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HomeMy WebLinkAboutMinutes - 2014.01.30 - 36784 January 30, 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, Kathy Crawford, Jeff Matis, Helaine Zack, Nancy Quarles COMMITTEE MEMBERS ABSENT WITH NOTICE None. OTHERS PRESENT COMPLIANCE OFFICE Pam Weipert, Compliance Officer COUNTY EXECUTIVE Phil Be rtolini, Deputy County Executive 52ND DISTRICT COURT, DIV. 3 Rene Gillert, Court Administrator DeAnne Bukari, Chief, Probation Officer FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Gaia Piir, Supervisor II Jeff Phelps, Parks Fiscal Coordinator Monica Tinsley, Analyst Nancy Falardeau, Analyst Antonio Pisacreta, Analyst Prentiss Malone, Jr., Analyst HEALTH & HUMAN SERVICES George Miller, Director HOMELAND SECURITY Ted Quisenberry, Manager HUMAN RESO URCES Crystal Kejbou, College Intern/HR Analyst INFORMATION TECHNOLOGY Ed Poisson, Director Janette McKenna, Chief, Information Systems Tammi Shepherd, Chief MANAGEMENT & BUDGET Laurie Van Pelt, Director, Management & Budget PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer PURCHASING Scott Guzzy, Purchasing Admin. SUPPORT SERVICES Todd Birkle, Manager TREASURER’S OFFICE Lisa Johnson, Supervisor, Special Accounting BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst Julia Ruffin, Commissioner Liaison Pamela Worthington, Committee 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 January 30, 2014 PLEDGE OF ALLEGIANCE Chairperson Middleton led the Committee in the Pledge of Allegiance. APPROVAL OF THE PREVIOUS MINUTES Chairperson Middleton explained that a change had been ma de to the minutes of the last meeting to show that Commissioner Crawford was absent with Notice at the January 16, 2014 Finance Committee meeting. Scott moved approval of the previous minutes o f January 16, 2013, as amended. Supported by Matis. Motion carried on a voice vote. PRESENTATION OF THE AGENDA Commissioner Middleton indicated that an item will be added to the agenda titled “Department of Information Technology – Approval of Collaborative Asset Management System CVT Interlocal Agreement with the Township of White Lake ” as Item #9. There were no objections. PUBLIC COMMENT None. FY 2013 CONTINGENCY REPORT The FY 2014 – FY 2016 Contingency balance will be decreased by $11,100 to $165,815 with the adoption of Item #3 on today’s agenda. Use of General Fund Equity During FY 2013 balance will be decreased by $78,661 with the adoption of Item #1 on today’s agenda. Ms. Sonkiss gave a brief update on the status of the debt owed by Royal Oak. She stated that the County had recently received $25,211.63 from the City of Royal Oak, which brings their total owed down to approximately $362,000. Long moved to receive and file the FY 2013 – FY 2015 Contingency Report dated January 22, 2014. Supported by Zack. Motion carried on a voice vote. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for the January 30, 2014 Finance Committee Meeting B. City of Wixom Downtown Development Authority Annual Project Cost Summary C. Notice of Hearings: City of Southfield: 1) Request of property owner Allied Phase One Venture LLC for the Establishment of an Industrial Development District, 2) Application for Exemption of new Personal Property filed by Marsh USA Inc., 3) Application for Exemption of new Personal Property filed by Mercer US Inc. D. Notice of Hearing: City of South Lyon – February 10, 2014 at 7:30 p.m. – RE: Issuance of an Industrial Facilities Exemption Certificate for Michigan Seamless Tube located at 400 McMunn Street, South Lyon, MI FINANCE COMMITTEE Page 3 January 30, 2014 Long moved to receive and file the Communications. Supported by Woodward. Motion carried on a voice vote. CONSENT AGENDA 1. BOARD OF COMMISSIONERS – TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION - CITY OF WALLED LAKE – IMPROVEMENT ON PONTIAC TRAIL AT DECKER ROAD – PROJECT NO. 52151 The resolution, which was introduced by Christine Long, authorizes the release of $78,661 (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 Walled Lake. The project is for the resurfacing, ADA Improvements and pedestrian signal upgrades on Pontiac Trail at Decker Road. A Cost Participation Agreement is included, and a budget amendment of $78,661 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. Long moved approval of the attached suggested resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Quarles absent . REGULAR AGENDA 2. SHERIFF’S OFFICE – TRANSFER OF OWNERSHIP AND RELEASE OF CLAIMS AGREEMENT FOR K-9 DOG The Sheriff’s Office is seeking approval of the transfer of ownership an d release of claims agreement documents to transfer K -9 dog Kaydo to trainer and handler, Deputy Keith Christie, for the sum of $1.00, thereby releasing all claims and liability to the County with respect to Kaydo. Undersheriff McCabe explained that one o f their dogs, Kaydo, is ready to retire, and it is normal procedure that when a dog retires, usually after 7 or 8 years of age, the Sheriff’s Office sells the dog back to the handler for $1.00. He explained that there is a new dog in the academy that is g oing to graduate soon, and that dog will take Kaydo’s place in the field. Taub moved approval of the attached suggested Fiscal Note. Supported by Matis. Motion carried unanimously on a roll call vote with Quarles absent. 3. DEPARTMENT OF CENTRAL SERVICES – LEASED VEHICLES – FLEET EXPANSION OF ONE (1) NEW VEHICLE FOR SHERIFF’S OFFICE AND TWELVE (12) USED VEHICLES The Sheriff’s Office is requesting approval to expand the County Fleet by one (1) vehicle with the purchase of two (2) 15-passenger vans to b e assigned to the Sheriff’s Office Corrective Services Division to replace one (1) Freightliner bus. Funding in the amount of $11,100 will be transferred from General Fund Contingency to the Radio Communications Fund for the acquisition of one (1) Mobile Vehicle Radio and two (2) handheld Portable Prep radios to be added to the Radio Communications Fund inventory for these vehicles. The vans will cost $29,400 each, as opposed to the purchase of a new bus at $125,000. Undersheriff McCabe explained that in addition to the cost savings realized from the purchase of the two vans, there will also be a cost savings from mileage as well. The Sheriff’s Office is requesting to utilize some of the savings for a training program to use ten used patrol Impalas and tw o used patrol Tahoes along with an estimated $30,000 in equipment to outfit the used vehicles. The FY 2014 – FY 2016 Motor FINANCE COMMITTEE Page 4 January 30, 2014 Pool Budget and Sheriff’s Office leased vehicle budget do not need to be amended as funding for the capital costs and leased vehicle expenses are sufficient. Taub moved approval of the attached suggested resolution. Supported by S cott. Motion carried unanimously on a roll call vote. 4. 52ND DISTRICT COURT/DIVISION III ROCHESTER HILLS – POSITION DELETION AND CREATION The 52nd District Court/Division III in Rochester Hills is seeking approval to delete one (1) GF/GP Full-Time Non-Eligible, 20,000 hours per year Probation Officer II and create one GF/GP Full -Time Eligible Probation Officer II position. To offset costs, the 52 nd District Court is proposing to increase the Probation Oversight Fee from $35/month to $40/month on general probation cases. Commissioner Zack had asked for information showing what other district courts were charging for Probation Oversight Fees, and this information was provided to the commissioners prior to today’s meeting and copies were handed out at today’s meeting. Matis moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 5. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – PORT AUTHORITY OF NEW YORK AND NEW JERSEY WORLD TRADE CENTER ARTIFACT ACCEPTANCE The Port Authority of New York and New Jersey have donated a steel beam of the former World Trade Center to the County of Oakland. The Michigan Fallen Heroes Memorial has agreed to accept and display this piece of steel of the former World Trade Center along with other artifacts previously obtained, and any costs associated with this item will be paid for through the Fallen Heroes Memorial Fund. Scott moved approval of the attached suggested Fiscal Note. Supported by Taub. Motion carried unanimously on a roll call vote. 6. FACILITIES MANAGEMENT/PARKS AND RECREATION COMMISSION – INDEPENDENCE OAKS – STEPP LEASE The Parks and Recreation Commission is seeking approval of a lease between the County of Oakland and Aaron and Kyla Stepp for a 1200 square foot house located on the grounds of Independence Oaks County Park at 9489 Sashabaw Road, Clarkston, Michigan for the period o f January 1, 2014 through December 31, 2018. Under the terms and conditions of the lease the tenant will pay $785.00 per month for FY 2014, plus utility costs, and the rent amount will increase annually in accordance with the terms of the lease. The Tenants will be required to use his or her best efforts to secure and protect Independence Oaks Park Property and facilities, especially during “Park Closed” hours, including contacting and coordinating with police, fire or other agencies as may be required. Long moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote. 7. DEPARTMENT OF INFORMATION TECHNOLOGY – 2013/2014 MASTER PLAN QUARTERLY STATUS EXECUTIVE SUMMARY The Information Technol ogy Master Plan Quarterly Status Executive Summary provides an overview of the FINANCE COMMITTEE Page 5 January 30, 2014 services and hours provided by IT during the 2013/2014 Master Plan period. Analysis for the third quarter of the 2013/2014 Mas ter Plan shows that 71% of IT’s labor force was sp ent supporting and maintaining the County’s current systems, which includes Customer Support, Maintenance, Planned Maintenance and Upgrades, Team Management and Non -Project time. The remaining 29% of IT ’s labor force was spent implementing systems requested by various County Divisions through the IT Leadership Group Process. There are a total of 263 Enhancement and New Development projects on the 2013/2014 Master Plan across the seven leadership Groups. Of these projects, 63 are completed, 163 are in pro cess and 37 are not started. As of December 27, 2013, 108,000 hours of IT labor have been expended on project -based work. Taub moved to receive and file the Information Technology 2013/2014 Master Plan Quarterly Status Executive Summary. Supported by Q uarles. Motion carried on a voice vote. 8. DEPARTMENT OF INFORMATION TECHNOLOGY – FIRST QUARTER 2014 DEVELOPMENT APPROPRIATION TRANSFER The Department of Information Technology is requesting approval of the First Quarter 2014 Appropriation Transfer for development charges during the first quarter, which the Department of Information Technology has determined to be $872,327.34 for the General Fund/General Purpose County departments. Direct charges to Special Revenue and Proprietary Fund departments are $581 ,416.26 and non-county agencies are $526.50 for the First Quarter of 2014. The attached schedule provides detailed information. Long moved approval of the attached suggested resolution. Supported by Quarles. Motion carried unanimously on a roll call vote. 9. DEPARTMENT OF INFORMATION TECHNOLOGY – APPROVAL OF COLLABORATIVE ASSET MANAGEMENT SYSTEM CVT INTERLOCAL AGREEMENT WITH THE TOWNSHIP OF WHITE LAKE The Department of Information Technology is requesting approval of a Collaborative Asset Management System (CAMS) Agreement between the County of Oakland and White Lake Township to allow the Township access to Oakland County’s CAMS application modules, through Oakland County Information Technology (OCIT), to access information related to public assets, suc h as water, sanitary sewer and/or storm sewer infrastructure that is managed by various governmental entities within the County of Oakland in order to promote the effective maintenance and care of these assets. Ms. Shepherd explained that CAMS is a cent ric tool that is used to facilitate all structure, work orders, customer service requests, permits, inspections, inventory and other functions. The tool allows multiple County departments and cities, villages and townships to use the same servers, support staff, etc. It is all in the same central repository that Information Technology maintains. She explained that the current users of the CAMS system are Oakland County Water Resources Commissioner, the Road Commission for Oakland County, Oakland County F acilities Management, Oakland County Parks and Recreation Commission and the CVTs, such as Farmington Hills and Independence Township. Commissioner Zack asked if information could be provided to the commissioners in regard to what communities are showing interest in utilizing the CAMS System. Mr. Bertolini stated that they would put together a list and report back to the Board of Commissioners regarding responses from other communities on the CAMS System, and t hen the commissioners could provide informati on to those interested communities in their districts about the CAMS System. FINANCE COMMITTEE Page 6 January 30, 2014 Long moved approval of the attached suggested resolution. Supported by Crawford. Motion carried unanimously on a roll call vote. OTHER BUSINESS/ADJOURNMENT Commissioner Woodward indicated that discussion took place at the last Finance Committee meeting concerning the health care verification audit process, and there was a suggestion about the possibility of alternative means for employees to submit personal information so that they don’t have to send all personal information to a private enterprise. Commissioner Woodward also mentioned that for employees who need to get copies of these documents outside of the County, they are incurring an additional expense to comply with the requirements of verifying dependents on employees’ health insurance. He stated that there should be a way to reimburse those employees for that expense. Commissioner Taub stated that she had already obtained her records from Wayne County, and it cost her approximate $47. Commissioner Taub asked if it would be possible to have a drop location so that employees don’t have to submit these documents by regular mail. Commissioner Scott indicated that he would put an item on the next Human Resour ces Committee agenda to discuss options and concerns with regard to the health care verification audit. There being no other business to come before the committe e, the meeting was adjourned at 10:13 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.