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HomeMy WebLinkAboutMinutes - 2014.03.13 - 36796 March 13, 2014 Chairperson Middleton called the meeting of the Fina nce Committee to order at 9:06 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 AVIATION Karl Randall, Manager ANIMAL CONTROL Bob Gatt, Manager Joanie Toole, Supervisor COMPLIANCE OFFICE Scott Guzzy, Purchasing Admin. CORPOR ATION COUNSEL Keith Lerminiaux, Corporation Counsel ECONOMIC DEVELOPMENT/COMM. AFFAIRS Whitney Calio, Environmental Program Coord. HUMAN RESOURCES Heather Mason, Analyst III INFORMATION TECHNOLOGY Ed Poisson, Director LIBRARY BOARD Laura Mancini, Director MANAGEMENT & BUDGET Laurie Van Pelt, Director, Management & Budget FISCAL SERVICES Tim Soave, Manager Lynn Sonkiss, Chief Gaia Piir, Supervisor II Laura Huyghe, Accountant Jeff Phelps, Parks Fiscal Coordinato r Monica Tinsley, Financial Analyst Ebru Adoglu-Jones, Financial Analyst Antonio Pisacreta, Financial Analyst Leo Lease, Financial Analyst PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Melissa Prowse, Business Development Rep. WATER RESOURCES COMMISSIONER Philip Sanzica, Chief Deputy Steven Korth, Manager BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Chris Ward, Senior Analyst 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 March 13, 2014 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 of February 27, 2014, as printed. Supported by Quarles. Motion carried on a voice vote. PRESENTATION OF THE AGENDA No changes to the agenda. PUBLIC COMMENT None. FY 2014/ FY 2015/FY 2016 CONTINGENCY REPORT The FY 2014 – FY 2016 Contingency balance of $165,815 will be reduced by $7,000 with the adoption of Item #14. The Use of General Fund Equity During FY 2014 balance will be reduced by $16,012 with the adoption of Items #12 and #13 on today’s agenda. Ms. Sonkiss explained that Page 9 of the Contingency Report was amended to reflect the first quarter forecast resolutions and the use o f the assigned balance for several items. Taub moved to receive and file the FY 201 4 – FY 2016 Contingency Report dated March 6, 2014. Supported by Zack. Motion carried on a voice vote. UPDATE ON ROYAL OAK TOWNSHIP DEBT TO COUNTY Ms. Sonkiss indicated that at the last Finance Committee meeting she had mentioned that the County was expecting to receive $170,000 from Royal Oak Township, and she confirmed that they did receive it later that day. Ms. Sonkiss indicated that the County also took a distri bution from the Delinquent Tax Revolving Fund (DTRF), and that currently the outstanding balance for Royal Oak Township for Sheriff’s Services is $101,508.48. COMMUNICATIONS A. County Executive Compliance Office/Purchasing – Contract Exception Report for th e March 13, 2014 Finance Committee Meeting B. Parks and Recreation Commission – 2014 Quality of Life Grant Application C. Sheriff’s Office – 2014 Connections for Cardiovascular Health Program – Grant Application D. Notice of Hearing: City of Auburn Hills – March 3, 2014 at 7:00 p.m. – RE: request for an Industrial Facilities Exemption Certificate for New Real Property and Personal Property for a facility located on 3301 Cross Creek Parkway, Auburn Hills, MI 48326 Taub moved to receive and file the Communications. Supported by Matis. Motion carried on a voice vote. FINANCE COMMITTEE Page 3 March 13, 2014 REGULAR AGENDA 1. SHERIFF’S OFFICE – CONTRACT AMENDMENT #1 FOR LAW ENFORCEMENT SERVICES IN THE CITY OF ROCHESTER HILLS 2013 - 2015 The Sheriff’s Office is requesting approval of Amendment #1 to the o riginal Oakland County Sheriff’s Office 2013 – 2015 Law Enforcement Services Agreement with the City of Rochester Hills in order to add one full - time eligible Technical Assistant and two 1,000 -hour per year part-time, non-eligible Office Assistant II positions for the period of March 22, 2014 to December 31, 2015. One full-time eligible Technical Assistant and two 1,000-hour, part-time non-eligible (PTNE) Office Assistant II positions in the Contract Patrol Rochester Hills Unit, Patrol Services Division of the Sheriff’s Office will be created. The effective date of the amendment is March 22, 2014. Contract billing rates for the new positions are established by the Schedule A attachment of this resolution. Matis moved approval of the attached suggested F iscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. 2. SHERIFF’S OFFICE – TRANSFER OF OWNERSHIP AND RELEASE OF CLAIMS AGREEMENT FOR K-9 DOG (FINN) The Sheriff’s Office is seeking approval of the transfer of ownership and rel ease of claims agreement for K- 9 Dog, Finn, to trainer and handler, Deputy David Curtis. Finn is retiring from the Sheriff’s Office Canine Unit. The County will sell Finn to his current handler for the nominal sum of $1.00 as outlined in the attached Transfer of Ownership and Release of Claims Agreement. No budget amendment is required. Undersheriff McCabe indicated that the Michigan Department of Homeland Security has offered a dog at no cost to the County to replace Finn in the Sheriff’s Office Canine Unit. Scott moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 3. OAKLAND COUNTY WATER RESOURCES COMMISSIONER – REQUEST FOR APPROVAL TO TRANSFER TITLE TO CERTAIN EASEMENTS, RIG HTS OF WAY, TRANSMISSION MAINS, DISTRIBUTION LATERALS AND APPU RTENANCES TO THE MUNICIPALITIES IN WHICH THEY ARE LOCATED The Oakland County Water Resources Commissioner is seeking approval to transfer legal title of certain easements, rights of way, transm ission mains, distribution laterals and appurtenances to the municipalities (the City of Auburn Hills and the Townships of Independence and West Bloomfield) in which they are located. The conveyance of the water supply and sanitary sewer supply systems to their respective municipalities will relinquish Oakland County from any further liabilities to the systems. Mr. Korth explained that Oakland County acquired these when they bonded for water and sewer projects about 25 – 30 years ago, and this is more of a housekeeping issue. There are no fiscal implications to the County; therefore, no budget amendment is required. Crawford moved approval of the attached suggested Fiscal Note. Supported by Quarles. Motion carried unanimously on a roll call vote. FINANCE COMMITTEE Page 4 March 13, 2014 4. WATER RESOURCES COMMISSIONER – APPROPRIATION OF FUNDS FOR THE ESTABLISHMENT OF A FEASIBILITY STUDY FOR THE NORTH OAKLAND COUNTY WATER AUTHORITY The Oakland County Board of Commissioners previously adopted MR #07095, which appropriated $125,000 for the establishment of a project for the study of the feasibility of a regional water authority. The study had not been conducted, and the Water Resources Commissioner (WRC) had concluded that the project would not provide a positive economic benefit to Oakland County communities and ceased its participation in the feasibility study. Now the WRC is seeking authorization to use the $125,000 for a new study with proposed authority called the North Oakland County Water Authority (NOCWA). The Cities of Pontiac, Auburn Hills, Rochester Hills and the Township of Orion are water customers of the Detroit Water and Sewerage Department (DWSD). In recent years, they have contemplated the creation of an authority to provide system improvements to address water pressure iss ues, improve system reliability and reduce expenses. The creation of an authority will expedite the improvements at a lower cost. The authority would serve as a single DWSD customer and would receive water rates that are lower than could otherwise be received by any of the four communities alone. Provisions are being made for the inclusion of additional Oakland County communities, provided benefits are demonstrated, and the concept has been presented to and well-received by the DWSD. Mr. Sanzica explained that they reviewed estimates on costs for the feasibility study and found that it could be done for around $50,000. Chairperson Middleton indicated that after the Planning and Building Committee approved this resolution, there was discussion about a forthcoming resolution to approve a County -wide feasibility study. Matis moved approval of the attached suggested Fiscal Note. Supported by Taub. Matis moved to report to amend the resolution by adding the following WHEREAS paragraphs before the NOW THEREFORE BE IT RESOLVED paragraph, as follows: WHEREAS, this proposed authority is only one of several other possible regional initiatives related to the joint establishment of water and sewer infrastructure systems that could be studied; and WHEREAS, the member communities have estimated that the cost to perform a feasibility study related to establishing this proposed authority is $50,000. and to amend the NOW THEREFORE BE IT RESOLVED paragraph, as follows: NOW THEREFORE BE IT RESOLVED, that the Oakland County Board of Commissioners hereby authorizes funding in the amount of $125,000 $50,000 for costs associated with the establishment of a feasibility study for the North Oakland County Water Authority. Supported by Quarles. Taub moved to postpone consideration of this resolution . Supported by Woodward. Motion to postpone carried on a roll call vote with Long voting no . 5. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2014 GRANT PROGRAM ACCEPTANCE – REHABILITATE TAXIW AY C AND CONNECTORS - DESIGN FINANCE COMMITTEE Page 5 March 13, 2014 The Michigan Department of Transportation has awarded $130,000 in grant funding, which includes $117,000 in Federal funds, $6,500 in State funds and a County match of $6,500 , which is available in the Airport Fund, for the development and improvement of the Oakland County International Airport. The grant funds will be used for the rehabilitation of Taxiway C and connectors at the Oakland County International Airport. The Michigan Department of Transportation shall act as agen t on behalf of the County in the administration of the project, which is projected to be completed 36 months from the date of the award. Scott moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote. 6. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – WASTE RESOURCE MANAGEMENT – APPROVAL OF 2014 NO HAZ INTERLOCAL AGREEMENT The Department of Economic Development & Community Affairs is seeking approval of the 2014 NO HAZ Interlocal Agreement between Oakland County and any and all municipalities that have signed the Interlocal Agreement and passed a resolution in support of the agreement to participate in the North Oakland Household Hazardous Waste Consortium (NO HAZ), which has dev eloped a household hazardous waste collection program. This program allows residents to dispose of toxic and poisonous household chemicals. The interlocal agreement requires participating municipalities to fully reimburse the County for all costs incurred in connection with the NO HAZ Program. The FY 2014 Budget includes revenue estimates and expenditure appropriations for the 2014 NO HAZ Program. No General Fund/General Purpose amendment is required. Ms. Calio indicated that there are currently 12 communities that have approved the agreement to participate in the NO HAZ program. This is a one -year agreement that is renewed every year, and the participating communities full y reimburse the County for services. Residents who are living in communities tha t have not signed an agreement are required to pay a $60 fee. Matis moved approval of the attached suggested Fiscal Note. Supported by Woodward. Motion carried unanimously on a roll call vote. 7. HEALTH AND HUMAN SERVICES – HOMELAND SECURITY DIVISION – 2012 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) – AMENDMENT OVER 15% The State of Michigan’s State Police Emergency Management and Homeland Security Division (MSP/EM - ISD) had originally awarded $53,860 in grant funding for the development and mainte nance of an emergency management program for protecting life, property and vital infrastructure in times of disaster or emergency. These grant funds were received and approved by the Oakland County Board of Commissioners per MR #12220 for the grant period of October 1, 2011 through September 30, 2012. Oakland County has since been notified that it has received an additional $16,220.42, which exceeds 15% of the original award, and therefore , requires a resolution of acceptance. The Department of Health an d Human Services Homeland Security Division is seeking authorization to accept the additional grant funding from the State of Michigan in the amount of $16,220.42. The current FY 2014 Budget is $40,000 ; therefore, a budget amendment is recommended to refl ect the original grant award of $53,860 plus the supplemental funding of $16,220. Taub moved approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote. 8. PUBLIC SERVICES DEPARTMENT/ANIMAL CONTROL DIVISION – ESTABLISH FISCAL YEAR 2014 – FISCAL YEAR 2016 MUNICIPALITY CONTRACTS AND OAKLAND COUNTY ANIMAL FINANCE COMMITTEE Page 6 March 13, 2014 CONTROL AND PET ADOPTION RATES FOR BOARDING AND DISPOSAL The Oakland Pet Adoption Center administers the provisions of PA 339 of 1919, as amended (th e Dog Law), and renders services to local jurisdictions through Purchase Contracts for care of boarded animals and disposal of live and dead animals. These fees were last revised in 2011 per MR #11154 for a three - year period. The Oakland County Animal Co ntrol and Pet Adoption Center is requesting approval of new rates for boarding and disposal to be charged to municipalities purchasing service contracts with the Oakland Pet Adoption Center. Mr. Gatt explained that every year his staff does a cost study o n their rates, and this year they have determined that the rates should be reduced, as follows, for FY 2014, FY 2015 and FY 2016: Care of Boarded Animals, from $27.00 to $21.00; Disposal of live (non -boarded) small animals, from $34.00 to $19.00; Disposal of live (boarded) small animals, from $16.00 to $6.00; Disposal of small dead animals, from $32.00 to $18.00. Commissioner Woodward asked if there was a way that the Oakland County Animal Control could advertise to Oakland County communities who are not currently utilizing these services to inform them that these services are available to them. Mr. Gatt indicated that he could make follow -up correspondence with these other communities to get the information out to them. Quarles moved approval of the attached suggested Fiscal Note. Supported by Crawford. 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 The Animal Control and Pet Adoption Center (PAC) is requesting approval of a gift in the amount of $15,877.56 from Ms. Joyce M. Danas’ estate. Ms. Danas’ estate had previously donated $46,500, per Miscellaneous Resolution #13209 in July of 2013, a nd this is the final distribution. Any gift received by the County in the amount of $10,000, with no match or other financial obligations to the County, must be reviewed by the department’s/division’s liaison committee, approved by the Board of Commission ers, accounted for in the appropriate departmental donation account and recorded as a fixed County asset. The donation was accounted for in the Oakland County Animal Control and Pet Adoption Center’s Legacy Fund. No budget amendment is required. Matis moved approval of the attached suggested Fiscal Note. Supported by Long. Motion carried unanimously on a roll call vote. 10. HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN 2 ND QUARTERLY REPORT FOR FY2014 The Human Resources Department is recommend ing to reclassify one position (Administrative Assistant CHPIS, Salary Grade 14, to Quality and Process Improvement Supervisor (Salary Grade 14) within the Health Division, upwardly reclassify two positions in Facilities Management (Alarm Technician Salary Grade 9 to Security Systems Specialist Salary Grade 10) and create a new classification within the Human Resources Department titled HRIS Supervisor, Salary Grade 14. Ms. Mason explained that this new classification is to prepare for some changes that Hu man Resources will be making soon within their department. She indicated that the request for the reclassification of the two positions in Facilities Management are needed because they are more technologically advanced as it relates to alarm security and working with hardware and software. Scott moved approval of the attached suggested Fiscal Note. Supported by Woodward. FINANCE COMMITTEE Page 7 March 13, 2014 Motion carried unanimously on a roll call vote. 11. PARKS AND RECREATION COMMISSION – SUPPORT OF APPLICATION FOR A 2014 MICHIGAN DEPARTMENT OF NATURAL RESOURCES TRUST FUND DEVELOPMENT GRANT FOR THE OAKLAND COUNTY PARKS AND RECREATION UNIVERSALLY ACCESSIBLE FISHING PIER PROJECT Mr. Stencil explained that this is an application that requires a Board resolution in order to reapply for t he Michigan Department of Natural Resources Trust Fund Development Grant, which is funded through oil and gas royalties on State properties, and the grant is administered by the Michigan Department of Natural Resources. Ms. Prowse explained that this is a grant request for a $36,300 grant from the 2014 Michigan Natural Resources Trust Fund, with a local match of $12,200, which includes $7,900 in -house labor and $4,300 from the Parks and Recreation Fund (25% of total project costs). Ms. Prowse indicated th at they had applied for the grant last year, but they were unsuccessful. There is no budget amendment required at this time. Long moved approval of the attached suggested Fiscal Note. Supported by Scott. Motion carried unanimously on a roll call vote . 12. BOARD OF COMMISSIONERS TRI-PARTY PROGRAM – ADDITIONAL APPROPRIATION FOR CITY OF FARMINGTON HILLS – PROJECT NO. 51661 The resolution approves the additional cost from Oakland County of $11,000 for Tri -Party Project #51661, which was originally approved by MR #13019 for the City of Farmington Hills, bringing the total County share for the project to $62,000. The project was established for the extension of the right turn lane on Middlebelt Road at Hillel Day School. Quarles moved approval of the atta ched suggested resolution. Supported by Long. Motion carried unanimously on a roll call vote. 13. BOARD OF COMMISSIONERS TRI-PARTY PROGRAM – ADDITIONAL APPROPRIATION FOR CITY OF ROCHESTER – PROJECT NO. 51701 The resolution approves the additional cost fro m Oakland County of $5,012 for Tri -Party Project #51701, which was originally approved by MR #13071 for the City of Rochester, bringing the total County share for the project to $36,272. The project was established for the Dequindre Road at the Clinton Ri ver Trail and Macomb Orchard Trail Crossing. Matis moved approval of the attached suggested resolution. Supported by Taub. Motion carried unanimously on a roll call vote. 14. DEPARTMENT OF MANAGEMENT AND BUDGET – FISCAL YEAR 2014 FIRST QUARTER FINANCIAL FORECAST AND BUDGET AMENDMENTS The resolution accepts the Fiscal Year 2014 First Quarter Financial Report . The Transmittal Letter of March 13, 2014, from Management and Budget forecasts that the County will complete FY 201 4 with an FINANCE COMMITTEE Page 8 March 13, 2014 overall favorable variance of $13,184,543 in General Fund/General Purpose (GF/GP) operations, compared to the amended budget. This overall favorability is split between receiving $1,436,323 more revenue than anticipated and a projected favorability in expenditures of $1 1,748,220. Many departments have experienced savings in personnel as a result of the hiring freeze, turnover and under -filling of positions. There are no departments projected to be unfavorable at the end of the fiscal year. Commissioner Taub asked about wh ether or not the Prep Portable Hand Held Radios for the Narcotics Enforcement Team (NET) will be included in the fees that the locals pay or is it something the County provides at no cost. Undersheriff McCabe explained that communities do pay for a portio n of their equipment, and the County pays for its own. Ms. VanPelt explained that whenever communities have to buy new equipment, the County has to provide the initial cash to expand, and then the equipment is rented out through the program. Scott moved approval of the attached suggested resolution. Supported by Zack. Taub moved to amend the reso lution by deleting the 34th WHEREAS paragraph that references writing off $744,293.49 for the Brown Road Group, and remove Pages 79 and 80, which references the same. Supported by Crawford. Motion to amend carried unanimously on a roll call vote. Main motion, as amended, carried unanimously on a roll call vote. 15. DEPARTMENT OF MANAGEMENT & BUDGET – FY 2015 – FY 2017 REVENUE ESTIMATES These are the preliminary revenue estimates for FY 2015 – FY 2017 , which includes adjustments to assumptions for property tax indirect costs and investment income . Ms. Sonkiss explained that they look at the existing amended plan for FY 2015 and FY 2016 and start forecasting w hat they think revenues are going to be for the next three years. Ms. Sonkiss indicated that there are some changes, and the biggest change between the amended plan and the preliminary revenue estimate for FY 2015 is increasing revenue by approximately $6 .9 million, and of that, approximately $6 million is for favorable property tax revenue estimates. Ms. Sonkiss explained that p reviously they had projected that property tax revenue would increase by 1% in FY 2015, 1% in FY 2016 and 2% in FY 2017; howev er, the current property tax revenue estimates reflect an increase in FY 2015 by 2% in FY 2015, 3% in FY 2016 and 4% in FY 2017. Ms. Sonkiss indicated that once they get the equalization report in April, final adjustments will be made , if necessary. Personal property tax losses are included in these revenue estimate s; however, legislation has recently been approved by the Senate that would reimburse the local governments for 100% of that personal property tax loss, so there is a potential for increasing revenue s by approximately $2.8 million in FY 2016 a nd about $6.3 million in FY 2017. Ms. Sonkiss indicated that there is $16 million per year for FY 2016 and FY 2017 included in the revenue estimates for revenue sharing . With the Governor’s last budget pr oposal, he is proposing to fully restore revenue sharing at $19 million per year, which if approved , would be another $3 million of revenue per year for the County. Long moved to receive and file the FY 2015 – FY 2017 Preliminary Revenue Estimates. Supported by Woodward. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT FINANCE COMMITTEE Page 9 March 13, 2014 There being no other business to come before the committe e, the meeting was adjourned at 10:18 a.m. ________________________ _______________________________ Pamela L. Worthington Jim VerPloeg Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.