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HomeMy WebLinkAboutMinutes - 2013.09.26 - 36753 September 26, 2013 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:04 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, Jeff Matis, Helaine Zack, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE Kathy Crawford OTHERS PRESENT CIRCUIT COURT Suzanne Hollyer, Director, Friend of the Court CORPORATION COUNSEL Keith Lerminiaux, Corporation Counsel COUNTY EXECUTIVE Bob Daddow, Deputy County Executive EQUALIZATION Dave Hieber, Manager Kimberly Hampton, Technical Assistant FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Holly Conforti, Chief Gaia Piir, Supervisor II Monica Tinsley, Analyst Antonio Pisacreta, Analyst HEALTH AND HUMAN SERVICES Kathy Forzley, Manager HUMAN RESOURCES Nancy Scarlet, Director Karen Jones, Manager Jordie Kramer, Supervisor Lori Taylor, Supervisor Sara Kohn, Analyst Julie Fisher, Analyst Claire Flaisch, Analyst INFORMATION TECHNOLOGY Patricia Coates, 9-1-1 Coordinator, CLEMIS MEDICAL EXAMINER’S OFFICE Bob Gerds, Administration PARKS AND RECREATION Sue Wells, Manager PURCHASING Scott Guzzy, Administration, Compliance Pam Weipert, Compliance Officer, Compliance SHERIFF’S OFFICE Chuck Snarey, Major Robert Smith, Major Christopher Coe, Sergeant/V.P., OCCOA Kevin Banycky, 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 September 26, 2013 OTHERS PRESENT, CONT’D WATER RESOURCES COMMISSIONER Steve Korth, Manager AXE AND ECKLUND John Axe, Bond Counsel MICHIGAN STATE UNIVERSITY – EXT. Marie Ruemenapp , District Coordinator OAKLAND UNIVERSITY Brenda Carter, Student (MPA) BOARD OF COMMISSIONERS Phil Weipert, Commissioner, District #8 Jim VerPloeg, Administrative Director 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 Zack moved approval of the previous minutes o f September 26 , 2013, as printed. Supported by Taub. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Commissioner Middleton indicated that one public hearing notice was added as Communications Item H. PUBLIC COMMENT FY 2013 CONTINGENCY REPORT The beginning Fiscal Year (FY) 2014 Contingency Fund balance of $295,000 will not be impacted by items on today’s agenda. The FY 2013 – FY 2015 Classification and Rate Change balance will be reduced by $47,317 with adoption of Items #12 and #13 to a balance of $59,416. The FY 2013 – FY 2015 Capital Outlay – Miscellaneous balance will be reduced by $4,189 to $966 with the purchase of office furn iture by Animal Control. The FY 2013 – FY 2015 Grant Match balance of $1,160,000 will be reduced by $85,903 to $1,074,097 with the approval of Item #5 . Taub moved to receive and file the FY 2013 – FY 2015 Contingency Report dated September 20, 2013, as amended. Supported by Long. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the September 26, 2013 Finance Committee Meeting B. Circuit Court – 2014 Urban Drug Court Initiative (UDCI) Pilot Program - Application C. Circuit Court – 2014 Michigan Mental Health Drug Court Grant Program - Application D. Economic Development & Community Affairs – Arts, Culture & Film FY 2014 Regional Regranting Services Grant Application – Michigan Council for Arts and Cultural Affairs E. Charter Township of Royal Oak – Sheriff Patrol Services Delinquent Invoice Balance FINANCE COMMITTEE Page 3 September 26, 2013 COMMUNICATIONS, cont’d F. Notice of Hearing: City of Auburn Hills – September 23, 2013 7 p.m. – RE: Request for a New Personal Property Related Industrial Facilities Exemption Certificate located at 765 Standard Parkway, Auburn Hills, MI 48326 G. Notice of Hearing: City of Auburn Hills – September 23, 2013 7 p.m. – RE: Requests for a 1) approving an Industrial Facilities Exemption Certificate (IFEC) f or Real and Personal Property; 2) approving Transfer & Extension of IFEC #2010 -394 for a Facility Located at 2611 Superior Ct., Auburn Hills, MI 48326 H. Notice of Hearing: City of Rochester Hills – September 30, 2013 7 p.m. – RE: Request for an Industrial Facilities Exemption Certificate Located at 2923 Technology Drive (Otto Bock Polyurethane Technologies, Inc.) Taub moved to receive and file the C ommunications. Supported by Scott. Motion carried on a voice vote. REGULAR AGENDA 1. RESOLUTION APPROVING AN AMENDMENT TO THE 2007 OAKLAND COUNTY INTERMEDIATE RETIREE MEDICAL BENEFITS TRUST AGREEMENT BETWEEN THE COUNTY AND THE TRUSTEES DESCRIBED THEREIN , ESTABLISHING THE 2007 OAKLAND COUNTY INTERMEDIATE RETIREE MEDICAL BENEFITS TRUST The Oakland County VEBA (the “VEBA Trust”) is a trust established by the Oakland County VEBA Trust Agreement effective October 1, 2000, as amended on July 1, 2007, between the County and the Trustees for the purposes of accumulating the funds needed to provide Retiree Medical Bene fits and receiving contributions for that purpose from the County and its employees . The resolution rescinds the amendment to the 2007 Oakland County Intermediate Retiree Medical Benefits Trust Agreement that was adopted on November 28, 2012, via Miscel laneous Resolution #12288 and amends Section 3 of the 2007 Intermediate Trust Agreement to allow the County to make contributions to the Intermediate Trust. A new Section 3A is also added to permit t he exchange of assets between the County and the Interme diate Trust effective any time after October 2, 2013. At the request of Commissioner Woodward, Mr. Axe handed out a document listing the Summary of Actions, which will occur in October and November of 2013, provided that this resolution and Item #2 are approved, as follows: 1. October 2, 2013 – Board of Commissioners approves Amendment to 2007 Intermediate Trust Agreement. 2. October 2, 2013 – Board of Commissioners approves creation of Superseding Trust 3. October 8, 2013 – Amendment to 2007 Intermediate Trust Agreement is executed and delivered 4. October 8, 2013 – Superseding Trust Agreement is executed and delivered 5. October 30, 2013 – Board of Commissioners approve final resolution establishing New “Plan, Program or Arrangement” to handle future Health Care Liabil ities thereby supplementing and superseding the County’s former Health Care Program 6. November 7, 2013 – Contract between the County and the Superseding Trust is executed and delivered 7. November 12, 2013 – New “Plan, Program or Arrangement” takes effect Scott moved approval of the attached suggested Resolution. Supported by Taub. FINANCE COMMITTEE Page 4 September 26, 2013 Motion carried unanimously on a roll call vote with Crawford absent. 2. RESOLUTION APPROVING THE 2013 SUPERSEDING OAKLAND COUNTY RETIREE MEDICAL BENEFITS TRUST AGREEMENT BETWEEN THE COUNTY AND THE TRUSTEES DESCRIBED THEREIN, ESTABLISHING THE 2013 SUPERSEDING OAKLAND COUNTY RETIREE MEDICAL BENEFITS TRUST The resolution establishes the 2013 Superseding Oakland County Retiree Medical Benefits Trust which will fully fund more than 100% of the actuarial liability of the Oakland County Retiree Medical Ben efits. The Trustees will enter into a contract with Oakland County to keep the Oakland County Retiree Medical Benefits Trust fully funded in the futur e by allowing the County to exchange funds from the Trust to the VEBA. Ms. VanPelt explained that funds will be put in this trust over the next two years. Once the refunding of the current bonds is complete, the debt service will come down. There will be an estimated savings of about $13 million per year on the annual debt service payment, and money will be put aside to liquidate the Certificates of Participation (COPs). Taub moved approval of the attached suggested Resolution. Supported by Long. Motion carried unanimously on a rol l call vote with Crawford absent. 3. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CHARTER TOWNSHIP OF BRANDON 2013 - 2015 The Sheriff’s Office is seeking approval of an amendment to the Law Enforcement Services contract with the Charter Township of Brandon for FY 2013 – 2015 to have the Patrol Investigator (School Liaison) General Fund/General Purpose Deputy II position vacated for the period of June 26, 2014 through August 19, 2013, to eliminate the cost for the Deputy for th at time period, and then the position will be eliminated entirely effective June 27, 2014 through the end of the contract term, December 31, 2015. Revenue and expense budgets are amended for FY 2013, 2014, 2015 and 2016. Matis moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Crawford absent. 4. SHERIFF’S OFFICE – ADDITION OF K-9 DOG Per MR #05079, the Sheriff was authorized to purchase several K -9 dogs for use by the Sheriff’s Office. The Sheriff’s Office purchased Maverick seven years ago, and since he is nearing retirement age, the Sheriff recommends that Maverick be sold to his handler, Deputy Craig Pesko for the amount of $1.00. The Sheriff’s Office will replace Maveric k with a new dog named Brig, who will be purchased from Deputy Pesko for $1.00, which will result in $15,000 in savings to the County. Matis moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Crawford absent. 5. SHERIFF’S OFFICE AND CIRCUIT COURT – 2013 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM – ACCEPTANCE The State of Michigan Automobile Theft Prevention Authority (ATPA) has awarded the Auto Theft Unit of the Sheriff’s Office funding in the amount of $1,330,865 for the period of October 1, 2013 through FINANCE COMMITTEE Page 5 September 26, 2013 September 30, 2014, which includes $545,655 in required matching funds. The grant continues to fund one Sergeant and five Deputy II positions in the Sheriff’s O ffice/Investigative & Forensic Services/Special Teams Unit. The grant reimburses 59% of the cost of one General Fund/General Purpose (GF/GP) Deputy II position contracted by the City of Pontiac in the Sheriff’s Office/Patrol Services/Pontiac division. In addition, the grant continues to fund one Special Revenue Deputy II position in the Sheriff’s Office/Investigative & Forensic Services/Special Teams Unit and continues via letter of agreement to authorize the Sheriff’s Office to participate in the separat e ATPA grant award with the City of Detroit, which includes an allocation of $117,613 to the County with a required County match of $55,278. The continuation of this program, including positions, is contingent upon continued grant funding for this program. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Crawford absent. 6. HUMAN RESOURCES DEPARTMENT – FISCAL YEAR 2014 – FISCAL YEAR 2015 COLLECTIVE BARGAINING AGREEMENT FOR EMPLOYEES REPRESENTED BY THE OAKLAND COUNTY DEPUTY SHERIFF’S ASSOCIATION (O.C.D.S.A.) CORRECTIONS/COURT SERVICES The County of Oakland and the Oakland County Deputy Sheriff’s Association (OCDSA) have negotiated a two-year Collective Bargaining Agreement for the period of October 1, 2013 through September 30, 2015. The agreement provides for a 1% wage increase for Fiscal Year 2014 or “me too” with general, non - represented employees , if a greater increase is approved , and will be applied at the same time a nd in the same manner. It also provides for a 1% wage increase for Fiscal Year 2015 and includes the “me too” provision, if a greater increase is approved. Effective January 1, 2014, a $500 annual bonus will be paid to the Forensic Lab Specialist I and Forensic Lab Specialist II employees. Any other benefit modifications implemented countywide to general, non -represented employees that take effect during calendar years 2014 and 2015 shall also be applied to employees represented by the OCDSA. No budget amendment is recommended because these increases were anticipated and are included in the FY 2014, 2015 and 2016 budget. Scott moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote wit h Crawford absent. 7. HUMAN RESOURCES DEPARTMENT – FISCAL YEAR 2014 – FISCAL YEAR 2016 COLLECTIVE BARGAINING AGREEMENT FOR EMPLOYEES REPRESENTED BY THE COMMAND OFFICER’S ASSOCIATION (C.O.A.) The County of Oakland and the Command Officers’ Association (COA) have negotiated a three -year Collective Bargaining Agreement for the period of October 1, 2013 through September 30, 2016. The agreement provides for a 2% wage increase for Fiscal Year 2014 or “me too” with general non-represented employees if a greater increase is approved, and will be applied at the same time and in the same manner. The parties also agreed to a 1% wage increase for Fiscal Year 2015, which also includes the “me too” provision if a greater increase is approved. The “me too” provision als o applies to any wage increases for general non-represented employees for FY 2016. Effective January 1, 2014, a $2,000 annual bonus will be paid to one (1) Lieutenant (approved by the Sheriff) assigned to Corrective Services/Detention Facilities; to be paid bi-weekly. Any other benefit modifications implemented countywide to general, non -represented employees that take effect during the duration of this Collective Bargaining Agreement shall be applied to employees represented by this bargaining unit at th e same time and in the same manner. Effective with the execution of this agreement, employees in this bargaining unit hired on or after May 27, 1995 , in the Defined Contribution Retirement Plan, shall contribute an additional 1% of their base wages to the Retirement Plan for a total of 6%. No budget amendment is recommended because these increases were FINANCE COMMITTEE Page 6 September 26, 2013 anticipated and are included in the FY 2014, 2015 and 2016 budget. Taub moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Crawford absent. 8. WATER RESOURCES COMMISSIONER’S OFFICE – DELETE AND CREATE POSITIONS The Water Resources Commissioner (WRC) is seeking authorization to delete one full -time eligible Drainage District Insurance Administrator position and one full -time eligible Paralegal WRC position, and add two new classifications: WRC Senior Attorney, at Salary Grade 15, and a WRC Attorney, at Salary Grade 13. In addition, they are seeking authorization to create two WRC Senior Attorney positions in WRC Administration. Zack moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Crawford absent. 9. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DI VISION – AMENDMENT #4 TO THE INTERLOCAL AGREEMENT BETWEEN THE COUNTY OF OAKLAND AND THE OAKLAND COUNTY COMMUNITY MENTAL HEALTH AUTHORITY The Department of Health and Human Services is seeking approval of an Amendment #4 to the interlocal agreement between the Oakland County Community Mental Health Authority and the County of Oakland to provide substance abuse services to Medicaid recipients. This amendment increases Medicaid funding for FY 2013 by $400,000, and funding for the adult benefit waiver increas es $176,415 for a total of $3,000,000 in funding for this agreement. Zack moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Crawford absent. 10. DEPARTMENT OF MANAGEMENT AND BUDG ET/EQUALIZATION DIVISION – APPROVAL OF CONTRACT FOR OAKLAND COUNTY EQUALIZATION DIVISION ASSISTANCE SERVICES WITH THE CITY OF CLAWSON The Department of Management and Budget is seeking approval of the renewal of a contract between the County of Oakland and the City of Clawson 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 contra cts are included in the FY 2013 through FY 2015 Adopted Budget; therefore, no budget amendment is recommended at this time. Matis moved approval of the attached suggested Resolution. Supported by Quarles. Motion carried unanimously on a roll call vote with Crawford absent. 11. PUBLIC SERVICES DEPARTMENT/MSU EXTENSION – ESTABLISHING A PROFESSIONAL SERVICES CONTRACT FOR ONE 4 -H YOUTH DEVELOPMENT COORDINATOR POSITION AND EDUCATIONAL PROGRAMMING SERVICES Currently, a 4-H Youth Development Program Coordinat or position is vacant, and the County wishes to utilize the funds from the vacant 4 -H Youth Development Program Coordinator position to contract 4 -H Youth Development Coordinator services on a trial basis from the Michigan State University -Extension (MSU-E) to determine if this arrangement meets the needs of the County and its citizens in a more cost - FINANCE COMMITTEE Page 7 September 26, 2013 effective manner. The contract will include Educational Programming services provided by MSU -E. The term of the contract will be from 9/1/2013 through 9/30/20 14, with a not-to-exceed amount of $215,525, with $61,700 for FY 2014 4-H Youth Development services and $153,825 for FY 2013 and FY 2014 Educational Programming services. In order to provide funding for the Educational Programming services, the Public Services Department is requesting the deletion of two part -time, non-eligible (PTNE) Student positions and to adjust various operating budget line items in FY 2013 and FY 2014. Taub moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote with Crawford absent. 12. HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN 4 TH QUARTERLY REPORT FOR FY 2013 Human Resources has reviewed the salary grades for 4 classes/4 positions and is recommending that they be upgraded based on adjustments to factors outlined in the report. The classification points in two positions will be changed with no change in title or salary grade. Two positions result in new classifications. One position will be retitled, and one position that is no longer needed will be deleted. The budget will be amended as detailed in the Fiscal Note. Taub moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote with Crawford absent. 13. HUMAN RESOURCES DEPARTMENT/MEDICAL EXAMINER – INCREASE SALARY RANGE OF CHIEF FORENSIC TOXICOLOGIST CLASSIFICATION As a result of a salary survey, the Human Resources Department found that the County’s Chief Toxicologist’s salary was very low compared to other counties. Therefore, the Human Resources Department/Medical Examiner is seeking approval to raise the salary range of the Chief Forensic Toxicologist position 10% to make it more attractive to qualified applicants. The top range of the salary scale will also be shortened from 5 years to 2 years. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Crawford absent. 14. DEPARTMENT OF FACILITIES MANAGEMENT /DEPARTMENT OF HEALTH AND HUMAN SERVICES – USE OF SPACE IN THE SOUTH OAKLAND HEALTH CENTER BY THE STATE OF MICHIGAN The State of Michigan, Department of Community Health (MDCH) is interested in leasing approximately 1,700 square feet of the County’s South Oakland Health Center to relocate its HIV Office, which is currently in Detroit, at the Herman Kiefer Health Complex. Currently, this space in the South Oakland Health Center (SOHC) is vacant, and it would meet the needs of the MDCH. In order to permit the MDCH to use the space at the SOHC an amendment to the Comprehensive Planning, Budgeting and Contracting (CPBC) Agreement between the State of Michigan and Oakland County is required. The amendment provides for the MDCH HIV Office to locate and run its operations in the SOHC and use 1,674 square feet of space at the County’s full building rates ($14.24 per square foot for FY 2014 with increases or decreases as set by the Board of Commissioners on an annual basis). Costs incurred by the County for this relocation will be reimbursed through the CPBC grant agreement. Taub moved approval of the attached suggested Fiscal Note. Supported by Matis. FINANCE COMMITTEE Page 8 September 26, 2013 Motion carried unanimously on a roll call vote with Crawford absent. 15. DEPARTMENT OF ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS – ACCEPTANCE OF UNITED STATES ENVIRONMENTAL PROTECTION AGENCY BROWNFIELD CONSORTIUM ASSESSMENT GRANT Oakland County has partnered with the Cities of Farmington Hills, Ferndale, Hazel Park, Madison Heights, Pontiac and Southfield to form the Oakland County Brownfield Consortium. The Environmental Protection Agency (EPA) has awarded the Oakland County Brownfield Consortium $600,000 in grant funding for 2013. Each of the six communities will enter into a memorandum of agreement with Oa kland County and have $60,000 to spend on environmental assessments on Brownfield sites in their cities as part of this grant. The remaining $240,000 of the grant will be spent on environmental investigations on Brownfield sites located in other cities, villages and townships not associated with the Oakland County Brownfield Consortium. Zack moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote with Crawford absent. 16. INFORMATION TECH NOLOGY – VILLAGE OF LAKE ORION POLICE DEPARTMENT CESSATION OF PSAP FUNCTIONS The Department of Information Technology is seeking an amendment of the Final Amended 9 -1-1 Service Plan for the County of Oakland to delete the Village of Lake Orion Police Depa rtment from the list of Primary Public Safety Answering Points (PSAPs) in the plan. The Village of Lake Orion passed a resolution to designate the Village of Oxford Police Department as the PSAP for all 9 -1-1 calls originating from within the Village of Lake Orion effective immediately or upon the transfer of emergency dispatching operations from Lake Orion to Oxford but not later than January 1, 2014, pursuant to Section 18 of the Michigan Emergency Telephone Service Enabling Act, Public Act 32 of 1986, a s amended. As a result, and pursuant to Section 502 of the Michigan Emergency Telephone Service Enabling Act, Public Act 32 of 1986, as amended, the Lake Orion Police Department shall cease functioning as a PSAP within the Oakland County 9-1-1 Services District immediately upon the transfer of emergency dispatching operations from Lake Orion to Oxford. Taub moved approval of the attached suggested resolution. Supported by Woodward. Motion carried unanimously on a roll call vote with Crawford absent. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committe e, the meeting was adjourned at 10:38 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg FINANCE COMMITTEE Page 9 September 26, 2013 Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.