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HomeMy WebLinkAboutMinutes - 2014.01.16 - 36779 January 16, 2014 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, Jeff Matis, Helaine Zack, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH OUT NOTICE Kathy Crawford OTHERS PRESENT CENTRAL SERVICES Karl Randall, Manager, Aviation CLERK/REGISTER OF DEEDS Lisa Brown, Clerk/Register of Deeds Joe Rozell, Director, Elections ECONOMIC DEVEL. & COMMUNITY AFFAIRS Irene Spanos, Director FACILITIES MANAGEMENT Art Holdsworth, Director Jason Warner, Supervisor, Planning/Engineering FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Holly Conforti, Chief Gaia Piir, Supervisor II Laura Huyghe, Accountant Jeff Phelps, Parks Fiscal Coordinator Monica Tinsley, Analyst Ebru Adoglu-Jones, Analyst Antonio Pisacreta, Analyst Kim Elgrably, Analyst HEALTH & HUMAN SERVICES Kathy Forzley, Manager, Health Division HUMAN RESOURCES Nancy Scarlet, Director Jennifer Hain, Manager Judy Fandale, Retirement Administrator PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Sandy Dorey, Recreation Programmer PURCHASING Pam Weipert, Compliance Officer Scott Guzzy, Admin. Purchasing TREASURER’S OFFICE Andy Meisner, Treasurer Jody Weissler DeFoe, Chief Deputy Treasurer Ross Gavin, Deputy Treasurer AXE AND ECKLUND John R. Axe, Pre sident 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 January 16, 2014 OTHERS PRESENT BOARD OF COMMISSIONERS Jim VerPloeg, 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 Scott moved approval of the previous minutes o f December 5, 2013, as printed. Supported by Zack. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Quarles moved approval of the agenda as presented. Sup ported by Scott. Motion carried on a voice vote. PUBLIC COMMENT None. FY 2013 CONTINGENCY REPORT The Use of General Fund Equity During FY 2013 balance will be decreased by $50,000 with the adoption of Item #10 on today’s agenda. Taub moved to receive and file the FY 2013 – FY 2015 Continge ncy Report dated January 9, 2014. Supported by Long. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the January 16, 2014 Finance Committee Meeting B. Health & Human Services – Homeland Security Division – FY 2014 Hazardous Materials Emergency Preparedness (HMEP) Application C. Sheriff’s Office – CY 2014 Marine Safety Program Grant Application D. Information Technology – CLEMIS Funds – Financial Statements and Schedules for the Year Ended September 30, 2013 Woodward moved to receive and file the Communications. Supported by Taub. Motion carried on a voice vote. FINANCE COMMITTEE Page 3 January 16, 2014 REGULAR AGENDA 1. RESOLUTION APPROVING AND RATIFYING THE IRREVOCABLE ESCROW AGREEMENT, PART II BETWEEN THE COUNTY OF OAKLAND AND THE HUNTINGTON NATIONAL BANK AS ESCROW PART II The resolution approves and ratifies the Irrevocable Escrow Agreement, Part II, between the County of Oakland and the Huntington National Bank. The amendment includes language that states that “As of the date hereof, the County is now obligated by contract under a new program to provide for the payment of retiree benefits through a newly created Trust entitled “2013 Superseding Oakland County Retire e Medical Benefits Trust” effective as of October 3, 2013 (the Superseding Trust), under which Superseding Trust the County is required to make annual transfers of assets to the Oakland County VEBA Trust from which all County retirees health care defined b enefits are paid pursuant to a Superseding Contract made as of December 9, 2013. This new contractual obligation of the County will supersede the arrangement which existed when the COPS were outstanding obligations of the County under the 2007 Oakland Cou nty Retiree Medical Benefits Funding Trust. In addition, at any time the Treasurer of the 2007 Intermediate Trust shall receive instructions from the County of Oakland to transfer “Surplus Intermediate Trust Assets” to Huntington National Bank as Trustee of the 2007 Oakland County Retiree Medical Benefits Funding Trust, the Treasurer shall thereafter without further action of these Trustees transfer those “Surplus Intermediate Trust Assets” to Huntington National Bank. No budget amendment is required. Scott moved approval of the attached suggested resolution. Supported by Quarles. Motion carried unanimously on a roll call vote with Crawford absent. 2. TREASURER’S OFFICE – FISCAL YEAR 2014 MICHIGAN FINANCI AL EMPOWERMENT INITIATIVE GRANT ACC EPTANCE The Community Economic Development Association of Michigan (CEDAM) has awarded the County Treasurer $25,000 in grant funding for the creation of a Financial Empowerment Center within the County Treasurer’s Office. The funds would cover costs of promoting fina ncial empowerment, including on-site housing counseling for mortgage and tax foreclosure prevention, on -site referrals to the Accounting Aide Society, and a multi-media financial literacy art contest for Oakland County high school students. The granting period is from January 1, 2014 through December 31, 2014. There is no County match required; however, the County Treasurer will provide $19,271 of in -kind staff support for the coordination of the grant, development and execution of outreach activities and materials, meetings with local officials to explain the program and request referrals for local units of government. The resolution accepts the grant funding from the CEDAM, and authorizes the Chairperson of the Board of Commissioners to execute the gran t agreement and to approve any grant extensions or changes within 15% variance of the original award that are consistent with the original agreement, as approved. Commissioner Taub requested that information be provided showing the number of people assist ed under this grant when it ends. Scott moved approval of the attached suggested resolution. Supported by Zack. Motion carried unanimously on a roll call vote with Crawford absent. 3. SHERIFF’S OFFICE – 2014 OFF-ROAD VEHICLE (ORV) SAFETY EDUCATION PROGRAM GRANT APPLICATION/ACCEPTANCE The State of Michigan, Department of Natural Resources (DNR), has awarded the Sheriff’s Office Marine FINANCE COMMITTEE Page 4 January 16, 2014 Safety Unit $400 for an Off-Road Vehicle Safety Education Program for the period of October 1, 2013 through September 30, 2014. The grant funding would provide $15 per trained/certified ORV student, and the estimated number of students is 27. No county match or additional positions are required. Matis moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote with Crawford absent. 4. COUNTY CLERK/REGISTER OF DEEDS – ELECTIONS DIVISION – AGREEMENT FOR BALLOT LAYOUT AND PROGRAMMING SERVICES BETWEEN OAKLAND COUNTY AND LOCAL MUNICIPALITIES The County Clerk/Register of Deeds is seeking approval of an agreement for cities, villages and townships in Oakland County to utilize the services of the Oakland County Elections Divisions for ballot layout and programming services at a cost of $300 per election. This is a contract renewal, and revenues and expenditures associated with these services are incorporated in the Adopted Budget for FY 2014, 2015 and 2016; therefore, no budget amendment is necessary. Long moved approval of the attached suggested Fiscal Note. S upported by Zack. Motion carried unanimously on a roll call vote with Crawford absent. 5. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2014 GRANT PROGRAM ACCEPTANCE – REMOVE OBSTRUCTIONS – RUNWAY R - DESIGN The Michigan Department of Transportation has awarded the County of Oakland $25,000 in grant funding, which includes $22,500 in Federal funds, $1,250 in State funds and a required County match of $1,250 , which is available from the Airport F und. The funds will be used in the design for obstruction removal for Runway 9R at the Oakland County International Airport. Matis moved approval of the attached sugge sted Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Crawford absent. 6. DEPARTMENT OF CENTRAL SERVICES – OAKLAND TROY AIRPORT – 2014 GRANT PROGRAM ACCEPTANCE – DESIGN FOR THE REHABILITATION OF PARALLEL TAXIWAY AND REPLACEMENT AND RELOCATION OF PAPI FOR RUNWAY 9/27 The Michigan Department of Transportation has awarded the County of Oaklan d $61,000 in grant funding, which includes $57,950 in Federal funds, $1,525 in State funds and a required County match of $1,525, which is available from the Airport Fund. The funds will be used in the design for the rehabilitation of the parallel taxiway and replacement and relocation of the Precision Approach Path Indicator (PAPI) for Runway 9/27 at Oakland Troy Airport. Long moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Crawford absent. 7. HUMAN RESOURCES DEPARTMENT – REDUCE VESTING PERIOD REQUIREMENT FOR RETIREMENT HEALTH SAVINGS PLAN PARTICIPANTS AND OFFER VOLUNTARY OPTION FOR EMPLOYEES TO SWITCH TO RETIREMENT HEALTH SAVINGS PLAN FROM VOLUNTARY EMPLOYEES’ BENEFIT ASS OCIATION PLAN FINANCE COMMITTEE Page 5 January 16, 2014 The resolution revises the vesting schedule for all Retirement Health Savings (RHS) Plan participants by allowing them to be 60% vested after 6 years and then 10% for each year thereafter until they are 100% vested after ten years of County service. During the period of June 1, 2014 through June 28, 2014, there will be a one-time voluntary opportunity for Voluntary Employees’ Benefits Association (VEBA) Plan eligible employees to convert from the VEBA plan to the RHS Plan for all non -represented employees and represented employees whose collective bargaining agreement provides for a “me too” for fringe benefits. Any employees who voluntarily convert from the VEBA Plan to the RHS Plan shall acknowledge by a signed statement that the decision to convert shall be irrevocable. In addition, the County shall deposit an initial lump sum amount for employees who convert from the VEBA Plan to the RHS Plan, into an RHS account which will equal $2,000 for each full year of eligible service with the Cou nty prior to April 1, 2014. Thereafter, the County will contribute the same biweekly amount provided to current RH S-eligible employees, who will be dependent upon bargaining union agreements or as provided for non -represented employees, whichever is applicable to the individual employee at the time of conversion. Taub moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Crawford absent. 8. DEPARTMENT OF HEALTH AND HUMAN SERVICES /HEALTH DIVISION – FISCAL YEAR 2013/2014 OAKLAND INTERMEDIATE SCHOOL DISTRICT, GREAT PARENTS GREAT START GRANT ACCEPTANCE The Oakland Intermediate School District has awarded $48,441 in grant funding to the Oakland County Health Division for the period of October 1, 2013 through September 30, 2014. The funds will be used to purchase educational supplies such as parent textbooks, screening tools and age -appropriate educational items for approximately 95 families with children aged birth to five years old a nd approximately 100 families with children aged birth to two years old in the Nurturing Parenting Program. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 9. DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – FISCAL YEAR 2013/2014 MICHIGAN DEPARTMENT OF ENVIRONMENTAL QUALITY (MDEQ) REIMBURSEMENT AGREEMENT ACCEPTANCE The Michigan Department of Environmental Quality has awarded $240,585 in grant funding to the Oakland County Health Division for services related to Non -Community (Type II) Water Supply, Long-Term Drinking Water Monitoring, Swimming Pool Program, Septage Waste Program, Campground Inspections and Medical Waste Program. The grant period is October 1, 2013 through September 30, 2014. Long moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Crawford and Quarles absent. 10. ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – BUYOAKLAND PROGRAM The Department of Economic Development & Community Affairs is seeking approval of the creation of the BuyOakland initiative and the appropriation of $50,000 for the creation, development and marketing of the BuyOakland campaign, which will be utilized to encourage both residents and businesses to look at Oakland County businesses first. Ms. Spanos explained that they will be creating a digital directory on the website (OaklandBusinessConnect.com ) that will allow people to search for businesses. FINANCE COMMITTEE Page 6 January 16, 2014 Long moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote with Crawford absent. 11. PARKS AND RECREATION COMMISSION – 2013 BP FUELING COMMUNITIES DONATI ON ACCEPTANCE The Parks and Recreation Commission is seeking acceptance of a $20,000 donation as part of the BP Fueling Communities Program to support the Disabled Veteran’s Sport Initiative. Long moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote with Crawford absent. 12. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING (FPE) – NORTHWEST CAMPUS BUILDINGS SECURITY ENHANCEMENT PROJECT The Sheriff’s Office and Building Safety h ave recommended several building security enhancements; therefore, Facilities Management/Facilities Planning & Engineering is seeking approval of the Northwest Campus Buildings Security Enhancement Project in the amount of $70,000. This project consists o f the installation of numerous exterior cameras around Little Oaks and the North Oakland Health Center, a computer at Little Oaks and video recorders at Building Safety. Mr. Holdsworth indicated that they will be installing 27 to 30 outdoor cameras, which will be installed in parking lots around Little Oaks, such as the Community Mental Health building parking lot, North Oakland Health Center parking lots and portions of the parking lot north and south of Little Oaks. Taub moved approval of the attached suggested resolution. Supported by Quarles. Motion carried unanimously on a roll call vote with Crawford absent. OTHER BUSINESS/ADJOURNMENT Commissioner Long asked Ms. Scarlet about the letters concerning a health insurance dependent audit that were received in the mail and whether or not each employee will be required to make an appointment to bring in all the documentation requested (i.e. birth certificates, social security numbers) for the audit. Ms. Scarlet indicated that there are postage -paid envelopes provided in the mailings to return the information. Commissioner Woodward expressed concern about sending this type of personal information through the mail to a company he is not familiar with and potentially risking identity fraud. Ms. Hain explained that if someone feels uncomfortable with mailing this information, it could be taken to the company’s office (Benefit Outsourcing Solutions) in Commerce on Haggerty Road. She said there are provisions at Benefit Outsourcing Solutions for shredding the documents after information is obtained and verified. Commissioner Taub suggested that they could have representatives from the company who are performing the audit come to the County complex so that employees could submit the information in person. There being no other business to come before the committe e, the meeting was adjourned at 10:17 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg Committee Coordinator Administrative Director FINANCE COMMITTEE Page 7 January 16, 2014 NOTE: The foregoing minutes are subject to Committee approval.