSOLIDATED GRANT ACCEPTANCE FOR COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG), HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) AND EMERGENCY SOLUTIONS GRANT (ESG) PROGRAMS The U.S. Department of Housing and Urban Development has awarded the Oakland County Community and Home Improvement Division $7,950,901 in grant funding, which includes $6,868,762 in Fede ral Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME) program and Emergency Solutions Grants (ESG) program funds; $500,000 in estimated HOME Improvement Revolving Loan Funds; $250,000 in estimated HOME Program income and HOME Co unty match of $332,129. The grant currently funds 22 Special Revenue positions in the Economic Development & Community Affairs/Community & Home Improvement Division, 40% of one General Fund/General Purpose Environmental Program Coordinator position in the Planning & Economic Development Division for an ESG Coordinator and 50% of the cost of one GF/GP Accountant III position in the Management & Budget/Fiscal Services Division for grant accounting services. Ms. Spradlin stated that this year’s grant award reflects an increase of about $422,000. Ms. Spradlin explained that Federal sequestration and continuing resolutions delayed Congressional release of CDBG, HOME and ESG funds by two months, which imposed a constrained program year and an adverse impact on the County to meet Federal spending performance requirements. Therefore, as noted in the resolution, to expedite release of funds and mitigate adverse impacts to the program, they had to abridge the Oakland County Board of Commissioners’ Grant Acceptanc e process by having the County Executive and the Board of Commissioners Chairperson sign the grant agreement upon completion of the Grant Review process but prior to coming to the Planning and Building and Finance Committees . Ms. Spradlin informed the commissioners that letters will be mailed tomorrow, August 23 , 2013, informing each community of the amount of funds available for them through the CDBG. Mr. Lambert indicated that the communities will be using the funds for housing counseling activities. Zack moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Quarles absent . 2. WATER RESOURCES COMMISSIONER – A RESOLUTION ADOPTING A FINAL PROJECT PLAN FOR WASTEWATER SYSTEM IMPROVEMENTS AND DESIGNATING AN AUTHORIZED PROJECT REPRESENTATIVE The Water Resources Commissioner is seeking approval of a final project plan that consists of an upgrade to the Supervisory Control and Data Acquisition (SCADA) system, which is designed to control a nd monitor the water and wastewater treatment/pumping process. The Water Resources Commissioner, per FINANCE COMMITTEE Page 4 August 22, 2013 Miscellaneous Resolution #13039, applied for an S2 Grant from the Michigan Department of Environmental Quality in the amount of $498,334 to fund the plann ing and design services for the SCADA system project, and the grant requires that the Oakland County Board of Commissioners adopt the final SCADA system project plan. The Project Plan was presented at a Public Hearing held on May 30, 2013, and all public comments have been considered and addressed. The SCADA system utilizes the existing OakNET network infrastructure, which is managed by Oakland County Information Technology. The network uses radios and OakNET fiber optic communication to provide the high speed communication network. The project includes the addition of a new SCADA Data Server Center to be located at the Oakland County Information Technology building, a new SCADA Operations Control Center to replace the existing, outdated hardware at th e Water Resources Commissioner offices and approximately eight new Radio Concentrator Sites (RCS) with upgrades to additional radio repeater sites dispersed throughout the County. The estimated total cost of this project is not to exceed $2,366,339. Jim Nash, Water Resources Commissioner, Phil Sanzica, Chief Deputy, WRC and Suzanne R. Coffey, P.E., Manager, WRC are designated as the authorized project representatives for all activities associated with the project referenced above, including the submittal o f said Project Plan as the first step in applying to the State of Michigan for a revolving fund loan to assist in the implementation of the selected alternative. Mr. Korth explained that the cost will be paid for from communities through the community sewer funds. This resolution was directly referred by the Planning and Building Committee. Taub moved approval of the attached suggested Fiscal Note. Supported by Crawford. Motion carried unanimously on a roll call vote with Quarles absent. 3. DEPARTMENT OF MANAGEMENT AND BUDGET/EQUALIZATION DIVISION – APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CITIES OF AUBURN HILLS, LATHRUP VILLAGE AND ROCHESTER 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. There is no budget amendment required. Matis moved approval of the attached suggested resolution. Supported by Scott. Motion carried unanimously on a roll call vote with Quarles absent . 4. BOARD OF COMMISSIONERS TRI-PARTY PROGRAM – ADDITIONAL APPROPRIATION FOR CHARTER TOWNSHIP OF WEST BLOOMFIELD – PROJECT NO. 51621 The resolution approves an additional $66,000 through the Tri-Party Program for a project in the Charter Township of West Bloom field. The project was established for the resurfacing of Fourteen Mile Road from Haggerty Road to Country Way. Scott moved approval of the attached suggested resolution. Supported by Long. Motion carried unanimously on a roll call vote with Quarles absent . RECESS at 9:22 a.m. RECONVENED at 9:42 a.m. FINANCE COMMITTEE Page 5 August 22, 2013 BUDGET HEARINGS PROBATE COURT Judge Hallmark presented on behalf of the Probate Court. The Court deals with estate and guardianship cases for the mentally ill and senior citizens, and Judge Hallmark indicated that caseloads are on the upswing. Ms. Schnelz explained that the numb er of cases that they are required to monitor over the years has continued to grow, which has caused staffing challenges. Judge Hallmark stated that over the last couple of years the Probate Court has joined the E -filing system, which helps cut down on the amount of people coming into the courthouse. The Probate Court has 27 staff, and Ms. Schnelz indicated that currently they have two out on short -term disability and one on m aternity leave, and future requests for additional staffing is possible. Judge Hallmark and Ms. Schnelz answered questions posed by the commissioners regarding budget line items. DISTRICT COURT Chief Judge Julie Nicholson indicated that by Court rule, the Chief Judge is responsible for the budget, and that the court administrators communicate frequently with her in regard to the budget. She stated that Novi and Rochester Hills are at the higher end of caseloads, and Troy and Clarkston are at the low end; therefore, there will be some variances between budget numbers for the divisi ons. Chief Judge Julie Nicholson presented for the 5 2nd District Courts and indicated that there aren’t any significant changes in the District Court budget for FY 2014 – FY 2016. Ms. Rupe indicated that they had 67% part-time staff, which caused some staffing issues. As a result, the Clarkston District Court had just submitted a resolution to the Board of Commissioners to request the deletion of two part-time staff and the addition of one full -time staff member to the clerical division . If the resolution is adopted, the part -time-staff percentage will decrease to 52%. Ms. Rupe indicated that there is more turnover with part-time staff. Judge Nicholson stated that they are cross-training staff as well, which is beneficial. BOARD OF COMMISSIONERS/LIBRARY BOARD/PARKS AND RECREATION Library Board Mr. VerPloeg and Ms. Mancini responded to questions regarding line items. Contractual Services increased 3% due to the contract with the Rochester Hills Library to provide a library for the Visually & Physically Impaired (LVPI). The Overall Charges for Services decreased by about $5,000 due to the Library’s implementation of two online research products for the public, which decreased revenue generated from photocopies and printing activities by the public. Parks and Recreation Commission Mr. Stencil stated that the $20.7 million in revenue is the result of a large effort in collaborating with the local units of government as well as the Michigan Department of Natural Resources. There are plans to look at large acquisition opportunities especially as it involves the natural areas. Mr. Stencil explained that they are going through a cost recovery period in terms of services to the public and making sure that they are as efficient and effective as possible. He explained that over the past five years they have been very conservative in terms of the Parks and Recreation budget approach, as well as cutting back staff. FINANCE COMMITTEE Page 6 August 22, 2013 Mr. Stencil said that there is a significant increase in part -time seasonal staff to assist them with extended seasons for activities like camping and golf operations. He explained that there are no general fund dollars in Parks and Recreation revenues, and this year’s revenues have been significantly affected by a very cool and wet summer. OTHER BUSINESS Budget Wrap-Up – Finance Committee Recommendation (Budget Amendment List as of 8/15/13 included in packet) Taub moved approval of the County Executive’s Budget Recommendation for FY 2014, FY 2015 and FY 2016. Supported by Scott. Long moved to amend the Budget by approving Section A, Amendments Made Pursuant to Adoption by Separate Resolutions MR #13165, MR #13189, MR #13182, MR #13192, MR #13193, MR #13204, MR #13190 and MR #13207. Supported by Matis. Motion carried unanimously on a roll call vote with Quarles absent. Scott moved to amend the Budget by approving Section B, Human Resources Committee Recommended Amendments. Supported by Taub. Motion carried unanimously on a roll call vote with Quarles absent. Crawford moved to amend the Budget by approving Section C, Finance Committee Recommended Amendments Items 1 – 7. Supported by Zack. Motion carried unanimously on a roll call vote with Quarles absent. Woodward moved to amend the Budget by adding a Section C-8, Support Economic Development in our local Cities and Municipalities, which states “The Board of Commissioners authorizes $200,000 in equity assignment for a new program designed to support economic development in cities and municipalities in Oakland County, including but not limited to partnering with “Buy Local” campaigns. The program requirements and processes will be developed in conjunction with the Administration in order to launch the program no later than Jan. 1, 2014.” Supported by Matis. Main motion, as amended, carried unanimously on a roll call vote with Quarles absent. Matis moved to authorize a Public Notice and Public Hearing for September 19, 2013, 9:45 a.m. Supported by Zack. Motion carried unanimously on a roll call vote with Quarles absent. ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 11:03 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg FINANCE COMMITTEE Page 7 August 22, 2013 Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.